Graphics Designer

RFP Reference Number: RFP 2025-01

Release Date: December 1, 2025

Closing Date: December 12, 2025

1. INTRODUCTION

The Alberta College of Occupational Therapists (ACOT) is the regulatory body for over 2,600 occupational therapists (OTs) in Alberta. We are governed by a Council that includes registered OTs and public members appointed by government.

ACOT is inviting proposals for professional services to undertake the following activities:

• Create graphic designs that will support and represent educational content already developed for registered OTs;
• Ensure the designs created are accessible, whether through screen readers, colour choice or other alternate formats; and
• Provide the designs in formats that can be used within various media such as .pdf slides, Google slides, MS suite, etc.

The goal is to develop a consistent, inviting look and feel for existing educational content, to be used in ACOT’s learning management system.

2. BACKGROUND

ACOT has sponsored development of eight one-hour learning modules for use by registered OTs. The content focuses on how to work with various populations in Alberta. This supports OTs’ abilities to meet the requirements in ACOT’s Standards of Practice and Code of Ethics. The learning modules are in a .pdf format with voice over audio and will be housed in ACOT’s learning management system.

Three to four of the learning modules focus on anti-racism as it relates to OT practice. It is these learning modules that we are seeking graphics design expertise for.

3. PROJECT OBJECTIVES

The objectives of this project include:

• Developing a working relationship with the learning module project team;
• Reviewing educational content to identify appropriate graphic design elements that will be developed;
• Delivering the finalized graphic designs for use by ACOT.

4. NATURE AND SCOPE OF WORK

4.1. Startup

• Initial meeting with the learning module project team;
• Receiving the learning modules content for review:

4.2. Research

• Identify accessibility features to be incorporated in the graphic designs for the learning modules;
• Review the content in three to four one-hour learning modules;
• Review the look and feel of designs used for five completed learning modules.

4.3. Design & Facilitate Input

• Create sample designs that are consistent with the text content in three to four learning modules that will complement the look and feel of designs used in the five existing learning modules;
• Meet twice with the learning module project team for input and suggestions for adjustments.

4.4. Finalize Designs and Handover to ACOT

• Adjust the graphic designs based on input received;
• Ensure the graphic designs meet accessibility requirements;
• Deliver the graphic designs for the three to four learning modules to ACOT for its use in our learning management system in multiple potential formats.

5. BUDGET

The total budget for this project is not to exceed $3,000 including all disbursements and contingencies. Terms and timelines for payment will be negotiated in the contract for services and will be based on receipt of written invoices from the Consultant(s) for services completed.

6. PROPOSAL RESPONSE GUIDELINES

To ensure a proposal is considered for evaluation it should include all the information requested and be presented in the order described below.

6.1. Cover Letter

A covering letter, dated and signed by a person authorized to negotiate, make commitments, and provide any clarifications with respect to the proposal on behalf of the bidding consultant(s) or firm. Provide a statement indicating your company’s understanding of the proposed project and the deliverables required. Provide an indication of any proposed deviations or exceptions to the terms and conditions outlined in this RFP document.

6.2. Proposed Project Plan

A proposed project plan, with timelines, that indicates the steps to be taken from start of the contract to delivery and of the finalized designs.

6.3. Project Resources

Qualifications and Experience Project Team

Identify the lead consultant and provide a breakdown of qualifications for each member of the project team including:

• Name;
• Role;
• Responsibility;
• Location;
• Estimated amount of time each resource will be dedicated to the project; and
• Resume showing:
  • education;
  • professional certifications; and
  • length and type of experience.

References

Please supply three client references for your company or lead consultant, including the name and address of the reference and the name, title and phone number of the contact person. Describe how the services provided to these references are similar to the services proposed in this RFP.

6.4. Innovation

Provide details of any possible innovative ideas, suggestions, improvements, recommendations, or opportunities for improvement that would enhance the project, processes or required outcomes indicated within this RFP.

6.5. Costs and Charges

Provide an all-inclusive fixed cost quotation in Canadian funds for the project. Identify the expected costs and their allocation, i.e., review of content, design fees, input meetings, applicable taxes.

7. SUBMISSION

As a potential supplier of these services, you are invited to submit a proposal in accordance with the terms, conditions, detailed in this document.

A complete Microsoft Word version of your proposal noting the RFP Reference # is to be forwarded to:

Alberta College of Occupational Therapists

Attention: Marianne Baird, Registrar

marianne.baird@acot.ca

Closing date and time:

December 12, 2025, 4:30 p.m. Alberta Time

Proposals received after the closing time may not be considered.

8. REVIEW SCHEDULE

RFP Release Date: December 1, 2025

Last Day for Written Questions: December 5, 2025

Closing Date: December 12, 2025

Tentative Review and Selection of Consultant: December 15–December 19, 2025

9. INQUIRIES

Inquiries, interpretations, and questions regarding this RFP are to be directed to Marianne Baird, in writing, at marianne.baird@acot.ca

10. RFP PROCESS

Upon closing, the ACOT will review all proposals for completeness. Only completed proposals will be considered. Eligible proposals will be evaluated based on the response guidelines in section 6 and financial competitiveness.

11. PERIOD OF AGREEMENT

The term of any contractual agreement will be from the date of award up to February 20, 2025.

12. SELECTION OF SUCCESSFUL CONSULTANT

Selection will be based on the consultant’s qualifications and knowledge; related work experience and depth of experience; overall strength of proposal; and proposed remuneration.

Consultants may be required to participate in an interview prior to awarding the contract. ACOT reserves the right to reject any or all proposals and to accept the proposal deemed most favourable to the interests of ACOT.

13. CONTRACT NEGOTIATION

ACOT will negotiate a contractual agreement with the preferred consultant. If the ACOT is unable to negotiate an acceptable contractual agreement with the preferred consultant, then the second preferred consultant may be selected, and a contractual agreement developed. ACOT, at any time and without liability, may withdraw from negotiations with any potential consultant.

14. TERMS AND CONDITIONS

14.1. ACOT will not be responsible for any costs incurred by a consultant in preparing and submitting proposals and/or attending interviews. ACOT accepts no liability of any kind to a consultant prior to the signing of a contract.

14.2. Submission of a proposal shall not obligate, nor should it be construed as obligating ACOT to accept any such proposal or to proceed further with the project. ACOT may, in their sole discretion, elect not to proceed with the project, and may elect not to accept any or all proposals for any reason.

14.3. At all times, the Consultant has the responsibility to notify ACOT, in writing, of any ambiguity, divergence, error, omission, oversight or contradiction contained within the proposal as it is discovered.

14.4. Consultants may amend or withdraw their proposals prior to the closing date and time specified in the RFP by way of written or faxed notice to ACOT’s Registrar. After the closing date and time, proposals may not be withdrawn.

14.5. Proposals submitted shall be final and may not be altered by subsequent offerings, discussions, or commitments unless the consultant is requested to do so by ACOT.

14.6. The consultant must identify any information in its proposal that it considers to be confidential or proprietary.

14.7. All proposals and accompanying documentation received under this competition will become the property of ACOT and will not be returned.

14.8. ACOT has reserved the right to waive minor non-compliance by a consultant with the requirements of the RFP. This will allow ACOT to consider and possibly accept any proposal which is advantageous even though the proposal may be non-compliant in some minor respect.

14.9. ACOT reserves the right to accept or reject, in whole or in part, any or all proposals.

14.10. ACOT reserves the right to cancel and/or re-issue this RFP at any time for any reason without penalty.

14.11. Prices quoted are to be held firm for a minimum of 120 days following the RFP closing date and shall remain in effect through the duration of an agreement.

14.12. The consultant’s proposal shall form part of the contractual agreement by attachment and will be incorporated by reference. Claims made in the proposal shall constitute contractual warranties. Any provision in the proposal may be included in the contractual agreement as direct provision thereof.

14.13. The successful consultant agrees to obtain and maintain all professional certifications and licenses necessary to lawfully provide the services required under this request for proposals.