Request for Proposal for Desktop Publishing Services


Capital Access was awarded a contract with the City of St. Louis Community Development Administration (Client) to create two separate policy and procedure manuals. One manual is for the City Healthy Home Repair Program (HHRP), the other is for their Housing Production Program (HPP). These manuals will serve as guidance and training to new users in addition to fulfilling a compliance requirement for the U.S. Department of Housing and Urban Development.

The purpose of this RFP is to identify experienced and skilled talent to offer a wide range of professional document formatting, editing and production services at a reasonable cost. In addition to having superior desktop publishing skills, the preferred candidate will be a certified Minority and/or Women Owned Business Enterprise (M/WBE).


Capital Access will provide the research, subject matter expertise, text and content development for the two above referenced manuals but is seeking a qualified M/WBE firm to perform the following duties:

  • Professional document formatting services for a digital and hardcopy manual

  • Graphic Design services

  • Editing and proofreading services

  • Process mapping creation and editing

  • Creation of table of contents and definitions with keyword search ability in all file


  • Versioning control and capacity so the Client can easily and effectively update or modify the document as needed

The Client has an existing manual for the HHRP that requires significant updating. The other HPP requires a manual and will rely on Capital Access to assist in the development of the format and content for one. Each manual is anticipated to require approximately 100 pages of informational materials.

The designer must be available as needed remotely and may expect to conduct one or two on- site visits with the Client in St. Louis. The following is a proposed work plan schedule for the project and is subject to change:

Phase I: September

  • Coordinate remote sharing of all available program documents and information

  • Review and follow-up questions for program documents and information collected remotely

  • Develop procedural or policy information where necessary

Phase II: October-November:

  • Draft initial program process maps with Capital Access guidance

  • Review initial program process maps with Client and provide edits

  • Finalize process maps to inform table of contents, chapters and subchapters necessary for each program

  • Re-draft document with mark-ups including updated table of contents for the existing HHRP manual

  • Draft new document table of contents and preliminary outline development for HPP manual

  • Client review, comments and final approval to proceed with content development and flow

  • Initial and re-draft of both manuals submitted to Client by end of November

Phase III: December-January

  • Incorporate Client’s edits and revisions or comments from all stakeholders

  • Incorporate additional policy recommendation, coordination and/or regulatory

    research and references

  • Finalize process maps and insert training notes and job aids

  • Present final draft manuals by end of January

Phase IV: February-March

  • Obtain final Client edits for revision and re-submission to Client

  • Obtain final approval and sign off

  • Provide digital editing and PDF printable copies for each guidebook, process flow

    and exhibits as necessary by March 15, 2019


Successful candidates must be an expert in two or more of the following software programs or their equivalent:

  • Microsoft Office Suite, particularly Word, Visio and Adobe Acrobat Pro

  • Google Docs

If selected, the service provider will work closely with the Capital Access team and the Client to ensure version control, make the most effective use of limited page allocations, incorporate final edits and prepare the document for delivery to the Client. An example of the type of template, content and process for developing a manual or Standard Operating Procedures (SOPs) can be found at:


A. Submission Requirements

To respond to this RFP, please include the following:

  • Cover letter explaining the individual or organization’s experience in the industry, key customers, availability, abilities or description of services and statement of certification of M/WBE

  • Resume (if submitted by an individual) or Company Bio (not to exceed 5pgs)

  • Professional references (two-2 or more) with contact information

  • Proposed assigned individual or team/staff. Must provide hourly rate(s) for all team members, the main point of contact, their anticipated roles and an estimated overall contract “not to exceed” amount. Estimate of “fully loaded” hourly rates should be inclusive of any travel, draft printing or related costs. This does not include any cost for print production of final approved version(s) should client request this service

  • Portfolio of two-2 or more examples of relevant desktop publishing work

B. Deadline for Submissions

This Request for Proposal process starts on Friday, September 6, 2019 and will remain open for a period of three weeks. The deadline for RFP submission is 6 pm Eastern Standard Time on Friday, September 27, 2019.

Candidates should send their RFP submission via electronic email in a .pdf format to: Mary Ann Schriedel, Electronic submissions are preferred. However, Capital Access will accept paper submissions post marked by the September 27 deadline as well.

Should you have questions, regarding this RFP, please email Marielle Conlon at:

Capital Access, in its sole discretion, will choose to enter into an agreement for the proposed professional services. It is expressly understood and agreed that the submission of a proposal does not require or obligate Capital Access to pursue an agreement with any proposer. All negotiations are subject to the consideration and discretionary approval ofCapital Access. Capital Access reserves the right to reject, without cause, any and all proposals, to waive any informality relative to proposals, and accept any proposal from any person or organization deemed advantageous to the Project.

Capital Access reserves the right to interview any and all candidates. If necessary, Capital Access reserves the right to require a Best and Final Offer from selected candidates.


Capital Access considers sole proprietors, incorporated businesses and/or partnerships as eligible candidates for this RFP. Capital Access will evaluate candidates for this engagement based on the following criteria:

  1. Skills and experience in the range of requested services

  2. Satisfactory references from past clients and/or employers

  3. Certification of being a Minority or Women Owned Business Enterprise (M/WBE) or

    a business entity that qualifies as a M/WBE and is willing and able to apply for

    certification. More information on certification and eligibility requirements can be found at:

  4. Using the attached template, submission of cost reasonable

Candidates may not have evidence of being placed on any federal debarment list and/or any other financial liability and/or pattern of negligent behavior that would present exposure to risk for the Client, HUD and/or Capital Access.


All decisions will be made no later than October 4, 2019.

Capital Access will evaluate proposals as follows:

RFP Proposal_1.JPG

All preference for this engagement will be given to candidates with a certified M/WBE status.

C. Attachments:

Thank you for your interest in working with Capital Access, Inc.