HomeMy WebLinkAboutBID - 5749 PRINTING CITY NEWS FOR 2003Administrative Services
Purchasing Division
CITY OF FORT COLLINS
City of Fort Collins INVITATION TO BID
BID #5749
PRINTING — CITY NEWS FOR 2003
BID OPENING: NOVEMBER 22, 2002, 2:00 P.M. (our clock)
Sealed bids will be received and publicly opened at the office of the Director Of Purchasing and Risk
Management, PO Box 580, 215 North Mason St., 2nd floor, Fort Collins, Colorado 80522, at the time and
date noted on the bid proposal and/or contract documents. If delivered, they are to be sent to 215 North
Mason Street, 2"d Floor, Fort Collins, Colorado 80524. If mailed, the address is P.O. Box 580, Fort
Collins, 80522-0580.
Bids must be received at the Purchasing Office prior to 2:00p.m. (our clock), November 22, 2002.
A copy of the Bid may be obtained as follows:
Call the Purchasing Fax -line, 970-416-2033 and follow the verbal instruction to request
document #25749. (The bid number must be preceded by a 2 when using the Fax -
line.)
2. Download the Bid from the Purchasing Webpage, Current Bids page, at:
www.fcgov.com/purchasing.
3. Come by Purchasing at 215 North Mason St., 2nd floor., Fort Collins, and request a copy
of the Bid.
Special Instructions
All bids must be properly signed by an authorized representative of the company with the legal capacity to
bind the company to the agreement. Bids may be withdrawn up to the date and hour set for closing.
Once bids have been accepted by the City and closing has occurred, failure to enter into contract or
honor the purchase order will be cause for removal of supplier's name from the City of Fort Collins'
bidders list for a period of twelve months from the date of the opening. The City may also pursue any
remedies available at law or in equity. Bid prices must be held firm for a period of forty-five (45) days
after bid openings.
Submission of a bid is deemed as acceptance of all terms, conditions and specifications contained in the
City's specifications initially provided to the bidder. Any proposed modification must be accepted in
writing by the City prior to award of the bid.
Only bids properly received by the Purchasing Office will be accepted. All bids should be clearly
identified by the bid number and bid name contained in the bid proposal.
No proposal will be accepted from, or any purchase order awarded, to any person, firm or corporation in
default on any obligation to the City.
Bids must be furnished exclusive of any federal excise tax, wherever applicable.
Bidders must be properly licensed and secure necessary permits wherever applicable.
Bidders not responding to this bid will be removed from our automated vendor listing for the subject
commodities.
215 North Mason Street • 2nd Floor • P.O. Box 580 • Fort �ollins, CO 80522-0580 • (970) 221-6775 • FAX (970) 221-6707
ATTEST:
City Clerk
APPROVED AS TO FORM:
Assistant City Attorney
CITY OF FORT COLLINS, COLORADO
a municipal corporation
By:
John F. Fischbach
City Manager
By:
James B. O'Neill II, CPPO, FNIGP
Director of Purchasing and Risk Management
Date:
[Insert Corporation's name] or
[Insert Partnership name] or
[Insert individual's name]
Doing business as [insert name of business]
By:
PRINT NAME
CORPORATE PRESIDENT OR VICE PRESIDENT
Date:
ATTEST: (Corporate Seal)
CORPORATE SECRETARY
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EXHIBIT B
INSURANCE REQUIREMENTS
The Service Provider will provide, from insurance companies acceptable to the City, the insurance
coverage designated hereinafter and pay all costs. Before commencing work under this bid, the Service
Provider shall furnish the City with certificates of insurance showing the type, amount, class of operations
covered, effective dates and date of expiration of policies, and containing substantially the following
statement:
"The insurance evidenced by this Certificate will not be cancelled or materially altered, except after ten
(10) days written notice has been received by the City of Fort Collins."
In case of the breach of any provision of the Insurance Requirements, the City, at its option, may take out
and maintain, at the expense of the Service Provider, such insurance as the City may deem proper and
may deduct the cost of such insurance from any monies which may be due or become due the Service
Provider under this Agreement. The City, its officers, agents and employees shall be named as additional
insureds on the Service Provider's general liability and automobile liability insurance policies for any
claims arising out of work performed under this Agreement.
2. Insurance coverages shall be as follows:
A. Workers' Compensation & Employer's Liability. The Service Provider shall maintain during the
life of this Agreement for all of the Service Provider's employees engaged in work performed
under this agreement:
1. Workers' Compensation insurance with statutory limits as required by Colorado law.
2. Employer's Liability insurance with limits of $100,000 per accident, $500,000 disease
aggregate, and $100,000 disease each employee.
B. Commercial General & Vehicle Liability. The Service Provider shall maintain during the life of this
Agreement such commercial general liability and automobile liability insurance as will provide
coverage for damage claims of personal injury, including accidental death, as well as for claims
for property damage, which may arise directly or indirectly from the performance of work under
this Agreement. Coverage for property damage shall be on a "broad form" basis. The amount of
insurance for each coverage, Commercial General and Vehicle, shall not be less than $500,000
combined single limits for bodily injury and property damage.
In the event any work is performed by a subcontractor, the Service Provider shall be responsible
for any liability directly or indirectly arising out of the work performed under this Agreement by a
subcontractor, which liability is not covered by the subcontractor's insurance.
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The City may elect where applicable, to award bids on an individual item/group basis or on a total bid
basis, whichever is most beneficial to the City. The City reserves the right to accept or reject any and all
bids, and to waive any irregularities or informalities.
Sales prohibited/conflict of interest: no officer, employee, or member of City Council, shall have a
financial interest in the sale to the City of any real or personal property, equipment, material, supplies or
services where such officer or employee exercises directly or indirectly any decision -making authority
concerning such sale or any supervisory authority over the services to be rendered. This rule also
applies to subcontracts with the City. Soliciting or accepting any gift, gratuity, favor, entertainment,
kickback or any items of monetary value from any person who has or is seeking to do business with the
City of Fort Collins is prohibited.
Freight terms: unless otherwise noted, all freight is F.O.B. Destination, Freight Prepaid. All freight
charges must be included in prices submitted on proposal.
Discounts: any discounts allowed for prompt payment, etc., must be reflected in bid figures and not
entered as separate pricing on the proposal form.
Purchasing restrictions: your authorized signature of this bid assures your firm's compliance with the
City's purchasing restrictions. A copy of the resolutions are available for review in the Purchasing Office
or the City Clerk's Office. Request Resolution 91-121 for cement restrictions.
Collusive or sham bids: any bid deemed to be collusive or a sham bid will be rejected and reported to
authorities as such. Your authorized signature of this bid assures that such bid is genuine and is not a
collusive or sham bid.
Bid results: for information regarding results for individual bids send a self-addressed, self -stamped
envelope and a bid tally will be mailed to you. Bid results will be posted in our office 7 days after the bid
op ing.
s B. II, CPP , FNIGP
*11�ame
irector of Purchasing and Risk Management
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CITY OF FORT COLLINS
BID PROPOSAL
BID #5749
PRINTING — CITY NEWS FOR 2003
BID OPENING: NOVEMBER 22 2002. 2:00 p.m. (our clock)
WE HEREBY ENTER OUR BID FOR THE CITY OF FORT COLLINS' REQUIREMENTS FOR PRINTING
— CITY NEWS FOR 2003 PER THE BID INVITATION AND ANY REFERENCED SPECIFICATIONS:
The City of Fort Collins Communications and Public Involvement Division is seeking bids from qualified
vendors to provide the printing for the City News for 2003. All bids are to include graphic design/layout,
typeset, and production costs.
PROGRAM REQUIREMENTS
STOCK: Case Opaque Smooth Offset 50# White. All vendors must bid this stock; other stock can be
proposed as "options". CPIC reserves the right to determine if optional stock proposed is the
"equivalent" of Case Opaque Smooth Offset 50# White.
INK: 2 PMS/2 PMS (Black plus PMS 437)
BLEEDS: Full bleed both sides.
FILE: Artwork created in InDesign 2.0, saved on disk will be ready for pickup as scheduled. Layout
also will include duotones and some screened coverage.
FLAT SIZE: 15.25 x 8.875, simple folded twice to 3.8125 x 8.875 with bleeds.
PROOF: Blueline or Hard Copy Proof. Vendor must be able to accommodate minor corrections and
changes at blueline stage and still meet the specified delivery date.
QUANTITY: 56,500 copies per month (expect 1 % increase annually due to population growth).
SCHEDULE: Pick-up usually occurs around the 14t" of each month with final delivery taking place
around the 22"d of the same month. An exact pick-up/delivery schedule will be provided to the vendor
by the Communications and Public Involvement Office. Finished newsletters must be delivered
according to the schedule to First Class Direct, carton packed in 500 count bundles. In addition, 40
samples shall be delivered to the Communications and Public Involvement Office.
PICKUP AND DELIVERY: Vendor's representative must pick up artwork on disk from the City,
deliver blueline proof back to the City, and return copies and artwork on Zip/CD disk.
2. All prices are to be quoted as delivered to FIRST CLASS DIRECT in Fort Collins, Colorado
3. At the option of the City, the Agreement may be extended for additional one year periods not to
exceed four (4) additional one year periods. First year award will cover all printing done for the 2003
calendar year (January through December). Pricing changes after Year 1 shall be negotiated by and
agreed to by both parties and may not exceed the Denver — Boulder CPI-U as published by the
Colorado State Planning and Budget Office. Written notice of renewal shall be provided to the
Service Provider and mailed no later than ninety (90) days prior to contract end. The successful
vendor will be expected to sign the City's standard Service Agreement without revision. Please
review attached sample copy, before responding to this Bid.
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4. Please base bids on the following quantities:
1-1161MOI7T
ITEM
QUANTITY
PRICE PER 1,000
TOTAL
City News (Annual)
678,000
XXXXXXXXXXXXXX
City News (per
month)
56,500
XXXXXXXXXXXXXX
XXXXXXXXXXXXXX
City News (per
1,000)
1,000
XXXXXXXXXXXXXX
FIRM NAME:
(Please indicate: Corp., LLC, Partnership, DBA)
ADDRESS:
CITY: STATE/ZIP:
TELEPHONE: FAX:
BID SUBMITTED BY:
SIGNATURE:
DATE:
SERVICES AGREEMENT
THIS AGREEMENT made and entered into the day and year set forth below by and between
THE CITY OF FORT COLLINS, COLORADO, a Municipal Corporation, hereinafter referred to as the
"City" and
hereinafter referred to as "Service Provider".
WITNESSETH:
In consideration of the mutual covenants and obligations herein expressed, it is agreed by and
between the parties hereto as follows:
1. Scope of Services. The Service Provider agrees to provide services in accordance with
the scope of services attached hereto as Exhibit "A", consisting of () page[s], and incorporated
herein by this reference.
2. The Work Schedule. [Optional] The services to be performed pursuant to this
Agreement shall be performed in accordance with the Work Schedule attached hereto as Exhibit "B",
consisting of ( ) page[s], and incorporated herein by this reference.
3. Time of Commencement and Completion of Services The services to be performed
pursuant to this Agreement shall be initiated within ( ) days following execution of
this Agreement. Services shall be completed no later than . Time is of the essence.
Any extensions of the time limit set forth above must be agreed upon in a writing signed by the parties
4. Contract Period. [Option 1] This Agreement shall commence upon the date of execution
shown on the signature page of this Agreement and shall continue in full force and effect for one (1) year,
unless sooner terminated as herein provided. In addition, at the option of the City, the Agreement may be
extended for an additional period of one (1) year at the rates provided with written notice to the
Professional mailed no later than ninety (90) days prior to contract end.
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4. Contract Period. [Option 2] This Agreement shall commence , 200, and shall
continue in full force and effect until , 200_, unless sooner terminated as herein provided. In
addition, at the option of the City, the Agreement may be extended for additional one year periods not to
exceed _ (_) additional one year periods. Pricing changes shall be negotiated by and agreed to by
both parties and may not exceed the Denver - Boulder CPI-U as published by the Colorado State
Planning and Budget Office. Written notice of renewal shall be provided to the Service Provider and
mailed no later than ninety (90) days prior to contract end.
5. Delay. If either party is prevented in whole or in part from performing its obligations by
unforeseeable causes beyond its reasonable control and without its fault or negligence, then the party so
prevented shall be excused from whatever performance is prevented by such cause. To the extent that
the performance is actually prevented, the Service Provider must provide written notice to the City of such
condition within fifteen (15) days from the onset of such condition.
6. Early Termination by City/Notice. Notwithstanding the time periods contained herein, the
City may terminate this Agreement at any time without cause by providing written notice of termination to
the Service Provider. Such notice shall be delivered at least fifteen (15) days prior to the termination date
contained in said notice unless otherwise agreed in writing by the parties. All notices provided under this
Agreement shall be effective when mailed, postage prepaid and sent to the following addresses:
City:
Service Provider:
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In the event of early termination by the City, the Service Provider shall be paid for services rendered to
the date of termination, subject only to the satisfactory performance of the Service Provider's obligations
under this Agreement. Such payment shall be the Service Provider's sole right and remedy for such
termination.
7. Contract Sum. The City shall pay the Service provider for the performance of this
Contract, subject to additions and deletions provided herein, the sum of Dollars
($ ) [Option Cost Breakdown is attached Exhibit "C"]
8. City Representative. The City will designate, prior to commencement of the work, its
representative who shall make, within the scope of his or her authority, all necessary and proper
decisions with reference to the services provided under this agreement. All requests concerning this
agreement shall be directed to the City Representative.
9. Independent Service provider. The services to be performed by Service Provider are
those of an independent service provider and not of an employee of the City of Fort Collins. The City
shall not be responsible for withholding any portion of Service Provider's compensation hereunder for the
payment of FICA, Workmen's Compensation or other taxes or benefits or for any other purpose.
10. Personal Services. It is understood that the City enters into the Agreement based on the
special abilities of the Service Provider and that this Agreement shall be considered as an agreement for
personal services. Accordingly, the Service Provider shall neither assign any responsibilities nor delegate
any duties arising under the Agreement without the prior written consent of the City.
11. Acceptance Not Waiver. The City's approval or acceptance of, or payment for any of the
services shall not be construed to operate as a waiver of any rights or benefits provided to the City under
this Agreement or cause of action arising out of performance of this Agreement.
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12. Warranty.
(a) Service Provider warrants that all work performed hereunder shall be performed
with the highest degree of competence and care in accordance with accepted
standards for work of a similar nature.
(b) Unless otherwise provided in the Agreement, all materials and equipment
incorporated into any work shall be new and, where not specified, of the most
suitable grade of their respective kinds for their intended use, and all
workmanship shall be acceptable to City.
(c) Service Provider warrants all equipment, materials, labor and other work,
provided under this Agreement, except City -furnished materials, equipment and
labor, against defects and nonconformances in design, materials and
workmanship/workwomanship for a period beginning with the start of the work
and ending twelve (12) months from and after final acceptance under the
Agreement, regardless whether the same were furnished or performed by
Service Provider or by any of its subcontractors of any tier. Upon receipt of
written notice from City of any such defect or nonconformances, the affected item
or part thereof shall be redesigned, repaired or replaced by Service Provider in a
manner and at a time acceptable to City.
13. Default. Each and every term and condition hereof shall be deemed to be a material
element of this Agreement. In the event either party should fail or refuse to perform according to the
terms of this agreement, such party may be declared in default thereof.
14. Remedies. In the event a party has been declared in default, such defaulting party shall
be allowed a period of ten (10) days within which to cure said default. In the event the default remains
uncorrected, the party declaring default may elect to (a) terminate the Agreement and seek damages; (b)
treat the Agreement as continuing and require specific performance; or (c) avail himself of any other
remedy at law or equity. If the non -defaulting party commences legal or equitable actions against the
defaulting party, the defaulting party shall be liable to the non -defaulting party for the non -defaulting
party's reasonable attorney fees and costs incurred because of the default.
15. Binding Effect. This writing, together with the exhibits hereto, constitutes the entire
agreement between the parties and shall be binding upon said parties, their officers, employees, agents
and assigns and shall inure to the benefit of the respective survivors, heirs, personal representatives,
successors and assigns of said parties.
16. Indemnity/Insurance. a. The Service Provider agrees to indemnify and save harmless
the City, its officers, agents and employees against and from any and all actions, suits, claims, demands
or liability of any character whatsoever brought or asserted for injuries to or death of any person or
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persons, or damages to property arising out of, result from or occurring in connection with the
performance of any service hereunder.
b. The Service Provider shall take all necessary precautions in performing the work hereunder to
prevent injury to persons and property.
c. Without limiting any of the Service Provider's obligations hereunder, the Service Provider shall
provide and maintain insurance coverage naming the City as an additional insured under this Agreement
of the type and with the limits specified within Exhibit _, consisting of (_) pages[s], attached
hereto and incorporated herein by this reference. The Service Provider before commencing services
hereunder, shall deliver to the City's Director of Purchasing and Risk Management, P. O. Box 580 Fort
Collins, Colorado 80522 one copy of a certificate evidencing the insurance coverage required from an
insurance company acceptable to the City.
17. Entire Agreement. This Agreement, along with all Exhibits and other documents
incorporated herein, shall constitute the entire Agreement of the parties. Covenants or representations
not contained in this Agreement shall not be binding on the parties.
18. Law/Severability. The laws of the State of Colorado shall govern the construction
interpretation, execution and enforcement of this Agreement. In the event any provision of this
Agreement shall be held invalid or unenforceable by any court of competent jurisdiction, such holding
shall not invalidate or render unenforceable any other provision of this Agreement.
19. Special Provisions. [Optional] Special provisions or conditions relating to the services to
be performed pursuant to this Agreement are set forth in Exhibit , consisting of () page[s],
attached hereto and incorporated herein by this reference.
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