HomeMy WebLinkAboutRFP - 7070 PRINTING AND DISTRIBUTION SERVICESCity of
Financial Services
Purchasing Division
215 N. Mason St. 2"'Floor
6rt
Collins
PO Box 580
Fort Collins, CO 80522
•
970.221.6775
Purchasing
970.221.6707
fcgov. com/purchasing
REQUEST FOR PROPOSAL
7070 Printing & Distribution Services -Catalog
The City of Fort Collins is seeking bids from qualified vendors to produce and distribute the Recreation
Department's quarterly catalog of programs and activities, the Recreator. Please supply proposals per the
bid document.
Written proposals, five (5) copies, will be received at the City of Fort Collins' Purchasing Division, 215 North
Mason St., 2nd floor, Fort Collins, Colorado 80524. Proposals will be received before 3:00 p.m. (our clock),
November 10, 2009. Proposal No. 7070. If delivered, they are to be sent to 215 North Mason Street, 2nd
Floor, Fort Collins, Colorado 80524. If mailed, the address is P.O. Box 580, Fort Collins, 80522-0580.
Questions concerning the scope of the project should be directed to Project Manager John Litel, Recreation
Department Public Relations Coordinator, (970) 221-6875, email: jlitel@fcgov.com
Questions regarding proposals submittal or process should be directed to David Carey, CPPB, Buyer, at
970-416-2191, email: dcarey@fcgov.com
A copy of the Proposal may be obtained as follows:
1. • Download the Proposal/Bid from the BuySpeed Webpage, www.fcgov.com/el)rocurement
2. Come by Purchasing at 215 North Mason St., 2nd floor, Fort Collins, and request a copy of
the Bid.
The City of Fort Collins is subject to public information laws, which permit access to most records and
documents. Proprietary information in your response must be clearly identified and will be protected to the
extent legally permissible. Proposals may not be marked 'Proprietary' in their entirety. Information
considered proprietary is limited to material treated as confidential in the normal conduct of business, trade
secrets, discount information, and individual product or service pricing. Summary price information may
not be designated as proprietary as such information may be carried forward into other public documents.
All provisions of any contract resulting from this request for proposal will be public information.
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.
Collusive or sham proposals: Any proposal deemed to be collusive or a sham proposal will be rejected and
reported to authorities as such. Your authorized signature of this proposal assures that such proposal is
genuine and is not a collusive or sham proposal.
The City of Fort Collins reserves the right to reject any and all proposals and to waive any irregularities or
informalities.
Sincerely,
James B. O'Neill II, CPPO, FNIGP
Director of Purchasing & Risk Management
where renewal is a way of life
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
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 Providers 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 C,
consisting of one (1) page, 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.
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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. Prohibition Against Employing Illegal Aliens. Pursuant to Section 8-17.5-101,
C.R.S., et. seq., Service Provider represents and agrees that:
a. As of the date of this Agreement:
1. Service Provider does not knowingly employ or contract with an illegal
alien who will perform work under this Agreement; and
2. Service Provider will participate in either the a -Verify program created
in
Public Law 208, 104th Congress, as amended, and expanded in Public Law 156, 108th
Congress, as amended, administered by the United States Department of Homeland Security
(the "e-Verify Program") or the Department Program (the "Department Program"), an
employment verification program established pursuant to Section 8-17.5-102(5)(c) C.R.S. in
order to confirm the employment eligibility of all newly hired employees to perform work under
this Agreement.
b. Service Provider shall not knowingly employ or contract with an illegal alien to
perform work under this Agreement or knowingly enter into a contract with a subcontractor that
knowingly employs or contracts with an illegal alien to perform work under this Agreement.
c. Service Provider is prohibited from using the e-Verify Program or Department
Program procedures to undertake pre -employment screening of job applicants while this
Agreement is being performed.
d. If Service Provider obtains actual knowledge that a subcontractor performing
work under this Agreement knowingly employs or contracts with an illegal alien, Service
Provider shall:
1. Notify such subcontractor and the City within three days that Service Provider
has actual knowledge that the subcontractor is employing or contracting with an illegal alien;
and
2. Terminate the subcontract with the subcontractor if within three days of
receiving the notice required pursuant to this section the subcontractor does not cease
employing or contracting with the illegal alien; except that Service Provider shall not terminate
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the contract with the subcontractor if during such three days the subcontractor provides
information to establish that the subcontractor has not knowingly employed or contracted with
an illegal alien.
e. Service Provider shall comply with any reasonable request by the Colorado
Department of Labor and Employment (the "Department") made in the course of an
investigation that the Department undertakes or is undertaking pursuant to the authority
established in Subsection 8-17.5-102 (5), C.R.S.
f. If Service Provider violates any provision of this Agreement pertaining to the
duties imposed by Subsection 8-17.5-102, C.R.S. the City may terminate this Agreement. If this
Agreement is so terminated, Service Provider shall be liable for actual and consequential
damages to the City arising out of Service Provider's violation of Subsection 8-17.5-102, C.R.S.
g. The City will notify the Office of the Secretary of State if Service Provider
violates this provision of this Agreement and the City terminates the Agreement for such breach.
20. Amendment 54 To the extent that this Agreement may constitute a "sole
source government contract" within the meaning of Section 2(14.4) of Article XXVIII of the
constitution of the State of Colorado, about which the City makes no representation, Section 15
of said Article XXVIII, which reads as follows, is hereby incorporated into this Agreement and
made a part hereof:
a. Section 15. Because of a presumption of impropriety between
contributions to any campaign and sole source government contracts, contract holders shall
contractually agree, for the duration of the contract and for two years thereafter, to cease
making, causing to be made, or inducing by any means, a contribution, directly or indirectly, on
behalf of the contract holder or on behalf of his or her immediate family member and for the
benefit of any political party or for the benefit of any candidate for any elected office of the state
(of Colorado) or any of its political subdivisions.
21. 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 ( ) pages, attached hereto and incorporated herein by this reference.
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CITY OF FORT COLLINS, COLORADO
a municipal corporation
By:
James B. O'Neill II, CPPO, FNIGP
Director of Purchasing and Risk Management
Date:
ATTEST:
City Clerk
APPROVED AS TO FORM:
Assistant City Attorney
By:
PRINT NAME
CORPORATE PRESIDENT OR VICE PRESIDENT
Date:
ATTEST:
CORPORATE SECRETARY
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(Corporate Seal)
EXHIBIT C
INSURANCE REQUIREMENTS
1. 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:
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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7070 Printing & Distribution Services -Catalog
Scope of Services
Purpose:
The City of Fort Collins is seeking proposals from qualified vendors to produce and distribute
the Recreation Department's quarterly catalog of programs and activities, the Recreator.
Include price, delivery and qualification information per the below referenced specifications per
option.
The Recreation Department will provide the content and selected vendor(s) will print 35,000
copies per issue, provide the direct mail services of 5,000 pieces, and distribution of 20,000
pieces to 40 to 50 locations in Fort Collins.
The Recreation Department is open to discussing and considering, with the selected vendor(s),
direct mail, insertion and local distribution opportunities.
Specifications:
Proposals should address each section as a potential stand-alone project and provide PER
ISSUE cost estimates.
Option 1: Quarterly Printing M issues per year)
Stock: Body - Newsprint with option of #35 upgrade.
Cover - 100# gloss text 4/4 with bleed.
Single Insert- 100# gloss text 4/4 with bleed.
Quantity: 35,000 each publication cycle (four times per year)
Size: 8.25" x 10.25" minimum size (other relatively close dimensions considered)
Pages: 112 (4-Cover, 104 — Body — 104, Insert — 4)
Color: Body - black only with option for process color
Cover - 100# gloss text 4/4 with bleed,
Single Insert - 100# gloss text 4/4 single insert with bleed
Bindery: Saddlestitch or Staple
Varnish: N/A
Deadline: 2 weeks after submission of final artwork
Delivery: 5,000 to direct mail services provider and 20,000 to distribution services provider
(Assume in Fort Collins area for quote purposes), balance of approximately 10,000
to City of Fort Collins Recreation office.
Other: Files provided in PDF format to vendor. Fall 2009 sample available upon request
Option 2: Quarterly Printing M issues per year)
Same specifications as above except:
Color: Body — 4/4 process color.
rev 01/08 2
Option 3: Mailing and Distribution Services M times per year)
- 5,000 direct mailed to residential and/or other location.
- Distribution of 20,000 to 40-50 locations within City of Fort Collins.
- Balance of approximately 10,000 delivered to City of Fort Collins Recreation office.
- The Recreation Department will provide both mailing and distribution address information.
- The Recreation Department will pay postage costs for direct mailing.
Proposal Instructions:
Vendor may submit proposal for one or all three listed Options. City reserves the right to award
multiple agreements. Vendors are encouraged to provide examples of similar publications and
services.
Proposal must address each of the evaluation criteria per the Review and Assessment section
below and clearly indicate the name and address of the responding organization, as well as the
name and contact information of the primary contact. Proposal must include the contact name
for local service and account management whom the City can call directly.
The City assumes no responsibility for liability for any costs firm may incur in responding to this
RFP, including attending meetings, site visits or negotiations.
Awarded firm(s) must sign a Service Agreement (see attached example) and provide proof of
per the attached Insurance Requirements Exhibit.
Deviations from Option Specifications:
It is intended that firm should conform to the specifications per option as much as possible. Any
deviations from the RFP option specifications must be clearly identified and explained
separately in the proposal.
The City retains the right to directly negotiate the finer points of the proposal that comply in spirit
with this RFP and that satisfy the City's objectives for. The City shall not be bound to accept the
proposal with the lowest price. The RFP may be amended or revoked at any time prior to final
execution of an Agreement by the City.
It is intended that firm should conform to the specifications per option as much as possible. Any
deviations from the RFP option specifications must be clearly identified and explained
separately in the proposal.
Timetable:
The following is a proposed timetable developed for this project. You will be notified of any
significant changes which might occur:
Item: Date:
Written proposals due to the City
November 10, 2009, 3:00 P.M. our clock
Finalist vendors notified
November 16, 2009
Finalists interviews if required)
November 20, 2009
Contract negotiations (completed)
December 4, 2009
First Issue Applicable
Winter/Spring, 2010
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Review and Assessment:
Professional firms will be evaluated on the following criteria. These criteria will be the basis for
review of the written proposals and interview session. The City may, at its option, choose the
highest ranked firm based on the written proposals or select up to three of the top rated firms for
oral interviews.
The rating scale shall be from 1 to 5, with 1 being a poor rating, 3 being an average rating, and
5 being an outstanding rating.
WEIGHTING
FACTOR
QUALIFICATION
STANDARD
2.0
Scope of Proposal
Does the proposal show an understanding of the
project objective, methodology to be used and
results that are desired from the project?
2.0
Assigned Personnel
Do the persons who will be working on the project
have the necessary skills? Are sufficient people of
the requisite skills assigned to the project?
1.0
Availability
Can the work be completed in the necessary time?
Can the target start and completion dates be met?
Are other qualified personnel available to assist in
meeting the project schedule if required? Is the
project team available to attend meetings as
required by the Scope of Work?
1.0
Motivation
Is the firm interested and are they capable of doing
the work in the required time frame?
2.0
Cost and
Do the proposed cost and work hours compare
Work Hours
favorably with the Project Manager's estimate? Are
the work hours presented reasonable for the effort
required in each project task or phase?
2.0
Firm Capability
Does the firm have the support capabilities the
assigned personnel require? Has the firm done
previous projects of this type and scope?
4
Reference evaluation (Top Ranked Firm):
The Project Manager will check references using the following criteria. The evaluation rankings
will be labeled Satisfactory/Unsatisfactory.
QUALIFICATION
STANDARD
Overall Performance
Would you hire this firm again? Did they show
the skills required by this project?
Timetable
Was the original Scope of Services completed
within the specified time? Were interim
deadlines met in a timely manner?
Completeness
Was the firm responsive to client needs; did
the firm anticipate problems? Were problems
solved quickly and effectively?
Budget
Was the original Scope of Services completed
within the project budget?
Job Knowledge
Did firm meet the Scope of Services?
Was the project properly completed?
Were problems corrected quickly and
effectively?
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 pages
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 ( ) pages, 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. Renewals
and pricing changes shall be negotiated by and agreed to by both parties. The Denver Boulder
Greeley CPIU published by the Colorado State Planning and Budget Office will be used as a
guide. 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:
Copy to:
Service Provider:
City of Fort Collins
City of Fort Collins
Attn: Purchasing
Attn:
PO Box 580 -
PO Box 580
Fort Collins, CO 80522
Fort Collins, CO 80522
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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 oftermination, 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, per the attached Exhibit "A",
consisting of pages, and incorporated herein by this reference.
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.
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
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