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HomeMy WebLinkAboutRFP - 8994 PRINTING & DISTRIBUTION SERVICES - CATALOGRFP 8994 Printing & Distribution Services - Catalog Page 1 of 12 REQUEST FOR PROPOSAL 8994 PRINTING & DISTRIBUTION SERVICES - CATALOG The City of Fort Collins is requesting proposals from qualified Vendors to produce and distribute the Recreation Department’s quarterly catalog of programs and activities, entitled the “Recreator”. As part of the City’s commitment to Sustainable Purchasing, proposal submission via email is preferred. Proposals shall be submitted in a single Microsoft Word or PDF file under 20MB and e-mailed to: purchasing@fcgov.com. If electing to submit a hard copy proposal we require one (1) hard copy and one (1) electronic copy on a jump drive to be received at the City of Fort Collins' Purchasing Division, 215 North Mason St., 2nd floor, Fort Collins, Colorado 80524. Proposals must be received before 3:00 p.m. (our clock) on September 6, 2019 and referenced as Proposal No. 8994. 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. Please note, additional time is required for bids mailed to the PO Box to be received at the Purchasing Office. The City encourages all Disadvantaged Business Enterprises (DBEs) to submit proposals in response to all requests for proposals. No individual or business will be discriminated against on the grounds of race, color, sex, or national origin. It is the City’s policy to create a level playing field on which DBEs can compete fairly and to ensure nondiscrimination in the award and administration of all contracts. All questions should be submitted, in writing via email, to Beth Diven, Buyer at bdiven@fcgov.com, with a copy to Project Manager, Jami McMannes at jmcmannes@fcgov.com, no later than 5:00 PM MST (our clock) on August 28, 2019. Please format your e-mail to include: RFP 8994 Printing & Distribution Services - Catalog in the subject line. Questions received after this deadline may not be answered. Responses to all questions submitted before the deadline will be addressed in an addendum and posted on the Rocky Mountain E-Purchasing System webpage. Rocky Mountain E-Purchasing System hosted by Bidnet A copy of the RFP may be obtained at http://www.bidnetdirect.com/colorado/city-of-fort-collins. This RFP has been posted utilizing the following Commodity Code(s): 966-36 Forms Printing 966-58 Offset Printing, General, Large Press Work 966-60 Offset Printing Large Production Runs 966-62 Offset Printing, Booklets, Saddle Stitch Bindings (Quan. under 100,000) 966-63 Offset Printing, Booklets, Saddle Stitch Bindings (Quan. up to 100,000) Public Viewing Copy: The City is a governmental entity subject to the Colorado Open Records Act, C.R.S. §§ 24-72-200.1 et seq. (“CORA”). Any proposals submitted hereunder are subject to public disclosure by the City pursuant to CORA and City ordinances. Vendors may submit one (1) additional complete proposal clearly marked “FOR PUBLIC VIEWING.” In this version Financial Services Purchasing Division 215 N. Mason St. 2nd Floor PO Box 580 Fort Collins, CO 80522 970.221.6775 970.221.6707 fcgov.com/purchasing RFP 8994 Printing & Distribution Services - Catalog Page 2 of 12 of the proposal, the Vendor may redact text and/or data that it deems confidential or proprietary pursuant to CORA. Such statement does not necessarily exempt such documentation from public disclosure if required by CORA, by order of a court of appropriate jurisdiction, or other applicable law. Generally, under CORA trade secrets, confidential commercial and financial data information is not required to be disclosed by the City. Proposals may not be marked “Confidential” or ‘Proprietary’ in their entirety. All provisions of any contract resulting from this request for proposal will be public information. New Vendors: The City requires new Vendors receiving awards from the City to fill out and submit an IRS form W-9 and to register for Direct Deposit (Electronic) payment. If needed, the W-9 form and the Vendor Direct Deposit Authorization Form can be found on the City’s Purchasing website at www.fcgov.com/purchasing under Vendor Reference Documents. Please do not submit with your proposal. 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. Utilization of Award by Other Agencies: The City of Fort Collins reserves the right to allow other state and local governmental agencies, political subdivisions, and/or school districts to utilize the resulting award under all terms and conditions specified and upon agreement by all parties. Usage by any other entity shall not have a negative impact on the City of Fort Collins in the current term or in any future terms. The selected Vendor shall be expected to sign the City’s standard Agreement prior to commencing Services (see sample attached to this Proposal). Sincerely, Gerry Paul Purchasing Director RFP 8994 Printing & Distribution Services - Catalog Page 3 of 12 I. BACKGROUND & OBJECTIVE / OVERVIEW A. Objective The City of Fort Collins is requesting proposals from qualified Vendors to produce and distribute the Recreation Department’s quarterly catalog of programs and activities, entitled the “Recreator”. The Recreation Department will provide the content. Selected Service Provider(s) will print between 25,000-40,000 copies per issue and may at the City’s option provide the direct mail services of between 15,000-25,000 copies via delivery to the Fort Collins Post Office and between 5,000-15,000 copies to the City’s Recreation office. II. SCOPE OF PROPOSAL A. Scope of Work Proposals should address each Option as a potential stand-alone project and provide PER ISSUE cost estimates. Include price, shipping/freight charges (if applicable), delivery method, and qualification information per the below referenced Specifications for each Option. Option 1: Quarterly Printing (4 issues per year) Stock: Body - 40# 80brite text 4/4 with bleed. Cover - 80# gloss text 4/4 with bleed. Quantity Options: 1A) 25,000 each publication issue (four times per year). (Quote 1A & 1B) 1B) 35,000 each publication issue (four times per year). Size: 8.25” x 10.25” minimum size (other relatively close dimensions considered). Pages: 108 (4-Cover, 104 Body) 124 (4- Cover, 120- Body) Color: Body - 4/4 with bleed. Cover - 80# gloss text 4/4 with bleed. Bindery: Saddlestitch or Staple. Varnish: N/A Deadline: 2 weeks after submission of final artwork. Other: Files provided in PDF format to Service Provider. Option 2: Quarterly Printing with insert (4 issues per year) Same specifications as above except: Stock: Body - 40# 80brite text 4/4 with bleed. Cover - 80# gloss text 4/4 with bleed. Single Insert - 60# gloss text 4/4 with bleed. RFP 8994 Printing & Distribution Services - Catalog Page 4 of 12 Pages: 108 (4-Cover, 104 Body) with option for a center fold 6”x9” insert (4-Cover, 20 Body) 124 (4- Cover, 120- Body) with option for a center fold 6”x9” insert (4-Cover, 20 Body) Color: Body - 4/4 with bleed. Cover - 80# gloss text 4/4 with bleed. Insert - 60# gloss text, single insert 4/4 with bleed. Other: Files provided in PDF format to Service Provider. Option 3: Mailing and Distribution Services (4 times per year) - 15,000-25,000 copies direct mailed to residential and/or other locations through delivery to the Fort Collins Post Office (bulk mail unit). - Balance of approximately 5,000 to 15,000 copies delivered to the City of Fort Collins Recreation office. - The Recreation Department will provide all mailing address information. Recreation requests deduplication and clean-up of mailing lists by Vendor. - Vendor will use Recreation’s USPS bulk mail account to fund the mailing of the Recreator. There will be no payment and/or exchange of funds regarding postage related to mailing the Recreator. B. Deliverables/Milestones The following dates are print deliverables and deadlines for the 2020 Recreator schedule. Future dates are to be determined. 2020 dates are subject to change. The City will communicate the Recreator schedule with the Vendor as negotiated between the City and the Vendor. • 2020 Spring Recreator: o Document submitted to printer: January 14, 2020 o Publication delivered to Recreation: January 23, 2020 • 2020 Summer Recreator: o Document submitted to printer: April 14, 2020 o Publication delivered to Recreation: April 23, 2020 • 2020 Fall Recreator: o Document submitted to printer: July 14, 2020 o Publication delivered to Recreation: July 23, 2020 • 2021 Winter Recreator: o Document submitted to printer: October 13, 2020 o Publication delivered to Recreation: October 22, 2020 C. Minimum Qualifications RFP 8994 Printing & Distribution Services - Catalog Page 5 of 12 • Vendor has at least (5) years previous experience with print and distribution of catalogs and/or magazines with quantities of 10,000 or more per issue. • Vendor has proven track record of quality control and adherence to timelines. • Vendor has the capacity to print 20,000+ publications with a page count of 100+ in less than 10 business days from proof approval. D. Anticipated Schedule The following represents the City’s target schedule for the RFP. The City reserves the right to amend the target schedule at any time. • Question deadline: 5:00 PM MST on August 28, 2019 • Proposal due date: 3:00 MST (our clock) on September 6, 2019. • Interviews (tentative): Week of September 23, 2019. • Award of Contract (tentative): Early October 2019 • Effective Date of Agreement: January 3, 2020 E. Interviews In addition to submitting a written proposal, the top-rated Vendors may be interviewed by the RFP assessment team and asked to participate in an oral presentation to provide an overview of the company, approach to the project and to address questions. The evaluation criteria for the oral interviews will be the same as the criteria for the written evaluations and is included in Section IV. F. Subcontractors Vendors will be responsible for identifying any subcontractors in their proposal. Please note that the City will contract solely with the awarded Vendor; therefore, subcontractors will be the responsibility of the Vendor. G. Proposal Format Please limit the total length of your proposal to a maximum of twenty-five (25) double sided or fifty (50) single sided 8 ½ x 11” pages (excluding cover pages, table of contents, dividers and Vendor Statement form). Font shall be a minimum of 10 Arial and margins are limited to no less than .5” for sides and top/bottom. Extended page sizes, such as 11” x 17”, count as a single page. Please, no embedded documents. Proposals that do not conform to these requirements may be rejected. H. Laws and Regulations The Vendor agrees to comply fully with all applicable local, State of Colorado and Federal laws and regulations and municipal ordinances. I. Invoicing and Payment Invoices should be emailed monthly to invoices@fcgov.com with a copy to the Project Manager. The cost of the work completed shall be paid to the Vendor each month following the submittal of a correct invoice by the Vendor indicating the project name, Purchase Order number, task description, hours worked, personnel/work type category, hourly rate for each employee/work type category, date of the work performed specific to the task, RFP 8994 Printing & Distribution Services - Catalog Page 6 of 12 percentage of that work that has been completed by task, 3rd party supporting documentation with the same detail and a brief progress report. Payments will be made using the prices listed on the agreed-to Price Schedule. In the event a service is requested which is not listed on the Price Schedule, the Vendor and the City will negotiate an appropriate unit price for the service prior to Consultant initiating such work. The City pays invoices on Net 30 terms. III. PROPOSAL SUBMITTAL For this section, Vendors are required to provide detailed written responses to the following items in the order outlined below. The responses shall be considered technical offers of what Vendors propose to provide and shall be incorporated in the contract award as deemed appropriate by the City. A proposal that does not include all the information required may be deemed non-responsive and subject to rejection. Responses must include all the items in the order listed below. It is suggested that the Vendors include each of the City’s questions with their response immediately following the question. The City of Fort Collins shall not reimburse any firm for costs incurred in the preparation and presentation of their proposal. A. Cover Letter / Executive Summary The Executive Summary should highlight the content of the proposal and features of the program offered, including a general description of the program and any unique aspects or benefits provided by your firm. Indicate your availability to participate in the interviews/demonstrations on the proposed dates as stated in the Schedule section. B. Vendor Information 1. Describe the Vendor’s business and background 2. Number of years in the business 3. Details about ownership 4. An overview of services offered and qualifications 5. Size of the firm 6. Location(s) of offices. If multiple, please identify which will be the primary for our account. 7. Primary contact information for the company including contact name(s) and title(s), mailing address(s), phone number(s), and email address(s). Complete Section V, Vendor Statement. C. Scope of Proposal 1. Provide a detailed narrative of the services proposed if awarded the contract per the scope above. The narrative should include any options that may be beneficial for the City to consider. 2. Describe how the project would be managed and who would have primary responsibility for its timely and professional completion. Include a description RFP 8994 Printing & Distribution Services - Catalog Page 7 of 12 regarding how the analysis will be performed for the various identified areas identified, the methods and assumptions used, and the limitations of the analysis. 3. Describe the methods and timeline of communication your firm will use with the City’s Project Manager and other parties. 4. Identify what portion of work, if any, may be subcontracted. D. Firm Capability Provide relevant information regarding previous experience related to this or similar Projects, to include the following: 1. Provide an Organization Chart/Proposed Project Team: An organization chart containing the names of all key personnel and sub consultants with titles and their specific task assignment for this Agreement shall be provided in this section. 2. References (current contact name, current telephone number and email address) from at least three similar projects with similar requirements that have been completed within the past five (5) years and that have involved the staff proposed to work on this project. Provide a description of the work performed. The Vendor authorizes City to verify any and all information contained in the Vendor’s submittal from references contained herein and hereby releases all those concerned providing information as a reference from any liability in connection with any information they give. E. Assigned Personnel 1. List of Project Personnel: This list should include the identification of the contact person with primary responsibility for this Agreement, the personnel proposed for this Agreement, and any supervisory personnel, including partners and/or sub consultants, and their individual areas of responsibility. 2. Some functions of this project may require the use of sub-consultants. If you intend to utilize sub-consultants you must list each and provide resumes for their key personnel. 3. Describe the availability of project personnel to participate in this project in the context of the contractor firm’s other commitments. 4. Letter of recommendation for the key account holder managing the Recreator project, as well as references from at least two (2) similar projects with similar requirements and scope that have been completed within the past (5) years. F. Availability 1. Can the work be completed in the necessary timeframe, with target start and completion dates met? 2. Are other qualified personnel available to assist in meeting the project schedule if required? 3. Is the project team available to attend meetings as required by the Scope of Work? 4. Provide an outline of the schedule for completing tasks. RFP 8994 Printing & Distribution Services - Catalog Page 8 of 12 5. Describe the methods and timeline of communication your firm will use with the City’s Project Manager and other parties. G. Sustainability/TBL Methodology In concise terms (no more than two pages), please describe how your organization strives to be sustainable. Address how your firm incorporates Triple Bottom Line (TBL) into the workplace. See Section IV: Review and Assessment for additional information. If possible, please highlight areas of opportunity in the project where sustainability could be applied and/or improved. H. Cost and Work Hours Reasonable expenses will be reimbursable as per the attached Fort Collins Expense Guidelines exhibit in the Sample Agreement. Vendor will be required to provide original receipts to the City for all reimbursable expenses. In your response to this proposal, please provide the following: 1. Costs for each of the Options set forth in Paragraph A – Scope of Work. I. Additional Information Provide any information that distinguishes Vendor from its competition and any additional information applicable to this RFP that might be valuable in assessing Vendor’s proposal. Explain any concerns Vendor may have in maintaining objectivity in recommending the best solution. All potential conflicts of interest must be disclosed. Exceptions to the Scope of Services and City Agreement (a sample of which is attached in Section VI) shall be documented. IV. REVIEW AND ASSESSMENT CRITERIA A. Proposal and Interview Criteria Vendors will be evaluated on the following criteria. These criteria will be the basis for review and assessment of the written proposals and optional interview session. At the discretion of the City, interviews of the top-rated Vendors may be conducted. 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 address all elements of the RFP? Does the proposal show an understanding of the project objectives, methodology to be used, and results/outcomes required by the project? Are there any exceptions to the specifications, Scope of Work, or agreement? 2.0 Firm Capability Does the firm have the resources, financial strength, capacity, and support capabilities required to successfully complete the project on- RFP 8994 Printing & Distribution Services - Catalog Page 9 of 12 time and in-budget? Has the firm successfully completed previous projects of this type and scope? 2.0 Assigned Personnel Do the persons who will be working on the project have the necessary skills and qualifications? Are sufficient people of the requisite skills and qualifications 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 Sustainability/TBL Methodology Does the firm demonstrate a commitment to Sustainability and incorporate Triple Bottom Line methodology in both their Scope of Work for the project, and their day-to-day business operating processes and procedures? 2.0 Cost & Work Hours Does the proposal include a detailed cost break- down for each cost element as applicable and are the line-item costs competitive? Do the proposed cost and work hours compare favorably with the Project Manager's estimate? Are the work hours presented reasonable for the effort required by each project task or phase? Definitions Sustainable Purchasing is a process for selecting products or services that have a lesser or reduced negative effect on human health and the environment when compared with competing products or services that serve the same purpose. This process is also known as “Environmentally Preferable Purchasing” (EPP), or “Green Purchasing”. The Triple Bottom Line (TBL) is an accounting framework that incorporates three dimensions of performance: economic or financial; environmental; and social. The generally accepted definition for TBL is that it “captures the essence of sustainability by measuring the impact of an organization’s activities on the world…including both its profitability and shareholders values and its social, human, and environmental capital.” B. Reference Evaluation Criteria Prior to award, the Project Manager will check references using the following criteria. Negative responses from references may impact the award determination. CRITERIA STANDARD QUESTIONS Overall Performance Would you hire this Vendor again? Did they show the skills required by this project? RFP 8994 Printing & Distribution Services - Catalog Page 10 of 12 Timetable Was the original Scope of Work completed within the specified time? Were interim deadlines met in a timely manner? Completeness Was the Vendor responsive to client needs; did the Vendor anticipate problems? Were problems solved quickly and effectively? Budget Was the original Scope of Work completed within the project budget? Job Knowledge Did the project meet the Scope of Work? Was the project completed successfully, on time, and without complications? If complications occurred, were problems corrected quickly and effectively? How were problems and corrections communicated? RFP 8994 Printing & Distribution Services - Catalog Page 11 of 12 V. VENDOR STATEMENT Vendor hereby acknowledges receipt of the City of Fort Collins Request for Proposal and acknowledges that it has read and agrees to be fully bound by all of the terms, conditions and other provisions set forth in the RFP. Additionally, Vendor hereby makes the following representations to City: a. All of the statements and representations made in this proposal are true to the best of the Vendor’s knowledge and belief. b. Vendor commits that it is able to meet the terms provided in this proposal. c. This proposal is a firm and binding offer, for a period of 90 days from the date hereof. d. Vendor further agrees that the method of award is acceptable. e. Vendor also agrees to complete the proposed Agreement with the City of Fort Collins within 30 days of notice of award. If contract is not completed and signed within 30 days, City reserves the right to cancel and award to the next highest rated firm. f. Vendor acknowledge receipt of addenda. Legal Firm Name: Physical Address: Remit to Address: Phone: Name of Authorized Agent of Firm: Signature of Authorized Agent: Primary Contact for Project: Title: Email Address: Phone: Cell Phone: NOTE: VENDOR STATEMENT IS TO BE SIGNED & RETURNED WITH YOUR PROPOSAL. RFP 8994 Printing & Distribution Services - Catalog Page 12 of 12 VI. SAMPLE AGREEMENT (FOR REFERENCE ONLY – DO NOT SIGN )