Instructions to Bidders Publication of Yearbook Bid

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1 Instructions to Bidders Publication of Yearbook Bid Sealed bids will be accepted in the Administration Building, Scooba Campus, 1512 Kemper Street, P.O. Box 158, Scooba, MS until 2:00 p.m., Tuesday, May 13, 2014, at which time all properly submitted bids shall be opened. Bidding documents and specifications may be obtained by contacting the Business Office at EMCC, P.O. Box 158, Scooba, MS or by calling (662) This information will also be made available online by visiting our website at Bids should be mailed to: EMCC, ATTN: Tonya Hunt, P.O. Box 158, Scooba, MS The outside of the bid envelope MUST be clearly marked in the lower left corner: Sealed Bid-Publication of Yearbook May 13, 2014 Bidders shall be in compliance with the requirements of the Mississippi Employment Protection Act. By signing bid documents, you are stating that you are in compliance. Bidders should verify delivery dates/times of bids submitted via UPS or Fedex with carrier; overnight/next day delivery may not be a guarantee that bids will arrive in time for bid opening. The college is not responsible for bids delivered after the bid opening time. Bids will not be accepted unless the attached form is used for bidding. All requested information is to be completed or the bid will not be accepted. Also, a complete description of any alternate bids should be furnished. For additional information regarding specifics of bid, contact Jason Browne, Student Publications Sponsor, at (662) The East Mississippi Community College Board of Trustees reserves the right to reject any or all bids and to negotiate with the lowest/best bidder. East Mississippi Community College is committed to assuring that the College and its programs are free from discrimination and harassment based upon race, color, ethnicity, sex, pregnancy, religion, national origin, disability, age, sexual orientation, gender identity, genetic information, status as a U.S. veteran, or any other status protected by state or federal law. The following person has been designated to handle inquiries regarding the non-discrimination policies: Dr. Andrea Scott Mayfield, Vice President for Scooba Campus, Scooba Student Services, EEOC/OCR and Institutional Research & Effectiveness, Davis Administration Building, P.O. Box 158, Scooba, MS 39358, Telephone: (662) ,

2 Bid Specifications for the and College Yearbooks PROPOSALS MUST BE SUBMITTED ON THIS FORM, AND ALL INFORMATION REQUESTED MUST BE SUBMITTED ON THE SPACE PROVIDED AND NOT ON AN ADDENDA. The bidder is invited to state additional services that are available. Conditional proposals or proposals submitted on any other form will not be considered. The awarding of this contract will depend upon not only base price, but also the following considerations. 1. The quality of work of the bidder and his reputation and service. 2. Coordination and assistance potential between EMCC staff and the bidder s personnel and facilities. 3. Delivery requirements. 4. Proximity and in-plant representation as it may affect control over production, servicing, and deadlines. ALL CHARGES LISTED MUST BE READILY IDENTIFIABLE ON THE BID DOCUMENT SUBMITTED BY THE VENDOR. ANY CHARGE LISTED ON THE INVOICE BUT NOT FOUND LISTED ON THE BID DOCUMENT WILL NOT BE PAID. 1. The bid is for the yearbook, and the successful bid will be extended to the yearbook unless the successful bidder or the college notifies the other party prior to May 1, 2015 that they do not wish to renew the contract. 2. As evidence of company s work, each bidder must submit a total of two samples of different yearbooks printed for Mississippi schools that the representative has personally handled as his/her account for two consecutive years. The sample yearbooks must have been printed by the printer that will print EMCC s yearbook. (SAMPLES MUST BE SUBMITTED AND ENCLOSED WITH BID.) 1. College Advisor #Pages #Books It is necessary for the yearbook company to have a representative and an office in the state of Mississippi so that prompt service can be given to the yearbook staff. Please give name, qualifications, and location of the company representative who would assist the staff in planning, designing, servicing, and visiting the campus. Name of company representative: Qualifications: Address: Phone Number:

3 4. The printer must be prepared to do all copy preparation following exactly the instructions submitted. This includes typesetting and proofreading, reproduction negatives, stripping, platemaking, presswork, folding, gathering, and cover binding in his/her own plant. No part of this work will be purchased from or transferred to another firm. Failure to meet these requirements may be cause for rejection of any bid. Further, should there be cause to doubt the competence or capability of any bidder to produce the quality of work specified and within the schedule specified, such bidder s proposal may be rejected. Bidder is to sign below stating that all work will be performed in one plant, including pre-press and printing. Plant Location: Signature of Company Representative: 5. The school reserves the right to cancel any contract resulting from this proposal at any time upon nonperformance on the part of the bidder, or failure to comply exactly with the production schedule as agreed upon, and upon evidence that any part of the work produced is unsatisfactory and not up to the standards set forth in these specifications. In this event, the work will be done elsewhere; the bidder shall not be released from any liability he may have incurred by reason of a breach of this arrangement, or any of the terms thereof, or reimbursement of the school for any loss or expense occasioned thereby. 6. The acceptance of any bid submitted shall create a valid contract between the school and the bidder who has submitted the bid and to whom the contract has been awarded. Any contract thus made does not compel the school to publish the yearbook, not to spend any specified sums, and if the yearbook is not published and materials not ordered, nor any mechanical work performed, there is no financial obligation incurred on the part of the school. 7. The information requested in these instructions, conditions, printing requirements, and specifications, and such other information is necessary to show ability to complete the contract successfully, will be required before an award is made. Failure to submit such information shall be the cause for rejection of any bid proposal; and should the school doubt the competence of any to produce the specified, it reserves the right to disregard any proposal from such bidder and accept the base bid and alternatives of another bidder. 8. CAL REQUIREMENTS The book will be printed entirely offset and prices quoted therein must contain the cost of the necessary mounting and scaling of all pictures as well as the cost of the offset negatives and plates. Individual offset halftone negatives, not pre-screened prints, will be made of each picture that is to appear in the book and stripped into proper position with the line negative. All halftone negatives must be made with a contract screen of 150 lines per inch, negatives should be made of the highest standard, and all negatives should be on Eastman contact and transferred to presensitized aluminum plates known as 3M, manufactured by Minnesota Mining and Manufacturing Company or approved equal. 9. COMPUTER COMPATABILITY The company should have the ability to accept zip disks and CDs. The choice of software will be made by the yearbook advisor.

4 10. TYPOGRAPHY Composition will be either Linotype, Harris TXT Photo Composition, Linofilm or equivalent, and each school must have a minimum of 15 families acceptable body type ranging from 6 point to 8, 10, 12, and 14 point in each family. This type may be justified as desired by the school. For headings throughout the book, the bidder must have at least 15 faces in suitable sizes ranging from 18 point to 24, 30, 36, 48, and 60 point that match the body type styles. 11. BINDING Covers are to be bound using a method that will be both economical and pleasing. A sample of a book with the type of binding bid upon should accompany the bid. 12. PRODUCTION SCHEDULE Work on the yearbook shall begin in accordance with a schedule arranged with the yearbook advisor. Delivery of the entire quantity ordered under the contract is required by the second week of April COPY PREPARATION The printer will submit to the advisor a kit of working materials. These materials will include but not be limited to the following: copy preparation forms with envelope for photographs, complete instruction manuals covering photography, typography, design and basic copy preparation, any software or layout programs needed to layout the yearbook with the software chosen by the yearbook advisor. 14. REQUIREMENTS The company receiving the bid must have an online computer software program capable of doing copy, indexing, and layouts. This program must be acceptable to the school s needs. The yearbook advisor and staff members should have the ability to work online from remote locations without the necessity of downloading additional software from the company. 15. TRAINING The sales representative or his employees must be capable of training the staff on the use of hardware and custom designed software. 16. SERVICING It is agreed on and understood as a condition for consideration as publisher that the representative who signs the bid will handle the account and will have an office located in Mississippi and at least one full-time person working in the office. OFFICE HOURS: BUSINESS ADDRESS: TELEPHONE NUMBER: The representative will visit or call the campus once a month during the months of August- December to provide any support needed to the yearbook staff and advisors.

5 17. SUBMISSION DEADLINES Yearbook submission deadlines must be presented to the college before the school year begins. Deadlines should be spaced from October until the middle of February. All late charges for color and black and white pages should be listed on this bid. 18. ARTIST AVAILABILITY Company must provide an artist to design the yearbook cover. The artist must be able to travel to EMCC or meet the EMCC yearbook advisor within the state of Mississippi. 19. PLANT VISIT The advisor and eight members of the yearbook staff will visit the plant where the yearbook will be produced and printed. This plant visit will provide, based on the need of the advisor, 1) computer software and yearbook design training for the yearbook staff members and 2) the opportunity to observe the EMCC yearbook being printed. If the location of the plant is more than 250 miles from campus, transportation by the plant/printer will be provided. Lodging and one meal a day for the advisor and eight students will be provided by the plant/printer during the plant visit. The visit will last no less than two days /one night, or more than four days /three nights. 20. PANEL PAGES All panel pages will be created by the plant. The plant must work with the college s professional photographer s lab (which will supply a PSPA standard format CD) in creating the panel pages desired by the yearbook advisor. These pages will contain information on each student pictured which will include the student s name, and may include major and hometown. Faculty and staff must have their titles with their name. All students will be divided by campus and class (sophomore and freshman). Administration will be separate from faculty and staff.

6 BID SCHEDULE ALL BIDS MUST BE IN U.S. CURRENCY Base bid: Lump sum bid per specifications $ FOB (includes shipping and taxes) Copies: minimum of 800 (total number to be based on pre-sales) Number of Pages: 184, exclusive of outer and inner cover page Trim: 9 X 12 inches Paper stock: 100# Gloss Enamel Color Pages: all 184 pages are in color Cover: 160 pt. binders board. The cover will be a special design of the school s choice. The book will be a two color litho with applied grain and spine lettering or custom embossed with one applied color and one base material color with spine lettering. Free foil application on cover. Endsheets: 2 color (The endsheets will be of a premium base with two applied colors which may use various screens.) Notes for bid requirements listed above: 1. When a material or product is specified herein by manufacturer s name and/or designation, it is meant to establish the standard or quality. Any substitution offered by the bidder may be equal or better than specified. The bidder must obtain approval of the yearbook advisor for any substitution of materials. 2. All four-color process work is to be fully color corrected per photo (or scan) and printed using a screen of 150 lines per inch, minimum. 3. Proofs (pictures and copy) should be supplied on all pages. The proofs will be sent to the college for inspection and corrections as they are ready. They should not be held until several deadline shipments have finished. ALL ITEMS LISTED BELOW MUST BE COMPLETED FOR BID TO BE ACCEPTED. Miscellaneous Charges: Number of Copies/Pages 1. Increase- Cost per copy if more than 800 copies (at base bid) required. $ 2. Decrease- Cost per copy if less than 800 copies (at base bid) required. $ 3. Cost per printed page (at base bid) if the number of pages per copy is is less than or greater than 184 pages. $ Spot Color 1. First page in printing flat. $ 2. Additional pages in same printing flat. $ Four Color 1. First page in printing flat. $ 2. Additional pages in same printing flat. $

7 Special Effects 1. Bleed pages $ 2. Mounting class panels same sizes $ 3. Close register per color page $ 4. Close register per black and white page $ 5. Reverse overburns and rule lines $ 6. Reverses and overburns on 4-color photo $ 7. Uses of screens of black $ 8. Special effect backgrounds such as mezzotints, grids, bullseye, ghosting, etc. $ 9. Solid black background $ 10. Artwork per hour $ Late Charges List any late charges that will apply if the college does not meet the deadline(s) listed in this bid proposal. List any other charges which may be charged to the college. Charges which are not listed will not be paid. Please complete the following: Firm: Address: Signature: Title: Today s Date:

8 Bid Specifications Checklist Please check the following bid specs if they are met: 1. Two different Mississippi yearbooks printed by the printer that will print EMCC s yearbook and from accounts handled by representative have been enclosed with bid for bid opening. 2. Yearbook company has representative and office in the state of Mississippi. 3. Computer compatibility is met. 4. A kit of working material as listed under #13 will be provided by the printer. 5. Deadline and submission requirements will meet those under #s 12 and Artist availability and plant visit are agreed upon as listed in #s 18 and All miscellaneous and late charges are listed/attached to bid specs. 8. Requirements listed for typography (#10), binding (#11), and indexing/layouts (#14) are met by printer. If all of the above bid specifications are met, please sign and date below. The school reserves the right to cancel any contract resulting from this proposal if the above specifications are not met. Signature of Company Representative Date

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