3. Specification. Tender No Tender Name: Panel for External Printing Services 49

Transcription

1 3. Specification Tender Name: Panel for External Printing Services 49

2 Specification 1. Introduction The Port Phillip City Council ( the Council ) invites tenders from suitably experienced organisation(s) to provide corporate printing, high profile printing; rates notices and brochures, annual reports, council plans, internal newsletters, parking/disabled permits, TRIM labels and ad hoc printing services. Council s objective is to develop a panel of specialist organisations to provide a range of printing services for an initial period of two years with an option to extend for a further two year period at Council s discretion. Council does not guarantee any minimum quantity of work or exclusive engagement of a successful contractor. 2. Municipal Profile The City of Port Phillip is located in Melbourne's inner southern suburbs, between 2 and 8 kilometres from the Melbourne GPO. The City of Port Phillip is bounded by the Cities of Melbourne and Stonnington in the north, the City of Glen Eira in the east, the City of Bayside in the south, and Port Phillip Bay and the City of Melbourne in the west. The City of Port Phillip includes the suburbs of Albert Park, Balaclava, Elwood, Middle Park, Port Melbourne (part), Ripponlea, South Melbourne, St Kilda, St Kilda East (part), St Kilda West and part of the St Kilda Road area (Melbourne 3004). The City of Port Phillip is a residential and commercial area, with substantial industrial and office land use. The City contains significant parks, gardens and foreshores. The southern and eastern areas are generally residential in nature, while the central part of the City is dominated by Albert Park. The northern and western areas are dominated by employment uses and commercial areas, including shopping and lifestyle strips along several of the main roads. 3. Corporate Objectives Council s objective is to maximise consistent service delivery to stakeholders through management procedures to respond to the demands and timeframes for printing services. The panel of suppliers must have the capacity to work with various departments in conjunction with the contract manager to supply a quality product that represents the council's core values and branding guidelines. Consideration would also be given to innovative service delivery options that add value to the Council s processes. Tenders should include their recommended methodology. Tender Name: Panel for External Printing Services 50

3 4. Scope of Requirement Council is seeking suitably qualified Contractor(s) to tender for a panel for the provision of printing services. Suitable organisations may submit a tender for one or more of the following categories: Category One Corporate Printing Category Two High Profile Printing Category Three Ad Hoc Printing Category Four Print Management System Category Five Distribution (mail-outs) It is intended to establish a Panel of preferred contractors which Council can invite quotations to undertake various projects. It is anticipated that the Panel may include Contractors that can provide all, some or only one of the required areas of expertise. Management of the contractor will be supervised by the appropriate council officer that procures the printing work (not necessarily the contract manager). Contractor(s) will be expected to become familiar and adhere to Council s Corporate Style Guides (currently in draft form), once published and work in close collaboration with the relevant Council staff. Category One (Corporate Printing): The Contractor will be required to be competent in the design and printing across a broad range of corporate stationery. The services include the production and printing of corporate printing, including but are not limited to: Letterhead - letter heads, opal laser, 100 gsm, recycled, 4 pms one side, DL, DLX, A4, A5, Reply Paid -Printed Envelopes -,recycled, lick n stick, self seal, window faced, and non window faced green 3155 pms, barcode specifications. Notepads sheets, recycled, 4 pms colour 1/side. Display folders self locking pocket, 4 spot colour all over varnish, seal one side or gloss (laminate). Form cut, trim, and pack. Colour image 4 colour process. 100% recycled paper, 260 GSM. With compliment slips - printed 4 pms colour 1/side, trim, text, tudor RP 100% recycle. Business cards-recycled (Some with photo's) front 3 pms back black print. Parking permits-opal laser, 80 gsm, recycled, 4 pms one side, back silver security foil, intergraded label. Visitor/Disabled permits-intergraded label printed, 1 colour 2 sides, security foil, laminated, perforated with attached label. Footpath trading sticker permits - imbedded in an A4 page Provide on online ordering system for Business Cards including secure logon and online proofs Tender Name: Panel for External Printing Services 51

4 Provide a high quality of artwork and creative innovative solutions Prepare detailed, correct, colour proof of the artwork for Council input. Demonstrate the ability to work with heat laminate and security foils. Category Two (High Profile Printing): The Contractor will be required to be competent across a full range of high profile printing; high profile printing relates to materials that are distributed across the municipality. The services which will be fundamental or may be related to a high profile printing include, but are not limited to: Rates Brochures - brochures DL 10pp, print, flyers and magazines/newsletters A4 12pp. Annual report - brochures DL 10pp, print, flyers and magazines/newsletters A4 12pp. Council plan - brochures DL 10pp, print, flyers and magazines/newsletters A4 12pp. Waste Management Brochure - A5 20+ page booklet, full colour. Provide a high quality of artwork and creative innovative solutions. Prepare detailed correct colour proof of the artwork for Council input. Category Three (Ad Hoc Printing): The services which will be fundamental to ad hoc printing services include, but are not limited to: Marketing Material brochures, flyers and magazines; colour A3 & A4, print. Signage and banners - Signage and displays, Posters A3 & A4, print. Exhibitions and displays - A4 20pp + 4pp Cover, Print. Postcards, posters - A6 print, A1 print. Record Files - 326gsm Millennium Manilla Board. Approved by National Archives Australia, long grain board. Finished size 382mm x 246mm, fitted with self adhesive mediclip, base only Manilla folders - A4, 1pp cover, print. Tender Name: Panel for External Printing Services 52

5 Carbon Copy books - A4, A5, cover, print, and carbon insert. Provide a high quality of artwork and creative innovative solutions. Prepare detailed correct colour proof of the artwork for Council input. Category Four (Print Management System): The services which will be fundamental or may be related to print management systems printing services include, but are not limited to: Rates notices - Base stock (A4, colour, double sided, perforated credit slip), Artwork, Data Programming, Laser Imaging, Folding and Insertion, Barcoding to agency (Australia Post, Financial Institution) specification. Sort, DPID. PDF archives - Web based archive with ability to reprint multiple years historical rate notices. Ability to edit notice. Audit trail required. Envelopes included DLX, window, C4 (Artwork). Rate Notice ing Service Printer to ratepayer direct (where ratepayer has registered for this service with Council). Printer to provide audit report of notices not delivered to the destination . Inserts - Inserting of brochures to be mailed with rate notices. Major Agents Printer to hand envelope, label and mail major agent rate notices. Form Design Provide a high quality of artwork and creative innovative solutions. Prepare detailed correct colour proof of the artwork for Council input. Category Five (Distribution- mailouts): The services which will be fundamental or may be related to distributions/mail-outs services include, but are not limited to: Mass print outs - A4 letter print, black, set up. Insert letters into envelopes - insert into outer envelope, seal, and sort. Tender Name: Panel for External Printing Services 53

6 Bulk distribution - set up, fold letter into DL, insert letter into outer envelope, seal, sort, prepare for lodgement handling, delivery to mail centre, postage costs.* Provide a high quality of artwork and creative innovative solutions. Prepare detailed correct colour proof of the artwork for Council input. *Council to supply letterhead and envelopes 5. Commencement Date and Term The contract period is two years with an option to extend the contract for two years at Council s discretion. The term commences following the appointment of a panel of specialist organisation(s) to provide external printing services. 6. Opportunity for Innovation The Council wishes to encourage the Contractor to develop and propose innovative arrangements for the provision and continuous improvement of the Services. 7. Commercial Principles 7.1 Copyright and Intellectual Property Rights All copyright and intellectual property ownership of information and materials gained and developed as a result of this project, including any evaluation reports will be vested in the Council. The contractor may not publish any information contained in or associated with the project without the express permission of the Council. GENERAL PROVISIONS AND REQUIREMENTS Responsibility of Contractor The Contractor will need to ensure turn around times are met, tracking of print jobs is able to be given, able to use finished artwork (prepress), have adequate quality control of documents able to adapt to different types of print work as needed. Locally situated printers, socially responsible employee policies and/or opportunities for apprenticeship programs will be advantageous Tender Name: Panel for External Printing Services 54

7 Acknowledgement of Communication The successful contractor/s will need to ensure that a same day response (within 24 hours) will be adhered to for all council queries. Response to Council The Contractor shall be contactable by the Contract Manager and other relevant Council Officers during business hours. A contact number shall be made available to relevant Council Officers as directed by the Contract Manager. Details shall also be provided of an alternative contact when the nominated person is unavailable. Monitoring of Complaints Evaluation of complaints will include the seriousness of the issue in relation to the quality of the service and the ability to deliver in accordance with the agreed service levels. Evaluation shall also take into account the impact on the City of Port Phillip in terms of potential liability and reputation, the speed of response and the action taken to resolve the complaint. Response Service The Contractor shall respond to any requirement to amend or rectify any condition it is required to attend to under the Contract in accordance with the response times below or otherwise specified. Data to be provided The Contractor is required, on an on-going basis to collect record and report to the Contract Manager on a range of data related to all work components of the Services. The costs of collecting, recording and reporting of all data are to be met by the Contractor. The data is necessary for and will be used for a variety of purposes, which may include: A basis of payment to the Contractor, A measure of Contract performance, A measure of Contract Specification effectiveness and cost efficiency, To audit certain data, To keep Councils information systems up to date. The data is to be provided in a format and to a standard of presentation approved by the Contract Manager. Compliance with Regulations and Local Laws The Contractor and its employees and sub-contractors, must abide by all laws, Acts, regulations, local laws or by laws (all as amended from time to time) whilst carrying out the contracted duties detailed in this Specification. Tender Name: Panel for External Printing Services 55

8 Management of Council Records For the purpose of this Clause, "Council Records" means documents, in any format or medium, that make up complete, accurate and reliable evidence of business transactions in the form of recorded information, that are given to the Contractor by the Council in connection with the Contract, or that are received or generated by the Contractor from any source in the course of operation of the Contract. The Contractor shall not allow any person other than the Contractor or its authorised representative, access to the records without the prior written approval of the Contract Manager. Any access to the Council Records by any person is to be in accordance with relevant legislation including the Privacy Act 1988 (Cth), Information Privacy Act 2000 (Vic), Ombudsman Act 1973 (Vic), Evidence Act 1958 (Vic) and Freedom of Information Act 1982 (Vic). Any request for access to information that may involve application of this legislation is to be referred in advance to Council's Records Management Coordinator and/or Team Leader, Statutory Functions for direction and approval via the Contract Manager. The Contractor is to ensure that the use of any records relating to the provision of this service is limited to legitimate purposes under the terms of the Contract. Destruction of records by the Contractor shall be in accordance with the Local Government Disposal Schedule. The Contractor must return all Council Records at the completion or termination of the Contract, or when directed by the Contract Manager. The Contractor must provide reasonable access to Council Records in its possession by Council and its authorised agents. The Contractor shall forward to the Council a copy of any records when requested to do so, and will permit the council and any person nominated by the Council, to inspect the Contractors records in relation to the services at all reasonable times on twenty four (24) hours notice. Contractors and Sub-Contractors The Contractors and Subcontractors shall at all times represent the Council in a proper manner. All contact with the public must be courteous and cooperative. Materials The Contractor shall supply all materials and consumables required to fulfil the obligations of the contract. Continuation of Service The Contractor must ensure the continuity of the supply of the service regardless of any difficulties being experienced by the Contractor at any time during the term of the contract. Details must be given as to the Contractor s financial health and its ability to meet the requirement to produce goods, on time and to budget. Environmental Objectives The contractor will be required to use recycled paper products and where possible implement and use any environmentally friendly processes. Tender Name: Panel for External Printing Services 56

9 The contractor will be required to use 100% post-consumer waste content for Australian made recycled paper printed with vegetable ink. The paper stock should overall convey our commitment to environmental sustainability but also demonstrate the product is not expensive and a waste of council resources. It will be advantageous for the contractor to demonstrate their commitment to environmental sustainability, e.g. through ISO14000 accreditation. Proofs All proofs will be provided to the Contract Manager or delegated council staff member before final approval before print can commence. In the delegated staff member s absence a nominated officer will be the direct contact for receiving proofs and obtaining approvals. PERFORMANCE LEVELS AND MONITORING General methods by which contractor performance will be monitored The general methods to be employed by Council will include the following: a) Regular audits by the Contract Manager of distribution procedures and activities, and measurement and documentation of the standards achieved b) Review of the results of Internal Staff Satisfaction surveys. c) Quarterly business reviews with the contract manager to ensure compliance with the requirements of the contract. ATTACHMENTS: 1) Receivables Style Guidelines April ) Barcode Specifications for Use in Remittance Advice Documents. 3) Code 128 Basic Information 4) Design Specifications for Cheques and Deposit Forms 5) Fact Sheet Presort Letters 6) Agency Principal Transaction Specification Port Phillip City Council Tender Name: Panel for External Printing Services 57