Request for Quotation For Design and Printing

Transcription

1 PAGE 1 OF 7 Request for Quotation For Design and Printing Head Start of Greater Dallas, Inc. is requesting quotation for Printing and Design Work for Marketing and Public Relations for the Agency locations within Dallas County, Texas. We will use the quotes to select the supplier to provide excellent Printing and Design Work upon contract award, the supplier shall perform services in accordance with the agreed upon schedule. This contract shall commence on the date of award and terminate in one (1) year from that date. This contract may extend for two additional one (1) year option periods with both parties agreement the period of performance for a possible total of three (3) years. Such options must be exercised in writing no later than thirty days before the end of each term. Your quote should possess the following 2015 specification requirements: A list of five (5) local business references where similar services have been provided by their firm. Include therein name of their firm, address, telephone number and name of representative. (Be specific and supply all information requested as it will be used in the decision PROCESS for awarding this Design and Printing Quotation. A brief description of prior experience such as 1) have adequate financial resources or ability to obtain such resources as required, 2) be able to comply with the required or proposed performance schedule, 3) have a satisfactory record of performance, 4) have a satisfactory record of integrity and ethic and 5) be otherwise qualified and eligible to receive an award. Submission of a copy of Small and or/minority-owned business certificates, if a supplier qualifies as a small business as established by the Small Business Administration (13 CFR ) by having average annual receipts for the last three fiscal years of less than four million dollars. Attached a copy of certificate of liability insurance including coverage for accidental, worker s compensation and employer liability on quote package. Description of the organization, size, and structure of the supplier organization. For example, number of staffs, number of clients, etc. Purchases made against this Request for Quotation are for HSGD use and are exempt from State Sales Tax and Federal Excise Tax. Do not include taxes in your quotation for purchase. Suppliers finding errors, omissions and corrections that need to be made in their specifications should inform the purchasing department at least 4 working days before quotation is due. Contractor shall warrant that the items shall conform to the specifications and /or all warranties as stated in the Uniform Commercial Code and/or State of Texas statues (whichever is not restrictive) and be free from all defects in material workmanship and title. Any delivery of product shall include FOB destination, inside delivery, specific agency location, full freight provided for. Late delivery, incorrect design and printing Work, assignment and not meeting specification shall be picked up and replaced by the Contractor at no expense to the Agency. Quotation must be signed by an authorized individual to contractually bind their companies when submitting the quote. Failure to sign the quote will be considered as a invalid offer, and the quote will be rejected as non-responsive.

2 PAGE 2 OF 7 Head Start reserves the right to reject any quote that does not meet our specifications. This quotation will not be opened or read publicly. Submission of Quotations by achiu@hsgd.org or: Hand-carried quotations or quotations submitted via carrier service are to be delivered to Head Start of Greater Dallas, Inc Gannon Lane, Dallas, TX Attn: Purchasing Department Label: on the envelope clearly mark in the lower-left-hand corner the following information. Request for Quotation: 2015 Design & Printing Work Due: June 11, :30 p.m. Late submittals will not be accepted (Specifications continued on next page)

3 PAGE 3 OF 7 Specifications Project List for Community Development Design Manage the HSGD Brand through the creation and printing of the following items: 1. HSGD Agency Flyers a. 15,000-20,000 flyers each year b. Flyers to be used for all agency events c. Two sided 100 lb gloss, full color 2. Business Cards a. 100,000 per year : 200 employees *250 cards*2 times a year b. 100 lb gloss, two-sided, card stock 3. Envelopes a. 25,000 a year: 21 locations *250*4 + central office 4,000 b. With Head Start logo, full color 4. Thank You Cards a. 1,000 each year b. 100lb gloss, card stock, full color 5. Door Knockers/Hangers a each year in three languages, Spanish, English, Vietnamese b. 100 lb gloss, card stock, full color 6. Rack Cards and Brochures a each year in three languages, Spanish, English, Vietnamese b. 100 lb gloss, card stock, full color 7. Agency Commemorative Logos a. All conversion formats b. Full color and black and white 8. All Signage and All Banners a. Full color b. 3ft x 6ft (hanging banners) c. 2ft x 3ft (garden signs) 9. Annual Reports a annual reports yearly b. Full Color c. Full Gloss 10. Website Development, Design and Regular Maintenance a. On going and as needed 11. HSGD Fact Sheets (These items are much like the flyers but may have specific information contingent on the event for messaging e.g. Week of the Young Child, Voly in the Park, North Texas Giving Day, Teacher Appreciation Week and Special Stars Camp) a. 100 lb Gloss b. Two-Sided 12. Special Events Design (to include but not limited to invitations, programs, donor cards, signage_ 13. Letterhead a. Design b. Incorporation of agency logo c. Watermarked If 3 rd party contractor(s) are utilized, they must be pre- approved by HSGD. Also, printer/designer must be available to take pictures at the various centers (42) that HSGD manages or has classrooms within for usage for the annual report and above stated items. Printer/Designer must be available to meet regularly with HSGD Community Development staff to track progress and scope of each project.

4 PAGE 4 OF 7 Specification for HSGD Project Timeline 2015 August: Annual report Concept and Design Touch base Business Cards ( 1-2 Weeks completion) September: October: Annual Report Check-in Recruitment - flyer print / design Online + Print Media Design (January Execution) Business Cards ( 1-2 Weeks completion) Enrollment Round-up Promo Printing (November Execution) November: December: Enrollment Round-up Promo materials Printing (January Execution) 2016 January: Annual Report Content Due to Designer January 31 Business Cards ( 1-2 Weeks completion) February: Recruitment - flyer printing / design Online and Print Media Design (March Execution) March: Annual report printing Enrollment Round-up Promo Printing (April Execution) Business Cards ( 1-2 Weeks completion) April: May: "Week of the Young Child" - Design and Printed Materials "Special Stars Camp" - Design and Printed Materials "Teacher Appreciation Week" - Design and Printed Materials June: July: Online and Print Media Design (July Execution) Recruitment - flyer print/design "North Texas Giving Day" - Design and Printed Materials "Voly in the Park" - Design and Printed Materials Enrollment Round-up Promotional materials Printing (July execution) "Mayor's Back to school" - Design and Printed Materials HSGD Flyer Design

5 PAGE 5 OF 7 Standard Terms & Conditions Attachment (PLEASE SIGN AND RETURN) Termination: The agreement enter into by Head Start of Greater Dallas and, named henceforth as Contractor, and to which this is attached shall terminate automatically on, 20 unless otherwise stated in the Purchase Order or agreement to which this is attached. If there is a loss of funding or failure of the Contractor to perform satisfactorily, Head Start of Greater Dallas reserves the right to terminate this agreement with thirty (30) days written notice at any time. Relationship of Parties: It is understood by the parties that the Contractor, is an independent entity with respect to Head Start of Greater Dallas, and not an employee of Head Start. HSGD will not provide fringe benefits, including health insurance, paid vacation, or any other employee benefit, for the benefit of the Contractor or the Contractor s employees. The Contractor shall provide proof of liability insurance, workers compensation (if applicable), and other required proof of insurance within ten (10) days naming HSGD as Certificate Holder upon acceptance of the P.O. and/or agreement. Notices. All notices required or permitted under this Agreement shall be in writing and shall be deemed delivered when delivered in person or deposited in the United States mail, postage prepaid. Entire Agreement: The Agreement, with this attachment, contains the entire agreement of the parties and there are no other promises or conditions in any other agreement whether oral or written. This Agreement and these Terms and Conditions supersede any prior written or oral agreements between the parties. Amendment: The Agreement may be modified or amended if the amendment is made in writing and is signed by both parties. Severability: If any provision of this Agreement shall be held to be invalid or unenforceable for any reason, the remaining provisions shall continue to be valid and enforceable. Nonfederal Match: The Contractor will contribute as an in-kind donation the difference between the Contractor s normal and customary fees/services and the fees and/or services charged HSGD by virtue of the HSGD being a non-profit organization. Indemnity: THE CONTRACTOR IS ACKNOWLEDGED AS A INDEPENDENT CONTRACTOR OF THE AGENCY AND AS SUCH WILL INDEMNIFY AND HOLD HARMLESS THE AGENCY FOR ANY AND ALL LOSS, EXPENSE, AND/OR CLAIMS ASSOCIATED WITH OR ARISING OUT OF SUCH INJURY OR DAMAGE DUE TO THE ACTIVITIES OR FROM ANY ACT OR OMISSION OF THE OF THE CONTRACTOR, ITS BOARD MEMBERS (IF APPLICABLE), EMPLOYEES, REPRESENTATIVES, FAMILY MEMBERS, INVITEE, AND VOLUNTEERS. Right of Access to Contractor Records: The Agency, the awarding agency, the Comptroller General of the United States, or any of their duly authorized representatives shall have access to any books, documents, papers, and records of the Contractor that are directly pertinent to a specific program (Head Start) for the purpose of making audits, examinations, excerpts and transcripts. Records shall be maintained for at least three years from the termination date of the agreement. Waiver of Contractual Right: The failure of either party to enforce any provision of the Agreement shall not be construed as a waiver or limitation of that party s right to subsequently enforce and compel strict compliance with every provision of this Agreement. Applicable Law: This Agreement shall be governed by the laws of the State of Texas unless superseded by federal law. Equal Opportunity. During the performance of this contract, the CONTRACTOR agrees to follow:

6 PAGE 6 OF 7 1. The CONTRACTOR shall not discriminate against any employee or applicant for employment because of race, color, age, religion, disability, political belief, sex or national origin. The CONTRACTOR shall take affirmative action to ensure that applicants are employed, and that employees are treated during employment without regard to their race, color, age, religion, disability, political belief, sex, or national origin. Such action shall include, but not be limited to, the following: employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The CONTRACTOR agrees to post in conspicuous places, available to employees and applicants for employment, notices to be prepared by the Contracting Officer setting forth the provisions of this Equal Opportunity clause. 2. The CONTRACTOR shall, in all solicitation or advertisements for employees placed by or on behalf of the CONTRACTOR, state that all qualified applicants shall receive consideration for employment without regard to race, color, religion, sex, or national origin. CERTIFICATIONS: By returning a signed bid the Contractor agrees to and certifies: 1. The CONTRACTOR shall be in compliance with the Copeland Act, 18 U.S.C. 874, as supplemented by Department of Labor regulations, 29 CFR part 3, providing that each contractor and sub-recipient shall be prohibited from inducing, by any means, any person employed in the construction, completion, or repair of public work, to give up part of the compensation to which he is otherwise entitled. The recipient shall report all suspected or reported violations to the AGENCY. 2. The FEDERAL GOVERNMENT and AGENCY shall have rights to inventions made under this agreement in accordance with 37 CFR part 401, Rights to Inventions Made by Nonprofit Organizations and Small Business Firms Under Government Grants, Contracts, and Cooperative Agreements, and any further implementing regulations issued by HHS. 3. The CONTRACTOR shall take action to insure that all work is performed in accordance with OSHA guidelines and OSHA required record keeping and training is current and on going. 4. The CONTRACTOR shall to the best of its knowledge or belief, not be currently be debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded by any federal or state agency, and are not currently or previously within the past three years been indicted or convicted either civilly or criminally by a governmental entity (local, state or federal) for violations of procurement, consumer, and/or felony statutes. 5. (per 31 U.S.C. 1352): The Contractor certifies, to the best of his or her knowledge and belief, that: a. no Federal funds have been or shall be paid, by or on behalf of the Contractor, to any person for influencing or attempting to influence an officer, employee, or any other person of influence (such as a Member of Congress) within or without the Agency in connection with the awarding of this contract or agreement. b. if such funds have been paid or will be paid as outlined in subsection 5.a) the Contractor shall complete and submit Standard Form-LLL, Disclosure Form to Report Lobbying, in accordance with it s instructions. c. that the Contractor shall require the language of this section (5.) be included in the award documents for all subawards at all tiers, and that all subrecipients shall certify and disclose accordingly. This section is a material representation of fact upon which reliance was placed when this transaction was made or entered into and submission is a prerequisite for making or

7 PAGE 7 OF 7 entering into this transaction imposed by section 1352, title 31, U.S. Code (Byrd Anti- Lobbying Amendment). In the event of the CONTRACTOR S noncompliance with the above terms, conditions, and certifications or with any state or federal rules, regulations, or orders, this agreement may be canceled, terminated, or suspended, in whole or in part, and the CONTRACTOR may be declared ineligible for further Government contracts. No other terms and conditions may take precedence without the written permission of the Agency. I have read the above and agree to abide by these terms and conditions. I further by my signature certify that I am an authorized representative of the CONTRACTOR with authority to obligate such to comply with the above with the exception of the following: Exceptions: Executed this day of, 20 By: Contractor: Date: Company: Accepted & Executed By: Agency: Head Start of Greater Dallas, Inc. Kenneth R Gilbert, CEO Date: