REQUEST FOR PROPOSAL BID NUMBER YEARBOOK PRINTING & COVERS

Transcription

1 REQUEST FOR PROPOSAL BID NUMBER YEARBOOK PRINTING & COVERS WHITTIER UNION HIGH SCHOOL DISTRICT 9401 So. Painter Avenue Whittier, CA Issue Date: March 11, 2013 SCHOOL STARTS: AUGUST 14, 2013 Bid Opening Date/Time: April 9, 2013 No later than 1:00 p.m.

2 WHITTIER UNION HIGH SCHOOL DISTRICT Purchasing Department Building A South Painter Ave. Whittier, CA DATE: March 11, 2013 SUBJECT: Request for Proposal Bid No FOR: Yearbook Printing & Covers Bid Opening Date: April 9, 2013 Time: No Later Than 1:00 p.m. Please bid your lowest prices for the items or services on the attached sheets. Before bidding please read the Special Conditions and Specification, General Conditions, Instructions and Conditions, which are attached. Submit all bids in a sealed envelope showing the Bid Number, opening date, and opening time. Bid must reach the Purchasing Office at the address listed below by the time and date shown above. If further information is desired call the Purchasing Department at (562) , ext The undersigned hereby proposes and agrees to furnish and deliver the goods or services as quoted in accordance with the terms, conditions, specifications, and prices herein quoted. FIRM NAME: SIGNED BY: TITLE: (Manual signature - unsigned bids will be rejected) DATE: ADDRESS: PHONE NO.: FAX NO.: NOTE: RFP BIDS SUBMITTED BY FAX ARE NOT ACCEPTABLE. This form is to be submitted with your RFP Bid Form Exhibit A.

3 WHITTIER UNION HIGH SCHOOL DISTRICT Whittier, California REQUEST FOR PROPOSAL BID FORM - EXHIBIT A Bid No Yearbook Printing and Covers Bid Opening Date: April 9, 2013 The bidder shall quote herein all costs of all materials and all services necessary to publish a yearbook annually for a three (3) year period, as set forth in General Conditions and Specifications and Special Conditions. The successful bidder for yearbook printing will furnish the cover. 1. Yearbook Publishing - All Materials and Services A. Price for 750 all-color yearbooks of 315 pages; includes 80# stock. 1. Price per yearbook in addition to 750 books 2. Price per yearbook less than 750 books 3. Cost to add 8 full-color pages 4. Reduce 8 full-color pages 5. Cost to upgrade to 100 # matte or gloss stock 6. Cost of UV coating per flat B. Price per endsheet 1. Price per one color end sheet, front and back same design 2. Price per endsheet, one color, different design front and back 3. Price per endsheet, standard company design 4. Price per full-color endsheet, same design front and back 5. Price per full-color endsheet, different designs front and back 6. C or D end sheet printing 7. Cost of Metallic foil for endsheets: This form is to be submitted with your RFP Bid Form Exhibit A

4 C. Covers Decorated REQUEST FOR PROPOSAL BID FORM - EXHIBIT A (Continued) 1. Basic company standard cover cost per yearbook a. Cover material must be minimum 160 pt. binder board b. One available grain texture of choice c. Embossed design from stock d. One color applied e. Art work on spine 2. Non-standard decorated cover a. Cost per cover for embossing/debossing b. Cost per cover for metalay c. Cost per cover for hot foil d. Cost per cover for padding e. Cost per cover for quarterbind f. Cost per cover for silkscreen g. Cost for foil dies cost range from quote provided to school. Spine die, whether foil or embossing, would also require a quote provided for school approval. h. Cost per cover for leather text and premium cover stocks i. Trapper Keeper with Magnet j. Plexiglas Cover k. Cover Die Cut l. Headbands m. Ribbon Book Marker n. Linen Cover D. Yearbook Cover lithograph 1. Basic cover cost per cover a. Cover material must be minimum 160 pt. binder s board aa. Optional 8X10 Size b. Name of school, yearbook, and year on front cover and spine. _ c. High gloss lamination d. Cost per cover for each additional applied color e. Cost per cover for padding f. Standard embossing on lithograph cover This form is to be submitted with your RFP Bid Form Exhibit A.

5 REQUEST FOR PROPOSAL BID FORM - EXHIBIT A (Continued) g. Custom embossing on lithograph cover h. Litho covers gloss lamination is included Matte lamination _ per book Additional charges not listed above: E. EXTENDED AGREEMENT BY MUTUAL AGREEMENT FOR ADDITIONAL TWO (2) YEARS 1. Renewal Year Flat Percentage Rate of Base Price % 2. Renewal Year Flat Percentage Rate of Base Price % This form is to be submitted with your RFP Bid Form Exhibit A.

6 SPECIAL CONDTIONS AND SPECIFICATIONS - REQUEST FOR PROPOSAL BID NO Yearbook Printing and Covers A. Yearbook Printing a. Size: Yearbooks will be 9 x 12, after trim, bound on the 12 side. b. Yearbook orders: basic order will be for approximately 750 books of 315 pages per school. However, each school may increase or decrease number of books and or pages annually. c. Paper: Paper must be double coated, high gloss enamel or matte finish, A-1 quality, and 80-pound white stock or equal. Submit samples of alternate paper (s) with bid. d. Binding: All books shall be Smythe sewn with pre-stretched nylon thread, rounded and backed. e. End sheets: End sheets shall be brilliant opaque cover, 65 pound stock or equal and subject to the approval of the yearbook advisor at each site. f. School may submit pages prepared on Adobe InDesign CS2/latest version or Online. Successful Bidder will supply a web based page/design program. Creation. Schools may also supply pages, photos, etc. using digital technology; Details shall be worked out with each individual site. Hard copies of photos may also be submitted with page submission at no charge to school. g. Successful bidder will supply each year a technology allowance of $1,500. Advisors at individual sites may elect to use allowance for yearbook camp instead details to be worked out at individual sites. h. Computer training for advisors and staff will be furnished free of charge by company representative at a mutually agreed upon schedule. i. Company will provide yearbook specific plug ins created for Indesign CS2/latest version. j. Proofs i. All proof changes made by school, regardless of method of submission will be made at no charge to school. ii. PDF Submission: Proofs for each page shall be submitted to the yearbook advisor. iii. On Line Submission: School will have the ability to access digital copies of proofs after page creation. k. Representative of the successful vendor shall make personal school visits. Visits will be by scheduled appointment with the yearbook advisor. Expected frequency of school year visits shall be at a minimum of every three weeks and by arrangements with Advisor.

7 SPECIAL CONDITIONS AND SPECIFICATIONS RFP BID NUMBER (Continued) l. Supply kit: All production supplies shall be furnished at no charge, excluding 3 rd party software. m. Acknowledgement of Receipt of Pages: The successful bidder shall acknowledge receipt of pages in writing or upon here. Page Submission Deadlines: i. All deadlines will be negotiated at each site with the yearbook advisor and/or Assistant Principal of Business & Activities. ii. Last page deadline is to be no earlier than 6 weeks from yearbook ship date and will consist of no less than 48 pages. iii. The successful bidder shall be allowed to increase the time between the final deadline and the delivery date one day for each day the respective yearbook staff exceeds either the December or January deadlines. That is, if a yearbook staff submitted minimum quota for the first deadline in December and minimum quota for the second deadline in January. One Hundred percent of the yearbook pages are due 6 weeks prior to ship date. There shall be no monetary renuneration for late page submission. o. Penalty: The work contemplated for accomplishment shall be subject to liquidated damages. For each and every calendar day that the contract for each school remains unfinished, the student body shall retain the sum of $ the first day and $ a day thereafter as liquidated damages from the final payment due the publisher. The publisher shall package, address, and mail to the ultimate individual purchasers, by first class mail, all books undeliverable by the agreed upon contract delivery date. p. Deadlines: The bidder must list deadline dates for delivery to successful bidder of: i. Finished art work ii. Cover and End Sheet iii. All specifications iv. Final quantity to be ordered v. Minimum quantity to be ordered vi. Final pages/count q. Publisher s Free Sample: The successful bidder shall provide each yearbook advisor with one extra sample cover as soon as possible. Cover proof must be returned on time to receive the sample.

8 SPECIAL CONDITIONS AND SPECIFICATIONS RFP BID NUMBER (Continued) r. Quotation for materials: The bidder shall list and quote prices for all cover materials stocked and/or normally used as cover material. s. Use of die reserved: The school which designs and purchases a die for yearbook cover shall retain the right to use and reuse subject die for all time with successful bidder. Subject die shall be retained by successful bidder who may use it only with permission of the principal or school district. Price of die must be given to advisor within 30 days of order. t. Successful Bidder will provide web based program to create personal recognition ads. This allows purchaser to submit all ad materials and make payment on-line.

9 WHITTIER UNION HIGH SCHOOL DISTRICT WHITTIER, CA REQUEST FOR PROPOSAL BID NO GENERAL CONDITIONS Yearbook Printing and Covers SCOPE OF CONTRACT The successful bidder will enter into a three-year contract with the Whittier Union High School District for the years , , and The contract may be extended by mutual agreement between the successful bidder and the Associated Student bodies of the District for an additional two (2) years. Percentage increases in rates for the extended years are to be offered by bidder. This contract entered into by the successful bidder and the District, shall be for services to five (5) high schools of the District are as follows: California High School Pioneer High School 9800 So. Mills Ave Ben Avon St. Whittier, CA Whittier, CA La Serna High School Santa Fe High School E. Youngwood Dr S. Orr & Day Rd. Whittier, CA Santa Fe Springs, CA Whittier High School E. Philadelphia St. Whittier, CA During the period of the contract, the successful bidder will assist in the preparation of approximately 750 yearbooks each fiscal year for each of the high schools in the Whittier Union High School District, or a total of approximately 3,700 yearbooks per year. However, each school shall have the privilege of ordering the quantity desired. The Assistant Principal of Business & Activities, yearbook advisor for the student body at each site will be the point of contact and the final authority at each site as to type and quantity of work. The District hereby stipulates that the contract for yearbook printing and covers will be awarded to the respective low, qualified bidder or bidders as best serve the interests of the District. That is, the District reserves the right to consider bids on yearbook printing and covers, and to award the contract so as to best serve the interests of the student bodies of the District. Further, the bidder must submit a bid for each item or sub item as requested. The district also reserves the right to make award or not award at all and further reserves the right to reject any and all bids and to waive any irregularity associated with this bid.

10 REQUEST FOR PROPOSAL BID NO GENERAL CONDITIONS Yearbook Printing and Covers A. Statement of Interest and Concern: It shall be understood that the bidder has submitted a bid form (Exhibit A) for each and every material and/or service which is necessary to print each complete yearbook for the respective student bodies. If, anytime during the duration of this Contract Agreement, alternate materials and/or services are required to print a satisfactory yearbook for the respective student bodies, only after the approval of the yearbook advisor and cost of savings have been agreed upon. Exhibit A states this is a multi-year contract specifying bid prices for a three (3) year period for 2013/2014, 2014/2015 and 2015/2016. The Contract Agreement may be extended by mutual agreement between the Contractor and the Associated Student Bodies of the District for as additional two (2) years. The first renewal year would be 2016/2017 for a flat percentage rate for the base bid price. The second renewal year would be 2017/2018 for a flat percentage rate of the base bid price. It is assumed and implied that the contractor s bid for a printing and delivery of yearbook shall included the normal expected materials and services inherent in the printing of said yearbooks. B. Performance Bond: A faithful performance bond in the amount equal to one hundred percent (100%) of the estimated contract price will be required annually as guarantee to the District that the contract is completed in accordance with the specifications. In addition, the performance bond will guarantee the District that the yearbooks will be delivered according to the schedule outlined in the specifications. C. Invoicing: The final invoice shall be submitted directly to the associated student body of each school. The invoice shall indicate the total number of yearbooks purchased by that school and shall itemize each charge incurred. Payment will be made by June 30 if invoice is acceptable to the student body. D. Shipping Costs: All costs shall be F.O.B. schools, all freight included. E. Communication Costs: Cost of communication including postage, and telephone calls, etc., shall be the responsibility of the successful bidder. F. Cancellation Clause: The contract or contracts may be cancelled at the end of any fiscal period upon written notice by the Whittier Union High School District. Such cancellation to be justified by poor performance as determined solely by the District. G. Bidder Information Form: The attached Bidder s Information Form must be completed and returned with the bid in order that the bid may be considered for award. Documents verifying the information requested in the Bidder s Information Form may be submitted.

11 WHITTIER UNION HIGH SCHOOL DISTRICT Whittier, California BIDDER S INFORMATION FORM REQUEST FOR PROPOSAL Bid No Yearbook Printing and Covers 1. The has been engaged in the business of preparing school yearbooks for years. The place of publishing is: 2. Within the past 5 years, we have provided services for the following Los Angeles area school districts: 3. During the school year we were under contract with the following Los Angeles area school districts: 4. In addition to preparing school yearbooks, we are also engaged in the following types of work: 5. Our physical plant consists of the following types of equipment (indicate quantity): 6. We presently employ personnel who are directly engaged in our manufacturing operation. 7. We do do not farm out any processes connected with the manufacturing of a school district s yearbooks. a. The types of processes which we farm out are as follows: b. The names of the companies who perform these processes for us are as follows: 8. We will will not permit school officials to visit our physical plant to inspect facilities and procedures. This form is to be submitted with your RFP Bid Form Exhibit A.

12 REQUEST FOR PROPOSAL BID NO Yearbook Printing and Covers (Continued) 9. What program does your company have for submitting pages On-Line with Web Process? Please explain: 10. Please list five schools including contact names and phone numbers in the area that have submitted pages. a. b. c. d. e. 11. Please explain proofing process for your PDF process. 12. Does your company require submission by flats or multiples? Yes No Please explain: 13. Describe Web Based Personal Recognition Program Ad. 14. Submit proposed Representative Resume to be approved by WUHSD. This form is to be submitted with your RFP Bid Form Exhibit A

13 Whittier Union High School District Yearbook Printing and Covers INSTRUCTIONS AND CONDITIONS - RFP BID NO PREPARATION OF BIDS Bids must be submitted in ink or typewritten. Both unit price and extension (where applicable) for all line items must be shown where required on the bid form. Signature on bids must be in ink to be considered acceptable. Bid on each item separately. Prices should be stated in units specified hereon. 2. ERRORS AND CORRECTIONS No erasures permitted. Mistakes may be crossed out and corrections made adjacent but must be initialed in ink by person signing bid. Verify your bids before submission as they cannot be withdrawn or corrected after being opened, or withdrawn specified time period has elapsed. 3. SUBSTITUTIONS Certain specifications are set forth herein for the purpose of establishing standards, and are not intended to preclude any vendor from bidding who can substantially meet those specifications. Vendors may propose material equal to those specified herein, but each deviation from the specification must be clearly identified as such. At a minimum, descriptive technical literature fully describing the claimed or equal product must be attached to the bid. Suitability and valuation of equals rests in the sole discretion of the Board of Trustees or their designees. If a bidder does not indicate that he is proposing and item other than that which is specified, it is understood that he is furnishing the item as specified. Shipment of unauthorized substitutions will be returned at the Vendor s expense. Whenever in these specifications, any material is indicated or specified by the proprietary name or patent or by the name of a manufacturer, such specifications shall be deemed to be used for the purposes of facilitating description of the items desired, and shall be deemed to be followed by the words or equal. 4. SALES TAX: Do not include California State Sales/Use Taxes in unit prices on bid. This tax will be added and paid for by the District on the invoice. The District is exempt from Federal Excise Tax. 5. FAILURE TO BID If you do not bid on any line item, please mark no bid in the space provided and sign it and return the bid, otherwise your name may be removed from the bidder s list. 6. ACCEPTANCE OF BIDS Awards will be made on a unit and then line item basis unless otherwise specified on bid form. The right is reserved to reject any or all bids and to accept or reject any line items thereon and to make any combination of line item awards. Bids may be rejected on grounds of non-responsiveness or nonresponsibility. Bids are subject to acceptance at any time within sixty (60) days after opening of same unless otherwise stipulated. 7. PATENTS, ETC. The vendor shall hold the Whittier Union High School District, its officers, agents, servants, and employees harmless and free from liability of any nature or kind on account of use (by publisher, manufacturer, or author) of any copyrighted or non-copyrighted composition, secret process, patented invention, article or appliance furnished or used under this bid.

14 INSTRUCTIONS AND CONDITIONS - RFP BID NO (Continued) 8. FAILURE TO FULFILL CONTRACT When any contractor or vendor shall fail to deliver any article or service or shall deliver any article or service which does not conform to the specifications, the District may, at its sole discretion, annul and set aside the contract entered into with said vendor or contractor, either in whole or in part, and make and enter into a new contract entered into with said vendor or contractor, either in whole or in part, and make and enter into a new contract for the same items in such manner as seems to the Board of Trustees to be to the best advantage of the Whittier Union High School District. Any failure for furnishing such articles or services by reason of the failure of the vendor or contractor, as above stated, shall be a liability against such vendor and his sureties. The Board of Trustees reserves the right to cancel any articles or services which the successful bidder may be unable to furnish because of economic conditions, governmental regulations or other similar causes beyond the control of the bidder provided satisfactory proof is furnished to the Board or Trustees, if requested. 9. BID SIGNATURES All bids must show the firm name and must be signed by a responsible officer or employee fully authorized to bind the organization to the terms and conditions herein. Obligations assumed by such signature must be fulfilled. 10. CANCELLATION FOR INSUFFICIENT OR NON-APPROPRIATED FUNDS The bidder hereby agrees and acknowledges that monies utilized by the District to purchase or lease the items bid is public money appropriated by the State of California or acquired by the District from similar public sources and is subject to variation. The District fully reserves the right to cancel this bid at any time and/or to limit quantities of items due to non-availability or non-appropriation of sufficient funds. 11. REQUIRED DELIVERY DATES (RDD) Actual delivery of the equipment or services shall be coordinated with the District or contractor designated by the District but shall not exceed the required delivery dates (RDD) specified on the bid form for each particular product. The District, as a matter of bid non-responsiveness, shall reject all bids (regardless of price) that fail to indicate ability to deliver the product within the required time. Give careful attention to any Required Delivery Dates (RDD) included in the Specifications or Bid Sheets. Upon award of bid, supplier shall keep sufficient stocks of product and service material to insure prompt delivery service schedules. There shall be no minimum quantities required in order for the District to place orders for needed items. Bid all items F.O.B. shipping point, and specify freight as a non-taxable line item unless otherwise directed. 12. PAYMENT Prompt payment for equipment may be requested after actual delivery of goods to the required destination as outlined in the REQUIRED DELIVERY DATES (RDD) conditions. Payment for service contracts may be invoiced per the conditions set forth and agreed to in the service agreement. 13. STANDARD COMMERCIAL USE (Products Only) The vendor, whether manufacturer, supplier, distributor or retailer, hereby certifies that the products offered under this bid have been placed in regular commercial use for a period of at least three (3) years and that adequate spare parts exist in the marketplace for the items sold. Submit all requests for deviations to this clause as an or equal deviation.

15 INSTRUCTIONS AND CONDITIONS - RFP BID NO (Continued) 14. HOLD HARMLESS The vendor shall save, defend, hold harmless and indemnify the District against any and all liability, claim, and costs of whatsoever kind and nature for injury to or death of any person and for loss or damage to any property occurring in connection with or in any way incident to or arising out of the occupancy, use, service, operations, or performance under the terms of this contract, resulting in whole or in part from the negligent acts or omissions of vendor, and subcontractor, or any employee, agent or representative of vendor and/or subcontractor. 15. AWARD OF RFP BID The District hereby stipulates that the contract for Yearbook Printing & Covers will be awarded to the respective low, qualified bidder that best serves the interest of the District. That is, the District reserves the right to consider bids on printing and covers of yearbook and to award the contract so as to best serve the interest of the student bodies of the District. Further, the bidder must submit a bid for each items or sub item as requested. The District also reserves the right to make award or no award at all and further reserves the right to reject any and all bids and to waive any irregularity or discrepancy associated with this bid. 16. WARRANTY/QUALITY The supplier, manufacturer, or his assigned agent shall guarantee the product or service performed against all defects or failures of materials and workmanship for minimum period of one (1) year from the actual delivery date Where applicable, all merchandise must be warranted to be in compliance with California energy, conservation, environmental, educational, and product liability standards. 17. PRICING TERM OF CONTRACT Minimum contract term is three years. Quoted prices must stay in effect for one year after award of bid. Contract may be extended upon mutual consent of District and vendor for an additional two (2) years (total potential life of 60 months from Board of Education award) in accordance with provisions contained in the Education Code, Sections (K-12) and (Community Colleges). A maximum price increase per year in an account not to exceed the Consumer Price Index as established for the Los Angeles area may be negotiated subject to existing market conditions. In no case shall a price increase be negotiated without a minimum thirty (30) days advance notice by vendor. In the event of a general price decrease the District reserves the right to revoke the bid award unless the decrease is passed on to the District. 18. MULTI-YEAR EXTENSIONS Subject to the provisions of Paragraph 17 (above), and pursuant to Education Code, Sections and 81644, this bid may be extended (by mutual consent expressed in writing) for additional two (2) year increments for an indeterminate length of time until one or both parties agree in writing to terminate this agreement. Agreement must be terminated in writing with not less than six (6) months notice to the other party.

16 INSTRUCTIONS AND CONDITIONS - RFP BID NO (Continued) 19. NO MINIMUM OR MAXIMUM QUANTITIES, ORDER CHARGES, OR LIMITATIONS UPON NUMBER OF ORDERS The District anticipates contract term requirements for the supplies and commodities as listed in the quantities shown on the bid form. The District, however, does not guarantee orders in these amounts nor shall the District be required to limit its orders to only those figures. This is an indefinite-quantity bid. Bidders shall not specify minimum or maximum quantities or charges for specific order types. Unlimited orders within the term of the contract shall be allowed to the awarding district at prices quoted. 20. ASSIGNMENT OF CONTRACT The vendor shall not assign in whole of any part or any payment due or to become due hereunder without the consent of the Whittier Union High School District in writing. 21. FINANCIAL RESPONSIBILITY Upon request from the District, a bidder whose bid is under consideration for award shall promptly submit satisfactory evidence of his financial responsibility and resources. The District may also request the names of three (3) references with whom similar transactions were made during the previous year. During this time of selection of vendors, all vendors and/or vendor representatives shall direct inquiries regarding this bid ONLY to the Purchasing Department located at the District Office (562) X1100. Any bidder making contract with any other person(s) within the District such as, but not limited to board members, other District employees or their agents, parents, students, etc., either before bid opening or during the period before the Board of Trustees takes action to award the contract, may have their bid removed from consideration. 23. BID EVALUATION NOTE: THIS IS OPTIONAL AT THE DISCRETION OF THE DISTRICT The two apparent lowest qualified bidders may be furnished one school s sample yearbook and advised of the quantity ordered last year. Another bid form will be furnished, and the vendors will be asked to price the sample yearbook for comparison. This pricing must be returned in three working days. The successful vendor will be recommended to the Board of Trustees for award after that has been analyzed and evaluated by a committee of Yearbook Advisors and Purchasing personnel. 24. PIGGYBACK CLAUSE For the term of the Contract and any mutually agreed extensions pursuant to this request for bids, at the option of the vendor, other school districts and community college districts, any public corporation or agency, including and county, city, town or public corporation or agency within the State of California, may purchase, lease-purchase, or rent the identical item(s) at the same price and upon the same terms and conditions pursuant to sections (K-12) and (Community Colleges) of the Public Contract Code. This form is to be submitted with your RFP Bid Form Exhibit A

17 INSTRUCTIONS AND CONDITIONS - RFP BID NO (Continued) The Whittier Union High School District waives its right to require such other districts and offices to draw their warrants in the favor of the District as provided in said Code sections. Acceptance or rejection of this clause will not affect the outcome of this bid. Piggyback option granted (Please initial) Piggyback option not granted Exclusions: 25. INSURANCE REQUIREMENTS: The bidder shall have in effect at all times while performing services for the DISTRICT the following types of insurance with insurers satisfactory to the DISTRICT: f. All Risk property damage insurance covering property of the DISTRICT while in the care, custody or control of vendor, including while in transit, written with sufficient limits to insure that a; property owned, leased or in the custody of vendor will be fully insured in the event of loss. g. Workers Compensation insurance for statutory limits, and Employers Liability insurance with minimum limits of $1,000, per occurrence. h. Completed Operations liability insurance with minimum amounts of $1,000, per occurrence and in the aggregate annually. i. Automobile liability insurance with minimum limits of $1,000, per occurrence. j. As respects all insurance noted in sub-paragraphs c. and d. above, the DISTRICT shall be named as additional insured under such policies. Vendor shall provide DISTRICT with Certificates of Insurance for all categories of insurance as notes in sub-paragraphs a through d. This form is to be submitted with your RFP Bid Form Exhibit A