YEARBOOK - SQUALICUM HIGH SCHOOL Bid #

Transcription

1 YEARBOOK - SQUALICUM HIGH SCHOOL Bid # INTRODUCTION: The Bellingham School District is requesting sealed bids for Yearbook - Squalicum High School. In order to be considered bids must be received no later than 10:30 am, pdt. Thursday, May 31, Sealed bids may be mailed or hand delivered in person to Brett Greenwood, Business & Finance Manager, 1306 Dupont Street, Bellingham, WA Bids received after the above stated closing date and time cannot be considered and will be returned unopened. 2. EXAMINATION OF SPECIFICATIONS: Bidders shall thoroughly examine and be familiar with these specifications. The failure or omission of a bidder to receive or examine any form, instruments, addendum, or other document or to visit the site when required to acquaint him or herself with existing conditions, shall in no way relieve any bidder from obligations with respect to this bid or any other resulting contract. Contractors must take all existing conditions into consideration prior to submitting a bid. No change orders will be accepted for existing conditions. The submission of a bid shall be taken as prima facie evidence of compliance with this section. 3. CONTRACT TERM: This will be a fixed price contract and shall remain in effect for a period of one (1) year, for the period beginning August, 1, 2007 and continuing through July, 31, At the option of the District this contact may be renewed for three (3) consecutive renewal periods of one (1) year each by mutual agreement set forth in writing thirty (30) days prior to the expiration date of the current contract. If this contract is rolled over, new deadline dates will be established prior to the start of the new contract. 4. BONDS: The District reserves the right to require the successful bidder to furnish a performance bond before entering into a formal contractual agreement for these services. 5. PRESENTATION: The District will contact the bidders in consideration to do a presentation within one week of the bid opening. 6. EVALUATION OF BIDS: The District reserves the right to evaluate and consider the following elements in making an award of this bid: 6.1 Pricing. 6.2 Quality of printing. 6.3 Quality of service. 6.4 Technical expertise of yearbook representative and other elements of the relationship between the yearbook company and the school. 7. PROFESSIONAL SERVICES: Professional services to be provided are as follows: 7.1 VENDOR S REPRESENTATIVE: Page 1 of 5

2 A B C D E F G A plant representative shall be available for the Yearbook Advisor and/or yearbook staff to contact, toll-free, regarding production progress of material, both in and out of the plant. Vendor is to furnish the school with the name of the individual at the plant who is capable of making decisions via the telephone, toll-free, concerning changes or corrections. A local representative shall be available at the request of the Yearbook Advisor, District Business and Finance Manager or yearbook staff to visit the school and consult with staff. A local representative located within fifty (50) miles of the District is preferred. Local representative will call on the school on a specific schedule to be determined between the Yearbook Advisor, staff and representative. Local representative must have the technical capability to assist the Yearbook Advisor and staff in the production of their yearbooks in a state-of-the-art manner. Local representative must respond to inquires by phone or within a twenty-four (24) hour time period and in person within forty-eight (48) hours if requested by the Yearbook Advisor or yearbook staff. Local representative shall have the ability to provide monthly progress reports and billing updates to the Yearbook Advisor. 7.2 TECHNOLOGY AND RESOURCES: A. Vendor guarantees that it has the technology and resources necessary to receive and process information to complete a quality yearbook for Squalicum High School. B. Vendor certifies that its plant is fully capable of processing data prepared on PC and Mac platform computer equipment. C. Vendor is notified that the school will submit all pages on digital format for the purpose of price reduction and more school control of material. D. Vendor will allow unlimited choices of copy design. E. Placement of copy should be totally flexible. F. There are no restrictions to the number of photos or bleeds per page. G. Vendor must accept PageMaker or InDesign generated pages, endsheets, and cover submission on Squalicum High School s layout. H. Vendor must accept PC or Mac platform Photoshop, FreeHand, Illustrator or PageMaker or InDesign files. I. Vendor must accept school computer generated graphics, copy and images without extra charge. J. Final page printouts must be generated on 1200 dpi or better, printed directly from school discs, CD, Zip Disk, external hard drive or file attachment. Page 2 of 5

3 K. Vendor will indicate savings as a no charge dollar per item or as a discount percentage as appropriate. (see Paste-Ups on bid form) 8. REFERENCES: Because of the time and scope of the bid, bidders must show previous successful experience relative to school yearbook preparation. Vendor shall provide evidence of full-time experience with high school yearbooks of at least two (2) years in the Puget Sound Area. A Vendor's bid will be considered non-responsive if they fail to submit at least two (2) references. 9. TRAINING: Complete instructions are to be provided for the preparation of the yearbook. Vendor shall provide the opportunity for the staff members to attend training workshops, or shall provide other training programs for the school. 10. SUPPLIES: All supplies are to be provided for the preparation of the yearbook, with extras provided as needed. 11. PROMOTION ITEMS: Vendor shall provide posters to help advertise and promote sales of yearbooks. 12. NUMBER OF BOOKS: Depending on enrollment, the estimated number of books to be ordered as a result of this request for bid is nine-hundred (900). This number may be increased or decreased, without penalty to the school, anytime prior to December 15, NUMBER OF PAGES: The number of pages bound in the book, not including endsheets, blanks, company-designed pages or supplements, but including advertising pages and allowance for Spring insertion of supplements, shall be not less than three hundred and four (304) pages. 14. PAGE TRIM SIZE: Page trim size shall be 9 x PAPER STOCK: Paper stock shall be a minimum of 100# enamel coated. Samples of each type of paper must be submitted with quote. 16. NUMBER OF COLOR PAGES: The total number of four-color pages is estimated to be two hundred and sixteen (216). The cost of color pages will be based on pre-established deadlines. The school may decide to add more color pages to the yearbook at an additional cost over the initial two hundred and sixteen (216) pages 17. COLOR SUBMISSION DATES: Color submission dates will be negotiated during the first month of school. 18. COVER: The yearbook cover is to be constructed of 120-point or heavier board, allowing the school the choice of silk-screen, lithograph, embossed or alternate process, using one or more applied colors of rub to title, date and design. The choice of cloth shall be Interlaken cloth or 700 quality Faberkoid or equal. There shall be no limit to the area that the school might apply their design including title, year and school name, without added charge for the spine. Proof of cover is to be furnished to school and approved prior to release for productions. Actual cover is to be furnished to the advisor at no charge when printed. 19. BINDING: Binding is to be Smythe sewn, round and backed or square back binding. 20. ENDSHEETS: Endsheets are to be a minimum 100# stock, one color on white. Proof of endsheet is to be furnished to the school and approved prior to release for publication. Actual endsheet is to be furnished to the advisor at no charge when printed. Page 3 of 5

4 21. DISK SUBMISSION: The District may submit pages on assorted storage devices, ready for film. Contractor should be capable of assisting yearbook staff in the preparation of disks for submission. 22. TYPOGRAPHY AND HEADLINES: printer should allow for complete choice of type styles and sizes available in Adobe software when provided by the school in digital form. If printer offers or requires use of their own type font library, this needs to be detailed as a requirement or offer with costs to school fully disclosed. 23. PROOFS: Proofs are to be furnished of all pages, showing pictures and type in place. They should be blueprint or brownline proofs or equal, readily readable. There should be no charge for copy corrections and postage should be prepaid for proof return. 24. SHIPPING: Vendor will pay mailing/shipping costs for all of the school s deadline submissions and proof return shipping/mailing cost. 25. SPOT COLOR: Spot colors are the use of color, not limited to basic process colors, with black ink or full color printing. Bidders must provide color charts of available inks showing 100%, 60%, 30% and 10% screens. 26. DEADLINES: Final deadline of twenty-four (24) pages limited to three (3) signatures shall be no less than five (5) weeks prior to delivery. Delivery date of books is dependent upon the school year calendar. The Yearbook Advisor will determine other deadlines with the Vendor during the first month of school. Five (5) deadlines to be spaced as evenly as possible from November 2007 until the final deadline are expected. Page submissions will be approximately equal for each deadline. The school will have the opportunity to make up lost time from missed deadlines by submitting copy prior to the next deadline in order to retain the final delivery date as originally scheduled. Proofs will be returned from the plant in a timely fashion so as to avoid the school receiving a batch of proofs at a time when a deadline is near for the school. Should it appear that the meeting of a final delivery date is in jeopardy as a result of missed deadlines, the Vendor is responsible for informing the Yearbook Advisor at least ten (10) days prior to the final deadline, that if such deadline is missed, late delivery may be implemented or an overtime charge may be levied, and the estimated amount of such overtime charges shall be quoted. 27. PENALTIES: Should Vendor fail to meet agreed upon delivery date, due to no fault of School District Staff, a penalty of three hundred dollars ($300.00) will be assessed Vendor for each day the delivery date is missed. Yearbook Advisor and Vendor s representative will discuss and establish a level of acceptable quality of product. Should vendor fail to meet the quality agreed upon, a percent of total cost will be negotiated and deducted from the final payment to the Vendor. 28. DELIVERY: Yearbooks shall be delivered F.O.B. Squalicum High School and shall be delivered directly by Vendor or via surface transportation to arrive on or before the stated delivery deadline. Any charges for air freight incurred in order to meet said delivery deadline shall be the responsibility of the Vendor. 29. COPY RETURN: All photographs, slides, art work and other material used in the publication of the yearbook shall be returned to the school on the delivery date specified. Materials shall be returned with books in a box identified as containing returned materials. 30. INVOICES: The Vendor shall submit a fully itemized invoice of all costs to date shortly Page 4 of 5

5 after the receipt of the cover, endsheet and color order. The final invoice for the yearbook shall be in the hands of the Yearbook Advisor by the date of shipping, to allow accounting time to close the books for the yearbook account. Any charges shown on any invoice not previously approved by the Yearbook Advisor will not be allowed. The Yearbook Advisor shall have the option of reducing the use of color, number of pages, endsheets and other options cost items at any time prior to the beginning of actual production on such contract items without penalty should monthly billings indicate costs will exceed budgetary estimates. 31. ADDITIONAL ITEMS: Any charges for items over and above those stated in the bid shall have prior written approval of the Yearbook Advisor in order to qualify for payment. Invoices for items not so pre-approved will not be paid. 32. SPECIAL OFFERS: Indicate any special offers available and cost to school, if any. Please note that special offers may be considered in evaluation of quote only if they are readily quantifiable in terms of monetary value to the school. 33. PAYMENT SCHEDULE: Payments to Vendor will be made as follows: % of the total contract amount will be paid to Vendor by December 7, % of the total contract amount will be paid to Vendor by May 5, Final payment will be made no later than thirty (30) days following acceptance of yearbooks by school, or pending adjustments for damaged or improperly bound and/or printed books 34. CONTINGENCIES ELIMINATED: Bidder certifies that adequate supplies are on hand, or have been contracted for, to complete the production of the yearbook by the deadline specified. Bidder agrees to pay the established rate for page advertising in the book. The Yearbook Advisor shall be advised immediately, in writing, of delays caused by strikes, fires or any other disasters. Delays in meeting deadlines, except for final deadline, caused by school closure due to snow, fire or other disaster, shall not be penalized if companies are notified immediately of such unavoidable delay. School will be expected to make up such deadline delays, day for day, upon reopening of school. 35. OPTIONAL PRICE LIST: Yearbook requirements as to number of books, types of print, color and other specifications will be determined on the basis of cost factors shown in the optional item prices. The Yearbook Advisor will review these optional items to arrive at final specifications for the yearbook. 36. QUESTIONS: Any questions regarding this bid should be directed to Brett Greenwood, Business & Finance Manager (360) Names and phone numbers for advisors will be provided upon request. Page 5 of 5