REQUEST FOR PROPOSAL

Transcription

1 REQUEST FOR PROPOSAL PRIMARY PROVIDER OF PRINTING SERVICES FOR MARATHON COUNTY GOVERNMENT 1. OVERVIEW Marathon County Government is requesting proposals for the provision of Printing Services for the purpose to obtain cost effective, high quality printing services for the County of Marathon, including print letter/memo head, envelopes, business cards and other specialized printing projects required in a timely manner by Marathon County We are seeking a long-term contract (5 years) with a provider who will help us obtain the above goals of high quality, cost effective and efficient printing services. 2. ISSUING AGENCY The Marathon County Department of Administration is using this Request for Proposal (RFP) on behalf of Marathon County Government. The Marathon County Administration is the sole point of contact for this RFP. 3. APPLICANT RESPONSES TO THE RFP SPECIFICATIONS Proposals submitted in reply to this RFP shall respond to the specifications stated herein. Failure to respond to the specifications may be a basis for a proposal being eliminated from consideration during the selection process. Marathon County Government reserves the right to reject any or all proposals and any part of a given proposal. 4. PROPOSALS CONTENT/CONTRACTUAL OBLIGATION All aspects of the proposal from a successful applicant will become a part of contractual obligation. Marathon County Government reserves the right to negotiate the award amount and budget items with the selected applicant prior to entering into a contract. The contract may be modified only by written amendment duly executed by all parties. Justifiable modifications may be made in the course of the contract only through prior consultations with and written approval from the County Administrator. Failure of the successful applicant to accept these obligations in the contractual agreement may result in cancellation of the contract. The contract shall be awarded pursuant to Section 3.05 (2) (G) of the Procurement Code. 1

2 5. REPORT AND CORRESPONDENCE DISSEMINATION A. The contractor shall, at the option of the County, appear before the County s designated program administrator to clarify findings and to answer any questions at any time during the contract or after the contract is completed. Contractor must also be willing to appear before any County governmental committee if so requested. B. Reports of both programmatic and fiscal activities will be required for the purpose of documenting the satisfactory meeting of program objectives. The contractor will be expected to participate in an ongoing evaluation of the services provided. 6. NON-DISCRIMINATION LANGUAGE All reports and correspondence written under the auspices of the applicant shall not employ language which could be construed as discriminatory on the basis of age, race, color, creed, religion, disability, sex, sexual preference, or national origin. 7. ESTIMATED VOLUME OF WORK Marathon County estimates this volume of printed materials annually: Business Cards: 38,000 Letterhead Printed: 62,500 #10 Regular Envelopes: 117,500 #10 Window Envelopes: 202,000 #9 Regular Envelopes: 16,800 #9 Window Envelopes: 5, TIMELINE All interested vendors are required to submit proposals within the following timeframe: Request for Proposals released: Monday, May 18, 2015 Responses due: Friday, June 12, 2015 at 4:00 p.m. Notification to responders: Friday, June 26, SCOPE OF SERVICES The successful proposer will do all the work and furnish all the management, supervision, labor, components, materials, tools and accessories necessary or proper for the performance of the project in the manner called for by the scope, terms and conditions herein, and to the satisfaction of the County. Services are to be for a five (5) year period and commence September 1, The proposer must be able to guarantee fees for the five years of the contract. 1. Maintain a high level of customer service, provide quality products at the lowest possible cost with prompt turnaround time. 2. The proposer must be willing to provide details on all procedures used. Proposals should address how customer service will be provided, e.g. how you will interact with departments and other applicable staff. 2

3 The customer service staff will be responsible for assisting departments in preparing their request for print jobs, recommending cost-effective ways or alternative methods of reproduction, proof coordination, and providing estimates for budgetary purposes. 3. Provide a means for complaint resolution. 4. Create and/or provide a hard copy form and an electronic form for departments to use to request print job services. 5. Provide a turnaround time schedule by job type including a provision for rush work. Rush work will be defined as work requiring next day service or work to be performed on the weekend. If this requirement would result in any special handling or premium charges, all proposals will include this charge in their proposed fee schedule. 6. Proposer will provide delivery service for all printed materials to the individual departments. Any delivery costs for products procured through a subcontractor, etc., are to be borne by the proposer. 7. In the event County-furnished materials are provided for a job, proposer will bear the responsibility to notify the requesting department if those materials are substandard and will not result in a finished product of satisfactory quality. Such notification will be electronic or in writing and given before any work on the job has begun. The requesting department will determine whether the work will continue with the furnished materials. Such determination will be in writing to the proposer. Proposer is responsible for keeping County-furnished materials safe from all hazards (theft, fire, rain/wind, etc.) 8. All originals, negatives, artwork and other materials used in preparing printing orders are the property of Marathon County. 9. Proofs will be required on all new and/or any changes on copy submitted with printing request which must be signed off on by the user department when approved. On exact report orders, proofs will not be required. Fax transmittals and s for all communications for this contract will be allowed. A follow-up mailing of the same materials will not be required. 10. The proposer will package work in individual bundles in a size suitable to handle, clearly marked with one copy of the printed work attached to the top of each bundle. Bundles may be boxed in suitable containers. An individual box will not contain more than twenty-five (25) pounds. A packing list or other suitable shipping document will accompany the shipment and contain the following information: A. Name and address of requesting department B. Order or Number C. Description of material shipped and quantity 3

4 11. An itemized invoice will be sent to each department on a monthly basis. The format and content of the invoice will be mutually agreed to and developed. At a minimum, this billing should be a line item description (including quantity) of each good and/or service provided to the County, reasonably sufficient to identify same, the amount due broken down by labor and materials, applicable deductions for unsatisfactory or late work, and any other applicable terms. Note: The amount due must be sufficiently documented so as to cross-reference the Rate Charts submitted with your proposal. 10. PROPOSALS The proposal should describe your approach to the Scope of Services. The proposal should provide sufficient detail to enable the selection committee to thoroughly evaluate and compare it with other proposals. It should include at least the following information and any other information you believe is pertinent to this study. 1. Provide a description of your work approach to the tasks and objectives identified in the Scope of Services. Describe the technology and staff that will be deployed to provide printing services. 2. State the number of years of experience in providing printing services and present legal status (such as sole proprietorship, partnership or corporation). 3. The names and years of experience of the proposer s managerial or supervisory staff. 4. A list of the major technology and equipment to be used under this contract. The list should include name, function and capacity. 5. All subcontractors assisting in the performance of this service will be identified. 6. Proposers are to include a list of other similar contracts being currently performed so as to determine the capacity of the vendor to fulfill the obligations of Marathon County. 7. Address explicitly how you will accomplish the services requested, and how you have performed these services previously. 8. Furnish any other information which you consider relevant to the evaluation of your response to this Request for Proposal. 11. GENERAL INFORMATION 1. Incurred Expenses: Proposer is responsible for any expenses which proposers may incur in preparing and submitting proposals. 2. Site Inspection and Samples: The County reserves the right to inspect the proposer s facility to verify their ability to perform and provide all the services required. The County may also request, and the proposer agrees to provide at no 4

5 charge, examples of the products which demonstrate compliance with these requirements to a level acceptable to the County. 3. Requests for Modification or Clarification: The County reserves the right to request that the proposer modify their proposal to more fully meet the needs of the County and/or to provide additional clarification regarding the proposal. 4. Requests for Additional Information: The proposer will furnish such additional information as the County may reasonably require. This includes information which indicates financial resources, as well as the ability to provide and maintain the system and/or services. The County reserves the right to investigate the qualifications of the proposer as it deems appropriate. 5. Proposal Acknowledgment: By submitting a proposal, the proposer certifies to having read and fully understanding the proposal method and has full knowledge of the scope, nature and quality of work to be performed. 6. Binding Proposals: All proposals submitted will be binding for 90 calendar days following proposal submission deadline. 7. Alternate Proposals: An alternate proposal is viewed by the County as a proposal describing an approach to accomplishing the requirements which differs from the approach set forth in the solicitation. An alternate proposal may be in the areas of technical approach or other provisions or requirements of the solicitation. The County may consider or reject any or all alternate proposals submitted. Proposer will submit alternate proposals on separate forms and separate envelopes. 8. Questions Regarding Requirements or Proposal Process: To ensure fair consideration for all proposers, submit your questions in writing (electronic or hard copy) no later than 4:00 p.m. on Friday, May 29, Questions may be faxed to or ed to Brad Karger, County Administrator at administrator@co.marathon.wi.us. This is the deadline for all questions relative to this proposal. Questions received after this date will not be accepted. A list of all submitted questions and answers will be mailed or ed to all proposers so as to ensure equal access to information by all proposers. Any necessary communication will be coordinated by the County Administrator s Office in order to obtain information or clarification needed to develop a proper, accurate evaluation of the proposals. Any other such communications initiated by a proposer may be grounds for disqualifying the proposer from consideration of award. No information provided verbally, or by any other personnel, will be considered binding. 5

6 9. Amendment to Request for Proposals: If it becomes necessary to review or amend any part of the Request for Proposal, either by request from a vendor or at the County s discretion, such change will be via written amendment to be mailed, ed or faxed to all vendors who requested and received the original request. 10. All proposals received in response to this request will become the property of the County and will not be returned to the proposers. In the event of a contract award, all documentations produced as part of the contract will become the exclusive property of the County. All such documents are subject to the public records law of the State of Wisconsin. 11. Estimates: Estimates given within this Request for Proposal are given for the purposes of responding and is no guarantee as to the actual volume. 12. PROPOSAL SPECIFICS 1. The County reserves the right to reject in whole or in part any and all Proposals, to waive any informality, and to accept the proposal(s) determined to be in the best interest of the County. This solicitation may also be canceled if determined to be in the best interest of the County. 2. Submit six (6) copies of the proposal within a single sealed envelope or container. The lower left corner of the envelope should have the following notation: PROPOSAL FOR PRINTING SERVICES. 3. Proposals must be received by 4:00 p.m., Friday, June 12, 2015 to: Brad Karger Marathon County Administrator Courthouse 500 Forest Street Wausau, WI Proposals received after the date and time will NOT be accepted. Actual receipt by said time is required and deposit in the mail is insufficient. 4. Questions may be directed to Brad Karger, County Administrator. See #8 under 11 (General Information) above. 13. INTERVIEW Firms submitting proposals may be scheduled for interviews during the month of July, The interview will enable your firm to present your proposal and approach to the project. 1. The proposer s managerial staff is expected to take an active part in making the presentation at the firm s interview. The proposer s managerial staff is defined as the person(s) designated as having day-to-day responsibility for printing services or supervising printing staff. Your firm may include other key people in the interview process. 6

7 2. The interview will last approximately one hour. Your presentation should be limited to 20 minutes. The remainder of the time will be used for follow-up discussion and questions. 3. The selection committee will consider the following criteria in evaluation of the proposals and interview presentations: a) Past record of performance of the firm on printing services similar to this project. (15%) b) Quality and content of the written proposal. (10%) c) Specialized experience and technical competence of the firm and staff assigned including any subcontractor(s) as they relate to the specific needs of Marathon County. (15%) d) General understanding of and agreement with, the firm s approach to the proposal including our confidence in the firm s ability to satisfactorily perform the work. (20%) e) Cost. (40%) Receipt of proposals and subsequent award of the contract will be governed by Section 3.05(2) of the Procurement Code. Marathon County will enter into discussions with the highest ranked responsible offeror in accordance with Section 3.05(2)(f) of the Marathon County Procurement Code. The final scope of the project may vary from the proposal depending on needs and resources. If Marathon County is unable to successfully conclude negotiations with the highest ranked responsible proposer, negotiations will be held with the next highest ranking responsible proposer. The contract will then be awarded pursuant to Section 3.05(2)(g) of the procurement Code to the responsible proposer whose proposal is determined to be the most advantageous to Marathon County taking into consideration past performance, price and the evaluation factors set forth herein. All proposals will be a matter of public record upon award of the contract. 14. MARATHON COUNTY PROCUREMENT POLICY All aspects of this Request for Proposals will be in accordance with the Marathon County Procurement Policy, Sections 3.01 through 3.16 of the General Code of the County of Marathon. A copy of the Procurement policy is available at the office of the Marathon County Clerk, Marathon County Courthouse, 500 Forest Street, Wausau, Wisconsin The following are excerpts from the Marathon County Procurement Policy: A. Public Announcement and Selection Process It is the policy of Marathon County to publicly announce all requirements for VENDOR and to negotiate such contracts on the basis of demonstrated competence and qualifications and past performance with existing contracts as determined in pre-qualifying procedures. In the procurement of VENDOR Marathon County shall request firms to submit a statement of qualifications and performance data. All information submitted in response to the Request for Proposals shall constitute a Public Record upon award of this contract. 7

8 B. Termination of Contract The County may, for its convenience, terminate this contract at any time by a notice in writing from the County to by certified mail. If the Contract is terminated by the County as provided herein, shall be paid an amount which bears the same ratio to the total compensation as the services actually performed bear to the total services of covered by this Contract, unless payments of compensation have previously been made. C. Change Orders The scope of the services to be performed under this Contract may be amended or supplemented by mutual written agreement between the parties to the Contract. This amendatory provision shall not operate to prevent the County from exercising its reserved right to establish reasonable time schedules of and for any of the work or services to be performed by hereunder, nor to cancel any of the services not performed at the time notice is given to of the cancellation of such services or portion of the work to be performed hereunder. D. Gratuities and Kickbacks It shall be unethical for any person to offer, give, or agree to give any elected official, employee or former employee, or for any elected official, employee or former employee to solicit, demand, accept, or agree to accept from another person, a gratuity or an offer for employment in connection with any decision, approval, disapproval, recommendation, preparation or any part of a program requirement or a purchase request, influencing the contents of any specification or procurement standard, rendering of advice, investigation, auditing, or in any other advisory capacity in any proceedings or application, request for ruling, determination, claim or controversy, or other particular matter, pertaining to any program requirement or a contract or subcontract, or to any solicitation or proposal therefore. It shall be unethical for any payment, gratuity, or offer of employment to be made by or on behalf of a subcontractor under a contract to the prime contractor or a higher tier subcontractor or any person associated therewith, as an inducement for the award of a subcontract, or order. E. Non-Appropriation of Funds Notwithstanding anything contained in this contract to the contrary, no Event of Default shall be deemed to have occurred under this contract if adequate funds are not appropriated during a subsequent fiscal period during the term of this contract so as to enable the County to meet its obligations hereunder, and at least thirty (30) days written notice of the non-appropriation is given to. F. Hold Harmless hereby agrees to release, indemnify, defend, and hold harmless Marathon County, their officials, officers, employees and agents from and 8

9 against all judgments, damages, penalties, losses, costs, claims, expenses, suits, demands, debts, actions and/or causes of action of any type or nature whatsoever, including actual and reasonable attorney's fees, which may be sustained or to which they may be exposed, directly or indirectly, by reason of personal injury, death, property damage, or other liability, alleged or proven, resulting from or arising out of the performance of contractor, its officers, officials, employees, agent or assigns. Marathon County does not waive, and specifically reserves, its right to assert any and all affirmative defenses and limitations of liability as specifically set forth in Wisconsin Statutes, Chapter 893 and related statutes. G. Americans with Disabilities Act Compliance In connection with the performance of work under this contract, agrees that no qualified individual with a disability, as defined by the Americans with Disabilities Act, shall, by reason of such disability, be excluded from participation and the benefits of services, programs, or activities, including employment, or be subjected to discrimination. is specifically notified that it is subject to all employment requirements listed under Title I of the Americans with Disabilities Act by virtue of its contract with Marathon County, a public entity. is specifically notified that it is subject to federal requirements to assure participation and access to public facilities, programs, and activities under Title II of the Americans with Disabilities Act by virtue of its contract with Marathon County, a public entity. These requirements mandate separate or special programs or reasonable modification of existing programs, services, and activities without surcharge to disabled individuals as long as safety is not compromised. shall provide a similar notice to all its subcontractors. H. Insurance Requirements shall not commence work under this contract until all insurance required under this paragraph is obtained, and such insurance has been approved by the County, nor shall allow any subcontractor to commence work on their subcontract until all similar insurance requirements have been obtained and approved. (a) Worker s Compensation Insurance. shall obtain and maintain throughout the duration of this contract statutory Worker s Compensation insurance for all of its employees employed at the site or while working on this project. In case any work is sublet, shall require the subcontractor similarly to provide statutory Workers Compensation Insurance for all of the latter s employees, unless such employees are covered by the protection afforded by. (b) General Liability, Professional Liability and Property Damage Insurance. shall secure and maintain in force throughout the duration of this contract such General Liability and Professional Liability Insurance as shall protect him/her and any subcontractor performing work covered by this contract from claims for damages for personal injuries 9

10 including accidental death, as well as from claims for property damage, which may arise from operations under this contract, whether such operations be by, or by any subcontractor or by anyone directly or indirectly employed by either of them; and the amount of such insurance shall be as follows: Comprehensive General Liability $1,000,000 per occurrence and in aggregate for bodily injury and Property Damage. Professional Liability Coverage, $1,000,000 per occurrence and in aggregate. Automobile Liability $1,000,000 per occurrence and in aggregate for bodily injury and property damage. Excess Liability Coverage, $1,000,000 over the General Liability and Automobile Liability Coverages. I. Proof of Insurance shall furnish the County with a Certificate of Insurance countersigned by a Wisconsin Resident Agent or Authorized Representative of the insurer indicating that meets the insurance requirements identified above. The Certificates of Insurance shall include a provision prohibiting cancellation of said policies except upon 30 days prior written notice to the County and specify the name of the contract or project covered. The Certificate of Insurance shall be delivered to the Owner, with a copy of the Certificate of Insurance to be delivered to the Risk Management Division for approval prior to the execution of this contract. Upon renewal of the required insurance and annually thereafter, the County shall receive a new Certificate of Insurance for three years after completion of the project. The Certificates shall describe the contract by name and or identification number in the "Description of Operations" section of the form. J. Dispute Resolution If a dispute related to this agreement arises, all parties shall attempt to resolve the dispute through direct discussions and negotiations. If the dispute cannot be resolved by the parties, and if all parties agree, it may be submitted to either mediation or arbitration. If the matter is arbitrated, the procedures of Chapter 788 of the Wisconsin Statutes or any successor statute shall be followed. If the parties cannot agree to either mediation or arbitration, any party may commence an action in any court of competent jurisdiction. If a lawsuit is commenced, the parties agree that the dispute shall be submitted to alternate dispute resolution pursuant to , Wis. Stats., or any successor statute. Unless otherwise provided in this contract, the parties shall continue to perform according to the terms and conditions of the contract during the pendency of any litigation or other dispute resolution proceeding. 10

11 The parties further agree that all parties necessary to the resolution of a dispute (as the concept of necessary parties is contained in Chapter 803, Wisconsin Statutes, or its successor chapter) shall be joined in the same litigation or other dispute resolution proceeding. This language relating to dispute resolution shall be included in all contracts pertaining to this project so as to provide for expedient dispute resolution. K. Non-Debarment Clause hereby certifies that neither it nor any of its principal officers or officials have ever been suspended or debarred, for any reason whatsoever, from doing business or entering into contractual relationships with any governmental entity. further agrees and certifies that this clause shall be included in any subcontract of this contract. L. Statement of Compliance Vendor has carefully reviewed Marathon County's required contract language, as set forth in the Request for Proposal/Bid pertaining to termination of contract, change orders, gratuities and kickbacks, non-appropriation of funds, hold harmless/indemnification, ADA compliance, insurance requirements/proof of insurance, dispute resolutions, and non-debarment, and is in full compliance with all statements and requirements. This contract language is incorporated herein by specific reference as if set forth in full. Any statements set forth in this contract document that conflict with Marathon County's contract language are superceded by Marathon County's required contract language. 11