The Woodlands Township

Transcription

1 The Woodlands Township Action Guide Printing Bid C The Woodlands, TX SCOPE: To select and identify a vendor to provide printed Action Guides for three runs (1 year Summer 2016, Fall 2016, Spring The Action Guide is provides information on programs and services offered by The Woodlands Township Parks and Recreation Department. GENERAL SPECIFICATIONS: The Woodlands Township reserves the right to reject any or all Bids, including without limitation the rights to reject any or all nonconforming, non-responsive, unbalanced or conditional Bids and to reject the Bid of any Bidder if The Township believes that it would not be in the best interest of the Project to make an award to that Bidder, whether because the Bid is not responsive or the Bidder is unqualified or of doubtful financial ability or fails to meet any other pertinent standard or criteria established by The Township. The Township also reserves the right to waive all informalities and defects in the bids and the bidding process not involving price, time of submittal or changes in the Work and to negotiate contract terms with the Successful Bidder. Discrepancies between the multiplication of units of Work and unit prices will be resolved in favor of the unit prices. Discrepancies between the indicated sum of any column of figures and the correct sum thereof will be resolved in favor of the correct sum. Discrepancies between words and figures will be resolved in favor of the words. In case of ambiguity or lack of clarity in stating the prices in the bid, The Township reserves the right to consider the most advantageous bid thereof or to reject the bid. Bidder is required to submit three (3) references of previous projects of similar or like nature. Quantities required are substantially correct, but The Woodlands Township reserves the right to increase and/or decrease the amount of work to be done by any amount at the same unit cost bid. Quantities will grow with the population, approximately 4% per year, and the awarded bidder must coordinate directly with the publisher of The Woodlands Community Magazine for exact numbers, specifications and delivery requirements and timing in order to maintain the requirements of the Township s agreement with the magazine publisher. The timing specifications and delivery details must comply with the publisher s schedule for magazine production. The final printed Action Guide shall be received by the publisher The Woodlands Community Magazine for the specified month of publication: Page 1 of 8

2 Summer Action Guide - May 2016 Magazine DUE DATE April 7, 2016 Fall Action Guide September 2016 Magazine - DUE DATE August 10, 2016 Spring Action Guide January 2016 magazine DUE DATE Dec. 9, 2016 It is the specific responsibility of the selected vendor to coordinate all details directly with the publisher of The Woodlands Community Magazine to meet this requirement. Unit prices shall re-main in effect during the three runs- one (1) year. Evaluation of bid takes into account the following considerations: price, quality, vendor's service and date of proposed delivery to publisher of The Woodlands Community Magazine. All Bids must be made on the required BID TABULATION FORM. All blanks spaces for BID prices must be filled in, in ink or typewritten, and the BID form must be fully completed and executed when submitted. Each sealed envelope containing the bid(s) must be clearly marked on the outside BID for 2016 Action Guide Printing and the envelope should bear on the outside the name of the bidder and their address. Payment will be made by The Woodlands Township within thirty (30) calendar days after receipt of invoice. A conditional BID may be cause for rejection. Any questions about the meaning, the intent or the specifications must be inquired by the Bidder in writing by Thursday, February, 4, all questions to Pamela Woods Recreation Superintendent at pwoods@thewoodlandstownship-tx.gov. Any and all questions will be responded to in the form of written addenda. All addenda that you receive shall become a part of the contract documents and shall be acknowledged and dated on the bottom of the Bid Tab Page. All addendums will be uploaded to the same location as the Request for Bid on The Woodlands Township the website. Bid tabulation, samples, references and acknowledgement of the general specifications must be received by to Pamela Woods at pwoods@thewoodlandstownship-tx.gov no later than 3p.m. Thursday, February 11, This will not be a public bid opening. Release Date: January 29, 2016 Page 2 of 8

3 General Specifications and Acknowledgment Bidder shall complete every space in the bidder initials column with either a check mark to indicate the item being bid is exactly as specified or a description to indicate any deviation of item being bid from the specifications. Description of Requirement 1 Bid prices shall be inclusive of all costs (set up, digitization, paper, ink, delivery, fuel surcharges, etc.) 2 Bid submittal shall include a portfolio of similar projects that the vendor has provided to similar clients within the past two (2) years. 3 No taxes shall be included in the bid price since the Township is exempt from all sales tax. The Township will provide selected vendor applicable proof of sales tax exemption. 4 Vendor shall provide The Woodlands Township a paper proof of the Action Guide for review and approval prior to printing the run. 5 Vendor shall deliver the Action Guides to 5 locations within The Woodlands Township and to a contracted printer for the magazine publisher (90% of total) which may or may not be in the greater Houston area and likely in St. Cloud, MN. 6 DEADLINE - The final printed Action Guide shall be received by the publisher The Woodlands Community Magazine for the specified month of publication: Summer Action Guide - May 2016 Magazine DUE DATE Apr. 8, 2016 Fall Action Guide September 2016 Magazine - DUE DATE Aug. 10, 2016 Spring Action Guide January 2017 magazine DUE DATE Dec. 9, 2016 Please note there is no flexibility in the deadlines. 7 Specifications for how the Action Guide is received by publisher The Woodlands Community Magazine : Inserts to arrive UNSTAPLED with 1/8 trim on head, foot and face. Untrimmed size of 8 ½ x 11. Final trim of 8 3/8" x 10 3/4" Live area of 7 7/8" x 10 1/4" Need 1,000 additional copies, above the print order number, for binding spoilage. Inserts to arrive palletized. 8 The contract for services, if awarded, shall be for three (3) runs of the Action Guide (1 Year) Summer & Fall of 2016 and Spring The selected Vendor and The Woodlands Township shall adhere to printing schedule as the Action Guide is inserted into The Woodlands Community Magazine. Actual Delivery details must be coordinated directly with the magazine publisher in order to comply with the agreement between The Woodlands Township and the magazine publisher. Bidder s Initials Page 3 of 8

4 10 The quantity needed, per run, will be provided to the selected vendor at least thirty days prior to delivery from The Woodlands Community Magazine publisher. The first run is estimated to need 46,000 for delivery to the third party and 3,000 per run delivered to The Woodlands Township. It is anticipated that these numbers will increase each run. 11 Any and all financial obligations of The Woodlands Township are conditional as the budget is approved annually. 12 Item 1A is the additional surcharge per 1,000 copies if four (4) additional pages are added to the Action Guide using the same specifications in Item 12. Specifications Dimensions in. W x in. H Colors Cover 4/4; Guts 4/4 Stock 60lb. #3 Gloss Text, 10% Post Consumer Waste/Recycled Bindery Pages 28 Current Run Press Type Special Note Saddle Stitch (3,000 bound by saddle stitch deliverd to The Woodlands Township) See item 7 for details regarding the 46,000 delivered to the Publisher of The Woodlan ds Community Magazine. 46,000 for delivery to the third party and 3,000 per run delivered to The Woodlands Township. State type of press (offset, web, digital, or other and specify) Guides are to be formatted in such a way to be inserted into another publication. Refer to Line 7. DATE PRINT/TYPE NAME TITLE PHONE Page 4 of 8

5 Addendum Acknowledgement Please sign to indicate that you received the addenda by signing your name along with the date received. Addenda #1 Addenda #2 Addenda #3 Page 5 of 8

6 Item Bid Tabulation Form Cost per thousand Stock Option: 60lb. #3 Gloss Text, 10% Post Consumer Waste/Recycled 1 The Woodlands Township Action Guide 1A Additional 4 Pages I,, certify that this bid is made without prior understanding, agreement or connection with any corporation, firm, or person submitting a bid for the same materials, supplies or equipment and is in all respects fair and without collusion of fraud. I agree to abide by all conditions of this bid and certify that I am authorized to sign this bid for the bidder. Signature Name (please print) Company Contact Phone Number Contact Page 6 of 8

7 References Please provide information from three (3) references 1. Agency/Company: Contact Name: Contact Phone and Products delivered: 2. Agency/Company: Contact Name: Contact Phone and Products delivered: 3. Agency/Company: Contact Name: Contact Phone and Products delivered: Page 7 of 8

8 Insurance Requirements Vendor agrees to maintain and require its subcontractors to maintain at all times the following coverage at no less that the limits indicated: Worker s Compensation Insurance - Statutory Employers Liability - $100,000 Automobile Liability (Including Owned and Non-Owned autos) Bodily Injury - $250,000 each person - $500,000 each occurrence Property Damage - $100,000 each occurrence Commercial General Liability Combined Single Limits for Bodily Injury and Property Damage: Each occurrence for premises/operations: Broad form CGL liability coverage $1,000,000 - Products/ Operations aggregate $1,000,000 - Advertising Injury - $1,000,000 - General Aggregate - $2,000,000 - Umbrella Liability - $1,000,000 each occurrence - $1,000,000 annual aggregate - $ 25,000 self-insured retention Vendor s coverage must be written on an Occurrence (not claims made) basis with companies acceptable to The Woodlands Township, must stipulate that no take-out endorsements are included on the General Liability policy, and each policy providing coverage hereunder shall contain provisions that no cancellation or material reduction in coverage in the policy shall become effective except upon thirty (30) days prior written notice thereof to The Woodlands Township shall be named as additional insured with respect to liability imposed upon it resulting from the performance of Work under this Agreement. There shall be no right of subrogation against The Woodlands Township and this waiver of subrogation shall be endorsed upon the policies. Prior to the commencement of performance of the Work, Vendor shall furnish certificates which shall identify The Woodlands Township to The Woodlands Township in duplicate, evidencing compliance with all requirements herein. The limits of such insurance shall in no way be construed as limiting Vendor s obligation to completely defend, indemnify and hold harmless The Woodlands Township. Page 8 of 8