Southwest Ontario Tourism Corporation

Transcription

1 Southwest Ontario Tourism Corporation REQUEST FOR PROPOSALS Printing of the Culinary Magazine RELEASE DATE: May 21, 2013 DEADLINE FOR SUBMISSIONS: May 30, 2013

2 SOUTHWEST ONTARIO TOURISM CORPORATION PRINTING OF THE CULINARY MAGAZINE REQUEST FOR PROPOSAL TABLE OF CONTENTS SUMMARY 2 BACKGROUND 2 REQUIREMENTS 4 PRESENTATIONS 4 REQUEST FOR PROPOSAL 5 TERMS AND CONDITIONS 5 FORM OF PROPOSAL 8 STATEMENT BY BIDDER 9 Page 1

3 Request for Proposal Ontario s Southwest Culinary Magazine Project SUMMARY The Southwest Ontario Tourism Corporation (SWOTC) is the provincially mandated Regional Tourism Organization for Ontario s Southwest. For more information about SWOTC please visit SWOTC is seeking a highly skilled and qualified printing firm to print the Culinary Magazine. The proposal must include the bidder s methods, process and prices associated with meeting identified specifications. BACKGROUND Culinary Magazine Project Overview Ontario s Southwest (OSW) is rich with culinary tourism and agri-business resources. The Magazine will help develop culinary tourism through the entire OSW, spurring additional travel ideas for the Culinary Explorer. The Magazine should help link the various groups in the region, making it easier for new cooperative ventures to be created. An attractive culinary magazine is being produced for the OSW region, highlighting the wide variety of high quality and unique culinary offerings. This will include facilities such as restaurants, wineries, breweries, spirits, farmers markets, food suppliers, farms and orchards, with the purpose of encouraging dining out, buy local shopping and touring. Many local culinary fairs and festivals could be highlighted. The project objectives and targets include: Defining and promoting OSW as an excellent destination for culinary tourism and agritourism Creating a pick up publication that will work on its own but also augment and promote complementary publications, websites and infrastructure Focusing upon OSW s most auspicious and enticing culinary tourism assets in order to develop OSW as an identifiable tourism destination Target baby boomers 35+, with disposable income levels of $60,000 + per annum and a high propensity to travel 4-6 times yearly for weekend getaways that include concerts, theatre, shopping, wineries and dining and small groups of couples and/or ladies travelling together to dine, shop and experience regional culture, museums and heritage Deliverables The project deliverables defined in this RFP are the minimum requirements for the printing of the Culinary Magazine. Should Bidders feel it is desirable to produce additional deliverables these should be described explicitly in the proposal as add-on options. 1. Printing Schedule: Printing schedule that is to be submitted as a requirement of this document will indicate the sequencing and staging of tasks, key decision points, the expected completion date for each task and the interrelationship between the completion of the tasks and the preparation of project deliverables. Page 2

4 Reporting to SWOTC and in cooperation with the Culinary Task Force, the Successful Bidder will: a. Print a magazine that is approximately 50 pages in length b. Print 550,000 copies of the finalized Culinary Magazine and distribute the publications to 10 Ontario and 1 Ohio location. c. Please provide a quote for printing 550,000 copies and the cost to increase by 5,000 increments up to 575,000 copies d. Utilize full colour for all pages e. Use 100lb text & point cover, gloss for both f. Provide an additional quote using environmentally friendly printing technologies and/or stock g. Provide ownership of all files to SWOTC 2. Approach: The Bidder should demonstrate a clear understanding of the assignment including, but not limited to provision of: a. List of similar size clients, minimum of three (3) customer references, including contact name, position and contact information. b. Samples on recycled stock should demonstrate a wide range of printing techniques. c. Each sample should be labeled with production process, paper stock and weight. d. Proposed printing schedule to undertake the activities proposed leading up to the project completion date. This will include, but not be limited to: the start and finish times, itemized breakdown of all professional fees with a list of related services and description of cost inclusions, including disbursement and other related fees, and the deliverables, the name of the persons who would be responsible for overseeing each activity, the equipment and software that will be used. e. Statement of the Bidder s perceptions of the major obstacles, risks, and other factors that will affect the success of this project, and indicate how they plan to overcome these challenges. The key factors for measuring progress and success should be identified. f. An indication of quality assurance procedures to ensure that it remains high quality and within budget 3. Milestones and Timelines Phase 1: Submission of Proposal - On or before May 30, 2013 Short list bidders Awarding of Contract On or before June 6, 2013 Phase 2: Submission of Printing Proof: SWOTC will provide print ready files of the magazine to the Successful Bidder by June 17, The Successful Bidder will submit a printing proof of Culinary Magazine for circulation prior to the print deadline date identified. Based on feedback of the printing proof, appropriate changes will be made as a result of input received by the project partners and incorporated into the final printing of the Magazine. Phase 3: Final Printing of Culinary Magazine: The Successful Bidder will print agreed upon copies of the Final Regional Culinary Magazine (minimum 550,000 copies) Phase 4: Delivery to publications/organizations: Final distribution plan will be submitted to the successful bidder. Page 3

5 Consultations: The Successful Bidder will attend meetings and other consultations as necessary to complete the Project. Commitments have been made to deliver magazine for distribution no later than July 31 st Recognition: Any reports generated by the Successful Bidder must acknowledge the participation and support of SWOTC and the Culinary Task Force, in cooperation with the Ontario Ministry of Tourism, Culture and Sport. REQUIREMENTS Bid Submission: Bidders must clearly indicate the total project costs, with all related taxes stated separately. As a minimum this should include: a. A complete cost breakdown by item or activities that are required to complete the project. b. A suggested payment schedule. c. Proposal not to exceed 5 pages (excluding appendices). PRESENTATIONS SWOTC may request a presentation/interview from one or more bidders prior to award. Reasonable advance notice will be provided to those respondents selected for a presentation/interview. Page 4

6 REQUEST FOR PROPOSAL 1. Closing Date and Time Three (3) copies of the proposal (the copy containing original signatures being marked as ORIGINAL ) plus one copy of samples on recycled stock (as listed in the RFP) plus one (1) digital version to be submitted to: Project Lead: Administration Southwest Ontario Tourism Corporation 789 Dundas St. Woodstock, ON N4S 1G1 by May 30th 2013, before 4 p.m., local time. admin@swotc.ca a. All submissions are to be clearly identified and in subject line as SWOTC Culinary Magazine Project Print Proposal. 2. Period of Acceptance Bid submissions shall remain firm for sixty (60) calendar days after the date of closing. TERMS AND CONDITIONS 1. General Submission of a proposal indicates acceptance by the proponent of all of the conditions contained in this RFP and in the SWOTC Independent Contractor Agreement, unless clearly and specifically noted in the proposal submitted and confirmed in the agreement between SWOTC and the successful proponent. The successful Bidder will begin work as soon as possible after notification of the award of this project, and by no later than the dates outlined. Copies of the SWOTC Independent Contractor Agreement can found on 2. Late Submissions Proposals received by the SWOTC Project Lead later than the specified time will be returned unopened to the proponent, regardless of any postal seal date. 3. Questions and Queries Queries regarding this RFP are to be directed in writing to June Nussey, admin@swotc.ca Should a bidder find discrepancies in, or omissions from the formal bid documents, or should he/she be in doubt as to meaning, he/she shall clarify them in writing with the Project Lead mentioned above, who may send an addendum to all bidders. No oral explanation or interpretation will be provided. Should there be a discrepancy between this RFP and the Independent Contractor Agreement, the latter shall prevail. Page 5

7 If questions concerning this project result in an addendum being issued within the final four (4) days prior to bid document closing, the closing date may be extended. 4. Insurance Certificate of Insurance Upon award of the contract, the successful bidder must furnish to the Corporation, at their expense, certificate(s) of insurance satisfactory to SWOTC, as set forth below. In the event that the certificate(s) of insurance is/are not satisfactory, SWOTC may require the successful bidder to provide a certified copy of the policy. This shall be provided prior to the commencement of any work. The certificate(s) in the amounts listed below are to be provided: $2 million commercial general liability $2 million professional errors and omissions liability $2 million automobile coverage 5. Workplace Safety & Insurance Board (WSIB) The Contractor will maintain current and ongoing WSIB coverage for their employees as required by applicable law. 6. Proposal Withdrawal Any proponent may withdraw his/her proposal prior to the time of closing from Project Lead at SWOTC provided such request for withdrawal is received in writing prior to the specified closing date and time. 7. Rights Reserved by SWOTC a) SWOTC is not liable for any costs incurred by the proponent in the preparation of their response to the RFP or presentations, if required. Furthermore, SWOTC shall not be responsible for any liabilities, costs, expenses, loss or damage incurred, sustained or suffered by any proponent, prior or subsequent to, or by reason of the acceptance, or non-acceptance, withdrawal by SWOTC of any proposal, or by reason of any delay in the award of the proposal. b) The lowest bid proposal will not necessarily be accepted. SWOTC reserves the right to accept/reject any or all proposals and/or reissue the RFP in its original or revised form. c) SWOTC reserves the right to request specific requirements not adequately covered in their initial submission and clarify information contained in the RFP. d) SWOTC reserves the right to modify any and all requirements stated in the Request for Proposal at any time prior to the possible awarding of an agreement. e) SWOTC reserves the right to cancel this RFP at any time, without penalty or cost to SWOTC. This RFP should not be considered a commitment by SWOTC to enter into any agreement. f) In the event of any disagreement between SWOTC and respondent regarding the interpretation of the provisions of the RFP, the Executive Director for SWOTC, or an individual acting in that capacity, shall make the final determination as to interpretation. Page 6

8 g) Acceptance or rejection of proposals will be at the discretion of the Executive Director of SWOTC and the Culinary Task Force. They reserve the right to reject the proposal of any proponent who does not furnish satisfactory evidence of sufficient qualification to successfully execute and complete the work. Past performance of firms submitting proposals shall also be a consideration. h) Proposals that are incomplete, conditional or obscure, or which contain additions not called for, erasures, alterations or irregularities of any kind may be rejected. 8. Infringements and Indemnifications The successful bidder shall indemnify SWOTC, its Board of Directors, employees and agents, from all claims, demands, actions or other proceedings initiated by others, arising out of, or attributable to anything done or omitted to be done by the successful bidder, its officers, employees or agents, in connection with the services performed, or required to be performed, under this proposal. 9. Errors and Omissions Any errors, omissions or misinterpretation made by the bidder does not relieve the bidder of the responsibility to provide the aforesaid services and/or relieve the successful bidder of the terms and conditions of the agreement Page 7

9 FORM OF PROPOSAL AT LEAST ONE COMPLETED COPY OF THIS FORM OF PROPOSAL MUST BE INCLUDED IN YOUR SUBMISSION 1. I/WE, the undersigned authorized signing officer of the Bidder, HEREBY DECLARE that no person, firm or corporation other than the one represented by the signature (or signatures) of proper officers as provided below, has any interest in this proposal. 2. I/WE further declare that all statements, schedules and other information provided in this proposal are true, complete and accurate in all respects to the best knowledge and belief of the Bidder. 3. I/WE further declare that this proposal is made without collusion, connection, knowledge, comparison of figures or arrangement with any other company, firm or persons making a proposal and is in all respects fair and without collusion for fraud. I/we understand that this may result in the rejection of the proposal. 4. I/WE further declare that no party representing SWOTC is or will become interested, directly or indirectly as a contracting party or otherwise in the supplies, work or business to which it relates or in any portion of the profits thereof, or in any such supplies to be used therein or in any of the monies to be derived there from. 5. I/WE further declare that the undersigned is empowered by the Bidder to negotiate all matters with SWOTC representatives, relative to this proposal. 6. WE further declare that the agent listed below is hereby authorized by the Bidder to submit this proposal and is authorized to negotiate on behalf of the Bidder. PROPOSAL SUBMITTED BY: ADDRESS: CITY: POSTAL CODE: SIGNATURE: TITLE: NAME (Please print or type): TELEPHONE NUMBER ( ) ADDRESS: DATE OF PROPOSAL: Page 8

10 STATEMENT BY BIDDER BID DOCUMENT NAME: 1. I/We have reviewed all terms and conditions of all forms included as part of this bid package. 2. I/We have read and understand all of the terms and conditions of the forms included as part of this bid package. 3. I/We understand that if our bid is successful, all requirements of the successful bidder as outlined in this bid document will be completed by the time and in the format required. Dated at this day of, 201. Witness Signature of Authorized Person Position Page 9