CITY OF COURTENAY REQUEST FOR PROPOSAL NO.R15-26 COMOX VALLEY RECREATION GUIDE. Closing Date: 2:00pm local time Wednesday, October 21, 2015

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1 CITY OF COURTENAY REQUEST FOR PROPOSAL NO.R15-26 COMOX VALLEY RECREATION GUIDE Closing Date: 2:00pm local time Wednesday, October 21, 2015 Deliver To: City of Courtenay 830 Cliffe Avenue Courtenay, B.C. V9N 2J7 Attn: Purchasing Division

2 Comox Valley Recreation Guide Page 2 of 7 1. INTRODUCTION SECTION I TERMS OF REFERENCE The objective of this bid opportunity is to invite proposals from qualified Vendors for the printing and distribution of the 2016 and 2017 Comox Valley Recreation Guide, four (4) editions per year. Jointly, the City of Courtenay, the Town of Comox, Comox Valley Regional District, and the Village of Cumberland (the Community Group) produce a quarterly wellness program brochure, advertising local recreation services. The Community Group requires the Vendor to be a company that has extensive experience in web press printing and Comox Valley distribution of hard copy media. 2. SCOPE OF WORK 2.1 The Proponent will provide the following materials and services with detailed description in their proposal: a. Coordinate and sell the advertising for the front and back inside cover flaps following ad criteria produced by the Community Group. b. 22,000 copies to be printed quarterly and distributed to homes, businesses, post office boxes, apartments and general delivery in the Comox Valley. c. 120 Pages, pony tab style (8¼ x 10½ ). d. The City reserves the right to increase or decrease the page quantities of the recreation guides within a mutually agreed to time period prior to printing. A cost adjustment will also be negotiated prior to the printing. e. All inside pages to be printed in blank ink with full colour on minimum of 52G electrabrite paper; f. Receive camera ready PDFs from the City of Courtenay, Town of Comox, Comox Valley Regional District and Village of Cumberland. g. Coordinate distribution of the publication to homes, businesses, post office boxes, apartments and general delivery in the Comox Valley. h. Process colour throughout including front, inside flaps and back covers. i. Provide separate quotes for 62g electrabrite paper, glossy, matte cover or a paper option with quality that falls between the first two options. j. The ability to potentially provide design templates for one (or more) sections as required. The price for this will be negotiated separately. 2.2 The Community Group will supply the following to the successful proponent: a. Each Community Group organization performs the layout and graphic design of assigned pages. The City of Courtenay performs the layout and graphic design of the front and back covers and of the community advertisements (with the exception of advertisements on the front and back cover inside flaps). b. All correspondence pertaining to the printing and distribution of the Comox Valley Recreation Guide will be through the Project Manager, Lisa Zervakis, Communications and Marketing Specialist, City of Courtenay, lzervakis@courtenay.ca or c. Advertising pages will be coordinated by the Project Manager within each brochure to be printed. d. Prior to printing, advertisements must be provided to and approved by the Project Manager.

3 Comox Valley Recreation Guide Page 3 of Additional requirements to be supplied or acknowledged in the proposal by the Proponent must include: a. A description of the Proponent s organization, size, services provided, areas of expertise and length of time in operation. b. A schedule detailing the minimum lead time deadlines for the provision of camera ready pages to meet the printing and distribution dates specified by the City. The maximum turn-around time from delivery of camera ready pages to publication should be days. c. Three (3) references for which your company has provided similar printing and distribution services. Please provide organization name, contact name, phone number and . d. The proponent must supply the following documents with their proposal: Bid Form Proposal Detail Examples of similar work Examples of printing, ad design and layout Examples of on-time publications and delivery of similar products Methods of working with Project Manager during design and layout process e. Public safety must be observed and maintained at all times. Work shall not be performed at any location or manner that may endanger the health and safety of the public. f. The Contractor will provide all labour, materials, equipment and supervision necessary to carry out the work requirements. The Contractor must supply all necessary permits, licenses, etc. at their cost to perform the work. g. A Contractor utilizing sub-contractors must state the intended sub-contractors on the City s Bid Form attached. All sub-contractors must comply with the Terms and Conditions contained within this RFP and any future contract revisions. h. The Contractor s employees having contact with the public shall behave in a courteous, considerate, efficient manner in line with good customer services practices. i. The Contractor shall fully comply with the Workers Compensation Board Act, Worksafe BC legislation, all municipal bylaws, provincial and federal legislation during the term of the contract. 3. AGREEMENT 3.1 The successful Contractor will be required to enter into a formal agreement with the City, see attached. 3.2 An annual Performance Evaluation will be undertaken by the Community Group and reviewed with the successful proponent.

4 Comox Valley Recreation Guide Page 4 of 7 SECTION II INSTRUCTIONS TO PROPONENTS 1. Proposals may be delivered by , or by sending three (3) copies, double sided, and clearly marked: Request for Proposal No. R15-26 Comox Valley Recreation Guide, and must be received no later than 2:00pm local time, Wednesday October 21st, 2015 at: City of Courtenay 830 Cliffe Avenue, Courtenay, B.C. V9N 2J7 Attn: Purchasing Division purchasing@courtenay.ca Proposals received after the time and date stated above will not be accepted and will be returned unopened. All proposals must be signed by an authorized company representative and include his/her business card. 2. All enquires specific to the request for proposal shall be made in writing and directed to: City of Courtenay Purchasing Division purchasing@courtenay.ca Attn: Bernd Guderjahn, Manager of Purchasing Failure to comply with this requirement may result in disqualification of the proposal. 3. Not a Tender Call This RFP is not a tender call, and the submission of any response to this RFP does not create a tender process. This RFP is not an invitation for an offer to contract, and it is not an offer to contract made by the City. Proposals will not be opened in public. 4. No Obligation to Proceed a) The City reserves the right to reject, at the City s sole discretion, any or all proposals if the proposal is either incomplete, obscure, irregular or unrealistic. b) A proposal may be rejected on the basis of the Proponents past performance, financial capabilities, work schedule and non-compliance with Federal, Provincial and Municipal legislation. 5. Sub-Contracting Under no circumstances may the provision of goods or services, or any part thereof be sub-contracted, transferred, or assigned to another company, person, or other without the prior written approval of the City. 6. Limitation of Damages The Proponent, by submitting a proposal, waives any claim for loss of profits if no contract is made with the Proponent. By submitting a proposal the Proponent agrees to all terms and conditions of this RFP. Proponents who have obtained the RFP electronically must not alter any portion of the document, with the exception of adding the information requested. To do so will invalidate the proposal. The Proponent is responsible to ensure that they have obtained and considered all information necessary to understand the requirements of the RFP and to prepare and submit their proposal.

5 Comox Valley Recreation Guide Page 5 of 7 7. Contract Default & Termination The City may, by notice of default to the Contractor, terminate the whole or any part of this Contract if the Contractor fails to make delivery of the services within the time specified, due to poor work performance, unsafe work practices or fails to perform any other provision of this Contract. 8. Misrepresentation or Solicitation If any director, officer or employee or agent of a Proponent makes any representation or solicitation to any Councillor, officer, employee or agent of the City of Courtenay with respect to the RFP, whether before or after the submission of the proposal, the City shall be entitled to reject or not accept the proposal. 9. Business License and Permits The successful Proponent shall be responsible for acquiring and payment for all required licenses, permits and approvals from authorities having jurisdiction, for the performance of the work. The successful Proponent shall be responsible to acquire and maintain a valid City of Courtenay Business License for the term of the Contract if the successful Proponent is to conduct work on City property. 10. Payment Terms The successful Proponent shall invoice the City in an acceptable format and will be paid as per the City s standard payment terms, net 30 days from date of invoice. 11. Applicable Laws and Agreements The laws of the Province of B.C. shall govern this request for proposal and any subsequent Contract resulting from the proposal. 12. Insurance As a minimum, the successful Proponent shall procure and maintain through the term of the contract, at its own expense and cost, the following insurance policies: a) Commercial General Liability Insurance in an inclusive amount of not less than $2,000,000 for each occurrence or accident. Minimum coverage must include Personal Injury, Contractual Liability, Non- Owned Automobile Liability, Products/Completed Operations, Contingent Employers Liability, Cross Liability and Severability of Interest, City of Courtenay named as an additional insured and a 30 day written notice of insurance cancellation clause. b) Motor Vehicle Insurance including Bodily Injury and Property Damage in an inclusive amount of not less than $2,000,000 per accident per licensed motor vehicle used to carry out the work. c) Proof of WorkSafe BC registration, including proof of up to date assessment payments in the form of a WorkSafe BC Certificate of Compliance letter. 13. References The Proponent shall provide a minimum three (3) references for similar work detailed in the Terms of Reference. 14. Corporate Climate Action Strategy Requirements a) The City requires the management of its assets in an environmentally sound manner and integrates environmental factors into planning and decision making. The intent is to conserve natural resources and to minimize negative impacts on the environment, while retaining optimal product or service

6 Comox Valley Recreation Guide Page 6 of 7 performance. To that end, evaluation of proposals for the delivery of products and services to the City will consider environmental performance as one of the performance of contract criteria. b) Anti-idling In the interest of reducing negative impacts on human health, all Contractors working directly or indirectly for the City or on City owned property must ensure that when vehicles or equipment are not required to be running for operational purposes every effort is made to reduce engine idling. Idling time shall be permitted to provide safe and efficient engine warm up time, 3 to 5 minutes for heavy duty vehicles and equipment, and up to 1 minute for light duty vehicles and equipment. During field operation, the same criteria shall apply. These time periods have been calculated by Natural Resources Canada to account for all incremental weather wear on batteries and starters as well as the incremental usage associated with re-starting the engine. The anti-idling criteria do not apply to any situation where the safety of the operator, passengers or other person shall be compromised by turning off the engine. 15. Evaluation Process and Criteria a) Award of any contract resulting from this RFP may be subject to City of Courtenay Council approval, and budget considerations. b) Your proposal for the services to be supplied will be evaluated based on the following criteria: Evaluation Criteria Wt. Score Per Evaluation Criteria Poor (.3) Marg (.5) Fair (.7) Good (.9) Exc. (1.0) Weighted Total Experience Producing & Distributing Similar Printed Materials 25 Methodology described in quotation to provide Terms of Reference 25 References 20 Fees to complete each print run and distribute 15 Environmental Considerations 5

7 Comox Valley Recreation Guide Page 7 of 7 BID FORM The Proponent offers to supply to the City of Courtenay the services for the prices plus applicable taxes as follows: a) Description of Services Option 1: pages, 62g Electrabrite Paper Cover Option 2: pages, 80lb Glossy Paper (or equivalent) Cover Option 3: pages, 80lb Matte Paper (or equivalent) Cover Option 4: pages, Paper quality for Cover between Options 1 & 2 Lump Sum b) Value of advertising credit for inside covers c) Sub-contractor(s) to be utilized: Sub-contractor Task(s) Comments The above prices include and cover all duties, handling and transportation charges, environmental levies and all other charges incidental to and forming part of this proposal. Acknowledgement is hereby made of receipt and inclusion of the following addenda to the documents: Addendum(s) No. Dated: No. Of Pages: Legal Name: Address: Phone: Fax: I/We the undersigned duly authorized representatives of the Proponent, having received and carefully reviewed the RFP including without limitation the Terms of Reference and Instructions to Proponents submit this bid in response to the RFP. This bid is offered by the Proponent this day of, 20. Signature of Authorized Signatory Print Name and Position of Signatory