Request for Proposal (RFP) For Plat book Printing

Transcription

1 Request for Proposal (RFP) For Plat book Printing Posting Date: May 23, 2012 Response Deadline: June 8, :00 p.m. Central Standard Time (CST) To: John Lefebvre Marinette County Land Information Director 1926 Hall Ave Marinette, WI 54143

2 I. BACKGROUND Marinette County is requesting proposals for the printing of the 2012/2013 Official Plat Book of Marinette County. Notwithstanding any other provisions of the RFP, Marinette County reserves the right to reject any or all proposals, to waive any irregularity or informality in a proposal, and to accept or reject any item or a combination of items when doing so would be to the advantage of Marinette County or its taxpayers. It is further within the right of Marinette County to reject proposals that do not contain all elements and information requested in this document. Marinette County shall not be liable for any losses incurred by the contractor making the proposal throughout this process. The cost of preparing a response to this RFP is not reimbursable in part or in whole to the contractor. Any proposal received will become the property of Marinette County and a matter of public record. Any proprietary material or information should be marked and submitted as a supplement to the proposal to allow the County to protect the information as warranted. II. III. TENTATIVE PROJECT TIMELINE RFP posted by 4:30 p.m. May 23, 2012 RFP questions answered by 4:30 p.m. June 4, 2012 RFP questions due by 4:00 p.m. June 8, 2012 RFP responses due from vendors and opened at 4:00 p.m. June 8, 2012 Committee approval June 11, 2012 County Board approval (if required) June 26, 2012 Signing of Agreement Prior to June 30, 2012 RFP SUBMISSION REQUIREMENTS Any deviation from these requirements may result in the proposal being considered non responsive, thus eliminating the vendor from further consideration. Each proposal must be received by the due date and time set for this RFP. A proposal received after the established deadline will not be considered. The proposal shall be sealed and labeled with the following information: Name of Vendor Address Contact Person Telephone and Facsimile Number E mail Address The vendor must specify the total cost for the material and delivery. Upon award of the contract, the selected vendor will be required to submit to the county a federal W 9 Form (request for taxpayer information) and the address where Page 2 of 10

3 payments should be sent. Businesses already established with the county as a vendor may have this requirement waived. Proposals should be clearly marked Marinette County 2012/2013 Plat Book Printing. It is the vendor s responsibility to ensure their proposal is received by the Marinette County Land Information Director by the due date and time. There will be no exceptions regardless of the circumstance. The proposal must include the Statement of Understanding of Proposal and any other supporting information the vendor chooses to provide. Proposals can be hand delivered or mailed. To facilitate evaluation of proposals, submit one clearly marked original along with seven (7) copies. The proposal shall be prepared with a straightforward, concise delineation of the vendor s capabilities to satisfy the requirements of this RFP. All communications concerning this RFP shall be submitted to the Marinette County Land Information Director via e mail to jlefebvre@marinettecounty.com, or by phone at Withdrawal or modification of proposal: A vendor may withdraw or modify its proposal prior to the proposal due date. Any changes or withdrawals must be made prior to the proposal deadline and requested in writing. Thereafter, a proposal may not be withdrawn or modified during the proposal holding period. IV. RFP DUE DATE Proposals are due to the Marinette County Land Information Director by no later than 4:00 p.m. central time on Friday, June 8, Delivery Address for Hand Delivery, USPS, UPS, DHL, Fed X, etc.: John Lefebvre Marinette County Land Information Director 1926 Hall Ave Marinette, WI PDF proposals may be ed to jlefebvre@marinettecounty.com and must be received by no later than 4:00 p.m., CST, on Friday, June 8, V. RFP QUESTIONS All questions related to this RFP must be in writing and received by the Marinette County Facilities Director by no later than 10:00 a.m., CST, June 1, 2012, via e mail to jlefebvre@marinettecounty.com. Clearly mark the e mail Questions for Marinette County 2012 Plat Book Project. Phone call and faxed questions will not be accepted. Answers to all written questions will be re issued in the form of an addendum and entered on the Marinette County website ( on June 4, 2012, no later than 4:30 p.m., CST. It is the responsibility of all interested vendors to Page 3 of 10

4 access the website for this information. Calls for assistance with the website can be made to (715) VI. PROPOSAL FORMAT All proposals must be typewritten on standard 8½ x 11 paper (larger paper is permissible for charts, spreadsheets, etc.) separating each section. Proposals should be prepared in a simple, cost effective format providing a straightforward, concise description of the vendor s capabilities to satisfy the requirements of the RFP. The use of elaborate materials and the inclusion of additional information that has no direct bearing on the project are not desired. Emphasis should be concentrated on accuracy, completeness, and clarity of content. All parts, pages, figures, and tables should be numbered and clearly labeled. VII. VIII. IX. SCOPE OF SERVICES Marinette County desires to obtain proposals as identified in the attached agreement for the printing and binding of the 2012/2013 Official Plat Book of Marinette County. The vendor has the authority and is encouraged to sell the ad space in the plat book to help defray costs and provide a competitive proposal. METHOD OF PAYMENT The county will pay the vendor within 30days of delivery of Plat Books. CONTRACT TERMS Please see the attached agreement for project specifics. X. OTHER Taxes: Marinette County and its departments are exempt from payment of all federal tax and Wisconsin state and local taxes on its purchases except Wisconsin excise taxes. Insurance: Contractor must provide proof of worker s compensation and liability insurance. Contractor shall provide satisfactory proof to the County that it has in effect at least the following insurance coverage. The County does not represent that these amounts are sufficient and contractor should exercise judgment about the adequacy of insurance coverage. WORKERS COMPENSATION INSURANCE: Contractor shall provide statutory workers compensation insurance coverage for its employees who will not be considered employees of Marinette County in any way. AUTO LIABILITY INSURANCE: Minimum of $300,000 per occurrence to cover bodily injury and property damage arising out of ownership, maintenance, or use of any motor vehicle, including non owned and hired. GENERAL LIABILITY INSURANCE: Minimum limit of $1,000,000 per occurrence. This shall be broad form coverage. Page 4 of 10

5 XI. XII. PROJECT CHANGES Marinette County reserves the right to make changes to the project. Any changes in the scope of services shall be mutually agreed upon by the Vendor and the County. ATTACHMENTS A. Statement of Understanding of Proposal B. 2012/2013 Plat Book Advertising and Printing Agreement Page 5 of 10

6 PLAT BOOK ADVERTISING AND PRINTING AGREEMENT THIS AGREEMENT is made this day of 2012 by and between Marinette County (COUNTY) and (CONTRACTOR) for the purpose of coordinating the advertising and printing of the 2012/2013 Marinette County Plat Book. 1.0 SCOPE OF SERVICES The CONTRACTOR agrees to furnish all computer hardware and software, labor and supply costs necessary to coordinate the advertising in and printing of the 2012/2013 Marinette County Plat Book. 2.0 CONTRACTOR RESPONSIBILITES (1) Establish advertising prices. (2) Design, print and mail advertising solicitations to potential advertisers. (3) Offer advertising space in the 2012/2013 Marinette County Plat Book to those advertisers who advertised in the 2010/2011 Marinette County Plat Book before making ad space available to other advertisers. (4) Work with advertisers on the design and setup of ads. (5) Obtain approval of the advertisements from the advertisers prior to printing. (6) Invoice and collect all fees for ads. (7) Place ads on the pages below or adjacent to the map image or text. (8) Provide COUNTY with a proof of the final Plat Book for review and approval prior to printing the Plat book to the Printer. (9) Provide the COUNTY with the printer s proof of the Plat Book for review and approval. (10) Create high resolution PDF for distribution to the COUNTY. (11) Print a high quality Plat Book that meets or exceeds the quality of the proof. (12) Produce the Plat Books to the following specifications: spiral bound full color 8 1/2 by 11 paper size minimally inside page 60 lb paper; front and back cover 80 lb laminated paper (13) Provide the County with 2,500 Plat books. (14) Provide the County with the digital working file on CD. (15) Place text, graphics and/or pictures provided by the COUNTY in unsold ad spaces. 3.0 COUNTY RESPONSIBILITIES (1) Endorse the Plat Book created as a result of this agreement as the Official Plat Book of Marinette County. (2) Provide a printed and digital file of the names and addresses of those advertisers who advertised in the 2010/2011 Marinette County Plat Book as referenced in section 2.0 (3) of this agreement. (3) Encourage prospective advertisers to advertise in the 2012/2013 Plat Book. (4) Provide the cover layout, maps, general information and indexes in a pdf format. (5) Provide the digital map data needed to compile the Plat Book to the CONTRACTOR in the following increments and time frames; 1/2 of the digital map data 8 weeks prior to delivery of the Plat Books to the COUNTY and all digital data a minimum of 6 weeks prior to delivery of the Plat Books to the COUNTY. (6) Review and approve all proofs of Plat Book provided by the CONTRACTOR within 48 hours of receipt. (7) Within 30 days of receiving printed Plat Books, provide 1 free plat book to advertisers for Page 6 of 10

7 each ¼ page or equivalent area of ad space purchased. (8) Ensure the maximum number of plat book pages does not exceed 110 excluding front and back cover. (9) Ensure a minimum of the following ad space is available for ads solicited by the CONTRACTOR: 38 - ¼ page ads 2 - ¾ page ads 8 - full page ads - inside front/inside back/outside back, first 2 pages immediately following inside cover, 1 page preceding inside back cover, and 2 pages of CONTRACTOR s choice (10) CONTRACTOR may divide the above referenced ad space into any combination of smaller ads. (11) Provide text, graphics and/or pictures to the CONTRACTOR for placement in unsold ad spaces. 4.0 COUNTY SUPPLIED DATA The COUNTY shall provide all general information, maps and indexes necessary to assemble the Plat Book. The CONTRACTOR agrees not to knowingly alter the digital data provided by the COUNTY without the prior written authorization of the Land Information Director. 5.0 PROJECT TIME TABLE The CONTRACTOR shall complete all work specified by the latest of: 6 weeks of receipt of one-half of the digital map data 4 weeks of receipt of all digital data necessary to assemble the Plat Book October 1, 2012 This agreement shall be extended because of actions or conditions caused by an act of God, war, government actions or conditions beyond the control of the CONTRACTOR and/or COUNTY. This agreement may be extended for any reason upon mutual agreement of the parties. Delays affecting the completion of the work within the time specified which are attributed to or caused by the CONTRACTOR, may be considered cause for termination of this agreement. The COUNTY shall give the CONTRACTOR a written notice allowing the CONTRACTOR 15 days to cure any concerns the COUNTY may have regarding the project. Failure by the CONTRACTOR to adequately cure the COUNTY S concerns may, at COUNTY S discretion result in termination of this agreement. The COUNTY may terminate the agreement only if the Plat Books have not been approved for final printing. The Plat Books shall be printed within 3 weeks of the COUNTY granting final printing approval. In the event the COUNTY terminates the agreement the COUNTY shall not be responsible for reimbursing the CONTRACTOR for any expenses incurred. The COUNTY shall provide the CONTRACTOR with all digital data needed to assemble the Plat Book prior to September 1, The CONTRACTOR may terminate the agreement for failure by the COUNTY to perform the duties and responsibilities identified under section 3.0 of this agreement prior to September 1, In the event the CONTRACTOR terminates the agreement the COUNTY shall be responsible for reimbursing the CONTRACTOR for expenses incurred with solicitation and setup of the ads in an amount not to exceed $4, Upon termination of this agreement by either party, the CONTRACTOR shall be responsible for returning all ad sale dollars. Page 7 of 10

8 6.0 OWNERSHIP OF DOCUMENTS AND FILES Upon completion of the work specified under this agreement or termination of this agreement, all related materials shall be delivered to and become the property of the COUNTY. The CONTRACTOR relinquishes any copyright or other ownership rights in these materials and documents produced by this project and shall not produce or provide this information to any other party without prior written COUNTY approval. The COUNTY shall have full ownership and rights to the Plat Books. 7.0 INSURANCE AND HOLD HARMLESS The CONTRACTOR shall hold the COUNTY harmless against all claims for bodily injury, sickness, disease, death or personal injury or damage to property or loss of use resulting there from arising out of performance of the agreement unless such claims are a result of the COUNTY S own sole negligence. The COUNTY shall also be held harmless by the CONTRACTOR against all claims arising out of the provision of professional or other services including, but not limited to, claims of malpractice or errors and omissions in regards to advertising and printing. CONTRACTOR shall provide proof satisfactory to the COUNTY that it has in effect at least the following insurance coverage. The COUNTY does not represent that these amounts are sufficient and contractor should exercise judgment about the adequacy of insurance coverage. WORKERS COMPENSATION: CONTRACTOR shall provide statutory workers compensation coverage for its employees who shall not be considered employees of the COUNTY in any way. AUTO LIABILITY: Minimum limit of $300,000 per occurrence to cover bodily injury and property damage arising out of ownership, maintenance, or use of any motor vehicle, including owned, non-owned and hired. GENERAL LIABILITY: Minimum limit of $1,000,000 per occurrence. This shall be broad form coverage. Insurance may be provided in the form of a base policy together with umbrella or excess policy. The excess or umbrella policy shall not be more restrictive than the underlying policy. 8.0 PAYMENT: Upon delivery of 2500 Plat Books the CONTRACTOR shall provide the COUNTY with an invoice for printing. The cost for providing such services as outlined in this agreement shall be based on the attached quote submitted by which is marked exhibit A and made a part of this agreement. The County shall make full payment within 30 days of receipt of the invoice. 9.0 ASSIGNMENT SUBCONTRACTS: This agreement or any right or duty in whole or in part under this agreement may not be assigned, delegated or subcontracted to outside associates or consultants by the CONTRACTOR without the written consent of the COUNTY. The CONTRACTOR shall provide to the COUNTY in writing a request to assign, delegate or subcontract to outside associates or consultants work related to this project along with copies of subcontracts or agreements of any other subcontractors and/or outside associates or consultants required in connection with the services covered by this agreement. The COUNTY shall review the information submitted and respond to such request in writing. The CONTRACTOR remains the primary contractor and is responsible and liable for performance under this agreement. Page 8 of 10

9 10.0 COUNTY/CONTRACTOR CONTACTS: All communications regarding this agreement shall be made through the designated COUNTY/CONTRACTOR contacts. The designated contacts are: COUNTY - John Lefebvre Land Information Department 1926 Hall Avenue Marinette, WI Phone (715) CONTRACTOR ENTIRE AGREEMENT: This agreement shall constitute the entire agreement and previous communications or agreements pertaining to this contract are hereby superseded. Any agreement revisions shall be made by a written amendment to this agreement, signed by both parties prior to the ending date of this agreement. CONTRACTUAL RELATIONSHIP: Both parties agree that the relationship between the parties shall be that of an Independent Contractor and shall not be construed to be an Employer-Employee relationship; specifically the parties agree that: a) The Contractor will be responsible to pay all Federal, State and Social Security taxes on any income received under this Agreement. b) No fringe benefits or other compensation not specifically stated in this contract shall be paid to Contractor LAWS GOVERNING This agreement shall be governed by the laws of the State of Wisconsin. The undersigned, as representative of the COUNTY and as representative of the CONTRACTOR, hereto agree to this agreement as of the day and year first written above. COUNTY Date By Kathy Brandt County Clerk CONTRACTOR Date By Page 9 of 10

10 Statement of Understanding of Proposal 2012/2013 Official Plat Book of Marinette County I have familiarized myself with the request for proposals and the attached agreement. I hereby submit the following cost for the printing of 2,500 plat books if awarded the project. Printing of 2,500 plat books as identified in the attached agreement for a cost not to exceed: $. Name of Contractor Signature Date Name and Title Page 10 of 10