3:00 pm November 13, 2013 REQUEST FOR BID

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1 Request for Bid Procurement Contracting and Payment ervices (PCP) One Waterfront Place; Don Knotts Blvd Third Floor / Room 3403 Morgantown WV RF #: Ph: pcps@mail.wvu.edu Issue Date: October 28, 2013 Visit WVU PCP on the internet: West Virginia University on behalf of its Board of Governors will receive sealed bids for the supplies, equipment, services or printing as described below. Bids Due Not Later Than: 3:00 pm November 13, 2013 REQUET FOR BID For: Printing of the for WVU Extension ervices. The Bidder shall submit one (1) original Bid, signed in ink, on the Bid Form included with the solicitation. The bid shall be signed by an authorized agent of the bidder who has the authority to bind the bidder to the bid price, terms, conditions, and the requirements of the specification The Bid, including any Bid ecurity, shall be enclosed in a sealed, opaque envelope clearly marked with the RFB Number; the opening Date and Time; and, the Bidder s name. The bid shall be signed by an authorized agent of the bidder who has the authority to bind the bidder to the bid price, terms, conditions, and the requirements of the specification. Bids shall be delivered to and addressed as follows: West Virginia University Procurement Contracting and Payment ervices (PCP) One Waterfront Place; Don Knotts Blvd Third Floor / Room 3403 Morgantown WV Bids received after the posted date and time will not be opened; and, oral, telephonic, facsimile or telegraphic bids are invalid and will not receive consideration. All inquiries, written or verbal, shall be directed only to the Procurement Officer: Name: Alice Bowman Telephone: Facsimile: alice.bowman@mail.wvu.edu PCP-50 Rev. 03/2013 Bidders may obtain a copy of public bid olications at: Bids and Awards are subject to the tandard Terms and Conditions included in the olicitation NO EXCEPTION mall, Minority and Woman owned firms are encouraged to conduct business with WVU

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4 Continuation heet All goods, products or equipment included in this request for bids shall be provided in accordance with the specifications and purchase terms and conditions included herein. During the bidding process, Bidders shall direct all questions to the WVU Procurement Officer: Alice Bowman at: WVU Procurement, Contracting and Payment ervices. All questions shall be submitted in writing via at: alice.bowman@mail.wvu.edu; or via facsimile at: Bidder must reference the RFB Number in the subject line of either message. ubmission of Bids Bids shall be submitted on the Bid Form included herein. ealed Bids will be received by the OWNER at the following location, until 3:00 p.m. on November 13, 2013 West Virginia University Procurement Contracting and Payment ervices (PCP) One Waterfront Place; Don Knotts Blvd Third Floor / Room 3403 Morgantown WV (304) Each bid shall be enclosed in a sealed, self-addressed, opaque envelope, plainly marked. EALED BID Date of Bid Opening: November 13, 2013 Time of Bid Opening: 3:00 p.m. RFB Number: VENDOR REGITRATION All vendors must be registered with the tate of West Virginia before conducting business. All vendors must be registered prior to issuance of a purchase order and will be responsible for and must pay any registration fee (currently $125.00). REIDENT VENDOR PREFERENCE West Virginia Code, 5A-3-37, provides an opportunity for qualifying vendors to request (at the time of bid) preference for their residency status. uch preference is an evaluation method only and will be applied only to the cost bid in accordance with the West Virginia Code. The certificate for application to be used to request such preference is included within this Request for Bid. Any vendor wishing to claim resident preference, must complete this form, sign and include with his/her bid. PURCHAING AFFIDAVIT West Virginia Code 5A-3-10a states: No contract or renewal of any contract may be awarded by the state or any of its political subdivisions to any vendor or prospective vendor when the vendor or prospective vendor or a related party to the vendor or prospective vendor is a debtor and the debt owned is an amount greater than one thousand dollars in the aggregate.

5 Continuation heet To acknowledge you are in compliance with these regulations, you must complete, sign and return an original Purchasing Affidavit to WVU Procurement, Contracting and Payment ervices with your signed bid. The Purchasing Affidavit is included herein. CUT OFF FOR QUETION: All questions must be in writing and ed to Alice Bowman alice.bowman@mail.wvu.edu by November 7, NOON

6 Continuation heet PECIFICATION NOTE: Brand names, when identified, include the standard of quality, performance or use desired. Unless otherwise noted, bids by bidders on equivalents may be considered, provided the bidder furnishes descriptive literature, technical data or actual tests performed to indicate compliance with the minimum specifications. Any alternate equipment must meet the satisfaction of the buyer. Bidders must clearly indicate any alternate equipment that will be part of their bid Extension s Quantity: 85,000 copies s: 24 pages (12 sheets, backed) plus cover Finished ize: Paper: 8.5 x 11 (11 x 17 folded) Cover: 65# ivory cover Inside: 70# ivory text Printer will provide 50 large (12 x 18 ) sheets of both text and cover paper to WVU Extension Communications to use for in-house printing. Inks: PM 301U on covers and inside pages Bleeds throughout (covers and inside) Test Prints: Printer must provide test prints within 2 working days of receiving the test from WVU Extension Communications. For the test, WVU will provide an electronic file consisting of 2 (12 x 18 ) pages of copy and art. Test prints must be done using the press and papers (1 text and 1 cover sheet) that will be used to print the calendar. Layout: Proof: coring: Layout, all copy, and images will be provided as a PDF or in Adobe InDesign C5.5 files (PC) according to printer s preference. Provide proof within 4 working days after test prints are approved. Printer will be responsible for any cost incurred in providing physical proofs. PDF proofs will not be accepted. Deliver proofs to Meg Baughman, 503 Knapp Hall, WVU, Morgantown, WV (phone: ). core cover at 8.5 on the 17 side and fold. Other: Insert folded calendar pages into folded covers, saddle-stitch, drill one hole in center of 11 side. Date: Finished job must be delivered within 10 working days after approval of proofs.

7 Continuation heet Packaging: Divide printed publications into boxes labeled for the 55 county Extension offices. Extension Communications Unit will provide information about the number of copies per county (total number going to counties will be approximately 67,000). Printer will provide boxes and labels and ship the boxes to counties. NOTE: Provide a separate itemized bid for the handling and shipping. (ee attached for information about sending copies to 55 county WVU Extension offices.) Delivery: Expected Timeline: As boxes are sent to counties, deliver 6 boxes to 507 Knapp Hall, and the remainder of publications to Excess Property, 130 Tower Lane, Morgantown, WV Based on production of previous years calendars, WVU Extension expects to provide the electronic files to printer by end of day on Nov. 25. The (hard copy) proof is needed by Dec. 3 or earlier. Assuming approval of proof on Dec. 3, finished job is due by Dec. 13.* hipping of boxes to counties should be completed/shipped out by Dec. 13. *This timeline outlined above is the expected timeline. However, WVU-E will make every effort to move the timeline to earlier delivery.

8 Continuation heet Estimated* shipment information for printer (copies for all 55 county WVU Extension offices) *The shipment numbers are based on last year s order. COUNTY # boxes COUNTY # boxes 2013 per county 2013 per county (225 copies/box) (225 copies/box) (new total includes extras requested last year) (new total includes extras requested last year) Barbour 7 Mercer 16 Berkeley 17 Mineral 3 Boone 9 Mingo 5 Braxton 5 Monongalia 18 Brooke 1 Monroe 5 Cabell 5 Morgan 3 Calhoun 2 Nicholas 16 Clay 5 Ohio 3 Doddridge 4 Pendleton 1 Fayette 12 Pleasants 2 Gilmer 3 Pocahontas 2 Grant 2 Preston 3 Greenbrier 5 Putnam 4 Hampshire 4 Raleigh 4 Hancock 2 Randolph 9 Hardy 9 Ritchie 2 Harrison 5 Roane 2 Jackson 13 ummers 4 Jefferson 11 Taylor 2 Kanawha 19 Tucker 1 Lewis 6 Tyler 2 Lincoln 5 Upshur 2 Logan 12 Wayne 9 Marion 5 Webster 3 Marshall 5 Wetzel 4 Mason 8 Wirt 4 McDowell 3 Wood 15 Wyoming 4

9 Continuation heet Total number of boxes going to counties: 332 (225 copies/box) Total number of copies going to counties: 74,700 # of boxes / # of copies

10 Continuation heet OWNER: BID FOR: Additional Items BID FORM West Virginia University Board of Governors on behalf of West Virginia University The Bidder acknowledges, by providing a response to this Request for Bids, that the Bidder agrees that any Contract / Purchase Order(s) that may result from this Request for Bids, shall be bound only by the Terms and Conditions included within this Request for Bids. The undersigned, hereinafter called the Bidder, being familiar with and understanding the Bidding documents hereby proposes to furnish the specified products according to the Bidding Documents, for the sum(s) of: Prices shall be inserted in the appropriate spaces on this Bid Form. Unit prices shall prevail in all cases when there is a conflict between the unit price and the extended price. BIDDER COMPANY NAME: Item Quantity Product Description Unit Price Ext. Price No. 1 85,000 2 hipping TOTAL If no delivery date requirement is specified, provide the number of calendar days or weeks for delivery ARO (after receipt of order) Days Weeks The bid shall be signed by an authorized agent of the bidder who has the authority to bind the bidder to the bid price, terms, conditions, and the requirements of the specification. The bid submitted must have an original signature. REPECTFULLY UBMITTED: IGNATURE: DATE: ignature in Ink NAME: TITLE: FIRM NAME: FIRM ADDRE: TELEPHONE: FEIN NUMBER: ADDRE: BID FORM 1 of 2

11 Continuation heet REMINDER: Resident Vendor Preference - The certificate for application to be used to request such preference is included within this Request for Bid. Any vendor wishing to claim resident preference, must complete this form, sign and include with his/her bid. Purchasing Affidavit - To acknowledge you are in compliance with this regulation, you must complete, sign and return an original Purchasing Affidavit to WVU Procurement with your signed bid. ACKNOWLEDGEMENT OF ADDENDA: The Bidder acknowledges receipt of the following Addenda, if any (initial in the space provided to acknowledge receipt): Addenda No. 1 Addenda No. 2 Addenda No. 3 Addenda No. 4 Addenda No. 5 IGNATURE: ignature in Ink DATE: BID FORM 2 of 2

12 Continuation heet INTRUCTION TO BIDDER 1. BIDDER REPREENTATION: The bidder, by making a bid, represents that: (a) the bidder has read and understands the bidding documents, terms and conditions, and the bid is made in accordance therewith; and (b) the bid is based upon the materials, equipment, systems, printing and/or services specified. 2. QUALITY TANDARD: Brand names, when identified, include the standard of quality, performance or use desired. Unless otherwise noted, bids by bidders on equivalents may be considered, provided the bidder furnishes descriptive literature and other proof required by the Institution. amples, when required, must be furnished free of charge, including freight. In the event the Institution elects to contract for a brand purported to be an equivalent by the bidder, the acceptance of the item will be conditioned on the Institution s inspection and testing after receipt. If, in the sole judgment of the Institution, the item is determined not to be equivalent, the item will be returned at the eller s expense and the contract terminated. 3. UBMIION OF BID: The bid, the bid security, if any and other documents required to be submitted with the bid shall be enclosed in a sealed opaque envelope. The envelope shall be addressed to the party receiving the bids and shall be identified as a ealed Bid, and shall include the bid number, the bid opening time, and the bid opening date. Bids shall be delivered and deposited at the designated location prior to the time and date for receipt of bids. Bids received after the time and date for the bid opening will be returned unopened. The bidder shall assume full responsibility for timely delivery at the location designated for receipt of bids. Oral, telephonic, facsimile or telegraphic bids are invalid and will not receive consideration. 4. MODIFICATION OR WITHDRAWAL OF BID: Prior to the time and date designated for receipt of bids, a bid submitted may be modified or withdrawn by notice to the party receiving bids at the place designated for receipt of bids. uch notice shall be in writing over the signature of the bidder and shall be received prior to the designated time and date for receipt of bids. A modification shall be worded so as not to reveal the amount of the original bid. A withdrawal may be made by facsimile or electronic transmission. A modification may also be made by facsimile or electronic transmission if the final bid result is not revealed prior to the bid opening. 5. OPENING OF BID: Bids shall be publicly opened and read aloud at the designated location for receipt of bids shortly after the time and date bids are due. 6. REJECTION OF BID: The Institution shall have the right to reject any and all bids, in whole or part; to reject a bid not accompanied by a required bid security or other data required by the bidding documents; or reject a bid which is in any way incomplete or irregular. 7. ACCEPTANCE OF BID (AWARD): It is the intent of the Institution to award a contract to the lowest responsible and responsive bidder provided the bid does not exceed the funds available. The Institution shall have the right to waive informalities or irregularities in a bid received and to accept the bid, which in the Institution s judgment, is in the Institution s own best interests. All bids are governed by the West Virginia Code and the Procedural Rules of the Commission. In some cases multiple or split awards may be made when it is determined to be in the best interest of the institution. 8. NON-FUNDING: All services performed or goods delivered under tate Purchase Orders/Contracts are to be continued for the term of the Purchase Order/Contract, contingent upon funds being appropriated by the Legislature or otherwise being made available. In the event funds are not appropriated or otherwise available for these services or goods, this Purchase Order/Contract becomes void and of no effect after June TAX EXEMPTION: The tate of West Virginia, the Commission, Governing Board and its institutions are exempt from federal and state taxes and will not pay or reimburse such taxes.

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