REQUEST FOR QUOTATION RFQ # 10-Q-LP-001 Blanket Purchase Agreement (BPA) for COMPANY NAME: ADDRESS: PHONE NO.: FAX NO.: SIGNATURE: TITLE: DATE: ISSUED DATE: September 30, 2009 1
September 30, 2009 RE: Request for Quotation (RFQ) # 10-Q-LP-001 Blanket Purchase Agreement (BPA) for Dear Quoters: This is an invitation for you to submit quotations to provide for the Washington Convention Center Authority (WCCA). WCCA is seeking to establish a Blanket Purchase Agreement (BPA) for. A BPA is a contract under which a contractor or vendor agrees to provide good and or services to a purchaser on a demand basis; the contract generally establishes prices, terms, conditions, and the period covered. Your quotation shall be in accordance with the Statement of Work. This Request for Quotation (RFQ) invites both open market and District of Columbia Certified Business Enterprise (CBE) vendors to submit quotes. The quote shall be submitted to the Office of Contracts and Procurement at WCCA no later than 12 noon EST, Thursday, October 8, 2009. The quote shall include an original and three (3) copies. The quote must be signed by an official authorized to bind the company. The quote must state that the terms of the quote are valid for a period of thirty (30) days from date of quote. Submit quotes to Washington Convention Center, Attn: Lisa Penn., Office of Contracts and Procurement Services, 801 Mount Vernon PL., NW, Washington, DC 20001. Hours of operation for this office are 8:30 am to 5:30 pm, Monday thru Friday (excluding holidays). Should you have any questions, please contact me at (202) 249-3039 Lpenn@dcconvention.com. Sincerely, Lisa Penn Purchasing Assistant 2
REQUEST FOR QUOTATION #10-Q-LP-001 The Washington Convention Center authority (WCCA) is soliciting responses from qualified vendors to establish Blanket Purchase Agreements (BPA) to provide. The goods and/or services shall be delivered to the Washington Convention Center, located at 801 Mount Vernon Place, NW, Washington, DC 20001. The Contractor shall furnish all supervision, labor, equipment, materials to provide this service. A. Statement of Work A. REQUIREMENTS/ SPECIFICATIONS The selected vendor(s) shall work closely with the Sales/Marketing staff of the WCCA. The Contractor shall perform in the manner to ensure that costs are minimized while maintaining quality, ensuring that schedules and deadlines are met, and pricing is competitive. The services required may include, but are not limited to the following: 1. Requirement A: A.1.1 Printing of Authority's corporate and collateral materials including business cards, newsletters, invitations, and other direct mail pieces. A.1.2 Assisting with photography needs including scanning of images, burning to CDs and output of prints. A.1.3 Providing Letterhead options. A.1.4 Providing Digital Printing & Offset Printing. A.1.5 Providing Mailing Services. A.1.6 The Contractor shall provide WCCA with pricing on the Quote Form on Page 11 of this solicitation for the following requirements. This requirement represents a potential opportunity and may be procured in the future by WCCA. a) Postcard Quantity: 2,500 Finished Size: 9 x 12 No. of Pages: 2 Stock: Sappi, Strobe 100# Gloss Cover Ink: 4/4 with bleeds on both sides 3
Bindery: Trim to Size Artwork: Provided on Disk Proofs: 1 color, 1 blueline Mail house Services: CASS Certify List, First-Class Postage, Laser Ink Jet Addresses onto Postcard and Use of Mail House Indicia Please provide number of Working Days to Complete b) WCCA s Business Cards Quantity: 6 sets of 500 Finished Size: 2 x 3 % No. of Pages: 1 Stock: 80# Pheno Star Dull Cover Prepress: Printer to Typeset Names Ink: 4/4 with no bleeds Bindery: Trim to Size Artwork: Provided on Disk Proofs: 1 color, 1 blueline Delivery: To the Authority Please provide number of Working Days to Complete 2. Requirement B: B.1.1 Contractor shall be familiar with Prepress, Printing bindery and finishing, mailing, online orders fulfillment and project management. B.1.2 Contractor shall be familiar with Direct mail, corporate identity collateral, brochures, annual reports and other various sales and corporate support materials. B.1.3 Contractors shall be able to demonstrate their efforts to support the environment and show FSC certification. B.1.4 Contractor shall demonstrate printing capabilities to include but not limited to the following equipment and specifications: (Desirable minimum equipment resources) a) Four (4) power Machintosh G5 b) Three IMac G5 c) Six Power Mac G4 Dual Processor d) Fuji final Digital Proofer. e) Epson Stylist Pro 10600 Digital Proofer with Best Color Rip. f) Heidelberg Harris Press with the capabilities to print on Max roll with width: 36, Min roll, and width: 19, Max image: 22 x 35 ½. g) 6-color Heidelberg and a 10 color Heidelberg on site. h) Xerox IGEN 3 with in-line stitching with the capabilities to variable data and a Max 4
imprint area of 14.2 x 20.4 i) Two Heidelberg 6 Pocket Saddle Stitchers j) Automatic stations and (1) one hand station k) Heidleberg Score, Perf & Diecut with maximum sheet size 23 x 35. B.1.5 The Contractor shall provide WCCA with pricing on the Quote Form on Page 12 of this solicitation for the following requirement. This requirement represents a potential opportunity and may be procured in the future by WCCA. The Contractor shall provide prices in accordance with the following specifications: WCCA Annual Report Requirement a) Quantity: 1 b) Fat size: 17 x 11 c) Folded size: 8.5 x 11 d) Perfect Bound e) 48 pages + cover sheet f) Cover: 4CP/4CP + Spot Varnish g) Pages 1-24 (Front of Book): 4CP/4CP h) Pages 25-48 (Financials): 2/2 (2 Pantone spot colors, or 1 Pantone and Black) i) Paper: Cover, Chorus Art 100# Silk Cover j) FOB: Chorus Art 100# Silk Text k) Financials: Neenah Environment 80# Text PC 100 Natural 3. Requirement C: C.1.1 The Contractor shall be able to complete future projects with all necessary resources and equipment on Contractor s premises. C.1.2 The Contractor shall have Master Printer certification along with all other applicable environmental friendly certifications. C.1.3 The Contractor shall provide a list of available digital hardware to perform various projects. The following is a list of desirable equipment. a) Macintosh and 2 PC workstations b) Kodak Lotem 800 II Quantum with Staccato Screening c) Gracol 7 Certified proofing d) Kodak certified color proofing e) Kodak Veris high-resolution digital proofer f) Kodak Insite Prepress Portal Proofing system g) Komori 6 color press with coating tower.(sheet fed) h) Six unit Zirkon i) Mueller-Martini Fox 8 Pocket Saddle Stitcher with knife folder. a) Mueller-Martini 4 pocket saddle Stitcher with knife folder. b) In-line standard 3-hole punch (bindery equipment) 5
c) In-line calendar punch d) Small book attachment e) Signature recognition system C.1.4 The Contractor shall provide WCCA with pricing on the Quote Form on Page 13 of this solicitation for the following requirement. This requirement represents a potential opportunity and may be procured in the future by WCCA. Event Planning Guide Requirement a. Estimate Quantities of 1 b. Standard Size Binder with 1 1/2 inch chrome ring mounts to back cover interior and exterior red with custom embossed logo c. Text pages: 90 leaves, 180 pages. Size 8 1/2" x 11" (175 pages). d. Prints: 3/3 with aqueous coating. e. Stock: 80 text silk. f. Bindery: 3 hold drill collated into sets and poly bag. g. Tabs: 030 polypropylene matte tabs, silk screen one side, 2 pms. Sheet size is 8 1/2" x 11" with 1/2 tab extension C.1.5 The Contractor shall be able to perform mailing services such as: Addressing, Inkjet addressing, tabbing, folding, stamping, bar-coding & sorting, daily mail pick-up service and delivery to the post office and sequential numbering. C.1.6 The Contractor shall provide all goods and/ or services in accordance with the terms and conditions of the BPA. C.1.7 Deliveries shall be made to the Loading Dock of the Washington Convention Center, located at 801 Mount Vernon Place, NW, Washington, DC 20001. Hours of operation are 7:00am- 4:00pm. B. DELIVERIES AND PERFORMANCES B.1 Term The base term of the BPA shall be for a period date of award through September 30, 2010. B.2 Option to Extend the term of the Contract a. WCCA may extend the term of this BPA for a period of one (1) year with four (1) one year option periods, or successive fractions thereof, by written modification to the Contractor before the expiration of the contract; provided that WCCA will give the contractor a preliminary written notice of its intent to extend at least thirty (30) days before the BPA expires. The preliminary notice does not commit WCCA to an extension. The exercise of this option is subject to the availability of funds at the time of the exercise of this option. The 6
Contractor may waiver the thirty (30) day preliminary notice requirement by providing a written waiver to the contracting office prior to expiration of the BPA. The Contractor shall submit an up-dated pricing list at least 60 days prior to expiration. b. If WCCA exercises this option, the BPA contract shall be considered to include this option provision. c. The prices for the option period shall be as specified in the BPA. C. QUOTATION RESPONSE The vendor shall provide the requested information set forth in the Statement of Work and complete the Quote Form on Page(s) 11-13 of this RFQ. D.1 Selection Criteria D. EVALUATION OF RESPONSES WCCA will make the award based on the contractor s response which conforms to the solicitation and is most advantageous to WCCA, when cost or price, and technical factors as listed in Section D.2 are considered. For this solicitation, technical quality is more important than cost or price. As responses become more equal in their technical merit, the evaluated cost or price becomes more important. D.2 Technical Criteria Offerors shall respond to this solicitation in a manner that addresses the following Technical Criteria: a. Past Performance and Experience of both Company & key personnel completing the requirement of Statement of Work. b. Understanding of Requirements (WCCA needs) & Capability to Perform. c. References (minimum of three (3)) E.1 Insurance Requirement E.1.1 E. TERMS AND CONDITIONS Commercial General Liability Insurance-The Contractor shall secure and maintain during the Contract period Commercial General Liability insurance with limits of not less than one (1) million dollars($1,000,000.00) per occurrence and in the aggregate. The Commercial General Liability coverage must be extended to include owners, employees and contractors protective 7
liability. The coverage should also include all premises and product operations, personal and advertising injury and contractual liability. E.1.2 Worker s Compensation Insurance-The Contractor shall secure and maintain during the Contract period all Worker s Compensation insurance required by the District of Columbia Government law for all employees, and its employees involved in the Contract, without exclusion of any class of employee. E.1.3 Upon execution of this Contract, the Contractor shall provide Certificates of Insurance to WCCA for review and approval. All insurance policies and Certificates described herein shall state that WCCA, its Board of Directors, employees and officers, are named as additional insureds. E.1.4 Notice - The Contractor shall immediately report in writing to the WCCA s Director of Contracts and Procurement any incident which might reasonably be expected to result in any claim under any of the coverage s mentioned herein. Contractor agrees to cooperate with WCCA in promptly releasing information as to the disposition of any claims, including a resume of claims experience relating to WCCA. E.2 Applicability of Standard Contract Provisions WCCA Standard Contract Provisions (SCP) dated May, 2006, is incorporated by reference from this solicitation and any resulting contract. A copy of WCCA s SCP may be downloaded from WCCA s website at http://www.dcconvention.com. Click Vendor Resources followed by Current Opportunities. E.3 Local, Disadvantaged Businesses, Businesses Operating In an Enterprise Zone, Or Resident Business Ownership Quoters submitting evidence that they are certified as small, local, disadvantaged, operating in an enterprise zone or having resident business ownership shall receive: (a) A three (3%) percent reduction in the bid price or the addition of three points on a 100- point scale for a small business enterprise (SBE) certified by the District of Columbia Small and Local Business Opportunity Commission (SLBOC) or the D.C. Department of Small and Local Business Development (DSLBD), as applicable, (b) A Five (5%) percent reduction in the bid price or the addition of three points on a 100- point scale for a resident-owned business (ROB) certified by the SLBOC or the DSLBD, as applicable, (c) A ten (10%) percent reduction in the bid price or the addition of ten points on a 100- point scale for a longtime resident business (LRB) certified by the SLBOC or the DSLBD, as applicable, 8
(d) A two (2%) percent reduction in the bid price or the addition of two points on a 100- point scale for a local business enterprise (LBE) certified by the SLBOC or the DSLBD, as applicable, (e) A two (2%) percent reduction in the bid price or the addition of two points on a 100- point scale for a local business enterprise with its principal office located in an enterprise zone and certified by the SLBOC or the DSLBD, as applicable, and (f) A two (2%) percent reduction in the bid price or the addition of two points on a 100- point scale for a disadvantaged business enterprise (DBE) certified by the SLBOC or the DSLBD, as applicable. (g) Offerors may qualify for more than one of these categories, so that the maximum number of points available under this section is 12 points. F. INSTRUCTIONS F.1 Hand Delivery, Mailing or Faxing of Quotations Please deliver by mail, fax or hand delivery to: Lisa Penn Purchasing Assistant Contracts and Procurement Services Washington Convention Center Authority 801 Mount Vernon Place, NW Washington, DC 20001 Phone: 202-249-3039 Fax: 202-249-3114 E-Mail: Lpenn@dcconvention.com Requests for clarifications or questions should be provided to the contact above. F.2 Submission Date and Time Quotations must be submitted no later than 12:00 p.m. EST, Thursday, October 8, 2009. Please submit all questions no later than Monday, October 5, 2009. 9
Scope of Requirement REQUEST FOR QUOTATION # 10-Q-LP-001 Blanket Purchase Agreement (BPA) Quote Form Requirement A The Washington Convention Center Authority (WCCA) is seeking to establish a Blanket Purchase Agreement for. Please set forth unit prices for the goods and/or services in the chart below. You may set forth additional goods and or/ services that are not included. Price/Costs Contract Description Qty Unit Unit Price Total Price Line Item Nos. (CLIN) 001 Postcard 2500 EA 002 Business Cards/500 (standard set) 1 Sets a. All prices shall exclude District of Columbia sales tax and all other taxes. The WCCA is exempt from state and local taxes. If Federal Excise Tax applies, show amount of same which has already been deducted to determine your net price. b. Price quote shall be F.O.B. Destination, unless otherwise specified in writing by the WCCA. c. Please indicate your turn around time for this requirement. Signed by: Date: Title: Company: Quotes are valid for a period of thirty (30) days from date of quote 10
REQUEST FOR QUOTATION # 10-Q-LP-001 Blanket Purchase Agreement (BPA) for Scope of Requirement Quote Form Requirement B The Washington Convention Center Authority (WCCA) is seeking to establish a Blanket Purchase Agreement for. Please set forth unit prices for the goods and/or services in the chart below. You may set forth additional goods and or/ services that are not included. Price/Costs Contract Description Quantity Unit Unit Price Total Price Line Item Nos. (CLIN) 001 WCCA Annual Report 1 EA 002 Shipping and Handling Grand Total a. All prices shall exclude District of Columbia sales tax and all other taxes. The WCCA is exempt from state and local taxes. If Federal Excise Tax applies, show amount of same which has already been deducted to determine your net price. b. Price quote shall be F.O.B. Destination, unless otherwise specified in writing by the WCCA. c. Please indicate a turn around time for this requirement. Signed by: Date: Title: Company: Quotes are valid for a period of thirty (30) days from date of quote 11
REQUEST FOR QUOTATION # 10-Q-LP-001 Blanket Purchase Agreement (BPA) for Scope of Requirement Quote Form Requirement C The Washington Convention Center Authority (WCCA) is seeking to establish a Blanket Purchase Agreement for. Please set forth unit prices for the goods and/or services in the chart below. You may set forth additional goods and/or services that are not included. Price/Costs Contract Description Quantity Unit Unit Price Total Price Line Item Nos. (CLIN) 001 Event Planning Guide 1 EA 002 Shipping and Handling Grand Total a. All prices shall exclude District of Columbia sales tax and all other taxes. The WCCA is exempt from state and local taxes. If Federal Excise Tax applies, show amount of same which has already been deducted to determine your net price. b. Price quote shall be F.O.B. Destination, unless otherwise specified in writing by the WCCA. c. Please indicate the turn around time for this requirement. Signed by: Date: Title: Company: Quotes are valid for a period of thirty (30) days from date of quote 12