INVITATION TO BID (ITB) Annual Contract for Letterhead, Envelopes and Business Cards BIDDER INSTRUCTIONS Montrose County is seeking sealed bids from qualified vendors to supply and print letterhead, envelopes, and business cards on a one-year contract. The deadline for submitting a bid is We dnesday, June 6, 2012 at 2:00 PM, our clock. ITB PACKAGE CONTENTS This ITB package contains 5 pages and the following exhibits: Exhibit A Bidder Supplied Information Exhibit B Acknowledgment Exhibit C Supplier Agreement - representative sample only; to be modified as necessary If a bidder discovers any ambiguity, conflict, discrepancy, omission, or other error in the ITB, he/she must immediately notify the County of such error and request modification or clarification. Questions on this bid should go to Kristi Davis, (970)252-5044 or Kdavis@montrosecounty.net. CONSIDERATION FOR AWARD To be considered for award, bidders must: 1. Guarantee bid through the duration of the contract. 2. Return the required forms. Any modification will be distributed as an Addendum and Acknowledgment; the Acknowledgment form must be signed and returned with the bid. 3. Comply with all ITB requirements. Failure to do so may result in disqualification. 4. Submit one (1) original (marked ORIGINAL ) and three (3) copies (each marked COPY ), for a total of four (4) complete bid packages. (Please see page 4, REQUIRED SUBMITTALS.) 5. Seal and mark the bid package: Letterhead, DUE 6/6/11, 2:00 PM. 6. Submit the sealed bid package to Montrose County Administration, Attn: Kristi Davis, 317 S. Townsend Ave., Montrose, CO 81401 no later than Wednesday, June 6, 2012 at 2:00 PM, our clock. All bid material submitted shall become the property of Montrose County and shall not be returned. BID OPENING Bids will be publicly opened and read aloud on Wednesday, June 6, 2012 at 2:15 PM at Montrose County Administration, 317 S. Townsend Ave., Montrose, CO 81401. AWARD The Board of County Commissioners may award the bid to the lowest responsive, responsible bidder. In reviewing the bids it receives, the County reserves the right to reject, for any reason whatsoever, any and all bids, and to waive any informality or irregularity in a bid. The action to award a contract is INVITATION TO BID, Annual Contract for Letterhead, Envelopes and Business Cards Page 1
subject to approval by the Board of County Commissioners. The submission of a bid does not in any way commit the County to enter into an agreement with that bidder. It is anticipated that award will be made within one (1) month after the submission deadline during a regularly scheduled meeting of the Board of County Commissioners. BOCC meetings are open to the public and are advertised on the County website at www.montrosecounty.net. In addition, all bidders will be notified by mail. The successful bidder will be issued a contract, which must be returned with all required documentation within seven (7) calendar days of receipt. PROPRIETARY INFORMATION Any information contained within the bid that is proprietary in nature or protected by copyright, trademark, or other intellectual property law should be clearly identified for non-disclosure purposes. PROJECT TIMELINE Dates provided are best estimates and subject to change as needed. ITB Documents Available Wednesday, May 16, 2012 BIDS DUE Wednesday, June 6, 2012, 2:00 PM BOCC Meeting & Contract Award Monday, June 18, 2012 Contract Begins Tuesday, June 19, 2012 Contract Ends June 18, 2013 SCOPE OF WORK OVERVIEW Montrose County departments (excluding the Airport and Sheriff) purchased standard letterhead, envelopes and business cards at a cost of nearly $6,000 in 2011, and the County intends to contract with a qualified vendor for a similar one (1) year award period. Although expenditures are expected to continue at the same rate as 2011, the County makes no guarantee of order volume, frequency, or total expenditure for the contract term. This solicitation covers all departments EXCEPT the Airport and Sheriff. MONTROSE COUNTY RESPONSIBILITIES Montrose County will provide to the awarded firm the Graphic Standard package and final artwork, department and delivery addresses, authorized buyers, and other necessary award information. Each County department purchasing supplies under this ITB will have a designated authorized buyer and backup. Each buyer is responsible for coordinating and handling orders and resolving any issues with supplies ordered or purchases made. Each department buyer is required to keep rush orders to a minimum. The County reserves the right to order from an alternative supplier if the order cannot be delivered within the required time period, or as mutually agreed. Letterhead will be ordered in bulk, by Management, 1-2 times per year. Envelope and business card orders will be made more frequently and will involve two steps: 1) a bulk shell order, placed by Management and consisting of stock printed with only the County logo, followed by 2) the finished product, ordered and proofed by departmental buyers, and consisting of the shell plus department name, address, and/or other information, as applicable. The County shall issue payment on a monthly basis, after inspection and acceptance of the goods and receipt of an acceptable invoice. CONTRACTOR RESPONSIBILITIES INVITATION TO BID, Annual Contract for Letterhead, Envelopes and Business Cards Page 2
The successful firm shall have a minimum of three (3) years in business printing letterhead, envelopes and business cards, and must agree to: guarantee the bid through the end of the one-year contract term. Prices as quoted in the ITB shall be all-inclusive; no other charges shall be permitted. use County logos according to the graphics package provided provide a dedicated account representative and back-up confirm order receipt via email within one (1) business day account for all inventory and delivered products provide proofs for approval by Montrose County before printing the final product supply printing that is straight, free of smudges and extraneous marks, and with sufficient ink print and deliver within one (1) week of order, unless otherwise agreed obtain approval signature for delivered products accept returns of products received damaged, waive any shipping charges, and replace at no additional charge redo, at no charge, any work deemed unacceptable by Montrose County provide invoices and reports as described below The Contractor shall provide electronic invoices on a monthly basis, to include order date, department and buyer name, item description, quantity, costs, and delivery address and confirmation. As a public entity, Montrose County is tax-exempt. The Contractor shall also provide electronic reports, on a quarterly basis (or more often, if requested) to include date, order type, buyer name, ordering department, and reconciliation of inventory and deliveries. The report shall be in Excel or other approved format. Logos and any associated artwork are Montrose County property, and shall only be used in conformance with County work requirements. Any unauthorized use, including use following termination of the agreement, is strictly prohibited. The awarded vendor understands that he/she is an independent contractor, not a Montrose County employee, and assumes full responsibility for payment of required sales tax, permits, royalties or license fees. The Contractor is responsible for the work and conduct of his/her employees and agrees to comply with Colorado Revised Statutes (CRS) 8-17.5-101, which prohibits the use of illegal alien labor on public contracts. PRODUCT SPECIFICATIONS Letterhead consists of the Montrose County logo printed on 24 lb. white linen writing paper. Unprinted 24 lb white linen stock is used for subsequent pages. Envelopes are No. 10, commercial, and of three (3) distinct types: 24 lb. white linen, to match the letterhead 24 lb. white wove finish 24 lb. white wove window: left side window, window size approximately 4 ½ x 1 ¼ Envelope shells shall be imprinted with the County logo in the upper left corner. Finished envelopes shall be personalized with an additional two (2) lines below the logo: line 1, with department name; line 2, with department address. Business cards shall be 80 lb. white linen card stock. Shells shall be printed with the logo in the upper left-hand corner. Finished cards shall be personalized with department address and county website in the lower left; cardholder name, title, and other identification (such as license number) in the upper INVITATION TO BID, Annual Contract for Letterhead, Envelopes and Business Cards Page 3
right; phone, fax, and email address in the lower right. REQUIRED SUBMITTALS For award consideration, bidders must submit: 1. Exhibit A - Bidder Supplied Information form, completed 2. Exhibit B - Acknowledgment form, completed and signed (As stated previously on page 1, 1 set must be marked Original ; 3 sets must be marked Copy.) In addition, bidders must also submit, as part of the bid: Two (2) sample sets of previous work printed for 2 different clients, within the past 2 years. Each set shall consist of one (1) piece of letterhead, one (1) envelope, and one (1) business card. One (1) sample of each stock you intend to use for Montrose County letterhead, business cards, and envelopes. Label stock with a description and its intended use (for example, 24 lb. Bright White - white wove window envelope). INDEMNIFICATION, INSURANCE, WARRANTY REQUIREMENTS Indemnification. The Contractor must agree to hold harmless Montrose County, its elected officials, officers, and employees from any claims as a result of the Contractor s negligence. Insurance. Contractors and subcontractors must purchase and maintain, at their own cost, the primary insurance(s) described below. Insurance(s) must be with insurers and in formats acceptable to Montrose County, covering all premises and operations, and in force from the beginning of the project through any warranty period. Contractors and subcontractors will be responsible for any deductible losses as required by their insurance(s) carriers. Commercial General Liability combined single limits of one million dollars ($1,000,000) each occurrence one million dollars ($1,000,000) aggregate Coverage must include bodily injury, broad form property damage (including completed operations), personal injury (including coverage for contractual and employee acts), blanket contractual, independent contractors, products, and completed operations. The policy must also contain a provision for severability of interests. Montrose County, its elected officials, officers, and employees must be named on the certificate as additional insured. Employer s Liability Insurance six hundred thousand dollars ($600,000) each accident six hundred thousand dollars ($600,000) disease - policy limit six hundred thousand dollars ($600,000) disease Montrose County, its elected officials, officers and employees must be named on the certificate as additional insured. Worker s Compensation (Evidence of qualified self-insured status may be substituted) in an amount according to applicable laws for Contractor s employees Comprehensive Automobile Liability bodily injury and property damage combined single limits of six hundred thousand dollars ($600,000) each occurrence INVITATION TO BID, Annual Contract for Letterhead, Envelopes and Business Cards Page 4
six hundred thousand dollars ($600,000) aggregate Automobile coverage shall be for each owned, non-owned or hired Contractor vehicle (including employee-owned vehicles) used for the project and shall also contain a provision for severability of interests. Montrose County, its elected officials, officers and employees must be named on the certificate as additional insured. Certificates of insurance must be received and approved by Montrose County prior to the beginning of Contractor services. Certificate(s) must identify the project and indicate that cancellation, termination or material change to the policy will not occur without 30 days prior written notice to the County. If asked, the Contractor must provide a certified copy of any policy and/or endorsement. Should the Contractor fail to purchase or maintain insurance(s) as required, the County may either terminate the contract or purchase the required insurance and recover the cost from the Contractor. The County reserves the right to approve variations in the above insurance coverages. Warranty. The Contractor must warrant that the work will be performed in a professional manner and that the work and materials will be guaranteed. EXHIBIT A - BIDDER SUPPLIED INFORMATION Bidder Company Name/Address Nature of Business Date Established Account Rep Back-up Prices must include all costs, including delivery, and be free of tax. LETTERHEAD 500 $ 1,000 5,000 BULK PAPER 500 $ 1,000 5,000 BUSINESS CARD, SHELL 10,000 $ INVITATION TO BID, Annual Contract for Letterhead, Envelopes and Business Cards Page 5
BUSINESS CARD, FINISHED 250 $ 500 $ 1,000 #10 ENVELOPE, LINEN, SHELL 500 $ 1,000 5,000 #10 ENVELOPE, LINEN, FINISHED 500 $ 1,000 5,000 #10 ENVELOPE, WHITE WOVE, SHELL 500 $ 1,000 5,000 #10 ENVELOPE, WHITE WOVE, FINISHED 500 $ 1,000 5,000 #10 ENVELOPE, WINDOW, SHELL 500 $ 1,000 5,000 #10 ENVELOPE, WINDOW, FINISHED 500 $ 1,000 5,000 Business references (current within the past 2 years) Business Name/Address Phone Contact Person Length of time as client Nature of work Business Name/Address Phone Contact Person Length of time as client Nature of work MUST BE COMPLETED AND RETURNED WITH BID PACKAGE EXHIBIT B - ACKNOWLEDGMENT The undersigned, having carefully read and considered the Invitation to Bid Annual Contract for Letterhead, Envelopes and Business Cards, does hereby offer to perform such services on behalf of the County of Montrose, in the manner described and subject to the terms and conditions set forth in the attached Invitation to Bid. The undersigned gives permission for Montrose County to contact business references provided in this bid, and any others for whom the undersigned has performed work. The undersigned further states that this bid is made in good faith and is not founded on, or in consequence of, any INVITATION TO BID, Annual Contract for Letterhead, Envelopes and Business Cards Page 6
collusion, anti-competitive agreement or other type of anti-competitive activities between themselves and any other interested party, in restraint of free competition. Business Name Phone Address Email Authorized Representative Signature Date Authorized Representative Name & Title (print) MUST BE COMPLETED, SIGNED AND RETURNED WITH BID PACKAGE INVITATION TO BID, Annual Contract for Letterhead, Envelopes and Business Cards Page 7