GLENDALE UNIFIED SCHOOL DISTRICT 223 North Jackson Street Glendale, CA 91206
BID NUMBER P-57 14/15
Reproduction & Mailing Services
Issue Date:
May 7, 2015
Non-Mandatory Bid Conference
May 14, 2015
10:00 AM
Bid Submittal Date:
May 28, 2015
2:00 PM
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GLENDALE UNIFIED SCHOOL DISTRICT BIDDERS PACKAGE Bid Number – P-57 14/15 Reproduction and Mailing Services TABLE OF CONTENTS (BID DOCUMENTS): DIVISION Section
TITLE
PAGE No.
I. BIDDING REQUIREMENTS 1.0 1.1
NOTICE OF BID BIDDER INFORMATION
3 4
II. PROPOSAL 2.0 2.1 2.2
BID FORM MINIMUM REQUIREMENTS EXCEPTIONS FORM
8 9 15
III. MODEL AGREEMENT 3.0 3.1
3.2 3.3
AGREEMENT ATTACHEMENT A - SCOPE OF WORK EXHIBIT A – GUSD LOCATIONS EXHIBIT B – MASTER PRICING ATTACHEMENT B - PAYMENT & COMPENSATION ATTACHEMENT C – VALUE ADDED SERVICES
17 25 27 29 31 32
IV. FORMS 4.0 4.1 4.2 4.3 4.4 4.5 4.6
REFERENCE LIST NON-COLLUSION DECLARATION CERTIFICATE REGARDING WORKERS’ COMPENSATION DRUG-FREE WORKPLACE CERTIFICATION TOBACCO-FREE ENVIRONMENT CERTIFICATION CRIMINAL BACKGROUND CLEARANCE CERTIFICATION W-9 REQUEST FOR TAXPAYER INFORMATION NUMBER
1
34 35 36 37 38 39 40
This page was left blank intentionally. 2
SECTION 1.0 NOTICE OF BID NOTICE IS HEREBY GIVEN that the Glendale Unified School District (“District”) of Los Angeles District, California, acting by and through its Governing Board (“Board”), will receive up to, but not later than, 2:00 PM on May 28, 2015, sealed bids for the procurement of the following: Bid No. P-57 14/15 – Reproduction & Mailing Services All bids shall be made and presented on a form furnished by the District. Bids shall be received in the office of the Procurement and Contract Services, Room 305, Glendale Unified School District, 223 North Jackson Street, Glendale, CA 91206, (818) 241-3111 ext. 477. Each bid must conform with and be responsive to the bid documents, copies of which are on file and may be obtained from the office of Procurement and Contract Services. Each bid shall be accompanied by the security and all forms referred to in the contract documents. A non-mandatory (but encouraged) bid conference will be held on May 14, 2015, 10:00 a.m. at 223 N. Jackson Street, Room 305, Glendale, CA 91206. Sealed bids must be delivered to the Glendale Unified School District, Procurement & Contract Services Department, 223 North Jackson Street, Room 305, and Glendale, CA 91206 no later than 2:00 PM on May 28, 2015. No bidder may withdraw their bid for a period of ninety (90) days after the date set for the opening of bids. The District reserves the right to reject any and all bids or to waive irregularities in any bid. Refer to the formal bid documents and specifications for additional information, terms, and conditions. The District is an “Equal Opportunity” employer. Qualified Disabled Veteran Business Enterprises (DVBE) is encouraged to participate in this project.
Glendale Unified School District
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SECTION 1.1
Bidder Information – Bid No. P-57 14/15 Reproduction & Mailing Services 1.
The only legal publication used by the District is the Glendale News Press. We do not advertise in the Dodge Green Sheet, CMD, or any publication other than the Glendale News Press. We are not responsible for the accuracy of any information that we did not specifically authorize. If you have questions about what was printed in any publication other than those authorized by the District, please contact those publications directly. Bid documents are available for review online at the GUSD Procurement & Contract Services webpage www.gusd.net/Domain/54.
2.
All requests for clarification must be made in writing to Gilda Keshishyan, Procurement & Contract Services or emailed. Questions may be emailed to
[email protected]. All requests for pre-bid questions must be submitted no later than May 22, 2015 at 2:00 PM.
3.
The District invites bids on the forms attached to be submitted at such time and place as it stated in the Notice to Bid. All blanks in the bid form must be appropriately completed. All bids shall be submitted in sealed envelopes bearing on the outside the name of the bidder, bidders address, the bid number, and the name of the project for which the bid is submitted. It is the sole responsibility of the bidder to see that their bid is received no later than the time stated. Any bid received after the scheduled closing time for receipt of bids will be returned to the bidder unopened. The following items must be complete and included with your bid package: A.
Pages 29 - 40 of the “Forms”.
4.
All issued addenda must be acknowledged on Page 7 of the “Bid Forms”. Failure to list all addenda will be grounds for rejection of your bid.
5.
Sealed bids must be delivered to the Glendale Unified School District, Procurement and Contract Services Department, 223 North Jackson Street, Room 305, Glendale, CA 91206 no later than 2:00 PM on May 28 2015. For purposes of the bid submittal, the time stamp clock in the Purchasing Department, Room 305, of the Glendale Unified School District will be considered the official time. It is anticipated that the Board of Education will award this bid at its regular meeting scheduled for June 16, 2015.
6.
Bids shall be written in ink, typed, or in electronic form upon submission. Bids are to be verified, as they cannot be corrected after bids are opened. No erasures permitted. Mistakes may be crossed out and corrections made adjacent but must be initialed in ink by person signing bid. Verify your bids before submission as they cannot be withdrawn or corrected after being opened or withdrawn after the specified time period has elapsed. Any bidder may withdraw his bid either personally by written request or by telegraphic request at any time prior to the scheduled closing time for the receipt of bids.
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7.
The District reserves the right to reject any or all bids, or to waive any irregularities or informalities in any bids or in the bidding process.
8.
All bids must show the firm name and must be signed by a responsible officer or employee fully authorized to bind the organization to the terms and conditions herein. Obligations assumed by such signature must be fulfilled. If a corporation, two officers of the corporation must sign in accordance to California Corporation Section 313 or provide evidence of resolution authorizing signatory to bind the corporation.
9.
The bidder hereby agrees and acknowledges that monies utilized by the District to purchase services is public money appropriated by the State of California or acquired by the District from similar public sources and is subject to variation. The District fully reserves the right to cancel this bid at any time and/or to limit services due to non-availability or non-appropriation of sufficient funds.
BID PROTESTS 10.
Any bid protest by any Bidder regarding any other bid on this Project must be submitted in writing to the District within five (5) working days after receipt of notification of the contract award. A. The protest must contain a complete statement of any and all bases for the protest. B.
The protest must refer to the specific portions of all documents that form the bases for the protest.
C.
The protest must include the name, address and telephone number of the person representing the protesting party.
D.
The procedure and time limits set forth in this paragraph are mandatory and are each bidder's sole and exclusive remedy in the event of bid protest. Failure to comply with these procedures shall constitute a waiver of any right to further pursue the bid protest, including filing a Government Code Claim or legal proceedings.
11.
The Bidder shall save, defend, hold harmless and indemnify the District against any and all liability, claim, and costs of whatsoever kind and nature for injury to or death of any person and for loss or damage to any property occurring in connection with or in any way incident to or arising out of the occupancy, use, service, operation, or performance under the terms of this agreement, resulting in whole or in part from the negligent acts or omissions of Bidder, and subcontractor, or any employee, agent, or representative of Bidder and/or subcontractor.
12.
The District reserves the right to: A.
Reject any or all bids, or to waive any irregularities or informalities in any bids or in the bidding process.
B.
Reject any or all bids if the District determines that a bidder is not a responsible company.
C.
Award final contract with the lowest, responsive, responsible Bidder or Bidders as necessary to serve the best interests of the District.
D.
Award its total requirement to one Bidder or to apportion those requirements among two or more Bidders as the District may deem to be in its best interests.
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E.
Make no guarantee as to the usage of the services by the District. The District furthermore makes no representation that any Contract will be awarded to any Bidder responding to this bid.
F.
All bids received may be public record after opening. Bids are not to be marked as confidential or proprietary. The District shall refuse to consider any bid so marked.
13.
A Bidder may be ruled “Non-Responsible” based upon Bidder’s unacceptable past performance with the District. Unacceptable performance may include, but not be limited to constant: late/non deliveries, partial deliveries, delivery of wrong materials, products not meeting specifications, providing incorrect prices, invoicing problems, servicing problems, defaulted by other governmental agency/school district, etc.
14.
It is the policy of the District that in connection with all work performed, there be no discrimination against any prospective or active employee engaged in the work because of race, color, ancestry, national origin, religious creed, sex, age, sexual orientation, or marital status. The Bidder agrees to comply with applicable Federal and California laws including, but not limited to, the California Fair Employment and Housing Act, beginning with Government Code Section 12900, and Labor Code Section 1735. In addition, the Bidder agrees to require like compliance by any of their subcontractors employed on the work.
15.
Smoking is not permitted on any District property. All Bidders and their employees shall adhere to this regulation.
16.
Costs for developing responses to this bid are entirely the responsibility of the bidder and shall not be chargeable to the School District.
17.
The District has no prior District wide agreement. This RFQ is intended to consolidate all individual site orders. The estimated value of this agreement is approximately $500,000.00.
18.
No guarantee is given by the District to the Service Provider regarding usage of this Contract. Usage figures, if provided, are approximate. The Contractor agrees to supply services requested, as needed by the District, at prices, regardless of quantity requested.
19.
Evaluation of Proposals: Proposals will be evaluated in accordance with the bid documents. During the evaluation, validation, and selection process, the Director of Purchasing may request a meeting with the Vendor representative(s) to request answers to questions or may request that he/she answer specific questions in writing. The Director of Purchasing may require bidder make presentations/interview that is pertinent to the evaluation process.
20.
Award of Contract: If the contract is awarded, it will be to the responsible bidder whose proposal is deemed to be the best and whose proposal meets the needs of the School District.
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SECTION II BID PROPOSAL
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SECTION 2.1 BID FORM Bid No. P-57 14/15 – Reproduction & Mailing Services Company Name: ____________________________________________________________________ Pursuant to and in compliance with documents relating thereto, the undersigned Bidder, having familiarized the terms of the Agreement, all other Contract Documents, hereby proposes and agrees to perform, within the time stipulated, the Contract, including all of its component parts, and everything required to be performed, all in strict conformity with the specifications and all other Contract Documents, including Addenda Nos. ______, ______, _______, ______, ______ if any, on file at the Procurement & Contract Services Department for the prices set opposite the articles listed herein. Submit itemized fees listed as Exhibit B in the Model Agreement along with this page. Attach fee and rate sheet for all other services performed that is not specifically listed. Bidder hereby certifies to the District that all representations, certifications, and statements made by Bidder, as set forth in this bid form, are true and correct and are made under penalty of perjury. Dated this
day of
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Name of Bidder Type of Organization Signed by Title of Signer Address of Bidder Taxpayer's Identification No. of Bidder Telephone Number
Fax Number
E-mail
Web page
If Bidder is a corporation, provide the following: Name of Corporation: President: Secretary: Treasurer: Manager: END OF DOCUMENT 8
SECTION 2.2 MINIMUM QUALIFICATIONS & REQUIREMENTS The following criteria for a Bidder to be considered as an eligible candidate submitting a bid on the requested services as described in this bid. Bidders are to review each of the minimum qualifications below and respond to the requirements. Bidders are also to review the Scope of Services, Attach A of the model agreement. 1. MINIMUM QUALIFICATIONS The Bidder shall have a minimum of five (5) years corporate experience with a preference for experience working with school districts. Each bidder shall submit with his/her proposal, a list of clients for whom they have performed such services during the past two (2) years. The reference list shall include the names and addresses of each client, the names, titles and telephone number of each client’s manager, and the dates the work was performed. During the evaluation and selection process, the District may contact each of the references. Bidders are hereby advised that the District maintains the sole and exclusive right to determine whether or not the Bidder can perform the work to be done. Bidder shall have existing adequate personnel and equipment capabilities to perform the services in assisting our District. The Services Provider shall have the capability of handling individual orders of 1,000 to 500,000 copies or more. Orders may include binding, sorting and/or batching by schools, teachers, programs, and/or classrooms. 2. REQUIREMENTS The requirements vary in complexity from printing simple letters, to complex printing and fulfillment that need to be printed and sorted by language and program. The Service Provider shall assist the District to manage quality, printing costs, mail costs, and inventories needed to process District’s requirements in a timely manner. The Service Provider shall also be aware of the regulatory environment in which District operates, with the ability to manage and safeguard student information and destroy materials as instructed by the District. The Service Provider shall have an established quality control system and the ability to stay current on industry regulations and standards to help District provide efficient and compliant services to its members. The Service Provider shall be able to provide all or part of the services described within the scope of work. Software. The Service Provider shall have production software compatible with District’s artwork and fonts. District artwork shall be supplied in Adobe InDesign CC format. Fonts. District’s printed material may include text in English, Chinese, Spanish, Armenian, Korean, and such other language(s) that may be deemed needed. The Service Provider shall support all Unicode fonts at no cost to District. If new software becomes available to support other languages, the Service Provider agrees to invest in such software at no charge to the District. Service Provider shall be able to provide print-on-demand, high volume duplicating and/or offset printing services as well as photocopying (various sizes, quantities, weights, media, image types, duplexing and finishes). The Service Provider shall have the capability to provide any or all of the following: a. Black and white digital and/or photocopying b. Full color digital and/or photocopying c. Spot color printing 9
d. e. f. g.
4 color process printing Black and white Variable Data Print (VDP) Full-color Variable Data Print (VDP) Reproduction of engineering drawings (sizes up to forty-two inches (42”), various media types and weights, 600 dpi minimum, postscript compatible and various image types). h. The ability to print from electronic files via digital interface. i. Binding and finishing services, including specialized finishing (saddle stitch, perfect bind, coil, foam core mounting, laminating). j. Graphic design services, including minor text changes and/or preparation of dieline. Service Provider shall be able to provide overtime and fill weekend printing, fulfillment and/or direct mail requests, on an as needed basis, for rush projects. The Service Provider shall have the capability to shred printing errors and overruns. Service Provider shall have the ability for the appropriate kitting and storage of materials. Services include inserting, cutting, sealing, folding and labeling (pressure) materials such as brochures, letters, flyers, posters, newsletters, booklets, postcards, and the like. Service Provider shall have the capacity to store and inventory printed materials to fulfill District’s requirements. Service Provider must be a certified United States Postal Service (USPS) Full Service Vendor. a. Service Provider shall provide a written attestation verifying certification of USPS Full Service Vendor. Service Provider must have disaster recovery procedures and processes in place to ensure uninterrupted production service. 3. QUOTATION (if asked) Individual quotations shall be provided on a project-by-project basis. District’s site shall be notified immediately if the project requires additional costs for any of the services. Any additional costs shall be approved by District, in writing, prior to the commencement of any work associated with the additional costs. All pricing quoted shall include all direct and indirect costs, project specifications, accounting services, administrative fees, print overruns, packaging and freight (Destination Freight Prepaid). Service Provider shall provide a project timeline for each project which includes when art files and data are required in order to meet our required delivery or drop date. Service Provider shall provide two (2) business day turn-around for bids with an exception for rushes. Rush quotes are to be provided within one (1) business day. Service Provider shall notify District of any reason for the delay to provide a quotation within required turn-around time agreed upon. Service Provider must notify District of “Rush” shipping charges, if any, prior to acceptance of “Rush” orders. At the time of placement of a “Rush” order, the Service Provider shall provide District with various shipping options available. Service Providers shall not charge District for “Rush” freight charges when Service Providers elects to use alternative shipping methods in an attempt to meet an agreed upon due date.
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4. ARTWORK Artwork shall be provided by District as camera ready or in electronic format (e.g. InDesign, PDF, etc.) print ready. It shall be the printer’s responsibility to coordinate with the District to ensure that press specifications (dot gain, gutter, etc.) are communicated, and to ensure that artwork is supplied in a camera ready or PDF print ready to the printer’s specifications. Service Provider shall produce exact copies of quality equal to original camera ready copy in the most cost effective manner acceptable. All new projects shall require a PDF, contact or paper, and on occasion, District may perform an onsite press check. Service Provider shall provide proofs of all new or reprints within a time frame that is agreed upon. Submit PDF proofs by email or District secure FTP site. If requested by District, submit hard copy proofs. A proof must be approved in writing (email is acceptable) by a District authorized personnel prior to the actual production of any job. District will not accept quantity over or under runs. Service Provider shall ensure that the full quantity ordered is delivered. District shall not be responsible for payment for anything that exceeds the order quantity. All spoilage shall be factored into the price quoted by Service Provider. The Service Provider shall deliver a sample of each version printed materials to District following the completion of each project. If District determines that it requires additional samples, Service Provider shall deliver upon request. As part of your proposal, provide a narrative explanation of each of the following: a. Your firm’s abilities regarding digital printing and offset printing. b. Provide list of printing equipment in your facility including capabilities. In addition, please provide a list of anticipated equipment upgrades and additions during the course of the contract. c. Your use of subcontractors for printing services. Include how the decision to subcontract is made, and in a typical year, how much of your firm’s work is subcontracted out. Provide the portion in relation to percentages (e.g., 10 percent of print, 20 percent of binding), that was subcontracted to another Service Provider. 5. FULFILMENT AND DIRECT MAILING District has a variety of mailing configurations, ranging from folding and inserting one letter into an envelope, to inserting multiple pieces, segregated based on criteria, such as primary language and program. Service Provider must work with the USPS or have extensive, updated knowledge of the U.S. Postal Service mailing regulations to provide input to District for any selected piece that District designs for mailing. Service Provider shall prepare and process District’s mailing using bulk mail methods to receive a reduce postage rate. Service Provider shall process data files using USPS certification programs to determine valid addresses. 11
Service Provider shall be responsible for providing the correct placement of the return address, indicia, bar code, etc. to ensure that District receives the most competitive postal rate and adheres to the U.S. Postal Service mailing regulations. Service Provider shall allow District the use of its indicia at no additional cost to District. Data Files shall be sent via secured email or may be posted to District’s secure FTP site. Service Provider shall have the ability to retrieve and process data files: a. Service Provider shall have the ability to process data files in text (tab delimited, text (fixed width) and Microsoft Excel formats. b. As requested by District, Service Provider shall have the ability to determine the outcome of each record, create a validation file and post validation files to District’s secure FTP site. c. Service Provider shall have the ability to process data files and produce Variable Data Printing (VDP) simplex and duplex components. A mailing proof (i.e. fan out, live) must be approved by District authorized personnel prior to the actual fulfillment of a job and/or mail drop at the USPS. A fan out proof or insertion proof shall be provided via secured email or District secure FTP site. As requested by District, Service Provider shall have the ability to provide copies of selected VDP components in PDF format. Service Provider shall provide a copy of the USPS 3602 receipt following the completion of direct mail As part of your proposal, provide a narrative explaining each of the following: a. Is your firm a certified United States Postal Service (USPS) Full Service Provider? b. Where is your fulfillment/mail house center located? c. Do you use temporary staff in your fulfillment/mail house center? d. Do you have capabilities of machine inserting or hand inserting? Please provide a brief description of each capability. e. Explain your use of subcontractors for fulfillment and direct mail services. f. Explain your bulk mail processing procedure. g. Explain your mailing procedure. h. What USPS post office will you use to mail District’s material? i. Do you provide postage escrow accounts? If you provide postage escrow accounts, explain your accounting and reporting of funds in escrow accounts. j. Explain how you will keep District up to date with USPS regulations, changes and/or improvements. k. What is your method for proactive discovery of fulfillment or mailing issues? l. Do you have mail tracking service? If so, please explain your mail tracking system capabilities, including method, accuracy, reporting, limitations and security. 6. DELIVERY Delivery terms shall be F.O.B. Destination Freight Prepaid and proposal pricing must include freight, pickup and delivery fees prepaid by seller, and all applicable shipping, handling and courier charges. Service Provider shall have complete responsibility for products and routing through to final destination. Service Provider shall have the responsibility to make all final destination delivery arrangements. Service Provider shall be responsible for filing all claims subsequent to mailing.
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All Product shipments must have an accompanying packing list which shall indicate: a. Delivery address: Indicated on purchase order b. ATTN: Indicated on purchase order c. District’s purchase order number d. Product description e. Order quantity f. Quantity back-ordered (if accepted by the District) g. Anticipated delivery date of backordered items Unless specifically noted otherwise, partial shipments will be acceptable to District. All products ordered and validated, but not shipped, must show on the packing list as back-ordered items. The Service Provider shall notify District 24 hours prior to delivery of a shipment via email. The email shall include the same information as the packing list requirements. Service Provider shall have trucks or other delivery services, in the event that District is in need of an urgent request, to make immediate (emergency) delivery of printed material within three (3) business days after the order is received. Delivery shall be F.O.B. Destination Freight Prepaid to the requesting site or as indicated by District. 7. SITE VISITS District may perform a site visit at any time without prior notification to the Service Provider. District may perform at least two (2) site visits during any resulting contract. The Service Provider will be evaluated according to performance, cleanliness, accuracy, quality and organization. 8. QUALITY CONTROL District requires Service Provider to have documented quality control policies and procedures related to inventory, print, fulfillment services and/or mailing services. As part of your proposal, provide a narrative explaining each of the following: a. State the quality policy of your firm. b. Describe the quality system, how it is organized and include a list of policies and procedures. c. Describe how the quality system has been modified/updated over the last five (5) years. d. Describe personnel training requirements as they relate to quality and job tasks. e. Describe how your firm tracks defects, establishes root causes, and makes systematic improvements to prevent recurrence. 9. PRIVACY AND SECURITY District data files sent to Service Provider may contain student information and test sheets. As part of your proposal, explain your security and privacy policies and procedures. 10. ALTERNATIVE AND ADDITIONAL SERVICES Service Provider shall notify District upon the introduction of proposed alternatives, opportunities for greater efficiency, special offers, and market trends, as well as pending and future technological advancements which may reduce its costs.
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Service Provider shall provide District with samples of such products for evaluation purposes prior to District’s acceptance of replacement products. Service Provider shall assist District upon request in recommending paper type and/or printing format changes that may produce cost savings or productivity improvements on as needed basis. The Service Provider shall provide District with samples of recommended products for evaluation purposes. The Service Provider shall accept verbal modifications to print, fulfillment, direct mail or delivery specifications. Valid modifications shall be in the form of written notice or email by a District’s requester. Such modification shall not include any increase to pricing unless accompanied by a purchase order change. Service Provider may provide a list of any additional services that were not defined in this Scope of Service. a. Service Provider shall provide a narrative explaining each additional service, its functions, capabilities and benefits in outsourcing for these services. b. Service Provider shall provide a sample estimate for each additional service. EXAMINATION OF BID DOCUMENTS Bidders shall thoroughly examine and be familiar with the specifications. The failure or omission of any bidder to receive or examine any bid document(s), forms, instruments, addenda or other document there existing shall in no way relieve any bidder from obligations with respect to this bid or to the contract. The submission of a bid shall be taken as prima facie evidence of compliance with this section.
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SECTION 2.3 EXCEPTION FORM Should Service Provider take exception to any of the terms and conditions or other contents provided in this "Request for Bid", list the exceptions below. Any proposal may be rejected as non-responsive if it is conditional, incomplete or deviates from the specifications including the terms and conditions of the model agreement. This completed form must be returned with your proposal package. Any exception taken should include a suggested or alternative. If no exception(s) are taken, enter "None" for the first item. (Make additional copies of this form as necessary.)
Exceptions?
Yes
Page Number: ___
No Section Title: ______________________________________________
Paragraph Number: _____
Exception Taken:_____________________________________
______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Page Number: ___
Section Title: ______________________________________________
Paragraph Number: _____
Exception Taken:_____________________________________
______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Page Number: ___
Section Title: ______________________________________________
Paragraph Number: _____
Exception Taken:_____________________________________
______________________________________________________________________________ ______________________________________________________________________________ ______________________________________________________________________________ Bidder Name: ___________________________________________ Authorized Agent (Signature): _________________________________ Authorized Agent (Print): _____________________________________
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SECTION III MODEL AGREEMENT
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SECTION 3.0 MODEL AGREEMENT This Agreement, for Reproduction & Mailing Services (hereinafter “Contract”) is entered into this _____ day of _______2015, by the Glendale Unified School District (hereinafter referred to as “District”) and _____________, having its principal place of business at ______________________ (hereinafter referred as “Service Provider”), which may also be referred to individually as “Party” or collectively as “Parties.” Bid No. P-57 14/15 – Reproduction & Mailing Services This Contract is comprised of this document and the following Attachments, which are incorporated by reference into this Contract: Attachment A –Scope of Service Attachment B – Invoice and Payment Exhibit A – Glendale Unified School District Location Exhibit B – MASTER PRICING
GENERAL TERMS AND CONDITIONS: 1. Governing Law and Venue: This Contract has been negotiated and executed in the state of California and shall be governed by and construed under the laws of the state of California. The Parties further agree that any action or proceeding brought to enforce the terms and conditions of this Agreement shall be maintained in the District in which the District’s administrative offices are located. 2. Entire Contract: This Contract, when accepted by the Service Provider either in writing or by the shipment of any article or other commencement of performance hereunder, contains the entire Contract between the parties with respect to the matters herein, and there are no restrictions, promises, warranties or undertakings other than those set forth herein or referred to herein. No exceptions, alternatives, substitutes or revisions are valid or binding on District unless authorized by District in writing. Electronic acceptance of any additional terms, conditions or supplemental contracts by any District employee or agent, shall not be valid or binding on District unless accepted in writing by District’s Board of Trustee. 3. Effective Date and Term: The initial term of this Agreement shall be from July 1, 2015 through and include June 30, 2016, unless terminated earlier as provided herein. Service Provider shall complete the Services within the term of this Agreement, and shall meet any other established schedules and deadlines. District alone (not the Service Provider) shall have the option to extend the term of this Agreement for two (2) successive one (1) year periods (individually, “Subsequent Term” and collectively, “Subsequent Terms”) on the same terms and conditions as set forth in this Agreement (including, without limitation, the rates set forth in Exhibit “B” and incorporated by reference herein); provided, however, that the amount of the total compensation, including authorized reimbursements, for any Services rendered in any Subsequent Term (if there is a Subsequent Term) is desired by District), shall not exceed the amount required to be appropriated by District, in its sole and absolute discretion. Such extensions shall be made by District providing written notice to Service Provider. Service Provider shall complete the Services within the applicable Term of the Agreement, and shall meet any other established schedules and deadlines as may be set by District staff on an as needed basis. 4. Amendments: No alteration or variation of the terms of this Contract shall be valid unless made in writing and signed by the parties; no oral understanding or agreement not incorporated herein shall be binding on either of the parties; and no exceptions, alternatives, substitutes or revisions are valid or binding on District unless authorized by District in writing. 17
5. Taxes: Unless otherwise provided herein or by law, price quoted does not include California state sales or use tax. 6. Acceptance/Payment: Unless otherwise agreed to in writing by District, 1) acceptance shall not be deemed complete unless in writing and/or until all the goods/services have actually been received, inspected, and tested to the satisfaction of District, and 2) payment shall be made in arrears after completion of order and satisfactory acceptance. 7. Use: No guarantee is given by the District to the Contractor regarding usage of this Contract. Usage figures, if provided, are approximate, based upon the last usage. The Contractor agrees to supply services and/or commodities requested, as needed by the District, at prices listed in the Contract, regardless of quantity requested. 8. Safety: Service Provider shall execute and maintain its work so as to avoid injury or damage to any person or property. In carrying out its Services, the Service Provider shall at all times be in compliance with all applicable local, state and federal laws, rules and regulations, and shall exercise all necessary precautions for the safety of employees appropriate to the nature of the work and the conditions under which the work is to be performed. Safety precautions as applicable shall include, but shall not be limited to: (A) adequate life protection and lifesaving equipment and procedures; (B) instructions in accident prevention for all employees and subcontractors, such as safe walkways, scaffolds, fall protection ladders, bridges, gang planks, confined space procedures, trenching and shoring, equipment and other safety devices, equipment and wearing apparel as are necessary or lawfully required to prevent accidents or injuries; and (C) adequate facilities for the proper inspection and maintenance of all safety measures. Acceptance of this agreement shall constitute an agreement upon Service Provider’s part to indemnify, defend and hold District and its indemnities as identified in paragraph “16” below, and as more fully described in paragraph “16”, harmless from liability, loss, damage and expense, including reasonable counsel fees, incurred or sustained by District by reason of the failure of the services to conform to such faulty work performance, negligent or unlawful acts, and noncompliance with any applicable state or federal codes, ordinances, orders, or statutes, including the Occupational Safety and Health Act (OSHA) and the California Industrial Safety Act. Such remedies shall be in addition to any other remedies provided by law. 9. Assignment or Sub-Contracting: The terms, covenants, and conditions contained herein shall apply to and bind the heirs, successors, executors, administrators and assigns of the parties. Furthermore, neither the performance of this Contract nor any portion thereof may be assigned or subcontracted by Service Provider without the express written consent of District. Any attempt by Service Provider to assign or subcontract the performance or any portion thereof of this Contract without the express written consent of District shall be invalid and shall constitute a breach of this Contract. 10. Non-Discrimination: In the performance of this Contract, Service Provider agrees that it will comply with the requirements of Section 1735 of the California Labor Code and not engage nor permit any subcontractors to engage in discrimination in employment of persons because of the race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, marital status, or sex of such persons. Service Provider acknowledges that a violation of this provision shall subject Service Provider to all the penalties imposed for a violation of Section 1720 et seq. of the California Labor Code. 11. Termination: In addition to any other remedies or rights it may have by law, District has the right to terminate this Contract without penalty immediately with cause or after 30 days’ written notice without cause, unless otherwise specified. Cause shall be defined as any breach of contract, any misrepresentation or fraud on the part of the Service Provider. Exercise by District of its right to terminate the Contract shall relieve District of all further obligations. 12. Consent to Breach Not Waiver: No term or provision of this Contract shall be deemed waived and no breach excused, unless such waiver or consent shall be in writing and signed by the party claimed to have waived or consented. Any consent by any party to, or waiver of, a breach by the other, whether express or implied, shall not constitute consent to, waiver of, or excuse for any other different or subsequent breach.
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13. Remedies Not Exclusive: The remedies for breach set forth in this Contract are cumulative as to one another and as to any other provided by law, rather than exclusive; and the expression of certain remedies in this Contract does not preclude resort by either party to any other remedies provided by law. 14. Independent Contractor: Service Provider shall be considered an independent contractor and neither the Service Provider, its employees, nor anyone working under Service Provider shall be considered an agent or an employee of District. Neither Service Provider, its employees nor anyone working under Service Provider shall qualify for workers’ compensation or other fringe benefits of any kind through District. 15. Performance: Service Provider shall perform all work under this Contract, taking necessary steps and precautions to perform the work to District’s satisfaction. Service Provider shall be responsible for the professional quality, technical assurance, timely completion and coordination of all documentation and other goods/services furnished by the Service Provider under this Contract. Service Provider shall perform all work diligently, carefully, and in a good and workman-like manner; shall furnish all labor, supervision, machinery, equipment, materials, and supplies necessary therefore; shall at its sole expense obtain and maintain all permits and licenses required by public authorities, including those of District required in its governmental capacity, in connection with performance of the work; and, if permitted to subcontract, shall be fully responsible for all work performed by subcontractors. 16. Indemnification and Insurance: Indemnification Provisions: To the furthest extent permitted by California law, Service Provider shall defend, indemnify, and hold free and harmless the District, its Board of Education, agents, representatives, officers, consultants, employees, trustees, and volunteers (“the indemnified parties”) from any and all claims, demands, causes of action, suits, actions, costs, expenses, judgments, liability, loss, damage or injury of any kind, nature and description, in law or equity (“Claim”), to property or persons including, but not limited to, personal injury, bodily injury, death, property damage, and consultants’ and/or attorneys’ fees and costs, directly or indirectly arising out of, connected with, or resulting from the negligence, recklessness, errors or omissions, or willful misconduct of Service Provider, its officials, officers, employees, subcontractors, consultants, or agents, directly or indirectly arising out of, connected with, or resulting from the performance of the Services, the Project, or this Agreement, including without limitation the payment of all consequential damages; or from any activity, work, or thing done, permitted, or suffered by the Service Provider in conjunction with this Agreement, unless the claims are caused wholly by the sole negligence or willful misconduct of the District. The District shall have the right to accept or reject any legal representation that Service Provider proposes to defend the indemnified parties. Insurance Provisions: Prior to the provision of services under this contract, the contractor agrees to purchase all required insurance at contractor’s expense and to deposit with the District Certificates of Insurance, including all endorsements required herein, necessary to satisfy the District that the insurance provisions of this Contract have been complied with and to keep such insurance coverage and the certificates therefore on deposit with the District during the entire term of this contract. In addition, all subcontractors performing work on behalf of contractor pursuant to this contract shall obtain insurance subject to the same terms and conditions as set forth herein for contractor. All self-insured retentions (SIRs) and deductibles shall be clearly stated on the Certificate of Insurance. If no SIRs or deductibles apply, indicate this on the Certificate of Insurance with a 0 by the appropriate line of coverage. Any self-insured retention (SIR) or deductible in an amount in excess of $25,000 ($5,000 for automobile liability), shall specifically be approved by the Board. If the contractor fails to maintain insurance acceptable to the District for the full term of this contract, the District may terminate this contract. Qualified Insurer: The policy or policies of insurance must be issued by an insurer licensed to do business in the state of California (California Admitted Carrier). Minimum insurance company ratings as determined by the most current edition of the Best’s Key Rating Guide/Property-Casualty/United States or ambest.com shall be A-(Secure Best’s Rating) and VIII (Financial Size Category). If the insurance carrier is a non-admitted carrier in the state of California, the Board retains the right to approve or reject carrier after a review of the company’s performance and financial ratings. This policy or policies of insurance maintained by the Service Provider shall provide the minimum limits and 19
coverage as set forth below:
Commercial General Liability
$1,000,000 per occurrence; $2,000,000 aggregate
Automobile Liability – Any Auto
$1,000,000 per occurrence;
Workers Compensation
Statutory limits pursuant to State law
Employers’ Liability
$2,000,000
All insurance policies required by this Contract shall waive all rights of subrogation against the District and members of the Board, its elected and appointed officials, officers, agents and employees when acting within the scope of their appointment or employment. The Workers’ Compensation policy shall contain a waiver of subrogation endorsement waiving all rights of subrogation against the District, and members of the Board, its elected and appointed officials, officers, agents and employees. All insurance policies required by this Contract shall give the District 30 day notice in the event of cancellation and 10 days for non-payment of premium. This shall be evidenced by policy provisions or an endorsement separate from the Certificate of Insurance. The Commercial General Liability policy shall contain a severability of interests clause, also known as a “separation of insureds” clause (standard in the ISO CG 001 policy). Insurance certificates should be forwarded to the agency/department address listed on the solicitation. If the contractor fails to provide the insurance certificates and endorsements within seven days of notification by CEO/Purchasing or the agency/department purchasing division, award may be made to the next qualified vendor. District expressly retains the right to require Service Provider to increase or decrease insurance of any of the above insurance types throughout the term of this Contract. Any increase or decrease in insurance will be as deemed by Board as appropriate to adequately protect District. District shall notify Service Provider in writing of changes in the insurance requirements. If Service Provider does not deposit copies of acceptable certificates of insurance and endorsements with District incorporating such changes within thirty days of receipt of such notice, this Contract may be in breach without further notice to Service Provider, and District shall be entitled to all legal remedies. The procuring of such required policy or policies of insurance shall not be construed to limit Service Provider's liability hereunder nor to fulfill the indemnification provisions and requirements of this Contract, nor act in any way to reduce the policy coverage and limits available from the insurer. All insurance policies required by this Contract shall give the District notice in the event of cancellation. This shall be evidenced by an endorsement separate from the Certificate of Insurance. In addition, the cancellation clause must include language as follows, which edits the pre-printed ACORD certificate. 17. Bills and Liens: Service Provider shall pay promptly all indebtedness for labor, materials and equipment used in performance of the work. Service Provider shall not permit any lien or charge to attach to the work or the premises, but if any does so attach, Service Provider shall promptly procure its release and, in accordance with the requirements of paragraph “16” above, indemnify, defend, and hold District 20
harmless and be responsible for payment of all costs, damages, penalties and expenses related to or arising from or related thereto. 18. Changes: Service Provider shall make no changes in the work or perform any additional work without the District’s specific written approval. (GC11010.5) 19. Change of Ownership: Service Provider agrees that if there is a change or transfer in ownership of Service Provider’s business prior to completion of this Contract, the new owners shall be required under terms of sale or other transfer to assume Service Provider’s duties and obligations contained in this Contract and complete them to the satisfaction of District. 20. Force Majeure: Service Provider shall not be assessed with liquidated damages or unsatisfactory performance penalties during any delay beyond the time named for the performance of this Contract caused by any act of God, war, civil disorder, employment strike or other cause beyond its reasonable control, provided Service Provider gives written notice of the cause of the delay to District within 24 hours of the start of the delay and Service Provider avails himself of any available remedies. 21. Confidentiality: Service Provider agrees to maintain the confidentiality of all District and Districtrelated records and information pursuant to all statutory laws relating to privacy and confidentiality that currently exist or exist at any time during the term of this Contract. All such records and information shall be considered confidential and kept confidential by Service Provider and Service Provider’s staff, agents and employees. 22. Compliance with Laws: Service Provider shall observe and comply with all rules and regulations of the governing board of the District and all federal, state, and local laws, ordinances and regulations. Service Provider shall give all notices required by any law, ordinance, rule and regulation bearing on conduct of the Work as indicated or specified. If Service Provider observes that any of the Work required by this Agreement is at variance with any such laws, ordinance, rules or regulations, Service Provider shall notify the District, in writing, and, at the sole option of the District, any necessary changes to the scope of the Work shall be made and this Agreement shall be appropriately amended in writing, or this Agreement shall be terminated effective upon Service Provider’s receipt of a written termination notice from the District. If Service Provider performs any work that is in violation of any laws, ordinances, rules or regulations, without first notifying the District of the violation, Service Provider shall bear all costs arising therefrom. 23. Pricing: The Contract bid price shall include full compensation for providing all required goods, in accordance with required specifications, or services, as specified herein or when applicable, in the scope of services attached to this Contract, and no additional compensation will be allowed therefore, unless otherwise provided for in this Contract. 24. Terms and Conditions: Service Provider acknowledges that it has read and agrees to all terms and conditions included in this Contract. 25. Headings: The various headings and numbers herein, the grouping of provisions of this Contract into separate clauses and paragraphs, and the organization hereof are for the purpose of convenience only and shall not limit or otherwise affect the meaning hereof. 26. Severability: If any term, covenant, condition or provision of this Contract is held by a court of competent jurisdiction to be invalid, void, or unenforceable, the remainder of the provisions hereof shall remain in full force and effect and shall in no way be affected, impaired or invalidated thereby. 27. Calendar Days: Any reference to the word “day” or “days” herein mean calendar day or calendar days, respectively, unless otherwise expressly provided. 28. Attorney Fees: In any action or proceeding to enforce or interpret any provisions of this Contract, or where any provisions hereof is validly asserted as a defense, each party shall bear its own attorney’s fees, costs and expenses. 29. Interpretation: This Contract has been negotiated at arm’s length and between persons sophisticated and knowledgeable in the matters dealt with in this Contract. In addition, each party has been 21
represented by experienced and knowledgeable independent legal counsel of their own choosing or has knowingly declined to seek such counsel despite being encouraged and given the opportunity to do so. Each party further acknowledges that they have not been influenced to any extent whatsoever in executing this Contract by any other party hereto or by any person representing them, or both. Accordingly, any rule or law (including California Civil Code Section 1654) or legal decision that would require interpretation of any ambiguities in this Contract against the party that has drafted it is not applicable and is waived. The provisions of this Contract shall be interpreted in a reasonable manner to effect the purpose of the parties and this Contract. 30. Authority: The Parties to this Contract represent and warrant that this Contract has been duly authorized and executed and constitutes the legally binding obligation of their respective organization or entity, enforceable in accordance with its terms. 31. Employee Eligibility Verification: The Service Provider warrants that it fully complies with all Federal and State statutes and regulations regarding the employment of aliens and others and that all its employees performing work under this Contract meet the citizenship or alien status requirement set forth in Federal statues and regulations. The Service Provider shall obtain, from all employees performing work hereunder, all verification and other documentation of employment eligibility status required by Federal or State statutes and regulations including, but not limited to, the Immigration Reform and Control Act of 1986, 8 U.S.C. §1324 et seq., as they currently exist and as they may be hereafter amended. The Service Provider shall retain all such documentation for all covered employees for the period prescribed by the law. The Service Provider shall indemnify, defend with counsel approved in writing by District, and hold harmless, the District, its agents, officers, and employees from employer sanctions and any other liability which may be assessed against the Service Provider or the District or both in connection with any alleged violation of any Federal or State statutes or regulations pertaining to the eligibility for employment of any persons performing work under this Contract. 32. Limitation of District Liability: Other than as provided in this Agreement, District’s financial obligations under this Agreement shall be limited to the payment of the compensation provided in this Agreement. Notwithstanding any other provision of this Agreement, in no event, shall District be liable, regardless of whether any claim is based on contract or tort, for any special, consequential, indirect or incidental damages, including, but not limited to, lost profits or revenue, arising out of or in connection with this Agreement for the services performed in connection with this Agreement. 33. Provisions Required By Law Deemed Inserted: Each and every provision of law and clause required by law to be inserted in this Agreement shall be deemed to be inserted herein and this Agreement shall be read and enforced as though it were included therein. 34. Conduct on District Premises: Service Provider shall, at all times, comply with and abide by all reasonable policies and procedures of the District (or that may be established thereby, from time to time) that pertain to conduct on the District’s premises, possession or distribution of contraband, or the access to, and security of, the Party’s real property or facilities, to the extent that the Service Provider has been provided with a copy of each such policy or procedure. Service Provider shall exercise due care and diligence to prevent any injury to persons or damage to property while on the other Party’s premises. Each Party’s personnel shall clearly identify themselves as the appropriate Party’s personnel and not as employees of the other Party. When on the other Party’s premises, each Party’s personnel shall wear and clearly display identification badges or tags, as approved by the other Party. Service Provider’s employees shall not smoke or use profanity or other inappropriate language while on site. Service Provider’s employees shall not enter the facility while under the influence of alcohol, drugs or other intoxicants and shall not have such materials in their possession. 35. Notices: All notices under this Agreement shall be in writing and shall be delivered by personal service or by certified or registered mail, postage prepaid, return receipt requested, to the parties. Any written notice to any of the parties required or permitted hereunder shall be deemed to have been duly given on the date of service if served personally or if served by facsimile transmission (with confirmation of receipt), or seventy-two (72) hours after mailing. Rejection or other refusal to accept or the inability to 22
deliver because of changed address of which no notice was given as provided hereunder shall be deemed to be receipt of the notice, demand or request sent. Notices to the parties shall be addressed as follows: To District: Glendale Unified School District 223 N. Jackson Street Glendale, CA 91206 818-241-3111 ext. 477 To Service Provider: Attn: Service Provider Address City, State Zip Name: Phone: Fax: Each party shall provide the other party with telephonic and written notice of any change in address as soon as practicable. THE FOLLOWING PROVISIONS ARE REQUIRED IN PURCHASE ORDERS FOR CONTRACTING THAT WILL BE PERFORMED ON SCHOOL SITES AND/OR AROUND CHILDREN. 36. FINGERPRINT CLEARANCE: Under Education Code Section 45125.1, Service Provider and its subcontractors shall ensure that all employees working with the San Diego Unified School District obtain fingerprint background clearance through the California Department of Justice screening process: Service Provider will ensure that subcontractors will not place any person at a school whom has a conviction of a serious or violent felony as defined in Education Code Section 44830.1 (c)(1), or sex offense as defined in Education Code Section 44010 or controlled substance offense as defined by Education Code Section 44011. 37. TUBERCULOSIS EXAMINATION: Service Provider and its subcontractors shall ensure that all employees working with the San Diego Unified School District will provide a tuberculosis (TB) certificate of clearance prior to commencing initial employment. Service Provider will ensure that subcontractors will not place any person at a school without a valid TB certificate on file showing the employee was examined and found to be free from active tuberculosis, as defined in Education Code Section 49406.1 (a).
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SECTION 3.1 ATTACHMENT A Scope of Service Overview Glendale Unified School District is an educational agency of the State of California. The District is the 3rd largest district in Los Angeles County serving approximately 24,000 students in 32 schools within the cities of Glendale and La Crescenta. More information about the District is available at www.gusd.net. The District is seeking proposals for Document Reprographic Services for the 2015/2016 school year. Reprographic services required are for the entire district for educational materials for K-12, and Planning, Development and Facilities projects. The Educational materials for K-12 will include various printing of material and binding as necessary. Reproduction projects for Planning will include projects ranging from new construction projects to modernizations of existing facilities to site specific improvements. The firm providing reprographic services shall provide copies of plans and specifications. Bonding may be required so that documents can be picked up at the Division of the State Architect’s office and scanned. The firm’s ability to perform a variety of other specialized reprographic services shall be considered. The District intends to award an agreement to one or more Service Providers to ensure that the reproduction needs of the District are completed and delivered in a timely manner. Required Services The District is seeking to contract with a Service Provider to provide reproduction services to include sorting and packaging of materials for each location. The services shall include, but are not necessarily limited to, the following: If additional task(s) are warranted, Service Provider must clearly identify the task(s) in their proposal. In addition, the selected Service Provider shall comply with all applicable laws and regulations. 1. The Service Provider shall accept electronic and hardcopy materials to be duplicated and distributed to the schools as required. 2. Service Provider shall provide quotes based on agreement pricing on a project by project basis. 3. Service Provider shall provide printing to include, but not limited to, the following: a. Black and white digital and/or photocopying b. Full color digital and/or photocopying c. Spot color printing d. 4 color process printing e. Black and white Variable Data Print (VDP) f. Full-color Variable Data Print (VDP) g. Reproduction of engineering drawings (sizes up to forty-two inches (42”), various media types and weights, 600 dpi minimum, postscript compatible and various image types). h. The ability to print from electronic files via digital interface. i. Binding and finishing services, including specialized finishing (saddle stitch, perfect bind, coil, foam core mounting, laminating, glue fastback). j. Graphic design services, including minor text changes and/or preparation of dieline. 25
4. Service Provider shall provide direct mailing services to include but not limited to: a. CASS-certified software for USPS certification and presorting with appended bar-coding (Or Equal). b. Data merging of residential address in Glendale and La Crescenta area. c. Printing and inserting of letters in envelops with addresses. d. Ability to make minor adjustment to artwork if necessary e. Provide Proof for District Approval before printing f. Provide District a summary report of mailings. g. Provide bulk mailing rates and other mailing services including, but not limited to: i. Presorting, tie/tray mail by 4-digit code and delivery to Post Office. ii. Barcode feature and sorting capabilities iii. Vendor to use their permit/indicia iv. Provide estimate of postage per piece 5. The Service Provider shall sort material by schools, teacher name or classrooms where applicable. 6. The Service Provider shall establish quality control to ensure that documents produced are of highest quality. Samples will be taken for review and inspection to ensure that documents are legible, in correct order, and proper bounded where applicable. 7. The Service Provider shall complete and deliver all reproduction orders as follows: a. Under 100,000 copies within 36 hours of receipt or approval of proof b. Under 500,000 copies within 48 hours of receipt or approval of proof c. Under 1 million copies within 5 days of receipt or approval of proof d. Under 3 million copies within 7 calendar days or approval of proof e. Under 5 million copies within 10 calendar days or approval of proof 8. The Service Provider shall acknowledge receipt of all orders within one hour and execute delivery and pick up of hardcopies from District sites, where necessary. 9. Where requested, proof shall be approved prior to printing. 10. The Service Provider shall ensure that all reproduction work for the District is secure and any non-usable copies destroyed. At no time shall educational materials be distributed to any unauthorized District staff or to the public without District’s written approval. 11. The Service Provider shall invoice directly to each site or requester with purchase order number. No order shall be processed without a valid purchase order. Service Provider shall track all blanket purchase orders and include funding level and balance on the invoices. 12. The Service Provider shall provide, on a quarterly basis, a summary of each site’s orders with purchase order number, balance, volume, and total number of orders. 13. Service Provider shall provide credit and/or replacement when copies are illegible or missing. 14. Service Provider shall replace any missing or illegible copies if requested by the District or the site within 5 hours of the notification. If the District elects for credit, the Service Provider shall credit the invoice for the missing or illegible copies at 1.5x the rate. 15. The District reproduction orders are time of the essence. Damage fee for late delivery of $10 per day shall be applied as credit to the invoice. 16. Service Provider invoice documentations are to include receipt (time stamp) of materials or date and signature on proofs, and the District site (time stamp) or signature with date and time of delivery. 17. The Service Provider shall assign a dedicated customer service representative and a qualified substitute available for District agencies to contact at all times, Monday through Friday, from 7:00 a.m. to 5:00 p.m. Customer service is a critical portion of the relationship. A local or toll free number is preferred. 18. No fuel surcharges will be allowed for this agreement. 19. Annual renewal and fee increase requests shall be considered 30 days prior to the effective date of this Agreement with written notification; subject to negotiation and approval by both parties. 20. Service Provider shall review and agree to provide the requirements as specified in the RFQ.
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EXHIBIT A Glendale Unified School District locations Name High Schools Crescenta Valley High Clark Magnet High Glendale High Herbert Hoover High Daily High Middle Schools Theodore Roosevelt Middle Rosemont Middle Eleanor Toll Middle Woodrow Wilson Middle Elementary Schools Balboa Cerritos Columbus Dunsmore Thomas Edison Benjamin Franklin John Fremont Glenoaks Thomas Jefferson Mark Keppel La Crescenta Abraham Lincoln Horace Mann John Marshall Monte Vista Mountain Avenue John Muir Valley View Verdugo Woodlands R. D. White Other Educational Facilities Cloud Pre-School College View EEELP Verdugo Academy
Address 2900 Community Ave., La Crescenta 91214 4747 New York Ave., La Crescenta 91214 1440 E. Broadway, Glendale 91205 651 Glenwood Road, Glendale 91202 220 N. Kenwood, Glendale 91206 222 East Acacia Ave., Glendale 91205 4725 Rosemont Ave., La Crescenta 91214 700 Glenwood Road, Glendale 91202 1221 Monterey Road, Glendale 91206 1844 Bel Aire Drive, Glendale 91201 120 E. Cerritos Ave., Glendale 91205 425 W. Milford, Glendale 91203 4717 Dunsmore Ave., La Crescenta 91214 435 S. Pacific Ave., Glendale 91204 1610 Lake Street, Glendale 91201 3320 Las Palmas Ave., Glendale 91208 2015 East Glenoaks Blvd., Glendale 91206 1540 Fifth Street, Glendale 91201 730 Glenwood Road, Glendale 91202 4343 La Crescenta Ave., La Crescenta 91214 4310 New York Ave., La Crescenta 91214 501 East Acacia Ave., Glendale 91205 1201 East Broadway, Glendale 91205 2620 Orange Ave., La Crescenta 91214 2307 Mountain Ave., La Crescenta 91214 912 S. Chevy Chase Dr., Glendale 91205 . 4900 Maryland Ave., La Crescenta 91214 1751 North Verdugo Road, Glendale 91208 744 East Doran Street, Glendale 91206
4444 Cloud Ave., La Crescenta 91214 1700 E. Mountain St., Glendale 91206 520 E. Wilson St., Glendale 91206 4717 Dunsmore Ave., La Crescenta 91214
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Other District Facilities Administration Center Facilities & Support Food Services Office Planning
223 N. Jackson St., Glendale 91206 333 W. Magnolia Ave., Glendale 91204 319 N. Central Ave., Glendale 91203 333 W. Magnolia Ave., Glendale 91204
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EXHIBIT B MASTER PRICING
RFQ Reprographic Services Description
Unit
1 B&W Copies ‐ 8.5 x 11, Single Side,
Each
2 B&W Copies ‐ 8.5 x 11, Double Side,
Each
3 B&W Copies ‐ 11 x 17, Single Side,
Each
4 B&W Copies ‐ 15 x 22, Single Side,
Each
White Bond 20 lb.
Architectural Duplication
5
C Size ( 18 inch x 24 inch)
Each
6
D Size (24 inch x 36 inch)
Each
7
E Size (36 inch x 48 inch)
Each
8
Glue Edge Binding (Fastback or equivalent)
9
Spine Imprint
Color Bond 20 lb.
Vellum
Mylar
Narrow
Medium
Wide
< 10sheet
11 to 49
50+
Each
10 Spiral Binding
Each
11 Staple Sets ‐ Hand
Each
12 3 Hole Punch ‐ 8.5 x 11
Each
13 Data File Conversion to PDF
Each
14 Scan oversize Print “D/E” to PDF
Each
15 Data File Conversion to PDF
Each
16 Mounting (Foam Board)
sq. inch
17 Laminating 3mm
sq. inch
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MASTER PRICING
RFQ Printing/Direct Mailing Description
Unit
1
B&W Copies ‐ 8.5 x 11, Bond
Each
2
Color Copies ‐ 8.5 x 11, Bond
Each
3
Full Color Post Card Printing ‐ 4 x 6,
Each
4
Full Color Post Card Printing ‐ 5 x 7
Each
5
Full Color Post Card Printing ‐ 8 x 10
Each
6
Address Label Printing
Each
7
Inkjet Address Printing
Each
8
Folding ‐ Bi‐Fold, Double Fold
Each
9
Envelop and Insertion
Each
1000
2000
5000
Attach fee and rate sheet for all other services performed that is not specifically listed above.
30
10000
SECTION 3.4 ATTACHMENT B PAYMENT / COMPENSATION 1. Compensation: This is a Contract between the District and Service Provider for the reproduction and mailing services, as set forth in Schedule “A” Bid Pricing. The Service Provider shall only be compensated as set forth herein below for goods/service provided in accordance with the Scope of Work. The District shall have no obligation to pay any sum in excess of total Contract amount specified herein unless authorized by amendment in accordance with Paragraphs 3 and 18 of the Contract Terms and Conditions. 2. Pricing: Payment shall be made in accordance with the provisions of this Contract. Additional compensation will not be allowed unless prior written authorization from District has been received. 3. Payment Terms: Invoices are to be submitted in arrears, after goods/services have been received. Payment will be net 30 days after receipt of an invoice in a format acceptable to the District’s Accounts Payable Office. Invoices shall be verified and approved by the Requestor and subject to routine processing requirements. The responsibility for providing an acceptable invoice to Accounts Payable Office for payment rests with the Service Provider. Incomplete or incorrect invoices are not acceptable and will be returned to the Service Provider for correction. Billing shall cover goods not previously invoiced. The Service Provider shall reimburse the District for any monies paid to the Service Provider for goods not provided, or when goods do not meet the contract requirements. Payments made by the District shall not preclude the right of the District from thereafter disputing any items involved or billed under this Contract and shall not be construed as acceptance of any part of the goods. The District agrees to compensate the Service Provider at the pricing as set forth in Attachment D for the reproduction and mailing services. Payments shall be made upon acceptance by the Requestor. Invoicing Instructions: The Service Provider will provide an invoice on the Service Provider’s letterhead. Each invoice will have a unique number and will include the following information. Invoicing Instructions: The Service Provider will provide an invoice on the Service Provider’s letterhead. Each invoice will have a unique number and will include the following information: A. Service Provider’s name and address B. Service Provider’s remittance address, if different from (a), above C. Name of District Site D. Delivery address E. Contract number F. Delivery Date G. Description of items delivered and/or service performed, where applicable H. Total I. Purchase Order Number
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ATTACHMENT C VALUE ADDED SERVICES List any additional services and pricing for such services.
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SECTION 4.0
FORMS ALL FORMS IN THIS SECTION MUST BE SUBMITTED IN THEIR ENTIRETY WITH APPROPRIATE SIGNATURES AND INFORMATION. ANY OMISSIONS ARE GROUNDS FOR BIDS TO BE DECLARED “NON-RESPONSIVE” AND INCOMPLETE.
FORMS Section Content Reference List Non-Collusion Affidavit Certificate Regarding Workers Compensation Drug-Free Workplace Certification Tobacco-Free Environment Certification Criminal Background Clearance Certification W-9 Request for Taxpayer Information
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Reference List Bid No. P-57 14/15
Bidder Name: _____________________________ List Comparable projects within past five (5) years. Owner: Contact: Phone number: Description of Prior Project: Date:
Total Value:
Owner: Contact: Phone number: Description of Prior Project: Date:
Total Value:
Owner: Contact: Phone number: Description of Prior Project: Date:
Total Value:
Owner: Contact: Phone number: Description of Prior Project: Date:
Total Value:
Owner: Contact: Phone number: Description of Prior Project: Date:
Total Value:
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NONCOLLUSION DECLARATION TO BE EXECUTED BY BIDDER AND SUBMITTED WITH BID (Public Contract Code section 7106)
The undersigned declares: I am the ___________________ of ________________________, the party making the foregoing bid. The bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation. The bid is genuine and not collusive or sham. The bidder has not directly or indirectly induced or solicited any other bidder to put in a false or sham bid. The bidder has not directly or indirectly colluded, conspired, connived, or agreed with any bidder or anyone else to put in a sham bid, or to refrain from bidding. The bidder has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the bid price of the bidder or any other bidder, or to fix any overhead, profit, or cost element of the bid price, or of that of any other bidder. All statements contained in the bid are true. The bidder has not, directly or indirectly, submitted his or her bid price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, to any corporation, partnership, company, association, organization, bid depository, or to any member or agent thereof, to effectuate a collusive or sham bid, and has not paid, and will not pay, any person or entity for such purpose. Any person executing this declaration on behalf of a bidder that is a corporation, partnership, joint venture, limited liability company, limited liability partnership, or any other entity, hereby represents that he or she has full power to execute, and does execute, this declaration on behalf of the bidder. I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct and that this declaration is executed on ____________[date], at ____________[city], _____________[state].
_________________________________ Signature _________________________________ Print Name
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CERTIFICATE REGARDING WORKERS' COMPENSATION Labor Code Section 3700: "Every employer except the State shall secure the payment of compensation in one or more of the following ways: (a)
By being insured against liability to pay compensation in one or more insurers duly authorized to write compensation insurance in this State.
(b)
By securing from the Director of Industrial Relations a certificate of consent to self-insure, which may be given upon furnishing proof satisfactory to the Director of Industrial Relations of ability to self-insure and to pay any compensation that may become due to his employees.
I am aware of the provisions of Section 3700 of the Labor Code which require every employer to be insured against liability for worker's compensation or to undertake self-insurance in accordance with the provisions of that code, and I will comply with such provisions before commencing the performance of this contract. BIDDER NAME: AUTHORIZED AGENT (SIGNATURE): AUTHORIZED AGENT (PRINT): AUTHORIZED AGENT (TITLE): (In accordance with Article 5 {commencing at Section 1860}, Chapter 1, Part 7, Division 2 of the Labor Code, the above certificate must be signed and filed with the awarding body prior to performing any work under this contract.)
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DRUG-FREE WORKPLACE CERTIFICATION PROJECT/CONTRACT NO.: Bid No. P-57 14/15 – Reproduction & Mailing Services between Glendale Unified School District (the “District” or the “Owner”) and (the “Contractor” or the “Bidder”) (the “Contract” or the “Project”). This Drug-Free Workplace Certification form is required from the successful Bidder pursuant to Government Code section 8350 et seq., the Drug-Free Workplace Act of 1990. The Drug-Free Workplace Act of 1990 requires that every person or organization awarded a contract or grant for the procurement of any property or service from any state agency must certify that it will provide a drug-free workplace by doing certain specified acts. In addition, the Act provides that each contract or grant awarded by a state agency may be subject to suspension of payments or termination of the contract or grant, and the contractor or grantee may be subject to debarment from future contracting, if the contracting agency determines that specified acts have occurred. The District is not a “state agency” as defined in the applicable section(s) of the Government Code, but the District is a local agency and public school district under California law and requires all contractors on District projects to comply with the provisions and requirements of Government Code section 8350 et seq., the Drug-Free Workplace Act of 1990. Contractor shall certify that it will provide a drug-free workplace by doing all of the following: 1 Publishing a statement notifying employees that the unlawful manufacture, distribution, dispensation, possession, or use of a controlled substance is prohibited in the person’s or organization’s workplace and specifying actions which will be taken against employees for violations of the prohibition; 2 Establishing a drug-free awareness program to inform employees about all of the following:
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a. The dangers of drug abuse in the workplace. b. The person’s or organization’s policy of maintaining a drug-free workplace. c. The availability of drug counseling, rehabilitation, and employee-assistance programs. d. The penalties that may be imposed upon employees for drug abuse violations. Requiring that each employee engaged in the performance of the contract or grant be given a copy of the statement required above, and that, as a condition of employment on the contract or grant, the employee agrees to abide by the terms of the statement.
I, the undersigned, agree to fulfill the terms and requirements of Government Code section 8355 listed above and will publish a statement notifying employees concerning (a) the prohibition of controlled substance at the workplace, (b) establishing a drug-free awareness program, and (c) requiring that each employee engaged in the performance of the contract be given a copy of the statement required by section 8355(a), and requiring that the employee agree to abide by the terms of that statement. I also understand that if the District determines that I have either (a) made a false certification herein, or (b) violated this certification by failing to carry out the requirements of section 8355, that the Contract awarded herein is subject to termination, suspension of payments, or both. I further understand that, should I violate the terms of the Drug-Free Workplace Act of 1990, I may be subject to debarment in accordance with the requirements of section 8350 et seq. I acknowledge that I am aware of the provisions of Government Code section 8350 et seq. and hereby certify that I will adhere to the requirements of the Drug-Free Workplace Act of 1990. Date: Proper Name of Contractor Signature: Print Name: Title:
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TOBACCO-FREE ENVIRONMENT CERTIFICATION PROJECT/CONTRACT NO.: Bid No. P-57 14/15 – Reproduction Services between Glendale Unified School District (the “District” or the “Owner”) and (the “Service Provider” or the “Bidder”) (the “Contract” or the “Project”). This Tobacco-Free Environment Certification form is required from the successful Bidder. Pursuant to, without limitation, 20 U.S.C section 6083, Labor Code section 6400 et seq., Health & Safety Code section 104350 et seq. and District Board Policies, all District sites, including the Project site, are tobacco-free environments. Smoking and the use of tobacco products by all persons is prohibited on or in District property. District property includes school buildings, school grounds, school owned vehicles and vehicles owned by others while on District property. I acknowledge that I am aware of the District’s policy regarding tobacco-free environments at District sites, including the Project site and hereby certify that I will adhere to the requirements of that policy and not permit any of my firm’s employees, agents, subcontractors, or my firm’s subcontractors’ employees or agents to use tobacco and/or smoke on the Project site. Date: Proper Name of Service Provider: Signature: Print Name: Title:
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CRIMINAL BACKGROUND INVESTIGATION / FINGERPRINTING CERTIFICATION PROJECT/CONTRACT NO.: Bid No. P‐57 14/15 – Reproduction Services between the Glendale Unified School District (“District”) and or “Project”).
(“Contractor” ) (“Contract”
The undersigned does hereby certify to the governing board of the District that (1) he/she is a representative of the Service Provider, (2) he/she is familiar with the facts herein certified, (3) he/she is authorized and qualified to execute this certificate on behalf of Service Provider; and (4) that the following is true and correct: 1.
2.
Education Code. Contractor has taken at least one of the following actions with respect to the Project (check all that apply): _____
The Contractor has complied with the fingerprinting requirements of Education Code section 45125.1 with respect to all Contractor's employees and all of its subcontractors’ employees who may have contact with District pupils in the course of providing services pursuant to the Contract, and the California Department of Justice has determined that none of those employees has been convicted of a felony, as that term is defined in Education Code section 45122.1. A complete and accurate list of Contractor's employees and of all of its subcontractors' employees who may come in contact with District pupils during the course and scope of the Contract is attached hereto; and/or
_____
Pursuant to Education Code section 45125.2, Contractor has installed or will install, prior to commencement of work , a physical barrier at the Project site, that will limit contact between Contractor's employees and District pupils at all times; and/or
_____
Pursuant to Education Code section 45125.2, Contractor certifies that all employees will be under the continual supervision of, and monitored by, an employee of the Contractor who the California Department of Justice has ascertained has not been convicted of a violent or serious felony. The name and title of the employee who will be supervising Contractor's employees and its subcontractors' employees is: Name: Title:
_____
The Work on the Contract is at an unoccupied school site and no employee and/or subcontractor or supplier of any tier of Contract shall come in contact with the District pupils.
Megan’s Law (Sex Offenders). I have verified and will continue to verify that the employees of Contractor that will be on the Project site and the employees of the Subcontractor(s) that will be on the Project site are not listed on California’s “Megan’s Law” Website (http://www.meganslaw.ca.gov/).
Contractor’s responsibility for background clearance extends to all of its employees, subcontractors, and employees of subcontractors coming into contact with District pupils regardless of whether they are designated as employees or acting as independent contractors of the Contractor. Date: Proper Name of Contractor: Signature: Print Name: Title: END OF DOCUMENT
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W-9 Request for Taxpayer Information PLEASE COMPLETE AND SUBMIT THE LASTEST IRS FORM W-9 FOUND ONLINE AT: http://www.irs.gov/pub/irs-pdf/fw9.pdf
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