Procurement Department 1001 E Chestnut Expressway Springfield, MO 65802
Telephone: 417.447.4815 Facsimile: 417.447.4856 Email:
[email protected]
REQUEST FOR PROPOSAL NUMBER #OTC00041 Date: 6/26/2015
Center for Workforce Development This document constitutes a request for UNSEALED proposals from qualified offerors for the purchase of printing services for the Center for Workforce Development Fall Schedule for Ozarks Technical Community College in accordance with the requirements, terms and conditions of this Request for Proposal. Date and Time Returnable: 2:00 p.m. on July 10, 2015 Contact: Hope Brooks-Lovan
Email:
[email protected]
The offeror hereby agrees to furnish items and/or services pursuant to all requirements and specifications contained in this document, upon either the receipt of an authorized purchase order from Ozarks Technical Community College, or when this document is countersigned by Ozarks Technical Community College as a binding contract. The offeror further agrees that the language of this document shall govern in the event of a conflict with the offeror’s proposal. Company Name
Date
Mailing Address
Telephone
City
State
Zip Code
Facsimile
Email
Printed Name
Authorized Signature
Title
Ozarks Technical Community College 1001 East Chestnut Expressway Springfield, Missouri 65802
Table of Contents Table of Contents
2
1 Overview
3
2 Services and Scope
4
3 Evaluation Criteria
6
3.1 Proposal Submission Information
7
4 General Contractual Requirements
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1 Overview Since opening its doors in 1991, Ozarks Technical Community College (OTC) has been an integral part of the success of thousands of our citizens. Twenty-three years later, we are the third-largest community college in Missouri, and we help more students every year to continue their education and prepare themselves for today’s competitive job market. Ozarks Technical Community College is a public community college and is committed to providing tomorrow's leaders and innovators the valuable education they need to succeed. OTC serves over 14,000 + students and growing.
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2 Services and Scope OTC is doing a mailed Center for Workforce Development Fall Schedule in September 2015 and are accepting bids. Please carefully review the specs below. Bids will only be accepted from established print companies; no third party representatives. Bids will only be accepted from vendors that supply required samples for evaluation. It is in the interest of the College to create a cost-saving relationship with a high quality printer. However, it is understood that the stated quantities, specifications and projects are subject to change and the College does not guarantee it will contract any project at all. . The College reserves the right to reject all proposals and not award a contract as a result of this Request for Proposal. “By virtue of statutory authority, a preference will be given to materials, products, supplies, provisions and all other articles produced, manufactured, made or grown within the state of Missouri.” RSMo. § 34.060.
Project Name: OTC Center for Workforce Development Fall Schedule Finish size: 8.25” (w) X 10.25” (h), double-sided (Slight variations in sizes will be considered) Finish: Saddle-stitched, trimmed Cover: 70# silk text (4 pages) Cover color: 4/4 Text stock: 35# 80 Brite white newsprint (16 pages) Text color: 4/4 Page count: 16 pages + 4 page cover Quantity: 157,000 approximate
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Ozarks Technical Community College 1001 East Chestnut Expressway Springfield, Missouri 65802
Mailing information: Date in mailboxes: September 1 Mail to the following zip codes in a residential saturation
zip
county
city
total
65669 CHRISTIAN
HIGHLANDVILLE, MO
65619 GREENE
BROOKLINE, MO
3149
65781 GREENE
WILLARD, MO
3194
65738 GREENE
REPUBLIC, MO
7119
65810 GREENE
SPRINGFIELD, MO
9034
65714 CHRISTIAN
NIXA, MO
12135
65721 CHRISTIAN
OZARK, MO
11284
65604 GREENE
ASH GROVE, MO
1393
65648 GREENE
FAIR GROVE, MO
2054
65803 GREENE
SPRINGFIELD, MO
18072
65807 GREENE
SPRINGFIELD, MO
25383
65809 GREENE
SPRINGFIELD, MO
4579
65742 WEBSTER
ROGERSVILLE, MO
4462
65802 GREENE
SPRINGFIELD, MO
18820
65806 GREENE
SPRINGFIELD, MO
5590
65757 GREENE
STRAFFORD, MO
2627
65804 GREENE
SPRINGFIELD, MO
18162
65705 LAWRENCE MARIONVILLE, MO 65725 GREENE
PLEASANT HOPE, MO
65706 WEBSTER
MARSHFIELD, MO
Grand Total CWD Fall Schedule RFP
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1558 963 5790
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Ozarks Technical Community College 1001 East Chestnut Expressway Springfield, Missouri 65802
3 Evaluation Criteria Ozarks Technical Community College will evaluate Vendor’s proposal based on the following: 1) Cost (70%) a. Cost of printing b. Cost of mail prep services c. Shipping charges 2) Quality & Flexibility (25%) a. Vendor capabilities include printing, as well as experienced mailing services. b. Quality of samples provided by printer. Samples submitted should be similar in nature to projects specified in this bid. Samples will be evaluated for overall color, saturation, imperfections, registration, trimming, resolution and offsetting. c. Required print samples must be received before the deadline. Please send the print samples to: Ozarks Technical Community College ATTN: Hope Brooks-Lovan 1001 East Chestnut Expressway IC205C Springfield, MO 65802 3) References (5%) a. Please provide contact information for at least three current clients similar in size and/or structure to OTC, including the name of the company, address, contact person name and their telephone number and email address. b. OTC may serve as a reference for vendors with past printing experience with the college.
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Ozarks Technical Community College 1001 East Chestnut Expressway Springfield, Missouri 65802
3.1 Proposal Submission Information 1. Offeror Contacts: a. For Procurement process questions, please contact the Purchasing Department at 417-447-4815 or
[email protected]. b. For all other questions regarding the scope of work for the RFP, please contact Hope Brooks-Lovan, Assistant Director of Creative Services,
[email protected]. Offerors must not contact other employees of the College concerning this procurement. 2. Submission of Proposals: Proposals must be priced, signed, and submitted electronically through ION Wave (http://otc.ionwave.net/Login.aspx.) by the closing date and time specified. Samples must be received by closing date and time specified. Any proposal received after the exact closing date and time specified will not be opened and will not be evaluated regardless of the reason(s) or mitigating circumstances related to its lateness or degree of lateness. Submissions will only be received through ION Wave. a. Sample Submission: Required print samples must be received before the deadline. Please send the print samples to: Ozarks Technical Community College ATTN: Hope Brooks-Lovan 1001 East Chestnut Expressway IC205C Springfield, MO 65802 b. RFP Pages: At a minimum, the offeror must sign and return the RFP cover page or, if applicable, the cover page of the last amendment thereto, in order to constitute acceptance by the offeror of all RFP terms and conditions. Failure to sign and return the cover page of the RFP, all amendments thereto, and the required pricing information may result in rejection of the offeror’s proposal unless the offeror’s full compliance with all provisions of the entire RFP, all amendments, and RFP pricing pages is indicated elsewhere within the offeror’s response. 3. Open Records Law: The offeror is hereby advised that, upon completion of the evaluation process, all proposals and associated documentation will be made public pursuant to the “Open Records” law of the State of Missouri (RSMo 610.021). Please do not include statements of confidentiality or proprietary information in your proposal. All proposals are required to become a matter of public record according to state law. Allowable exclusions under state law are “software codes for electronic data processing and documentation thereof” and “records relating to scientific and technological innovations in which the owner has a proprietary interest.” 4. Official Position: The offeror is advised that the official position of the College is that position which is stated in writing and issued by the Purchasing Office as a Request for CWD Fall Schedule RFP
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Proposal and any amendments thereto. No other means of communication, whether oral or written, shall be construed as a formal or official response or statement. 5. Evaluation Process: Any contract award resulting from this request shall be made following the evaluation of all proposals which are responsive to the terms, conditions, and provisions of the Request for Proposal. The comparative assessment of the relative benefits and deficiencies of a proposal in relation to the published evaluation criteria will be made using subjective judgment. Bids will only be accepted from established print companies; no third party representatives. Preference may be given to vendors within the OTC taxing district. The College will be the sole judge as to the acceptability, for our purposes, of any and all proposals. Proposals will be evaluated according to the evaluation criteria stated below: Cost 70% Quality & Flexibility References
25% 5%
a. Oral Presentation: After an initial screening process, the offeror may be requested to make an oral presentation of his/her proposal to selected College personnel to clarify or verify the offeror’s proposal and to assist the College in developing a comprehensive assessment of the offeror’s proposed system. If such a presentation is deemed necessary, the offeror will be so notified by the Purchasing Office. b. Negotiation: The College reserves the right to negotiate with selected offerors if deemed necessary and in the best interests of the College. Offerors are cautioned, however, that an award decision may be made without negotiation, based on the prices and terms of an offeror’s original proposal. c. Offeror’s Responsibility: The offeror is cautioned that it is the offeror’s sole responsibility to submit information related to the evaluation categories identified herein and that the College is under no obligation to solicit such information if it is not included as part of the offeror’s proposal. Failure to submit such information may cause an adverse impact on the evaluation of the offeror’s proposal. d. Conformity with Specifications: Any deviations from the requirements of this Request for Proposal must be set forth in detail as part of the offeror’s proposal. The College may, at its sole discretion, waive minor informalities or irregularities which do not materially affect the overall proposal. e. Specification Interpretation: In the event of a difference of opinion between the offeror and the College as to the meaning of any provision in these specifications, the decision of the College shall be final and without recourse. f. Contract Award: Any award of a contract resulting from this RFP will be made only by written authorization from the College’s Purchasing Office and shall be subject to CWD Fall Schedule RFP
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approval by the College’s Board of Trustees. The College reserves the right to reject all proposals and not award a contract as a result of this Request for Proposal. 6. Proposal Response Format: Proposals should be prepared as simply as possible and should provide a straightforward, concise description of the capabilities to satisfy the requirements of the RFP. Emphasis should be concentrated on accuracy, completeness, and clarity of content. All parts, pages, etc., of the proposal should be numbered and clearly labeled. The proposal should be organized into sections, which correspond with the main headings and subject areas identified herein and all material and information related to each identified section should be included therein. The signed page one from the original RFP and all signed amendments should be placed at the beginning of the offeror’s proposal. a. Specific Proposal Information: The offeror is strongly encouraged to reply to the information requested in this RFP to assist the College in effectively evaluating each offeror’s proposal. 7.
Pricing Requirements: The offeror must submit a comprehensive, detailed pricing proposal, which includes all applicable costs. Any pricing information not specifically identified in the offeror’s pricing proposal shall be considered by both the offeror and College to be included within the prices stated in such proposal. a. For each applicable pricing item, the offeror must indicate if the cost is one-time, annual, or other (indicate the frequency). In the event the product or service is provided at no additional cost, the item should be noted as “no charge” or words to that effect. b. Prices quoted by the offeror must remain valid for a minimum of one hundred twenty (120) days from the date proposals are opened. If the offeror’s proposal is accepted, prices shall remain as stated throughout contract period. c. Any cost and/or pricing data submitted by the offeror or related to the offeror’s proposal shall be subject to evaluation if deemed in the best interests of the College.
8. Additional Terms and Conditions: Since any resultant contract will consist of (1) the Request for Proposal (RFP) document, including the Terms and Conditions attached hereto as Attachment #1, (2) any amendments to the RFP, (3) the offeror’s response to the RFP, and (4) any additional terms and conditions mutually agreed upon by the parties during the negotiation process, the offeror must provide as part of his/her proposal specific, detailed information regarding any additional terms and/or conditions associated with the proposed products/services which the offeror expects the College to accept and/or comply with if the offeror is awarded a contract. The offeror’s proposal must be a complete package and must contain all information to be considered by the College in evaluating the offeror’s response to this Request for Proposal. However, the offeror is cautioned against submitting additional terms and conditions which conflict with the requirements of this Request for Proposal CWD Fall Schedule RFP
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4 General Contractual Requirements 1. Contract Period: The original contract period shall be as stated in the Request for Proposal. The contract shall not bind, nor purport to bind, the College for any contractual commitment in excess of the original contract period. The contract may be extended with mutual consent of the College and the contractor as necessary for the successful implementation of the system. In the event the contract is extended, all terms, conditions, and provisions of the original contract shall remain the same and apply during the extension period. 2. Contract Price: All prices shall be as stated in the contract. The College shall neither pay nor be liable for any costs including, but not limited to, taxes, shipping charges, insurance, interest, penalties, termination payments, attorney fees, liquidated damages, etc. The contractor shall be paid installation costs and/or maintenance/repair costs provided that such costs are specifically quoted in the contract. Failure to quote costs for installation and maintenance/repair shall not relieve the contractor from his/her responsibility to maintain, install and/or repair all items, and any related costs for the service shall be considered by both the contractor and the College to be included within the price(s) stated in the contract. 3. Contract Documents: The contract between the College and the contractor shall consist of: (1) the Request for Proposal (RFP), including the Terms and Conditions attached thereto, (2) any amendments to the RFP, and (3) the contractor’s response to the RFP. The College reserves the right to clarify any contractual relationship in writing with the concurrence of the contractor, and such written clarification shall govern in the event of a conflict with the applicable requirement(s) stated in either the RFP or the contractor’s response. In all other matters not affected by the written clarification, if any, the RFP shall govern. 4. Amendments to Contract: No modification of any provision in the contract shall be made or construed to have been made unless such modification is mutually agreed to in writing by the contractor and the College’s Purchasing Office and incorporated in a written amendment to the contract approved by the College’s Purchasing Office prior to the effective date of such modification. 5. Indemnification: The contractor shall defend, indemnify, and hold the College harmless from and against all claims, losses, and liabilities arising out of personal injuries, including death, and damage to property which are incurred by any party as a result of services provided by the contractor pursuant to the contract. 6. Contractor Liability: The contractor shall be responsible for any and all injury or damage as a result of the contractor’s negligence involving any equipment or service provided under the terms of the contract. In addition to the liability imposed upon the contractor on account of personal injury, bodily injury (including death), or property damage suffered as a result of the contractor’s negligence, the contractor assumes the obligation to save the College, and any agents or employees thereof, from every expense, liability, or payment arising out of such negligent act. The contractor also CWD Fall Schedule RFP
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agrees to hold the College, and any agents or employees thereof, harmless for any negligent act or omission committed by any subcontractor or other person employed by or under the supervision of the contractor under the terms of the contract. However, the contractor shall not be responsible for any injury or damage occurring as a result of any negligent act or omission committed by the College. 7. Insurance. Contractor shall, at all times during the term of this Agreement and any extension(s), at Contractor’s sole cost and expense, obtain and maintain the following policies of insurance naming the Owner Parties as “additional insureds” using Insurance Services Office, Inc.’s additional insured form CG 20 26 11 85, or its equivalent, which shall provide the Owner Parties are additional insureds with respect to liability arising out of Contractor’s ongoing and completed operations and providing that no such insurance be cancelled, non-renewed or materially changed without at least thirty (30) days written notice to Owner by certified mail to Owner’s notice address specified herein. All policies of insurance required of Contractor under this Agreement shall be obtained from reputable insurers licensed to do business in the State of Missouri and have an A.M. Best rating of at least A-VIII. A legally enforceable Certificate of Insurance on all insurance policies required of Contractor under this Agreement shall be deposited with Owner promptly on or before the commencement of the term of this Agreement. a. Commercial General Liability – with a limit of not less than $2,000,000 ($5,000,000 if any portion of the services to be performed by Contractor hereunder involves or affects in any way the roof of any building) for each occurrence and a $2,000,000 ($5,000,000 if any portion of the services to be performed by Contractor hereunder involves or affects in any way the roof of any building) general aggregate limit. i. An endorsement that includes property damage coverage for property in the care, custody or control of the Contractor. ii. In the instances where Contractor’s services include the use of “pollutants” as defined by the Commercial General Liability policy referenced above, the policy must include an endorsement removing the absolute pollution exclusion and adding broadened pollution coverage for bodily injury and property damage resulting from the discharge, dispersal, seepage, migration, release or escape of “pollutants”, and providing coverage on behalf of the “additional insured” including ongoing and completed operations. b. Commercial Automobile Liability – in the amount of $1,000,000 combined single limit for bodily injury and property damage, covering all owned, non-owned, or hired automobiles used in the course of the Contractor’s business. c. Workers’ Compensation – in compliance with any and all statues requiring such coverage in the State of Missouri. CWD Fall Schedule RFP
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d. Employer’s Liability – in a minimum amount of $1,000,000 for each accident, $1,000,000 for each employee, and $1,000,000 policy aggregate. e. Such other insurance as may be required from time to time by Owner. 8. Contractor Status: The contractor represents himself or herself to be an independent contractor offering such services to the general public and shall not represent himself/herself or his/her employees to be employees of the College. Therefore, the contractor shall assume all legal and financial responsibility for taxes, FICA, employee fringe benefits, workers compensation, employee insurance, minimum wage requirements, overtime, etc., and agrees to indemnify, save, and hold the College, its officers, agents, and employees, harmless from and against any and all loss, cost (including attorney fees), and damage of any kind related to such matters. 9. Bankruptcy or Insolvency: Upon filing for any bankruptcy or insolvency proceeding by or against the contractor, whether voluntary or involuntary, or upon the appointment of a receiver, trustee, or assignee for the benefit of creditors, the contractor must notify the College Purchasing Office immediately. Upon learning of the actions identified herein, the College reserves the right, at its sole discretion, to either cancel the contract or affirm the contract and hold the contractor responsible for damages. 10. Communications and Notices: Any written notice to the contractor shall be deemed sufficient when deposited in the United States mail, postage prepaid; or hand-carried and presented to an authorized employee of the contractor at the contractor’s address as listed on the signature page of the contract or at such address as the contractor may have requested in writing. 11. Assignments: The contractor shall not transfer any interest in the contract, whether by assignment or otherwise, without the express prior written consent of the College. Any assignee shall be bound by the terms and conditions of the contract, and the contractor shall require written agreement to such terms and conditions by any assignee. 12. Waiver: The contractor understands and agrees that failure by either the College or the contractor to require performance by the other party of any provision contained herein or in the contractor’s proposal shall not be deemed a continuing waiver of such provision or a waiver of any other provision of the contract. 13. Inventions, Patents, and Copyrights: The contractor shall defend, protect, and hold harmless the College against all suits of law or in equity resulting from patent and copyright infringement concerning the contractor’s performance or products produced under the terms of the contract. 14. Titles: Titles of paragraphs used herein are for the purpose of facilitating reference only and shall not be construed to infer a contractual construction of language
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