Bridgeton Parks and Recreation Activity Guide Printing

Parks and Recreation Activity Guide Printing RFP 2022Request for ProposalBridgeton Parks and Recreation Activity Guide Printing RFP Available: Monday, September 19, 2022Deadline for questions: Thursday, October 6, 2022Bid Opening: Thursday, October 13, 2022 REQUEST FOR PROPOSALThe City of Bridgeton, Missouri invites your company to submit a proposal on this RFP Package, titled: Bridgeton Parks and Recreation Activity Guide Printing as defined hereinafter. All terms and provisions listed in the enclosed: “REQUEST FOR PROPOSAL,” “BID INSTRUCTIONS,” “SCOPE OF WORK,” “GENERAL PROVISIONS OF THE SPECIFICATIONS,” AND “PROPOSAL FORM” are integral parts of the Bid Package. The City of Bridgeton reserves the right to waive informalities in any proposal, to reject any or all proposals in whole or in part, to readvertise, to negotiate segments of any or all proposals and to take any action that it feels is in its best interest. The proposal price for Activity Guide printing will include: 1) Print

and manage the distribution of the Parks and Recreation Department’s program brochure, the Activity Guide, three times per year for a term of 3 years; contractor would provide three printed versions of the publication in 2023, 2024, and 2025. BID INSTRUCTIONS Bids submitted in accordance with the specifications contained herein will be received by the City of Bridgeton until 10:00 a.m., Thursday, October 13 th, 2022. All sealed bids should be delivered to the Bridgeton City Clerk at 12355 Natural Bridge Road, Bridgeton, Missouri, 63044.Bid proposals will be opened publicly immediately following the deadline of 10:00 a.m., Thursday, October 13 th, 2022 in the Council Chamber of Bridgeton City Hall,12355 Natural Bridge Road, Bridgeton, MO,63044Bid Proposals are to be contained in a sealed envelope, plainly marked "Parks and Recreation Activity Guide Printing". Include the name of the bidder, date and time of the bid deadline on the front of the envelope.Bid proposal forms (attached) must be completed and signed. Failure to complete the forms attached is cause for rejection of bids.All specifications listed are intended to be preferred function and performance specifications. No specifications should be construed as representing any particular brand of material. Bidders should propose to furnish materials that come closest to meeting the details of the specifications. Where deviations are necessary, bidder must specify such deviation in the bid proposal, stating why materials he/she proposes will render equivalent reliability or performance. Failure to detail all such deviations will provide a basis for rejection of the entire proposal.The City of Bridgeton is exempt from all sales tax. Exemption certificates will be furnished upon request.Contractors are responsible for the timely delivery of bid packages to the Bridgeton City Clerk at City Hall.SCOPE OF WORK The City of Bridgeton is accepting proposals from qualified companies to print and manage the distribution of our Parks and Recreation activity brochure, called the Activity Guide, in 2023, 2024 and 2025. The guide is printed three times a year in varied quantity and page number, and then mailed out to the Bridgeton area. This RFP invites companies to submit proposals describing this service within the minimum criteria set by the City of Bridgeton. Specifications:File will be delivered electronically, as a PDF and, if requested, the original InDesign file, along with all content necessary for printer to render a proof. The printer shall provide a proof with no less than three (3) business days allowed for making corrections and/or changes. Ink color must be consistent throughout. Overall printing quality must be clear and sharp.Printing Requirements: Quantity: 5,700, and additional 100sSize: 8.375” x 10.875” Stock: 70# gloss text Ink: four color process with throughout Bindery: Saddle-stitch and trim 10.875”wayBleeds: file will include .125” bleedsDelivery to Bridgeton Parks and Recreation, 4201 Fee Fee Rd., Bridgeton, MO 63044 of approximately 800 copies. Delivery of approximately 4,900 copies to the post office. Do not include the cost of postage in your quote.All brochures must meet the U.S. Post Office standards for bulk rate mail. You must file the necessary paperwork with the post office for receipt and delivery. All costs and fees must be included in your quote, including print setup and delivery to post office and Bridgeton Recreation Center. The City of Bridgeton would consider cost-saving alternates to the proposals requested above. Please advise. Full color copy of the finished brochure will be provided as a PDF file to Bridgeton Parks and Recreation in a compressed, web-ready format upon completion or at the time of delivery. City’s ResponsibilityProvide a print-ready, or nearly print-ready file in PDF format, along with any other necessary file components requested by the printer.Respond to any questions or concerns received from the printer within 24 hours of the printer’s receipt of the Activity Guide fileExpense of Submittal PreparationThis RFP is a public document. By responding to this RFP, respondents waive any challenges to the City's decision in this regard. Not withstanding the foregoing, respondents recognize and agree that the municipality will not be responsible or liable in any way for any losses that the respondent may suffer from the disclosure of information or materials to third parties. Questions/Clarifications RequestNo information or clarification of the meaning of any part of this RFP will be made orally to any respondent. Respondents must request such interpretation or clarification in writing from the city by email. The city will circulate to all other respondents the questions and answers.Questions should be directed to: Vicki Ventrella-Meyer, Assistant Director of Parks and Recreation, 4201Fee Fee Road, Bridgeton, MO 63044. Email: document.write('vmeyer'+'@'+'bridgetonmo.com')For security reasons, you must enable JavaScript to view this E-mail address. All clarifications or addenda shall become part of this RFP. GENERAL PROVISIONS OF THE SPECIFICATIONS Quantity: The quantity of brochures to be printed is 5,700, and additional 100s. Bid Prices: Prices are requested for two different page lengths, (32 pages, self-cover: winter/spring and summer and 24 pages, self-cover: fall). Quotes include preparation of proofs and printing/delivery. Proof of Ability: Printed samples are required showing the overall print quality. Please include at least three (3) comparable publications in which the bidder has actually performed all the requested services. Appropriate samples MUST accompany bid. Contract Period: The term of the contract shall be for three years beginning January 2023 and ending December 31, 2025. Final, printed copies are expected to be delivered to the post office and Bridgeton Recreation Center within 15 business days of receipt of original file. Estimated printing schedule is as follows:Summer Edition: to printer late MarchFall Edition: to printer mid-JulyWinter/Spring Edition: to printer early NovemberPREVAILING WAGES:Prevailing wages paid to all workers shall comply with the wages rates established by the Missouri Division of Labor Standards. The contractor shall comply with, and is bound by, the provisions of Missouri statues pertaining to the payment of wages on public works project. PROPOSAL SUBMISSIONThe proposals will be reviewed by an Evaluation Team. Mandatory requirements that the respondents must provide in the proposaSigned Proposal Form 2.Proof of Ability: Printed samples are required showing the overall print quality. Please include at least THREE (3) comparable publications in which the bidder has actually performed all the requested services. Appropriate samples MUST accompany bid. 3. Total cost of project annually, reflecting the printing of all three versions of the Activity Guide4. Three (3) references from three (3) different organizations for which the proponent has completed similar projects. The information must include contact name, current telephone number and email.The city may reject any proposal found to be incomplete, unresponsive or not in compliance with the format requirements set forth in this RFP. A proposal may be determined to be unresponsive if any aspect is found to be unacceptable or contrary to the best interests of the municipality.The city intends to select the most responsive respondent and to negotiate an agreement. However, should the negotiation with the most responsive respondent not produce an acceptable contract arrangement, the municipality will request the next most responsive respondent to begin negotiations. The city reserves the right to reject any and all responses to this RFP and is under no obligation to award a contract. BID PROPOSAL FORMThe undersigned hereby submits this bid for the purchase of Activity Guide Printing as per specifications.The City is exempt from sales taxes, etc. The City's tax-exempt number will be furnished to the successful bidder. Lump Sum Bid Price (3 issues annually) $ Total: $ ____ The bid as stated above is valid for thirty (60) days from and after the date of bid opening.The City reserves the right to waive irregularities, reject any and all bids, or accept the lowest and best bid in the interest of the City of Bridgeton. Any bid not marked and sealed in the attached envelope may be rejected by the City.It is understood that this bid must be submitted on or before 10:00 a.m. Thursday, October 13 th, 2022 in a sealed envelope, clearly marked "Parks and Recreation Activity Guide Printing". Bid submitted by: Signature and Title Printed SignatureS E A L (If bid is by a corporation) Company or Business Address w/ZIP code Telephone Number Fax Number e-mail