Seasonal Activity Guide 2024-2025 Printing Bid

1 Crystal Lake Park District Fall 2024, Winter/Spring 2024-2025, Summer 2025 activity guides 2024-2025 Print Bid Specifications Contact: Jenny Leech Crystal Lake Park District One East Crystal Lake Avenue, Crystal Lake, I L 60014 jleech@crystallakeparks.org, (815) 459-0680, ext. 1212 Please find below the bid specification for the 2024-2025 activity guide series, which includes the Crystal Lake Park District fall 2024, winter/spring (combined issue) 2024-2025 and summer 2025 activity guides. Bid Opening Date: Friday, May 3, 2024 Bid Opening Time: 11 am Bid Opening Location: Crystal Lake Park District Administration Office (lower level) 1 E. Crystal Lake Avenue Crystal Lake, IL 60014 Bid Notice as printed in the Northwest Herald Legal Notices Notice is hereby given that the Crystal Lake Park District is accepting sealed bids for printing three (3) seasonal activity guides (fall 2024, winter/spring 2024-2025 and summer

2025). Specifications and bid forms are available at the Crystal Lake Park District Office, 1 East Crystal Lake Avenue, Crystal Lake, Illinois 60014 or online at crystallakeparks.org/bids-and-proposals Bids are due by 11 AM, Friday, May 3, 2024, and should be submitted in a sealed envelope marked “Activity Guide Print Bid – Open Only May 3, 2024,” Attention: Jenny Leech, at which time they will be publicly opened and read aloud. Bids received after that time will not be accepted. In addition, faxed or emailed bids will not be accepted. For information contact Jenny Leech at the Crystal Lake Park District (815) 459-0680, ext. 1212, jleech@crystallakeparks.org The Crystal Lake Park District is a tax –exempt public body and sales tax shall not apply to the purchase. The Crystal Lake Park District Board of Commissioners reserves the right to reject any or all bids, to waive any technicalities and to award the contract in the best interest of the District. 1 E. Crystal Lake Avenue | Crystal Lake IL 60014 | 815.459.0680 CRYSTALLAKEPARKS.ORG mailto:jleech@crystallakeparks.org https://www.crystallakeparks.org/bids-and-proposals 2 Crystal Lake Park District Fall 2024, Winter/Spring 2024-2025, Summer 2025 activity guides 2024-2025 Activity Guide Print Bid Specifications Requirements for Bidding and Instructions to Bidders 1. Preparation of the proposal Each bidder shall submit his/her proposal on the form supplied by the Park District. Each proposal shall be placed in an envelope marked “Activity Guide Print Bid – Open Only May 3, 2024,” Attention: Jenny Leech, sealed, then mailed or delivered to Jenny Leech, Marketing Manager, Crystal Lake Park District, 1 E. Crystal Lake Avenue, Crystal Lake, IL 60014. The proposal must be received by the date and hour stated in the Notice of Bidding, at which time the proposal will be opened and publicly read. All proposals must be signed by the authorized office of the firm bidding. 2. Acceptance of proposals The Crystal Lake Park District reserves the right to accept bids all or in part. At the time of acceptance, the District also reserves the right to increase or decrease quantities at the same bid cost per piece. The District reserves the right to reject any and all proposals, or to accept any proposal that, in its judgement, will be in the best interest of the general public. It is the intention to award the contract to the lowest responsible bidder best meeting the requirements of the Crystal Lake Park District. 3. Exemption from taxes Contractors and vendors supplying equipment and materials to the Crystal Lake Park District shall not charge the Federal Excise Tax or State of Illinois Retailers Occupational Tax, since the Crystal Lake Park District is exempt from these taxes. 4. Holding of bids The Crystal Lake Park District reserves the right to hold all bids for a period of thirty (30) days after the date receiving said bids in the advertisement and the bidder shall not withdraw his/her bid during the said thirty (30) day period. 5. Information required Each bidder shall complete the data sheet accompanying the specifications. Bidders may also submit descriptive literature showing style and features of the items being bid. 6. Bid pricing The Crystal Lake Park District is accepting pricing bids for the three (3) seasonal activity guides (fall 2024, winter/spring 2024-2025 and summer 2025). The Crystal Lake Park District reserves the right to render this bid null and void if the end result is deemed low quality or if the District deems service to be insufficient or if specific deadlines are not met. In such an event, the District reserves the right to begin a new bid process or to award the remaining program guide/ brochures and/or inserts to another bidder. In extreme circumstances (i.e. natural disasters, pandemic conditions and fiscal conditions), the Crystal Lake Park District reserves the right to not print an activity guide. When such conditions exist, advance notice will be provided to the Printer immediately upon the decision. The bid pricing should be complete and include, but not be limited to, all paper, printing, bleeds, proofs, cutting, collating, perforating, binding and delivery. Delivery services must include boxing of brochures and delivery to both the Crystal Lake Post Office with the balance after postal route counts to the Crystal Lake Park District Administrative Office on a schedule set forth by the Crystal Lake Park District. 7. Samples and reference All bids must include samples of comparable work, based on specification in this bid. Printer must also provide samples of cover sheet and body sheet, with manufacturer’s specification, which will be used if awarded the bid. All bids must be accompanied by a respective paper sample. All bidders must submit a list of three (3) references for which he/she has completed work of a similar nature as described in the specifications. Please include the name of the project, project description, project address, owner name and telephone number for reference. 3 8. Alteration clause Up to one hour of alterations or adjustments should be included in the price. Any alterations beyond one hour of work may be billed to the Park District at the rate specified in the proposal. 9. Delivery Schedule Artwork will be delivered to printer via FTP site by the following schedule: Fall 2024 File FTP by July 25, 2024, delivery to Crystal Lake Post Office & Crystal Lake Park District Administrative Office by August 16, 2024 Winter/Spring 2024-2025 issue: file FTP by November 14, 2024, delivery to Crystal Lake Post Office & Crystal Lake Park District Administrative Office by December 10, 2024 Summer 2025 issue: file FTP by April 11, 2025, delivery Crystal Lake Post Office & Crystal Lake Park District Administrative Office by May 6, 2025. 10. Proofs One complete proof of brochure plus a color-accurate cover proof are to be delivered to the Crystal Lake Park District Administrative Office for approval and will be returned at the printer’s expense within 5 days after receiving the artwork. The park district will return the proof within 2 working days. 11. Required turnaround time Required turnaround time as detailed in #9 above. There will be a mandatory 5% discount on the print job for every 24 hours over the specified time frame. 12. Mailing Postal Route saturation to 60012 and 60014 zip codes with route counts provided by printer. Final postage amount must be given to the Crystal Lake Park District a minimum of 5 days prior to delivery to post office. Crystal Lake Park District will deliver check for postage directly to post office. 13. Delivery of final product Completed brochures are to be delivered to Crystal Lake Park District Administrative Building and the Crystal Lake Post Office (based on postal route counts for 60012 & 60014 zip codes) at the printer’s expense. 14. Law Compliance All project work shall comply with all State and Municipal Laws and Regulation, and with all Local Ordinances and Rules pertaining to this work. Such Laws, Regulations, Ordinances and Rules shall be considered a part of these specifications. A. The Contractor warrants that it is familiar with and shall comply with Federal, State and local laws, statutes, ordinances, rules and regulations and the orders and decrees of any courts or administrative bodies or tribunals in any manner affecting the performance of the Contract including without limitation Workers Compensations Laws, minimum salary and wage statutes and regulations, laws with respect to permits and licenses and fees in connection therewith, laws regarding maximum working hours. No plea of misunderstanding or ignorance thereof will be considered. B. Wherever required, the Contractor shall furnish the Owner with satisfactory proof of compliance with said Federal, State and local laws, statutes, ordinances, rules, regulations, orders, and decrees. C. Contractor shall carefully examine the Occupational Safety and Health Act as issued by the Federal Register (OSHHA), and the specific regulations governing procedures, techniques, safety precautions, equipment design, and the configuration of the same as required under this Act and shall comply with all terms of the Act and to perform and complete in a workmanlike manner with all work required in full compliance with said Act. D. Contractor shall comply with all terms of the Illinois Preference Act and all terms of the Equal Employment Opportunity Clause of the Illinois Fair Employment Practices Commission. E. At all times Contractor shall remain in compliance with the Illinois Public Works Employment Discrimination Act (775 ILCS 10/1, et seq.,) and the Illinois Human Rights Act (775 ILCS 5/2-101, et seq.,), and in additional shall at all times comply with Section 2-105 of the Illinois Human Rights Act requiring a written sexual harassment policy as defined therein. F. Contractor shall be solely responsible for complying with the Substance Abuse Prevention on Public Works Projects Act, Public Act 095-06345. G. Contractor agrees to maintain all records and documents for projects of the District in compliance with the Freedom of Information Act, 5 ILCS 140/1 et seq. In addition, Contractor shall produce records which are responsive to a request received by the District under the Freedom of Information Act so that the District may provide records to those requesting them within the time 4 frames required. If additional time is necessary to compile records in response to a request, then Contractor shall so notify the District and if possible, the District shall request an extension so as to comply with the Act. In the event that the District is found to have not complied with the Freedom of Information Act due to Contractor’s failure to produce documents or otherwise appropriately respond to a request under the Act, then Contractor shall indemnify and hold the District harmless, and pay all amounts determined to be due including but not limited to fines, costs, attorney’s fees and penalties. H. Contractor shall play prevailing wages as established by the Illinois Department of Labor for each craft or type of work needed to execute the contract in accordance with 820 ILCS 130/01 et seq. The Contractor shall prominently post the current schedule of prevailing wages at the Contract site and shall notify immediately of all changes in the schedule of prevailing wages. Any increases in costs to the Contractor due to changes in the prevailing rate of wage during the terms of any contract shall be at the expense of the Contractor and not at the expense of the Owner. The change order shall be computed using the prevailing wage rates applicable at the time the change order work is scheduled to be performed. The Contractor shall be solely responsible to maintain accurate records as required by the prevailing wage statute and shall be solely liable for paying the difference between prevailing wages and any wages actually received by laborers, workmen and/or mechanics engaged in the Work. 15. Assignment The Contractor shall not assign the Contract nor any monies due to become due to him hereunder, to any Person, Firm, or Corporation without previous written consent of the Owner. 16. Extras No extra work shall be allowed or paid for unless a Change Order is made and accepted by the Owner in writing. 17. Default In case of default by the Contractor, the Owner may procure the articles or services from other sources and hold the Contractor responsible for any excess cost occasioned thereby. 18. Cancellation of Contract If the Contractor shall, in the judgement of the Crystal Lake Park District, be unable to carry on the work satisfactorily, or if the Contractor shall violate any of the provisions of this contract, or in case of bankruptcy of the Contractor, or failure of the Contractor to pay for supplies or workmen, or a work-stoppage, or a failure by the Contractor to provide sufficient workmen or sufficient material for the job, the Owner may serve written notice upon the Contractor and his Surety of his intention to terminate the Contract, and, if within seven (7) days after the service of such notice, the Contractor has not proceeded to carry on the work in accordance with this Contract and to the satisfaction of the Owner, this Contract shall cease and terminate and the Owner shall have the right to take over the work and prosecute the same to completion by Contract for the account and at the expense of the Contractor and the Surety; and the Contractor and Surety shall be liable to the Owner for any excess costs occasioned by the Owner thereby, and in such event the Owner may take possession of and utilize in completing the work such materials, appliances, and plants as may be on the site of the work and necessary therefor; provided, however, that in the event the Owner determines that the failure of the Contractor to carry on the work in accordance with this Contract has resulted in an emergency which will require that the Owner take over the work immediately, to avoid loss or waste of a substantial part of the work already performed, the Owner may immediately take over the work and prosecute the same at the expense of the Contractor to the extent necessary to avoid damage, and may prosecute the same at the expense of the Contractor unless within seven (7) days after the services of the above described notice, the Contractor has proceeded to carry on the work in accordance with this Contract and to the satisfaction of the Crystal Lake Park District. 5 2024-2025 Program Activity Guide Bid-Quote Specifications Printer proposes to furnish, in accordance with all the following specifications, to the Crystal Lake Park District, the following printing for three (3) issues covering fiscal year 2023-2024 (May 1, 2023-Apr 30, 2024): 1. Pages Each Season Fall 2024: 80 pages plus 4 cover Plus pricing for each additional 8 pages Winter-Spring 2024-2025: 88 pages plus 4 cover, Plus pricing for each additional 8 pages Summer 2025: 96 pages plus 4 cover Plus pricing for each additional 8 pages 2. Trim Size 8.5” x 10.875” 3. Paper Stock Cover Recycled 80# white two-sided gloss text, minimum 88 bright Body Recycled 50# smooth offset (white), minimum 92 bright or better or house equivalent (if using house stock, please provide sample). No ground wood sheet accepted. Paper should be free of chlorine bleaching and should contain minimum 30% post-consumer recycled material 4. Ink Cover inside and outside: 4-color process with bleeds Body 4-color process with bleeds 5. Binding Center fold with staple stitch 6. Quantity 23,000 activity guides per season (fall, winter/spring, summer) Quantity may not run under Crystal Lake Park District will not pay for overruns. 7. Layout All typesetting and page composition will be completed by Park District personnel using Adobe InDesign (PC), submitted FTP. 8. Proofs 1 complete proof of brochure w/color-accurate cover proof 9. Press Indicate Press type in area requested 6 Fall 2024, Winter-Spring 2024-2025, Summer 2025 Activity Guide Print Bid FALL 2024 80 pg + 4 cover 23,000 quantity WIN/SPR 2024-2025 88 pg + 4 cover 23,000 quantity SUMMER 2025 96 pg + 4 cover 23,000 quantity TOTAL AS PER SPECS Cost per additional 8 pages Proof charges Alterations hourly rate (indicate if any alterations are included in base price) Packaging delivery 2 Crystal Lake locations Mail Prep (#11 instructions) Additional M’s Additional charges not listed above TOTAL FALL 2024 80-page interior + 4 cover TOTAL WS 24-25 88-page interior + 4 cover TOTAL SUMMER 2025 96-page interior + 4 cover GRAND TOTAL FALL+ WS + SUMMER Seasons plus any additional charges as detailed above Press Type: __________________________________________ Proposal submitted by (Company Name) Bidder Print Name: Bidder Signature: Title: Email: Phone: Address: Additional Charges. Please indicate as 'included’ if applicable 7 ACTIVITY GUIDE PRINTING PRINTER REFERENCE LIST PLEASE NOTE: All bids must include samples of comparable work, based on specification in this bid. 1. Name Phone Address City, State, Zip Project 2. Name Phone Address City, State, Zip Project 3. Name Phone Address City, State, Zip Project