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Home My WebLink About4.09 Calendar Print Bid. • • l ~"O -~C~ X ~~O-3~ CITY OF DUBLIN AGENDA STATEMENT CITY COUNCIL MEETING DATE: November 24, 1986 SUBJECT . Authorization to Solicit Bids - Printing of Community Calendar EXHIBITS ATTACHED . Proposed Bid Package RECOMMENDATION . Authorize Staffrto solicit bids FINANCIAL STATEMENT: Adequate funds are budgeted DESCRIPTION . During the City Council Goals & Objectives session, it was agreed that in honor of the City's 5th birthday, a community calendar should be prepared. This will replace the winter newsletter. Pursuant to the City's Purchasing Ordinance, all services costing over $5,000 must be secured through a formal bid process. It is anticipated that the printing will exceed this amount. Therefore, Staff has prepared bid specifications for the project. Staff recommends that the City Council authorize soliciting of sealed bids. ---------------------------------------------------------------------------- COPIES TO: ITEM N0. ~t? . • ~ • NOTICE INVITING SEALED BIDS FOR PRINTING OF A COMMUNITY CALENDAR NOTICE IS HEREBY GIVEN that bid proposals will be received until 1:00 p.m., Friday, December 5, 1986, at the City of Dublin Offices, which are located at 6500 Dublin Boulevard, Suite 205, Dublin, California 94568. Sealed bids will be accepted for the project as outlined in the specifications. The competency and responsibility of the bidders will be considered in making the award. The City reserves the right to reject any or all proposals, to determine the lowest responsible bidder and to waive any informality or irregularity in the proposals submitted. A complete set of bid documents is available at City Offices, 6500 Dublin Boulevard, Suite 205, Dublin, CA 94568. For further information concerning this bid, contact Paul S. Rankin, Assistant to the City Manager at (415) 829-4600. Richard C. Ambrose, City Clerk ~'77~~Cf"/'YL~ ~I7~ ~ ~~-~~r. S~ ~-~ • ~ INSTRUCTIONS TO BIDDERS PROPOSALS Bids shall be made upon the form obtained at the office of the City Manager properly and with all items filled out. The signature of all persons signing shall be in longhand. The completed form shall be without interlineations, alterations or erasures. Any irregularity may be cause for rejection of the bid. Bids shall be submitted in a sealed envelope with the words "CALENDAR PRINTING BID ENCLOSED" on the outside. Bids shall not contain any recapitulation of the work to be done. Alternative proposals will not be considered, unless called for. No oral, telegraphic or telephone proposals or modifications shall be considered. Before submitting a bid, bidders shall carefully read the specifications and shall fully inform themselves as to all existing conditions and limitation. OPENING OF BIDS Bids will be opened and read publicly at the time set in the City Manager's Conference Room as indicated in the Invitation for Bids. Bidders or their representatives and other interested persons permitted by the Owner, may be present at the bid opening. AWARD AND REJECTION OF BIDS Award of the contract will be determined by the lowest total submitted by a responsible bidder. The City shall reserve the right to include or exclude mailing services. The City reserves the right to reject any or all bids, and to waive any informality in bids received. The competency and responsibility of Bidders and of their proposed subcontractors will be considered in making the awards. WITHDRAWAL OF BIDS Bids may be withdrawn by the Bidder prior to, but not after the time fixed for openinq of bids. FORM OF AGREEMENT The form of agreement, which the successful Bidder, will be required to execute, will be based upon the bid specifications. The successful bidder shall be provided with a purchase order upon award of bid by the City Council. INTERPRETATION OF DOCUMENTS If, any person contemplating submitting a bid for the proposed contract is in doubt as to the true meaning of any part of the specifications or other proposed contract documents, he may submit to the City a written request for an interpretation thereof. The person submitting the request will be responsible for its prompt delivery. Any interpretation of the proposed documents, which in the City's judgement is necessary, will be made only by Addendum duly issued, and a copy of such Addendum will be mailed or delivered to each person receiving a set of such documents. the City will not be responsible for any other explanations or interpretations of the proposed documents. ADDENDUM OR BULLETINS Any Addendum or Bulletins issued during the time of bidding, or forming a part of the documents furnished to the Bidder for the preparation of his bid, shall be made a part of the Contract. The receipt of each Addendum shall be acknowledged on the Bid Proposal Form as submitted by the Bidder. • . CITY OF DUBLIN BID SPECIFICATIONS COMMUNITY CALENDAR PRINTING The City of Dublin is seeking bids for the printing and preparation of a Community Calendar. All bids shall be in accordance with the Instructions to Bidders and the following specifications: Bidder shall include the cost of all materials, labor and taxes. Bidders shall be responsible for meeting established deadlines. All artwork will be provided in a camera-ready fashion. B'idder shall be responsible for cost of preparing half tones. I. FORMAT The calendar will be printed on 11" x 17" stock which will be folded in half. Each calendar will consist of one cover and seven pages. The estimated image area for photographs will be 7 1/2" x 10". Windows will be provided on master boards. The format for the printed portion of the calendar will also be on a 7 1/2" x 10" area. II. STOCK REQUIRED FOR EACH CALENDAR Bidder shall be responsible for providing stock as specified. One 11" x 17" Cover - Chrome Coat 65 lb. Cover - 10 point. Glossy on one side/printing on two sides. Seven Insert Pages - 11" x 17" Coronado Opaque 60 lb. Text. Printing will be on both sides. III. PRINTING Cover: 1 side will have two PMS colors - second side will have black print. Insert Pages: All will have black print on both sides. Half-Tones: An estimated fifteen 7 1/2" x 10" half tones will be required. Printing shall be on a 150 line screen (windows will be provided). Note: The cost for the half-tones may be negotiated independently depending on the amount of variance from the estimate. Double Burns: An estimated fifteen double burns 11" x 17" will be required for screened printing. • • IV. BINDING REQUIRED ON EACH CALENDAR 1 11" x 17" Cover/Scored and folded in half 7 11" x 17" Insert Sheets folded in half Each Calendar shall be saddle stitched with two staples. The end product shall be trimmed and one drill hole shall be placed 1/4" from the top. V. QUANTITY 10,000 copies of the calendar shall be provided. Successful bidder shall be allowed spoilage up to 10~. VI. MAILING The City shall deposit with the United States Post Office funds to cover postage. City shall also provide successful bidder with data on postal routes. Bidder shall prepare calendars for mailing. This shall require a Carrier Route Pre-Sort. VII. SCHEDULE Bid to be awarded December 8, 1986 Camera Ready Artwork delivered to printer December 16, 1986 Must be mailed no later than January 7, 1987 VIII. SUBCONTRACTORS Each bidder shall identify any subcontractors who will be used in the production of the calendar: IX. METHOD OF PAYMENT Successful bidder shall be authorized to invoice City for up to 90~ of the cost of the required stock prior to delivery. Verification of costs may be requested by City. Total payment shall be within 20 days of mailing and submittal of invoice. • • • ' ~ CITY OF DUBLIN ~ COMMUNITY CALENDAR PRINTING BID PROPOSAL FORM I have received the documents titled City of Dublin Bid Specification - Community Calendar Printing and Instructions to Bidders, and have satisfied myself as to the scope of the work and the conditions required. In submitting this proposal, I agree: 1. To hold my bid open for 30 calendar days from the date of this proposal. 2. To comply with the provisions of the Notice Inviting Bids, Instructions to Bidders, and Bid Specifications. 3. To accept a purchase order on the basis of this proposal. 4. To comply with the time schedule in the Bid Specifications. 5. To provide with my bid two references, which will include their names, addresses and phone numbers. I agree to provide the following services at the rates specified below: A. Cost Proposal of Items Described in Bid Specifications: 1. Items I to V in Specifications 2. Item VI Mailing 3. Applicable Taxes Total B. Proposed Subcontractors: S $ S Please provide the name, address and phone numbers of any subcontractors. Also clearly identify the service each will provide. C. References Please list two references for which you have prepared similar work. D. Submitted by Name Firm Name Address Phone ( ) Signature Date