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IMPORTANT NOTE: FOR THE
MOCK-UP THAT GOES WITH THIS BID, CONTACT CINDY CARUSI AT 207-581-2696
Request for Bid#10-03 July 26, 2002
UNIVERSITY OF MAINE
PURCHASING DEPARTMENT
ORONO ME 04469
The University of Maine System, acting through the University of
Maine, is seeking bids for printing of the UMaine 2002-2003 Viewbook.
1.0 GENERAL INFORMATION:
Inquiries must be made to: Anne-Marie Nadeau
Purchasing Department
University of Maine
Orono, Maine 04469-5765
(207) 581-2690
1.6 Costs of Preparation: Bidder assumes all costs of
preparation of the bid and any presentations necessary to the
bidding process.
1.7 Bid Understanding: By submitting a bid, the bidder agrees
and assures that the specifications are adequate, and the bidder
accepts the terms and conditions herein. Any exceptions should
be noted in your response.
1.8 Submission: A signed original plus one (1) copy of the
bid must be received at the University Purchasing Department,
5765 Service Building, Orono, Maine 04469-5765, no later than
2:00 P.M. local time Friday, August 9, 2002, for a public
opening. Bidders are strongly encouraged to submit bids in
advance of the due date to avoid the possibility of missing the
2:00 deadline due to unforeseen circumstances. Vendors assume
the risk of the methods of dispatch chosen. The University
assumes no responsibility for delays caused by any package or
mail delivery service. Postmarking by the due date WILL NOT
substitute for receipt of bid. Bids must be date and time
stamped by the Purchasing Department on time to be considered.
In the event that the University is closed due to inclement
weather at the time that a bid is due, the bid will be opened at
the same time on the next day that the University is open.
Vendors may wish to call 207-581-SNOW or 800-581-SNOW if the
weather is bad, to learn if the University has closed. Bids
received after the due date and time will be returned unopened.
Additional time will not be granted to any single vendor,
however, additional time may be granted to all vendors
when the University determines that circumstances require it.
FAXED BIDS OR E-MAIL BIDS WILL NOT BE ACCEPTED.
1.9 Debarment: Submission of a signed bid in response to this
solicitation is certification that your firm (or any
subcontractor) is not currently debarred, suspended, proposed
for debarment, declared ineligible, or voluntarily excluded from
participation in this transaction by any State or Federal
department or agency. Submission is also agreement that the
University will be notified of any change in this status.
1.10 Samples: Bidders shall provide a sample prior to or at
the time of bid opening. Samples should be similar in nature to
the kind of print job specified in this bid. Each sample shall
be properly tagged or labeled with the name of the bidder, the
bid opening date, and the specific commodity or item number.
Samples shall be provided at no cost to the University.
Sealed bids shall not be affixed to or placed in sample packages
or containers. Failure to comply with these instructions
may be cause for rejection of your bid.
Submit bid samples to:
2.0 CONTRACT TERMS AND CONDITIONS
2.1 Assignment: Neither party of the Contract shall assign
the Contract without the prior written consent of the other, nor
shall the Contractor assign any money due or to become due
without the prior written consent of the University.
2.2 Clarification of Responsibilities: If the Contractor
needs clarification of or deviation from the terms of the
contract, it is the Contractor's responsibility to obtain
written clarification or approval from Jonathan Henry, Director
of Admissions, (207) 581-1585.
2.3 Delivery Notification: The University shall be notified
24 hours prior to delivery so that personnel may be available to
allow access to the building and verify items received.
Notification shall be made to: Jackie Jones, (207) 581-1575.
2.4 Packaging: All shipping containers shall be properly and
legibly marked or labeled on the outside with the commodity
description, quantity and purchase order number. Viewbooks
(complete with inserts) shall be packed in cartons weighing not
more than 40 lbs.
2.5 Packing Slips: All charges must be prepaid and material
delivered to the location specified. Merchandise must be
accompanied by delivery slip or packing list and the purchase
order number.
2.6 Payment: Payment will be upon submittal of an invoice to
the Purchasing Department by the Contractor on a net 30 basis
unless discount terms are offered. Invoice must include the
purchase order number.
2.7 Time is of the Essence: All work, including the
successful conclusion of final acceptance shall be completed by
Monday, September 9th, 2002. It is understood and
agreed by the Contractor that time is of the essence in the
delivery of supplies, services, materials or equipment of the
character and quality specified in this document. In the event
these specified supplies, services, materials or equipment are
not delivered by the date specified, there will be deducted 1%
of the bid amount per day for each and every calendar day of
delay beyond the time specified; except that if the delivery be
delayed by acts of God, civil or military catastrophes,
transportation delays, inability to obtain materials or parts
from suppliers, or other force majeure beyond the Contractor's
reasonable control, an extension of time as the University deems
appropriate may be granted. Upon receipt of a written request
and justification for an extension from the Contractor, the
University may extend the time for performance of the contract
or delivery of goods herein specified, at its sole discretion,
for good cause shown.
2.8 Transportation Charges: Quotations must be F.O.B.
Destination. Prices quoted will be considered to include all
charges for transportation, packaging, crates, containers,
insurance, duty and brokerage charges, etc. necessary to
complete delivery.
3.0 SPECIFICATIONS: A mock-up black & white sample is being provided.
Name of Project: UMAINE 2002-2003 VIEWBOOK
Quantity: 50,000
- 35,000 will contain 3 inserts (application, CD,
invitation):
- 15,000 will contain 2 inserts(application, invitation):
Stock: 80# Mead Signature Dull Cover or equivalent. (send
sample if bidding equivalent)
Paper may be supplied by the University to the printer.
Please provide two bids; one to include the cost of the paper,
the other to exclude the cost of the paper. Quantity will be
supplied to printer specifications if supplied by the
University.
Bleeds: Full Bleeds
Ink: 4/4 throughout
Finish Size: 8-1/2 x 11 (when folded)
Number of Pages: (see mock-up)
Binding: Diecut, Scoring, Folding w/Insertions & Gluing
Folding: Viewbook will be folded in 4 places in the
following order (see mock-up):
- Bottom Flap (8-1/2 +* x 5-1/2) folded up to
middle and Fugitive-removable glued-full length on each side
to create a pocket.
- Top Flap (8-1/2 x 6-1/4) folded down to middle.
- Right flap (8-1/2 x 11) folded left to middle
- Left flap (8-12/ x 11) folded right to middle to create
cover
Insertions: There will be 3 inserts as follows:
- Insert #1)
Application: 12 Pages folded to 5-1/2 x
8-1/2.
- Insert #2)
Open House Invitation: Tri-fold finish
size 3-2/3 x 8-1/2. Will be provided folded and ready to
insert to the printer by the University.
- Insert #3)
CD
NOTE: 35,000 viewbooks will contain inserts 1, 2, & 3.
15,000 viewbooks will contain inserts 1 & 2 only.
(see additional instructions under the quantity specification above)
Proof: Blueline & Matchproof
4.0 BID SUBMITTAL
4.1 Price:
Including Paper Excluding Paper
50,000 $ $
Additional/1000 $ $
4.2 Stock: If you are quoting an equivalent stock please submit a
sample with your bid.
4.3 Samples: Submit samples as specified in section 1.10 with your
bid.
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