REQUEST FOR PROPOSAL #29-04 December 18, 2003
Administered by the
PURCHASING DEPARTMENT
UNIVERSITY OF MAINE
ORONO, MAINE 04469-5765
1.0 GENERAL INFORMATION:
1.1 Purpose: The University of Maine System, acting through The University of Southern Maine, is seeking proposals for the printing and distribution of the Summer Session Catalog.
This Request for Proposals (RFP) states the instructions for submitting proposals, the procedure and criteria by which a vendor may be selected and the contractual terms by which the University intends to govern the relationship between it and the selected vendor.
1.2 Definition of Parties: The University of Southern Maine will hereinafter be referred to as the "University." Respondents to the RFP shall be referred to as "Bidders." The Bidder to whom the contract is awarded shall be referred to as the "Contractor."
1.3 Scope: The University is seeking a contract for the printing and distribution of the Summer Session Catalog commencing with the 2004 catalog. The Contractor shall be responsible for all phases of printing and distribution.
1.4 Evaluation Criteria: Proposals will be evaluated on many criteria deemed to be in the University's best interests, including, but not limited to: experience with projects of similar scope and/or nature, quality (based on samples and references), references, cost, and ability to meet schedules.
1.5 Quantities: The quantities shown on the proposal form are approximate only. The contract shall cover the actual needs of the University regardless of whether they are more or less than the quantities shown.
1.6 Communication with the University: It is the responsibility of the bidder to inquire about any requirement of this RFP that is not understood. Responses to inquiries, if they change or clarify the RFP in a substantial manner, will be forwarded by addenda to all parties that have received a copy of the RFP. Addenda will also be posted on our web site, www.umaine.edu/purchasing/. The University will not be bound by oral responses to inquiries or written responses other than addenda.
Inquiries must be made to: Hal Wells
Purchasing Department Room 101J
University of Maine
5765 Service Building
Orono, Maine 04469-5765
(207) 581-2708
1.7 Award of Proposal: Presentations may be requested of two or more bidders deemed by the University to be the best suited among those submitting proposals on the basis of the selection criteria. After presentations have been conducted, the University may select the bidder which, in its opinion, has made the proposal that is the most responsive and most responsible and may award the contract to that bidder. The University reserves the right to waive minor irregularities. Scholarships, donations, or gifts to the University, will not be considered in the evaluation of proposals. The University may cancel this RFP or reject any or all proposals in whole or in part. Should the University determine in its sole discretion that only one bidder is fully qualified, or that one bidder is clearly more qualified than any other under consideration, a contract may be awarded to that bidder without further action.
No third-party or otherwise brokered bids or proposals will be accepted for printing. Only bids or proposals from manufacturers or printers who will accomplish all print work on their premises will be considered. If distribution is subcontracted, the University reserves the right to communicate directly with the subcontractor.
1.8 Confidentiality: The information contained in proposals submitted for the University's consideration will be held in confidence until all evaluations are concluded and an award has been made. At that time, the winning proposal will be available for public inspection. Pricing and other information that is an integral part of the offer cannot be considered confidential after an award has been made. The University will honor requests for confidentiality for information of a proprietary nature. Clearly mark any information considered confidential.
1.9 Costs of Preparation: Bidder assumes all costs of preparation of the proposal and any presentations necessary to the proposal process.
1.10 Debarment: Submission of a signed proposal 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.
1.11 Proposal Understanding: By submitting a proposal, 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.
1.12 Proposal Validity: Unless specified otherwise, all proposals shall be valid for 90 days from the due date of the proposal.
1.13 Proposal Submission: A SIGNED original and five (5) copies of the proposal must be submitted to the University of Maine Purchasing Department, 5765 Service Building, Orono, Maine 04469-5765, in a sealed envelope by, Monday, January 5, 2004, to be date stamped by the Purchasing Department in order to be considered. Normal business hours are 8:00 a.m. to 4:30 p.m., Monday through Friday. Proposals received after the due date will be returned unopened. There will be no public opening of proposals (see Confidentiality clause). Vendors are strongly encouraged to submit proposals in advance of the due date to avoid the possibility of missing the due date because of 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 proposal. In the event that the University is closed because of 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. Additional time will not be granted to any vendor. Additional time may be granted to all vendors when the University determines that circumstances require it. FAXED OR E-MAIL PROPOSALS WILL NOT BE ACCEPTED.
The envelope must be clearly identified on the outside as follows:
Name of Bidder
Address of Bidder
Due Date
RFP #
2.0 CONTRACT TERMS:
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 Contract Documents: If a separate contract is not written, the contract entered into by the parties shall consist of the Request for Proposals, the signed bid submitted by the Contractor, the specifications including all modifications thereof, and a purchase order or letter of agreement requiring signatures of the University and the Contractor, all of which shall be referred to collectively as the Contract Documents.
2.3 Contract Modification and Amendment: The parties may adjust the specific terms of this contract where circumstances beyond the control of either party require modification or amendment. Any modification or amendment proposed by the Contractor must be in writing to the Purchasing Department. Any agreed upon modification or amendment must be in writing and signed by both parties.
2.4 Contract Term: The contract term shall be for a period of one (1) year commencing with the 2004 Summer Session Catalog. With mutual written agreement of the parties this contract may be extended for four (4) additional one-year periods.
2.5 Contract Validity: In the event one or more clauses of the contract are declared invalid, void, unenforceable or illegal, that shall not affect the validity of the remaining portions of the contract.
2.6 Independent Contractor: Whether the Contractor is a corporation, partnership, other legal entity, or an individual, the Contractor is an independent contractor. If the Contractor is an individual, the Contractor's duties will be performed with the understanding that the Contractor is a self-employed person, has special expertise as to the services which the Contractor is to perform and is customarily engaged in the independent performance of the same or similar services for others. The manner in which the services are performed shall be controlled by the Contractor; however, the nature of the services and the results to be achieved shall be specified by the University. The Contractor is not to be deemed an employee or agent of the University and has no authority to make any binding commitments or obligations on behalf of the University except as expressly provided herein. The University of Maine System has prepared specific guidelines to be used for contractual agreements with individuals (not corporations or partnerships) who are not considered employees of the System.
2.7 Litigation: This Contract and the rights and obligations of the parties hereunder shall be governed by and construed in accordance with the laws of the State of Maine. The Contractor agrees that any litigation, action or proceeding arising out of this Contract, shall be instituted in a state court located in the State of Maine.
2.8 Cancellation/Termination: If the Contractor defaults in its agreement to provide personnel or equipment to the University's satisfaction, or in any other way fails to provide service in accordance with the contract terms, the University shall promptly notify the Contractor of such default and if adequate correction is not made within five (5) business days the University may take whatever action it deems necessary to provide alternate services and may, at its option, immediately cancel this Contract with written notice. Except for such cancellation for cause by the University, either the University or the Contractor may terminate this Contract by giving thirty (30) days advance written notice to the other party. Cancellation does not release the Contractor from its obligation to provide goods or services per the terms of the contract during the notification period.
2.9 Equal Opportunity: In the execution of the contract, the Contractor and all subcontractors agree, consistent with University of Maine System policy, not to discriminate on the grounds of race, color, religion, sex, sexual orientation, national origin or citizenship status, age, disability or veteran’s status and to provide reasonable accommodations to qualified individuals with disabilities upon request.
2.10 Indemnification: The Contractor agrees to be responsible for, and to protect, save harmless, and indemnify the University from and against all loss, damage, cost and expense (including attorney's fees) suffered or sustained by the University or for which the University may be held or become liable by reason of injury (including death) to persons or property or other causes whatsoever, in connection with the operations of the Contractor or any subcontractor under this agreement.
2.11 Intellectual property: Any information and/or materials finished or unfinished, produced in performance of the contract, and all of the rights pertaining thereto, are the property of the University and shall be turned over to the University upon request.
3.0 PERFORMANCE TERMS AND CONDITIONS:
3.1 Contract Administration: The University of Southern Maine Summer/Winter Session and International Programming, John LaBrie, 780-5422 or his designee shall be the University's authorized representative in all matters pertaining to the administration of this contract. Patrick Corey, 780-4775, or his designee shall be the University’s production representative.
3.2 Payments: Payment will be upon submittal of an invoice to Accounts Payable, The University of Southern Maine, 37 College Avenue, Gorham, Maine 04038 by the Contractor on a net 30 basis unless discount terms are offered.
3.3 The Contractor shall provide the services identified in the production schedule shown below. Meetings shall be conducted at the University and the Contractor shall deliver materials to the University and pick-up materials from the University. (Note: in the schedule shown below the University is the client). The University intends to design the catalog and provide the all necessary art work in house.
3.3.1 Initial client meeting with administrator and production representative.
3.3.2 Completed disk goes to Contractor.
3.3.3 Loose color proofs are reviewed by USM’s production representative.
3.3.4 2nd round combined proof is presented and reviewed by USM’s production representative. Sign off.
3.3.5 Blueline proof is reviewed and signed off by USM’s production representative and USM’s authorized representative.
3.3.6 Press run approval. USM’s production representative oversees job on press for any possible print problems/quality control.
3.3.7 Printing
3.3.8 Delivery and distribution.
4.0 SPECIFICATIONS:
4.1 Name of publication: University of Southern Maine Summer Session Catalog
4.2 Quantity: 120,000
4.3 Number of pages: 32 pages, plus 4 page cover
4.4 Stock:
Cover: 80 lb. C2S Cover;
Text: 42.5 lb. Equal Offset
4.5 Inks:
Cover: 5/4, Process + Spot Varnish outside cover except in mailing area;
Text: 2/2, black and PMS
4.6 Flat size: 16” X 10.75”
4.7 Finished size: 8” x 10.75” (saddle stitch)
4.8 Finishing: Saddle stitch
4.9 Bleeds: Cover only
4.10 Proofs: Cover and Inside Cover – Color Match Print; Text - Blueline
4.11 Packing: surplus—bulked in boxes and delivered to USM Summer Session at 108 Corthell Hall on the Gorham Campus.
4.12 Distribution:
Distribution agent for bulk mail distribution of 100,000 pieces.
Data processing and postal hygiene to include:
Merge, purge and de-duplication for all names on resident zip code files against USM in-house address file to reach a total of 100,000 homes.
Inkjet printing (or comparable) for the name and addresses with bar codes and zip plus four.
Sort, sack and delivery to Portland Post office for mailing out immediately after catalogs are available.
USM to provide bulk mail permit and US postage costs associated with bulk-mail
4.13 Turnaround: Three (3) weeks from delivery of files to delivery of finished product.
4.14 Files supplied by the University: Mac QuarkXPress and supporting files. Hi-res scans for cover will be provided by the University’s Office of Publications and Marketing.
4.15 No overs or unders.
5.0 PROPOSAL CONTENT:
5.1 Business Profile: Provide a brief summary of the company's history, elaborating on the bidder's experience with the production and distribution of school catalogs of a similar nature.
5.2 Describe the print production and distribution services offered and costs. Bidders shall clearly describe the services and quantities.
5.3 Identify any additional services and costs associated with completion of this project.
5.4 If distribution is to be accomplished by a subcontractor, the subcontractor must be identified. The University reserves the right to communicate directly with subcontractor.
5.5 Pricing: Bidders shall submit pricing for 120,000 catalogs, as specified, with no overs or unders. Submit pricing for printing services as a single line item and distribution costs as a separate item. USM to provide bulk mail permit and US postage costs associated with bulk-mail
5.5.1 Printing services: $_______________________
5.5.2 Distribution costs: $_______________________
5.6 Samples: Bidders shall provide a sample that is representative of production (print) quality offered for this project. Each sample shall be properly tagged or labeled with the name of the bidder and the proposal opening date. Samples shall be provided at no cost to the University.
Samples of previous Summer Session catalogs are available to bidders upon request. Contact John LaBrie, 207-780-5422 for sample Summer Session catalogs.
5.7 References: A list of three references is required with your quotation. These references should be agencies your firm has done business with in the past year on projects with a similar scope to this one.
5.8 Equipment List: Provide a list of equipment that you will use to accomplish this project.
6.0 SIGNATURE:
COMPANY NAME __________________________________________
By: ______________________________________________
(Signature)
______________________________________________
(Print Name)
______________________________________________
(Title)
______________________________________________
(Date)