UNIVERSITY OF MAINE
PURCHASING DEPARTMENT
ORONO, MAINE 04469-5765
The University of Maine System, acting through the University of Maine, is seeking bids for printing of the UMaine Viewbook and First Impression Piece.
1.0 GENERAL INFORMATION:
1.1 Definition of Parties: The University of Maine will hereinafter be referred to as the "University." Respondents to the RFB shall be referred to as "Bidders." The Bidder to whom the contract is awarded shall be referred to as the "Contractor."
1.2 Award: It is the intent of the University to award this bid all to one vendor. The University reserves the right to conduct any tests it may deem advisable, and to make all evaluations. The University reserves the right to reject any or all bids, in whole or in part, and is not necessarily bound to accept the lowest bid if that bid is contrary to the best interests of the University. The University reserves the right to waive minor irregularities. Scholarships, donations, or gifts to the University will not be considered in the evaluation of bids. A bid may be rejected if it is in any way incomplete or irregular. When there are tie bids, there shall be a preference for “in-state bidders”. When tie bids are both in-state or both out-of-state, the award will be made to the bid that arrives first in the Purchasing Department.
1.3 Award Protest: Bidders may appeal the award decision by submitting a written protest to the director of Purchasing within five (5) business days of the award notice, with a copy of the protest to the successful bidder. The protest must contain a statement of the basis for the challenge.
1.4 Evaluation: Award will be made to the low bidder provided that all other requirements are satisfactorily met. However, consideration will be given to delivery, samples, cost for on-site press checks, and references.
1.5 Communication with the University: It is the responsibility of the bidder to inquire about any requirement of this RFB that is not understood. Responses to inquiries, if they change or clarify the RFB in a substantial manner, will be forwarded by addenda to all parties that have received a copy of the RFB. 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: Anne-Marie Nadeau
Purchasing Department
University of Maine
5765 Service Building
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 Monday, April 4, 2005, 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 1-800-581-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 for each item offered prior to or at the time of bid opening. Samples shall 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:
Anne-Marie Nadeau
University of Maine
Orono, Maine 04469
Sealed bid # _________
Opening Date and Hour ____________
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 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 Val Williams, Marketing Department, 207-581-3754.
2.3 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 shall be packed in cartons weighing not more than 40 lbs.
2.4 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.
2.5 Payments: 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.
2.6 Time is of the Essence: All work, including the successful conclusion of final acceptance, shall be completed by May 15, 2005 and August 1, 2005. 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.
The First Impression Piece must be received no later than May 15th, 2005 and the Viewbook no later than August 1, 2005. Earlier if possible for both items.
2.7 Contractor Representation: The Contractor shall assign one (1) representative to work closely with the University throughout this project. Contractor’s representative shall have complete responsibility for project from time of contract award through delivery and acceptance of the finished product. The University expects the communication, level of service, and coordination between the parties to be a priority.
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 inside delivery.
2.9 On-Site Press Checks: On-site press checks will be required by University personnel. All expenses associated with press checks (travel, meals, lodging) will be considered in the evaluation of bids.
2.10 Camera Ready Files: Collected files – Quark-Mac. Camera ready file (disk) will be supplied to the Contractor no later than
May 1, 2005 for the First Impression Piece
June 27, 2005 for the Viewbook
2.11 Proof: Blueline & Matchproof required.
3.0 SPECIFICATIONS:
Name of Project: Viewbook & First Impression Piece (Junior)
Viewbook 2005 - 2006
Size: Folded Finished Size – 8-1/2 x 11
Quantity: 50,000
# Pages: 24 or 28 inside, plus 4 page cover (please bid both quantities)
Stock (inside): 80# Lustro Dull Text (No Substitute)
(outside): 80# Lustro Dull Cover (No Substitute)
Ink: Full Color 4/4 throughout
Bleeds: Full Bleeds
Binding: Saddlestitch
Option: Stuff Envelopes– Approximately 10,000 envelopes, 9-1/2 x 12-1/2, to be stuffed with viewbook and unfolded 8-1/2 x 11 application. Envelopes and Application to be supplied by the University for insertion by Contractor. Leave envelopes unsealed.
First Impression Piece (Junior) 2005 – 2006
Size: 16” x 8-1/2” folded to 4” x 8-1/2” (4 panels)
Quantity – 150,000
Stock – 80# Lustro Dull Cover (No Substitute)
Ink: Full Color 4/4 throughout
Bleeds: Full Bleed
4.0 BID SUBMITTAL
4.1 Price: Please provide a bid for all options. Cost Per 1000/additional
Viewbook (24 page, plus cover) 50,000 $ $
Viewbook (28 page, plus cover) 50,000 $ $
First Impression 150,000 $ $
Option : Additional Cost to Stuff Envelopes $
4.2 Lead Time: State the number of days to delivery after receipt of the order and camera ready disk:
First Impression Piece .
Viewbook .
4.3 Press Checks: Indicate the location where press-checks will be done (city, state):
4.4 Samples: Please submit samples as per instructions, section 1.10
4.5 Contractor Representative: Provide Name, Title, and Contact Information for Representative assigned to this account/project:
Name:
Title:
Phone:
Fax:
E-Mail:
4.6 Reference: Please see next page.
Company Name (please print)
Representative Name (please print) Signature
Telephone Fax E-Mail
4.6 References: A list of three references is required to be submitted 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.
Company Name:____________________________________________________
Address:_________________________________________________________
City:__________________ State:______ Zip Code:________________
Contact Person:__________________________________________________
Phone Number: ( ) _____________ Fax Number: ( ) _____________
Company Name:____________________________________________________
Address:_________________________________________________________
City:__________________ State:______ Zip Code:________________
Contact Person:__________________________________________________
Phone Number: ( ) _____________ Fax Number: ( ) _____________
Company Name:____________________________________________________
Address:_________________________________________________________
City:__________________ State:______ Zip Code:________________
Contact Person:__________________________________________________
Phone Number: ( ) _____________ Fax Number: ( ) _____________