1-ITB 25-037 Specifications Printing Stationary, Envelopes, Business Cards, any Specialty or Miscellaneous Printing Services.pdf

Jackson County, Missouri Invitation to Bid No. 25-037

1.0 INTRODUCTION

1.1 Jackson County, Missouri is seeking a Twelve (12) Month Term and Supply Contract with Three (3) Twelve (12) Month Options to Extend for the furnishing of Printing Stationary, Envelopes, Business Cards, & any Specialty or Miscellaneous Printing Services for use by Various County Departments.

1.2 This contract will be on an “As Needed” basis. Although exact usage cannot be determined, the County estimates it will spend $70,000.00 annually on Printing Stationary, Envelopes, Business Cards, & any Specialty or Miscellaneous Printing Services.

1.3 Jackson County, Missouri Invitation to Bid No. 25-037 has a response deadline of 2:00 p.m., CDT on October 7, 2025.

1.4 Bids must be submitted electronically through the Jackson County Bonfire Portal at http://jacksongov.bonfirehub.com Bids submitted by any other method will not be accepted.

1.5 All submissions must be uploaded to the Bonfire website by 2 pm CDT on October 7, 2025. Failure to do so will result in the rejection of your submission, as the software does not accept late entries. However, if you submit your proposal early, you can edit it up until the 2 pm deadline.

1.6 If bid documents are obtained by the Bidder from a source other than Bonfire, it will be the Bidder's responsibility to verify all due dates and pertinent information (Response Deadline, Questions Deadline, Intent to Bid Deadline, Addendums) in the Bonfire Portal.

1.7 Jackson County, Missouri reserves the right to split the contract award, therefore, do not submit a bid if your bid is all or nothing.

1.8 Jackson County, Missouri reserves the right to request clarifications on any bid.

2.0 QUESTION PROCEDURE

2.1 All Questions regarding this Invitation to Bid shall be communicated electronically through the Jackson County Bonfire Portal via the Opportunity Q&A on the Invitation to Bid. All questions must be received on the Bonfire Portal by 5:00 p.m. CDT on September 30, 2025.

2.2 All answers to questions will be published via Addenda/Amendment to the Invitation to Bid on the Jackson County Bonfire Portal. It is the Bidders responsibility to check the Bonfire Portal for Addenda.

2.3 Bidders and their agents (including subcontractors, employees, consultants, or anyone else acting on their behalf) must follow this procedure. Bidders or their agents may not contact any other County staff regarding matters covered by this Invitation to Bid during the solicitation and evaluation process. Inappropriate contact is grounds for REJECTION of the Bidder’s submission.

3.0 BIDDING REQUIREMENTS

3.1 All work performed under this Contract shall be performed in the Greater Kansas City Metropolitan Area. If the Bidder is not located in the Greater Kansas City Metropolitan Area, documentation on company letterhead MUST Be submitted with your bid response detailing how your company would perform the work detailed herein.

3.2 If the Bidder is located in the Greater Kansas City Metropolitan Area, on company letterhead provide company name and address and submit with your bid.

3.3 Jackson County, Missouri Invitation to Bid No 25-037 has an Intend to Bid response deadline of 12:00 pm (noon) CDT on October 7, 2025. This is two hours before bid submission deadline.

3.4 Jackson County, Missouri reserves the right to request paper samples for evaluation purposes if necessary. Paper samples must be received within seven (7) days from the date of written request. Failure to submit requested paper samples WILL RESULT IN THE REJECTION OF YOUR BID.

4.0 AWARD REQUIREMENTS

4.1 Certificate of Insurance: The Successful Bidder will be required to submit to the Purchasing Department a Certificate of Insurance meeting or exceeding the positions of Item 15 “General Conditions” and Exhibit A included herein within ten (10) business days after receiving Notification of Award. The Certificate of Insurance must be received by the County prior to the commencement of any work on this contract.

4.2 Exempt Entity: Jackson County, Missouri is an exempt entity under Section 144.062 Revised Statutes of Missouri.

Upon the request of the Successful Respondent, Jackson County will issue a project specific Missouri State Sales Tax Exemption Certificate to the Successful Respondent and their named subcontractors to be utilized during the performance of this Contract. The certificate must be requested prior to the purchase of any goods, supplies, materials and/or equipment. Under no circumstances will this certificate be backdated to cover goods, supplies, materials, or equipment already purchased.

4.3 W-9 Form: The Successful Bidder must provide a complete IRS W-9 Form for this Contract.

4.4 Other Licenses: The Successful Bidder must provide upon written request, evidence of current required Federal, State, and Local Occupational Licenses.

4.5 Dedicated email addresses: All Purchase Orders, Award Letters and other information will be issued to awarded Bidders via email. It is the Bidders responsibility to provide two (2) updated email addresses for their company with their bid. It shall also be the responsibility of awarded Bidder(s) to keep the County updated on any changes to their email addresses during the term of any resulting contract.

4.6 Insurance and Indemnification: The Successful Bidder shall indemnify, defend and save harmless the

County against all damages to persons and property which may arise out of the work included in the performance of this Contract, including all claims for personal injuries and property damage and all losses, costs, attorney’s fees or judgements which may arise out of any claims against the County. The Successful Bidder shall purchase and maintain as a minimum such insurance as described in Exhibit A of this Invitation to Bid. The Successful Bidder shall file with the County such Certificate of Insurance as described in Exhibit A and within the time specified in Exhibit A.

5.0 SPECIFICATIONS

5.1 Include all setup and/or plate charges in your quotations . No extra charges for negatives, artwork or plates are allowed for the items on this contract. A slick of the Jackson County, Missouri logo will be provided upon request.

5.2 RECYCLED PAPER CONTENT: All items shall be printed on recycled paper with recycled content of 30% post-consumer waste.

5.3 Proofs: Written proof approval is required. The Successful Bidder is required to have written proof approval before printing all items . The Successful Bidder may e-mail proofs to the requesting departments for signature.

If errors are to be corrected (not design changes), a new proof is required upon corrections of errors.

5.4 RECYCLE BUG REQUIREMENTS: Some items require the recycle bug to be printed. If a department wants the recycle bug printed it will be indicated on the order. Orders that indicate a recycle bug and are printed without recycling bug will be returned for reprinting at no cost to Jackson County, Missouri.

5.5 UNION BUG REQUIREMENTS: Some items require the union bug to be printed. Those items are clearly listed in the item descriptions in Section 6.0. Items that come in with no Union Bug that are required to have one will be returned for reprinting at no cost to Jackson County, Missouri.

5.6 LOGOS: Logos to be provided to the Successful Bidder as needed.

5.7 The Successful Bidder shall not substitute any ordered item without the prior approval of the ordering department.

Unauthorized substitutions shall not be acceptable. If an item has been discontinued, the successful Bidder shall contact the ordering department to advise them of the discontinued item and suggest comparable replacement item.

The ordering department must approve any replacement item.

5.8 Price Increases: The Successful Bidder may increase prices only when the increase applies to the General Public and is stated officially in writing to Jackson County, Missouri. Price increase shall not take effect against the County until the Successful Bidder has verified fulfillment of this condition. No price increases will be allowed for the first six (6) months of any resulting contract.

5.9 All work performed under this Contract must be covered by a Purchase Order. Under no circumstances will work be performed that is not authorized in advance by a Purchase Order. Any work performed that is not covered by a purchase will be at the Bidders risk and expense.

5.9.1 Purchase Orders will be for specific items and quantities against this contract.

5.10 Provide a percentage (%) discount off retail price for other specialty or misc. items not listed in the description below.

6.0 ITEM DESCRIPTIONS

Various Dept’s

6.1 Letterhead

Size: 8 ½" x 11" Paper: 25% cotton or comparable Color: White or Ivory Ink: Reflex blue, black or red

6.2 Envelope (to match 6.1)

Size: #10 No Window Paper: 24#, wove or comparable

6.3 Envelope (to match 6.1)

Standard Window Paper: 24#, wove or comparable

6.4 Envelope (to match 6.1)

Standard Window Paper: 25% cotton or comparable

6.5 Business Card

Size: 3 ½” x 2 Paper: White #110 Card Stock One Logo Flat Print Ink: Reflex blue

6.6 Business Card

Paper: White #110 Card Stock Two Logo

6.7 Business Card with Gold Foil Imprinting | Stamping

Paper: White #110 Card Stock Color: White or Ivory

Ink: Color to be determined at the time of printing

6.8 Business Card with Gold Foil Imprinting | Stamping

Paper: #110 Linen Color:

White or Ivory

Ink: Color to be determined at the time of printing

Specialty Envelopes

6.9 Envelope

Size: #9 No Window Paper: 24#, wove or comparable

Ink: Reflex blue or black

6.10 Envelope

No Window Paper: 24#, wove or comparable Color: White

Return address and mailing address printed on the envelope

6.11 Envelope

Size:10” x 13” No Window Paper: 28#, wove or comparable

6.12 Envelope

Size:9” x 12” No Window Paper: 28# Catalog White Kraft Ink: Reflex blue of black

Memo Pads

6.13 Memo Pads

Size: 5 ½” x 8 ½” Paper: 20#, White Padded, 50 sheets per pad with lines One Logo

County Executive

6.14 Letterhead

Size: 8 ½" x 11" Paper: White, 25% cotton or comparable Imaging Laid or comparable Ink: Reflex blue

With Union Bug

6.15 Second Sheets (to match 6.14)

Size: 8 ½" x 11" Paper: White, 25% cotton or comparable Imaging Laid or comparable

6.16 Letterhead with Gold Foil Logo

Paper: 80# Classic Linen Color: Ivory Imaging Laid or comparable Ink: Reflex blue, printed with gold foil logo using County-owned die

With Union Bug

6.17 Second Sheets (to match 6.16)

Paper: 80# Classic Linen Color: Ivory

6.18 Envelope (to match 6.16)

No Window Paper: 80# Classic Linen Color: Ivory Imaging Laid or comparable

6.19 Business Cards with Gold Foil Logo

Size: 3 ½" x 2" Paper: #110 Linen Color: Ivory

6.20 Business Cards

Paper: #110 Linen Color: White or Ivory Ink: Color to be determined at time of order

6.21 Business Cards

Paper: #110 Card Stock

Ink: Color to be determined at time of order

Prosecuting Attorney

6.22 Letterhead with Gold Foil Logo

Paper: Classic Linen Color: Ivory

6.23 Second Sheets (to match 6.22)

Paper: Classic Linen

6.24 Envelope with Gold Foil Logo (to match 6.22)

No Window Paper: Classic Linen Color: Ivory

6.25 Envelope - Prosecuting Attorney's Bad Check Unit

Size: 3 ½” x 6 ½” No Window Paper: 24#, white wove or comparable

6.26 A2 Notecards

Dimensions: 4.5” x 5.75” Ink: Up to 4 colors Logo Cardstock Weight: 80-100# Classic Linen Color: White or Ivory

6.27 A2 Envelope Size

Dimensions: 4.3/8” x 5.3/4” No Window, Paper: 24# Wove or Comparable Color: White or Ivory Ink: Reflex blue or black

6.28 Notepads with Logo and Writing Lines

Dimensions: 8” x 11” Binding: Top binding Peforated tear away or bummed release Ink: Up to 4 colors Logo Black or Bue Writing lines Color: White

6.29 Double Pocket Folder for Prosecutor’s Office

Folded Dimensions: 11.75” x 9.5” Double Pocket Gold Foil Print, Logo Wove or comparable Navy Blue

6.30 Ink Pens with Logo

Ink: Up to 4 colors Logo Ball Point Retractable Upper Barrell Clip Navy

Sheriff’s Office

6.31 Letterhead with Gold Foil

Paper: Classic Linen Color: White Ink: Black Ink

6.32 Second Sheets (to match 6.26)

Paper: Classic Linen

6.33 Envelope with Gold Foil Logo (to match 6.26)

No Window Paper: Classic Linen Color: Ivory

Ink: Reflex black, printed with gold foil logo using County-owned die

6.34 Business Cards

Paper: 12 pt C1S Kromekote Stock Ink: Four Color Digitally Printed

6.35 Business Cards with Gold Foil Logo

Paper: #110 Linen Color: White or Ivory Ink: Gold Foil + Black ink

Parks + Rec

6.36 Letterhead

Paper: 25% cotton or comparable Color: White Ink: 3 color logo, with black ink

6.37 Envelope (to match 6.36)

No Window Paper: 24# wove or comparable

6.38 Business Cards

Size: 3 ½” x 2” Paper: White #110 Card Stock

Combat

6.39 Letterhead

Paper: 25% cotton or comparable

Ink: 2 color printing

6.40 Envelope (to match 6.39)

No Window Paper: 24# wove or comparable

Ink: 2 color printing, red and black ink

6.41 Business Cards

Size: 3 ½” x 2” Paper: White #110 Card Stock

Ink: 2 color, red and black ink

6.42 Brochure

Legal Size Full Color Double-Gate Fold Gloss-Coated Paper

Collections

6.43 Letterhead

Paper: 60# Bond Offset

Ink: Reflex Blue

Municipal Court

6.44 Envelope Sleeve for Municipal Court

Size: 4 ½" Wide x 9 ½" Tall, open at 4 ½" top Paper: 24#, wove or comparable Color: Buff Printed line in black ink

6.0 EVALUATION PROCESS

6.1 All bids that are responsive to the General Conditions, Specifications, and other provisions of this Invitation to Bid will be evaluated.

6.2 An Evaluation Committee made up of Jackson County, Missouri Personnel will evaluate bids and make recommendations. Jackson County, Missouri shall be the sole judge of the bids submitted and its decisions shall be final.

7.0 ATTACHMENTS

7.1 Attachment A – Purchasing Forms to be downloaded, filled out and submitted with bid:

7.1.1 Term and Supply Contract Page

7.1.2 Affidavit

7.1.3 Certificate of Compliance Notice

7.1.4 Statement of Contractor’s Qualifications

7.1.5 Acknowledgment of Receipt of Addenda

7.1.6 Bidder’s Quotation Sheet

7.1.7 Exhibit F – Bidder’s Exceptions

7.2 Attachment B – General Purchasing Information to be read prior to submitting your bid:

7.2.1 General Conditions

7.2.2 Exhibit A – Insurance

8.0 REQUIRED SUBMITTALS

8.1 The following information and/or forms MUST be submitted with your response to this Invitation to Bid:

8.1.1 Term and Supply Contract Page

8.1.2 Affidavit

8.1.3 Certificate of Compliance

8.1.4 Statement of Contractor’s Qualifications

8.1.5 Acknowledgement of Receipt of Addenda

8.1.6 Greater KCMO Metropolitan Area Information Memo (per section 3.0 - on company letterhead)

8.1.7 Bidder’s Quotation Sheet

8.1.8 Exhibit F – Bidder’s Exceptions

8.1.9 Dedicated Email Addresses (per section 4.5 – on company letterhead)

8.2 Failure to include any of the items listed in this Section may result in the REJECTION of your submitted bid.