2709ITB_-_Scope_of_Services.pdf

COMMUNICATIONS & MARKETING DEPARTMENT

2709ITB – Citywide Banner Printing & Fabrication 1

1. Purpose and scope

The City of Daytona Beach (“City”) seeks qualified vendors to provide as-needed printing, fabrication, finishing, packaging and delivery of pole banners, event banners, park and facility banners, yard signs and related large-format signage. This solicitation is for production and delivery only. Installation, removal, mounting hardware installation, permitting, sponsorship approval and maintenance of installed products are excluded unless separately authorized under an appropriate procurement process. The City does not guarantee any minimum purchase or annual volume.

2. Ordering and project coordination

Orders will be through a City Work Order (CWO) authorization.

The awarded bidder shall designate a primary account representative, verify final dimensions, materials, finishing, quantities, artwork and delivery destination, and confirm the production schedule before work begins.

A sponsorship application or verbal request does not authorize production. No minimum order quantity may be imposed. Substitutions or changes require prior written City approval.

3. General materials and printing standards

Materials must be appropriate for their intended indoor or outdoor use and supplied free of defects. The awarded bidder shall identify manufacturer, weight or thickness, print method, ultraviolet resistance, expected outdoor service life and applicable performance characteristics during the CWO authorization process. The City may request product samples or data sheets. Full-color double-sided printing is mandatory for all vertical pole banners and horizontal street-span pole banners. For other product categories, the CWO shall specify single- or double-sided printing, with both options priced where indicated. Printed sides must have accurate registration, consistent color and legible graphics. No unacceptable show-through, fading, bleeding or distortion is permitted.

4. Vertical pole banner fabrication

Vertical pole banners shall be full-color, double-sided and fabricated using heavy-duty vinyl weighing at least 18 ounces, with 1,000-by-1,000-denier construction and the prior contract’s stated minimum tensile rating of 199/196 pounds per inch, subject to confirmation against the manufacturer’s technical data sheet.

Include 3-inch pole pockets at the top and bottom unless the City approves another configuration for an identified location. Reinforcement and any additional finishing must be compatible with existing City hardware; installation and hardware supply are excluded unless specifically priced and authorized.

Standard vertical sizes

Current application sizes are 18 inches by 24 inches (Mary McLeod Bethune Boulevard), 20 inches by 32 inches (Main Street), 24 inches by 48 inches (A1A) and 24 inches by 72 inches (most other corridors).

Optional legacy sizes are 24 inches by 36 inches, 24 inches by 74 inches and 29 inches by 82 inches. Final sizes and quantities will be established through the CWO authorization process.

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5. Horizontal street-span pole banner fabrication

Horizontal street-span pole banners shall be full-color and double-sided. The current application identifies a standard finished size of 33 inches high by 20 feet long. The awarded bidder shall propose reinforced edges and attachment points compatible with City-approved suspension hardware and identify hems, grommets, attachment spacing and any wind-relief treatment during the CWO authorization process. The City must approve location-specific fabrication and attachment details before production. Structural design, engineering, mounting hardware and installation are excluded. Application references to “one-sided” (“single sided”) or “two-sided” (“double sided”) locations must be clarified administratively; they do not change the printing requirement.

6. Event and promotional banners

Provide custom-sized banners for City events, community programs, temporary promotions and public information campaigns. Quote outdoor vinyl and optional mesh material separately, with available single-and double-sided printing. Finishing options shall include reinforced hems, grommets and pole pockets, as specified on individual orders. The awarded bidder shall state available maximum seamless dimensions, material weights and suitability for wind-exposed applications during the CWO authorization process. No single material or finishing configuration shall be assumed for every event.

7. Cypress Park banners

Provide banners intended for Cypress Park or other City-designated park locations, subject to a City-approved site schedule identifying the actual mounting surface, finished dimensions, printing orientation, number of printed sides, material and finishing. The awarded bidder shall not fabricate park-specific products until these details are approved in writing. Square foot unit cost shall accommodate standard and custom sizes.

8. Facility banners

Provide indoor and outdoor banners for recreation centers, aquatic centers, municipal facilities and other City locations. Orders may require wall-mounted, fence-mounted or suspended banner configurations. The awarded bidder shall offer suitable material and finishing options, including hems, grommets and pole pockets, as ordered. The City will specify finished dimensions, intended use, printing sides and mounting compatibility on each purchase order. Installation is excluded.

9. Yard signs and rigid temporary signage

Provide printed corrugated-plastic yard signs for City programs, events and directional messaging. Include separate pricing for common finished sizes of 18 inches by 24 inches and 24 inches by 36 inches, with 4-millimeter corrugated plastic as a proposed baseline, subject to City approval. Quote single- and double-sided full-color printing, optional H-stakes and any alternate substrates separately. State whether stakes are packaged individually or with signs. Additional rigid temporary signs may be quoted by approved material, thickness and square-foot pricing.

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10. Artwork, proofing and approval

The City will supply artwork. The awarded bidder shall provide accepted file formats, resolution, bleed, safe-area and color-profile requirements. A digital color PDF proof displaying each printed side shall be provided for every new design at no additional cost within two (2) business days of receiving final artwork. Any errors identified during proofing shall be corrected and resubmitted without charge. A physical proof may be requested and shall be separately priced if applicable. Production may begin only after receipt of an authorized purchase order and written City proof approval. The awarded bidder shall not approve sponsorship content.

11. Production timelines, turnaround and delivery

The awarded bidder shall provide timely fabrication and local delivery of completed banners to the City of Daytona Beach Public Works facility, 950 Bellevue Ave., for scheduled campaigns and City events.

Production lead time begins upon receipt of the executed purchase order, final artwork and written proof approval, whichever occurs last. All proposed turnaround times shall include fabrication and delivery to the designated Public Works location. The following are proposed maximum standard turnaround times for awarded bidder response:

Product category Proposed maximum turnaround

Vertical pole banners 10 business days

Horizontal street-span pole banners 10 business days

Event and promotional banners 7 business days

Cypress Park and facility banners 10 business days

Yard signs 5 business days

Custom or specialty signage Agreed in writing before production

The awarded bidder shall identify standard and expedited lead times and any rush fees the CWO authorization process. All orders shall be delivered to the location designated by the City by the agreed deadline. The awarded bidder shall immediately report anticipated delays and submit a revised completion schedule. Repeated missed deadlines may be considered in vendor performance reviews and future ordering decisions. Shipping and freight terms must be clearly disclosed during the CWO authorization process.

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12. Quality control, inspection and acceptance

The awarded bidder shall inspect finished products for accurate dimensions, color, quantity, printing sides, seams, hems, grommets and material quality before delivery. Orders must be packaged to prevent creasing, abrasion and moisture damage and labeled by purchase order, design, size and quantity. The City may inspect deliveries and reject defective, incomplete or nonconforming items. The awarded bidder shall correct or replace vendor-caused defects at no additional cost to the City, including associated freight, within a City approved expedited timeframe. Upon award, the awarded bidder shall provide a defined workmanship and materials warranty, coverage period, exclusions and claims process.

13. Artwork ownership, confidentiality and reorders

Artwork, logos, designs and production files provided by the City remain the City’s property or under its authorized use. The awarded bidder may not reuse, publish or distribute City artwork without written authorization from the City. The awarded bidder shall protect unreleased campaign materials and provide final production files or return City-supplied files upon request. Upon award, the awarded bidder shall provide written procedures on how approved artwork, color specifications and fabrication details will be retained to facilitate consistent reorders and how long records will be maintained.

14. Price Adjustments

Unit costs for the finished products including prepress, routine digital proofs, materials, full-color printing, standard finishing, packaging and standard production overhead are firm for the length of the initial contract term. Proposed adjustments to unit costs may only occur during the renewal of the contract.

15. Additional products

The City may request written quotes for closely related banner or large-format signage products not listed in the price proposal, subject to contract scope, available funds and applicable procurement requirements.