4-Attachment B Scope of Work.pdf

Publications of Utah Code Books Attachment B – Scope of Work

Solicitation #SB25-13

1. Purpose The purpose of this solicitation is to provide legal research and citation services for printing and delivery of various publications for the State of Utah Eligible Users. This includes the State of Utah’s government departments, institutions, agencies, political subdivisions (e.g., colleges, school districts, counties, cities, etc.), and, as applicable, nonprofit organizations, agencies of the federal government, or any other entity authorized by the laws of the State of Utah to participate in State Cooperative Contracts.

2. Background / Anticipated Services Background: The Publications of Utah Code Books portfolio serves as a critical resource for State Administrative Services, Judicial Councils, and various entities across the State of Utah, including cities, counties, school districts, and service districts. The current contract is specifically structured for the provision of Utah Code Books Annotated. However, demonstrable demand indicates that the scope of the current contract is restrictive and necessitates a broader capacity to encompass a wider range of legal publications.

Anticipated Services: It is anticipated that the awarded Contractor shall have available a wide range of services to provide the Eligible User with an accurate and professional end product;

including, but not limited to, reliable printing options, professional binding, and accurate citation work.

3. Scope of Work

3.1 Requirements of the Company

a) Print Publications: High-quality printed versions of statutes, codes, and other legal materials

b) Volume Printing: Ability to handle various size orders and offer volume-pricing discounts

c) Accurate and Up-to-date Versions: Ensuring the printed materials reflect the most current official versions of the Utah Code and Rules. Includes: incorporating all legislative changes and updates to the Utah Code and Rules as of the current date for each publication cycle, with verification from the Office of Legislative Research and General Counsel.

d) Citation Checking: Features that verify the accuracy and completeness of legal citations to help establish the legal basis and scope of the rule

e) Case Law Annotations: Research and linking relevant court decisions that interpret, apply, or challenge the specific administrative rules

f) Specific Formatting: Adhering to any specific formatting requirements mandated by the State of Utah for these publications.

g) Key Words and Indexing: apply detailed indexing and tagging to the rules, making them more easily searchable by subject matter.

h) Reliable Printing and Binding: Producing durable and professionally bound volumes.

i) Efficient Distribution: Timely and accurate delivery of printed materials.

j) Format and Style: They ensure consistent formatting, headings, and citation styles for readability and professional presentation.

k) Communication: Provide a point of Contact for the User and provide regular updates on the project's progress.

3.2 Book Specifications:

Interior Pages:

a) The Company must offer Acid-free paper, either offset or text paper

b) GSM weight between 60 GSM – 80 GSM

c) The Company must offer smooth or natural, uncoated finish on the paper

d) The Company must offer white, and or cream/natural white paper color.

Cover Pages:

e) The Company must offer heavier (cardstock) type cover paper. Either coated or uncoated.

f) The Company must offer between 200 GSM – 300 GSM on cover pages to protect interior pages.

g) Cover page finish offered may be matte, gloss or soft-touch laminate

h) The Company must accommodate branding colors for each publication as specified for the publication.

Binding:

i) The Company must be able to meet the requirements for various publications. Case Bound or Perfect Bound shall be specified by the Eligible User.

j) Custom binding specifications and pricing shall be negotiated between the parties

3.3 Physical Proofs:

The Company shall provide the cost, number of proofs included in the cost, and turnaround time of all physical proofs for review and approval prior to full production.

3.4 Quality Control Procedures:

Upon an Eligible Users request, the Company shall provide a detailed description of their quality control procedures, including:

a) Pre-press checks

b) In-process inspections

c) Final inspection

d) Procedures for addressing any quality issues.

4. Pricing Structure:

4.1 Per Page Pricing:

The Company shall provide, within the awarded contract agreement, a per-page pricing structure, clearly outlining the cost per page for both interior and cover pages.

4.2 Volume Discounts:

a) The Company is required to offer the State of Utah a discount for Bulk Orders.

b) As a mandatory minimum requirement of this RFP, it is required to submit a bulk order discount tier structure with the proposal submission. This will be completed on Attachment C: Cost Sheet.

For Example:

100-200 books: ___% discount 250-500 books: ___% discount, etc.

4.3 Quotes: The Company shall provide a detailed quote for the Eligible User to approve before purchase. It shall include, but is not limited to:

a) Physical proof delivery, volume, timing and cost

b) Page count

c) Binding type

d) Per volume total with any applicable discount applied

e) Additional fees if contractually allowed

f) Turnaround time for the entire order

g) NET Payment Terms and payment schedule

h) State Cooperative Contract number

4.4 Shipping and Handling:

a) The Company shall build shipping costs into the cost of the publications. No additional shipping costs may be charged unless the Eligible user requests expedited shipping.

b) All orders are FOB Destination

c) The printed materials shall be accepted upon delivery if they meet the specifications outlined in this SOW and are free from defects.

4.5 Pricing Guarantee:

a) Signed (approved) project quotes are not subject to rate increases. Projects must be completed at the originally quoted rate, adhering to the contractual pricing and discounts.

b) The contract pricing is guaranteed for 1 year. Contract pricing increases require a formal request from the Contractor to the Utah Division of Purchasing. An approval in the form of an Amendment to the contract is required.

4.6 Special Orders:

a) Special order pricing quotes are to be dated and agreed upon in writing by both parties and shall follow the discount pricing tier for bulk orders.

b) There may be fees related to a special order that are not listed on the pricing sheet of the contract. These are allowed by the Contractor and may be negotiated by the Eligible User.