7-RFP-02-Scope of Services.pdf

CITY OF FORT WORTH - PURCHASING DIVISION

SCOPE OF SERVICES

RFP Ref. #: 26-0115 Doc. Ref#: RFP-02 Page 1 of 12 RFP Title: Printing and Related Services

1.0 INTRODUCTION AND PURPOSE

The City of Fort Worth (City) seeks proposals to finalize non-exclusive Agreement for Printing and Related Services as described herein on an “as needed” basis for the City Departments per descriptions and specifications listed in this RFP. The City intends to award multiple agreements to provide full coverage of services for the City.

2.0 BACKGROUND

The historical spend for these services is an average amount of $5,206,276.52 over a five year period.

3.0 SCOPE OF SERVICES

3.1 The Proposer shall provide all services necessary for printing and related items included but not limited to:

3.1.1 Printing and Mail Production Services

3.1.1.1 Be capable of providing mail services including mail

merge, pre- sorting, ink jetting, and post office delivery. Mail services will use City's indicia for postage.

3.1.1.2 Include costs for mail merge, pre-sorting, ink jetting, tabbing and other mail-related services with delivery to post office, if service is available.

3.1.1.3 Provide a list of all digital design software features and capabilities Proposer has.

3.1.1.4 Be capable of offering a wide range of services

including graphic design, maps, Calendars, annual reports, and multi-faceted informational packages.

3.1.1.5 Indicate if after-hours (after 5:00 pm) emergency or

rush services are available (6-hour turnaround time), RFP Ref. #: 26-0115 Doc. Ref#: RFP-02 Page 2 of 12 week-end services (24- hour turn-around) and the fees for such services.

3.1.1.6 Only accept job requests through City issued Purchase orders.

3.1.1.7 Provide a minimum of one (1) sales representative to

handle City's accounts. The sales representative shall inform City purchasing and user departments of new materials and processes, handle billing problems, special orders, etc.

3.1.1.8 Guarantee turnaround time of three (3) to five (5)

business days from the Purchase Order received date.

3.1.1.9 Provide an on-site Press Check when it is requested by The City of Fort Worth to ensure proofs match the designated colors, content, and paper stock.

3.1.1.10 The City of Fort Worth Pantone colors the proposer

shall use for press checks are:

3.1.1.10.1 PMS 175 Brown

3.1.1.10.2 PMS 288 Blue

3.1.1.10.3 Fonts: “City of Fort Worth" Cheltenham

3.1.1.11 The City may request quotes from Awarded proposers

for specialty services for any additional printing and designing products or services.

3.1.1.12 Be responsible for providing all labor, equipment, material and consumables necessary for the production of printed material by copying and/or offset printing.

3.1.1.13 Package all completed print jobs in boxes or cartons.

3.1.1.14 All packages, boxes, and cartons shall be labeled as to

RFP Ref. #: 26-0115 Doc. Ref#: RFP-02 Page 3 of 12 contents, purchase order number, job order number and ordering department and department contact name. All products used for shipping will be recyclable in the City's Recycling Program and shall contain recycled-content materials.

3.1.1.15 Acknowledge that The City reserves the right to reject and refuse acceptance of work, which is not in accordance with the instructions, specifications, drawings, and data or quality standards of same.

Rejected work shall be at the expense of the Proposer.

3.1.1.16 Provide proofs , if requested by City departments, and are subject to City approval before initiation and completion of the project and will be held responsible for getting all proofs approved by the requesting department signed dated by an authorized staff member of the requesting department prior to printing.

3.1.1.17 Provide printing services pricing that will include but not limited to, pickup and delivery. Specify in the bid how rush fees will be calculated.

3.1.2 Warranty

3.1.2.1 In addition to any other warranties in this contract, the Proposer warrants that all work and products supplied under this agreement conforms to the agreement requirements and is free from any defect in workmanship, equipment, material, or design furnished by the Proposer or any supplier at any tier.

3.1.2.2 Proposer agrees to repair or replace promptly, on a

one-for-one basis without additional cost to the City of Fort Worth, any and all defective work and products.

The City defines "prompt" repair or replacement to be within twenty- four (24) hours after notification by authorized City personnel.

RFP Ref. #: 26-0115 Doc. Ref#: RFP-02 Page 4 of 12

3.1.3 Delivery Requirements

3.1.3.1 There may be instances when the Proposer may be

asked to accelerate delivery of an order(s) due to extenuating circumstances. When this occurs, the Proposer will be expected to provide this service at no additional cost.

3.1.3.2 In the event the Proposer is unable to meet the original delivery date(s), the City must be contacted within one

(1) business day, before the due date, and seek an extension of delivery time. Failure to comply with the delivery terms may be legal grounds for canceling an order(s), or the entire Agreement in accordance with the Termination Clause shown elsewhere in the solicitation.

3.1.3.3 Delivery tickets must include the City’s Contract ID

Number and the ordering department’s Purchase Order Number.

3.1.4 Holiday hours shall be all City-Observed holidays as follows:

3.1.4.1 Martin Luther King Jr. Day

3.1.4.2 Memorial Day

3.1.4.3 Juneteenth

3.1.4.4 July 4th

3.1.4.5 Labor Day

3.1.4.6 Thanksgiving Thursday and the following Friday

3.1.4.7 Christmas Day

3.1.5 Digital Print and Copy Requirements

3.1.5.1 Digital print and copy shall include standard black and white copies/prints; standard color copies/prints; some

RFP Ref. #: 26-0115 Doc. Ref#: RFP-02 Page 5 of 12 oversize black/white/color copies/prints; blueprints and finishing services.

3.1.5.2 Digital Print and Copy shall include but not limited to the following services:

3.1.5.2.1 Stapling (1, 2 or 3 staples)

3.1.5.2.2 8.5x11 Black and White Copies

3.1.5.2.3 11x17 Black and White Copies

3.1.5.2.4 8.5x11 Color Copies

3.1.5.2.5 11x17 Color Copies

3.1.5.2.6 Cutting

3.1.5.2.7 Folding (tri-fold, z-fold and bi-fold)

3.1.5.2.8 Padding

3.1.5.2.9 Scoring

3.1.5.2.10 Perforating

3.1.5.2.11 Laminating

3.1.5.2.12 Comb binding (plastic, 15-19 rings in various

assorted colors that will be based on the department’s request)

3.1.5.2.13 Metal Signs

3.1.5.2.14 Vinyl Signs

3.1.5.2.15 Digital File transfer

3.1.5.2.16 Coil binding

3.1.5.2.17 Velo binding

RFP Ref. #: 26-0115 Doc. Ref#: RFP-02 Page 6 of 12

3.1.5.2.18 Wire-0 binding

3.1.5.2.19 Tape binding

3.1.5.2.20 Thermal binding

3.1.5.2.21 Saddle Stitch binding

3.1.5.2.22 Perfect binding

3.1.5.2.23 Printing in triplicate Pink, White, Yellow

3.1.6 Offset Printing and High Volume Color Printing

3.1.6.1 Individual Departments will order City letterhead, envelopes, and business cards with their individualized text requests. There shall be no variation on the specifications for City letterhead, envelopes, or business cards (i.e. type of paper, colors on the logo, etc. only the text).

3.1.6.2 Proposer must match various type style, print position, logos, and ink colors upon the department’s request to place an order.

3.1.6.3 Pricing shall include but not limited to artwork, negatives, raw materials, production costs and freight.

3.1.6.4 No variation from specifications or samples will be

allowed. City letterhead will be printed on 24# white bond with 25% cotton, at least 90 brightness;

envelopes will be on matching stock; and business cards will be 80# bright white cover stock. The City logo is a two (2) Pantone colors of PMS 175 Brown and PMS 288 Blue. All other envelopes listed will be standard, white, envelope stock paper.

3.1.6.5 The City of Fort Worth logo example:

RFP Ref. #: 26-0115 Doc. Ref#: RFP-02 Page 7 of 12

4.0 METHOD OF AWARD - Proposals will be evaluated based on “best value” to the City. Proposals that receive less than 50% of the total available points, excluding price points, will not be considered for award.

5.0 EVALUATION FACTORS

To be considered, the Proposer must submit a complete Proposal by the stated deadline and in accordance with all Proposal requirements. All required documentation must be included for evaluation.

Proposals that meet these requirements will be evaluated based on the criteria listed below.

5.1 Cost – up to 15 points available

5.2 Small Business Participation – up to 25 points available

5.2.1 Small Business Participation will be evaluated as below:

0% SB Participation = 0 points

1-10% SB Participation = 10 points

11-20% SB Participation = 15 points

21-29% SB Participation = 20 points

30% or more (goal met) = 25 points

RFP Ref. #: 26-0115 Doc. Ref#: RFP-02 Page 8 of 12

5.3 Ability to meet the City’s needs – up to 25 points available

5.4 Qualifications and Experience – up to 20 points available

5.5 Customer Service and Communication– up to 15 points available

6.0 SMALL BUSINESS PROGRAM – The City of Fort Worth has established a 30% Small Business (SB) participation goal for this solicitation. This goal reflects the City’s determination that certified Small Business Firms are available to provide the goods and/or services required under this bid.

Accordingly, at least 30% of the total awarded contract value must be subcontracted or spent with a certified Small Business Firm. All provisions and requirements outlined in City Ordinance No. 27832-08-2025 apply to this solicitation. Bidders are required to submit the following documentation with their proposal:

a. Small Business Utilization form V1 (RFP-06), detailing how the Small Business goal will be achieved.

b. Current Small Business Certification issued by the North Central Texas Regional Certification Agency (NCTRCA), Women’s Business Council- Southwest (WBCS), Dallas-Fort Worth Business Council (formerly DFW/MSDC), Texas Historically Underutilized Business (HUB) Program, Texas Unified Certification Program (TUCP) DBE/ACDBE and TxDOT SBE Directory.

7.0 PRICING STRUCTURE

7.1 Pricing shall be captured solely in the bid table, BT-01OP.

7.2 A bid of 0 (zero) will be interpreted by the City as a no-charge (free) item, and the City will not be expected to pay for that item.

8.0 CONTRACT AWARD PROCESS

8.1 The Purchasing Division will facilitate and manage the evaluation process.

8.2 An Evaluation Panel consisting of representatives from various City

RFP Ref. #: 26-0115 Doc. Ref#: RFP-02 Page 9 of 12 departments and City consultants may be appointed to review and evaluate RFP responses in accordance with this RFP. City reserves the right at its sole discretion to include additional representatives at any point during the evaluation.

8.3 The Evaluation Committee will evaluate responses and may select Proposer for onsite interviews, presentations or demonstrations.

8.4 At its sole discretion, the City may request Best and Final Offers (BAFO) from proposers whose proposals are deemed most advantageous. Contract negotiations will be based on the BAFO submissions.

8.5 The City reserves the right to negotiate all elements that comprise the successful Proposer’s response to ensure that the best possible consideration be afforded to all concerned.

8.6 The City reserves the right to shortlist firms based upon scores/ratings received during the evaluation process.

8.7 The City will notify all proposers in writing of the outcome once an award determination has been made.

8.8 Following the award, additional goods and/or services of the same general category that could have been encompassed in the award of the Agreement, and that are not already on the Agreement, may be added based on the discount bid and price sheet provided with the bid so long as such inclusion does not violate state or local law.

9.0 PROPOSAL FORMAT AND ATTACHMENTS

To facilitate and expedite the evaluation process, Proposals should adequately address all evaluation factors and include the following list of required items that will be used as part of the evaluation. A Proposal may be deemed to be non-responsive and may be disqualified, at the City’s discretion, if the Proposal fails to comply with the following instructions.

9.1 Proposal Format Requirements

RFP Ref. #: 26-0115 Doc. Ref#: RFP-02 Page 10 of 12

9.1.1 Proposal format shall be in font no smaller than 12 point, 8.5-inch by 11-inch paper size, with one-inch margins and single-spaced for the entire submitted proposal.

9.1.2 All proposal sections shall be divided by submission titles. All pages within these sections shall be uniquely numbered for purposes of easy reference.

9.2 Required Response forms

9.2.1 Completed and signed RFP-04-Authorized Signature and

Questionnaire.

9.2.2 Completed and signed RFP-05-Forms.

9.2.3 Completed and signed RFP-06-Small Business Utilization Form.

9.2.4 Small Business Certification, If Applicable.

9.2.5 Completed RFP-07-Deviations.

9.2.6 Reference Letters (Minimum of Three (3) Letters).

9.2.7 Statement of Qualifications.

9.2.8 Signed Addendum(s) acknowledging receipt. Note: If no

addendum issued, please attach a page stating "No Addendum Issued"

9.2.9 Completed Bid Table BT-01OP.

9.3 Technical Response

9.3.1 Small Business Participation – Submit a current Small Business Certification issued by a certifying agency listed under section b of Small Business Program.

9.3.2 Ability to meet the City’s needs – Provide a minimum of three

(3) reference letters from municipal facilities or other entities of similar size and scope.

RFP Ref. #: 26-0115 Doc. Ref#: RFP-02 Page 11 of 12

9.3.3 Qualifications and Experience – Provide a statement of

qualifications on company letterhead that includes but not limited to: brief history of company, number of years the Proposer has been in business, geographical area of operations and professional affiliations, overview of the ownership structure of the company.

9.3.4 Customer Service and Communication - Provide customer

service structure, communication protocols, and responsiveness as evidenced in RFP-04 Authorized Signature and Questionnaire.

9.3.5 List of Exceptions/Substitutions/Clarifications/Additions

9.3.5.1 Although the Scope of Services included Project

Requirements of the solicitation represents the City’s anticipated needs, there may be instances in which it is in the City’s best interest to permit exceptions to requirements and accept proposed alternatives.

9.3.5.2 If no exceptions are taken, please include a single

document stating “No Exceptions taken” in the Required section.

9.3.5.3 It is extremely important for the Proposer to make clear where exceptions, clarifications substitutions and/or additions to the Scope of Services, Draft Vendor Service Agreement and General Terms and Conditions are taken and how substitutions shall be provided. The City does not recognize strikeouts, deletions, or changes to Solicitation documents. Therefore, exceptions, conditions, clarifications and/or substitutions to the provisions of the City’s requirements must be clearly identified along with the proposed addition or modification. If the Proposer does not make it clear that an addition, exception or clarification is taken, the City shall assume the

RFP Ref. #: 26-0115 Doc. Ref#: RFP-02 Page 12 of 12

Proposer is responding to and shall meet the City’s stated requirements.

9.3.5.4 Identify each exception, clarification, substitution

and/or addition by specifically referencing the page number, section number, subsection number, item number or letter, and, if necessary, paragraph, or line number.

9.3.5.5 Identify each item clearly as an addition, exception, clarification or substitution. It is not necessary to include the entire text of a particular section or subsection. However, for ease of reference, Proposers may use portions of the solicitation’s text, if helpful in explanation.

9.3.5.6 For substitutions/clarifications, provide an explanation of the difference between what the solicitation requests and what is proposed. The City is open to other means of accomplishing the requested Work. Proposers must explain why they believe their method of accomplishing the Work is equal to or better than that specified by the City.

9.3.5.7 For any addition(s) proposed or exception(s) taken, provide a rationale in as much detail as possible.

9.3.5.8 Begin responses to the major sections of the

solicitation on a new page.

9.3.5.9 The City shall consider the number and substance of

alterations to the City’s stated requirements as a factor in determining the most advantageous response.

9.4 Pricing

9.4.1 Proposal pricing shall be assembled and presented in accordance with the format and instructions of this solicitation.