Bookmark Printing RFQ 2024.pdf

Idaho Commission for Libraries (ICfL) Request for Quotes

Bookmark Printing RFQ # 401

1. PURPOSE

The Idaho Commission for Libraries (ICfL) is requesting quotes for current and future created bookmarks printed on digital press or offset press (not copied) on an as needed basis.

The sole contact for this RFQ is:

Michelle Burnham Buyer Idaho Commission for Libraries 325 W. State St., Boise, ID 83702 michelle.burnham@libraries.idaho.gov

2. BACKGROUND

ICfL distributes materials as an aid to reach the families, children and the visually impaired across Idaho focus-ing on literacy and services we provide to the citizens of Idaho.

History:

Estimated Number of Items Printed in a Fiscal Year (July-June)

Bookmarks 2023 2022 2021 2020 2019 Bookworm 10,000 Idaho Facts – You Are Here 2,500 Is Large Print Too Small 5,000 READ Every Day (bilingual) Top 5 Reasons Summer Reading (Eng-lish)

Top 5 Reasons Summer Reading (Span-ish)

Coding Bookmarks (5 different book-marks printed 3,000 each at one time)

15,000

Other various (separate orders) 63,500 42,500 8,000

3. TIMELINE

Date Activity Friday, March. 15, 2024 RFQ release date Friday, March. 22, 2024 RFQ questions submission deadline Friday, April 5, 2024 Deadline to submit quotation, print sample; prior to 1:00 p.m. (current

Mountain Time) mailto:michelle.burnham@libraries.idaho.gov

4. SPECIFICATIONS

See Exhibit A

List of Attachments Exhibit A – Specifications Exhibit B – Samples Exhibit C – Mandatory Pricing Sheet Exhibit D – Questions submissions form ICfL Signature Page

5. AWARD AND TERM OF CONTRACT

Award will be made to the responsive responsible vendor who meets the following criteria:

1) Lowest total average cost per unit (rounded up to the nearest penny);

2) Submitted all Required Submittal Items; and

3) Meeting the Proof of Approval and Delivery requirements stated in EXHIBIT C – MANDATORY PRICING

SHEET.

The approximate term of the contract is April 6, 2024, through April 5, 2024, with three (3) optional one (1) year renewals, upon the mutual written agreement of both parties.

6. RESPONSE

Quotes must include all Required Submittal Items in order to be considered.

Required Submittal Items

1. Exhibit C – Mandatory Pricing Sheet (completed as instructed)

2. A printed sample of one (1) of any previously printed bookmark. Sample should be labeled with offerer’s name and paper stock used; sample will not be returned

3. ICfL Signature Page (completed) if submitting manually

Enter your Cost Per Unit Prices for each bookmark and answers to the questions on EXHIBIT C – MANDATORY PRICING SHEET. Complete the Signature Page. SUBMIT ALONG WITH ALL OTHER RE-

QUIRED SUBMITTAL ITEMS.

Via IPRO:

Electronically submitted Quotes must be submitted through IPRO, at IPRO Login When submitting through IPRO, enter your “Total Cost” in IPRO as “$0,” and you must UPLOAD THE COM- PLETED EXHIBIT C – PRICE SHEET, AND ALL OTHER REQUIRED SUBMITTAL ITEMS. You must submit your print sample manually.

If submitting via IPRO- Powered by Luma, be advised that the Quoter for award purposes is the entity profile under which the Quote is submitted in IPRO, which must be the same legal entity presented in the uploaded response materials. If the entity identified on the supplied ICfL Signature Page differs from the entity under which you submit your Quote in IPRO, the information provided on the Signature Page prevails.

https://sms-idaho-prd.tam.inforgov.com/fsm/SupplyManagementSupplier/page/XiSupplyManagementSupplierPage?csk.SupplierGroup=LUMA

Exhibit A Bookmark Printing RFQ # 207

Specifications

Quantity: Quantities and artwork will be determined at the time of order placement. Given future budgets and program demand, we cannot guarantee that we will continue to print the mentioned type bookmarks, nor can we guarantee the quantity of those being printed. Bookmarks printed may be done as separate orders at various times.

Stocks: White

100# Titan Dull Cover 110# Coated Cover 111# Gloss Cover 14 pt Matt Cover

Ink: Artwork will dictate the ink for each bookmark:

• 4/4 4-color process with 1/8 bleed

• 4/4; with bleeds

• 4/4; no bleeds

Finishing: Trim or die cut.

Shrink wrap in 50’s

Proof: All items require “color hard copy” proof final approval by ICfL. Contractor will bear costs associ-ated with the proof checks and meetings and will not be entitled to reimbursement for these costs.

Over Runs/ Under Runs: Over runs will be accepted. Under runs will not be accepted.

Delivery: Due to the current paper supply problem for the paper required in this RFQ, advanced notice will be given to the awarded vendor of the upcoming print request to allow more time to obtain the paper needed. Delivery of the completed print order must be made to ICfL within 10-15 working days after approval of proof. Contractor to deliver FOB destination to Idaho Commission for Li-braries, 325 W. State St., Boise, ID 83702. (If making delivery via the loading dock, the delivery company must bring a lift gate. A freight elevator and pallet jack are available for use. Delivery must be made to the basement storage room.) The successful quote must meet these delivery requirements.

Sample: Hard copies are available for viewing from the receptionist.

Quality: All printing must be clear and legible, no swelling, illegible printing, or blemishes will be accepted.

If this is not achieved, reprinting will be at the Contractor’s expense.

Materials: ICfL will provide Contractor with materials for the publication in an appropriate file format. All materials, such as, but not limited to, camera-ready artwork/copy, originals, and flash drives pro-vided for this printing remain the property of ICfL. If content changes are produced by the Con-tractor for use in this printing, a copy of the content shall be supplied to ICfL upon completion of this printing job at no additional cost.

Placing An initial contract purchase order will be sent to the awarded offerer. A separate purchase order Orders: will be issued for each print request.

Payment: Payments to the awarded offerer will be made net 30 days after delivery and receipt of an in-voice. An invoice will be issued for each print order request.

Send invoices to LIBInvoices@libraries.idaho.gov.

Invoices must include:

1. Purchase order number;

2. Invoice number;

3. Detailed description of services/products provided and total cost;

4. Name of authorized individual/contact information for Contractor.

Exhibit B Bookmark Printing RFQ # 20221595

(Samples of bookmarks we currently print; not the actual print size)

Is Large Print Too Small (2” x 7”)

Top 5 Reasons (English) (4” x 7.5”) (Die cut)

Top 5 Reasons (Spanish) (4” x 7.5”)

Coding (3.5” x 8.5”) (these are usually all printed at one time)

Exhibit C

Mandatory Pricing Sheet

This Mandatory Pricing Sheet must be completed and submitted with your quote prior to 1:00 p.m. current Moun-tain Time on Friday, April 5, 2024, whether the submission is manual or electronic through the Idaho eProcurement System (IPRO) along with Required Submittal Items in order to be considered. Failure to complete and submit this form will result in your quote being deemed non-responsive.

Instructions:

Provide one Cost Per Unit Price (rounded up to the nearest penny) for all quantities/brochures meeting the speci-fications outlined in Exhibit A. You must complete the entire table. Your quoted prices must be fully burdened to include all costs associated with providing these goods, including delivery FOB Destination to 325 W. State St., Boise, ID 83702 and inside delivery to the basement storage room.

Unit Price for Estimated # of Copies

Bookmark Types

1,000

2,500

5,000

10,000

15,000 20,000 25,000

2”x6” finish size 14 pt Matt Cover;

4/4:

With bleeds

4”x9” finish size 100# Titan Dull Cover 4/4 4-color process with 1/8 bleed

2” x 7” finished size 110# Coated Cover;

4/4;

2” x 8” finished size 110# Coated Cover;

4” x 7.5” finished size * 111# Gloss Cover;

3.5” x 8.5” finished size 14 pt Matt Cover;

3.5” x 8.5” finished size 14 pt Matt Cover;

Without bleeds

*Do not include cost for a die. We already own the die for the 5 Reasons bookmarks.

Can you meet the Paper Stock requirements for each bookmark (page 4, paragraph 2)?

Yes No (circle one)

Can you meet the Proof Approval requirements (page 4, paragraph 5)

Can you meet the 10-15 working days after approval of proof delivery requirements (page 4, paragraph 7)?

Will any portion of this printing contract be performed outside the State of Idaho?

If the above question is not clearly answered “NO,” the response submitted will be computed as being printed out-side the State of Idaho.

Note: Idaho Code §§ 60-101 and 60-103 specify that printing must be done within the State of Idaho, with limited exceptions. One exception provides that printing may be done outside of Idaho, if the cost to print within the State is shown to be 10% higher than out-of-state printing. Therefore, the State will add 10% to a vendor's quote for printing to be done outside the State of Idaho FOR EVALUATION PURPOSES ONLY. In order for the State to properly evaluate quotes for printing, you must indicate whether printing will be conducted in-state or out-of-state. Quotes which fail to clearly indicate in-state printing will be evaluated as being conducted out-of-state.

By submitting a quote, you acknowledge that you meet or exceed all requirements contained in this RFQ.

Supplier / Company Name: ____________________________________________________________________

Quoted By: __________________________________________________________________________________

Phone Number: _______________________ E-Mail Address: _________________________________________

Exhibit D

Questions Submission Form

Your questions must be submitted via email to michelle.burnham@libraries.idaho.gov using this form or en-tering your questions in IPRO.

Deadline for question submission: Friday March 22, 2024 Answers to all questions will be posted in IPRO.

Question RFQ Sec-tion

RFQ

Page

Question Response mailto:michelle.burnham@libraries.idaho.gov

SIGNATURE PAGE for Use with a Manually Submitted Request for Quotation Response

NO LIABILITY WILL BE ASSUMED BY THE DIVISION OF PURCHASING FOR A VENDOR’S FAILURE TO OBTAIN THE TERMS AND CONDITIONS AND ANY PROPERLY ISSUED SOLICITATION ADDENDUMS IN A TIMELY MANNER FOR USE IN THE VENDOR'S RESPONSE TO THIS SOLICITATION OR ANY OTHER FAILURE BY THE VENDOR TO CON- SIDER THE TERMS, CONDITIONS, AND ANY ADDENDUMS IN THE VENDOR'S RESPONSE TO THE SOLICITATION.

Submit your Quotation response by one of the following methods:

Email to: Michelle.burnham@librar-ies.idaho.gov

Mail/UPS/FedEx or other Couriers to: Attn. Michelle Burnham Idaho Commission for Libraries 325 W. State St., Boise, ID 83702

This RFQ response is submitted in accordance with all documents and provisions of the specified RFQ Number and Title provided below. By my signature I accept the terms, conditions and requirements contained in the solicitation, including, but not limited to, the STATE OF IDAHO STANDARD CONTRACT TERMS AND CONDITIONS and the SOLICITATION INSTRUCTIONS TO VENDORS in effect at the time this RFQ was issued, as incorporated by reference into this solicitation; as well as any SPECIAL TERMS AND CONDITIONS incorporated in the solicita-tion documents (e.g. Software, Telecommunications, Banking, etc.). As the undersigned, I certify I am author-ized to sign and submit this response for the named Vendor. I further acknowledge I am responsible for re-viewing and acknowledging any addendums that have been issued for this solicitation.

RFQ Number: 207 RFQ Title: Bookmark Printing

Vendor (Company Name): _____________________________________________________________

Address: ____________________________________________________________________________

City, State, Zip: ______________________________________________________________________

Phone: _________________________________ Fax: _____________________________________

FEIN/SSN#: ____________________________________

Signature Date

Printed Name Title

RETURN THIS SIGNATURE PAGE WITH YOUR QUOTE