CN150394_Specialty_Printing_IFB.pdf

i

Invitation for Bid (IFB)

California Department of Education Curriculum Frameworks & Instructional Resources

Division

Specialty Printing IFB Number CN150394

Mandatory Bidders Conference: April 11, 2016 at 2:00pm PDT

Bid Due Date: April 20, 2016 at 2:00pm PDT

Public Bid Opening: April 22, 2016 at 2:00pm PDT

Work Site Visit: April 26 – 27, 2016 (Tentative)

Contract Period: May 16, 2016 through May 15, 2017

One-Year Option to Renew: May 16, 2017 through May 15, 2018 ii

TABLE OF CONTENTS

GENERAL INFORMATION

I. Purpose II. Eligible Bidders III. IFB Documents IV. Bid Documents as Public Record V. Mandatory Bidders Conference VI. Bid Submission VII. IFB Schedule VIII. Disabled Veteran Business Enterprise (DVBE) Participation Goals IX. DVBE Incentive Option X. TACPA Area Contract Preference (TACPA) XI. Basis of Award XII. Option to Renew XIII. Contract Award Protest Procedures

EXHIBIT A – SCOPE OF WORK

EXHIBIT B – BUDGET DETAIL AND PAYMENT PROVISIONS

I. Invoicing and Payment II. Budget Contingency Clause III. Payment

EXHIBIT B.1 – CONTRACTOR’S BID FORM

EXHIBIT B.2 – CONTRACTOR’S BID FORM

EXHIBIT C – GENERAL TERMS AND CONDITIONS

EXHIBIT D – SPECIAL TERMS AND CONDITIONS

I. Resolution of Disputes II. Loss Leader

EXHIBIT E – ADDITIONAL PROVISIONS

I. Right to Terminate II. Computer Software Copyright Compliance III. Certificate of Insurance Requirements IV. Workers’ Compensation V. Amendments VI. Option to Renew

ATTACHED FORMS

Attachment 1 – Small Business Preference Sheet Attachment 2 – Contractor Certification Clauses (CCC-307) Attachment 3 – Protest Procedures for IFBs Attachment 4 – Payee Data Record (Std. 204) Attachment 5 – Certification of Workers’ Compensation Insurance Attachment 6 – Darfur Contracting Act Certification Attachment 7 – Darfur Contracting Act Certification Supplemental Attachment 8 – Bidder Certification Attachment 9 – Work Site Visit Checklist Attachment 10 – Required Attachment Checklist

GENERAL INFORMATION

I. PURPOSE:

The California Department of Education (hereinafter referred to as CDE) is soliciting bids from potential bidders to provide specialty printing services on an as-needed basis for the CDE, Curriculum Frameworks & Instructional Resources Division, located at 1430 N Street, Ste. 3207, Sacramento, CA 95814 in accordance with the specifications contained herein this Invitation for Bid (IFB). The contract period is from May 16, 2016 through May 15, 2017. Contract includes a one year option to renew. This is a reissuance of CN150326, which was cancelled because it did not adequately and clearly address the department’s needs.

II. ELIGIBLE BIDDERS:

The bidder must be legally constituted and qualified to do business within the State of California (registered with the California Secretary of State). Bidders must be a legally cognizable public agency, sole proprietorship, partnership, or corporation (full incorporated by the deadline for submitting bids). Failure to meet the foregoing requirement will result in disqualification.

Bidders who have had a contract terminated by the CDE in the past 18 months may be automatically disqualified.

Bidders primary work site for the performance of the contract with CDE must be located within 75 miles of the CDE Headquarters located at 1430 N Street, Sacramento, California 95814. However, Bidders may have their own headquarters beyond 75 miles of CDE headquarters where administration, but not production, may occur.

III. IFB DOCUMENTS:

Any conflicts, omissions or errors in the IFB or questions concerning clarification or interpretation of the IFB, shall be brought to the attention of Jaymi Brown, JaBrown@cde.ca.gov, 916-445-8707. The CDE reserves the right to rephrase or not answer any question submitted.

The CDE reserves the right to amend or modify the IFB document prior to the final bid submittal date identified herein by issuing an addendum to all parties. The CDE will not be bound by verbal representations or interpretations.

The CDE reserves the right, at its sole discretion, for any reason, including price, rates, costs, etc., to cancel or modify this IFB, in whole or in part, prior to the award of any contract. The CDE will reject any bid for any material deviation or defect. However, the CDE may waive any deviation or defect in a bid proposal that the CDE determines is immaterial. The CDE’s waiver of an immaterial deviation or defect shall in no way modify the IFB documents or excuse the contractor from full compliance with the IFB specifications if awarded the contract.

mailto:JaBrown@cde.ca.gov

If you would like to request a copy of this IFB in an alternate format, including Word, please contact Alex Cost, Contract Analyst by phone at 916-323-6185 or by e-mail at acost@cde.c.agov.

IV. BID DOCUMENTS AS PUBLIC RECORD:

All bids and related documents submitted in response to this IFB become the property of the State of California and are considered public records subject to disclosure, pursuant to Government Code Section 6250 et seq. All contracts awarded and all attachments thereto will become public records.

V. MANDATORY BIDDERS CONFERENCE:

A mandatory bidders conference is scheduled for April 11, 2016 at 2:00pm PDT at the CDE, located at 1430 N Street, Room 2102, Sacramento, CA 95814.

Attendees must arrive on time. Attendees more than 10 minutes late to the Mandatory Bidder Conference will not be allowed to participate in the mandatory bidders conference and will be disqualified from bidding. Attendees must report to the Security Desk in the Lobby. Identification (i.e., driver’s license) is required at the Security Desk. Please bring a copy of the IFB with you to the mandatory bidders conference.

CDE’s samples of the items listed in Exhibit A, Scope of Work will be available for viewing at the mandatory bidders conference. If available at the time, CDE samples may be available for attendees to take on loan to be returned with the bidders bid package.

Note: Bids from contractors who do not attend the bidder conference will be rejected and returned unopened.

VI. BID SUBMISSION:

Each bidder shall submit to the CDE two sealed copies of their bid meeting the specifications described in this IFB:

1. One (1) original set of bid documents which must bear the original signature of the individual authorized to do so, and

2. One (1) copy of the bid documents with a photocopy of the original signature.

The bid shall be returned in a sealed envelope marked “SEALED BID – SPECIALTY PRINTING IFB – DO NOT OPEN.” To prevent inadvertent, premature opening, place sealed bid in one envelope within a second envelope addressed as follows:

Personnel Services Division

Attn: Contracts Office - Alex Cost 1430 N Street, Suite 1802 Sacramento, CA 95814

SEALED BID – SPECIALTY PRINTING IFB – DO NOT OPEN

The deadline for submission of sealed bids is Wednesday, April 20, 2016 at 2:00 pm. PDT mailto:acost@cde.c.agov

The bids will be publicly opened and read on Friday, April 22, 2016 at 2:00 pm PDT at Personnel Services Division, 1430 N Street, Room 1103, Sacramento, CA 95814.

Bids not received at the location by the date and time specified will not be accepted.

Postmark date will not constitute delivery. It is the bidder's responsibility to ensure that the bid is received at the location specified by the bid deadline.

By submitting a bid, prospective bidders certify that they meet all qualifications specified herein and agree to comply with all terms and conditions of this IFB. After announcement of the apparent successful bidder, there will be no negotiations of the terms and conditions of this IFB or the bidder's submitted proposal between the CDE and the apparent successful bidder.

Bids shall not be qualified or conditioned. Any bid response modifying, amending, or proposing alternate language to the terms and conditions of the IFB will be invalid and inapplicable. Bids submitted must be complete in all respects and may be rejected if incomplete or contain irregularities of any kind.

Bidders must demonstrate responsibility and the capability to professionally carry out the terms of this contract through a work site visit and bidder certification (see Article XI. Basis of Award and Attachment 8 – Bidder Certification).

The cost of bid development is the responsibility of the prospective bidder and shall not be chargeable to the CDE.

A bidder may withdraw its bid at any time prior to the date and time of bid opening by submitting a request in writing to the CDE, Attention: Contracts Office, 1430 N Street, Suite 1802, Sacramento, California, 95814. A new bid package may be submitted prior to the date and time of bid opening. Written withdrawal of bidder’s bid will not be accepted after the date and time of bid opening. Withdrawals requested by telephone or fax are not acceptable.

Clarification may be requested by the Contracts Office during the review of the bids for the purpose of clarifying ambiguities in the information presented in the bid response. The CDE reserves the right, at its sole discretion, to overlook, correct, or require a bidder to remedy any obvious clerical or incidental mathematical errors on a bid form. Bidders may be required to initial corrections.

Any failure by the bidder to acquaint itself with available information will not relieve them from responsibility for estimating properly, the difficulty, or cost of successfully performing the work.

The bid package must be submitted to the CDE and include completed copies of the following required forms:

Exhibit B.1 - Contractor's Bid Form must be completed and submitted with an original signature by the individual legally authorized to bind the bidder. Proposal form must contain the proposed bid cost for Grand Total.

Exhibit B.2 - Contractor's Bid Form must be completed and submitted with an original signature by the individual legally authorized to bind the bidder. Proposal form must contain the proposed bid cost for Grand Total.

Bidder Declaration Form (GSPD-05-105) must be completed and submitted with original signature if the bidder intends to subcontract any portion of the work outlined in Exhibit A, Scope of Work. This form can be found at: http://www.documents.dgs.ca.gov/pd/poliproc/MASTER-BidDeclar08-09.pdf (Outside Source)

Insurance: The bidder must possess and provide a copy of the insurance certificates outlined in Exhibit E, Article III. and IV. Proof of coverage and limits are required in the bid package. Additional insured language will be required as a condition of contract award.

Bidders Samples: The bidder must provide samples of previous work. Samples provided must include one of each of the following types of specialty printing specifications:

1. Gold foil stationery, AND

2. Gold foil seal, AND

3. Embossing, AND

4. Debossing, AND

5. Die cutting.

Attachment 1 – Small Business Preference Sheet must be completed. For the small business preference to be applied, the Contractor must submit a certification print out from the OSDS website.

The California State Department of Office of Small Business and DVBE Services (OSDS) certified small business bidders shall be granted a preference consisting of five percent (5%) of the lowest responsive/responsible bid submitted by a bidder who is not certified by the OSDS as a small business. If you are an OSDS certified small business and are claiming the preference, you must submit a print out from the OSDS website with your bid response. Failure to submit a copy of your OSDS print out for the industry appropriate for this bid will not be cause for bid rejection; however, preference for small business will not be considered or granted for your bid.

Attachment 2 – Contractor Certification Clauses (CCC-307) must be signed and dated with an original signature.

Attachment 4 – Payee Data Record (Std. 204) must be fully completed and dated with an original signature.

Attachment 5 – Certification of Workers’ Compensation Insurance must be signed and dated with an original signature.

Attachment 6 – Darfur Contracting Act Certification OR Attachment 7 – Darfur Contracting Act Certification Supplemental must be signed and dated with an original signature.

Attachment 8 – Bidder Certification: Must be fully completed and dated with an original signature.

http://www.documents.dgs.ca.gov/pd/poliproc/MASTER-BidDeclar08-09.pdf

Attachment 10 – Required Attachment Checklist must be fully completed and submitted with your bid package.

Additional Set must be submitted, which includes all required IFB attachments listed above.

See section VI. BID SUBMISSION.

The Bid package must also include CDE samples loaned at the bidder’s conference.

VII. IFB SCHEDULE:

Activity Action Date Mandatory Bidders Conference April 11, 2016 at 2:00 pm PDT Bids Due April 20, 2016 at 2:00 pm PDT Public Bid Opening April 22, 2016 at 2:00 pm PDT Work Site Visit April 26, 2016 - April 27, 2016 (Tentative) Contract Start date May 16, 2016

VIII. DISABLED VETERAN BUSINESS ENTERPRISE (DVBE) PARTICIPATION GOALS:

Section 10115 et seq. of Public Contract Code, and Section 999 et seq. of the Military and Veterans Code requires a goal of three percent (3%) for Disabled Veteran Business Enterprise (DVBE) participation for all contracts on an agency-wide basis of $25,000.00 and over unless exempted due to the services provided.

CDE WILL NOT require DVBE participation for this contract.

IX. DVBE INCENTIVE OPTION:

In accordance with Section 999.5(a) of the Military and Veterans Code, an incentive will be given to bidders who provide DVBE participation. The incentive amount for awards based on the lowest responsive/responsible bid received will vary in conjunction with the percentage of DVBE participation. The incentive is only given to those bidders who are responsive to the DVBE Program Requirements and DVBE participation in the resulting contract. The following table represents the percentages that will be applied:

Confirmed DVBE Participation of: DVBE Incentive:

100% (prime contractor) 5% Over 3% 4% 3% 3%

In order to receive the incentive all bidders must document DVBE participation commitment by completing and submitting the Bidder Declaration (GSPD-05-105) with the Bid. The GSPD-05-105 can be accessed at: http://www.documents.dgs.ca.gov/pd/poliproc/MASTER-BidDeclar08-09.pdf (Outside Source). When completing the declaration, bidders must identify all subcontractors proposed for participation in the contract.

X. TARGET AREA CONTRACT PREFRENCE (TACPA):

Preference will be granted to California-based Contractors in accordance with Government Code Section 4530 whenever contract for goods and services are in excess of $100,000 http://www.documents.dgs.ca.gov/pd/poliproc/MASTER-BidDeclar08-09.pdf and the Contractor meets certain requirements as defined in the California Code (Title 2, Section 1896.30) regarding labor needed to produce the goods or provide the services being procured. Bidders desiring to claim Target Area Contract Preferences Act shall complete Std. Form 830 and submit it with the bid package. Refer to the following website link to obtain the appropriate form:

http://www.documents.dgs.ca.gov/dgs/fmc/pdf/std830.pdf

Bidders desiring to claim this preference must review the instructions and complete the appropriate form.

XI. BASIS OF AWARD:

Following the bid opening, the CDE will review the bids for preliminary compliance with bid requirements. Following the preliminary compliance review, the CDE will schedule a confidential work site visit with the lowest, preliminarily qualified bidder to determine if the low bidder is responsible and responsive to the IFB.

The CDE will determine the apparent low bid by calculating the average Grand Total for each bidder. The average Grand Total will be computed by adding the Grand Total from each of the two bid forms (Exhibit B.1 and Exhibit B.2) and then dividing the amount by two.

Bidders must agree that the set up charge and per unit pricing are binding and will apply to all orders issued under the contract regardless of quantity. However, the quantities used for calculating the bid total is roughly equivalent to CDE’s historical average annual order size for each of the listed items.

Each bid will then be reviewed for completeness of the bid package. All required forms listed in General Information Article VI. Bid Submission must be fully completed, dated, and signed where applicable.

Once the lowest responsive/responsible bidder has been identified, the CDE will conduct a work site visit to complete the bid review process, using Attachment 9 Work Site Visit Checklist. At the bid review work site visit the CDE IFB contact and other CDE representatives will visit the primary work site of the apparent low bidder. The primary work site for all bidders must be located within 75 miles of CDE Headquarters located at 1430 N Street, Sacramento, California 95814. The bidder’s primary work site must be where the work specified in Exhibit A, Scope of Work (with the exception of Article III.I of Exhibit A, Scope of Work) will be completed as certified in Attachment 8 Bidder Certification. At the bid review work site visit, CDE staff will verify that the bidder’s primary work site has all of the equipment, staff, and software requirements (as specified in the Scope of Work and Attachment 8 Bidder Certification) located at their primary work site as of the date of the bid review work site visit.

The bid review work site visit will be scheduled on April 26, 2016 and/or April 27, 2016 (Tentative) between the hours of 8:00am and 5:00pm PDT unless the CDE determines otherwise. The IFB contact will contact the bidder who has submitted the apparent low bid and that has met all of the requirements outlined in the IFB, to schedule the work site visit at their primary work site. If, during the work site visit, the CDE determines that the bidder does not meet all of the requirements outlined in the IFB (see Attachment 9 Work Site Visit Checklist) the bidder will be disqualified and the CDE will contact the next lowest bidder meeting all of the requirements outlined in the IFB to schedule a work site visit. Bidders and their primary work site must be available for the bid review work site visit during the http://www.documents.dgs.ca.gov/dgs/fmc/pdf/std830.pdf aforementioned dates, and a randomly conducted visits during the contract period, to be considered for this bidding opportunity.

Please have a copy of the IFB with you at the bid review work site visit.

Upon the successful completion of the bid review and bid review work site visit, the contract shall be awarded on the basis of the responsive/responsible bidder submitting the lowest average Grand Total and a successful bid review work site visit, as outlined above.

Charges for the contractor’s operating expenses such as: transportation, fuel, parking, equipment, equipment rental, software, shipping, insurance, materials, and/or any other overhead expenses must be included as part of the bidder’s set up and/or item rates and may not be charged separately.

All bid responses must comply with the requirements outlined herein. Failure to do so will disqualify the bid. If it is determined not to be in the best interest of the State, the State reserves the right to not award a contract in response to this IFB.

THE STATE RESERVES THE RIGHT TO REJECT ANY AND ALL BIDS.

The method that shall be used as a "tie-breaker" in the event of a two-way (or more) tie of the responsive/responsible lowest bid will be to place the names of the bidders in a container. The first name drawn will be the proposed awardee. The remaining bidder(s) name(s) will be drawn sequentially and noted in case, upon validation, the proposed awardee selected through the tie-breaking process is unacceptable.

Small business bidders, meeting the IFB specifications, shall have precedence over non-small business bidders in that the application of any bidder preference for which non-small business bidders may be eligible under any other provision of law shall not result in the denial of the award to a small business bidder.

In the event of a precise tie between the low responsible bid of bidder meeting the specifications of a small business, and the low responsible bid of a bidder meeting the specifications of a disabled veteran-owned small business, the contract shall be awarded to the veteran-owned small business.

Upon written request by any bidder who has submitted a bid, notice of the proposed award shall be posted in a public place in the offices of the contracting agency at least five working days prior to awarding the contract.

XII. OPTION TO RENEW:

The contract awarded would expire on May 15, 2017; however, the CDE may exercise the option to renew the contract for one additional one-year agreement.

Costs for the one-year option to renew (May 16, 2017 through May 15, 2018) shall be computed in accordance with the Contractor’s Bid Form B.2, contract period May 16, 2017 through May 15, 2018. If the State elects to renew the agreement with the contractor, the Contract Monitor will notify the contractor of the option to renew in November, 2016.

XIII. CONTRACT AWARD PROTEST PROCEDURES:

If prior to the award, any bidder files a protest with the CDE against the awarding of the contract on the grounds that it is the lowest responsive/responsible bidder meeting the specifications of the Invitation for Bid, the contract shall not be awarded until either the protest has been withdrawn or the Department of General Services (DGS) has decided the matter. Protests shall be limited to those bases specified in Public Contract Code section 10345 (Attachment 3 describes the protest procedures to be followed by a bidder filing a protest). The protest shall be sent to:

Department of General Services California Department of Education Office of Legal Services Contracts Office ATTN: Protest Coordinator ATTN: Sueshil Chandra, Contract Officer 707 3rd Street 1430 N Street, Suite 1802 West Sacramento, CA 95605 Sacramento, CA 95814

FAX: (916) 376-5088 FAX: (916) 319-0124

EXHIBIT A

SCOPE OF WORK

I. GENERAL SCOPE:

Contractor shall provide all necessary materials, equipment, labor and other work to provide specialty printing services on an as-needed basis, for the California Department of Education (CDE), Curriculum Frameworks & Instructional Resources Division, CDE Press Unit, as described herein.

II. PROJECT MONITORS:

The CDE assigns Laurie Garcia, (916) 319-0964, LGarcia@cde.ca.gov, as state project monitor to oversee this project. Said monitor is not authorized by the state to make any commitments or make any changes which will affect the price, terms or conditions of this agreement without a formal contract amendment.

The Contractor must assign a contract project monitor to oversee this project. Said monitor is not authorized by the state to make any commitments or make any changes which will affect the price, terms or conditions of this agreement without a formal contract amendment.

III. CONTRACTOR SPECIFICATIONS:

The Contractor must have the following expertise, equipment, software, and staffing at their primary work site for CDE orders. Contractor’s primary work site for CDE orders must be located within 75 miles of the CDE Headquarters located at 1430 N Street, Sacramento, California. The Contractor’s primary work site for CDE orders must be where the work specified in Exhibit A, Scope of Work (with the exception of Article III. I of Exhibit A, Scope of Work, which may be subcontracted) will be completed. The Contractor may have headquarters and other sites outside the 75 mile radius of CDE headquarters, so long as CDE orders will be fulfilled at a primary work site that is within the 75 miles of CDE headquarters and further provided that all press checks and work site visits will be conducted at such primary work site. The Contractor’s inability to meet the terms of Article III. Contractor Specifications shall be a material breach of the agreement giving CDE the right to terminate.

A. The Contractor must have at least two Mac workstations with at least two employees who are proficient in Mac OS 10.11.3 (Mac OS X EL Capitan), or latest version at their primary work site for processing CDE orders.

B. The Contractor must have the Mac version of the following software including the latest version of Adobe Creative Cloud at their primary work site for processing CDE orders.

The Contractor must ensure that they have the latest version of Adobe Creative Cloud which consists of all of the following:

1. Adobe InDesign CC 2015, or latest version, AND

2. Acrobat Pro DC, or latest version, AND

3. Adobe Photoshop CC 2015, or latest version, AND

4. Adobe Illustrator CC 2015, or latest version.

mailto:LGarcia@cde.ca.gov

C. The Contractor must have and use Windows 7 Professional, or latest version, and Microsoft Office 2013, or latest version at their primary work site for CDE orders.

D. The Contractor must currently work with Pantone Matching System (PMS).

E. The Contractor must have the capability to provide the CDE Contract Monitor with a proof for every order.

F. The Contractor must have the ability to promptly manufacture and provide steel die plate(s) up to 8 ½” by 11” to replace any worn die plates.

G. The Contractor must have the ability to order and supply any specialty paper and materials listed in Article VII, Printing Specifications.

H. The Contractor must have the ability to accommodate all orders outlined in Article VII, Printing Specifications, and follow the CDE’s directives, including but not limited to:

1. Obtaining specialty paper and materials with correct specifications.

2. Using the appropriate colored inks, as specified by the CDE Contract Monitor.

3. Accommodating for any size order listed in Article VII. Printing Specifications.

4. Following any specific packaging instructions, if specified by the CDE Contract

Monitor.

I. The Contractor, or subcontractors, must have the ability to perform the following as it pertains to the items listed in Article VII. Printing Specifications:

1. Embossing

2. Debossing

3. Gold/silver foil stamping

4. Engraving

5. Die cutting

6. Gluing

7. Scoring

8. Letter pressing

J. The Contractor may subcontract for the services listed in the paragraph above (Exhibit

A, Article III, Section I, Items 1 through 8), but may not subcontract any other portion of the work. All other work must be performed by the Contractor at their primary work site located within 75 miles of the CDE located at 1430 N Street, Sacramento, California.

K. The Contractor must have the ability to print in four color process (CMYK) plus spot color using PMS color.

IV. PRESS CHECKS AND WORK SITE VISITS:

Throughout the contract period the Contractor will be required to schedule press check(s) with CDE staff and/or accommodate a work site visit(s) by CDE staff. The Contractor’s inability to meet the terms of Exhibit A, Article IV. Press Checks and Work Site Visits shall be a material breach of the agreement giving CDE the right to terminate.

A. Work Site Visits: Contractor acknowledges that the primary work site visit for CDE orders was previously scheduled for the initial bid review work site visit. Contractor agrees that the CDE may conduct additional unscheduled, random work site visits at any time during the contract period to ensure continuing and ongoing compliance with all contract requirements. The Contractor’s primary work site must be made available for a work site visit Monday through Friday, excluding State holidays, from 8:00am to 5:00pm. At the work site visit, CDE staff will verify that the Contractor’s work site has all of the equipment, staff, and software requirements, outlined in Exhibit A, Scope of Work, located at their primary work site.

B. Press Checks: Prior to the production of each order, a press check is required. The

Contractor must schedule each press check with the CDE Contract Monitor. During a scheduled press check, CDE staff will make sure that the quality of a specialty printing order meets the specifications of the order by examining the following on a pass/fail basis:

1. Does the printed item meet the CDE’s satisfaction regarding the quality of embossing, debossing, registration, color continuity, PMS color, lack of defects, etc., as requested in the order?.

2. Is the printed item equivalent to the samples provided by the CDE?

3. Does the printed item meet all contract and order specifications?

At the press check CDE staff must sign off on the order, attesting that the order was reviewed and approved by CDE before the Contractor can continue to process the order. Contractor shall be required to make adjustments as necessary to gain CDE’s approval, if approval is not obtained. In the event a new die plate is needed the CDE shall initiate a die plate order. A new press check shall be scheduled when new die plate is ready for use. All Press checks must be scheduled Monday through Friday, excluding State holidays, between the hours of 8:00am and 3:00pm at the Contractor’s primary work site.

V. PRINTING ITEM ORDERS:

On an as needed basis, the CDE Contract Monitor will initiate a new specialty printing order by e-mailing the order, including order specifications, to the Contractor. In some instances the specialty printing order may be available via file sharing services that is determined by the CDE Contract Monitor.

Upon receipt of a specialty printing order by the CDE Contract Monitor, the Contractor must confirm receipt of the order by e-mail within two business days from the CDE Contract Monitor request.

In some instances the specialty printing order will only be available for pick up in CD or DVD format. If the order is only available for pick up in CD or DVD format, the Contractor must pick up the CD or DVD at the CDE located at 1430 N Street, Sacramento, California 95814 within two business days of the CDE request for a specialty printing order.

All specialty printing orders requires a proof of each item ordered, unless otherwise specified by the CDE Contract Monitor. The Contractor must deliver to the CDE, the proof(s) and sign-off sheet within five business days of the original order request sent by the CDE Contract Monitor.

Upon receipt of the proof(s) and sign-off sheet, the CDE Contract Monitor will review and either approve or disapprove the proof(s). When the proof(s) are approved, the Contractor must schedule a press check with the CDE Contract Monitor, as specified in Exhibit A, Article IV. Press Checks and Work Site Visits. If the proof(s) are not approved, the CDE Contract Monitor will send the proof(s) back to the Contractor with a list of corrections that must be made. Once corrections have been made, the Contractor must resubmit revised proof(s) and sign-in sheet within five business days. The Contractor will be responsible for resubmittals at no additional cost to the CDE.

The Contractor must deliver completed orders to the CDE Contract Monitor within ten business days from the date that CDE approves order at the press check.

All pick-ups and deliveries must be coordinated with the CDE Contract Monitor and must occur at the CDE 1430 N Street, Suite 3705, Sacramento, California, 95814 between the hours of 8:00am and 5:00pm, Monday through Friday, excluding State holidays. All shipping and delivery costs must be included in the rates listed in Exhibit B.

All orders must be packaged to protect from damage during transport and delivery. The CDE Contract Monitor will include special packaging instructions with the specialty printing order specifications.

If the CDE Contract Monitor determines that any orders are of unacceptable print quality or damaged during delivery the CDE Contract Monitor will contact the Contractor via email to notify them that a reproduction of the order is required. The Contractor must reproduce the order and deliver, at no additional cost to the CDE.

VI. DIE PLATE ORDERS:

All die plates used and created for use in this contract must be made of steel plate.

At the start of the contract, the CDE will provide the following dies for use in providing services for this contract:

A. Gold Foil Stationery (Letterhead and Envelope): 2 die plates B. GED Diploma Gold Foil Certificate: 4 die plates C. CDE Gold Foil Certificate: 2 die plates D. Blue Gold Foil Certificate Holder: 1 die plate (note: the die cut triangle die plate will not be provided, but must be created by Contractor).

E. CDE Gold Foil Seal: 2 die plates F. CA State Gold Foil Seal of Biliteracy: None. New steel die plates must be created by

Contractor or Contractor must source adhesive paper containing the starburst die cut).

G. Golden State Gold Foil Seal Merit Diploma: 1 die plate.

Contractor must pick up all die plates, listed above, immediately following the contract start date.

Upon notification by the Contractor that an existing die plate is too worn to continue to use, the CDE Contract Monitor will investigate and determine if an order for a new steel die plate is appropriate.

Upon receipt of a die plate order by the CDE Contract Monitor, the Contractor must confirm receipt of the order by e-mail within two business days from the CDE Contract Monitor request.

All die plate orders requires a proof of die ordered or a press check using the new die plate, unless otherwise specified by the CDE Contract Monitor. The Contractor must deliver to the CDE, the proof(s) and sign-off sheet within ten business days of the original order request sent by the CDE Contract Monitor or must schedule a press check using the new steel die plate within ten business days of the original order request sent by the CDE Contract Monitor.

The Contractor shall use the die plates only for fulfilling CDE orders and for no other purposes.

The Contractor will keep any die plate(s) for use in performance of this contract, provided by the CDE until they are no longer usable or until the end of the contract period, whichever is earlier. At that time, the Contractor must return any and all die plates to the CDE Contract Monitor at no additional cost to the CDE. All die plates used or created under this contract are property of the CDE, and are to be returned to the CDE upon CDE’s request or at the end of the contract period, whichever is earlier. All pick-ups and deliveries of die plates must be coordinated with the CDE Contract Monitor and must occur at the CDE located at 1430 N Street, Sacramento, California, or in person. All packaging, shipping and delivery costs must be included in the rates listed in Exhibit B. All steel die plates must be packaged to protect from damage during transport and delivery. The CDE Contract Monitor will include special packaging instructions.

VII. PRINTING SPECIFICATIONS:

On an as needed basis, the CDE Contract Monitor will request specialty printing order specifications to the Contractor. Specialty printing orders will include the following items with the following specifications. If the items/specifications below are not available, the CDE Contract Monitor will determine the replacement item and/or alternate specification(s).

Contractor is to supply all equipment, materials, and services necessary to fulfill CDE’s orders with the following two exceptions:

1. CDE will supply at no charge to the Contractor the initial die plate(s) for each printing item.

2. The CDE will supply, at no additional charge to the Contractor, the State Seal Watermark paper to be used for the GED Diploma Gold Foil Certificates (see Article VII.B of Exhibit A, Scope of Work)

A. Gold Foil Stationery

The Contractor will provide Gold Foil Stationery using Monarch Letterhead and Monarch Envelopes according to the following specifications when ordered by the CDE Contract

1. The Contractor will supply and use the following paper for the Monarch Letterhead:

a. Paper: Neenah Paper-Classic Crest

b. Paper Color: Avon Brilliant White

c. Finish: Smooth

d. Weight (lbs): 24W

e. Size: 7.25” height x 10. 5” width

f. Color: 2/0 colored black and gold foil

The contractor must be able to fill orders in the following increments: 500, 1,000, 1,500, or 2,000 as requested by the CDE Contract Monitor’s order.

2. The Contractor will supply and use the following paper for the Monarch Envelopes:

a. Paper: Neenah Paper-Classic Crest

b. Paper Color: Avon Brilliant White

c. Finish: Smooth

d. Weight (lbs): 24W

e. Size: 3.9375” height by 7.5” width

f. Color: 2/0 colored black and gold foil

The contractor must be able to fill orders in the following increments: 500, 1,000, 1,500, or 2,000 as requested by the CDE Contract Monitor’s order.

3. Following the order process outlined in Exhibit A, Article VI. Die Plate Orders, the

CDE will supply the Contractor with the initial steel die plate for a 1” diameter gold foil seal upon contract start. The Contractor will notify the CDE Contract Monitor when the die plate has become too worn to continue use. If needed, the CDE Contract Monitor may submit an order for a new steel die plate from the Contractor.

B. GED Diploma Gold Foil Certificate

The Contractor will provide GED Diploma Gold Foil Certificates according to the following specifications when ordered by the CDE Contract Monitor.

1. The CDE will supply State Seal Watermark paper to be used by the Contractor for

GED Diploma Gold Foil Certificates:

a. Weight (lbs): 24W

b. Finish Size: 8.5” height x 11” width

c. Color: 2/0 Laser Safe Black uncoated ink and gold foil embossing seal.

The Contractor must be able to fill orders in the following increments: 50,000, 75,000, or 100,000 as requested by the CDE Contract Monitor’s order.

2. The Contractor will package the certificate order in boxes, or as specified in the order by the CDE Contract Monitor.

CDE will supply the Contractor with the initial steel die plate for a 2” diameter gold foil seal upon contract start. The Contractor will notify the CDE Contract Monitor when the die plate has become too worn to continue use. If needed, the CDE Contract Monitor may submit an order for a new steel die plate from the Contractor.

C. CDE Gold Foil Certificate

The Contractor will provide CDE Gold Foil Certificates according to the following specifications when ordered by the CDE Contract Monitor.

1. The Contractor will supply and use the following paper for CDE Gold Foil

Certificates:

a. Paper: Neenah Astroparche Paper Color: White

b. Finish: Vellum

c. Weight (lbs): 60T

d. Size: 8.5” height x 11” width, Bleed in all 4 sides

e. Color: 2/0 Laser Safe PMS 287 uncoated ink and gold foil embossing

The Contractor must be able to fill orders in the following increments: 1,000, 2,000, 3,000, 4,000, or 5,000 as requested by the CDE Contract Monitor’s order.

2. The Contractor will package the certificate order in boxes, or as specified in the order by the CDE Contract Monitor.

3. Following the order process outlined in Exhibit A, Article VI. Die Plate Orders, the

CDE will supply the Contractor with the initial steel die plate for a 1” diameter gold foil seal and 7” by 1” gold foil text upon contract start. The Contractor will notify the CDE Contract Monitor when the die plate has become too worn to continue use. If needed, the CDE Contract Monitor may submit an order for new steel die plates from the Contractor.

D. Blue Gold Foil Certificate Holder

The Contractor will provide Blue Gold Foil Certificate Holders according to the following

1. The Contractor will supply and use the following paper for Blue Gold Foil Certificate

Holders:

a. Paper: Neenah Royal Sundance

Paper Color: Midnight Blue

b. Finish: Linen

c. Weight (lbs): 80C

d. Size: 8.75” height x 11.25” width finished size

e. Color: The contractor will use 1/0 Gold foil embossing of 3” diameter

f. Special Instructions: Horizontal format, with 1” flaps glued on the inside top and bottom, 4 die-cut triangles, (2 on each flap) to hold up 8.5” x 11” certificate

g. Sample drawing below:

Contractor must cut, fold, and glue paper into holder specifications as shown in sample above or may choose to order the assembled folder from Contractor’s supplier.

The Contractor must be able to fill orders in the following increments: 1,000, 2,000, 3,000, 4,000, or 5,000 holders as requested by the CDE Contract Monitor’s order.

2. The Contractor will package certificate holders in boxes of 200 with each set of 50 rotated 90 degrees from the previous set placed in the box, or as specified in the order by the CDE Contract Monitor.

CDE Contract Monitor will supply the Contractor with the initial steel die plate for a 3” diameter emboss seal upon contract start. The Contractor will notify the CDE Contract Monitor when the die plate has become too worn to continue use. If needed, the CDE Contract Monitor may submit an order for new steel die plates from the Contractor.

E. CDE Gold Foil Seal

The Contractor will provide CDE Gold Foil Seals according to the following

1. The Contractor will supply and use the following for CDE Gold Foil Seals:

a. Paper: Gold Foil Adhesive

b. Size: 2” Starburst 2-up sheet of stickers

c. Color: 0/0 None, gold foil, Die-cut starburst and emboss seal

The Contractor must be able to fill orders in the following increments: 1,000 stickers (500 2-up sheets); 2,000 stickers (1,000 2-up sheets); 3,000 stickers (1,500 2-up sheets); 4,000 stickers (2,000 2-up sheets), or 5,000 stickers (2,500 2-up sheets) per order as requested by the CDE Contract Monitor’s order.

2. The Contractor will package the stickers in boxes, or as specified in the order by the

CDE Contract Monitor.

CDE will supply the Contractor with the initial steel die plate for a 2” diameter starburst and emboss plate seal for 2-up upon contract start. The Contractor will notify the CDE Contract Monitor when the die plate has become too worn to continue use. If needed, the CDE Contract Monitor may submit an order for new steel die plates from the Contractor.

F. California State Gold Foil Seal of Biliteracy

The Contractor will provide California State Gold Foil Seals of Biliteracy according to the following specifications when ordered by the CDE Contract Monitor.

1. The Contractor will supply and use the following for California State Gold Foil Seals of Biliteracy:

a. Paper: Gold Foil Adhesive

b. Size: 1 ¼” Starburst 10 up sheet of stickers

c. Color: 0/0 colored gold foil, Die-cut starburst and emboss seal

The Contractor must be able to fill orders in the following increments: 75,000 (7,500 10-up sheets); 100,000 (10,000 10-up sheets); or 125,000 (12,500 10-up sheets) per order as requested by the CDE Contract Monitor’s order.

2. The contractor will shrink-wrap sets of 50 sheets and box four (4) shrink wrapped sets of 50 for a total of 200 sheets per box, or as specified in the order by the CDE Contract Monitor.

CDE will supply the Contractor with the initial steel die plate for an emboss plate for 10-up upon contract start. The Contractor will notify the CDE Contract Monitor when the die plate has become too worn to continue use. If needed, the CDE Contract Monitor may submit an order for new steel die plates from the Contractor.

G. Golden State Gold Foil Seal Merit Diploma

The Contractor will provide Golden State Gold Foil Seal Merit Diplomas using gold foil adhesive and text adhesive backing according to the following specifications when ordered by the CDE Contract Monitor.

1. The Contractor will supply and use the following for Golden State Gold Foil Seal

Merit Diplomas:

a. Gold Foil Merit Seal:

i. Paper: Gold Foil Adhesive

ii. Size: 1 ¼” Starburst 10 up sheet of stickers

iii. Color: 0/0 None, gold foil, Die-cut starburst and emboss seal

b. The Contractor must be able to fill orders in the following increments: 75,000

(7,500 10-up sheets); 100,000 (10,000 10-up sheets); or 125,000 (12,500 10-up sheets) per order as requested by the CDE Contract Monitor’s order.

c. Black/White Merit Seal:

i. Paper: Uncoated 60lb text adhesive backing

ii. Size: 1 ¼” Starburst 10 up sheet of stickers

iii. Color:1/0 Black, Die-cut starburst

d. The Contractor must be able to fill orders in the following increments: 75,000 (7,500 10-up sheets); 100,000 (10,000 10-up sheets); or 125,000 (12,500 10-up sheets) per order as requested by the CDE Contract Monitor’s order.

2. The Contractor will package sheets in boxes of 200 with each set of 50 rotated 90 degrees from the previous set placed in the box, or as specified in the order by the CDE Contract Monitor.

CDE will supply the Contractor with the initial steel die plate for a die-cut 1.25” starburst and emboss plate for 10-up upon contract start. The Contractor will notify the CDE Contract Monitor when the die plate has become too worn to continue use.

If needed, the CDE Contract Monitor may submit an order for new steel die plates from the Contractor.

EXHIBIT B

BUDGET DETAIL AND PAYMENT PROVISIONS

I. INVOICING AND PAYMENT:

For services satisfactorily rendered, and upon receipt and approval of the invoices, the State agrees to compensate the Contractor for actual expenditures incurred in accordance with the rates specified herein, which is attached hereto and made a part of this agreement.

The unit rate bid cost shall include all costs, wages, benefits, allowances, materials, equipment, and Contractor’s expenses incurred in the performance hereof.

Invoices shall include the Agreement Number CN150394 and shall be submitted in arrears, not more frequently than monthly in duplicate to the appropriate sites representative:

Curriculum Frameworks & Instructional Resources Division

Attn: Laurie Garcia 1430 N Street, Suite 3705

II. BUDGET CONTINGENCY CLAUSE: (rev. 9/2012)

A. It is mutually understood between the parties that this Agreement may have been written before ascertaining the availability of congressional or legislative appropriation of funds, for the mutual benefit of both parties in order to avoid program and fiscal delays that would occur if the Agreement were executed after that determination was made.

B. This Agreement is valid and enforceable only if sufficient funds are made available to the

State by the United States Government or the California State Legislature for the purpose of this program. In addition, this Agreement is subject to any additional restrictions, limitations, conditions, or any statute enacted by the Congress or the State Legislature that may affect the provisions, terms or funding of this Agreement in any manner.

C. It is mutually agreed that if the Congress or the State Legislature does not appropriate sufficient funds for the program, this Agreement shall be amended to reflect any reduction in funds.

D. Pursuant to GC, Section 927.13, no late payment penalty shall accrue during any time period for which there is no Budget Act in effect, nor on any payment or refund that is the result of a federally mandated program or that is directly dependent upon the receipt of federal funds by a state agency.

E. CDE has the option to terminate the Agreement under the 30-day termination clause or to amend the Agreement to reflect any reduction in funds.

III. PAYMENT:

Payment will be made in accordance with, and within the time specified in, Government Code Chapter 4.5, commencing with Section 927.

EXHIBIT B.1

CONTRACTOR’S BID FORM

Specialty Printing IFB

Contract Period: May 16, 2016 through May 15, 2017

The undersigned Contractor hereby proposes to furnish all labor, material, equipment, pick up, shipping and delivery necessary to perform all the work required for specialty printing services on an as needed basis, in accordance with the Terms and Conditions contained herein this Invitation for Bid. Charges for the contractor’s operating and overhead expenses incurred in the performance hereof must be included as part of the bidder’s following rates. Services shall be paid on an as needed basis. For full Item Descriptions, please see Exhibit A, Scope of Work. The Set up charge and cost per item shall be binding for each order issued through the contract period, regardless of which of the quantities in the printing specifications is indicated in the order. The quantities represented below are indicative for bidding purposes only.

ITEM DESCRIPTION COST**

A. GOLD FOIL STATIONERY – Monarch Letterhead

Set up cost per order = $ _____________

Cost per item $ _____________ X 1,000* = $ _____________

GOLD FOIL STATIONERY – Monarch Envelope

Set up cost per order = $ _____________

Cost per item $ _____________ X 1,000* = $ _____________

GOLD FOIL STATIONERY – New Steel Die Plate

New Steel Die Plate 1” diameter gold foil seal for both the letterhead and envelope

$ _____________ X 1* = $ _____________

B. GED DIPLOMA GOLD FOIL CERTIFICATE

Set up cost per order = $ _____________

Cost per item $ _____________ X 50,000* = $ _____________

GED DIPLOMA GOLD FOIL CERTIFICATE – New Steel Die Plate

New Steel Die Plate 2” diameter gold foil seal $ _____________ X 1* = $ _____________

C. CDE GOLD FOIL CERTIFICATE

Set up cost per order = $ _____________

Cost per item $ _____________ X 3,000* = $ _____________

CN150394

CDE GOLD FOIL CERTIFICATE – New Steel Die Plate

New Steel Die Plate 1” diameter gold foil seal AND 7” by 1” gold foil text

$ _____________ X 1* = $ _____________

D. BLUE GOLD FOIL CERTIFICATE HOLDER

Set up cost per order = $ _____________

Cost per item $ _____________ X 2,000* = $ _____________

BLUE GOLD FOIL CERTIFICATE HOLDER – New Steel Die Plate

New Steel Die Plate 3” diameter and 4 die-cut triangles

$ _____________ X 1* = $ _____________

E. CDE GOLD FOIL SEAL

Set up cost per order = $ _____________

Cost per item $ _____________ X 3,000* = $ _____________

CDE GOLD FOIL SEAL – New Steel Die Plates

New Steel Die Plate 2” diameter starburst and emboss plate seal for 2-up

$ _____________ X 1* = $ _____________

F. CA STATE GOLD FOIL SEAL OF BILITERACY

Set up cost per order = $ _____________

Cost per item $ _____________ X 125,000* = $ _____________

CA STATE GOLD FOIL SEAL OF BILITERACY – New Steel Die Plate

New Steel Die Plate for die-cut 1.25” starburst and emboss plate for 10-up

$ _____________ X 1* = $ _____________

G. GOLDEN STATE GOLD FOIL SEAL MERIT DIPLOMA – Gold Foil Seal

Cost per item $ _____________ X 125,000* = $ _____________

GOLDEN STATE GOLD FOIL SEAL MERIT DIPLOMA – Black/White Seal

Cost per item $ _____________ X 125,000* = $ _____________

GOLDEN STATE GOLD FOIL SEAL MERIT DIPLOMA – New Steel Die Plate

New Steel Die Plate for die-cut 1.25” starburst and emboss plate for 10-up

$ _____________ X 1* = $ _____________

TOTAL COSTS

(SU…