Draft Scope Of Work Specialized Printing Serv.pdf

Rev. 08.22.25

Material Type: Specialized Printing Services Item Number:

Revision Date: 4/27/2026

CITY OF ATLANTA SPECIFICATION FOR IFB-G-XXXX-SPECIALIZED PRINTING

SERVICES FOR THE DEPARTMENT OF WATERSHED MANAGEMENT (OFFICE

OF COMMUNICATIONS)

SCOPE AND CLASSIFICATION - PART I

Scope - This specification describes minimum requirements. Please refer to Scope and Classification – Part II.

This specification describes Specialized Printing such as: Annual Water Quality Reports, Monthly Bill Inserts, Generic Brochures, and other related services to be used by the Department of Watershed Management (DWM Communications). The Printing for Mailing Services of Notification Letters, Postcards, and Invitations and Envelopes for the Department of Watershed Management (DWM Communications). The specification describes Specialized Printing such as card printing, list clean up mailing, door hangers, booklets, printing, list cleanup, mailing for letters with envelopes and other related services to be used for the Department of Transportation.

Classification - The material(s) must be classified as follows:

GROUP 1.0 - Annual Water Quality Reports

1.2 - Monthly Bill Inserts

1.3 - Generic Brochures

1.4 - Printing and Mailing Letters

1.5 - Printing and Mailing Postcards

1.6 - Printing and Mailing Invitations and Envelopes

GROUP 2.0 - Prices for card printing, list cleanup, mailing

2.1 - Prices for door hangers

2.2 - Printing, list cleanup, mailing for letters with envelopes

2.3 - 50, 100, and 200 Booklets:

2.4 - Rush charges

SPECIFICATION REQUIREMENTS

1. Definitions

1.1. “Parts” means the components of a unit to be provided by a Preferred Bidder to the City of Atlanta.

1.2. “Pricing Line” means the separate pricing that the Bidder submits for each line-item bid.

1.3. “Service” means the furnishing of labor, time, or effort to repair or rebuild an entire unit or part(s) of a unit.

2. Standards And Specifications – Material(s), goods, Parts or Service(s) being solicited under this IFB must comply with the Federal Occupational Safety and Health Acts, Federal Aviation Administration Standards, and Georgia Occupational Safety and Health Act requirements, where applicable and in effect at time of delivery.

3. Equipment. The equipment to be furnished must be currently in production and must be manufacturer's standard model complete with all standard equipment. Bidder must be able to supply 90% of Parts required to maintain this equipment within 24 hours and have access to the remaining 10% of Parts within 72 hours. Failure to meet this requirement may result in termination of the contract. To the extent applicable, and except as otherwise expressly provided in this IFB, all energy consuming equipment purchased will be energy efficient, defined as meeting either Energy Star specification of criteria that puts products in the upper 25% of energy efficiency, as well as meeting quality, performance, and durability requirements.

4. Parts and Service Warranty. This Invitation for Bid (IFB) must cover Parts and Service warranty for one (1) year after delivery date. While under warranty, Bidder must replace any damaged or inferior item in a prompt and timely manner. Bidder must submit price information for Parts and Service indicating schedule or rate of discount, which must apply to the City of Atlanta.

5. Original Manufacturer Part Crossover Numbers. Bidder must supply original manufacturer part crossover numbers for parts that are not manufactured by the equipment manufacturer after the award of bid, but prior to the delivery of equipment.

6. Safe Use of Equipment. Bidder (where applicable) must provide a minimum of four (4) hours instruction on the proper and safe use of the equipment at Bidder’s expense.

7. Manuals. Upon request by the City, Bidder must provide parts, service, and operating manuals for each unit of equipment provided and submit electronically, one (1) set of descriptive literature.

8. Without expressed or implied obligation on the part of the City of Atlanta to perform, the Bidder may submit on a separate sheet an option to the City for a multi-year purchase concept covering three (3) years’ service and parts for equipment covered by its bid. Include the terms of the multi-year purchase option including terms, price, and expiration date.

8.1. The Code of Ordinance of the City of Atlanta specifically prohibits obligating the City for future budget years.

8.2. In the event options are exercised to purchase units in subsequent years, the provisions related to parts and services will apply as indicated above.

9. Reservation of Rights. The City of Atlanta reserves the right to increase or decrease quantities shown without penalty.

10. Report of Purchases. Bidder must provide an itemized report of the annual spend (“Report of Purchases”) to the Chief Procurement Officer. The Report of Purchases must be submitted annually within fifteen (15) days after the anniversary date of the Agreement. Failure to submit a Report of Purchases may result in forfeiture of future contracts with the City of Atlanta.

11. Brand Name or Trade Name Instructions. If items in this IFB have been identified, described, or referenced by a brand name or trade name description, such identification is intended to be descriptive, but not restrictive and is to indicate the quality and characteristics of products that may be offered. Products may be considered for award if such products are clearly identified in the bids and are determined by the City of Atlanta to meet their needs in all respects.

11.1. All bidders, including bidders whose products may be referenced, must clearly indicate manufacturer/trade name and identifying number in space provided within Pricing Line of this IFB.

11.2. Bidder must not furnish obsolete and/or near-expired products. If the Bidder proposes to furnish another product, such products must be clearly identified in the bid. The evaluation of bids and the determination as to equality of products offered must be the responsibility of the City and will be based on information furnished by the bidder.

Accordingly, to ensure that sufficient information is available the bidder may be required to submit literature and/or samples prior to award. These must be supplied within seven (7) days, if required.

11.3. The purchase of any item by the City, because of this Invitation for Bid, is not a judgment of one product against another. Consideration of application, need, and price will constitute purchase determination.

12. Like or Similar Goods. Bidder is only permitted to provide like or similar goods or services to those identified in its bid, if the goods or services identified in the bid are discontinued or out of stock. Vendor must provide like or similar goods or services at the same price(s) quoted in its bid. The City will not absorb any cost increases for like or similar goods or services.

12.1. Bidder must provide like, or similar goods or services not listed in the bid price (s) at or below standard industry rates.

12.2. Bidder must meet or beat store, municipal, state and federal pricing for items bid on.

12.3. Bidder must provide like and similar goods or a direct substitute not listed on pricing lines at ___NA____% discount from catalog prices.

13. Quality Assurance

13.1. Test and Inspection. It is Bidder’s responsibility to perform all tests and inspections required by this specification unless otherwise stated in the purchase order, data sheet, and/or contract. The Bidder may use in the process his/her own facility or any recognized independent laboratory acceptable to the City of Atlanta. The City of Atlanta reserves the right to perform any of the tests and inspection requirements where such tests and inspections are needed to further determine compliance with the specification. If such testing is needed, Bidder must pay for all testing costs.

13.2. Certification. Material covered by this specification must be manufacturer original parts or approved by the manufacturer for use in the specified systems. Certification to this standard must be provided with the Parts and/or Service. It is Bidder's responsibility to ensure that all parts and/or services meet industry standards. Full acceptance of the materials must be subject upon findings of suitability as determined under Subsection 13.1.

13.3. Sampling. It is the Bidder’s responsibility to submit a random sample testing in accordance with this specification. Material furnished must be identical to the sample submitted for performance test and must comply with the requirements set forth herein. If the material does not comply with the requirements of this specification, or is not identical to the original sample submitted, the Bidder must be required to replace all such materials at its own expense. This includes all handling charges and transportation, with the material that does so comply.

13.4. Quality and Quantity Control - A system of test and inspection must be used to ensure receipt of the quality and quantity of items supplied. Goods will be promptly unpacked and inspected; any discrepancies from purchase order or supplier invoice will be reported immediately to the Chief Procurement Officer of the Department of Procurement.

13.5. Plant and Facility Inspections - The Department of Procurement may require the Bidder to make their plant and facilities available for inspection or may require additional information concerning the Bidder's ability to comply with the requirements of this specification, or its ability to perform in accordance with delivery requirements and within budget. In addition to the above, Bidder may be required to produce shop orders and backlog orders documentation. Failure to comply with this requirement may cause rejection of the bid package.

13.6. Protection - The Bidder must assume all costs arising from the use of patented materials, devices, or processes incorporated in the materials furnished. The Bidder further agrees to indemnify and hold harmless the City of Atlanta and its duly authorized agents from suits of law or actions of any nature for or on account of the use of any patented materials, equipment, devices or processes.

13.7. Travel and Lodging Expenses - The City of Atlanta may require one (1) or more onsite visits to the Bidder's site to assure Bidder’s compliance with the City’s requirements and other applicable requirements. Suppliers must reimburse the City, in accordance with the City of Atlanta’s Code of Ethics provisions, for authorized travel and lodging expenses related to such onsite evaluations after the purchase order has been assigned and occur no later than 30 days after receipt of invoice.

14. Preparation for Delivery

14.1. Packing - Packing must be accomplished in accordance with acceptable commercial practices for domestic shipments, unless otherwise stated in the Agreement and/or purchase order. The Bidder must make shipments using the minimum number of containers consistent with the requirements of safe transit, available mode of transportation and routing. It is the Bidder’s responsibility to determine that packing is adequate to ensure that all materials must arrive at destination in an undamaged condition ready for intended use.

14.2. Marking - All packages must be identified with the City of Atlanta purchase order number and the User Department. Sealed packing lists must be affixed to all cartons showing its content.

14.3. Shipping - The Bidder must follow shipping instructions as stated in the purchase order or Agreement.

15. Subcontracting. If awarded a contract, the use of subcontractors is permitted. However, Bidder must: (i) remain responsible for the goods, installation, delivery, and any services provided by the subcontractor; (ii) remain City's sole point of contact for the goods and/or services provided under the Agreement; and (iii) be solely responsible for the payment of any subcontractor.

15.1. Bidder must identify all subcontractors it intends to use in its bid. Failure to disclose all subcontractors in a bid submission will result in termination of an Agreement if awarded.

15.2. All subcontractors must complete the subcontractor Illegal Immigration Reform and Enforcement Act (IIREA) Form, and the completed subcontractor forms must be included in the Bidder’s bid.

16. Payment Terms. Bidder will provide payment terms of five percent (5%) 10, net 30 calendar days of invoice price. Otherwise, terms will be net 30 calendar days.

17. Warranty. It is the Bidder's responsibility to submit, at time of shipment, the original manufacturer's warranty for the goods/material(s) supplied.

18. Guarantee. The material must be guaranteed to be free from defects of construction, conception, and workmanship for a period of at least 12 months or manufacturer’s warranty whichever is greatest from date of acceptance. Any part or portion found not in accordance with this specification will be rejected and returned to Bidder at Bidder's expense for immediate replacement.

19. Price Escalation and De-Escalation.

19.1 Preference must be given to the bidder submitting the lowest and best firm price as their bid. Should it be found that due to unusual market conditions it is to the best interest of the City of Atlanta to accept a price with an escalation/de-escalation clause, the following must apply:

19.2 The contract price must be frozen for a specified period. This period must be shown on your bid.

19.3 Cost data to support any proposed increase must be submitted to the Chief Procurement Officer of the Department of Procurement not less than 30 days prior to the effective date of any such requested price increase.

19.4 Any adjustment allowed must consist only of bona fide cost increases resulting from such situations as unforeseen raw material cost increase which may be passed on to the consumer.

19.5 No adjustment must be made to compensate a supplier for inefficiency in operation, or for additional profit.

19.6 In the event that market media indicators show that the prices for those materials, goods, or services have overall decreased but the vendor has failed to pass the price decrease onto the City, the City reserves the right to place the vendor in default for cause, cancel the awarded contract, remove the vendor from the City of Atlanta Bidders List for a period deemed suitable to the City, and recuperate any damages from the vendor.

SCOPE AND CLASSIFICATION - PART II

REQUIREMENTS

Vendor must state “Compliance” or “Exception” for the requirements listed below for each group.

Check marks, dittos, or any other markings may not be accepted, and your bid could be rejected.

1. GROUP 1 – ANNUAL WATER QUALITY REPORTS

1.1 Quantity: 165,000 copies of Reports per year.

15 x 9 flat to 3.75 x 9 folded.

“Double Parallel” fold.

100-lb white uncoated text.

4/4 color.

Shipping:

165,000 shipped to DATAMATX, INC. (Notify William Horton or Jacquelyn Delerme

- DWM Communications when product is delivered to DATAMATX).

DATAMATX, INC.

Phone: 770-234-9301 ext. 286

3070 Northeast Expressway, NE Atlanta, GA 30341-5345

50 shipped to DWM Communications

DELIVERY TO:

DWM Communications

ATTENTION: William Horton or Jacquelyn Delerme Phone: 770-294-3240 or 470-920-1277 72 Marietta Street, NW, 7th Floor Atlanta, GA 30303

1.1.1 Pallet and Shipping Requirements (include out-of-state ship charges):

Carton and Packing Requirements.

Cartons shall be of 200 lb. crush test.

Fill full boxes; Use corrugated cardboard for added filler.

Carton packaging shall be in increments of 500’s Inserts shall be banded using an 11/2” to 3” wide paper bands

NO PLASTIC STRAPS, STRING OR RUBBER BANDS SHALL USED.

Maximum carton weight 60lbs.

Cartons shall be sealed with 2” wide tape.

Inserts in tubs or containers other than cartons shall be subject to manual handling fees.

DATAMATX, Inc. shall not accept responsibility for counts or quality handling of improperly packaged or labeled materials.

Cartons shall be packed with a slip-sheet on the bottom and one on top of the inserts.

Pallet Requirements:

40x48 (preferred), 42x48 (will accept).

Use pallets with double plywood or slats.

Pallet Packaging:

Pallets shall be 4 1/2’ (four & half feet) high.

Boxes shall be layered to lock if possible.

Corner guards and skid toppers are recommended.

Product shall be tightly stretched-wrapped and strapped to skid.

Each unique insert product shall be arranged collectively on a unique pallet(s), do not mix carton.

Any shipment smaller than 15 cartons shall be sent via truck, loose.

1.1.2 Cartons - Carton labeling requirements:

Each label shall contain the following, printed in characters at least 1” high.

Item description and number.

Carton quantity.

Vendor name and number.

Material production date.

1.1.3 Packing - Packaging slip shall include:

Purchase Order # (if Applicable).

Total piece count.

Total box count.

1.1.4 Labels - Labels shall face the outside of the pallet. On-site warehouse hours of 8AM-3PM.

DATAMATX, INC.

Phone: 770-234-9301 ext. 286

GROUP 1.2 – MONTHLY BILL INSERTS

1.2.1 Quantity: 165,000 per month, (or 1,980,000 total prints per year).

4.25” x 6.5” Flat to 4.25 x 3.25 folded.

60-lb. white Cougar stock.

2-sided.

Shipping:

165,000 shipped to DATAMATX, INC. per month. Notify William Horton or Jacquelyn Delerme - DWM Communications when product is delivered to DATAMATX).

DATAMATX, INC.

Phone: 770-234-9301 ext. 286

1.2.2 Pallet and Shipping Requirements:

Carton and Packing Requirements.

Cartons shall be of 200lb. crush test.

Fill full boxes; Use corrugated cardboard for added filler.

Carton packaging shall be in increments of 500’s.

Inserts shall be banded using an 11/2” to 3” wide papers bands.

NO PLASTIC STRAPS, STRING OR RUBBER BANDS SHALL BE USED.

Maximum carton weight 60lbs.

Cartons shall be sealed with 2” wide tape.

Inserts in tubs or containers other than cartons shall be subject to manual handling fees.

DATAMATX, Inc. shall not accept responsibility for counts or quality handling of improperly packaged or labeled materials.

Cartons shall be packed with a slip-sheet on the bottom and one on top of the inserts.

Pallets Requirements:

40x48 (preferred), 42x48 (shall accept).

Use pallets with double plywood or slats.

Pallet Packaging:

Pallets shall be 4 ½” (four & half feet) high.

Boxes shall be layered to lock if possible.

Corner guards and skid toppers are recommended.

Product shall be tightly stretched-wrapped and strapped to skid.

Each unique insert product shall be arranged collectively on a unique pallet(s), do not mix carton.

Any shipment smaller than 15 cartons shall be sent via truck, loose.

1.2.3 Cartons - Carton labeling requirements:

Each label shall contain the following, printed in characters at least 1” high.

Carton quantity.

Vendor name and number.

Material production date.

Packing - Packaging slip shall include:

Purchase order # (if Applicable).

Total piece count.

Total box count.

Labels - Labels should face the outside of the pallet. On-site warehouse hours of 8AM-3PM.

DATAMATX, INC.

Phone: 770-234-9301 ext. 286

GROUP 1.3 - GENERIC BROCHURES

8.5X11 finished tri-folded down to 3.5x8.

80-lb. text weight white matte stock.

Provide bids for 2/2 and 4/4 color brochures in quantities of 2,500 and 5,000.

DELIVERY TO:

DWM Communications ATTENTION: William Horton or Jacquelyn Delerme Phone: 770-294-3240 or 470-920-1277 72 Marietta Street, NW, 7th Floor Atlanta, GA 30303

GROUP 1.4 - PRINTING AND MAILING LETTERS

Notification Letters; 8.5”x11” finished to tri-fold; 28lb white paper.

Envelopes (Regular#10) Address/returns. Address/logo and indicia CASS/presort. Copy, sort/bundle, stuff regular #10 office envelopes.

Letters & envelopes printed in Black Ink, stuff envelopes and deliver to Post Office.

Set-up for Indicia/return address/logo; Ink Jet address; Print indicia/return address/logo; Duplex Letter or attachment or Map; Simplex Letter or attachment;

Machine fold letter/attachment/Map and Postcards.

USPS postage costs shall be incurred and paid by the City of Atlanta Department of Watershed Management/Communications upon receipt of valid invoice.

Printing will be one (1) sided with Black Ink for all the printing; Regular #10 Envelopes return address printed in Black Ink; 50,000 pieces mailed out yearly.

The printing will bear City of Atlanta, Resurgens, Department of Watershed Management return address. The Resurgens Seal and any other branding will be provided by the City of Atlanta Department of Watershed Management.

GROUP 1.5 - PRINTING AND MAILING POSTCARDS

Post Cards 8.5”x5.5”, card stock, 4/4 color, address/returns, address/logo and indicia. CASS/presort, copy, sort/bundle and delivery to USPS Post office.

Machine inserts one (1) piece into envelope and seal; Machine inserts two (2) pieces into envelope and seal; CAS/presort; Sort/Bundle and deliver to USPS post office per mail-drop.

Postcards must be printed on 80lb. white card stock paper will be have self mailing address with return address/logo and indicia; must be delivered to USPS post office by awarded vendor.

USPS postage costs shall be incurred and paid by the City of Atlanta Department of Watershed Management/Communications upon receipt of valid invoice.

GROUP 1.6 - PRINTING AND MAILING INVITATIONS

Invitations & envelopes, 8x5”x11”, finished to folded 8.5x5.5” folded; 80lb. white card stock paper for invitations; 4/4 color on the invitations, addresses/return, address/logo and indicia on must be on the envelopes. CASS/presort, copy, sort/bundle, stuff envelopes and delivery to USPS.

USPS postage costs shall be incurred and paid by the City of Atlanta

Department of Watershed Management/Communications upon receipt of valid invoice.

2. GROUP 2 – CARD PRINTING, LIST CLEAN UP MAILING

8.5 X 5.5, full color two sides no bleeds. Minimum 10pt. coated stock.

5.0 X 7.0, Ful color two sides no bleeds. Minimum 10 pt. coated stock.

Rush Charge: Same day/ 24- hour turnaround for items in group 2

GROUP 2.1 – DOOR HANGERS

4.25 X 11.0, full color two sides with bleeds (1,000+)

4.25 X 11.0, full color one sides no bleeds (less than 1,000)

GROUP 2.2 – PRINTING, LIST CLEANUP, MAILING FOR LETTERS WITH

ENVELOPES

Letters 8.5 X 11.0 black, one side, no bleeds; Envelopes #10, return address full color with logo

GROUP 2.3 – BOOKLETS

50, 100, and 200

8.5 X 10.0, 32-page, full color, saddle stitch, cover 110 lb. silk cover, inside pages 100 lb. silk text.

Please note the following for Group 2 Only:

• All quotes should reflect prices for 10,000; 25,000; 50,000 and 100,000 pieces.

• Quotes should provide clear definition for rush jobs.

• These prints will not be a one-time print job, but multiple print jobs over the course of the fiscal year.

We will establish one PO and draw down from the cost as needed.

This PO will be established for one year with the possibility of a one-year renewal.

Jobs can be as small as 25 parcels or as large as 5,000.

We can have anywhere from 1-30 job requests within one week.

• We are a government entity, no taxes should be applied.

2. APPLICABLE DOCUMENTS, STANDARDS AND SPECIFICATIONS

2.1 Material(s), goods or service(s) covered by this Invitation for Bid shall comply with all Federal Occupational Safety and Health Acts, FAA Standards and Georgia Occupational Safety and Health Act requirements, where applicable and in effect at time of delivery.

3. QUALITY ASSURANCE PROVISIONS

3.1 Sampling - It shall be the vendor’s responsibility to submit a random sample testing in accordance with this specification. Material furnished shall be identical to the sample submitted for performance and shall comply with the requirements set forth herein. If the material does not comply with the requirements of this specification, or is not identical to the original sample submitted, the vendor shall be required to replace all such materials at their own expense. This includes all handling charges and transportation, with the material that does so comply.

3.2 Sample material of the requested Specialized Printing solicitation are available via this specification for benchmarking.

4. Quality and Quantity Control - A system of test and inspection shall be used to ensure receipt of the quality and quantity of items supplied. Goods will be promptly unpacked and inspected; any discrepancies from purchase order or supplier invoice will be reported immediately to the Chief Procurement Officer of the Department of Procurement.

5. Plant and Facility Inspections - The Department of Procurement may require the vendor to make their plant and facilities available for inspection or may require additional information concerning the vendor's ability to comply with the requirements of this specification, or its ability to perform in accordance with delivery requirements and within budget. In addition to the above, vendors may be required to produce shop orders and backlog orders documentation. Failure to comply with this requirement may cause rejection of the bid package.

6. Protection - The vendor shall assume all costs arising from the use of patented materials, devices, or processes incorporated in the materials furnished. The vendor further agrees to indemnify and hold harmless the City of Atlanta and its duly authorized agents from suits of law or actions of any nature for or on account of the use of any patented materials, equipment devices or processes.

7. PREPARATION FOR DELIVERY

7.1 Packing - Packing shall be accomplished in accordance with acceptable commercial practices for domestic shipments, unless otherwise stated in the contract or purchase order. The vendor shall make shipments using the minimum number of containers consistent with the requirements of safe transit, available mode of transportation and routing. It shall be the vendor's responsibility to determine that packing is adequate to ensure that all materials shall arrive at destination in an undamaged condition ready for intended use.

7.2 Marking - All packages shall be identified with the City of Atlanta purchase order number and the User Agency. Sealed packing lists must be affixed to all cartons showing its content.

7.3 Shipping - The vendor shall follow shipping instructions as stated on the purchase order or contract.

7.4 Delivery Schedule and Liability - It shall be the vendor’s responsibility to maintain delivery schedule as stated on bid. The City must be notified of any change at least ten (10) days prior to original delivery date. Notification of shippage, however, shall not relieve the vendor from late delivery penalties as outline below. The vendor is urged to realistically and accurately state its proposed delivery for the items called for in the Invitation for Bid Pricing Sheet.

Split delivery may be accepted if it is found to be in the best interest of the City but shall not be made in quantities of less than fifty percent (50%) of the total purchase order or contract quantity.

8. GUARANTEE

The material shall be guaranteed to be free from defects of construction, conception and workmanship for a period of at least twelve (12) months from date of acceptance. Any part or portion found not in accordance with this specification will be rejected and returned to vendor at vendor's expense for immediate replacement.

9. If you quote, please sign each “Bid Sheet” in blue ink, DO NOT ‘white out’ entries or your bid may be deemed non-responsive. Place the name of your company on each of the bid sheets or your bid may be deemed non-responsive.

10. FACE SHEET AND ALL PAGES OF THIS SPECIFICATION, SIGNED BY AN

AUTHORIZED REPRESENTATIVE, MUST BE RETURNED WITH YOUR BID;

OTHERWISE BID MAYBE CONSIDERED INVALID.

ACKNOWLEDGEMENT

Bidder, by and through its authorized representative, acknowledges that it has read and understands this Invitation for Bid (“IFB”) and has submitted all required documents and information in response to this IFB. Bidder further acknowledges and agrees that if it is awarded a contract, pursuant to this IFB, Bidder will be bound by terms and conditions of the Contract Documents which are, collectively, this IFB, Bidder’s submitted bid documents, any resulting purchase order(s) and the City’s terms and conditions as provided under an applicable purchase order(s), and the Agreement.

[Bidder]:

Legal Name of Firm

Address

City State Zip Code

Authorized Representative/Print

Signature/Title/Date

Area Code/Telephone Number /Email

COA Supplier ID Number