final 12_10_24 PRINTING SERVICES RFP 24_967.pdf

864 Broad Street – 4th Floor Augusta, Georgia 30901 – 1215

(706) 826-1000 Fax: (706) 826-4612

CHARLIE WALKER, JR. KENNETH BRADSHAW, Ed.D. BOBBY A. SMITH, CPA President Superintendent of Schools Chief Financial Officer

RFP COVER SHEET

PRINTING SERVICES RFP #24-967

Date:

Vendor Name:

Address:

Phone:

Fax:

Email:

SEALED PROPOSALS ARE DUE DECEMBER 10, 2024 @ 3:00 P.M.

Addendum(s) Acknowledged: (If Applicable)

Yes #

No

864 Broad Street – 4th Floor Augusta, Georgia 30901 – 1215

(706) 826-1000 Fax: (706) 826-4612

CHARLIE WALKER, JR. KENNETH BRADSHAW, Ed.D. BOBBY A. SMITH, CPA President Superintendent of Schools Chief Financial Officer

TO: Dealers in Production Printing Services

FROM: Richmond County Board of Education

DATE: November 7, 2024

SUBJECT: Printing Services RFP #24-967

You are invited to submit sealed proposals to contract with the County Board of Education of Richmond County, Georgia, (herein after referred to as “Richmond County School System” or “Owner”) to provide printing services on an as needed basis for the entire school system.

In addition to the central office, the school system is comprised of approximately fifty-seven

(57) schools that will require printing services from time to time.

A pre-bid meeting will be held Tuesday, December 3, at 10:00 a.m. This pre-bid meeting will be held at RCSS Central Office; 864 Broad Street; Room #107; Augusta, GA 30901.

The anticipated award date for these services is December 17, 2024. The initial term of the contract is for one (1) year beginning January 1, 2025 through December 31, 2025. RCSS shall have two (2) one (1) year options to renew.

Also note further requirements under the following standard terms and conditions:

STANDARD TERMS AND CONDITIONS

1) TIME AND PLACE: Proposals will be received by the Richmond County School System until 3:00 p.m. EST, on Tuesday, December 10, 2024, at 864 Broad Street, Augusta, Georgia 30901.

RICHMOND COUNTY SCHOOL SYSTEM

NOVEMBER 7, 2024

CHIEF FINANCIAL OFFICER

PRINTING SERVICES RFP 24-967

2) LATE BIDS AND PROPOSALS: Regardless of cause, late bids and proposals will not be accepted and will automatically be disqualified from bid consideration. It shall be solely the vendor’s risk to ensure delivery at the designated office by the designated time. Late bids and proposals will not be opened and may be returned to the vendor.

3) SEALED BID REQUIREMENT: Each bid must be submitted in a sealed envelope addressed to Dr. Kenneth Bradshaw, Superintendent of Schools, c/o Mr. Bobby A.

Smith, CFO, Richmond County School System, 864 Broad Street, Augusta, Georgia 30901. Each sealed envelope containing a bid must be plainly marked on the outside “PRINTING SERVICES RFP #24-967” and the envelope must bear on the outside the name and complete address of the vendor. If forwarded by mail, the sealed envelope containing the bid must be enclosed in another envelope addressed to Dr. Kenneth Bradshaw, Superintendent of Schools, c/o Mr. Bobby A. Smith, CFO, Richmond County School System, 864 Broad Street, Augusta, Georgia 30901.

4) PROPOSAL FORM: Each proposal must be submitted on the pricing form provided along with required documents. You will also need to provide your firms personalized proposal on your documents. Please submit one paper copy and one digital (via usb drive) copy of your proposal to Richmond County School System. All proposals must be sealed when turned in.

5) SERVICE REQUIREMENT: The successful vendor agrees to provide all services covered by these specifications.

6) NOTE TO BIDDERS: Bidders must satisfy themselves of the accuracy of the services required in the proposal specifications including any addenda. After proposals have been submitted, the bidder shall not assert that there was a misunderstanding concerning the nature of the services to be provided.

7) REJECTION OF PROPOSALS: The Richmond County School System reserves the right to reject, in whole or in part, any and all proposals received, to waive technicalities, or to negotiate any term(s) or provision(s) of such proposals as meet the requirements and specifications of this RFP, such rejection, waiver, or negotiation to be accomplished in any manner necessary to serve the best interests of the Richmond County School System. The Richmond County School System also reserves the right to be the sole judge of the suitability of any and all proposals for use by the Richmond County School System.

The Richmond County School System reserves the right to reject or otherwise disregard, in whole or in part, any ambiguous proposals or proposals which are uncertain as to terms or compliance with specifications.

8) NON-WITHDRAWAL PERIOD: Proposals may not be withdrawn for a period of thirty (30) days from the date of bid opening.

9) STATE-MANDATED WALK AWAY PROVISION: In the event a contract is awarded for more than one year:

20-2-506 (b) (1) “Pursuant to O.C.G.A. § 20-2-506, notwithstanding any other provision herein this contract shall terminate absolutely and without further obligation on behalf of the School System at the close of each calendar year in which it was executed and at the close of each successive calendar year for which it may be renewed provided thirty

(30) days prior written notice is given by the School System to the vendor prior to the end of such calendar year.

In addition, this contract shall terminate immediately and absolutely at such time that appropriated and otherwise obligated funds are no longer available to satisfy the obligation of the School System under the contract.

This contract shall be deemed to obligate the School System for the sums payable during the calendar year the agreement was executed or in the event of a renewal by the School System for those sums payable at the end of any renewed calendar year.

The contract shall be deemed to have been automatically renewed for each applicable calendar year, not to exceed the initial term of contract, unless positive action is taken by the School System to terminate such contract herein as set forth.

10) JURISDICTION AND VENUE: “This contract shall be governed and constructed in accordance with the laws of the State of Georgia, Richmond County. Venue and jurisdiction will be that of a court of competent jurisdiction in Richmond County, Georgia.

11) AWARD METHOD: Contract will be awarded based on the evaluation rubric as outlined below. This may result in the award not going to the lowest priced vendor.

SELECTION CRITERIA

The selection criteria of proposal evaluation are:

A. Completeness and clarity of proposal 20% B. Cost of printing services 20% C. Ability to meet service requirements 30% D. Quality of products offered 30%

12) CANCELLATION: In the event at any time during the contract period the vendor cannot provide acceptable service, the Richmond County School System reserves the right to make other temporary arrangements for the procurement of banking services.

13) DUTY TO PROTECT: The Contractor (or Vendor) shall not knowingly send any employee, agent or subcontractor personnel who is a registered sex offender or who has been convicted of sexual abuse to any school building or school property when students are attending school or a school related activity.

The Contractor (or Vendor) shall make periodic criminal history record inquiries as authorized by O.C.G.A. §35-3-34, as now written, or here-after amended; or allowed by all or any other laws allowing such inquiry, to identify these persons who have been convicted of sexual abuse or any other act which would require such person to be entered into a national or state sexual offender registry.

For the purpose of this policy, the term periodic shall mean that the criminal history record inquiries shall be made current upon the awarding of a successful bid on contract and checked no less than annually during the duration of the contract. See ATTACHMENT “A” for Sex Offender Acknowledgement Form.

14) SMOKE FREE ENVIRONMENT: Bidder shall post notice and prohibit employees from using or displaying tobacco products, including smokeless tobacco, while the employee is on duty at the assigned location. There shall be no use of any tobacco products on any property of the Richmond County School System.

15) E-VERIFY: The Contractor agrees to comply with the requirements of A.R.S. § 41-

4401.

a. The Contractor warrants compliance with all Federal immigration laws and regulations relating to employees and warrants its compliance with Section A.R.S. § 23-214, Subsection A. (That subsection reads: “After December 31, 2007, every employer, after hiring an employee, shall verify the employment eligibility of the employee through the E-Verify program.)

b. A breach of a warranty regarding compliance with immigration laws and regulations shall be deemed a material breach of the contract and the Contractor may be subject to penalties up to and including termination of the contract.

c. The Owner retains the legal right to inspect the papers of any employee who works on the contract to ensure that the Contractor or its subcontractor(s) is/are complying with the foregoing warranty under paragraph (a).

See ATTACHMENT #B for E-Verify Affidavit Form.

16) TIME OF THE ESSENCE: Failure of the successful vendor to perform contracted service or deliver the merchandise within the required time shall constitute a material breach of contract. If a breach occurs, the vendor may be responsible for any damages the school system incurs.

17) TAX EXEMPT: The Richmond County School System is exempt for State sales taxes.

Bid prices shall exclude Federal or State taxes that can be eliminated in sales to public school systems in the state of Georgia.

18) BUY OUT CLAUSE: If in the event the contractor sells, transfers or relinquishes, whether voluntarily or by operation of law, their ownership interest in the corporation, partnership or proprietorship identified under this agreement, this agreement shall terminate unless the prior written consent has been granted by the Richmond County School System. Such consent shall not be unreasonably withheld.

The contractor shall promptly notify the Richmond County School System of any actual or proposed change in, transfer or acquisition by another party of control of said corporation, partnership, or proprietorship. For purposes of this document, he word “control” as used herein is not limited to major stockholders but includes actual working control in whatever manner exercised. Any approval by the Richmond County School System of transfer of ownership or control shall be contingent upon the prospective controlling party becoming a signatory to the agreement and otherwise complying with all the terms and conditions herein.

19) QUESTIONS, REQUESTS FOR CLARIFICATION, OR INTERPRETATIONS REGARDING

THIS REQUEST FOR PROPOSAL: All communications concerning this request for proposal must be submitted in writing by electronic mail only to:

Richmond County School System – Business Office Attn: Ms. Cecilia Perkins 706-826-1298 Email: perkice@boe.richmond.k12.ga.us

Only written questions submitted by email will be accepted. No response other than what is written and distributed by the Business Office will be binding upon the Richmond County School System.

Originating departments may be called upon for clarification in their area of expertise at the discretion of the Business Office. Written responses to questions, requests for clarification, or interpretations will be furnished to all participating vendors.

All requests for clarification or interpretations must be submitted to the Business Office on or before the close of business December 4, 2024, 5:00 P.M.

20) ADDENDUMS: In the event an addendum becomes necessary, it will originate in the

Business Office and will be distributed via the website www.rcobe.org/bids to all participating contractors. Any addenda issued during the time of the request for proposal distribution should be acknowledged by the participating contractor and attached to their response form.

21) INSPECTION OF PUBLIC RECORDS: All information received from vendors shall be subject to inspection once the bid is awarded under Georgia Public Records Act.

mailto:perkice@boe.richmond.k12.ga.us http://www.rcobe.org/bids

OBJECTIVE

To identify printing service companies that will offer the most comprehensive services under the most competitive pricing proposal.

Recognizing the importance that technological and economic factors have regarding printing services, we require our printing vendor (s) to meet with the RCSS administration quarterly to review the use of printing services with an objective to optimize utilization and minimize expense.

BACKGROUND

The Richmond County School System (RCSS) print shop stopped full-time operations effective June 2024. We seek a reliable, high-quality printing provider who can efficiently deliver a range of printed materials essential to our educational and administrative operations. The selected vendor will be our primary source for all printing services, contributing to consistency, branding alignment, and streamlined delivery across the district.

The selected printing vendor will be responsible for delivering a full range of printing services to meet the educational and operational needs of RCSS. These services should include:

1. High-Quality Printing: The printer will produce materials essential to our academic mission, including curriculum guides, handouts, student workbooks, instructional posters, newsletters, and administrative documents.

2. Event and Promotional Materials: The printer should support our schools and departments in creating visually engaging event materials, including flyers, programs, banners, and signage, collaborating with the RCSS Communications Department to ensure adherence to district branding guidelines. Additionally, promotional materials for community engagement and student recruitment, such as brochures and branded items, are essential to support our outreach efforts.

3. Customized and On-Demand Printing Solutions: To accommodate urgent and unique requests, the printer must offer on-demand printing options and customized solutions tailored to the needs of various schools and departments, with reasonable turnaround times and delivery options.

4. Efficient Quoting, Ordering and Invoice System: An efficient, user-friendly quoting, ordering by RCSS Purchase Order and Invoice system is required to streamline our processes. This system should allow schools and departments to request quotes for printing jobs. Once the quote has been accepted, the school or department will create a purchase order to send to the awarded vendor. Once job is complete an invoice is then sent to billing@boe.richmond.k12.ga.us. Once the end user receives the job; payment will be made.

5. Competitive Pricing and Transparent Billing: The awarded vendor will provide competitive, volume-based pricing and transparent billing practices to help RCSS maximize its budget and maintain financial accountability.

mailto:billing@boe.richmond.k12.ga.us

Richmond County School System currently has 54 schools and programs and 30 departments. We have approximately 29,000 students and 4,000 employees.

PROPOSAL SUBMISSION INSTRUCTIONS

Each proposal must be submitted on the pricing form provided along with required documents. You will also need to provide your firms personalized proposal on your documents. Please submit once paper copy and one digital (via usb) copy of your proposal to Richmond County School System. All proposals must be sealed when turned in.

In responding to this RFP, please provide the following information:

Please provide your standard prices for printing services. Please provide samples of your work along with your pricing so that the quality may be evaluated. Please include forms (single, duplicate and triplicate), invitations, posters, etc. Please see the quote form to submit pricing. We will need to know what minimum order quantity would be required.

Items we request pricing on:

1. Copies, full color (single and 2 sided)

2. Copies, b/w (single and 2 sided)

3. Business Cards, full color on white

4. Color brochures 8 ½ X 11 and 8 ½ X 14

5. Award certificate on card stock

6. Flyer, 8 ½ x 11 (full color and b/w)

7. Flyer, 8 ½ x 14 (full color and b/w)

8. Envelopes (window and standard)

9. Poster, 11 x 17, 18X24, and 24X36

10. Postcards (full color and b/w; include marks for mailing)

11. Booklet, 8 ½ x 11, perfect bound, full color

12. Spiral Bound Manuals, 8 ½ X 11 (full color and b/w)

You will need to indicate if you can hold your pricing firm for the duration of the 1 year contract.

In Addition to the quote form, please ADDRESS/ANSWER OF ITEMS BELOW that are labeled “PRINTING SERVICES QUESTIONS/STATEMENT. This is a requirement for your sealed proposal.

SELECTION CRITERIA

The selection criteria of proposal evaluation are:

A. Completeness and clarity of proposal 20% B. Cost of printing services 20% C. Ability to meet service requirements 30% D. Quality of products offered 30%

PRINTING SERVICES QUESTIONS/STATEMENTS

Please fill out your proposal on your own paper and address all questions below in the order that they are asked.

1. Does your company have the ability to provide printing services to RCSS on an as-needed basis? Please address how you would the order process would need to take place and you would provide any necessary layout and design assistance to district employees. Please include time frame for turnkey delivery.

Sample: A. ________________________ order date

B: ________________________ proof provided

C: ________________________ production time needed once order is placed

D: ________________________ order delivered

2. Describe your ability to provide mailing software and services along with any special equipment that may be needed.

3. Do you have a dedicated production division that focuses solely on high-volume production with equipment, software, and services?

4. Do you have a print job submission tool that will allow job submission into the print center? Would this tool provide monthly reporting on volume?

5. Are you able to provide a production color print with a minimum of 1200 x 4800?

6. Are you able to provide a production color print that will duplex 300 gsm and simplex 360gsm?

7. Are you able to provide a production color print with a +/- .5mm front to back registration?

8. Are you able to provide a production color print up to 13” x 27.5 for school posters, sporting events, and other type of advertisements?

9. Are you able to provide a production B&W print with a minimum of 1200 x 4800?

10. Are you able to provide a production B&W duplex 300gsm and simplex 360gsm?

11. Are you able to provide a production B&W print that can provide a =/- .5mm front to back registration?

12. Are you able to provide a production B&W print up to 13” x 27.5 for school posters, sporting events, and other type of advertisements?

13. Are you able to provide a production B&W print that has Air Vacuum Paper Feed Mechanism in the LCT?

14. Are you able to have an interchangeable customizable paper library between the production color and production B&W devices to maintain consistency?

15. Please state how your company will provide these services to RCSS? How will your services support the functionality of RCSS?

16. What is your proofing process, and do you provide options for both digital and physical proofs? How many rounds of revisions are included before final approval?

17. Can you provide a common pricing guide for frequent orders RCSS might need, like bulk student handbooks or graduation programs?

18. What is your typical turnaround time for standard orders, and how do you handle urgent or rush orders?

QUOTE FORM

We need your prices for the following standard items. Please be aware that most items will need our district logo while some items will also need school names and logos on them.

QUOTE FORM IS ATTACHED in separate PROTECTED EXCEL WORKBOOK.

You must save this document to your computer, you may then fill out your prices and company name on the worksheet. All areas highlighted in light yellow are available for you to type in. Once complete you must save the document, print it and return in a sealed envelope with all other bid documents.

You must use this quote form to turn in your bids.

Please call the business office at 706-826-1298 if you have any questions.

DATE _________________________________________________

COMPANY

NAME

ADDRESS

CONTACT PERSON

PHONE

EMAIL

PROPOSAL CHECK LIST

The following items must be turned in with your sealed proposal in accordance with the instructions as outlined on Page 2, Paragraph 3.

______ Standard Pricing as requested –on quote form separate excel spreadsheet ______ Samples (your printed products) ______ Point of Contact Information (above below quote form) ______ Completed Sex Offender Acknowledgement Form (below) ______ Completed E-Verify Affidavit Form (below) ______ Questionnaire/Statement Form - Your own document

PRINTING SERVICES

RFP #24-967

ATTACHMENT “A”

Sex Offender Acknowledgement Form

Read, sign and return this form to the Richmond County Board of Education along with bid.

The Contractor (or Vendor) shall not knowingly send any employee, agent or subcontractor personnel who is a registered sex offender or who has been convicted of sexual abuse to any school building or school property when students are attending school or a school related activity.

The Contractor (or Vendor) shall make periodic criminal history record inquiries as authorized by O.C.G.A. §35-3-34, as now written, or here-after amended; or allowed by all or any other laws allowing such inquiry, to identify these persons who have been convicted of sexual abuse or any other act which would require such person to be entered into a national or state sexual offender registry.

For the purpose of this policy, the term periodic shall mean that the criminal history record inquiries shall be made current upon the awarding of a successful bid on contract and checked no less than annually during the duration of the contract.

The Contractor (or Vendor) is certifying to the Richmond County Board of Education that periodic criminal history record checks are made by the company for all employees and that to the best of the Contractor’s (or Vendor) knowledge it has no employee or agent who has been convicted of a sex offense or who is a registered sex offender, who will be assigned to any school building or school property while students are attending school or a school related activity.

I have read and understand the above Richmond County Board of Education Policy regarding my or my company’s obligation as a contractor (or vendor). I further acknowledge that the failure to comply with the requirements to identify a sex offender, to comply with any part of this policy, to assign a sex offender to any school building or school property while students are attending school or a school related activity will constitute a breach of the contract.

Company Name: _____________________________________________________________________________________

Contractor (or Vendor) signature Date signed

Witness signature Date signed

PRINTING SERVICES

RFP #24-967

ATTACHMENT “B”

E-VERIFY AFFIDAVIT

under O.C.G.A. § 13-10-91(b)(4)

Read, fill out and return this form to the Richmond County School System

By executing this affidavit, the undersigned Contractor verifies its compliance with Immigration Reform and Control Act of 1986 (IRCA), Pub.L. 99-603, stating affirmatively that the individual firm or corporation which is engaged in services on behalf of the Richmond County School System has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established by federal law and regulation.

Furthermore, the undersigned Contractor will continue to use the federal work authorization program throughout the contract period. Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization User Identification Number:

Date of Authorization:

Name of Project: Printing Services

Solicitation Number (if applicable): RFQ# 24-967

Name of Public Employer: Richmond County School System

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on _______________________, _________, 202___ in ____________________ (city), ________ (state).

Signature of Authorized Officer or Agent

Printed Name and Title of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME

ON THIS THE ___________________ DAY OF _____________________________________________ ,202_________.

NOTARY PUBLIC

My Commission Expires:____________________________________________________________________________