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Project Name: Printing and Mailing Services for Lead & Copper RuleRevisions Customer Notifications

Project Number: 298-LCRRCustLetters-25

Pursuant to the City of Asheville's Procurement, Purchasing and Contracting Policy, Bids will be received by the City of Asheville for the following:

Description of Bid:

The City of Asheville Water Resources Department is requesting printing and mailing services to notify water customers of their service line material. Customers provided in the spreadsheet will receive one of three notification letters (Lead, Galvanized Requiring Replacement or Unknown). City needs printing & mailing services of approximately 45,000 letters and envelopes. City is still working on the inventory of city water service lines and will not know the official number of letters to be mailed until Oct 2024.

The work will start on October 17, 2024 and MUST BE completed by November 15, 2024. Both the deadline and documentation requirements are a federally regulated requirement. If all 45,000 letters are not mailed within the 30 day period, it will cause the City to be in violation of a federal law.

Bid Schedule:

Issuance of Bid Wednesday, 08/21/2024 Pre-Bid Meeting (not mandatory) Wednesday, August 28, 2024,1:30pm

Virtual Meeting Link

(US)+1 402-225-0839

PIN: 159 938 810#

Deadline to Submit Questions Friday, August 30, 2024 @ 4:00pm Bids Due Thursday, September 12, 2024, 4:00pm Projected Project Start Wednesday, October 17, 2024

Bid Documents:

Invitation to Bid Documents are posted on the City procurement website at www.ashevillenc.gov/bids.

This is the official source of this solicitation. All updates to this solicitation shall come in the form of published addenda and shall be published to the same location. The City will not be responsible for full or partial sets of Bid Documents including any addendum obtained from any other source.

http://meet.google.com/szi-jxyq-kmk http://www.ashevillenc.gov/bids

Bids should be emailed to bcook@ashevillenc.gov

If not delivered by bid due date of Thursday, September 12, 2024 at 4:00pm, the bid will not be accepted.

The City of Asheville reserves the right to reject any or all Bids and to waive informalities.

Information:

All questions concerning this Invitation to Bid should be submitted via email to:

Brenna Cook, Project Manager bcook@ashevillenc.gov

Please send a confirmation/test email to bcook@ashevillenc.gov prior to submitting your questions.

Please put Printing and Mailing Services for Lead & Copper RuleRevisions Customer Notifications in the subject line of your email. You will receive a confirmation email or receipt. If you do not receive a confirmation email, please reach out to the City of Asheville at 828-259-5962 before the submission deadline. This number is for email test failures only.

Asheville Business Inclusion Policy: The City of Asheville has adopted the Asheville Business Inclusion Policy to encourage women and minority businesses' participation in the public bidding process. The purpose of this outreach effort is to increase the likelihood of availability and utilization of MWBEs in the award of contracts. Bidders are hereby notified that this bid is subject to that Policy's provisions. Questions regarding the Asheville Business Inclusion Policy may be directed to City of Asheville, Post Office Box 7148, Asheville, NC 28802-7148 or by phone at (828) 259-8050 or by email abi@ashevillenc.gov.

Bidders are invited to show proof of MWBE status, to include NC Office of Historically Underutilized Businesses or other MWBE certifications. If not already certified with the ABI Office at the City of Asheville, bidders are further invited to become certified with the City of Asheville as an MWBE vendor.

Please use this link: ABI Certifications

It is the Policy of the City to (1) provide minorities and women an equal opportunity to participate in all aspects of its contracting and procurement programs and (2) to prohibit any and all discrimination against persons or businesses in pursuit of these opportunities.

Drug Free Workplace: The City of Asheville is a drug-free workplace employer. By submitting this bid, the prospective contractor certifies that if awarded the contract, they and their subcontractors shall comply with the following:

The City requires contractors/vendors entering into a contract with the City to provide a drug-free workplace in the performance of said contract. The contractor, upon execution of the contract, certifies that it will provide a drug-free workplace during the performance of the work on this contract. The contractor agrees to do the following:

Notify employees that the unlawful manufacture, distribution, dispensation, possession or use of a

City of Asheville -Bid - Printing and Mailing Services for Lead & Copper RuleRevisions Customer Notifications Bids due September 12, 2024 4:00pm page 2 of 3 https://asheville.seamlessdocs.com/f/CityofAshevilleCertifications controlled substance is prohibited in the workplace and specify the actions that will be taken for violations of such prohibitions. Responsive actions should be appropriate and sufficient to address and remediate any violations of this requirement.

Miscellaneous Requirements of the Bids:

● Prospective Contractors are notified of a City policy that prohibits contracting with persons or firms who are delinquent in the payment of ad valorem taxes owed to the City of Asheville.

● All bids must be submitted on the form.

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City of Asheville -Bid - Printing and Mailing Services for Lead & Copper RuleRevisions Customer Notifications Bids due September 12, 2024 4:00pm page 3 of 3