Request for Diplomas _ Covers HC_09_26_23A.pdf

Columbia County School District

PURCHASING DEPARTMENT

4781 Hereford farm Road, Evans, GA 30809

Tele: (706) 541-2723 ext. 5108 Fax: (706) 855-3843 Email: Hudson.Chandler@ccboe.net

NOTICE TO VENDORS

PRINTING SERVICES DIPLOMAS & COVERS

NO. HC-09-26-23A

The Columbia County School District (CCSD) is accepting sealed bids as specified in the attached documents. Vendor inputs will be received at the office of Hudson E. Chandler, Purchasing Supervisor, Columbia County School District, Business Department, 4781 Hereford Farm Road, Evans, GA 30809.

September 26, 2023 @ 2:00 PM

RESPONSES SHALL BE PLAINLY MARKED

REQUEST FOR: Printing Services Diplomas & Covers

REQUEST NUMBER: HC-09-29-23A

DUE BEFORE: September 29, 2023 @ 2:00 p.m.

Any vendor inputs received later than the specified date and time, whether delivered in person or mailed, may be disqualified.

The CCSD reserves the right to reject any or all vendor inputs and to accept any deemed most advantageous to the Columbia County School District and to waive any informalities in the process.

Hudson E. Chandler Purchasing Supervisor

NOTICE TO BIDDERS

Bids are due no later than 2:00 p.m., September 26, 2023.

Offers are subject to rejection if not received by the due date and time specified and may be subject to rejection if not submitted with this form.

EXECUTION

In compliance with this Request and subject to all the terms and conditions herein, the undersigned offers and agrees to furnish all products, materials, equipment, and labor necessary to perform to the attached specification, at the price and within the time specified herein. I certify that this Offer is made without prior understanding, agreement, or connection with any firm, corporation, or person submitting a Bid for the same purpose, and is in all respects fair and without collusion or fraud. Under penalty of perjury, the undersigned Offeror certifies that, to the best of its knowledge and belief: (1) the prices in this Bid have been arrived at independently without collusion, consultation, communication, or agreement, for the purposes of restricting competition, as to any matter relating to such prices with any other Offeror, or to any competitor or with any officers, agents or employees of the CCBOE; and (2) unless otherwise required by Federal or Georgia Law, the prices which have been offered in this Bid have not been knowingly disclosed by the Offeror and will not be knowingly disclosed by the Offeror prior to opening, directly or indirectly, to any other Offeror or to any other competitor; and (3) no attempt has been made or will be made by the Offeror to induce any other person, partnership or corporation to submit or not submit a Bid for the purpose of restricting competition.

Failure to execute/sign Bid prior to submittal may render the Bid invalid. Late Bids may not be accepted.

OFFICIAL BUSINESS NAME,

COMPANY NAME, TRADE NAME:

FEDERAL ID OR SOCIAL SECURITY NO:

STREET ADDRESS: P.O. BOX: ZIP:

CITY & STATE & ZIP: TELEPHONE

NUMBER:

TOLL FREE TEL. NO

(800)

TYPE OR PRINT NAME & TITLE OF PERSON SIGNING: FAX NUMBER:

AUTHORIZED SIGNATURE: DATE: WEB ADDRESS:

E-MAIL:

Offer valid for 45 days from Request for Bid due date unless otherwise stated here: ____ days

CERTIFICATION & ACCEPTANCE FORM

Project Name:

Printing Services Diplomas & Covers Invitation for Bid

NO. HC-09-26-23A

Refer ALL Inquiries to:

Columbia County School District 5108 Hereford Farm Road Evans, GA 30809

ATTN: Hudson Chandler, Purchasing Supervisor

Telephone: 706- 541- 2723 Ext. 5108 Facsimile: 706- 855-3843 E-Mail: Hudson.Chandler@ccboe.net

Commodity: Printing Services Diplomas & Covers

Contract Type: Fixed Price

FOR CCBOE USE ONLY

Contract Number:

(See page 2 for mailing instructions.)

TYPE BUSINESS

Check one or more where applicable:

Minority-Owned Business (at least 51% owned and controlled by minority group members)

Woman-Owned Business (at least 51% owned and controlled by women)

Small Business

ACCEPTANCE OF OFFER

If any or all parts of this Bid are accepted, an authorized representative of the CCSD shall affix their signature hereto and this document and any other special terms and conditions, scopes of work, specifications, and any Columbia County School District Contract conditions applicable to this Request For Bid shall then constitute the entire written contract agreement between the parties (“Contract”). This Contract supersedes all prior written or oral agreements and there are no other promises or conditions in any other agreement, whether written or oral, having effect on this Contract. A copy of this acceptance will be forwarded to the successful Offeror and a CCSD Purchase Order and/or General Contract For Services will issued as a release against this Contract.

FOR CCSD USE ONLY

Offer accepted and contract awarded this ____ day of _____________________, 20_____, By ___________________________________________________________ (Authorized contracting representative of CCSD).

MAILING INSTRUCTIONS: Mail (e.g., US Mail, Fed Express) pages 1 & 2 of this fully executed Request for Bid document and any required RFB documents with your Bid. This is a formal sealed RFB. Seal, address envelope and identify the Request number on the outside of the package as shown below: It is the responsibility of the Offeror to have all required documents received by CCSD on or before the specified due date and time. INCLUDE ONE ORIGINAL AND ONE

COPY.

Business Department 4781 Hereford Farm Road Evans, Georgia 30809

Attention: Hudson Chandler, Purchasing Supervisor

Project: Printing Services Diplomas & Covers Request #: HC-09-26-23A Bid review: September 26, 2023 @ 2:00 p.m.

Instructions & Specifications

The Columbia County School District, 4781 Hereford Farm Road, Evans, Georgia 30809 (CCSD) is soliciting sealed competitive proposals for print services of student high school graduation diploma covers, diploma inserts, protective cover sheets, diploma envelopes and pressure sensitive seals for the 2023-2024 school year.

Invitation for Proposal (IFP) HC-09-26-23A.

Bids are due no-later-than September 26, 2023 at 2:00 p.m.

Last day for questions September 14, 2023. Please email questions to Hudson.Chandler@CCBOE.net.

All amendments to be posted on CCSD website.

Contract award is expected on or before end of October 2023

CCBOE anticipates entering into a 1-year fixed-price term contract as a result of this bid. The contract period of performance shall be for the 2023 – 2024 school year graduations. Any Contract resulting from this solicitation shall be renewable annually at the same or equivalent unit prices and upon written consent of both parties for up to four additional years (through June 2028).

Award consideration will only be given to those bidders who bid all items in all bid categories (e.g., diploma covers, diploma inserts, and pressure sensitive honor seals).

Scoring Based on the following:

1. Pricing 40%

2. Success of previous work with CCBOE 20%

3. Adherence to the RFP requirements, including completion of all required forms, provisions of all requested information and adequacy of responses. 15%

4. Quality of Proposal and samples. 25%

SAMPLE(S) REPRESENTING THE PRODUCTS AND QUALITY INCLUDED IN YOUR OFFER SHALL BE SUBMITTED

WITH YOUR BID FOR CCSD EVALUATION.

SCHEDULE:

CCSD anticipates the following schedule. However, each bidder must submit, as part of their proposal, their own proposed schedule that will insure product quality and the timely delivery of printed and/or assembled diplomas.

a. The successful bidder shall meet individually with each of the five high schools no-later-than 180 calendar days prior to graduation to determine individual school requirements (e.g., cover linen graphics, school logo, custom wording, color selections).

b. Advance production run information, including the specific graduation date (approximately the third week in May) would be provided to the successful bidder no-less-than ninety (90) calendar days before graduation. Such information would include, but not be limited to, graphic artwork, the approximate number of seniors for each graduating class from each high school and the number of seals required within each honor category.

c. Final production information will be given to the successful bidder no-later-than forty-five (45) calendar days prior to scheduled graduation ceremonies including but not limited to the names of all graduating seniors by school and their respective honor category(s)

d. Last minute changes will be allowed, without any additional charge to CCBOE, but only if such notice is provided to the successful bidder in writing no-later-than twenty (20) working days prior to scheduled graduation ceremonies.

Diplomas & Covers

HC-09-26-23A

e. All diplomas and associated materials, including any last-minute changes, must be delivered directly to each high school no-later-than ten (10) working days prior to scheduled graduation dates. "Working days" shall be defined as Monday through Friday of each week exclusive of all official State/Federal/Local Holidays.

SPECIAL CONDITIONS:

Fixed unit pricing shall include all costs necessary for the production of the items specified including but not limited to paper stock, plates & dies, proofs, printing, packaging and inside delivery. Prices must be F.O.B.

destination to any CCSD High School location in Columbia County, Georgia. Unit prices must not exceed two (2) decimal places. All pricing must remain firm through the contract period.

Proposed fixed pricing shall provide each school with the ability to order diplomas and covers with their respective custom headings, artwork, foil stamped school seal and/or logo and a selection of cover & satin lining colors. In addition to any custom artwork, colors, etc., fixed pricing shall include all other charges including, but not limited to, finished covers, linings, inserts, acetate, onion skin, handling and shipping. Fixed pricing for optional products and services (e.g., providing printed envelopes with the diplomas) are also being solicited as indicated on the attached Bid Input Form.

In the event that identical low bids are submitted, the CCSD will award the contract in any manner it considers to be in the best interest of the program.

ESTIMATED QUANTITIES:

The quantities set forth in this contract are CCSD’s best estimates based on current head counts per school. The actual quantities to be purchased may vary. The CCSD does not assume or accept responsibility to purchase the total estimated quantities listed. Estimated quantities that are not ordered prior to the expiration of the contract shall stand automatically cancelled. Approximately 150 students per school will require honor seals.

School Current class size estimate

Evans High 431 Greenbrier High 408 Grovetown High 448 Harlem High 279 Lakeside High 441

Total

2,006

ORDERS:

All orders released against any contract resulting from this solicitation will be made in the form of an authorized CCSD-purchase order or a CCSD-issued credit card (P-Card).

The CCSD will not be under any obligation to pay for any unused diplomas in excess of the number ordered. A flat charge will be allowed for any signature change.

Please keep in mind that a number of students may require up to two honor seals per insert.

The cost for preparing a response to this IFB shall be the sole obligation of the bidder.

HC-09-26-23A

This solicitation does not obligate funds, nor does it constitute a contract, offer of employment, or offer to purchase.

All bidders must submit a minimum of three references on the attached CCSD Business References Form.

References must be for projects/contracts of similar size and scope as that contemplated herein. Failure to provide adequate references may result in disqualification of your proposal.

Proofs shall be submitted prior to a production run.

The CCSD reserves the right to:

Reject any and all proposals if deemed necessary Disqualify any bid not meeting specifications as necessary Accept any alternative proposal believed to be in the best interest of the school system Waive any informality in the proposal submission Cancel any awarded bid if the product or service proves unsatisfactory

HC-09-26-23A

Bid Input form

Item Description Unit Price Diploma Cover (11.5” x 9”)

Base Price Configuration: Includes choice of school color, gold embossed school name, city and state on front. The cover will consist of two pieces hinged at the top.

Choice of satin moiré color on both inside covers with 4-each matching satin corner pockets. The cover material will be calf grain leatherette or equal in a color selected by each school. The cover board will consist of approximately .080 warp resistant premium grade Davey board laminated to a top liner of chipboard. None of the padding can be exposed to the cover material. The cover hinge is reinforced by using matching cover material. All corners are to be neatly tucked and formed. The cover padding is to be glued neatly in place. The lining pads must be in line and securely glued. The cover must be neat and taut. All four corners of the cover must coincide when the case is closed. A sharp single line panel is blind embossed 1/4" from the edge of the cover. The top and bottom lining of each cover shall be paper-backed satin moiré in a color selected by each school. The lower lining includes four satin moiré corner pockets in the same color to hold the diploma insert and the clear acetate protective covering for the insert.

2 Optional: Gold embossed school emblem or logo on front cover

Optional: Lithographed imprint of school or other artwork on inside top cover satin moiré

Diploma Insert (11” x 8.5”)

Minimum of 48 lb. Diploma Parchment or proposed alternate: The stock is to be 100 percent rag content with a smooth parchment finish and un-watermarked. Color of stock to be off-white ivory or soft-white.

The process being used for production of diplomas includes steel engraving plates or fineline style plates and photo litho offset. All die work is to be fullest detail in 3 dimensional reliefs. Parchment shall be engraved with each individual High School Name in arched and shaded Old English lettering, Graduate Name, Date, Degree Category (e.g., “Diploma”, “Transition”, “Certificate of Performance”), “State of Georgia, Southern Association, Accredited High School” seal in GOLD, and 2-color engraved school crest. All printing will be embossed in raised black lettering. Each diploma shall have three engraved signatures (i.e. Superintendent, County Board of Education, Chairman County Board of Education, Principal).

HC-09-26-23A

Optional: Additional “blank” inserts, by school, without printed student name, diploma category or seals

Acetate Insert Cover (11”x 8.5”)

The cover is to be of clear acetate of approximately .005 caliper thickness and the exact size of each diploma insert.

Onion Skin Tissue (11” x 8.5”) 7 Protective tissue insert covers

Diploma Envelopes (White)

Optional: Envelopes shall be white and a minimum weight of 20 lb. stock. Printed with school name and student name. Includes cost to print, insert completed diploma, sort, and box by school.

Optional: Envelopes shall be white and a minimum weight of 20 lb. stock. Printed with school name and student name. Provide sorted envelopes only, by school (no inserting of diplomas)

Honor Seals

Optional: Additional pressure sensitive, gummed, adhesive-backed gold foil CTAE seals. Indicate pack size (e.g., 50 per roll) and price per pack size (e.g., $/roll). These are extra honor seals that are not provided in item 4 above (e.g., for use with “blank” inserts)

Other Optional Products or Services 11 Option: Student Names on Covers

12 Option: Mini Diplomas

13 Other Optional:

14 Other Optional:

NOTE: All pricing shall be firm fixed-price, inside delivery, FOB destination, through August 2024. Contract may be renewed annually for up to 4 additional years.

NOTE: Please attach all other information describing any additional value-added products or services included in your proposal.

NOTE: Sample Diploma Covers, Inserts, and Seals shall be submitted as part of your proposal to be considered responsive to the bid.

Parameter Worksheet

Company Name:

Failure to respond to the following questions and/or to provide company authorized signature(s) may result in disqualification.

Yes No Do your products and/or services meet all of the requirements described in the BID document? If not, have you attached all variations to any requirements and specifications to your proposal?

Yes No Have you completed or answered all BID response lines and questions? Please Note: Failure to do so may result in disqualification of your bid.

Yes No Have you submitted your bid in accordance with any attached Special and/or Bid/Contract Conditions?

Please Note: Failure to do so may result in disqualification of your bid.

Yes No

Does your company understand that the Columbia County School System reserves the right to reject any and all proposals and conduct a re-bid for any reason? Please Note: All information submitted within bids, even if rejected or re-bid, is made available to the public unless marked “Proprietary” as described within the General Conditions.

Yes No Do you acknowledge that all information presented within your proposal becomes available to the public unless marked “Proprietary” or “Confidential”? Please Note: Only certain items may be marked as “Proprietary” or “Confidential. See the Bid Terms & Conditions for further information.

Yes No Do you understand that if your company is awarded the contract and does not deliver service(s), product(s) or material(s) by the specified delivery date, then the contract award may be rescinded and all orders cancelled?

Yes No Does your company accept that the Columbia County School System is the sole arbiter of this bid and that all decisions are final?

Yes No Not Applicable

Does your company accept that low bid price does not guarantee bid award and that awards may be based on one or a combination of factors? Please Note: Failure to do so may result in disqualification of your bid.

Yes No Not Applicable

If requested with this BID, have you attached warranty information to your bid as requested? Please Note: Failure to do so may result in disqualification of your bid.

Yes No Not Applicable

If requested with this BID, have you provided or will you provide all insurance information as requested?

Please Note: Failure to do so may result in disqualification of your bid.

Yes No Not Applicable

If requested with this BID, have you attached your company’s required financial statements? Please Note: Failure to do so may result in disqualification of your bid.

Yes No Not Applicable

If requested with this BID, have you attached your company’s required customer references? Please Note: Failure to do so may result in disqualification of your bid.

Yes No Did you receive written amendment(s) to this Bid? If yes, how many? _______ Please Note: Failure to respond to this question may result in disqualification of your bid.

_____ Attachments List the number (quantity) of attachments included with your BID response.

Attached Electronically Courier US Mail Hand Delivered

Please indicate how you have submitted your required product specifications and other requested documents or materials.

______________________________________________ Project Name Organization Name Name(s) and Titles(s) of Authorized Representative(s) Signature(s) Date Signature(s) Date

Printing Services Diplomas & Covers

Business References Form

Company Name: _________________________________________________________________

Authorized Signature: ____________________________________________________________

Title: _________________________________ Date: _____________________________________

Number of years Company has operated under present name:

References For Similar Goods and/or Services And Approximate Contract Size:

Company or Business Name Address Contact/Telephone Number

Bid responses that are incomplete or contain less than three (3) business references may not be considered for award.