Request for Quote_Three Reports final.pdf

TOWN OF CONCORD

Request for Quote (January 16, 2020 by 2:00 PM)

SPECIFICATIONS FOR REPORT PRINTING

The Town of Concord, Massachusetts is requesting proposals from qualified proposers to publish the following three annual reports: the 2020 Concord Warrant Booklet, the Concord Finance Committee Report for FY2021, and the 2019 Concord Annual Report.

Written quotes will be received at the Office of the Town Manager, Attn: Christopher Carmody, Town House, 22 Monument Square, Concord, MA 01742 until 2:00 PM on Thursday, January 16, 2020.

Attached are detailed specifications on the three items to be printed. Page numbers as quoted are estimates only and may vary slightly. Quoted prices should be for the total number of pages quoted, with a per-page cost for variations of these numbers (i.e. we should be able to determine the difference in cost if a given number of pages are added or subtracted). Items #1 & 2 shall be printed on recycled paper having no less than 30% post-consumer content. Only a high quality of recycled paper will be satisfactory for Item #3. The Town reserves the right to reject paper samples. All prices shall include delivery, F.O.B. Concord. The Town of Concord is exempt from Massachusetts Sales Tax, #E046001121. The Town reserves 15 days from the quote deadline to make the award. The Town of Concord reserves the right to reject any and all proposals, to waive any minor informality and to make award as may be in the best interest of the Town.

Quotes shall be submitted on the attached quote form. Samples of proposed stock must be submitted with the quote.

Minimum Evaluation Criteria

The successful vendor must be able to demonstrate the following:

1. The firm has been in business for at least five years.

2. The firm supplying the quote must be the firm that will perform the printing of the reports.

3. The firm has produced for municipalities, annual town reports, warrants, etc. (Only submit document samples upon request.)

4. The firm must provide two (2) recent municipal references that demonstrate the ability to print a quality “no error” product within the deadline specified by the municipality. The information requested shall include contact name, contact title, contact phone number, municipality name, project type, and project date. The Town reserves the right to reject a firm that does not have favorable references.

Award will be made to the vendor offering the lowest total quote price for Item #1) the Warrant booklet, Item #2) the Finance Committee Report and Item# 3) the Annual Town Report. The successful vendor must meet the Town's requirements regarding expertise and experience as related to the ability to produce and deliver error-free, timely work. Please provide the necessary evaluative information in a cover letter submitted with your quote.

Item 1

Town of Concord Warrant Booklet

Quantity: 7,100

Size: 8 1/2" X 11"

Pages: 44 plus Cover

Text Presswork: Offset in black line throughout. No bleeds.

Cover Presswork: Offset (black)

Binding: Saddlewire stitch and bulk pack in cartons. FOB Concord.

Text Stock: 50# smooth finish, white offset (freesheet). Submit sample of proposed stock with quote. Minimum opacity 92.

Cover Stock: 65# in pale yellow. Submit sample of proposed stock including color with quote.

Copy (Text): Town will provide camera ready copy on 8 1/2" X 11" sheets.

Copy (Cover): Town will provide mechanical camera ready. The cover will have printing on the outside and inside front and back covers.

Schedule: Completed material picked up by printer on Thursday, January 23, 2020 at 2:00 PM. The vendor will provide a proof to the Town on or before Thursday, January 30, 2020 at 2:00 PM. The Town will approve the proof within 24 hours. Delivery is required by Friday, February 7, 2020 at 2:00 PM.

Packaging Booklets must be returned in boxes (all boxes must be the same size) counted out and labeled as per the bulk mailing list from the Concord Post Office. This list to be supplied by the Town when material is picked up by the printer on Thursday, January 23, 2020 at 2:00 PM.

Item 2

Town of Concord Finance Committee Report

Quantity: 7,500

Size: 8 1/2" X 11"

Pages: 95 plus cover

Text Presswork: Offset in black line throughout. No bleeds.

Cover Presswork: Offset (black).

Binding: Saddlewire stitch and bulk packed in cartons. FOB Concord.

Text Stock: 50# smooth finish, white offset (freesheet). Submit sample of proposed stock with quote. Minimum opacity 92.

Cover Stock: 65# in pale yellow. Submit sample of proposed stock with color and quote.

Centerfold Sheet Four center pages to be printed on green paper 50# smooth finish paper.

Copy (Text): Town will provide camera ready copy on 8 1/2" X 11" sheets.

Copy (Cover): Town will provide mechanical camera ready. The cover will have printing on the outside front and back covers.

Schedule: Completed material picked up by printer on Wednesday, April 1, 2020 at 4:00 PM. The vendor will provide a proof to the Town on or before Wednesday, April 8, 2020 at 2:00 PM. The Town will approve the proof within 48 hours. Delivery is required by Friday, April 17, 2020.

Packaging Booklets must be returned in boxes (all boxes must be the same size) counted out and labeled as per the bulk mailing list from the Concord Post Office. This list to be supplied by the Town when material is picked up by the printer on Wednesday, April 1, 2020 at 2:00 PM.

Item 3

Town of Concord 2019 Annual Report

Quantity: 500

Size: 8 1/2" x 11"

Pages: 275 plus cover

Text Presswork: Offset in black line and half-tone throughout. No bleeds.

Cover Presswork: Offset in four-color process. No bleeds.

Binding: Perfect Bound. Bulk pack in cartons, FOB Concord.

Text Stock: 50# smooth finish, white offset. Submit sample of proposed stock with estimate and identify. Minimum opacity 92.

Cover Stock: 65# white, appropriate for four-color process printing. Submit sample of proposed stock with estimate.

Text Copy The Town will provide camera ready copy including text, tables, charts and approximately 80 photos using the software application “In Design” on either a flashdrive or a fileshare. This package could also be provided as PDF and photos could be provided as jpegs. Quote will provide separate quotes for black and white photos versus color photos.

Cover Copy: The Town will provide cover photo(s) on a flashdrive as a jpeg. The outside front, back covers, and spine will be printed in color. Inside front cover and inside back cover will be printed in black ink.

Qualifications: Printer shall submit with quote samples of proposed stock for text and cover.

Schedule: Materials to be picked up by the printer on Thursday, March 19, 2020, at 2:00 PM. The vendor will provide a proof to the Town on or before Thursday, April 2, 2020 at 2:00 PM. The Town will approve the proof on or before Monday, April 6th, at 2:00 PM. Delivery is required by Wednesday, April 15, 2020.

TOWN OF CONCORD

January 16, 2020 @ 2:00 PM

REPORT PRINTING

Quote Form

TOTAL COST FOR ITEM

AS SPECIFIED

PER PAGE COST

FOR MORE PAGES

(OR CREDIT

FOR LESS PAGES)

ITEM # 1 - WARRANT BOOKLET

ITEM # 2 - FINANCE COMMITTEE REPORT

ITEM #3 2019 ANNUAL TOWN REPORT

Include 100 photos submitted on a flashdrive in this total

TOTAL ITEMS #1-3

SUBMITTED BY: Signature:

Printed Name & Title:

Company Name:

Address

Telephone #:

FAX Number:

E-mail address:

ATTACHMENTS:

Cover letter re: expertise & experience Samples of proposed stock

DATE: