RFB Special Provisions.pdf

RFB.SP.VI.2025 Page 1

SPECIAL PROVISIONS

(Special Instructions and Technical Specifications)

Special Provisions are deemed to be part of these Bid Specifications and shall supersede any conflicting term, requirement or condition in the Bid Specifications.

INTENT: To obtain printing services for various booklets, brochures, forms, tickets, decals, and other printed items required by the various City Departments and Trusts.

The Contracting Entity anticipates a need for the printing of various booklets, brochures, forms, tickets, decals, and other printed materials (some of these items are listed in Attachment A).

Bidder(s) should bid on all pieces from Attachment A that they can produce. Bids shall be submitted to encompass all charges, including, but not limited to set-up, color separations, and freight charges. Submit bids based upon the same quality, paper weight and type, colors, and text shown on the attached examples. For purposes of this bid, assume that the Contracting Entity will provide digital files and text on a Zip/100 disk, by email, CD-ROMs, or other electronic delivery.

ARTWORK: The Contracting Entity will provide digital art delivered as a press-ready PDF file by email or ftp. In cases where files are too large for electronic transfer, a CD-ROM or DVD- ROM will be provided to the Bidder. Most of the Contracting Entity’s layouts are produced using Adobe CS products including InDesign, Photoshop, and Illustrator. In some instances, however, the Contracting Entity may deliver documents produced in Microsoft Word or Publisher.

The Bidder(s) will provide a match print for four-color jobs and for black and white jobs.

Electronic proofs will be accepted.

FUTURE PRINT JOBS: Future print jobs may include typesetting and graphics services. Print jobs will be similar but quantities, paper, text, etc. will change. The specific items listed should in no way be deemed to restrict the requirements of future print jobs. Print jobs not specifically awarded in the pricing agreement(s) exceeding $5,000 will be quoted from at least three contracted printing services vendors to ensure the best price is received. Delivery times can also be taken into consideration.

REPLACEMENT: Failure of the product to meet minimum standards shall result in the replacement of the product by the Bidder at the Bidder’s expense, or a discount on the final price, if this option is deemed acceptable by the Contracting Entity. If the Bidder does not replace the defective product in a timely manner, cancellation of the pricing agreement with the Contracting Entity may result.

QUALITY: The quality of printed materials will be rated according to usual, customary, and reasonable finished product, error free standards. Bidders are asked to submit two samples of their work showing the quality of printing, trimming, and color registration they can provide.

RFB.SP.VI.2025 Page 2

TECHNICAL QUESTIONS:

Technical questions are to be addressed through the electronic bidding system and the Buyer will respond electronically and issue addenda, if necessary.

PRICING:

Pricing must be submitted through the Line-Item area of the electronic bidding system.

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RFB.SP.VI.2025 Page 3

1. WARRANTY

A. The Bidder warrants that at the time of delivery, all Bid Items furnished under this Pricing Agreement will be free from defects in material and/or workmanship and each Bid Item will conform to the Bid Specifications and all other requirements of this Pricing Agreement.

B. Bidders must furnish with their bid one copy of their warranty applicable to the Bid Items to be furnished.

C. Bidder agrees that it alone is responsible for ensuring that Bid Items furnished to the Contracting Entity at the time of delivery and inspection meet all manufacturer warranties even if Bidder is not the manufacturer. If the Bidder is not the manufacturer and the Contracting Entity determines that the Bid Items furnished by Bidder do not meet the manufacturer’s warranty, Bidder alone is responsible for working with the manufacturer to promptly obtain Bid Item replacements for the Contracting Entity that meet all applicable warranties or in the alternative, refund Contracting Entity’s payment for said Bid Items. The election of remedies shall be at the sole discretion of the Contracting Entity.

D. This warranty shall be in addition to any other rights of the Contracting Entity established or implied by contract and/or in equity or at law.

E. All warranties shall start on the date of acceptance of the Bid Items and will be for the full term of said warranty.