REQUEST FOR QUOTES (RFQ) 13293

DEPARTMENT OF PURCHASING AND CONTRACTING

AS-NEEDED PRINTED BUSINESS CARDS

July 15, 2026

A. KEY INFORMATION

1. The County of San Diego is seeking quotes from firms interested in providing As-Needed Printed Business Cards (“Offerors”).

2. The County anticipates a contract term of an initial (base) period of one (1) year, with four (4) one-year option periods. The County of San Diego may award one or more contracts resulting from this solicitation when doing so is determined to be in the County’s best interest.

3.

4. The County has posted this solicitation on its official BuyNet website at https://sdbuynet.sandiegocounty.gov/ . To see all information related to this RFQ, to submit Questions, and to receive notifications of updates, Offerors must select “Participate in RFx” for this solicitation in BuyNet.

5. The Contracting Officer for this solicitation is Nathaniel.Pimentel@sdcounty.ca.gov.

6. Schedule: This timeline is subject to change at any time, at the County’s sole discretion. The County will issue an addendum for changes to the Questions due date, or Quote due date.

Event Description Date and Time (San Diego Time) Questions due July 27, 2026 prior to 5:00 p.m.

Quotes due August 5, 2026 prior to 5:00 p.m.

7. Questions:

7.1. Offerors should submit all Questions, including requests for clarification related to definition or interpretation of this RFQ, in writing by the Date and Time specified in the Schedule. Offerors should submit Questions via BuyNet, by sending a message to the Contracting Officer through the “Discussions” functionality.

7.2. Non-Offerors should direct inquiries regarding this solicitation to the Contracting Officer.

8. Table of Contents:

A. Key Information B. RFQ Instructions and Rules C. Submittal Items D. Required Forms E. Statement of Work F. Payment Schedule G. Draft Agreement

B. RFQ INSTRUCTIONS AND RULES

1. INSTRUCTIONS FOR SUBMITTING A QUOTE

1.1. It is Offeror’s responsibility to submit a quote based on the most current RFQ, addenda thereto, County’s responses to Questions, any other information posted on BuyNet, and any diligence material made available by

MAGGIE RAMSBERGER

INTERIM DIRECTOR

5560 OVERLAND AVENUE, SUITE 270, SAN DIEGO, CALIFORNIA 92123-1204

PHONE (858) 505-6367 FAX (858) 715-6452

BRENDA MILLER

ASSISTANT DIRECTOR

https://sdbuynet.sandiegocounty.gov/ mailto:Nathaniel.Pimentel@sdcounty.ca.gov

COUNTY OF SAN DIEGO – REQUEST FOR QUOTATIONS (RFQ) 13293

AS-NEEDED PRINTED BUSINESS CARDS

the County. Offerors are advised to regularly check BuyNet for information. The County has no obligation to contact Offerors directly with any such RFQ-related information.

1.1.1. To see all information related to this RFQ, to submit Questions, and to receive notifications of updates, Offerors must select “Participate in RFx” for this solicitation in BuyNet.

1.1.2. If an Offeror is unable to download this document, an Offeror may request a hard copy from

Department of Purchasing and Contracting’s front desk or contact clerical support at (858) 505-6367.

1.2. Forms required to be submitted with Offerors response to this RFQ are included in this RFQ or posted on the

County’s web site at: https://www.sandiegocounty.gov/content/sdc/purchasing/purchasing-forms.html.

1.2.1. The County may update posted forms from time to time. Unless otherwise specified, Offerors may submit the version of a form in place as of the date of the posting of this RFQ or any later version thereof.

1.3. Offeror must submit a complete original quote in accordance with the format provided in this solicitation to the

County of San Diego, Department of Purchasing and Contracting, through electronic upload to BuyNet before the Date and Time listed in Schedule.

1.3.1. If Offeror is unable to submit via BuyNet for any reason, Offeror may submit its quote via email to the

Contracting Officer listed in this document or provide the Purchasing and Contracting front desk with either (i) electronic files on CD/DVD; or, (ii) a printed quote. Offeror must prominently mark such submissions with the RFQ number on the outside of the packaging. Please use this method only if unable to submit through BuyNet.

2. QUESTIONS

2.1. Offerors shall direct requests for explanation regarding the RFQ or related documents to the Contracting

Officer, in writing, as a question (“Question”). Offerors may submit Questions by sending a message to the Contracting Officer through the “Discussions” functionality in BuyNet.

2.2. The County may choose not to respond to Questions received after the date and time stated in the Schedule for Question submission. Offeror is responsible for ensuring that Questions are received by the County.

3. QUOTE FORMAT

3.1. Submit electronic quotes as files in .pdf format, except where specified otherwise. For pages other than signature pages, converted and searchable formats are preferred.

3.2. All quotes shall be signed with a handwritten signature by an authorized officer or employee of Offeror.

4. QUOTE ORGANIZATION

4.1. Your quote should be organized in accordance with the Submittal Items in this RFQ.

4.1.1. Offerors shall organize content to correspond to the applicable exhibit and question or item within each exhibit.

4.1.2. Offerors shall separate each exhibit into one or more files, clearly named as to the exhibit and order.

4.1.3. Pages shall be consecutively numbered within each exhibit at the bottom or top margin of each page.

4.1.4. Cost/Price information:

4.1.4.1. Offerors must place all cost and pricing information within the Cost/Price exhibit. Price shall be inclusive of all proposed compensation.

4.2. Confidential/Proprietary information:

4.2.1. The County is a public agency subject to the California Public Records Act, Government Code §

7920.000, et seq. Some or all of the documents submitted in response to this RFQ may be subject to disclosure, and the County intends to publish any resulting contracts to its public website.

4.2.2. It is Offeror’s responsibility to identify and separate into a “CONFIDENTIAL/PROPRIETARY” exhibit and to provide a signed Nondisclosure Indemnification Agreement for:

4.2.2.1. All confidential information that Offeror represents, with legal basis, is exempt from disclosure pursuant to the California Public Records Act, including PI (Personal Information), PII (Personally Identifiable Information), or PHI (Protected Health Information);

4.2.2.2. Any proprietary or other information Offeror represents, with legal basis, is exempt from disclosure under the California Public Records Act and wishes to protect from disclosure.

4.2.3. The “CONFIDENTIAL/PROPRIETARY” exhibit must be clearly labeled with all pages marked as

“CONFIDENTIAL/PROPRIETARY.”

https://www.sandiegocounty.gov/content/sdc/purchasing/purchasing-forms.html

AS-NEEDED PRINTED BUSINESS CARDS

4.2.4. Offeror should reference material in the “CONFIDENTIAL/PROPRIETARY” exhibit where it is needed to respond to a Submittal Item through citation to the “CONFIDENTIAL/PROPRIETARY” exhibit (for example “See response 1 contained within the ‘CONFIDENTIAL/PROPRIETARY’ exhibit for staff Social Security numbers”).

4.2.5. If the County determines that a submission improperly designates information as confidential or proprietary, the County may, at its sole discretion: (i) deem the information releasable; (ii) declare the submission non-conforming/non-responsive; (iii) remove such information, or (iv) take any other appropriate action. (Note: Pricing and Terms and Conditions are generally not confidential under the California Public Records Act).

5. QUOTE EVALUATION

5.1. Evaluations may consider factors such as technical merit, experience, capacity, history of Offeror compliance, availability, price, and more to determine the quote(s) that provide the best value to the County.

5.2. During evaluation, the County may appropriately consider the sustainability and social, human health, environmental, and economic impact of Offeror’s proposed products and/or approach to providing goods and/or services, in accordance with Board Policy B-67. Therefore, Offerors are encouraged to include relevant information in their quotes, to the degree related to the goods or services sought.

5.3. During evaluation, the County may appropriately evaluate the cultural competency of Offeror and Offeror’s proposed approach to providing goods and services. Therefore, Offerors are encouraged to include relevant information in their quotes, to the degree related to the goods or services sought.

5.4. When evaluating an Offeror’s cost or pricing, the County may also consider the effect of the quote on the overall total cost to the County.

6. COUNTY COMMITMENT

6.1. This RFQ does not commit the County to award a contract, nor does it commit the County to pay any of

Offeror’s costs incurred in the preparation or submission of the quote. Further, Offeror shall not incur any reimbursable cost in anticipation of a contract award.

6.2. Neither Offeror nor any of its representatives shall have any claims whatsoever against the County or any of its respective officials, agents, or employees arising out of or relating to this RFQ or these procedures (other than those arising under a definitive contract with Offeror in accordance with the terms thereof).

6.3. The County reserves the right to separately procure the same or similar goods or services.

6.4. The County may withhold all information regarding this procurement until after negotiations are complete, including, but not limited to: the number of quotes received; the identity of Offeror(s); the content of quotes;

the County’s evaluation and results thereof. Information releasable after the conclusion of negotiations is subject to the disclosure requirements and withholding exemptions of the California Public Records Act.

6.5. Pursuant to County Charter §§ 703.10 and 916, award of a contract resulting from this RFQ may be subject to the County’s requirement to determine that the services can be provided more economically and efficiently by an independent contractor than by persons employed in the Classified Service.

6.6. In the event that an Offeror is involved in a merger, acquisition, or other change in control, the County reserves the right to award a contract to a resulting entity.

7. DILIGENCE AND DUTY TO INQUIRE

7.1. Should Offeror find discrepancies in or omissions from, or be in doubt as to the meaning of, the RFQ or related documents, Offeror shall have a duty to submit a Question to the County.

7.2. Offerors are expected to perform reasonable due diligence with regard to this RFQ and the work required, including, but not limited to, information that is publicly or otherwise reasonably available and, if applicable, information that can be obtained during a site visit (including verification of measurements, conditions, and other attributes). Neither the selected Offeror(s), nor any Offerors, shall be entitled to any price adjustment or other relief based upon information that was discovered or should have been discovered through due diligence.

7.3. The County makes no representation or warranty, express or implied, as to the accuracy or completeness of any diligence material or other information provided by the County or any of its agents, representatives, contractors, or consultants. Such information may reflect good faith assumptions, estimates, or projections, which may or may not prove to be correct.

AS-NEEDED PRINTED BUSINESS CARDS

7.4. Offeror should not rely upon oral statements made or explanations given by the County, including any oral responses to Questions or other inquiries. No prior, current, or post award communication(s) with any officer, agent, or employee of the County shall affect or modify any terms or requirements of this RFQ, except as explicitly provided for in this RFQ.

8. OFFEROR COMMUNICATIONS

8.1. All communications from Offeror (including its employees, agents, and representatives) to the County or its officers and employees (including consultants working on or assisting with this procurement), related to this RFQ or Offeror’s quote, must be directed in writing exclusively to the Contracting Officer, unless otherwise authorized in writing by the Contracting Officer. Offerors shall not communicate with or attempt to contact any other County personnel about this solicitation, except as otherwise allowed for in this RFQ or by law. Any improper contact may, at the County’s sole discretion, cause Offeror to be removed from consideration for contract award.

8.2. If Offeror issues any public announcement or otherwise engages in communication that, in the County’s sole determination, compromises the integrity of this RFQ process or attempts to restrain competition, Offeror may be removed from consideration for award.

8.3. Audio and/or video recording of presentations, discussions, negotiations, , or other communications with the County regarding this RFQ are prohibited, unless specifically authorized in writing by the Contracting Officer.

9. SOLICITING EMPLOYEES

9.1. Until contract award, Offerors shall not, directly or indirectly, solicit any employee of the County to leave the

County’s employ in order to accept employment with Offeror, its affiliates, actual or prospective contractors, or any person acting in concert with Offeror without prior written approval of the County’s Contracting Officer.

This paragraph does not prevent the employment by Offeror of a County employee who has initiated contact with Offeror.

10. PROHIBITED CONTRACTS AND SUBCONTRACTS

10.1. In accordance with Section 67 of the San Diego County Administrative Code, the County shall not contract with, and shall reject any quote submitted by, the person or entities specified below, unless the Board of Supervisors finds that special circumstances exist which justify the approval of such contract:

10.1.1. Persons employed by the County or of public agencies for which the Board of Supervisors is the governing body;

10.1.2. Profit-making firms or businesses in which employees described in subsection 11.1.1 serve as officers, principals, partners, or major shareholders;

10.1.3. Persons who, within the immediately preceding twelve (12) months, came within the provisions of subsection 11.1.1 and who (i) were employed in positions of substantial responsibility in the area of service to be performed by the contract; or, (ii) participated in any way in developing the contract or its service specifications; and

10.1.4. Profit-making firms or businesses in which the former employees described in subsection 11.1.3 serve as officers, principals, partners, or major shareholders.

10.2. Per Board Policy A-79, a successful Offeror that is a non-profit corporation shall not subcontract any work under the agreement with a related for-profit subcontractor where an interlocking directorate, management, or ownership relationship exists, unless specifically authorized by the Board of Supervisors.

10.3. Offeror certifies that, if awarded a contract under this RFQ, such contract will be in compliance with Sections

11.1 and 11.2 above. Offeror shall promptly notify the County of any change in circumstance affecting these provisions.

11. CALIFORNIA REVENUE & TAXATION CODE § 18662

11.1. In compliance with California Revenue and Taxation Code § 18662, if Offeror is a non-resident of California

(out-of-state invoices) that receives California source income and has not completed Franchise Tax Board Form 590, there may be a backup withholding on all payments. Fifteen (15) business days prior to the first payment from the County, new suppliers or suppliers with expired forms or forms with incorrect information must submit new forms to the County (forms are available from the Franchise Tax Board website listed below).

11.2. Under certain circumstances, Offerors may be eligible for reduced or waived nonresident withholding. If Offeror has already received a waiver or a reduced withholding response from the State of California and the

AS-NEEDED PRINTED BUSINESS CARDS

response remains valid, Offeror should submit the response to the County in lieu of the forms. Failure to submit the required forms will result in withholding of payments. Offerors should access the Franchise Tax Board websites, listed below, for tax forms and relevant information regarding non-resident withholding, including waivers or reductions. The County will not give Offerors any tax advice. It is recommended that Offerors speak with their tax advisers and/or the State of California for guidance.

Franchise Tax Board Websites:

https://www.ftb.ca.gov https://www.ftb.ca.gov/forms/search/

11.3. If selected for award, Offeror must submit applicable forms to the Auditor & Controller via fax, at (858) 694- 2060, or mail originals to: County of San Diego, 5530 Overland Avenue, Suite 410, San Diego, CA 92123. The P.O. Number or Contract Number (if available) and “California Revenue and Taxation Code § 18662” must appear on fax cover sheet and/or the outside of the mailing envelope.

12. W-9 FORM

12.1. If selected for award, Offeror must complete and submit a W-9 form if a current form is not on file with the

County.

C. SUBMITTAL ITEMS

1. EXHIBIT 1 - REQUIRED FORMS

1.1 Submit a completed and signed Offeror’s Cover Page (PC600) form

• Required for all Offerors

• located at:

https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC600_dpc_Offerors_Cover_Page.pdf

1.2 Submit a completed and signed Representations and Certifications form (PC601)

• Required for all Offerors

• located at:

https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC601_dpc_Reps_and_Certs.pdf

1.3 Submit a completed and signed Small-Local Business Self-Certification Form (PC610)

• All Offerors are encouraged to complete this form to support County data collection.

• located at:

https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC610_dpc_Small_Local_Self_Cert.pdf

1.4 Submit a completed and signed Nondisclosure Indemnification Agreement (PC620) (if applicable).

• Required if submitting Confidential/Proprietary Information (see RFQ Instructions and Rules section 4.2)

• located at:

https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC620_dpc_Nondisclosure_Indemnity.pdf

2. EXHIBIT 2 - PROGRAM/TECHNICAL EXHIBIT

2.1 Confirm “YES/NO” your organization’s acceptance of the requirements of Statement of Work (SOW).

YES ☐ NO ☐

2.1.1 If your organization has exceptions to the SOW requirements, indicate your proposed changes in your response. Provide explanations to support any alternative standards/language being proposed. Failure to specifically reject a proposed requirement will be deemed acceptance.

2.2 Offeror’s Technical Approach

2.2.1 Describe your organization’s approach to managing and processing business card printing services.

Explain how your organization will ensure that projects are completed on time, from creation to delivery, and how your organization will address any challenges that arise during the process, such as revisions, incorrect design placement, wrong colors, or printing errors.

https://www.ftb.ca.gov/ https://www.ftb.ca.gov/forms/search/ https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC600_dpc_Offerors_Cover_Page.pdf https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC601_dpc_Reps_and_Certs.pdf https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC610_dpc_Small_Local_Self_Cert.pdf https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC620_dpc_Nondisclosure_Indemnity.pdf

AS-NEEDED PRINTED BUSINESS CARDS

2.2.2 Provide at least one (1) high-quality sample of each Item # that meets the SOW requirements. Digital sample will suffice. Samples are attached separately in BuyNet.

2.2.2.1 Samples should include examples of business card printing and graphics created for various entities, with at least one sample demonstrating work similar to the specifications of Item #1 in the Pricing Schedule and at least one sample demonstrating work similar to the specifications of Item #2 in the Pricing Schedule.

2.2.2.2 Samples must be submitted on or before 5:00 P.M. PST on RFQ due date to the following location:

2.2.2.2.1 Department of Purchasing and Contracting

Attn: Nathaniel Pimentel

5560 Overland Avenue, Suite 270

San Diego, CA 92123

2.3 Offeror’s Experience:

2.3.1 Provide the following information:

2.3.1.1 Examples of experience providing business card printing services for commercial businesses and local or regional municipalities.

2.3.1.2 The County of San Diego is committed to the values of diversity, equity, inclusion, and opportunity for local workers and qualified small, local, disabled veteran-owned, and other under-utilized businesses. Include any information about your business ownership, training, hiring, or other practices that could meet the County’s goal of furthering equity.

2.3.2 Provide at least three (3) references for customers your organization has provided services to in the past five (5) years of a similar scope to the County’s requirements. Do NOT use County of San Diego staff as a reference. In no more than one (1) page per reference, provide the following:

2.3.2.1 Name, title or position of reference.

2.3.2.2 Reference company/organization name and purpose.

2.3.2.3 Reference contact information (address, phone number, and email address).

Information will be requested during reference checks, such as, services completed, project length of time, any problems encountered, and resolutions reached.

2.4 Subcontractors (if any):

2.4.1 Provide a list of all subcontractors being utilized to perform services related to this agreement. For each proposed subcontractor, provide the following information:

2.4.1.1 Subcontractor(s) or independent contractor(s) name and business address.

2.4.1.2 Describe the roles and tasks to be performed by subcontractor(s).

2.4.1.3 Provide an overview of the subcontractor’s experience that supports their ability to perform the related work.

2.4.1.4 Describe how your organization’s proposed performance monitoring approach ensures that the subcontractor(s) or independent contractor(s) achieves performance standards and outcomes.

3. EXHIBIT 3 - COST/PRICE EXHIBIT

AS-NEEDED PRINTED BUSINESS CARDS

3.1 Submit a completed Pricing Schedule

4. EXHIBIT 4 – ACCEPTANCE OF TERMS AND CONDITIONS

4.1 Confirm acceptance “YES/NO” of the County of San Diego’s Draft Agreement:

YES ☐ NO ☐

4.1.1 If “NO,” provide a detailed list of exceptions to the terms and conditions, the nature of its concern, and what terms the Offeror is willing to accept.

Note: The Offeror will be deemed to have accepted any terms and conditions of the Contract to which it does not take exception to. The County may, as part of its evaluation process, conclude that exceptions are so numerous and/or material as to make Offeror’s response to the solicitation unacceptable.

5. EXHIBIT 5 – CONFIDENTIAL PROPRIETARY

5.1 Include any Confidential/Proprietary Information in this exhibit, in accordance with RFQ Instructions and Rules section 4.2

D. REQUIRED FORMS

(RESERVED)

E. STATEMENT OF WORK

1. Scope of Work/Purpose

Contractor shall provide printed business cards for all County of San Diego (County) Departments including elected officials.

These goods will be requested on an as needed basis throughout the contract term. In addition to standard business use, requested goods will be used for a variety of events and campaigns that include community outreach, education, elections, and various other County initiatives.

The County does not guarantee, nor can it ensure, any minimum or specific quantities or volume of business during the agreement period or any extension. The demand for services may fluctuate due to seasonal variations, special events, and operational needs. Actual order volume and frequency may vary monthly or yearly.

2. Definitions

2.1. CDR – County Department Representative.

2.2. CDR(d) – County Department Representative Designee.

2.3. COR – Contracting Officer’s Representative.

3. General Requirements for Service Delivery

3.1. Contractor shall provide all machinery, labor, and supplies necessary to provide all services within the scope of this contract.

3.2. Contractor shall accept all electronic files of logos, branding, and artwork provided by the County.

3.3. Contractor shall coordinate with County Departments and CDR/CDR(d) to provide products.

3.4. Contractor shall accept orders either online, by e-mail, or by telephone.

AS-NEEDED PRINTED BUSINESS CARDS

3.5. Contractor shall provide an order confirmation for each order, either online or by e-mail, within one (1) business day of receipt of an order.

3.6. Contractor shall provide a primary point of contact for order placement, support, billing, logistics, and discuss matters related to the contract, during standard business hours of Monday through Friday, 8:00 a.m. to 4:00 p.m.

PST.

3.7. All communications from the County will be made during standard business hours of Monday through Friday, 8:00 a.m. to 4:00 p.m. PST, by phone and e-mail. Contractor shall respond within one (1) business day from the initial request.

3.8. Contractor shall attend an initial orientation meeting with the COR prior to services being provided to review scope, expectations, and logistics.

3.9. Contractor shall attend additional meetings with the COR on an as-needed basis.

3.10. Contractor shall notify the COR within three (3) business days when there is a change in key management and direct service personnel working under this contract. The notification shall include a plan to ensure services continue with minimal impact.

4. Specific Requirements for Service Delivery

4.1. Product Specifications

4.1.1. Cards shall be made of 100 lb. cover white and 87 bright paper.

4.1.2. Cards shall be made of recycled paper with a minimum 30% post-consumer waste and minimum 50% total recycled fiber content.

4.1.3. Card size shall be three and a half (3.5) inches by two (2) inches (3.5” x 2”).

4.1.4. Cards shall be printed four over zero (4/0) or full color on the front, blank on the back.

4.1.5. Card finish shall be flat.

4.1.6. Departments with law enforcement responsibilities may have an additional symbol locked with the County logo per County brand guidelines if it demonstrates and symbolically reinforces the department’s authority to exercise the power of a peace officer to enforce state law

4.1.7. Cards with the County of San Diego logo shall be printed full color, full bleed, reflex blue, and thermographed (Item #1 of Payment Schedule).

4.1.8. Business cards may be required to be printed with a gold foil and embossed logo (Item #2 of Payment Schedule)

4.2. Proofing Requirements

4.2.1. CDR/CDR(d) shall submit all required information to process the request, and Contractor shall coordinate with the CDR/CDR(d) to obtain the remainder of the information. Any adjustments or changes to the specific requirements without prior written approval by the CDR shall be rejected at the Contractor’s cost.

4.2.2. Contractor shall provide preproduction samples or proofs via email for review by each CDR/CDR(d) prior to each order to ensure design, font, content, and additional specifications are correct.

4.2.3. Contractor shall provide an electronic proof within forty-eight (48) hours of submission of a complete order.

4.2.4. Contractor shall include unlimited proofing changes including preproduction samples or proofs.

4.2.5. All artwork, proofs, dies, and/or negatives are the property of the County and shall be returned at the end of the contract.

4.3. Ordering Requirements

4.3.1. Contractor shall create an order form for the County to provide all required information to order business cards. Required information shall include:

AS-NEEDED PRINTED BUSINESS CARDS

4.3.1.1. Full name

4.3.1.2. County Department

4.3.1.3. Work email address

4.3.1.4. Work office phone number

4.3.1.5. Work cell phone number (if applicable)

4.3.2. Order form shall include an estimated timeline for when the County will receive the order.

4.3.3. Contractor shall send confirmation to the CDR/CDR(d) within one (1) business day of receipt of requested order.

4.3.4. Contractor shall provide CDR/CDR(d) with a quote for the requested items after the proof has been approved and before printing the requested items.

4.3.5. Contractor shall coordinate with CDR/CDR(d) to confirm for approval, lead-time, processing, shipping, and delivery.

4.4. Delivery Requirements

4.4.1. All items shall be delivered directly to the CDR/CDR(d) that placed the order or to the designated delivery site within San Diego County specified by the CDR/CDR(d).

4.4.2. Deliveries shall be made during standard business hours of Monday through Friday, 8:00 a.m. to 4:00 p.m. PST or as agreed upon in writing between the Contractor and the requesting County Department, excluding the following County of San Diego observed holidays:

4.4.2.1. Martin Luther King, Jr. Day, Third Monday in January

4.4.2.2. President’s Day, Third Monday in February

4.4.2.3. Farmworkers Day, March 31

4.4.2.4. Memorial Day, Last Monday in May

4.4.2.5. Juneteenth, June 19

4.4.2.6. Independence Day, July 4

4.4.2.7. Labor Day, First Monday in September

4.4.2.8. Veterans Day, November 11

4.4.2.9. Thanksgiving Day, Fourth Thursday in November

4.4.2.10. Day after Thanksgiving, Fourth Friday in November

4.4.2.11. Christmas Day, December 25

4.4.2.12. New Year’s Day, January 1

4.4.3. If a delivery falls on a County holiday, the Contractor shall make the delivery the next business day.

4.4.4. Contractor shall provide tracking information and confirmed delivery date to each CDR/CDR(d).

4.4.5. All deliveries shall include a packing slip/receipt slip with the following information:

4.4.5.1. County Department name

4.4.5.2. County contract number

4.4.5.3. Order date

4.4.5.4. Ship-to location

4.4.5.5. Line-item description

4.4.5.6. Order quantity

AS-NEEDED PRINTED BUSINESS CARDS

4.4.5.7. Quantity shipped

4.4.5.8. Unit price

4.4.5.9. Extended price

4.4.5.10. Total price invoiced

4.4.6. Contractor shall notify the CDR/CDR(d) of any delivery delays as soon as they are known.

4.4.7. Contractor shall manage the inventory to ensure that no freight or shipping charges are incurred or assessed on the goods.

4.4.8. All orders are subject to final inspection and acceptance by the CDR/CDR(d).

4.4.9. Inspections shall occur within five (5) business days of receipt of order.

4.4.10. The County shall receive credit or refund for damaged orders and returns that do not meet the specifications within five (5) business days of receipt of the return.

5. Invoicing and Payment Requirements

5.1. Contractor shall invoice in accordance with Exhibit C, Pricing Schedule.

5.2. Contractor shall invoice each requesting County Department and CDR/CDR(d) upon delivery and County’s acceptance of the item(s). The Contractor shall not invoice the County as a whole.

5.3. Contractor shall provide all invoices and monthly statements by e-mail or US mail. County Departments shall specify the delivery method based on established Department invoice processes and procedures.

5.4. Invoices shall include the following minimum information:

5.4.1. Contractor’s name, address, and phone number

5.4.2. Contractor’s remittance address

5.4.3. County contract and BPA number

5.4.4. Date of invoice

5.4.5. Unique invoice number

5.4.6. County Department name and address

5.4.7. County Department billing contact name, phone number, and email address

5.4.8. Date of order

5.4.9. Line-item description

5.4.10. Quanty of item(s)

5.4.11. Unit price

5.4.12. Subtotal

5.4.13. Sales tax

5.4.14. Total extended price

5.5. Contractor shall provide an acceptable invoice for payment to the CDR/CDR(d). Incomplete or incorrect invoices are not acceptable and will be returned to the Contractor for correction. The responsibility for providing an acceptable invoice to the County for payment rests with the Contractor.

5.6. The CDR/CDR(d) is responsible for approval of invoices and subsequent submittal of invoices for processing payment.

5.7. Orders may be paid via Blanket Purchase Agreement (BPA) Release or via County Credit Card (P-Card), provided the payment method complies with the County P-Card Policy. County Departments shall have the sole discretion to determine the appropriate payment mechanism. Pricing shall remain the same regardless of payment method.

AS-NEEDED PRINTED BUSINESS CARDS

5.8. Payment terms are Net 30 days from the date the County receives and accepts both the item(s) and a complete, accurate invoice.

5.9. If the Contractor becomes aware of a duplicate payment or that a County Department has overpaid an invoice, the Contractor shall immediately notify the County Department to request instructions for handling the overpayment, including the return address for any refund checks, if applicable.

5.10. Payments made by the County shall not preclude the right of the County from thereafter disputing any items or services involved or billed under this contract and shall not be construed as acceptance of any part of the goods and services.

6. Data Collection and Reporting Requirements

6.1. Contractor shall comply with ad hoc reporting requests from the COR or designee(s). All requested ad hoc reports shall be provided to the COR within three (3) business days of the initial request unless otherwise coordinated with the COR.

6.2. All reports shall be provided in a sortable Microsoft Excel format unless otherwise noted.

6.3. Quarterly Business Reports: Contractor shall provide quarterly reports to the COR on the 15th of the month following the end of the contract quarter. The quarterly reports shall be cumulative by the end of the contract year. Quarterly reports shall consist of the following information:

6.3.1. County contract and BPA number

6.3.2. County Department name and address

6.3.3. County Department point of contact name, phone number, and email address.

6.3.4. Date of order(s)

6.3.5. Description of item(s)

6.3.6. Quantity and price of each item shipped

6.3.7. Extended price of each item

6.3.8. Total number of items returned and reasons for returns

6.3.9. Total spend by department

6.3.10. Total spend for contract

6.4. Contractor shall provide the County with an annual report detailing compliance with labor rights standards, including data on wages, working conditions, and any corrective actions taken.

7. Sustainability Requirements

7.1. The County is committed to a sustainable environment and environmental stewardship. The County’s environmental stewardship priorities include reducing or diverting solid waste, reducing electricity and water usage, reducing greenhouse gas emission, reducing stormwater pollution, and reducing the use of hazardous substances.

7.2. The Contractor’s environmental practices shall comply with applicable federal, state, and local environmental requirements.

7.3. The Contractor shall make available environmentally preferred products that consider and reduce the potential environmental impact.

7.4. The Contractor shall prioritize environmentally sustainable materials and processes, including using recycled paper with at least 30% post-consumer content and soy-based inks.

7.5. The Contractor shall minimize waste and energy consumption throughout the production process and ensure that all packaging materials are recyclable.

AS-NEEDED PRINTED BUSINESS CARDS

7.6. The Contractor shall provide an annual report detailing the sustainability practices implemented and the environmental impact of the services provided, including data on recycled content, energy use, and waste reduction.

7.6.1. The report shall contain a product-by-product “Green Report” identifying (by quantity and dollar amount) the items purchased that meet or exceed the Environmental Protection Agency’s post-consumer-based content standard (30%).

F. PAYMENT SCHEDULE

Initial Term: Date of Award through June 30, 2027

Item # Item Description Quantity per Set

Unit of Measure

(UOM)

Unit Price

Business Cards, 3.5” x 2”, 100 lb.

cover white, 87 bright paper, recycled paper with minimum 30% post-consumer waste and minimum 50% total recycled fiber content, recycled logo, full color and full bleed

250 Set $

500 Set $

1,000 Set $

Business Cards, 3.5” x 2”, 100 lb.

cover white, 87 bright paper, recycled paper with minimum 30% post-consumer waste and minimum 50% total recycled fiber content, recycled logo, gold foil & embossed logo, reflex blue, thermographed

250 Set $

500 Set $

1,000 Set $

Total : $

County Option 1: July 1, 2027 through June 30, 2028

# Item Description Quantity per Set

Unit of Measure

(UOM)

Unit Price

Business Cards, 3.5” x 2”, 100 lb.

cover white, 87 bright paper, recycled paper with minimum 30% post-consumer waste and minimum 50% total recycled fiber content, recycled logo, full color and full bleed

250 Set $

500 Set $

1,000 Set $

Business Cards, 3.5” x 2”, 100 lb.

cover white, 87 bright paper, recycled paper with minimum 30% post-consumer waste and minimum 50% total recycled fiber content, recycled logo, gold foil & embossed logo, reflex blue, thermographed

250 Set $

500 Set $

County Option 2: July 1, 2028 through June 30, 2029

# Item Description Quantity per Set

Unit of Measure

(UOM)

Unit Price

Business Cards, 3.5” x 2”, 100 lb.

cover white, 87 bright paper, recycled paper with minimum 30% post-consumer waste and minimum 50% total recycled fiber content, recycled logo, full color and full bleed

250 Set $

500 Set $

1,000 Set $

Business Cards, 3.5” x 2”, 100 lb.

cover white, 87 bright paper, recycled paper with minimum 30% post-consumer waste and minimum 50% total recycled fiber content, recycled logo, gold foil & embossed logo, reflex blue, thermographed

250 Set $

500 Set $

County Option 3: July 1, 2029 through June 30, 2030

# Item Description Quantity per Set

Unit of Measure

(UOM)

Unit Price

Business Cards, 3.5” x 2”, 100 lb.

cover white, 87 bright paper, recycled paper with minimum 30% post-consumer waste and minimum 50% total recycled fiber content, recycled logo, full color and full bleed

250 Set $

500 Set $

1,000 Set $

Business Cards, 3.5” x 2”, 100 lb.

cover white, 87 bright paper, recycled paper with minimum 30% post-consumer waste and minimum 50% total recycled fiber content, recycled logo, gold foil & embossed logo, reflex blue, thermographed

250 Set $

500 Set $

AS-NEEDED PRINTED BUSINESS CARDS

County Option 4: July 1, 2030 through June 30, 2031

Item # Item Description Quantity per Set

Unit of Measure

(UOM)

Unit Price

Business Cards, 3.5” x 2”, 100 lb.

cover white, 87 bright paper, recycled paper with minimum 30% post-consumer waste and minimum 50% total recycled fiber content, recycled logo, full color and full bleed

250 Set $

500 Set $

1,000 Set $

Business Cards, 3.5” x 2”, 100 lb.

cover white, 87 bright paper, recycled paper with minimum 30% post-consumer waste and minimum 50% total recycled fiber content, recycled logo, gold foil & embossed logo, reflex blue, thermographed

250 Set $

500 Set $

PRICING MUST INCLUDE SHIPPING AND ANY ADDITIONAL FEES.

G. DRAFT AGREEMENT

The County’s contract with the successful Offeror(s) will be based upon the following Draft Agreement, structured as follows:

The County’s contract with the successful Offeror(s) will be based upon the County’s Standard Purchase Order Terms and Conditions, located at https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/dpc_terms_and_conditions.pdf https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/dpc_terms_and_conditions.pdf

INSURANCE REQUIREMENTS

(RESERVED)