RFQ 68PBSNCCENTERPIECE0524 PRINTING SERVICES.pdf

STATE OF NORTH CAROLINA

Request for Proposals #68PBSNCCERTERPIECE0724

MONTHLY PROGRAM GUIDE PRINTING SERVICES

Date of Issue: July 13, 2024

Quote Opening Date:

July 26, 2024, at 12:00 p.m.

Direct all inquiries concerning this RFQ to:

Reuben M. Affiah CLGPO

Purchasing Director

Email : raffiah@pbsnc.org

Phone : 919-549-7057

Request for Proposals

#68PBSNCCERTERPIECE0724

For internal State agency processing, please provide your company’s Federal Employer Identification Number or alternate identification number (e.g., Social Security Number). Pursuant to North Carolina General Statute 132-1.10(b) this identification number shall not be released to the public. This page will be removed and shredded, or otherwise kept confidential, before the procurement file is made available for public inspection.

This page is to be filled out and returned with your quote.

ID Number:

Federal ID Number or Social Security Number

Vendor Name

Ver: 4/22/2019

University of North Carolina Center for Public Media

Refer ALL Inquiries regarding this RFQ to:

Reuben M. Affiah CLGPO Director of Purchasing PBS North Carolina 10 UNC-TV Drive Research Triangle Park, NC 27709 Email: raffiah@pbsnc.org

Request for Proposals # 68PBSNCCERTERPIECE0724

Quotes will be publicly opened:

Contract Type:

Commodity No. and Description:

Using Agency:

Requisition No.:

EXECUTION

In compliance with this Request for Quote, and subject to all the conditions herein, the undersigned Vendor offers and agrees to furnish and deliver any or all items upon which prices are quoted, at the prices set opposite each item within the time specified herein.

By executing this quote, the undersigned Vendor certifies that this quote is submitted competitively and without collusion (G.S. 143- 54), that none of its officers, directors, or owners of an unincorporated business entity has been convicted of any violations of Chapter 78A of the General Statutes, the Securities Act of 1933, or the Securities Exchange Act of 1934 (G.S. 143-59.2), and that it is not an ineligible Vendor as set forth in G.S. 143-59.1. False certification is a Class I felony. Furthermore, by executing this quote, the undersigned certifies to the best of Vendor’s knowledge and belief, that it and its principals are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from covered transactions by any Federal or State department or agency. As required by G.S. 143-48.5, the undersigned Vendor certifies that it, and each of its sub-contractors for any Contract awarded as a result of this RFQ, complies with the requirements of Article 2 of Chapter 64 of the NC General Statutes, including the requirement for each employer with more than 25 employees in North Carolina to verify the work authorization of its employees through the federal E-Verify system. G.S. 133-32 and Executive Order 24 (2009) prohibit the offer to, or acceptance by, any State Employee associated with the preparing plans, specifications, estimates for public Contract; or awarding or administering public Contracts; or inspecting or supervising delivery of the public Contract of any gift from anyone with a Contract with the State, or from any person seeking to do business with the State. By execution of any response in this quote, you attest, for your entire organization and its employees or agents, that you are not aware that any such gift has been offered, accepted, or promised by any employees of your organization.

Failure to execute/sign quote prior to submittal shall render quote invalid and it WILL BE REJECTED.

Late quotes cannot be accepted.

VENDOR:

STREET ADDRESS: P.O. BOX: ZIP:

CITY & STATE & ZIP: TELEPHONE NUMBER: TOLL-FREE TEL. NO:

PRINCIPAL PLACE OF BUSINESS ADDRESS IF DIFFERENT FROM ABOVE (SEE INSTRUCTIONS TO VENDORS ITEM #11):

PRINT NAME & TITLE OF PERSON SIGNING ON BEHALF OF VENDOR: FAX NUMBER:

VENDOR’S AUTHORIZED SIGNATURE: DATE: EMAIL:

Offer valid for at least 60 days from date of quote opening, unless otherwise stated here: ______ days.

ACCEPTANCE OF QUOTE

If any or all parts of this quote are accepted by the State of North Carolina, an authorized representative of PBS North Carolina shall affix his/her signature hereto and this document and all provisions of this Request for Quote along with the Vendor response and the written results of any negotiations shall then constitute the written agreement between the parties. A copy of this acceptance will be forwarded to the successful Vendor(s)

FOR STATE USE ONLY: Offer accept and Contract awarded this _______ day of ________, 20___ as indicated on the attached certification, by ____________________________________________________________________

(Authorized Representative of PBS North Carolina)

Quote Number: #68PBSNCCERTERPIECE0724 Vendor:

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TABLE OF CONTENTS

1 PURPOSE AND BACKGROUND

2 GENERAL INFORMATION

2.1 REQUEST FOR QUOTE DOCUMENT

2.2 E-PROCUREMENT SOLICITATION

2.3 RFQ SCHEDULE

2.4 BID SUBMITTAL

2.5 QUESTIONS ABOUT QUOTE

2.6 QUOTE CONTENTS

2.7 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS

2.8 NOTICE TO VENDORS REGARDING TERMS AND CONDITIONS

3 METHOD OF AWARD AND QUOTE EVALUATION PROCESS

3.1 METHOD OF AWARD

3.2 PERFORMANCE OUTSIDE THE UNITED STATES

3.3 QUOTE EVALUATION PROCESS

3.4 INTERPRETATION OF TERMS AND PHRASES

4 REQUIREMENTS

4.1 CONTRACT TERM

4.2 PRICING

4.3 TRANSPORTATION AND IDENTIFICATION

4.4 QUALITY ACCEPTANCE INSPECTION

4.5 INVOICES

5 PRODUCT SPECIFICATIONS

5.1 GENERAL SPECIFICATIONS

5.2 TASKS/DELIVERABLES

5.3 ACCEPTANCE OF WORK

5.4 CERTIFICATION AND SAFETY LABELS

5.5 VENDOR’S REPRESENTATION

ATTACHMENT A: PRICING FORM

ATTACHMENT B: REFERENCES

ATTACHMENT C: MAILING SERVICES PROVIDER

ATTACHMENT D: LOCATION OF WORKERS UTILIZED BY VENDOR

ATTACHMENT E: INSTRUCTIONS TO VENDORS

ATTACHMENT F: NORTH CAROLINA GENERAL CONTRACT TERMS & CONDITIONS

ATTACHMENT G: SUPPLEMENTAL VENDOR INFORMATION

Ver: 4/22/2019

1 PURPOSE AND BACKGROUND

As North Carolina’s statewide PBS network serving the country’s third largest public media market, PBS North Carolina educates, informs, entertains and inspires its audience on air, online and in person. Through its unique partnership of public investment and private support, the network includes in-person engagement, digital-first social and online content delivery and four over-the-air channels: PBS NC, the North Carolina Channel, Rootle 24/7 PBS KIDS and the Explorer Channel. Its transformational events and content spark curiosity and wonder for all North Carolinians. Additionally, PBS North Carolina serves as the backbone for North Carolina’s state emergency services.

Many PBS North Carolina viewers expect programming information in the form of our monthly program publication, Centerpiece. Centerpiece is a PBS North Carolina member benefit for nearly 90k donors contributing $40 or more in a single year. In circulation for 40 years, the 24-page monthly program guide consists of listings for PBS North Carolina broadcast channels, special features and program highlights as well as promotional messaging. Primarily used as a member benefit, CenterPiece also serves as a sales tool for the Underwriting and Production Funding teams.

The monthly programming guide is distributed and in the hands of members by the first of the month. Design and development are handled internally by a PBS North Carolina staff editor and art director and sent out for print and distribution. It is our goal to deliver programming information in the manner that brings value to our viewers.

PBS North Carolina is seeking a printing partner (Vendor) for the ongoing production of the monthly program guide. We seek a Vendor with experience in printing and delivering high-quality, time-sensitive print publications for a broad and diverse audience. The Vendor will manage the print production of the guide and delivery to the postal vendor for final distribution to readers.

Proposals shall be submitted in accordance with the terms and conditions of this RFQ and any addenda issued hereto.

2 GENERAL INFORMATION

2.1 REQUEST FOR QUOTE DOCUMENT

The RFQ is comprised of the base RFQ document, any attachments, and any addenda released before Contract award.

All attachments and addenda released for this RFQ in advance of any Contract award are incorporated herein by reference. Vendor may attach its quote to this RFQ for submission; however, any and all additional, modified or conflicting terms and conditions submitted on or with Vendor’s quote shall be disregarded and shall not be considered a part of any contract arising from this RFQ. Any attempt to delete or avoid the force of the previous sentence shall render Vendor’s quote invalid, and it shall not be considered.

2.2 E-PROCUREMENT SOLICITATION

ATTENTION: This is NOT an E-Procurement solicitation. Paragraph #17 of Attachment D: North Carolina General Contract Terms and Conditions, paragraphs (b) and (c), do not apply to this solicitation.

2.3 RFQ SCHEDULE

The table below shows the intended schedule for this IFB. The State will make every effort to adhere to this schedule.

Event Responsibility Date and Time Issue RFQ State July 9, 2024 Submit Written Questions Vendor July 23, 2024, by 12:00 P.M. EST Provide Responses to Questions State July 30, 2024, by 5:00 P.M. EST Submit Bids Vendor August 6, 2024, by 12:00 P.M. EST Contract Award State August 20, 2024 Contract Effective Date State TBD

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2.4 BID SUBMITTAL

IMPORTANT NOTE: This is an absolute requirement. Vendor shall bear the risk for late submission due to unintended or unanticipated delay—whether submitted electronically, delivered by hand, U.S. Postal Service, courier or other delivery service. It is the Vendor’s sole responsibility to ensure its bid has been submitted to this Office by the specified time and date of opening. The date and time of submission will be marked on each bid when received, and any bid received after the bid submission deadline will be rejected. Sealed bids, subject to the conditions made a part hereof, will be received at the address indicated in the table in this Section, for furnishing and delivering the commodity or service as described herein.

All bid responses shall be submitted electronically via the North Carolina Electronic Vendor Portal For additional information, the New electronic Vendor Portal (eVP) is Live | NC eProcurementpage includes online training videos and a link to submit a bid

Failure to submit a bid in strict accordance with these instructions shall constitute sufficient cause to reject a Vendor’s bid(s).

Critical updated information may be included in Addenda to this IFB. It is important that all Vendors bidding on this IFB periodically check the State’s IFB website for any Addenda that may be issued prior to the bid opening date. All Vendors shall be deemed to have read and understood all information in this IFB and all Addenda thereto.

Contact with anyone working for or with the State regarding this IFB other than the State Contract Lead named on the face page of this IFB in the manner specified by this IFB shall constitute grounds for rejection of said Vendor’s offer, at the State’s election.in.

2.5 QUESTIONS ABOUT QUOTE

Purpose: Upon review of the RFQ documents, Vendors may have questions to clarify or interpret the RFQ in order to submit the best quote possible. To accommodate the Quote Questions process, Vendors shall submit any such questions by the above due date.

Instructions: Written questions shall be emailed to raffiah@pbsnc.org by the date and time specified above. Vendors should enter “RFQ #68PBSNCCERTERPIECE0524 Questions” as the subject for the email. Questions submittals should include a reference to the applicable RFQ section and be submitted in a format shown below:

Reference Vendor Question

RFQ Section, Page Number Vendor question…?

Questions received prior to the submission deadline date, the State’s response, and any additional terms deemed necessary by the State will be posted in the form of an addendum, available on the State’s Interactive Purchasing System (IPS), http://www.ips.state.nc.us, and shall become an Addendum to this RFQ. No information, instruction or advice provided orally or informally by any State personnel, whether made in response to a question or otherwise in connection with this RFQ, shall be considered authoritative or binding. Vendors shall be entitled to rely only on written material contained in an Addendum to this RFQ.

https://eprocurement.nc.gov/new-electronic-vendor-portal-evp-live mailto:raffiah@pbsnc.org http://www.ips.state.nc.us/

Ver: 4/22/2019

2.6 QUOTE CONTENTS

Vendor shall populate all attachments of this RFQ that require the Vendor to provide information and include an authorized signature where requested, as outlined below. Vendor Responses shall include the following items and they should be arranged in the following order:

a) Completed and signed version of EXECUTION PAGE, along with the body of the RFQ, and signed receipt pages of any addenda released in conjunction with this RFQ.

b) Completed version of ATTACHMENT A: PRICING FORM

c) Completed version of ATTACHMENT B: REFERENCES

d) Completed version of ATTACHMENT C: MAILING SERVICES PROVIDER

e) Completed version of ATTACHMENT D: LOCATION OF WORKERS UTILIZED BY VENDOR

f) Completed version of ATTACHMENT E: INSTRUCTIONS TO VENDORS

g) Completed version of ATTACHMENT F: NORTH CAROLINA GENERAL CONTRACT TERMS AND CONDITIONS

h) Completed version of ATTACHMENT G: SUPPLEMENTAL VENDOR INFORMATION

2.7 DEFINITIONS, ACRONYMS, AND ABBREVIATIONS

a) BUYER: The employee of the State or Other Eligible Entity that places an order with the Vendor.

b) CONTRACT LEAD: Representative of PBS North Carolina who corresponds with potential Vendors in order to identify and contract with that Vendor providing the greatest benefit to the State and who will administer the contract for the State.

c) E-PROCUREMENT SERVICES: The program, system, and associated services through which the State conducts electronic procurement.

d) FOB-DESTINATION: Title changes hand from Vendor to purchaser at the destination point of the shipment; Vendor owns commodity in transit and files any claims, and Vendor pays all freight and any related transportation charges. A solicitation may request Vendors to separately identify freight charges in their quote, but no amount or charge not included as part of the total quote price will be paid.

e) LOT: A grouping of similar products within this RFQ.

f) ON-TIME DELIVERY: The delivery of all items within a single order to the receiving point designated by the ordering entity within the delivery time required.

g) PBS NC: PBS North Carolina

h) RFQ: Request for Quote

i) SCF: Sectional Center Facility, a processing and distribution center of the United States Postal Service.

j) STATE AGENCY: Any of the more than 400 sub-units within the executive branch of the State, including its departments, boards, commissions, institutions of higher education and other institutions.

k) UNC: University of North Carolina System Office

l) VENDOR: Supplier, bidder, proposer, company, firm, corporation, partnership, individual or other entity submitting a response to a Request for Quote.

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2.8 NOTICE TO VENDORS REGARDING TERMS AND CONDITIONS

It shall be the Vendor’s responsibility to read the Instructions, the State’s terms and conditions, all relevant exhibits and attachments, and any other components made a part of this RFQ, and comply with all requirements and specifications herein. Vendors also are responsible for obtaining and complying with all Addenda and other changes that may be issued in connection with this RFQ.

If Vendors have questions, issues, or exceptions regarding any term, condition, instruction or other component within this RFQ, those shall be submitted as questions to the Agency prior to submission of a Quote. If the State determines that any changes will be made as a result of the points raised, then such decisions will be communicated in the form of an addendum. Other than through this process, and subject to the provisions of section 2.1, the State rejects and shall not be required to evaluate or consider any additional or modified terms and conditions or Instructions to Vendor submitted with Vendor’s response. This applies to any language appearing in or attached to the document as part of the Vendor’s response that purports to vary any terms and conditions or Vendors’ instructions herein or to render the quote non-binding or subject to further negotiation. Vendor’s response to this RFQ shall constitute a firm offer. By execution and delivery of a response to this RFQ, Vendor agrees that any additional or modified terms and conditions, including Instructions to Vendors, whether submitted purposely or inadvertently, or any purported condition to the offer shall have no force or effect, and will be disregarded. Noncompliance with, or any attempt to alter or delete, this paragraph shall constitute sufficient grounds to reject Vendor’s Quote.

3 METHOD OF AWARD AND QUOTE EVALUATION PROCESS

3.1 METHOD OF AWARD

Contracts will be awarded in accordance with G.S. 143-52 and the evaluation criteria set out in this solicitation.

Prospective Vendors shall not be discriminated against based on any prohibited grounds as defined by Federal and State law.

All qualified proposals will be evaluated, and awards will be made to the Vendor(s) meeting the RFP requirements and achieving the highest and best final evaluation, based on the criteria described below.

While the intent of this RFP is to award a Contract(s) to single Vendor, the State reserves the right to make separate awards to different Vendors for one or more line items, to not award one or more line items or to cancel this RFP in its entirety without awarding a Contract, if it is considered to be most advantageous to the State to do so.

The status of a Vendor’s E-Procurement Services account(s) shall be considered a relevant factor in determining whether to approve the award of a contract under this RFP. Any Vendor with an E-Procurement Services account that is in arrears by 91 days or more at the time of proposal opening may, at the State’s discretion, be disqualified from further evaluation or consideration.

The State reserves the right to waive any minor informality or technicality in proposals received

3.2 PERFORMANCE OUTSIDE THE UNITED STATES

Vendor shall complete ATTACHMENT B: LOCATION OF WORKERS UTILIZED BY VENDOR. In addition to any other evaluation criteria identified in this RFQ, the State may, for purposes of evaluating proposed or actual contract performance outside of the United States, also consider how that performance may affect the following factors to ensure that any award will be in the best interest of the State:

a) Total cost to the State

b) Level of quality provided by the Vendor

c) Process and performance capability across multiple jurisdictions

d) Protection of the State’s information and intellectual property

e) Availability of pertinent skills

f) Ability to understand the State’s business requirements and internal operational culture

Ver: 4/22/2019

g) Particular risk factors such as the security of the State’s information technology

h) Relations with citizens and employees

i) Contract enforcement jurisdictional issues

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3.3 QUOTE EVALUATION PROCESS

a) Quotes are requested for the items as specified, or item(s) equivalent in design, function and performance. The

State reserves the right to reject any quote on the basis of fit, form and function as well as cost.

b) The State shall review the responses to this RFQ to confirm that they meet the specifications and requirements. The

State reserves the right to waive any minor informality or technicality.

c) For all responses that pass the initial review process, the State will review and assess the Vendors’ pricing. The

State may request additional formal responses or submissions from any or all Vendors for the purpose of clarification or to amplify the materials presented in any part of the quote. Vendors are cautioned, however, that the State is not required to request clarification, and often does not. Therefore, all quotes should be complete and reflect the most favorable terms available from the Vendor. Prices quoted cannot be altered or modified as part of a clarification.

d) Quotes will be evaluated, based on the award criteria identified in Section 3.1 METHOD OF AWARD.

Award of a Contract to one Vendor does not mean that the other quotes lacked merit, but that, all factors considered, the selected quote was deemed most advantageous and represented the best value to the State.

Vendors are cautioned that this is a request for quote, not a request or an offer to contract, and the State reserves the unqualified right to reject any and all offers at any time if such rejection is deemed to be in the best interest of the State.

CONFIDENTIALITY DURING PROCESS: During the evaluation period and prior to award, all information concerning the quote and evaluation is confidential, and possession of the quotes and accompanying information is limited to personnel of the issuing agency and any third parties involved in this procurement process, and to the committee responsible for participating in the evaluation. Any attempt on behalf of a Vendor to gain such confidential information, or to influence the evaluation process (e.g., contact anyone involved in the evaluation, criticize another Vendor, offer any benefit or information not contained in the quote) in any way is a violation of North Carolina purchasing law and regulations and shall constitute sufficient grounds for disqualification of Vendor’s offer from further evaluation or consideration in the discretion of the State.

3.4 INTERPRETATION OF TERMS AND PHRASES

This Request for Quote serves two functions: (1) to advise potential Vendors of the parameters of the solution being sought by the Department; and (2) to provide (together with other specified documents) the terms of the Contract resulting from this procurement. As such, all terms in the Request for Quote shall be enforceable as contract terms in accordance with the General Contract Terms and Conditions. The use of phrases such as “shall,” “must,” and “requirements” are intended to create enforceable contract conditions. In determining whether quotes should be evaluated or rejected, the Department will take into consideration the degree to which Vendors have proposed or failed to propose solutions that will satisfy the Department’s needs as described in the Request for Quote. Except as specifically stated herein, no one requirement shall automatically disqualify a Vendor from consideration. However, failure to comply with any single requirement may result in the Department exercising its discretion to reject a quote in its entirety.

4 REQUIREMENTS

This Section lists the requirements related to this RFQ. By submitting a quote, the Vendor agrees to meet all stated requirements in this Section as well as any other specifications, requirements and terms and conditions stated in this RFQ. If Vendor is unclear or has any question about the specifications, requirements and terms and conditions herein, it is urged and cautioned to contact the issuing agency Contract Lead as specified in this RFQ.

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4.1 CONTRACT TERM

The Contract shall have an initial term of 3 years, beginning on the date of contract award (the “Effective Date”).

At the end of the Contract’s current term, the State shall have the option, in its sole discretion, to renew the Contract on the same terms and conditions for up to a total of two additional one-year terms. The State will give the Vendor written notice of its intent whether to exercise each option no later than 60 days before the end of the Contract’s then-current term. In addition, the State reserves the right to extend a contract term for a period of up to 180 days in 90-day-or-less increments.

4.2 PRICING

Quote price shall constitute the total cost to Buyer for delivery fully assembled and ready for use, including all applicable charges for shipping, delivery, handling, administrative and other similar fees. Vendor shall not invoice for any amounts not specifically allowed for in this Quote. Complete ATTACHMENT A: PRICING FORM and include with Quote.

4.3 TRANSPORTATION AND IDENTIFICATION

The Vendor shall deliver Free-On-Board (FOB) Destination to the specified destination(s) with all transportation costs included in the quoted price.

When an order is placed using a purchase order, the purchase order number shall be shown on all packages and shipping manifests to ensure proper identification and payment of invoices. If an order is placed without using a purchase order, such as via phone, the Buyer’s name shall be shown on all packages. A complete packing list shall accompany each shipment. Vendors shall not ship any products until they have received an order.

4.4 QUALITY ACCEPTANCE INSPECTION

It is the responsibility of the receiving agency to inspect all materials, supplies and equipment upon delivery to ensure compliance with the contract requirements and specifications.

INVOICES MAY NOT BE PAID BY THE USING AGENCY UNTIL AN INSPECTION HAS OCCURRED AND THE

GOODS ACCEPTED.

4.5 INVOICES

Vendor shall invoice the Agency. The standard format for invoicing shall be Single Invoices meaning that the Vendor shall provide the Buyer with an invoice for each order. Invoices shall include detailed line item information to allow Buyer to verify pricing at point of receipt matches the correct price from the original date of order. At a minimum, the following fields shall be included on all invoices:

Vendor’s Billing Address, Customer Account Number, NC Contract Number, Order Date, Buyers Order Number, Manufacturer Part Numbers, Vendor Part Numbers, Item Descriptions, Price, Quantity, and Unit of Measure.

5 PRODUCT SPECIFICATIONS

5.1 GENERAL SPECIFICATIONS

PBS North Carolina is seeking a printing fulfillment solution for its member program guide, published monthly, currently 80,000–90,000 per issue (exact number for each issue provided by the 12th day of the month). Prices quoted herein are to remain firm for a minimum period of 12 issues. At any time during the subsequent renewals, the State may consider a request for price increase on paper stocks only, provided sufficient documentation (including bill from the paper supplier and quotes from 2 additional suppliers demonstrating market increases) is submitted, indicating a price increase of more than 9% from the paper supplier to the printer for the specific purpose of printing this publication. Any granted increase shall be effective for the remainder of the contract period.

Ver: 4/22/2019

All work performed shall be of a quality in accordance with the standards of the industry, and to the complete satisfaction of PBS North Carolina. Reproduction of photos and type, inks, presswork, make-ready, registration, folding, trimming, and all other operations necessary to the completed work must be of high quality in all respects with all workmanship to be performed in the very best manner. PBS North Carolina reserves the right to cancel this contract at any time due to unsatisfactory quality issues—including, but not limited to—production, materials, and delivery. PBS North Carolina reserves the right to be sole judge as to what constitutes a satisfactory job. The contractor shall establish and follow a quality control program for the purpose of identifying and correcting deficiencies in the quality of services performed before the level of service becomes unacceptable to PBS North Carolina. All documentation used for the quality control program shall be made available for review by PBS North Carolina.

• Members expect this magazine by the first day of each month. The existing production schedule is provided in Section 5.2.

• Late delivery of this publication significantly diminishes its value. PBS North Carolina members must receive each issue prior to the first day of each month. The delivery deadline is that the monthly program/information guide must be delivered to members before the first day of the month of the magazine. For example, the July edition must be delivered to members by June 30.

• The vendor must deliver the printed guides to the most cost-effective SCF locations on the agreed upon schedule to deliver to the members prior to the first of the month.

• The State reserves the right to deduct an amount of 1% of invoice for each day any issue is not delivered to the Raleigh SCF according to the monthly production schedule that will be agreed upon in selecting and negotiating with the winning Vendor.

• In the event mechanical or personnel problems present Vendor from meeting any deadline, the Vendor is totally responsible for making necessary arrangements and bearing any additional costs for on-time printing and delivery.

In addition to the deliverables listed in 5.2, the Vendor may propose creative solutions that both meet our minimum requirements and enhance the end-user experience.

5.2 TASKS/DELIVERABLES

Print Specifications: PBS North Carolina is seeking proposals on the cost of print production of a 24-page monthly program guide with the below specification.

• Page Count: 24-Page Self Cover

• Finished Size: 6 x 10.375 inches

• Proofs: Composed Digital Contract Color Proofs

• Paper: 60# Matte Somerset Text (or equivalent subject to Customer approval of sample with manufacturer information submitted with bid)

• Ink: 4C Process + Overall Satin Varnish Throughout (knock out mail panel only on page 24). Moderate Coverage with Bleeds. Client is looking for most economical and environmentally friendly vegetable-based ink (name and manufacturer of ink must be provided). All copies will have postage indicia—no plate change is required for copies not being mailed. Vendors may see online versions at pbsnc.org/centerpiece.

• Finishing: Saddle Stitch on the 10.375” Side, Trim

• Paper Option 1: 70# Somerset Matte Text

• Paper Option 2: 80# Somerset Matte Text

• Page Count Option 1: 28-Page Self Cover

• Page Count Option 2: 32-Page Self Cover

Production: Customer will provide final files prepared in InDesign and converted to a PDF (Acrobat version to be determined by the Customer) with the supporting fonts, graphic files, and photos embedded. All colors, tints, and reverses will be in place. Vendor provides output resolution of 175 lpi or greater and handles final trapping.

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Proofing: It will be the Vendor’s responsibility to provide a 4-color proof that is correct to the files provided. Customer will determine the accuracy and quality of the proofs. Vendor agrees to adhere to the following proofing schedule:

1) Customer uploads to the vendor’s FTP site a PDF file with all fonts and supporting graphic files embedded.

2) Vendor provides color correct PDF proof of the entire book trimmed to size.

3) Customer makes type and/or layout corrections to the final InDesign document and uploads new PDFs of the affected pages for printer.

4) Vendor provides PDF proofs of the new pages.

5) Customer approves final pages.

6) Customer reserves the right to proof on press at no charge.

Turnaround: Delivery to the mail center is expected as early as 7 days after approval of electronic files for each issue.

By submission of and signature on this RFP, adherence to this schedule for each issue is guaranteed. Vendor will not be held responsible for any delivery delay that can be proven to be the fault of the Customer.

Label/Mail Specifications

• Customer provides machine-readable address records in ZIP code order in an ASCII file. Mailer must be able to access data file via FTP. Addresses on file must be checked for accuracy and modified as needed using USPS CASS-certified software and NCOA in order to meet USPS requirements for automation rates. The software must be used to standardize addresses, assign delivery point bar-code, append ZIP+4 code and assign carrier routes.

• Mailer must be able to print ID lines on label according to USPS Address Correction Service specifications. The ID lines include the constant ACS ID assigned to PBS North Carolina and a label ID provided on the customer file. The mailer must be able to calculate and append a check-digit to the customer-provided label ID.

• Mailer must have inkjet or laser address printing capabilities and the ability to bundle, bag, tag, and deliver according to USPS regulations for non-profit mail. Mailer must have USPS approved software to sort the files and produce reports required by the USPS to receive the most favorable postal discounts.

• Currently, the customer is mailing standard non-profit, using the lowest possible postage according to USPS requirements. The printer/mailer must be responsive to changes in USPS regulations and be able to process the mailing in such a manner that would qualify for the greatest postal discounts.

• Maximum allowable spoilage is .1% (70 of 70,000 for example).

• The mailer must be able to deliver segments of the mailing to different post offices if this provides a cost benefit

(i.e. BMC or SCF postal entry in North Carolina vs. out-of- state). The customer’s postal permit is held in Raleigh, NC.

• Mailer is expected to monitor the freight/postage situation and be able to switch to a different method if and when such action is cost effective. Each mailing must be delivered to any/all USPS sites no later than the date specified on agreed upon schedule.

• As evidence of ability to sort mailing for all levels of USPS Discounts, including SCF, BMC, and Carrier Route, mailer is to provide documentation from a current mailing using these discounts.

Delivery: It is the responsibility of the vendor to deliver final printed guides to locations listed below by the agreed upon schedule.

1) 80-90K quantity - Outside Inkjet Addresses, Wafer Seal 3 Tabs (semi-transparent) and Ship to most cost-effective SDFs.

2) 800-3K quantity - No Tabs, Carton Pack and Ship to 6 Addresses

3) 75-200 quantity - First-class Copies Addressed and Delivered to USPS

Ver: 4/22/2019

Production Timeline:

Task/Milestone Owner General Timing February Issue Example

Ink Jet Files & Counts Due PBS North Carolina Approximately the 12th of the month

January 12, 2025

PDF File Due PBS North Carolina Approximately the 12th of the month

January 12, 2025

PDF Soft Proof Posted Vendor Approximately the 13th of the month

January 13, 2025

Final Proof Approval PBS North Carolina Approximately the 13th of the month

January 13, 2025

Printing/Fold/Stich Vendor By the 20th of the month January 20, 2025

Mail Ship Date Mail House By the 23rd of the month January 23, 2025

Delivery to members Postal Service By the first of the issue month January 31, 2025

Cost Proposal: Vendors should provide total monthly cost to print, tab and address 90,000 program guides at the outlined specifications and to deliver to The vendor must deliver the printed guides to the most cost-effective SCF locations on the agreed upon schedule to deliver to the members prior to the first of the month.PBS North Carolina is requesting quotes on 3 stock options and 3 size options. Postage isn’t part of the total delivered cost—PBS North Carolina will pay USPS directly.

5.3 ACCEPTANCE OF WORK

In the event acceptance criteria for any work or deliverables is not described in contract documents or work orders hereunder, the State shall have the obligation to notify Vendor, in writing ten (10) calendar days following completion of such work or deliverable described in the Contract that it is not acceptable. The notice shall specify in reasonable detail the reason(s) it is unacceptable. Acceptance by the State shall not be unreasonably withheld; but may be conditioned or delayed as required for reasonable review, evaluation, installation or testing, as applicable of the work or deliverable.

Final acceptance is expressly conditioned upon completion of all applicable assessment procedures. Should the work or deliverables fail to meet any requirements, acceptance criteria or otherwise fail to conform to the contract, the State may exercise any and all rights hereunder, including, for deliverables, such rights provided by the Uniform Commercial Code as adopted in North Carolina.

5.4 CERTIFICATION AND SAFETY LABELS

PRODUCT SAFETY LISTING: All manufactured items and/or fabricated assemblies subject to operation under pressure, operation by connection to an electric source, or operation involving a connection to a manufactured, natural, or LP gas source shall be constructed and approved in a manner acceptable to the appropriate state inspector which customarily requires the label or re-examination listing or identification marking of the appropriate safety standard organization; such as the American Society of Mechanical Engineers for pressure vessels; the Underwriters Laboratories and /or National Electrical Manufacturers’ Association for electrically operated assemblies; or the American Gas Association for gas operated assemblies, where such approvals of listings have been established for the type of device offered and furnished. A list of acceptable marks is available on the Division of Purchase and Contract website at:

https://ncdoa.s3.amazonaws.com/s3fs-public/pandc/Inspection/SafetyLabelsChart-30Apr15.pdf. The CE mark is not acceptable. Further, all items furnished shall meet all requirements of the Occupational Safety and Health Act (OSHA), and state and federal requirements relating to clean air and water pollution. Having the appropriate certification or safety label affixed to any device delivered pursuant to this solicitation, under the conditions described above, is a material condition of any contract awarded as a result of this solicitation. All costs for product and industry certifications and listings required to supply conforming products to the State as described in this RFQ are the sole responsibility of the Vendor. The certification or safety label shall be affixed and be visible on the OUTSIDE of the all products that require a certification or safety label in order to pass the State Quality Acceptance Inspection.

https://ncdoa.s3.amazonaws.com/s3fs-public/pandc/Inspection/SafetyLabelsChart-30Apr15.pdf

Ver: 4/22/2019

5.5 VENDOR’S REPRESENTATION

a) Vendor warrants that qualified personnel shall provide all services that may be required under The Contract in a professional manner. “Professional manner” means that the personnel performing the services shall possess the skill and competence consistent with at least the prevailing business standards in the industry. Vendor agrees that it shall not enter any agreement with a third party that may abridge any rights of the State under The Contract.

Vendor shall serve as the prime contractor under The Contract and shall be responsible for the performance and payment of all subcontractor(s) that may be approved by the State. Names of any third-party Vendors or subcontractors of Vendor may appear for purposes of convenience in Contract documents; and shall not limit Vendor’s obligations hereunder.

b) If any goods, services, functions, or responsibilities not specifically described in The Contract are required for Vendor’s proper performance, provision and delivery of the goods and services under The Contract, or are an inherent part of or necessary sub-requirement included within such goods and services, they will be deemed to be implied by and included within the scope of the contract to the same extent and in the same manner as if specifically described in the contract. Unless otherwise expressly provided herein, Vendor will furnish all of its own necessary management, supervision, labor, facilities, furniture, computer and telecommunications equipment, software, supplies and materials necessary for the Vendor to provide and deliver the goods and services.

c) Vendor warrants that it has the financial capacity to perform and to continue perform its obligations under the contract; that Vendor has no constructive or actual knowledge of an actual or potential legal proceeding being brought against Vendor that could materially adversely affect performance of The Contract; and that entering into The Contract is not prohibited by any contract, or an order by any court of competent jurisdiction.

Attachments to this RFQ begin on the next page.

Ver: 4/22/2019

ATTACHMENT A: PRICING FORM

MONTHLY PROGRAM GUIDE PRINTING SERVICES

PRINTING PRICE PROPOSAL (State prices for printing, varnishing, saddle stitching and trimming 1 issue only.)

90K Additional 1K Page Count: 24-Page Self Cover

Paper: 60# Somerset Matte Text $_______________ $_______________

Paper Option 1: 70# Somerset Matte Text $_______________ $_______________

Paper Option 2: 80# Somerset Matte Text $_______________ $_______________

Page Count Option 1: 28-Page Self Cover

Paper: 60# Somerset Matte Text $_______________ $_______________

Paper Option 1: 70# Somerset Matte Text $_______________ $_______________

Paper Option 2: 80# Somerset Matte Text $_______________ $_______________

Page Count Option 2: 32-Page Self Cover

Paper: 60# Somerset Matte Text $_______________ $_______________

Paper Option 1: 70# Somerset Matte Text $_______________ $_______________

Paper Option 2: 80# Somerset Matte Text $_______________ $_______________

Customer alterations $_______________

MAILING PRICE PROPOSAL (State prices for 1 issue only.)

90K Additional 1K

Address and Wafer Seal $_______________ $_______________

Freight to Raleigh SCF $_______________ $_______________

State the name of the person who will be responsible for this account:

Contact Name__________________________________________________________________________________

Telephone_______________________________E-Mail_________________________________________________

Ver: 4/22/2019

ATTACHMENT B: REFERENCES

Vendors shall provide a minimum of 3 references for whom they have performed similar work during the past 3 years.

Client Name____________________________________________________________________________________

Mailing Address_________________________________________________________________________________

City, State, Zip Code_____________________________________________________________________________

City, State, Zip Code_____________________________________________________________________________

City, State, Zip Code_____________________________________________________________________________

Vendor’s Signature_______________________________________________________________________________

Printed Name___________________________________________________________________________________

Title___________________________________________________________Date____________________________

Ver: 4/22/2019

ATTACHMENT C: MAILING SERVICES PROVIDER

Mailing services, either in-house of sub-contracted, must be disclosed in this proposal and approved at the discretion of

PBS North Carolina prior to awarding of contract by PBS North Carolina.

(check one) ______ In-House ______Sub-Contracted

If sub-contracted, provide corporate name and address of sub-contractor(s):

Business Name_______________________________________________________________________________

Mailing Address_________________________________________________________________________________

City, State, Zip Code_____________________________________________________________________________

Provide three references for in-house or sub-contractor mailing services:

Organization___________________________________________________________________________________

Provide an summary of your mailing process and procedures in the space below (attach sheet, if necessary):

Ver: 4/22/2019

ATTACHMENT D: LOCATION OF WORKERS UTILIZED BY VENDOR

In accordance with NC General Statute 143-59.4, the Vendor shall detail the location(s) at which performance will occur, as well as the manner in which it intends to utilize resources or workers outside of the United States in the performance of this Contract. The State will evaluate the additional risks, costs, and other factors associated with such utilization prior to making an award. Please complete items a, b, and c below.

If the Vendor answered “YES” above, Vendor shall complete items 1 and 2 below:

1. List the location(s) outside the United States where work under this Contract will be performed by the Vendor, any sub-Contractors, employees, or other persons performing work under the Contract:

2. Describe the corporate structure and location of corporate employees and activities of the Vendor, its affiliates or any other sub-Contractors that will perform work outside the U.S.:

c) Identify all U.S. locations at which performance will occur:

This Space is Intentionally Left Blank

a) Will any work under this Contract be performed outside the United States? YES NO

b) The Vendor agrees to provide notice, in writing to the State, of the relocation of the Vendor, employees of the Vendor, sub-Contractors of the Vendor, or other persons performing services under the Contract outside of the United States

YES NO

NOTE: All Vendor or sub-Contractor personnel providing call or contact center services to the State of North Carolina under the Contract shall disclose to inbound callers the location from which the call or contact center services are being provided.

Ver: 4/22/2019

ATTACHMENT E: INSTRUCTIONS TO VENDORS

1. READ, REVIEW AND COMPLY: It shall be the Vendor’s responsibility to read this entire document, review all enclosures and attachments, and any addenda thereto, and comply with all requirements specified herein, regardless of whether appearing in these Instructions to Vendors or elsewhere in this RFQ document.

2. EXECUTION: Failure to sign the Execution page (page 3 of the RFQ) in the indicated space will render quote non-responsive and it shall be rejected.

3. CERTIFICATE TO TRANSACT BUSINESS IN NORTH CAROLINA: As a condition of contract award, each out-of- State Vendor that is a corporation, limited-liability company or limited-liability partnership shall have received, and shall maintain throughout the term of The Contract, a Certificate of Authority to Transact Business in North Carolina from the North Carolina Secretary of State, as required by North Carolina law. A State contract requiring only an isolated transaction completed within a period of six months, and not in the course of a number of repeated transactions of like nature, shall not be considered as transacting business in North Carolina and shall not require a Certificate of Authority to Transact Business.

4. ORDER OF PRECEDENCE: In cases of conflict between specific provisions in this solicitation or in any resulting contract, the order of precedence shall be (high to low) (1) any special terms and conditions specific to this RFQ, including any negotiated terms; (2) specifications in Sections 2, 4, and 5 of this RFQ; (3) North Carolina General Contract Terms and Conditions in ATTACHMENT D: NORTH CAROLINA GENERAL CONTRACT TERMS AND CONDITIONS; (4) Instructions in ATTACHMENT C: INSTRUCTIONS TO VENDORS; and (5) Vendor’s quote.

5. INELIGIBLE VENDORS: As provided in G.S. 147-86.60 and G.S. 147-86.82, the following companies are ineligible to contract with the State of North Carolina or any political subdivision of the State: a) any company identified as engaging in investment activities in Iran, as determined by appearing on the Final Divestment List created by the State Treasurer pursuant to G.S. 147-86.58, and b) any company identified as engaged in a boycott of Israel as determined by appearing on the List of restricted companies created by the State Treasurer pursuant to G.S. 147-

86.81. A contract with the State or any of its political subdivisions by any company identified in a) or b) above shall be void ab initio.

6. INFORMATION AND DESCRIPTIVE LITERATURE: Vendor shall furnish all information requested and in the spaces provided in this document. Further, if required elsewhere in this quote, each Vendor shall submit with their quote sketches, descriptive literature and/or complete specifications covering the products offered.

7. RECYCLING AND SOURCE REDUCTION: It is the policy of the State to encourage and promote the purchase of products with recycled content to the extent economically practicable, and to purchase items which are reusable, refillable, repairable, more durable and less toxic to the extent that the purchase or use is practicable and cost-effective. We also encourage and promote using minimal packaging and the use of recycled/recyclable products in the packaging of commodities purchased. However, no sacrifice in quality of packaging will be acceptable. The company remains responsible for providing packaging that will adequately protect the commodity and contain it for its intended use. Companies are strongly urged to bring to the attention of purchasers those products or packaging they offer which have recycled content and that are recyclable.

8. SUSTAINABILITY: To support the sustainability efforts of the State of North Carolina we solicit your cooperation in this effort. Pursuant to Executive Order 156 (1999), it is desirable that all responses meet the following:

• All copies of the quote are printed double sided.

• All submittals and copies are printed on recycled paper with a minimum post-consumer content of 30%.

• Unless absolutely necessary, all quotes and copies should minimize or eliminate use of non-recyclable or non-reusable materials such as plastic report covers, plastic dividers, vinyl sleeves, and GBC binding. Three-ringed binders, glued materials, paper clips, and staples are acceptable.

• Materials should be submitted in a format which allows for easy removal, filing and/or recycling of paper and binder materials. Use of oversized paper is strongly discouraged unless necessary for clarity or legibility.

Ver: 4/22/2019

9. HISTORICALLY UNDERUTILIZED BUSINESSES: Pursuant to General Statute 143-48 and Executive Order 150

(1999), the State invites and encourages participation in this procurement process by businesses owned by minorities, women, disabled, disabled business enterprises and non-profit work centers for the blind and severely disabled.

10. CONFIDENTIAL INFORMATION: To the extent permitted by applicable statutes and…