RFQ6395_Part1.pdf
PDF 215 KB Posted
- Attached to
- FALL 2024 OPEN HOUSE INVITES
- Solicitation number
- WCC - 0000006395
- Issued by
- Westchester County, New York
About this file
This is a Request for Quotation (RFQ) issued by Westchester Community College's Purchasing Department for Fall 2024 Open House Invites, specifically seeking printing, delivery, and mailing services. The RFQ seeks 30,000 postcards sized 6" x 8" on Chorus Art 100# silk cover stock, to be printed in full process color on both sides, with PDF proofing and specific finishing requirements. Delivery is requested within 15 working days of artwork receipt (artwork available around September 2nd, 2024), with 25 samples to be delivered to the Office of Creative Communications and 29,975 postcards to be delivered to a mail house within 75 miles of NYC. The RFQ includes detailed mailing specifications involving three mailing lists, with the college providing one list and two to be purchased from a broker.
The document outlines specific requirements for the vendor, including no over-runs, mandatory proof approval before production, and precise mailing instructions. Westchester Community College is a tax-exempt entity with a non-profit permit at the White Plains, NY Post Office SCF Center to obtain maximum postage discounts. The RFQ includes a firm pricing requirement where quoted prices must hold for 45 days, with no bidder allowed to withdraw their bid during that period. All goods will be subject to inspection, and the college reserves the right to cancel the order if not delivered in a reasonable timeframe. The RFQ emphasizes that the vendor's company name or logo shall not appear on any delivered documents, and all artwork and negatives must be returned upon job completion.
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Other files
| File | Type | Posted |
|---|---|---|
| RFQ6395 REVISED.pdf | ||
| Schedule A.pdf | ||
| Schedule A - Revision 3-4-2023.docx | DOCX document |
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Text version
1 1 LOT FALL 2024 OPEN HOUSE INVITES
- PRINT POSTCARDS
Printing, Delivery, and Mailing Services:
Quantity: 30,000 Size: 6" x 8".
Stock: Chorus Art 100 # silk, cover Prepress: Mac/PC In Design Disk provided On Press: (4/4) Process color both sides.
Proofing: PDF Proof for approve to print.
Finishing: Trim to size and Box. Slip sheet every 100 cards. Mark each box with a sample of card. Job name and quantity per box must also appear on all cartons.
Delivery: Within 15 working days of receipt of artwork. Artwork available on or about September 2nd, 2024. Deliver 25 samples to Office of Creative Communications in Hartford Hall Room 204, at 75 Grasslands Road, Valhalla, NY 10595. Deliver (29,975) to mail house TBD (within 75 miles of NYC).
Mailing: Three mailing lists to be provided, one provided by the college Admissions department and two Purchased from a broker. Mailer to inkjet names, addresses and college's non-profit indicia onto cards. Mailing lists will be sent from the Publications Department (et10@sunywcc.edu).
Mailing to be completed on a date specified by Westchester Community College. The printing company (to be determined) will deliver the invitations to the mailing vendor approximately three weeks after receipt of purchase order. Please contact Ed Tatton at et10@sunywcc.edu for estimated printer delivery date.
Timing is important to us and vendors should state in their bids any holiday closures that may affect this job.
Failure to comply with this request may result in rejection of bid.
Mailing vendor will inform Westchester Community College of dollar amount needed for postage check to cover non-profit permit imprint SCF rate. Westchester Community College has non-profit permits at White Plains, NY SCF Center for maximum discounts.
Contact Ed Tatton, in the Publications Office at 914-606-8060 at any time with questions or concerns.
Important Note: All same-day/overnight pick-ups/deliveries are the responsibility of the vendor. All film/art/disks are the property of Westchester Community College and must be returned upon delivery of completed job.
2 1 LOT FALL 2024 OPEN HOUSE INVITES -
MAIL SERVICE + POSTAGE
GRAND TOTAL: ____________
PLEASE QUOTE PRICES TO PRINT, FOLD AND DELIVER ITEMS AS OUTLINED ON LINE 1.
PLEASE QUOTE PRICES TO PROVIDE MAILING SERVICES FOR ITEMS AS OUTLINED ON LINE 2.
WHEN QUOTING, PLEASE TAKE ALL CONTINGENCIES INTO CONSIDERATION.
ARTWORK WILL ONLY BE PROVIDED WHEN SO STATED ON RFQ.
CHARGES FOR TYPESETTING, ARTWORK, HALFTONES, ETC., SHALL BE INCLUDED IN QUOTED PRICE.
TIME IS OF THE ESSENCE.
REQUEST FOR QUOTATION
Supplier:
Request Quote ID. Date Buyer Page WCC-0000006395 05/03/2024 Morgan, Versella 1
Due Date and Time
07/31/2024 02:00 PM
Ship To: WESTCHESTER COMMUNITY COLLEGE
RECEIVING ARENA
75 GRASSLANDS ROAD
VALHALLA NY 10595
United States
Line Quantity UOM Item Description Unit Price EXT Price
This is NOT AN ORDER All returned quotes and related documents must be identified with our request for quote Number.
IF AWARDED, ARTWORK AND/OR NEGATIVES MUST BE RETURNED UPON DELIVERY OF FINISHED PRODUCT, OR HAND DELIVERED TO USING
DEPARTMENT.
FAILURE TO DO SO WILL RESULT IN NON-PAYMENT.
PROOF ~ M U S T~ BE APPROVED BEFORE PRODUCTION.
THERE SHALL BE ABSOLUTELY NO ALLOWANCES FOR OVER-RUNS.
THERE SHALL BE A FULL AND COMPLETE COUNT ON THE AMOUNTS ORDERED.
SUCCESSFUL VENDOR SHALL BE REQUIRED TO CONTACT USER DEPARTMENT ~ P R I O R ~ TO MAILING IN ORDER TO PROVIDE DOLLAR AMOUNT NEEDED TO COVER POSTAGE [CLASS POSTED ABOVE OR SHALL BE PROVIDED AT TIME OF AWARD].
WESTCHESTER COMMUNITY COLLEGE HAS NON-PROFIT PERMIT AT WHITE PLAINS, NEW YORK POST OFFICE - SCF CENTER FOR MAXIMUM
DISCOUNTS.
MAILING SHALL TAKE PLACE WITHIN THREE (3) TO FIVE (5) DAYS AFTER COMPLETED PRINT JOB OR RECEIPT OF PRINTED DOCUMENTS.
SUCCESSFUL VENDOR SHALL NOT REPRINT OR MAKE ADDITIONAL COPIES OF ANY MATERIALS SUPPLIED TO OR BY WESTCHESTER COMMUNITY COLLEGE WITHOUT THE EXPRESS WRITTEN CONSENT OF THE WESTCHESTER COMMUNITY COLLEGE PURCHASING AGENT OR HIS/HER DULY
AUTHORIZED REPRESENTATIVE.
SUCCESSFUL VENDOR'S COMPANY NAME AND/OR LOGO SHALL NOT APPEAR ON ANY DELIVERED DOCUMENTS OR PRODUCTS.
PRICES QUOTED MUST HOLD FIRM FOR A 45-DAY PERIOD FROM RECEIPT OF BID. NO BIDDER MAY WITHDRAW HIS/HER BID WITHIN 45 DAYS
AFTER THE ACTUAL DATE OF THE OPENING THEREOF.
I M P O R T A N T N O T I C E T O V E N D O R S:
1. WESTCHESTER COMMUNITY COLLEGE IS A TAX EXEMPT ENTITY AND IS NOT SUBJECT TO FEDERAL OR STATE TAXES. FILE THIS ORDER AS YOUR RECORD OF NYS TAX EXEMPTION; WESTCHESTER COMMUNITY COLLEGE TAX EXEMPTION ID# 13-6608356.
2. NO CHARGE SHALL BE MADE FOR BOXING OR CARTAGE UNLESS OTHERWISE STATED.
3. EACH BOX OR PACKAGE SHALL CONTAIN A MEMORANDUM SHOWING ORDER NUMBER, CONTENTS AND SHIPPER’S NAME AND ADDRESS OR AS
OUTLINED ABOVE. ALL GOODS MUST BE SHIPPED PREPAID.
4. ALL GOODS WILL BE RECEIVED SUBJECT TO INSPECTION AND WILL BE RETURNED AT SHIPPER’S EXPENSE IF DEFECTIVE OR NOT IN
COMPLIANCE WITH OUR SPECIFICATIONS.
5. THIS ORDER MAY BE CANCELLED BY WESTCHESTER COMMUNITY COLLEGE IF NOT DELIVERED IN REASONABLE TIME.
6. WESTCHESTER COMMUNITY COLLEGE IS NOT RESPONSIBLE FOR PURCHASES MADE EXCEPT ON WRITTEN ORDERS. PURCHASE ORDER
NUMBER MUST APPEAR ON ALL INVOICES, SHIPMENTS AND CORRESPONDENCE.
7. ALL CORRESPONDENCE IN CONNECTION WITH THIS PURCHASE ORDER MUST BE ADDRESSED TO WESTCHESTER COMMUNITY COLLEGE
PURCHASING DEPARTMENT, 75 GRASSLANDS ROAD, ADM 226, VALHALLA, NEW YORK 10595.
8. ALL INVOICES RELATED TO THIS PURCHASE ORDER ARE TO BE ADDRESSED TO WESTCHESTER COMMUNITY COLLEGE ACCOUNTS PAYABLE
REQUEST FOR QUOTATION
Supplier:
Request Quote ID. Date Buyer Page WCC-0000006395 05/03/2024 Morgan, Versella 2
Due Date and Time
07/31/2024 02:00 PM
Ship To: WESTCHESTER COMMUNITY COLLEGE
RECEIVING ARENA
75 GRASSLANDS ROAD
VALHALLA NY 10595
United States
Line Quantity UOM Item Description Unit Price EXT Price
This is NOT AN ORDER
DEPARTMENT, 75 GRASSLANDS ROAD - ADM 227, VALHALLA, NEW YORK 10595. ALL QUESTIONS RELATED TO PAYMENT ARE TO BE DIRECTED
TO THE ACCOUNTS PAYABLE DEPARTMENT AT 914-606-6633
9. DELIVERIES ARE TO BE MADE DURING NORMAL BUSINESS HOURS, MONDAY THROUGH FRIDAY ONLY. NO WEEKEND DELIVERIES. IT IS
THE VENDOR'S RESPONSIBILITY CONTACT DELIVERY LOCATION PRIOR TO DELIVERY.
NO SUBSTITUTIONS
1. SUPPLY BRAND SPECIFIED
2. SUBSTITUTES WILL BE RETURNED AT VENDOR’S EXPENSE.
I F M A I L I N G I N F O R M A T I O N F O R V E N D O R L I S T E D A B O V E I S I N C O R R E C T O R M I S S I N G C O N T A C T I N F O R M A T I O N, P L E A S E
B E K I N D E N O U G H T O C O N T A C T W E S T C H E S T E R C O M M U N I TY
C O L L E G E P U R C H A S I N G D E P A R T M E N T, V I A E M A I L, A T P U R C H A S I N G @ S U N Y W C C . E D U W I T H T H E U P D A T E D A N D C O R R E C T I N F O R M A T I O N. P L E A S E B E S U R E T O I N C L U D E T H E P U R C H A S E O R D E R N U M B E R O N Y O U R E M A I L C O R R E S P O N D E N C E.
REQUEST FOR QUOTATION
Supplier:
Request Quote ID. Date Buyer Page WCC-0000006395 05/03/2024 Morgan, Versella 3
Due Date and Time
07/31/2024 02:00 PM
Ship To: WESTCHESTER COMMUNITY COLLEGE
RECEIVING ARENA
75 GRASSLANDS ROAD
VALHALLA NY 10595
United States
Line Quantity UOM Item Description Unit Price EXT Price
This is NOT AN ORDER
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