Solicitation RFP-5426-24-KF.pdf

Request for Proposal

RFP-5426-24-KF

Citywide Printing Services

RESPONSES DUE:

June 4, 2024, before 1:00 p.m. (Mountain Time)

Accepting Electronic Responses Only Submitted Through the

Rocky Mountain E-Purchasing System (RMEPS) https://www.bidnetdirect.com/colorado/city-of-grand-junction

(Purchasing Agent does not have access or control of the Vendor side of RMEPS.

If the website or other problems arise during response submission, the Offeror MUST contact RMEPS to resolve the issue before the response deadline 800-835-4603)

NOTE: All City solicitation openings will be held virtually, information is in Section 1.8.

Purchasing Agent:

Kathleen Franklin kathleenf@gjcity.org 970-244-1513 https://www.bidnetdirect.com/colorado/city-of-grand-junction mailto:kathleenf@gjcity.org

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REQUEST FOR PROPOSAL

TABLE OF CONTENTS

Section

1.0 Administrative Information and Conditions for Submittal

2.0 General Contract Terms and Conditions

3.0 Insurance Requirements

4.0 Specifications/Scope of Service

5.0 Preparation and Submittal of Proposals

6.0 Evaluation Criteria and Factors

7.0 Solicitation Response Form

8.0 Appendices

Appendix 1 - Solicitation Response Form Pricing Matrix https://trimview.gjcity.org/?=SOLDOC/28615

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REQUEST FOR PROPOSAL

Section 1.0: Administrative Information & Conditions For Submittal

1.1. Americans with Disability Act (ADA) Compliance Mandate: Following HB21-1110. all documents produced and submitted in response to this solicitation must adhere to the provisions outlined in §§24-85-101, C.R.S., and subsequent sections, as well as the Accessibility Standards for Individuals with a Disability, as established by the Office of Information Technology under section §24-85-103 (2.5), C.R.S. Additionally, all documents must align with the State of Colorado's technology standards related to accessibility, including Level A.A. conformity with the latest iteration of the Web Content Accessibility Guidelines (WCAG) as integrated within the State of Colorado's technology standards.

1.2. Required Review: The Offeror is responsible for thoroughly reviewing all solicitation documentation to gain a comprehensive understanding of the scope, specifications, project requirements, and all associated rules, regulations, laws, conditions, instructions, and procurement policies related to the solicitation process and the Project or Work outlined in this Request for Proposal.

1.3. Issuing Office: The Request for Proposal (RFP) is issued by the City of Grand Junction (City). The Purchasing Agent responsible for the conduct of this procurement is:

Kathleen Franklin kathleenf@gjcity.org

Except for pre-bid or site visit meeting(s) all inquiries, concerns, clarifications, or communication about this solicitation, including process, specifications, and project scope, must be in writing to the Purchasing Agent. Other communication may result in disqualification.

1.4. Purpose: The City of Grand Junction, Colorado, invites proposals from qualified Firm(s) to deliver comprehensive on-call printing services. These services are intended to support all City departments, following the detailed requirements and objectives specified and stated herein under the terms and conditions of this RFP.

1.5. The Owner: The City is the “Owner” which will act by and through its authorized representative(s); “Owner” or “City” may be used interchangeably throughout this Solicitation.

1.6. Compliance: All Offerors, by submitting a proposal, commit to adhere to all conditions, requirements, and instructions in this RFP as stated or implied herein or modified by addenda. Should the Owner omit anything necessary to the clear understanding of the requirements, or should it appear that various instructions conflict, the Offeror(s) shall secure instructions from the Purchasing Agent before the submittal deadline.

1.7. Procurement Process: The 2023 version of the City Procurement Policy applies to this Solicitation.

http://trimview.gjcity.org/?=POLPROEV/222

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1.8. Submission: Refer to Section 5.0 of this Solicitation for the Preparation and Submittal Instructions. Proposals must adhere to the specified format outlined in Section 5. Failure to comply with the formatting requirements may result in the proposal(s) being deemed non-responsive. To participate in the solicitation opening, please use the provided information and link:

Solicitation Opening, Citywide Printing Services, RFP-5426-24-KF.

June 4, 2024, 1:00 – 1:30 PM (America/Denver)

Please join the meeting from your computer, tablet, or smartphone.

https://meet.goto.com/550889341

Dial in using a phone.

Access Code: 550-889-341 United States: +1 (224) 501-3412

Join from a video-conferencing room or system.

Meeting ID: 550-889-341 Dial in or type: or inroomlink.goto.com.

Or dial directly: 550889341@67.217.95.2 or 67.217.95.2##550889341

Get the app now and be ready when your first meeting starts:

https://meet.goto.com/install

1.9. Public Disclosure: Under the Colorado Open Records Act (CORA), all information within any bid or proposal is subject to public disclosure. Upon the issuance of an award, both the solicitation file and the proposal(s) contained therein are subject to a CORA request.

In instances of Solicitation or Project cancellation, public disclosure is contingent upon adherence to pertinent laws.

1.10. Altering Proposals: Any alterations made before the opening date and time, must be initiated by the Offeror. Proposals may not be altered or amended after the submission deadline.

1.11. Withdraw of Proposals: A proposal must be firm and valid for award and may not be withdrawn or canceled by the Offeror for sixty (60) days following the submittal deadline date, and only before award.

1.12. Acceptance of Proposal Content: The Proposal selected by the Owner shall become a part of the Contract Documents. Failure of the successful Offeror to accept the obligations in the Contract shall result in cancellation of the award and such Offeror shall be removed from future solicitations. When a Contract is executed by and between the Offeror and the City, the Offeror may be referred to as the “Consultant” or “Firm.”

1.13. Addenda: Official response to questions, interpretations, corrections, and changes to this solicitation or extensions to the opening/receipt date will be made by the Purchasing Agent by a written Addendum to the solicitation. The sole authority to authorize addenda shall be vested in the Purchasing Division. Addenda will be issued electronically through BidNet Direct Rocky Mountain E-Purchasing System website at https://meet.goto.com/550889341 tel:+12245013412,,550889341 https://meet.goto.com/install https://gjcity.seamlessdocs.com/f/OpenRecordsRequestwebform

- 5 -https://www.bidnetdirect.com/colorado/city-of-grand-junction. An Offeror(s) must acknowledge receipt of all addenda in the proposal(s).

1.14. Exceptions and Substitutions: All proposals meeting the intent of this RFP will be considered for award. An Offeror taking exception to the specifications does so at the Offeror’s risk. The Owner reserves the right to accept or reject any or all substitutions or alternatives. When offering substitutions and/or alternatives, the Offeror must state any exception(s) in the section to which the exception(s) pertain(s). Exception/substitution, if accepted, must meet, or exceed the stated intent and/or specification(s). The absence of stated exception(s) indicates that the Offeror has not taken exception(s), and if awarded a Contract, shall hold the Offeror responsible for performing in strict accordance with the Contract Documents.

1.15. Confidential Material: All materials submitted in response to this RFP shall ultimately become public record and shall be subject to inspection after the Contract award.

“Proprietary or Confidential Information” is defined as any information that is not generally known to competitors and which provides a competitive advantage. Unrestricted disclosure of proprietary information places it in the public domain. Only submittal information identified with the words “Confidential Disclosure” and uploaded as a separate document may establish the information as confidential or proprietary. Any material the Offeror(s) intends to be treated as confidential or proprietary in nature must include a written explanation for the request. Consistent with the Colorado Open Records Act (CORA), the request shall be reviewed and decided by the Owner. If denied, the Offeror will have the opportunity to withdraw its proposal or to remove confidential or proprietary information. Neither cost nor pricing information nor the entire proposal may be claimed as confidential or proprietary.

1.16. Response Material Ownership: All proposals become the property of the Owner upon receipt and may only be returned to the Offeror at the Owner’s option. Selection or rejection of the proposal shall not affect this right. The Owner shall have the right to use all ideas or adaptations of the ideas contained in any proposal received in response to this RFP, subject to limitations in the materials marked as “Confidential Material.”

Disqualification of a proposal does not eliminate the City’s right.

1.17. Minimal Standards for Responsible Prospective Offerors: The Offeror must affirmatively demonstrate its responsibility. A prospective Offeror must meet the following minimum requirements:

• Be able to comply with the required or proposed schedule.

• Have a satisfactory record of performance of projects of similar scope and size.

• Have a satisfactory record of integrity and ethics.

• Be otherwise qualified and eligible to receive an award and enter into a Contract with the Owner.

1.18. Sales Tax: The Owner is exempt from State, County, and Municipal Taxes and Federal Excise Tax; therefore, all fees shall not include taxes.

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1.19. Public Opening: Proposal(s) shall be opened publicly in a virtual meeting following the proposal deadline. Offerors, representatives, and interested persons may be present.

Proposals shall be received and acknowledged for the disclosure of the process. Only the company name(s) and business location of the proposing Offeror(s) will be disclosed.

Section 2.0: General Contract Terms and Conditions

2.1. Acceptance of RFP Terms: A proposal submitted in response to this RFP shall constitute a binding offer which shall be acknowledged by the Offeror on the Letter of Interest or Cover Letter. The Offeror must be legally authorized to execute a Letter of Interest or Cover Letter together with contractual obligations. By submitting a proposal, the Offeror accepts all terms and conditions including compensation, as set forth herein/the Contract Documents. An Offeror shall identify clearly and thoroughly any variations between its proposal and the Owner’s requirements. Failure to do so may be deemed a waiver of any right(s) to subsequently modify the term(s) of performance, except as specified in the RFP.

A proposal that includes terms and conditions that do not conform to the terms and conditions of this Request for Proposal is subject to rejection as non-responsive. The Owner reserves the right to permit the Offeror to withdraw nonconforming terms and conditions from its proposal before a determination by the Owner of non-responsiveness based on the submission of nonconforming terms and conditions.

2.2. Execution, Correlation, Intent, and Interpretations: The Contract Documents shall be signed by the Owner and the Firm. By executing the Contract, the Firm represents that it has familiarized itself with the conditions under which the Service is to be performed and correlated its observations with the requirements of the Contract Documents. The Contract Documents are complementary, and what is required by anyone, shall be as binding as if required by all. The Contract Documents intend to include all labor, materials, equipment, services, and other items necessary for the proper execution and completion of the Scope of Services as defined in the technical specifications contained herein.

2.3. Permits, Fees, & Notices: The Firm shall secure and pay for all permits, governmental fees, training certifications, and licenses necessary for the proper execution and completion of the Services. The Firm shall give all notices and comply with all laws, ordinances, rules, regulations, and orders of any public authority, including the City, bearing on the performance of the Service(s). If the Firm observes that any of the Contract Documents are at variance in any respect, it shall promptly notify the Purchasing Agent in writing, and necessary changes will be made to reconcile the variation as determined to be in the best interest of the City. If the Firm performs any Services knowing it to be contrary to such laws, ordinances, rules, and regulations, and without such notice to the Owner, it shall assume full responsibility and shall bear all costs attributable to the non-conforming Services.

2.4. Responsibility for those Performing the Services: The Firm shall be responsible to the Owner for the acts and omissions of all its employees and all other persons performing any of the Services under the Contract.

2.5. Payment & Completion: The Contract Sum is stated in the Contract and is the total amount payable by the Owner to the Firm for the performance of the Service(s) under the Contract. Upon receipt of written notice that the deliverable(s) is ready for final inspection

- 7 -and acceptance and upon receipt of the invoice for payment, the Owner’s Project Manager will promptly make such inspection and, when the Owner finds the Service(s) acceptable under the Contract and the Contract fully completed, the Owner shall make payment in the manner provided in the Contract Documents. Partial payments will be based upon estimates prepared by the Firm, of the value of Service(s) performed per the Contract Documents. The Service(s) performed by the Firm shall follow generally accepted professional practices and the level of competency presently maintained by other practicing professional Firms in the same or similar type of Service(s) in the community. The Service(s) to be performed by the Firm hereunder shall be done in compliance with applicable laws, ordinances, rules, and regulations.

2.6. Protection of Persons and Property: The Firm shall comply with all applicable laws ordinances, rules, regulations, and orders of any public authority having jurisdiction for the safety of persons or property or to protect it from damage, injury, or loss.

2.7. Changes in the Services: The Owner, without invalidating the Contract, may order changes in the Services within the general scope of the Contract consisting of additions, deletions, or other revisions. All such changes in the Services shall be authorized by Change Order/Amendment and shall be executed under the applicable conditions of the Contract. A Change Order/Amendment is a written order to the Firm signed by the Contact Administrator issued after the execution of the Contract, authorizing a change in the Services or an adjustment in the Contract sum or the Contract time.

2.8. Minor Changes in the Services: The Owner shall have the authority to order minor changes in the Services not involving an adjustment in the Contract Sum or an extension of the Contract Time and not inconsistent with the intent of the Contract.

2.9. Correction of Services/Work: The Firm is responsible for promptly correcting any deficiencies, defects, or non-conformances in the delivered services or work to ensure compliance with the Contract. Upon discovery of such issues, the Owner shall promptly notify the Firm. All corrective actions must be completed within the project's specified timeline. The Firm bears all costs associated with correcting rejected work, including any additional services required. Failure to address these issues within the specified timeframe may result in the Owner seeking services from an alternative provider at the Firm's expense.

2.10. Acceptance Not Waiver: The Owner's acceptance or approval of Service(s) furnished hereunder shall not in any way relieve the Firm(s) of its responsibility to maintain the high quality, integrity, and timeliness of its Services. The Owner's approval or acceptance of, or payment for, any Services shall not be construed as a future waiver of any right(s) under the Contract, or of any cause of action arising out of performance under this Contract.

2.11. Change Order/Amendment: No oral statement of any person shall modify or otherwise change, or affect the terms, conditions, or specifications stated in the Contract. All amendments to the Contract shall be made in writing by the Contract Administrator.

2.12. Assignment: The Firm shall not sell, assign, transfer, or convey the Contract resulting from this RFP, in whole or in part, without the prior written approval from the Owner.

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2.13. Compliance with Laws: Proposals must comply with all Federal, State, County, and local laws governing the Service and the fulfillment of the Service(s) for and on behalf of the public. The Firm hereby warrants that it is qualified to assume the responsibilities and render the Services described herein and has all requisite corporate authority and professional licenses in good standing as required by law.

2.14. Debarment/Suspension: The Firm hereby certifies that the Firm is not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any governmental department or agency.

2.15. Confidentiality: All information disclosed by the Owner to the Offeror and/or the Firm for the Services to be performed or information that comes to the attention of the Firm during the course of performing such Services is to be kept strictly confidential.

2.16. Conflict of Interest: No public official and/or Owner employee shall have interest in the Contract resulting from this RFP.

2.17. Contract: This solicitation, submitted documents, and any negotiations, when properly accepted by the Owner, shall constitute an enforceable agreement equally binding between the Owner and the Firm. The Contract represents the entire and integrated agreement between the City and the Firm and supersedes all prior negotiations, representations, or agreements, either written or oral, including the solicitation documents.

The Contract may be amended or modified only with Amendment.

2.18. Cancelation of Solicitation: Any solicitation may be canceled by the Owner or any solicitation response by a Firm may be rejected in whole or in part when it is in the best interest of the City.

2.19. Contract Termination: The Contract shall remain in effect until any of the following occurs: (1) Contract expires; (2) completion of Services; (3) final acceptance of Services;

or (4) for convenience terminated by either party with a written Notice of Cancellation stating therein the reasons for such cancellation and the effective date of cancellation at least thirty days past notification.

2.20. Employment Discrimination: During the performance of any Services, the Firm agrees to:

2.20.1. Not discriminate against any employee or applicant for employment because of race, religion, color, sex, age, disability, citizenship status, marital status, veteran status, sexual orientation, national origin, or any legally protected status except when such condition is a legitimate occupational qualification reasonably necessary for the normal operations of the Firm. The Firm agrees to post in conspicuous places, visible to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause.

2.20.2. In all solicitations or advertisements for employees placed by or on behalf of the Firm, shall state that such Firm is an Equal Opportunity Employer.

2.20.3. Notices, advertisements, and solicitations placed under federal law, rule, or regulation shall be deemed sufficient for meeting the requirements of this section.

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2.21. Immigration Reform and Control Act of 1986 and Immigration Compliance: The Firm certifies that it does not and will not during the performance of the Contract employ personnel without authorization services or otherwise violate the provisions of the Federal Immigration Reform and Control Act of 1986 and/or law regulating immigration compliance.

2.22. Ethics: The Firm shall not accept or offer gifts or anything of value and/or enter into any business arrangement with any employee, official, or agent of the Owner.

2.23. Failure to Deliver: In the event of failure of the Firm to perform under the Contract, the Owner, after due oral or written notice, may procure Services from other sources and hold the Firm responsible for all costs resulting in the purchase of additional Services and materials necessary to perform the Service(s). This remedy shall be in addition to any other remedies that the Owner may have.

2.24. Failure to Enforce: Failure by the Owner at any time to enforce the provisions of the Contract shall not be construed as a waiver of any such provisions. Such failure to enforce shall not affect the validity of the Contract or any part thereof, or the right of the Owner to enforce any provision of the Contract at any time under the terms thereof.

2.25. Force Majeure: The Firm shall not be held responsible for failure to perform the duties and responsibilities imposed by the Contract due to legal strikes, fires, riots, rebellions, and acts of God beyond the control of the Firm unless otherwise specified in the Contract.

2.26. Indemnification: The Firm shall defend, indemnify, and save harmless the Owner and all its officers, employees, insurers, and self-insurance pool, from and against all liability, suits, actions, or other claims of any character, name, and description brought for or on account of any injuries or damages received or sustained by any person, persons, or property on account of any negligent act or fault of the Firm, or of any Firm’s agent, employee, subcontractor or supplier in the execution of, or performance under, the Contract which may result from proposal award. The Firm shall pay any judgment with costs which may be obtained by and/or against the Owner arising out of or under the performance or non-performance.

2.27. Independent Firm: The Firm shall be legally considered an independent of the Firm and neither the Firm nor its employees shall, under any circumstances, be considered servants, or agents of the Owner. The Owner shall be at no time legally responsible for any negligence or other wrongdoing by the Firm, its servants, or agents. The Owner shall not withhold from the Contract, payments to the Firm any federal or state unemployment taxes, federal or state income taxes, Social Security, or any other amounts for benefit(s) to the Firm. Further, the Owner shall not provide to the Firm any insurance coverage or other benefits, including Workers' Compensation, normally provided by the Owner to its employees.

2.28. Ownership: All documents, plans, concepts, and work prepared under the Contact, etc., created by the Firm for this Service, shall become the property of the Owner. All information furnished by the Owner is and shall remain the Owner's property.

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2.29. Patents/Copyrights: The Firm agrees to protect the Owner from any claims involving infringements of a patent(s) and/or copyright(s) and/or other intellectual property protection. In no event shall the Owner be liable to the Firm for any claims, damages, awards, and/or costs of defense arising on the grounds of patent(s)/copyright(s) infringement. Patent/copyright infringement shall null and void any agreement resulting from response to this Solicitation.

2.30. Governing Law: Any agreement as a result of responding to this RFP shall be deemed to have been made in, and shall be construed and interpreted by, the laws of the City of Grand Junction, Mesa County, Colorado. Any action arising out of or under this Solicitation and/or Contract shall be in District Court 21st Judicial District, Mesa County, Colorado.

2.31. Expenses: Expenses incurred in the preparation, submission, and presentation of a proposal in response to this solicitation are the responsibility of the Firm and shall not be charged to the Owner.

2.32. Sovereign Immunity: The Owner specifically reserves and asserts its rights to sovereign immunity under Colorado Law.

2.33. Public Funds/Non-Appropriation of Funds: Funds for payment have been provided through the Owner’s budget approved by the City Council for the stated fiscal year only.

Colorado law prohibits the obligation and expenditure of public funds beyond the fiscal year for which a budget has been approved. Therefore, anticipated obligations that may arise past the end of the stated Owner’s fiscal year shall be subject to budget approval.

The Contract will be subject to and provide a non-appropriation of funds clause under Colorado law.

2.34. Collusion Clause: Each Offeror, by submitting a proposal, certifies that it is not involved in any collusive action(s) or activity(ies) that may violate applicable federal or state antitrust laws, rules, and/or regulations. Any proposal(s) found to have evidence or reasonable belief of collusion among the Offerors will be rejected. The Owner reserves the right, at its discretion, to accept future proposals for the same service(s) or work from participants identified in such collusion.

2.35. Gratuities: The Firm certifies and agrees that no gratuities or kickbacks were paid in connection with this Contract, nor were any fees, commissions, gifts, or other considerations made contingent upon the award of this Contract. If the Firm breaches or violates this warranty, the Owner may, at its discretion, terminate the Contract without liability to the Owner.

2.36. Performance of the Contract: The Owner reserves the right to enforce the performance of the Contract in any manner prescribed by law or equity as deemed by the Owner to be in the best interest of the Owner (in the event of breach or default) of resulting Contract award.

2.37. Default: The Owner reserves the right to terminate the Contract in the event the Firm fails to meet delivery or completion schedules, or otherwise perform under the Contract.

Breach of Contract or default authorizes the Owner to purchase like services elsewhere and charge the full cost to the defaulting Firm.

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2.38. Multiple Offers: If an Offeror submits more than one proposal, THE ALTERNATE PROPOSAL must be marked “Alternate PROPOSAL”. The Owner reserves the right to make the award in the best interest of the Owner.

2.39. Cooperative Purchasing: Purchases as a result of this solicitation are primarily for the Owner. Other governmental entities may be extended the opportunity to utilize the resultant Contract award with the agreement of the successful Offeror and the participating Firms. All participating entities will be required to abide by the specifications, terms, conditions, and prices established in this Proposal. The quantities furnished in this proposal document are for only the Owner. It does not include quantities for any other jurisdiction. The Owner will be responsible only for the award for its jurisdiction. Other participating entities will place its own awards on its respective Purchase Orders through its purchasing offices or use its purchasing cards for purchase/payment as authorized or agreed upon between the provider and the individual entity. The Owner accepts no liability for payment of orders placed by other participating jurisdictions that choose to “piggyback” on the solicitation. Orders placed by participating jurisdictions under the terms of this solicitation will indicate its specific delivery and invoicing instructions.

2.40. Definitions:

2.40.1. “City” or “Owner” is the City of Grand Junction, Colorado, and is referred to throughout the Contract Documents.

2.40.2. “Consultant” or “Contractor” or “Firm” is the individual, organization, entity, or consultant identified as such in the proposal and throughout the Contract. The term encompasses the Consultant, Contractor, Firm, or its authorized representative(s).

2.40.3. “Deliverable” refers to any tangible or intangible work product, report, document, presentation, or other output produced by the Firm(s) as part of the Service(s). All deliverables must comply with the Americans with Disabilities Act (ADA) and HB21- 1110, which mandates adherence to the provisions outlined in §§24-85-101, C.R.S., and subsequent sections, as well as the Accessibility Standards for Individuals with a Disability established by the Office of Information Technology under section §24-85-103(2.5), C.R.S. Additionally, all documents must align with the State of Colorado's technology standards related to accessibility, including Level A.A. conformity with the latest iteration of the Web Content Accessibility Guidelines (WCAG) as integrated within the State of Colorado's technology standards.

2.40.4. “Job,” “Project,” or “Work” refers to the endeavor outlined in this solicitation to create the product, service, or deliverable.

2.40.5. “Key Personnel” designate the crucial individual(s) from the Firm essential for the successful execution and completion of the Project. The individual(s) will possess specialized skills, knowledge, or experience required for the Project’s specific scope of work.

2.40.6. “Offeror” refers to the person(s) legally authorized by the Firm to make an offer and/or submit a response fee proposal in response to the RFP.

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2.40.7. “Services” includes all labor, materials, equipment, and/or professional skills necessary to produce the requirements of the Contract Documents.

2.40.8. “Subcontractor” is a person(s) or organization that has a direct contract with the Firm to perform any of the service(s). The term subcontractor is referred to throughout the Contract and means the subcontractor or its authorized representative.

2.41. Public Disclosure Record: If the Offeror knows its employee(s) or subcontractors having an immediate family relationship with an Owner employee or elected official, the Offeror must provide the Purchasing Agent with the name(s) of the individuals. The individuals are required to file a “Public Disclosure Record”, and/or a statement of financial interest, before conducting business with the Owner.

Section 3.0: Insurance Requirements

3.1. Insurance Requirements: The selected Firm agrees to procure and maintain, at its own cost, policies of insurance sufficient to insure against all liability, claims, demands, and other obligations assumed by the Firm according to the Contract. Such insurance shall be in addition to any other insurance requirements imposed by the Contract or by law. The Firm shall not be relieved of any liability, claims, demands, or other obligations assumed under the Contract because it failed to procure or maintain insurance in sufficient amounts, durations, or types.

The Firm shall procure and maintain and, if applicable, shall cause any subcontractor of the Firm to procure and maintain insurance coverage listed below. Such coverage shall be procured and maintained with forms and insurers acceptable to the Owner. All coverage shall be continuously maintained to cover all liability, claims, demands, and other obligations assumed by the Firm under the Contract. In the case of any claims-made policy, the necessary retroactive dates and extended reporting periods shall be procured to maintain such continuous coverage. Minimum coverage limits shall be as indicated below unless specified otherwise in the Special Conditions:

(a) Worker Compensation: The Firm shall comply with all State of Colorado Regulations concerning Workers’ Compensation and other statutory insurances as required.

(b) Commercial General Liability insurance with minimum combined single limits of:

ONE MILLION DOLLARS ($1,000,000) each occurrence and TWO MILLION DOLLARS ($2,000,000) aggregate.

The policy shall apply to all premises, products, and completed operations. The policy shall include coverage for bodily injury, broad form property damage (including completed operations), personal injury (including coverage for contractual and employee acts), blanket contractual, products, and completed operations. The policy shall include coverage for explosion, collapse, and underground hazards. The policy shall contain a severability of interest provision.

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(c) Comprehensive Automobile Liability insurance with minimum combined single limits for bodily injury and property damage of not less than:

ONE MILLION DOLLARS ($1,000,000) each occurrence and ONE MILLION DOLLARS ($1,000,000) aggregate

Concerning each of the Firm's owned, hired, or non-owned vehicles assigned to be used in the performance of the Services/Work.

(d) Professional Liability & Errors and Omissions Insurance policy with a minimum of:

ONE MILLION DOLLARS ($1,000,000) each occurrence ONE MILLION DOLLARS ($1,000,000) aggregate

This policy shall provide coverage to protect the Firm against liability incurred because of the professional services performed because of responding to this Solicitation.

(e) Technology-related errors and omissions liability and cyber-liability coverage with limits of:

TWO MILLION ($2,000,000) each occurrence and TWO MILLION ($2,000,000) aggregate

The policy shall contain a severability of interest provision.

3.2. Additional Insured Endorsement: The policies required by paragraphs (b), (c), and (e) above shall be endorsed to include the City of Grand Junction, its elected and appointed Officials, employees, and volunteers as Additional Insureds. Every required policy above shall be primary insurance, and any insurance carried by the Owner, its officers, or its employees, or carried by or provided through any insurance pool of the Owner, shall be excess and not contributory insurance to that provided by the Firm. The Firm shall be solely responsible for any deductible losses under any policy required above.

Section 4.0: Specifications/Scope of Services

4.1. General/Background: The City routinely requires printing, publishing, and reproduction services on an on-call or as-needed basis to meet diverse demands throughout the year.

These services encompass a wide range of printed materials, including calendars, NCR forms, business cards, letterhead, envelopes, single sheets, continuous forms, brochures, reports, postcards, promotional materials, booklets, and various other pamphlets. The scope of work may vary depending on departmental needs and project requirements.

Providing context, the City comprises 860 full-time employees and an estimated 385 seasonal employees across seventeen (17) departments.

4.2. Specifications/Scope of Service: City departments and divisions require comprehensive printing services for diverse projects, internal processes, and local events.

Projects span a wide range, from simple print jobs to complex government reports, with job sizes varying from a few booklets to multiple bound manuals. These projects may

- 14 -involve various services, with timely delivery being paramount. The City reserves the right to adjust services throughout the contract's duration. Any necessary service not explicitly outlined in this specification but aligning with identified needs will be considered a requirement. While some projects may be handled internally, others will be outsourced to the awarded Firm(s). The Firm will provide all necessary paper products for each job, varying on a job-by-job basis. Design, layout, and composition assistance may be required.

4.2.1. Accessibility Compliance: All jobs, outputs, orders, and deliverables must adhere to Colorado HB21-1110, ensuring alignment with the State of Colorado's accessibility standards.

4.2.2. Artwork: All City-requested jobs or projects must be accompanied by camera-ready copies, digital files, or die artwork. Electronic files, including those created in MS Office, Print Shop, Word, Excel, Publisher, Adobe, etc., are acceptable forms of camera-ready artwork.

4.2.3. Coordination: The successful Firm(s) will collaborate directly with City employees for as-needed orders throughout the year. Interactions may involve in-person meetings at either the City’s various offices or the Firm(s) office to finalize order details or to facilitate delivery and/or pickup of materials.

4.2.4. Solicitation Response Form Matrix: Offerors are required to complete the Solicitation Response Form for each category line item, providing comprehensive pricing details. The form is structured to collect pricing information for various functions separately, including set-up and overhead charges where applicable.

Additional services such as numbering or folding must be priced separately. All prices for a specific job will be aggregated to determine the total cost. It is mandatory to fully complete the Response Form, outlining printing or copying capabilities, equipment, services offered, and any cost-saving recommendations. Additionally, offerors must provide supplemental pages detailing equipment, capabilities, printing services, and cost-saving suggestions.

4.2.5. Examples of Work: The following outlines the work to be performed and provides estimated quantities anticipated for the year. While it includes commonly ordered items, it is not exhaustive of the entire scope of potential work. Items not explicitly listed but similar in nature will be subject to individual negotiation with the awarded Firm(s) at agreed rates. Here are examples of projects and jobs:

4.2.5.1. BOOKS AND REPORTS:

• Budget Book: This 8.5-inch x 11-inch multi-part printed product includes a full-color cover (CMYK) on 100# gloss text, with soft-touch laminate applied on both sides. The text pages are color printed (CMYK) on both sides, using 70# matte text paper, totaling around 200 pages. Tabs made of 100# tab stock, approximately 27 tabs per book, printed in color and laminated, are required. The binding is digital coil binding, with approximately 23 books needed annually.

- 15 -

• Annual Comprehensive Financial Report (ACFR): This 8.5-inch x 11 inches report is printed back-to-back and includes a front and back cover made of 100# coated paper with a matte/silk finish, printed in full color (CMYK), and gloss laminate applied on both sides. The internal pages, also sized at 8.5 inches x 11 inches, use 70# coated paper with a matte/silk finish, with some pages in full color (CMYK) and printed back-to-back. Each report requires City-provided tabs to be inserted, approximately 10 tabs per report.

Bound with black digital coil binding, ACFR Books typically require 20 to 30 annually.

• CSP Common Codes: This coil-bound book contains GJPD abbreviated reference materials. Typically, 150 copies are required.

4.2.5.2. BUSINESS CARDS, ENVELOPS, LETTERHEAD, GREETING CARDS:

• Business Cards: Standard size of 2 inches x 3.5 inches printed on 80# Cougar Cover Stock with a thickness of 14 pt. Colors are limited to PMS 2925 Blue and 576 Green, excluding black ink. Some cards will be double-sided.

Minimum order quantity per individual to be determined based on responses received. The estimated annual volume is 50,000, including 5,000 two-sided cards. Additionally, includes 1,000 "Now Hiring" business cards.

• Business Envelopes: Available in #10 size with options for both window and regular styles. Utilizes Cougar Opaque 60# Text stock and printed in two colors: PMS 2925 Blue and 576 Green, excluding black ink. Each envelope features the City Logo, department identifier, and relevant address, with 500 envelopes per box. Departmental orders typically range from five (5) to ten

(10) boxes. Additionally, specifications include #10 regular envelopes in 24# wove, black, and larger 10 inches x 13 inches envelopes in 28# wove, also black.

• Cash Proof Envelopes: Utility Customer Service envelopes sized at 6.5 inches x 9.5 inches.

• Letterhead: Letterhead: Size is 8.5 inches x 11 inches. Stock is Cougar Opaque 70# Offset. Printed two-color, PMS 2925 Blue and 576 Green, no black ink. The first page of the letterhead has the City Logo, department identifier, and address. Page two is blank and will be ordered in bulk and kept in the City Stores warehouse. The estimated annual volume for letterhead is 10,000, and page two is estimated at 2,000 pages or less.

• Greeting Cards: Foldable 'Thank You' cards sized 4 inches x 5.5 inches with full-color printing (CMYK) and accompanying white envelopes (1,000).

Additionally, Welcome cards measure 4 inches x 4 inches, featuring colored lettering on white cards, with corresponding white envelopes (200).

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4.2.5.3. CITY CALENDARS: Sized at 9.5 inches x 13 inches, featuring a full-color cover (CMYK) printed on 100# matte cover stock with a glossy aqueous coating. The inside pages are also full-color printed (CMYK) on both sides, using 70# gloss text paper. The calendar comprises 28 pages of content plus the cover, bound with saddle stitching and a single drill hole. Photos for the calendar are provided by the City. Approximately 57,000 calendars were ordered in 2023.

4.2.5.4. NCR FORMS

Various types of forms are available, ranging from 2-part to 5-part, with some featuring tag stock and black printing. Certain forms may include numbering and can be either one-sided or two-sided, including continuous forms. Additionally, forms may be in book or padded format. Sizes range from a half sheet (5.5 inches x 8.5 inches) to legal (8.5 inches x 14 inches).

All NCR forms are printed on standard color paper with black imaging by default.

Any deviations from this standard will be negotiated between the City and the Firm at the time of order. NCR forms will utilize Superior Brand 20# paper or an approved equivalent, subject to the City's approval.

For multiple-part forms, reproduction will accurately match the existing forms, using carbon sheets, patterned carbon, or NCR paper as appropriate.

• Chain of Custody Record: The form measures 8.5 inches x 11 inches in landscape orientation and is printed on 2-part NCR paper (white and yellow).

Each form is consecutively numbered and is typically ordered in boxes of 500.

• Emergency Mental Illness report and application (M-1): The form measures 8.5 inches x 11 inches and comes in triplicate, featuring white, yellow, and pink copies (quantity 500).

• Roadside Authorization: The form measures 8.5 inches x 5.5 inches, and it comes in triplicate with white, yellow, and pink copies (quantity 2,000).

• Sample Receipt Log: The log is sized at 8.5 inches x 14 inches in landscape orientation and is printed on regular copy paper. Each page is consecutively numbered and bound in 250-page books with card stock front and back covers.

• Tank Hauler Ticket: This form measures 5.5 inches x 8.5 inches and is printed on 2-part NCR paper (white and yellow). Each form is sequentially numbered and is usually ordered in quantities of 1,000.

• Various NCR forms: Examples include Utility Payment Receipts, Notice of Appearance, Exemption Letters (8.5 inches x 11 inches, canary carbon,

- 17 -quantity 150), Inspection Forms (8.5 inches x 11 inches, canary carbon, quantity 100), among others.

4.2.5.5. PRINTING AND COPYING

• Brochures: Sized at 8.5 inches x 14 inches, printed on 80# Gloss Text paper with CMYK color. Double-sided printing. Includes brochure cards for the law enforcement field guide (1,000).

• Door Hanger – Toter Tags: Available in sizes of 8.5 inches x 13 inches, 8.5 inches x 10.5 inches, 4.33 inches x 8.5 inches, and 3.5 inches x 8.5 inches, printed on 67# stock paper. Various colors such as blue, canary, and white are available. Certain setups may be required by the Firm depending on the job, for instance, Recycling/Compost notices (card stock, one-sided, with a large hole punched, 1,500 per box, orders range between three (3) to four (4) times per year).

• Flyers: Include dual stream program mailing information, CMYK, standard paper – custom flyer (two-sided), guidelines (two-sided), and schedule (two-sided). The quantities vary depending on the area being phased into the program, estimated quantity of 2,000 to 5,000 mailings per phase.

• Forms: The Physician Report of Serious Bodily Injury form is in black font, one page, one-sided. GJPD Accident Form is one page double-sided, half sheet (quantity 50).

• Postcards: Available in sizes of 4 inches x 6 inches, 5 inches x 8 inches, or 6 inches x 9 inches, printed on 100# Matte Cover paper using CMYK color.

Options for single or double-sided printing. Examples include Car Show (68 quantity), Annual Spring Clean-up (2023 – 21,741 quantity), Dual Stream Program (2,000 to 5,000 quantity), Green Waste (2023 – 615 quantity), Residential Leaf Removal Program (2023 – 2,000 to 6,400 quantity), Parade of Lights (540 quantity), Now Hiring Postcards, etc.

• Posters: Sized at 11 inches x 17 inches, printed on 100# cover paper with CMYK color. Examples include Car Show (25), Art Festival (75), Spooktacular (50), Tree Lighting (50), Parade of Lights (100), and Spirit of Christmas Walk (100).

• Rack Cards: Sized at 3.5 inches x 8.5 inches, printed on 111# silk cover paper with CMYK color, double-sided.

• Table Tents: Sized at 3 inches x 12.125 inches, printed on 100# gloss cover paper with CMYK color.

• Tags:

- 18 -o Abandoned Vehicle Tag: Sized at 7.5 inches x 3 inches, printed on red hard card stock with a metal grommet on one end.

o Notice of Violation Warning: Printed on orange hard card stock with a door hanger hole at the top, double-sided (250).

• Various Notification Letters: This category encompasses verification letters, operational permits, field checks, and other similar documents.

4.2.5.6. MAILING SERVICES AND POSTAGE

• Bulk Mailing and Data Management Solutions: Provide comprehensive support for large-scale mailings, including mail merge operations, address verification, and updating through the National Change of Address (NCOA) database to ensure efficient handling of the entire process.

• Direct Mail Services: Offer various direct mail solutions, including postcards and miscellaneous mail processing. Services may include material pickup, and quantities vary to meet the specific needs of the City.

• USPS Marketing Mail Services: Manage USPS Marketing Mail services and postage for City publications like the City Calendars, Parks and Recreation Activity Guide, Visit Grand Junction Official Visitor Guide, and other required materials.

4.2.6. Minimum Specifications: Prices will be determined based on replicating existing samples unless specific instructions are provided by the City employee when placing the order. This encompasses, but is not limited to, the following criteria:

4.2.6.1. Ink Specifications: No inks containing toxic components shall be used in any job(s). The City logo must adhere strictly to the mandated PMS colors: 2925 blue and 576 green, maintaining consistency across all materials such as letterhead, business cards, and envelopes to ensure brand uniformity. Additionally, other print jobs may require the use of these specified colors. Any additional charges for incorporating these colors must be explicitly stated on the Solicitation Response Form.

4.2.6.2. Paper: Unless otherwise specified, all jobs will utilize recycled paper products.

Printing will be conducted on paper of equal or superior weight and quality compared to the originals, or on paper of equal weight and quality as the existing product. Paper and ink colors will replicate those of the originals unless alternative instructions are provided at the time of ordering.

4.2.6.3. Special Features and Services: This contract will encompass various work types beyond printing services, including but not limited to assembly, art layout, bindery work, coating, collating, composition, die cuts, folding, envelopes, laminating,

- 19 -numbering, tab insertion, perforations, screening, and any other relevant components.

4.2.6.4. Registration and Numbering:

• The Firm(s) shall ensure the accurate registration of multiple part forms, where applicable.

• Numbered forms will strictly follow the directives provided by the City at the time of order. Typically, numbers are printed black, with multiple-part numbered forms crash-printed for clarity.

• Any discrepancies in the numbering sequence of forms will be promptly reported to the City upon delivery. Upon request, the Firm may need to provide a written explanation detailing any missing numbers, duly signed by an authorized representative of the company. If necessary, the Firm may be obligated to re-run the job at its expense to rectify any numbering errors.

4.2.6.5. Ownership of Materials: Upon completion of a job, all ‘artwork’, film, boards, halftones, or any other preparatory materials used in production become the property of the City. These materials shall be released to the City upon request.

4.2.6.6. Card Stock Specifications: Customized to meet the specific needs of each project. Paper type, color, finish, and other specifications will be determined at the time of order.

4.2.6.7. Overruns Policy:

• For coping work, no overruns will be permitted.

• Press work overruns of up to +/- 10% will be considered only with approval from the requesting City employee.

• In the event of unauthorized overruns, the following protocol applies:

a) If the job falls short, the Firm will fulfill the deficit at no additional cost.

b) If there is an excess, the Firm will not charge for the surplus.

4.2.6.8. Lamination: Poster Lamination will be double-sided and weatherproof. The Firm(s) are required to specify the price of lamination in its comprehensive fee proposal, clearly indicating whether it is priced per inch or foot. Additionally, it must provide details regarding the maximum width that the Firm can accommodate for lamination.

4.2.6.9. Miscellaneous Documents: There is a wide range of miscellaneous print and copy requests that are regularly placed on an as-needed basis. These jobs vary significantly in terms of volume and frequency, from one-time orders to recurring projects.