SPECIFICATIONS 2026-157 Recycling Calendar Printing and Mailing.pdf

Francis M. Gomez Frank J. Picozzi

Purchasing Agent Mayor

City of Warwick Purchasing Division

(Mailing Address)

3275 Post Road

Warwick, Rhode Island 02886

Tel (401) 738-2013

Fax (401) 737-2364

The following notice is to appear on the City of Warwick’s website Friday, August 1, 2025.

The website address is http://www.warwickri.gov/bids.

CITY OF WARWICK

BIDS REQUESTED FOR

Bid2026-157 Recycling Calendar Printing & Mailing

Specifications

Specifications are available in the Purchasing Division, Warwick City Hall, Monday through Friday, 8:30 AM until 4:30 PM on or after Friday, August 1, 2025. If you received this document from our homepage or from a source other than the City of Warwick

Purchasing Division, please check with our office prior to submitting your bid to ensure that you have a complete package. The Purchasing Division cannot be responsible to provide addenda if we do not have you on record as a plan holder.

Submissions All bids should be submitted with one (1) original and two (2) copies in a sealed envelope

(total of three (3) copies), which should read: YOUR COMPANY NAME plainly marked on the exterior of the envelope as well as “Bid2026-157 Recycling Calendar Printing &

Mailing”. No bids will be accepted via Facsimile or email. Multiple bids by one supplier will not be accepted and will be disqualified. All bids must be sealed. Sealed bids will be received by the Purchasing Division no later than 11:00 AM, Tuesday, August 19, 2025. The bids will be opened publicly commencing at 11:00 AM on the same day at 65 Centerville Road, Meeting

Room 2.

Delivery

If delivering in person or sent by delivery service (FedEx/UPS/DHL etc.) use physical address

65 Centerville Road, Warwick, RI 02886, Suite D. If sent via United States Postal Service use mailing address 3275 Post Road Warwick, Rhode Island 02886.

Awards

Awards will be made on the basis of the lowest evaluated or responsive bid price.

http://www.warwickri.gov/

Questions

Please direct questions related to the bidding process, how to fill out forms, and how to submit a bid (Pages 1-8) to the Purchasing Division.

• Email: bids@warwickri.gov

• Phone: 401-738-2013

Please direct all questions related to the specifications outlined (beginning on page 9) to the issuing department’s subject matter expert:

• Name: Thomas Rourke

• Title: Sanitation/Recycling Supervisor

• Phone: 401-921-9630

• Email: Thomas.a.rourke@warwickri.gov

Individuals requesting interpreter services for the hearing impaired must notify the

Purchasing Division at 401-738-2013 at least 48 hours in advance of the bid opening date.

Original Signature on file Francis M. Gomez

Purchasing Agent mailto:bids@warwickri.gov

PLEASE COMPLETE THIS PAGE & SUBMIT WITH YOUR BID

Acknowledgement of Addendum (if applicable)

Addendum Number Signature of Bidder

COMPANY NAME: _______________________________________

COMPANY ADDRESS: ____________________________________

COMPANY ADDRESS: ____________________________________

BIDDER'S SIGNATURE: __________________________________

BIDDER'S NAME (PRINT): ________________________________

TITLE: ___________________ TEL. NO.: ___________________

EMAIL ADDRESS: _______________________________________*

Email Address to send Purchase Orders: _______________________________

*Please include your email address. Future bids will be emailed, unless otherwise noted.

II. AWARD AND CONTRACT:

The CITY OF WARWICK, acting as duly authorized through its Purchasing

Agent/Finance Director/Mayor, accepts the above bid and hereby enters into a contract with the above party to pay the bid price upon completion of the project or receipt of the goods unless another payment schedule is contained in the specifications. All terms of the specifications, both substantive and procedural, are made terms of this contract.

DATE: ___________________________ ________________________________

Bid2026-157 Purchasing Agent

CERTIFICATION & WARRANT FORM*

This form must be completed and submitted with sealed bid.

Failure to do so will result in automatic rejection.

Any and all bids shall contain a certification and warrant that they comply with all relevant and pertinent statues, laws, ordinances and regulations, in particular, but not limited to Chapter 16-

Conflicts of Interest, of the Code of Ordinances of the City of Warwick. Any proven violation of this warranty and representation by a bidder at the time of the bid or during the course of the contract, included, but not limited to negligent acts, either directly or indirectly through agents and/or sub-contractors, shall render the bidder’s contract terminated and the bidder shall be required to reimburse the City for any and all costs incurred by the City, including reasonable attorney fees, to prosecute and/or enforce this provision.

Signature Date

Company Name

Address

Address

*This form cannot be altered*

NOTICE TO BIDDERS

The IRS Form W-9 is available on www.warwickri.gov should be completed and submitted with the bid if the bidder falls under IRS requirements to file this form.

All bids should be written in ink or typed. If there is a correction with whiteout, the bidder should initial the change.

Any deviation from the specifications must be noted in writing and attached as part of the bid proposal. The bidder should indicate the item or part with the deviation and indicate how the bid will deviate from specifications.

Bids received prior to the time of the opening will be securely kept, unopened. No responsibility will be attached to an officer or person for the premature opening of a bid not properly addressed and identified.

The opening of bids will be in the order established by the posted agenda and the agenda will continue uninterrupted until completion.

Once an item has been reached and any bids on that item has been opened, no other bids on that item will be accepted and any such bid will be deemed late.

Negligence on the part of the bidder in preparing the proposal confers no rights for the withdrawal of the proposal after it is open.

The contractor will not discriminate against any employee or applicant for employment because of physical or mental handicap for any position for which the employee or applicant is qualified and that in the event of non-compliance the City may declare the contractor in breach and take any necessary legal recourse including termination or cancellation of the contract.

A bidder filing a bid thereby certifies that no officer, agent, or employee of the City has a pecuniary interest in the bid or has participated in contract negotiations on the part of the

City, that the bid is made in good faith without fraud, collusion, or connection of any kind with any other bidder for the same call for bids, and that the bidder is competing solely in his own behalf without connection with, or obligation to, any undisclosed person or firm.

All proposals submitted become the property of the City and will not be returned. If the company intends to submit confidential or proprietary information as part of the proposal, any limits on the use or distribution of that material should be clearly delineated in writing. This information should be submitted in a sealed envelope, clearly labeled confidential and where it should be submitted in the response. Please be advised of the

Freedom of Information Act as it may pertain to your submittal.

The contractor must carry sufficient liability insurance and agree to indemnify the City against all claims of any nature, which might arise as a result of his operations or conduct of work.

Failure to provide adequate insurance coverage within the specified duration of time as set forth is a material breach of contract and grounds for termination of the contract.

The successful bidder must provide the City of Warwick with an original Certificate of

Insurance for Errors and Omission Liability in a minimum amount of $1 million, naming the City of Warwick as the additional insured and so stated on the certificate with the bid name and bid number. It is the vendor’s responsibility to provide the City of Warwick with an updated Certificate of Insurance upon expiration of the original certificate.

For a bid to be awarded to a corporation, limited liability company or other legal entity, prior to commencing work under the awarded bid, that corporation, company or legal entity may be required to provide to the Purchasing Agent a Certificate of Good

Standing dated no more than thirty (30) days prior to the date upon which the bid approval was made.

If required, the successful bidder will provide Certificate of Good Standing within ten

(10) calendar days after notification or the City reserves the right to rescind said award.

This is a one (1) time purchase. Term contracts may be extended for one (1) additional term upon mutual agreement unless otherwise stated.

The City is exempt from the payment of the Rhode Island Sales Tax under the 1956

General Laws of the State of Rhode Island, 44-18-30, Paragraph I, as amended.

The Purchasing Agent reserves the right to reject any and all bids, to waive any minor deviations or informalities in the bids received, and to accept the bid deemed most favorable to the interest of the City.

The City reserves the right to terminate the contract or any part of the contract in the best interests of the City, upon 30-day notice to the contractor. The City will incur no liability for materials or services not yet ordered if it terminates in the best interests of the City. If the City terminates in the interests of the City after an order for materials or services has been placed, the contractor will be entitled to compensation upon submission of invoices and proper proof of claim, in that proportion which its services and products were satisfactorily rendered or provided, as well as expenses necessarily incurred in the performance of work up to time of termination.

No extra charges for delivery, handling or other services will be honored. All claims for damage in transit will be the responsibility of the successful bidder. Deliveries must be made during normal working hours unless otherwise agreed upon.

All costs directly or indirectly related to the preparation of a response to this solicitation, or any presentation or communication to supplement and/or clarify any response to this solicitation which may be required or requested by the City of Warwick will be the sole responsibility of and will be borne by the respondent.

If the respondent is awarded a contract in accordance with this solicitation and fails or refuses to satisfy fully all of the respondents’ obligations thereunder, the City of

Warwick will be entitled to recover from the respondent any losses, damages or costs incurred by the City as a result of such failure or refusal.

The City reserves the right to award in part or full and to increase or decrease quantities in the best interest of the City.

Any quantity reference in the bid specifications are estimates only, and do not represent a commitment on the part of the City of Warwick to any level of billing activity. It is understood and agreed that the agreement will cover the actual quantities ordered during the contract period.

The City reserves the right to rescind award for non-compliance to bid specifications.

The successful bidder must adhere to all City, State and Federal Laws, where applicable.

The City of Warwick, in addition to soliciting bids in response to this bid, may consult, consider, and make an award for any and all open bid offers for a comparable unit as sought herein at the following websites:

RI State MPA: https://www.ridop.ri.gov/contract-portal/

NASPO: https://www.naspo.org/

MHEC (Massachusetts Higher Education Consortium): https://www.mhec.net/ https://www.ridop.ri.gov/contract-portal/ https://www.naspo.org/ https://www.mhec.net/

(PRICING SHEET MAY NOT BE CONFIDENTIAL)

BID AND CONTRACT FORM

TITLE OF SPECIFICATION: Bid2026-157 Recycling Calendar Printing & Mailing

I. BID:

WHEREAS, the CITY OF WARWICK has duly asked for bids for performance of services and/or supply of goods in accordance with the above-indicated specifications.

The person or entity does irrevocably offer to perform the services and/or furnish the goods in accordance with the specifications, which are hereby incorporated by reference in exchange for the bid price.

This offer will remain open and irrevocable until the CITY OF WARWICK has accepted this bid or another bid on the specifications or abandoned the project.

The bidder agrees that acceptance by the CITY OF WARWICK will transform the bid into a contract. This bid and contract will be secured by Bonds, if required by the specifications.

*Pricing sheet as follows*

MANDATORY

Please fill in vendor name on each page.

Pricing sheets are scanned in for accuracy.

City of Warwick, Rhode Island

Invitation to Bid

Bid2026-157 Recycling Calendar Printing and Mailing Bid

Professional Printing

& Mailing Services

The City of Warwick, Rhode Island is soliciting bids from qualified companies to provide professional printing and mailing services for our annual Recycling Calendar. The selected company must perform services and deliver the finished product to the Providence, RI Post Office branch or a branch designated by the City of Warwick no later than December 12, 2025. City of Warwick will provide the list of Names and Addresses on the form of Excel File via E-Mail to the awarded vendor. The City of

Warwick reserves the right to accept or reject, without prejudice, any or all bids or to waive any irregularities therein, or to accept a bid deemed to be in the best interest of the City of Warwick

1.0 Scope of Printing Services

The following is a list of the requirements. We have included a sample of an annual calendar to display the quality we require.

➢ Size: Finished Size: 12 x 9

FLAT 12 x 18, scores, folds and stitches to 12 x 9

➢ Quantity: 31,000

➢ Stock: Sappi Porcelain; 80#Cover Gloss White, 100# Text Gloss White or similar approved by the City of Warwick

➢ Pages: 32 PLUS cover

➢ Print: 4/4 bleed full coverage, AQ on outside cover, matte finish for all others

➢ Bindery: saddle stitch across 12 inch width one 3/8 hole drilled through center of open end

➢ File: InDesign 2.0, all images and fonts included; Press-optimized PDF

➢ Proof: Hi res digital proof for content, then a press proof Dylux for color accuracy

➢ Packaging: boxed in 500s.

➢ Delivery: Final proof will be delivered to printer no later than October 15, 2025.

2.0 Scope of Mailing Services

Vendor will be responsible for the Following:

➢ Prep mail file for ink jet addressing

➢ Ink Jet on Calendars

➢ Sort, tray and deliver to Post Office ready for mailing to residents in Warwick by zip code

(Branch to be determined by The City of Warwick)

➢ Mailed Quantity Not To Exceed 33,000

➢ Price to include vendors Rhode Island bulk-rate indicia

➢ Excess calendars not mailed must be delivered to City of Warwick, 925 Sandy Lane, Warwick, R.I. at no additional cost.

(PRICING SHEET MAY NOT BE CONFIDENTIAL)

*VENDOR NAME: ________________________________________________________________

Total printing and mailing price excluding postage: $_______________________

Postage cost (per piece): $_______________________

Total Price: $____________________________

Total cost per revision with press proof (if needed): $____________________________

Bidder shall supply TWO copies of similar work that has been completed.

Please contact Thomas Rourke with any inquiries pertaining to this bid at 401-921-9630 or

Thomas.a.rourke@warwickri.com.