Statement_of_Work_SWR_AttachementA.pdf

Attachment A

Link to ProcureNow Bid

Statement of Work

Background:

Washington County Solid Waste & Recycling (SWR) is contracting with (vendor name) to provide (insert brief description)

Objective:

The focus of the work to be performed is (enter description) for Washington County. The contractor will work with SWR staff to (enter example tasks).

Communication and Task Agreement:

To maintain open communication throughout the term of the contract, the contractor shall adhere to the following communication schedule:

• Contractor shall meet with the County periodically to review the following:

o Identify questions and discussion points.

o Determine project timeline o Determine delivery needs.

Task Identification and Deliverables:

(enter details, examples)

The printing requirements specified are divided into four Job Types. The job types listed are an approximation only of the printing services the County may require over the term of this requirements contract. The actual needs of the County in terms of variety and quantity may vary from that indicated in the sample job types.

WASHINGTON COUNTY

OREGON

Erin KlinebrielStein Can edit this sections as needed

JOB TYPE 1: BROCHURES AND BOOKLETS

General description:

This job type consists of brochures and booklets. It includes full color, multi-fold materials.

Original documents consist of double-sided content and are provided in Adobe Acrobat PDF format. Contains photos, builds, tight registration, and reverse text. All images must be crisp, clean and clear and ink coverage consistent and even throughout the run.

General specifications:

Art work: Electronic file, no bleeds Ink: Full color, four color process (4/4) Paper size: 8.5 inches x 11 inches, 8.5 inches x 14 inches Run length: 50 to 25,000

Example project A:

Item: Brochure — Single Family Recycling Guide

Art work: 1 PDF documents/versions

Quantity: 250 to 25,500

Size: 8.5 inches x 14 inches

Paper: PC-100, 80-T, white, FSC Certified

Instructions: Full color, double sided, accordion fold to four panel brochure (8.5 inches x 3.5 inches), sort by version/document and label boxes

Example project B:

Item: Brochure — Multifamily Recycle Guide

Art work: 1 PDF documents/version

Quantity: 250 to 25,000

Size: 8.5 inches x 14 inches

Paper: PC-100, 80-T, white, FSC Certified

Instructions: Full color, double sided, accordion fold to four panel brochure (8.5 inches x 3.5 inches)

Example project C:

Item: Brochure — Food Scraps Collection Guide

Art work: 1 PDF document/version

Quantity: 250 to 25,000 brochures

Size: 8.5 inches x 11 inches

Paper: PC-100, 80-T, white, FSC Certified

Instructions: Full color, double sided, tri fold/C fold to three panel brochure (8.5 inches by 3.66 inches)

Example project D:

Item: Booklet — Property Manager Guide

Art work: 1 PDF document, 5 text pages plus cover (6 pages total)

Quantity: 50 to 1,000 complete booklets

Size: 8.5 inches x 14 inches

Paper: PC-100, 80-T text pages, white, FSC Certified

Instructions: full color, double sided, one fold (7 inches x 8.5 inches), tape binding at center

JOB TYPE 2: POSTERS, FLIERS AND CARDS

General description:

This job type consists of posters, fliers and cards. It includes full color and non-folded materials.

Original documents consist of double-sided or single-sided content and are provided in Adobe Acrobat PDF format. Contains photos, builds, tight registration, and reverse text. All images must be crisp, clean and clear and ink coverage consistent and even throughout the run.

General specifications:

Art work: Electronic file, no bleeds Ink: Full color, four color process (4/4) Paper size: 8.5 inches x 11 inches, 8.5 inches x 14 inches, 11 inches x 17 inches Run length: 100 to 5,000

Example project E:

Item: Poster – Mixed Recycling Poster

Art Work: 1 PDF document

Quantity: 50 to 1,000 posters

Size: 11 inches x 17 inches

Paper: PC-100, 80-C, white, FSC Certified

Instructions: Full color, single sided

Example project F:

Item: Flier – Business Recycling Guide

Quantity: 50 to 1,000 fliers

Size: 8.5 inches x 11 inches

Instructions: Full color, single sided

Example project G:

Item: Rack card – half-page Recycling Day App

Quantity: 100 to 5,000 cards

Size: 8.5 inches x 5.5 inches

Instructions: Two color, double sided, cut to 8.5 inches x 5.5 inches

Example project H:

Item: Rack card – half-page Don’t Let Food Go to Waste

Quantity: 100 to 5,000 rack cards

Size: 4.25 inches x 11 inches

Paper: PC-100, 80-C, white, FSC Certified

Instructions: Full color, double sided, cut to 4.25 inches x 11 inches

Example project I:

Item: Flier - Bilingual Multifamily Roles

Art Work: 1 PDF document

Quantity: 50 to 2,000 fliers

Size: 8 inches x 10 inches

Instructions: Full color, double sided

JOB TYPE 3: BOUND, PREFORATED AND CUT

This job type consists of bound, perforated and cut materials such as multiple full color pages that are adhered together and single pages that are cut with perforation for easy tearing or slits for hanging on doors. It includes full color, non-folded materials. Contains photos, builds, tight registration, and reverse text. All images must be crisp, clean and clear and ink coverage consistent and even throughout the run.

Specifications

Ink: Full Color, four color process (4/4) Paper size: 4.25 inches x 11 inches, 4.25 inches x 14 inches, 8.5 inches x 11 inches Run length: 100 to 10,000

Example project J:

Item: Multi-page pad — Meal Planner and Shopping List Quantity: 100 to 5,000 complete pads Size: 4.25 inches x 11 inches Paper: PC-100, 80-T, white, FSC Certified Instructions: Full color, cut to size 4.25 inches x 11 inches, easy-tear-off sheets on pad, 25 sheets per pad, paperboard backing – each unit is a complete pad

Example project K:

Item: Door hanger — Incorrect Preparation Notice Quantity: 250 to 10,000 hangers Size: 4.25 inches x 14 inches Paper: PC-100, 80-C, white, FSC Certified Instructions: Full color, double sided, cut to 4.25 inches x 14 inches, cut out door hanger slit and center of circle

Example project L:

Item: Perforated flier — Pledge Form Quantity: 100 to 5,000 fliers Size: 8.5 inches x 11 inches Paper: PC-100, 80-T, white, FSC Certified Instructions: Full color, double sided, perforated tear-off at dashed line 2.5 inches from the bottom

JOB TYPE 4: MAILED POSTCARDS AND TRIFOLD BROCHURES

This job type consists of multifold brochures and postcards. Original documents consist of double-sided content and are provided in Adobe Acrobat PDF format. Documents are printed and mailed via USPS EDDM or with a provided list of addresses. It includes full color, multifold and non-folded materials. Contains photos, builds, tight registration, and reverse text. All images must be crisp, clean and clear and ink coverage consistent and even throughout the run.

Specifications

Ink: Full Color, four color process (4/4) Paper size: 9.25 inches x 6 inches, 8.5 inches x 11 inches Run length: 100 to 10,000

Example project M:

Item: Brochure — Special Recycling Collection (Mailed)

Art work: 1 PDF document/version

Quantity: 250 to 25,000 brochures

Size: 8.5 inches x 11 inches

Paper: PC-100, 80-T, white, FSC Certified

Instructions: Full color, double sided, tri fold/C fold to three panel brochure (8.5 inches by 3.66 inches). Mailed using provided list of addresses.

Example project N:

Item: Postcard – Special Reuse Collection (Mailed)

Quantity: 100 to 10,000 postcards

Size: 9.25 inches x 6 inches

Paper: PC-100, 100-C, white, FSC Certified

Instructions: Full color, double sided, cut to 9.25 inches x 6 inches. Mailed using provided list of addresses.

Change Management:

Contract modifications, including but not limited to changes to required work, adjustment of schedule, and payment term modifications shall be executed through a contract amendment.

Amendments shall be in writing and will become effective upon signature by the County and contractor. All terms and conditions of this contract, unless otherwise amended shall remain in full force and affect.

Duration:

The effective date of this contract is (enter date) or upon final signature, whichever is later. The expiration date is (enter date). All deliverables shall be submitted to the County before the expiration date and all remaining invoices shall be submitted to the County by (enter date)

Representatives:

For all communications between contractor and county regarding contract deliverables, reporting, contracting terms and conditions, including invoice submittal, payment terms, and contract amendments the following individuals shall be representatives.

For Washington County For Contractor Name Address Title Phone Email

Name Address Title Phone Email

Budget and Payment Terms:

Contractor shall invoice the County as follows:

• Total payment will not exceed $(enter contract total).

• Contractor will invoice (monthly, by the job, etc) based on progress and time spent.

• Contractor fees are based on (time spent, per piece, per project)

Insert pricing table and reference to bid

• Contractor shall submit all invoices for time worked before June 30, 2024 by July 31, 2024. All invoices for time worked between July 1, 2024 and June 30, 2025, shall be invoiced by July 31, 2025.

Payment will be sent to:

Company Address

County will notify the contractor of any disputed amounts within fifteen (15 days) of an invoice and will pay net thirty (30) days from receipt of invoice for all undisputed amounts.

Questions:

1) Does your company have the ability to complete all task in house without the use of subcontractors

a. If no, how much additional lead time is associated with use of a third party.

b. How much of the project cost is associated with the use of a third party.

2) Are there fees for changes?

3) Is there a discount offered to the County if deadlines aren’t met or delayed?

4) Is there a project cancellation fee?

3. Supplier must respond to contract administrator or Solid Waste & Recycling Program Coordinator requests within five (5) business days of initial print request and within three (3) days of a request for a status update of a submitted print request. Supplier must designate a backup person to respond to County request if they expect or plan to be unavailable and unable to meet this timeline.