REQUEST FOR PROPOSALS MODC-T Printing and Distribution Services

Transcription

1 REQUEST FOR PROPOSALS MODC-T Printing and Distribution Services Municipality of the District of Chester Issued April 11, 2018 Closing May 14, 2018 at 4:00 p.m. Page 1 of 6

2 1.0 Purpose To request submissions for fair consideration by the Municipality of the District of Chester (Municipality) for printing and distribution services. This document also provides candidates with the criteria used to evaluate submissions. 2.0 Contact Information 2.1 Mailing Address Pamela Myra, Municipal Clerk Municipality of the District of Chester 151 King Street PO Box 369 Chester NS B0J 1J0 2.2 Please direct questions concerning this Request for Proposals to Pamela Myra, Municipal Clerk, at (phone) or 3.0 Time Frame Printing and distribution services outlined in this Request for Proposal are required from award date to March 31, The exact date for each specific printing project, as well as distribution dates, will be determined in consultation with the selected company. 4.0 Submission Deadline Sealed proposals must be clearly marked Request for Proposals MODC-T Printing and Distribution Services and submitted no later than 4:00 p.m., Monday, May 14, 2018 to the following: Municipality of the District of Chester Attention: Pamela Myra, Municipal Clerk 151 King Street, PO Box 369 Chester NS B0J 1J0 RE: Request for Proposals MODC-T Printing and Distribution Services Bidders are solely responsible for the method of conveyance of their proposal to the receiving point, 151 King Street, Chester, by the 4:00 p.m. deadline. Faxed or Electronic submissions will NOT be accepted. 5.0 RFP Opening There will be a public opening of proposals at 4:05 p.m. on Monday, May 14, 2018 Page 2 of 6

3 6.0 Proposal Review A Review Committee will make a recommendation based on the results of the proposal evaluation as per the Municipality s Procurement Policy P-04 which can be viewed on-line at After the selection of a Proposal, the Municipality has the right to negotiate with the successful Proponent. As part of that negotiation, the Municipality may negotiate, in good faith, any changes or amendments. A legal agreement will be executed on terms and conditions that are mutually acceptable. The Municipality reserves the right to reject any or all proposals. 7.0 Proposal Costs The Municipality is not responsible for any costs associated with the preparation and submission of proposals. 8.0 Proposal Evaluation 8.1 The following criteria will form the basis upon which the Municipality will evaluate proposals: Criteria Score Cost Costs should be based on the printing and distribution details described in the RFP information. There are three main publications /60 Points which are printed and distributed at different times annually along with various one-time specialty projects. Candidate Experience and Capacity The candidate should have successfully completed similar projects and have the qualifications required to undertake this work. The proposal should outline and describe previous printing experience that demonstrates the candidate s ability to fulfill the required printing needs of the Municipality. Each candidate should provide samples of previously printed material similar to the print jobs required by this RFP. Distribution Rating will be determined by distribution method of municipal publications to local residents and businesses. The Municipal prefers to distribute municipal publications to residents via Canada Post, with the understanding that costs incurred by Canada Post are borne by the Municipality of Chester. If a candidate cannot provide delivery through Canada Post, they are expected to provide delivery equal in service level. /20 Points /15 Points Page 3 of 6

4 Location The Municipality strives to support local business. Preference will be given to candidates who are located within the Municipality of Chester. TOTAL /5 Points /100 Points 8.2 Please enclose samples of products for review as part of the submission. 8.3 Municipal Council reserves the right to request a presentation from any candidate to further assess any proposal. 9.0 General Scope of Work The Municipality has numerous printing and distribution needs as part of general operations and produces various publications as part of communicating programs, services and notices to residents. As we do not have the capacity to print large volumes, the ability to create specialty print jobs in house or distribute information to the public, it is necessary to attain outside services to print and circulate information to residents Printing Details The Municipality has three main publications printed and distributed annually to every household in the Municipality (files provided). The Municipality may also require occasional specialty print jobs (files provided). Please submit pricing on these items: 10.1 Municipal newsletter Published bimonthly (January, March, May, July, September, November) *5800 copies on webpress Newsprint 11 x 17 tabloid (22 x 17 folded in half) 8 pages Colour on pages 1, 4, 5 and 8 (1 flat color) 10.2 Recreation brochure Published four times per year (January, April, June, September) *5800 copies 50lb paper 8.5 x 11 paper (11 x 17 folded in half) 24 pages Saddle Stitch Colour on pages 1, 6, 7, 12, 13, 18, 19 and 24. Page 4 of 6

5 10.3 Waste collection calendar Published annually (winter) *5700 copies 80lb Enviro100 stock paper 8.5 x 11 paper (11 x 17 folded in half) 28 pages Full colour Drilled small hole at bottom center 10.4 Business cards (internal use) As required cards per order Cardstock Full colour, both sides 10.5 Various Specialty Print Jobs Occasionally, the Municipality may have additional specialty print jobs, such as glossy flyers, maps and stickers. The selected candidate will be given preference to provide the product for a reasonable price. If the selected candidate cannot provide the product, other suitable companies will be approached according to the Municipal Purchasing Policy. Not all potential print jobs are listed as provision of these items are either project-dependent or the need is not yet known. Rejection stickers for curbside waste inspection (internal use) 500 individual stickers 500 stickers on a roll 5 x 7 fluorescent yellow adhesive paper Black print Flyers *750 5,800 copies, depending on target delivery area 8.5 x 11 glossy paper Single sheet Full colour, double-sided Note paper (internal use) units 4 x 6 lined, self-stick notes with municipal logo Full colour logo Page 5 of 6

6 *Number of copies printed may fluctuate per type of delivery (e.g. Canada Post customer numbers vary from season to season). It is the Municipality s expectation that whichever format of delivery, the contractor would acquire accurate numbers per delivery Distribution The Municipality requires distribution of three main publications (newsletter, recreation brochure and waste collection calendar), and possibly others, to residents of the Municipality. The proposal submitted should include the following: 12.0 Budget 11.1 Distribution method The Municipality believes that the most effective method of getting information to residents is delivery through Canada Post; therefore, candidates who include this in the submission will be given preference, as reflected in the provided evaluation scale. If a candidate cannot provide delivery through Canada Post, they are expected to provide delivery equal in service level Cost Provide a detailed cost breakdown for the distribution method provided. Proposals must include a comprehensive budget with a breakdown of costs based on the printing specifications for each publication and a breakdown of the distribution costs. The price submitted should be inclusive of all costs. Please itemize taxes as part of the budget breakdown Format of Proposal Organize the proposal in the following format: Cover letter (including phone, mailing, and address) Description of printing experience Distribution details Budget Product samples Page 6 of 6