The City of Coral Gables (“City”) is soliciting bids from qualified and experienced providers (“Bidders”) to furnish Citywide Printing Services (“Services”) with the necessary resources and capacity to perform all work described in this Invitation for Bids (“IFB”). The awarded bidder (“Supplier”) shall provide services including, but not limited to, the production of business cards, envelopes, letterhead. This IFB will also establish a Prequalified Pool of Vendors that will participate in future pricing competitions for other specialty and custom printing needs. This contract will be available for use by all City Departments and Divisions on an “as needed” basis. It is a non-exclusive contract, and the City does not guarantee a minimum quantity of orders or work. All pricing submitted must include all costs necessary to complete the Services, including, but not limited to, production, printing, paper, negatives, proofs, packaging, and delivery. All Services performed under this solicitation shall comply with the terms and conditions of this IFB and the City of Coral Gables Brand Guidelines provided in Exhibit A. 2.2 Scope of Work 2.2.1 Group 1: Business Cards, Letterhead, and Envelopes The scope of work includes, but is not limited to providing, business cards, envelopes, and letterheads on an as needed basis. 2.2.2 Minimum order quantities for each item type shall be: (a) Business Cards - One (1) name requiring 250 cards (b) Letterhead – One (1) ream of 250 sheets (c) Envelopes – One (1) box of 250 envelopes 2.2.3 Group 2: Pre- Qualification Pool for Specialty and Custom Printing Items Group 2 includes specialty and custom printing projects that may vary in scope, materials, and format, such as promotional materials, large-format printing, flyers, custom signage, invitations, etc. Details for specialty printed items will be provided as needed. A request for pricing will be issued to all of the awarded bidder(s) for the group. If the pricing is determined to be fair and reasonable, the Requestor may proceed with the order. The City reserves the sole right to determine pricing fairness and may seek alternative sources for any specialty printing items within this category. 2.3 Delivery Requirements Printing orders must be delivered to the location specified on the agency order form within the number of working days authorized, in accordance with the following: 2.3.1 “Working days” shall be defined as Monday through Thursday, excluding all official City holidays. All delivery and transportation expenses shall be the Supplier’s responsibility. 2.3.2 Inside delivery is required. The Supplier must be capable of delivering orders directly to a specific office within a building, including multiple offices within the same facility. 2.3.3 Deliveries shall occur between 8:00 AM and 5:00 PM, Monday through Thursday, unless otherwise authorized or agreed upon by the City. 2.3.4 The maximum number of days required to complete orders will be considered in the award evaluation. The time during which proofs are under review and approval will not be counted as production time. City end users (“Requestors”) should review and approve proofs within two (2) business days. 2.3.5 Bids proposing a completion time exceeding five (5) working days will not be considered. 2.3.6 If the Supplier fails to meet the required delivery time, the City may impose liquidated damages equal to 2% of the invoice amount per working day beyond the specified delivery date. 2.4 Proofs 2.4.1 All orders require a proof for review and approval. Proofs must be submitted in PDF format via email or through the Supplier’s online ordering system. Proofs must be clear, legible, and include instructions to contact the Supplier if any information is unclear. 2.4.2 It will be the Suppliers responsibility to contact the requestor regarding any questions or concerns prior to proceeding with the production of any item. 2.4.3 Orders requiring multiple proofs due to Requestor revisions will be granted additional time. However, corrections resulting from Supplier errors will count toward production time. 2.5 Cancellation 2.5.1 If an order is canceled without cause, the Supplier will be compensated for materials used and work completed prior to the cancellation request. The Requestor must notify the Supplier of cancellations as soon as possible. 2.5.2 The Supplier must provide written documentation of all materials used and work completed at the time of cancellation. At no point shall the documented costs exceed the price of the final product. 2.6 Image All printed images must be clean, sharp, and of high intensity. Any unacceptable variations will result in rejection, and reprinting will be required at the Supplier’s expense. 2.7 Subcontracting All printing services must be performed by the Supplier. Sub-contracting will not be permitted under the terms of this contract. 2.8 Local Representative The Supplier must have an available, qualified local representative to provide technical assistance as needed during the working days specified in Section 2.3.2. 2.9 Typesetting/Art Unless otherwise indicated on individual orders, all typefaces shall be as indicated below for printing needs: (a) Requiem Display-HTF-Italic (b) Requiem Display-HTF-Italic Ligs (c) Requiem Display-HTF-Roman (d) Requiem Display-HTF-Small Caps (e) Requiem Fine-HTF-Italic (f) Requiem Fine-HTF-Italic Ligs (g) Requiem Fine-HTF-Roman (h) Requiem Fine-HTF-Small Caps (i) Requiem Ornaments-HTF-Display (j) Requiem Ornaments-HTF-Text (k) Requiem Text-HTF-Italic (l) Requiem Text-HTF-Italic Ligs (m) Requiem Text-HTF-Roman (n) Requiem Text-HTF-Small Caps (o) Sloop-Script One (p) Sloop-Script Two (q) Sloop-Script Three 2.10 Ink Unless otherwise indicated on individual orders, ink shall be as follow: 2.10.1 Only soy-based inks with lower toxic content shall be used. Oil-based inks are not permitted. 2.10.2 Acceptable Colors Primary Palette: ▪ Cloud; PMS: 7506 C @ 75% Opacity ▪ Citrus; PMS: 715 C ▪ Frond; PMS: 7743 C Secondary Palette: ▪ Pool; PMS 630 C ▪ Banyan: PMS 7589 C ▪ Sea Glass: PMS: 346 C ▪ Tropic; PMS: 7481 C ▪ Poinciana; PMS: 7417 C ▪ Medi; PMS 5415 C ▪ Grape Fruit; PMS 605 C ▪ Terra Cota; PMS: 157 C 2.11 Business Cards 2.11.1 Packaging: Business cards must be available in quantities of 250 and 500. Under runs or additional charges are not permitted. 2.11.2 Size: Cards must measure 3 ½” x 2”. Size variations will not be accepted. All trimming must be precise with clean cut edges. 2.11.3 Paper: Paper thickness shall range between 14 pt (0.011”) and 16 pt (0.016”), to be confirmed by the Requestor at the time of order. 2.11.4 Printing: All printing shall be flat sheet printing. Cards may contain up to ten (10) lines of type and must be double-sided, with City-approved images printed in random order on the reverse side. 2.11.5 Offset: Any ink offset onto the back of cards is unacceptable. Orders exhibiting offset must be reprinted at the Supplier’s expense.
