Scope of WorkRFP #6977 Page 1 of 8
Procurement and Compliance 901-B Texas Street
Denton, Texas 76209
SCOPE OF WORK
RFP 6977
PRINTING SERVICES
FOR THE CITY OF DENTON
RFP #6977 Page 2 of 8
RFP #
Scope of Work – Supply of Service
The scope of work shall be finalized upon the selection of the Firm. The respondent’s submission
shall have accurately described your understanding of the objectives and scope of the requested
products and services and provided an outline of your process to implement the requirements of
the Scope of Work and Services. It is anticipated that the scope of work will include, at a
minimum, the following:
Printing Services Scope of Work
Background
The City of Denton has a population of approximately 138,000 residents and is a full-service
municipality, which includes a municipally owned electric utility; a municipal airport; water and
wastewater facilities; three libraries; a robust network of parks, trails, and recreation centers; a
water park and natatorium; a 2,900-acre natural heritage area; and other traditional services such
as police, fire, and solid waste and recycling. To provide these services, there are over 1,600
employees organized into more than 20 departments.
Currently, the City of Denton has an internal reprographics division and print shop located at City
Hall that provides full service publishing. The City holds a lease for its major printing equipment
through October 2019. Last year, the in-house print shop produced 753,476 total impressions.
Attached is a table outlining each work order comprising the 753,476 total impressions requested
during the fiscal year ending September 30, 2018.
The in-house print shop also provides a number of other services including, but not limited to,
binding (coil, spiral, saddle-stitch), envelopes, forms (2, 3, 4-part), graphic design and layout,
lamination, mounting, scanning, and wide format printing (up to 44” wide).
The City is evaluating how these services are best delivered to internal user departments and is
seeking proposals and pricing from vendors to provide print services.
In addition to in-house print services, there are currently a few offset printing projects that are
outsourced as the City does not own or operate offset printing equipment. The offset printing
scopes of work are included in this RFP as an option.
The following is applicable to Part A, B, and C of Exhibit 1 – Pricing Sheet:
Specification and Service Performance Standards
The following describes specifications for the scope of work that the proposers must be able to
satisfy. Any exemptions should be noted in the proposal.
1. Acceptable Quality – The City of Denton reserves the right to refuse acceptance
of printing which is judged to be of substandard quality. Reason for rejection shall
include, but not be limited to, poor registration, color variation, textual
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inaccuracies, blurred or light images, or any other condition that detracts from the
overall presentation. All copies must be packaged in a manner to protect the
documents from damage in transit. No compensation shall be paid for refused
printing or copies of unacceptable quality.
2. Adequate Stock – Successful bidders will be expected to adequately stock all
printing and bindery materials commonly used by the City in order to ensure
timely delivery of jobs to be produced on demand. Substitutions of stock must be
pre-approved by the requestor. Letterhead, business cards, and other projects
required to be printed on specified stock shall not be substituted without prior
approval of the City of Denton representative.
3. Confidentiality - Supplier shall hold and maintain confidential information in
strict confidence. Supplier shall carefully restrict access to confidential information
to employees, contractors and third parties as is reasonably required and shall
require those persons to sign nondisclosure restrictions. Printed documents must be
safeguarded to ensure compliance with all federal, state, and local regulations. This
includes, but is not limited to, shredding all confidential materials not returned to
the City of Denton.
4. Delivery Locations - Supplier should have the ability to offer pick-up and delivery
service to end users requiring it at multiple City of Denton facilities for free or for
a fixed delivery fee (to be quoted on bid pricing sheets).
5. Bindery – Supplier must be capable of doing bindery work such as:
a. Trimming
b. Three-hole drilling
c. Folding
d. Scoring and perforating
e. Spiral coiling, GBC coil and 2/3 hole punching
f. Laminating
g. Mounting
h. Padding
i. Booklet binding (stitch, coil, and collate)
j. Rubber-banding
k. Stapling
l. Hand assembly of multi-piece kits
m. Shrink wrapping
6. Finishing – Supplier must be capable of doing finishing work such as:
a. Revising existing artwork
b. Alterations/revisions
c. Scaling documents
d. Touching up photos
e. Prepping files for output
7. Variable Data Set-up – Supplier must be capable of doing variable set-up for jobs
such as:
a. Personalized printing
b. Envelopes with outgoing address
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c. Jobs that include graphics that will change based on the recipient
d. Jobs with different versions of a document or layout that will change based on
recipient
e. Jobs may include multiple matched variable data pieces (envelope, letter, survey,
etc.)
8. Design / Alterations - Design/Alterations must be approved by a City of Denton
employee in writing with an estimated cost before work is performed. This work
shall be billed at an hourly rate (as priced in the proposal) and shall include, but is
not limited to the following:
a. Revising existing artwork (i.e. COD forms and templates)
b. Alterations/revisions
c. Scanning
d. Scaling images
e. Touching up photos
f. Cropping artwork
g. Prepping files for print output
9. Pre-Press and Proofing Requirements - Specifications may include but are not
limited to imposition, file prep, typesetting when necessary, and adhering to the
City of Denton image guidelines. Print operators must verify that logos and
graphics are printing out accurately, including color matching, by comparing
printed piece with file submitted by City of Denton.
In the event customer ordering a print job requires a proof for their job, the proof is to be
approved by an authorized City of Denton representative in writing.
10. Turn-Around Time Guarantee – Failure to provide promised delivery times may
be cause of termination of the contract and no compensation shall be paid for jobs
received after the guaranteed turn-around time. Turn-around time for printing or
copying jobs must be 48 hours (two business days) or less for all jobs, unless
otherwise specified on the pricing sheet. Some time-sensitive jobs may require
immediate turn-around (further described in item 11 below.
11. Same-Day Printing Options – On occasion, there may be a need for a same-day
or “rushed” print job requiring a less than eight-hour turnaround. While the City is
willing to pay a higher rate for same-day work, the selected provider must have an
option for same-day service.
Printing Examples
Examples of the type of services commonly required by the City will be available at the pre-
submittal conference. Although the pre-submittal conference is not mandatory, bidders are
highly encourage to attend and submit samples of printing jobs in their proposal that are similar
to those available at the pre-submittal conference. Some common examples of City printing jobs
are:
1. Descriptions and Specifications
2. Posters/Flyers
3. Business Cards
4. Postcards
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5. Booklets
6. Letters
7. Bookmarks
8. Brochures
9. Carbonless Forms
The following is applicable to Part B only of Exhibit 1 – Pricing Sheet:
PROJECT QUANTITY SPECS
Water Quality Report
*(Utility Statement Insert)
48,000
Annually
Color 4/2; 17” x 14”
Gloss text no less than 20#
Fold in half, then double fold; Tabbed for
mailing.
Annual Citizen Update
(Sent to City mail vendor for
mailing to citizens.)
Current mail vendor:
Eagle & Wheeler
48,000
Annually
Qty: 48,000
Size: 38" wide by 12" tall
Misc: Roll fold to final size of approximately
6.25x12
Printed on 50# gloss text, full color with bleeds
4/4
Utility Rate Brochure
(Utility Statement Insert)
55,000
Annually
55,000 Quantity
8.5”x11” white, 24-lb paper
FULL COLOR 4/4, Full bleed
Denton Connection Newsletter
(Utility Statement Insert)
48,000
Monthly
Ten monthly editions distributed
55,000 Quantity ea. edition
7”x14” white, recycled, 20-lb paper
Duplex, FULL COLOR 4/4
*All utility statement inserts must be shipped to utility billing vendor in another state.
The following is applicable to Part C only of Exhibit 1 – Pricing Sheet:
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Optional On-site Management Vendor
The City may elect to utilize a third-party management of the print shop. All firms may submit a
proposal either as a third party off-site vendor or as an on-site management vendor, or both. The
existing equipment utilized to perform these services is listed below for the information of
bidders; however, it is not meant to imply that the same equipment must be utilized by an outside
vendor.
Leased (through October 2018)
o Ricoh 7110 (production color)
o Ricoh 8100 (production black and white)
o Ricoh 4503 (walk-up color)
Rented (cancel at any time)
o Riso EZ390 digital duplicator
Municipally Owned
o Check folder/sealer
o Hewlett Packard Magnetic Ink Character Recognition Printer
o Board Trim
o Challenge Paper Cutter
o Titan Laminator
o Perforator/Scorer
o Shrink Wrapper
o Wide-format Trimmer
o GBC* Coil Inserter
o GBC* Magnapunch (2)
o GBC* Punch Binder
o Coil binder
o Epson T7000 44” wide color plotter
o Folder/sealer
o Shredder (2)
o Laminator – pouch
o Macintosh computer (2)
o Bravo CD/DVD Duplicator
o Dell Black & White desktop printer
o Paper Jogger (2)
o Contex 44” wide scanner
*GBC is the name of the manufacturer
Proposal Content
The proposal must describe all proposed products, services, activities, and implementation
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details necessary to carry out the scope of work in this RFP. Each proposal must include the
following components:
1. Cover Letter
2. Table of Contents (include page numbers)
3. Implementation Approach and Methodology
This section should provide a detailed description of the approach and methodology to be
used to accomplish the Scope of Work of this RFP. The section should include:
An implementation plan that describes in detail (i) the methods, including controls by
which your firm manages projects of the type sought by this RFP; and (ii) any other
project management or implementation strategies or techniques that the respondent
intends to employ in carrying out the work.
Detailed description of efforts your firm will undertake to achieve customer
satisfaction and to satisfy the requirements of the Scope of Work.
Detailed description of specific tasks you will require from City staff. Explain what
the respective roles of City staff and your staff would be to complete the tasks
specified in the Scope of Work.
Proposal must clearly distinguish between features and functions that are fully
covered within the vendor’s baseline cost proposal versus options or alternatives that
would entail additional costs.
Proposal must also clearly identify if there are services or service standards defined in
the specifications that the vendor cannot fulfill.
4. Turn-Around / Delivery Time
This section should provide a detailed description of the guaranteed turn-around time by print
service or type. Any services that cannot be turned around within 48 hours (2 business days)
or less must be clearly specified with a service-level timeframe defined.
This section should also address the vendor’s capacity and flexibility to handle print services
jobs with a quick turn-around. Some time-sensitive jobs may require immediate turn-around.
5. Staffing
This section must provide information on the individuals who will perform the key
implementation services, including subcontractor personnel. Resumes must include:
personnel’s name, company affiliation, education, a brief employment history, a detailed
description of work experience in similar projects, and the proposed role in this project. The
work experience detailed in the resumes should be cross-referenced with the reference
projects in the next section.
6. Qualifications and References
The information requested in this section should describe the qualifications of the firm,
key staff, and projects within the past three years that are similar in nature, size, and scope to
demonstrate competence to perform these services. Information shall include:
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Description of the proposing firm’s qualifications, financial stability, resource depth,
and reputation of firms proposed as subcontractors for this project, if any;
Names of key staff that participated on named projects and their specific
responsibilities with respect to this scope of work;
A summary of the firm’s demonstrated capability, including length of time that your
firm has provided the services being requested in this RFP; and
Provide at least three local references that received similar services from your firm.
The City of Denton reserves the right to contact any of the organizations or
individuals listed. Information provided shall include: client name, project
description, project start and end dates, and client project manager name, telephone
number, and e-mail address.
7. Proposed Cost
The vendor should use the provided pricing sheet (Exhibit #1). Section A of the pricing sheet
should provide the baseline cost for all required services to implement the project. Section B
of the pricing sheet should provide the optional cost for offset printing projects. Section C
should provide the cost for full-service management, labor, and operation of City's in-house
print shop and equipment.