Scope of Work - Community Outreach PublicationsRFP #8009 Page 1 of 5
SCOPE OF WORK
RFP 8009
Printing and Mailing for the City of Denton
Community Outreach Publications
RFP #8009 Page 2 of 5
RFP # 8009
Scope of Work – Supply of Service
All submissions must display an understanding of the Scope of Work in this RFP and outline
how the requirements will be processed and delivered. Brokers must identify the print and mail
vendor and verify information submitted on behalf of the vendor performing and providing the
services. At a minimum, the Scope of Work will include the following and be made final upon
selecting the vendor.
Printing and Mailing Services Scope of Work
Overview
The City of Denton is seeking proposals for printing and in-house mailing services for current
community outreach publications. Printing services need to include a web-based prepress portal,
printing, and bindery. Mailing services need bulk mail and Every Door Direct Mail (EDDM)
capabilities with deliveries to Denton's main post office and certain City facilities.
Background
The City designs community-wide and department-specific newsletters and magazines in-house
that support community outreach initiatives. The City mails publications to Denton households
(HH) in quantities based on demographics and growth. The City's current print and mail
distributions are listed below with past linked examples:
• Resident Update | All HHs four or six times per year.
• Construction Guide | All HHs two times per year.
• PLAY Guide | All HHs three times per year.
• Senior Rec Magazine | Targeted HHs two to three times per year.
Performance Standards and Expectations
The City expects evaluations routinely performed for quality assurances with standard output that
is free of issues that include but are not limited to ghosting, poor registration, color imbalance,
inferior paper, poor binding, and feathering. The City also expects standard deliveries to be free of
damage during postal and City facility transport. The following describes expectations to meet the
Scope of Work; exceptions must be noted in the proposal.
1. Quality of Service and Performance –The City expects quality management to be
applied to all aspects of printing and mailing services and performance to avoid delays
and waste. Examples include but are not limited to color variations, unapproved changes
to specifications, poor binding, inferior paper, or deliveries that arrive damaged in transit
due to inadequate packaging. The City of Denton reserves the right to refuse acceptance
of service and performance judged to be of substandard quality; no compensation shall be
paid for service or performance deemed substandard.
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2. Turn-Around Time Guarantee – The City expects turn-around time for printing to be
seven (7) business days or less, after prepress approval, for all jobs unless otherwise
specified on the pricing sheet or preapproved by the City before a specific print job.
Turn-around time for mailing services must be two (2) business days or less after printing
for all jobs unless otherwise specified on the pricing sheet or preapproved by the City
before a specific job. Failure to meet guaranteed turn-around times may be a reason for
contract termination, and no compensation shall be paid for a service or job received after
a guaranteed turn-around time.
3. Prepress and Proofing – The City expects access to a web-based prepress portal for the
proofing, corrections, and approval processes. The printer must be able to provide hard
copy proof if requested by the City.
4. Bindery – The City expects the printer to have newsletter and magazine binding
capabilities, including saddle stitching, perfect binding, and square back binding.
5. Stock – The City expects printers to have sufficient access to printing and bindery
materials based on the established print schedule submitted by the City to ensure timely
completion of services. Substitutions of specifications or supply chain delays must be
preapproved by the City and communicated at least one month before a scheduled job.
6. Modifications – The City expects the printer to anticipate quantity, page count, and
frequency modifications. The City reserves the right to modify specifications as needed
and will communicate changes before a scheduled job.
7. Additional Services – The City reserves the right to cancel an existing publication or add
one not otherwise included on the pricing sheet to adjust community outreach. Each
additional publication that does not reflect an existing one in the pricing sheet will be
negotiated and added.
8. Over-Runs – The City reserves the right to specify job-specific over-run quantities and
will not pay for printer's over-runs that are not preapproved.
9. Mailing and Delivery – The City expects the printer to inkjet, sort, and deliver finished
jobs to Denton's main post office for mailing, then distribute the remaining over-runs to
the City facility identified in the pricing sheet. All content must be packaged in such a
way to protect from damage during transport. Over-run deliveries must be bundled and
boxed for the City facility designated in the pricing sheet.
10. Confidentiality - The printer shall hold and maintain confidential information in strict
confidence and carefully restrict access to confidential information to employees,
contractors, and third parties as is reasonably required. Printed documents must be
safeguarded to comply with all federal, state, and local regulations, including but not
limited to shredding all confidential materials not returned to the City of Denton.
RFP #8009 Page 4 of 5
Print, Mail, and Delivery Specifications
The following represents a summary of current publications and specifications for the Scope of
Work; exceptions must be noted in the proposal. Quantities and page count vary for this RFP;
refer to the Pricing Sheet for details to submit costs.
Uniform print specifications:
• 50# gloss book with self-cover
• 4/4 full-color with bleed
• Saddle stitch and trim
Uniform mail and delivery specifications:
• Inkjet, presort, and deliver
• Postal Delivery: USPS, 101 E McKinney St, Denton, TX 76201
• Over-run Delivery: Bundle and box for a designated City facility
Current Print and Mail Publication
• Resident Update
8-pages | 56,000 copies | 6 per year | 8.5” x 11” | EDDM
• Construction Guide
8-pages | 56,000 copies | 2 per year | 8.5” x 11” | EDDM
• PLAY Guide
48-pages | 56,000 copies | 2 per year | 8 3/8” x 10 7/8” | Bulk Mail
• Senior Rec Magazine
8-pages | 20,000 copies | 2 per year | 8 3/8” x 10 7/8” | Bulk Mail
RFP #8009 Page 5 of 5
Proposal Content
The proposal must describe service and delivery details needed to carry out the Scope of Work.
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 describe the approach and methodology to accomplish the Scope of
Work and include the following:
• Description of quality and project management controls;
• Description of best practices used to achieve customer satisfaction;
• Description of specific tasks you will require from City staff, including respective
roles of City staff and your staff, to complete the Scope of Work;
• Description of services and supplies covered within your baseline cost proposal
versus options or alternatives that would entail additional costs;
• Description of mailing services applied to current customers that will be used to meet
the Scope of Work if awarded the contract;
• Description of services that you cannot deliver or fulfill based on the Scope of Work
and exceptions to any aspect of the Scope of Work.
4. Turn-Around / Delivery Time
This section should describe guaranteed turn-around time for printing and mailing services.
Any turn-around times that differ from the Scope of Work must be identified and defined in
the proposal. This section should also address the capacity and flexibility to handle time-
sensitive jobs that may need a faster turn-around.
5. Qualifications and References
This section should describe qualifications and include the following:
• Description of print vendor qualifications, financial stability, resource depth, and the
same for any vendors used to subcontract any services;
• Description of printing and mailing capabilities, including length of time in business
providing services that match the Scope of Work;
• Provide at least three local or regional customer references who have had magazines
or newsletters printed in the past two years. The City of Denton reserves the right to
contact the references listed. References should include the customer's name,
telephone number, e-mail address, and print job description.