No preview available
6535 - Newsletter Printing and Mailing, 3.Statement of Work/ Specifications Materials Management Department 901-B Texas Street Denton, Texas 76209 SCOPE OF WORK Exhibit 3 RFP 6535 NEWSLETTER PRINTING AND MAILING FOR THE CITY OF DENTON RFP # 6535 Scope of Work – Newsletter Printing and Mailing EXHIBIT 3 RFP #6535 – Exhibit 3 Page 1 of 4 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: Newsletter Printing Services Scope of Work Overview The City of Denton is seeking proposals from qualified print vendors to perform printing and mailing services for a citizen newsletter. Specific services to be performed include printing, finishing, binding, mail sorting, and delivery to all households in Denton including a bulk delivery to Denton City Hall. The newsletter will be an eight-page, duplex, 4/4 color, saddle-stitched newsletter to be distributed six (6) times per year. The City is seeking a qualified vendor with experience in providing high-quality, full-color publications. Pricing will be based on a quantity of up to 55,000 per issue. Background The City of Denton has a population of approximately 120,000 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 1600 employees organized into more than 20 departments. The City of Denton is looking to enhance communication with its citizens through the implementation of a newsletter. This newsletter will be distributed bi-monthly to all utility billing customers within the City. 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 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 used in order to ensure timely delivery of the citizen newsletter. Substitutions of stock must be pre-approved by the requestor. RFP # 6535 Scope of Work – Newsletter Printing and Mailing EXHIBIT 3 RFP #6535 – Exhibit 3 Page 2 of 4 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. Bindery – Supplier must be capable of doing bindery work such as: a. Trimming b. Folding c. Scoring and perforating d. Booklet binding (stitch, coil, and collate) e. Rubber-banding f. Stapling g. Hand assembly of multi-piece kits h. Shrink wrapping 5. 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 6. 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. For the initial run, a hard copy proof must be provided by the vendor and all subsequent runs the vendor will only be required to provide an electronic proof. 7. Mailing Services - must be approved by City of Denton in writing with an estimated cost before work is performed. This work shall be billed at a per piece rate and shall include the following: a. Using mail software to check and pre-sort address list b. Printing and finishes mail pieces c. Preparing containers (if needed) d. Generating postal document, including NCOA (National change of address) report e. Providing feedback for list management f. Tab sealing (if needed) g. Folding and inserting (if needed) h. Addressing envelopes (if needed) RFP # 6535 Scope of Work – Newsletter Printing and Mailing EXHIBIT 3 RFP #6535 – Exhibit 3 Page 3 of 4 8. 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 seven (7) business days or less for all jobs, unless otherwise specified on the pricing sheet. Some time-sensitive jobs may require immediate turn-around. Project Listings Citizen Newsletter  Frequency – Six (6) issues per year  Newsletter page options (please provide quotes for each) o 8-page newsletter o 12-page newsletter  Quantity-55,000 newsletters per issue  Specifications o Full-color, full bleed 4/4 o Finished/Folded size - 8 ½” x 11” o Saddle stitch o Paper type options (provide quotes for each)  80# Gloss Text  80# Gloss Text Recycled  100# Gloss Book  80# Recycled Non-gloss  Mailing Options (please provide quotes for each) o Direct mail 55,000 to Denton residents with overruns mailed to City of Denton City Hall, 215 E. McKinney St., Denton, TX 76201. Please specify if address list is needed. Proposal Content The proposal must describe all proposed products, services, activities, and implementation 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. RFP # 6535 Scope of Work – Newsletter Printing and Mailing EXHIBIT 3 RFP #6535 – Exhibit 3 Page 4 of 4 Proposal Content (Continued):  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.  Proposal must include how mailing services for other customers are handled by the vendor and how this would be handled for the City if they were to be awarded the contract. 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 seven (7) business days or less must be clearly specified with a service-level timeframe defined. 5. 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:  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 newsletter printing or 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. 6. Proposed Cost The vendor should use the provided pricing sheet (Exhibit #1). Please provided pricing on all scenarios to allow the City flexibility in providing the best value to citizens.