Rfb 28089-gme Document

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Request for Bid 28089-GME Class 3 Printing of Book Publications of Bound & Collated Work State of Wisconsin Wis. Statutes s.16.75 DOA-3070 (R08/2003) BIDS MUST BE SEALED AND ADDRESSED TO: AGENCY ADDRESS: (see page 8 for details) Department of Administration State Bureau of Procurement P. O. Box 7867 101 E. Wilson Street, 6th Floor Madison, WI 53703-3405 THIS IS NOT AN ORDER REQUEST FOR BID Remove from bidder list for this commodity/service. (Return this page only.) Bid envelope must be sealed and plainly marked in lower corner with due date and Request for Bid # 28089-GME. Late bids shall be rejected. Bids MUST be date and time stamped by the soliciting purchasing office on or before the date and time that the bid is due. Bids dated and time stamped in another office shall be rejected. Receipt of a bid by the mail system does not constitute receipt of a bid by the purchasing office. Any bid which is inadvertently opened as a result of not being properly and clearly marked is subject to rejection. Bids must be submitted separately, i.e., not included with sample packages or other bids. Bid openings are public unless otherwise specified. Records shall be available for public inspection after issuance of the notice of intent to award or the award of the contract. Bidder should contact person named below for an appointment to view the bid record. Bids shall be firm for acceptance for sixty (60) days from date of bid opening, unless otherwise noted. The attached terms and conditions apply to any subsequent award. Bids MUST be in this office no later than August 1, 2012, 2:00 PM CT BIDDER (Name and Address) Name (Contact for further information) Gail Endres Phone 608-264-7658 Date July 2, 2012 Quote Price and Delivery FOB Wisconsin Item # Quantity 1 Price Per Unit Description Total Class 3 Printing of Book Publications Bound & Collated for the State of Wisconsin Please use a separate copy of this page for each Lot. Identify Lots as 3A, 3B, 3C, or 3D. (see Price Charts enclosed) See Section 2.3.1 and Section 7 Amounts shall be rounded to the nearest tenth of a percent (i.e. 12.6%). Bid Lot PERCENT OF BASE PRICES ( + plus or – minus) (the percentage you submit becomes the Bid Rate) Payment Terms % Delivery Time We claim minority bidder preference [Wis. Stats. s. 16.75(3m)]. Under Wisconsin Statutes, a 5% preference may be granted to CERTIFIED Minority Business Enterprises. Bidder must be certified by the Wisconsin Department of Commerce. If you have questions concerning the certification process, contact the Wisconsin Department of Administration., Madison, Wisconsin 53702, (608) 267-9550. Does Not Apply to Printing Bids. We are a work center certified under Wis. Stats. s. 16.752 employing persons with severe disabilities. Questions concerning the certification process should be addressed to the Work Center Program, State Bureau of Procurement, 6th Floor, 101 E. Wilson St., Madison, Wisconsin 53702, (608) 266-2605. Wis. Stats. s. 16.754 directs the state to purchase materials which are manufactured to the greatest extent in the United States when all other factors are substantially equal. Materials covered in our bid were manufactured in whole or in substantial part within the United States, or the majority of the component parts thereof were manufactured in whole or in substantial part in the United States. Yes No Unknown In signing this bid we also certify that we have not, either directly or indirectly, entered into any agreement or participated in any collusion or otherwise taken any action in restraint of free competition; that no attempt has been made to induce any other person or firm to submit or not to submit a bid; that this bid has been independently arrived at without collusion with any other bidder, competitor or potential competitor; that this bid has not been knowingly disclosed prior to the opening of bids to any other bidder or competitor; that the above statement is accurate under penalty of perjury. We shall comply with all terms, conditions and specifications required by the state in this Request for Bid and all terms of our bid. Name of Authorized Company Representative (Type or Title Phone ( Print) Fax ( ) Signature of Above ) Date This form can be made available in accessible formats upon request to qualified individuals with disabilities. Page 1 Request for Bid 28089-GME Class 3 Printing of Book Publications of Bound & Collated Work Table of Contents Definitions of Terminology .................................... 3 5.5 Inks ........................................................... 14 5.5.1 Special Inks ............................................... 15 5.5.2 Coatings for Covers ................................... 15 5.5.3 Vegetable Oil-Based and Laser Compatible Inks ........................................ 15 5.6 Proofs and Press Checks................................... 15 5.6.1 Proofs ........................................................ 15 5.6.2 Press Checks ............................................. 15 5.7 Bindery ........................................................... 15 5.8 Finishing ........................................................... 16 5.8.1 Folding ...................................................... 16 5.8.2 Scoring ...................................................... 16 5.8.3 Die Cutting, Foil Stamping and Embossing ................................................. 16 5.8.4 Drilling ...................................................... 16 5.8.5 Other Finishing Operations ....................... 16 5.9 Packaging ......................................................... 16 1.0 Introduction and Purpose ............................... 5 1.1 Purpose of the Request for Bids ......................... 5 1.2 Reasonable Accommodations............................. 5 1.3 Scope .............................................................. 5 1.3.1 Description of Lots ...................................... 5 1.4 Bidder Qualifications.......................................... 5 1.5 Overview of Procuring Agencies ....................... 5 1.6 Contract Length .................................................. 5 1.7 Method of Award ............................................... 6 1.8 Termination and Cancellation ............................ 6 1.8.1 Termination for Cause ................................. 6 1.8.2 Termination for Convenience ...................... 6 1.8.3 Termination for Change In Law .................. 6 1.8.4 Contract Cancellation .................................. 6 1.9 VendorNet Registration ...................................... 7 1.10 Estimated Volume .............................................. 7 6.0 Support Requirements ................................... 17 6.1 Services Required ............................................. 17 6.1.1 Customer Service and Responsiveness ..... 17 6.2 Using the Contract ............................................ 17 6.2.1 Ordering and Invoicing ............................. 17 6.3 Production Schedule ......................................... 18 6.3.1 Printer Acknowledgement ......................... 18 6.3.2 Proof Time Allowances ............................. 18 6.3.3 Standard Production Time Allowances ..... 18 6.3.4. Scheduling Exceptions .............................. 18 6.4 Freight ........................................................... 19 2.0 Bid Procedures and Instructions ................... 8 2.1 Submission of Bid .................................................. 8 2.2 Calendar of Events ............................................. 8 2.3 Format of Bid ..................................................... 8 2.3.1 Signed Request for Bid Sheet ...................... 8 2.3.2 Standard Terms and Conditions for State of Wisconsin Printing ......................... 9 2.3.3 Additional Information ................................ 9 2.3.4 Cost Information ......................................... 9 2.4 Incurring Costs ................................................... 9 2.5 Required Samples ............................................... 9 2.6 Questions .......................................................... 10 2.8 News Releases .................................................. 10 7.0 Cost Information ............................................. 20 8.0 Required Forms .............................................. 20 3.0 Bid Acceptance, Review and Award ............ 11 3.1 Bid Opening ..................................................... 11 3.2 Bid Acceptance ................................................. 11 3.3 Bid Review ....................................................... 11 3.4 Notification of Intent to Award ........................ 11 9.0 Special Terms and Conditions ...................... 21 9.1 Components of Bid and Contract ..................... 21 9.2 Subcontracting .................................................. 21 9.3 Evidence of Quality .......................................... 21 9.4 Green Certification ........................................... 21 9.5 Evaluation Period ............................................. 21 9.6 Renewal of Contract ......................................... 21 9.6.1 Wage Rate Adjustments ............................ 21 9.7 Reports, Record-Keeping, and Record Retention .............................................. 22 9.8 Force Majeure .................................................. 22 9.9 Security & Confidentiality of Materials ........... 22 4.0 Technical Requirements................................ 12 4.1 Quality Standards ............................................. 12 4.2 Electronic Communications ............................. 12 4.3 Equipment Requirements ..................................... 12 4.4 Required Software ............................................ 12 4.4.1 Required Software ......................................... 12 4.5 Required Equipment ......................................... 12 4.5.1 Required Production Equipment ................... 13 10.0 Understanding the Price Charts ............... 23 10.1 Price Chart Outline ........................................... 23 10.2 Text Charts ....................................................... 23 10.3 Cover Price Charts ........................................... 24 10.4 Miscellaneous Operations Chart....................... 24 10.5 Press Charts ...................................................... 25 10.6 Base Hourly Rates ............................................ 25 5.0 Performance Requirements .......................... 14 5.1 Quantities ......................................................... 14 5.2 Standard Sizes .................................................. 14 5.3 Artwork Files .................................................... 14 5.4 Paper ............................................................ 14 5.4.1 Agency Furnished Paper ........................... 14 5.4.2 Printer Furnished Paper ............................. 14 5.4.3 Recycled Paper .......................................... 14 Page 2 Request for Bid 28089-GME Class 3 Printing of Book Publications of Bound & Collated Work 35.01 (3) Class 3 — All book printing required for state agencies, not otherwise classified, except university press publications and technical or semi-technical journals of the University of Wisconsin System, the Wisconsin Magazine of History, and books of the historical society. OFFICIAL REPORTS; CLASS 3 PRINTING 35.26 Official reports. (1) Every report submitted under s. 15.04 (1) (d) shall set forth all receipts and disbursements in full and in detail. At the same time at which a report is submitted under s. 15.04 (1) (d), it shall be presented by its author to the department as printer’s copy. No report shall contain any advertising matter nor any copying of the session laws or statutes of this state, except minor extracts explanatory of and incorporated in the text. (2) Before filing any report its author shall carefully edit the same and strike therefrom all journals and minutes of proceedings and all correspondence, petitions, orders and other documents or writings whose substance can be briefly stated, consolidate, so far as practicable, statistical tables and strike out all matter which is not important information concerning public affairs. (3) Sufficient copies of official reports shall be supplied by the publishing state agencies to the department for distribution in accordance with s. 35.84. (4) The costs of reports authorized by ss. 35.26 to 35.28 shall be charged to the requisitioning agency. History: 1971 c. 42; 1977 c. 196 s. 131; 1979 c. 34; 1983 a. 36. BOOK PUBLICATIONS; CLASS 3 PRINTING 35.29 Books, pamphlets and magazines. (1) State agencies may order printed such materials as may be necessary for the proper administration of their offices, subject to distribution and sales regulations provided in this chapter and determinations of the department under s. 16.82 (4) (b). Unless otherwise provided by law, state agencies may make free distribution of such materials or may fix and collect a charge therefor, not to exceed cost, including distribution cost as determined under s. 35.80. (1m) No state agency may distribute any materials printed under sub. (1) directly to any member of the legislature, except in the manner provided in this subsection. If a state agency wishes to make available any materials under sub. (1) to members of the legislature, the agency shall send a notice to all members briefly describing the materials. If a member notifies the state agency that the member wishes to receive a copy of specified materials, the agency may then distribute the materials to that member. (2) Upon receiving the necessary printer’s copy the department shall order printing as follows: Of the opinions of the attorney general, not more than 1,000 copies; and of the decisions of the public service commission, not more than 500 copies. History: 1971 c. 40 s. 93; 1971 c. 125, 164; 1973 c. 90; 1977 c. 29 s. 1654 (9) (g); 1979 c. 34; 1981 c. 347; 1983 a. 524; 1995 a. 27. Definitions of Terminology For the purposes of this Request for Bid and resulting Contract(s), the following definitions of terms shall apply, unless otherwise indicated: Agency Authorized User Bid Bid Rate Bidder Broker Business Days Contractor Contract Manager Department DPI Flat means an office, department, agency, institution of higher education, association, society or other body in state government created or authorized to be created by the constitution or any law, which is entitled to expend moneys appropriated by law, including the legislature and the courts, but not including an authority. means any state agency, University of Wisconsin campus, or other state or local public body authorized to use statewide contracts, as established in §§ 16.70 (1b), (1e), (2), (4) and (8), 16.73 and 66.0301 of the Wisconsin Statutes and § PRO-D-30 of the State Procurement Manual. means a price quotation specifically given to a prospective purchaser by a prospective seller; a bid is an offer to sell. means the percentage submitted by the bidder becomes the Bid Rate of the Price Charts. -- offer price for work: to offer to do a piece of work for a specific price "bidding for the contract" means a person or firm which submits a competitive bid in response to requests for bids. is someone that acts as an agent for others, as in negotiating contracts, purchases, or sales in return for a fee or a commission. means Monday through Friday 8:00 AM to 4:00 PM excluding state furlough and holidays. means any person, or entity providing equipment, materials, supplies, contractual services to a contracting agency of the State. is the designated Bureau of Procurement staff personnel. means Department of Administration means Dots Per Inch means offset or digital printing Page 3 Request for Bid 28089-GME FOB Destination FTP (File Transfer Protocol) Lithographic Lowest responsible bidder Offset printing Lot Purchase Card PMS Preflight Procurement Procuring agency RFB RIP Specification State Class 3 Printing of Book Publications of Bound & Collated Work means seller retains title and control of goods until they are delivered and the contract of carriage has been completed. The seller selects the carrier and is responsible for the risk of transportation. The seller is responsible for filing claims for loss or damage. is a standard for transferring files over the Internet. FTP programs and utilities are used to upload and download electronic files such as: web pages, graphics, and other files from your hard drive to a remote server which allows FTP access. is a method for printing using a metal plate with a completely smooth surface. means the person or firm submitting the competitive bid with the lowest price that meets the specifications contained in the requests for bids. In establishing the lowest responsible bidder, all of the following factors may be considered: (a) The financial ability to provide the services required or to complete the contract; (b) The skill, judgment, experience, and resources to complete the contract; (c) The necessary facilities, staff, personnel, and equipment to complete the contract; (d) The demonstrated ability to satisfactorily perform the work or provide the materials in a prompt, conscientious manner; (e) The demonstrated ability to comply in situations where the award is contingent on special considerations subject to the nature of the services or contract required; and (f) Any other factor determined to be relevant in assessing the bidder’s ability to supply as required. (Adm. 6.01 (9)) is a commonly used printing technique where the inked image is transferred (or "offset") from a plate to a rubber blanket, then to the printing surface. When used in combination with the lithographic process, which is based on the repulsion of oil and water, the offset technique employs a flat (planographic) image carrier on which the image to be printed obtains ink from ink rollers, while the non-printing area attracts a water-based film (called "fountain solution"), keeping the non-printing areas ink-free. is defined by the size, number of inks, and quantity of the order. Lots are designated with a letter such as A, B, C and D. See page 4 and the Price Charts. means State of Wisconsin VISA payment card program. Pantone Matching System (inks) is a term used in the industry to describe the process of confirming that the digital files required for the printing process are all present, valid, correctly formatted, and of the desired type. means the process of obtaining goods, including all activities from the planning process, preparation, and processing of a requisition, through receipt and approval of the final invoice for payment. means the state agency which conducts the purchasing transaction. (Request for Bids) means all documents used for soliciting bids. Raster Image Processor: A computer that accepts digital files and creates a print-ready file. means a description of what the procuring agency requires and, consequently, what a bidder must offer to be considered for an award. A specification may be a description of the physical or functional characteristics, or of the nature of a supply. It may include a description of any requirement for inspecting, testing, or preparing a supply item for delivery, the necessary performance criteria, and a description of the procedures to be followed when submitting and evaluating bid. means State of Wisconsin Page 4 Request for Bid 28089-GME Class 3 Printing of Book Publications of Bound & Collated Work 1.0 Introduction and Purpose 1.1 Purpose of the Request for Bids The purpose of this document is to provide interested parties with information to enable them to prepare and submit a bid for Class 3 Printing of Publications, Bound and Collated. 1.2 Reasonable Accommodations The Department shall provide reasonable accommodations, including the provision of informational material in an alternative format, for qualified individuals with disabilities upon request. If you think you need accommodations at a bid opening/bidder conference, contact Gail Endres at 608-264-7658 (voice) or Email – [email protected] 1.3 Scope This Request for Bid shall result in four statewide contracts for the printing of bound and/or collated publications of 8 pages and up in 4 page increments. The contracts include sizes from 5.5” x 8.5” up to 9” x 12” formats and quantities from 500 to 30,000 copies. See Section 1.6. Page counts and quantities over the maximum amount listed in Lots 3B and 3D may be negotiated between the awarded bidder and ordering agency based on the pricing and terms governing the resulting contract. When ordering “other than standard sizes” agencies must call for a pre-order price quote, see Section 5.3 Standard Sizes. Price quotes for a nonstandard size, need to follow the Class 3 Price Charts that most suits that size and pagination on press. 1.3.1 Description of Lots This bid and resulting contract is constructed in four (4) Lots; 3A, 3B, 3C, and 3D. Lots are based on the number of inks, number of pages, and quantities within each Lot. Throughout this document and in the Class 3 Price Charts, reference shall be made to these Lot designations. Lots # of Pages Quantities # of Inks Text Pages # of Inks Covers 3A 8—48 500—10,000 1 and 2 only Up to 5 color 3B 8—48 10,100—30,000 1 and 2 only Up to 5 color Includes perfect binding 52—144 500—30,000 1 and 2 only Up to 5 color 3C 8—48 500—10,000 3 and 4 colors Up to 5 color 3D 8—48 10,100—30,000 3 and 4 colors Up to 5 color Includes perfect binding 52—144 500—30,000 3 and 4 colors Up to 5 color All printing on this contract is by the sheet fed lithographic process on both coated and uncoated papers. Also included are bindery operations such as collating, saddle-stitching, and perfect binding. All Lots include other finishing operations such as scoring, perforating, and drilling. Other forms of bindery may be subcontracted i.,e., spiral, comb and double wire loop and must be ordered with a pre-order price quote through the resulting contracts but is not required. All chart prices are based on the submission of electronic files. 1.4 Bidder Qualifications All bidders shall have been providing/performing print production as state in Section 1.3 above, for a minimum of five (5) years and meet all of Sections 4 Technical, 5 Performance, and 6 Support Requirements listed in this bid document. “s. 35.56(4) The specifications shall provide that all work will be performed within the plant of the contract printer unless excepted by the department.” 1.5 Overview of Procuring Agencies The Department of Administration performs administrative and executive functions for the State of Wisconsin. The Division of Enterprise Operations, State Bureau of Procurement shall manage the resulting contract. All State of Wisconsin Executive branch agencies, as defined by State Statutes, shall be using the resulting contracts. Authorized User; includes any state agency, University of Wisconsin campus, or other state or local public body authorized to use statewide contracts, as established in ss. 16.70 (1b), (1e), (2), (4) and (8), 16.73 and 66.0301 of the Wisconsin Statutes and PRO-D-30 of the State Procurement Manual. 1.6 Contract Length The resulting contract shall be for one-year with the option of two (2) one-year renewals by mutual consent. The submitted Bid Rates shall remain unchanged during each one-year period and all of the Class 3 Price Charts shall remain unchanged during the life of the contract. Page 5 Request for Bid 28089-GME Class 3 Printing of Book Publications of Bound & Collated Work 1.7 Method of Award Bidders may compete for one or multiple Lots. The award(s) shall be to the lowest responsive, responsible bidder within each Lot 3A, 3B, 3C and 3D Price Charts who meet the requirements stated in this document. The lowest bidder for each Lot is based on the Percent of Base Prices. Verification of responsible bidder(s) shall include reviewing results of past awards to the vendor by the State of Wisconsin in terms of quality of work and timeliness of delivery. This contract shall not be awarded to a broker per s.35.56 (4). Before the award of any Contract, DOA shall be satisfied that the Bidder has sufficient qualified resources available for performing the work described in this bid. It is the Bidder’s responsibility to acquaint DOA with these qualifications by submitting appropriate documentation as requested or through the references. All specifications are defined as mandatory minimum requirements unless otherwise noted. For a bidder to be considered, the bidder must meet all requirements listed. If no bidder is able to meet a requirement, the state may drop that requirement or award to the bidder that most closely meets the requirement. Prior to the award the State reserves the right to conduct an on-site visit of the apparent winning bidder’s facility previous to contract signing. This on-site visit shall be conducted during regular hours of operation at a time and date mutually agreed to. 1.8 Termination and Cancellation 1.8.1 Termination for Cause The State of Wisconsin may terminate the Contract after providing the Contractor with 30 calendar days written notice of the Contractor’s right to cure a failure of the Contractor to perform under the terms of this Contract. The Contractor may terminate the Contract after providing the State 120 calendar days’ notice of the State’s right to cure a failure of the State to perform under the terms of the Contract. Upon the termination of the Contract for any reason, or upon Contract expiration, each party shall be released from all obligations to the other party arising after the date of termination or expiration, except for those that by their terms survive such termination or expiration. 1.8.2 Termination for Convenience Either party may terminate the Contract at any time, without cause, by providing a written notice; the State by providing at least 30 calendar days’ notice to the Contractor, and the Contractor providing at least 120 calendar days’ notice to the State in advance of the intended date of termination. In the event of termination for convenience, the Contractor shall be entitled to receive compensation for any fees owed under the Contract. The Contractor shall also be compensated for partially completed services. In this event, compensation for such partially completed services shall be no more than the percentage of completion of the services requested, at the sole discretion of the State, multiplied by the corresponding payment for completion of such services as set forth in the Contract. Alternatively, at the sole discretion of the State, the Contractor may be compensated for the actual service hours provided. The State shall be entitled to a refund for goods or services paid for but not received or implemented, such refund to be paid within 30 days of written notice to the Contractor requesting the refund. 1.8.3 Termination for Change In Law This Contract may be terminated either by mutual agreement or at the discretion of the State following any amendment to, or judicial interpretation of, Federal or State law that:  Renders performance, enforcement or compliance with the totality of the Contract impossible, patently unreasonable, or unnecessary  Renders accomplishment of the Contract’s objectives impossible, patently unreasonable, or unnecessary. 1.8.4 Contract Cancellation The State of Wisconsin reserves the right to cancel the Contract in whole or in part without penalty if the Contractor:  Breaches or defaults an obligation under the Contract as follows:  Fails to perform any material obligation required under the Contract;  Files a petition in bankruptcy, becomes insolvent, or otherwise takes action to dissolve as a legal entity;  Allows any final judgment not to be satisfied or a lien not to be disputed after a legally-imposed, 30-day notice;  Makes an assignment for the benefit of creditors; Page 6 Request for Bid 28089-GME         Class 3 Printing of Book Publications of Bound & Collated Work Fails to follow the sales and use tax certification requirements of s. 77.66 of the Wisconsin Statutes; Incurs a delinquent Wisconsin tax liability; Fails to submit a nondiscrimination or affirmative action plan as required herein; Fails to follow the nondiscrimination or affirmative action requirements of subch. II, Chapter 111 of the Wisconsin Statutes (Wisconsin’s Fair Employment Law); Becomes a federally debarred Contractor; Is excluded from federal procurement and non-procurement Contracts; Fails to maintain and keep in force all required insurance, permits and licenses as provided in the Contract; Fails to maintain the confidentiality of the State’s information that is considered to be Confidential Information, proprietary, or containing Personally Identifiable Information, or Contractor performance threatens the health or safety of a State or municipal employee. 1.9 VendorNet Registration Only vendors registered on the VendorNet system shall receive official notice for this solicitation. The information and bidder notification service is available to all businesses that want to sell to the state. Anyone may access VendorNet on the Internet at http://vendornet.state.wi.us/vendornet/default.asp A registration guarantees the seller shall receive an email message each time a state agency issues a request for bid or a request for proposal in their designated commodity/service area(s) with an estimated value over $25,000. 1.10 Estimated Volume The numbers below were calculated from Vendor submitted reports. The State does not guarantee any minimum or maximum volumes on this contract. Below are the number of contract orders and total costs for calendar year 2011 with discounts included: Lot # of Orders Cost 3A 64 $ 64,378.26 3B 33 $119,762.61 3C 87 $132,260.67 3D 18 $104,883.85 TOTALS 202 $421,385.39 Page 7 Request for Bid 28089-GME Class 3 Printing of Book Publications of Bound & Collated Work 2.0 Bid Procedures and Instructions 2.1 Submission of Bid Bidders must submit an original hardcopy of all materials listed on the Bidder Check List of documents required for acceptance of their bid by the deadline shown below. BIDS MUST BE SEALED IN AN ENVELOPE OR BOX AND ADDRESSED to one of the following: USPS ADDRESS COMMON CARRIER ADDRESS Department of Administration Department of Administration RFB #28089-GME RFB #28089-GME Division of Enterprise Operations Division of Enterprise Operations Bureau of Procurement Bureau of Procurement P. O. Box 7867, 6th Floor 101 E. Wilson Street, 6th Floor Madison, WI 53707-7867 Madison, WI 53703-3405 Bids must be received and date and time stamped in the State Bureau of Procurement office prior to the stated bid opening time. Bids are due on August 1, 2012, 2:00 PM CT. Bids not so stamped shall be considered late. Late or faxed bids shall not be accepted. Receipt of a bid by the State mail system does not constitute receipt of a bid by the State Bureau of Procurement office, for purposes of this request for bid. All bids must be packaged, sealed, and show the following information on the outside of the package:  Bidder's Name and Address  Request for Bid Title  Request for Bid Number  Bid Due Date In submitting a bid, the bidder is stipulating that the response is compliant with the terms and conditions of this bid and any supplements or revisions thereof. 2.2 Calendar of Events Listed below are important dates and times by which actions related to this Request for Bids (RFB) must be completed. Bid Release July 2, 2012 Questions Due by July 13, 2012 Answers Released July 16, 2012 (tentative) Bids Due by August 1, 2012, 2:00 pm CT 2.3 Format of Bid Bidders responding to this RFB should thoroughly read the bid document and comply with all of the requirements. All documents must be received by the department no later than the due date listed in Section 2.1. 2.3.1 Signed Request for Bid Sheet Include here the signed Request for Bid sheet (bid cover sheet) DOA-3070 for submittal of a bid. Bids submitted in response to this RFB must be signed by the person in the vendor's organization who is responsible for the decision as to the prices being offered in the bid or by a person who has been authorized in writing to act as agent for the person responsible for the decision on prices. Bidders are to fill in a Bid Rate on the Request for Bid Form (DOA-3070) for as many Lots of the contract as are appropriate to the bidder's ability to perform the work in that Lot. See Section 7 Cost Information for instructions. Bidders should make copies of the RFB form for each Lot. Bids may be made at base, percentage above or below base, or no bid. This becomes the contract Bid Rate for that Lot, which remains unchanged through the entire oneyear contract period. The Bid Rate applies to all prices on the Class 3 Price Charts in this request for bid and/or contract. The Class 3 Price Charts are the reference point the State has established for pricing of Class 3 Printing. Along with these charts are the Base Hourly Rates of Wisconsin State Printing. The Base Hourly Rates include the assigned hourly rates, time allotted for setups and run speeds of various pieces of equipment. All Class 3 Price Charts are built on these calculations. Page 8 Request for Bid 28089-GME Class 3 Printing of Book Publications of Bound & Collated Work By submitting a signed bid, the vendor's signatories certify that in connection with this procurement: 1. the vendor's organization or an agent of the vendor's organization has arrived at the prices in its bid without consultation, communication or agreement with any other respondent or with any competitor for the purpose of restricting competition, 2. the prices quoted in the bid have not been knowingly disclosed by the vendor's organization or by any agent of the vendor's organization and shall not be knowingly disclosed by same, directly or indirectly, to any other respondent or to any competitor, and 3. no attempt has been made or shall be made by the vendor's organization or by any agent of the vendor's organization to induce any other person or firm to submit or not to submit a bid for the purpose of restricting competition. 2.3.2 Standard Terms and Conditions for State of Wisconsin Printing The Standard Terms and Conditions for State of Wisconsin Printing (form DOA-3604 attached) shall govern this bid and subsequent contract awards. Vendors must accept these terms and conditions. Submission of any vendor terms as a substitute for language in these Standard Terms and Conditions is not a sufficient response to this requirement and may result in rejection of the vendor's bid. The State reserves the right to negotiate contractual terms and conditions other than those in the State of Wisconsin Printing Standard Terms and Conditions form (DOA-3604) when it is in the best interest of the State to do so. This does not mean that bidders may take exception to mandatory bid requirements and specifications. 2.3.3 Additional Information The Bidder Checklist and all forms and/or documents listed on the checklist associated with this bid document must be completed and returned with the bid submission. Omission of any one of these required forms/documents may be cause for rejection of your bid. Alteration of or failure to complete any of the required forms shall be grounds for rejection of your bid. Include here the completed Vendor Information, Vendor Reference, Designation of Confidentiality, Wage Information, Purchase Card Information, Subcontractor form, and any other forms required in this bid. Include printed Samples your company is bidding on and label which Lot the sample represents. Include all additional information that shall be essential to an understanding of the bid. Alteration of or failure to complete any of the required forms shall be grounds for rejection of your bid. 2.3.4 Cost Information Bidders must submit percentage of Base Prices per the instructions on DOA-3070 Request for Bid cover page. Bidders may submit percentages for any combination of Lots A, B, C and D. No alternate cost formats shall be accepted. Submitted Percent of Base Prices becomes FIRM, which remain unchanged through the one-year contract term. All costs for furnishing the product(s) and/or service(s) included in the bid shall be in accordance with the terms and conditions in this RFB must be included. Alteration of or failure to complete any of the required forms shall be grounds for rejection of your bid. See Section 7 In submitting a bid, the bidder is stipulating that the response is compliant with the terms and conditions of this bid and any supplements or revisions thereof. 2.4 Incurring Costs The State of Wisconsin is not liable for any cost incurred by a vendor in the process of responding to this RFB. 2.5 Required Samples All bidders must supply one (1) sample of each size listed for each Lot your company is bidding and as described in this RFB. Samples for each Lot shall be clearly marked by Lot, see chart on the next page. All samples supplied by the bidder must have been produced in the bidder’s plant on their own equipment during the twelve (12) months prior to submission of the bid. These samples shall be used to verify compliance of each bidder. Bids submitted without samples shall be rejected. Page 9 Request for Bid 28089-GME Class 3 Printing of Book Publications of Bound & Collated Work Lot # of Pages Size Binding # of Inks Text pages # of Inks Covers 3A 8—48 5.5 x 8.5 Saddle Stitch 1 and 2 only Up to 5 color 3A 8—48 6x9 Saddle Stitch 1 and 2 only Up to 5 color 3A 8—48 8.5 x 11 Saddle Stitch 1 and 2 only Up to 5 color 3B 8—48 8.5 x 11 Saddle Stitch 1 and 2 only Up to 5 color 3B 52—144 5.5 x 8.5 Perfect Bound 1 and 2 only Up to 5 color 3B 52—144 8.5 x 11 Perfect Bound 1 and 2 only Up to 5 color 3C 8—48 5.5 x 8.5 Saddle Stitch 3 and 4 colors Up to 5 color 3C 8—48 8.5 x 11 Saddle Stitch 3 and 4 colors Up to 5 color 3C 8—48 6x9 Saddle Stitch 3 and 4 colors Up to 5 color 3D 8—48 5.5 x 8.5 Saddle Stitch 3 and 4 colors Up to 5 color 3D 52—144 6x9 Perfect Bound 3 and 4 colors Up to 5 color 3D 52—144 8.5 x 11 Perfect Bound 3 and 4 colors Up to 5 color Following award of this RFB, the samples provided by the successful bidder shall be used as the quality standard for this contract and a measure of all work produced. Samples shall remain with the RFB file. 2.6 Questions Any questions concerning this RFB shall be submitted in writing on or before July 13, 2012, 3:00 PM either by Email: [email protected] or USPS to: Gail Endres State Bureau of Procurement 101 E. Wilson St, 6th floor P.O. Box 7867 Madison, WI 53707-7867 Bidders are expected to raise any questions, exceptions they have concerning this request for bid prior to this date. If a bidder discovers any significant ambiguity, error, conflict, discrepancy, omission or other deficiency in this document, the bidder must notify the above named individual of such error by the above date and request clarification of the request for bid document. In the event it becomes necessary to provide clarifying data or information, or to revise any part of this request for bid, addenda or revisions shall be provided to all recipients of this initial request for bid through the VendorNet website. No clarifications or revisions shall be made by telephone. From the date of release of this RFB, until a Letter of Intent is issued, all contacts with Department of Administration Personnel regarding this RFB shall be made through the Bureau of Procurement in the Division of Enterprise Operations. Violation of this condition may be considered sufficient cause for rejection of a bid, irrespective of any other considerations. Each bid shall stipulate that it is predicated upon the terms and conditions of this RFB and any supplements or revisions thereof. 2.8 News Releases News releases, information sheets or advertising concerning this contract shall not be done without the permission of the State. Page 10 Request for Bid 28089-GME Class 3 Printing of Book Publications of Bound & Collated Work 3.0 Bid Acceptance, Review and Award 3.1 Bid Opening Bids shall be opened on August 1, 2012, 2:00 PM CT at 101 E. Wilson St., 6th floor, Madison, WI. Names of the bidders may be read aloud at that time. 3.2 Bid Acceptance Bids which do not comply with instructions or are unable to comply with specifications contained in the RFB shall be rejected by the State. The State retains the right to accept or reject any or all bids, or accept or reject any part of a bid deemed to be in the best interest of the State. The State shall be the sole judge as to compliance with the instructions in this RFB. 3.3 Bid Review Bids shall be reviewed by the State to verify that they meet all specified requirements in this RFB. This verification may include contacting references furnished in this bid, requesting reports on the financial stability, and conducting site visits.  All requirements in this RFB are mandatory.  The requirements must be met at no additional cost to the State.  Conditions of the contract that include the word “must” or “shall” describe a mandatory requirement.  All specifications are defined as mandatory minimum requirements unless otherwise stated.  Failure to meet a mandatory requirement will disqualify your bid.  This RFB document, any amendments, addenda and the awarded bidder(s)’ response as accepted by the State shall become the contract. 3.4 Notification of Intent to Award Any bidders, who respond to this RFB with a bid, shall be notified in writing of the State's award of the contract as a result of this RFB. After notification of the intent to award is made, and under the supervision of agency staff, bids shall be available for public inspection from 8:00 a.m. to 3:00 p.m. at 101 E. Wilson St., 6th floor, Madison WI 53703. Bidders should schedule reviews with Gail Endres at (608) 264-7658 to ensure that space is available for the review. Page 11 Request for Bid 28089-GME Class 3 Printing of Book Publications of Bound & Collated Work 4.0 Technical Requirements All requirements in this section are mandatory. 4.1 Quality Standards Jobs on this contract may include, but are not limited to, the following characteristics: 1. 50% or greater ink coverage on 1 or 2 color work 2. three (3) or more colors 3. reverses out of large solid areas 4. duotones and large screened areas 5. line screen greater than 150 lines per inch 6. special printing techniques such as double bumping, ghosting bars or dry trapping. The State requires all work performed on this contract to be of excellent quality, conforming to these quality criteria: 1. Inking must be consistent and uniform throughout in color strength and density. 2. Accurate registration consistent with sheetfed offset lithography work. 3. Correct ink match to specified PMS colors. 4. Halftones must be clean and crisp, with consistent quality at 133 screen line on uncoated stock and 150 screen line on coated stock. 5. Four-color process printing must match the contract color proof calibrated to press. 6. Folding and binding must be square and accurate with alignment of printing across gutters within industry standard. 7. Finishing operations must be clean and applied correctly. 8. Cutting and trimming must be square, clean and correctly aligned and positioned. The awarded bidder must employ industry standard process controls to ensure and maintain quality printing. These controls include the regular use of quality measurement tools on press sheets, such as registration targets, star or slur targets and color bars, consistent use of densitometry throughout the prepress and press processes, prepress and press calibrations, and use of color corrected lighting in press and proofing areas. Additional controls include proper control of humidity and temperature in all production and work staging areas, paper storage in temperature and humidity controlled areas and cleanliness of work areas. 4.2 Electronic Communications The awarded bidder must have email capabilities and file transfer protocol (FTP) web server. 4.3 Equipment Requirements Required equipment must be installed and operational in the awarded bidder’s plant twelve (12) months prior to the time of bid submission. 4.4 Required Software The awarded bidder shall have, and be proficient in the use of, the current version of Adobe InDesign software on PC and MAC platforms. Awarded bidder(s) must be able to scan and edit photo originals and digital files and place into the document. 4.4.1 Required Software The State currently uses publishing software that includes but is not limited to the following and will continue to update software throughout the term of the contract:  Quark Xpress  Adobe InDesign  Adobe Pagemaker  Adobe Acrobat  Adobe Photoshop  MicroSoft Word  Adobe Illustrator  MicroSoft Excel The awarded bidder must be able to work with electronic files created in these applications. 4.5 Required Equipment All production equipment used to fulfill this contract must be submitted on your in-house equipment list, see Bidder Checklist. All bidders must supply samples of bound publications described in this RFB, see Section 2.6. Required equipment must be installed and operational in the awarded bidder’s plant twelve (12) months prior to the time of bid submission. Page 12 Request for Bid 28089-GME Class 3 Printing of Book Publications of Bound & Collated Work 4.5.1 Required Production Equipment Imagesetter The awarded bidder must have in their plant a plate output device that meets or exceeds the specifications listed within this document. Scanner The awarded bidder must have in their plant a scanner that meets or exceeds the specifications listed within this document. Plating Surface offset lithography press plates shall be made in-house by the bidder for the presses required and used on each Lot. Proofing The awarded bidder is required to have the following proofing capabilities to accommodate as large as the largest finished flat size in each Lot including bleeds, color bars and trim marks.  Imposition Proofing required on all Lots.  Color Contract Proof: It is required that the contract color proof be calibrated to the press and color matched on press.  PDF Proofs via Email Sheet fed Offset Presses Required presses vary with each Lot. In-line aqueous and varnish coating equipment is required on all of the Lots for Class 3 Printing. Lot Minimum Required Press 3A 2 color 20 x 26 5 color 20 x 26 3B 2 color 28 x 40 5 color 20 x 26 3C 5 color 20 x 26 3D 5 color 28 x 40 Bindery Ability to saddle-stitch, side-stitch and loose collate are required on all Lots. Lots 3B and 3D also require perfectbinding. Lot Required Equipment All Lots: Saddle stitch binding equipment, with a minimum of 6 stations, cover insertion station and integral 3-knife trimmer. 3B and 3D: Hot glue perfect binder with minimum 10 stations, cover insertion station and integral 3-knife trimmer. Folding Ability to fold 4, 8 and 16 page signatures; appropriate to the Lot being bid. Other folds such as parallel, right angles and gate folds as well as scoring and perforating may be required. Folder must be able to fold the largest sheet size required in each Lot. Lot Required Fold 3A and 3C 4 and 8 page signatures 3B and 3D 4, 8, and 16 page signatures Drilling  One head power drill  Three head power drill Other Finishing Equipment  Off line scoring machine  Letterpress scoring press  Off line saddle staple folding (recommended)  Shrink Wrap Cutter  Power cutter  Size: minimum 25” Page 13 Request for Bid 28089-GME Class 3 Printing of Book Publications of Bound & Collated Work 5.0 Performance Requirements All requirements in this section are mandatory. 5.1 Quantities The bid is for all quantities from 500 through 30,000 in increments of 100. Each awarded Lot is assigned specific quantities and page counts as shown in Section 1.3.1. The price charts are based on run charges per one thousand Quantities under the minimum or over the maximum in Lots 3B and 3D are allowed when not covered by another Lot of this contract but require prior negotiation with the awarded bidder before submission of a purchase order. This is an exact count contract with no underruns allowed. With agency agreement, overruns may be delivered at up to 3% on orders up to 10,000 and up to 1% on orders over 10,000. In the case of underruns, agencies may require an order be placed back on the press, at no additional charge to the agency or the agency may accept lower quantity at a negotiated price. 5.2 Standard Sizes 5-1/2 x 8-1/2 6x9 8-1/2 x 11 9 x 12 If an agency orders books in a 6 x 9 format, the 5-1/2 x 8-1/2 charts shall be used for pricing. In the case of a 9 x 12 format 8-1/2 x 11 price charts should be used. These formats shall require larger parent paper stock. The ordering agency must contact the awarded bidder to confirm the correct size of stock before placing the stock order, especially if the 6 x 9 or 9 x 12 text pages have any bleeds. 5.3 Artwork Files Electronic files shall be submitted with each purchase order. Awarded bidder is required to return original files at no charge. Upon request the printer must return final printer files to the ordering agency. Awarded bidder may not charge for returning of electronic files during the life of the contract. 5.4 Paper Coated and uncoated papers may be used on this contract in weights from 50 lb. offset (.0035) through 12 point cover (.012). Stocks outside of these parameters may be negotiated between the bidder and the State Agency. 5.4.1 Agency Furnished Paper Paper for this contract shall be furnished by the agency on an individual order basis through the State’s paper contract. The awarded bidder is required to safely store and protect from damage all agency furnished paper. All agency furnished paper stored with the awarded bidder is subject to certification of paper inventory to establish the correct paper count. The State’s Printing Grade Paper Contract states that the “State shall not be responsible for charges incurred as a result of defective paper.” The printing bidder is required to report and file any paperwork necessary for claims due to defective paper with the paper bidder. It is the responsibility of the paper and printing bidders to work out resolutions to problems and to keep the ordering agency and the Contract Manager informed of proposed remedies. A copy of the Printing Grade Paper Contract is available on the State’s VendorNet system or by request through the Bureau of Procurement. 5.4.2 Printer Furnished Paper The awarded bidder may be asked to furnish paper on any order, at the agency’s discretion. Awarded bidder may charge no more than 10% over actual cost. A copy of the printer’s paper invoices may be requested by the ordering agency or the Contract Administrator. 5.4.3 Recycled Paper State agencies are required to use recycled papers whenever possible. Recycled paper shall meet the definitions and minimum content recommendations in the EPA Comprehensive Procurement Guidelines issued October 2007. (www.epa.gov/osw) 5.5 Inks Black, varnishes, process and all PMS colors must be available. All price charts are built with black as the first color. Additional charges for washups and the additional cost of PMS inks are included in the price charts. There is no wash-up charge for black ink. Page 14 Request for Bid 28089-GME Class 3 Printing of Book Publications of Bound & Collated Work 5.5.1 Special Inks Special inks such as metallic’s, fluorescents and tinted varnishes may be required on the covers of this contract and a price up charge is included in the Additionals’ section of the Cover Price Charts. 5.5.2 Coatings for Covers Varnish, aqueous, UV, and lamination coatings are required on this contract. Varnish and Aqueous coatings shall be priced as an “Additional Color” from the cover price charts included in this bid. UV and lamination coating may be subcontracted and shall be priced by the awarded bidder on a pre-order price quote basis. Subcontracted work may be billed at no more than 10% above actual cost. See Section 7.2 Subcontracting 5.5.3 Vegetable Oil-Based and Laser Compatible Inks Agencies may request vegetable oil-based or laser compatible inks on individual orders at no additional cost to the agency. 5.6 Proofs and Press Checks A proof appropriate to the job shall be specified by the ordering agency on the print order supplement. The awarded bidder MUST include an approval form with each proof. A prepress proof is any proof made using ink jet, toner, or dyes, as compared to a press proof printed using ink. Also, a press check is an event at which make-ready sheets from the press are examined before authorizing full production to begin. 5.6.1 Proofs The pricing charts are based on the following three proofing levels: A. Imposition Proof These are plotter type proofs. These proofs shall be supplied trimmed, backed-up, collated and folded to show the actual trim of final bound product. Color breaks may be shown by a variety of methods but may not reflect actual color. B. Contract Color Proof A color proof, which is calibrated to the production press and shows the color that shall be matched on press. C. PDF Proofs (After RIP) Electronic post RIP PDF proofs must be furnished at an agency’s request at no additional charge. Agencies may request this proof additionally with other types of proofs. Definition: PDF: Portable Document Format; a format from Adobe that enables a document to be distributed on different systems while preserving the layout (PDF). D. Alterations When alterations have been requested in writing by the ordering agency, pricing for RIP time from the Base Hourly Rates chart shall be used. Awarded bidder must submit the amount of time used to do the alterations on the invoice as a separate line item and the Bid Rate shall apply. Bidders must submit the types of in-house proofing equipment on their equipment list required with this bid. Awarded bidder(s) shall be required to submit samples of proofs that shall be used on this contract. 5.6.2 Press Checks When press checks are requested, the ordering agency shall so state on the print order supplement and shall be priced at a 1/4 hour increment at the State’s published rates for the appropriate press with the Bid Rate applied. See Section 4 in Base Hourly Rates. Press checks should be scheduled during the normal daytime shift unless otherwise agreed to by the agency. Arrangements should be made at least 24 hours in advance and confirmed the day of the press check. Failure to adhere to the schedule by either party may lead to additional charges. If an Agency representative is more than 1 hour late, the bidder may charge for down press time at the State’s published rates for the appropriate press with the Bid Rate applied. If the bidder is more than 1 hour late with the scheduled press check the State may assess charges in the form of remedies and damages. See Section 11 Remedies and Damages in the Standard Terms and Conditions. 5.7 Bindery Collating, Saddle-Stitching, and Perfect Binding are required on this contract. Spiral, wire-o, comb and tape binding may be ordered on this contract and are subject to a pre-order price quote. See Section 9.2 Subcontracting. Page 15 Request for Bid 28089-GME Class 3 Printing of Book Publications of Bound & Collated Work 5.8 Finishing Finishing operations required on this contract include but are not limited to; folding, scoring, die-cutting, foil stamping, embossing, drilling, paper banding, and any other finishing operations requested by an agency. Specialty finishing’s may be subcontracted with a pre-order price quote. See Section 7.2. When adding a cover you must use the stitching setup and run charges for an additional 4 pages. Example: when printing a cover plus 24 pages of text, use the saddle-stitcher setup and run for 28 pages. 5.8.1 Folding Standard folding is required on all Lots of this contract. The vendor must be able to fold parallel and right angle folds on the largest sheet size in the awarded Lot. All other special folds must be on a pre-order price quote. 5.8.2 Scoring Scoring and perforating shall be required on some orders and may be done using one of the two following methods depending on the requirements of the job:  Saddle-stitcher or folder scoring may be used if it eliminates cracking or other issues.  Letterpress scoring/perforations shall be required for perfect bound covers and may be needed on some saddlestitched covers. This scoring/perfing may be sublet but shall be priced from the price charts with the Bid Rate applied. See Section 7.2 Subcontracting. 5.8.3 Die Cutting, Foil Stamping and Embossing Die cutting, foil stamping and embossing are required on this contract. These operations may be subcontracted and charged at no more than 10% above actual cost. 5.8.4 Drilling Drilling is required on this contract. Bidder must have ¼”, 5/16”, and 3/8” capabilities. Pricing is outlined in the Miscellaneous Operations price chart. 5.8.5 Other Finishing Operations Other finishing operations may be subcontracted such as spiral, comb, and wire-o binding may be requested on this contract. The awarded bidder and the ordering agency should negotiate these operations and are subject to a pre-order price quote and charged at no more than 10% above actual cost. 5.9 Packaging Packaging requirements are explained in Section 8 of the Standard Terms and Conditions attached to this bid. Shrinkwrapping, may be requested. The charges for special packaging requirements are shown on the Miscellaneous Operations price chart. Other special packaging needs may be required and are subject to a pre-order quote. Page 16 Request for Bid 28089-GME Class 3 Printing of Book Publications of Bound & Collated Work 6.0 Support Requirements All requirements in this section are mandatory. 6.1 Services Required The awarded bidder is required to provide the following services for each purchase order submitted on this contract: 1. any discrepancies with electronic files, purchase orders, and/or print order supplements the awarded bidder must contact the agency prior to proceeding with production 2. preflight must be performed within 48hours of receipt of electronic files 3. to produce the type of work described in the contract, as ordered by the agency 4. to provide all materials and services required by the order 5. to cover shipping, insurance, and other costs incidental to and necessary for proofing, manufacturing and delivering the printed product, returning artwork and samples with invoices 6. to store and archive electronic files for the duration of the contract 7. to write to an electronic medium, the final printer files during or at the end of the contract term upon request of a state agency. Within 180 day after the final contract term, a written request may be issued by a state agency to request these files. 6.1.1 Customer Service and Responsiveness Customer service and responsiveness are critical to this contract. The successful bidder is required to: 1. Respond to inquires within four (4) hours after a call is placed by an ordering agency 2. Acknowledge orders, as described in the Standard Terms and Conditions for State of Wisconsin Printing 3. Notify agencies of scheduling problems within four (4) hours and 4. Facilitate press checks when requested. 6.2 Using the Contract 6.2.1 Ordering and Invoicing A. Ordering Method Orders shall be issued by individual state agencies or universities using an official State Purchase Order and a Class 3 print order form, DOA-3077. s.35.53 Orders shall be issued in compliance with all requirements included in the State of Wisconsin Procurement Manual, PRO-J series. B. Lot Determination The ordering agency shall select a contract Lot based on the number of pages, the number of ink colors, and quantity. In the case of reprints, the ordering agency shall use the same method even if the quantity forces a change of awarded bidder. C. Pricing All jobs shall be priced from the Price Charts included in this bid request. In cases where the price charts have no provision for pricing i.e.; tabbing, special folds, etc. costs shall be negotiated between the ordering agency and the awarded bidder with a pre-order price quote. D. Invoicing Invoicing shall be in accordance with Section 10, Invoicing in Standard Terms and Conditions for State of Wisconsin Printing, January, 2002. A separate invoice with samples of completed work for each individual order must be sent directly to the ordering agency promptly after the job is delivered. Invoices presented for payment must be submitted in accordance with instructions contained on the purchase order, including reference to purchase order number and submittal to the correct billing address for processing. Invoices shall not be dated as received or processed for payment until all accompanying items required are received by the state. Vendor invoices shall be submitted within 30 days of delivery. Invoices for purchase orders shall contain complete and accurate information. All vendor invoice discounts for quick payment must be extended to the State of Wisconsin. The vendor shall be paid after the following has been provided:  confirmation of receipt of delivery,  receipt of an invoice with samples that meet the requirements set forth. Failure to meet contract requirements may result in affected agency or campus withholding payment. E. Payments State authorized print buyers shall audit invoices and approve them for payment only if the invoice complies with the specifications, purchase order, and samples of the completed job. See Section 10: Invoicing and Payments in the Standard Terms and Conditions for State of Wisconsin Printing, January, 2002. Page 17 Request for Bid 28089-GME Class 3 Printing of Book Publications of Bound & Collated Work The State of Wisconsin shall pay properly itemized and submitted invoices within thirty (30) days of receipt providing goods have been delivered and accepted as specified. A payment may be in the form of a written check or purchase card payment. The State has implemented a Purchase Card program to reduce the volume of hardcopy payment checks that are processed from invoices. While some agencies will continue to use a check payment process for invoices with this contract, some agencies may choose to establish use of the Purchase Card method for payments. NO orders shall be accepted without an official state purchase order form. All bidders are required to accept the State Purchase Card system as a payment option Awarded bidders are not allowed to charge additional costs for use of the purchasing card. 6.3 Production Schedule Agencies shall request delivery dates using the following delivery schedules, based on the Lot and quantity. Agencies are encouraged to confirm a production schedule with the awarded bidder before placing critical orders. 6.3.1 Printer Acknowledgement Awarded bidders should acknowledge receipt of an order. Awarded bidder is required to acknowledge an order within 48 hours if they cannot make the production schedule set forth on the purchase order. Failure to do so binds the awarded bidder to the schedule. 6.3.2 Proof Time Allowances Proofing time of four(4) working days for Lot 3A and 3C and five(5) working days for Lots 3B and 3D is allowed, which begins the day the good files are received by the bidder. The final day is the date the proof is received by the Agency. The awarded bidder must report any file problems to the ordering agency within the first working day of receiving files. Shipping of the proof should be at the end of the next to last working day to allow the Agency to receive the proof by the final day. The schedule may require overnight shipment of proofs on the part of the awarded bidder and the agency. The awarded bidder shall pay for shipping proofs to the agency. The cost of shipping the proof back to the awarded bidder shall be paid by the agency. The awarded bidder must take into consideration in their bid the cost of shipping proofs to the agency for next-day delivery (e.g. UPS Next Day, Federal Express). Agencies shall return proofs via the same method, when necessary to meet the production schedule. If the agency’s files requires extensive alterations due to improper preparation or require extensive proof alterations a new production schedule must be negotiated with the bidder. 6.3.3 Standard Production Time Allowances Production Time begins with the return of the approved proof, with delivery on the last production day. Quantity Page Count Up to 10,000 up to 48 pages 6 days Up to 10,000 52 or more 8 days More than 10,000 up to 48 pages 7 days More than 10,000 52 or more Other Sublet Finishing Production Time 10 days Negotiated 6.3.4. Scheduling Exceptions Delivery schedules of less than the Standard Production Time Allowance must be negotiated between the agency and the awarded bidder prior to the issuance of an order. The agency and awarded bidder should agree on additional charges that may be incurred before an order is placed. The awarded bidder shall also notify the agency immediately when problems occur in the plant that shall affect delivery so alternative measures can be taken. Unless the agency is properly notified, the awarded bidder is obligated to complete each order on time. Orders delivered late are subject to late delivery charges described in Section 11 of Standard Terms and Conditions for State of Wisconsin Printing. The charge for late delivery is not more than 5% per working day. Page 18 Request for Bid 28089-GME Class 3 Printing of Book Publications of Bound & Collated Work 6.4 Freight The Bid Rate includes delivery F.O.B. Destination-Inside Door to Wisconsin destinations, for one delivery point per order. The exact location shall be specified on the purchase order. Orders with additional delivery points beyond one major destination may be shipped prepaid with actual freight charges for the additional locations added to the invoice. Freight bills must accompany the invoice. All pricing includes delivery FOB Destination-Inside Door to multiple destinations in Wisconsin. The State shall not be liable for delays and expenses incurred for failure to do so. FOB Destination means: The awarded bidder retains title and control of goods until they are delivered and the contract of carriage has been completed. The awarded bidder selects the carrier and is responsible for the risk of transportation. The awarded bidder is responsible for filing claims for loss or damage. Page 19 Request for Bid 28089-GME Class 3 Printing of Book Publications of Bound & Collated Work 7.0 Cost Information Vendors must fully complete DOA-3070 form per the instructions on that form. Bidders are to submit pricing on the form provided. Alteration of or failure to complete any of the required forms shall be grounds for rejection of your bid. Include here the signed Request for Bid sheet (bid cover sheet) DOA-3070 for submittal of a bid. Bids submitted in response to this RFB must be signed by the person in the vendor's organization who is responsible for the decision as to the prices being offered in the bid or by a person who has been authorized in writing to act as agent for the person responsible for the decision on prices. Bidders are to fill in a Percent of Base Prices (Bid Rate) on the Request for Bid Form (DOA-3070) for as many Lots of the contract as are appropriate to the bidder's ability to perform the work in that Lot. Bidders should make copies of the RFB form for each Lot. Bids may be made at base, percentage above or below base or no bid. This becomes the contract Bid Rate for that Lot, which remains unchanged through the entire one-year contract period. The Bid Rate applies to all prices on the Class 3 Price Charts in this request for bid and/or contract. Submitted Percent of Base Prices becomes FIRM Bid Rate, which remains unchanged through the one-year contract term. All costs for furnishing the product(s) and/or service(s) included in the bid shall be in accordance with the terms and conditions in this RFB must be included. Alteration of or failure to complete any of the required forms shall be grounds for rejection of your bid. In submitting a bid, the bidder is stipulating that the response is compliant with the terms and conditions of this bid and any supplements or revisions thereof. The Class 3 Price Charts are the reference point the State has established for pricing of Class 3 Printing. Along with these charts are the Base Hourly Rates of Wisconsin State Printing. The Base Hourly Rates include the assigned hourly rates, time allotted for setups and run speeds of various pieces of equipment. All Class 3 Price Charts are built on these calculations. 8.0 Required Forms All of the following forms/documents must be completed and submitted in accordance with the instructions given in Section 2.3. Blank forms are attached in separate files on VendorNet. Omission of any one of these required forms/documents may be cause for rejection of your bid. 1. 2. 3. 4. 5. 6. 7. 8. 9. 10. 11. Bidder Check List DOA-3070 Request for Bid DOA-3477 Vendor Information DOA-3478 Vendor References DOA-3766 Vendor Purchasing Card Information DOA-3027 Designation of Confidential and Proprietary Information DOA-3543 Wage Information DOA-3478A SubContractor(s) In-house Equipment List Print Samples of quality work produced in-house Any green certifications or pending certifications in the industry Incurring Costs: The State of Wisconsin is not liable for any cost incurred by a bidder in the process of responding to this RFB. Page 20 Request for Bid 28089-GME Class 3 Printing of Book Publications of Bound & Collated Work 9.0 Special Terms and Conditions 9.1 Components of Bid and Contract All of the following items listed below are to be considered an integral part of this bid and the resulting contract or contracts:  Section 1 Introduction and Purpose  Section 2 Bid Procedures and Instructions  Section 3 Bid Acceptances, Review, and Award  Section 4 Technical Requirements  Section 5 Performance Requirements  Section 6 Support Requirements  Section 7 Special Terms and Conditions  Price Charts with Attachments  Standard Terms and Conditions for State of Wisconsin Printing, January 2002 9.2 Subcontracting The subcontracting of the prepress, press, and main bindery operations (saddle-stitching, folding, collating) is not allowed. Other bindery operations such as tabbing for mailing, special staple folding, die cutting, lamination, foil stamping, spiral, coil, tape, and comb binding may be allowed. If any allowable operation is subcontracted the bidder must submit a written document showing which operations shall be subcontracted and who shall be performing the operation. If the awarded bidder chooses to subcontract any operations, the awarded bidder is responsible for the performance and schedule of the subcontractor. The state shall not be liable for charges incurred due to the fault of a subcontractor. The awarded bidder may not transfer, assign, or subcontract any work without the prior consent of the state, nor may any of the work be performed outside of the awarded bidder's plant without advance approval by the State. Such approval shall be requested and approved in writing. 9.3 Evidence of Quality All bidders must supply samples of their work with their bid. These samples shall be used to evaluate the bidders. Bids submitted without samples may be rejected. Samples supplied by the bidder must have been produced in the bidder’s plant on the bidder’s own equipment during the six months prior to submission of the bid. Following award of the contract, the samples provided by the successful bidder shall be used as the quality standard for this contract and a measure of all work produced. Jobs produced below the standard of those documents agreed upon by the State and the awarded bidder as representative samples shall be reprinted at the awarded bidder’s expense, including the paper costs. 9.4 Green Certification It is expected that if a bidder has obtained or is in the process of obtaining any green certifications in the industry, that bidder shall send a copy of their certification(s) with this bid or on a separate sheet of paper explain the process in obtaining certification. 9.5 Evaluation Period This contract is subject to an initial ninety-(90) day evaluation period. If at the end of that time, the quality and/or responsiveness of the contractor are unacceptable according to the terms of this bid, the contract shall be canceled and awarded to the next lowest responsible bidder or rebid. Criteria that will be evaluated are: timely delivery, customer service, problem resolution and responsiveness. 9.6 Renewal of Contract If mutually agreeable to the awarded bidder and the State, the contract may be renewed for two (2) additional one-year periods. The prices submitted in each Price Chart shall remain unchanged during each one-year term of the contract. Rates and conditions must remain unchanged during any renewal period unless a wage rate adjustment is requested and then approved by the State Bureau of Procurement. Any new or updated Green Certifications may be requested at this time. 9.6.1 Wage Rate Adjustments Wage rate adjustments are allowed at the contract renewal period. One-half of one-percentage of change in the average wage rate is allowed and may be applied to the Bid Rate. Allowable adjustments are effective at the renewal date of the contract and do not apply to orders written before the effective date of change. The awarded bidder must submit a current wage statement with any request for adjustment and must supply more wage information if requested. See the Data Sheet—Wage Information form (DOA-3543) for complete information. Page 21 Request for Bid 28089-GME Class 3 Printing of Book Publications of Bound & Collated Work “ss. 35.56 (2) The specifications shall include a provision that the contract price shall be adjusted as affected by an increase or decrease in the printers’ wage scale, providing no adjustment shall take effect before 3 months of a new contract period has elapsed.” 9.7 Reports, Record-Keeping, and Record Retention The winning bidder must establish and maintain records of all State expenditures incurred under this contract in accordance with generally accepted accounting principles as promulgated by the American Institute of Certified Public Accountants. The State Bureau of Procurement and/or any designated bureau representative may request reports. The bidder shall be required to maintain records documenting contract performance. Awarded bidders are required to furnish quarterly (3-month) reports that contain a detailed description of each order produced under the contract to the State Bureau of Procurement. These reports shall be due by the 15th of the following month in an electronic data base format compatible with MS Excel and shall include: 1. Order entry date 2. ordering agency 3. Job title 4. Lot designation 5. Delivery date 6. Quantity 7. Number of ink colors 8. Number of sides printed 9. Paper used, furnish by vendor or provided by state agency 10. Total job dollar amount Duly authorized representatives of the State and the Wisconsin Legislative Audit Bureau shall have the right to audit, review, examine copy and transcribe any pertinent records or documents relating to any contract resulting from this RFB. The bidder shall retain all documents associated with this contract for a period of not less than four (4) years after final payment is made. Failure to complete one or all of the required reports shall be grounds for cancellation of the contract. 9.8 Force Majeure Neither Party shall be considered in breach of this Agreement for its failure to perform or its delay in the performance of any obligation hereunder, except for the State’s obligations to pay amounts due hereunder, if the performance of such obligation is prevented or delayed by fire, flood, explosion, war, insurrection, embargo, governmental actions or requirements, military authority, act of God, shortages in the marketplace or any other event beyond the reasonable control of that Party. Awarded bidder and State agree to take prompt reasonable actions to minimize the effects of any such event or circumstances. 9.9 Security & Confidentiality of Materials The awarded bidder (contractor) agrees to take and maintain all measures necessary to ensure the security and confidentiality of materials used in the development of and works produced or printed under this contract and the materials they are printed on or made from. The awarded bidder agrees to shred and destroy all waste or excess material used in producing work under this contract or work not accepted by the Department, to prevent their use by another or in any other manner not expressly authorized by the Department. The awarded bidder agrees that upon failure to fully comply with this paragraph, the awarded bidder shall reimburse the Department any costs incurred by it in recovering materials or work or ensuring against its unauthorized use. The awarded bidder further agrees to pay the Department the face value, or other value ascribed the work by the Department, for work completed but not delivered or otherwise disposed of or accounted for to the satisfaction of the Department. Page 22 Request for Bid 28089-GME 10.0 Class 3 Printing of Book Publications of Bound & Collated Work Understanding the Price Charts The attached price charts are the basis used to price orders for state printing. The Bid Rate applies to all charts in the Lot, including the Miscellaneous Operations Chart, and the Base Hourly Rates included with this document. 10.1 Price Chart Outline The price charts are broken into the following Lots and are based on the number of inks, number of pages, and run length of each order: Text Covers Lot No. of Pages Quantities No. of inks No. of inks 3A 8—48 500—10,000 1 and 2 only Up to 5 color 3B 8—48 10,100—30,000 1 and 2 only Up to 5 color 52—144 500—30,000 1 and 2 only Up to 5 color 3C 8—48 500—10,000 3 and 4 colors Up to 5 color 3D 8—48 10,100—30,000 3 and 4 colors Up to 5 color 52—144 500—30,000 3 and 4 colors Up to 5 color Each Lot is broken down into the following charts: A. Text Charts for 5-1/2 x 8-1/2, 6 x 9, 8-1/2 x 11, and 9 x 12 for the ink colors appropriate to the Lot. B. Cover Charts for 5-1/2 x 8-1/2, 6 x 9, 8-1/2 x 11, and 9 x 12 books in 1 through 4 ink colors. C. Miscellaneous Operations Charts for items not covered in the Text or Cover charts. D. Press Charts that are the basis for the pricing on the Text Charts. If an agency orders books in a 6 x 9 format, the 5-1/2 x 8-1/2 charts shall be used for pricing. In the case of a 9 x 12 format 81/2 x 11 price charts should be used. These formats shall require larger parent paper stock. The ordering agency must contact the awarded bidder to confirm the correct size of stock before placing the stock order, especially if the 6 x 9 or 9 x 12 text pages have any bleeds. A separate Excel spreadsheet contains the Base Hourly Rates charts that are the basis for all pricing. The Text, Cover, and Miscellaneous Operations Charts shall be used by the ordering agency to price jobs. The Press and Base Hourly Rate Charts are for reference and can be used by the bidder as a comparison to the bidder’s hourly rates. 10.2 Text Charts The Text charts are used to price text sections of the book or self cover books. The charts are based on the number of ink colors indicated in the “ink color” box in the upper section of each chart. The first column of the chart indicates the number of pages for the text section of the book or the total book in the case of a self cover. The next two columns of the charts show the setup and run per thousand and include all prepress , press, cutting, and folding but does not include binding, proofing, or stock costs. In all cases, the ink is based on black or black plus the number of additional ink colors. Bleeds are included in the Text Charts. The Additional for Color Ink at the bottom of column two is the charge for substituting a color other than black and is for extra clean up time. This total cost is allowed for all orders regardless of how the original art is furnished unless the order is an exact rerun. Columns four and five show the amount of paper allotted for the job for both set up and run per thousand books. These figures include all necessary stock for press, cutting, folding, and binding operations. Columns six, seven, and eight; show the total cost of proofing for a imposition proof and a contract color proof, where applicable. Columns nine and ten show the set up and run per thousand charges for collating and saddle-stitching of books. When adding a cover you must use the stitching setup and run charges for an additional 4 pages. Columns eleven and twelve show the additional set up and run per thousand for perfect binding on books of 52 pages or more. You must add Columns nine and ten for collating signatures for perfecting bound books. These prices do not appear on price charts for books of 48 pages or less. Column thirteen is the deduction for an exact rerun of a book from standing electronic files. Page 23 Request for Bid 28089-GME 10.3 Class 3 Printing of Book Publications of Bound & Collated Work Cover Price Charts The Cover Price charts are included and common for all Lots. These charts are used to price four (4) page covers that are either on a different stock or different color configuration than the text section of the book. The Cover Price charts are the same for all Lots and are broken into seven sections: Description: This section denotes the Lot number, the finished and flat size of the cover, quantity range, number of colors and the press configuration that the chart is based on. All color designations are based on black ink as the first color. Colors other than black may be run and the additional cost is shown in the Additionals section. Since most jobs shall be either one sided or run work and turn, these two configurations are used to calculate the Base Prices. Additional for work and back configuration is shown in the Additionals section. Work and tumble configurations are priced as a work and turn. Base Prices: This section is pricing for the four main operations—Electronic Prepress, Film, Press and Cutting—that are allowed for each order. The total for these operations is shown at the bottom of this section. The deduction for these two cases is shown in the Deductions section. These prices are based on running text weight stock with no bleeds. Additionals: This section is the pricing for a variety of other operations that may be added to the base prices outlined in Base Price Section. Most of these operations are considered to be part of the makeready except where indicated by the “per M” designation. Other operations, common to all price charts, are priced in the Miscellaneous Operations Chart. Proofing: Shows pricing for imposition and contract color proofs appropriate for the job. Stitching/Collating: To bind by stapling sheets together where they fold at the spine, as compared to side stitch. Also called pamphlet stitch, saddle wire and stitch bind. Collate: To organize printed matter in a specific order as requested. Collating Marks: Specific marks on the back of signatures indicating exact position in the collating stage. Perfect Binding: To bind sheets that have been ground at the spine and are held to the cover by glue. Also called adhesive bind, cut-back bind, glue bind, paper bind, patent bind, perfecting bind, soft bind and soft cover. Deductions: These deductions are used when the state has an EXACT rerun (meaning no alterations) or the printer has existing plates for the order. Stock Usage: This is the stock that the state allows to run the order. All designations are in parent size sheets. These totals should be sufficient to run the job. If the printer purchases stock, the state shall pay for no more than what is allotted in this section. This section also shows the size of the parent sheet, the number of press sheets from the parent sheet, and the number of images out of the press sheet. Letterpress Scoring: Used to price orders where letterpress scoring is required. A machine makeready and a per rule makeready are included. It is assumed that the order shall be scored as a press sheet but the run per thousand rate is based on finished pieces. Additional stock is allotted for makeready and run waste and is indicated in parent sheets. 10.4 Miscellaneous Operations Chart The Miscellaneous Operations Chart is pricing that is common to all of the Lots. The Bid Rate applies to all of the pricing in this chart. Prepress: The state’s hourly rate for additional electronic prepress work that is not covered in the Lot Price Charts. This work may include alterations specified by the ordering agency, repair of bad files submitted by the agency or placement of graphics or other elements that are required for the order. In all cases the bidder must submit a time quote and receive an agreement from the ordering agency before proceeding with the work. Scanning: Prices for scanning requested by the ordering agency. Plate: Base film (DTP) pricing is included in the Lot Price Charts, however when additional films (DTP) are required due to alterations this pricing is used. Bidders using a digital proofing method or computer-to-plate system shall not be allowed additional film (DTP) charges. Padding: Padding may be requested by the ordering agency. In cases when chipboard is required, the bidder is expected to supply the chipboard and may charge the state for actual cost plus up to 10%. Page 24 Request for Bid 28089-GME Class 3 Printing of Book Publications of Bound & Collated Work Drilling: Drilling may be requested. Since this is a machine operation, a makeready and run per thousand charge are allowed. Additionals for more than three holes and cover stock are also shown. Packaging: Special packaging may be requested by the ordering agency and pricing is shown for these options. 10.5 Press Charts The Press Charts are the basis for the pricing and stock usage found in the Text Charts. These charts show the press configuration and press size that is used to calculate the production costs and stock allocated. The Press Chart can be used as a basis for comparison when bidding. 10.6 Base Hourly Rates This chart is the base pricing that all of the Lot Pricing Charts and the Miscellaneous Operations Chart are based on. It includes hourly rates for the various pieces of equipment, times for make-ready, and running speeds. The Base Hourly Rates are used to arrive at any pricing not included in the other price charts. Page 25