REQUEST FOR PROPOSAL (RFP) Stationery Printing Services for The Woodlands Township

Post: Wednesday, August 17, 2011

The Woodlands Township (the Township) is requesting proposals for the following: (1) stationery order related to the Township’s future location, and (2) reprints of stationery, including special stationery items, business card shells, the overprints and reprints. Please note paper requirements as listed under Item #1 on the Specifications, Requirements and Bidder Acknowledgement Form and on Bid Form I. Representations of many stationery pieces are included, along with approved standards for logo size and colors. Please note The Woodlands Township logo is a registered trademark.

GENERAL SPECIFICATIONS:

• The Township expressly reserves the right to reject any and all bids in whole or in part; to accept any bids(s) that it determines shall best meet the Township’s goals, objectives, and standards, regardless of whether or not said bid is lowest; and to waive any non-material defect, informality, or irregularity in any bid or bidding procedure.

• Bid prices for the stationery order for the future location shall be firm and not subject to escalation through December 31, 2011.

• The stationery order for the future location shall be complete no later than September 30,

2011.

• Provide a guaranteed maximum price escalation (%) for reprints in 2012 and 2013.

• “Bid Documents” shall consist of: Request for Proposal for Stationery Printing Services, which includes minimum vendor insurance requirements; a Bidder Reference Form; the Bid Forms (I, II & III); the Specifications, Requirements and Bidder Acknowledgement Form; representations of many stationery pieces and approved standards for logo size and colors.

• Bid Documents must be complete when submitted. All bids must be made on the Bid Forms; all blank spaces for bid prices must be filled in. On Bid Form I, you may bid on one, two or all three of the processes. The Bidder Reference Form must be completed, along with the Specifications/Requirements/Bidder Acknowledgement Form.

• The Township shall not be liable for any costs or expenses incurred by Bidders in responding

to this Request for Proposal, in preparing or completing the Bid Documents.

• Any conditional bid may be cause for rejection.

• Winning bid shall be based upon the following, in whole or in part: o Costs for stationery order for the new location o Costs for reprints over a two-year period o Guaranteed maximum price escalation (%) for reprints in 2012 and 2013 o Ability to meet delivery deadlines as required

• Successful bidder does not constitute that a letter agreement will be signed. The Township

President/General Manager must approve such letter agreement prior to execution.

• Questions regarding any term, condition or provision of the Bid Documents must be sent by the Bidder in writing, via email to Carolyn Pennell, The Woodlands Township Purchasing Manager at cpennell@thewoodlandstownship-tx.gov no later than 5 P.M. CST, Monday, August 22 2011. The Township may, but shall not be required to, respond to any Bidder questions submitted. Any response to Bidder questions shall be provided via email to the email address from which the question was originally sent. The Township reserves the right to amend or revise the Bid Documents in whole or in part as it deems necessary and without further notice to the Bidder. Any addenda, revisions or amendments to the Township Bid Documents shall replace the latest version of the Township Bid Documents and will be uploaded to the same location as the original Bid Documents on The Woodlands Township website, www.thewoodlandstownship-tx.gov.

• Bids must be submitted by mail, delivery service or hand-delivered; bids submitted via fax or e-mail will not be considered.

• All Bid Documents and any addenda thereto must be received by The Woodlands Township, Attn: Carolyn Pennell, 2201 Lake Woodlands Drive, The Woodlands, Texas 77380 no later than 4 P.M. CST on Friday, August 26, 2011.

REMAINDER OF PAGE INTENTIALLY LEFT BLANK

SPECIFICATIONS, REQUIREMENTS AND BIDDER ACKNOWLEDGMENT Stationery Printing Services

Bidder shall initial each space under the “Bidder Acknowledgement” column below to indicate

that he or she has read and fully comprehends each specification and requirement and will meet, conduct and perform each specification and requirement of this Acknowledgment and the Bid Documents exactly as provided therein. If the Bidder is unable or unwilling to meet such specification or requirement, he or she will notate and provide a clear description of any deviation from any such specification or requirement. Bidder acknowledges that the actual terms, conditions and provisions of the Stationery Printing Services letter agreement, if awarded, may differ from the specifications and requirements outlined below. Bidder shall execute and date the final page of this Acknowledgment once reviewed and initialed as required.

Item #

Specifications / Requirements / Acknowledgement Bidder’s

Acknowledgement INITIAL REQUIRED

Paper Specifications

1 Letterhead – 70# white – must contain at least 30% post consumer waste Tablets – 70# white – must contain at least 30% post consumer waste All other items: Desired weight is shown on Bid Form I; all must be white and include recycled content.

Business Card Overprints – Future Location

2 Bid Form I calls for BC overprints for 120 names x 500 BC per name; this is an estimate. The Township will provide the selected Vendor with all required information and the number of BC for each person (250 or 500).

Term of Letter Agreement and Timeline

3 The stationery printing order for the future location shall be ordered and received in 2011 at the prices Vendor provides on Bid Form I; reprints shall be ordered as needed in 2012 and 2013 and prices shall be those on Bid Forms II and III, times the maximum guaranteed price escalation (%) as shown on Bid Forms II and III if escalation is necessary.

4 Timeline:

• Bid Documents Questions Due Date – by 5:00 P.M. CST, Monday, August 22, 2011

• Bid Documents Due Date – 4:00 P.M. CST, Friday, August 26, 2011 • Vendor Selection Date – by Thursday, September 1, 2011 • Letter Agreement Commencement – To be determined by the

Township president/general manager

Communication

5 Though Vendor shall have one main contact with the Township, communication regarding the Stationery Printing Services may be with multiple staff members. Vendor, at Vendor’s sole cost and expense, shall be capable of timely receiving and reviewing communication by fax, web, email, or via phone call/message and shall be capable of timely replying to any such communication.

Insurance Requirements

6 Vendor shall provide the Township with acceptable proof of valid insurance which meets or exceeds the minimum insurance requirements as provided in the Minimum Vendor Insurance Requirements document attached.

Payment

7 Payments to Vendor shall be made by the Township within thirty (30) calendar days after receipt and review of invoices.

8 All invoices for the Stationery Printing Services shall include the following: Item Description, quantity, unit price, total amount.

9 No taxes shall be included in bid prices since the Township is exempt from all sales tax. The Township will provide Vendor with applicable proof of sales tax exemption.

Delivery

10 The Township is expected to move to the new location mid to the end of October 2011. The Township requires the stationery order be complete by September 30, 2011 and held at the vendor location until the move date draws closer. Details will be worked out between vendor and the Township regarding the exact date/time the order can be delivered to the new location.

Bid Evaluation

11 Evaluations of the bids shall be based on the criteria, in whole or in part:

• Costs for stationery order for the new location • Base costs for reprints in 2012 and 2013 • Guaranteed maximum price escalation (%)

for reprints in 2012 and 2013 • Ability to meet delivery deadline(s) as required

Bid Documents And Submissions

12 Bidder shall complete Bid Forms and submit to the Township by the Bid Documents Due Date as indicated under General Specifications and also under #2 Timeline above.

13 Bidder shall complete Bidder References Form, providing three (3) client references, and submit said form to the Township by the Bid Documents Due Date as indicated under General Specifications and also under #2 Timeline above.

14 Bidder shall complete this Acknowledgement Form initialing each block under “Bidder’s Acknowledgement”, sign in the signature section provided below and submit this form to the Township by the Bid Documents Due Date as indicated under General Specifications and also under #2 Timeline above.

I have read and completely understand the SPECIFICATIONS, REQUIREMENTS AND BIDDER ACKNOWLEDGMENT FORM and the Bid Documents and hereby affirm that I am able to and shall meet and perform each specification and requirement contained therein.

__________________________

DATE

__________________________

SIGNATURE

__________________________

PRINT/TYPE NAME

__________________________

TITLE

__________________________

COMPANY

__________________________

EMAIL

MINIMUM VENDOR INSURANCE REQUIREMENTS

Stationery Printing Services for The Woodlands Township

Vendor agrees to maintain the following coverage at no less than the limits indicated:

Worker’s Compensation Insurance Statutory

Employers Liability $100,000

Automobile Liability (Including Owned and Non-Owned autos)

Bodily Injury $250,000 each person

$500,000 each occurrence

Property Damage $100,000 each occurrence

Commercial General Liability

Combined Single Limits for Bodily Injury and Property Damage:

Each occurrence for premises/operations:

Broad form CGL liability coverage $1,000,000

Products/ Operations aggregate $1,000,000

Advertising Injury $1,000,000

General Aggregate $2,000,000

Umbrella Liability $1,000,000 each occurrence

$1,000,000 annual aggregate

$ 25,000 self insured retention

Vendor’s coverage must be written on an Occurrence (not claims made) basis with companies acceptable to the Township, must stipulate that no take-out endorsements are included on the General Liability policy, and each policy providing coverage hereunder shall contain provisions that no cancellation or material reduction in coverage in the policy shall become effective except upon thirty (30) days prior written notice thereof to the Township who shall be named as additional insured with respect to liability resulting from the performance of Work under this Agreement. There shall be no right of subrogation against the Township and this waiver of subrogation shall be endorsed upon the policies. Prior to the commencement of Stationery Printing Services, Vendor shall furnish certificates which shall identify the Township as an additional insured to the Purchasing Department, evidencing compliance with all requirements herein. The limits of such insurance shall in no way be construed as limiting Vendor’s obligation to completely defend, indemnify and hold harmless the Township.

BIDDER REFERENCES FORM

Stationery Printing Services

Please provide the following information for three (3) clients for whom you have provided stationery printing services within the past twelve (12) months. You may also attach to this Bidder References Form, any letters of recommendation from the below-named clients.

1. Agency/Company: ________________

Contact Name:

Contact Phone: __________________ Contact Email:

Brief Project Description: ________________________ ______

2. Agency/Company: ________________

Contact Name:

Contact Phone: __________________ Contact Email:

Brief Project Description: ________________________ ______

3. Agency/Company: ________________

Contact Name:

Contact Phone: __________________ Contact Email:

Brief Project Description: ________________________ ______

PAPER

PRINTING (4 COLOR PROCESS) Weight/color/recycled QTY PRICE QTY PRICE QTY PRICE - Letterhead w/full color logo (Box=500) 70# white recycled (30% PCW) 15,000 $ $ $ - #10 Envelopes w/full color logo (Box=500) Standard - recycled content 15,000 $ $ $ - Mailing Labels w/full color logo (8-up: 2-1/2" l x 4" w) (Box=800) Standard - recycled content 8,000 $ $ $ - A2 Fold Over Cards w/full color logo-center front (Box=250) 80# white cover recycled 2,500 $ $ $ - A2 Envelope w/return address on flap (Box=250) 60# white - recycled content 2,500 $ $ $ - Tablets w/full color logo and lines (50 sheets, 8" l x 6" w) 70# white recycled (30% PCW) 100 $ $ $ - Pocket Cards w/full color logo & lines (4-1/2" l x 2-3/4" w) 80# white card stock recycled 1,000 $ $ $ - Second Sheets (500 sheets/ream) 70# white - recycled content 15,000 $ $ $ - #10 Envelopes w/grayscale logo (Box=500) Standard - recycled content 12,000 $ $ $ - Window Envelopes w/grayscale logo (Box=500) Standard w/Security-recycled 5,000 $ $ $ - Business Card Shells w/full color logo 100# white cover recycled 75,000 $ $ $ - Business Card Overprints for (120) Names x 500 cards each $ $ $ - Set up Charges $ $ $ - Ink Charges $ $ $

TOTAL COST $ $ $

PAPER

COLOR COPYING Weight/color/recycled QTY PRICE QTY PRICE QTY PRICE - Letterhead w/full color logo (Box=500) 70# white recycled (30% PCW) 15,000 $ $ $ - #10 Envelopes w/full color logo (Box=500) Standard - recycled content 15,000 $ $ $ - Mailing Labels w/full color logo (8-up: 2-1/2" l x 4" w) (Box=800) Standard - recycled content 8,000 $ $ $ - A2 Fold Over Cards w/full color logo-center front (Box=250) 80# white cover recycled 2,500 $ $ $ - A2 Envelope w/return address on flap (Box=250) 60# white - recycled content 2,500 $ $ $ - Tablets w/full color logo and lines (50 sheets, 8" l x 6" w) 70# white recycled (30% PCW) 100 $ $ $ - Pocket Cards w/full color logo & lines (4-1/2" l x 2-3/4" w) 80# white card stock recycled 1,000 $ $ $ - Second Sheets (500 sheets/ream) 70# white - recycled content 15,000 $ $ $ - #10 Envelopes w/grayscale logo (Box=500) Standard - recycled content 12,000 $ $ $ - Window Envelopes w/grayscale logo (Box=500) Standard w/Security-recycled 5,000 $ $ $ - Business Card Shells w/full color logo 100# white cover recycled 75,000 $ $ $ - Business Card Overprints for (120) Names x 500 cards each $ $ $ - Set up Charges $ $ $ - Ink Charges $ $ $

TOTAL COST $ $ $

STATIONERY PRINTING FOR THE WOODLANDS TOWNSHIP - BID FORM I (Page 1 of 2)

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STATIONERY FOR FUTURE LOCATION

PAPER

WEB PRESS Weight/color/recycled QTY PRICE QTY PRICE QTY PRICE - Letterhead w/full color logo (Box=500) 70# white recycled (30% PCW) 15,000 $ $ $ - #10 Envelopes w/full color logo (Box=500) Standard - recycled content 15,000 $ $ $ - Mailing Labels w/full color logo (8-up: 2-1/2" l x 4" w) (Box=800) Standard - recycled content 8,000 $ $ $ - A2 Fold Over Cards w/full color logo-center front (Box=250) 80# white cover recycled 2,500 $ $ $ - A2 Envelope w/return address on flap (Box=250) 60# white - recycled content 2,500 $ $ $ - Tablets w/full color logo and lines (50 sheets, 8" l x 6" w) 70# white recycled (30% PCW) 100 $ $ $ - Pocket Cards w/full color logo & lines (4-1/2" l x 2-3/4" w) 80# white card stock recycled 1,000 $ $ $ - Second Sheets (500 sheets/ream) 70# white - recycled content 15,000 $ $ $ - #10 Envelopes w/grayscale logo (Box=500) Standard - recycled content 12,000 $ $ $ - Window Envelopes w/grayscale logo (Box=500) Standard w/Security-recycled 5,000 $ $ $ - Business Card Shells w/full color logo 100# white cover recycled 75,000 $ $ $ - Business Card Overprints for (120) Names x 500 cards each $ $ $ - Set up Charges $ $ $ - Ink Charges $ $ $

TOTAL COST $ $ $

STATIONERY PRINTING FOR THE WOODLANDS TOWNSHIP - BID FORM I (Page 2 of 2)

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STATIONERY FOR FUTURE LOCATION

QTY

PRINTING (4 COLOR PROCESS) 1,000 QTY PRICE QTY PRICE QTY PRICE

- Letterhead w/full color logo (Box=500) $ $ $ $ - #10 Envelopes w/full color logo (Box=500) $ $ $ $ - A2 Fold Over Cards w/full color logo-center front (Box=250) $ $ $ $ - A2 Envelope w/return address on flap (Box=250) $ $ $ $ - Second Sheets (500 sheets/ream) $ $ $ $ - #10 Envelopes w/grayscale logo (Box=500) $ $ $ $ - Window Envelopes w/grayscale logo (Box=500) $ $ $ $ - #9 Return Envelopes (Box=500) $ $ $ $ - Set up Charges - if applicable $ $ $ $ - Ink Charges - if applicable $ $ $ $

QTY

COLOR COPYING 1,000 QTY PRICE QTY PRICE QTY PRICE

- Letterhead w/full color logo (Box=500) $ $ $ $ - #10 Envelopes w/full color logo (Box=500) $ $ $ $ - A2 Fold Over Cards w/full color logo-center front (Box=250) $ $ $ $ - A2 Envelope w/return address on flap (Box=250) $ $ $ $ - Second Sheets (500 sheets/ream) $ $ $ $ - #10 Envelopes w/grayscale logo (Box=500) $ $ $ $ - Window Envelopes w/grayscale logo (Box=500) $ $ $ $ - #9 Return Envelopes (Box=500) $ $ $ $ - Set up Charges - if applicable $ $ $ $ - Ink Charges - if applicable $ $ $ $

QTY

WEB PRESS 1,000 QTY PRICE QTY PRICE QTY PRICE

- Letterhead w/full color logo (Box=500) $ $ $ $ - #10 Envelopes w/full color logo (Box=500) $ $ $ $ - A2 Fold Over Cards w/full color logo-center front (Box=250) $ $ $ $ - A2 Envelope w/return address on flap (Box=250) $ $ $ $ - Second Sheets (500 sheets/ream) $ $ $ $ - #10 Envelopes w/grayscale logo (Box=500) $ $ $ $ - Window Envelopes w/grayscale logo (Box=500) $ $ $ $ - #9 Return Envelopes (Box=500) $ $ $ $ - Set up Charges - if applicable $ $ $ $ - Ink Charges - if applicable $ $ $ $

2012 2013Guaranteed Maximum Price Escalation (%) % %

STATIONERY PRINTING FOR THE WOODLANDS TOWNSHIP - BID FORM II (Page 1 of 1)

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STATIONERY REPRINTS (Next page provides for special stationery items, BC shells with overprints and reprints)Paper requirements same as those specified on Bid Form I

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QTY800 QTY PRICE QTY PRICE QTY PRICE

- Mailing Labels w/full color logo $ $ $ $ (8 up; 2-1/2" l x 4" w) (Box = 800)

QTY25/ea QTY PRICE QTY PRICE QTY PRICE

- Tablets w/full color logo & lines $ $ $ $ (50 sheets, 8" l x 6" w)

QTY1,000 QTY PRICE QTY PRICE QTY PRICE

- Pocket Cards w/full color logo & lines $ $ $ $ (4-1/2" l x 2-3/4" w)

QTY5,000 QTY PRICE QTY PRICE QTY PRICE

- Business Card Shells w/Full Color Logo $ $ $ $

QTY QTY250 500

- Business Card Reprints per person $ $

QTY QTY250 500

- Business Card OverprintS-New Employee $ $

Set-Up / Ink Charges for Reprints and Overprints - if applicable $

2012 2013Guaranteed Max.Price Escalation (%) % %

STATIONERY PRINTING FOR THE WOODLANDS TOWNSHIP - BID FORM III (Page 1 of 1)

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SPECIAL STATIONERY ITEMS, BUSINESS CARD SHELLS, REPRINTS, OVERPRINTSPaper requirements same as those specified on Bid Form I

Notepad - 6" W x 8" H

281-210-3800 • www.thewoodlandstownship-tx.gov

printed on recycled paper

letterhead - 8.5" W x 11" H

2801 Technology Forest Boulevard • The Woodlands, Texas 77381 • 281-210-3800 • www.thewoodlandstownship-tx.gov

printed on recycled paper

#10 eNvelopes - color

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label (8-up) - 4" W x 2.5" H

2801 Technology Forest BoulevardThe Woodlands, Texas 77381

card - 5.5" W x 8.5" H (flat), 5.5" W x 4.25" H (folded)

www.thewoodlandstownship-tx.gov

printed on recycled paper

a2 eNvelope - 5.75" W x 4.375" H (folded)

2801 Technology Forest Boulevard • The Woodlands, TX 77381

Backside with Flap

pocket cards - 2.75" W x 4" H

www.thewoodlandstownship-tx.gov

#10 eNvelopes (plaiN & wiNdow) - grayscale

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busiNess cards - shells & overpriNts - 3.5" W x 2" H

The Woodlands ToWnship2801 Technology Forest Blvd. • The Woodlands, Texas • 77381

281-210-3800 • www.thewoodlandstownship-tx.gov

elena M. smithSenior Community Relations Specialist

p 281-210-3893 f 281-210-3963 c 832-585-4257

esmith@thewoodlandstownship-tx.gov

Blank Shell

The Woodlands ToWnship2801 Technology Forest Blvd. • The Woodlands, Texas • 77381

281-210-3800 • www.thewoodlandstownship-tx.gov

elena M. smithSenior Community Relations Specialist

p 281-210-3893 f 281-210-3963 c 832-585-4257

esmith@thewoodlandstownship-tx.gov

Overprint