City Newsletter Printing and Mailing

Agency:	City of Kalamazoo
State:	Michigan
Type of Government:	State & Local
NAICS Category:	323111 - Commercial Printing (except Screen and Books) 323117 - Books Printing
Posted Date:	Jan 10, 2024
Due Date:	Jan 25, 2024
Solicitation No:	Reference number: 96600-001.0
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

Closing date January 25, 2024, 03:00 PM

Reference number 96600-001.0
Status Open
Summary The City of Kalamazoo (City) intends to enter into a contract with an experienced and qualified printing and mailing service company to provide newsletter printing, folding, and preparation for delivery to every household in the City of Kalamazoo via United States Postal Service (USPS).

96600-001.0 Bid Document (PDF, 565KB)

The City of Kalamazoo (City) intends to enter into a contract with an experienced and qualified printing and mailing service company to provide newsletter printing, folding, and preparation for delivery to every household in the City of Kalamazoo via United States Postal Service (USPS). The newsletter will be printed and delivered every other month (in March, May, July, September, and November 2024). In March and September, two (2) additional 11” x 17” pages will be printed, folded, bound, and inserted for delivery within the newsletter.

The City may wish to include inserts with other newsletter mailings in addition to those in March and September. If so, the City will obtain a separate quote for printing and related services as needed.

The City will provide the finished artwork to the vendor. The vendor will provide a PDF proof for approval before printing, and confirmation when newsletters have been printed and delivered to USPS.

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Department of Management Services

Purchasing Division

241 West South Street

Kalamazoo, MI 49007-4796

Phone: 269.337.8020

Fax: 269.337.8500

www.kalamazoocity.org

purchasing@kalamazoocity.org

INVITATION FOR BIDS (IFB)

The City of Kalamazoo, Michigan is soliciting sealed bids for:

Project Name: City Newsletter Printing and Mailing

Bid Reference #: 96600-001.0

IFB ISSUE DATE: January 10, 2024

BID DUE/OPENING DATE: January 25, 2024 at 3:00 p.m. Local Time (ET)

Facsimile Bids Will Not Be Accepted.

MAILING ADDRESS & INSTRUCTIONS

Mail to:

Purchasing Division

241 W. South Street

Kalamazoo, MI 49007

Questions about this IFB should be

directed to:

Department Contact: Neal Conway,

Communications Coordinator, at (269)

337-8080 or conwayn@kalamazoocity.org

Include on the Envelope the Project Name and Bid Reference Number. All Envelopes Must Be Sealed.

You are invited to submit a bid for this project. Specifications, terms, conditions, and instructions for

submitting bids are contained herein. This Invitation for Bids with all pages, documents and attachments

contained herein, or subsequently added to and made a part hereof, submitted as a fully and properly

executed bid shall constitute the contract between the City and the successful bidder when approved and

accepted on behalf of the City by an authorized official or agent of the City. Please review the bid

document as soon as possible and note the DEADLINE FOR QUESTIONS in the Instructions to Bidders.

All bidders shall complete and return the Bid and Award page(s) and submit all information requested

herein for a bid to be responsive. The bid document shall be returned in its entirety, in a properly identified

and sealed envelope to the Purchasing Division at the above address. BIDS MUST BE RECEIVED

BEFORE THE DUE DATE - LATE BIDS WILL NOT BE CONSIDERED. The City reserves the

right to postpone the bid opening for its own convenience.

SECTION

II.

III.

IV.

TABLE OF CONTENTS

PAGE #

Statement of No Bid

Instructions to Bidders

1–2

Bid & Award Pages

3–7

Indemnity & Insurance

8–9

Specifications

10 – 11

Terms & Conditions

12 – 16

APPENDICES

A – Non-Discrimination

CITY OF KALAMAZOO – INVITATION FOR BIDS

City Newsletter Printing and Mailing

STATEMENT OF NO BID

Bid Reference #: 96600-001.0

NOTE: If you DO NOT intend to bid on this commodity or service, please complete and return this

form immediately. Your response will assist us in evaluating all responses for this important project and

to improve our bid solicitation process.

The Purchasing Division of the City of Kalamazoo wishes to keep its bidders list file up to date. If, for any

reason you cannot supply the commodity/service noted in this bid solicitation, this form must be completed

and returned to remain on the particular bid list for future projects of this type.

If you do not respond to this inquiry within the time set for the bid opening date and time noted, we

will assume that you can no longer supply this commodity/service, and your name will be removed

from this bid list.

_____

Specifications too "tight", i.e., geared toward one brand or manufacturer only (explain

below).

_____

Specifications are unclear (explain below).

_____

We are unable to meet specifications.

_____

Insufficient time to respond to the Invitation for Bid.

_____

Our schedule would not permit us to perform.

_____

We are unable to meet bond requirements.

_____

We are unable to meet insurance requirements.

_____

We do not offer this product or service.

_____

Remove us from your bidders list for this commodity or service.

_____

Other (specify below).

REMARKS:__________________________________________________________________________

_____________________________________________________________________________________

SIGNED: _________________________________ NAME: __________________________________

(Type or Print)

TITLE: __________________________________ DATE: ___________________________________

FIRMNAME: _________________________________________________________________________

(If any)

ADDRESS: ___________________________________________________________________________

(Street address)

(City)

(State)

(Zip)

PHONE: _________________________________ FAX: ____________________________________

EMAIL: ______________________________________________________________________________

CITY OF KALAMAZOO – INVITATION FOR BIDS

Page 1

City Newsletter Printing and Mailing

Bid Reference No: 96600-001.0

SECTION I

INSTRUCTIONS TO BIDDERS

1. EXAMINATION OF BID DOCUMENT-Before submitting a bid, bidders shall carefully examine

the specifications and shall fully inform themselves as to all existing conditions and limitations. The

bidder shall indicate in the bid the sum to cover the cost of all items included on the bid form.

2. PREPARATION OF BID-The bid shall be legibly prepared in ink or typed. If a unit price or

extension already entered by the bidder on the Bid and Award form is to be altered, it shall be

crossed out and the new unit price or extension entered above or below and initialed by the bidder

with ink. The bid shall be legally signed and the complete address of the bidder given thereon.

All bids shall be tightly sealed in an envelope plainly marked SEALED BID and identified by

project name, bid opening date and time. Bids opened by mistake, due to improper identification,

will be so documented and resealed. The Purchasing Division will maintain and guarantee

confidentiality of the contents until the specified opening date and time. Bids submitted

electronically will not be accepted.

3. EXPLANATION TO BIDDERS-Any binding explanation desired by a bidder regarding the

meaning or interpretation of the Invitation for Bids (IFB) and attachments must be requested in

writing, at least 5 business days before the bid opening so a reply may reach all prospective

bidders prior to the submission of bids. Any information given to a prospective bidder concerning

the IFB will be furnished to all prospective bidders as an amendment or addendum to the IFB if

such information would be prejudicial to uninformed bidders. Receipt of amendments or addenda

by a bidder must be acknowledged in the bid by attachment, or by letter or fax received before the

time set for opening of bids. Oral explanation or instructions given prior to the opening will not be

binding.

4. CASH DISCOUNTS-Discount offered for payment of less than thirty (30) days will not be

considered in evaluating bids for award. Offered discounts of less than thirty (30) days will be taken

if payment is made within the discount period, even though not considered in evaluation of the bid.

5. WITHDRAWAL OF BIDS-Bids may be withdrawn in person by a bidder or authorized

representative, provided their identity is made known and a receipt is signed for the bid, but only if

the withdrawal is made prior to the exact time set for receipt of bid. No bid may be withdrawn for

at least ninety (90) days after bid opening.

6. ALTERNATE BIDS-bidders are cautioned that any alternate bid, unless specifically requested or

any changes, insertions or omissions to the terms and conditions, specifications or any other

requirement of this IFB may be considered non-responsive, and at the option of the City, result in

rejection of the alternate bid.

7. LATE BIDS-Any bid received at the office designated herein after the exact time specified for

receipt will not be considered. (Note: The City reserves the right to consider bids that have been

determined by the City to be received late due to mishandling by the City after receipt of the bid and

no award has been made.)

8. UNIT PRICES-If there is a discrepancy between unit prices and their extension, unit prices shall

prevail.

9. BID SUBMITTAL- Bidders can submit sealed bids in one of the following ways:

9.1. Mail your bid, to be received before the bid due date and time indicated in the bid

document, to the City of Kalamazoo at the following address:

CITY OF KALAMAZOO – INVITATION FOR BIDS

City Newsletter Printing and Mailing

Page 2

Bid Reference No: 96600-001.0

City of Kalamazoo

Purchasing Division

241 West South Street

Kalamazoo, MI 49007

9.2. Deliver your bid to City Hall In-Person before the bid due date and time indicated in the

bid document.

9.3. Deliver your bid to the Treasurer’s Office Payment Drop Box located in the northwest

corner of City Hall (see photos below) before the bid due date and time indicated in the bid

document.

1. Open drop box located at City Hall.

2. Insert SEALED BID here.

10. BID TABULATIONS- The Purchasing Division makes an effort to post bid tabulations to the

City of Kalamazoo website within 24 hours after the bid opening date and time at:

https://www.kalamazoocity.org/bidopportunities. However, in certain cases the posting of the bid

tabulation may extend beyond the 24-hour window.

CITY OF KALAMAZOO – INVITATION FOR BIDS

City Newsletter Printing and Mailing

Page 3

Bid Reference No: 96600-001.0

SECTION II

BID AND AWARD

The undersigned having become thoroughly familiar with and understanding all the bid/contract documents

incorporated herein, agrees to provide City Newsletter Printing and Mailing services as specified to the City of

Kalamazoo for the prices as stated below:

ITEM DESCRIPTION

UNIT QTY UNIT PRICE TOTAL PRICE

Printing and Mailing of Newsletter EA

35,000 $______________ $______________

Printing and Mailing 2024 Total = Total Price x 5 Mailings = $

Additional Insert (two 11”x17”, folded, bound, inserted)

35,000 $______________ $______________

Additional Insert 2024 Total = Total Price x 2 Mailings = $

Alternate 1: Additional Insert (one 11”x17”, folded and inserted)

35,000 $______________ $______________

Alternate 1: Additional Insert 2024 Total = Total Price x 2 Mailings = $

Contact person for order releases shall be:

Name: ____________________________________

Phone: ______________________

Deviations:________________________________________________________________________________

_________________________________________________________________________________________

All prices quoted shall be in U.S. dollars.

Bidder/Contractor has examined and carefully studied the bidding documents and attachments, and acknowledges

receipt of the following addenda:

Addendum No:

_________ __________ __________ __________ __________

Dated:

_________ __________ __________ __________ __________

Bidder shall provide all the information as requested herein with their bid. Failure to do so and/or failure to

provide post-bid requested information may be cause for rejecting the bid as non-responsive.

By my signature below, I certify that the firm bidding on this contract, when making hiring decisions, does not

use a past criminal conviction as a bar to or preclude a person with a criminal conviction from being considered

for employment with the bidding firm unless otherwise precluded by federal or state law. I further certify that I

have read and agree to be bound by the provisions of the City’s Non-Discrimination Clause found in Appendix

A as updated by City Ordinance 1856.

Signed: ________________________________________ Name: _________________________________

Title: _________________________________________

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