26-034 2027 City of Pawtucket Calendar

CITY OF PAWTUCKET
REQUEST FOR PROPOSALS
26-034
2027 City of Pawtucket Calendar

Contents:
1.0 Bid/Solicitation Information
2.0 Instructions and Notifications to Bidders
3.0 Overview
4.0 Scope of Work
5.0 Insurance
6.0 Acknowledgement of Risk and Hold Harmless Agreement
7.0 Additional Insurance Requirements
8.0 Proposal Content and Organization
9.0 Evaluation Criteria
10.0 Miscellaneous
11.0 Bid Form
Appendix A Anti-Kickback Acknowledgement
Appendix B City of Pawtucket Purchasing Rules and Regulations and
Terms and Conditions of Purchase
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1.0 - Bid/Solicitation Information
Schedule
Pre-Bid/Proposal Conference: No Yes
The City of Pawtucket 2026 calendar is available for download here:
https://pawtucketri.gov/wp-content/uploads/2025/12/PAWTUCKET-2026-
CALENDAR.pdf
Requests for Further Information Deadline: August 6, 2026 @ 12:00 PM
Requests for information or clarification must be made electronically to the attention of:
Peter Wingate, Director of Purchasing
E-mail: pwingate@pawtucketri.gov
Mary Bourdeau, Administrative Assistant
Email: MBourdeau@pawtucketri.gov
Please reference the RFP / LOI number on all correspondence. Answers to questions
received, if any, will be posted on the internet as an addendum to this bid solicitation.
RFP Submission Deadline: August 13, 2026 @ 12:00 PM
Late submittals will not be considered.
Proposals must be mailed or hand-delivered in a sealed envelope marked with the
RFP/Bid # and Project Name to:
Pawtucket City Hall - Purchasing Office
137 Roosevelt Avenue
Pawtucket, RI 02860
Bids will be publicly opened on August 13, 2026 at 4:00 pm at a regularly scheduled
Purchasing Board Meeting located at 100 Freight Street, Pawtucket, RI
Bonds/Surety Required
Surety Bond: No Yes
If "Yes", Bidder is required to provide a bid surety in the form of a bid bond or certified
check payable to the City of Pawtucket in an amount not less than five percent (5%) of
the bid price.
Fidelity Bond: No Yes
Performance Bond: No Yes
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The successful bidder will be required to furnish all insurance documentation as outlined
in the attached Purchasing Rules & Regulations and General Terms & Conditions of
Purchase.
Miscellaneous
The bid process and resulting contract are subject to the Rules and Regulations and
General Terms and Conditions of Purchase. Submission of a bid in response to this
solicitation is acknowledgement and acceptance of these Rules and Regulations and
General Terms and Conditions of Purchase.
The City of Pawtucket reserves the right to award on the basis of cost alone, accept or
reject any or all bids, and to act in its best interest including, but not limited to, directly
negotiating with any vendor who submits a proposal in response to this RFP and to award
a contract based upon the results of those negotiations alone. Proposals found to be
technically or substantially non-responsive at any point in the evaluation process will be
rejected and not considered further. The City of Pawtucket may, at its sole option, elect
to require presentations(s) by bidders clearly in consideration for award.
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2.0 - Instructions and Notifications to Bidders
* It is the vendor's responsibility to examine all specifications and conditions
thoroughly, and comply fully with specifications and all attached terms and
conditions. Vendors must comply with all Federal, State, and City laws, ordinances
and regulations, and meet any and all registration requirements where required for
contractors as set forth by the State of Rhode Island. Failure to make a complete
submission as described herein may result in a rejection of the proposal.
* All costs associated with developing or submitting a proposal in response to this
Request, or to provide oral or written clarification of its content shall be borne by
the bidder. The City of Pawtucket assumes no responsibility for these costs.
* A submittal may be withdrawn by written request to the Purchasing Agent by the
proposer prior to the stated RFP deadline.
* Prior to the proposal deadline established for this RFP, changes may be made to
a proposal already received by the City if that vendor makes a request to the
Purchasing Agent, in writing, to do so. No changes to a proposal shall be made
after the RFP deadline.
* Proposals are considered to be irrevocable for a period of not less than ninety (90)
days following the opening date, and may not be withdrawn, except with the
express written permission of the Purchasing Agent. Should any vendor object to
this condition, the vendor must provide objection through a question and/or
complaint to the Purchasing Agent prior to the proposal deadline.
* All pricing submitted will be considered to be firm and fixed unless otherwise
indicated herein.
* The vendor has full responsibility to ensure that the proposal arrives at the
Purchasing Division Office prior to the deadline set out herein. The City assumes
no responsibility for delays caused by the U.S. Postal Service or any other delivery
service. Postmarking by the due date will not substitute for actual receipt of
response by the due date. Proposals arriving after the deadline may be returned,
unopened, to the vendor, or may simply be declared non-responsive and not
subject to evaluation, at the sole discretion of the Purchasing Agent. For the
purposes of this requirement, the official time and date shall be that of the
time clock in the City of Pawtucket's Purchasing Office.
* It is intended that an award pursuant to this Request will be made to a prime
contractor, who will assume responsibility for all aspects of the work. Joint venture
and cooperative proposals will not be considered, but subcontracts are permitted,
provided that their use is clearly indicated in the bidder's proposal, and the
subcontractor(s) proposed to be used are identified in the proposal.
* Bidders are advised that all materials submitted to the City of Pawtucket for
consideration in response to this Request for Proposals shall be considered to be
public records as defined in Title 38 Chapter 2 of the Rhode Island General Laws,
without exception, and may be released for inspection immediately upon request
once an award has been made.
* Vendors are responsible for errors and omissions in their proposals. No such error
or omission shall diminish the vendor's obligations to the City.
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* The City reserves the right to reject any or all proposals, or portions thereof, at any
time, with no penalty. The City also has the right to waive immaterial defects and
minor irregularities in any submitted proposal at its sole discretion. All material
submitted in response to this RFP shall become the property of the City of
Pawtucket upon delivery to the Purchasing Agent.
* There is no official, public opening of proposals. The City asks that companies
refrain from requesting proposal information concerning other respondents until an
intention to award is determined, as a measure to best protect the solicitation
process, particularly in the event of a cancellation or re-solicitation. Proposal
materials become public information only after a contract is awarded.
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3.0 - Overview
The City of Pawtucket is seeking a company to provide production of the City of
Pawtucket's 2027 Calendar. Desired services include graphic design, printing, binding &
delivery etc. The contract is for printing the 2027 City calendar, with two (2) optional one
(1) year renewals at the City's sole discretion.
4.0 - Scope of Work
I. Graphic Design
The following services will be required for the design, layout, copy editing and typesetting
of the 2027 calendar.
* Scanning and preparation for printing 12 color photos
* Scanning and preparation for printing 1 to 4 color photos for cover
* Design, layout and typesetting 28 pages plus front/inside and back/inside covers
and insert:
1. Design calendar layout to include City events and meetings, holiday icons,
recycle pickup icons, sponsor pages/sponsor logos and city write-ups on
monthly calendar pages, and descriptive copy
2. Cover design and ad design for sponsor ads, (2 12 inch by 2 12 inch).
3. Design of the Insert for City of Pawtucket Refuse and Recycling Calendar.
4. Proof of the printed calendar pages to the drafts submitted by the City for
accuracy.
5. Up to six meetings (on-site/phone/Zoom) may be required, at the City's sole
discretion, to review copy drafts.
6. Upon approval, provide to the City the finished design and layout of the
calendar on a disk or thumb drive in PDF by PM 6.5 or 7, or Indesign CS2 or
above.
* The City will attempt to have most, if not all, photos supplied to the contractor
in PDF format.
II. Printing
Price Term: FOB Destination
Quantity: 8,500
Size: Flat 12" x 18" Finished 9" x 12"
Bindery: Trim - Fold - Collate - Saddle stitch - 1 Hole Drill
Cover Stock: 80# Cover Coated Both Sides - front cover bleeds
3/16" drilled
Text Stock: 70# Text Coated - no bleeds
Text Ink: 4 color process
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Text: Thirty-two (32) pages including front and back covers;
Two sheets double-sided legal size insert in full color, folded to
7" x 8.5" & stitched into center spread;
Stapled stitched
Photos: Front Cover - 1 to 4 color photos
Thirteen (13) color photos throughout calendar
Color separations required
Calendars must be packaged at 100 calendars per box.
III. Delivery
Delivery of the calendars by Tuesday, December 1, 2026.
Calendars must be delivered to
Pawtucket City Hall, 137 Roosevelt Ave., Pawtucket, RI 02860
Remarks:
The quoted cost must include all costs associated with the graphic design, proofing,
printing & delivery of the calendars, including but not limited to materials, labor, shipping
& profit, etc.
No additional charges will be allowed.
5.0 - Insurance
The vendor shall maintain and keep in force such comprehensive general liability
insurance as shall protect them from claims which may arise from operations under any
contract entered into with the City of Pawtucket, whether such operations be by
themselves or by anyone directly or indirectly employed by them.
The amounts of insurance shall be not less than $1,000,000.00 combined single limit for
any one occurrence covering both bodily injury and property damage, including accidental
death.
The City of Pawtucket shall be named as additional insured on the vendor's General
Liability Policy.
The vendor shall maintain and keep in force such Workers' compensation insurance limits
as required by the statutes of the State of Rhode Island, and Employer's Liability with
limits no less than $500,000.
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6.0 - Acknowledgement of Risk & Hold Harmless Agreement
In addition to the indemnity provisions in the City of Pawtucket's Terms and Conditions of
Purchase and to the fullest extent permitted by law, the selected vendor, its officers,
agents, servants, employees, parents, subsidiaries, partners, officers, directors,
attorneys, insurers, and/or affiliates (Releasors) agree to release, waive, discharge and
covenant not to sue the City of Pawtucket, its officers, agents, servants or employees
(Releasees) from any and all liability, claims, cross-claims, rights in law or in equity,
agreements, promises demands, actions and causes of action whatsoever arising out of
or related to any loss, damage, expenses (including without limitation, all legal fees,
expenses, interest and penalties) or injury (including death), of any type, kind or nature
whatsoever, whether based in contract, tort, warranty, or other legal, statutory, or
equitable theory of recovery, which relate to or arise out of the Releasors use of or
presence in and/or on City of Pawtucket property. The Releasors agree to defend,
indemnify and hold harmless the Releasees from (a) any and all claims, loss, liability,
damages or costs by any person, firm, corporation or other entity claiming by, through or
under Releasors in any capacity whatsoever, including all subrogation claims and/or
claims for reimbursement, including any court costs and attorneys fees, that may incur
due to Releasors use of or presence in and on City of Pawtucket property; and (b) any
and all legal actions, including third-party actions, cross-actions, and/or claims for
contribution and/or indemnity with respect to any claims by any other persons, entities,
parties, which relate to or arise out of Releasors use of or presence in and on City of
Pawtucket property.
The Releasors acknowledge the risks that may be involved and hazards connected with
use of or presence in and on City of Pawtucket property but elect to provide services
under any contract with the City of Pawtucket with full knowledge of such risks. Releasors
also acknowledge that any loss, damage, and/or injury sustained by Releasors is not
covered by Releasees insurance. Releasors agree to become fully aware of any safety
risks involved with the performance of services under any contract with the City of
Pawtucket and any safety precautions that need to be followed and agree to take all such
precautions.
The duty to indemnify and/or hold harmless the City of Pawtucket shall not be limited by
the insurance required under the City of Pawtucket Terms and Conditions of Purchase.
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7.0 - Additional Insurance Requirements
In addition to the insurance provisions in the City of Pawtucket Terms and Conditions of
Purchase, the liability insurance coverage, except Professional Liability, Errors and
Omissions or Workers' Compensation insurance required for performance of a contract
with the City of Pawtucket shall include the City of Pawtucket, its divisions, officers and
employees as Additional Insureds but only with respect to the selected vendor's activities
under the contract. The insurance required through a policy or endorsement shall include:
A. a Waiver of Subrogation waiving any right to recovery the insurance company may
have against the City of Pawtucket; and
B. a provision that the selected vendor's insurance coverage shall be primary with
respect to any insurance, self insurance or self retention maintained by the City of
Pawtucket and that any insurance, self insurance or self retention maintained by
the City of Pawtucket shall be in excess of the selected vendor's insurance and
shall not contribute.
There shall be no cancellation, material change, potential exhaustion of aggregate limits
or non-renewal without thirty (30) days written notice from the selected vendor or its
insurer(s) to the City of Pawtucket's Purchasing Agent. Any failure to comply with the
reporting provision of this clause shall be grounds for immediate termination of the
contract with the City of Pawtucket.
Insurance coverage required under the contract shall be obtained from insurance
companies acceptable to the City of Pawtucket. The selected vendor shall pay for all
deductibles, self insured retentions and/or self insurance included hereunder.
The City of Pawtucket's Purchasing Agent reserves the right to consider and accept
alternative forms and plans of insurance or to require additional or more extensive
coverage for any individual requirement.
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