Commercial Printing and Ancillary Services

Agency: University of Florida
State: Florida
Type of Government: State & Local
Caegory:
  • Q - Medical Services
Posted Date: May 7, 2018
Due Date: Jun 12, 2018
Solicitation No: ITN19SN-100
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Bid Number Bid Opening Date Bid Name Attachments Addenda Buyer
ITN19SN-100 June 12, 2018 at 3:00PM Commercial Printing and Ancillary Services Attachment A N/A Steve Neal

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PROCUREMENT SERVICES
Invitation to Negotiate for
Commercial Printing and Ancillary Services
Please mark all proposal submission envelopes with the
following information:
ITN19SN-100
Opening June 12, 2018, 3PM EST
Rev. 12-08-14
Contents
1.0 STATEMENT AND SCOPE OF WORK ............................................................................................ 5
1.1 Summary..................................................................................................................................... 5
1.2 Scope of Work............................................................................................................................ 5
1.2.1 Definition of Services ................................................................................................................ 5
1.2.2 Service Level Expectations ...................................................................................................... 5
1.2.2.1 Price Quotations………………………………………………………………………………………6
1.2.2.2 Scheduling……………………………………………………………………………………………..6
1.2.2.3 Return of Preparatory Materials and Originals………………………………………………….6
1.3 Quality…………………………………………………………………………………………………..6
1.3.1 Vendor Quality Control Process……………………………………………………………………6
1.3.2 Job Quality Requirements………………………………………………………………………......7
1.4 Copyright Checking & Clearance…………………………………………………………………...8
1.5 Account Management…………………………………………………………………………………8
1.6 Term of Agreement .................................................................................................................... 8
1.7 Coverage and Participation ...................................................................................................... 8
1.8 University Demographics ......................................................................................................... 8
2.0 EVALUATION PROCESS AND METHOD OF AWARD ................................................................... 9
2.1 Method of Award ..................................................................................................................... 9
2.2 Selection, Negotiation, Additional Information .................................................................. 10
2.3 Pre-Award Presentations...................................................................................................... 10
2.4 Pre-Award Negotiations ........................................................................................................ 10
2.5 Vendor Protest Procedure; Notice of Proposal Protest Bonding Requirement ............. 10
2.6 Contractual Intent/Right to Terminate and Recommence ITN Process ........................... 10
2.7 Effective Period of Proposals............................................................................................... 10
2.8 Proposal Acceptance/Rejection........................................................................................... 11
2.9 Errors and Omissions in Vendors Proposals..................................................................... 11
2.10 Determination of and Information Concerning Vendor’s Qualifications ......................... 11
2.11 Apparently Conflicting Information Obtained by Vendor.................................................. 11
2.12 Rejection of Vendor Counter-offers, Stipulations and Other Exceptions ....................... 11
2.13 Vendor’s Need to Use Proprietary Rights of the University ............................................. 11
2.14 Public Record ........................................................................................................................ 12
3.0 SCHEDULE OF EVENTS ................................................................................................................ 12
3.1 Pre-Proposal Conference........................................................................................................ 12
3.2 Intentionally omitted................................................................................................................ 12
3.3 Special Accommodations ....................................................................................................... 12
4.0 PROPOSAL RESPONSE AND PREPARATION INSTRUCTIONS................................................ 12
4.1 Proposal Format Organization ............................................................................................... 13
4.1.1 Response Format .................................................................................................................. 13
4.1.2 Number of Proposal Copies to be Furnished ..................................................................... 14
4.1.3 Bindings and Marking ........................................................................................................... 14
4.1.4 Marking of Envelopes ........................................................................................................... 14
4.1.5 Proposal Costs ...................................................................................................................... 14
4.1.6 Faxes or Emails Not Accepted ............................................................................................. 15
4.2 Requirements of Proposer for Response ........................................................................... 15
4.2.1 Original ITN Document.......................................................................................................... 15
Rev. 12-08-14
2
4.2.2 Vendor’s Understanding of the ITN ..................................................................................... 15
4.2.3 University Provides Information in Good Faith without Liability ..................................... 15
4.2.4 Verbal versus Written Communication ............................................................................... 15
4.2.5 Questions, Communications and Inquires between the University and Vendors .......... 15
4.2.6 Addenda and the University’s Response to Communications from Vendor .................. 16
4.2.7 Pricing and/or Revenue Proposal ........................................................................................ 16
4.2.8 Revisions to the ITN .............................................................................................................. 16
4.2.9 Attention to Terms and Conditions ..................................................................................... 17
4.2.10 Required Signature ............................................................................................................... 17
4.2.11 Authority to Negotiate ........................................................................................................... 17
4.2.12 Collusion Prohibited ............................................................................................................. 17
4.2.13 Improper Business Relationships/Conflict of Interest Prohibited ................................... 18
4.2.14 Corrections, Changes, and Providing Information on Forms within the ITN .................. 18
4.2.15 Intentionally Omitted ............................................................................................................. 18
4.2.16 Anti-Kickback......................................................................................................................... 18
4.2.17 Withdrawal of ITN .................................................................................................................. 18
4.2.18 University’s Right to Use Vendor’s Ideas/Proprietary Information .................................. 18
5.0 DEFINITIONS................................................................................................................................... 19
5.1 Agreement/Contract ................................................................................................................ 19
5.2 Customer .................................................................................................................................. 19
5.3 May, Should.............................................................................................................................. 19
5.4 Must, Shall, Will ....................................................................................................................... 19
5.5 Proposal.................................................................................................................................... 19
5.6 Proprietary Information........................................................................................................... 19
5.7 Provider .................................................................................................................................... 19
5.8 Invitation to Negotiate (ITN).................................................................................................... 19
5.9 Respondent .............................................................................................................................. 19
5.10 Response.................................................................................................................................. 19
5.11 Successful Vendor .................................................................................................................. 20
5.12 Supplement Agreement .......................................................................................................... 20
5.13 Supplier..................................................................................................................................... 20
5.14 University of Florida, UF or University .................................................................................. 20
5.15 Vendor....................................................................................................................................... 20
5.16 Vendor’s Proposal ................................................................................................................... 20
5.17 Vendor’s Response ................................................................................................................. 20
6.0 AGREEMENT TERMS AND CONDITIONS .................................................................................... 20
6.1 Actions of Successful Vendor................................................................................................ 20
6.2 Advertising ............................................................................................................................... 20
6.3 Americans with Disabilities Act ............................................................................................. 21
6.4 Certification .............................................................................................................................. 21
6.5 Conflict of Interest ................................................................................................................... 21
6.6 Discrimination .......................................................................................................................... 21
6.7 Drug Free Workplace............................................................................................................... 21
6.8 Equal Opportunity Statement ................................................................................................. 21
6.9 Federal, State, and Local Laws and Regulations ................................................................. 22
6.10 Inspection, Audit and Reporting ............................................................................................ 22
6.11 Liens.......................................................................................................................................... 23
6.12 Modifications............................................................................................................................ 23
6.13 Non-Discrimination.................................................................................................................. 23
6.14 Ownership of Documents ....................................................................................................... 23
6.15 Sales and Use Tax ................................................................................................................... 23
6.16 Sexual Harassment.................................................................................................................. 23
Rev. 12-08-14
3
6.17 Small Business Program ........................................................................................................ 24
6.18 Tobacco Free Campus Policy ................................................................................................ 24
6.19 Sustainability Preferences...................................................................................................... 24
6.20 Assignment-Delegation........................................................................................................... 24
6.21 Assignment of Anti-Trust Overcharge Claims...................................................................... 24
6.22 Date for Reckoning Prompt-Payment Discount ................................................................... 25
6.23 Force Majeure .......................................................................................................................... 25
6.24 Intentionally Omitted ............................................................................................................... 25
6.25 Indemnification/Hold Harmless; Liability .............................................................................. 25
6.26 Insurance Requirements......................................................................................................... 25
6.27 Protection of Property............................................................................................................. 26
6.28 Labor Disputes......................................................................................................................... 26
6.29 Laws and Regulations............................................................................................................. 27
6.30 No Replacement of Defective Tender .................................................................................... 27
6.31 No Waiver of Right by the University .................................................................................... 27
6.32 Notice to Vendors of Asbestos-Containing Materials in University Buildings ................. 27
6.33 Parking and Identification Badges......................................................................................... 28
6.34 Payment Terms ........................................................................................................................ 28
6.35 Intentionally Omitted ............................................................................................................... 28
6.36 Prior Course of Dealings......................................................................................................... 28
6.37 Intentionally Omitted ............................................................................................................... 28
6.38 Public Entity Crime .................................................................................................................. 28
6.39 Public Records......................................................................................................................... 28
6.40 Referencing of Orders ............................................................................................................. 28
6.41 Remedies and Applicable Law ............................................................................................... 28
6.42 Right of Inspection .................................................................................................................. 29
6.43 Right of Offset .......................................................................................................................... 29
6.44 Intentionally Omitted ............................................................................................................... 29
6.45 Intentionally Omitted ............................................................................................................... 29
6.46 Successful Vendor to Package Goods .................................................................................. 29
6.47 Termination .............................................................................................................................. 29
6.47.1 Convenience .......................................................................................................................... 29
6.47.2 Default..................................................................................................................................... 29
6.47.3 Gratuities ................................................................................................................................ 30
6.47.4 Insolvency .............................................................................................................................. 30
6.47.5 Lack of Funds ........................................................................................................................ 30
6.47.6 Stop Work Order .................................................................................................................... 30
6.47.7 Suspension or Debarment.................................................................................................... 30
6.47.8 Continuation of Performance Through Termination ......................................................... 31
6.48 Title and Risk of Loss.............................................................................................................. 31
6.49 Copyright Checking & Clearance…………………………………………………………………31
6.50 Warranties ................................................................................................................................ 31
6.51 Preference for Printing - Florida Vendors……………………………………………………….31
6.52 Payment Card Industry Data Security Standard. ................................................................. 31
6.53 Payment and Invoice Information ........................................................................................ 322
7.0 Certifications and Forms ............................................................................................................... 33
7.1 Certification of Proposal ......................................................................................................... 33
Rev. 12-08-14
4
ITN19SN-100
1.0 STATEMENT AND SCOPE OF WORK
1.1 Summary
The University is seeking proposals from interested vendors to provide commercial printing and
ancillary services to the University. We intend for these services to be available to the University
community located throughout the state. The purpose of this solicitation is to establish a pool of
vendors authorized to provide: commercial printing services such as: offset or digital printing, bulk
mail and fulfillment services, and related finishing services, such as binding.
The anticipated process will be that all University departments can use any printer in the pool and will
need to obtain quotes from multiple printers in the pool for jobs of $10,000 or more. We anticipate
entering into contracts with multiple qualified vendors, with the initial term of these agreements being
3 years and containing two 1 year renewal options. The University anticipates spending more than
$2.4M each year over the course of the initial contract term (3 years). This figure is given only as a
guideline for proposal preparation and should not be construed as representing any actual minimum
value of this contract. The heaviest printing periods follow the University academic calendar which
can be found on the website of the University Registrar at http://www.registrar.ufl.edu. The University
also plans to promote this contract by announcing to campus, locating the list of awarded vendors on
the UF Procurement website, and inviting awarded vendors to the annual UF Procurement trade
show.
1.2 Scope of Work
The intent of this ITN is to develop an understanding between UF and Vendor(s) regarding
commercial and specialty printing services. This document is intended to achieve a mutual
understanding of the business negotiables, facilitate final agreement and to provide immediate action
steps and results. Typically no more than 3 negotiation meetings will follow during which service
expectations, pricing, and order processes are negotiated in detail.
1.2.1
Definition of Services
The successful vendor will be required to provide, on an as-needed basis, the following
services:
The in-house equipment, software, facilities, and instrumentalities required to perform
timely and accurate services of commercial and specialty printing services for print jobs
to specification.
Copyright checking when material to be printed requires it.
Bulk mailing preparation (CASS certification preferred)
Fulfillment services
Services during normal business hours and weekends
Special, rush, same-day, overnight and next day services
Delivery and pick up for Gainesville and when possible, other University locations
Acceptance of electronic submission of files for prepress
Quality control for printing
Physical and electronic storage capabilities
Reporting of activity on contract including postal expense
Preferred but optional services include:
o FSC certification of printing jobs and reporting.
o Reporting of dollar value of the use of small business (see section 6.17)
1.2.2
Service Level Expectations
1.2.2.1 Price Quotations
Rev12-08-14
5

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