Design, Print, & Mail 2025 Consumer Confidence Report

Francis M. Gomez Frank J. Picozzi
Purchasing Agent Mayor
City of Warwick
Purchasing Division
(Mailing Address)
3275 Post Road
Warwick, Rhode Island 02886
Tel (401) 738-2013
Fax (401) 737-2364
The following notice is to appear on the City of Warwick's website Monday, March 09,
2026The website address is http://www.warwickri.gov/bids.
CITY OF WARWICK
BIDS REQUESTED FOR
Bid2027-009 Design, Print, & Mail 2025 Consumer Confidence Report
Specifications
Specifications are available in the Purchasing Division, Warwick City Hall, Monday
through Friday, 8:30 AM until 4:30 PM on or after Monday, March 09, 2026. If you
received this document from our homepage or from a source other than the City of
Warwick Purchasing Division, please check with our office prior to submitting your bid to
ensure that you have a complete package. The Purchasing Division cannot be responsible
to provide addenda if we do not have you on record as a plan holder.
Submissions
All bids should be submitted with one (1) original and two (2) copies in a sealed envelope
(total of three (3) copies), which should read: YOUR COMPANY NAME plainly marked on
the exterior of the envelope as well as "Bid2027-009 Design, Print, & Mail 2025
Consumer Confidence Report". No bids will be accepted via Facsimile or email. Multiple
bids by one supplier will be not be accepted and will be disqualified. All bids must be
sealed. Sealed bids will be received by the Purchasing Division no later than 11:00 AM,
Tuesday, March 24, 2026. The bids will be opened publicly commencing at 11:00 AM on the
same day at 65 Centerville Road, Meeting Room 2.
Delivery
If delivering in person or sent by delivery service (FedEx/UPS/DHL etc.) use physical address
65 Centerville Road, Warwick, RI 02886, Suite D. If sent via United States Postal Service use
mailing address 3275 Post Road Warwick, Rhode Island 02886.
Awards
Awards will be made on the basis of the lowest evaluated or responsive bid price.
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Questions
Please direct questions related to the bidding process, how to fill out forms, and how to
submit a bid (Pages 1-8) to the Purchasing Division.
* Email: bids@warwickri.gov
* Phone: 401-738-2013
Please direct all questions related to the specifications outlined (beginning on page 9) to the
issuing department's subject matter expert:
* Name: Gerald Ouillette
* Title: Chief of Water, Warwick Water Division
* Phone: 401-921-9798
* Email: Gerald.j.ouillette@warwickri.gov
Individuals requesting interpreter services for the hearing impaired must notify the
Purchasing Division at 401-738-2013 at least 48 hours in advance of the bid opening date.
Original signature on file
Francis M. Gomez
Purchasing Agent
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PLEASE COMPLETE THIS PAGE & SUBMIT WITH YOUR BID
Acknowledgement of Addendum (if applicable)
Addendum Number Signature of Bidder
_______________ ____________________
_______________ ____________________
COMPANY NAME: _______________________________________
COMPANY ADDRESS: ____________________________________
COMPANY ADDRESS: ____________________________________
BIDDER'S SIGNATURE: __________________________________
BIDDER'S NAME (PRINT): ________________________________
TITLE: ___________________ TEL. NO.: ___________________
EMAIL ADDRESS: _______________________________________*
Email Address to send Purchase Orders: _______________________________
*Please include your email address. Future bids will be emailed, unless otherwise noted.
===============================================================
II. AWARD AND CONTRACT:
The CITY OF WARWICK, acting as duly authorized through its Purchasing
Agent/Finance Director/Mayor, accepts the above bid and hereby enters into a contract with
the above party to pay the bid price upon completion of the project or receipt of the goods
unless another payment schedule is contained in the specifications. All terms of the
specifications, both substantive and procedural, are made terms of this contract.
DATE: ___________________________ ________________________________
Bid2027-009 Purchasing Agent
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PLEASE COMPLETE THIS PAGE & SUBMIT WITH YOUR BID
CERTIFICATION & WARRANT FORM*
This form must be completed and submitted with sealed bid.
Failure to do so will result in automatic rejection.
Any and all bids shall contain a certification and warrant that they comply with all relevant and
pertinent statues, laws, ordinances and regulations, in particular, but not limited to Chapter 16-
Conflicts of Interest, of the Code of Ordinances of the City of Warwick. Any proven violation of
this warranty and representation by a bidder at the time of the bid or during the course of the
contract, included, but not limited to negligent acts, either directly or indirectly through agents
and/or sub-contractors, shall render the bidder's contract terminated and the bidder shall be
required to reimburse the City for any and all costs incurred by the City, including reasonable
attorney fees, to prosecute and/or enforce this provision.
___________________________________________ ______________________
Signature Date
___________________________________________
Company Name
___________________________________________
Address
___________________________________________
Address
*This form cannot be altered*
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CITY OF WARWICK
NOTICE TO BIDDERS
Bid2027-009 Design, Print, & Mail 2025 Consumer Confidence Report
The IRS Form W-9 is available on www.warwickri.gov should be completed and
submitted with the bid if the bidder falls under IRS requirements to file this form.
All bids should be written in ink or typed. If there is a correction with whiteout, the
bidder should initial the change.
Any deviation from the specifications must be noted in writing and attached as part of
the bid proposal. The bidder should indicate the item or part with the deviation and
indicate how the bid will deviate from specifications.
Bids received prior to the time of the opening will be securely kept, unopened. No
responsibility will be attached to an officer or person for the premature opening of a bid
not properly addressed and identified.
The opening of bids will be in the order established by the posted agenda and the
agenda will continue uninterrupted until completion.
Once an item has been reached and any bids on that item has been opened, no other
bids on that item will be accepted and any such bid will be deemed late.
Negligence on the part of the bidder in preparing the proposal confers no rights for the
withdrawal of the proposal after it is open.
The contractor will not discriminate against any employee or applicant for employment
because of physical or mental handicap for any position for which the employee or
applicant is qualified and that in the event of non-compliance the City may declare the
contractor in breach and take any necessary legal recourse including termination or
cancellation of the contract.
A bidder filing a bid thereby certifies that no officer, agent, or employee of the City has a
pecuniary interest in the bid or has participated in contract negotiations on the part of the
City, that the bid is made in good faith without fraud, collusion, or connection of any
kind with any other bidder for the same call for bids, and that the bidder is competing
solely in his own behalf without connection with, or obligation to, any undisclosed
person or firm.
All proposals submitted become the property of the City and will not be returned. If the
company intends to submit confidential or proprietary information as part of the proposal,
any limits on the use or distribution of that material should be clearly delineated in
writing. This information should be submitted in a sealed envelope, clearly labeled
confidential and where it should be submitted in the response. Please be advised of the
Freedom of Information Act as it may pertain to your submittal.
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For a bid to be awarded to a corporation, limited liability company or other legal entity,
prior to commencing work under the awarded bid, that corporation, company or legal
entity may be required to provide to the Purchasing Agent a Certificate of Good
Standing dated no more than thirty (30) days prior to the date upon which the bid
approval was made.
If required, the successful bidder will provide Certificate of Good Standing within ten
(10) calendar days after notification or the City reserves the right to rescind said award.
This is a one-time purchase. Term contracts may be extended for one (1) additional term
upon mutual agreement unless otherwise stated.
The City is exempt from the payment of the Rhode Island Sales Tax under the 1956
General Laws of the State of Rhode Island, 44-18-30, Paragraph I, as amended.
The Purchasing Agent reserves the right to reject any and all bids, to waive any minor
deviations or informalities in the bids received, and to accept the bid deemed most
favorable to the interest of the City.
The City reserves the right to terminate the contract or any part of the contract in the
best interests of the City, upon 30-day notice to the contractor. The City will incur no
liability for materials or services not yet ordered if it terminates in the best interests of
the City. If the City terminates in the interests of the City after an order for materials or
services has been placed, the contractor will be entitled to compensation upon
submission of invoices and proper proof of claim, in that proportion which its services
and products were satisfactorily rendered or provided, as well as expenses necessarily
incurred in the performance of work up to time of termination.
No extra charges for delivery, handling or other services will be honored. All claims for
damage in transit will be the responsibility of the successful bidder. Deliveries must be
made during normal working hours unless otherwise agreed upon.
All costs directly or indirectly related to the preparation of a response to this
solicitation, or any presentation or communication to supplement and/or clarify any
response to this solicitation which may be required or requested by the City of Warwick
will be the sole responsibility of and will be borne by the respondent.
If the respondent is awarded a contract in accordance with this solicitation and fails or
refuses to satisfy fully all of the respondents' obligations thereunder, the City of
Warwick will be entitled to recover from the respondent any losses, damages or costs
incurred by the City as a result of such failure or refusal.
The City reserves the right to award in part or full and to increase or decrease quantities
in the best interest of the City.
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Any quantity reference in the bid specifications are estimates only, and do not represent
a commitment on the part of the City of Warwick to any level of billing activity. It is
understood and agreed that the agreement will cover the actual quantities ordered
during the contract period.
The City reserves the right to rescind award for non-compliance to bid specifications.
The successful bidder must adhere to all City, State and Federal Laws, where
applicable.
The City of Warwick, in addition to soliciting bids in response to this bid, may consult,
consider, and make an award for any and all open bid offers for a comparable unit as
sought herein at the following websites:
RI State MPA: https://www.ridop.ri.gov/contract-portal/
NASPO: https://www.naspo.org/
MHEC (Massachusetts Higher Education Consortium): https://www.mhec.net/
SOURCEWELL: https://www.sourcewell-mn.gov/
OMNIA OPUS: https://www.omniapartners.com/
GBPC: MAPC (Greater Boston Police Council Collective Purchasing Programs)
https://gbpc.org/collective-purchasing/
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PLEASE COMPLETE THIS PAGE AND SUBMIT WITH YOUR BID
PRICING MAY NOT BE CONFIDENTIAL
CITY OF WARWICK
BID AND CONTRACT FORM
TITLE OF SPECIFICATION: Bid2027-009 Design, Print, & Mail 2025 Consumer
Confidence Report
I. BID:
WHEREAS, the CITY OF WARWICK has duly asked for bids for performance of
services and/or supply of goods in accordance with the above-indicated specifications.
The person or entity does irrevocably offer to perform the services and/or furnish the
goods in accordance with the specifications, which are hereby incorporated by reference
in exchange for the bid price.
This offer will remain open and irrevocable until the CITY OF WARWICK has accepted
this bid or another bid on the specifications or abandoned the project.
The bidder agrees that acceptance by the CITY OF WARWICK will transform the bid
into a contract. This bid and contract will be secured by Bonds, if required by the
specifications.
Please fill in vendor name on pages 15-17.
Pricing sheets are scanned in for accuracy.
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CITY OF WARWICK
DEPARTMENT OF PUBLIC WORKS
DIVISION OF WATER
Bid2027-009 Design, Print, & Mail 2025 Consumer Confidence Report
ARTICLE 1. GENERAL:
1.1 PROJECT DESCRIPTION:
The Warwick Water Division requests Bids from qualified firms capable of providing all
services necessary for the creative development, design, layout, printing and mail preparation
of the annual Consumer Confidence Report for the year 2025. The finished report shall
fulfill the Environmental Protection Agency (EPA) AND Rhode Island Department of Health
(DOH) requirements for informational content, delivery and met the approval of the Water
Division. The contractor shall have experience in public relations, marketing and advertising
services related to public information initiatives of this type.
1.2 All work under this contract shall be brought to final completion within 45 days of the
purchase order date. The Bidder is solely responsible for all work, materials and services
related to completion of this project.
ARTICLE 2. QUALIFICATIONS OF BIDDERS:
2.1 Bidders may be investigated by the Water Division to determine if they are qualified to
perform the work. All Bidders shall be prepared to submit to the Water Division, upon
request, written evidence of such information and data necessary to make this determination.
2.2 The investigation of a Bidder will seek to determine whether the organization is adequate in
size, financially sound and has sufficient personnel in the disciplines required to assure the
Water Division that they can complete the assignment ordered by the Water Division.
2.3 In evaluating Bids, the Water Division will consider the qualifications of only those Bidders
whose bids are compliant with the prescribed requirements.
2.4 The Water Division reserves the right to reject any Bid, or parts thereof, if the evidence
submitted by, or the investigation of, such Bidder fails to satisfy the Water Division that such
Bidder is properly qualified to carry out the obligations of the Bid and any and all
assignments from the Water Division.
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3 ARTICLE 3. EXAMINATION OF BID DOCUMENTS:
3.1 Any company, which intends to submit a bid for this project, should view and inspect a copy
of the prior year report at the Water Division office at 935 Sandy Lane, Warwick, RI and
familiarize themselves with Federal, State and local laws including but not limited to:
3.1.1 United States Environmental Protection Agency regulations regarding Consumer
Confidence Reports, 40 CFR 131.
3.1.2 Rhode Island Department of Health Rules and Regulations Pertaining to Public
Drinking Water (R46-13-DWQ) September 1999 and subsequent changes.
3.1.3 U.S. EPA Guide "Preparing Your Drinking Water Consumer Confidence Report"
3.1.4 All other documents, regulations, publications and guides necessary to complete the
work proposed.
3.2 The Contractor shall become thoroughly familiar with all regulations, documents and any
written electronic records pertinent to performing the work. By submitting the Bid, the
Contractor affirms having carefully examined any records or requirements affecting work
under this contract. No claim for additional cost will be allowed due to claims associated with
lack of full knowledge of the performance requirements for this project.
3.2.1 The submission of a Bid will constitute an incontrovertible representation by the Bidder
that he has complied with every requirement of this Bid Document and all documents
contained herein and all state and federal regulations.
4 ARTICLE 4. INTERPRETATIONS:
4.1 All questions about the meaning or intent of the Bid Documents shall be directed to
Gerry Ouillette, Division Chief, at 401-921-9798.
4.2 Written clarifications or interpretations will be issued, if requested Addenda, not later than four
(4) calendar days before the Bid opening date. Only questions answered by formal written
Addenda will be binding. Oral and other clarifications or interpretations will have no legal
effect. Addenda will be sent to all parties recorded as having received the Bid Documents.
4.3 Each Bidder shall be responsible for determining that they have received all Addenda issued
and so note on the Bid.
ARTICLE 5. WARWICK WATER DIVISION INVOLVEMENT DURING THE PROJECT:
5.1 It is clearly understood that the office staff personnel of the Water Division will have limited
involvement in the Project. The Bidder is required to provide all field and office services
necessary in performing the work related to production and mailing of the Consumer
Confidence Reports and all other appurtenant services necessary to complete the required
amount of the Project.
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