Fall 2020 Hanover Review

Agency: State Government of Virginia
State: Virginia
Type of Government: State & Local
Posted Date: Jul 29, 2020
Due Date: Aug 10, 2020
Solicitation No: QQ EVA001_QQ235839
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
QQ-EVA001_QQ235839
  • Fall 2020 Hanover Review
  • Status: Open
  • Time Left:11 days, 16 hours
  • Closing: 8/10/20 2:00 PM
  • Issued: 7/29/20 10:57 AM
  • Last Amended:
  • Award Method:Grand Total
  • Award date:
  • Buyer:Steven Rusch
  • skrusch@hanovercounty.gov
  • 804-365-6103

  • Issued By:Hanover County
  • Type:QQ
  • Category:Printing
  • Bid Valid (Days):60
  • Service Area: Cities: Colonial Heights, HopeWell, Petersburg, and City of Richmond. Counties: Charles City, Chesterfield, Dinwiddie, Goochland, Hanover, Henrico, King William, New Kent, Powhatan, and Prince George.
  • Comments: none
  • Special Terms and Conditions: none

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1. SCOPE OF WORK
1.1 The Contractor shall print and mail the Fall 2020 issue of The Hanover Review newsletter.
1.2 The Contractor’s facility must be within a 60-mile radius of the Hanover County Government Complex. A
tour of the facility may be requested. County staff shall be allowed to inspect the work being done at any
time during the process.
1.3 PRINTING REQUIREMENTS FOR SPRING 2020 ISSUE:
A. Quantity:
43,000
Page Count:
12
Cover (4 pages): 4-color on coated glossy-stock 80-pound white offset paper
Interior pages:
50-pound uncoated Paperfect Opaque Smooth text paper with black text (no
substitutions allowed)
Finished size:
8.5” x 11” (saddle-stitched)
B. Quantity:
Page Count:
Cover (4 pages):
Interior pages:
Finished size:
10,000
16
4-color on coated glossy-stock 80-pound white offset paper
50-pound uncoated Paperfect Opaque Smooth text paper with black text (no
substitutions allowed)
8.5” x 11” (saddle-stitched)
The difference between the two publications is a four-page insert that will be included within the 10,000
copies targeted for the 23005 (Ashland) zip code (Item B.). The insert will be between pages 6 and 7. Paper
for the insert will be 2-color (black and white) coated glossy-stock 80-pound white offset paper with black
text.
The County will not accept overruns. The County may, at its discretion, accept an underrun, provided credit
is allowed the County at the full base price per unit for the quantity of the underrun.
1.4 The Contractor will be provided with the newsletter, including photographic images, from PC-based Adobe
InDesign CC2017 software or comparable PC-based software. The Contractor shall be responsible for all
necessary file conversions. The County will provide the files on or about Wednesday, September 23, 2020.
The Contractor shall have a proof available for review on Friday, September 25, 2020. The County will
approve and return the proof on Monday, September 28, 2020. If the County makes changes to the proof, a
revised proof shall be available to the County within two business days. The County must approve the proof
before printing. All newsletters must be sacked and delivered to the post offices on Friday, October 16, 2020.
1.5 The issue will include Hanover County’s bulk permit mailing number as part of the In Design file. The bulk
permit printing indicia will read:
PRSRT STD
ECRWSS
U.S. POSTAGE
PAID
PERMIT #7
ASHLAND, VA
If the U.S. Postal Service changes anything about the indicia, that adjustment will be made on the In Design
document furnished by Hanover County.
1.6 The recipient address provided on each newsletter will be “Postal Customer”. This address is part of the In
Design document, along with the bulk permit printing indicia. The mailing box on the last page will also
include a message to the postmaster asking them to deliver the issue by a certain date.
1.7 MAILING REQUIREMENTS:
A. The contractor is responsible for delivering the newsletters to the post offices. The Hanover Review
Newsletter is mailed as Standard Mail, Enhanced Carrier Route Flats, placed in mailing sacks and
dropped at named Post Offices after receiving authorization and Plant Verified Drop Shipment forms
from the Ashland Post Office through the County’s Public Information Officer. The County will provide
instructions for dividing the newsletters into specific mailing routes for each of the Post Offices. The
Contractor shall place the completed newsletters in Postal Service mailing sacks in the exact quantities
specified by the County. The Contractor is responsible for obtaining the necessary quantity of mailing
sacks. The Contractor is responsible for obtaining a Post Office tag attached to each mailing sack. The
Contractor is responsible for securely attaching identification of the routes as specified by the County
onto each mailing sack.
B. Twenty-five (25) copies of each publication (insert and non-insert) shall be made available to the Public
Information Officer in advance of the mailing date.
C. Surplus copies are to be boxed and given to the Public Information Officer.
D. If pallets are used by the Contractor, they can only be used for the Atlee Station, Mechanicsville and
Ashland Post Offices. The Contractor is responsible for seeing that the mailing sacks are loaded
accurately onto the delivery truck. The contractor is responsible for placing the correct number of
newsletters into each mailing sack; each sack is subject to inspection by the U.S. Postal Service.
2. SPECIAL TERMS AND CONDITIONS
2.1 AWARD: The County will make the award on a lump sum basis to the lowest responsive and responsible
Bidder. The County reserves the right to conduct any test it may deem advisable and to make all evaluations.
The County also reserves the right to reject any or all bids, in whole or in part, to waive informalities and to
delete items prior to making the award, whenever it is deemed in the sole opinion of the procuring public
body to be in its best interest. The County reserves the right to contract with firms not party to this contract
for similar goods/services if it determines this is to be in its best interest.
2.2 BID ACCEPTANCE PERIOD: Any bid in response to this solicitation shall be valid for sixty (60) days. At
the end of the sixty (60) days the bid may be withdrawn at the written request of the Bidder. If the bid is not
withdrawn at that time it remains in effect until an award is made or the solicitation is canceled.
2.3 SUBCONTRACTS: No portion of the work shall be subcontracted without prior written consent of the
County. In the event that the Contractor desires to subcontract some part of the work specified herein, the
Contractor shall furnish the County the names, qualifications and experience of their proposed subcontractors.
The Contractor shall, however, remain fully liable and responsible for the work to be done by its
subcontractor(s) and shall assure compliance with all requirements of the contract.

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