IFB 22-08 Quarterly Brochure Printing & Mailing

Agency: Town of Herndon
State: Virginia
Type of Government: State & Local
NAICS Category:
  • 323111 - Commercial Printing (except Screen and Books)
Posted Date: Nov 29, 2021
Due Date: Dec 21, 2021
Solicitation No: IFB 22-08
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page

IFB 22-08 Quarterly Brochure Printing & Mailing

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INVITATION FOR BID
(SEALED)
IFB # 22-08
Quarterly Brochure Printing & Mailing Services
DELIVER SEALED BIDS BY:
December 21, 2021, at 3:00 p.m. Eastern
Submit all inquiries concerning this Invitation for Bid
in writing to:
Gerald W. Amacker (Jerry), CPPB, VCO, VCA
Purchasing Agent
Town of Herndon
777 Lynn Street
Herndon, VA 20170-4602
Email Inquiries to:
gerald.amacker@herndon-va.gov
TOWN OF HERNDON
INVITATION FOR BIDS (IFB)
(SEALED)
IFB Number:
22-08
Issue Date:
November 29, 2021
Title:
Quarterly Brochure Printing & Mailing
Commodity:
96510, 96627, 96642, 96676, 96616, 96625, 96631,
96636, 96657, 96658, 96659, 96660, 96662, 96663,
96668, 96669, 96675, 96684
Issuing Entity:
Purchasing Department
777 Lynn Street
Herndon, Virginia 20170-4602
Period of Contract:
Commencing upon the execution of the contract
for one year with four (4) twelve-month renewal
options.
Work Sites:
Town of Herndon
If bids are mailed, send directly to the Issuing Entity shown above. If bids are hand delivered, deliver to:
Front Counter; 777 Lynn Street, Herndon, Virginia. Direct all inquiries for information to Gerald W.
Amacker (Jerry), Purchasing Agent at (703) 435-6800 ext. 2048 or at the above listed email address.
**********FACSIMILES OR EMAILED BIDS ARE NOT ACCEPTED**************
In compliance with this Invitation for Bids (IFB) and subject to all conditions imposed therein, the
undersigned agrees to furnish the services at the prices indicated on the Bidder’s Official Town Bid Form,
pages 36-42.
A Pre-Bid Conference will not be held due to Covid-19.
Potential Bidders shall direct all questions or inquiries in writing no later than December 8, 2021, 3:00
p.m. to Gerald W. Amacker (Jerry) 777 Lynn Street, Herndon, Virginia 20170 or gerald.amacker@herndon-
va.gov. Revisions to the solicitation are made only by addendum issued by the Purchasing Office.
The Town will post addendums, the results of this bid opening and award information on its Procurement
Webpage at: http://herndon-va.gov/departments/finance/purchasing and on the Commonwealth of
Virginia Department of General Services’ central electronic procurement website (eVA)
https://eva.virginia.gov/ and on https://network.demandstar.com/ and on the Purchasing bulletin board
located at 777 Lynn Street lobby prior to the official bid award.
A public bid opening will not be held due to Covid-19. A bid tabulation will be posted at the websites
listed above.
Note: This public body does not discriminate against faith-based organizations in accordance with the Code of
Virginia, § 2.2-4343.1 or against a Bidder or offeror because of race, religion, color, sex, national origin, age,
disability, or any other basis prohibited by state law relating to discrimination in employment.
IFB 22–08 Quarterly Brochure Printing & Mailing
Page 2 of 42
INVITATION FOR BID
TABLE OF CONTENTS
IFB # 22-08
Quarterly Brochure Printing & Mailing
SECTION TITLE PAGE
I.
PURPOSE ………………………………………………………………………………………….4
II. BACKGROUND ………………………………………………………………………………4
III. CONTRACT PERIOD
…………………………………………………………………….4
IV. INSTRUCTIONS TO BIDDERS …………………………………………………………….4 - 9
V. SCOPE OF WORK
…………………………………………………………………….9 - 10
GENERAL TERMS & CONDITIONS ………………………………………………………………11 – 35
OFFICIAL TOWN BID FORM ……………………………………………………………..............36 - 42
ATTACHMENT* A - BUSINESS, PROFESSIONAL AND OCCUPATIONAL LICENSE …………….38
ATTACHMENT* B – REFERENCES …………………………………………………………...............39
ATTACHMENT* C – CONTRACTOR CERTIFICATION, AGREEMENT, AND AFFIDAVIT …40 - 41
ATTACHMENT* D - STATE CORPORATION COMMISSION FORM ………………………………42
* DENOTES – MUST SUBMIT WITH BID FORM
IFB 22–08 Quarterly Brochure Printing & Mailing
Page 3 of 42
I.
PURPOSE
The intent of this Invitation for Bid (IFB) is to establish a firm fixed price contract from a qualified
contractor to print, bind and mail quarterly brochures for the Herndon Parks and Recreation
Department.
II. BACKGROUND
The Town of Herndon is the third largest town in the Commonwealth of Virginia and home to more
than 23,000 residents. Amidst a 21st century Northern Virginia landscape of high-rise buildings,
industrial complexes and transportation hubs, Herndon maintains a small-town charm that is
evident in its downtown, its neighborhoods and its commercial areas. Whether you are visiting for
pleasure or business, you will enjoy the small-town charm of this pre-Civil War town and the many
attractions we offer. Packed with outstanding recreational activities, the award-winning Herndon
Parks and Recreation Department offers many programs and events. Enjoy the town's 11 parks or
take a hike on the W&OD Trail that runs through the heart of downtown Herndon. Or spend a day
on the links at the Herndon Centennial Golf Course, named one of Golf Digest's "Places to Play."
III. CONTRACT PERIOD
The initial term of this contract is for one year commencing upon the date that the contract is fully
executed. The contract has four (4) one-year optional renewals. Automatic renewals are not
permitted.
IV. INSTRUCTIONS TO BIDDERS
4.1 Bidders Responsibility:
Bidders shall examine the scope of services, terms and conditions and locations of this
Invitation for Bid and shall exercise their own judgment as to the nature and total amount of
all work required for acceptable performance. The Town cannot accept any plea of
ignorance of conditions that exist or that may hereinafter exist, or of conditions or
difficulties encountered in the work as a result of failure to make the necessary examination
and investigation as an excuse for any failure or omission on the part of the Bidder to fulfill
in every detail the requirements of this Invitation for Bid or is acceptable as a basis for any
claims whatsoever for extra compensation.
4.2 Competition Intended:
It is the Town’s intent that this Invitation for Bid (IFB) permits competition. It shall be
the Bidder's responsibility to advise the Purchasing Agent in writing if any language,
requirement, specification, etc., or any combination thereof, inadvertently restricts or
limits the requirements stated in this IFB to a single source. The Purchasing Agent must
receive such notification not later than five (5) business days prior to the date set for
acceptance of bids.
4.3 Conditions for Bidding:
A. Bid Forms: For consideration for selection, Bidder must submit a complete response
to this solicitation. A complete response will consist of the return of the following
documents:
IFB 22–08 Quarterly Brochure Printing & Mailing
Page 4 of 42
1. One (1) original and one (1) copy of the completed Official Town of
Herndon Bid Form;
An authorized representative of the Bidder's firm shall sign the official Town of
Herndon Bid Form and deliver it along with the firm’s bid to the proper location by
the time and date as specified on the cover page.
B. Envelope Identification: The Bidder shall return the signed bid in a self-addressed
envelope labeled with “IFB 22-08 Quarterly Brochure Printing & Mailing.” In
the event the bid contains bulky subject material, firmly affix the mailing envelope
provided to any other wrapper being used. The Town is not responsible for
premature opening or late arrival of bids improperly addressed or identified. If a bid
is mailed in an envelope, not as specified, the Bidder takes the risk that the Town
may inadvertently open the envelope and the information compromised which may
cause disqualification of the bid. The Town reserves the right to declare such a bid
as non-responsive. The Bidder may hand deliver sealed bids to the designated
location.
C. Late Bids: Bids received after the published time and date of acceptance shall be
date and time stamped, marked “late” and retained unopened in the procurement
file. In addition, the Town will not accept hand-delivered bids that are presented after
the published time and date of acceptance. The Town does not accept liability for late
or non-receipt of bids.
D. Modification/Withdrawal of Bids:
1. A Bidder for a Town contract, other than a contract for construction or
maintenance of public highways, may withdraw his bid from consideration
if the price bid was substantially lower than the other bids due solely to a
mistake therein, provided the bid was submitted in good faith and the
mistake was a clerical mistake as opposed to a judgment mistake, and was
actually due to an unintentional arithmetic error or an unintentional
omission of a quantity of work, labor or material made directly in
compilation of a bid, which unintentional arithmetic error or unintentional
omission is clearly shown by objective evidence drawn from inspection of
original work papers, documents and materials used in the preparation of
the bid requested for withdrawal.
2. The Bidder shall give notice in writing of his claim of right to modify or
withdraw his bid within two (2) business days after the conclusion of the bid
opening procedure.
3. A Bidder may not withdraw any bid under this paragraph when the result
would award a contract on another bid of the same Bidder or of another
Bidder in which the ownership of the withdrawing Bidder is more than five
percent (5%).
4.4 Award Criteria
A. The Town reserves the right to accept or reject all or any part of bids, waive minor
technicalities/informalities and award the contract to the lowest responsive and
responsible Bidder to best serve the interest of the Town. Further, the Town reserves
the right to award multiple contracts for all of the specified item(s) or service(s) to
IFB 22–08 Quarterly Brochure Printing & Mailing
Page 5 of 42

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