Newsletter Printing & Distribution Services

REQUEST FOR PROPOSAL FOR NEWSLETTER PRINTING AND DISTRIBUTION SERVICES

PROJECT OVERVIEW

The City of Prairie Village, Kansas, requests bid proposals for new printing services for our bimonthly citywide newsletter, The Village Voice.

BID DEADLINE

Date: Friday, August 8, 2025

Time: 3:00 p.m.

Location: Prairie Village City Hall, City Clerk’s Office, 7700 Mission Road, Prairie Village, KS 66208

PROJECT SCOPE + TECHNICAL SPECIFICATIONS

The City of Prairie Village is soliciting bids to provide six (6) newsletters per year (Jan/Feb, Mar/Apr, May/June, July/Aug, Sept/Oct, Nov/Dec). The newsletters are produced in InDesign and can be exported through Adobe PDF. Each issue ranges in length from 8 pages to 20 pages.

Village Voice specifications are:

• 8.5” x 11” Booklet
• Four-color process 4/4 cmyk, soy ink
• 60# uncoated, recycled stock, saddle stitch
• Fold, Insert and trim to size. Address and mail USPS Presort Standard.
• Qty 12,400

You can find online issues of the publication at https://www.pvkansas.com/about/village-voice .

SUBMITTAL INSTRUCTIONS

Also, include in your submittal:

• Turnaround times to complete each publication
• The type of printing process you use
• The format used for importing new projects.
• State the technical specs, information on the approval process, and quality assurance measures offered, including with uploading and printing processes.
• Similar printing samples, references, and contact information.
• Indicate whether you provide support with USPS bulk mail permitting

SELECTION PROCESS

The contract will be awarded by the City of Prairie Village at the sole and complete discretion of the city. The city is not obligated to accept the contractor with the lowest bid amount. The city, at its sole discretion, will determine the appropriate contractor for the project based on qualifications. The city reserves the right to accept any proposal deemed to be in the best interests of the city or to reject proposals.

The selected vendor may enter into a Contract Services Agreement with the city beginning January 1, 2026, with options to renew the agreement for up to two (2) additional one (1) year terms, with a unit cost increase not to exceed 3% of the cost agreed upon for the preceding calendar year. However, the city may, but is not obligated to, advertise the requested project work and solicit proposals at any time.

1)  FIRM PRICE: All prices quoted shall remain firm for 90 days from the date of the bid submission.

2)  IDENTICAL BIDS: In the event of two or more identical bids, the city reserves the right to award the contract arbitrarily, or for any reason, to any of the bidders.

3)  AMBIGUITY IN BID: Any ambiguity in the bid as a result of any omission, error, lack of clarity, non-compliance by the bidder with specifications, instructions, and all conditions of the bidding shall be construed in the light most favorable to the city.

4)  CANCELLATION FOR NONPERFORMANCE: The city reserves the right to cancel any AGREEMENT arising out of this bid for nonperformance upon providing five days written notice.

5)  ACCEPT OR REJECT PART OF WHOLE OF ANY BID: The City reserves the right to accept part or all of any specific bid and the right to reject all bids, or any part of any specific bid or bids.

6)  MODIFICATIONS: Be sure to read all conditions and verify all amounts prior to submitting bid.  No changes or additions will be allowed after the submission.

7)  FORMAT: Bids must be submitted on the attached bid form and in compliance with all conditions listed.  Additional sheets may be attached for clarification purposes.

8)  DEVIATIONS FROM SPECIFICATION: All exceptions or deviations from the bid specifications or alternative bids must be clearly shown along with complete information. Bids with such deviations or exceptions may or may not be considered.

9)  SIGNATURE: The bid must be signed with the firm name and a signature by an authorized officer, employee or agent in the space provided.

10) SELECTED BIDDER: Required to provide a Kansas Tax Clearance Certificate.

Submit completed proposals by 3:00 p.m. on August 8, 2025, to:

Adam Geffert

City Clerk

City of Prairie Village

7700 Mission Road

Prairie Village, Kansas 66208

QUESTIONS

Ashley Freburg

Public Information Officer

913-381-6464

afreburg@pvkansas.com

2025 Village Voice Print RFP