Printing of the Sevierville Vacation Planner

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City of Sevierville
Sevierville Chamber of Commerce
120 Gary Wade Boulevard
P. O. Box 5500
Sevierville, TN 37864-5500
Phone: (865) 453-6411
Phone: (865) 453-5504
Fax: (865) 453-5518
April 2026
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INFORMATION FOR BIDDERS
RECEIPT AND OPENING OF BIDS
The City of Sevierville, Tennessee (herein called the "Owner") invites bids on the form attached
hereto for the PRINTING OF THE 2027 SEVIERVILLE VACATION PLANNER. The Owner will RECEIVE BIDS
UNTIL 3:00 PM, APRIL 27, 2026, at Sevierville City Hall, 120 Gary Wade Boulevard, Sevierville, Tennessee,
37862 (Mailing address: P.O. Box 5500, Sevierville, Tennessee, 37864). Bids will then be PUBLICLY
OPENED AND READ ALOUD at the Sevierville City Hall, 120 Gary Wade Boulevard, Sevierville, Tennessee
37862. The envelopes containing the bids must be sealed, addressed to Tracy Baker, Assistant City
Administrator, and must bear the following information:
Name of Bidder
Bidders Address
Date and Time of Bid Opening
Bid Enclosed: VACATION PLANNER
The Owner may consider informal any bid not prepared and submitted in accordance with the
provisions hereof, and may waive any informality or reject any and all bids. Any bid received after the
time and date specified shall not be considered.
Bidders must submit three (3) copies.
QUALIFICATIONS OF BIDDERS
The Owner may make such investigations as he/she deems necessary to determine the ability of
the Bidder to supply the necessary equipment, and the Bidder shall furnish to the Owner all such
information and data for the purpose as the Owner may request. The Owner reserves the right to reject
any bid if the evidence submitted by, or investigation of, such Bidder fails to satisfy the Owner that such
Bidder is properly qualified to carry out the obligation of the contract by supplying the equipment
contemplated therein. Conditional bids will not be accepted. All work must be done in-house. Sub-
contracted or "outsourced" bids will not be accepted.
METHOD OF AWARD - LOWEST QUALIFIED BIDDER
If at the time this contract is to be awarded the lowest base bid submitted by a responsible
Bidder does not exceed the amount of funds then estimated by the Owner as available to finance the
contract; the contract will be awarded on the bid. If such bid exceeds such amount, the Owner may
reject all bids or may award the contract on the lowest bid with such deductible alternates to produce a
net amount, which is within the available funds.
Only one (1) award will be made from this contract.
Bids will be valid for (90) ninety days after bid opening, to allow time for the contract to be
executed.
OBLIGATION OF BIDDERS
At the time of the opening of bids, each Bidder will be presumed to have read and to be
thoroughly familiar with the specifications. The failure or omission of any Bidder to examine any form,
instrument, or document shall in no way relieve any Bidder from any obligation in respect to his/her bid.
Each bidder is requested to fill out and return the attached Title VII Information sheet, vendor sheet,
and W-9 form as a part of the bid package.
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VENDOR INFORMATION
The item or service offered for bid shall meet or exceed the specifications attached to this bid
package and shall be considered as minimums unless otherwise indicated. Adequate vendor
information shall be included with the bid for determination of meeting the specifications. Any
exceptions shall be explained in writing and submitted as a part of the bid package.
IRAN DIVESTMENT ACT
By submission of this bid, each bidder and each person signing on behalf of any bidder certifies,
and in the case of a joint bid each party thereto certifies as to its own organization, under penalty of
perjury, that to the best of its knowledge and belief that each bidder is not on the list created pursuant
to 12-15-106.
BID QUESTIONS
If you have questions regarding the specifications contained in this bid package, please contact
Roland Langley at (256) 350-7000 or design@graphicssouth.net.
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SPECIFICATIONS FOR THE
PRINTING OF THE 2027 SEVIERVILLE VACATION PLANNER
Vacation Planner
Perfect Bound; carton pack and prepare to ship
FORMAT: 96 pages + cover
(96 pages + cover perfect bound)
QUANTITY- Please provide bids based on two quantities:
o 175,000
o 200,000
SIZE: Inside pages are 8.5" wide x 10.8125" height
Covers (front and back together) flat size is 17.1875" wide x 10.8125" height
o Front and back cover sections are same size as inside pages, 8.5" wide x 10.8125" height
Please note: bid winner to provide a cover template pdf that will include guides for cover
layout along with adding in dimensions for spine width.
STOCK- Please provide bids for two cover options:
o Option #1: 100lb Gloss Text, #3 Grade
o Option #2: 80lb Cover with Soft Touch Coating (1 sided)
Inside pages 60lb Gloss Text, #3 Grade
INK LAY: 4/4 with .125" bleed throughout
Printer to provide Epson color proofs and digital blueline
PREP: Client to upload digital files to FTP
Shipping: Four (4) equal shipments approximately 3 months apart shipped to:
Sevierville, TN Storage (Zip Code: 37876)
Loading Dock / Skids accepted.
Box bulk 30 pounds or less.
Total bid price to include:
Printing costs.
Any and all shipping and/or handling charges for all four (4) shipments.
Storage cost for remaining brochures until appropriate shipping dates.
If any advance payment or deposit is required.
Printing for brochure to begin by: mid-October
First delivery of Sevierville Vacation Planner by November 5, 2026.
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BID FORM FOR THE
PRINTING OF THE 2027 SEVIERVILLE VACATION PLANNER
Company:
Contact Name:
Email Address: _________________________________________________________________
Address:
Phone: Fax:
Federal Tax Identification Number:
Business License # City:
Item Total Price
Total Bid Price for 96 plus cover - Page Count (perfect bound) 175,000 copies $____________
Total Bid Price for 96 plus cover - Page Count (perfect bound) 200,000 copies $____________
It is further understood and agreed by the undersigned in submitting this proposal that the Owner
reserves the following rights and privileges:
a. To accept or reject any or all bids, and/or waive any of the informalities in the bidding.
b. To reject all items of equipment and materials which do not conform to or exceed these
specifications, without altering bid price of this proposal.
Note: Bidders shall not add any conditions or qualifying statements to this bid, except as provided
herein, as otherwise the bid may be declared irregular as not being responsive to the Advertisement for
Bids.
If you have questions regarding the specifications contained in this bid package, please contact:
Roland Langley
(256) 350-7000 or design@graphicssouth.net
Bid Submitted by:
Authorized Signature Name (Printed)
Title Date
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BUSINESS TAX & LICENSE AFFIDAVIT
Tennessee Code Annotated 5-14-108(1)
The undersigned states that they have legal authority to swear this on behalf of
_______________________________, and that the business is not in any manner
Name of firm or individual
in violation of Tennessee Code Annotated 5-14-108(1) which states, "No purchase shall be made
or purchase order or contract of purchase issued for tangible personal property or
services by employees, acting in their official capacity, from any firm or individual whose
business tax or license is delinquent. "
Please check one of the following:
Affiant affirms and warrants that their business license status is currently valid, and all
appropriate Tennessee business taxes have been paid and are current as of the date of this
affidavit.
Affiant affirms and warrants that their business is exempt from obtaining a business
license in the state of Tennessee.
BUSINESS
Signature: _________________________
Title: _________________________
Date: _________________________
Witness
Signature: _________________________
Date: _________________________
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TITLE VI INFORMATION
The City of Sevierville complies with all applicable federal and state civil rights laws, including but not
limited to Title VI of the Civil Rights Act of 1964 (42 U.S.C. 2000e.), and the City does not discriminate
based on race, color, gender, religion, age or national origin. By virtue of submitting a response to this
solicitation, bidders agree to comply with the same non-discrimination policy.
Bid Item/Project Name:
Bid Date:
*For Title VII compliance, we ask for voluntary disclosure of the following information for the
majority owner of the business:
Gender: ___ Male ___ Female
Race: ___ Caucasian ___ African American
___ Other (please specify)
Company Name:
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