Printing Services - 2019-20 Elementary Report Card Covers

Agency: State Government of Virginia
State: Virginia
Type of Government: State & Local
NAICS Category:
  • 323111 - Commercial Printing (except Screen and Books)
  • 323117 - Books Printing
Posted Date: Sep 5, 2019
Due Date: Sep 12, 2019
Solicitation No: QQ EVA001_QQ232694
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
QQ-EVA001_QQ232694
  • Printing Services - 2019-20 Elementary Report Card Covers
  • Status: issued
  • Time Left:6 days, 19 hours
  • Closing: 9/12/19 2:00 PM
  • Issued: 9/5/19 2:14 PM
  • Last Amended:
  • Award date:
  • Buyer:Karen Sobers
  • sobersk@pwcs.edu
  • (703) 791-8888

  • Issued By:Prince William County Schools
  • Type:QQ
  • Category:Printing
  • Bid Valid (Days):30
  • Service Area: Statewide
  • Comments: In order for the Quick Quote to be declared responsive, bidders must complete the Pricing Schedule and return the attached Request for Price Quote the Quick Quote response.
  • Special Terms and Conditions: none

Attachment Preview

REQUEST FOR QUOTATION
Printing Services - 2019-20 Elementary Report Card Covers
September 5, 2019
1. Due Date and Time: Thursday, September 12, 2019 @ 2:00 p.m. Bid Responses shall be sent to
sobersk@pwcs.edu. Questions may be directed to Karen Sobers, Buyer @ 703.791.8888 or
sobersk@pwcs.edu.
2. Scope of Contract: Contractor shall provide all necessary parts, labor, tools, materials, equipment, delivery,
and resources as may be required to provide Printing Services for Prince William County Schools 2019-
20 Elementary Report Card Covers Seven Languages, in accordance with the specifications stated
herein. Electronic copy (.pdf) will be provided by PWCS to the successful contractor on approximately
September 16, 2019.
3. Delivery Requirements: Folders must be completed and delivered no later than September 30, 2019. This
will be a factor in making the award. Delivery for all items will be made to the Prince William County Public
Schools Central Receiving Warehouse, 14800 Joplin Road, Manassas, VA 20112. Deliveries must be made
between the hours of 7:15 a.m. and 3:45 p.m. on a regular business day, unless other arrangements have
been made. Folders shall be packaged and marked for distribution to approximately 64 elementary schools.
Folders shall be labeled, bundled, and boxed by school location. Labels will include the number of folders for
each school along with the school name. PWCS will provide a spreadsheet of the required information to
the successful contractor.
4. Availability of Funds: PWCS shall be bound hereunder only to the extent of the funds available or which may
hereafter become available for the purpose of this solicitation.
5. Award of Contract: The award will be made to the lowest responsive, responsible Bidder, satisfying all
requirements and qualifications based on the grand total amount. PWCS reserves the right to make a
separate award of each line item or all items, and to make and award either in whole or in part, whichever is
deemed in the best interest of PWCS. PWCS reserves the right to reject any or all bids, in whole or in part,
whichever is deemed in the best interest of PWCS, to waive informalities and to delete items prior to making
an award.
6. Bid Prices: Bid prices shall be in the form of a firm fixed delivered unit price for each item indicated in the
Pricing Schedule. Prices shall be for the complete delivery of the items, which shall include packaging and
shipping/handling cost to the delivery destination. No additional charges will be allowed.
7. Extra Charges Not Allowed: The bid prices shall be for the complete delivery ready for PWCS’ use and shall
include all applicable freight charges; extra charges will not be allowed for shipment to multiple locations.
8. Failure to Deliver: Failure to comply with the terms and conditions of this solicitation or to deliver goods and/or
services identified in the solicitation and resulting contract at the firm fixed prices quoted will be considered
default of the contract. Should the Contractor be found in default of the contract, any excess cost which may
result from default actions shall be at the expense of the Contractor. The Contractor shall, in this instance, be
responsible for any and all costs incurred by PWCS to procure such products and services elsewhere.
PURCHASING OFFICE
P.O. BOX 389, MANASSAS, VA 20108 WWW.PWCS.EDU703.791.8743, FAX 703.791.8610
9. Method of Ordering:
9.1. Prince William County Schools (PWCS) may use three (3) different methods of placing orders from the
final contract: Delivery Orders (DO’s), Purchase Orders (PC’s, PD’s and CT’s), and approved PWCS
procurement cards (encouraged).
9.2. Prince William County Schools (PWCS) may use three (3) different methods of placing orders from the
final contract: Delivery Orders (DO’s), Purchase Orders (PC’s, PD’s and CT’s), and approved PWCS
procurement cards (encouraged).
9.3. Procurement Card Orders and payments may be made by the use of a Prince William County Schools
“Procurement” and/or “Single Use” Card. The Procurement and/or Single Use Card is currently a
Master Card. Contractors are encouraged to accept this method of order and payment.
9.4. Contractors willing to accept PWCS procurement cards should check the box on the Pricing Schedule.
10. Samples: Samples of previous Progress Report Card Covers (for style only) are available from the PWCS
Purchasing Office. Contact Karen Sobers at 703.791.8888 to arrange for sample pick-up.
11. Vendor Registration: Before submitting a response to this solicitation, a Bidder must be a registered PWCS
vendor. Vendors are encouraged to register themselves at http://purchasing.departments. pwcs.edu/.
PWCS does not discriminate against faith-based organizations in accordance with the Code of Virginia,
Section 11-35.1 or against any 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.
In Compliance With This Unsealed Invitation For Bid and To All The Conditions Imposed Herein, The
Undersigned Offers and Agrees To Provide The Services At The Prices Indicated In Above.
Name and Address of Firm
FIN/SSN:
Telephone No:
Fax No:
Date:
Signature
Print Name
2
PRICING SCHEDULE
Elementary Progress Report Card Covers
Description
Qty. Language Unit
Unit Price
Total Price
1. Printing of 2019-20 Kindergarten (K) Report Card Covers:
•Wausau Paper, Astrobrights – Lift-Off Lemon
65 lb. cover, vellum finish, 14 inches X 17.5 inches
Cover is folded in center and folded up approximately 2.5 inches
at the bottom creating two pockets inside the folder. Final
folder size to be 8.75 inches x 11.5 inches.
Black ink text on front, back and interior pages.
Folders shall be delivered boxed, labeled with product name,
quantity, delivery location, ready for delivery. Boxes shall be
labeled with number of cartons to each school location, i.e., 1 of 3
boxes. Awarded Contractor shall contact PWCS for specifics.
6,723 English
2,984 Spanish
281
Urdu
299 Arabic Cover
290
Farsi
209 Korean
201 Vietnamese
$________ $__________
$________ $__________
$________ $__________
$________ $__________
$________ $__________
$________ $__________
$________ $__________
2. Printing of 2019-20 First Grade (1st) Report Card Covers:
• Wausau Paper, Astrobrights – Terra Green
65 lb. cover, vellum finish, 14 inches X 17.5 inches
Cover is folded in center and folded up approximately 2.5 inches
at the bottom creating two pockets inside the folder. Final
folder size to be 8.75 inches x 11.5 inches.
Black ink text on front, back and interior pages.
Folders shall be delivered boxed, labeled with product name,
quantity, delivery location, and ready for delivery. Boxes shall be
labeled with number of cartons to each school location, i.e., 1 of 3
boxes. Awarded Contractor shall contact PWCS for specifics.
7,338 English
2,278 Spanish
263
Urdu
305 Arabic Cover
284
Farsi
220 Korean
205 Vietnamese
$________ $__________
$________ $__________
$________ $__________
$________ $__________
$________ $__________
$________ $__________
$________ $__________
3. Printing of 2019-20 Second Grade (2nd) Report Card
Covers:
• Wausau Paper, Astrobrights – Cosmic Orange
65 lb. cover, vellum finish, 14 inches X 17.5 inches
Cover is folded in center and folded up approximately 2.5 inches
at the bottom creating two pockets inside the folder. Final
folder size to be 8.75 inches x 11.5 inches.
Black ink text on front, back and interior pages.
Folders shall be delivered boxed, labeled with product name,
quantity, delivery location, and ready for delivery. Boxes shall be
labeled with number of cartons to each school location, i.e., 1 of 3
boxes. Awarded Contractor shall contact PWCS for specifics.
7,375 English
2,352 Spanish
262
Urdu
298 Arabic Cover
254
Farsi
204 Korean
203 Vietnamese
$________ $__________
$________ $__________
$________ $__________
$________ $__________
$________ $__________
$________ $__________
$________ $__________
3
PRICING SCHEDULE
Elementary Progress Report Card Covers
Description
Qty. Language Unit
Unit Price
Total Price
4. Printing of 2019-20 Third Grade (3rd) Report Card Covers:
• Wausau Paper, Astrobrights Lunar Blue
65 lb. cover, vellum finish, 14 inches X 17.5 inches
7,492
2,407
English
Spanish
Cover is folded in center and folded up approximately 2.5 inches 364
at the bottom creating two pockets inside the folder. Final
folder size to be 8.75 inches x 11.5 inches.
295
Urdu
Arabic Cover
Black ink text on front, back and interior pages.
255
Farsi
Folders shall be delivered boxed, labeled with product name,
quantity, delivery location, and ready for delivery. Boxes shall be 201
labeled with number of cartons to each school location, i.e., 1 of 3
Korean
boxes. Awarded Contractor shall contact PWCS for specifics.
200 Vietnamese
$________
$________
$________
$________
$________
$________
$________
$__________
$__________
$__________
$__________
$__________
$__________
$__________
5. Printing of 2019-20 Fourth Grade (4th) Report Card Covers: 7,432
• Wausau Paper, Astrobrights – Planetary Purple
65 lb. cover, vellum finish, 14 inches X 17.5 inches
2,444
English
Spanish
Cover is folded in center and folded up approximately 2.5 inches 258
at the bottom creating two pockets inside the folder. Final
folder size to be 8.75 inches x 11.5 inches.
354
Urdu
Arabic Cover
Black ink text on front, back and interior pages.
250
Farsi
Folders shall be delivered boxed, labeled with product name,
quantity, delivery location, and ready for delivery. Boxes shall be 221
labeled with number of cartons to each school location, i.e., 1 of 3
Korean
boxes. Awarded Contractor shall contact PWCS for specifics.
194 Vietnamese
$________
$________
$________
$________
$________
$________
$________
$__________
$__________
$__________
$__________
$__________
$__________
$__________
6. Printing of 2019-20 Fifth Grade (5th) Report Card Covers:
• Wausau Paper, Astrobrights – Galaxy Gold
65 lb. cover, vellum finish, 14 inches X 17.5 inches
7,743
2,376
English
Spanish
Cover is folded in center and folded up approximately 2.5 inches 249
at the bottom creating two pockets inside the folder. Final
folder size to be 8.75 inches x 11.5 inches.
288
Urdu
Arabic Cover
Black ink text on front, back and interior pages.
249
Farsi
Folders shall be delivered boxed, labeled with product name,
quantity, delivery location, and ready for delivery. Boxes shall be 200
labeled with number of cartons to each school location, i.e., 1 of 3
Korean
boxes. Awarded Contractor shall contact PWCS for specifics.
198 Vietnamese
$________
$________
$________
$________
$________
$________
$________
$__________
$__________
$__________
$__________
$__________
$__________
$__________
Grand Total Amount
$
Ability to meet the September 30, 2019 delivery date. _____ Yes _____ No. If no, explain: _____________________
This will be a factor in making the award.
Payment Terms:
4
GENERAL TERMS AND CONDITIONS
(Revised 6/11/14)
These general terms, conditions and instructions apply to all purchases and are a part of each solicitation and every contract awarded by PWCS, unless
otherwise specified in such solicitation or contract. The Purchasing Office is responsible for the purchasing activity of Prince William County Public
Schools and its governing body, the Prince William County Public School Board. The term “PWCS” as used herein refers to the contracting entity which
is the signatory on the contract and may be either PWCS, or the PWCS School Board, or both. Bidder/Offeror or their authorized representatives are
expected to inform themselves fully as to the conditions, requirements, and specifications before submitting bids/proposals: failure to do so will be at the
bidder’s/offeror’s own risk.
These general terms, conditions and instructions are subject to all applicable Federal, State and local statutes, policies, resolutions, and regulations
(collectively “laws”), and are to be interpreted so as to be consistent with such laws. In the case of irreducible conflict, these general terms and
conditions are preempted by applicable laws.
AUTHORITY
1. The Supervisor of Purchasing has been delegated authority for
issuance of invitations to bid, request for proposals, modifications,
purchase orders and awards approved by and for PWCS. In the
discharge of these responsibilities, the Supervisor of Purchasing
may be assisted by delegating to Buyers and other Purchasing
Office staff. Unless specifically delegated by the Supervisor of
Purchasing, no other PWCS officer or employee is authorized to
enter into purchase negotiations, change orders, contracts, or in
any way obligate PWCS for indebtedness. Any purchase order or
contract made which is contrary to these provisions and
authorities shall be of no effect and void, and PWCS shall not be
bound thereby.
Bidder/Offeror, supplier, manufacturer or subcontractor in
connection with their bid/proposal, and that they have not
conferred on any public employee having official responsibility for
this procurement transaction any payment, loan, subscription,
advance, deposit of money, services or anything of more than
nominal value, present or promised unless consideration of
substantially equal or greater value was exchanged.
8. INCLEMENT WEATHER: Due to inclement weather conditions,
PWCS may elect to close schools and administration offices. The
following is an explanation of the policy:
CODE GREEN: All PWCS schools are closed. Administration
offices are opened.
CONDITIONS OF BIDDING/OFFERING
2. OPEN PRICING RECORDS: The classification of line item prices
and/or bid prices as proprietary information or trade secrets is not
acceptable. All bid prices will be read aloud at the public bid
opening and posted on the PWCS Purchasing website. Any
bidder who designates bid prices as proprietary information or
trade secrets will be given 48 hours to withdraw this designation.
If it is not withdrawn, their bid will be rejected. See § 2.2-
4301.3.b.3 of the Virginia Public Procurement Act.
CODE RED: All PWCS schools are closed. Administration
offices are closed.
8.1 In the event of a delay school opening, all times shall remain
as stated in the Invitation for Bid/Request for Proposal.
8.2 In the event that PWCS closes on a CODE GREEN, any
optional/mandatory pre-bid/proposal conference and all
bid/proposal openings will be held as scheduled.
3. ANNOUNCEMENT OF AWARD: Upon the award or the
announcement of the decision to award a contract as a result of
this solicitation, PWCS will publicly post such notice on the
Purchasing Web site, http://purchasing.departments.pwcs.edu/ for
a minimum of 10 calendar days except in emergencies.
4. CLARIFICATION OF TERMS: If any prospective Bidder/Offeror
has questions about the specifications or other solicitation
documents, the prospective Bidder/Offeror shall contact the Buyer
whose name appears on the face of the solicitation no later than
five (5) working days before the due date. Any revisions to the
solicitation will be made only by a written addendum issued by the
Purchasing Office.
5. DEBARMENT STATUS: By submitting their bid/proposal, the
Bidder/ Offeror certifies that he/she is not currently debarred by
the Commonwealth of Virginia or PWCS from submitting
bids/proposals on contracts for the type of goods and/or services
covered by this solicitation, nor is the Bidder/Offeror an agent of
any person or entity that is currently so debarred.
8.3 In the event that PWCS closes on a CODE RED, any
optional/mandatory pre-bid proposal conference and all
bid/proposal openings will be held on the next business day
the PWCS experiences a normal opening, a delayed
opening, or a school closing on a CODE GREEN, at the time
previously scheduled. No exceptions will be made in this
matter.
9. LATE BIDS/PROPOSALS: To be considered for selection,
bids/proposals must be received by the PWCS Purchasing Office
by the designated date and hour. The official time used in the
receipt of bids/proposals is that time on the automatic time stamp
machine in the Purchasing Office. Bids/proposals received in the
Purchasing Office after the date and hour designated are non-
responsive, automatically disqualified and will not be considered.
PWCS is not responsible for delays in the delivery of mail by the
U.S. Postal Service, private couriers, or the intra-school mail
system or delivery by any other means. It is the sole responsibility
of the Bidder/Offeror to ensure that his/her bid/proposal reaches
the Purchasing Office by the designated date and hour.
6. ERRORS IN BIDS: When an error is made in extending total
prices, the unit bid price times the number of units will govern.
Erasures and changes in bids must be initialed by the bidder.
Carelessness in quoting prices, omitting portions of the work from
the calculations, or in preparation of the bid otherwise will not
relieve the bidder. Bidders are cautioned to recheck their bids for
possible error. Errors discovered after public opening cannot
otherwise be corrected except as provided in paragraph 16 below,
and the bidder will be required to perform if his or her bid is
accepted.
10. MANDATORY USE OF PWCS FORM AND TERMS AND
CONDITIONS: Failure to submit a bid/proposal on the official
PWCS form provided for that purpose may be cause for rejection
of the bid/proposal. Return of this complete solicitation document
is required. Modification of or additions to the General and/or
Special Terms and Conditions of this solicitation may be cause for
rejection of the bid/proposal; however, the Supervisor of
Purchasing reserves the right to decide, on a case by case basis,
in his/her sole discretion, whether to reject such a bid/proposal as
non-responsive. As a precondition to its acceptance, PWCS may,
7. ETHICS IN PUBLIC CONTRACTING: By submitting their
bid/proposal, Bidders/Offerors certify that their bid/proposal is
made without collusion or fraud and that they have not offered or
in its sole discretion, request that the Bidder/Offeror withdraw or
modify non-responsive portions of a bid/proposal, which do not
affect quality, quantity, price or delivery schedule.
received any kickbacks or inducements from any other
5

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