Printing Services for Aging Well Resource Directory

1.9 COPIES: Knox County requires that bids be submitted as one (1) marked original and one (1) exact electronic
copy. Bidders must submit with their orginal an exact electronic version of their bid in a SINGLE FILE on a
flash drive.
1.10 DECLARATIVE STATEMENTS: Any statement or words (e.g.: must, shall, will) are declarative statements and
the vendor must comply with the condition. Failure to comply with any such condition will result in the bid being
considered non-responsive and disqualified.
1.11 ELECTRONIC TRANSMISSION OF BIDS: Knox County's Procurement Division will accept, and strongly
encourages, electronically transmitted bids through the County's online Procurement system. Facsimile and email
submission are strictly prohibited. Knox County shall not be responsible for technical difficulties experienced by
vendors trying to submit their bid electronically less than twenty-four (24) hour prior to the bid opening time.
1.12 HOW TO DO BUSINESS: Knox County utilizes a web-based Procurement software system, "KnoxBuys." The
system provides our clients (vendors, county departments and the citizens of Knox County) with a more enhanced
and end-user friendly means of accessing our services. The system allows for online vendor registration and
maintenance, electronic receipt of purchase orders, online retrieval and submittal of quotes, bids and proposals for
our vendor-clients and online requisitioning and receiving for our county departments. In order for the County to
maximize its investment and minimize the cost associated with office operations, we need your help. When doing
business with Knox County, we are urging you to please go to our website at www.knoxcounty.org/procurement,
register as a vendor in our online Procurement system, "KnoxBuys," if you have not done so and whenever possible
to conduct your business with the County through this site. If you have any questions, please contact the
Procurement Division Representative listed in Section 1.1 of this document.
1.13 INCURRED COST: Knox County will not be responsible for any costs incurred by the bidder in the preparation of
their bid.
1.14 NEW MATERIAL: Unless specified otherwise in the bid package, the bidder must provide new supplies. New, as
used in this clause, means previously unused materials, and not recycled. Material includes but is not limited to,
raw material, parts, items, components, and end products. Bidder's submission of other than new materials may
be cause for the rejection of the bid.
1.15 NON-COLLUSION: Bidders, by submitting a signed bid, certify that the accompanying bid is not the result of, or
affected by, any unlawful act of collusion with any other person or company engaged in the same line of business
or commerce, or any other fraudulent act punishable under Tennessee or United States law.
1.16 PAYMENT METHOD: Knox County utilizes two (2) methods of placing order for products and/or services. The
first is the use of Purchase Orders. These Purchase Orders will be issued from the Knox County Procurement
Division via the method selected by the vendor during registration. The Purchase Order will detail the quantity,
specific item(s) and the contracted price for each item.
The second method is the use of the Knox County Credit Card (VISA). Orders placed with the card will list the
same information as the Purchase Order. Vendors will be given the card information and approval to process the
transaction by the requesting department. Vendors must indicate in their bid response if the vendor will accept
Knox County's Credit Card (VISA) as a form of payment. Bidders are prohibited to charge Knox County any type
of merchant fee from their financial institution to accept this type of payment.
1.17 POSSESSION OF WEAPONS: All vendors and their employees and their agents are prohibited from possessing
any weapons on Knox County property without prior written consent from the County. In the case of a vendor whose
Contract requires possession of firearms or other weapons to successfully complete their Contract, vendor must
provide personnel who are bonded to bear said weaponry.
1.18 PROCESSING TIME FOR PAYMENT: Vendors are advised that a minimum of thirty (30) days is required to
process invoices for payment.
1.19 PROOF OF FINANCIAL AND BUSINESS CAPABILITY: Vendors must, upon request, furnish satisfactory
evidence of their ability to furnish products or services in accordance with the terms and conditions of these
specifications. Knox County will make the final determination as to the vendor's ability.
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1.20 RECYCLING: Knox County, in its continuing efforts to lessen the amount of landfill waste and to further recycling
efforts, request that bids being submitted on paper shall:
* Be submitted on recycled paper;
* Not include pages of unnecessary advertising;
* Be made on both sides of each sheet of paper.
1.21 RESTRICTIVE OR AMBIGUOUS SPECIFICATIONS: It is the responsibility of the prospective bidder to review the
entire Invitation for Bid (IFB) packet and to notify the Procurement Division if the specifications are formulated in a
manner that would unnecessarily restrict competition. Any such protest or question regarding the specifications or
bidding procedures must be received in the Procurement Division by October 8, 2026, at 12:00 p.m. local time.
These requirements also apply to specifications that are ambiguous.
1.22 SIGNING OF BIDS: In order to be considered, all bids must be signed. Please sign the original in blue ink.
By signing the bid document, the vendor acknowledges and accepts the terms and conditions stated in the bid
document. When submitting electronically, the submission of the bid constitutes the acceptance of all terms and
conditions and will legally bind the vendor to the County's request for goods/services and the vendor's subsequent
response.
1.23 TAXES: Knox County purchases are not subject to taxation. Tax exemption certificates will be provided upon
request.
1.24 TERM AGREEMENT: If this bid results in a term contract with the vendor, Knox County must receive all general
price decreases that other customers receive.
1.25 TITLE VI OF THE 1964 CIVIL RIGHTS ACT: "Nondiscrimination in Federally Assisted Programs"-"No person in
the United States shall, on the ground of race, color, or national origin, be excluded from participation in, be denied
the benefits of, or be subjected to discrimination under any program or activity receiving Federal financial
assistance." 42 U.S.C. Section 2000. It is the policy of Knox County Government that all its services and activities
be administered in conformance with the requirements of Title VI and Title IX.
1.26 UNFORESEEN CIRCUMSTANCES: During periods of closure due to unforeseen circumstances in Knox County
or closures at the direction of the Knox County Mayor, the Procurement Division will enact the following procedures
in regard to solicitations and closures:
* If the Mayor closes the Administrative offices prior to the time set for solicitation opening of any business day,
all solicitations due that same day will be moved to the next operational business day.
* Other unforeseen circumstances shall be at the sole discretion of the Procurement Director.
* Knox County shall not be liable for any commercial carrier's decision regarding deliveries during any
unforeseen circumstances.
1.27 USE OF BID FORMS: Vendors must complete the bid forms contained in the bid package. Failure to complete
the bid forms may result in bid rejection.
1.28 VENDOR DEFAULT: Knox County reserves the right, in case of vendor default, to procure the articles or services
from other sources and hold the defaulting vendor responsible for any excess costs occasioned thereby. Should
vendor default be due to a failure to perform or because of a request for a price increase, Knox County reserves
the right to remove the vendor from the County's bidder's list for twenty-four (24) months.
1.29 VENDOR REGISTRATION: Prior to the opening of this bid, ALL BIDDERS must be registered with the
Procurement Division. A vendor application may be submitted online at www.knoxcounty.org/Procurement. Select
the Vendor Registration link and complete the forms. Vendors must be registered with the Procurement Division
prior to submitting their bid. Knox County shall not be responsible for technical difficulties experienced by vendors
trying to register or submit their bid less than twenty-four (24) hours prior to the bid opening time.
1.30 WAIVING OF INFORMALITIES: Knox County reserves the right to waive minor informalities or technicalities when
it is in the best interest of Knox County.
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SECTION II OBLIGATIONS, RIGHTS AND REMEDIES
These terms and conditions shall be part of the Contract. Knox County reserves the right to negotiate other terms
and conditions it deems appropriate and necessary under the circumstances to protect the public's trust.
2.1 ALTERATIONS OR AMENDMENTS: No alterations, amendments, changes, modifications or additions to this
Contract shall be binding on Knox County without the prior written approval of the County.
2.2 APPROPRIATION: In the event no funds are appropriated by Knox County for the goods or services in any fiscal
year, or insufficient funds exist to purchase the goods or services, then the Contract shall expire upon the
expenditure of previously appropriated funds or the end of the current fiscal year, whichever occurs first, with no
further obligations owed to or by either party.
2.3 ASSIGNMENT: Contractor shall not assign or subcontract this agreement, its obligations or rights hereunder to
any party, company, partnership, incorporation or person without the prior written specific consent of Knox County.
2.4 BOOKS AND RECORDS: Contractor shall maintain all books, documents, accounting records and other evidence
pertaining to the goods and services provided under this Contract and make such materials available at its offices
at all reasonable times during the Contract period and for five (5) years from the date of the final payment under
this agreement for inspection by County or by any other governmental entity or agency participating in the funding
of this agreement, or any authorized agents thereof; copies of said records to be furnished if requested. Such
records shall not include those books, documents and accounting records that represent the Contractor's costs of
manufacturing, acquiring or delivering the products and services governed by this agreement.
2.5 CHILD LABOR: Contractor agrees that no products or services will be provided or performed under this Contract
that have been manufactured or assembled by child labor.
2.6 COMPLIANCE WITH ALL LAWS: Contractor is assumed to be familiar with and agrees to observe and comply
with all Federal, State, and Local laws, statutes, ordinances, and regulations in any manner affecting the provision
of goods and/or services, and all instructions and prohibitive orders issued regarding this work and shall obtain all
necessary permits. If the vendor performs any work knowing it to be contrary to such laws, ordinances, rules and
regulations, the vendor shall bear all costs arising from such work.
2.7 DEFAULT: If Contractor fails to perform or comply with any provision of this Contract or the terms or conditions of
any documents referenced and made a part hereof, Knox County may terminate this Contract, in whole or in part,
and may consider such failure or noncompliance a breach of Contract. Knox County expressly retains all its rights
and remedies provided by law in case of such breach, and no action by Knox County shall constitute a waiver of
any such rights or remedies. In the event of termination for default, Knox County reserves the right to purchase its
requirements elsewhere, with or without competitive solicitation.
2.8 GOVERNING LAW; VENUE: This agreement shall be exclusively construed, governed, and controlled by the
Laws of the State of Tennessee without regard to principles of law, including conflicts of law, of any other
jurisdiction, territory, country, and/or province. Any dispute arising out of or relating to this agreement shall
exclusively be brought in the Chancery Court or the Circuit Court of Knox County, Tennessee. Each party consents
to personal jurisdiction thereto and waives any defenses based on personal jurisdiction, venue and inconvenient
forum.
2.9 INCORPORATION: All specifications, drawings, technical information, Invitation for Bid, Bid, Award and similar
items referred to or attached or which are the basis for this Contract are deemed incorporated by reference as if set
out fully herein.
2.10 INDEMNIFICATION/HOLD HARMLESS: Contractor shall indemnify, defend, save and hold harmless Knox
County, its officers, agents and employees from all suits, claims, actions or damages of any nature brought because
of, arising out of, or due to breach of the agreement by Contractor, its subcontractors, suppliers, agents, or
employees or due to any negligent act or occurrence or any omission or commission of Contractor, its
subcontractors, suppliers, agents or employees.
2.11 INDEPENDENT CONTRACTOR: Contractor shall acknowledge that it and its employees serve as independent
contractors and that Knox County shall not be responsible for any payment, insurance or incurred liability.
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2.12 INSPECTION AND ACCEPTANCE: Warranty periods shall not commence until Knox County inspects and
formally accepts the goods and/or services. The terms, conditions and timing of acceptance shall be determined
by Knox County. Knox County reserves the right to reject any or all items or services not in conformance with
applicable specifications, and Contractor assumes the costs associated with such nonconformance. Acceptance
of goods or services does not constitute a waiver of latent or hidden defects or defects not readily detectable by a
reasonable person under the circumstances.
2.13 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 Tennessee Code
Annotated 12-12-106.
2.14 LIMITATIONS OF LIABILITY: In no event shall Knox County be liable for any indirect, incidental, consequential,
special or exemplary damages or lost profits, even if Knox County has been advised of the possibility of such
damages.
2.15 NO BOYCOTT OF ISRAEL: Pursuant to Tennessee Code Annotated Title 12, Chapter 4, Part 1, by submission of
a response to this solicitation, each bidder and each person signing on behalf of any bidder certifies, and in the
case of a joint response each party thereto as to its own organization, under penalty of perjury, that to the best of
its knowledge and belief that each person is not currently engaged in, and will not for the duration of the contract
engage in, a boycott of Israel.
2.16 NON-DISCRIMINATION AND NON-CONFLICT STATEMENT: Contractor agrees that no person on the grounds
of handicap, age, race, color, religion, sex or national origin, or any individual trait or characteristic found to be
an illegal consideration, shall be excluded from participation in, or be denied benefits of, or be otherwise subjected
to discrimination in the performance of this agreement, or in the employment practices of vendor. Contractor shall
upon request show proof of such non-discrimination, and shall post in conspicuous places available to all
employees and applicants notices of non-discrimination. Contractor covenants that it complies with the Fair Wage
and Hour Laws, the National Labor Relations Act, and other federal and state employment laws as applicable.
Contractor covenants that it does not engage in any illegal employment practices.
Contractor covenants that it has no public or private interest, and shall not acquire directly or indirectly any interest
that would conflict in any manner with the provision of its goods or performance of its services. Contractor warrants
that no part of the total Contract amount provided herein shall be paid directly or indirectly to any officer or employee
of Knox County as wages, compensation, or gifts in exchange for acting as officer, agent, employee, subcontractor
or consultant to Contractor in connection with any goods provided or work contemplated or performed relative to
the agreement.
2.17 ORDER OF PRECEDENCE: In the event of inconsistent or conflicting provision of this Contract and referenced
documents, the following descending order of precedence shall prevail: (1) Item Description, (2) Invitation for Bid,
(3) Bid, (4) Award, (5) Special Terms and Conditions, (6) General Terms and Conditions, (7) Specifications, (8)
Drawings.
2.18 REMEDIES: Knox County shall have all rights and remedies afforded under the U.C.C. and Tennessee law in
Contract and in tort, including but not limited to rejection of goods, rescission, and right of set-off, refund, incidental,
consequential and compensatory damages and reasonable attorney's fees.
2.19 RIGHT TO INSPECT: Knox County reserves the right to make periodic inspections of the manner and means the
service is performed or the goods are supplied and warehoused.
2.20 SEVERABILITY: If any provision of this Contract is declared illegal, void or unenforceable, the remaining provisions
shall not be affected but shall remain in force and in effect.
2.21 TAX COMPLIANCE: Pursuant to Resolution R-07-1-903 passed by the Commission of Knox County, Tennessee,
Contractor hereby acknowledges, by submission of its bid or bid and signature, it is current in its respective
Federal, State, County, and City taxes of whatever kind or nature, and is not delinquent in any way. Delinquent
status must be disclosed or risk debarment by the Knox County Procurement Division.
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2.22 TENNESSEE PROCUREMENT PROTECTION ACT: Pursuant to Tennessee Code Annotated 4-56-201, by
submission of this bid or proposal, each bidder/proposer and each person signing on behalf of any bidder/proposer
certifies, and in the case of a joint bid or proposal each party thereto certifies as to its own organization, under
penalty of perjury, that to the best of its knowledge and belief the bidder/proposer is not a "foreign adversary
company" as defined in the Tennessee Procurement Protection Act, T.C.A. 4-56-201 and is in compliance with
the requirements of said Act.
2.23 TERMINATION: County may terminate this agreement with or without cause at any time. In the event of termination
by either party, fees due for services satisfactorily performed or goods accepted prior to the termination date shall
be paid.
In the event Contractor intends to interrupt or discontinue service under this Contract, Contractor agrees to give
Knox County at least one hundred twenty (120) business days' advance written notice of said interruption or
discontinuance of service prior to interrupting or discontinuing same. Any interruption or discontinuance of service
without said advance notice shall constitute a material breach of this Contract.
2.24 WARRANTY: Contractor warrants to Knox County that all items delivered and all services rendered shall conform
to the specifications, drawings, bid and/or other descriptions furnished and/or incorporated by reference, and will
be fit for the particular purpose purchased of merchantable quality, good workmanship, and free from defects.
Contractor extends to Knox County all warranties allowed under the U.C.C. Contractor shall provide copies of
warranties to the County upon request. Return of merchandise not meeting warranties shall be at Contractor's
expense.
SECTION III SPECIAL TERMS AND CONDITIONS
3.1 INTENT: The intent of these specifications is to convey to vendors the general type and quality of Printing & Delivery
Services of the biennial Aging Well Resource Directory as required by Knox County and the Knoxville-Knox County
Community Action Committee's (CAC) Office on Aging. There is no guarantee for the number of prints to be
purchased. Award will be based on Best Value. Best Value means more than low cost. It includes the initial cost,
service quality, and other factors detailed herein.
3.2 ACCEPTANCE: Vendors are advised that the payment of an invoice does not necessarily constitute as an
acceptance of services that are provided. Acceptance requires a specific written action by Knox County so stating.
3.3 ADDITIONS/DELETIONS: Knox County reserves the right to add goods and/or services to this term bid or delete
goods and/or services that Knox County deems necessary. Any additions/deletions must be approved in writing
by Knox County Procurement prior to any changes in service.
3.4 AWARD STATUS: Knox County intends to issue an initial two (2) year award. Upon the mutual agreement of the
Vendor and Knox County, the award may be extended for two (2) additional years. This may result in a total of four
(4) years. Knox County reserves the right to purchase these products and/or services from other sources if the
need arises. Knox County reserves the right to revoke the award if a pattern of unavailability arises with the vendor.
3.5 BIDDER OBLIGATION: Each bidder shall become fully acquainted with conditions relating to the scope and
restrictions attending the execution of the work under this IFB. The failure or omission of a bidder to become
acquainted with existing conditions shall no way relieve the bidder of any obligations with respect to this IFB or to
the Contract.
3.6 BID EVALUATION: In evaluating the bids, Knox County reserves the right to use any or all of the ideas from the
bids submitted without limitation and to accept any part or the entire successful bid in selecting an operation which
is judged to be in the best interest of Knox County. All material submitted becomes the property of Knox County.
3.7 CHANGES AFTER AWARD: It is possible that after award, Knox County might change its needs or requirements.
Knox County reserves the right to make such changes after consultation with the vendor. Should additional costs
arise, Knox County reserves the right to consider accepting these charges provided the vendor can document the
increased costs. Knox County also reserves the right to accept proposed service changes from the vendor if they
will lower the cost to Knox County and/or provide improved service.
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3.8 COMPLIANCE WITH ALL APPLICABLE REGULATIONS: Vendor agrees and covenants that the company, its
agents and employees will comply with all City, County, State and Federal codes, laws, rules and regulations
applicable to the business to be conducted under this Contract. If the Vendor performs any work knowing it to be
contrary to such laws, ordinances, rules and regulations, the Vendor shall bear all costs arising from them.
3.9 CONTACT PERSONNEL: Essential to the success of this Contract is the development of a good working
relationship between the Vendor and Knox County. It is imperative that the Knox County account be handled
efficiently and professionally. Knox County should be assigned no more than two (2) Vendor contacts to handle
billing inquiries and service related issues. In the event one (1) or both contacts leave the Knox County account,
the Vendor shall formally introduce the new contact(s) to Knox County personnel. Any newly assigned contacts
must possess a prior knowledge of the County's account to avoid an interruption of service.
3.10 DELIVERY FAILURES: Failure of a vendor to deliver within the time specified, or within reasonable time as
interpreted by the Knoxville-Knox County Community Action Committee, or failure to make replacements of rejected
items when so requested, immediately or as directed by the participating agency's Administrators, shall constitute
authority for the participating agency to purchase from the open market items of comparable grade to replace the
items rejected or not delivered. On all such purchases the vendor shall reimburse the Knoxville-Knox County
Community Action Committee, within a reasonable time specified by the agency, for any expense incurred in excess
of the contract price.
3.11 DESTINATION AND DELIVERY: Bidders must include all destination and delivery charges (including surcharges)
in their price. There will be no additional hidden charges.
3.12 DELIVERY TIME: Bidders must state the number of business days until delivery after receipt of a signed Purchase
Order. Bidders shall state accurate lead times as Knox County reserves the right to cancel orders with no obligation
when delivery time is exceeded. Vendor must state the number of business days, not a range of days. For example,
an unacceptable answer is "30-60 business days." Vendors must be specific and state either "30 business days" or
"60 business days." If vendor states a range of days, Knox County will base their answer on the maximum number
of days provided.
3.13 DISCONTINUED ITEMS: Vendors must notify the Knox County Procurement Division of any discontinued items,
item number changes, or changes in package size throughout the term of the bid. Successful vendor(s) must submit
updates notifying the Procurement Division of item number changes. Vendor must notify the Knox County
Procurement Division of any anticipated shortages. Failure to immediately notify the Procurement Division may be
just cause for termination.
3.14 EVALUATION CRITERIA: This bid will be evaluated using the following criteria:
Cost 65 Points
Experience & Capabilities 25 Points
Delivery 10 Points
3.15 EVALUATION REVIEW: Knox County reserves the right to use all pertinent information that might affect the
County's judgment as to the appropriateness of an award to the best evaluated bidder. This information may be
appended to the bid evaluation process results. Information on a service provider from reliable sources, and not
within the service provider's bid, may also be noted and made part of the evaluation file. Knox County shall have
sole responsibility for determining a reliable source. Knox County reserves the right to conduct written and/or oral
discussions/interviews after the bid closing. The purpose of such discussions/interviews is to provide clarification
and/or additional information to make an award that is in the best interest of Knox County.
3.16 EXCEPTIONS TO SPECIFICATIONS: Vendors taking exception to any part or section of these specifications shall
indicate such exceptions in their submittal. A failure to indicate any exception(s) shall be interpreted as the Vendor's
intent to fully comply with the specifications as written. Conditional or qualified offer are subject to rejection in whole
or in part. Any exceptions shall be included in Section 5.18 of the submittal. Do not strike through or in any other
way alter the bid. Exceptions listed within other sections of the submittal shall not be reviewed or
considered.
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3.17 GRATUITIES AND KICKBACKS: It shall be a breach of ethical standards for any person or company to offer,
give, or agree to give any employee or former employee, or for any employee or former employee to solicit, demand,
accept, or agree to accept from another person, a gratuity or an offer of employment in connection with any decision,
approval, disapproval, recommendation, preparation of any part of a program requirement or a purchase request,
influencing the content of any specification or procurement standard, rendering of advice, investigation, auditing or
in any other advisory capacity in any proceeding or application, request for ruling, determination, claim, or
controversy or other particular matter, pertaining to any program requirement of a contract or subcontract or to any
solicitation or bid therefore. It shall be a breach of ethical standards for any payment, gratuity or offer of
employment to be made by or on behalf of a subcontractor under a contract to the prime contractor or higher tier
subcontractor or a person associated therewith, as an inducement for the award of a subcontract or order.
Breach of the provisions of this paragraph is, in addition to a breach of this Contract, a breach of ethical standards
which may result in civil or criminal sanction and/or debarment or suspension from being a contractor or
subcontractor under Knox County contracts.
3.18 INTERPRETATION: No oral interpretation will be made to any bidder regarding the meaning of specifications. All
questions are to be submitted in writing or electronically (email) and will be answered in the form of an amendment
to the solicitation by the Knox County Procurement Division.
3.19 INVOICE DETAIL: Knox County is requesting invoices to show the following detail to help expedite review and
payment. The Contractor(s) may be required to modify invoicing procedures to show the detail. All potential
Contractors are hereby cautioned that Knox County will only pay from original invoices and not facsimiles or copies.
Invoices which do not adhere to these details may be returned to the Contractor for correction.
3.19.1 The invoice must show the amount due to the Contractor by Knox County;
3.19.2 The invoice must show an itemized detail of items;
3.19.3 Invoices are to be original and uniquely pre-numbered;
3.19.4 Invoices which do not show this information are subject to rejection.
3.20 INVOICE REVIEW: Knox County shall review all invoices for adherence to the terms and conditions of the Contract.
Variations from the Contract and Contract pricing are strictly prohibited. Any variations found on the invoice will
result in the rejection of those invoices. Rejected invoices will be returned to the Contractor(s) for correction. If a
discount for prompt payment is offered, the timeline does not commence until Knox County receives correct invoice.
3.21 NEWS RELEASES BY VENDORS: As a matter of policy, Knox County does not endorse the services of a
Contractor. A Contractor will not make news releases concerning any resultant contract from this solicitation without
the prior written approval of Knox County.
3.22 NO CONTACT POLICY: After the date and time that the vendor receives this solicitation, any contact initiated by
any bidder with any CAC or Knox County representative, other than the Procurement Division representative listed
herein, concerning this Invitation for Bid, is strictly prohibited. Any such unauthorized contact may cause the
disqualification of the bidder from this procurement transaction.
3.23 OFFER WITHDRAWAL: No bid can be withdrawn after it is filed unless the bidder makes a request in writing to
the Knox County Procurement Division prior to the time set for the opening of bid or unless the County fails to
accept within ninety (90) business days after the date fixed for opening the Invitation for Bid.
3.24 PRICING: Vendors are to quote a firm fixed price for the services noted herein. The price may not change during
the term of the contract. However the vendor may request a price increase at each renewal period. A request for a
price increase must be accompanied by proof of increased price to the vendor. Knox County reserves the right to
accept or reject the requested price increase. If the price increase is rejected the vendor may:
* Continue with the existing prices;
* Request a lower price increase;
* Not accept the renewal offer.
If a price increase is approved by Knox County and CAC, the approval notification will be done in writing and the
Contractor will be notified of the new price schedule and effective date of increase. This documentation will become
part of the bid file. No approvals will be authorized verbally.
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3.25 PUBLIC RECORDS ACT: Knox County is subject to the Tennessee Public Records Act 10-7-503 et seq. Bidders
are cautioned that all documents submitted on behalf of this Invitation for Bid shall be open to the public for viewing
and inspection and Knox County will comply with all legitimate requests.
3.26 QUANTITIES: Knox County does not guarantee any quantities will be ordered under this solicitation.
3.27 REJECTION OF BIDS: Knox County reserves the right to reject any and all bids received as a result of this request
and to waive any informality, technical defect or clerical error in any bid, as the interests of the County may require.
Non-acceptance of any bid will be devoid of any criticism of the bid and of any implication that the bid is deficient in
any manner. Non-acceptance of any bid shall be construed as meaning simply that the County does not deem the
bid to be acceptable or that another bid was deemed to be more advantageous to Knox County for the particular
services proposed.
3.28 SUBMIT QUESTIONS: Prospective bidders may submit questions concerning this solicitation until October 8,
2026, at 12:00 p.m. local time. All questions must be submitted in writing as directed in Section 1.1. Questions
received after this date and time will not be considered. All questions will be answered in written addenda issued
from the Knox County Procurement Division.
3.29 SUBSTITUTIONS: Any substitutions must be approved by Knox County or their designee prior to delivery. Delivery
of a substituted item without prior notification is at the Contractor's risk and refusal to accept the substituted item
will be at the Contractor's expense.
3.30 WORKMANSHIP: Where not more specifically described in any of the various sections of these specifications,
workmanship shall conform to all of the methods and operations of best standards and accepted practices of the
trade or trades involved, and shall include all items of fabrication, construction or installation regularly furnished or
required for completion of the services. All work shall be executed by personnel skilled in their respective lines of
work.
SECTION IV SCOPE OF SERVICES
4.1 SPECIFICATIONS PRINTING SERVICES FOR AGING WELL RESOURCE DIRECTORY: The following
specifications are considered the minimum requirements for Printing Services for the CAC Office on Aging's Aging
Well Resource Directory as desired by Knox County and CAC. Bidders are to submit as specified or an approved
equal may be submitted.
4.2 BINDING: Binding shall be plastic coil binding, 14 mm thick, 6mm pitch, and clear in color.
4.3 COPY: A PDF copy will be sent to the successful vendor by approximately February 17, 2027. Stochastic
screening is required.
4.4 COVER: The cover shall be 80 lb. gloss cover weight, 4/4. Text shall be black and Pantone Matching System
(PMS).
4.5 DELIVERY INSTRUCTIONS: The completed order must be delivered inside of the L.T. Ross Building at 2247
Western Avenue, Knoxville, TN 37921. Property is not able to accommodate semi/tractor trailers, i.e. no larger
than a box truck allowed to deliver at property. Deliverer must unload the directories and stack the boxes inside at
the CAC Office on Aging. The use of a pallet jack is not permitted - hand trucks only. The completed order must
be delivered within sixty (60) days, (by approximately April 23, 2027) from the date the final proof is returned to
the vendor for printing. Multiple deliveries will be permitted based on mutual consent.
Deliverer must notify Dottie Lyvers at 865.524.2786 or 865.771.3762 no less than twenty-four (24) hours in
advance of the delivery date and time. On the day of delivery, vendor must provide CAC Office on Aging a one (1)
hour time range for delivery. If delivery is not made within the specified time frame the vendor shall reschedule. All
additional costs associated with a second delivery shall be borne by the vendor. Neither Knox County nor CAC will
be billed for any such service(s).
4.6 DIMENSIONS: The finished size of the directory shall be 5 12" x 8 12".
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4.7 DIRECTORY SAMPLE: Both an electronic and a hard copy of a previous year's edition of the Aging Well Resource
Directory will be available for viewing. The hard copy will be available in the Knox County Procurement Office
located at 1000 North Central Street, Suite 100, Knoxville, TN 37917 upon request to Christina Beeler. Requests
should be in electronic form and should be sent to christina.beeler@knoxcounty.org.
4.8 INK: The ink color shall be black and PMS for all text.
4.9 OCCURRENCE: This is a biennial directory. As such, there may be changes in the design every two (2) years to
certain aspects of the Aging Well Resource Directory. The Aging Well Resource Directory will be printed in April
2027 and April 2029. The number of pages, number of color ads, and total quantity required may vary in
forthcoming biennial versions. However, CAC does not guarantee these quantities or occurrences as needs may
change.
4.10 PACKAGING: Directories shall be packed in boxes of twenty-four (24) or less. There shall be two (2) stacks of
twelve (12) directories with the bindings alternated and with a cardboard separation sheet between the stacks to
prevent the bindings from becoming tangled.
4.11 PAPER/TEXT: Paper shall be sixty (60) lb. offset ninety-two (92) bright. There will be two (2) sections of the
directory that will be printed on colored paper, or they may be printed using different PMS inks to simulate the
colored backgrounds in lieu of using colored paper. A total of three (3) colors will be used within these two (2)
sections. The three (3) colors will be selected by the CAC Office on Aging from available stock. In the previous
edition, these three (3) colors were blue, yellow, and pink. A limited number of pages will be printed in full color.
The number of pages will range between two hundred sixty-two (262) pages to two hundred seventy-eight (278)
pages.
Artwork will be supplied by the Office on Aging. A copy will be provided electronically in a PDF format or in the
software used to create the document if that is preferable. Vendor must have the capability to process graphics
furnished in electronic form.
4.12 PROOFS: Both an electronic and a hard copy proof must be furnished to the CAC Office on Aging by February 22,
2027. The final approved electronic copy will be returned to the vendor approximately forty-eight (48) hours after
the CAC Office on Aging receives the proof. The CAC Office on Aging reserves the right to observe the printing
process and to perform a press check.
4.13 SAMPLES: Vendor(s) shall submit hard copy sample(s) of similar work with their response. Failure to submit
sample(s) of similar work may result in the vendor being deemed non-responsive.
Note: Bidders need not return pages 1-10 with their response. Pages 11-13 must be returned as your official bid
response along with any other information requested. If bidding electronically, you must attach required
documents to your response. If you have any questions please contact the Buyer referenced in Section 1.1
of this document before you submit your bid response.
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