Request for Proposal Magazine Services

Agency: Marshall University
State: West Virginia
Type of Government: State & Local
Caegory:
  • Q - Medical Services
Posted Date: Apr 11, 2018
Due Date: May 31, 2018
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
solicitation # description opening time & date
MU18MAGAZINE

Request for Proposal

Magazine Services

3:00pm on May 31, 2018

Attachment Preview

Request
for
Proposal
Vendor:
Marshall University
Office of Purchasing
Proposal#
One John Marshall Drive
Huntington, WV 25755-4100
MU18MAGAZINE
Direct all inquiries regarding this order to: (304) 696-3157
For information contact:
FEIN/SSN:
Phone:
Email:
Fax:
Buyer: Tracey Brown-Dolinski
Phone: (304) 696-3157
Email: browndolinskl@marshall.edu and
purchasing@marshall.edu
Sealed requests for proposals furnishing services described below will be received by the Institution. TO RECEIVE CONSIDERATION FOR
AWARD, UNLESS OTHERWISE NOTED, THE PROPOSAL WILL BE SUBMITTED ON THIS FORM IN ORIGINAL (3) COPIES, SIGNED IN FULL IN
INK AND REQUESTED IN THE PROPOSAL, RECEIVED HAVE A DATE/TIME STAMP AFFIXED AND SUBMITTED IN BONFIRE BY PROPOSAL
OPENING TIME AND DATE. The Institution reserves the right to accept or reject proposals separately or as a whole, to reject any or all
proposals, to waive informalities or irregularities and to contract as the best interests of the Institution may require. PROPOSALS ARE
SUBJECT TO THE GENERAL TERMS AND CONDITIONS AS SET FORTH HEREIN.
DATE
4/4/2018
DELIVERY
REQUIREMENTS
DEPARTMENT
REQUISITION NO.
MU18MAGAZINE
PROPOSALS OPEN:
3:00 PM on May 31,
2018
BIDDER MUST ENTER
DELIVERY
DATE FOR
EACH ITEM BID
Item # Quantity
Description
Unit Price
Extended Price
Request for Proposals
Marshall University is accepting proposals for
Marshall Magazine Services
Sealed proposals shall be accepted until 3:00 pm on May 31, 2018,
Office of Purchasing, Room 125 Old Main Building, Huntington, WV.
Total
To the Purchasing Department,
In compliance with the above, the undersigned offers and agrees, if this offer is accepted within
calendar days (30 calendar days unless a
different period is inserted by the purchaser) from the bid open date, specified above, to furnish any or all items upon which prices are offered,
at the price set opposite each item, delivered at the designated point(s), within the time specified.
Bidder guarantees shipment from
Bidder’s name Vendor
within
days
Signed By
FOB
Terms
After receipt of order at address shown
Typed Name
Title
BOG 43
Street Address
City/State/Zip
Date
Fein
Phone
MU18MAGAZINE pg. 2
TABLE OF CONTENTS
I. GENERAL INFORMATION................................................................................................. 3
A. Purpose: ........................................................................................................................................... 3
B. Background: .................................................................................................................................... 3
C. Notice: .............................................................................................................................................. 3
II. SCHEDULE OF EVENTS: ................................................................................................... 4
III. SCOPE OF WORK ............................................................................................................. 5
A. Writing of articles: .......................................................................................................................... 5
B. Page proofs: ..................................................................................................................................... 5
C. Revised Page Proofs:....................................................................................................................... 5
D. Final Corrections: ........................................................................................................................... 5
E. Printing and mailing:...................................................................................................................... 5
F. Advertising: ..................................................................................................................................... 6
IV. DELIVERABLES ............................................................................................................... 6
A. Submitting Your Proposal.............................................................................................................. 6
B. Proposal Submission Instructions ................................................................................................. 6
C. Proposal Format: ............................................................................................................................ 6
V. EVALUATION AND AWARD............................................................................................... 8
VI. Submission Instructions for Suppliers ............................................................................. 10
Request for Proposal Supplemental Package ..................................Error! Bookmark not defined.
Appendix A: Tentative Magazine Schedule for 2018-2019 ........................................................ 24
Appendix B: Magazine Printing Specifications, 2018-2019 ...................................................... 25
MU18MAGAZINE pg. 3
REQUEST FOR PROPOSAL - MARSHALL MAGAZINE
I. GENERAL INFORMATION
A. Purpose:
Marshall University is seeking proposals for production of the Marshall Magazine, which
is published three times yearly.
B. Background:
The Office of University Communications at Marshall University is responsible for
advertising, publications, public relations and other internal/external communications.
The university does not currently have the necessary staff time available for magazine
production and printing.
The vendor selected will work closely with the University Communications office,
particularly Susan Tams, executive editor of the magazine.
C. Notice:
Public Record: Submissions are Public Record. All documents submitted to the Marshall
University Office of Purchasing related to purchase orders or contracts are considered
public records. All bids or offers submitted by bidders shall become public information
and are available for inspection during normal official business hours in the Office of
Purchasing after the proposal award. Proposals cannot be inspected until after the award
of contract.
Written Release of Information: All public information may be released with or without a
Freedom of Information request; however, only a written request will be acted upon with
duplication fees paid in advance. Fees shall apply to all requests for copies of any
document. Currently the fees are based upon the “Marshall University Administrative
Procedure Fees for Freedom of Information Act Requests” posted online at
http://www.marshall.edu/adminproc/files/ADMIN-3.pdf .
Risk of Disclosure: The only exemptions to disclosure of information are listed in West
Virginia Code §29B-1-4. Primarily, only trade secrets as submitted by a bidder are
exempt to public disclosure. The submission of any information to Marshall University,
Office of Purchasing by a vendor puts the risk of disclosure on the vendor. Marshall
University Office of Purchasing does not guarantee non-disclosure of any information to
the public.
MU18MAGAZINE pg. 4
Rejection of Bids: Marshall University shall select the best value solution according to
the bid evaluation. However, the University reserves the right to accept or reject any or
all bids, in part or in whole at its discretion. Marshall University reserves the right to
withdraw an RFB at any time and for any reason. Submission of, or receipt by Marshall
University of bids confers no rights upon the bidder nor obligates Marshall University in
any manner. A contract based on this RFB and the Vendor’s bid, may or may not be
awarded. Any contract resulting in an award from this RFB is not valid until properly
approved and executed by Marshall University, Office of Purchasing.
Waiver of Minor Irregularities: The Director of Purchasing reserves the right to waive
minor irregularities in bids or specification.
Addenda: If it becomes necessary to revise any part of this RFP, an official written
addendum will be issued by Marshall University to all bidders of record.
Contract: After the successful vendor is selected, a formal contract document will be
executed between Marshall University and the vendor. In addition, the RFP and the
vendor’s response will be included as part of the contract by reference. The order of
precedence is the contract, the RFP and the vendor’s proposal in response to the RFP.
Approval: Once approved by the Director of Purchasing, the contract is signed and
mailed to the appropriate parties.
Invoices: The vendor shall submit invoices in arrears to Marshall University at the
address on the face of the purchase order labeled “Invoice to” pursuant to the terms of the
contract.
Delivery: All items delivered to Marshall University must be received in the Marshall
University Receiving Department located at 201 21st Street, Huntington, WV 25703,
unless otherwise noted.
II. SCHEDULE OF EVENTS:
1. May 15, 2018: Written questions shall be directed to Tracey Brown-Dolinski in
advance or at the bidders’ conference. E-mail written questions by May 15, 2018 no
later than 4:00 p.m. to browndolinsk@marshall.edu; subject field to read:
MU18MAGAZINE.
2. May 22, 2018: Questions will be answered in writing unless answered at the pre-
proposal conference
3. May 31, 2018: Bid Opening at 3:00 p.m.
4. June 15, 2018 or before: Starting date of project
5. 58 working days from date of award: First Issue
6. August 31, 2018: Project completion date or time limit for First Issue
MU18MAGAZINE pg. 5
III. SCOPE OF WORK
A. Writing of articles:
Based on a list of between 6 and 8 articles agreed to by the publisher (bidder) and the
executive editor of the magazine, the publisher will arrange for writers (on-staff or
subcontracted) to prepare the articles and submit the drafts to the editor for review.
Approximate time: 21 working days.
Publisher will also use this period to secure or produce photography and art to be used to
illustrate the articles.
Editor will return articles in 2 working days with corrections and suggestions. Publisher
will also use this period to sell advertising.
B. Page proofs:
Once edited drafts are returned, publisher will prepare proofs of all pages in page layout
software and provide an Adobe Portable Document Format (PDF) file for Marshall to
print for proofing purposes.
Approximate time: 10 working days.
Editor will circulate proofs, consolidate comments, and return to publisher in
approximately 6 working days.
C. Revised Page Proofs:
Publisher will make corrections as indicated and return a second PDF proof for editor’s
review.
Approximate time: Four (4) working days.
Editor will return final proof in 3 working days.
D. Final Corrections:
Based on the last proof, publisher will make final corrections and provide files to the
printer in the format specified by the printer.
E. Printing and mailing:
Publisher will subcontract supplier(s) to print, bind, and address the magazine to a list
provided electronically by Marshall University;
Vendor will then deliver addressed copies to the postal service and 500 copies to
Marshall University’s receiving department.

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