RFQ 26111-A: Annual Brochure Printing

GENERAL TERMS AND CONDITIONS
RFQ 26111-A: Annual Brochure Printing
1. Definitions:
a. Responder: A company or individual who submits a quote in response to this RFQ.
b. Successful Responder: The Responder that is awarded a contract.
c. Contractor: The Successful Responder, upon execution of the contract.
d. County: Fayette County, Georgia.
2. Quote is Offer to Contract: Each quote constitutes an offer to become legally bound to a
contract with the County, incorporating the Request for Quotes and the Responder's quote.
The binding offer includes compliance with all terms, conditions, special conditions,
specifications, and requirements stated in the Request for Quotes, except to the extent that a
Responder takes written exception to such provisions, and the County agrees to the
exceptions. All such terms, conditions, special conditions, specifications, and requirements will
form the basis of the contract. The Responder should take care to answer all questions and
provide all requested information, and to note any exceptions in the quote submission. Failure
to observe any of the instructions or conditions in this Request for Quotes may result in
rejection of the quote.
3. Binding Offer: To allow sufficient time for a contract to be awarded, each quote shall constitute
a firm offer that is binding for ninety (90) days from the received by date to the date of award.
4. References: Include with your quote a list of three (3) jobs that your company has done that
are of the same or similar nature to the work described in this Request for Quotes, on the
form provided. Include all information as requested on the form.
5. Preparation Costs: The Responder shall bear all costs associated with preparing the quote.
6. More Than One Quote: Do not submit alternate quotes or options, unless requested or
authorized by the County in the Request for Quotes. If a Responder submits more than one
quote without being requested or authorized to do so, the County may disqualify the quotes
from that Responder, at the County's option.
7. Defects or Irregularities: The County reserves the right to waive any defect or irregularity in any
quote received. In case of a discrepancy between unit prices and extended prices, the unit
price will govern unless the facts or other considerations indicate another basis for correction of
the discrepancy.
8. Brand Name: If items in this Request for Quotes have been identified, described or referenced
by a brand name or trade name description, such identification is intended to be descriptive, but
not restrictive and is to indicate the quality and characteristics of products that may be offered.
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Alternative products may be considered for award if clearly identified in the quote. Items
offered must meet required specifications and must be of a quality which will adequately serve
the use and purpose for which intended.
9. Prices Held Firm: Prices quoted shall be firm for the period of the contract, unless otherwise
specified in the quote. All prices for commodities, supplies, equipment, or other products shall
be quoted FOB Destination, Fayette County or job site.
10. Responder Substitutions: Responders offering substitutions or deviations from specifications
stated in the Request for Quotes, shall list such substitutions or deviations on the "Exceptions
to Specifications" sheet provided, or on a separate sheet to be submitted with the quote. The
absence of such list shall indicate that the Responder has taken no exception to the
specifications. The evaluation of quotes and the determination as to equality and acceptability
of products or services offered shall be the responsibility of the County.
11. Non-Collusion: By responding to this Request for Quotes, the Responder represents that the
quote is not made in connection with any competing Responder, supplier, or service provider
submitting a separate response to this Request for Quotes, and is in all respects fair and
without collusion or fraud.
12. Ethics - Disclosure of Relationships: Before a proposed contract in excess of $10,000.00 is
recommended for award to the Board of Commissioners or the County Administrator, or
before the County renews, extends, or otherwise modifies a contract after it has been
awarded, the Contractor must disclose certain relationships with any County Commissioner or
County Official, or their spouse, mother, father, grandparent, brother, sister, son or daughter
related by blood, adoption, or marriage (including in-laws). A relationship that must be
reported exists if any of these individuals is a director, officer, partner, or employee, or has a
substantial financial interest the business, as described in Fayette County Ordinance Chapter 2,
Article IV, Division 3 (Code of Ethics).
If such relationship exists between your company and any individual mentioned above,
relevant information must be presented in the form of a written letter to the Director of
Purchasing. You must include the letter with any bid, proposal, or price quote you submit to
the Purchasing Department.
In the event that a Contractor fails to comply with this requirement, the County will take action
as appropriate to the situation, which may include actions up to and including rejection of the
bid or offer, cancellation of the contract in question, or debarment or suspension from award
of a County contract for a period of up to three years.
13. Evaluation: Award will be made to the lowest responsive, responsible Responder, taking into
consideration payment terms, vendor qualifications and experience, quality, references, any
exceptions listed, and/or other factors deemed relevant in making the award. The County may
make such investigation as it deems necessary to determine the ability of the Responder to
perform, and the Contractor shall furnish to the County all information and data for this purpose
as the County may request. The County reserves the right to reject any item, any quote, or all
quotes, and to re-solicit for pricing.
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14. Partial Award: The County reserves the right to make award by item, by group of items, by any
combination of items, or by lump sum award. The award will be made in the best interest of the
County. Responders may restrict their offers to consideration of a lump sum award or other
restriction only by so indicating on the pricing sheet or the "Exceptions to Specifications" sheet
included in the Request for Quotes. Responders who do not restrict consideration of their
offers in this manner shall be expected to accept any portion of the award. The County reserves
the right to award multiple contracts for the products or services sought by this Request for
Quotes.
15. Payment Terms and Discounts: The County's standard payment terms are Net 30. Any
deviation from standard payment terms must be specified in the resulting contract, and both
parties must agree on such deviation. Cash discounts offered will be a consideration in
awarding the quote, but only if they give the County at least 15 days from receipt of invoice to
pay. For taking discounts, time will be computed from the date of invoice acceptance by the
County, or the date a correct invoice is received, whichever is the later date. Payment is
deemed made, for the purpose of earning the discount, on the date of the check.
16. Trade Secrets - Confidentiality: If any person or entity submits a quote that contains trade
secrets, an affidavit shall be included with the quote. The affidavit shall declare the specific
included information which constitutes trade secrets. Any trade secrets must be either (1)
placed in a separate envelope, clearly identified and marked as such, or (2) at a minimum,
marked in the affidavit or an attached document explaining exactly where such information is,
and otherwise marked, highlighted, or made plainly visible. See O.C.G.A. 50-18-72 (A)(34).
17. Trade Secrets - Internal Use: In submitting a quote, the Responder agrees that the County may
reveal any trade secret materials contained in the quote to all County staff and officials involved
in the selection process, and to any outside consultant or other third parties who may assist in
the selection process. The Responder agrees to hold harmless the County and each of its
officers, employees, and agents from all costs, damages, and expenses incurred in connection
with refusing to disclose any material which the Responder has designated as a trade secret.
18. Contract Execution & Notice to Proceed: After an award is made, and all required documents
are received by the County, and the contract is fully executed with signature of both parties,
the County will issue a written Notice to Proceed. The County shall not be liable for payment of
any work done or any costs incurred by any Responder prior to the County issuing the Notice to
Proceed.
19. Term of Contract: The term of this agreement shall begin July 1, 2026 and continue for a period
of one through June 30, 2027. Thereafter, this agreement may be renewed by the County for
two additional one-year renewal terms (each a "Renewal Term" and together with the Initial
Term, the "Term"), which renewal will be by letter or other written correspondence from the
County to the Contractor ninety (90) days prior to expiration of the Initial Term or the then-
current Renewal Term. If the County fails to provide notice of renewal, this Agreement will
terminate at the end of the Initial Term or the then-current Renewal Term. This agreement is
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subject to the multi-year contractual provisions of O.C.G.A. 36-60-13(a).
20. Unavailability of Funds: This contract will terminate immediately and absolutely at such time
as appropriated and otherwise unobligated funds are no longer available to satisfy the
obligations of the County under the contract.
21. Unauthorized Performance: The County will not compensate the Contractor for work
performed unless the work is authorized under the contract, as initially executed or as
amended.
22. Assignment of Contract: Assignment of any contract resulting from this Request for Quotes will
not be authorized, except with express written authorization from the County.
23. Indemnification: The Contractor shall indemnify and save the County and all its officers, agents
and employees harmless from all suits, actions, or other claims of any character, name and
description brought for or on account of any damages, losses, or expenses to the extent caused
by or resulting from the negligence, recklessness, or intentionally wrongful conduct of the
Contractor or other persons employed or utilized by the Contractor in the performance of the
contract. The Contractor shall pay any judgment with cost which may be obtained against the
County growing out of such damages, losses, or expenses.
24. Severability: The invalidity of one or more of the phrases, sentences, clauses or sections
contained in the contract shall not affect the validity of the remaining portion of the
contract. If any provision of the contract is held to be unenforceable, then both parties
shall be relieved of all obligations arising under such provision to the extent that the
provision is unenforceable. In such case, the contract shall be deemed amended to the
extent necessary to make it enforceable while preserving its intent.
25. Delivery Failures: If the Contractor fails to deliver contracted goods or services within the time
specified in the contract, or fails to replace rejected items in a timely manner, the County shall
have authority to make open-market purchases of comparable goods or services. The County
shall have the right to invoice the Contractor for any excess expenses incurred, or deduct such
amount from monies owed the Contractor. Such purchases shall be deducted from contracted
quantities.
26. Substitution of Contracted Items: The Contractor shall be obligated to deliver products awarded
in this contract in accordance with terms and conditions specified herein. If a Contractor is
unable to deliver the products under the contract, it shall be the Contractor's responsibility to
obtain prior approval of the ordering agency to deliver an acceptable substitute at the same
price quoted in the Contractor's original bid. In the event any Contractor consistently needs to
substitute or refuses to substitute products, the County reserves the right to terminate the
contract or invoke the "Delivery Failures" clause stated herein.
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27. Inspection and Acceptance of Deliveries: The County reserves the right to inspect all goods and
products delivered. The County will decide whether to accept or reject items delivered. The
inspection shall be conclusive except with respect to latent defects, fraud, or such gross
mistakes as shall amount to fraud. Final inspection resulting in acceptance or rejection of the
products will be made as soon as practicable, but failure to inspect shall not be construed as a
waiver by the County to claim reimbursement or damages for such products which are later
found to be in non-conformance with specifications. Should public necessity demand it, the
County reserves the right to use or consume articles delivered which are substandard in quality,
subject to an adjustment in price to be determined by the Purchasing Director.
28. Termination for Cause: The County may terminate the contract for cause by sending written
notice to the Contractor of the Contractor's default in the performance of any term of this
agreement. Termination shall be without prejudice to any of the County's rights or remedies
by law.
29. Termination for Convenience: The County may terminate the contract for its convenience at
any time with 10 days' written notice to the Contractor. In the event of termination for
convenience, the County will pay the Contractor for services performed. The County will
compensate partially completed performance based upon a signed statement of completion.
30. Force Majeure: Neither party shall be deemed to be in breach of the contract to the extent that
performance of its obligations is delayed, restricted, or prevented by reason of any act of God,
natural disaster, act of government, or any other act or condition beyond the reasonable
control of the party in question.
31. Governing Law: This agreement shall be governed in accordance with the laws of the State of
Georgia. The parties agree to submit to the jurisdiction in Georgia, and further agree that any
cause of action arising under this agreement shall be required to be brought in proper venue in
Fayette County, Georgia.
32. Open Records Act: In the event that the Contractor receives, and responds to, a request for
information as provided in Georgia's Open Records Act (O.C.G.A. 50-18-70 et seq.), the
Contractor shall promptly provide the County the same information provided to the initiator of
the request for information. Contractor shall email such information to the county's Custodian of
Records at tsmith@fayettecountyga.gov.
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SCOPE AND SPECIFICATION
RFQ 26111-A: Annual Brochure Printing
Introduction
Fayette County Parks & Recreation Department provides a variety of programs for County citizens. The
Department makes brochures available to describe events and recreation opportunities. They publish
brochures three times each year, for fall, winter, and summer programs. The county seeks an annual
contract for the printing of brochures. This will be a 12-month contract, with options to renew the
contract for two additional 12-month periods, with the agreement of both parties.
Specifications & Scope of Work
The Parks & Recreation Department plans to place three separate orders for brochures, with 1,000
copies for the fall brochure, 1,000 copies for the winter brochure, and 2,000 copies for the summer
brochure. An example is attached.
DESIGN & LAYOUT:
* Designing in full color 8.5 inch by 11-inch finished size folded brochures.
* Fayette County shall provide brochure content in both word and pdf format along with design
directions and instructions.
* All images to be provided in high resolution.
* Initial design and layout work must be completed within 10 business days after receipt of
brochure content. See attachment as an example of a brochure needed.
* Fayette County shall have 2 rounds of changes/edits to design at no additional cost.
* Fayette County must approve the final proof prior to printing.
PRINTING:
* Printing shall consist of printing of the approved design & layout of the 8.5 inch by 11-inch
finished size folded brochures.
* A total of 28 pages, including the outside cover, inside cover, and inside pages.
* The cover shall be 100# gloss white cover-stock sheets with colored ink (4/4) on the outside and
inside of the cover. The color extends all the way to the edges of the final printed brochure.
See attachment as an example.
* 60# cover stock offset black text ink (4/4) and colored clip art for the inside 24 pages.
* Brochures shall be cut, collated, folded, stapled, and trimmed.
* All costs associated with your quote shall be factored in the unit price and the extended price.
The Department of Parks and Recreation will deliver brochure contents in a pdf file. The Department
must approve the final proof prior to printing. Brochures must be delivered to the Department of Parks
and Recreation within two weeks of receiving the pdf file.
DELIVERIES:
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Brochures shall be delivered to:
Fayette County Parks and Recreation
140 W. Stonewall Ave., Suite 208
Fayetteville, Ga. 30214
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Checklist of Required Documents
(Be Sure to Return This Checklist and
the Required Documents in the order listed below)
RFQ 26111-A: Annual Brochure Printing
Company information - on the form provided __________
Contractor Affidavit under O.C.G.A. 13-10-91(b)(1) __________
Pricing sheet __________
List of exceptions, if any - on the form provided __________
References - on form provided __________
Addenda, signed, if any are issued __________
COMPANY'S NAME: ______________________________________________________
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COMPANY INFORMATION
RFQ 26111-A: Annual Brochure Printing
A. COMPANY
Company Name: _________________________________________________
Physical Address: ________________________________________________
_______________________________________________________________
Mailing Address (if different): _______________________________________
_______________________________________________________________
Website (if applicable): ____________________________________________
B. AUTHORIZED REPRESENTATIVE
Signature: _______________________________________________________
Printed or Typed Name: ____________________________________________
Title: ___________________________________________________________
E-mail Address: __________________________________________________
Phone Number: __________________________________________________
C. PROJECT CONTACT PERSON
Name: _________________________________________________________
Title: __________________________________________________________
E-mail Address: _________________________________________________
Phone Number: __________________________________________________
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