REQUEST FOR QUOTES PRINTING AND MAIL SERVICES CITY OF CREVE COEUR NEWSLETTER BUNDLE

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Josephine Perkins
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1 REQUEST FOR QUOTES PRINTING AND MAIL SERVICES CITY OF CREVE COEUR NEWSLETTER BUNDLE July 20, 2018 The City of Creve Coeur is requesting quotes for newsletter printing and mailing services for a twelve (12) month period with the option to extend the contract for up to two additional 12-month periods. The City expects to print twelve (12) editions of the resident newsletter each 12-month period under this quote with the first printing for the October edition and the final printing with the September edition. This quote includes two (2) quote options: 1) PRINTING SERVICES for 4-color Creve Coeur Resident Newsletter 2) PRESORT & MAILING SERVICES for Creve Coeur Resident Newsletter If a vendor elects not to bid on presort & mailing services, its bid must include pre-collating the newsletter, pre-folding to 5.5 x 8.5 and delivering the newsletters to the mailing company of the City of Creve Coeur s choice in the St. Louis Metro area. Alternate/Equal Bids: The City recognizes the expertise provided by many vendors and encourages creativity in submitting quotes. Alternate quotes may be considered if the quote clearly indicates what will be furnished and how it will benefit the City. The City reserves the right to approve any material the vendor proposes to furnish which contains any variations from specification requirements, but which may substantially comply. Quotes must be submitted in sealed envelope delivered to: Melissa Orscheln, Public Information Officer and Management Analyst, at the Creve Coeur Government Center by Friday, August 10 at noon. Bids will be publicly opened at this time and no quotes will be accepted after this date and time. All sealed envelopes must be marked Newsletter Quote. Do not staple or submit bid in any type of folder; binder clips or paper clips are acceptable. Questions should be submitted in writing via to morscheln@crevecoeurmo.gov or fax (314) by the end of the day on Friday, August 3 at noon. Submitted questions and answers will be posted as an addendum on the City s website at > Business > Bids & Quotes. The bidding firm s quote is not considered complete unless the City s quote forms are completed and a proposed service agreement is included that addresses the specifications set forth herein and addresses the City's environmentally-friendly buying preferences described herein. Work will be billed following completion of each project monthly. Overages may not be billed to the City of Creve Coeur. Cost of freight, delivery or additional charges, if any, must be included in the bid. It will be a condition to the award that the selected vendor comply with Section RSMo., including by providing the required affidavit of compliance with federal work authorization program. The City of Creve Coeur reserves the right to reject any portion of the quote, to reject all quotes and to waive any nonconformity therein. The City plans to award this work no later than August 31, The City reserves the right to end work with the selected firm at any time with 30 days written notice. A sample resident newsletter is available at If you have any questions, contact: Melissa Orscheln, Public Information Officer & Management Analyst City of Creve Coeur, 300 N New Ballas Road, Creve Coeur, Missouri P ; F ; morscheln@crevecoeurmo.gov Page 1 of 6

2 TABLE OF CONTENTS Quote Summary Page 3 Printing Services Specifications & Quote Sheet - Option 1(A) & Option 1(B) Page 4 Presort & Mailing Services Specifications & Quote Sheet Page 5 Environmentally Friendly Buying Preferences Page 6 Page 2 of 6

3 QUOTE SUMMARY 1. Please indicate what portions of this quote your company is quoting on by checking YES or NO. Printing Services Presort & Mailing Services Yes No Yes No 2. Please provide two references. Contact Name: Organization: Telephone: Type of Work Completed: Contact Name: Organization: Telephone: Type of Work Completed: 3. Please provide two samples of newsletters printed by vendor submitting quote. If vendor has never printed a newsletter, please provide two samples of vendor s printed work. 4. Please indicate the contact person for the City: Contact Name: Contact Title: Address: Telephone: Address: Page 3 of 6

4 PRINTING SERVICES SPECIFICATIONS & QUOTE SHEET Quantity: Size: Stock: Ink Colors: Finishing/Binding: Pre-Press Data: Production Time: Proofs: Terms: Delivery: 8,500 All quantities shown are estimates only. The City reserves the right to increase or decrease the quantities shown at any time during the life of the contract to correspond with the actual City s needs. Standard: Two (2) 11 x 17 pages, printed 2-sided (totaling (8) 8.5 x 11 pages) Extended: Occasionally the City will produce newsletters using three (3) 11 x 17 pages (totaling (12) 8.5 x 11 finished pages) 80# Glossy Book or similar, recycled Full color, full bleeds, 2-sided Folded to a finished flat size of 8.5 x 11 ; (not stitched) Mailed Quantities: folded to 5.5 x 8.5 ; tabbed (minimum of two tabs on top per Postal Service) Unmailed Quantities: folded to 8.5 x 11 ; untabbed Printer must be able to work with Adobe InDesign CS5.5 Prefer FTP exchange capability; or pick up CD/DVD at 300 N. New Ballas Rd. Five (5) working days for each issue, including providing pre-press services and proofs to the City of Creve Coeur. If additional time is needed to produce the newsletter, indicate the total number of days required. The City may require a hard copy proof and digital (PDF) proofs. Any time a change is made, the City reserves the right to request a proof. Contract is for one (1) 12-month period with options by the City to extend the contract annually for two (2) consecutive 12-month periods thereafter. Contract begins with October edition and ending with the September edition. All freight and delivery charges are to be included in the below quote. Mailed quantities: delivered to mailing vendor or Post Office (whichever applies). Unmailed quantities: twohundred (200) flat, untabbed newsletters and hard copy proofs are to be delivered to: Melissa Orscheln at the Creve Coeur Government Center, 300 N. New Ballas Rd., Creve Coeur, MO PRINTING SERVICES TOTAL COSTS PER 12 MONTH PERIOD: 1ST 2ND 3RD Total amount per Standard Edition 4-color $ $ $ Additional 11 x17 page 4-color $ $ $ Alternate/Equal Quote (if applicable, explanation on separate sheet) $ $ $ Hardcopy Matchprint & Dylux Proofs $ $ $ Change Fee (after re-press; before proof approval) $ $ $ Signature of person giving quote: Name/Title: Page 4 of 6

5 PRE-SORT & MAILING SERVICES SPECIFICATIONS & QUOTE SHEET Vendor submitting quote may complete mailing services in-house and would be responsible for collating, folding the newsletter to 5.5 x 8.5, tabbing and ensuring successful delivery of the newsletter to the St. Louis Main Post Office located at 1720 Market Street (18 th Street side), St. Louis, MO 63155, within two (2) business days. The selected vendor is responsible for: 1) de-duping mailing list; 2) completing NCOA updates on the mailing list; 3) using Intelligent Mail Barcodes; 4) providing the addresses that are no longer valid to Creve Coeur; 5) providing a United States Postal Service Postage Statement to the City monthly; 6) inkjet addresses, 7) tab, sort and deliver to the Main Post Office; 8) guaranteeing the lowest possible postage rate offered by United State Postal Service based on mail piece design. The City of Creve Coeur is requesting quotes for mailing services for a twelve (12) month contract with the option to extend the contract for up to two additional 12-month contracts. Quantity: Deliverable: 8,300 (approximately; mail list fluctuates depending on City s needs) Inkjet addresses on 5.5 x 8.5 newsletter; tab per US Postal Service requirements (required minimum of 2 tabs) Delivery: Post Office, 1720 Market Street (18 th Street side), St. Louis, MO Postage: Data: Production Time: Terms: Pre-sorted, Standard by City of Creve Coeur Permit Excel database provided by City. As needed by the City, an updated list will occasionally submitted to selected vendor. The address list provided by the City may not be sold or given to any other organization(s) without the written consent of the City of Creve Coeur Public Information Officer. Two (2) business days for each issue. If additional time is needed to complete the work, indicate the total number of days needed:. Contract is for one (1) 12-month period with options by the City to extend the contract annually for two (2) consecutive 12-month periods thereafter. Twelve-month contract begins with the October edition and ending with the September edition. PRESORT & MAILING SERVICES TOTAL COSTS PER 12 MONTH PERIOD: 1ST 2ND 3RD Mailing Service Per Piece: $ $ $ Alternate/Equal Quote: (if applicable, explanation on separate sheet) $ $ $ Additional Charges: (if applicable) $ $ $ Explanation of additional charges: Please describe how the bidding firm will ensure that the City of Creve Coeur s mailing address list is up to date (i.e. NCOA process, Intelligent Mail Barcode): Signature of person giving quote: Name/Title: Page 5 of 6

6 ENVIRONMENTALLY FRIENDLY BUYING PREFERENCES The City of Creve Coeur promotes environmentally sustainable practices by purchasing environmentally preferable products when cost, quality, variety, quantity, delivery time and any other defined specifications are not significantly inferior to competing commodities and services. Wherever possible, proposals shall provide applicable information relating to how the vendor's product is environmentally preferable. Environmentally preferable products are commodities that carry the certification of one of the following national independent environmental certifying programs: EPEAT (Electronic Product Environmental Assessment) Energy Star Environmental Choice (Canada EcoLogo) Forest Stewardship Council Green Guard for Children and Schools Green Seal Green-e USDA Organic Or that assume one or more of the following qualities to a greater degree than comparable commodities or services: Biobased Biodegradable Carcinogen-free Chloroflurocarbon (CFC) free Compostable Durable or reusable Energy efficient Heavy metal free Less hazardous Low volatile organic compound (VOC) content Low-toxicity Made from rapidly renewable materials Persistent, bioaccumulative toxic (BPT) free Procured from vendors and contractors that follow green policies in their operations Produced locally or regionally Recyclable Recycled content Reduced greenhouse gas emissions Reduced packaging, especially polystyrene Refurbished Resource efficiency Upgradeable Water efficient Page 6 of 6

Village of Pleasant Prairie 2017 Monthly Village Newsletter (Request for Proposal) November 2016

Village of Pleasant Prairie 2017 Monthly Village Newsletter (Request for Proposal) November 2016 Request for Proposal Village of Pleasant Prairie 2017 Monthly Village Newsletter November 2016 I. Introduction