Andrea Sappleton, Assistant Director of Purchasing

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1 BID ADDENDUM NO. 1 COVER SHEET TO: FROM: Prospective Bidders Andrea Sappleton, Assistant Director of Purchasing DATE: July 6, 2015 RE: RCNJ Bid No A Magazine Printing Services The attached Addendum is issued for the purpose of amending certain requirements of the bid and is hereby made part of and incorporated in full force as part of the Contract Documents. Unless hereinafter specifically noted or specified otherwise, all work shall conform to the applicable provisions of the Contract Documents. ******************************************************* BIDDERS ARE REQUIRED TO SIGN THIS ADDENDUM BELOW AND INCLUDE A COPY OF THE COMPLETE ADDENDUM WITH THE BID SUBMISSION. RECEIVED BY: DATE: COMPANY: PAGE 1

2 ADDENDUM NO.1 Dated: July 6, 2015 Project: RCNJ - RFP No A Magazine Printing Services This Addendum is considered part of the Contract Documents and modifies the RFP documents with amendments and additions noted below. 1.0 Bid Response Date & Time The RFP response date and time remains on or before Thursday, July 16, 2015 at 2:00 PM. 2.0 Pre-Bid Meeting There was no pre-bid meeting for this request for proposal. 3.0 Important Reminders Bids must be submitted to the Purchasing Department located in Academic Wing D room D-116 on or before the due date and time. Bids may be mailed or hand delivered to the Purchasing Department. Please indicate on the exterior of the envelop BID ENCLOSED and list the bid number. Bids arriving at the Purchasing Department after the due date and time will not be accepted. Bidders are required to sign the cover sheet of this addendum and include a copy of the entire addendum in the bid submission. Bidders are also required to acknowledge receipt of this addendum by completing item number ten (10) on the Signature Page Section 9 of the request for proposal. 4.0 RFP Changes There are no changes to the RFP. PAGE 2

3 5.0 Written Questions and Answers Q1. The cover states 80# cover coated. What type of finish gloss, matte, silk, dull cover? A1. The cover 80# is coated in matte finish with aqueous coating on the cover only. Q2. Under paper specifications there is no mention of text stock. What is the stock for the text pages? A2. The inside pages are 60# text matte finish. Q3. Could you please let me know what the text stock is on this bid? I did not see a text stock listed. A3. Please reference A2. Q4. I would like to know who was awarded the prior Bid for #15-007A A4. The prior bid was awarded to Creasey Printing. Q5. What was the price of the winning bid? A5. Based on those specifications, the price of the winning bid was approximately $78K annually. Q6. It says that cover stock is 80# coated cover, what is the weight & coating for the text pages of the magazine? A6. Please reference A2. Q7. Please supply the paper weight and grade for the text and cover paper A7. Please reference A1 and A2. Q8. Does the paper need to be FSC certified? A8. No, the paper does not need to FSC certified. Q9. Is the #9 Envelope a standard commercial #9 envelope? How many ink colors and how many sides is it printed? A9. The envelope (when used) is a standard #9 envelope and prints in black with printing only on one side (the mailing panel side). Q10. Is the #9 envelope stitched parallel to the spine or nested between signatures across the spine? A10. The envelope is nested between signatures across the spine. PAGE 3

4 Q11. What are the scheduled release dates for files? Confirm magazines need to be mailed 12 days after final proof approval. A11. The schedule varies. An approximate schedule is June 30 for the summer magazine; October 30 for the fall magazine; January 30 for the annual report and April 30 for the spring magazine. Q12. Can the college submit PDF1x1A, print ready files? A12. We are not sure what this is, but the College submits packaged InDesign files (latest version) and high resolution PDF s. Q13. At contract renewal time can paper costs be adjusted? How long must pricing be firm? A13. Paper cost must be firm for the length of the initial contract. At contract renewal the approved Bidder can submit paper cost increases which the College will review accordingly and has the right to reject or accept. Q14. Postage is estimated and based on USPS published rates and the number of pieces mailed. If Postal rates change and or the number of magazines mailed changes will the college pay the revised or incremental costs? A14. Yes, the College will pay the revised or incremental costs. Postage is estimated per magazine issue at the time the mail files are submitted to the approved Bidder and after deduping, mail prep, etc., have taken place. Q15. Will the College accept an additional/alternate bid for a standard magazine finished size of 8.5 x 10 7/8? A15. Yes, but it must be specked out completely separately and is not a condition of this bid. Information must include the benefits of the referenced size. Q16. What is the finish of the 80lb. cover paper? Gloss, silk, other? A16. Please reference A1 Q17. What is the weight of the text? What is the finish of the text paper? Gloss, silk, other? A17. Please reference A2 Q18. Should Ramapo College make changes once proofs are submitted, is this a chargeable item? What is this process? A18. Yes, the Bidder will need to indicate its AA rate is in the RFP submission for these charges once press proofs are submitted. The College wants to receive the press proofs overnight within hours of receiving the art files. The proofs are then returned within 24 hours overnight to the printer. Mary Cicitta will also send an with an itemized list of the corrections needed so that the printer does not have to wait for the PAGE 4

5 return of the press proofs. At that stage, usually a digital PDF proof is sufficient to show the corrections made if they are to text content only. If the corrections involve color, photo swaps, etc., the College might require another set of press proofs overnighted. If that is the case, a charge for this should be indicated in the RFP submission. Q19. On the #9 envelope proposed for the annual report edition, how many colors does it print? Is it a regular #9 business envelope or a #9 kost-kut envelope? (This one has the large flap). Stitch in the center-spread? (It may tear upon removal) A19. Please reference A9 and A10. Q20. Proofing: Two different requests are in the specifications. Please confirm proofs required: high resolution digital contract proofs? (This will match the final product) Actual on and off the press, press proofs? A20. The first set of proofs should be high resolution press proofs so that the College can view the colors properly with a high resolution digital print in book form. The College may require one press visit but at our discretion and the printer would be advised. Q21. On the price sheet, please confirm the line item Mail List Preparation includes all mailing services we will provide-less postage. (Postage will be filed in on the next line.) A21. Mail preparation includes deduping, NCOA and CASS based on the zip code sample list (Attachment 1) provided. Bidder shall then indicate a postage price based on that zip code mailing of approximately 36,000 pieces at 24 pages plus 4 page cover. Q22. What is Bidder Terminated Contracts found on P 22? A22. On Terminated Contracts, the College is requesting the name of three clients that the Bidder is no longer doing business with. Q23. Price Sheet has multiple line items breaking down the overall cost of the job. Is price break down a must? Can printing, bindery, proofs, and perhaps mail list preparation all be placed on one line? If so, where should this cost be placed? I understand if permitted, we will zero out any boxes that have their costs combined elsewhere. A23. The printing, bindery and first set of proofs can be on one line item. However, mail preparation and postage must be itemized and not included with first entry. Combined costs can be placed on the first line. Q24. Please verify Stock for the text. (80# coated text was quoted for estimate from Sept 2014) A24. Please reference A2. PAGE 5

6 Q25. Mailing - they state the extra magazines get delivered to the college, yet they indicate printing 36,000 and mailing 36,000 magazines. Only mail approximately 34m? A25. Each mailing quantity varies and so does the printing. The overage after the mailing quantity gets delivered to the college. The amount printed is usually 36,000 and the mailing is approximately 34,800 but it varies. Q26. Mail via our Non-Profit Indicia? Different mail List for each Mailing? A26. The Bidder can mail via their nonprofit indicia or print the College s and use. However, the College will pay the printer postage so the Bidder should use their own nonprofit indicia. There could be two (2) to four (4) different mailing lists provided that have to be merged, deduped, NCOA and CASS updated, etc. The mailing lists are updated after each mailing. As such, it is always new mailing lists that are provided to the printer for each magazine issue. Q27. Option for #9 envelope - prints how many colors? Black or PMS? 1side printing? #9 Regular Envelope or Remittance Envelope? If required, would be stitched in center of magazine? A27. Please reference A9 and 10. Q28. Page 7 of 24 section 3.1.8, will the college accept non ISO9000 certified vendors? A28. At this juncture the Bidder shall confirm if its facility is ISO certified. Q lb. cover coated is the only one paper is listed on page 8; the interior text paper is not listed. Bid specifications are listed as 24 pages plus 4 page cover; 28 pages plus 4 page cover; 32 pages plus 4 page cover. What is the basis weight, grade and finish of both the body paper and cover paper? A29. Please reference A1 and A2. Q30. Page 8 finished size is listed as 8.5x11. Is 8.5x acceptable? As a web press printer, this is the closest paper trim size available. The efficiency of web printing allows for approx % manufacturing savings over the sheet-fed alternatives on most magazine work. A30. The College s preference is for the 8.5x11 as specified. Please also reference A15. Q31. Page 8 cover coating is listed as aqueous coating. Is varnish or UV coating acceptable? A31. A varnish or UV coating is acceptable on the cover. However, the Bidder s quotation must be based on the aqueous coating as specified in the RFP document. PAGE 6

7 Q32. Regarding the envelope: Please confirm whether Ramapo College is supplying the envelope, or if printer is to supply. If Lane Press is supplying will need to know the presswork (Ink color) and stock (Would assume 24# white wove) A32. Please reference A9. Q33. Would it be possible to send a more detailed mail file? With only the zip code information the best Lane Press can offer would be origin entry postage rates. We really need a mail file that has an address, city, state and zip to perform a competitive analysis. This would allow us to present alternative pricing for drop shipping and co-mailing options that could dramatically save on distribution. A33. At this juncture, the zip code list provided is adequate in order for the Bidder to provide a quotation. - END OF ADDENDUM NO. 1 PAGE 7

Addendum # 2. RFB #237 Alys Stephens Center Brochure Opening: 2:00 pm. The following questions were received for review.

Addendum # 2. RFB #237 Alys Stephens Center Brochure Opening: 2:00 pm. The following questions were received for review. THE UNIVERSITY OF ALABAMA AT BIRMINGHAM Procurement Contracts Office Addendum # 2 RFB #237 Alys Stephens Center Brochure Opening: 7/27/16 @ 2:00 pm The following questions were received for review. Question: