REQUEST FOR QUOTATION INVITATION

Transcription

1 REQUEST FOR QUOTATION INVITATION FOR: RE: DPS: PRINTING OF PUBLIC VEHICLE LICENSE STICKER EMBLEM DECALS Small Orders Non-Target Market Request for Quotation (RFQ) Specification Number: John Stewart, Jr. DPS Contract Administrator Telephone: DUE DATE (Bid Open Date): Tuesday, May 3, 2011 The City of Chicago invites vendors to submit a quote for the above requirement. If you are interested in doing business with the City of Chicago, you are encouraged to respond. Prior registration not required. Please direct all questions to the DPS Contract Administrator listed above. This RFQ and resulting Purchase Order (PO) are subject to the City of Chicago Request for Quotation and Detailed Specification (both attached); the Small Orders Terms and Conditions - Blanket; and Special Condition Regarding MBE/WBE (both downloadable from the DPS web site), which are hereby incorporated into the RFQ and PO by reference. The Maximum Compensation under the resulting PO cannot exceed $100,000. RFQs, EDSs, blank insurance certificates, and the Special Condition Regarding MBE/WBE including Schedules B, C- 1, and D-1, are available from TO RESPOND: Bidder must complete and sign the City of Chicago Request for Quotation AND Bidder s MBE/WBE Utilization Plan and then fax or them to the above DPS Contract Administrator. Both must be received no later than 11:00 AM Central Time on the RFQ s Please Respond By date. The Please Respond By date is the duedate. Bids not containing both the Request for Quotation AND Bidder s MBE/WBE Utilization Plan will be rejected as being non-responsive to this requirement. Bidder s MBE/WBE Utilization Plan MUST contain a Schedule D-1 and/or a Request for a Reduction to or Waiver of the MBE/WBE Goals per the MBE/WBE Special Condition Section The MBE/WBE Schedule D must be notarized. The Request for a Reduction to or Waiver of the MBE/WBE Goals must conform to the MBE/WBE Special Condition Section 1.4 Regulations Governing Reductions To or Waiver of MBE/WBE Goals. Please write or stamp your firm s name on al pages of your bid submittal. Following the RFQ due date and time, a bid tabulation will be made available to the public on DPS s web site: cityofchicago.org/procurement under Contract Administration, Bid Tabulations Get Started Online. Search by the above specification number. Please allow one to three business days for posting of the bid tabulation. The low bidder will be contacted by the Contract Administrator and will be required to submit original 1) City of Chicago Request for Quotation with original signature; 2) Economic Disclosure Statement (EDS); 3) completed insurance certificate; 4) MBE/WBE Schedules B, C-1 and D-1 (as applicable); and 5) Current City of Chicago MBE/WBE Certification Letter(s) (as applicable). The CPO will then move to award a PO. Notice of Award for a Smal Order PO is made by the City s web site when an Award Date is posted. Awarded POs and the Award Dates are made available to the public on Procurement Service s web site: under Contract Administration, Awarded Contracts, Get Started Online, City of Chicago, Contracts and Awards. Search by the above specification number. Revised: October 18, 2010 Small Orders Request for Quotation Invitation, Specification Number 95426, Page 1 of 1

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5 1. SCOPE CITY OF CHICAGO PRINTING OF PUBLIC VEHICLE LICENSE STICKER EMBLEM DECALS Specification Number: Contractor must furnish and deliver F.O.B., City of Chicago, Department of Business Affairs & Consumer Protection, 2350 W. Ogden Avenue, 1 st Floor, Chicago, IL 60608, Public Vehicle License Sticker Emblem Decals as specified herein, in accordance with all the terms and conditions of this specification. This RFQ and resulting Purchase Order (PO) are subject to the Small Orders Terms and Conditions Blanket, and the Special Condition Regarding Minority Business Enterprises (MBE) and Women Business Enterprise (WBE) (both downloadable from the DPS web site - which are hereby incorporated into the RFQ and PO by reference. The Maximum Compensation under the resulting PO cannot exceed $100, PRE-BID MEETING A Pre-Bid Conference will be held to answer questions regarding this specification. Attendance is strongly encouraged but is not mandatory. Representatives from the Department of Procurement Services and the Department of Business Affairs & Consumer Protection will comprise the panel to respond to questions concerning the specification. The Pre-Bid Conference will be held on Monday, April 25, 2011, at the Department of Procurement Services, Bid & Bond Room, City Hall, 121 N. LaSalle Street, Room 301, Chicago, Illinois at 2:00 p.m., as noted herein. Bidders must communicate only with the. All questions or requests for clarification must be in writing, to the atention of the, Contract Administrator listed on the cover of this bid specification Bidders are strongly encouraged, but not required, to submit questions prior to the scheduled Pre-Bid Conference. 3. SAMPLE VIEWING OF PUBLIC VEHICLE LICENSE STICKER EMBLEM DECALS The will provide bidders with an opportunity to view hard-copy samples of the Public Vehicle License Sticker Emblem Decals at the Pre-Bid Meeting. The hard-copy sample viewing is an effort to provide bidders with an opportunity to tangibly examine the various decals as an example of the type of decal properties expected to be produced. Samples from the Pre-Bid Meeting cannot be taken by an attendee. Photographs of the Sticker Emblem Decals will be allowed. Detailed Specification, Specification Number 95426, Page 1 of 9

6 4. SAMPLES OF STICKER DECALS FROM BIDDER The apparent low bidder must provide samples of their workmanship to the City that have been similarly produced and printed by the bidder, having used the same or equivalent materials, inks, and sequential numbering tools proposed by the bidder to produce sticker decals similar to the sticker decals specified herein and made available during the site visit. Physical descriptions of the materials and inks to be used in production of the sample sticker decals and production methods must also be provided along with the samples. Such samples will be used to determine if the bidder is responsive in meeting the sticker decal specifications. Samples must be provided within three days of the Chief Procurement Oficer s notification.any delays in providing the samples not approved by the Chief Procurement Oficer s wil be cause for the bid to be rejected as being non-responsive to this requirement. Samples will not be returned to the bidder. 5. WARRANTY At a minimum, the Contractor hereby warrants from the date of final acceptance by the City, that it will, at its own expense and without any cost to the City, replace all defective sticker decals, that may be required or made necessary by reason of defective design, material, or workmanship, or by reason of non-compliance with these specifications. 6. CONTRACT PERIOD Contract Period: Start Date: End Date: Thirty-six (36) months 7. TECHNOLOGY OR RAW MATERIAL CHANGE In the event of a change in technology (adhesives, inks, print processing, etc.) which would enable a decrease in unit price provided that there would need to be a change in the detailed specifications as described at the time of award of contract, then the Chief Procurement Officer may elect to modify the detailed specifications accordingly and reduce the unit prices accordingly, by modifying the contract in accordance with the terms and conditions of this Specification. In the event of an unforeseen change affecting industry-wide access to raw material resource availability for the types of raw materials required to produce the print-items required under this Specification, the Chief Procurement Officer reserves the right to modify the specification requirements of the print-items provided in order to sustain availability of inventory in accordance with the terms and conditions of this Specification, and in the best interest of the City. 8. TYPE All Public Vehicle License Sticker Emblem Decals must be single face decals with pressure sensitive adhesive, incorporating special protective features as specified below. The adhesive must be on the front Detailed Specification, Specification Number 95426, Page 2 of 9

7 for windshield sticker decals and on the back for non-windshield sticker decals. Design, pictures, colors, wording and numbering will be specified by the Commissioner of the Department of Business Affairs & Consumer Protection. 9. LINE ITEM #1 - VEHICLE STICKER EMBLEMS CHICAGO TAXICAB PUBLIC VEHICLE STICKER EMBLEMS (PREPRINTED WINDSHIELD) 9.1. DESIGN The face (outside of vehicle view) of each Public Vehicle License Sticker Emblem Decal will consist of one color with a white background and wording to be determined by the Commissioner. The back (interior of vehicle view) of the sticker decal will be white. The Public Vehicle License Taxi Sticker Emblem Decal will have all information preprinted before delivery to BACP. The color and year of the sticker decal is changed annually. Proofs on annual basis must be submitted to the Commissioner for approval before fabrication SHAPE & SIZE Line Item #1: Rectangle, 2 High, 1.5 Wide 9.3. QUALITY All colors used must be permanent and guaranteed not to fade or deteriorate for a period of twelve (12) months after application to the interior side of the windshield. Overall color and appearance of the decal preprinted graphics must remain stable for the life of the decal. Decal adhesion to the windshield must remain unaffected by temperature and humidity variations and sunlight exposure. The decal adhesive, substrate and graphics will be resistant to glass cleaners used to clean the inside of the windshield. The Contractor will be responsible for the integrity of the sticker decal MATERIAL DETAILS All Public Vehicle License Sticker Emblem Decals must be manufactured using at least a 2 mil polyester material. Inks used for the decal graphics must be fade resistant for a minimum of twelve (12) months after application. The ink must endure moisture, temperature variations and sunlight exposure typical for inside-the-window application. The front (exterior view) side of the decal will require one (1) color on a white background as supplied by the Department of Business Affairs & Consumer Protection. The back (interior view) side of the decal will be white. A pressure sensitive adhesive that requires no water, solvent or other agent is to be used to apply the decal to the interior side of the windshield. To enhance color stability of the printed decal and to maintain adhesive properties, the adhesive is to be UV light stable. The adhesive must be of such type that permits application at any outdoor temperature. After application, the decal must adhere flatly and securely to the glass for a period of twelve (12) months unless intentionally removed DECAL SECURITY FEATURES Security slits are to be located within the decal. The slits will destroy the decal disallowing reapplication to a second vehicle s windshield without visible damage. The security slits must not Detailed Specification, Specification Number 95426, Page 3 of 9

8 ruin the integrity of the decal upon handling by the user at the time of application to the windshield PACKAGING The public vehicle windshield sticker emblem decals are to be plastic shrink-wrapped in groups of 250. Each group of 250 is to be placed in a convenient box. 10. LINE ITEM #2 VEHICLE STICKER EMBLEMS - CHICAGO AMBULANCE, CHARTER/SIGHTSEEING, LIVERY & MEDICAR PUBLIC VEHICLE STICKER EMBLEM (WINDSHIELD) DESIGN The face (outside of vehicle view) of each Public Vehicle License Sticker Emblem Decal will consist of one color with a white background and wording to be determined by the Commissioner. The back (interior of vehicle view) of the decal will be white. The Public Vehicle Ambulance, Charter/Sightseeing, Livery & Medicar Decal must be attached to an 8.5 x 11 document that contains a die cut window remaining on the decal and be visible from the face. The die cut area will allow the BACP staff, at the point of sale, to print distinguishing information about the vehicle such as type of license, an expiration date, license plate number and/or a unique number that is assigned to the decal. The color and year of the decal is changed annually. Proofs on annual basis must be submitted to the Commissioner for approval before fabrication SHAPE & SIZE Line Item #2: Rectangle, 4.5 High, 4 Wide QUALITY All colors used must be permanent and guaranteed not to fade or deteriorate for a period of twelve (12) months after application to the interior side of the windshield. Overall color and appearance of the decal preprinted graphics must remain stable for the life of the decal. Label adhesion to the windshield must remain unaffected by temperature and humidity variations and sunlight exposure. The decal adhesive, substrate and graphics will be resistant to glass cleaners used to clean the inside of the windshield. The Contractor will be responsible for the integrity of the decal MATERIAL DETAILS All Public Vehicle License Sticker Emblem Decals must be manufactured using at least a 2 mil polyester material. Inks used for the decal graphics must be fade resistant for a minimum of twelve (12) months after application. The ink must endure moisture, temperature variations and sunlight exposure typical for inside-the-window application. The front (exterior view) side of the decal will require one (1) color on a white background as supplied by the Department of Business Affairs & Consumer Protection. The back (interior view) side of the decal will be white. A pressure sensitive adhesive that requires no water, solvent or other agent is to be used to apply the decal to the interior side of the windshield. To enhance color stability of the printed decal and to maintain adhesive properties, the adhesive is to be UV light stable. The adhesive must be of Detailed Specification, Specification Number 95426, Page 4 of 9

9 such type that permits application at any outdoor temperature. After application, the decal must adhere flatly and securely to the glass for a period of twelve (12) months unless intentionally removed DECAL SECURITY FEATURES Security slits are to be located within the decal. The slits will destroy the decal disallowing reapplication to a second vehicle s windshield without visible damage. The security slits must not ruin the integrity of the decal upon handling by the user at the time of application to the windshield PACKAGING The public vehicle windshield sticker emblem decals are to be plastic shrink-wrapped in groups of 250. Each group of 250 is to be placed in a convenient box. 11. LINE ITEM #3 VEHICLE STICKER EMBLEMS CHICAGO CARRIAGE, PEDICAB PUBLIC VEHICLE STICKER EMBLEMS AND LINE ITEM #4 VEHICLE STICKER EMBLEMS CHICAGO CALENDAR-YEAR PUBLIC VEHICLE STICKER EMBLEMS (PREPRINTED NON-WINDSHIELD) DESIGN The face of each Public Vehicle License Sticker Emblem Decal will consist of one color with a white background and wording to be determined by the Commissioner. The back of the decal will be white. The Public Vehicle License Sticker Emblem Decal for Carriage and Pedicab must have a die cut window remaining on the decal and be visible from the face. The die cut area must have a three (3) digit unique number that is assigned to the decal. The color and year of the decal is changed annually. The Public Vehicle License Sticker Emblem Decal for the Calendar Year must have the calendar year preprinted on the decal. Proofs on annual basis must be submitted to the Commissioner for approval before fabrication SHAPE & SIZE Line Item #3: Rectangle, 3.5 High, 2 Wide Line Item #4: Rectangle, 1 High, 3 Wide QUALITY All colors used must be permanent and guaranteed not to fade or deteriorate for a period of twelve (12) months after application to the open vehicle. Overall color and appearance of the decal preprinted graphics must remain stable for the life of the decal. Label adhesion to the vehicle must remain unaffected by temperature and humidity variations and sunlight exposure. The decal adhesive, substrate and graphics will be resistant to cleaners used to clean the vehicle. The Contractor will be responsible for the integrity of the decal MATERIAL DETAILS All Public Vehicle License Sticker Emblem Decals must be manufactured using at least a 2 mil polyester material. Inks used for the decal graphics must be fade resistant for a minimum of Detailed Specification, Specification Number 95426, Page 5 of 9

10 twelve (12) months after application. The ink must endure moisture, temperature variations and sunlight exposure typical for open vehicle application. The front of the decal will require one (1) color on a white background as supplied by the Department of Business Affairs & Consumer Protection. The back side of the decal will be white. A pressure sensitive adhesive that requires no water, solvent or other agent is to be used to apply the decal to the vehicle. To enhance color stability of the printed decal and to maintain adhesive properties, the adhesive is to be UV light stable. The adhesive must be of such type that permits application at any outdoor temperature. After application, the decal must adhere flatly and securely to the vehicle for a period of twelve (12) months unless intentionally removed DECAL SECURITY FEATURES Security slits are to be located within the decal. The slits will destroy the decal disallowing reapplication to a second vehicle without visible damage. The security slits must not ruin the integrity of the decal upon handling by the user at the time of application to the vehicle PACKAGING The public vehicle non-windshield sticker emblem decals are to be plastic shrink-wrapped in groups of 100. Each group of 100 is to be placed in a convenient box. 12. LINE ITEM #5 LABELS, CUSTOM PRINTING - HOLOGRAPHIC LABEL IMAGE OF THE CITY OF CHICAGO SEAL, PER ROLL (DECALS) The Department of Business Affairs & Consumer Protection applies a holographic decal onto its existing pre-printed (flat) public vehicle license hardcard, in an effort to deter unauthorized production of its public vehicle license hardcard SHAPE, SIZE & COLOR QUALITY 1. Hologram: 3-D holographic 2. Layers: Two 3. Shape & Size: Square, Base Material Colors: Three: red and blue on silver 5. Base Material Thickness: Approximately 25 microns All colors used must be permanent and guaranteed not to fade or deteriorate after application to the vehicle hardcard. Overall color and appearance of the decal preprinted graphics must remain stable for the life of the decal MATERIAL DETAILS All Public Vehicle License Holographic Decals must be manufactured using a polyester material. A pressure sensitive adhesive that requires no water, solvent or other agent is to be used to apply the decal to the vehicle hardcard. Detailed Specification, Specification Number 95426, Page 6 of 9

11 12.4. PACKAGING CITY OF CHICAGO The holographic sticker decals are to be placed on rolls or sheets in group quantity of 5,000. Each group of 5,000 is to be placed in a convenient box. 13. LINE ITEM #6 GRAPHIC DESIGN SERVICES FOR PRINTING TYPE I MINOR CHANGE IN ORIGINAL ARTWORK Type I minor changes are quick and simple changes or adjustments required by the Contractor to be made to a specific existing label or decal s non-variable PDF Print-Ready artwork which had initially been provided by the City to the Contractor for theitem; or the last revised version of that item s original artwork. Type I minor changes involve simple changes such as a year change from 2010 to 2011; or a reset in sequential numbering; but a Type I minor change would not include a font change, or additional colors, or a placement or position change in text, or no changes to the type of print materials shall constitute a Type I minor change. For example, if a decal is first ordered with a given year printed on it, then the next time the decal is ordered, the following year would need to be printed on the decal in the same font size, position, and orientation, although the color may change in terms of the color itself but not in terms of a change in the number of colors. Since the degree of change required is relatively minor compared to a Type II change, this type of minor change shall be considered to be a Type I change. In the event of a dispute between the Contractor and City as to whether the degree of change required constitutes being a Type I change versus a Type II change, the Chief Procurement Officer shall make such determination whose sole opinion shall be final. Note: For Type I and Type II changes, the City of Chicago reserves the right to produce PDF printready artwork and provide it to the Contractor to print the item. The Contractor must also accept PDF print-ready artwork that is a revision of the item s last iteration. The Contractor must deliver the revised item at the same unit price that existed when the City had provided the original PDF print-ready artwork for that same item provided that there are no additional colors such that the total number of colors does not exceed the number of colors as specified for that item (e.g. up to five colors); that there are no changes in quality of materials required; and that there is no change in print process required; and no change in overall size or shape shall be required. Although unlikely for a Type I change, if there should be more than one exchange of revisions in order to achieve final approval of the revised item, the total labor involved to achieve the end result shall be considered to be one event or a single occurence (i.e. per Each occurence). Since the City shal order a Type I change as a single per Each event, the unit price of the original item (decal or label, etc.) and minimum order quantity for that item shall remain the same as before the Type I change was made, since labor is a separate line item. Since the degree of change required by a Type I change is so minimal, the bidder can bid Type I changes to be at no charge to the City. Detailed Specification, Specification Number 95426, Page 7 of 9

12 14. LINE ITEM #7 GRAPHIC DESIGN SERVICES FOR PRINTING TYPE II MINOR CHANGE IN ORIGINAL ARTWORK Type II changes to an existing item (which had initially been provided by the City to the Contractor as PDF Print-Ready artwork item) exceed the types of changes provided for in a Type I change. Type II changes require slightly more involved artwork manipulation and adjustments made by the Contractor to the original PDF Print-Ready artwork item (or the last revised version of the original artwork) and would likely require some dialogue between the Contractor and end-user as the two parties examine, review, provide comment, etc., until the proof-changes are ultimately approved by that end-user. A Type II change may be characterized by the degree of work involved by the Contractor in order to achieve the desired look of the revised item, whereby the type of change involves, for example: a change in font; change in placement or position or re-orientation of a character(s); additional colors (but not exceeding 5- colors in total); but no change in quality of materials, size, or print process requirements shall be required in a Type II change. Even if there may be multiple exchanges of revisions in order to achieve final approval of the revised item, the total labor involved to achieve the end result shall be considered to be one event or a single occurence (i.e. per Each occurence). Although the City shal pay for the labor required in a Type I change as a single per Each event, the unit price of the original item (decal or label, etc.) and minimum order quantity for that item shall remain the same as before the Type II changes were made, since the change is paid for separately from the item. 15. LINE ITEM #8 GRAPHIC DESIGN SERVICES FOR PRINTING - DESIGN WORK In the event the City requires the Contractor to professionally design a new item for print (i.e. an item that was not previously specified at the time of bid), then the Contractor shall be compensated for such creative design work at an hourly rate. The Contractor must first provide an estimated quote, at no cost to the City, for the design work project, based on the level of details provided by the end-user and recommendation of options provided by the Contractor and City s resources. Approval for the Contractor to proceed with design work projects must be accompanied by approval from the City s internal graphics designer. Since the unknown design work project can vary from simple to complex, etc., the minimum order quantity for design work shall be no less than one hour. The Contractor must also provide, as part of its design work, detailed drawings, notes, and specifications, proofs, and recommend the appropriate materials required to enable the printed item to perform in accordance with its intended use. Upon request, an estimated cost for the printed item shall also be provided by the Contractor, based on minimum order quantities determined by the City end-user and appropriate units of measure. All design and design work-product produced by the Contractor for the City shall become and remain the property of the City and shall be provided to the City upon request by the City. Detailed Specification, Specification Number 95426, Page 8 of 9

13 In the event the City may desire the Contractor to print the new print-item, such new item and its pricing cannot be provided through this contract without prior written approval by the Chief Procurement Officer and in accordance with contract modification provisions set forth in this contract as an Unspecified Item. 16. DELIVERY Contractor must not make any deliveries of Public Vehicle License Sticker Emblem Decals without an approved City of Chicago purchase order release issued by the Department of Business Affairs & Consumer Protection. Upon receipt of a purchase order release, deliveries of the proposed/requested Public Vehicle License Sticker Emblem Decals must be made at no charge F.O.B., City of Chicago, Department of Business Affairs & Consumer Protection, 2350 W. Ogden Avenue, 1st Floor, Chicago, IL or to any point within the City, regardless of the purchase order release amount. Deliveries of the Public Vehicle License Sticker Emblem Decals must be made within thirty (30) calendar days of issuance of a Purchase Order Release and between the hours of 8:30 a.m. and 4:00 p.m., Monday through Friday, excluding Saturday, Sunday or any holidays. 17. INVOICES Original invoices and Subcontractor Payment Certification forms must be forwarded by the contractor to the Department of Business Affairs & Consumer Protection, Daley Center, Room 208, 50 W. Washington Street, Chicago, Illinois 60602, to apply against the Contract. Invoices and Subcontractor Payment Certification forms must be submitted in accordance with the mutually agreed upon time period with the Department of Business Affairs & Consumer Protection. 18. CONTRACTOR S QUALIFICATION The Contractor must not sub-contract or broker any elements of this specification. No brokers or jobbers or any bidder having no printing equipment, as would be necessary to provide the Public Vehicle License Sticker Emblem Decals described herein will be considered responsive. The Contractor must have, at minimum, equipment at its facility/location needed to provide the Public Vehicle License Sticker Emblem Decals in order to be considered responsive and responsible for award of the contract pursuant to the specification. The Contractor must, if requested by the Chief Procurement Officer, furnish evidence satisfactory to the City that the Contractor posses the facilities, tools, machinery, equipment and resources necessary to comply with the terms and conditions of the specification. 19. EXCEPTIONS Any deviations from these specifications must be noted on the Proposal Page or Pages attached thereto, with the exact nature of the change outlined in sufficient detail. The reason for which deviations were made must be submitted with the bid if not self-explanatory. Failure of a bidder to comply with the terms of this paragraph may be cause for rejection. The City reserves the right to disqualify bids which do not completely meet outlined specifications. The impact of exceptions to the specification will be evaluated by the City in determining its need. Detailed Specification, Specification Number 95426, Page 9 of 9

14 DPS WEB SITE & AWARDED POS To find Current Downloadable Bid Opportunities, click Contract Administration, View Al Services, and Bids, RFP, RFQ, RFI Including Small Orders. Copies of Awarded POs and Award Dates are made available to the public on the City of Chicago s web site, click Contract Administration, View Al Services, Awarded Contracts, Get Started Online, Contracts and Awards. Search on the specification number.