PRINTING SERVICES VENDOR QUALIFICATION REQUEST FOR PROPOSALS

Transcription

1 PRINTING SERVICES VENDOR QUALIFICATION REQUEST FOR PROPOSALS September 20, 2017

2 1. GENERAL INFORMATION This Printing Services Vendor Qualification Request for Proposals (RFP) is issued by Northstar New Jersey Lottery Group (Northstar New Jersey) to invite proposals from vendors that can supply a variety of printing services in order to establish a list of Qualified Printing Services vendors from which Northstar New Jersey may order printing services. An Evaluation Committee will review vendor Proposals according to the requirements specified in this RFP. Based on that evaluation, a list of Qualified Printing Services vendors will be established. Qualified vendors will be considered qualified for a period of two (2) years. Qualification is NOT a guarantee of future orders or any minimum volume of orders. 2. RFP ADMINISTRATION A. Goal Northstar New Jersey s goal in issuing this RFP is to improve the efficiency and economy of marketing expenditures. Northstar New Jersey expects to obtain reliable, consistent quality printing services at reasonable prices. B. Timeline September 20, 2017 September 29, 2017 by 12 Noon ET October 6, 2017 October 13, 2017 by 12 Noon ET October 27, 2017 RFP issued Questions due from Vendors Answers Issued by Northstar New Jersey Proposals due from Vendors Qualified Vendors list established C. Contacts If additional information is needed for a vendor to understand this RFP, only written questions will be accepted until Noon ET on September 29, Submit questions by to NSNJProcurement@nsnj.com with Printing Services RFP Questions in the subject line. Vendor questions and Northstar New Jersey answers may be shared with all interested vendors at the same time to ensure that all interested vendors have equal access to the same information. To be considered for evaluation, a Proposal must include the information required by Sections 3, 4, and 5 of this RFP and must be received at the location specified in Section 6 not later than the date and time specified in Section GENERAL REQUIREMENTS The following General Requirements are Pass/Fail standards. If a vendor cannot meet any General Requirement listed in this Section 3, that vendor may be disqualified from consideration under this RFP at the discretion of Northstar New Jersey. 2

3 Printing Methods Printed Pieces (not a complete list) Quality Order Turnaround Handling Orders Reports Packing & Shipping Electronic receipt of files Invoicing Web printing, Sheetfeed printing, Digital printing, Screen printing, Large format. Mounted posters, flyers, buck slips, coupons, clings, danglers, counter mats, newsletters, cards, folders, lawn signs, printed acrylic menu stands, vinyl banners, standees, coasters, etc. Proofs required. Hard proofs may be required. Majority of work is required in 7-10 days. Rush order capabilities are also required. Electronic quoting and ordering. Samples/proofs delivered to Senior Manager, Retail. Online tracking and delivery confirmations. Weekly status and delivery reports. Kitting and fulfillment, delivery to several locations in New Jersey, UPS capable. Able to accept Mac (Apple Computer) based files Net 30 terms. 4. MINIMUM REQUIREMENTS The following Minimum Requirements are Pass/Fail standards. If a vendor cannot meet any Minimum Requirement listed in this Section 4, that vendor may be disqualified from consideration under this RFP at the discretion of Northstar New Jersey. A. Must be able to meet or exceed General Requirements listed in Section 3, above. B. Must submit a written Proposal (digital or hard copy) including equipment list, resources and capabilities. C. Must submit a completed Schedule 1 - Printing Services Worksheet. D. Must demonstrate willingness to enter into a legally binding contract by including a signed copy of Appendix A Standard Subcontract Provisions in the written Proposal. A vendor selected for the Qualified Printing Services Vendor List will receive a fully executed Appendix A countersigned by Northstar New Jersey. 5. PROPOSAL CONTENTS To respond to this RFP, a vendor must submit a written Proposal divided into sections as described in the following table. (a) Cover Letter: A cover letter signed by a person authorized to agree to a contract on behalf of the vendor, listing the vendor s full legal name, address, telephone number, address, and location(s) of the facility(ies) where any printing services required by Northstar New Jersey will be performed. Cover letter must affirm that the vendor can meet or exceed the printing services requirements specified in this RFP. 3

4 (b) Equipment and Capabilities: Include in the written Proposal a list of your current equipment and process capabilities, including any or all of the following: Offset printing Variable bar coding Digital cutter Digital press Digital proofing Die cutting 6/C printing (4/C process + spot colors) Fluorescent inks UV inks Folding Finishing services (e.g., embossing/foil stamping) Mailing services (i.e., sorting and inserting materials) Warehousing Binding services Shrink wrapping Laminating (matte, gloss, dry erase) Mounting to numerous substrates UV coating Silk screen printing Plastic fabrication services Hand assembly (easel backs, tight placement adhesive strips) (c) Print Services Resources and Capabilities: Include in the written Proposal an overview of your internal resources and capabilities for order processing and project oversight as follows: Guaranteed response time for estimates Order status tracking Shipping reports and weekly updates Quality control process Kitting and fulfillment services Delivery On time and in full (d) Small quantity capabilities: Minimum quantity to produce 4/C process 6 x 9 on 130# cover/12 pt Maximum size available for digital printing with/without bleed Maximum size available to print 4/C process posters and cards for the following quantities with/without bleed: 50, 100, 400 (e) Substrates: Include in the written Proposal a description of your ability to provide the following substrates. Coroplast Gatorboard Sintra Vinyl (f) Printing Services Worksheet: Include in the written Proposal a completed Schedule 1 - Printing Services Worksheet. Vendors are encouraged to submit Proposals for some or all of Northstar New Jersey s printing services needs. Northstar New Jersey reserves the right to select separate vendors for each category of work. 4

5 A Vendor that does not sell or does not have the capability to provide an item or service should respond N/A for that item or service in the worksheet. No changes to the specifications (including materials) listed in the Printing Services Worksheet are permitted. The materials and services must be provided exactly as listed in the worksheet without changes or substitutions in the materials or processes. (g) Estimated pricing: Include in the completed Schedule 1 Printing Services Worksheet an estimate of the price(s) you would charge for the representative jobs listed in the worksheet. Pricing may be listed as a specific price, a minimum price, a maximum price, or a range of prices for each representative job. Estimated pricing will not be used as firm prices to be payable to Qualified Printing Services Vendors selected as a result of the Vendor Qualification process described in this RFP, but will be used by the Evaluation Committee to determine whether a vendor offers prices Northstar New Jersey considers reasonable. (h) Standard Subcontract Provisions: Each written Proposal must include Appendix A Standard Subcontract Provisions signed on behalf of the vendor. (i) Customer References: A list of the names, addresses, telephone numbers, and addresses of at least 3 current customers for which the vendor supplies satisfactory printing services. If applicable, Northstar New Jersey or the Lottery may be listed as a customer reference. 6. PROPOSAL SUBMISSION To be considered for evaluation a Proposal must be received at either of the following addresses not later than Noon ET on October 13, 2017: NSNJProcurement@nsnj.com ( delivery is preferred; return receipt requested is recommended) OR NSNJ Procurements Northstar New Jersey Lottery Group 1333 Brunswick Avenue Trenton NJ (hard copy delivery is permitted; return receipt requested is recommended) A vendor may submit a written Proposal by and separately deliver any physical sample(s) to the offices of Northstar New Jersey at the address specified in this section. A hard copy written Proposal (if a vendor chooses not to submit a Proposal by ) and any physical sample(s) should be enclosed in a package labeled both inside and out with the vendor s name and address. If a vendor chooses to submit a hard copy written Proposal, six (6) copies of the Proposal must be delivered to the offices of Northstar New Jersey at the address specified in this Section 6. 5

6 Late Proposal Any Proposal received after the time and date specified in this Section 6 may be rejected. 7. PROPOSAL EVALUATION A. Evaluation Committee Northstar New Jersey will appoint an Evaluation Committee including members of Northstar New Jersey s Legal, Finance, Sales, Marketing and Advertising Departments to evaluate vendors Proposals. The Evaluation Committee will evaluate Proposals for compliance with the requirements specified in this RFP. B. Proposal Review The Evaluation Committee will base the evaluation of each vendor s Proposal on the requirements specified in this RFP and the vendor s responses to those requirements, as described in the vendor s written Proposal. C. Proposal Clarification During the review of Proposals the Evaluation Committee may have question(s) about a vendor s Proposal. The Evaluation Committee may ask for clarification by written question(s) sent by or hard copy to a vendor. A vendor is expected to answer an Evaluation Committee question within 24 hours unless a vendor asks for, and the Evaluation Committee agrees to, additional time. Depending on the nature of the information, a vendor s answer may be shared with other interested vendors and that information may be incorporated into an order subsequently issued to a vendor listed on the Qualified Printing Services Vendor List. 8. ESTABLISHMENT AND USE OF QUALIFIED PRINTING SERVICES VENDOR LIST On or about the date specified in Section 2 of this RFP, Northstar New Jersey will determine which vendor(s) meet the requirements for Qualified Printing Services Vendors as specified in this RFP. A. Notice to Vendors Each Qualified Printing Services Vendor will receive (i) written notice that its name has been placed on the Qualified Printing Services Vendor List and (ii) a fully executed Appendix A, Standard Subcontract Provisions, signed by Northstar New Jersey. B. Publication The Qualified Printing Services Vendor List will be published on the Procurement page of Northstar New Jersey s website. 6

7 C. Effective Period of List The Qualified Printing Services Vendor List will remain in effect for a period of two (2) years from the date the list is established, unless Northstar New Jersey or the Lottery determines that it is in the best interests of the Lottery to either extend or terminate the effective period of the list. D. Removal from List A vendor may be removed from the Qualified Printing Services Vendor List by request if Northstar New Jersey agrees to release the vendor, subject to reasonable conditions. Northstar New Jersey may remove a vendor from the Qualified Printing Services Vendor List if Northstar New Jersey reasonably determines that the vendor (i) is no longer capable or available to fulfill the requirements of an order, or (ii) no longer possesses the financial or technical ability or reputation required to be considered a responsible vendor qualified to supply services to the State of New Jersey. E. Ordering from Any Qualified Vendor Permitted During the effective period of the list, Northstar New Jersey may order printing services from a listed Qualified Printing Services Vendor without requiring competitive quotes, bids, or offers from other printing services suppliers, but Northstar New Jersey reserves the right to seek competing quotes, bids, or offers if Northstar New Jersey determines that a Qualified Printing Services Vendor s response to an order is unreasonable as to price, quality, quantity, or time and place of delivery. F. No ordering from Unlisted Vendor; Exception During the effective period of the list, Northstar New Jersey will not order printing services from a vendor not listed on the Qualified Printing Services Vendor List unless Northstar New Jersey reasonably determines that no Qualified Printing Services Vendor is capable or available to fulfill the requirements of the order. 9. NEWS RELEASE A vendor that participates in the evaluation process described in this RFP shall not issue any written or oral communication to any news media representative regarding Northstar New Jersey, the Lottery, or this RFP unless such communication is expressly approved in advance by Northstar New Jersey or the Lottery. 10. DISCLAIMER By issuing this RFP neither Northstar New Jersey nor the Lottery guarantees that any contract will be awarded or that any orders will be issued to any Qualified Printing Services Vendor. 7