TEXAS DEPARTMENT OF TRANSPORTATION

Transcription

1 TEXAS DEPARTMENT OF TRANSPORTATION SPECIFICATION NO. * PRINT ON DEMAND AND LETTERPRESS SERVICES PUBLICATION This specification is a product of the Texas Department of Transportation (TxDOT). This specification may not be sold for profit or monetary gain. If this specification is altered in any way, the header, and any and all references to TxDOT must be removed. TxDOT does not assume nor accept any liability when this specification is used in the procurement process by any other entity. 1. SCOPE: This solicitation is to provide print on demand and letterpress services to include pickup and delivery for TxDOT at the location(s) shown on the solicitation. Services include copying, bulk mailing and letterpress services. 2. DEFINITIONS OF TERMS AND ACRONYMS 2.1. CASS - The Coding Accuracy Support System (CASS) enables the United States Postal Service (USPS) to evaluate the accuracy of software that corrects and matches street addresses CSR Customer service representative 2.3. NCR Carbonless copy paper 2.4. NOCA - National Organization for Competency Assurance 2.5. POC Point of contact 3. APPLICABLE LAWS AND STANDARDS: The vendor shall provide the specified service requirements in accordance with all federal, state and local applicable laws, standards and regulations necessary to perform the services, including, but not limited to: 3.1. Texas Government Code 612, Section of Texas Statutes 3.2. Code of Federal Regulations (CFR 40) Protection of Environment, Chapter I: Subchapters D, I and N 4. RESPONDENT QUALIFICATIONS: The respondent shall: 4.1. Be a company engaged in the business of providing print on demand and letterpress services for a minimum of three years within the last five years. Recent start-up businesses do not meet the requirements of this solicitation. NOTE: A start-up business is defined as a new company that has no previous operational history or expertise in the relevant business and is not affiliated with a company that has that history or expertise. Two companies are affiliated if the two companies have a common parent company or if one is the parent or subsidiary of the other Be in good financial standing and current in payment of all taxes and fees such as state franchise fees. TxDOT reserves the right to request a copy of the respondent s audited or un-audited financial statement. TxDOT may request a statement from the president, owner or financial officer on company letterhead certifying that the company is in good financial standing and current in payment of all taxes and fees. * This Specification Supersedes TxDOT Specification No , Revised December

2 When financial statements are requested, TxDOT will review the respondent's audited or un-audited financial statement in accordance with Texas Government Code, Title 10, Subtitle D, Section to evaluate the sufficiency of the respondent's financial resources and ability to perform the contract or provide the service required in the solicitation. TxDOT will be the sole judge in determining the sufficiency of the respondent's financial resources and ability to provide the service. Factors to be reviewed include: Balance sheets Net working capital Current asset ratio Liquidity ratio Auditor(s) notes Any notes to the financial statements 5. RESPONDENT REFERENCES: The respondent should submit a minimum of three references to substantiate the qualifications and experience requirements for similar services completed for three years within the last five years. References shall illustrate respondent s ability to provide the services outlined in the specification. References shall include name, point of contact, telephone number and dates services were performed. The response may be disqualified if TxDOT is unable to verify qualification and experience requirements from the respondent s references. The response may be disqualified if TxDOT receives negative responses. TxDOT will be the sole judge of references (Ref. Respondent References). 6. VENDOR REQUIREMENTS: The vendor shall: 6.1. Adhere to the TxDOT Terms and Conditions identified on the solicitation Provide all labor, materials and equipment necessary to meet requirements of the specified services throughout the term of the purchase order Provide a primary point of contact Carefully maintain and return all materials promptly when directed by TxDOT. Return of material shall be to an address specified by TxDOT. Returned material shall be packaged to ensure delivery in good condition. All materials furnished to or developed by the vendor are and will remain the property of TxDOT. The vendor shall be responsible for replacement if any material is lost or damaged Not sell, copy, establish any claim to statutory copyright, or distribute any data accumulated, records or programs produced for or during the term of the purchase order without written permission from the designated TxDOT contract administrator The awarded vendor will be granted a non-exclusive, limited, royalty-free license and revocable right to use the department s trademark and service mark known as the Flying T (The Mark), as provided by the department, only on deliverables prepared under the terms and conditions of the purchase order. The right and license granted by the purchase order automatically terminates on the expiration or termination of the purchase order, or upon vendor s breach of the terms and conditions of the purchase order Vendor s equipment to reproduce said work shall reside within a 50 mile radius of 2000-B Centimeter Circle, Austin, Texas

3 6.8. Provide pickup and delivery service. SPECIFICATION NO Provide press checks required on process color jobs; must be located within a 50 mile radius from the TxDOT print shop and must meet work schedule hours of 8 a.m. to 5 p.m Produce envelopes from single color up to four colors on either side or both sides of the envelope Print envelopes from an A-2, up to a 12 x15, and quantities from a short 250 press run up to 900,000. NOTE: Any broker services need prior TxDOT approval. 7. VENDOR PERSONNEL REQUIREMENTS 7.1. The CSR s primary responsibility shall be the day-to-day operation of the service in accordance with the requirements of the purchase order The CSR shall be a permanent staff employee and shall serve as the primary point of contact for TxDOT All personnel shall: Have the knowledge to develop and implement the service requirements in this solicitation Be fluent in English with the ability to receive, give, and understand written and oral instructions. 8. SERVICE REQUIREMENTS: The vendor shall: 8.1. Provide a percentage discount on list price for copying services, turnkey, printing from black one or two sides to color on one or two sides to include the finishing which may include, but not be limited to: Comb binding, comb punching, coil binding, coil punching, edging, saddle stitching, stapling, screw post, and taping. Shrink-wrapping, trimming, folding, drilling (hole punching), perfect binding, wire-o binding, padding both glue and NCR (carbonless copy paper) compound, finishing booklets, brochures, forms, labels, maps and newsletters Wide format and finishing; laminating, banner printing, board printing to include gator and foam board, yard signs and oversized posters 8.2. Provide bulk mailing services, tab, CASS certify, NOCA certify, address, sort and mail drop at post office Produce documents on recycled bond, index, cover, and coated cover papers. The Environmental Protection Agency s Comprehensive Procurement Guidelines recommendations for Recovered Fiber Content Levels for Uncoated Printing and Writing Papers, Coated Printing and Writing Papers and Bristol s are as follows: Recycled bond, Text, Bristol and cover papers shall have a minimum of 10% post-consumer fiber and 10% recovered fiber content Coated printing paper shall have a minimum of 10% post-consumer fiber and 10% recovered fiber content. 3-9

4 Index and tag shall have a minimum of 10% post-consumer fiber and 10% recovered fiber content Use offset printing methods which allows for files to be quickly and economically printed in short and long run quantities to include the following: Provide offset printing 1-4 colors with aqueous coating capabilities, able to print multiple sizes from 8.5 x 11 up to a maximum of 28 x 40, not to exclude oversized items such as the Growth Chart for Travel which requires a 63 press or larger Offset printing with a perfecting unit to print both sides with one pass, sheet size of 19 x 25, up to 28 x Offset printing for paper thicker than 16pt press that can print from 1-4 colors plus aqueous coating for coasters, posters and specialty items such as coffee cup holders 8.5. Provide Prepress and proofing with G-7 capabilities for work to be produced in the offset shop Use letterpress services which may include, but not be limited to: crash numbering, finishing, die-cutting, embossing/de-bossing, foil stamping, letterpress printing, pocket folder conversion, precision scoring and perforating Produce simplex or duplex copies as specified by TxDOT. For example, simplexes and duplexes sorted and bound Provide printing of stickers, labels, and decals from a single color to multiple colors, single cut and rolls 1 x 1, up to 10 x DIGITAL FILES: TxDOT will provide vendor digital files PROOFS: The vendor shall: or send high-end production proof(s) at TxDOT s instructions, for approval within 48 hours of receipt of files from TxDOT to the or mailing address as specified by TxDOT. TxDOT reserves the right to reject any and all proofs. Hard and soft proofs shall be sent to the print shop or reprographics within 48 hours Provide a revised proof to TxDOT within one calendar day, if required Not begin production until proofs have been approved in writing by TxDOT OVERRUNS: TxDOT will not accept overruns unless pre-approved and up to 3% over the quantity ordered and will not make payment for quantities (overruns) in excess of 3%, regardless of trade practices to the contrary PICK UP AND DELIVERY: Pick up originals at the location shown on the solicitation for the print shop and reprographics within four business hours after telephone request by the designated TxDOT representative Return print on demand jobs within 24 hours after receipt of proofs Correct any re-work required due to vendor error and return within 24 hours after submission, if submitted prior to 1:00 p.m. 4-9

5 Correct any re-work required due to vendor error and return by 10:00 a.m. the next working date, if submitted after 1:00 p.m Pick-ups and deliveries shall be made between the hours of 8:00 a.m. and 4:00 p.m., Monday through Friday, excluding holidays observed by TxDOT The vendor shall provide a receipt itemizing description and cost of the service performed per request ACCEPTANCE LIMITATIONS: TxDOT reserves the rights to reject and return to the vendor, at any time after delivery of any printing product, any quantities of printing material that TxDOT finds to be of inferior and unacceptable quality. The vendor shall be required to provide acceptable quality replacements for all rejects, or remit to TxDOT payment equal to the cost of the total rejected printing material, plus all related shipping charges EMERGENCY OR RUSH SERVICE: The respondent shall establish an emergency or rush procedure to be followed in the event it becomes necessary for the vendor to work after hours, weekends or holidays to complete a job within 24 to 48 clock hours after receipt of originals. This procedure shall be exercised only upon TxDOT request. 9. VENDOR DELIVERABLES The vendor shall submit a detailed project schedule and work plan for all project tasks. The CSR shall monitor and update the project schedule and work plan, revising as appropriate, with approval from TxDOT. 10. VENDOR PERFORMANCE: Vendor performance will be monitored on a regular basis by TxDOT An unsatisfactory performance determination includes, but is not limited to: Two instances within one year when the proofs provided did not match the printed jobs One instant within one year of inconsistent registration of the printed material during the purchase order Two instances within one year when color consistency varies within the job One instance within one year of vendor not returning a print on demand job within 24 hours after receipt of proof unless schedule change is approved by TxDOT Two instances within one year of the vendor not delivering the total quantity ordered by TxDOT Two instances within one year of unacceptable printing quality such as toning, hickies, or other printing flaws NOTE: Unsatisfactory performance may result in a negative vendor performance report or cancellation of the purchase, order or both An exceptional performance determination includes, but is not limited to: Deliverables made early upon TxDOT member request Product upgrade substitution suggested and accepted at no additional cost to TxDOT. 5-9

6 Vendor commended for exceptional customer service, exceptional service provided Provided technical or set-up assistance when not required. 11. VENDOR PERSONNEL SAFETY: The vendor shall provide all required safety equipment and instruct personnel to observe all safety policies, rules and requirements at all times. 12. SUBCONTRACTING Subcontractors providing service under the purchase order shall meet the same service requirements and provide the same quality of service required of the primary vendor No subcontract under the purchase order shall relieve the primary vendor of responsibility for the services The vendor shall be the only contact for TxDOT and subcontractor(s) The vendor shall manage all quality and performance, project management, and schedules for subcontractors. The vendor shall be held solely responsible and accountable for the completion of all work for which the vendor has subcontracted TxDOT retains the right to check subcontractor s background and make a determination to approve or reject the use of submitted subcontractor(s). Any negative responses may result in disqualification of the subcontractor TxDOT reserves the right to request the removal of vendor s subcontractor staff deemed unsatisfactory by TxDOT Subcontracting shall be at the vendor s expense During the term of the purchase order, if the vendor determines a need for a subcontractor change, TxDOT shall be notified in writing by the vendor within seven calendar days of any proposed change. The vendor shall be required to provide references and work history for any proposed subcontractor to TxDOT. No change will be allowed without written authorization by TxDOT SOLICITATIONS OVER $100,000: TxDOT will make an initial determination of whether subcontracting is probable. If TxDOT has determined that subcontracting opportunities are probable, the class and items in which HUBs may be registered will be noted in the solicitation along with the required forms and instructions. Responses that do not include a completed HUB Subcontracting Plan as indicated on the solicitation shall be rejected pursuant to Texas Government Code (B). 13. BUSINESS CONTINUITY PROCEDURES AND DISASTER RECOVERY PLAN: The respondent shall submit a business continuity procedures and disaster recovery plan which shall include the following: Business continuity procedures that shall be implemented to fulfill all requirements of the purchase order including, but not limited to: fire, theft, natural disaster, technical difficulty, workforce problems, equipment failure or other disruption of business A disaster recovery plan for this service that shall be maintained throughout the term of the purchase order. The vendor shall be responsible for all cost of disaster recovery. 6-9

7 14. OWNERSHIP: All materials furnished to or developed by the vendor are and will remain the property of TxDOT. All materials shall be carefully maintained and shall be returned promptly when directed by TxDOT. Return of material shall be to an address specified by TxDOT. Returned material shall be packaged to ensure delivery in good condition. The vendor shall be responsible for replacement if any material is lost or damaged. 15. TRAVEL: All travel and per diem shall be included in the unit price. 16. CONFLICT OF INTEREST: The vendor, vendor s personnel and vendor s subcontractor(s) shall affirm not to have, nor acquire, any interest during the term of the purchase order that would conflict in any manner with the performance of the vendor s obligations in regards to services authorized. 17. INVOICING INSTRUCTIONS: The vendor shall provide: ORIGINAL INVOICE: A comprehensive and detailed invoice for each item charged. The original invoice shall be ed to the address indicated on the purchase order to ensure timely payment and shall include the following: Complete purchase order number Vendor Federal Employer Identification Number (EIN) Date and time of service Item description and number of copies NOTE: Invoices requiring correction shall be re-submitted with a new invoice date COPY OF INVOICE AND SUPPORTING DOCUMENTATION: A copy of the invoice and original documentation that validates the invoice charges shall be ed to the designated TxDOT representative to include, but not be limited to, copies of invoices from subcontractors or other entities to which vendor has made payment and requires reimbursement from TxDOT as agreed to in the purchase order. 18. PAYMENT REQUIREMENTS: Payment will be based on the following: Approved invoice and supporting documents by designated TxDOT representative No payment will be made for official state holidays (unless otherwise approved by the designated TxDOT representative), lunch hour, illness, or any time when work is not actually performed. State holidays observed by TxDOT are listed at the link below: TxDOT RESPONSIBILITIES: TxDOT will: Provide a contract manager as the point of contact Provide the vendor with digital files (Ref. Para. 8.9.) Provide print order instructions Advise the number of copies to be printed Provide delivery location instructions (Ref. Para ) Spot-check boxes upon receipt for print quality, packing specifications and quantities Provide the vendor a blanket purchase order release for each printing request (Ref. para ) 7-9

8 20. RESPONSE SUBMISSION SPECIFICATION NO The following shall be submitted with the response. Failure by the respondent to submit the documentation listed below will disqualify the respondent from further consideration: Original, signed, dated, and completed Invitation For Bid (IFB) Schedule 1 Respondent Qualifications and Experience (Ref. Para. 4.) The respondent shall submit, with the response, a price list of additional print on demand services offered. The respondent shall also state the discount from the price list given to TxDOT on the bid document. Name and date of price list shall be provided. Price list shall be commercially offered to the trade and shall not be specifically made for this solicitation. The respondent may provide any volume discounts for any items not listed on the solicitation (Ref. Para. 8.1.) Business Continuity and Disaster Recovery Plan (Ref. Para. 13.) HUB Subcontracting Plan The Respondent References form should be submitted with the response. Failure by the respondent to submit the documentation listed below may disqualify the respondent from further consideration. 21. AWARD TxDOT reserves the right to award a single purchase order to the most responsive, responsible respondent meeting the specification. TxDOT may award to a single vendor, multiple vendors, or use any combination that best serves the interest of TxDOT TYPES OF AWARD Single Award: One purchase order awarded to a single vendor Multiple Award: A multiple award is the award of multiple purchase orders for the same line item(s) from a single solicitation to two or more vendors to provide the same or similar goods or services. 22. POST AWARD MEETING: Vendor(s) may be requested to attend a post award meeting in person, via teleconference, or via WebEx, with TxDOT within seven calendar days after the award of the purchase order. The purpose of the meeting is to discuss the terms and conditions of the purchase order and to provide additional information regarding the purchase order. 23. CONTRACT ADMINISTRATION: Administration of the purchase order is the responsibility of TxDOT. TxDOT Procurement Division staff will be responsible for administering the contractual business relationship with the vendor Any proposed changes to work to be performed, whether initiated by TxDOT or the vendor, must receive final written approval in the form of a Purchase Order Change Notice signed by the authorized TxDOT purchasing agent. 8-9

9 23.2. Upon issuance of purchase order, TxDOT will designate an individual to serve as the Contract Manager and point of contact between the agency and the vendor. The Contract Manager does not have any express or implied authority to vary the terms of the purchase order, amend the purchase order in any way or waive strict performance of the terms or conditions of the purchase order. This individual s contract management and contract administration responsibilities include, but are not limited to: Monitoring the vendor s progress and performance and ensuring services conform to established specification requirements Managing the financial aspects of the contract including approval of payments Meeting with the vendor as needed to review progress, discuss problems and consider necessary action Identifying a breach of contract by assessing the difference between contract performance and non-performance Other areas as identified by the State of Texas Procurement and Contract Management Guide, latest edition 9-9