INVITATION FOR BID Bid #872 - Printing Services ST. CHARLES COUNTY AMBULANCE DISTRICT (Herein referred to as District ) 4169 OLD MILL PARKWAY ST. PETERS, MO 63376 FOR ADDITIONAL INFORMATION CONTACT: Cindy Patton Accounting Assistant 636-344-7632 Bid Closing Date/Time: May 30, 2014 at 2:00 p.m. Local Time Bid Awarded/Purchase Order Let: Within 30 days of Bid Closing BIDDERS COMPANY NAME REPRESENTATIVE TELEPHONE NUMBER E-MAIL ADDRESS 1
1. INTRODUCTION AND GENERAL INFORMATION A. This document constitutes an invitation for competitive, sealed bids for printing services in accordance with the specifications contained within this bid document. It is the intention of to award one vendor all of the items specified in this document. The printing services would be ordered as needed. B. The successful bidder will be awarded a twelve (12) month agreement effective the date of the award. (See Terms and Conditions) C. Organization This document, referred to as an Invitation for Bid (IFB), is divided into the following parts: 1. Introduction and General Information 2. Intent to Bid 3. Specifications 4. Bid Submission Information 5. Pricing page(s) 6. Terms and Conditions 7. Signature Page D. Although an attempt has been made to provide accurate and up-to-date information, District does not warrant or represent that the background information provided herein reflects all existing conditions related to this Invitation for Bid. D. All bidders are to include in their bid any and all costs associated with this project including but not limited to materials, equipment, set-up, freight and labor. E. Brand Name product identifications will occasionally be used to identify quality and characteristics of an item. Bids that incorporate specifications that are of a quality equal to or greater than those specified will be accepted as long as complete written specifications for the alternate products are enclosed with the bid. The District will not be obligated to consider alternate proposals submitted without this documentation. F. Following this section is an INTENT TO BID form. In order to receive any addenda to this bid, you must fill out this form and fax it to 636-344-7672. 2
2. INTENT TO BID - Bid #872 - Printing Services I have read this invitation for bid and wish to express my intent to bid. Please send me any addenda regarding this bid. THIS PAGE MUST BE RETURNED IN ORDER TO RECEIVE ANY ADDENDA TO THIS BID. RETURN TO: ATTN: Cindy Patton 4169 Old Mill Pkwy St. Peters, MO 63376 Fax: 636-344-7672 Company Company Address City State Zip Code Telephone Number FAX Number E-mail address Signature & Title 3
3. SPECIFICATIONS is seeking bids from interested contractors to provide printing services. Examples of the actual forms are available for viewing upon request. All of our forms are in a Word or PDF format. Following is a list of items and forms that we have ordered over the past 3 years. Quantity Ordered Item # Item Description Over Past 3 Years 1 #10 Regular Envelopes 20,000 each 2 #10 Window Envelopes 140,000 each 3 #9 Return Envelopes 100,000 each 4 Business Cards 23 Boxes of 500 5 SCCAD Letterhead 5,000 Sheets 6 File of Life Brochures 20,000 each 7 Backer for Billing Statements 60,000 each 8 Long Term Hand-off Communication 7,000 each 9 Notice of Privacy Forms 10,000 each 10 Physician Certification Statement (Pads of 50) 300 pads 11 Rapid Access/File of Life Flyers 5,000 each 12 Trauma/Medical Assessment Card 5,000 each 13 SCCAD Logo Stickers (eps file) 10,000 each 4. BID SUBMISSION INFORMATION The District welcomes all interested parties to participate in its competitive bid process. Bidders will be expected to submit bids that are in compliance with the terms and conditions as outlined below: A. All bids received by the bid closing date and time will be considered. The entire bid document must be submitted by 2:00 P.M. local time on May 30, 2014. Bids must be sealed and delivered by mail, in person, or via e-mail to the St. Charles County Ambulance District Headquarters on or before the time and date stipulated in the Invitation for Bid Document. Failure to do so could result in disqualification of bid. If mailed or delivered in person, the outside of the package must be labeled with bidder s name and address and the bid project Bid #872 - Printing Services and should be delivered to: 4169 Old Mill Parkway St. Peters, MO 63376 4
5 Bid may be e-mailed to sealedbid@sccad.com. Subject line of the e-mail must contain Bid #872 - Printing Services. BIDS RECEIVED AFTER THIS DATE AND TIME WILL NOT BE CONSIDERED. B. Vendors may submit more than one bid proposal. No penalty or credit will be given for submitting multiple proposals. C. Bidders are responsible for reviewing their proposals prior to submission to be certain they can honor all price, terms and conditions offered in bid. Bidders may submit written amendments or withdraw their bid proposals up until the date and time of the scheduled bid closing. Once bids have been opened, all bidders will be expected to honor all prices and terms offered in total. Unit price will prevail in cases of extension errors. Bid default will result in either temporary or permanent removal from the District s list of vendors in good standing. D. All awards are subject to final approval by the Board of Directors of St. Charles County Ambulance District, or their designated representatives(s). E. The District reserves the right to accept or reject any or all bids received, to waive any informality in the bidding process, and to purchase from any or all vendors. F. State of Missouri Sales Taxes are not applicable to sales made to St. Charles County Ambulance District and must be excluded. G. Any changes in specifications will be sent to all bidders in the form of a written addendum. All addenda become a part of the Invitation for Bid. H. Results may be obtained by faxing a request to St. Charles County Ambulance District at 636-344-7672. Please include the name and closing date of the proposal when requesting this information. I. The quantities of supplies or services specified in this Bid Form are estimates only and are not purchased by any resulting contract. Except as otherwise provided, if the DISTRICT s requirements do not result in orders in the quantities described as estimated, on this Bid Form, that fact shall not constitute the basis for an equitable price adjustment. Delivery or performance shall be made only as authorized by issuance of individual purchase orders. J. Offer: All bids offered shall be firm for a minimum of ninety (30) calendar days after bid closing date. K. Determination: reserves the right to be the sole determining party as to which bids meet specifications. Any item, which, in the opinion of the management of the District, does not produce satisfactory results or services, may be returned to the successful bidder as not meeting specifications.
L. Signature: All bids must be signed by a duly authorized representative of the person, partnership or corporation offering the bid. Each page of the bid document should be initialed. Failure to sign and initial the Invitation for Bid document could result in automatic disqualification of that bid. The District reserves the right to request written confirmations of persons authorized to sign all bids on behalf of a company. N. References: Bidders should attach a list of references in the area that we may have the option of contacting regarding their sales and service experience with your company. References should include contact names and phone numbers. O. Samples: Bidders may be asked to provide samples of each product bid. If a sample is required you will be notified. 6
5. PRICING ITEM ORDER QUANTITY PRICE Item #1 #10 REGULAR ENVELOPES White Woven 24#, Reflex Blue Return Address 20,000 EACH Item #2 #10 WINDOW ENVELOPES White Woven 24#, Reflex Blue Return Address 20,000 EACH Item #3 #9 RETURN ENVELOPES Black Ink for Return Address 20,000 EACH Item #4 BUSINESS CARDS Flat Lettering, 2-Color, Reflex Blue & Black, 500 PER BOX Item #5 SCCAD LETTERHEAD 8.5 x 11, 24# Capital Bond, Reflex Blue Ink 2,500 SHEETS Item #6 FILE OF LIFE BROCHURES 8.5 x 11, 60# paper folded to trifold brochure 3-color front, black only on back Perforated line approx. 2 down 20,000 SHEETS Item #7 BACKER FOR BILLING STATEMENTS 8.5 x 11, 60# paper, 1-sided, black ink 20,000 SHEETS Item #8 LONG TERM CARE HAND-OFF COMMUNICATION 8.5 X 11, 1-Sided, Black Ink, 3-part carbonless (white/canary/pink) Item #9 NOTICE OF PRIVACY FORMS 8.5 X 11, 2-Sided, Black Ink, 50# Offset paper (Folded to 8-1/2 x 2-7/8) 5,000 EACH 6,000 EACH 7,000 EACH 10,000 EACH 1,000 EACH 5,000 EACH 10,000 EACH 20,000 EACH Item #10 PHYSICIAN CERTIFICATION STATEMENT 8.5 X 11 60# paper, 2 Sided, Black Ink, Padded in sets of 50 100 PADS Item #11 RAPID ACCESS/FILE OF LIFE FLYERS 8.5 x 1, 2 Sided, Color, 100# text gloss 5,000 EACH Item #12 TRAUMA/MEDICAL ASSESSMENT CARD 5.5 x 8.5, 67# White Vellum, 2-sides Black Ink Trauma Side Blue Ink Medical Side 5,000 EACH Item #13 SCCAD Logo Stickers (Approx 3 triangular) Removable grade adhesive 2 pc backing Silk screened w/uv fade resistant ink 5,000 EACH MAXIUMUM % INCREASE PER YEAR DELIVERY TIME 7
6. TERMS AND CONDITIONS A. Contract Terms: The performance of this Contract shall be governed solely by the terms and conditions set forth in the Contract not withstanding any language contained in any invoice, shipping order, bill of lading or other document furnished by the Seller at any time. The Acceptance by the District of any goods furnished hereunder accompanied by any such document shall not be construed as an acceptance by the District of any terms or conditions contained in such document which are inconsistent with the terms and conditions set forth in this Contract. Any different or additional terms, other than those contained in the Contract, which are contained in any acceptance, acknowledgment, invoice or other document transmitted by Seller to the District are hereby objected to. B. This contract will be for a period of (1) year with an option to renew for up to (2) one year periods by mutual agreement of both parties. The items purchased under this agreement may be subject to a price increase at the time of renewal, by mutual agreement. The exact increase or maximum percent increase shall be indicated on the price sheet of this bid packet. Price decreases are allowed at any time. Request for a price increase must be presented to the District at least sixty (60) days before the expiration of the current agreement. If a request for increase is not presented, the prices will remain. C. Compliance with Specifications: No payment will be rendered for items delivered that fail to meet specifications as offered in bid and all items delivered below specifications must be completely corrected or award will be forfeited to the next lowest bidder meeting specifications. D. Sellers Warranties: Seller expressly warrants that all articles, material and work covered by this contract will conform to each and every specification, drawing, sample or other description which is furnished to or is adopted by the District and that they will be fit and sufficient for the purpose intended, merchantable, of good material and workmanship and free from defect. Such warranty shall survive delivery and shall not be deemed waived either by reason of the District s acceptance of said material or goods, or by payment for them. E. Bankruptcy or Insolvency: In the event of any proceedings by or against either party, voluntary or involuntary, in bankruptcy or insolvency, or for the appointment of a receiver or trustee or an assignee for the benefit of creditors, of the property of Seller, the District may cancel this Contract or affirm the Contract and hold Seller responsible in damages. F. Payment Terms: Net thirty days payment terms will be assumed unless otherwise indicated. 8
G. Other: All bids received by the bid closing date and time will be considered, however, the District reserves the right to reject any and all bids and to waive any informalities in the bidding process. All pages of this bid are to be returned with this signed sheet. Failure to do so could result in disqualification of bid. 9
7. SIGNATURE PAGE I have read and understand this invitation for bid and certify that I am a duly authorized representative of the person, partnership, or corporation offering this bid: Company Company Address City State Zip Code Telephone Number FAX Number e-mail address Federal Tax Identification Number Signature & Title 10