RFB28124-WEG
Request for Bid #28124-WEG
Class 2 Printing: 2013 – 2014 Blue Book
State of Wisconsin
Wis. Statutes s.16.75
DOA-3070 (R08/2003)
BIDS MUST BE SEALED IN AN ENVELOPE OR BOX AND ADDRESSED To:
Remove from bidder list for this commodity/service.
Bid envelope must be sealed and plainly marked in lower corner with due
AGENCY ADDRESS: (see section 6.5 for details)
date and Request for Bid # 28124-WEG. Late bids will be rejected. Bids
MUST be date and time stamped by the soliciting purchasing office on or
Department of Administration
before the date and time that the bid is due. Bids dated and time
State Bureau of Procurement
stamped in another office will be rejected. Receipt of a bid by the mail
P. O. Box 7867
system does not constitute receipt of a bid by the purchasing office. Any
bid which is inadvertently opened as a result of not being properly and
101 E. Wilson Street, 6th Floor
clearly marked is subject to rejection. Bids must be submitted separately,
Madison, WI 53703-3405
i.e., not included with sample packages or other bids. Bid openings are
public unless otherwise specified. Records will be available for public
inspection after issuance of the notice of intent to award or the award of
REQUEST FOR BID
the Contract. Bidder should contact person named below for an
appointment to view the bid record. Bids shall be firm for acceptance for
sixty (60) days from date of bid opening, unless otherwise noted. The
28124-WEG
attached terms and conditions apply to any subsequent award.
THIS IS NOT AN ORDER
Bids MUST be in this office no later than
BIDDER (Name and Address)
May 17, 2013; 2:00 PM CT
Name (Contact for further information)
Bill Goff, Procurement Specialist
Phone
(608) 266-1002
Quote Price and Delivery FOB
Date
April 26, 2013
Wisconsin
Item No.
Quantity and Unit
1
64,500
Description
Class 2 Printing of the 2013 – 2014 Blue Book for the State of Wisconsin
See section 5.0 PRICING STRUCTURE & PRICE SHEET INSTRUCTIONS
Payment Terms
Delivery Time
Bidder claims minority or disabled veterans bidder preference pursuant to s.16.75(3m)(b) 3, Wis. Stats. A 5% preference may be granted
to a minority business enterprise (MBE) and disabled veteran-owned business (DVB) certified by the Wisconsin Department of Administration,
Supplier Diversity Program. If you have questions concerning the certification process, contact the Wisconsin Department of Administration,
Supplier Diversity Program. Bidder preferences do not apply to printing bids.
We are a work center certified under Wis. Stats. s. 16.752 employing persons with severe disabilities. Questions concerning the
certification process should be addressed to the Work Center Program, State Bureau of Procurement, 6th Floor, 101 E. Wilson St., Madison,
Wisconsin 53702, (608) 266-2605.
Wis. Stats. s. 16.754 directs the state to purchase materials which are manufactured to the greatest extent in the United States when all other
factors are substantially equal. Materials covered in our bid were manufactured in whole or in substantial part within the United States, or the
majority of the component parts thereof were manufactured in whole or in substantial part in the United States.
Yes
No
Unknown
In signing this bid we also certify that we have not, either directly or indirectly, entered into any agreement or participated in any collusion or
otherwise taken any action in restraint of free competition; that no attempt has been made to induce any other person or firm to submit or not
to submit a bid; that this bid has been independently arrived at without collusion with any other bidder, competitor or potential competitor; that
this bid has not been knowingly disclosed prior to the opening of bids to any other bidder or competitor; that the above statement is accurate
under penalty of perjury.
We will comply with all terms, conditions and specifications required by the state in this Request for Bid and all terms of our bid.
Name of Authorized Company Representative
Title
Phone
(
)
(Type/Print)
Fax
(
)
Signature of Above
Date
email
This form can be made available in accessible formats upon request to qualified individuals with disabilities.
Page 1 of 19
Request for Bid #28124-WEG
Class 2 Printing: 2013 – 2014 Blue Book
TABLE OF CONTENTS
1.0 INTRODUCTION AND PURPOSE ................. 3
1.1 DEFINITIONS .............................................. 3
1.2 PURPOSE AND SCOPE OF THE
REQUEST FOR BID .................................... 5
1.3 GENERAL CONTRACT INFORMATION .... 5
1.3.1 Contract Length ..................................... 5
1.3.2 Evidence of Quality ............................... 5
1.3.3 Green Certification ................................ 5
1.4 MODIFICATIONS OF CONTRACT ............. 6
1.4.1 Cancellation and Termination ............... 6
1.4.2 Termination for Cause........................... 6
1.4.3 Termination for Convenience ................ 6
1.4.4 Termination for Change in Law ............. 6
1.4.5 Contract Cancellation ............................ 6
1.5 ORDER OF PRECEDENCE ........................ 7
1.6 ESTIMATED VOLUME ................................ 7
2.0 BIDDER QUALIFICATIONS &
REQUIREMENTS ........................................... 7
3.0 MANDATORY REQUIRED
SPECIFICATIONS OF BID ............................ 7
3.1 TECHNICAL REQUIREMENTS .................. 7
3.1.1 Quality Standards .................................. 7
3.1.2 Electronic Communications .................. 8
3.1.3 Required Software ................................ 8
3.1.4 Required Equipment ............................. 8
3.1.5 Required Press Check Proof Travel ..... 8
3.2 SUBCONTRACTING ................................... 8
3.3 PERFORMANCE AND SUPPORT
REQUIREMENTS ........................................ 8
3.3.1 Quantities .............................................. 8
3.3.2 Overruns/Underruns .............................. 8
3.3.3 Size ....................................................... 8
3.3.4 Book Specifications ............................... 9
3.3.5 Artwork .................................................. 9
3.3.6 Prepress Work ...................................... 9
3.3.7 Paper ................................................... 10
3.3.8 Proofs .................................................. 10
3.3.9 Finishing .............................................. 11
3.3.10 Packaging ........................................... 11
3.3.11 Support Requirements ........................ 12
3.3.12 Production Schedule ........................... 12
3.3.13 Production Timeline ............................ 13
4.0
SPECIAL TERMS AND CONDITIONS OF
BID ................................................................ 14
4.1 ORDERING METHOD / PRICING /
INVOICING / PAYMENTS ......................... 14
4.1.1 Ordering Method ................................. 14
4.1.2 Pricing ................................................. 14
4.1.3 Invoicing .............................................. 14
4.1.4 Payments ............................................ 14
4.2 DELIVERY REQUIREMENTS ................... 15
4.3 FORCE MAJEURE .................................... 15
4.4 SECURITY & CONFIDENTIALITY OF
MATERIALS............................................... 15
5.0 PRICING STRUCTURE & PRICE SHEET
INSTRUCTIONS ........................................... 15
6.0 BID PROCEDURE AND INSTRUCTIONS ... 15
6.1 CALENDAR OF EVENTS .......................... 15
6.2 CORRESPONDENCE, CLARIFICATIONS
AND QUESTIONS ..................................... 16
6.2.1 News Releases ................................... 16
6.3 REASONABLE ACCOMMODATIONS ...... 16
6.4 VENDORNET REGISTRATION ................ 16
6.5 SUBMITTING A BID .................................. 16
6.6 FORMAT OF BID RESPONSE.................. 17
6.6.1 Signed Request for Bid Sheet ............. 17
6.6.2 Standard Terms and Conditions for
State of Wisconsin Printing ................. 17
6.6.3 Additional Information.......................... 17
6.7 INCURRING COSTS ................................. 17
7.0 BID ACCEPTANCE AND AWARD .............. 18
7.1 BID OPENING ........................................... 18
7.2 BID REVIEW .............................................. 18
7.3 BID ACCEPTANCE ................................... 18
7.4 METHOD OF AWARD ............................... 18
7.5 SAMPLES .................................................. 18
7.6 AWARDEE’S USE OF
SUBCONTRACTORS ................................ 18
7.7 AWARD NOTIFICATION ........................... 19
8.0 REQUIRED FORMS ..................................... 19
Page 2 of 19
Request for Bid #28124-WEG
Class 2 Printing: 2013 – 2014 Blue Book
1.0 INTRODUCTION AND PURPOSE
1.1 DEFINITIONS
For the purposes of this Request for Bid and resulting Contract(s), the following definitions of terms shall
apply, unless otherwise indicated:
Class 2 Printing: Blue Book
and Reprints
35.24 Blue Book
(1) The legislative reference bureau shall compile, index, prepare and deliver to the
department biennially copy for a book to be denominated “Wisconsin Blue Book” and
identified by the biennium of its intended use.
(a) The Blue Book shall contain the biographies and pictures of state officers, senators
and representatives to the assembly and officers of each house, information pertaining to
the organization of Wisconsin state government, and statistical and other information of
the same general character as that heretofore published, but so selected and condensed
as will limit the number of pages to 1,000 or less. In making such selection the legislative
reference bureau is directed to consult freely with the state superintendent of public
instruction and the director of the historical society, and insofar as possible, make the
book useful for civics classes in schools.
(b) The department shall deliver camera−ready copy to the contract printer, to be printed
and delivered as soon as practicable after the spring election of the odd−numbered year.
(2) The Blue Book shall be case−bound in hard covers and shall have a blue spine.
(3) Reprints of the feature article shall be bound in paper covers and shall be in such
quantity as is authorized for each specific reprint by the joint committee on legislative
organization. The cost of reprints shall be paid from the appropriation under s.20.765 (1) (d).
History: 1971 c. 82, 211; 1973 c. 90; 1975 c. 39 s. 732 (1); 1975 c. 200, 205; 1977 c. 29,
418; 1979 c. 34, 221; 1981 c. 20, 260; 1989 a. 31; 1995 a. 27; 1997 a. 27; 2003 a. 33; 2005
a. 25.
Agency
means an office, department, agency, institution of higher education, association, society or
other body in state government created or authorized to be created by the constitution or
any law, which is entitled to expend moneys appropriated by law, including the legislature
and the courts, but not including an authority.
Authorized User
means any state agency, University of Wisconsin campus, or other state or local public body
authorized to use statewide contracts, as established in §§ 16.70 (1b), (1e), (2), (4) and (8),
16.73 and 66.0301 of the Wisconsin Statutes and § PRO-D-30 of the State Procurement
Manual.
Awarded Bidder
means the Contractor who won the Contract.
Bid
means a price quotation specifically given to a prospective purchaser by a prospective
seller; a bid is an offer to sell.
Bidder
means any person or entity which submits a competitive bid in response to requests for
bids.
Broker
is someone that acts as an agent for others, as in negotiating contracts, purchases, or sales
in return for a fee or a commission.
Business Days
means Monday through Friday 8:00 AM to 4:00 PM CT excluding state holidays.
Contract
means the written document between the Department of Administration (DOA) and the
Contractor containing at a minimum, the terms and conditions and the responsibilities of the
Contractor and the DOA based on this RFB.
Contract Manager
is the designated Bureau of Procurement staff personnel.
Contractor
means any person, or entity providing equipment, materials, supplies, contractual services
to a contracting agency of the State.
Delivery Hours
means delivery hours are 8:00 AM to 3:00 PM CT, Monday through Friday, except state
holidays, unless otherwise noted on the order.
Department
means Department of Administration (DOA).
Destination-Inside Door
means shipping/receiving dock.
DPI
means Dots Per Inch.
Flat
means offset or digital printing.
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Request for Bid #28124-WEG
Class 2 Printing: 2013 – 2014 Blue Book
FOB Destination
means seller pays for and retains title and control of goods until they are delivered and the
contract of carriage has been completed. The seller selects the carrier and is responsible for
the risk of transportation. The seller is responsible for filing claims for loss or damage.
FTP (File Transfer Protocol)
is a standard for transferring files over the Internet. FTP programs and utilities are used to
upload and download electronic files such as: web pages, graphics, and other files from
your hard drive to a remote server which allows FTP access.
Lithographic
is a method for printing using a metal plate with a completely smooth surface.
Lowest responsible bidder
means the person or entity submitting the competitive bid with the lowest price that meets
the specifications contained in the requests for bids. In establishing the lowest responsible
bidder, all of the following factors may be considered:
(a)
(b)
(c)
(d)
The financial ability to provide the services required or to complete the Contract;
The skill, judgment, experience, and resources to complete the Contract;
The necessary facilities, staff, personnel, and equipment to complete the Contract;
The demonstrated ability to satisfactorily perform the work or provide the materials in a
prompt, conscientious manner;
(e) The demonstrated ability to comply in situations where the award is contingent on
special considerations subject to the nature of the services or Contract required; and
(f) Any other factor determined to be relevant in assessing the bidder’s ability to supply as
required. (Adm. 6.01 (9))
LRB
means Legislative Reference Bureau. The LRB provides nonpartisan, professional, and
confidential bill drafting, legal publishing, research, and library services to the legislature and
the public.
Offset printing
is a commonly used printing technique where the inked image is transferred (or "offset")
from a plate to a rubber blanket, then to the printing surface. When used in combination with
the lithographic process, which is based on the repulsion of oil and water, the offset
technique employs a flat (planographic) image carrier on which the image to be printed
obtains ink from ink rollers, while the non-printing area attracts a water-based film (called
"fountain solution"), keeping the non-printing areas ink-free.
PMS
Pantone Matching System (inks).
Preflight
is a term used in the industry to describe the process of confirming that the digital files
required for the printing process are all present, valid, correctly formatted, and of the desired
type.
Procurement
means the process of obtaining goods, including all activities from the planning process,
preparation, and processing of a requisition, through receipt and approval of the final invoice
for payment.
Procuring Agency
means the state agency which conducts the purchasing transaction.
RFB
means Request for Bid and consists of all documents used for soliciting bids.
RIP
Raster Image Processor: A computer that accepts digital files and creates a print-ready file.
Skid / Pallet
means pack cartons on 4-way pallets. The pallets must be four-way entry, block design,
general purpose, and nonreversible size 36” x 48”. A packing slip shall be on each pallet
describing contents of that pallet. Use cross-stacking for each layer of cartons to ensure
stability. Cartons shall be placed on the pallets so the outside carton panels on each side of
the pallet are in the same vertical plane, i.e. flush sides. Stretch wrap with sufficient layers
and/or thickness to prevent movement during shipment.
Specification
means a description of what the procuring agency requires and, consequently, what a
bidder must offer to be considered for an award. A specification may be a description of the
physical or functional characteristics, or of the nature of a supply. It may include a
description of any requirement for inspecting, testing, or preparing a supply item for delivery,
the necessary performance criteria, and a description of the procedures to be followed when
submitting and evaluating bid.
State
means State of Wisconsin.
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Request for Bid #28124-WEG
Class 2 Printing: 2013 – 2014 Blue Book
1.2 PURPOSE AND SCOPE OF THE REQUEST FOR BID
The purpose of this document is to provide interested parties with information to prepare and submit a bid
for the printing of the 2013 – 2014 Blue Book for the State of Wisconsin. The State, as represented by the
Department of Administration, State Bureau of Procurement, intends to use the results of this process to
award a contract for the Printing of the 2013 – 2014 Blue Book for the State of Wisconsin.
The Legislative Reference Bureau (LRB), as represented by the DOA State Bureau of Procurement, is
seeking qualified bidders for the Printing of the 2013 – 2014 Blue Book for the State of Wisconsin. This
smythe sewn, case bound book gets published every other year by the LRB. By state statute, the book
cannot exceed 1,000 text pages, has a finished size of 6” x 9” and is comprised of both four-color process
sections and black ink sections, and includes both text and photos. The cover is four-color process ink
plus a PMS 294 color and laminated.
The awarded bidder must produce the publication within their own plant. The vendor will be responsible
for all prepress, including scanning, color correction, and proofing; web and sheet fed lithographic
production, and bindery operations. The LRB will supply electronic files in Adobe InDesign CS6, as well
as photos, slides, and digital photos for placement into the publication in EPS, JPG, and TIFF formats.
1.3 GENERAL CONTRACT INFORMATION
The Department of Administration intends to utilize the results of this Request for Bid (RFB) to award a
contract. The RFB documents, the Awarded Bidder’s response as accepted by the Procuring Agency and
any purchase order issued shall become the contract between the parties.
The contract resulting from this RFB shall be between the State of Wisconsin, Legislative Reference
Bureau, and the Awarded Bidder.
Awarded Bidder shall designate an individual to function as the primary contact for this Contract. Awarded
Bidder must indicate the name, telephone number, and address of the primary contact on the attached
Vendor Information Sheet.
The department contract manager is listed below. No changes to this contract may be made without prior
written approval by the department contract manager.
Bill Goff
State Bureau of Procurement
101 E Wilson St, 6th Floor
PO Box 7867
Madison, WI 53707-7867
Telephone: (608) 266-1002
Fax: (608) 267-0600
Email: [email protected]
1.3.1 Contract Length
This contract covers a six (6) month period and is estimated to begin by June 1, 2013. The contract prices
will remain unchanged during this period.
1.3.2 Evidence of Quality
All bidders must supply samples of their work with their bid, see section 7.5. Bids submitted without
samples may be rejected. Samples supplied by the Bidder must have been produced in the Bidder’s plant
on the Bidder’s own equipment during the twelve (12) months prior to submission of the bid.
Following award of the Contract, the samples provided by the successful Bidder will be used as the
quality standard for the Contract and a measure of all work produced. Jobs produced below the standard
of those documents agreed upon by the State and the Awarded Bidder as representative samples will be
reprinted at the Awarded Bidder’s expense, including paper costs.
1.3.3 Green Certification
It is required if a bidder has obtained any green certifications in the industry, they send a copy of their
certification(s) with this bid.
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Request for Bid #28124-WEG
Class 2 Printing: 2013 – 2014 Blue Book
1.4 MODIFICATIONS OF CONTRACT
1.4.1 Cancellation and Termination
Upon termination/cancellation or other expiration of this Contract, the Awarded Bidder must immediately
return to the LRB all papers, materials, and other properties held by the Awarded bidder for purposes of
execution of this Agreement. In addition, each Party shall assist the other Party in the orderly termination
of this Agreement and the transfer of all aspects hereof, tangible or intangible, as may be necessary for
the orderly, non-disruptive business continuation of each Party.
1.4.2 Termination for Cause
The State of Wisconsin may terminate the Contract after providing the Contractor with 30 calendar days
written notice of the Contractor’s right to cure a failure of the Contractor to perform under the terms of the
Contract.
The Contractor may terminate the Contract after providing the State 120 calendar days’ notice of the
State’s right to cure a failure of the State to perform under the terms of the Contract.
Upon the termination of the Contract for any reason, or upon Contract expiration, each party shall be
released from all obligations to the other party arising after the date of termination or expiration, except for
those that by their terms survive such termination or expiration.
1.4.3 Termination for Convenience
Either party may terminate the Contract at any time, without cause, by providing a written notice; the
State by providing at least 30 calendar days’ notice to the Contractor, and the Contractor providing at
least 120 calendar days’ notice to the State in advance of the intended date of termination.
In the event of termination for convenience, the Contractor shall be entitled to receive compensation for
any fees owed under the Contract. The Contractor shall also be compensated for partially completed
services. In this event, compensation for such partially completed services shall be no more than the
percentage of completion of the services requested, at the sole discretion of the State, multiplied by the
corresponding payment for completion of such services as set forth in the Contract. Alternatively, at the
sole discretion of the State, the Contractor may be compensated for the actual service hours provided.
The State shall be entitled to a refund for goods or services paid for but not received or implemented,
such refund to be paid within 30 days of written notice to the Contractor requesting the refund.
1.4.4 Termination for Change in Law
The Contract may be terminated either by mutual agreement or at the discretion of the State following any
amendment to, or judicial interpretation of, Federal or State law that:
• Renders performance, enforcement or compliance with the totality of the Contract impossible,
patently unreasonable, or unnecessary
• Renders accomplishment of the Contract’s objectives impossible, patently unreasonable, or
unnecessary.
1.4.5 Contract Cancellation
The State of Wisconsin reserves the right to cancel the Contract in whole or in part without penalty if the
Contractor:
• Breaches or defaults an obligation under the Contract as follows:
─ Fails to perform any material obligation required under the Contract;
─ Files a petition in bankruptcy, becomes insolvent, or otherwise takes action to dissolve as a
legal entity;
─ Allows any final judgment not to be satisfied or a lien not to be disputed after a legallyimposed, 30-day notice;
─ Makes an assignment for the benefit of creditors;
• Fails to follow the sales and use tax certification requirements of s. 77.66 of the Wisconsin
Statutes;
• Incurs a delinquent Wisconsin tax liability;
• Fails to submit a nondiscrimination or affirmative action plan as required herein;
• Fails to follow the nondiscrimination or affirmative action requirements of subch. II, Chapter 111
of the Wisconsin Statutes (Wisconsin’s Fair Employment Law);
• Becomes a federally debarred Contractor;
• Is excluded from federal procurement and non-procurement Contracts;
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Request for Bid #28124-WEG
•
•
Class 2 Printing: 2013 – 2014 Blue Book
Fails to maintain and keep in force all required insurance, permits and licenses as provided in the
Contract;
Fails to maintain the confidentiality of the State’s information that is considered to be Confidential
Information, proprietary, or containing Personally Identifiable Information, or Contractor
performance threatens the health or safety of a State or municipal employee.
1.5 ORDER OF PRECEDENCE
In the event of contract award, the contents of this RFB (including all attachments), RFB addenda and
revisions, the Bid response from the successful Bidder, as accepted by the Procuring Agency, and any
additional terms agreed to in writing by the parties shall be incorporated into the Contract. Failure of the
successful Bidder to accept these elements into the Contract will result in the cancellation of the contract
award.
In the event of conflict with the incorporated elements of the Contract, the following order of precedence
will prevail:
• Official Purchase Order
• Final Signed Contract with clarifications included
• Bid Response as accepted by the State of Wisconsin
• Request for Bid
1.6 ESTIMATED VOLUME
The LRB will be ordering approximately 64,500 case bound books. The State does not guarantee any
minimum or maximum volume for the resulting contract.
2.0 BIDDER QUALIFICATIONS & REQUIREMENTS
All Bidder qualifications in this section are mandatory. Failure to meet a qualification may disqualify your Bid.
All bidders shall have been providing/performing print production as stated above, for a minimum of five (5)
years.
3.0 MANDATORY REQUIRED SPECIFICATIONS OF BID
All specifications are defined as mandatory minimum requirements unless otherwise noted. For a bidder to be
considered, the bidder must meet all requirements listed. If no bidder is able to meet a requirement the state
may drop that requirement. However, in the event that no Bidder is able to meet an individual mandatory
requirement, the State reserves the right to continue the review of Bids and to select the Bid that most closely
meets the requirements specified in this RFB.
3.1 TECHNICAL REQUIREMENTS
3.1.1 Quality Standards
The State requires all work performed on the Contract to be of excellent quality, conforming to these
quality criteria:
1. Inking must be consistent and uniform throughout in color strength and density.
2. Accurate registration consistent with current offset lithography printing.
3. Correct ink match to specified PMS colors.
4. Halftones must be clean and crisp, with consistent quality at 100 line, 120 line, and 150 line
screen.
5. Four-Color Process Printing must match the contract proof, consistent with current offset
lithography printing.
6. Folding must be square and accurate with exact alignment of crossover printing across folds.
7. Finishing operations must be clean and applied correctly.
8. Cutting and trimming must be square, clean and correctly aligned and positioned.
9. Regular use of quality measurement tools on press sheets, such as registration targets, star or
slur targets and color bars.
10. Consistent use of densitometry throughout the prepress and press processes.
11. Prepress and press calibrations, and use of color corrected lighting in press and proofing areas.
12. Additional controls include proper control of humidity and temperature in all production and work
staging areas, paper storage in temperature and humidity controlled areas and cleanliness of
work areas.
The Awarded Bidder must employ industry standard process controls to ensure and maintain quality
printing.
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Request for Bid #28124-WEG
Class 2 Printing: 2013 – 2014 Blue Book
3.1.2 Electronic Communications
The Awarded Bidder must have email capabilities and a file transfer protocol (FTP) web server.
3.1.3 Required Software
The Awarded Bidder shall have, and be proficient in the use of software on PC and MAC platforms.
Awarded Bidder must be able to edit original digital files. The state will submit electronic files compatible
with the Adobe Suite. The Awarded Bidder must be able to work with electronic files created in Adobe
CS6.
3.1.4 Required Equipment
The Awarded Bidder must submit all in-house production equipment used to fulfill the Contract, see
section 7.7. All samples of case bound books, as described in this RFB, see section 7.5, must have been
produced in the bidder’s plant on their own equipment.
3.1.5 Required Press Check Proof Travel
Awarded Bidder is required to pay all allowable travel expenses from Madison, WI to Awarded Bidders’
production plant. Travel costs consist of transportation, mileage, airfare, lodging, and meals. These
allowable costs are determined by the State of Wisconsin Pocket Travel Guide attached to this RFB. The
LRB may send up to three (3) associates for up to two (2) separate press checks during this contract
term. The scheduling of the Press Check Proof is defined in section 3.3.8 Proofs: Press Check Proofs.
3.2 SUBCONTRACTING
The subletting of the prepress, press, and major bindery operations is not allowed. Minor bindery
operations such as lamination and stamping may be allowed. If any allowable operation is sublet the
bidder must submit form DOA-3478A Subcontractor(s) with RFB showing which operations will be sublet
and who will be performing the operation.
If the Awarded Bidder chooses to sublet specialty operations, the Awarded Bidder is responsible for the
performance and schedule of the subcontractor. The State will not be liable for charges incurred due to
the fault of a subcontractor, see section 7.6. Subcontracted work not priced in the Attachment A: Price
Chart maybe billed at no more than five (5) percent (%) above actual cost.
The Awarded Bidder may not transfer, assign, or subcontract any work without the prior consent of the
LRB, nor may any of the work be performed outside of the Awarded Bidder's plant without advance
approval by the LRB. Such approval must be requested and approved in writing.
3.3 PERFORMANCE AND SUPPORT REQUIREMENTS
3.3.1 Quantities
This bid is for approximately 64,500 hard cover case bound books.
3.3.2 Overruns/Underruns
This is an exact count contract with no underruns allowed. Overruns are not to exceed 100 books. The
Awarded Bidder will be paid for the actual quantity delivered within this tolerance. In the event of
underruns, the LRB may require an order be placed back on the press, at no additional charge to the LRB
or the LRB may accept lower quantity at a negotiated price, depending on the needs of the LRB.
Overruns will be priced based on run per thousand cost(s) only.
3.3.3 Size
Case bound overall size is 6” x 9” format bound along the 9” dimension only.
Trim the Text pages to 5-3/4” x 8-3/4” and cover board 5-7/8” x 9”.
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Request for Bid #28124-WEG
Class 2 Printing: 2013 – 2014 Blue Book
3.3.4 Book Specifications
Text Pages
# of
# of 32 page
pages
signatures
Pages i – x and 1 – 182
4/4 on Recycled Web Coated, White, 60 lb.
192
6 signatures
Pages 183 – 214
1/1 on Recycled Offset, White, 45 lb.
32
1 signature
Pages 215 – 310
4/4 on Recycled Web Coated, White, 60 lb.
96
3 signatures
Pages 311 – 982
1/1 on Recycled Offset, White, 45 lb.
672
21 signatures
Totals 4 Process Inks, 2 types of paper
992
31 signatures
The caliper of each inside page when combined together in making the entire inside of the book cannot
exceed 1-9/16” in height (cover is not included in this measurement).
Approximate Sections
# of inks, type of paper
The above is a projected outline and is subject to change within the page signature parameters of
Attachment A: Price Chart.
End Sheets: Front and Back, size 9” x 12” Four Color Process, printed 1 sided on 80 lb. Recycled Book
Offset. Different images on front and back end sheet. When Contract Proof is supplied for end sheets
only, it must be on similar paper as end product to ensure image quality approval.
Covers: Five color cover printed one sided with four side bleeds. Four Color Process plus PMS 294 Blue
on latex reinforced white case bound book material, linen embossed with .010 mil hot clear mylar
lamination. The “2009 – 2010 Blue Book” edition used Kivar II Graphic White Smooth. Coverage of PMS
294 Blue is heavy with knocked out Four Color Process Images and reverses. Color match is critical and
must match “2009 – 2010 Blue Book” edition.
3.3.5 Artwork
Electronic files will be submitted and created using the Adobe Suite CS6 and may include PDF files.
Several images may be provided as EPS, JPG, or TIFF files. The electronic files will be furnished to the
Awarded Bidder via FTP or on CD/DVD or other media with laser copies. All electronic editing charges
including color correction must be approved in advance by the LRB. The LRB may choose to correct
electronic files and resend.
Separations and Halftones
Approximately 176 head-shots of the Legislators and Constitutional Officers, taken with a digital camera,
will be provided at the appropriate size. Awarded Bidder will do color balancing and color correction at the
alteration rate entered in Attachment A: Price Chart. Four Color Process images of photos, artwork, and
halftones will be provided in the layout files. Scatter proofs will be required on all photos. Bidders shall
include the above work in the Attachment A: Price Chart and show additional electronic file editing rate on
this price chart.
Awarded Bidder is required to return all original files or any other artwork at no charge at the end of this
contract. The final printer files will be written to CD/DVD or other media. All electronic files will be returned
to the LRB. Awarded Bidder shall not charge for shipping the files during the life of the contract.
3.3.6 Prepress Work
The LRB will make arrangements with the Awarded Bidder in advance regarding fonts and their use. The
LRB and the Awarded Bidder must abide by all copyright restrictions established by individual foundries
regarding use of their fonts.
The Awarded Bidder is required to review files as they are received. This cost must be included in
Attachment A: Price Chart. The LRB will provide a test batch before sending final files. Pricing for the one
test run must be included in Attachment A: Price Chart.
Correcting files and making requested alterations will be charged out at the electronic editing hourly rate
listed on Attachment A: Price Chart. The Awarded Bidder must provide documented cost for the time it
took to complete the alterations and itemize those costs on the final invoice.
The Awarded Bidder must store all electronic files until 90 days past the contract end date. All corrected
final files become the property of the state. The Awarded Bidder will provide a complete copy of files
including halftones and other images to the LRB after completion of the printing.
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Request for Bid #28124-WEG
Class 2 Printing: 2013 – 2014 Blue Book
3.3.7 Paper
The Awarded Bidder must furnish all of the paper on the Contract. No seconds or end cuts will be
allowed. Paper shall be of uniform weight, caliper, strength, finish, color, printing quality, durability, size
and dimensional stability. Bidder must submit with bid and complete Attachment B: Paper Chart with a
complete list of in-house paper stocks. A mill certification letter will be requested for these papers.
Recycled Paper
The Awarded Bidder will furnish the paper. The minimum recycled content for this bid shall be 10% postconsumer recovered materials for text weight papers. State agencies are required to use recycled papers
whenever possible. Recycled paper shall meet the definitions and minimum content recommendations in
the EPA Comprehensive Procurement Guidelines issued October 2007,
(http://www.epa.gov/wastes/conserve/tools/cpg/pdf/paper.pdf).
Exceptions to the recycled paper requirement should only occur when a recycled stock is unavailable or
because of excessive cost (at least 15% greater than Virgin Paper). Attachment C: Paper Exception
Report must be completed and submitted with bid.
Paper Specifications
All papers must be archival quality and acid free. Submit text, end-sheet, and cover stock paper samples
with your bid and include specification and a mill certification letter for each. Samples of bidder provided
paper that will be used in fulfilling this procurement must be submitted with your bid response.
Black Text:
No. 2 or 3 Offset Recycled, White, 45-50 lb.
Target Opacity:
90-93
Target Brightness:
90-94
Target PPI:
750 +/- 5%
Target Caliper:
.0027”
Minimum of 10% post-consumer content
Recycled sheets must be free of groundwood
Four-Color Text: No. 2 or 3 Web Gloss Coated Recycled, White, 60 lb.
Target Opacity:
91-96
Target Brightness:
90-94
Target PPI:
646 +/- 5%
Target Caliper:
.0031”
Minimum of 10% post-consumer content
Recycled sheets must be free of groundwood
Cover Stock:
Latex reinforced Acrylic Coated,
White Case Bound Book material
Offset Printing Cover-linen embossed with hot mylar lamination
10 pt. smooth finish
The 2009-2010 edition case material was Kivar II, Graphic White
End Sheets:
White 80 lb. Recycled Book Offset
Finish:
Smooth or Vellum
Target Opacity:
90
Target Brightness:
87
Target PPI:
328 +/- 10%
Minimum of 10% post-consumer content
Recycled sheets must be free of groundwood
3.3.8 Proofs
Imposition, Contract, PDF, Press Check, and mailing of Proofs are required options for this Contract.
Production cannot be initiated until the Awarded Bidder has received a signed, approved proof from the
LRB. A prepress proof is any proof made using ink jet, toner, or dyes; as compared to a press proof
printed using liquid inks. Also, a press check is an event at which make-ready sheets from the press are
examined before authorizing full production to begin.
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Request for Bid #28124-WEG
Class 2 Printing: 2013 – 2014 Blue Book
Imposition Proof
These are plotter type proofs. These proofs will be supplied trimmed, backed-up, collated and folded to
show the actual trim of final bound book. Color breaks may be shown by a variety of methods but may not
reflect actual color. A complete imposition proof is required on the entire book.
Contract Color Proof
These proofs are used as a basis for the color to be matched on press, must be provided for the entire
color section, the end sheets, and cover. The paper used to create the proof for the end sheets must be
of similar paper used on the end product to ensure image quality. The rest of the proof, color section and
cover, may be provided on normal contract color proofing sheets.
PDF Proofs (After RIP)
This is a Portable Document Format (PDF) created by Adobe that enables a document to be distributed
on different systems while preserving the layout.
If after the Imposition Proof is verified for accuracy and minor corrections are needed, such as
typographical errors, then only a PDF Proof may be requested by the LRB to verify accuracy of those
minor changes at no additional charge. In the event the LRB wishes to make those minor changes and
resubmit new electronic files to the Awarded Bidder then a new PDF proof must be ordered by the LRB at
the proof price stated in Attachment A: Price Chart to ensure the correct electronic files were used.
Press Check Proofs
If the LRB determines it is necessary to request press check proofs on selected sections of the book, the
pricing will be based on quarter (1/4) hour increments. Hourly wage rates for press checks must be
submitted on Attachment A: Price Chart. Also note section 3.1.5 for travel expenses for press check
proofs.
Press checks should be scheduled during the normal daytime shift unless otherwise agreed to by the
LRB. Arrangements should be made at least 24 hours in advance and confirmed the day of the press
check. Failure to adhere to the schedule by either party may lead to additional charges. If an LRB
representative is more than 1 hour late, the Awarded Bidder may charge for down press time in quarter
(1/4) hour increments for the appropriate press. If the Awarded Bidder is more than 1 hour late with the
scheduled press check the State may assess charges in the form of remedies and damages. See Section
11 Remedies and Damages in the Standard Terms and Conditions for State of Wisconsin Printing.
Mailing Proofs
Awarded Bidder shall send all proofs directly to:
Legislative Reference Bureau
ATTN: Julie Pohlman
1 East Main Street, Suite 200
Madison, WI 53703
Email: [email protected]
3.3.9 Finishing
Folding, collating, smyth sewing, and case bindery are required on the Contract and may not be sublet,
see section 3.2.
Folding
Standard folding is required on the Contract and may not be subcontracted, see section 3.2. The
Awarded Bidder must be able to fold parallel and right angle folds on the largest finish size required on
the Contract.
Binding
Case bound, smyth sewn with rounded back, head and foot bands and .080 binders board.
3.3.10 Packaging
Cartons
Cartons must be corrugated, 275 lb. square inch burst test, B-fluted or C-fluted, minimum. Cartons shall
be tape-sealed or glued at top and bottom; no staples permitted. Books to be packaged ten (10) books to
a carton. Books must be separated in the carton with light chipboard or heavy paper but are not to be
individually wrapped.
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Request for Bid #28124-WEG
Class 2 Printing: 2013 – 2014 Blue Book
The following information must be on the face of the carton so it is visible from the front when stacked on
a pallet. It may be stenciled or printed on the carton or incorporated into a carton label. The state shall be
sole judge of acceptable labeling. Cartons must be clearly labeled with:
Carton Label: 2013 – 2014 WI Blue Book – quantity 10 Books
Pallets
Shipments to be made on four-way pallets uniformly packed with same number sets on each pallet. Mark
each pallet with number of cartons and books. Pallets must have wood tops and be banded with three (3)
bands in each direction and then wrapped in plastic. Maximum measurements for 4-way pallets is 42” x
48” x 5’ high. Printer to pay all packaging and shipping charges.
Each pallet must have a packing slip and/or bill of lading. These documents need to show the title of the
publication and the number of cartons per pallet.
3.3.11 Support Requirements
The Contractor is required to provide the following services for each order submitted on the Contract:
1. Produce the type of work described in the Contract, as ordered by the LRB.
2. Provide all materials and services required by the order.
3. Cover shipping, insurance, and other costs incidental to and necessary for proofing,
manufacturing and delivering the printed product, returning artwork and samples with invoices.
4. Store and archive electronic files for the duration of the Contract.
5. Return, at no charge to the LRB, any specifically requested files during or at the end of the
Contract period within 90 days after Contract has ended.
Write to an electronic medium, such as CD, the final electronic files during or at the end of the Contract
term, see section 3.3.5.
Customer Service and Responsiveness
Customer service and responsiveness are critical to the Contract. The Awarded Bidder is required to:
1. Assign a Customer Service Representative for the LRB to contact with questions and concerns
for the length of the Contract.
2. Respond to all inquiries within four (4) hours after a request is placed by the LRB.
3. Notify the LRB and department contract manager of scheduling problems and changes. The
Awarded Bidder must notify the LRB when a change in delivery date is anticipated. This notice
should be made by telephone and confirmed in writing.
4. Facilitate press checks when requested.
3.3.12 Production Schedule
The LRB will request delivery dates using the delivery schedule in section 3.3.13. The LRB will confirm
the production schedule with the Awarded Bidder before placing the purchase order.
Scheduling Exceptions
Delivery schedules of less than the Production Schedule must be negotiated between the LRB and the
Awarded Bidder. The LRB and Awarded Bidder should agree on any additional charges that may be
incurred before proceeding with these changes.
The Awarded Bidder will also notify the LRB immediately when problems occur in the plant that will affect
delivery so alternative measures can be taken. Unless the LRB is properly notified, the Awarded Bidder is
obligated to complete each order on time. Orders delivered late are subject to late delivery charges
described in Section 11 of Standard Terms and Conditions for State of Wisconsin Printing. The charge for
late delivery is not more than five (5) percent (%) per working day.
Printer Acknowledgement
Awarded Bidder shall acknowledge all orders, artwork, proofs, and changes within 48 hours. If Awarded
Bidder cannot meet the production schedule set forth the LRB must be contacted within the first 48 hours.
Failure to do so binds the Awarded Bidder to the schedule.
Proof Time Allowances
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Request for Bid #28124-WEG
Class 2 Printing: 2013 – 2014 Blue Book
Proofing time allowed will be as follows unless otherwise negotiated by the LRB and the Awarded Bidder;
ten (10) working days (Monday through Friday, except State holidays) for imposition and contract color
proofs.
Proofing time begins the day good files are received by the Awarded Bidder. A “good” file is defined as
electronic medium with all graphic and font elements included, that can be processed effectively through
a commercial printers prepress/RIP program to make press plates. The final day is the date the proof is
received by the LRB. The Awarded Bidder must report any file problems to the LRB within the first 24
hours of a working day (Monday through Friday, except State holidays) of receiving files. Shipping of the
proof should be at the end of the next to last working day to allow the LRB to receive the proof by the final
day.
The schedule may require overnight shipment of proofs on the part of the Awarded Bidder and the LRB.
The Awarded Bidder will pay for shipping proofs to the LRB. The cost of shipping the proof back to the
Awarded Bidder will be paid by the LRB. The Awarded Bidder must take into consideration in their bid the
cost of shipping proofs to the LRB for next-day delivery (e.g. UPS Next Day, Federal Express). The LRB
will return proofs via the same method, when necessary to meet the production schedule.
If the LRB’s files require extensive alterations due to improper preparation or require extensive proof
alterations a new schedule must be negotiated with the Awarded Bidder.
3.3.13 Production Timeline
Production Time begins with the return of the approved proof, with delivery on the last production day.
Working days are Monday through Friday, 8:00 AM to 3:00 PM CT, except state holidays. The following
schedule is tentative and is subject to change:
Artwork File to Awarded Bidder: July 15, 2013 All files, artwork will be provided by the LRB.
Proofs: The proofing cycle will begin on July 29, 2013 or as negotiated between the Awarded Bidder and
the LRB in batches of 32 page signatures. Proofs will be returned to the printer within five (5) working
days (Monday through Friday, except State holidays). A Press Check Proof will be needed along with the
LRB being in attendance for the Press Check Proof. All travel expenses for the LRB to be in attendance
will be paid by Awarded Bidder as described in section 3.1.5.
Delivery: First shipment to The Risser Justice Center and the Legislative Reference Bureau by
September 4, 2013 followed by a second shipment to The Risser Justice Center by September 11,
2013. The final shipment to Document Sales will be no later than September 18, 2013.
VENDOR MUST NOTIFY EACH LOCATION 48 HOURS IN ADVANCE OF ANY DELIVERY. FAILURE
TO DO SO MAY BE CAUSE FOR REJECTION OF THE DELVIERY.
The Blue Book must be at a minimum delivery by the following dates:
Date
Qty
September 4, 2013
35,050
Location
The Risser Justice Center
17 West Main Street
Madison, WI 53703
Entrance is on the Doty Street side of the building.
Contact Anne Tonnen-Byers at (608) 266-2004 to arrange delivery.
Distribution needs:
350 books to each Assembly member with a total of 99 members
200 books to each Assembly Sergeant at Arms
200 books to each Chief Clerk
TOTAL
September 4, 2013
260
= 34,650 Books
=
200 Books
=
200 Books
= 35,050 Books
Legislative Reference Bureau
1 East Main Street, Suite 200
Madison, WI 53703
Contact Julie Pohlman at (608) 266-0344 to arrange delivery.
TOTAL =
Page 13 of 19
260 Books
Request for Bid #28124-WEG
September 11, 2013
Class 2 Printing: 2013 – 2014 Blue Book
20,200
The Risser Justice Center
17 West Main Street
Madison, WI 53703
Contact Ted Blazel at (608) 266-1801 to arrange delivery.
Distribution needs:
600 books to each Senate member with a total of 33 members
200 books to each Senate Sergeant at Arms
200 books to each Chief Clerk
TOTAL
September 18, 2013
8,990
= 19,800 books
=
200 books
=
200 books
= 20,200 Books
Department of Administration
Document Sales
4622 University Avenue
Madison, WI 53705
Contact Michael McNally at (608) 266-8683 to arrange delivery.
TOTAL = 8,990 Books
GRAND TOTAL = 64,500 Books
Blue Books may be delivered on the same day to all locations listed with a 48-hour advance notification to
the individuals listed above.
4.0 SPECIAL TERMS AND CONDITIONS OF BID
4.1 ORDERING METHOD / PRICING / INVOICING / PAYMENTS
4.1.1 Ordering Method
An official State Purchase Order will be issued by the LRB in compliance with all requirements included in
the State of Wisconsin Procurement Manual, PRO-J series.
4.1.2 Pricing
All jobs will be priced from Attachment A: Price Chart and Attachment B: Paper Chart included in this
RFB. Overruns will be priced based on run per thousand cost(s) only.
In cases where the Attachment A: Price Chart or Attachment B: Paper Chart has no provision for pricing,
pricing shall be negotiated between the LRB and the Awarded Bidder with a pre-order price quote.
4.1.3 Invoicing
Invoicing shall be in accordance with Section 10, Invoicing in Standard Terms and Conditions for State of
Wisconsin Printing. A separate invoice with two (2) samples of completed work for this contract must be
sent directly to the contract manager promptly after the job is delivered. Invoices presented for payment
must be submitted in accordance with instructions contained on the purchase order, including reference
to purchase order number and submittal to the correct billing address for processing. Invoices shall not be
dated as received or processed for payment until all accompanying items required are received by the
state.
Awarded Bidder invoices shall be submitted within thirty (30) days of delivery. Invoices for purchase
orders shall contain complete and accurate information.
4.1.4 Payments
The contract manager shall audit invoices and approve them for payment only if the invoice complies with
the specifications, purchase order, and samples of the completed job. See Section 10: Invoicing and
Payments in the Standard Terms and Conditions for State of Wisconsin Printing.
The State of Wisconsin shall pay properly itemized and submitted invoices within thirty (30) days of
receipt providing goods have been delivered and accepted as specified.
Invoices will not be paid until all the following items have been received:
1) All 64,500 Blue Books
2) Four (4) copies of invoice
3) Two (2) copies of completed Blue Book with invoice
4) All final electronic files, scans, artwork, and photographs; confirmed by the LRB
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Request for Bid #28124-WEG
Class 2 Printing: 2013 – 2014 Blue Book
4.2 DELIVERY REQUIREMENTS
FOB Destination-Inside Door (shipping/receiving dock) to Madison, Wisconsin, Freight Prepaid Seller
pays freight charges is required. This does not include specific room number, floor number, or “no dock
available” destinations. Freight bills must accompany the invoice.
Notice must be given 48 hours before the Blue Book is shipped to the delivery locations. The State
will not be liable for delays and expenses incurred for failure to do so.
Unless otherwise noted on the purchase order, delivery hours are 8:00 AM to 3:00 PM CT, Monday
through Friday, except state holidays.
4.3 FORCE MAJEURE
Neither Party shall be considered in breach of this Agreement for its failure to perform or its delay in the
performance of any obligation hereunder, except for the State’s obligations to pay amounts due
hereunder, if the performance of such obligation is prevented or delayed by fire, flood, explosion, war,
insurrection, embargo, governmental actions or requirements, military authority, act of God, shortages in
the marketplace or any other event beyond the reasonable control of that Party. Awarded Bidder and
State agree to take prompt reasonable actions to minimize the effects of any such event or
circumstances.
4.4 SECURITY & CONFIDENTIALITY OF MATERIALS
The Awarded Bidder agrees to take and maintain all measures necessary to ensure the security and
confidentiality of materials used in the development of and works produced or printed under the Contract
and the materials they are printed on or made from. The Awarded Bidder agrees to shred and destroy all
waste or excess material used in producing work under the Contract or work not accepted by the LRB, to
prevent their use by another or in any other manner not expressly authorized by the LRB. The Awarded
Bidder agrees that upon failure to fully comply with this paragraph, the Awarded Bidder shall reimburse
the LRB any costs incurred by it in recovering materials or work or ensuring against its unauthorized use.
The Awarded Bidder further agrees to pay the LRB the face value, or other value ascribed the work by
the LRB, for work completed but not delivered or otherwise disposed of or accounted for to the
satisfaction of the LRB.
5.0 PRICING STRUCTURE & PRICE SHEET INSTRUCTIONS
Alteration of or failure to complete any of the required forms may be grounds for rejection of your bid. All costs
for furnishing the product(s) and/or service(s) included in this bid shall be in accordance with the terms and
conditions in this RFB.
Bidders must submit with bid pricing for all of the time and materials requested:
• Attachment A: Price Chart
• Attachment B: Paper Chart
• Attachment C: Paper Exception Report
The prices entered in Attachment A: Price Chart are to include the cost of prepress, press, bindery, travel
expenses as described in section 3.1.5 of this RFB, and delivery FOB Destination-Inside Door
(shipping/receiving dock) to Madison, Wisconsin, Freight Prepaid Seller pays freight charges is required. This
does not include specific room number, floor number, or “no dock available” destinations. Freight bills must
accompany the invoice. Notice must be given 48 hours before the Blue Book is shipped to the delivery
locations. The State will not be liable for delays and expenses incurred for failure to do so.
All submitted Attachments become FIRM, which remain unchanged through the entire contract term.
6.0 BID PROCEDURE AND INSTRUCTIONS
6.1 CALENDAR OF EVENTS
Listed below are important dates and times by which actions related to this RFB must be completed.
Bid Release
Questions Due by
Answers Released
Bids Due by
April 26, 2013
May 3, 2013, at 4:00 PM CT
May 7, 2013 (tentative)
May 17, 2013, 2:00 pm CT
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Request for Bid #28124-WEG
Class 2 Printing: 2013 – 2014 Blue Book
6.2 CORRESPONDENCE, CLARIFICATIONS AND QUESTIONS
Bidders must submit in writing any questions, exceptions or additions they have concerning the RFB
document by May 3, 2013, 4:00 PM CT.
At any time, if a Bidder discovers any significant ambiguity, error, conflict, discrepancy, omission, or other
deficiency in this RFB, the Bidder must immediately notify the Procuring Agency representative named
below of the issue in writing and request modification or clarification of the RFB document.
Bill Goff
State Bureau of Procurement
101 E Wilson St, 6th Floor
PO Box 7867
Madison, WI 53707-7867
Email is the preferred method of contact: Please email to: [email protected]
In the event it becomes necessary to provide clarifying data or information, or to revise any part of this
RFB, supplements or revisions and addendums DOA-3098 will be posted on VendorNet
(http://vendornet.state.wi.us). No clarifications or revisions will be made by telephone.
6.2.1 News Releases
News releases, information sheets or advertising concerning the Contract will not be done without the
permission of the State.
6.3 REASONABLE ACCOMMODATIONS
The Department will provide reasonable accommodations, including the provision of informational
material in an alternative format, for qualified individuals with disabilities upon request. If you think you
need accommodations at a bid opening/bidder conference, contact Bill Goff at (608) 266-1002 (voice) or
(608) 267-0600 (FAX).
6.4 VENDORNET REGISTRATION
Registration on the State of Wisconsin’s VendorNet System (http://vendornet.state.wi.us) is available free
of charge to all businesses and organizations that wish to sell goods and services to the State. By
registering on VendorNet, a Bidder may register for a Bidders List for any commodity or Service the
Bidder is interested in providing to the State. VendorNet also provides automatic e-mail notification each
time a Procuring State Agency, including University of Wisconsin System campuses, posts a Request for
Bid with an estimated value over $50,000 in their designated commodity and or service area(s).
Registered Bidders will also receive e-mail notification of any addendums or amendments relative to an
RFB.
Only registered Bidders with a valid e-mail address at the time an RFB is posted will receive e-mail
notifications of addendums or amendments. Bidders who obtain the RFB from a third party, through the
public notice website or by any other means assume responsibility for checking for updates to the RFB.
6.5 SUBMITTING A BID
Bidders must submit one hard copy and a thumb drive or CD of all materials listed on the Bidder Check
List in their original format, i.e.; MSWord or Excel, for acceptance of their bid by the deadline shown
below. BIDS MUST BE SEALED IN AN ENVELOPE OR BOX AND ADDRESSED to one of the
following:
USPS ADDRESS
Department of Administration
RFB #28124-WEG
Division of Enterprise Operations
Bureau of Procurement
P. O. Box 7867, 6th Floor
Madison, WI 53707-7867
COMMON CARRIER ADDRESS
Department of Administration
RFB #28124-WEG
Division of Enterprise Operations
Bureau of Procurement
101 E. Wilson Street, 6th Floor
Madison, WI 53703-3405
Bids must be received and date and time stamped in the State Bureau of Procurement office prior to the
stated bid opening time. Bids are due on May 17, 2013, 2:00 PM CT. Bids not so stamped will be
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Request for Bid #28124-WEG
Class 2 Printing: 2013 – 2014 Blue Book
considered late. Late or faxed bids will not be accepted. Receipt of a bid by the State mail system does
not constitute receipt of a bid by the State Bureau of Procurement office, for purposes of this RFB.
All bids must be packaged, sealed, and show the following information on the outside of the package:
• Bidder's Name and Address
• Request for Bid Title
• Request for Bid Number
• Bid Due Date
By submitting its Bid Response, the Bidder stipulates that their Bid Response complies with all the terms
and conditions of the Bid and any supplements or revisions thereto.
6.6 FORMAT OF BID RESPONSE
Bidders responding to this RFB should thoroughly read the bid document and comply with all of the
requirements. All documents must be received by the department no later than the due date and time
listed in section 6.5.
6.6.1 Signed Request for Bid Sheet
Include here the signed Request for Bid sheet (bid cover sheet) DOA-3070 for submittal of a bid. Bids
submitted in response to this RFB must be signed by the person in the bidder's organization who is
responsible for the decision as to the prices being offered in the bid or by a person who has been
authorized in writing to act as agent for the person responsible for the decision on prices.
By submitting a signed bid, the Bidder's signatories certify that in connection with this procurement:
1. the Bidder's organization or an agent of the Bidder's organization has arrived at the prices in its
bid without consultation, communication, or agreement with any other respondent or with any
competitor for the purpose of restricting competition,
2. the prices quoted in the bid have not been knowingly disclosed by the Bidder's organization or by
any agent of the Bidder's organization and shall not be knowingly disclosed by same, directly or
indirectly, to any other respondent or to any competitor, and
3. no attempt has been made or shall be made by the Bidder's organization or by any agent of the
Bidder's organization to induce any other person or firm to submit or not to submit a bid for the
purpose of restricting competition.
6.6.2 Standard Terms and Conditions for State of Wisconsin Printing
The Standard Terms and Conditions for State of Wisconsin Printing (form DOA-3604 attached) shall
govern this RFB and subsequent Contract awards. Bidders must accept these terms and conditions.
Submission of any Bidder terms as a substitute for language in these Standard Terms and Conditions for
State of Wisconsin Printing is not a sufficient response to this requirement and may result in rejection of
the Bidder's bid. The State reserves the right to negotiate contractual terms and conditions other than
those in the Standard Terms and Conditions for State of Wisconsin Printing form (DOA-3604) when it is in
the best interest of the State to do so. This does not mean that Bidders may take exception to mandatory
bid requirements and specifications.
6.6.3 Additional Information
The Bidder Check List and all forms and/or documents listed on the Bidder Check List associated with
this bid document must be completed and returned with the bid submission. Omission of any one of these
required forms/documents may be cause for rejection of your bid. Alteration of or failure to complete any
of the required forms may be grounds for rejection of your bid.
Include here the completed Vendor Information, Vendor Reference, Designation of Confidentiality, Wage
Information, Subcontractor form, and any other forms required in this bid. Include printed samples your
company is bidding on. Include all additional information that shall be essential to an understanding of the
bid. Alteration of or failure to complete any of the required forms may be grounds for rejection of your bid.
6.7 INCURRING COSTS
The State of Wisconsin is not liable for any cost incurred by a bidder in the process of responding to this
RFB.
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Request for Bid #28124-WEG
Class 2 Printing: 2013 – 2014 Blue Book
7.0 BID ACCEPTANCE AND AWARD
7.1 BID OPENING
Bids shall be opened on May 17, 2013, 2:00 PM CT at 101 E. Wilson St., 6th floor, Madison, WI. Names
of the bidders may be read aloud at that time.
7.2 BID REVIEW
Bids shall be reviewed by the State to verify that they meet all specified requirements in this RFB. This
verification may include contacting references furnished in this bid, requesting reports on the financial
stability, and conducting site visits.
• All requirements in this RFB are mandatory.
• The requirements must be met at no additional cost to the State.
• Conditions of the Contract that include the word “must” or “shall” describe a mandatory
requirement.
• All specifications are defined as mandatory minimum requirements unless otherwise stated.
• Failure to meet a mandatory requirement may disqualify your bid.
• This RFB document, any amendments, addenda and the Awarded Bidder response as accepted
by the State shall become the Contract.
7.3 BID ACCEPTANCE
Bids which do not comply with instructions or are unable to comply with specifications contained in the
RFB shall be rejected by the State. The State retains the right to accept or reject any or all bids, or accept
or reject any part of a bid deemed to be in the best interest of the State. The State shall be the sole judge
as to compliance with the instructions in this RFB.
7.4 METHOD OF AWARD
The bid award will be made on the basis of the lowest responsive, responsible Bidder. The bidder with the
lowest Total Cost from Attachment A: Price Chart: Section 1: Blue Book Total Cost will be awarded the
Contract. Prices entered on Attachment A: Price Chart and Attachment B: Paper Chart must be in US
dollars unless otherwise indicated. Bids that require a specific quantity or dollar amount will be
disqualified. In the event of Bidder error in calculation, unit price shall prevail in award. The Contract will
not be awarded to a broker. s. 35.56(4)
Before the award of any Contract, DOA shall be satisfied that the Bidder has sufficient qualified resources
available for performing the work described in this bid. It is the Bidder’s responsibility to acquaint DOA
with these qualifications by submitting appropriate documentation as requested or through the references.
Prior to award the State reserves the right to conduct an on-site visit of the apparent winning bidder’s
facility previous to Contract signing to ensure bidder has all required equipment in their facility. This onsite visit will be conducted during regular hours of operation at a time and date mutually agreed to. The
LRB may require a test of the FTP site and a print out of a test file before awarding this contract.
7.5 SAMPLES
All bidders must supply at least 2 samples of a case bound book described in the RFB. Samples must be
clearly marked as “SAMPLE”. All samples supplied by the bidder must have been produced in the
bidder’s plant on their own equipment during the twelve (12) months prior to submission of the bid. These
samples will be used to verify compliance of each bidder. Bids submitted without samples may be
rejected.
Following award of this RFB, the samples provided by the Awarded Bidder will be used as the standard
for the Contract and a measure of all work produced. Samples will remain with the RFB file.
7.6 AWARDEE’S USE OF SUBCONTRACTORS
The Awardee will act as a Prime Contractor in regard to any Contract obligations for which it
subcontracts, and will be responsible for the Contract performance of its subcontractors. The Contract will
be between the Authorized User and the awardee. The Awardee will be responsible for its subcontractors’
performance of the pertinent contract obligations including related specifications, insurance requirements
and applicable regulations. The Bidder must identify any potential subcontractor it intends to use to
provide the product or service it will provide if awarded the Contract. All subcontractors must be approved
in writing by the Procuring Agency. Any proposed substitution of a subcontractor must be submitted in
writing to the Authorized User 30 days prior to implementation of the substitution, and include the
substitute’s qualifications, the reason for the change, and the intended effective date of the substitution.
Page 18 of 19
Request for Bid #28124-WEG
Class 2 Printing: 2013 – 2014 Blue Book
Failure to notify the Department may result in cancellation of the Contract without notice and without
penalty to the State.
7.7 AWARD NOTIFICATION
Any bidders, who respond to this RFB with a bid response, shall be notified by email of the State's notice
to award of the Contract as a result of this RFB.
Upon notification to award, Awarded Bidder must submit an in-house equipment list within five (5)
business days after receiving the notification to award letter.
After the notice to award is made, and under the supervision of agency staff, bids shall be available for
public inspection from 8:00 AM to 3:00 PM CT at 101 E. Wilson St., 6th floor, Madison WI 53703. Bidders
should schedule reviews with Bill Goff at (608) 266-1002 to ensure that space is available for the review.
8.0 REQUIRED FORMS
All of the following forms/documents must be completed and submitted in accordance with the instructions
given in section 6.6. Blank forms are attached in separate files on VendorNet. Omission of any one of these
required forms/documents may be cause for rejection of your bid.
1. Bidder Check List
2. DOA-3027 Designation of Confidential and Proprietary Information
3. DOA-3070 Request for Bid
4. DOA-3477 Vendor Information
5. DOA-3478 Vendor References
6. DOA-3478A Subcontractor(s)
7. DOA-3543 Wage Information
8. DOA-3604 Standard Terms and Conditions for State of Wisconsin Printing
9. In-house Equipment List (Awarded Bidder Only: due five (5) business days after receiving the notification
to award letter) formatted in any style.
10. Two (2) print samples of a case bound book demonstrating quality work produced in-house
11. Attachment A: Price Chart
12. Attachment B: Paper Chart with complete list of in-house paper stocks
13. Attachment C: Paper Exception Report
14. Any green certifications or pending certifications in the industry
15. Paper mill letters of certification with paper samples
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