Solicitation for Printing and Production Services
Date: April 10, 2015 Ref.: RFQ/15/096 Subject: Solicitation for a Basic Ordering Agreement to Supply Printing and Production Services for One (1) Year The International Foundation for Electoral Systems (IFES) - Washington DC, invites your firm to participate in this competitive solicitation for pricing, delivery and terms of potential sale on the following services for IFES office in Washington, DC. BACKGROUND IFES is an independent, non-governmental organization (NGO) with headquarters registered in the United States. IFES promotes democratic stability by providing technical assistance to the electoral cycle worldwide to enhance citizen participation and strengthen civil societies, governance and transparency. DESCRIPTION OF GOODS/SERVICES IFES seeks to enter into a one-year, Basic Ordering Agreement with a qualified vendor to provide the following printing and production services for a variety of products. Please see example specifications for each product below. Product Annual Wall Calendar* Specifications Annual Report* 8.5in X 11in 4CP Spot Varnish 80# Silk Cover Saddle Stitch One hole drill 11in X 8.5in 4CP 100# Gloss Cover 80# Silk Text Saddle Stitch #9 Remittance envelope Quantity 1,000 1,500 750 1,000 1,500 Price Minimum Notification (days) to Fulfill Order Delivery Fee (if applicable) Book (201-250 page ranges + cover) 20 pages + cover page 6X9 10 pt. C1S Cover 4CP 70# Silk Text Gloss Lamination Perfect Bind 6X9 10 pt. C1S Cover 4CP 70# Silk Text Gloss Lamination Perfect Bind 8.5in X 11in 4CP 100# Silk Cover 70# Silk Text Perfect Bind 8.5in X 11in 4CP 100# Silk Cover 70# Silk Text Perfect Bind Book (150-200 page ranges + cover) Book (151-200 page ranges + cover) Book (100-150 page ranges + cover) Book (151-200 page ranges + cover) Book (100-150 page ranges + cover) RFQ/15/096 Page 2 of 8 6in X 9in 10 pt. C1S Cover + 1 Divider 4CP 70# Silk Text Perfect Bind 6in X 9in 10 pt. C1S Cover + 1 Divider 4CP 70# Silk Text Perfect Bind 150 300 500 150 300 500 150 300 500 150 300 500 150 300 500 150 300 500 Book (151-200 page ranges + cover) Book (100-150 page ranges + cover) Report/White Paper (52-64 page ranges + cover) Report/White Paper (36-48 page ranges + cover) Report/White Paper RFQ/15/096 Page 3 of 8 7.5 X 9.5 80# Silk Text Glue-on Cover UV 1 100# Opaque Text Divider 4CP 80# Silk Text Hard Cover PUR glued Case Bound Std boards and cloth Gold foil C1 & spine w/glue-on cover 7.5 X 9.5 80# Silk Text Glue-on Cover UV 1 100# Opaque Text Divider 4CP 80# Silk Text Hard Cover PUR glued Case Bound Std boards and cloth Gold foil C1 & spine w/glue-on cover 8.5in X 11in 4CP 80# Silk Cover 70# Silk Text Saddle Stitch 8.5in X 11in 4CP 80# Silk Cover 70# Silk Text Saddle Stitch 8.5in X 11in 4CP 150 300 500 150 300 500 150 250 500 150 250 500 150 (20-32 page ranges + cover) Report/White Paper (52-64 page ranges + cover) Report/White Paper (36-48 page ranges + cover) Report/White Paper (20-32 page ranges + cover) Brochure* Brochure 80# Silk Cover 70# Silk Text Saddle Stitch 8.5in X 11in Black text with 4CP Cover 80# Silk Cover 70# Silk Text Saddle Stitch 8.5in X 11in Black text with 4CP Cover 80# Silk Cover 70# Silk Text Saddle Stitch 8.5in X 11in Black text with 4CP Cover 80# Silk Cover 70# Silk Text Saddle Stitch 8.5in X 34in Gate Fold to 8.5 X 8.5 Four Panel Full Color 100# Silk Cover plus AQ 9in X 12in Trifold 80# Silk Cover plus AQ 250 500 150 250 500 150 250 500 150 250 500 200 350 500 200 350 500 Brochure RFQ/15/096 Page 4 of 8 9in X 16in Gate Fold to 9in X 4in Four Panel 80# Silk Cover plus AQ Last Panel Perforated 200 350 500 Notepad DAD Program (20-24 page range + cover) Business Card* (at least 120 orders expected in 12 months) Letterhead* 5in X 8in PMS 2757 & PMS 139 60# White Chipboard back 5.5in X 8.5in 4CP 100# Gloss Text Saddle Stitch 2in X 3.5in 100# White Linen Cover 2 sided Black & 1 PMS Brailed cards (if available) 8.5in X 11in 70# Linen Stock 2 Color 1,000 2,000 300 400 300 per order 500 per order 500 1,000 1,500 Letterhead Poster Photo Exhibit 8.5in X 11in 70# Linen Stock 2 Color Letterhead with second sheet 24in X 36in 4CP Matte Mounted Foamcore 12in X 18in 4CP Gloss Lamination Mounted Foamcore 500 1,000 1,500 1-5 6-10 11-15 1-5 6-10 11-15 16-20 21-25 RFQ/15/096 Page 5 of 8 Photo Exhibit 24in X 36in 4CP Gloss Lamination Mounted Foamcore #10 2PMS White 1-5 6-10 500 1,000 Envelope 1,500 2,000 10in X 13in 2PMS White Envelope 500 1,000 1,500 2,000 9in X 12in 4CP Pocket 80# Folder* Sundance Felt Ultra White * - Please see Requirement number 3. 1,000 2,000 3,000 Additional Service Questions: 1. IFES may need to do small runs to be delivered before the full amount of an order is printed. Please indicate any pricing variances in the quotation. 2. Is the company able to create Braille business cards? 3. IFES’ staff may need to make edits after a file is submitted. IFES will need a final InDesign file and PDF for our records. Please indicate associated charges, if any, with making changes after files have been submitted. 4. Any additional service fees or charges should be noted in the quotation. IFES is currently located at: 1850 K Street, NW Fifth Floor Washington, DC 20006 IFES may relocate to the area around Crystal City Metro station in Arlington, VA during the term of the contract. The exact address is not yet known. Vendors should offer terms and pricing that are applicable to both IFES’ current and potential, future location, as well as to possible event venues located in the DC area. RFQ/15/096 Page 6 of 8 REQUIREMENTS Bidders must submit the following: 1. IFES requests bids for the above listed services on a fixed unit price basis; 2. General information about the bidder history and experience; 3. * - Samples of similar, previous work produced in the past year; and 4. Names, addresses and telephone numbers of three business references, and approval to contact listed references. EVALUATION IFES will evaluate bids based on the following criteria: 1. Price: 40% 2. Quality: 20% 3. Past Performance: 20% 4. Delivery Time: 20% Evaluation Criteria Grading for Each Criterion: Exceed Expectations Meets Expectations Did Not Meet Expectations 2 Points 1 Point 0 Point SCHEDULE OF EVENTS Release of RFQ Questions Due Answers from IFES RFQ Closes – All Bids Due April 10, 2015 April 17, 2015 at 11:59 p.m. April 24, 2015 May 1, 2015 at 11:59 p.m. GENERAL TERMS AND CONDITIONS 1. Prices quoted must be valid for entire length of contract (1 year). 2. Unit prices are required and in the case of discrepancies between unit price and total price, the unit price will be taken as reference basis in the evaluation. 3. All procurement will be subject to IFES contractual obligations and contingent on the availability of donor funding. 4. IFES reserves the right to accept or reject any quotation or stop the procurement process at any time, without assigning any reason or liability. 5. IFES reserves the right to accept all or part of the quotation when awarding the purchase order. 6. All information provided by IFES in this RFQ is offered in good faith. Individual items are subject to change at any time. IFES makes no certification that any item is without error. IFES is not responsible or liable for any use of the information or for any claims asserted there from. 7. IFES reserves the right to require any bidder to enter into a non-disclosure agreement. 8. The RFQ does not obligate IFES to pay for any costs, of any kind whatsoever, which may be incurred by bidder or any third parties, in connection with the Response. All Responses and RFQ/15/096 Page 7 of 8 supporting documentation shall become the property of IFES, subject to claims of confidentiality in respect of the Response and supporting documentation. FORM/CONTENT OF RESPONSE All quotations shall: 1. Contain detailed cost, with applicable Tax/Charges clearly identified, provided against each of the categories of services described in this request. 2. Include a contact name, email address, and telephone number to facilitate communication between IFES and the Bidder. 3. A brief outline of the company and services offered, including: Full legal name and address of the company or individual; Full legal name of company’s President and / or Chief Executive Officer (not applicable for individuals); Year business was started or established 4. All questions and responses must adhere to the schedule noted above and shall be to the attention of Josh Hayes at jmhayes@ifes.org and Jessica Chirichetti at jchirichetti@ifes.org. End of RFQ RFQ/15/096 Page 8 of 8
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