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INVITATION TO QUOTE THIS IS NOT City of North Miami AN ORDER Purchasing Department 776 NE 125th Street Room 303 North Miami, Florida 33161

QUOTATION NO.: 49-20-21

TITLE: Citywide Business Card and Printing Services

DATE OF ISSUE: Friday, August 13, 2021 DUE DATE: Monday, August 30, 2021, by no later than 3:30 PM

CONTACT PERSON: Marie Charles PHONE: (305) 895.9886 E-MAIL: [email protected]

QUOTES SHOULD BE SUBMITTED TO: City of North Miami Purchasing Department 776 NE 125 ST – 3rd Floor Room 303 North Miami, FL 33161

Or via e-mail to: [email protected]

1. PURPOSE The purpose of this ITQ is to request quotes from qualified and experienced vendors to provide the City with business card and envelope printing services for various departments, on an as-needed basis.

2. DEADLINE FOR QUESTIONS: Any questions or clarifications regarding this Invitation to Quote shall be submitted in writing to the Purchasing Department via at [email protected] by no later than 3:30 PM (EST) on Friday, August 20, 2021. Respondent(s) must clearly understand that the only official answer or position of the City will be the one received in writing. All questions and/or requests for clarification received by the City on a timely basis, shall be answered by means of addenda posted on the City’s at: https://www.northmiamifl.gov/bids.aspx

3. TERM OF CONTRACT The Contract will commence upon the date established in the City’s Notice of Proceed, which will be contingent upon the completion and submittal of all required solicitation documents. The initial term of this Contract will be for one (1) year, with three (3) additional one-year options to renew, under the same terms and conditions, at the sole discretion of the City. The fee structure of the Contract shall remain fixed for the initial first year term and shall be considered for adjustment during the subsequent renewal terms subject to the City’s approval.

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4. MINIMUM QUALIFICATION AND EXPERIENCE In order to be considered eligible to respond to this Solicitation, the Respondent must meet the following minimum qualifications:

• Respondents must have an established printing company located within the State of Florida for at least two (2) years.

• Respondent shall be licensed to do business in the State of Florida. Please submit Sunbiz report with your company registered as active.

• Respondent must provide at least three (3) references of clients for which it has performed work similar in scope to the service described in this ITQ, within the past two (2) years. If available, such references should be for services performed on behalf of public/government agencies located within the State of Florida. References must be submitted on contract A-14 listed under the Table of Contents.

5. SCOPE OF SERVICES

I. BUSINESS CARDS: a) Template and Typesetting: Artwork template will be provided by the City’s Graphics Designer (see Attachment “A”).

b) Font Sets must include Myriad Pro and Agency font. Each order shall be typeset by the vendor. For example: name, title, department name, , phone number with extension, number, email.

c) The , website and design elements are items that stay constant and may move according to the typesetters’ digression.

d) Police cards: Individual information will need to be entered by the vendor's typesetter. The badge graphic also changes based on the Officer’s rank. Templates for each badge will be provided to the awarded vendor.

II. ENVELOPE: a) Template and Typesetting: Artwork template will be provided by the City’s Graphics Designer (see Attachment “B”).

b) Font Sets must include Myriad Pro and Agency font. Each order shall be typeset by the vendor. For example: department name, address or PO , and department division number.

c) The logo and design elements are items that stay constant.

d) All must meet all US Postal Services standards for sized mail.

III. PROOFING Proofs will be required and should be sent via email or digital proof system to the department of origin. Prior to the initial order, color match proofs will be required.

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6. PRICING Provide pricing for the printing of business cards and envelops for the following: I. General City, Police and miscellaneous single sided and double-sided cards pricing. o Provide pricing for a standard business card with City logo, 2”x 3½ + .125 bleed o Provide pricing for a business card with Police Logo, 2 x 3½ + .125 bleed o Provide pricing for miscellaneous single-sided cards, full color, 2” x 3½ + .125 bleed o Provide pricing for miscellaneous double-sided cards, full color, 2” x 3½ + .125 bleed II. Standard business envelopes and windows envelopes:

o Provide pricing for regular white business envelopes with standard City logo. #10 (4 ⅛” x 9 ½”), in 24lb with moistenable glue. #10 (4 ⅛” x 9 ½”), in 24lb with peel and seal.

o Provide pricing for white business envelopes with windows & standard City logo. #10 (4 ⅛” x 9 ½”), in 24lb with moistenable glue. #10 (4 ⅛” x 9 ½”), in 24lb with peel and seal.

7. , COLOR, AND PRINTING PROCESS Respondents shall provide the method in which business cards and envelope printing and shall be produced (for example: digitally, or on a , 4-color process or ) and corresponding samples, specifying the paper stock and production process. Pre- existing examples of business cards and envelope printing can be provided to the City as samples by the respondent. All samples shall be submitted in person or mail to the Purchasing Department by the due date mentioned on this ITQ.

Within proposal submittal, the respondent shall provide the following:

• Description of how the job will be produced (printing process: digital, offset, etc.).

• Provide samples of printed work on 80lb and 100lb paper of single sided and doubled sided designs (does not have to be city design templates).

• Provide samples of #10 regular white business envelope, with/without windows, containing moistenable glue and peel & seal.

• Proposer shall indicate the length of time it will take to print and deliver each card and envelope order and any costs associated with delivery.

8. FAILURE TO PERFORM The City of North Miami reserves the right to remove any firm from this contract whenever the City determines it is in the best interest of the City to do so. In the event a firm is removed during the term of the contract, the City reserves the right to fill the vacancy with the next ranked firm on the Final Ranking that results from the evaluation process.

9. LOCAL VENDOR PREFERENCE The evaluation of competitive bids is subject to Section 7-151 of the City of North Miami Code of Ordinances which, except where contrary to federal and state law, or any other funding source requirements, provides that preference be given to local businesses.

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This preference shall apply to submittals received from bidders in the purchase of supplies or services in which objective factors are used to evaluate the submittals received from offerors are assigned point totals, a preference of ten (10) percent of the total evaluation points, or ten (10) percent of the total price, shall be given to a local business.

To satisfy this requirement, the business shall affirm in writing that it meets the following requirements:

1. Business must be located in the City of North Miami (City) with a current city business tax receipt and certificate of use issued at least twelve (12) months prior to the City’s issuance of the Solicitation AND;

2. Business must have a physical business location/address located within the City’s limits, in an area zoned for the conduct of such business, from which the vendor operates or performs business on a day-to-day basis, that is a substantial component of the goods or services being offered to the City AND;

3. Business must certify in writing and provide all required documentation supporting its compliance with the foregoing at the time of submitting its bid or proposal by signing and notarizing this form.

Alternatively, a business who subcontracts at least twenty (20) percent of the contractual amount of a City project with subcontractors who meet the above-listed criteria is deemed a Local Business for the award of preference in accordance with Section 7-151 of the City of North Miami Code of Ordinances. In the event that the prime Bidder/Respondent utilizes sub-contractors to qualify for Local Business Preference, the prime Bidder/Respondent must also submit Contract Form A-6 with their submittal, along with this form.

Business location means a permanent office or other sites where the local business conducts, engages in or carries on all or a portion of its business. A post office box or location at a postal service center shall not constitute a business location.

The offeror, supplier, or contractor seeking the local business preference has the burden to show that it qualifies for the preference, to the satisfaction of the City.

Note: The Respondent seeking local business preference has the burden to show that it qualifies for the preference, to the satisfaction of the City, by submitting supporting documentation. Failure to do so may result in being considered ineligible for local business preference.

ATTACHMENTS: Attachment A – Templates Attachment B – Contract Forms A-3 – Local Preference Affidavit A-5 – Addendum to Bid Documents (If applicable) A-6 – Disclosure of Subcontractors and Supplies A-14 – References

All referenced forms can be found on the City’s website at https://www.northmiamifl.gov/217/Contract-Forms

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PRICE FORM BUSINESS CARD AND ENVELOPE PRINTING SERVICES ITQ NO. 49-19-20 The prices listed below shall include the total cost to complete the Services including, but not limited to, materials, labor, equipment, delivery, bonds, insurances, etc., as necessary to ensure the proper delivery of Services and/or products requested by the City of North Miami. BUSINESS CARD PRINTING

14pt Card Stock Total Price Total Price **Delivery Time Description (Box of 500) (Box of 1,000) and Method General City Card Single Sided $ $ (2” x 3 ½ + .125 bleed)

Police Card Single Sided $ $ (2” x 3 ½ + .125 bleed) Miscellaneous Card Single sided $ $ (2” x 3 ½ + .125 bleed) Miscellaneous Card Double sided $ $ (2” 3 ½ + .125 bleed)

*Please include the anticipated delivery time and method of delivery for each category.

16pt Card Stock Total Price Total Price **Delivery Time Description (Box of 500) (Box of 1,000) and Method General City Card Single Sided $ $ (2” 3 ½ + .125 bleed) Police Card Single Sided $ $ (2” 3 ½ + .125 bleed) Miscellaneous Card Single sided $ $ (2” 3 ½ + .125 bleed) Miscellaneous Card Double sided $ $ (2” 3 ½ + .125 bleed)

*Please include the anticipated delivery time and method of delivery for each category.

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ENVELOPE PRINTING The prices listed below shall include the total cost to complete the Services including, but not limited to, materials, labor, delivery, equipment, bonds, insurances, etc., as necessary to ensure the proper delivery of Services and/or products requested by the City of North Miami. Total Price Total Price **Delivery Time Description (Box of 500) (Box of 1000) and Method #10 – Regular white (4 1/8” x 9 ½”) $ $ (no window with glue)

#10 – Regular white (4 1/8 x 9 ½”) $ $ (windows with glue)

#10 – Regular white (4 1/8” x 9 ½”) $ $ (no window with peel & seal) #10 – Regular white (4 1/8 x 9 ½”) $ $ (windows with peel & seal)

*Please include the anticipated delivery time and method of delivery for each category.

CHECK LIST This checklist is provided for the Vendor’s convenience to identify the submittal documents that must be submitted with each Response. Please be advised that this checklist may not necessarily include all of the requirements listed throughout this ITQ.

Respondent must be licensed to do business in the State of Florida. Please submit Sunbiz report with your company registered as active.

Respondents must have an established printing company located within the State of Florida for at least two (2) years. Copy of registration with Division of corporations may meet this requirement.

Respondent shall provide business card and envelope samples. All samples shall be mailed or delivered in person to the Purchasing Department by no later than the due date of this ITQ.

Respondent shall provide description of how the job will be produced (printing process: digital, offset, etc.).

Respondent shall provide samples of printed work on 80lb and 100lb card stock paper of single sided and doubled sided designs (does not have to be city design templates).

Respondent shall provide samples of #10 regular white business envelope, with/without windows, containing moistenable glue and peel & seal.

Respondent shall indicate the length of time it will take to print and deliver each card order and any costs associated with delivery.

References must be submitted on contract Form A-14 listed under the Table of Contents.

All Addenda are posted on the City’s website at: https://www.northmiamifl.gov/bids.aspx

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It is hereby certified and affirmed that the respondent shall accept any awards made as a result of this quotation. Respondent further agrees that prices quoted will remain fixed for a period of sixty (60) days from the date quotation is due.

Authorized Signature: Title:

Print/Type Name: Phone:

E-mail: Fax:

Firm Name: ______F.E.I. ID No.: ______

Address: _____ City: State: ______

NOTES: 1. Failure to complete and sign this form renders your bid/quotation non-responsive and ineligible for award

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