SOLICITATION NO. RFQ-HFD-1700001
Online bids will be received by the Office of the Division of Purchasing, Department of Budget and Fiscal Services, City and County of Honolulu, through the Honolulu Vendor Self Service (HVSS), until no later than 2:00 p.m. (H.S.D on 8/212016 for the following project:
Questions relating to this bid solicitation may be directed to the Purchasing Division mailbox [email protected] or facsimile number (808) 768-3299.
Description: 2016 Fire Fighter Safety Guide
Requesting Agency: Honolulu Fire Department, City & County of Honolulu, Hawaii.
SCHEDULE OF EVENTS: Deadline for Questions: 07/26/2016 Last Day for Addendum: 07/28/2016 Bid Due Date: 08/0212016 at 2 p.rn, HST
Deadline for HFD to provide art and text to Contractor for proof: 08/05/2016 Deadline for Proof from Contractor to HFD (Gary): 08/11/2016 Deadline for HFD to Approve/Disapprove Proof from Contractor: 08/16/2016 Deadline for Delivery to HFD: 09/08/2016.
Please refer to the "Schedule of Events" section of the "Solicitation Detail View" page of the Honolulu Vendor Self Service (HVSS) system for more information.
INSTRUCTIONS TO OFFERS:
1. HVSS RFQ - GENERAL INSTRUCTIONS TO OFFERORS The Honolulu Vendor Self Services RFQ - General Instructions to Offerors shall apply. Instructions may be viewed on the "Solicitation Detail View" page.
2. METHOD OF AWARD The City shall award to the lowest responsive, responsible bidder submitting the lowest 'TOTAL SUM BID'. To be awarded, a bid must be received for each line on the solicitation. The City reserves the right to purchase a greater or lesser number of quantities as conditions may warrant, with Unit Price rates as proposed remaining unchanged.
1 The City shall request a proof of product specification from the Contractor. Information to be used to evaluate and confirm the product offered matches the required specification of the solicitation by the City. The bid may be rejected if the product specifications required are not meet. Honolulu Fire Department (HFD) shall make the final jUdgment.
Award, if made, shall be to the responsive, responsible bidder submitting the lowest total sum bid price. The City reserves the right to award to the next lowest bidder if all certificates and other required documentation are not submitted within ten (10) calendar days of the City's request. In the best interest of the City, the bid must be awarded to a contractor in Compliance (Hawaii Compliance Express) status within ten (10) days of notice and conforming to all requirements of this proposal. In case of error in extending the unit price, the unit price shall govern.
A. SCOPE OF WORK:
1. OVERVIEW:
Line Description: 2016 Fire Fighter Safety Guide
2. TECHNICAL 1 PERFORMANCE REQUIREMENTS:
General: Print and package copies of the 2016 Fire Fighter Safety Guide (FFSG) magazine for the City and County of Honolulu Fire Department (HFD).
Product: Twenty four (24) pages. Standard magazine size with 4-color process (black, red, yellow and blue. Eight (8) page gatefold center spread coupon sheets will be the centerfold. Printing to be on all sides of both pages, with bleed on all pages.
Size: 8 1/8 inches x 10718 inches, standard magazine size.
Paper: 70# White matte book
Binding: Saddle stitch with two (2) staples.
Perforation: 1 full vertical and 3 full horizontal perforation's per page of the eight (8) coupon section pages.
Coupon Section: Eight (8) page gatefold center, pages 1, 4, 5, and 8 are 8.125" wide x 10.875" high; pages 2 and 3 are 4.125" wide x 10.875" high; pages 6 and 7 are 7.875" wide x 10.875" high. See attachment Exhibit A for layout page position and perforation.
Proofs: HFD reserves the right to make copy changes before and after submission of proofs at no additional cost to the City. Prior to final printing, proofs of the printed FFSG shall be required and submitted for approval to:
FFIII Gary Atud Community Relationl Education Office Honolulu Fire Department 636 South Street Honolulu, Hawaii 96813 (808) 723-7172
2 Packaging: FFSG shall be shrink-wrapped or otherwise protected in bundles of one-hundred (100). Packaged in cardboard boxes to protect them for transportation. Maximum FFSG per box or maximum size of box 500. The boxes shall be clearly marked to show quantity in each box.
The Contractor shall sort boxes of FFSG onto pallets into six (6) divisions of numbers as directed by HFD. The pallets shall be delivered to:
Attn: STOREROOM Honolulu Fire Department 93-145 Waipahu Depot Street Waipahu, Hi 96797
Over-Runs and Under-Runs: The quantities listed herein are the exact requirements of the City. The City will not honor any claim for over-runs and under-runs.
Neighbor Island Orders: Counties of Kauai, Maui and Hawaii will contact the Contractor directly to place their separate orders. The estimated quantity for all neighbor islands is 30,000 copies.
3. RESPONSIBILITIES
All art and text for the FFSG will be provided by the Honolulu Fire Department (HFD) in PDF format. Printer must provide samples of the stock prior to printing the order. Contractor must receive the approval of the sample from Gary Atud, prior to printing the order. For any printing questions, contact Gary Atud at (808-723-7172). Send sample stock to:
Fire Fighter III (Fill) Gary Atud Community Relation/ Education Office Honolulu Fire Department 636 South Street Honolulu, Hawaii 96813
4. DELIVERY LOCATION:
The Contractor shall sort boxes of FFSG onto pallets into six (6) divisions of numbers as directed by HFD. One delivery shall be made for entire order. The pallets shall be delivered to:
Attn: STOREROOM Honolulu Fire Department 93-145 Waipahu Depot Street Waipahu, Hi 96797
a. Vendor shall coordinate delivery with the Officer-In Charge prior to pick up. b. Upon receipt of Goods, Officer-in-Charge reserves the right to reject and return damaged, defective or over shipments of goods at the vendor's expense. c. Vendor is to notify Officer-in-Charge of any delays and backorders prior to items being shipped
3 B. TERM I SCHEDULE OF WORK:
Delivery of complete order must be received FOB Destination to include all shipping, handling and any applicable taxes, by September 8, 2016, or as released by the department.
C. COMMODITY INFORMATION:
PRICING SHALL BE SUBMITTED ELECTRONICALLY USING THE CITY & COUNTY OF HONOLULU VENDOR SELF SERVICE SYSTEM.
PRICING SHALL BE ENTERED UNDER STEP 2: COMMODITY RESPONSE.
OFFERORS MAYCONTACT THE VSS HELP DESK FOR ASSISTANCE
PHONE NO.: 808-768-5535 EMAil ADDRESS: [email protected]
Quantity: 110,000 Unit of Measure: Each
LINE DESCRIPTION: 2016 Fire Fighter Safety Guide, as described in Section A above.
BID PRICE TO INCLUDE ALL APPLICABLE TAXES, SHIPPING AND HANDLING CHARGES.
D. SPECIAL PROVISIONS:
1. GENERAL. Price shall include all freight, shipping, applicable taxes, f.o.b. Place of destination. Vendor shall provide a unit price for all items listed including Total sum bid.
2. ACCEPTANCE OF SOLICITATION REQUIREMENTS:
By submitting a response in the HVSS and Offeror acknowledges the following: • The Offeror has read this solicitation document including any addenda, in its entirety; • The Offeror understands and agrees to furnish, deliver, and perform the requirements of the solicitation in strict compliance with the solicitation document as amended, including any specifications, plans, and scope of work descriptions, without any exceptions, if awarded a contract; • The Offeror understands and agrees that no substitution or alternate brands may be furnished without the written approval of the City; • The Offeror understands that the Contractor shall resolve any noncompliance with the requirements of the awarded contract at the Contractor's own expense;
4 • The Offeror will make all modifications or customizations to the brand and model being offered as necessary to meet all specifications, at no additional cost. Offeror guarantees that all modifications or customizations done to meet specifications shall not affect the quality or operation of the product; and • The Offeror understands that FAILURE TO MEET CONTRACT REQUIREMENTS WILL CONSTITUTE A BREACH OF CONTRACT THAT MAY RESULT IN SUSPENSION OR DEBARMENT, AND THE EXERCISE OF RIGHTS AND REMEDIES AS PROVIDED BY LAW. Contract requirements include any specifications, plans, and scope of work descriptions; • The person submitting the offer is an authorized representative of the Offeror and can legally obligate the Offeror thereto.
3. SOLICITATION SCHEDULE
Pursuant to the provisions of Section 1, BIDDER'S QUESTIONS, of the General Instructions to Bidders, the offeror is forewarned that the following bid schedule shall be utilized.
a. An offeror offering other than the approved minimum specifications, manufacturers' makes and models should contact the authorized City personnel at the Division of Purchasing via email at [email protected] prior to the Deadline to Submit Questions in the Solicitation Timetable to inquire if an unspecified alternative may be considered for this solicitation. In the event there are any specification inquiries and resultant responses, the Division of Purchasing should be immediately notified in the event an addendum is needed to confirm the clarification. b. Notwithstanding Section 3.a. above, other questions as to specifications or procedures must be submitted to [email protected] or by facsimile machine to (808) 768-3299 and must be received by the Purchasing Administrator prior to the Deadline to Submit Questions in the Solicitation Timetable. c. Any changes, revisions, interpretations or clarifications to the proposal that result from inquiries under this section shall be issued in the form of an addendum. d. Should the bid opening date be postponed, the time frame for offeror questions, clarifications and/or an addendum may be adjusted accordingly. e. Failure to comply as specified above may result in the City deeming such offeror as non-responsive and/or not responsible.
4. SAMPLES AND DESCRIPTIVE LITERATURE
Offerors shall not include samples or descriptive literature with bid. Any unsolicited samples, descriptive literature, or attachments will not be examined or tested, and will not be returned to the offeror and not considered in award.
5. COMPLIANCE DOCUMENTS In accordance with HRS Section 103D-31 O(c), amended by ACT 190, all bidders, upon notice of award of contract, shall comply with all laws governing entities doing business in the State, including chapters 237 (tax clearance), 383 (unemployment insurance), 386 (workers' compensation), 392 (temporary disability insurance), and 393 (prepaid health care). Bidder shall produce documents to demonstrate compliance with this subsection.
5 The following documents, as proof of compliance of above, are required to be submitted upon award of the contracUpurchase order: • Tax Clearance Certificate • Certificate of Compliance (Labor) • Certificate of Good Standing
Bidders will need to sign up with Hawaii Compliance Express. The State of Hawaii website is http://vendors.ehawaii.gov.
6. ALTERNATE BRANDS The City reserves the right to determine whether a substitute offer is equivalent and meets the standards of quality indicated by the brand name references. The low bidder offering other than the specified brands shall submit in accordance with Section 3, Solicitation Schedule above.
Any requests by the City to review or evaluate samples being offered as a substitute shall be received within ten (10) calendar days from the City's request, for evaluation and approval before award is made. Any expenses incurred to provide the sample to include freight and handling charges, shall be the responsibility of the bidder. Bidder is responsible for all costs associated with the return of the sample after evaluation.
Failure to submit the sample within the specified time may be cause for rejection of bid. The decision of the Officer-in-Charge or an authorized representative of the Officer-in-Charge shall be final.
7. WARRANTY The items as specified herein shall be protected by the manufacturer's standard warranty against factory defects.
Bidders: If you have any questions regarding submitting an online bid, please contact the Help Desk by email at [email protected], or by phone to (808) 768-5535.
E. GENERAL TERMS AND CONDITIONS
The City's General Terms and Conditions (02/01/2015) shall apply and shall be incorporated by reference herein. Copies may be obtained online at www.honolulu.gov/pur; click on the link titled: "General Terms and Conditions Instructions to Offerors."
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