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R-12-06-28-F5 - 6/28/2012 9 a i i RESOLUTION NO. R-12-06-28-F5 WHEREAS, the City of Round Rock has duly advertised for bids for purchase of print services for letterhead, envelopes and business cards, and WHEREAS, 360 Press Solutions, LLC has submitted the lowest responsible bid, and WHEREAS, the City Council wishes to accept the bid of 360 Press Solutions, LLC, Now Therefore BE IT RESOLVED BY THE COUNCIL OF THE CITY OF ROUND ROCK,TEXAS, That the Mayor is hereby authorized and directed to execute on behalf of the City an Agreement for Purchase of Print Services for Letterhead, Envelopes, and Business Cards From 360 Press Solutions, LLC, a copy of said Agreement being attached hereto as Exhibit"A" and incorporated herein. The City Council hereby finds and declares that written notice of the date, hour, place and subject of the meeting at which this Resolution was adopted was posted and that such meeting was open to the public as required by law at all times during which this Resolution and the subject matter hereof were discussed, considered and formally acted upon, all as required by the Open Meetings Act, Chapter 551, Texas Government Code, as amended. RESOLVED this 28th day of June, 2012. r l ALAN MCGRAW, Mayor City of Round Rock, Texas ATTEST: n V�Xit/V1h SARA L. WHITE, City Clerk 0:\wdox\SCC1nts\0112\1204\N"ICIPAL\00252523 DOC/rmc g EXHIBIT „A» CITY OF ROUND ROCK fl AGREEMENT FOR PURCHASE OF PRINT SERVICES FOR LETTERHEAD,ENVELOPES,AND BUSINESS CARDS FROM 360 PRESS SOLUTIONS, LLC { Y F i THE STATE OF TEXAS § CITY OF ROUND ROCK § KNOW ALL BY THESE PRESENTS: § COUNTY OF WILLIAMSON § That this Agreement for purchase of Print Services for Letterhead, Envelopes and Business Cards (referred to herein as the "Agreement") is made and entered into on this the day of the month of , 2012, by and between the CITY OF ROUND ROCK, TEXAS, a home-rule municipality whose offices are located at 221 East Main Street, Round Rock, Texas 78664, referred to herein as the "City," and 360 PRESS SOLUTIONS, LLC, whose offices are located at 2009 Windy Terrace, Cedar Park,Texas 78613 (referred to herein as the "Vendor"). This Agreement supersedes and replaces any previous agreement between the named parties,whether oral or written, and whether or not established by custom and practice. RECITALS: WHEREAS, City desires to purchase Print Services for Letterhead, Envelopes and Business Cards from Vendor; and WHEREAS, City has issued its "Invitation for Bid" for the provision of said services, and City has selected the Bid submitted by Vendor; and WHEREAS, the parties desire to enter into this Agreement to set forth in writing their respective rights,duties, and obligations; NOW,THEREFORE: WITNESSETH: That for and in consideration of the mutual promises contained herein and other good and valuable consideration,the receipt and sufficiency of which are hereby acknowledged,the parties mutually agree as follows: 1.01 DEFINITIONS A. Agreement means the binding legal contract between City and Vendor whereby City is obligated to buy specified goods and Vendor is obligated to sell specified goods. The Agreement includes the following: (a) City's Invitation for Bid designated as IFB 12-031, Specification Numbers 966-07, 966-31, and 966-51; (b) Vendor's Response to IFB; (c) the 00250324.doc/jmr E e s i contract award; and (d) any exhibits, addenda, and/or amendments thereto. Any inconsistencies or conflicts in the contract documents shall be resolved by giving preference in the following order: 3 1 (1) This Agreement; { (2) Purchaser's Response to IFB; (3) City's Invitation for Bids, exhibits, and attachments. B. City means the City of Round Rock, Williamson and Travis Counties, Texas. C. Effective Date means the date upon which the binding signatures of both parties to this Agreement are affixed. D. Force Majeure means acts of God, strikes, lockouts, or other industrial disturbances, acts of the public enemy, orders of any kind from the government of the United States or the State of Texas or any civil or military authority, insurrections, riots, epidemics, landslides; lightning, earthquakes, fires, hurricanes, storms, floods, restraint of the government and the people, civil disturbances, explosions, or other causes not reasonably within the control of the party claiming such inability. E. Goods and/or Services mean the specified supplies, materials, commodities, or equipment and/or the specified services. F. Vendor means 360 PRESS SOLUTIONS, LLC, or any of its subsequent successors or assigns. 2.01 EFFECTIVE DATE,INITIAL TERM,AND ALLOWABLE RENEWALS A. This Agreement shall be effective on the date it has been signed by both parties hereto, and shall remain in full force and effect unless and until it expires by operation of the term stated herein, or until terminated or extended as provided herein. B. The initial term of this Agreement is for thirty-six (36) months from the effective date hereof. After that initial term, this Agreement may be renewed for successive terms of twelve (12) months each, not to exceed in the aggregate two (2) such renewals, with such renewals to occur on or before the expiration date of the preceding term, and with such renewals being absolutely predicated upon the express written agreement of both parties. Such renewals are permitted only provided Vendor has performed each and every contractual obligation specified in this original Agreement. C. City reserves the right to review the relationship at any time, and may elect to terminate this Agreement with or without cause or may elect to continue. 2 i i 1 f { 3.01 CONTRACT DOCUMENTS AND EXHIBITS City selected Vendor as the integrator of choice to supply the goods as outlined in IFB 12-031, Specification Numbers 966-07, 966-31, and 966-51, and Response to IFB submitted by Vendor, all as specified in Exhibit "A" attached hereto and made a part hereof for all purposes. The intent of these documents is to formulate an Agreement listing the responsibilities of both parties as outlined in the IFB and as offered by Vendor in its Response to the IFB. The goods and/or services which are the subject matter of this Agreement are described in Exhibit "A" and, together with this Agreement, comprise the total Agreement and they are fully a part of this Agreement as if repeated herein in full. 4.01 ITEMS AWARDED All bid items on Exhibit"A" are awarded to Vendor. 5.01 COSTS Bid costs listed on Exhibit"A" shall be the basis of any charges collected by Vendor. 6.01 INVOICES All invoices shall include, at a minimum,the following information: A. Name and address of Vendor; B. Purchase Order Number; C. Description and quantity of items received; and D. Delivery dates. 7.01 NON-APPROPRIATION AND FISCAL FUNDING This Agreement is a commitment of City's current revenues only. It is understood and agreed that City shall have the right to terminate this Agreement at the end of any City fiscal year if the governing body of City does not appropriate funds sufficient to purchase the services as determined by City's budget for the fiscal year in question. City may effect such termination by giving Vendor a written notice of termination at the end of its then-current fiscal year. 8.01 PROMPT PAYMENT POLICY In accordance with Chapter 2251, V.T.C.A., Texas Government Code, payment to Vendor will be made within thirty (30) days of the day on which City receives the performance, supplies, materials, equipment, and/or deliverables, or within thirty (30) days of the day on 3 j t r k 'k 4 which theP erformance of services was complete, or within thirty (30) days of the day on which City receives a correct invoice for the performance and/or deliverables or services, whichever is later. Vendor may charge a late fee of one percent (1%) for payments not made in accordance with this Prompt Payment Policy; however, this Policy does not apply to payments made by City in the event: A. There is a bona fide dispute between City and Vendor concerning the supplies, materials, or equipment delivered or the services performed which causes the payment to be late; or B. The terms of a federal contract, grant, regulation, or statute prevent City from making a timely payment with federal funds; or C. There is a bona fide dispute between any of the parties and subcontractors or between a subcontractor and its suppliers concerning supplies, materials, or equipment delivered or the services performed which causes the payment to be late; or D. Invoices are not mailed to City in strict accordance with instructions, if any, on the purchase order or the Agreement or other such contractual agreement. 9.01 GRATUITIES AND BRIBES City may, by written notice to Vendor, cancel this Agreement without liability to Vendor if it is determined by City that gratuities or bribes in the form of entertainment, gifts, or otherwise were offered or given by Vendor or its agents or representatives to any City officer, employee or elected representative with respect to the performance of this Agreement. In addition,Vendor may be subject to penalties stated in Title 8 of the Texas Penal Code. 10.01 TAXES City is exempt from Federal Excise and State Sales Tax; therefore, tax shall not be included in Vendor's charges. 11.01 ORDERS PLACED WITH ALTERNATE VENDORS If Vendor cannot provide the goods as specified, City reserves the right and option to obtain the products from another supplier or suppliers. 12.01 INSURANCE Vendor shall meet all requirements as stated in the attached Invitation for Bid No. IFB 12-031 and its bid response. 4 is i d j# 13.01 CITY'S REPRESENTATIVE City hereby designates the following representatives authorized to act in its behalf with regard to this Agreement: I Monique Adams j Assistant to the City Manager 221 East Main Street Round Rock,Texas 78664 512-218-3234 madams@roundrocktexas.gov 14.01 RIGHT TO ASSURANCE Whenever either party to this Agreement, in good faith, has reason to question the other party's intent to perform hereunder, then demand may be made to the other party for written assurance of the intent to perform. In the event that no written assurance is given within the reasonable time specified when demand is made, then and in that event the demanding party may treat such failure as an anticipatory repudiation of this Agreement. 15.01 DEFAULT If Vendor abandons or defaults under this Agreement and is a cause of City purchasing the specified goods elsewhere, Vendor agrees that it may be charged the difference in cost, if any, and that it will not be considered in the re-advertisement of the service and that it may not be considered in future bids for the same type of work unless the scope of work is significantly changed. Vendor shall be declared in default of this Agreement if it does any of the following: A. Fails to make any payment in full when due; B. Fails to fully, timely and faithfully perform any of its material obligations under this Agreement; C. Fails to provide adequate assurance of performance under the "Right to Assurance" section herein; or D. Becomes insolvent or seeks relief under the bankruptcy laws of the United States. 16.01 TERMINATION AND SUSPENSION A. City has the right to terminate this Agreement, in whole or in part, for convenience and without cause, at any time upon thirty(30) days' written notice to Vendor. 5 i I d z 3 1 s t { B. In the event of any default by Vendor, City has the right to terminate this ¢ Agreement for cause, upon ten (10) days' written notice to Vendor. j I C. Vendor has the right to terminate this Agreement only for cause,that being in the event of a material and substantial breach by City, or by mutual agreement to terminate evidenced in writing by and between the parties. D. In the event City terminates under subsections (A) or (B) of this section, the following shall apply: Upon City's delivery of the referenced notice to Vendor, Vendor shall discontinue all services in connection with the performance of this Agreement and shall proceed to cancel promptly all existing orders and contracts insofar as such orders and contracts are chargeable to this Agreement. Within thirty (30) days after such notice of termination, Vendor shall submit a statement showing in detail the goods and/or services satisfactorily performed under this Agreement to the date of termination. City shall then pay Vendor that portion of the charges, if undisputed. The parties agree that Vendor is not entitled to compensation for services it would have performed under the remaining term of the Agreement except as provided herein. 17.01 INDEMNIFICATION Vendor shall defend (at the option of City), indemnify, and hold City, its successors, assigns, officers, employees and elected officials harmless from and against all suits, actions, legal proceedings, claims, demands, damages, costs, expenses, attorney's fees, and any and all other costs or fees arising out of, or incident to, concerning or resulting from the fault of Vendor, or Vendor's agents, employees or subcontractors, in the performance of Vendor's obligations under this Agreement, no matter how, or to whom, such loss may occur. Nothing herein shall be deemed to limit the rights of City or Vendor (including, but not limited to the right to seek contribution) against any third party who may be liable for an indemnified claim. 18.01 COMPLIANCE WITH LAWS,CHARTER AND ORDINANCES Vendor, its agents, employees and subcontractors shall use best efforts to comply with all applicable federal and state laws, the Charter and Ordinances of the City of Round Rock, as amended, and with all applicable rules and regulations promulgated by local, state and national boards, bureaus and agencies. 19.01 ASSIGNMENT AND DELEGATION The parties hereby bind themselves, their successors, assigns and legal representatives to each other with respect to the terms of this Agreement. Neither party shall assign, sublet or transfer any interest in this Agreement without prior written authorization of the other party. 20.01 NOTICES All notices and other communications in connection with this Agreement shall be in writing and shall be considered given as follows: 6 1 E i R y{� d I. When delivered personally to the recipient's address as stated in this Agreement; or 2. Three (3) days after being deposited in the United States mail, with postage 3 prepaid to the recipient's address as stated in this Agreement. Notice to Vendor: 360 Press Solutions, LLC Attn: Teri Diaz 2009 Windy Terrace Cedar Park,Texas 78613 Notice to City: Assistant City Manager Stephen L. Sheets, City Attorney 221 East Main Street AND TO: 309 East Main Street Round Rock,TX 78664 Round Rock,TX 78664 Nothing contained herein shall be construed to restrict the transmission of routine communications between representatives of City and Vendor. 21.01 APPLICABLE LAW; ENFORCEMENT AND VENUE This Agreement shall be enforceable in Round Rock, Texas, and if legal action is necessary by either party with respect to the enforcement of any or all of the terms or conditions herein, exclusive venue for same shall lie in Williamson County, Texas. This Agreement shall be governed by and construed in accordance with the laws and court decisions of the State of Texas. 22.01 EXCLUSIVE AGREEMENT This document, and all appended documents, constitutes the entire Agreement between Vendor and City. This Agreement may only be amended or supplemented by mutual agreement of the parties hereto in writing. 23.01 DISPUTE RESOLUTION City and Vendor hereby expressly agree that no claims or disputes between the parties arising out of or relating to this Agreement or a breach thereof shall be decided by any arbitration proceeding, including without limitation, any proceeding under the Federal Arbitration Act (9 USC Section 1-14) or any applicable state arbitration statute. 7 F 4 ff 3 f 24.01 SEVERABILITY f The invalidity, illegality, or unenforceability of any provision of this Agreement or the occurrence of any event rendering any portion or provision of this Agreement void shall in no way affect the validity or enforceability of any other portion or provision of this Agreement. Any void provision shall be deemed severed from this Agreement, and the balance of this Agreement shall be construed and enforced as if this Agreement did not contain the particular portion or provision held to be void. The parties further agree to amend this Agreement to replace any stricken provision with a valid provision that comes as close as possible to the intent of the stricken provision. The provisions of this section shall not prevent this entire Agreement from being void should a provision which is of the essence of this Agreement be determined void. 25.01 MISCELLANEOUS PROVISIONS Standard of Care. Vendor represents that it employs trained, experienced and competent persons to perform all of the services, responsibilities and duties specified herein and that such services, responsibilities and duties shall be performed in a manner according to generally accepted industry practices. Time is of the Essence. Vendor understands and agrees that time is of the essence and that any failure of Vendor to fulfill obligations for each portion of this Agreement within the agreed timeframes will constitute a material breach of this Agreement. Vendor shall be fully responsible for its delays or for failures to use best efforts in accordance with the terms of this Agreement. Where damage is caused to City due to Vendor's failure to perform in these circumstances, City may pursue any remedy available without waiver of any of City's additional legal rights or remedies. Force Majeure. Neither City nor Vendor shall be deemed in violation of this Agreement if it is prevented from performing any of its obligations hereunder by reasons for which it is not responsible as defined herein. However, notice of such impediment or delay in performance must be timely given, and all reasonable efforts undertaken to mitigate its effects. Multiple Counterparts. This Agreement may be executed in multiple counterparts, any one of which shall be considered an original of this document; and all of which, when taken together, shall constitute one and the same instrument. IN WITNESS WHEREOF, City and Vendor have executed this Agreement on the dates indicated. (Signatures on the following page.) 8 a : E 3 d i City of Round Rock,Texas 360 Press uti ns,LLC i By. By: l Title: Title: Date Signed: Date Signed: pl5•�'-�•2p�2., Attest: By: Sara White, City Clerk For City,Approved as to Form: By: Stephan L. Sheets, City Attorney 9 I l SOLICITATION NUMBER t 12-031 SPECIFICATION NUMBER 966.07*966-31•966.51 DATED. MARCH 2012 i CITY OF ROUND ROCK i INVITATION FOR BID PRINTED LETTERHEAD,ENVELOPES AND BUSINESS CARDS PART GENERAL 1. PURPOSE: The City of Round Rock,herein after"City", seeks an agreement with a qualified Individual,Firm,or Corporation,hereafter referred to as"Respondent",to provide all goods,labor and services necessary to provide printing services of letterhead,envelopes,and business cards for the City of Round Rock. 2. DEFINITIONS,TERMS AND CONDITIONS: By submitting a response to this solicitation,the Respondent agrees that the City's standard Definitions,Terms and Conditions shall govern unless specifically provided otherwise in a separate agreement or on the face of a purchase order. Said Definitions,Terms and Conditions are subject to change without notice. It is the sole responsibility of respondents to stay apprised of changes. The City's Definitions,Terms and Conditions can be obtained from the City's website at http://www.roundrocktexas.-gov/home/index.asi)?Page=462. 3. INSURANCE: The Respondent shall meet or exceed ALL insurance requirements set forth by the City's Insurance Requirements*as identified on the City's website at http://www.roundrocktexas.00v/homerindex.asp?page=462. 4. CLARIFICATION:For questions or clarification of specifications,you may contact: Deborah Knutson Purchasing Department City of Round Rock Telephone: 512-218-5456 dknutson@roundrocktexas.gov The individual above may be contacted for clarification of the specifications of this solicitation only.No authority Is intended or implied that specifications may be amended or alternates accepted prior to closing date without written approval of the City s Purchasing Department.Under no circumstances will private meetings be scheduled between Respondents and City staff. 5. ATTACHMENTS:The following attachments are herein made a part of this solicitation. 5.1 ATTACHMENTA: Reference Sheet i 5.2 ATTACHMENT B: Sample Letterhead 5.3 ATTACHMENT C: Sample Envelope 5.4 ATTACHMENT D: Sample Business Card 6. QUALIFICATIONS: The opening of a response shall not be construed as the City's acceptance of such as . qualified and responsive. All Respondents shall: 6.1 Be firms,corporations,individuals or partnerships normally engaged in the sale and distribution of commodity or provision of the services as specified herein.. 6.2 Have adequate organization,facilities,equipment and personnel to ensure prompt and efficient service to the City. 6.3 Respondent warrants and agrees that all materials supplied hereunder shall be manufactured and produced in compliance with the laws,regulations,codes,terms,standards,and/or requirements of all Federal,State,and local authorities,and all other authorities having jurisdiction,and that performance of EXHIBIT 1 of 9 A Of .Z.I t SOLICITATION NUMBER 12.031 j SPECIFICATION NUMBER I 966.07.966-31.966-51 DATED: MARCH 2012 goods shall be in accordance with the above laws, regulations, codes,terms,standards,and/or requirements,and agrees upon request,to furnish the City a certificate of compliance therewith in such forms as the City may require. 6.4 Provide the name,address,telephone number and E-MAIL of at least three(3)firms applicable to Municipal and/or Government projects that have utilized similar service for at least(two)2 years. City of Round Rock references are not applicable. References may be checked prior to award. Any negative responses received may result in disqualification of submittal. NOTE: REFERENCE FORM (ATTACHMENT A) PROVIDED. E-MAIL ADDRESSES ARE REQUIRED. 7. BEST VALUE EVALUATION AND CRITERIA: All responses received may be evaluated based on the best value for the City. In determining best value,the City may consider: 7.1 The purchase price; 7.2 The reputation of Respondent and of respondent's goods or services; 7.3 The quality of the Respondent's goods or services; 7.4 The extent to which the goods and services meet the City's needs; 7.5 The Respondent's past relationship with the City; 7.6 The total long-term cost to the City to acquire the Respondent's goods or services; 7.7 Any relevant criteria specifically listed in the solicitation. 7.8 The City reserves the right to reject any or all responses,or delete any portion of the response,or to accept any response deemed most advantageous,or to waive any irregularities or informalities in the response received that best serves the interest and at the sole discretion of the City. 8. PRICE INCREASE OR DECREASE:A price increase or decrease to the agreement may be considered. The Vendor shall provide the specified Producer Price Index. 8.1 The baseline index shall be the index announced for the month in which the solicitation was awarded. 8.1.1. The allowable percent change shall be calculated by subtracting the baseline index from the index announced for the month in which the renewal option is exercised and dividing the result by the baseline index. 8.1.1.1.A=Baseline index from the month in which the solicitations opened or the month of the last approved price increase. 8.1.1.2. B=Current and/or latest baseline Index. 8.1.1.3."B"minus"A",then divided by"A". Multiply sum by 100%equals the percent of the allowable price increase or decrease,'C'. C = [( B-A)+A] x100 % 8.1.2. The allowable percent change shall be rounded to the nearest one-hundredth of one percent and shall be the maximum unit price adjustment permitted, except that the vendor may offer price decreases In excess of the allowable percent change. 8.2 Price increase cannot exceed 25%for the total cost and term of the agreement. 8.3 PROCEDURE TO REQUEST INCREASE OR OFFER DECREASE. 8.3.1 Mail the price increase request to the designated City Contract Specialist a minimum of 120 days prior to each renewal period. Vendor shall supply supporting documentation as justification for each request. City of Round Rock Purchasing Department ATTN: Contract Specialist EXHIBIT 2of8 o al t 1 3 SOLICITATION NUMBER 12.031 SPECIFICATION NUMBER 966.07.966-31.966.51 DATED, MARCH 2012 i I 221 E.Main Street Round Rock,Texas 78664-5299 8.3.2 Upon receipt of the request,the City reserves the right to either: accept the escalation as supported by the appropriate price Index and make change to the purchase order within 30 days of the request,negotiate with the vendor or cancel the purchase order if an agreement cannot be reached on the value of the increase. 9. AWARD: The City reserves the right to accept or reject all or part of a response,waive minor technicalities and award the response to best serve the interests of the City. Split awards or non-award may be made at the sole discretion of the City. Award announcement will be made upon City Council approval of staff recommendation and executed agreement. Award announcement will appear on the City's website at http:l/www.roun d rocktexas.aovlhomelindex.asp?pane=463. 10. ACCEPTANCE:Acceptance inspection should not take more than ten(10)working days. The vendor will be notified within this time frame if the goods delivered are not in full compliance with the specifications. If any agreement or purchase order is canceled for non-acceptance,the needed good may be purchased elsewhere and the vendor may be charged full increase,if any, In cost and handling. 11. PROMPT PAYMENT POLICY: Payments will be made in accordance with the Texas Prompt Payment Law, Texas Government Code,Subtitle F, Chapter 2251. The City will pay Vendor within thirty days after the acceptance of the supplies, materials,equipment,or the day on which the performance of services was completed or the day,on which the City receives a correct invoice for the supplies,materials,equipment or services,whichever is later. The Vendor may charge a late fee(fee shall not be greater than that which Is permitted by Texas law)for payments not made In accordance with this prompt payment policy; however,this policy does not apply to payments made by the City In the event: 11.1 There is a bona fide dispute between the City and Vendor concerning the supplies,materials,services or equipment delivered or the services performed that causes the payment to be late;or 11.2 The terms of a federal agreement,grant, regulation,or statute prevent the City from making a timely payment with Federal Funds;or 11.3 There is a bona fide dispute between the Vendor and a subcontractor or between a subcontractor and its suppliers concerning supplies,material,or equipment delivered or the services performed which caused the payment to be late;or 11.4 The invoice is not mailed to the City in strict accordance with instructions,if any,on the purchase order or agreement or other such contractual agreement. 12. NON-APPROPRIATION: The resulting Agreement Is a commitment of the City's current revenues only. It is understood and agreed the City shall have the right to terminate the Agreement at the end of any City fiscal year if the governing body of the City does not appropriate funds sufficient to purchase the estimated yearly quantities,as determined by the City's budget for the fiscal year in question. The City may affect such termination by giving Vendor a written notice of termination at the end of its then current fiscal year. 13. INTERLOCAL COOPERATIVE CONTRACTING (PIGGYBACK): Other governmental entities may be extended the opportunity to purchase off the City's Agreements,with the consent and agreement of the awarded vendor(s) and the City. Such consent and agreement shall be conclusively Inferred from lack of exception to this clause in a Respondent's submittal. However,all parties indicate their understanding and hereby expressly agree that the City is not an agent of, partner to,or representative of those outside agencies or entities and that the City is not obligated or liable for any action or debts that may arise out of such independently-negotiated"piggyback" procurements. EXHIBIT 3of9 A of a t 4 I SOLICITATION NUMBER 12.031 SPECIFICATION NUMBER 966.07.966-31-966-b1 DATED: MARCH 2012 PART 11 SCHEDULE 1. SOLICITATION SCHEDULE: it is the City's intention to comply with the following solicitation timeline: 1.1 Solicitations released March 16,2012 1.2 Deadline for questions April 06,2012 1.3 City responses to all questions/addendums April 13,2012 1.4 Responses due by 3:00 p.m. April 24,2012 All questions regarding the solicitation shall be submitted in writing by 5:00 p.m.on the due date noted above. A copy of all the questions submitted and the City's response to the questions shall be posted on our webpage, http:/Avm.roundrocklexas.gov/home/i*ndex.ast)?Paae=462. Questions shall be submitted to the City contact named in Part 1,paragraph 4. The City reserves the right to modify these dates. Notice of date change will be posted to the City website. ********************SOLICITATION UPDATES******************** 2. SOLICITATION UPDATES: Respondents shall be responsible for monitoring the City's website at http://www.roundrocktexas.govlhome/index.asp?page=463 for any updates pertaining to the solicitation described herein. Various updates may include addendums,cancelations, notifications,and any other pertinent information necessary for the submission of a correct and accurate response. The City will not be held responsible for any further communication beyond updating the website. 3. DUE DATE AND TIME: Signed and sealed responses are due to the Purchasing Department on the due date noted above. Mail or carry sealed responses to: City of Round Rock Purchasing Office 221 E.Main Street Round Rock,Texas 78664-5299 3.1 Responses received after this time and date will not be considered. 3.2 Sealed responses shall be clearly marked on the outside of packaging with the solicitation title, number, due date and"DO NOT OPEN". 3.3 Facsimile or electronically transmitted responses are not acceptable. 3.4 Late responses will be returned to Respondent unopened if return address is provided. 4. SUBMISSION REQUIREMENTS: Respondents shall submit one(1)executed(signed)original and two(2)copies of each response. Completed documentation shall include: 4.1 Itemized,Signed Bid Sheet 4.2 Three(3)samples of work similar in scope for each item shall be included with the Respondent's bid. Samples shall be furnished at no expense to the City. Samples shall be identified with Respondent's name and IFB number. EXHIBIT 4of9 � of of 1 SOLICITATION NUMBER 12.031 SPECIFICATION NUMBER see-07.966.31•966-51 DATED: MARCH 2012 4.3 Attachment A: Reference Sheet. Three client references that utilize like products or services. References to include Business Name,Contact Name,Address,Telephone, and e-mail. Failure to provide reference information may result In disqualification. 5. AGREEMENT:The term of the Agreement resulting from the solicitation may be for three(3)consecutive twelve- month(12)periods of time from the effective date and shall remain In full force and effect unless and until it expires by operation of the term stated or until terminated or extended as provided herein. 6.1 The City reserves the right to: 6.2 Renew the Agreement for two(2)additional periods of time not to exceed twelve(12)months for each renewal provided bother parties agree. 5.3 The City reserves the right to review the Vendor's performance at the end of each twelve(12)month period of time, and to cancel the contract(without penalty)or continue the contract through the next period.Terminate the agreement with or without cause or may continue through the next twelve-month (12)contract or renewal period. 6.4 The City reserves the right to reject any or all responses,or to accept any response deemed most advantageous,or to waive any irregularities or informalities in the response received. PART III SPECIFICATIONS 1. SCOPE: This specification describes the printing services required for printed letterhead,envelopes,and business cards. 2. STATEMENT OF INTENT: These specifications cover only the general requirements as to the performance and design criteria,as well as vendor responsibilities for printing services. 3. DELIVERY REQUIREMENTS: Respondent shall deliver the printing within seven(7)to ten(10)calendar days after receipt of the order per the instructions outlined on the associated Purchase Order. Delivery shall be to specified destination on Purchase Order. All delivers shall be within the City limits. 4. ORDER QUANTITY: The quantities shown on the solicitation are estimates only. No guarantee of any minimum or maximum purchase is made or implied.The City will only order the products or services needed to satisfy requirements within budgetary constraints,which may be more or less than indicated. 4.1 The City shall not be charged for over runs. 4.2 No shortages are permitted. 4.3 Estimated annual quantity of Letterhead Shells: 50,000 4.3.1 City anticipates requiring between one and five boxes of 500 envelopes imprinted at a time. 4.4 Estimated annual quantity of Envelopes Shells: 50,000 4.4.1 .City anticipates requiring between one and five boxes of 1,000 letterhead imprinted at a time 4.5 Estimated annual quantity of Business Cards Shells: 125,000 4.5.1 City anticipates requiring per employee imprint order of 500 business cards per order. City may order one set of 500 cards or multiple set of 500 cards. 4.6 Vendor to specify any minimum order requirements for each item. EXHIBIT 5of9 a 5 vF SOLICITATION NUMBER 12-031 SPECIFICATION NUMBER 966-01.966.31•966-51 DATED: MARCH 2012 5. PRINTING SERVICES:Respondent Is directed to exhibits attached hereto for specific identification of guidelines to be used in the printing of letterhead, envelopes,and business cards. 5.1 All printing shall be a flat finish(no thermography required) 5.2 Logo components shall consist of the logo graphics:three brush strokes converging to create a star,the logotype:Round Rock,Texas underlined,"Purpose, Passion, Prosperity",beneath and the typeface: Matrix Book upper case. 5.3 Application of the version of the logo shall be"color"as described in the logo color palette listed as Pantone/Color Conversions consisting of Pantone 288, Pantone 1805, and Pantone 288-80%. 5.4 The City Communications Director shall retain approval authority for all logo artwork/files. Any files/artwork received shall be used as is,without alteration,with the exception of size. Misusing Round Rock's logo has the potential of causing damage in the form of brand devaluation. The City of Round Rock shall preapprove any usage of the logo, In any form, by vendors or partners. 5.5 Clear space should be left around the logo and tagline. No artwork,text symbols,colors or any sort shall intrude into this area. Using the Signature Cap Height and applying that measurement as a framed border around the logo determine minimum clear space. 5.6 Font Guidelines are to include matrix as the primary logotype font. Matrix Book shall be the print font. 5.7 Proof sheets of printed items shall be required on each order. The types of items to be printed will be transmitted electronically for approval. City shall approve, in writing,all proofs prior to printing of job. 5.8 Design does not bleed off sheet for any element detailed herein. 6. PRINTED LETTERHEAD: Paper for the letterhead shall be Fox River Starwhite Sirius,Smooth finish 70 Ib.Text. Colors shall be PMS 288, PMS 1805 and PMS 288-80%. Letterhead Is to include the City of Round Rock logo with header per Attachment W. 7. PRINTED ENVELOPES: Envelope style shall be Business A-10. Paper shall be Fox River Starwhite Sirius, Smooth finish 24 lb. Colors shall be PMS 288, PMS 1805,and PMS 288-80%. Envelopes shall include the City of Round Rock logo with return addresses per Attachment"C". 8. PRINTED BUSINESS CARDS: Paper for Business Cards shall be Fox River Starwhite Sirius;Smooth finish 80 Ib.Cover Colors shall be PMS 288, PMS, 1805,and PMS 288-80%. Business Cards shall Include the City of Round Rock logo with employee's name,title, phone numbers,and fax numbers,etc.per Attachment V. 9. ARTWORK: City shall provide successful Respondent digital file of any necessary artwork. Successful Respondent shall provide typesetting and layout services as needed. EXHIBIT Bof9 A � ai SOLICITATION NUMBER 12.031 SPECIFICATION NUMBER 966.07.966-31•966-51 DATED: MARCH 2012 INVITATION TO BID CITY OF ROUND ROCK PURCHASING DEPARTMENT 221 E.Main Street Round Rock,Texas 78664-5299 Solicitation information: Responses are due to the Purchasing Department PRINTED LETTERHEAD ENVELOPES AND BUSINESS CARDS at the above address by 3:00 PM,04/24/2012. Solicitation Number 12-031 Opening Date: 04124/2012 Opening Time: 3:00 PM Show solicitation opening date&solicitation number in lower left Response Location: hand corner of seated response envelope with return address of 221 E.Main Street responding firm. Council Chambers Round Rock,TX 78664 Facsimile responses shall not be accepted Respondent shall sign below INVOICE TO: Failure to sign response will disqualify response CITY OF ROUND ROCK ACCOUNTS PAYABLE 221 EAST MAIN STREET Authorized Signature Date ROUND ROCK,TEXAS 78664-5299 Print Name Respond F.O.B.Destination,Freight prepaid and allowed unless otherwise specified below SEE 1.7 OF SOLICITATION INSTRUCTIONS DESTINATION: TAX ID NO.: CITY OF ROUND ROCK VARIOUS LOCATIONS LEGAL BUSINESS NAME: ADDRESS: CONTACT: `By the signature hereon affixed,the respondent TELEPHONE N0: hereby certifies that neither the respondent nor the entity represented by the respondent,or anyone acting for such entity has violated the antitrust laws of this BUSINESS ENTITY TYPE: State,codified in Section 15.01 et seq.,Texas E-MAIL: Business and Commerce Code,or the Federal antitrust laws,nor communicated directly or indirectly, the response made to any competitor or any other person engaged In such line of business." Respondent agrees to comply with all conditions set forth In this solicitation. Item III Description Unit0f Price Measure 1 Letterhead Shells-Estimated AnnualQuantity50,000 Lot 2 Envelope Shells-Estimated Annual Quantity50,000 Lot 3 Business Card Shells-Estimated Annual Quantity 125,000 Lot Total for ...Items 913., 4 Letterhead Imprint 1 Box of 500 S Envelope Imprint 1 Box of 500 6 Business Card Impring 1 Box of 500 EXHIBIT 7of9 A �� at s SOLICITATION NUMBER 12.031 SPECIFICATION NUMBER 966.07.966-31.966.51 DATED. MARCH 2012 SOLICITATION INSTRUCTIONS ITEMS BELOW APPLY TO AND BECOME A PART OF TERMS AND CONDITIONS OF SOLICITATION ANY EXCEPTIONS THERETO MUST BE IN WRITING 1. SOLICITATION REQUIREMENTS: _ 1.1 Responding requires pricing per unit shown and extensions. If trade discount is shown on solicitation,it should be deducted and net line extensions shown. Respondents guarantees product offered will meet or oxceed specifications Identified in this Invitation For Bid(IFB). 1.2 Solicitations shag be submitted on Solicitation Sheet. Each response shall be placed in a separate envelope completely and property identified. Responses must be in the Purchasing Department before the hour and date specified on the solicitation. 1.3 Late responses property identified will be returned to respondent unopened. Late responses will not be considered. I A Respond F.O.B.destination,freight,prepaid,&allowed unless otherwise spetxfed on the solicitation. If otherwise,show exact cost to deliver. 1.5 Response shag stow unit price on quantity and unk of measure specified,extension and show total. In case of errors In extension,unit prices shall govern. Responses subject to unlimited price increase will not be considered. 1.6 Sulxaltied prices shag be firm for acceptance 30 days from solicitation opening date. "Discount from Llsr responses are not aex:eptanoe unless requested. Cash discount will not be considered in determining the low response.All cash discounts offered will be taken if earned. 1.7 Responses shall give Tax identification Number.full name and address of respondent Failure to sign will disqualify response. Person signing response shall show title and authority to bind signatories firm in an agreement. Firm name should appear on each page in the block provided In the upper right comer. Business Entity shag be one(1)of the following:Individual,Partnership,Sale Proprietorship,EstaleRnrst,Corporation,Governments].Non-profit,all others shag be specified. INDIVIDUAL:List name and number as shown an Social Security Card. SOLE PROPRIETORSHIP:List legal name followed by legal business name and Social Security Number. ALL OTHERS:Listlegal name of entity and Tax Identification Number(TIN). 1.6 Responses cannot be altered or amended after opening time. Any Afteratlons made before opening time shall be initialed by respondent or an authorized agent No response can be withdrawn afteropening time wi0wut approval of the CITY based on a written acceptable reason. 1.9 The City Is exempt from State Sales Tax and Federal Excise Tax. Do not Include tax In response. 1.10 The City reserves the right to accept or reject all or any part of response,waive minor technicalities and award the response to best serve the interests of the City.Split awards may be made at the sole discretion of the City. 1.11 Consistent and continued tie responses could cause rejection of responses by the City andlor investigation for antitrust violations. 1.12 Telephone,facsimile,and electronically transmitted responses ere not acceptable in response to the solicitation. 1.13 CAUTION:Solicitation invitation allows sufficient limo for receipt of the preferred mai response. The City shall not be responsible for responses received late,illegible. incomplete,orotherwise non-responsive. 2. SPECIFICATION: 2.1 Any catalog,brand name or manufacturers reference used In the solicitation Is descripOve only(not restrictive),and is used to Indicate type and quality desired. Responses on brands of like nature and quality will be.considered unless advertised under the provisions of Section 252.022 of the Texas Local Government Code. If other than brand(s)specified Is offered,illustrations and complete descriptions of product offered are requested to be made a part of the response. If respondent takes no exceptions to specifications or reference data in response,respondent win be required to furnish brand names,numbers,elm,as specified in the solicitation. 2.2 AN items on the solicitation shall be now,in first class condition,Including contalners suitable for shipment and storage,unless otherwise Indicated In the solicitation. Verbal agreements to the contrary will not be recognized. 2.3 Samples,when requested,must be fumished free of expense to the City. If not destroyed in examination,they will be returned to the respondent,on request,at respondent expense. Each exampe should be marked with respondents'name and address,City solicitation number and code. Do rot enclose In or attach to response. 2.4 The Ckywii not be bound by any oral statement or representation contrary to the written specifications of the solicitation. 2.5 Manufacturers standard warranty shag apply unless otherwise stated in the solicitation. 3. TIE RESPONSES: In case of tie responses,the award will be made In accordance with Section 271.901 of the Texas Local Government Code. 4. DELIVERY: 4.1 Response shall show number of days required to placo material in City's designated location under normal conditions. Failure to state deliver time obligates respondent to complete delivery in fourteen(14)calendar days. Unrealistically short or long delivery promises may cause response to be disregarded. Consistent failure to meet defvery promises without valid reason may cause removal from Vendor list.(See 4.2 following) 4.2 If delay is foreseen,Vendor shall give written notice to the City. The City has the tight to extend delivery dale it reasons appear valid.Vendor shag keep the City advised at all times of status of order. Default In promised delivery(without acceptable reasons)or failure to meet specifications,authorizes the City to purchase supplies elsewhere and charge fug increase,9 any,in cost and handling to defaulting Vendor. 4.3 No substitutions or cancellations permitted without written approval of the City. 4.4 Delivery shall be made during normal working hours only,unless prior approval for late delivery has been obtained from the City,unless otherwise specified In the soticlagon. 5. INSPECTION AND TESTS: All goods will be subject to Inspection and test by the City to the extent practicable at all times and places. Authorized City personnel shag have access to any suppliers place of business for the purpose of Inspecting merchandise. Tests may be performed on samples submitted with the response or on samples taken from regular shipments. If the products tested fall to meet or exceed all conditions and requirements of the specifications,the cost of the sample used and the cost of the lestlng stall be borne by the supplier. Goods,which have been delivered and rejected in whole or In part,may,at the City's option,be returned to the Vendor or held for disposition at Vendors risk and expense. Latent defects may result in revocation of acceptance. 6. AWARD OF AGREEMENT: A response to a solicitation is an offer to contractwith the City based upon the terms,conditions,and specifications contained in the solicitation. Responses do not become agreements or purchase orders union and until they are accepted by the City through Us designates and an agreement or a purchase order is issued. The agreement or purchase order shag be governed,construed,and interpreted under the Chatter of the City and the laws of Stale of Texas. Ali agreements or purchase orders are subject to the approval of the City Council or Manager. 7. PAYMENT:Vendor shall submit three(3)copies of an Invoice showing the agreement or purchase order number on all copies. S. PATENTS AND COPYRIGHTS:The Respondent agrees to protect the City from claims involving infringements of patents or copyrights. 9. RESPONDENT ASSIGNMENTS: Respondent hereby assigns to the purchaser any and all claims for overcharges associated with ills agreement,which arae under the antitrust laws of the State of Texas.TX Bus.And Comm.Code Ann.Sec.15.01,et seq.(1967). 10. RESPONDENT AFFIRMATION: 10.1 Signing the response with a false statement is a material breach of agreement and shag void the submitted response or any resulting agreements,and the Respondent shall be removed from all Vendor lists. By signature hereon affixed,the respondent hereby mea that: _ 10.2 The respondent has not given,offered to give,nor Intends to give any time hereafter any economic opportunity,future employment,gift loan,gratuity,special discount tip,favor,or service to a public servant in connection with the submitted response. 10.3 The respondent is not currently delinquent in the payment of any debt owed the City. 10.4 Neither the respondent nor the firm,corporation,partnership,or any entity represented by the respondent or anyone acting for such firm,corporation,or entity has violated the antitrust taws of this State codified In Section 15.01 et.Seq.Taxes Business and Commercial Code,or the Federal Antitrust laws,nor communicated directly or Indirectly the response made to any competitor,or any other person engaged in such line of business. 10.6 The respondent has not received compensation for participation In the preparation of the specification for the so5daldon. 11. NOTE TO RESPONDENTS: Any terms and conditions attached to response will not be considered unless the respondent specifically references them on the front of the response forth.WARNING:Such terms and conditions may result in disqualification of the response(e.g.responses with the lays of a state other than Texas requirements for prepayment,Limitations on remedies,eta)The City of Round Rock can only accept responses which contain all the terms and conditions of its formal solicitation:in paftular, all respondents'affirmations and certifications must be included. Submission of responses on forms other than City's forth may result in daquallricadon of your response. 12. INQUIRIES: Inquiries pertaining to Solicitation invitations must give Solicitation number,codes,and opening date. Flbb HIBIT 8of9 of a t 1 SOLICITATION NUMBER 12-031 SPECIFICATION NUMBER 966-07.966-31.966-51 DATED: MARCH 2012 ATTACHMENT A RESPONDENT'S REFERENCE SHEET PLEASE COMPLETE AND RETURN THIS FORM WITH THE SOLICITATION RESPONSE SOLICITATION NUMBER: RESPONDENT'S NAME: DATE: Provide the name,address,telephone number and point of contact of at least three(3)firms applicable to Municipal and/or Government projects that have utilized similar service for at least two(2)years. City of Round Rock references are not applicable. References may be checked prior to award. Any negative responses received may result in disqualification of solicitation. 1. Company's Name Name of Contact Title of Contact E-Mail Address Present Address City,State,Zip Code Telephone Number ( ) Fax Number: ( ) I 2. Company's Name Name of Contact Title of Contact E-Mail Address Present Address City,State,Zip Code Telephone Number ( ) Fax Number:{ ) 3. Company's Name Name of Contact Title of Contact E-Mail Address Present Address City,State,Zip Code Telephone Number ( ) Fax Number: ( ) FAILURE TO PROVIDE THE REQUIRED INFORMATION WITH THE SOLICITATION RESPONSE MAY AUTOMATICALLY DISQUALIFY THE RESPONSE FROM CONSIDERATION FOR AWARD. EXHIBIT 901`9 of f t Attachment B 'ROUND ROCK,TEXAS PURPOSE.PASSION.PROSPERITY. EXHIBIT o at i 1 i I Attachment C --ROUND ROCK,TEXAS weeose e�s�oct►xosrrartr an or FOuw I= in rNt NwSfnn Re.+�ton,Tuu 7�i EXHIBIT 11 of a( i Attachment D I AROUND ROCK,TEXAS iuRvoseSSkssta�PRosrrRtn m G Hain Street `• Rajnd flock Texas 7866 Barry Becker,CPPB O1rtcc=Sr+-2!ikSb7 . C&OF RODRp 9W Fax:Sta aid:S11s puicbasinsS%q*Mioi bwderaround•rocktv.- i PurcivasloS DM$16n vmri-rritntdrocktrxas.sov EXHIBIT a m o� a ''ROUND ROCK,TEXAS PURPOSE.PASSION PROSPERITY. CITY OF ROUND ROCK,TEXAS INVITATION FOR BID PRINTED LETTERHEAD, ENVELOPES AND BUSINESS CARDS IFB No. 12-031 Addendum No. 1 Date: April 13. 2012 Please note the answers to questions, clarifications, revisions or additions to the solicitation referenced above. 1. Q: Will the City accept digitally-produced letterhead, envelopes and business cards? A: Yes, as long as the required specifications are met, digital printing will be considered for the printed letterhead, envelopes and business cards. 2. Q: What color(s) does the City require for the printing/imprinting and are the shells a 2- color or 4-color process? A: All colors and preferred reproduction methods will be addressed In Sections 6 thru 9 of the Solicitation#12-031 and the Round Rock Style Identity Guide posted on the City's webpage. All Imprinting will be one of the colors addressed in the Guide or black and will be determined by the individual Department ordering the imprinting. 3. Q: Will printing on more than one side be required? A: No, printing shall be one-sided only. 4. Q: What type of paper will the City require? A: Types of paper will be addressed in Sections 5 thru 9 of the Solicitation#12-031. 6. Q: Does the city require shells, and is the Vendor expected to store them? A: Yes, shells are required. The City does not require the Vendor to print and store all shells at one time. The shells will be prepaid for by the City at the beginning of the agreement and the Vendor shall be responsible for determining storage. 6. . Q: Who is the current vendor on this contract, are they eligible to compete again, and is the City satisfied with the service of the current Vendor? A: The current vendor for the City's printing Is Minute Man Press, and they are eligible to compete again. Any information regarding the current Vendor will require an open records request. 7. Q: What is the current dollar value of the current contract? Will the City provide a bid tabulation for the current agreement? A: See the attached Bid Tab for IFB#07.062. 8. Q: How much weight does the City's past relationship with the Vendor carry in the evaluation process? A: The Respondent's past relationship with the City Is considered. EXHIBIT • I o� a t 9. Q: Will the City accept raised print on shells? A: The City requires that all printing be a flat finish. 10. Q: Will the business cards always have the same number of lines imprinted? A: No. 11. Q: Will the overprints always be one color? A: No. 12. Q: Should the cost of shipping be included in the price? A: Yes. 13. Q: Are there design costs involved? A: No,the City prefers to keep the design the same. 14. Q: Will the City provide the bid tabulation for the current agreement? A: The existing Bid tab for IFB#07-002 Is attached below. Approved by Deborah Knutson, chaser By the signatures affixed below,Addendum No. 1 is hereby incorporated into and made a part of the above referenced solicitation. ACKNOWLEDGED Vendor Authorized Signature Date RETURN ONE COPY SIGNED COPY OF THIS ADDENDUM TO THE PURCHASING OFFICE WITH YOUR SEALED PROPOSAL. FAILURE TO DO SO MAY AUTOMATICALLY DISQUALIFY YOUR RESPONSE FROM CONSIDERATION FOR AWARD. EXHIBIT o� al • 1 SOLICITATION NUMBER 12-031 SPECIFICATION NUMBER 988.07.989-31.986-51 DATED: MARCH 2012 INVITATION TO BID CITY OF ROUND ROCK PURCHASING DEPARTMENT 221 E.Main Street Round Rock,Texas 78664-5299 Solicitation information: Responses are duo to the Purchasing Department PRINTED LETTERHEAD ENVELOPES AND BUSINESS CARDS at the above address by 3:00 PM,0412412012. Solicitation Number 1?7031 Opening Date: 04/24/2012 Opening Time: 3:00 PM Show solicitation opening dale&solicitation number In lower loft Response Location: hand corner of sealed response envelope with return address of 22i�.Main Street responding firm. CgqdnciI Chambers 6vnd Rock,TX 78684 Facsimile responses shall not be accepted Re ill gn below fWOICE TO: Falture to si onse will disqualify response CITY OF ROUND ROCK ACCOUNTS PAYABLE 221 FAST MAIN STREET Autho Signature Date ROUND ROCK,TEXAS 78664.5299 Cl CC,IP Print Name Respond F.O.B.Destination,Freight prdpald and allowed unless otherwise specified below SEE 1.7 OF SOLICITATION INSTRUCTIONS DESTINATION: TAX ID NO.: 2--+ iz CiTY OF ROUND ROCK VARIOUS LOCATIONS LEGAL BUSINESS NAME: -G Q /e-� ADDRESS: -IC09 Wend err act C'ecPcl/ ur <r1F613 CONTACT; (er ' CJl�Z 'By the signature hereon affixed,the respondent hereby certifies that neither the respondent nor the TELEPHONE NO: 6UY 39 I entity represented by the respondent,or anyone acting for such entity has violated the antitrust laws of this .BUSINESS ENY TYPE: Slate,codified in Section 15.01 etsect.,Texas E-MAIL:AIL: Business and Commerce Code,or the Federal r r Gr 3 o 6k_r_S.Ss b(u O n antitrust laws,por commonlcatdd directly br indirectly, r the response made to any competitor or any other person engaged in such line of business.' Respondent agrees to comply with all conditions set forth In this s6licitallon. Itenahl Description UnItOf Price 1 Letterhead Sheils-Estimated Annu;;I0udntity50,000 Lot 2 Envelope Shells-Estimated Annual Quantlty50,000 Lot -7 ;v7'5,6 0 3 Business t:ardShells•Estimated Annual Quantity 125,000 Lot Totalfor `� _•y Items#13 Letterhead Imprint 1 1 Box of 500 4 W 5 Envelope Imprint 1Box 0f500 3J .<SO 6 Business Card Impring I Oox bf 500 a �� 7of9 EXHIBIT SOLICITATION NUMBER 12-0,31 SPECIFICATION NUMBER 966.-07.966.311.966.51 DATED: MARCH 2b12 ATTACHMENT A RESPONDENT'S REFERENCE SHEET PLEASE COMPLETE AND RETURN THIS FORM WITH THE SOLICITATION RESPONSE SOLICITATION NUMBER: o RESPONDENT'S NAME: 3 C1.5 3D I Lt S DATE: Provide the name,'address,telephone number and point of contact of at least three(3)firms applicable to Municipal and/or Government projects that have utilized similar service for at least two(2)years. City of Round Rock references are not applicable. References may be checked prior to award. Any negative responses received may result in disqualification of solicitation. 1. Company's Name q Name of Contact fir/ c" von/ ,VI'Y Title of Contact `'J�q�,�� /44 �-a-- E-Mail Address �� SaF�/;/ice ,c,►^`J UR\ Present Address s f '4r 0 V 61I/ ✓ Cily,State,Zip Code A,g4l ^' Telephone Number �S'ra. ) 7 7�;3'::3 Fax Number:( ) Company's Name l��/ I/P/S!' G/ fit"� )�/P j�C.�t�✓�.�7 Name of Contact Q Q, Title of Cohloct E-Mail Address Present Addresows Q City,State,Zip Code V,e• p Telephone Number. (3 ,5'-7,qi /4 '(T!� Fax Number:( ) 3. Company's Name 01 Ile/-117S/1)q Name of Contact Title of Contoot nj,,,�Pr Di�cc/v✓ y� E-Mail Address Present Address City,State,Zip Code Telephone Number (3(�/) S-7c,L PPV- I/. Fax Number:( ) FAILURE TO PROVIDE THE REQUIRED INFORMATION WITH THE SOLICITATION RESPONSE MAY AUTOMATICALLY DISQUALIFY THE RESPONSE FROM CONSIDERATION FOR AWARD. 6or9 EXHIBIT o� al 2009 Windy Terrace "` Cedar Park,TX 78613 Estimate .60. S S' X 512-381-2360 F 512-381-2362 www.360presssolullons.com No. E#14125 241 Jessica Jennings Date 4/23/2012 City of Round Rock Customer P.O.No. 221 East Main Street Round Rock TX 78664 Phone:612-218-7023 50,000 Letterhead Shells,8.5 x 11 Sirius 70#Neenah,printed 2 colors front 3,510.78 50,000 #10 Envelopes,4.126 x 9.5 Sirius 24#Classic Crest,printed 2 colors front 7,823.60 125,000 Business Card Shells,3.5 x 2 Sirius 80#Neenah Slarwhite,printed 2 colors front 2,175.60 Taken by:Sean Wanted: This estimate is good for 30 days. Letterhead Shells Please call us If you have any questions. Thank youl EXHIBIT b I rl o� a i BID TABULATION - VENDOR VENDOR VENDOR VENDOR VENDOR VENDOR VENDOR VENDOR BID NUMBER: 12-031 -.2 BID OPENING: 4/24/12 U.TmWL I Printed Letterhead,Envelopes and (FUS Business Cards Total: Total: Total: Total: Total: Total: Total: Total: Item# Bid Item(s) Bid Price Bid Price Bid Price Bid Price_ Bid Price Bid Price Bid Price Bid Price Letterhead Shells- A Do I Estimated Annual to. a T(5 3 sacs 00 0? Ouantitv 50,000 Envelpes Shells- 30� Sqq'10 2 Estimated Annual istbovo �JSX.�o A 1,20p Ouantity 50,000 Business Card Shells- i1 ao gq 3 Estimated Annual �t t 1 V, 04 12 $ Ouantity 125,000 Total for-Items# I -3 4 Letterhead Imprint .60, 5 Envelope Imprint 2j1).-,`•D 0 qa q" 90. 6 Business Card Imprint' La The bid information provided will not obligate or imply that the City has made award to any specific Respondent's submission. Additional criteria will be considered per the solicitation in making final award. flower M x BIDTABULATION VENDOR VENDOR VENDOR VENDOR VENDOR VENDOR VENDOR VENDOR BID NUMBER: 12-03*1 BID OPENING: 4/24A2 Printed Letterhead,Envelopes and Business Cards Total: Total: Total: Total: Total: Total: Total: Total: Item# Bid Item(s) Bid Price Bid Price Bid Price Bid Price Bid Price Bid Price 91"d Price Bid Price Letterhead Shells- 24� Estimated Annual o-0-co Quant! 50,000 Envelpes Shells- 110 eg pD 2 Estimated Annual 41S,25. �9�M Ouantity 50,000 Business Card Shells - 3 Estimated Annual 01) Quantity 125,000 TD, Total for Items# 1.-3 4 - Letterhead 2�Imprint 60 00. Ljl*. 5D 5 Envelope Imprint ?6 Business Card Imprint 0, 06 The bid information provided Will not obligate or imply that the City has made award to any specific Respondent's submission. Additional criteria will be considered per the solicitation in making final award. meaer M BID TABULATION VENDOR VENDOR VENDOR VENDOR VENDOR VENDOR VENDOR VENDOR BID NUMBER: 12-031 � •{-,� � i \� BID OPENING: 4/24/12 .,,,nnn C. kt� .(,Q� E�5 (1 � `( j(� �1 R'r f�►t �t�R al•S Printed Letterhead,Envelopes and Business Cards Total: Total: Total: Total: Total: Total: Total: Total: Item# Bid Item(s) Bid Price Bid Price Bid Price Bid Price— Bid Price Bid Price Bid Price Bid Price Letterhead Shells- � q _ 1 Estimated Annual tQ. c ?j�(QfX`�-190a�- 0%0 uanti 50,000 t Envelpes Shells- o0 oa /� C� LJ 2 Estimated Annual s �'l�' V-L S9;:'o •�.� ((!L�$�dJ :(S��t•oD 1,� � ouantitv 50.000 : Business Card Shells- Q �i(� �} 3 Estimated Annual (� TCo3•°° J�? ia1 °`� c�sl� �S �1 1s�h� $ SSS 04 Ouantity 12S,000 / Total foir•Items# 1—3 4 Letterhead Imprint -�� (" OD 4eO $cg:6° �� q&. oo (.oa &' z� 5 Envelope Imprint gi � ` -V 'aO qSm I& �. iz 6 Business Card Imprint /(, 5� [��:o� r�. �(a ao $ ��' 2Ccp c-7 •�'� ( 2�.c� The bid information provided will not obligate or imply that the Gty has made award to any specific Respondent's submission. Additional criteria will be considered per the solicitation in maldng final award. abbks a M x o = -r, W Fj '{ Q BID TABULATION VENDOR VENDOR VENDOR VENDOR VENDOR VENDOR VENDOR VENDOR BID NUMBER: 12-031 11 71 BID OPENING: 4/24/12 OLW -AURUAc VIELLTA-k-- Printed Letterhead,Envelopes and 9U�115 qw-w,� ("Kjofn Business Cards <GWxV,-6 -r Aqtjp� IWOLCeS Total: Total: Total: Total: Total: Total: Total: Total: Item# Bid Item(s) Bid Price Bid Price Bid Price Bid Price Bid Price Bid Price Bid Price Bid Price Letterhead Shells- s 1:5-10: 1 Estimated Annual c7 50,000 Envelpes Shells- W 2 Estimated Annual 1 Ouantity 50,000 Business Card Shells- 3 Estimated Annual I Quantity 125,000 1?12 Total for Items# I-3 4 - Letterhead Imprint ,25o 91 5so t "5-1.40 Envelope Imprint 6 Business Card Imprint The bid information provided will not obligate or imply that the City has made award to any specific Respondent's submission. Additional criteria will be considered perthe solicitation in making final award. tbobbler M x W i ROUND ROCK,TEXAS City Council Agenda Summary Sheet PURPOSE.PASSION.PROSPERITY. Agenda Item No. F5. -CONSENT Consider a resolution authorizing the Mayor to execute an agreement with 360 Press Agenda Caption: Solutions for printed letterheads, envelopes and business cards. Meeting Date: June 28, 2012 Department: Finance Staff Person making presentation: Cheryl Delaney Finance Director Item Summary: The City seeks to enter into a five year service agreement with 360 Press Solutions, LLC for printing services. 360 Press Solutions will provide all materials, equipment and labor necessary to print City letterhead, envelopes and business cards.This long term agreement will provide the City with stable print services at a reduced long-term cost. Cost: $13,509.96 per year for a five year total of$67,549.80 Source of Funds: General Fund Date of Public Hearing(if required): N/A Recommended Action: Approval i a i i 4 I s 1 i i s F t` f 1�1 P } `f z s s i' f Y t f t s f s E, } CITY OF ROUND ROCK AGREEMENT FOR PURCHASE OF PRINT SERVICES FOR LETTERHEAD,ENVELOPES,AND BUSINESS CARDS FROM 360 PRESS SOLUTIONS, LLC THE STATE OF TEXAS § CITY OF ROUND ROCK § KNOW ALL BY THESE PRESENTS: COUNTY OF WILLIAMSON § That this Agreement for purchase of Print Services for Letterhead, Envelopes and Business Cards (referred to herein as the "Agreement") is made and entered into on this the day of the month of ��In¢.. , 2012, by and between the CITY OF ROUND ROCK, TEXAS, a home-rule municipality whose offices are located at 221 East Main Street, Round Rock, Texas 78664, referred to herein as the "City," and 360 PRESS SOLUTIONS, LLC, whose offices are located at 2009 Windy Terrace, Cedar Park, Texas 78613 (referred to herein as the "Vendor"). This Agreement supersedes and replaces any previous agreement between the named parties, whether oral or written, and whether or not established by custom and practice. i RECITALS: WHEREAS City desires to purchase Print Services for Letterhead, Envelopes and Business Cards from Vendor; and WHEREAS, City has issued its "Invitation for Bid" for the provision of said services, and City has selected the Bid submitted by Vendor; and WHEREAS, the parties desire to enter into this Agreement to set forth in writing their respective rights, duties, and obligations; NOW, THEREFORE: s WITNESSETH: 1 R That for and in consideration of the mutual promises contained herein and other good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the parties mutually agree as follows: 1.01 DEFINITIONS A. Agreement means the binding legal contract between City and Vendor whereby gj City is obligated to buy specified goods and Vendor is obligated to sell specified goods. The Agreement includes the following: (a) City's Invitation for Bid designated as IFB 12-031, Specification Numbers 966-07, 966-31, and 966-51; (b) Vendor's Response to IFB; (c) the 00250324.doc/jmr 1+ s'< i contract award; and (d) any exhibits, addenda, and/or amendments thereto. Any inconsistencies or conflicts in the contract documents shall be resolved by giving preference in the following order: (1) This Agreement; (2) Purchaser's Response to IFB; (3) City's Invitation for Bids, exhibits, and attachments. B. City means the City of Round Rock, Williamson and Travis Counties, Texas. C. Effective Date means the date upon which the binding signatures of both parties to this Agreement are affixed. D. Force Majeure means acts of God, strikes, lockouts, or other industrial disturbances, acts of the public enemy, orders of any kind from the government of the United States or the State of Texas or any civil or military authority, insurrections, riots, epidemics, landslides, lightning, earthquakes, fires, hurricanes, storms, floods, restraint of the government 1 and the people, civil disturbances, explosions, or other causes not reasonably within the control of the party claiming such inability. j fied supplies, materials, commodities, or E. Goods and/or Services mean the speci equipment and/or the specified services. F. Vendor means 360 PRESS SOLUTIONS, LLC, or any of its subsequent successors or assigns. 2.01 EFFECTIVE DATE,INITIAL TERM,AND ALLOWABLE RENEWALS k x A. This Agreement shall be effective on the date it has been signed by both parties hereto, and shall remain in full force and effect unless and until it expires by operation of the tern stated herein, or until terminated or extended as provided herein. B. The initial term of this Agreement is for thirty-six (36) months from the effective date hereof. After that initial term, this Agreement may be renewed for successive terms of f twelve (12) months each, not to exceed in the aggregate two (2) such renewals, with such renewals to occur on or before the expiration date of the preceding term, and with such renewals being absolutely predicated upon the express written agreement of both parties. Such renewals are permitted only provided Vendor has performed each and every contractual obligation i specified in this original Agreement. C. City reserves the right to review the relationship at any time, and may elect to terminate this Agreement with or without cause or may elect to continue. b 2 i 3.01 CONTRACT DOCUMENTS AND EXHIBITS City selected Vendor as the integrator of choice to supply the goods as outlined in IFB 12-031, Specification Numbers 966-07, 966-31, and 966-51, and Response to IFB submitted by Vendor, all as specified in Exhibit "A" attached hereto and made a part hereof for all purposes. The intent of these documents is to formulate an Agreement listing the responsibilities of both parties as outlined in the IFB and as offered by Vendor in its Response to the IFB. The goods and/or services which are the subject matter of this Agreement are described in Exhibit "A" and, together with this Agreement, comprise the total Agreement and they are fully a part of this Agreement as if repeated herein in full. 4.01 ITEMS AWARDED I All bid items on Exhibit"A"are awarded to Vendor. i 5.01 COSTS Bid costs listed on Exhibit"A" shall be the basis of any charges collected by Vendor. 6.01 INVOICES All invoices shall include, at a minimum, the following information: A. Name and address of Vendor; B. Purchase Order Number; C. Description and quantity of items received; and r D. Delivery dates. 7.01 NON-APPROPRIATION AND FISCAL FUNDING This Agreement is a commitment of City's current revenues only. It is understood and agreed that City shall have the right to terminate this Agreement at the end of any City fiscal year if the governing body of City does not appropriate funds sufficient to purchase the services as determined by City's budget for the fiscal year in question. City may effect such termination by giving Vendor a written notice of termination at the end of its then-current fiscal year. 8.01 PROMPT PAYMENT POLICY In accordance with Chapter 2251, V.T.C.A., Texas Government Code, payment to Vendor will be made within thirty (30) days of the day on which City receives the performance, supplies, materials, equipment, and/or deliverables, or within thirty (30) days of the day on 3 . which the performance of services was complete, or within thirty (30) days of the day on which City receives a correct invoice for the performance and/or deliverables or services, whichever is later. Vendor may charge a late fee of one percent (1%) for payments not made in accordance with this Prompt Payment Policy; however, this Policy does not apply to payments made by City { in the event: A. There is a bona fide dispute between City and Vendor concerning the supplies, materials, or equipment delivered or the services performed which causes the payment to be late; or B. The terms of a federal contract, grant, regulation, or statute prevent City from making a timely payment with federal funds; or i C. There is a bona fide dispute between any of the parties and subcontractors or between a subcontractor and its suppliers concerning supplies, materials, or equipment delivered or the services performed which causes the payment to be late; or D. Invoices are not mailed to City in strict accordance with instructions, if any, on the purchase order or the Agreement or other such contractual agreement. r 9.01 GRATUITIES AND BRIBES s City may, by written notice to Vendor, cancel this Agreement without liability to Vendor if it is determined by City that gratuities or bribes in the form of entertainment, gifts, or otherwise were offered or given by Vendor or its agents or representatives to any City officer, employee or elected representative with respect to the performance of this Agreement. In addition, Vendor may be subject to penalties stated in Title 8 of the Texas Penal Code. 10.01 TAXES City is exempt from Federal Excise and State Sales Tax; therefore, tax shall not be included in Vendor's charges. i r 11.01 ORDERS PLACED WITH ALTERNATE VENDORS If Vendor cannot provide the goods as specified, City reserves the right and option to obtain the products from another supplier or suppliers. 12.01 INSURANCE Vendor shall meet all requirements as stated in the attached Invitation for Bid No. IFB 12-031 and its bid response. ' }pt 4' Y: is 4 y { 13.01 CITY'S REPRESENTATIVE City hereby designates the following representatives authorized to act in its behalf with regard to this Agreement: Monique Adams Assistant to the City Manager 221 East Main Street Round Rock, Texas 78664 512-218-3234 madams@roundrocktexas.gov 14.01 RIGHT TO ASSURANCE Whenever either party to this Agreement, in good faith, has reason to question the other party's intent to perform hereunder, then demand may be made to the other party for written assurance of the intent to perform. In the event that no written assurance is given within the reasonable time specified when demand is made, then and in that event the demanding party may treat such failure as an anticipatory repudiation of this Agreement. 15.01 DEFAULT If Vendor abandons or defaults under this Agreement and is a cause of City purchasing the specified goods elsewhere, Vendor agrees that it may be charged the difference in cost, if any, and that it will not be considered in the re-advertisement of the service and that it may not j be considered in future bids for the same type of work unless the scope of work is significantly changed. i Vendor shall be declared in default of this Agreement if it does any of the following: A. Fails to make any payment in full when due; s B. Fails to fully, timely and faithfully perform any of its material obligations under this Agreement; C. Fails to provide adequate assurance of performance under the "Right to Assurance" section herein; or 3 D. Becomes insolvent or seeks relief under the bankruptcy laws of the United States. 16.01 TERMINATION AND SUSPENSION F A. City has the right to terminate this Agreement, in whole or in part, for convenience and without cause, at any time upon thirty(30) days' written notice to Vendor. _ 5 B. In the event of any default by Vendor, City has the right to terminate this Agreement for cause, upon ten (10)days' written notice to Vendor. C. Vendor has the right to terminate this Agreement only for cause, that being in the event of a material and substantial breach by City, or by mutual agreement to terminate evidenced in writing by and between the parties. D. In the event City terminates under subsections (A) or (B) of this section, the following shall apply: Upon City's delivery of the referenced notice to Vendor, Vendor shall discontinue all services in connection with the performance of this Agreement and shall proceed to cancel promptly all existing orders and contracts insofar as such orders and contracts are chargeable to this Agreement. Within thirty (30) days after such notice of termination, Vendor shall submit a statement showing in detail the goods and/or services satisfactorily performed under this Agreement to the date of termination. City shall then pay Vendor that portion of the charges, if undisputed. The parties agree that Vendor is not entitled to compensation for services it would have performed under the remaining term of the Agreement except as provided herein. i 17.01 INDEMNIFICATION Vendor shall defendat the option of Cit y ( p y), indemnify, and hold City, its successors, assigns, officers, employees and elected officials harmless from and against all suits, actions, ' legal proceedings, claims demands damages, costs, expenses, attorney's fees and an and all g P g , g P Y Y other costs or fees arising out of, or incident to, concerning or resulting from the fault of Vendor, or Vendor's agents, employees or subcontractors, in the performance of Vendor's obligations under this Agreement, no matter how, or to whom, such loss may occur. Nothing herein shall be deemed to limit the rights of City or Vendor (including, but not limited to the right to seek contribution) against any third party who may be liable for an indemnified claim. 18.01 COMPLIANCE WITH LAWS, CHARTER AND ORDINANCES E Vendor, its agents, employees and subcontractors shall use best efforts to comply with all applicable federal and state laws, the Charter and Ordinances of the City of Round Rock, as amended, and with all applicable rules and regulations promulgated by local, state and national boards, bureaus and agencies. t 19.01 ASSIGNMENT AND DELEGATION The parties hereby bind themselves, their successors, assigns and legal representatives to each other with respect to the terms of this Agreement. Neither party shall assign, sublet or r; transfer any interest in this Agreement without prior written authorization of the other party. 20.01 NOTICES , l All notices and other communications in connection with this Agreement shall be in writing and shall be considered given as follows: 6 R Y 1. When delivered personally to the recipient's address as stated in this Agreement; or 2. Three (3) days after being deposited in the United States mail, with postage prepaid to the recipient's address as stated in this Agreement. Notice to Vendor: 360 Press Solutions, LLC Attn: Teri Diaz 2009 Windy Terrace Cedar Park, Texas 78613 Notice to City: j i Assistant City Manager Stephen L. Sheets, City Attorney 221 East Main Street AND TO: 309 East Main Street Round Rock, TX 78664 Round Rock, TX 78664 Nothing contained herein shall be construed to restrict the transmission of routine communications between representatives of City and Vendor. 21.01 APPLICABLE LAW; ENFORCEMENT AND VENUE f This Agreement shall be enforceable in Round Rock, Texas, and if legal action is necessary by either party with respect to the enforcement of any or all of the terms or conditions herein, exclusive venue for same shall lie in Williamson County, Texas. This Agreement shall be governed by and construed in accordance with the laws and court decisions of the State of Texas. 22.01 EXCLUSIVE AGREEMENT f This document, and all appended documents, constitutes the entire Agreement between ' Vendor and City. This Agreement may only be amended or supplemented by mutual agreement of the parties hereto in writing. 23.01 DISPUTE RESOLUTION City and Vendor hereby expressly agree that no claims or disputes between the parties arising out of or relating to this Agreement or a breach thereof shall be decided by any arbitration proceeding, including without limitation, any proceeding under the Federal Arbitration Act (9 USC Section 1-14) or any applicable state arbitration statute. Y f' E i' 7 55 i 24.01 SEVERABILITY The invalidity, illegality, or unenforceability of any provision of this Agreement or the occurrence of any event rendering any portion or provision of this Agreement void shall in no way affect the validity or enforceability of any other portion or provision of this Agreement. Any void provision shall be deemed severed from this Agreement, and the balance of this Agreement shall be construed and enforced as if this Agreement did not contain the particular portion or provision held to be void. The parties further agree to amend this Agreement to replace any stricken provision with a valid provision that comes as close as possible to the intent of the stricken provision. The provisions of this section shall not prevent this entire Agreement from being void should a provision which is of the essence of this Agreement be determined void. 25.01 MISCELLANEOUS PROVISIONS Standard of Care. Vendor represents that it employs trained, experienced and competent persons to perform all of the services, responsibilities and duties specified herein and that such services, responsibilities and duties shall be performed in a manner according to generally accepted industry practices. Time is of the Essence. Vendor understands and agrees that time is of the essence and that any failure of Vendor to fulfill obligations for each portion of this Agreement within the agreed timeframes will constitute a material breach of this Agreement. Vendor shall be fully responsible for its delays or for failures to use best efforts in accordance with the terms of this Agreement. Where damage is caused to City due to Vendor's failure to perform in these circumstances, City may pursue any remedy available without waiver of any of City's additional legal rights or remedies. Force Majeure. Neither City nor Vendor shall be deemed in violation of this Agreement if it is prevented from performing any of its obligations hereunder by reasons for which it is not responsible as defined herein. However, notice of such impediment or delay in performance must be timely given, and all reasonable efforts undertaken to mitigate its effects. Multiple Counterparts. This Agreement may be executed in multiple counterparts, any one of which shall be considered an original of this document; and all of which, when taken together, shall constitute one and the same instrument. IN WITNESS WHEREOF, City and Vendor have executed this Agreement on the dates indicated. (Signatures on the following page.) 8 City of Round Rock, Texas 360 Press uti s,LLC By: By: Title: aY Title: Date Signed: ,G-2 -122 Date Signed: Attest: By: AAIW vy Sara White, City Cler For City, p rovel as to By: Step Sheets, City Attorney tep an S 9 SOLICITATION NUMBER 12-031 SPECIFICATION NUMBER 966-076966-31,966-51 DATED: MARCH 2012 CITY OF ROUND ROCK INVITATION FOR BID PRINTED LETTERHEAD, ENVELOPES AND BUSINESS CARDS PART GENERAL 1. PURPOSE: The City of Round Rock, herein after"City", seeks an agreement with a qualified Individual,Firm,or Corporation,hereafter referred to as'Respondent',to provide all goods, labor and services necessary to provide printing services of letterhead,envelopes,and business cards for the City of Round Rock, 2. DEFINITIONS,TERMS AND CONDITIONS: By submitting a response to this solicitation,the Respondent agrees that the City's standard Definitions,Terms and Conditions shall govern unless specifically provided otherwise in a ! separate agreement or on the face of a purchase order. Said Definitions,Terms and Conditions are subject to change without notice. It is the sole responsibility of respondents to stay apprised of changes. The City's Definitions,Terms and Conditions can be obtained from the City's website at http://www.roundrocktexas aov/home/index asp?page=462. F 3. INSURANCE: The Respondent shall meet or exceed ALL insurance requirements set forth by the City's Insurance Requlrements'as identified on the City's website at http://www.roundrocktexas gov/homerndex asp?paae=462. E 4. CLARIFICATION:For questions or clarification of specifications,you may contact: Deborah Knutson Purchasing Department City of Round Rock Telephone: 612-218-5466 dknutson@roundrocktexas.gov The individual above may be contacted for clarification of the specifications of this solicitation only.No authority Is intended or implied that specifications may be amended or alternates accepted prior to closing date without written approval of the City's Purchasing Department.Under no circumstances will private meetings be scheduled between Respondents and City staff. t 6. ATTACHMENTS:The following attachments are herein made a part of this solicitation. 6.1 ATTACHMENTA: Reference Sheet 5.2 ATTACHMENT B: Sample Letterhead 5.3 ATTACHMENT C: Sample Envelope 6.4 ATTACHMENT D: Sample Business Card 6. QUALIFICATIONS: The opening of a response shall not be construed as the City's acceptance of such as qualified and responsive. All Respondents shall: 6.1 Be firms,corporations, individuals or partnerships normally engaged in the sale and distribution of commodity or provision of the services as specified herein. 6.2 Have adequate organization,facilities,equipment and personnel to ensure prompt and efficient service to g. the City. 6.3 Respondent warrants and agrees that all materials supplied hereunder shall be manufactured and produced in compliance with the laws, regulations,codes,terms,standards,and/or requirements of all f Federal,State,and local authorities,and all other authorities having jurisdiction,and that performance of EXHIBIT 1 of 9 A a� Zi ! I SOLICITATION NUMBER 12.031 SPECIFICATION NUMBER 966-07.966-31.966-51 DATED: MARCH 2012 goods shall be in accordance with the above laws, regulations, codes,terms,standards,and/or requirements,and agrees upon request,to furnish the City a certificate of compliance therewith in such forms as the City may require. 6.4 Provide the name, address,telephone number and E-MAIL of at least three(3)firms applicable to •Municipal and/or Government projects that have utilized similar service for at least(two)2 years. City of Round Rock references are not applicable. References may be checked prior to award. Any negative responses received may result in disqualification of submittal. NOTE: REFERENCE FORM (ATTACHMENT A) PROVIDED. E-MAIL ADDRESSES ARE REQUIRED. 7. BEST VALUE EVALUATION AND CRITERIA: All responses received may be evaluated based on the best value for the City. In determining best value,the City may consider: 7.1 The purchase price; 7.2 The reputation of Respondent and of respondent's goods or services; 7.3 The quality of the Respondent's goods or services; 7.4 The extent to which the goods and services meet the City's needs; 7.6 The Respondent's past relationship with the City; 7.6 The total long-term cost to the City to acquire the Respondent's goods or services; 7.7 Any relevant criteria specifically listed in the solicitation. 7.8 The City reserves the right to reject any or all responses,or delete any portion of the response,or to accept any response deemed most advantageous,or to waive any irregularities or Informalities in the response received that best serves the interest and at the sole discretion of the City. I i 8. PRICE INCREASE OR DECREASE:A price increase or decrease to the agreement may be considered. The I Vendor shall provide the specified Producer Price Index. 8.1 The baseline index shall be the index announced for the month in which the solicitation was awarded. 8.1.1. The allowable percent change shall be calculated by subtracting the baseline index from the index announced for the month in which the renewal option is exercised and dividing the result by the baseline index. 8.1.1.1.A=Baseline index from the month in which the solicitations opened or the month of the last approved price increase. { 8.1.1.2.B=Current and/or latest baseline Index. 8.1.1.3."B"minus"A",then divided by"A". Multiply sum by 100%equals the percent of the allowable price increase or decrease,'C'. C = [( B—A)+A] x100 % 8.1.2. The allowable percent change shall be rounded to the nearest one-hundredth of one percent and shall be the maximum unit price adjustment permitted, except that the vendor may offer price decreases In excess of the allowable percent change. 8.2 Price increase cannot exceed 25%for the total cost and term of the agreement. 8.3 PROCEDURE TO REQUEST INCREASE OR OFFER DECREASE. 8.3.1 Mail the price increase request to the designated City Contract Specialist a minimum of 120 days prior to each renewal period. Vendor shall supply supporting documentation as justification for each request. City of Round Rock Purchasing Department ATTN: Contract Specialist EXHIBIT s ii 2of9 a) i t SOLICITATION NUMBER 12.031 SPECIFICATION NUMBER 966.07.966.31.966-51 DATED: MARCH 2012 221 E.Main Street Round Rock,Texas 78664-5299 8.3.2 Upon receipt of the request,the City reserves the right to either: accept the escalation as supported by the appropriate price index and make change to the purchase order within 30 days of the request, negotiate with the vendor or cancel the purchase order if an agreement cannot be reached on the value of the increase. 9. AWARD: The City reserves the right to accept or reject all or part of a response,waive minor technicalities and award the response to best serve the interests of the City. Split awards or non-award may be made at the sole discretion of the City. Award announcement will be made upon City Council approval of staff recommendation and executed agreement. Award announcement will appear on the City's website at http:llwww.round rocktexas.aov/home/index asp7pane=463. 10. ACCEPTANCE:Acceptance inspection should not take more than ten(10)working days. The vendor will be notified within this time frame if the goods delivered are not in full compliance with the specifications. If any agreement or purchase order is canceled for non-acceptance,the needed good may be purchased elsewhere and the vendor may be charged full increase, if any, in cost and handling. 11. PROMPT PAYMENT POLICY: Payments will be made in accordance with the Texas Prompt Payment Law, Texas Government Code, Subtitle F, Chapter 2251. The City will pay Vendor within thirty days after the acceptance of the supplies, materials,equipment, or the day on which the performance of services was completed or the day,on which the City receives a correct invoice for the supplies, materials,equipment or services,whichever is later. The Vendor may charge a late fee(fee shall not be greater than that which is permitted by Texas law)for payments not made in accordance with this prompt payment policy; however,this policy does not apply to payments made by the City in the event: 4 11.1 There is a bona fide dispute between the City and Vendor concerning the supplies,materials, services or equipment delivered or the services performed that causes the payment to be late;or 11.2 The terms of a federal agreement,grant, regulation,or statute prevent the City from making a timely payment with Federal Funds;or _ S 11.3 There is a bona fide dispute between the Vendor and a subcontractor or between a subcontractor and its suppliers concerning supplies, material,or equipment delivered or the services performed which caused the payment to be late;or 11.4 The invoice is not mailed to the City in strict accordance with instructions, if any,on the purchase order or agreement or other such contractual agreement. s i 12. NON-APPROPRIATION: The resulting Agreement Is a commitment of the City's current revenues only. It is understood and agreed the City shall have the right to terminate the Agreement at the end of any City fiscal year if the governing body of the City does not appropriate funds sufficient to purchase the estimated yearly quantities,as determined by the City's budget for the fiscal year in question. The City may affect such termination by giving i Vendor a written notice of termination at the end of its then current fiscal year. 13. INTERLOCAL COOPERATIVE CONTRACTING (PIGGYBACK): Other governmental entities may be extended the opportunity to purchase off the City's Agreements,with the consent and agreement of the awarded vendor(s) and the City. Such consent and agreement shall be conclusively Inferred from lack of exception to this clause in a Respondent's submittal. However, all parties indicate their understanding and hereby expressly agree that the City i is not an agent of, partner to,or representative of those outside agencies or entities and that the City is not obligated or liable for any action or debts that may arise out of such independently-negotiated"piggyback" procurements. I EXHIBIT 30(9 of a I SOLICITATION NUMBER 12.031 SPECIFICATION NUMBER 966.07.966-31-968-51 DATED: MARCH 2012 PART 11 SCHEDULE 1. SOLICITATION SCHEDULE: it is the City's intention to comply with the following solicitation timeline: 1.1 Solicitations released March 16,2012 1.2 Deadline for questions April 06,2012 1.3 City responses to all questions/addendums April 13,2012 i 1.4 Responses due by 3:00 p.m. April 24,2012 i All questions regarding the solicitation shall be submitted in writing by 5:00 p.m.on the due date noted above. A copy of all the questions submitted and the City's response to the questions shall be posted on our webpage, http://www.roundrocktexas.aovlhome/index asp?pace=462 Questions shall be submitted to the City I contact named in Part I, paragraph 4. The City reserves the right to modify these dates. Notice of date change will be posted to the City website. k 3 l ********************SOLICITATION UPDATES******************** t 2. SOLICITATION UPDATES: Respondents shall be responsible for monitoring the City's website at htti):/Iwww.roundrocktoxas.gov/home/index.asp?paao=463 for any updates pertaining to the solicitation { described herein. Various updates may include addendums,cancelations, notifications,and any other pertinent information necessary for the submission of a correct and accurate response. The City will not be held responsible for any further communication beyond updating the website. 3. DUE DATE AND TIME: Signed and sealed responses are due to the Purchasing Department on the due date noted above. Mail or carry sealed responses to: City of Round Rock Purchasing Office 221 E.Main Street Round Rock,Texas 78664-5299 fi i' 3.1 Responses received after this time and date will not be considered. 3.2 Sealed responses shall be clearly marked on the outside of packaging with the solicitation title, number, due date and"DO NOT OPEN". 3.3 Facsimile or electronically transmitted responses are not acceptable. 3.4 Late responses will be returned to Respondent unopened if return address is provided. 4. SUBMISSION REQUIREMENTS: Respondents shall submit one(1)executed(signed)original and two(2)copies i of each response. Completed documentation shall include: 4.1 Itemized,Signed Bid Sheet s 4.2 Three(3)samples of work similar in scope for each item shall be included with the Respondent's bid. Samples shall be furnished at no expense to the City. Samples shall be identified with Respondent's name and IFB number. f EXHIBIT 4of9 11 of o1I SOLICITATION NUMBER 12.031 SPECIFICATION NUMBER 966.07.966.31-986.51 DATED: MARCH 2012 4.3 Attachment A: Reference Sheet. Three client references that utilize like products or services. References to include Business Name,Contact Name,Address,Telephone, and e-mail. Failure to provide reference information may result in disqualification. 5. AGREEMENT:The term of the Agreement resulting from the solicitation may be for three(3)consecutive twelve- month(12)periods of time from the effective date and shall remain In full force and effect unless and until it expires by operation of the term stated or until terminated or extended as provided herein. 5.1 The City reserves the right to: 5.2 Renew the Agreement for two(2)additional periods of time not to exceed twelve(12)months for each renewal provided bother parties agree. 5.3 The City reserves the right to review the Vendor's performance at the end of each twelve(12)month period of time, and to cancel the contract(without penalty)or continue the contract through the next period.Terminate the agreement with or without cause or may continue through the next twelve-month (12)contract or renewal period. 5.4 The City reserves the right to reject any or all responses,or to accept any response deemed most advantageous,or to waive any irregularities or informalities in the response received. PART III SPECIFICATIONS 1. SCOPE: This specification describes the printing services required for printed letterhead,envelopes,and business cards. 2. STATEMENT OF INTENT: These specifications cover only the general requirements as to the performance and design criteria,as well as vendor responsibilities for printing services. 3. DELIVERY REQUIREMENTS: Respondent shall deliver the printing within seven (7)to ten(10)calendar days after receipt of the order per the instructions outlined on the associated Purchase Order. Delivery shall be to specified destination on Purchase Order. All delivers shall be within the City limits. a 4. ORDER QUANTITY: The quantities shown on the solicitation are estimates only. No guarantee of any minimum or maximum purchase is made or implied.The City will only order the products or services needed to satisfy requirements within budgetary constraints,which may be more or less than indicated. j 4.1 The City shall not be charged for over runs. 1 4.2 No shortages are permitted. i 4.3 Estimated annual quantity of Letterhead Shells: 50,000 _ I i 4.3.1 City anticipates requiring between one and five boxes of 500 envelopes imprinted at a time. 4.4 Estimated annual quantity of Envelopes Shells: 50,000 t 4.4.1 City anticipates requiring between one and five boxes of 1,000 letterhead imprinted at a time i 4.5 Estimated annual quantity of Business Cards Shells: 125,000 _ I 4.5.1 City anticipates requiring per employee imprint order of 500 business cards per order. City may order one set of 500 cards or multiple set of 500 cards. I 4.6 Vendor to specify any minimum order requirements for each item. I EXHIBIT 5of9 t 5 of SOLICITATION NUMBER 12-031 SPECIFICATION NUMBER 966-07-966-31-966-51 DATED: MARCH 2012 5. PRINTING SERVICES:Respondent is directed to exhibits attached hereto for specific identification of guidelines to be used in the printing of letterhead, envelopes,and business cards. 5.1 All printing shall be a flat finish(no thermography required) 5.2 Logo components shall consist of the logo graphics:three brush strokes converging to create a star,the logotype: Round Rock,Texas underlined,"Purpose, Passion, Prosperity', beneath and the typeface: Matrix Book upper case. i 5.3 Application of the version of the logo shall be'color"as described in the logo color palette listed as Pantone/Color Conversions consisting of Pantone 288, Pantone 1805, and Pantone 288-80%. 5.4 The City Communications Director shall retain approval authority for all logo artwork/files. Any I files/artwork received shall be used as is,without alteration,with the exception of size. Misusing Round Rock's logo has the potential of causing damage in the form of brand devaluation. The City of Round Rock shall preapprove any usage of the logo, in any form, by vendors or partners. t 5.5 Clear space should be left around the logo and tagline. No artwork,text symbols,colors or any sort shall intrude into this area. Using the Signature Cap Height and applying that measurement as a framed border around the logo determine minimum clear space. 5.6 Font Guidelines are to include matrix as the primary logotype font. Matrix Book shall be the print font. 5.7 Proof sheets of printed items shall be required on each order. The types of items to be printed will be transmitted electronically for approval. City shall approve, in writing,all proofs prior to printing of job. 5.8 Design does not bleed off sheet for any element detailed herein. k 6. PRINTED LETTERHEAD: Paper for the letterhead shall be Fox River Starwhite Sirius,Smooth finish 70 Ib.Text. Colors shall be PMS 288, PMS 1805 and PMS 288-80%. Letterhead is to include the City of Round Rock logo with header per Attachment W. 7. PRINTED ENVELOPES: Envelope style shall be Business A-10. Paper shall be Fox River Starwhite Sirius, Smooth finish 24 Ib. Colors shall be PMS 288, PMS 1805,and PMS 288-80%. Envelopes shall include the City of Round Rock logo with return addresses per Attachment"C". 8. PRINTED BUSINESS CARDS: Paper for Business Cards shall be Fox River Starwhite Sirius;Smooth finish 80 Ib.Cover Colors shall be PMS 288, PMS, 1805,and PMS 288-80%. Business Cards shall include the City of Round Rock logo with employee's name,title, phone numbers,and fax numbers,etc.per Attachment V. 9. ARTWORK: City shall provide successful Respondent digital file of any necessary artwork. Successful Respondent shall provide typesetting and layout services as needed. i i F B; EXHIBIT 6of9 SOLICITATION NUMBER 12.031 SPECIFICATION NUMBER 966.07.968.31•966-51 DATED: MARCH 2012 INVITATION TO BID CITY OF ROUND ROCK PURCHASING DEPARTMENT 221 E.Main Street Round Rock,Texas 78664-5299 Solicitation information: Responses are due to the Purchasing Department PRINTED LETTERHEAD ENVELOPES AND BUSINESS ! CARDS - at the above address by 3:00 PM,04/24/2012. Solicitation Number 12-031 j Opening Date: 0412412012 i Opening Time: 3:00 PM Show solicitation opening date&solicitation number in lower left Response Location: hand corner of sealed response envelope with return address of 221 E.Main Street responding firm. Council Chambers Round Rock,TX 78664 Facsimile responses shall not be accepted Respondent shall sign below i INVOICE TO: Failure to sign response will disqualify response CITY OF ROUND ROCK ACCOUNTS PAYABLE 4 221 EAST MAIN STREET Authorized Signature Date ROUND ROCK,TEXAS 78664-5299 ` Print Name Respond F.O.B.Destination,Freight prepaid and allowed unless otherwise specified below f SEE 1.7 OF SOLICITATION INSTRUCTIONS DESTINATION: CITY OF ROUND ROCK TAX ID NO.: VARIOUS LOCATIONS LEGAL BUSINESS NAME: l ADDRESS: CONTACT: `By the signature hereon affixed,the respondent hereby certifies that neither the respondent nor the TELEPHONE NO: entity represented by the respondent,or anyone acting for such entity has violated the antitrust laws of this BUSINESS ENTITY TYPE: State,codified in Section 15.01 et seq.,Texas E-MAIL: Business and Commerce Code,or the Federal antitrust laws,nor communicated directly or indirectly, the response made to any competitor or any other i person engaged in such line of business." Respondent agrees to comply with all conditions set forth In this solicitation. Item III Description Unit Of Measure Price 1 Letterhead Shells-Estimated Annual Quantity 50,000 Lot 2 Envelope Shells-Estimated Annual Quantity 50,000 Lot 3 Business Card Shells-Estimated Annual Quantity 125,000 Lot Totaifor Items 91-3.. i I 4 Letterhead Imprint 1 Box of 500 t 5 Envelope Imprint 1 Box of 500 g r Business Card Impring 1 Box of SW E 6 i t i EXHIBIT ToTf9 EX b o� i C SOLICITATION NUMBER 12-031 SPECIFICATION NUMBER 966-07.966-31,96651 DATED: MARCH 2012 SOLICITATION INSTRUCTIONS ITEMS BELOW APPLY TO AND BECOME A PART OF TERMS AND CONDITIONS OF SOLICITATION ANY EXCEPTIONS THERETO MUST BE IN WRITING 1. SOLICITATION REQUIREMENTS: ,$ 1.1 Responding requires pdclng per unit shown and extenslons. If trade discount is shown on solicitation, it should be deducted and net line extensions shown, F Respondents guarantees product offered will meet orexceed specifications Identified in this Invitation For Bid(IFS). 1.2 Solicitations shag be submitted on Solicitation Sheet. Each response shall be placed In a separate envelope completely and property identified. Responses must be in the Purchasing Department before the hour and date specified on the solicitation. 1.3 Late responses property Identified wit be returned to respondent unopened. Late responses wit not be considered. I 1.4 Respond F.O.B.destination,freight,prepaid,&allowed unless otherwise specified on the sogcilation. If otherwise,show exact cost to deliver. 1.5 Response shall show unit price on quantity and unit of measure specified,extension and show total. In case of errors In extension,unit I subject to unlimited prices shag govern. Responses >>) price Increase wit not be considered. 1.8 Submitted prices shag be Finn for acceptance 30 days from solicitation opening date. "Discount from Lisr responses are not acceptance unless requested. Cash discount will not be considered in determining the low response. All cash discounts offered wit be taken If earned. 1.7 Responses shall give Tax Identification Number,full name and address of respondent Failure to sign will disqualify response. Person signing response shall stow We and authority to bind signatories firm In an agreement. Firm name should appear on each page in the block provided In the upper right comer. Business Entity shat be one(1)of the following:Individual,Partnership,Sole Proprietorship,Estatefrrusk Corporation,Governmental.Non-profit all ethane a1taM be specified. INDMDUAL:list name and number as shown on Social Security Card. SOLE PROPRIETORSHIP:List legal name followed by legal business name and Social Security Number. ALL OTHERS:Listlegal name of entity and Tax Identification Number(TIN). 1.8 Responses cannot be altered or amended after opening time. Any Alterations made before opening time shall be Initiated by respondent or an authorized agent. No response can be withdrawn afteropening time without approval of the CITY based on a written acceptable reason. r 1.9 The City Is exempt from State Sates Tax and Federal Excise Tax. Do not Include tax in response. 1.10 The City reserves the right to accept or reject all or any part of response,waive minor technicalities and award the response to best serve the interests of the City.Split I awards may be made at the sole discretion of the City. 1.11 Consistent and continued tis responses could cause rejection of responses by the City and/or investigation for antitrust violations. 1.12 Telephone,facsimile,and electronically transmitted responses are not acceptable in response to the solicitation. I 1.13 CAUTION:Solicitation invitation allows sufficient tine for receipt of the preferred mag response. The City shall riot be responsible for responses received late.Regime, Incomplete,or otherwise non-responsive. 2. SPECIFICATION: k 2.1 Any catalog,brand name or manufacturer's reference used in the solicitation Is descriptive only(not restrictive),and is used to indicatetype and quality decked. Responses on brands of like nature and quality will be considered unless advertised under the provisions of Section 252.022 of the Texas Local Government Code. 9 other than brand(s)specified Is offered,Illustrations and complete descriptions of product offered are requested to be made a part of the response. If respondent takes no exceptions to specifications or reference data in response,respondent will be required to furnish brand names,numbers,etc.,as specified in the solicitation. 2.2 Ag Rema on the solicitation shall be new,In first class condition,including eontalners suitable for shipment and storage,unless otherwise Indicated In the solicitation. Verbal agreements to the contrary will not be recognized. 2.3 Samples,when requested,must be furnished free of expense to the City. If not destroyed in examination,they will be returned to the respondent,on request,at y respondent expense. Each example should be marked with respondents'name and address.City solicitation number and code. Do not enclose in or attach to response. 2.4 The City wit not be bound by any oral statement or representation contrary to the written specifications of the solicitation. 2.5 Manufacturer's standard warranty shag apply unless otherwise staled in the soikhation. 3. TIE RESPONSES: In case of tie responses,the award will be made kr'accordance with Section 271.901 of the Texas Local Government Code. 4. DELIVERY: r 4.1 Response shall show number of days required to place material in Cily's designated location under normal conditions. Failure to state deliver time o ¢ bligates respondent to complete delivery in fourteen(14)calendar days. Unrealistically short or long delivery promises may cause responseto be disregarded. Consistent failure to meet t delivery promises without valid reason may cause removal from Vendor list.(See 4.2 following.) 4.2 If delay is foreseen,Vendor shall give written notice to the City. The City has the right to extend delivery dale If reasons appear valid. Vendor shag keep the City advised at all Imes of status of order. Default M promised delivery(without acceptable reasons)or failure to meet specifieatbna.authorizes the City to purchase sup pges elsewhere and charge fug increase,If any,in cost and handling to defaulting Vendor. 4.3 No substitutions or cancellations permitted without written approval of the City. 4.4 Delivery shall be made during normal working hours only,unless prior approval for late delivery has been obtained from the City,unless otherwise specified In the solicitation. 5. INSPECTION AND TESTS: All goods will be subject to inspection and test by the City to the extent practicable at all times and places. Authorized City personnel shag hava access to any supplier's place of business for the purpose of Inspecting merchandise. Tests may be performed on samples submitted with the response or on samples taken from regular shipments. If the products tested fall to most or exceed all conditions and requirements of the specifications,the cost of the sample used and the cost of the testing shall be borne by the supplier. Goods,which have been delivered and rejected to whole or in part,may,at the Citys option,be returned to the Vendor or hell for disposition at Vendor's risk and expense. Latent defects may result In revocation of soceptance. 6. AWARD OF AGREEMENT: A response to a solicitation is an offer to contract with the City based upon the terms,conditions,and specifications contained in the solicitation. Responses do not become agreements or purchase orders unless and unlit they are accepted by the City through its designates and an agreement or a purchase order Is issued. The agreement or purchase order shall be governed,construed,and interpreted under the Charter of the City and the laws of State of Texas. Ail agreements or purchase orders are subject to the approval of the City Council or Manager. 7. PAYMENT:Vendor shall submit three(3)copies of an Invoice stowing the agreement or purchase order number on all copies. t 8. PATENTS AND COPYRIGHTS: The Respondent agrees to protect the City from claims involving infringements of patents or copyrights. 9. RESPONDENT ASSIGNMENTS: Respondent hereby assigns to the purchaser any and all claims for overcharges associated with this agreement,which arise under the antitrust laws of the State of Texas.TA Bus.And Comm.Code Ann.Sec.15.01,at seq.(1967). 10. RESPONDENT AFFIRMATION: 10.1 Signing the response with a(also statement is a material breach of agreement and shag void the submitted response or any resulting agreements,and the Respondent shall be removed from all Vendor lists. By signature hereon affixed,the respondent hereby certifies that: 10.2 The respondent has not given,offered to give,nor Intends to give any time hereafter any economic opportunity,future employment,gift,loan,gratuity,special discount, Up,favor,or service to a public servant in connection with the submitted response. 10.3 The respondent is not currently delinquent in the payment of any debtowed the City. 10.4 Neither the respondent nor the firm,corporation,partnership,or any entity represented by the respondent,or anyone acting for such firm,corporation,or entity has violated the antitrust laws of this State codified in Section 15.01 et.Seq.Texas Business and Commercial Code,or the Federal An ltrust laws,nor communicated directly indirectly the response made to any competitor,or any other person engaged in such tine of business. 10.6 The respondent has not received compensation for participation in the preparation of the specification for the solicitation. € 11. NOTE TO RESPONDENTS: Any terms and conditions attached to response will not be considered unless the respondent specifically references them on the front of the response form. WARNING:Such terms and conditions may result In disqualification of the response(e.g.responses with the laws of a state other than Texas requirements for prepayment,Limitations on remedies,etc.) The City of Round Rock can only accept responses which contain all the terms and conditions of its formal solicitation:in particular, all respondents'affirmations and certifications must be included. Submission of responses on forms other than CI s form may result in disqualification of c'. p°n ty Y hq your response. 12. INQUIRIES: inquiries pertaining to Solicitation invitations must give Solicitation number,codes,and opening date. s` EXHIBIT 8of9 i SOLICITATION NUMBER 12-031 SPECIFICATION NUMBER 966-07.966-31,966-51 DATED: MARCH 2012 ATTACHMENT A RESPONDENT'S REFERENCE SHEET 1 PLEASE COMPLETE AND RETURN THIS FORM WITH THE SOLICITATION RESPONSE SOLICITATION NUMBER: - RESPONDENT'S NAME: DATE: I Provide the name, address,telephone number and point of contact of at least three(3)firms applicable to Municipal and/or Government projects that have utilized similar service for at least two(2)years. City of Round Rock references are not applicable. References may be checked prior to award. Any negative responses received may result in disqualification of solicitation. I 1. Company's Name Name of Contact Title of Contact E-Mail Address Present Address s City,State,Zip Code Telephone Number ( ) Fax Number: ( ) 2. Company's Name Name of Contact Title of Contact E-Mail Address Present Address City,State,Zip Code Telephone Number ( ) Fax Number: { ) i, 3. Company's Name Name of Contact Title of Contact E-Mail Address Present Address City,State,Zip Code Telephone Numbert ( ) Fax Number: ( ) FAILURE TO PROVIDE THE REQUIRED INFORMATION WITH THE SOLICITATION RESPONSE MAY AUTOMATICALLY DISQUALIFY THE RESPONSE FROM CONSIDERATION FOR AWARD. Ee4gi XHIBIT 9of9 z I ; i i Attachment B I 1 i i { I 1 'ROUND ROCK,TEXAS PURPOSE.PASSION.PROSPERITY. I i 1 i t i P i i 's I 3 z i 1 j i 9 P i P i1 S y� S i t EXHIBIT o of I I i a Attachment C 'ROUND ROCK TEXAS ruuosex�stioei►�osr�mr � un or ROUND I= l�ramn IWIA wac.n� ,,,Ga Hw 51.lfl bovw Ras,Yau 7656{ g t tt t. GG 9 d a i ti EXHIBIT d x l df at I Attachment D E E 2 g r f F g ' r C 4' { 0 j yjg�{ • k' 1 IROUNID)ROCK,TEXAS PUREWSIO POSN PROSPERITY , III E Main faces Ro9 r4 Rock Texas 7U61 Barry Becker.CPPB Ottkc:SiuBSo CRY OF ROUN6 ROCK Fax:512.214.S442 Puichuing SuperriSor bwewaround•rock in u% j Purchasing Division wrw.r6rmdrocklexas.gov f ItI: T }} k S y b' V• S t } EXHIBIT s F4 0� oZ k s i f I p, yS i } yy fi S I 6 ROUND ROCK,TEXAS PURPOSE.N SIGN.PROSPERITY. CITY OF ROUND ROCK,TEXAS It INVITATION FOR BID PRINTED LETTERHEAD, ENVELOPES AND BUSINESS CARDS 1 IFB No. 12-031 Addendum No. 1 Date: April 13. 2012 Please note the answers to questions, clarifications, revisions or additions to the solicitation referenced above. 1. Q: Will the City accept digitally-produced letterhead, envelopes and business cards? A: Yes, as long as the required specifications are met, digital printing will be considered for the printed letterhead, envelopes and business cards. 2. Q: What color(s)does the City require for the printing/imprinting and are the shells a 2- color or 4-color process? A: All colors and preferred reproduction methods will be addressed In Sections 5 thru 9 of the Solicitation#12-031 and the Round Rock Style Identity Guide posted I on the City's webpage. All Imprinting will be one of the colors addressed in the Guide or black and will be determined by the Individual Department ordering the Imprinting. 3. Q: WIi printing on more than one side be required? A: No, printing shall be one-sided only. 4. Q: What type of paper will the City require? A: Types of paper will be addressed In Sections 5 thru 9 of the Solicitation#12-031. 5. Q: Does the city require shells, and is the Vendor expected to store them? A: Yes, shells are required. The City does not require the Vendor to print and store all shells at one time. The shells will be prepaid for by the City at the beginning of the agreement and the Vendor shall be responsible for determining storage. 6. . Q: Who is the current vendor on this contract, are they eligible to compete again, and is the E City satisfied with the service of the current Vendor? A: The current vendor for the City's printing is Minute Man Press, and they are eligible to compete again. Any Information regarding the current Vendor will require an open records request. t b 7. Q: What is the current dollar value of the current contract? Will the City provide a bid tabulation for the current agreement? A: See the attached Bid Tab for IFB#07.002. 8. Q: How much weight does the City's past relationship with the Vendor carry in the evaluation process? A: The Respondent's past relationship with the City is considered. XHIBIT E E1 of a i j i 9. Q: Will the City accept raised print on shells? A: The City requires that all printing be a flat finish. 10. Q: Will the business cards always have the same number of lines imprinted? A: No. 11. Q: Will the overprints always be one color? A: No. 12. Q: Should the cost of shipping be included in the price? A: Yes. 13. Q: Are there design costs involved? A: No, the City prefers to keep the design the same. ' 14. Q: Will the City provide the bid tabulation for the current agreement? k A: The existing Bid tab for IFB#07-002 Is attached below. Approved by Deborah Knutson, chaser . i By the signatures affixed below,Addendum No. 1 is hereby incorporated into and made a part of the above referenced solicitation. I ACKNOWLEDGED Vendor Authorized Signature Date RETURN ONE COPY SIGNED COPY OF THIS ADDENDUM TO THE PURCHASING OFFICE WITH YOUR SEALED PROPOSAL. FAILURE TO DO SO MAY AUTOMATICALLY DISQUALIFY YOUR RESPONSE FROM CONSIDERATION FOR AWARD. I. : l x : E EXHIBIT i 3 Fp t i S ` SOLICITATION NUMBER g 12.031 SPECIFICATION NUMBER 966-07-96641•966-51 DATED: MARCH 2012 INVITATION TO BID CITY OF ROUND ROCK PURCHASING DEPARTMENT 229 E.Matti Street Round Rock,Texas 78664-5299 , Solicitation information: Responses are due to the Purchasing Department PRINTED LETTERHEAD ENVELOPES AND BUSINESS ' CARDS at the above address by 3:00 PM,0412412012. Solicitation Number 13-031 Opening Dale: 04/24/2012 r Opening Time: 3:00 PM f Show solicitation opening date&solicitation number In lower left Response Location: C hand corner of sealed response envelope with retum address of 221 E.Main Street responding firm. C90nic6 Chambers bund Rock,TX 78884 Facsimile responses shall not be accepted Respond ntPit n 01 below INVOICETO: Failuret sise will disqualify response t CITY OF ROUND ROCK ACCOUNTS PAYABLE 1 221 EAST MAiN STREET AuthoSignature Date ; ROUND ROCK,TEXAS 78664-5299 . m 1&5�CcI le Print Name Respond F.O.B.Destination,Freight prepaid and allowed unless i otherwise specified below SEE 1.7 OF SOLICITATION INSTRUCTIONS t PESTINATION: TAX 1D NO.: 2:4 .- i DR�L3 CITY OF ROUND ROCK VARIOUS LOCATIONS LEGAL BUSINESS NAME:j b /"C,5— O S ADDRESS: ��-�O� INt riGl / QCG �'� / r 17613 CONTACT: 'By the signature hereon affixed,the respondent } hereby certifies that neitherthe respondent nor the TELEPHONE NO: entity represented by the respondent,or anyone acting for such entity has violated the antitrust laws of this BUSINESS ENTITY TYPE: State,codified In Section 15.01 at seq.,Texas Business and Commerce Code,or the Federal E-MAIL: Inr r J g 3 0 antitrust laws,nor commbnicated directly or Indirectly, the response made to any competitor or any other y person engaged in such line of business." Respondent agrees to comply with all conditions set forth in this solicitation. t Measureh 1 1 Letterhead Shells,EstimatedAnrivalquantIty50,000 Lot 2 Envelope Shells-Estimated A6nual QuantityS0,000 Lot e 3 Business Card Shells-Estimated Annual quant1ty12.5,000 Lot Total for / Items#1-3 ' c 4 Letterhead Imprint 18ox of 500 <30,�✓(, 5 Envelope Imprint 1Box of500 3J .150 Y f: 6 Business Card Impring 1 Box of 500 a �� 7of9 t s EXHIBIT [ a i S SOLICITATION NUMBER ' 12-031 SPECIFICATION NUMBER 960-07.98631.968.51 DATED: MARCH 2012 ATTACHMENT A RESPONDENT'S REFERENCE SHEET (:PLEASE COMPLETE AND RETURN THIS FORM WITH THE SOLICITATION RESPONSE y l SOLICITATION NUMBER: (� RESPONDENT'S NAME: C L1 S DATE: Provide the name,'address,telephone number and point of contact of at least throe(3)firms applicable to Municipal and/or Government projects that have utilized similar service for at least two(2)years. City of Round Rock references are not applicable. References may be checked prior to award. Any negative responses received may result In disqualification of solicitation. ' 3 1. Company's Name 9 Name of Contact 7;�rl cn EvQlv V("}' Title of Contacta� \�'a- E-Mail Address u`a� Present Address �$ r-y-e, 61vd ' City,State,Zip Code rte_ •7 �3':3 Telephone Number ��/a. ) .� 2,2 :3 Fax Number:( ) Company's Name 11P/'1-/"1ta jQ/"A611PZVAI �✓i p Name of Contact Oar/ I a-2 6u Title of Contact E-Mail Address Present Address � , � City,State,Zip Code /C'hit Telephone Number. (3 5--70- wa Fax Number.•( ) f 3. Company's Name �ju� M� �/er�jslj' Name of Contact Title of ContaQt y� E-Mail Address Present Address S-�O � l�cc�,r Dim I; City,State,Zip Code lliC'�✓',�, �`� 9 p � Telephone Number (361) y7cl — Pry- Y Fax Number:( ) FAILURE TO PROVIDE THE REQUIRED INFORMATION WITH THE SOLICITATION RESPONSE MAY AUTOMATICALLY DISQUALIFY THE RESPONSE FROM CONSIDERATION FOR AWARD. t l t 9of9 EXHIBIT s i E k 2009 Windy Terrace Cedar Park,TX 78613 36� PRESS SOLUTIONS 512-381-2360 F 512-381-2362 Estimate W W W.360p resssolutions.com No. E#14125 241 Jessica Jennings Date 4/23/2012 4 City of Round Rock 221 East Main Street Customer P.O.No. Round Rock TX 78664 Phone:512-218-7023 50,000 Letterhead Shells,8.5 x 11 Sirius 70#Neenah,printed 2 colors front 3,510.76 50,000 #10 Envelopes,4.125 x 9.5 Sirius 24#Classic Crest,printed 2 colors front 7,823.60 125,000 Business Card Shells,3.5 x 2 Sirius 80#Neenah Starvrhite,printed 2 colors front 2,175.60 t X- i_ g G- �r 1 t Taken by:Sean Wanted: This estimate is good for 30 days. Letterhead Shells Please call us If you have any questions. Thank youlE l EXHIBIT aI F BID TABULATION • VENDOR VENDOR VENDOR VENDOR VENDOR VENDOR VENDOR VENDOR BID NUMBER: 12-031 ,�n TT C �n` rD-.�^1 p• r, l" i 1!l � t t. v cF-�s "`lYW i¢t�3NV WK BID OPENING: 4/24/12 �• � � I Printed Letterhead,Envelopes and e-tZAMkGS Ct�3 itx Business Cards -I I�`) Total: Total: Total: Total: Total: Total: Total: Total: Item# Bid Item(s) Bid Price Bid Price Bid Price Bid Pri Bid Price Bid Price Bid Price Bid Price Letterhead Shells- _ _ 1 Estimated AnnualQ. �` c3 tc�oo-�`' T CS 3 sacs�`' $y1�'� 00 40 —70-Ib uan ity 50,000 Envelpes Shells- ii oo 2 Estimated Annual �1 t• .s9q' yo i{�L�dJ i s'bo o �1'q OD 5 �. �ga0w uanti 50,000 t cs�s+ .q Business Card Shells - �� •oc _ / 3 Estimated Annual (� Ii5b00 ' 555':�a Quantity 125,000 CA Total for-Items# 1 -3 4 Letterhead Imprint -�� t• (�:� ��. ��p• �ao• 5 Envelope Imprint 2/1 4Q. sc � � 90 °J 6 Business Card Imprint (�r. 5� `Z�.pv ° �.00 . � p 00 The bid information provided will not obligate or imply that the City has made award to any speck Respondent's submission. Additional criteria will be considered per the solicitation in making final award. meaes M X Q BIDTABULATION VENDOR VENDOR VENDOR VENDOR VENDOR VENDOR VENDOR VENDOR BID NUMBER: 12-031 &D fl LOX — V►EL(•TA-1— BID OPENING: 4/24/12 Y7-t,�S ` -W t{ 0�9��u-�r-'S ©lV sl'n( Mm" Printed Letterhead,Envelopes and --au IT Y�^�A t%Aup� t lzs�IWICOS Business Cards Total: Total: Total: Total: Total: Total: Total: Total: Bid Price Bid Price Bid Price Bid Price Bid Price Item# Bid Item(s) Bid Price Bid Price Bid Price letterhead Shells- -�? & b[r (QO Q d, 6(.( cp ))II 1 Estimated Annual tStO. `I��«• �o` 4t1�( '6� uantity 50,000 Envelpes Shells- (gyp c$ lag (f 'l ee � qctCc 2 Estimated Annual �i$a3. -'1(R. l,L(00 �O�" � t& uantity 50,000 Business Card Shells - ( s 37 %? g � � 1 � Ab op 3 Estimated Annual *S G2,�%- TD, Quantity 125,000 Total for Items# 1.-3 4 Letterhead Imprint c� ��jQ-w 41 C/ Lj� 5 Envelope Imprint 42W 6 Business Card Imprint o2�oa NO •� ( L�. I r r � The bid information provided will not obligate or imply that the City has made award to any specific Respondent's submission. Additional criteria will be considered per the solicitation in making final award. beeper :a M X - BID TABULATION VENDOR VENDOR VENDOR VENDOR VENDOR VENDOR VENDOR VENDOR BID NUMBER: 12-031 7 � ,1 r I•. BID OPENING: 4/24/12 �,w „ u" E r<<, ��N� Ql�`MZw w}{(('(;Q� �� •5 Printed Letterhead,Envelopes and Business Cards i�- `►yl �� Total: Total: Total: Total: Total: Total: Total: Total: Item# Bid Item(s) Bid Price Bid Price Bid Price Bid Price_ Bid Price Bid Price Bid Price Bid Price Letterhead Shells- n 1 Estimated Annual . zSa 3,t�ao-�° T�� `� j?j Sa(Q°� w ri�cto -Quantity 50,000 c( Envelpes Shells- 1211 'Q as 2 Estimated Annual � -311L oD jQ ¢ CD uanti 50,000 &v4I "l4' iq0r�' Business Card Shells- /] _ 3 Estimated Annual {� i t T�3•� J ia� °J �' �$S m �` �� $�555�='� Quantity 125,00 / ! Total foir•Items# i -3 4 Letterhead Imprint -�� l. �/ 4ea (' do 2�f q&- 2� /.pa $ / 01 5 Envelope Imprint 8/� SD �( °� l -` 1:¢d 6 Business Card Imprint :of �t'o t ao $ 3� � c"7_ D� I( c'z JC9 The bid information provided will not obligate or imply that the City has made award to any specific Respondent's submission. Additional criteria will be considered per the solicitation in making final award. tebbiW M x o = t Q C l BID TABULATION VENDOR VENDOR VENDOR VENDOR VENDOR VENDOR VENDOR VENDOR BID NUMBER: 12-031 AS D ( l S' _ PfMEMAID VALT j— BID OPENING: 4/24/12ieQtS Printed Letterhead,Envelopes and mp � Business Cards �xvefs Total: Total: Total: Total: Total: Total: Total: Total: Item# Bid Item(s) Bid Price Bid Price Bid Price Bid Price Bid Price Bid Price Bid Price Bid Price Letterhead Shells- 2b/ Q JJ 1 Estimated Annualc7 t S��' '"1 e ��• �� "� Quantity 50,000 Envelpes Shells - $ �� 2 Estimated Annual $ 2�$a?j. (�() �1(q, $ L��•� �� T $ • uantity 50,000 Business Card Shells- } � � ii q 3 Estimated Annual c?, t 457 ��g�.3q � gCX�°t' $ t , !�� vanti 125,000 Total for Items# 1 -3 00 -10 91 4 Letterhead Imprint 5 Envelope Imprint �j ��Q T-0. 4 00 6 Business Card Imprint The bid information provided will not obligate or imply that the City has made award to any specific Respondent's submission. Additional criteria will be considered perthe solicitation in making final award. eaeerer M � s m