RFP - Telephone book RFP

REQUEST FOR PROPOSAL AND SPECIFICATIONS WAYNE STATE UNIVERSITY'S SOUTH END NEWSPAPER PRINTING SERVICES No part of this publication may be reproduced, transmitted, transcribed, stored in a retrieval system, or translated into any language in any form by any means without the written permission of Wayne State University Wayne State University Purchasing Department RFP - South End-2008 July 18, 2008 Finance and Facilities Management Purchasing Department Detroit, Michigan 48202 (313) 577-3734 FAX (313) 577-3747 July 18, 2008 ATTN: ___________________ ___________________ Dear Vendors: Wayne State University invites you to participate in the Request for Proposal process to provide the South End Newspaper Printing Services for the University. This service is expected to commence in August, 2008. We have a bid information package complete with the Request for Proposal and complete specifications available for downloading from the University Purchasing Web Site at: http://www.purchasing.wayne.edu/Adv_bid/Adv_bid.html (include capitalization and underscores) as of July 18, 2008. When visiting the Web Site, click on the "MRO" link in green. Copies of the RFP will not be available at the pre-proposal meeting. If you are interested in participating in this process, it is mandatory that you and/or responsible representatives of your organization attend our pre-proposal meeting to be held on: July 29, 2008 at 10:00 a.m. Wayne State University Academic / Administration Building 5700 Cass Avenue 4th Floor – Conference Room 4002 Detroit, MI 48202 For your convenience a map of the University and appropriate parking lots can be downloaded and printed from: http://www.parking.wayne.edu. Guest parking in any of the University student and guest lots is $3.50. (Change is dispensed in quarters) Due to time constraints, Vendors are encouraged to avoid parking at meters on the street (especially blue “handicapped” meters). Please confirm your attendance at the mandatory preproposal meeting by faxing Appendix 2 to attention Ms. Pat Milewski at (313) 577-8277 no later than noon on July 28, 2008. We hope to see you at the mandatory meeting on July 29, 2008. If you do download your copy in advance, please bring your copy of this Request for Proposal for reference during the meeting, along with your business cards. Should you have any questions or concerns about this invitation, please contact me at (313) 577 -3720 (ab4889@wayne.edu). Thank you for your interest in doing business with Wayne State University. Sincerely, Valerie Kreher, Senior Buyer Enc. Finance and Facilities Management Purchasing Department Detroit, Michigan 48202 (313) 577-3734 FAX (313) 577-3747 Mandatory Pre-Proposal Meeting RFP – South End Newspaper Printing Services 2008 AGENDA I. Welcome and Introductions A. Wayne State University Representatives B. VENDOR Representatives C. Sign in Sheet- be sure to include your fax number and email address (LEGIBLY) on the sign in sheet D. Pass your business cards to: Valerie Kreher, Sr. Buyer Brief Overview of Wayne State University A. Purpose and Intent of RFP B. Detailed review of the RFP and the requirements for a qualified response. C. Review of all pertinent dates and forms that are REQUIRED for a qualified response. VENDOR Questions/Concerns/Issues A. Questions that can be answered directly by the appropriate person in this meeting will be answered and both question and answer will be recorded in the minutes of the meeting. B. Questions that need to be researched will be answered and a nature of clarification will be faxed to each VENDOR present. C. Minutes will be emailed to all participants of the meeting within a reasonable amount of time. (be sure to include your email address/addresses on the sign in sheet). D. Questions and concerns that come up after this meeting are to be addressed to Valerie Kreher, Sr. Buyer - Purchasing Department. Discussion with other University members is seriously discouraged and may lead to disqualification from further consideration. All questions and answers will be recorded and emailed to all participants of the RFP. E. IV. V. VI. Due date for questions is August 1, 2008, 12:00 noon. II. III. Proposal Due Date - August 8, 2008 by 4:00 p.m. Final Comments Adjourn REQUEST FOR PROPOSAL FOR SOUTH END NEWSPAPER PRINTING SERVICES TABLE OF CONTENTS Note I. II. Introduction Information for Vendor A. General B. Calendar of Events C. Mandatory Pre-Proposal Meeting D. Examination of the Request for Proposal E. Delivery of Proposals F. Proposal Format G. Proposal Evaluation H. Vendor Profile, Experience, References and Lost Accounts General Requirements and Guidelines A. Time Period B. Terms and Conditions C. Buy American D. Governing Law (Michigan) E. Non-Discrimination F. Immigration Reform and Control Act of 1986 G. Debarment Status H. Indemnification and Hold Harmless I. Vendor Liability J. Early Termination by UNIVERSITY K. Cancellation of Contract by VENDOR L. Joint or Partnering Bids/Proposals M. Non-Assignment N. Cost Schedules O. Vendor Questions, Schedule D P. Pricing Variances Q. Civil Rights Requirements R. Vendor Payment / Billing Terms S. Non-Collusion Clause T. Entire Agreement U. Severability V. Modification of Services W. Publicity X. Independent Contractor Y. Confidentiality Z. Insurance Requirements AA. Ownership of Documents AB. Minority Business AC. Prevailing Wage Rates (Deleted) AD. Project Labor Agreements (Deleted) Page No.(s) ii 1 1 1, 2 2 2 2, 3 3 3 3, 4 4, 5 5 5 5, 6 6 6 6 6 6 6 6 6, 7 7 7 7 7 8 8 8 8 8 8 8 8 8 9 9 9 9 9, 10 10 10 III. IV. V. Scope of Work Summary of General Mandatory Requirements 11-13 14 SCHEDULES TO BE SUBMITTED WITH VENDOR PROPOSAL Schedules A1, Schedules A2, Schedules A3, Schedule B, Schedule C, Schedule D, Proposal Certification Non-Collusion Affidavit VENDOR Acknowledgements Insurance Requirements Cost Schedules (C.1, C.2, C.3) Vendor Questions APPENDIX Appendix 1, University Parking Map Appendix 2, Registration/Intent Form EXHIBITS TO BE SUBMITTED WITH VENDOR PROPOSAL(S) Exhibit 1, Exhibit 2, Exhibit 3, Exhibit 4, Exceptions/Restrictions (if any) Profile/Experience/References VENDOR Work Statement Summary VENDOR Produced sample NOTE Proposals may be subject to public review after contracts have been awarded. Vendors responding to this proposal are cautioned not to include any proprietary information as part of their proposal unless such proprietary information is carefully identified as such and the UNIVERSITY accepts the information as proprietary. ii 1 I. INTRODUCTION A. Wayne State University (hereafter referred to as UNIVERSITY) is a national research university with an urban teaching and service mission. It is a constitutionally autonomous public university with 11 schools and colleges, has an enrollment of approximately 33,000 students, and has an alumni roster of over 230,000. It is one of 2.2 percent of all colleges and universities, nationwide, to hold the prestigious Carnegie Doctoral Extensive designation. The Purchasing (PD) Department of the UNIVERSITY is soliciting proposals from qualified organizations, hereafter referred to as VENDOR(s), who possess significant experience in printing newspapers. This Request For Proposal (RFP) outlines basic requirements as specified in the Scope of Work section of the RFP. Proposals submitted are to be in accordance with the outline and specifications contained herein and are to remain in effect a minimum of 120 days from the date of submission. A statement to this effect should be contained in the VENDOR'S cover letter. The VENDOR selected shall have an excellent track record for providing quality print work and shall provide the UNIVERSITY with top priority commitment. C. The initial period would be for the period ending September 30, 2009, commencing on or about October 1, 2008, with firm fixed pricing as quoted in Schedule C, Cost Schedule. Should VENDOR performance prove to be satisfactory during this period, the UNIVERSITY will have the option to renew services for up to two (2) additional one year periods of service, through September 30, 2011, with maximum price guarantees. The UNIVERSITY reserves the right to accept, reject, modify, and/or negotiate any and all proposals received in conjunction with the Request for Proposal. It reserves the right to waive any defect or informality in the Proposals on the basis of what it considers to be in its best interests. Any proposal which the UNIVERSITY determines to be incomplete, conditional, obscure, or has irregularities of any kind, may be rejected. The UNIVERSITY reserves the right to award to the firm, or firms, which in our sole judgment, will best serve our long-term interest. This Request for Proposal (RFP) in no manner obligates the UNIVERSITY to the eventual purchase of any products or services described, implied, or which may be proposed, until confirmed by written agreement, and may be terminated by the UNIVERSITY without penalty or obligation at any time prior to the signing of an Agreement or Purchase Order. Expenses for developing and presenting proposals shall be the entire responsibility of the VENDOR and shall not be chargeable to the UNIVERSITY. All supporting documentation and manuals submitted with this proposal will become the property of the UNIVERSITY unless otherwise requested by the VENDOR, in writing, at the time of submission, and agreed to, in writing, by the UNIVERSITY. All questions concerning this Request for Proposal are to be directed to Valerie Kreher, Senior Buyer, Email; ab4889@wayne.edu and to Ken Doherty, Associate Director of Purchasing, Email; ac0578@wayne.edu. Copy both Valerie and Ken on all E-Mail questions. The deadline for questions is August 1, 2008. Under no circumstances may a VENDOR contact other individuals at the UNIVERSITY, to discuss any aspect of this RFP, unless expressly authorized by the Purchasing Department to do so. B. D. E. F. G. II. INFORMATION FOR VENDOR A. General This RFP contains requests for information. VENDORS, however, in responding to this RFP, are encouraged to provide any additional information they believe relevant. 2 VENDORS are encouraged to examine all sections of this RFP carefully, in that the degree of interrelationship between sections is high. Clause headings appearing in this RFP have been inserted for convenience and ready reference. They do not purport to define, limit or extend the scope of intent of the respective clauses. Whenever the terms "must" "shall" "will" "is required" or "are required" are used in the RFP, the subject being referred to is to be a required feature of this RFP. In those cases where mandatory requirements are stated, material failure to meet those requirements could result in disqualification of the VENDOR'S response. Any deviation or exception from RFP specifications must be clearly identified by the VENDOR in its proposal, specifically under the category "Restricted Services". Otherwise, check the box indicating "None" on the Proposal Certification Schedule A1. B. Calendar of Events Activity . Formal Release of RFP - SOUTH END-2008 Mandatory Pre-Proposal Meeting, held at the Academic/Administration Building, 5700 Cass Avenue, 4th Floor, Conference Room 4002, Detroit, MI Deadline for Questions Delivery of Proposals to Purchasing Department, 5700 Cass Avenue, 4 th Floor Suite 4200, Detroit, MI Evaluation of Proposals Issuance of Purchase Order Readiness for Service Responsibility . Purchasing (PD) PD/Evaluation Team (ET) / VENDORS Date . July 18, 2008 July 29, 2008 10:00 a.m. VENDORS August 1, 2008 VENDORS August 8, 2008 by 4:00 p.m. August 15, 2008 August, 2008 August, 2008 PD/ET PD Selected Vendor The UNIVERSITY will make every effort to adhere to the above schedule. It is subject, however, to time extensions. This would be in the event that further clarification of responses or terms of contract are in the best interest of the UNIVERSITY and in the event the UNIVERSITY requires more time to assure that the selection of the VENDOR is in accordance with its policies, rules and regulations as well as actual timing needs. C. Mandatory Pre-Proposal Meeting You are invited to attend our mandatory Pre-Proposal Meeting on July 29, 2008 at 10:00 a.m. in the Academic/Administration Building, located at 5700 Cass Avenue, 4 th Floor – Purchasing Conference Room 4002, Detroit, Michigan 48202, as a condition for submitting a proposal. Preregistration for the meeting is to be made on or before Noon on July 28, 2008 by faxing Appendix 2 to (313) 577-8277 attention Ms. Pat Milewski. During this meeting, we will answer any questions you may have to clarify any ambiguities in this Request for Proposal. Answers to questions that cannot be answered during this meeting will be faxed to all VENDORS as soon as they are obtained. Please bring your business cards with Fax numbers and E-Mail Addresses to the PRE-BID meeting. 3 D. Examination of the Request for Proposal Before submitting proposals, each VENDOR will be held to have examined the University requirements outlined in the Scope of Work section, and satisfied itself as to the existing conditions under which it will be obligated to perform in accordance with specifications of this RFP. No claim for additional compensation will be allowed due to unfamiliarity with the specifications and/or existing conditions. It shall be understood that the VENDOR has full knowledge of all of the specifications, and accepts them "as is." E. Delivery of Proposals An original clearly marked as such plus three copies (4 total) of concise proposals in notebook form with supporting documentation shall be delivered in a sealed envelope or container to the UNIVERSITY Purchasing Department. The specific format for responses is detailed in Section II F (below). Proposals and Schedule C: Cost Schedule; must be signed and the authority of the individual signing must be stated thereon. All responses are to be addressed to: Valerie Kreher, C.P.M., RFP - South End-2008 Wayne State University Purchasing Department, Suite 4200 AAB 5700 Cass Avenue Detroit, MI 48202 Deadline for receipt of proposals by the Purchasing Department is August 8, 2008 no later than 4:00 p.m. Date and time will be stamped on the proposals by the Purchasing Department. Proposals received after that time will not be accepted. VENDORS submitting proposals after the due date and time will be required to retrieve the unopened proposals. No details of the proposal will be divulged at the time of opening. F. Proposal Format Proposals are to be submitted as a booklet or in notebook form with appropriate indices. Each proposal should be prepared simply and economically, providing a straightforward concise description of the VENDOR'S services, approach and ability to meet the UNIVERSITY'S needs as stated in this RFP. Displays and Exhibits must clearly identify and well define: Schedules are provided in this package Schedule A1Schedule A2Schedule A3Schedule B Schedule C Schedule D Proposal Certification Non Collusion Affidavit VENDOR Acknowledgements Insurance Requirements Cost Schedule, Summary of Quoted Rates Vendor Questions Exhibits are created by Vendors as needed: Exhibit Exhibit Exhibit Exhibit 1 2 3 4 Exceptions/Restrictions; if any (Section II G) Profile/Experience/References (Section II H) Vendor Work Statement Summary (Section IV) Vendor Produced Samples Care should be exercised in preparation of the proposals since it is the UNIVERSITY'S intent to have the final contract documentation consist of the Request for Proposal, VENDOR Proposal, any letters of clarification, and a one or two page enabling Signatory Document or Purchase Order. 4 Unnecessarily elaborate brochures or other presentations beyond those sufficient to present a complete and effective quotation are not desired. Elaborate art work, expensive paper and bindings and expensive visual or other presentation aids are neither necessary nor desired. G. Proposal Evaluation 1. Proposals will be evaluated and award will be based on anticipated quality of service for the following principal elements:        Ability to meet all mandatory requirements, particularly deadlines as noted in Section 4, Scope of Work; Cost of Services; Compensation and Fees; (Schedules C); Quality of Work Statement Summary; VENDOR'S Experience, Particularly with Daily Newspapers; VENDOR Profiles/References; Quality of samples. Ability to accept copy on a copy ready disk. NOTE: Evaluation criteria are in alphabetical order and are not stated in order of preference. 2. VENDOR proposals will be evaluated by an evaluation team consisting of members of the UNIVERSITY'S Purchasing Department and other units. A preliminary screening will be used to identify competitive VENDORS who have met the mandatory requirements. The Purchasing Department may subsequently request selected VENDORS to make a presentation at a set time and date. Final evaluation and recommendation may be made at this point. However, the UNIVERSITY reserves the right to take additional time for reference review, site visits, and proposal negotiations, or to reject any and all proposals. 3. To qualify for evaluation, a VENDOR'S proposal must be responsive, must have been submitted on time and must materially satisfy all mandatory requirements identified throughout the RFP. To be considered responsive a proposal must be reasonable and substantially conform, in the judgment of the UNIVERSITY, to all of the specified requirements in the RFP. Any deviation from requirements indicated herein must be stated in the proposal specifically under the category "Restricted Services", and clearly identified as Exhibit 1. Otherwise it will be considered that proposals are in strict compliance with all requirements, and any successful VENDOR will be held responsible therefor. 4. If there are portions of any proposal the UNIVERSITY finds unacceptable or otherwise in need of clarification or revision, the UNIVERSITY reserves the right to negotiate with any or all VENDORS. Should the outcome of evaluations result in a recommendation, any resultant contract shall be subject to the approval of the UNIVERSITY'S General Counsel and be approved and signed by the appropriate UNIVERSITY representative. 5. After notification of acceptance of proposal and the signing of a resultant agreement and/or Purchase Order, the successful VENDOR will be expected to take all necessary steps to ensure readiness for service in August, 2008. H. VENDOR Profile, Experiences, References and Lost Accounts 1. VENDOR Profile VENDOR is required to provide organizational data that demonstrates the size, scope and capability of the Company to handle the UNIVERSITY'S specific requirements specified in this RFP. 5 VENDOR is required to identify all organizational components and other Companies or Organizations with which it is affiliated. Include component and other company addresses. Explain any company relationships that could be construed to be a conflict of interest in doing business with the UNIVERSITY now or in the future. Indicate any significant past or pending lawsuits or malpractice claims against the VENDOR. Upon University request, VENDOR must agree to provide independently audited financial statements including its statement of financial position, statement of operations, and statement of cash flows for at least the past two years. Such financial information will be treated in strict confidence. Vendor must further agree to permit the UNIVERSITY, upon request, to audit VENDOR's books as related to the Wayne State University account. Failure to agree to this will result in disqualification of your bid (see Schedule D). When financial information is requested, VENDORS who would like their financial statements returned to them must include a self-addressed envelope marked "Confidential" with their financial statement. Requested Financials should be sent to: Joan M. Gossman, C.P.M., Director Wayne State University, RFP- South End Newspaper Printing Services 2008 Purchasing Department, Suite 4200, A.A.B. 5700 Cass Avenue Detroit, MI 48202 2. Experience The successful VENDOR shall be an organization that has an excellent record as an external provider of the services in the type and scope detailed in this RFP. Accordingly, VENDORS are to state in their proposals their qualifications to meet the RFP specifications in terms of past and current printing work. This information should be provided in the VENDOR’S Exhibit 2 of their proposal. VENDORS are to focus on experiences with organizations having needs similar to that of the UNIVERSITY. 3. Reference Information VENDORS are to furnish a minimum of three (3) qualified references to support their proposals. References are to be from institutions that are comparable in size and complexity to Wayne State University and that closely parallel the needs stated in this RFP. References are to be from institutions that have successfully utilized the services which the VENDOR has offered in its proposal(s). The references supplied should include the name and address of the organization, the name(s), titles, and the telephone numbers of the persons to be contacted and a general scope of the product or services provided including the approximate annual aggregate dollar volume involved. 4. Lost Accounts A list of significant accounts that the VENDOR has lost during the past three (3) years is to be provided. "Significant" for this purpose shall be construed to mean accounts representing billings by the VENDOR in the range of $25,000.00. A lost account can be defined when the vendor has been terminated on a job because of performance or default. Contact names and telephone numbers of affected Companies must be provided. III. GENERAL REQUIREMENTS AND GUIDELINES 6 A. Time Period The initial period would be for the period ending September 30, 2009, commencing on or about October 1, 2008, with firm fixed pricing as quoted in Schedule C, Cost Schedule. Should VENDOR performance prove to be satisfactory during this period, the UNIVERSITY will have the option to renew services for up to two (2) additional one year periods of service, through September 30, 2011, with maximum price guarantees. The VENDOR must be ready for service in August. B. Terms and Conditions The Proposal response must include a formal copy of any VENDOR'S terms and conditions applicable to this transaction. Evaluation and acceptance and/or modification of these terms and conditions by the UNIVERSITY's General Counsel is essential prior to the award of the contract. In the event the VENDOR does not supply terms and conditions with their proposal, the UNIVERSITY'S terms and conditions will govern this transaction. C. Buy American Wayne State University intends to purchase products in the United States of America whenever an American made* product is available that meets or exceeds the specifications requested and the price is equal to or lower than a foreign made product. Vendors are required to bid American made products whenever available. Vendors may bid foreign made products when: 1) They are specified 2) As an alternate as long as they are technically equal to the product specified. * (More than 50% of the product manufactured or assembled in the U.S.A.) D. Governing Law (Michigan) VENDOR agrees that, in the event of a dispute, laws of the State of Michigan will prevail. E. Non Discrimination The parties agree that in the performance of any contract they shall not discriminate in any manner on the basis of race, creed, color, national origin, age, religion, sex, sexual orientation, marital status or handicap protected by law. Such action shall include, but is not limited to the following: employment, upgrading, demotion, transfer, recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation. By submitting a proposal, VENDORS certify that they will conform to the provisions of the Federal Civil Rights Action of 1964, as amended. F. Immigration Reform and Control Act of 1986 By submitting a proposal, the VENDORS certify that they do not and will not during the performance of this contract employ illegal alien workers or otherwise violate the provisions of the federal Immigration Reform and Control Act of 1986. G. Debarment Status By submitting a proposal, VENDORS certify that they are not currently debarred from submitting bids on contracts nor are they an agent of any person or entity that is currently debarred from submitting bids on contracts. Information on Debarment can be found at http://www.michigan.gov/doingbusiness/0,1607,7-146-6579_8408-20042--,00.html. H. Indemnification and Hold Harmless 7 The VENDOR shall defend, indemnify and hold harmless the UNIVERSITY, its officers, employees and agents, against any and all liability of whatever nature which may arise directly or indirectly by reason of the VENDOR'S performance under this Agreement. I. Vendor Liability The VENDOR will be liable for any associated costs of repairs for damage to buildings or other UNIVERSITY property caused by the negligence of the VENDOR'S employees. J. Early Termination by the UNIVERSITY The UNIVERSITY shall have the right to terminate the contract with the VENDOR without penalty after the UNIVERSITY's thirty (30) day written notice of termination to the VENDOR under the following circumstances: 1. Default of VENDOR It shall be considered a default whenever the VENDOR shall: a. Disregard or violate material provisions of the contract documents or UNIVERSITY instructions, or fail to execute the work according to the agreed upon schedule of completion and/or time of completion specified, including extensions thereof, or fail to reach agreed upon performance results. b. Declare bankruptcy, become insolvent, or assign company assets for the benefit of creditors. 2. Convenience of the UNIVERSITY When termination of the contracted services is construed by the UNIVERSITY to be in its best interest for serving the community and its students, faculty, and staff. Note: Any contract cancellation notice shall not relieve the VENDOR of the obligation to deliver and/or perform prior to the effective date of cancellation. K. Cancellation of Contract by VENDOR VENDOR must provide a minimum of ninety (90) days written notice of cancellation to the UNIVERSITY regardless of the reason for said termination. Such notifications must be sent to: Joan M. Gossman, C.P.M., RFP- South End-2008 Director of Purchasing Wayne State University Purchasing Department, Suite 4200 5700 Cass Avenue Detroit, MI 48202 L. Joint or Partnering Bids/Proposals A joint bid/proposal, submitted by two or more Vendors proposing to participate jointly in performance of proposed work may be submitted. To be considered responsive, any such joint bid/proposal must respond to all the requirements of this RFP/ However, a single Vendor must be clearly identified as the “Primary Vendor” who will assume primary responsibility for performance of all other joint Vendors and all subcontracts to every level. The Primary Vendor must identify themselves as such and submit the proposal under their company name and signature. If a contract is awarded in response to a joint bid/proposal, the Primary Vendor must execute the contract and all Partner Vendors must verify in writing that the Primary Vendor is authorized to 8 represent them in all matters relating to the contract. At least one of the Vendors must have attended any and all mandatory Pre-Proposal or other meetings. The University assumes no responsibility or obligation for the division of orders or purchases among joint contractors. M. Non-Assignment The agreement shall be between the UNIVERSITY and the VENDOR and the VENDOR shall neither assign nor delegate the agreement, its rights or obligations, or any of its terms without the express written permission of the UNIVERSITY. N. Cost Schedule VENDOR is to quote its rates for services in accordance with specifications set forth in this Request for Proposal. Rates and other requested data must be stated on or in the exact format of Schedule C, Cost Schedule; (attached). VENDOR shall be responsible for all errors and omissions. Please Note: You must respond using: Schedule C, Cost Schedule. Failure to do so will result in disqualification of your Proposal. O. Vendor Questionnaire, Schedule D VENDOR is to complete Schedule D. All questions will be utilized as part of the evaluation process. P. Pricing Variances No changes shall be made, nor invoices for extra changes, alterations, modifications, deviations, and extra orders be recognized or paid except upon a written change order from the UNIVERSITY. The UNIVERSITY will not authorize payment for changes, alterations, modifications, deviations, etc. that are a result of VENDOR error. Q. Civil Rights Requirements All VENDORS must be in compliance with the directives of the Michigan Department of Civil Rights. The Department of Civil Rights web address is http://www.michigan.gov/mdcs/0,1607,7-147-6881---,00.html. R. Vendor Payment/Billing Terms Payments will be made thirty (30) days after receipt, acceptance, and approval of invoices by the Student Affairs Department. S. Non-Collusion Clause (1-30-08) The Proposal Certification, Schedule A1, Non-Collusion Affidavit, Schedule A2, and Vendor Acknowledgements, Schedule A3, must be executed as a part of the VENDOR'S proposal. T. Entire Agreement An agreement, when fully executed, shall supersede any and all prior and existing agreements, either oral or in writing, and will contain all the covenants and agreements between the parties with respect to the subject matter of this agreement. Any amendment or modification to this agreement must be in writing and signed by the parties hereto. U. Severability 9 It is understood and agreed that if any part, term, or provision of this agreement is by the courts held to be illegal or in conflict with any law of the State of Michigan, the validity of the remaining portions or provisions shall be construed and enforced as if the Agreement did not contain the particular part, term, or provision held to be invalid. V. Modification of Service The UNIVERSITY reserves the right to modify the services during the course of the contract. Any changes in pricing and rates proposed by the VENDOR resulting from such changes are subject to acceptance by the UNIVERSITY. In the event prices and rates cannot be negotiated to the satisfaction of both parties, the contract may be subject to competitive bidding based upon the new specifications. W. Publicity VENDORS must refrain from giving any reference to this program, whether in the form of press releases, brochures, photographic coverage, or verbal announcements, without specific written approval from the UNIVERSITY. X. Independent Contractor The VENDOR agrees that in all respects its relationship with the UNIVERSITY will be that of an independent contractor, and that it will not act or represent that it is acting as an agent of the UNIVERSITY or incur any obligation on the part of the UNIVERSITY without written authority of the UNIVERSITY. Y. Confidentiality Proposals could be subject to public review after the contracts have been awarded. VENDORS responding to this proposal are cautioned not to include any proprietary information as part of their proposal unless such proprietary information is carefully identified as such in writing, and the UNIVERSITY accepts, in writing, the information as proprietary. Z. Insurance Requirements VENDORS must provide Certificates of Insurance or other evidence that insurance is in place. If awarded a contract, VENDOR must then provide a Certificate of Insurance naming Wayne State University as the certificate holder. During the life of the contract, the VENDOR shall maintain the type of insurance as stated in Insurance Provisions (Schedule B) attached and any additional requirements as specified by the UNIVERSITY Office of Risk Management for the VENDOR and assigned licensed VENDOR professionals. Questions on insurance requirements should be directed to Mr. Homer Isaac, Director of the UNIVERSITY'S Risk Management Department at (313) 577-3110. AA. Ownership of Documents Upon completion or termination of any agreement, all documents prepared by the VENDOR, including but not limited to: tracings, drawings, estimates, specifications, field notes, investigations, studies and reports, shall become the property of the UNIVERSITY. At the UNIVERSITY’S option, such documents will be delivered to the UNIVERSITY Purchasing Department. The UNIVERSITY acknowledges that the documents are prepared only for the contracted services specified. Prior to completion of the contracted services, the UNIVERSITY shall have a recognized proprietary interest in the work product of the VENDOR. 10 AB. Minority, Woman and Physically-Challenged Owned Business Enterprises (M/W/DBEs) Specify in your proposal whether ownership of your company is a certified M/W/DBE. The University, in accordance with guidelines from the MMBDC, considers a M/W/DBE as one that is at least 51% owned, operated, and controlled by a M/W/DBE, or in case of a publicly-owned business, at least 51% of the stock must be owned by a M/W/DBE. Minorities include, but are not limited to:    African Americans Asian Americans Eskimos    Hispanic Americans Native Americans Aleuts If the firm is not a M/W/DBE, describe the firm’s partnering relationships (if any) with M/W/DBE and how it plans to support the UNIVERSITY’S goal to award UNIVERSITY business to M/W/DBE. 1. Reporting The selected firm will identify and fairly consider M/W/DBE for subcontracting opportunities when qualified firms are available to perform a given task in performing for the UNIVERSITY under the resulting agreement. The selected VENDOR must submit a quarterly M/W/DBE business report to the UNIVERSITY Purchasing Department by the 15th of the month following each calendar quarter; specifically the months of April, July, October, and January. Such reports should be sent directly to: Joan M. Gossman, C.P.M., Director RFP - South End-2008 Purchasing Department, Suite 4200, A.A.B. 5700 Cass Avenue Detroit, MI 48202 2. Report Detail M/W/DBE business reports must contain, but are not limited to the following:  Firm’s name, address, and phone number with which the VENDOR has contracted over the specified quarterly period  Contact person at the minority firm who has knowledge of the specified information   Type of goods and/or services provided over the specified period of time Total amount paid to the minority firm as it relates to the UNIVERSITY account. Specify in your proposal whether your company is a certified 8(A) firm. A complete set of the University's Supplier Diversity Program, which includes complete definitions of each of the above, can be downloaded from our web site at http://www.purchasing.wayne.edu/University_Policy_2004_02.doc AC. Prevailing Wage Rates (Deleted) AD. Project Labor Agreements (Revised 6-2008) (Deleted) 11 IV. SCOPE OF WORK A. VENDORS are to provide, in Cost Schedule C, quotations for Tabloid style newspapers. Tabloid flats will be camera copy via computer, PDF files, set 13 1/2" x 12; Grosspaper size 13 1/2 x 22" on 30# stock. THE SOUTH END DOES NOT PROVIDE THE NEGATIVES. B. DROP-OFF AND PICK-UP The South End is delivered by each Monday no later than midnight (but typically by 9:00 p.m.) via e-mail, and is delivered back to at the The South End loading dock, 5425 Woodward Ave, Detroit, MI 48202 by 5:00 p.m. Tuesday to be available for circulation to the University community on Wednesday of each print week. Support of this schedule is essential; ability to decrease turnaround time is a plus. Vendor must indicate their schedule for a 7,000 copy press run of a 16page tabloid newspaper, and any deviation for more pages and/ or copies. The University is interested in any cost savings that can be realized by an earlier deadline (before 9 p.m. Monday). If your company can provide a discount with an earlier deadline, please download the Cost Schedule C again and provide an alternative cost schedule showing what your company would need the deadline to be and your pricing for that deadline. Also, show any upcharges for missing the deadline. C. PUBLICATION SCHEDULE The South End is distributed weekly (each Wednesday) throughout the entire school year. It is not published during final exam weeks or breaks, nor is it published on holidays, nor during the month of August. Publication will normally occur 42-50 times each during the fall, winter and spring/summer semesters, but the UNIVERSITY reserves the right to publish fewer issues to accommodate religious and legal holidays, malfunctions of its hardware or software, civil disturbance, war, inclement weather and other unforeseen circumstances beyond its control. The South End and its staff will make every effort to publish no less than 43 issues during the regular school year. D. DELIVERY The VENDOR will be required to deliver issues to the The South End loading dock, 5425 Woodward Ave, Detroit, MI 48202 no later than 5:00 p.m. each Tuesday for a Wednesday distribution. All prices are to be FOB Wayne State University. E. LIQUIDATED DAMAGES FOR LATE PRODUCTION OF THE SOUTH END Provided that The South End has met its 3 a.m. deadline for submitting PDF files to the VENDOR, liquidated damages will be charged the VENDOR for late delivery of The South End after the 5:00 p.m. deadline for delivery (as outlined above) F. VENDOR PRODUCED SAMPLES (EXHIBIT 4) VENDORS will submit publications similar to The South End as evidence that they are equipped in both facilities and personnel to print the publication. VENDORS must provide paper samples. The UNIVERSITY will evaluate paper samples submitted with each proposal and shall reserve the right to award any subsequent order with a VENDOR that can provide paper stock that meets its needs. Samples are to be marked Exhibit 4. In addition, VENDORs are required submit paper samples of 30# newsprint comparable to paper quoted. 12 G. TABLOID The South End shall be printed on tabloid newsprint (30 lb.) and must be shot at a line screen of 90. All color work must be done in house. It is understood that the VENDOR will maintain adequate stock of tabloid newsprint to print The South End. This provision reflects the awareness of the UNIVERSITY that in times of newsprint shortage, VENDORs have been limited to quantities ordered. H. VENDOR'S RESPONSIBILITY FOR ADVERTISING MATTER It is agreed that the VENDOR will deduct from their billings the equivalent of revenue forfeited by the UNIVERSITY, as documented, in adjustments to advertisers for errors, omissions, or unacceptable graphic quality for which the VENDOR is responsible. I. INSERTS Please provide price for inserts (per 1,000) and indicate minimum lead time required for any specified edition. Please see Schedule C, Cost Schedule. Please indicate lag time if any Inserts are required. J. FINISHING The South End is to be bundled appropriately per Industry Standard, for easy handling by our distributors. Bundles must be tied with plastic or hemp ties. K. LATE BREAKING NEWS / EMERGENCIES The South End has set a deadline of midnight Monday for the Tuesday delivery and Wednesday distribution. In normal circumstances the paper will have the PDF files ready for transmission by that deadline. In case of very rare emergency (power outage, tornado, grave mistake, unprintable PDF etc.), the Vendor and The South End would work together on Tuesday to ensure that the pages be sent/resent and the paper be delivered by 5 p.m. Wednesday, at no penalty to the Vendor. L. ADDITIONAL REQUIREMENTS 1. Vendor must have the paper printed at a plant preferably within a 75 miles radius of the University, to insure timely delivery of the paper during inclimate weather. 2. Vendor must be able to receive electronic transfer of the paper as a PDF. 3. The Vendor must include in the bid pricing the cost of one way delivery of the papers to the South End loading dock each day of publication. 4. The Vendor must be able to reproduce color photos for the newspaper. The cost for color reproduction must be included in the bid. 5. Average size of the South End is 16 pages. Issues vary from 8-12 pages during the summer to 20-24 pages during the Fall and Winter semesters, to 32-36 pages for special issues. From time to time the University publishes special editions that require inserts or sections. Vendor must have the capability to print larger issues and be able to print and fold these special sections in-house. Vendor must also have the capability to print the special sections or inserts and receive the copy for the regular daily issue at the usual time. The inserts or the sections would need to be inserted into the regular copy before regular delivery to the University. (Special sections may be given to the vendor early, however the regular news section would not be available for print until the normal deadline) 13 6. There may be occasional need for on site/software/production type of consulting either by phone, or in person. If your company can provide these services on an as needed basis, please indicate this on the Cost Schedule C and indicate if there is a charge for this type of service and what the charge and the unit of measure. (ie. $12.00 per hour) M. SPECIAL NOTES / REQUESTS a. Color absolutely can not be misregistered on the pages b. The South End is very interested in printing an all-color publication. Please provide information / cost schedule for an entire color (all 16 pages) tabloid publication. 14 V. SUMMARY OF GENERAL MANDATORY REQUIREMENTS A. Attendance at the July 29, 2008 (10:00 a.m.) Pre-Proposal Meeting is mandatory. Preregistration is required by July 28, 2008 by 12:00 noon. Please fax your intention as indicated on Appendix 2. Original clearly marked as such plus three copies (4 total) of the proposals are required. Proposals and Schedules C & D must be signed, and the signing authority stated thereon. Meet absolute deadline for delivery of proposals to the Purchasing Department, 5700 Cass Avenue, 4th Floor – Suite 4200 by 4:00 p.m., August 8, 2008. Proposals remain in effect a minimum of 120 days. A statement to this effect must be contained in the VENDOR'S cover letter. Any Deviation from the RFP requirements must be stated in proposal, clearly identified as Exhibit 1, "Restricted Services". Otherwise, proposal is held to be in strict compliance with the Request for Proposal. VENDOR profile, statement of experience, qualifications, minimum of three (3) qualified references, and a list of significant lost accounts, are required information for the purpose of consideration in this RFP process. Schedule C; Cost Schedules (C.1, C.2, C.3), is to be completed by VENDOR, signed and submitted with Proposal. Vendor Questionnaire; Schedule D, to be completed by VENDOR. VENDOR agrees to all technical and general requirements and guidelines, additional general provisions, and all other specifications and terms specified in the RFP. VENDOR must complete the Proposal Certification, Schedule A1, Non-Collusion Affidavit, Schedule A2, and Vendor Acknowledgements, Schedule A3, as specified. Sign, have Schedule A2 notarized as required, and submit as a part of the Proposal. Provide Certificates of Insurance or other evidence that insurance is in place, which meets or exceeds requirements outlined in Schedule B. Ability to be ready for service on August, 2008. B. C. D. E. F. G. H. I. J. K. L. M. FAILURE TO MEET THE MANDATORY REQUIREMENTS MAY RESULT IN DISQUALIFICATION OF YOUR PROPOSAL. Schedule A.1 PROPOSAL CERTIFICATION VENDOR is to certify its proposal as to its compliance with the Request for Proposal specifications using the language as stated hereon. RESPONSE TO WAYNE STATE UNIVERSITY REQUEST FOR PROPOSAL FOR SOUTH END NEWSPAPER DATED: July 18, 2008 AND TO ANY AMENDMENTS, THERETO The undersigned, duly authorized to represent the persons, firms and corporations joining and participating in the submission of this Proposal states that the Proposal contained herein is complete and is in strict compliance with the requirements of the subject Request for Proposal dated July 18, 2008, except as noted in Exhibit 1, the "Restricted Services/Exceptions to RFP" section of the Proposal. If there are no modifications, deviations or exceptions, state same as a part of the Proposal Certification Statement: NONE. If there are, state YES This Proposal will remain in effect for a period of 120 days. Any notice required under the Agreement shall be personally delivered or mailed by first class or certified mail, with proper postage, prepaid, to the Subject VENDOR at the following address: Company Name: Address: _________________________________________________________ _________________________________________________________ _________________________________________________________ Telephone: ATTN: Tax Payer ID Submitted by: Signature Typed Name (________)________________________________________________ _________________________________________________________ ________________________________________________________ _________________________________________________________ _________________________________________________________ _________________________________________________________ _________________________________________________________ (Title) (Date) Schedule A.2 NON-COLLUSION AFFIDAVIT The undersigned, duly authorized to represent the persons, firms and corporations joining and participating in the submission of the foregoing Proposal (such persons, firms and corporations hereinafter being referred to as the "VENDOR"), being duly sworn, on his or her oath, states that to the best of his or her belief and knowledge no person, firm or corporation, nor any person duly representing the same joining and participating in the submission of the foregoing Proposal, has directly or indirectly entered into any agreement or arrangement with any other VENDORS, or with any official of the UNIVERSITY or any employee thereof, or any person, firm or corporation under contract with the UNIVERSITY whereby the VENDOR, in order to induce acceptance of the foregoing Proposal by said UNIVERSITY, has paid or is to pay to any other VENDOR or to any of the aforementioned persons anything of value whatever, and that the VENDOR has not, directly or indirectly entered into any arrangement or agreement with any other VENDOR or VENDORS which tends to or does lessen or destroy free competition in the letting of the contract sought for by the foregoing Proposal. The VENDOR hereby certifies that neither it, its officers, partners, owners, providers, representatives, employees and parties in interest, including the affiant, have in any way colluded, conspired, connived or agreed, directly or indirectly, with any other proposer, potential proposer, firm or person, in connection with this solicitation, to submit a collusive or sham bid, to refrain from bidding, to manipulate or ascertain the price(s) of other proposers or potential proposers, or to obtain through any unlawful act an advantage over other proposers or the college. The prices submitted herein have been arrived at in an entirely independent and lawful manner by the proposer without consultation with other proposers or potential proposers or foreknowledge of the prices to be submitted in response to this solicitation by other proposers or potential proposers on the part of the proposer, its officers, partners, owners, providers, representatives, employees or parties in interest, including the affiant. CONFLICT OF INTEREST The undersigned proposer and each person signing on behalf of the proposer certifies, and in the case of a sole proprietorship, partnership or corporation, each party thereto certifies as to its own organization, under penalty of perjury, that to the best of their knowledge and belief, no member of the UNIVERSITY, nor any employee, or person, whose salary is payable in whole or in part by the UNIVERSITY, has a direct or indirect financial interest in the award of this Proposal, or in the services to which this Proposal relates, or in any of the profits, real or potential, thereof, except as noted otherwise herein. Signature ____________________________________________ Company Name ____________________________________________ Date ____________________________________________ _____________________________________ Subscribed and sworn to before me this __________ day of ________________, 2008. Notary Public in and for the County of _____________________________, State of ___________________. My commission expires: ___________________________ Schedule A.3 VENDOR Acknowledgements RFP – South End Newspaper Printing Services - 2008 By virtue of submittal of a Proposal, VENDOR acknowledges:        That all of the requirements in the Scope of Work of this RFP have been read and understood. That the University’s General Requirements and Guidelines have been read, understood and accepted. That compliance with the Requirements and/or Specifications, General Requirements and Guidelines, and any applicable Supplemental Terms and Conditions will be assumed acceptable to the VENDOR if not otherwise noted in the submittal in an Exhibit I, Restricted Services. That Supplier is not delinquent on the repayment of any Federal or State of Michigan debt. That Supplier is presently not debarred, suspended, proposed for debarment, declared ineligible, nor voluntarily excluded from covered transactions by any Federal or State of Michigan department or agency. Any responses, materials, correspondence, or documents provided to the University are subject to the State of Michigan Freedom of Information Act and may be released to third parties in compliance with that Act, regardless of notations in the VENDOR's Proposal to the contrary. The individual signing below has authority to make these commitments on behalf of Supplier. Supplier, through the signature below of its agent, hereby offers to provide the requested products/services at the prices identified, and under the terms and conditions stated and incorporated into this RFP. This offer remains open for [120] days. DATE: Company Name: Address: ATTN: Telephone No. Tax Payer I.D. Submitted by: Signature Typed Name (Title) (Date) The Internal Revenue Code requires recipients of payments which must be reported on Form 1099 to provide their taxpayer identification number (TIN). T.I.N. (Taxpayer Identification Number, Federal Identification Number, or Social Security Number) NOTE: If the address to submit purchase orders, remit payment or send additional request for proposals is different from the above address, please indicate those addresses on a separate sheet and include with your response. Schedule B Schedule B - INSURANCE REQUIREMENTS ____________________________________________, at its sole expense, shall cause to be issued and maintained in full effect for the term of this agreement, insurance as set forth hereunder: General Requirements Type of Insurance 1. Comprehensive General Liability Bodily Injury Property Damage Minimum Requirement $ 500,000 each person $1,000,000 aggregate $ 500,000 each occurrence $1,000,000 aggregate or $2,000,000 Combined Single Limit (CSL) $ 500,000 each person $1,000,000 each accident $ 500,000 each accident or $2,000,000 Combined Single Limit (CSL) $ 100,000 2. Comprehensive Automobile Liability (including hired and non-owned vehicles) Bodily Injury Property Damage 3. Workers' Compensation (Employers' Liability) Statutory-Michigan Maximum Acceptable Deductibles Type of Insurance Comprehensive General Liability Comprehensive Automobile Liability Workers' Compensation Coverages 1. 2. All liability policies must be written on an occurrence form of coverage. Comprehensive general liability includes, but is not limited to: consumption or use of products, existence of equipment or machines on location, and contractual obligations to customers. The Board of Governors, Wayne State University, shall be named as an additional insured, but only with respect to accidents arising out of said contact. Certificates of Insurance 1. Certificates of Insurance naming Wayne State University / Office of Risk Management as the certificate holder and stating the minimum required coverages must be forwarded to the Office of Risk Management to be verified and authenticated with the agent and/or insurance company. Certificates shall contain a statement from the insurer that, for this contract, the care, custody or control exclusion is waived. Certificates shall be issued on a ACORD form or one containing the equivalent wording, and require giving WSU a thirty (30) day written notice of cancellation or material change prior to the normal expiration of coverage. Revised certificates must be forwarded to the Office of Risk Management thirty (30) days prior to the expiration of any insurance coverage listed on the original certificate, as follows: Wayne State University Office of Risk Management Deductible $5,000 0 0 3. 2. 3. 4. Schedule B 5700 Cass Avenue, Suite 4622 AAB Detroit, MI 48202 C:\INSREQ.DOC SCHEDULE C (C.1, C.2 and C.3) Format for Cost Schedules COST SCHEDULE THE SOUTH END WAYNE STATE UNIVERSITY Year 1 Year 2 Maximum Percentage No Increase of Increase C.1 Cost Description 8 Page Tabloid 7,000 Copies Per Each Additional 1, 000 Copies Year 3 Maximum Percentage No Increase of Increase 12 Page Tabloid 7,000 Copies Per Each Additional 1, 000 Copies 16 Page Tabloid 7,000 Copies Per Each Additional 1,000 Copies 20 Page Tabloid 7,000 Copies Per Each Additional 1,000 Copies 24 Page Tabloid; 7,000 Copies Per Each Additional 1,000 Copies ** All prices are F.O.B. Wayne State University/ The South End loading dock, 5425 Woodward Ave, Detroit, MI 48202 ** Occasionally, special editions of The South End may exceed the normal number of pages. COST SCHEDULE THE SOUTH END WAYNE STATE UNIVERSITY Year 1 Year 2 Year 3 C.2 PRINTER'S SHOP CHARGES Indicate charges, if any, for the following (items deleted no longer apply due to electronic composition of the paper): a) TWO-SECTION RUN b) SPOT COLOR c) FULL COLOR d) ALL COLOR PUBLICATION *(The publisher assumes that this price will cover several prints ganged on a single sheet of film. Additional charges would only be incurred by the publisher for stripping-in each negative so produced.) FAILURE TO COMPLETE AND RETURN THIS PRICE SUMMARY WITH BID RESPONSE WILL RESULT IN DISQUALIFICATION OF VENDOR'S PROPOSAL TO THIS RFP. COST SCHEDULE THE SOUTH END WAYNE STATE UNIVERSITY C.3 Year 1 Cost SPECIAL CHARGES: 1) Inserts (per 1,000) 2) Lag Time in hours /hrs Year 2 Maximum or Percentage Zero Increase of Increase Year 3 Maximum or Percentage Zero Increase of Increase Occasionally, special editions of The South End may exceed the normal number of pages. Submitted by: COMPANY NAME: SIGNATURE: TYPED NAME: TITLE: Date TAYPAYER ID: TELEPHONE __________________________ ( ) ________________________ FAX ( ) ___________________ EMAIL ADDRESS: _______________________________ MINORITY OWNED?: YES ________ NO ___________ SCHEDULE D Vendor Questionnaire Schedule D - Summary Questionnaire YES ALTERNATIVE 1. Can your company provide printing services for the South End beginning August, 2008? Have you provided three (3) references with specific contact names and phone numbers? Did you attend the Mandatory Pre-Proposal meeting on July 29, 2008 ? Did your company provide a certificate of insurance to meet or exceed all our minimum requirements? Did your company provide the required Proposal Certification, Non- Collusion Affidavit and Vendor Acknowledgement, Schedule A1, A2, and A3? Did you company complete and provide the Summary Cost Schedule C? Did your company agree to guarantee to maintain a top priority for the UNIVERSITY? Please complete the following questions: Total number of employees in your company Total years in business with this company name _______ _______________ 2. _______ _______________ 3. _______ _______________ 4. _______ _______________ 5. _______ _______________ 6. _______ _______________ 7. _______ _______________ 8. ______ ______ 9. Does your company agree to provide financial reports to the University upon request? Does your company agree to allow the UNIVERSITY to audit your books pertaining to the UNIVERSITY account? Are there any conflicts of interest in doing business with the UNIVERSITY? Did your company provide a “Restricted Services” exhibit, EXHIBIT 1? Did your company provide a list of lost accounts in excess of $25,000? _______ _______________ 10. _______ ___ Yes ___ No ___ Yes ___ No _______________ 11. 12. 13. _______ _______________ APPENDIX 1 (Wayne State University Campus Map) See web site: http://campusmap.wayne.edu/ APPENDIX 2 Registration/Intent Form APPENDIX 2 REGISTRATION/INTENT FORM - VK RFP – Wayne State University’s South End Newspaper 2008 Please use this form to indicate your attendance at our Pre-proposal meeting and your intent to submit a proposal for the services listed. Please type or print the information requested below, then fax to attention Ms. Pat Milewski at (313) 577-8277 by Monday, July 28, 2008 - noon. Vendor Name: Vendor Address: Contact Person: Telephone: Fax: ( ( ) ) E-Mail: @ YES ________ I will be attending the Pre-proposal meeting on July 29, 2008 Location: Wayne State University Academic/Administration Building 5700 Cass Avenue 4th Floor – Conference Room 4002 Detroit, MI 48202 10:00 a.m. Time: NO _________ I will not participate in the Request for Proposal and will not be present at the meeting. I understand that this will not affect our status as a potential supplier to Wayne State University.