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