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Department of Personnel & Administration
Contracts and Procurement Unit
INVITATION FOR BID COVER SHEET
Date:
Return all Bids to:
IFB Due Date:
IFB Number:
September 27, 2013
Department of Personnel & Administration
Contracts and Procurement Unit
th
633 17 St., Suite 1600
Denver, CO 80202
October 23, 2013
Purchasing
Agent:
IFB Due Time:
IFB-13-AEA-177-JW
John Weber CPPO C.P.M.
3:00 PM (MST/MDT)
Commercial Printing Services
Per the attached specifications, terms and conditions
F.E.I.N.:
Delivery Date:
Authorized Signature:
Signature acknowledges
acceptance of all terms
and conditions of the
solicitation.
Typed/Printed Name:
Title:
Company Name:
Address:
City:
Phone Number:
Contact for
Clarifications:
Title:
Phone Number:
E-mail Address:
Payment Terms:
(Minimum of Net 45)
State:
Fax Number:
Zip:
Fax Number:
IMPORTANT: The following information must be on the outside of the Bid Return Envelope:
Bid Number – Opening Date and Time
Please be advised that telegraphic or electronic bids (Fax, Western Union, Telex, e-mail, etc.) cannot be accepted
directly in the Department of Personnel and Administration (DPA) Contracts and Procurement Unit office as a sealed bid.
Bidders are urged to read the solicitation document thoroughly before submitting a bid/proposal. Vendors are required to
submit Federal Employer Identification Number (F.E.I.N.) prior to payment from the State of Colorado.
The State respects the environment and desires to do business with vendors who share this concern. Accordingly, the
vendor who is awarded this solicitation agrees that, wherever required, all reports, catalogs, correspondence, or other
submittals will be made on recycled paper and with copying on both sides of the pages. (Recycled paper meaning not
less than 50% of the total weight consisting of secondary and post-consumer waste, and not less than 10% total weight
consisting of post-consumer waste.)
Low tie bids shall be decided in accordance with the provisions of CRS §24-103-202.5, as it currently exists or is
hereafter amended, which gives a preference to resident bidders. Any bidder who wishes to be considered a "resident
bidder" for purposes of the tie bid procedure provided in CRS §24-103-202.5 shall include with their bid proof that he/she
meets the definition of resident bidder as set forth in either CRS §24-103-101(6)(a) or CRS §24-103-101(6)(b).
THIS PAGE MUST BE COMPLETED, SIGNED AND RETURN WITH RESPONSE.
IFB-13-AEA-177-JW Commercial Printing Services
FOR VENDOR REGISTRATION WITH THE STATE OF COLORADO BIDS SYSTEM
Visit https://www.bidscolorado.com/ for information.
It is the intention of the State of Colorado Department of Personnel and Administration, Contracts and Procurement Unit
to solicit vendor responses on behalf of the Department of Personnel and Administration (DPA), Division of Central
Services (DCS), Integrated Document Solutions Program (IDS) for the provision of commercial printing services.
TABLE OF CONTENTS
SECTION 1: INSTRUCTIONS TO BIDDERS
1.1
BID INFORMATION AND DISTRIBUTION SYSTEM (BIDS) AND REGISTRATION
1.2
SCHEDULE OF ACTIVITIES
1.3
PRE-BID MEETING AND WALK THROUGH
1.4
PURPOSE
1.5
DEFINITIONS
1.6
WRITTEN INQUIRIES
1.7
CONTRACT
1.8
TERM OF THE MASTER AGREEMENTS
1.9
AGREEMENT
1.10
NUMBER OF AWARDS
1.11
BID SUBMISSION
1.12
CONSIDERATION AND ORDERING PROCESS
1.13
EFFECTIVE DATES AND ADDITION OR DELETION OF VENDORS
1.14
MINIMUM SPECIFICATIONS FOR RESPONSE
1.15
BIDDER RESPONSE
1.16
PRICING AND AWARD INFORMATION
1.17
PERFORMANCE OF WORK
1.18
DOING BUSINESS IN COLORADO
1.19
FEDERAL E-VERIFY AND COLORADO DEPARTMENT OF LABOR
AND EMPLOYMENT PROGRAM
1.20
VENDOR DISCLOSURE STATEMENT
1.21
FEDERAL EMPLOYER IDENTIFICTION NUMBER (F.E.I.N.)
1.22
INDEPENDENT CONTRACTOR
1.23
INSURANCE
1.24
PERA
1.25
GENERAL PRODUCT INFORMATION
1.26
SHIPPING
SECTION 2: SPECIFICATIONS AND SCOPE OF WORK
2.1
INTRODUCTION
2.2
SPECIFICATIONS AND MANDATORY MINIMUM QUALIFICATIONS
SECTION 3: QUALIFICATIONS AND REQUIREMENTS - BY PRINTING CATEGORY/FORMAT
SECTION 4: REFERENCES
EXHIBIT A: PRICING SHEET
EXHIBIT B: COMMERCIAL PRINT MASTER AGREEMENT
EXHIBIT C: NOTICE OF PARTICIPATION IN THE DEPARTMENT PROGRAM
EXHIBIT D: CONTRACTOR AFFIRMATION FOR DEPARTMENT PROGRAM
EXHIBIT E: VENDOR DISCLOSURE STATEMENT
EXHIBIT F: FORM W-9
EXHIBIT G: VENDOR MAILING ADDRESS UPDATE
EXHIBIT H: COMPANY EXPERIENCE & DEMONSTRATED CAPABILITIES (CEDC) FORM
EXHIBIT I: FINAL CONTRACTOR PERFORMANCE EVALUATION
EXHIBIT J: REQUEST FOR DOCUMENTED QUOTE FORM (RFQ)
EXHIBIT K: COMMERCIAL PRINTING TASK ORDER
ATTACHMENT 1: GUIDE FOR CONTRACTOR PARTICIPATION
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IFB-13-AEA-177-JW Commercial Printing Services
SECTION 1: INSTRUCTIONS TO BIDDERS
Except as replaced, modified, or supplemented by the procuring agency in this solicitation, the State of Colorado
Solicitation Instructions and Terms and Conditions apply to solicitations published on BIDS.
1.1 BID INFORMATION AND DISTRIBUTION SYSTEM (BIDS) AND REGISTRATION
This solicitation is published using the Colorado Bid Information and Distribution System (BIDS). Bidders must be
registered on the Colorado Bid Distribution and Information System (BIDS) in order to download solicitation documents
and information. Vendor registration information, Colorado BIDS and other State Purchasing Office information may be
accessed at https://www.bidscolorado.com/ .
1,2 SCHEDULE OF ACTIVITIES
All Times are Mountain Standard Time / Mountain Daylight Time (MST/MDT)
1. IFB Notice Published on BIDS
September 27, 2013
2. Mandatory Pre-Bid Meeting & Walk Through
October 7, 2013 9:00 AM
3. Prospective Bidder Written Inquiry Deadline
October 11, 2013 1:00 PM
4. Responses to Written Inquiries Published on BIDS
October 15, 2013 (estimated)
5. Bid Submission Deadline
October 23, 2013 3:00 PM
6. Contract Award
October 25, 2013 (estimated)
All dates above are preliminary and are subject to revision by the State.
1.3 MANDATORY PRE-BID MEETING AND WALK THROUGH SITE VISIT
The purpose of the pre-bid meeting is to allow for potential bidders to understand the full requirement of work and quality
expectations.
Meeting Location: North Campus - 1001 E 62nd Avenue Denver CO 80216 (west building - west entrance)
Date: October 7, 2013
Time: 9:00 A.M to 10:00 A.M. MST
State Contact: Larry Ryan 303-866-3752
All prospective bidders will be required to complete a sign-in sheet at the pre-bid meeting and will be given an overview of
the process. Bidders will then be escorted to the location to start the walk-through. Bidders shall provide their own
transportation to the meeting site. Public parking at this location is limited so bidders need to plan accordingly to ensure
they arrive on time and are able to be present at the location visited.
Bid proposals submitted by bidders who did not complete the required sign-in sheet and participate in the walk-through
will not be considered. Larry Ryan of the DPA Contracts and Procurement Unit will be the sole judge as to what
constitutes “lateness”. Bidders will not be allowed to revisit any sites after the mandatory walkthrough.
All bidders attending the pre-bid meeting and walk-through must have picture ID in their possession in order to access the
State location.
In the case of inclement weather on the day of the walk-through, bidders are required to contact the purchasing agent
listed on page one, from 7:00 a.m. to 8:00 a.m., to verify the walk-through schedule. An emergency number will be
provided for use only on the day of the walk-through and only for the purpose of checking on any severe weather delays
or for getting directions to the meeting/walk-through location. The temporary emergency number is 303-866-6484.
1.4 PURPOSE
The purpose of this Invitation for Bid (IFB) is to solicit bids for the provision of commercial printing services. The awarded
vendors will be added to an existing Commercial Print Master Agreement. The requirements stated within this IFB
represent the mandatory (minimum performance) requirements necessary for response. In addition, bidders must be
licensed to do business in the State of Colorado.
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IFB-13-AEA-177-JW Commercial Printing Services
1.5 DEFINITIONS
“BIDS” means Bid Information and Distribution System as defined in The State of Colorado Solicitation Instructions and
Terms and Conditions Section 1.3 Definitions.
“COD” means collect on delivery.
“Colorado PERA” means Public Employee Retirement Association of Colorado.
“Contract” means State of Colorado Commercial Print Master Agreement
“DCS” means the State of Colorado Division of Central Services.
“DPA” means the State of Colorado Department of Personnel and Administration.
“F.O.B. Destination” means Free On Board Destination - the seller pays for transportation to the destination.
“IDS” means State of Colorado Integrated Document Solutions program.
“IFB” means Invitation for Bid.
“Master Agreement” means the existing State of Colorado Commercial Print Master Agreement.
“Pricing Sheet” means EXHIBIT A: PRICING SHEET.
“Procurement Code” means CRS Title 24 Government - State, Articles 101 to 112.
“RFQ” means Request for Documented Quote form.
“State” means State of Colorado.
“Task Order” means IDS Commercial Print Task Order.
1.6 WRITTEN INQUIRIES
Offerors may make written inquiries concerning this IFB to obtain clarification of requirements. No inquiries will be
accepted after the date and time indicated in the Schedule of Activities.
The DPA Contracts and Procurement Unit prefers that all inquiries be sent by electronic mail with the IFB number in the
subject line to: [email protected]. Offerors may also make written inquiries.
Address written inquiries to:
John Weber
DPA Contracts and Procurement Unit
th
633 17 Street, Suite 1600
Denver, Colorado 80202-3625
Vendors are highly encouraged to follow up any mailed written inquiry with a telephone call to John Weber (303-8666484) to ensure that the inquiry has been received.
Response to offerors’ inquiries (if required) will be published as a modification on the BIDS system for bidder review in a
timely manner prior to the bid submission deadline to allow prospective bidders time to complete and submit their bids.
Offerors should not rely on any other statements, either written or oral, that alter any specification, term or condition of the
IFB during the open solicitation period. Offerors should not contact any other State office or individual regarding this IFB
or this project. Offerors are responsible for monitoring BIDS for publication of modifications to this solicitation
1.7 CONTRACT
Awarded vendors must be willing to enter into a Master Agreement (Exhibit B) with DPA and also be willing to agree to the
State Special Provisions.
1.8 TERM OF THE MASTER AGREEMENTS
The existing Master Agreements currently provide for a two year term, expiring on June 30, 2015 with an option for one
(1) additional one-year renewal with a funding-out clause.
The term of this agreement shall align with the remaining term of the existing Master Agreement. This agreement shall be
effective from the date signed by the State Controller or designee through June 30, 2015 with an option for one (1)
additional one-year renewal with a funding-out clause. The total term of this agreement including all extensions or
renewals, shall not exceed June 30, 2016 unless a longer term is approved in writing by the State Purchasing Director.
1.9 AGREEMENT
The successful bidder will be awarded and issued a Contract with DPA. The Contract will incorporate this BID, published
addenda, and the response of the awarded vendor. Except as modified herein, the terms and conditions of the
Commercial Print Master Agreement (Exhibit B) included in this IFB shall govern this procurement and are hereby
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IFB-13-AEA-177-JW Commercial Printing Services
incorporated by reference. Bidders shall specify any payment terms, delivery terms, order minimums and/or delivery
restrictions or conditions. The failure of the bidder to note any special condition or exception shall be deemed a waiver of
any such condition or exception. Any service agreements, privacy forms or other documents which the State must agree
to prior to doing business with your company must be submitted with the signed bid. Unless otherwise noted, pricing shall
include all bidder costs and shall be quoted “F.O.B. Destination”.
Bidders are advised that any condition or exception taken to the requirements of this solicitation may be grounds for
rejection of their bid as non-responsive.
1.10 NUMBER OF AWARDS
The State of Colorado intends to award up to three (3) vendors for each of the three (3) specified categories to add to the
existing vendor pool. However, should DPA / DCS determine at any time during the term of the resulting contract(s) that
the number of awarded bidders is not adequate to properly fill these needs, DPA / DCS reserves the right to make awards
to bidders who submitted responses to the solicitation but were not awarded, or to re-issue the solicitation and make
additional awards as necessary. If the solicitation is re-issued, bidders who have contracts in good standing will not be
required to respond.
1.11 BID SUBMISSION
The sealed bid, including cover page complete with original signature, and all other pages requiring a written response,
must be received no later than bid submission deadline date and time at the department address listed on the IFB cover
page, and at that time publicly opened and bidders identified. Please mark your sealed bid envelope with the IFB number,
date and time of bid opening. Faxed, electronic and telephone bids are not acceptable. Bidder shall assume full
responsibility for any costs related to this bid including express delivery, parcel post, packing, cartage, insurance, license
fee permits, or cost of bonds, as applicable.
Bidders are advised that no bid responses shall be submitted on an electronic device with a value of fifty ($50.00) dollars
or more. Any bid submitted on an electronic device with a value of fifty ($50.00) dollars or more shall be considered as
non-responsive. All non-responsive bids shall be removed from any further award consideration.
During the solicitation process for this IFB, all official communication to bidders will be via notices on Colorado’s BIDS
system. Notices may include any modifications to administrative or performance requirements, answers to inquiries
received, clarifications to requirements, and the announcement of the apparent winning bidder. It is incumbent upon
offerors to monitor BIDS carefully and regularly for any such notices.
1.12 CONSIDERATION AND ORDERING PROCESS
After IFB responses have been received and evaluated to ensure they meet the minimum qualifications and mandatory
requirements outlined in this document, IDS will select up to three (3) pre-qualified printing vendors for each of the three
(3) specified categories of print services.
To determine whether a vendor meets the qualifications and requirements, the State reserves the right to perform a site
visit, to interview a vendor, to request additional information and/or to request samples of previous work at its sole
discretion. Vendors should note that the award of an agreement means that the vendor has been pre-qualified as a
printer with DCS/IDS, but the resulting agreement does not guarantee that the vendor will receive any business. The
State’s determination of how many vendors will be awarded an agreement shall be final.
When IDS has a work project that requires outside resources, an authorized IDS representative will e-mail a Request for
Documented Quote Form (RFQ), EXHIBIT: J to all awarded vendors in that particular category. The request will contain
the specifications, delivery date and other pertinent requirements of the job. The printing vendor will have from eight (8) to
twelve (12) business hours to respond with a quote. (“business hours” are defined as those hours between 8:00 A.M. and
5:00 P.M. MST/MDT, Monday through Friday and excluding State holidays or other State closures.)
The Request for Documented Quote Forms will be evaluated based on whichever acceptable response is most
advantageous to the State, price/cost being the primary consideration. Factors in addition to price that can be taken into
consideration when evaluating the quotes include, but are not limited to, the following: turnaround time (lead-time),
vendor’s previous experience with the particular job, quality of samples (if requested), and cost of any re-orders. A vendor
who’s RFQ is not returned to IDS in the time frame outlined may be disqualified to participate for that particular project.
Lead-time must be included in all RFQ’s, no exceptions. If a proposed lead-time is an estimation, vendor must indicate the
factors that caused the estimated time, (i.e. stock availability, availability of art files etc.). IDS will place a Commercial
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IFB-13-AEA-177-JW Commercial Printing Services
Printing Task Order (Exhibit: K) to the vendor with the most advantageous quote response. Orders will be placed via email, referencing an IDS Commercial Print Master Agreement number. Project orders placed against the State issued
IDS Task Order will be subject to the State’s Terms and Conditions as listed in the Master Agreement (Exhibit B).
NOTE: Any agreement or contract awarded based on this IFB is strictly between the Department of Personnel and
Administration, Division of Central Services, Integrated Document Solutions program and the awarded vendor. State
agencies and political subdivisions are not authorized to directly use any agreement or contract awarded from this IFB.
Furthermore, any vendor that accepts orders directly from any state agency other then IDS shall be found in default and
their agreement shall be terminated immediately.
1.13 EFFECTIVE DATES AND ADDITION OR DELETION OF VENDORS DURING TERM OF AGREEMENTS
The effective date of the resulting Master Agreements with the awarded vendors shall be upon signature by the State
Controller. The agreements shall be effective through June 30, 2015, unless a vendor is no longer in business, or IDS
finds it necessary to cancel or suspend the vendor’s agreement for non-performance.
st
A State IDS Commercial Print Order will be issued to each awarded vendor for each State fiscal year, July 1 through
June 30 on an annual basis and shall have an initial not-to-exceed set amount that can be easily increased or decreased
through the year to cover all intended services.
The State may cancel or suspend a vendor’s agreement for failure to meet the minimum performance standards.
Reasons for cancellation or suspension of an agreement may include, but are not limited to, the following: repeated
failure to respond to Requests for Documented Quotes in the required time frame, unacceptable quality of printing, failure
to meet promised delivery times, failure to honor quoted prices, incorrect billing, or any other service problems. (See the
Master Agreement, Exhibit B for additional information.)
1.14 MINIMUM SPECIFICATIONS FOR RESPONSE
Bidders must be able to demonstrate the ability to perform according to the terms of this bid. DPA may require additional
information of the apparent successful bidder to determine their ability to perform. This information may include, but is not
limited to, previous experience of company; years in business; financial condition; references for size and scope of work.
1.15 BIDDER RESPONSE
In response to the bid, offerors shall provide the following information:
1. Length of time providing commercial printing services, including business cards, telephone directory listing, or other
documentary evidence showing the existence of the business or the experience of principal personnel for a period of
two (2) years prior to bid submission.
2. At least three (3) references of work similar in nature and size. Include contact name, telephone number, and detail
service(s) provided. Submit references on Exhibit: H.
3. All bidder responses will then consist of the following (in addition to the SIGNED Cover Sheet).
a. A brief letter on vendor’s letterhead, to include all of the above requested information (prior experience,
references, and explanation of State affiliation)
b. Completed Exhibit A: Pricing Sheet
c.
Any and all other information as requested.
1.16 PRICING AND AWARD INFORMATION
Evaluation and award will be based on the following factors, IFB mandatory minimum qualifications and price. In addition,
bidders must be licensed to do business in the State of Colorado.
This is a multiple award opportunity. Bidders may bid on a single category or multiple categories. Prices must be shown
for each item/task listed. Bids submitted without individual item/task prices listed will be considered as non-responsive
and rejected. Once in the cost evaluation phase, bidders may be awarded in one or multiple categories based on cost.
Once the Master Agreements are in place only categories awarded to a specific vendor will be used. If a bidder is capable
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IFB-13-AEA-177-JW Commercial Printing Services
of providing services in other categories but fails to achieve an award the bidders will not be allowed to bid in that
category.
NOTE* Bidders submitting bids for multiple categories will not be allowed to delete or withdraw a category from award
consideration. If a bidder requests the deletion or withdrawal of a bid for any category, they must withdraw their entire bid
for all categories from award consideration.
Bid Step Two-Cost Component
1.16.1. Pricing Sheets:
Pricing in individual categories will be reviewed. Vendors may bid in multiple categories with the understanding that
categories will be evaluated on an individual basis (i.e. jobs falling in the medium format category cannot be bid as a large
format category job). Bidder please note: IDS will not review cumulative total by bidder. Vendors may be awarded
multiple categories as a result of the evaluation process.
If vendors propose a “cost plus” structure as the basis for consistent pricing and this method is proposed as a solution, the
vendor will be required to disclose all costs and the percentage of the profit above cost and will be required to hold that
percentage for the duration of the agreement including any extensions. The vendor will also be required to disclose all
parts making up the cost portion of the work. The State will also reserve the right to perform spot audits during the
agreement period
1.16.2. Offeror must complete attached pricing sheet(s), Exhibit A, for each category bid and submit the pricing sheet(s)
as part of their response. Offeror must provide pricing for all items listed for each category bid to be considered for award.
Bidders must submit bids that cover the entire category as identified in the scope of work.
Pricing must remain firm for the first twelve (12) months of the contract. Thereafter, only one increase shall be allowed in
any twelve (12) month period. Any price increase requested shall be made in writing thirty (30) days prior to the
anticipated increase, no exceptions. Increases shall become effective once approved by DPA. Awarded bidders shall
include a letter indicating the reason for the increase. All such price changes must be submitted to DPA by the awarded
bidder, and must include supporting documentation. Any unique changes or modifications to the contract will be
negotiated on a case-by-case basis only, with final determination made by DPA.
DPA reserves the right to reject all bids and re-solicit at any time prior to contract start date. DPA reserves the right to
cancel this bid in its entirety at any time without penalty. All prices and notations shall be printed in ink or type written on
the bid documents. Illegible bids or writing shall be deemed non-responsive and will not be evaluated. A bid with missing
or inconsistent information may be considered non-responsive and may not be evaluated. Do not qualify your bid nor
alter the bid format. DPA will be the sole judge in determining the acceptability of an offer. DPA also reserves the right to
reject any or all bids in part or in whole and to waive technicalities as allowed in the Procurement Code. DPA reserves
the right to make multiple awards from the bid if in the best interest of the State.
Bidders are required to complete the pricing sheet(s) as directed.
accepted.
No modifications to the pricing sheet(s) will be
Reciprocity is mandated by statute. CRS 8-18-101 states, “When a contract for commodities or services is to be awarded
to a bidder, a resident bidder…shall be allowed a preference against a nonresident bidder equal to the preference given
or required by the state in which the nonresident bidder is a resident.” The State of Colorado will apply this statute to the
extent necessary for all solicitations posted on BIDS.
1.17 PERFORMANCE/SCOPE OF WORK
If the maximum amount payable to the contractor under this contract is $100,000 or greater, either on the effective date or
at anytime thereafter, contractor agrees to be governed, and to abide, by the provisions of CRS §24-102-205, §24-102206, §24-103-601, §24-103.5-101 and §24-105-102 concerning the monitoring of vendor performance on State contracts
and inclusion of contract performance information in a statewide contract management system.
DPA may require information of the apparent successful bidders to determine their ability to perform. DPA reserves the
right to visit bidder’s office(s) to verify such ability.
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IFB-13-AEA-177-JW Commercial Printing Services
Successful offeror(s) shall comply with the requirements of the bid. If a bidder fails to perform, DPA reserves the right to
take remedial action including cancellation of the contract with a thirty (30) day written notice for cause (default). Cause is
defined as failure to meet requirements of the written specifications and conditions, or correct deficiencies upon receipt of
notice. Failure to maintain satisfactory performance after notice shall be sufficient cause for immediate cancellation of the
contract. In the event of default, DPA may make an award to the next low responsive bidder or re-bid at its discretion.
The awarded vendor(s) given the award from this bid shall notify DPA of any change to vendor’s name or address,
problems or price changes, etc.
1.18 DOING BUSINESS IN COLORADO
A vendor wanting to do business in Colorado must register with the Colorado Secretary of State in accordance with
Colorado Revised Statute (CRS) §7-90-801. The link to the Colorado Secretary of State’s Web site is:
http://www.sos.state.co.us/. (Recommend going to the Alphabetical Index to access Colorado Business Express for
services for new and existing businesses and FAQ for frequently asked questions). A copy of the business entity’s
Articles of Incorporation and/or Bylaws may be requested by the State.
1.19 FEDERAL E-VERIFY AND COLORADO DEPARTMENT OF LABOR AND EMPLOYMENT PROGRAM:
Effective May 13, 2008, contractors who enter into a public contract for services with Colorado State agencies must
participate in either the Federal E-Verify Program, or the newly created Colorado Department of Labor and Employment
Program (Department Program). The option to enroll in the new Department Program instead of E-Verify was created by
Colorado State Senate Bill 08-193, which amended the Public Contracts for Services and Illegal Alien Laws, 8-17.5-101
and 102, CRS. Copies of the Guide for Contractor Participation, the Notice of Participation in the Department Program
and Contractor Affirmation for the Department Program forms are included with this IFB as Attachment 1 and Exhibits C
and D. The awarded vendor shall submit these documents to the State prior to award.
1.20 VENDOR DISCLOSURE STATEMENT:
In compliance with CRS §24-102-206, Contractor Performance outside the United States or Colorado, the awarded
vendor shall be required to disclose information on where services will be performed under the contract by completing the
Vendor Disclosure Statement, (Exhibit E). The awarded vendor shall submit this document to the State prior to award.
1.21 FEDERAL EMPLOYER IDENTIFICATION NUMBER (F.E.I.N.):
Bidders are required to submit their F.E.I.N. prior to contract, purchase order issuance or payment from the State of
Colorado. A W-9, Taxpayer Identification form provided by the State shall be required (Exhibit F). Please attach a
completed W-9 and Vendor Mailing Address Update (Exhibit G) to your quote.
Is a W-9 attached? ______ Yes ______ No
Is a Vendor Mailing Address Update attached? _____ Yes ______ No
1.22 INDEPENDENT CONTRACTOR
The contractor shall perform its duties arising out of this solicitation as an independent contractor, and not as an
employee. Neither the contractor nor any agent or employee of the contractor shall be or shall be deemed to be an
employee of the State. The contractor acknowledges that the contractor and its employees are not entitled to
unemployment insurance benefits unless the contractor or a third party provides such coverage, and that the State does
not pay for or otherwise provide such coverage. The contractor shall have no authority to bind the State to any
agreements, liability or understanding except as may be expressly set forth in the contract. The contractor shall provide
and keep in force, workers’ compensation and unemployment compensation insurance coverage in the amount required
by law, and shall be solely responsible for the acts of the contractor, its employees and agents
1.23 INSURANCE
The awarded vendor will be required to submit a certificate(s) showing Commercial General Liability, Automobile Liability
and Workers Compensation coverage as stated in the Commercial Master Print Agreement Section 19. Insurance.
1.24 PERA
The State of Colorado DPA / DCS / Capitol Complex Program is a Colorado PERA affiliated employer. Vendor shall
comply with Colorado Senate Bill 06-235 and CRS §24-51-1101(2) and with PERA rules regarding contributions for PERA
retirees. DPA is requiring the vendor to notify DPA's Accounting Office at 303.866.2147 within fifteen (15) calendar days
from the date of this contract if the services provided are being or are to be performed by a PERA retiree.
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1.25 GENERAL PRODUCT INFORMATION - Not used with this IFB
1.26 SHIPPING
All items are to be shipped surface freight prepaid, F.O.B. destination as per the specifications. No additional charges for
packing, drayage or any other purpose will be allowed. Prepaid transportation charges will be documented, invoiced, and
payable whenever non-surface premium shipping is requested.
Title to and risk of loss on all items shipped by seller to buyer shall pass to the buyer subject to buyer’s inspection and
acceptance of such items at buyer’s plant.
SECTION 2: SPECIFICATIONS AND SCOPE OF WORK
2.1 INTRODUCTION
The State of Colorado, Department of Personnel and Administration, Division of Central Services (DCS), Integrated
Document Solutions (IDS) has statutory authority concerning design and printing for State of Colorado agencies within the
nine counties of Adams, Arapahoe, Boulder, Douglas, Pueblo, El Paso and Jefferson, the City and County of Broomfield,
and the City and County of Denver only, and within any other areas in the State where DCS services are offered. The
Division of Central Services (DCS) operates the Integrated Document Solutions program (IDS), which provides services
such as design, pre-press preparation, printing, copying, document imaging, and mailing. Some other State agencies
within the nine county front-range areas have been authorized by DCS to operate their own in-house print shops. State
agencies outside the nine county area may operate their own print shops as well and are also free to order services
through IDS, if they wish to do so. Political subdivisions within Colorado (these include, but are not limited to city and
county governments and school districts) would also be free to order services through IDS, although this is not common at
the present time.
Integrated Document Solutions provides a full range of services in the areas of graphic design, print operations, mail
operations, data entry services, imaging services and digital document storage services. On a monthly basis IDS
processes an average of 700 individual digital and offset jobs or projects totaling more than 6 million impressions. The
IDS Mail Operations facility processes approximately 2 million pieces of outbound U.S. mail per month. In-house
capabilities include automated intelligent inserting, metering and pre-sort services.
The in-house printing/mail operation is staffed twenty-four hours a day, seven days a week. IDS offers small format, offset
sheet-fed capabilities as well as a variety of in-house bindery services. IDS can handle small to medium runs of one-color,
two-color and spot-color jobs up to 12” x 18” sheet size. If unable to provide services in-house, IDS may first seek quotes
from several print shops that are operated by other local State agencies or political subdivisions. If the work cannot be
performed by either IDS or one of the other government print shops, IDS will then source a commercial printing facility to
complete the work as “out-sourced”. The purpose of this Invitation for Bid (IFB) is to establish a pool of vendors for the
out-sourced services.
IDS is the primary contact for all work that it sources to commercial printing companies. The printing vendors pick up the
artwork or related materials at the IDS facility; deliver the completed print jobs to IDS; and invoice IDS. (IDS in turn
charges State customers through an internal billing process and handles the distribution of the printed materials to our
internal customers.)
Exclusions: Vendors should note that the agreements that result from this process will not cover all printing ordered by
State of Colorado agencies and institutions. The resulting vendor agreements will only cover printing that is ordered by
IDS and that fall within the three (3) categories/formats that are listed and described in this document and at the discretion
of the State for individual work projects. Some examples of printing categories not covered by this IFB and resulting
Agreement are envelopes and business cards.
2.2 SPECIFICATIONS AND MANDATORY MINIMUM QUALIFICATIONS
2.2.1. Minimum Qualifications for Experience: the bidder must have a minimum of two (2) years experience providing
similar services in the service category for which they are submitting a bid proposal to this IFB. The bidder must have
operational and tested equipment in-house to meet the stated requirements of the specific category of services at the time
their IFB bid proposal is submitted for consideration for a specific service category. The bidder must have trained,
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experienced, and qualified staff performing the required printing services to ensure providing quality work and to meet
standard timelines required for projects.
2.2.2. Bidders shall provide an audited (within the last 2 years by a third party) financial statement and must disclose any
bankruptcies within the last 5 years; as proof of financial stability. Bidders must also disclose current status with suppliers
(i.e. paper suppliers requiring COD payments) Bidders on COD with paper suppliers will not be considered for an award of
this IFB. If awarded an agreement, the vendor will be required to notify IDS in writing within 10 days of any changes in
financial condition/stability. In the event an awarded vendor’s stability changes, IDS reserves the right to suspend or
cancel the agreement; depending on the circumstances.
Once awarded an agreement, the vendor will be required to notify IDS in writing within 10 days of any changes in financial
condition/stability. In the event an awarded vendor’s stability changes, IDS reserves the right to suspend or cancel the
agreement; depending on the circumstances.
2.2.3. Vendor must perform all printing in-house. IDS is seeking the highest quality of printing and will specify a 200-line
screen or higher (Stochastic or FM screen is acceptable) and at times may be a preference or requirement. Vendor must
specify its ability to provide hybrid screening if available but will not be disqualified if not able to provide this process.
It is preferred to have the vendor’s in-house printing facility located within the State of Colorado and within two hours
driving distance of the IDS facility so that IDS staff can perform any on-site press checks with a minimal amount of travel
time due to limited budget for travel purposes. Colorado vendors that are outside the 2-hour radius will be considered but
will have to provide a solution to transport and/or cover all expenses for transportation and potentially lodging in the event
a press check is a requirement of a specific print job. IDS recognizes that there are current technologies that are at times
adequate substitutes for on-site press checks but will always reserve the right to perform physical press checks.
2.2.4. Only bindery/finishing services may be subcontracted. An awarded vendor that utilizes subcontractors for bindery
work is responsible for all payments to the subcontractors and is responsible for the quality and performance of the
subcontractors; in compliance with the awarded vendor’s agreement. The bidder, in their IFB shall disclose if they intend
to use subcontractors and identify the subcontractor by name, address, and phone number. The State reserves the right
to accept or reject the intended subcontractor should they not meet quality or delivery standards included in this IFB.
Subcontractor shall also comply with all requirements of the bidder in section 2.2.1. Minimum Qualifications for
Experience and Section 2.2.12. Vendor shall submit with their IFB response, a copy of proposed subcontractor’s
documentation with the bid response. (See Master Agreement, Exhibit B for more information.)
2.2.5. The awarded vendor who is selected for a particular project must provide free pick-up and delivery of artwork or
other materials including pre-press proofs at IDS’s facility located at 1001 East 62nd Ave., Denver, CO 80216
2.2.6. If IDS requests a press check, the awarded vendor must make this service available during regular State
recognized business hours (between 8:00 A.M. and 5:00 P.M., Monday through Friday, State holidays excluded).
2.2.7. Intellectual Property: All hardcopy and electronic materials produced in the completion process of a State work
project are the property of the State of Colorado. The vendor shall not duplicate for use for other customers and must
return all artwork; negatives; electronic files on disk, CD, or other format; color separations; plates; and dies to IDS with
the completed print job; unless otherwise authorized by IDS. Any materials that a vendor is authorized to retain must be
returned upon request by IDS within 12 business hours of the time request is made.
2.2.8. Vendor must be able to receive and respond to Request for Documented Quotes via e-mail. Vendor must be able
to respond within eight (8) business hours when required to do so.
2.2.9. Vendor must ship all completed print jobs F.O.B. Destination. All printing prices must include delivery to IDS at no
extra charge. (All prices that are quoted must include delivery.)
2.2.10. Vendor must deliver, at a minimum, the quantity that was ordered. IDS will not pay for over-runs.
2.2.11. IDS shall be the sole judge in determining “equals” with regard to quality, price and performance. All products
delivered shall be equal to approved pre-press, press and bindery proofs unless otherwise specified in writing by IDS.
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2.2.12. The IDS is interested in working with vendors who are environmentally friendly. Colorado House Bill (HB) 07-1220
details how this preference is structured. The following are excerpts from the Bill that are relevant to this IFB. HB 07-1220
Concerning a preference for the purchase of environmentally preferable products by governmental entities.
2.2.13 CRS 24-103-207.5. Purchasing preferences for environmentally preferable products - definitions.
(1) As used in this section, unless the context otherwise requires, "environmentally preferable products" means products
or services that have a lesser or reduced adverse effect on human health and the environment when compared with
competing products or services that serve the same purpose. The product or service comparison may consider such
factors as the availability of any raw materials used in the product or service being purchased and the availability, use,
Production, safe operation, maintenance, packaging, distribution, Disposal, or recyclability of the product or service being
purchased.
Section 5 A - Any bidder that seeks to qualify for the preference created by subsection (2) of this House bill 07-1220 shall
provide documentation to the governmental body inviting the bid that the products offered by the bidder are
environmentally preferable. This requirement may be satisfied by submission of any of the Following:
(I) A cost of ownership life-cycle analysis conducted on the applicable product or service that has been conducted in
accordance with applicable standards as determined by the purchasing governmental body or by the international
organization for standardization or any successor organization;
(II) A reference to an existing environmentally preferable product list maintained by a state or the federal government that
Contains the product or service; or
(III) A reference to a nationally recognized third-party certification entity that has certified the product or service as
environmentally preferable on the basis of a valid cost of ownership life-cycle analysis.
Certifications will be required for sheet-fed and web vendors. Vendors will be required to keep certifications current for the
duration of the contract. Certifications required are one or more of the following with FSC certification being the preferred
certification.
a. FSC International Certification
b. SFI North American / European Certification
c. PIAMS/PIA Green Certification
d. Colorado Department of Public Health and Environment (CDPHE) Environmental Leadership Program
Vendors shall provide copies of the certifications with their response to this IFB and are responsible for keeping
certifications current. Dates of expiration will be noted on the resulting Master Agreement.
2.2.14. Portfolios
A portfolio submitted with the bidder’s proposal will be required and at a minimum shall be representative of those items
quoted for this IFB. Bidders may also provide other samples demonstrating quality and complexity.
2.2.15. Technical Competence
Bidder’s Understanding of the Service Requirements. Briefly describe your understanding of the services required and
your company’s ability to provide services for the area proposed. The bid should describe the services and deliverables to
be generated during the contract period, and relate them to the stated purposes and specifications described in the bid.
2.2.16 Work Plan. Offeror must provide a written plan to include a back-up plan which details the process that will be
used to assure services will be provided in accordance with the specifications herein to the State’s satisfaction. The
offeror shall provide evidence of capability to manage and coordinate the specific activities described in this bid.
2.2.17 Availability of Equipment to support the size and scope of work specified
a. Provide an equipment inventory list and its conditions including the approximate age.
b. Provide a copy of your equipment & inventory management plan.
c. Describe shop facilities including layout.
d. Describe staffing (shift) patterns and flexibility to meet customer needs
The offeror shall include information relating to the resources of the offeror to support this project, including quality and
availability of equipment and support services.
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2.2.18 Tracking and Documentation. Offeror may provide samples of any records, reports, or performance data
maintained by the company to track and maintain quality of or improve effectiveness and efficiency of operations including
frequency of production meetings.
2.2.19 The offeror may include sample information relative to this service. Quality, completeness and/or effectiveness
of documents will be considered.
2.2.20 Value Added Services. These services will not be considered for award proposes. Offeror may provide
information regarding any value added services that would be beneficial to the State. Examples:
a. Automated and or streamlined billing system.
b. Administrative efficiencies.
c. Business partnerships.
d. Supply network and discount pricing.
e. Professional memberships and/or industry awards
The offeror may promote additional company qualities relative to the service that would benefit the State.
3. QUALIFICATIONS AND REQUIREMENTS - BY PRINTING CATEGORY / FORMAT
3.1. Small Format Offset Printing
Description:
1) Dimensions typically up to 13” x 19” (sheet size)
2) Quick Turn-around (24-36 business hours), depending on the particular job
Qualifications and Requirements:
1) Printing vendor must have 4-color process capability in-house.
2) Vendor must have the equipment to perform quality printing in house and within time frames for jobs that fall within this
Category/Format.
3) Vendor must provide quick turn-around (May be as short as 24 business hours or up to 36 business hours depending
on requirements of a particular job.)
4) Vendor must have qualified staff to provide customer service and to perform quality printing in-house and within time
frames for jobs that fall within this Category/Format.
5) Vendor must have experience showing that they can perform quality printing in-house and within time frames for jobs
that fall within this Category/Format.
3.2. Medium Format Offset Printing
Description:
1) Dimensions typically up to 20” x 28” (sheet size)
2) Turn-around 3 to 10 business days, depending on the particular job
Qualifications and Requirements:
1) Printing vendor must have 4-color process capability in-house.
2) Vendor must have the equipment to perform quality printing in-house and within time frames for jobs that fall within this
Category/Format.
3) Vendor must provide turn-around that can be from 3 business days or up to 10 business days, depending on
requirements of a particular job.
4) Vendor must have qualified staff to provide customer service and to perform quality printing in-house and within time
frames for jobs that fall within this Category/Format.
5) Vendor must have experience showing that they can perform quality printing in-house and within time frames for jobs
that fall within this Category/Format.
3.3 Large Format Offset Printing
Description:
1) Dimensions up to 38” x 52” (sheet size)
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2) Turn-around 7 to 14 business days, depending on the particular job
Qualifications and Requirements:
1) Printing vendor must have 4-color process capability in-house.
2) Vendor must have the equipment to perform quality printing in-house and within time frames for jobs that fall within this
Category/Format.
3) Vendor must provide turn-around that may be as short as 7 business days or up to 14 business days, depending on
requirements of a particular job.
4) Vendor must have qualified staff to provide customer service and to perform quality printing in-house and within time
frames for jobs that fall within this category/format.
5) Vendor must have experience showing that they can perform quality printing in-house and within time frames for jobs
that fall within this Category/Format.
The bidder is required to submit a sample of work to quote as consideration for the IFB. The intent of this section is to
enable IDS to evaluate the vendor pricing structure to determine award. Although some of these specifications were
actual jobs, none should be quoted as actual upcoming projects. Use current materials costs as basis for pricing. Once a
vendor is awarded and an agreement is in place, the vendor will be required to hold pricing for a minimum of 120 days on
all quoted projects.
In the event any of the following projects become actual jobs, awarded vendors will be held to pricing quoted in this IFB
for the first 120 days of the Agreement.
4. References
If a vendor has worked with State agencies in the last twenty-four (24) months, vendors will be required to include the
appropriate State contact for reference purposes
4.1. Company’s prior experience (relative to similar projects/services). Concisely indicate your organization’s experience
in providing services or a similar size and scope to that being proposed. Specify the length of time (in terms of years)
your company has been in this business. Include information regarding description of services provided and
starting/ending dates of service. Also include the current name, address and telephone number of the responsible official
for whom services were provided.
Offeror must demonstrate having prior relevant experience to provide similar size and scope of services as outlined in this
IFB.
4.2. Past Performance (relative to similar projects/services).
Provide three satisfactory references that have a minimum of two (2) years experience where services provided were of
comparable size and scope as described herein. For each reference, provide the following information:
a. Customer Identification (company name)
b. Address where service has been performed
c. Customer Contact
d. Customer Contact Phone Number
e. Period of Service: mm/yy to mm/yy
Offeror must demonstrate ability to meet customer’s objectives and provide quality customer service according to
schedule for similar size and scope of services as evidenced by past performance.
The State may use any other available independent resources to verify past performance (e.g. other State agencies who
have done business with the offeror, Dun & Bradstreet reports, etc).
The evaluation and selection of bids shall be in accordance with the criteria stated above and shall be based on the
information called for in this IFB. Awards to add up to three (3) additional vendors to the existing vendor pool in each of
the three (3) specified categories, will be made to the vendors meeting the mandatory minimum qualifications and
providing the lowest cost. The State’s determination regarding the number of Master Agreement awards per category
shall be final. The State may request clarifications as part of the evaluation process.
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