Citizen Newsletter Printing
| Agency: | Village of Hoffman Estates |
|---|---|
| State: | Illinois |
| Level of Government: | State & Local |
| Category: |
|
| Opps ID: | NBD11189727433454928 |
| Posted Date: | Feb 12, 2024 |
| Due Date: | Mar 1, 2024 |
| Source: | Members Only |
Due Date - March 1, 2024, by 5:00 pm CST
Attachment Preview
REQUEST FOR PROPOSALS:
PRINTING SERVICES FOR CITIZEN NEWSLETTER
The Village of Hoffman Estates is soliciting proposals from qualified printing firms with specific
experience to provide the services identified below. To be considered for the project, your
proposal must contain evidence of the firm’s experience and abilities to provide typesetting,
layout and design, printing, folding, bundling, and delivery of the Village’s newsletters to four
(4) area post offices (Schaumburg, Hoffman Estates, Barrington, Palatine) and the Village Hall,
for mailing to residents and businesses.
To be considered, two (2) hard copies of the complete proposal must be received by Friday,
March 1, 2024, no later than 5 p.m. local time. Proposals submitted to the Village of Hoffman
Estates through facsimile or email will not be accepted. The original (1) and copy (1) must be
submitted in a sealed envelope or container stating on the outside the vendor’s name, address,
telephone number, due date, RFP title (clearly marked “Newsletter Printing”) and addressed to:
Village of Hoffman Estates, Communications Manager Melissa Brito, 1900 Hassell Road, Hoffman
Estates, IL 60169
Proposals may be delivered to the above address ONLY between the hours of 8:30 a.m. and 5
p.m. Monday through Friday. Vendors are responsible for informing any commercial delivery
service, if used, of all delivery requirements and for ensuring that the required address
information appears on the outer wrapper or envelope used by such service. All late proposals
that are received by the Village shall be returned unopened to the vendor submitting the
proposal. Proposals that are in transit (U.S. Mail, Federal Express, etc.) at the above time and
date shall not receive consideration and shall be returned unopened.
The proposal must be signed by an officer of the company, who is legally authorized to enter into
a contractual relationship in the name of the vendor. There is no express or implied obligation for
the Village to reimburse responding proposers for any expenses incurred in preparing proposals
in response to this request. The Village reserves the right to reject any or all proposals submitted
and retain all proposals submitted. No subcontracting to another vendor will be allowed without
the prior written consent of the Village. Submitting a proposal to the Village indicates
acceptance by the proposer of the conditions contained in this RFP.
Proposers are hereby notified that all information submitted as part of, or in support of, proposals
will remain confidential until the date of award; thereafter the documents will be available for
public inspection in compliance with Illinois state statutes.
Submission of a proposal indicates acceptance by the firm of the conditions contained in this
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request for proposal unless clearly and specifically noted in the proposal submitted and
confirmed in the contract between the Village of Hoffman Estates and the firm selected.
The Village of Hoffman Estates reserves the right without prejudice to reject any or all
proposals.
1. Summary
The Village of Hoffman Estates is seeking a full-service professional printer to complete
production of a newsletter (12 total editions) to residents and businesses for the remainder of the
2024 calendar year and the entire and 2025 calendar year, with an optional third year* for 2026
(an additional 7 editions), which will be at the discretion of the Village. This includes the bi-
monthly Citizen newsletter publication and the supplementary Northwest Fourth Fest publication
in June.
2. Background
The Village of Hoffman Estates, Illinois, is located approximately 25 miles northwest of
downtown Chicago and has a population of 52,230 within 22 square miles. The Village is
currently seeking professional printing services for its Citizen newsletter. The Village will
provide electronic files (Adobe InDesign source exported to hi-res PDF) via FTP to the printer.
Print production will be based on the specifications listed below.
3. Village’s Contact Person
Melissa Brito, Communications Manager
847-781-2614, missy.brito@vohe.org
Evaluation Criteria
An award of contract will be made to the company whose proposal is judged by the Village to be
in its best interests, and whose proposal most closely satisfies the overall project specifications as
well as a number of other factors including, but not limited, to:
• Quality of Printing – an award of contract will be based upon the company’s exemplary
product quality, demonstrated by samples provided in the scope of requested materials.
This includes two printed color copies of representative work.
• Experience of the company – an award of contract will also be based on the company’s
experience and proven ability to successfully perform the specified work. Among those
experience factors to be included are work of similar scope, quality and reliability. Firms
must have a minimum of two years of experience.
• Project management- the Village will also consider the firm’s customer service and
communication plan and plan for meeting delivery deadlines.
• Cost – an award of contract will be based on the total cost of alternatives selected by the
Village and under each alternative, the proposer shall indicate the total cost of the work
performed. The Village reserves the right to consider alternatives separately.
• Local preference – in the situation where a local Hoffman Estates vendor is matched
with a non-Hoffman Estates vendor on the above criteria, a local preference may be
considered in the final decision.
Specifications
1. Number of Issues
2024-2025: 12; *optional 2026: 7 additional
2. Estimated Quantity
21,000 (each issue)
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3. Frequency
The Village will distribute the Citizen newsletter 6 times each year (bi-monthly) and the
Northwest Fourth Fest publication annually in June. The selected firm must be capable of
special-issue printing and distribution at same per-issue cost as equivalently-sized newsletter.
4. Number of Pages
Citizen 12-page issues: 5 per year
Citizen 16-page issues: 1 per year
Northwest Fourth Fest 4-page issue: 1 per year
5. Paper
The Citizen and the Northwest Fourth Fest publication should be printed on 70# gloss text
stock. Recycled paper is requested. Please provide appropriate recommendations, including
pricing for alternatives. Additional suggestions will be taken into consideration.
6. Printing
Printing should be done on a four-color offset press. Vegetable-based inks are preferred.
7. Binding
Nest, stitch (two required each piece). Pieces should be folded in half to 8½” X 11”.
Additional suggestions will be taken into consideration.
8. Proofs
Printer must initially present digital color proofs within two (2) business days of receipt of
files.
9. Bundling and Delivery
The newsletter is sent out via bulk rate (ECRWSS) to all Hoffman Estates postal customers.
Printer will be responsible for bundling newsletters by delivery route (by monthly carrier
route list from the post office). Remaining newsletters (overs) are to be delivered to the
Village Hall between 8:30 a.m. and 5 p.m. Monday through Friday on the same day as
delivery to the four (4) area post offices (Schaumburg, Hoffman Estates, Barrington,
Palatine).
10. Delivery Date
The newsletter must be first delivered to the Schaumburg Post Office for bulk postage sorting,
then deliver the remainder to the three (3) area post offices (Hoffman Estates, Barrington,
Palatine) and the Village Hall within no more than seven (7) working days of approval of
proof. Timely delivery is essential to this publication. The Village will expect delivery to Post
Offices to be made so that all deadlines are met per agreement. The newsletter is delivered to
recipients no later than the U.S. Postal Service on the last day of the month preceding the
issue date (e.g., July newsletter is delivered by June 30).
11. Artwork
Any customized artwork, photos or Village artwork submitted as part of the production
process remains the property of the Village of Hoffman Estates and shall be returned upon
request. If there is a request for original artwork, please include the cost of screen and photos.
12. Failure to Complete Work or Satisfy Deadline Requirements
Failure to complete work or satisfy deadline requirements shall result in termination of any
future obligations of the Village to the company.
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REQUEST FOR PROPOSALS:
PRINTING SERVICES FOR CITIZEN NEWSLETTER
ATTACHMENT A
RESPONSE FORM
1. Proposal Overview
Vendor should provide a general summary of their background and proposal.
2. Company Profile and Capabilities
Corporate Profile:
Corporate Name
Corporate HQ Address
Telephone Number
Internet URL
Doing Business Since
State Incorporated
Contact Information:
Account Representative:
Email Address
Telephone Number
Fax Number
Address
3. Pricing Proposal
Newsletter Pricing for 2024-2025
Quantity
21,000
21,000
21,000
Publication Specs
16 pages, Full Color
70# gloss text
12 pages, Full Color
70# gloss text
4 pages, Full Color
70# gloss text
Delivery
All Hoffman Estates
Postal Customers Plus
Overs to Village Hall
All Hoffman Estates
Postal Customers Plus
Overs to Village Hall
All Hoffman Estates
Postal Customers Plus
Overs to Village Hall
Price Per Issue
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4. Delivery Plan
Vendor should provide a detailed description of its plan for meeting delivery timelines and
understanding of Post Office requirements.
5. Examples of Work
Vendor shall provide two printed color copies of representative work.
6. References
Vendor shall provide a list of three references for similar projects.
______________________________________________
Authorized Company Signature
______________________________________________
Name and Title
____________________
Date
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