Greater Dayton Regional Transit Authority 4 S. Main Street Dayton, OH 45402

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1 Greater Dayton Regional Transit Authority 4 S. Main Street Dayton, OH May 31, 2017 TO: RE: Prospective Bidders Request for Quotation (RFQ) Copying Services The Greater Dayton Regional Transit Authority (RTA) is interested in obtaining quotes from firms interested in providing Copying Services. Your firm is invited to submit a quote. The successful Bidder will be offered a three-year contract with two one-year options, effective on or about July 10, The award will be based on the lowest quote received from responsive and responsible bidders as determined by the RTA. The successful vendor(s) will receive a blanket purchase order in accordance with the effective date stated in this Request for Quotation. No written notification of the award will be sent. In order to be considered, please ensure that your quote is received by the undersigned no later than 2:00 p.m., June 19, Quotes may be mailed, hand delivered or sent by delivery services addressed to the undersigned at Greater Dayton Regional Transit Authority, 4 S. Main Street, Dayton, OH 45402, or faxed to the attention of the undersigned at (937) Please allow additional working days for the internal delivery of U.S. Postal Service mail. A quote may be withdrawn by personal, written, or telegraphic request received from the bidder prior to the scheduled opening date. No quote may be withdrawn for a period of 60 days after the opening date. The RTA reserves the right, as the interest of the RTA requires, to postpone, accept or reject any and all quotes and to waive any informality in the quotes received. If you have any questions relating to this solicitation, please contact me at (937) Sincerely, Herbert Carroll Herbert Carroll Purchasing Agent Attachment page 1

2 SCOPE OF WORK COPYING SERVICES The Greater Dayton Regional Transit Authority is seeking a qualified firm to provide copying services under an indefinite quantity - indefinite delivery type contract for a three-year period with two one-year options. PICK-UP AND DELIVERY SERVICE RTA is seeking a firm that has pick-up and delivery service available. On some occasions, copy jobs may be delivered and/or picked up by RTA employees. When practical, RTA will send files electronically; however, that will not always be possible. All deliveries and pick-ups would be from/to one of the locations below. The cost of pick up and delivery must be included in the unit prices bid. RTA 4 South Main Street Dayton, Ohio RTA 600 Longworth Street Dayton, OH The pick up/delivery location will be specified on each order. All shipments must contain a packing list detailing the items copied, number of cartons/packages, quantity per carton/package, and total quantity. Cartons are not to exceed 25# per carton in weight. GENERAL REQUIREMENTS RTA requires various types of copy services. Orders are placed on an as needed basis. Typically, B&W copy jobs containing fewer than 500 copies are done in-house at RTA; and color copy jobs containing fewer than 250 copies are done in-house. Copy jobs larger than these are sent out. The scope of services that may be required includes the following: Single and double sided black and white copies on several sizes of white and colored paper. Sizes are normally limited to 8½ x 11, 8½ x 14, and 11 x 17. Single and double-sided color copies. Sizes are normally limited to 8½ x 11, 8½ x 14, and 11 x 17. Posters; white matte with foam core backing; color copy, laminated. Sizes 13½" x 28½" page 2

3 19½" x 33" 20" x 27" 21" x 16" 24" x 36" 42½" x 36" Copying both one-sided and double-sided card stock Tab design and B&W copying on tabs Three-hole drilled paper Hand Collating (example front and back covers and tab insertion) Binding, using plastic coil or comb Binders (1/2" - 3") and assembly Stapling Saddle-stitching Padding Tape binding Cutting Folding Laminate and trim services Shrink-wrap Standard delivery for general copying services shall be 48-hours, maximum 72 hours for specialty finishing. Rush delivery (one day or overnight service) may occasionally be required. GREATER DAYTON REGIONAL TRANSIT AUTHORITY SPECIAL CONDITIONS BASIS OF AWARD: The award will be based on the lowest quote received from responsive and responsible bidders, as determined by the RTA. REFERENCES: Bidders are requested to provide with their quotes three (3) references for which the company has provided similar copying services. References shall include the name of the organization, a point of contact, address, telephone number and address. PICK UP / DELIVERY CHARGES: All fees for pick up and delivery to and from RTA shall be included in the unit prices bid. RTA will not pay separate pick up and delivery charges or fuel surcharges. page 3

4 QUANTITIES: All quantities are estimated. No guarantee is made or implied as to the minimum or maximum quantities that may be ordered during the stipulated order period. OVER/UNDER CHARGES: No over or under runs will be accepted or paid for. PRICES: The prices quoted shall be "FIRM" for the term of the order. If copying services or copy sizes not specifically listed on the quote form are required during the term of the agreement, RTA reserves the right to negotiate pricing on that specific copy service, as needed. DELINQUENT DELIVERY: If the successful Contractor fails to meet the required pick up or delivery time and it becomes necessary for the RTA to order copy job from another source, the delinquent vendor will be responsible for reimbursing the RTA for the difference in the cost of the product/service and any shipping or delivery costs and rush fees that may be incurred by the RTA. Delinquent pick ups and deliveries will be documented in the contract file and may be cause for termination of contract. QUALITY: Copying services provided under this procurement are to be professional quality of the highest standards. Poor copy quality, errors in page order, omitted pages, etc. are not acceptable. Quality issues and concerns will be documented in the contract file and may be cause for termination of contract. TAX-EXEMPT: The RTA is exempt from payment of all taxes, and taxes must not be included in the quoted price. Necessary exemption certificates shall be furnished to the successful bidder upon request. PAYMENT TERMS: Payments will be net 30 days after receipt of an invoice. Payment for services shall be at the quoted price. All invoices must be fully itemized in a format that easily permits prices charged to be verified against prices quoted. QUOTE SUBMISSION: Quotes submitted shall be inclusive of the following: Quote Form Company Profile Identify account representative(s) that will be assigned to RTA s account, if awarded this order and include phone number, cell number, and address. In addition, identify the account representative s back-up person and his/her contact information. Reference List (a minimum of three (3) references from current client list, including contact names and telephone numbers and addresses). BUDGET RANGE: The RTA s anticipated budget range for this procurement is between $13,000 - $15,000 per year. DURATION OF CONTRACT: The duration of the agreement shall be for a period of three years with two one-year options. page 4

5 AFFIRMATIVE ACTION ASSURANCE PLAN: All firms will be required to comply with all Equal Employment Opportunity laws and regulations and file with RTA's DBE Officer, if requested, an Affirmative Action Assurance Plan, consistent with RTA's non-discriminatory policy, subject to RTA approval. All firms must submit with their quote a letter from the City of Dayton's Human Relations Council, stating that they have an approved Affirmative Action Assurance Plan (approvals are valid for a one-year period). Failure to furnish the letter from the City of Dayton's Human Relations Council may be cause for rejection of your quote. If a firm is not on the approved list, please contact the following office to obtain an application and submit a COPY of the completed application with your quote: City of Dayton, Ohio Human Relations Council 371 W. Second Street Dayton, OH (937) FEDERAL CLAUSES: The Federal Third Party Contracting Clauses may be accessed at the Greater Dayton Regional Transit Authority (RTA) web site at On the left side, click on RFQ Small Purchase Clauses & Submittals. The applicable clauses shall apply if an award is made to your firm. Summary of Quote Requirements Required for this Request for Quote Please acknowledge you have read and will comply. The Federal Third Party Contracting Clauses & Required Submittals may be accessed at the Greater Dayton Regional Transit Authority (RTA) web site at Click on RFQ Small Purchase Clauses & Submittals. In order for your quote to be considered, you must indicate below that you have read and will comply with the clauses that are marked as applicable to this RFQ. FEDERAL THIRD PARTY CONTRACTING CLAUSES & REQUIRED SUBMITTALS No Obligation by Federal Government Program Fraud and False or Fraudulent Statements or Related Acts Audit and Inspection of Records Federal Changes Nondiscrimination (EEO) Title VI, Civil Rights Act of 1964, Compliance Americans with Disabilities Act (ADA) page 5

6 Termination of Contract for Default Termination for Convenience of the RTA Disadvantaged Business Enterprise Participation Incorporation of Federal Transit Administration (FTA) Terms Debarment and Suspension Cargo Preference Use of United State Flag Vessels Fly America Davis-Bacon Act Copeland Anti-Kickback Transit Employee Protective Provisions Drug and Alcohol Rules Patents Copyrights Trademarks Energy Conservation Recycled Products Certification of Contractor Regarding Debarment, Suspension, and other Ineligibility and Voluntary Exclusion Form Certification of Lower-Tier Participants (Subcontractors) regarding Debarment, Suspension, and other Ineligibility and Voluntary Exclusion Form Affidavit of Contractor or Subcontractors Prevailing Wages NAME: NAME PRINTED: TITLE: COMPANY: DATE: page 6

7 The Greater Dayton Regional Transit Authority CERTIFICATION OF CONTRACTOR REGARDING DEBARMENT, SUSPENSION, AND OTHER INELIGIBILITY AND VOLUNTARY EXCLUSION The undersigned, an authorized official of the Bidder stated below, certifies, by submission of this bid, that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency. (If the undersigned is unable to certify to any of the statements in this certifications, such official shall attach an explanation to this bid). THE UNDERSIGNED CERTIFIES OR AFFIRMS THE TRUTHFULNESS AND ACCURACY OF THE CONTENTS OF THE STATEMENTS SUBMITTED ON OR WITH THIS CERTIFICATION AND UNDERSTANDS THAT THE PROVISIONS OF 31 U.S.C. SECTIONS 3801 ET SEQ. ARE APPLICABLE THERETO. Name of Bidder: Address: City, State, Zip: Signature of Authorized Official: Title of Official: Telephone: Date: page 7

8 The Greater Dayton Regional Transit Authority CERTIFICATION OF LOWER-TIER PARTICIPANTS (SUBCONTRACTORS) REGARDING DEBARMENT, SUSPENSION, AND OTHER INELIGIBILITY AND VOLUNTARY EXCLUSION (THIS AFFIDAVIT TO BE COMPLETED BY THE SUCCESSFUL CONTRACTOR S SUB-CONTRACTORS AFTER NOTIFICATION OF AWARD HAS BEEN RECEIVED) The Lower Tier Participant [Subcontractor to the Primary Contractor(s)],, certifies by submission of this bid, that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency. If the above named Lower Tier Participant (Subcontractor) is unable to certify to any of the statements in this certification, such participant shall attach an explanation to this certification. The Lower-Tier Participant (Subcontractor),, certifies or affirms the truthfulness and accuracy of the contents of the statements submitted on or with this certification and understands that the provisions of 31. U.S.C. Section 3801 et seq. is applicable thereto. Signature and Title of Authorized Official The undersigned chief legal counsel for the hereby certifies that the has authority under state and local law to comply with the subject assurances and that the certification above has been legally made. Signature of Applicant's Attorney NOTICE TO BIDDER: THIS CERTIFICATION SHALL BE COMPLETED BY ALL SUBCONTRACTORS WHICH WILL HAVE A FINANCIAL INTEREST IN THIS PROJECT WHICH EXCEEDS $25,000 OR SUBCONTRACTORS WHICH WILL HAVE A CRITICAL INFLUENCE ON OR A SUBSTANTIVE CONTROL OVER THE PROJECT. Date page 8

9 THE GREATER DAYTON REGIONAL TRANSIT AUTHORITY QUOTE FORM YEARS 1-3 Note: Unit prices may not exceed 4 decimal places ($0.0000) B&W Copies Description Unit Of Meas Unit Price B&W copy; 1-side; 20 lb. white paper; 8½" x 11" B&W copy; 1-side; 20 lb. white paper; 8½" x 14" B&W copy; 1-side; 20 lb. white paper; 11" x 17" B&W copy; 2-sided; 20 lb. white paper; 8½" x 11" B&W copy; 2-sided; 20 lb. white paper; 8½" x 14" B&W copy; 2-sided; 20 lb. white paper; 11" x 17" B&W copy; 1-side; 24 lb. white bond; 8½" x 11" B&W copy; 2-sided; 24 lb. white bond; 8½" x 11" B&W copy; 1-side; 65 lb. bright white; 8½" x 11" B&W copy; 1-side; 65 lb. bright white; 8½" x 14" B&W copy; 1-side; 65 lb. bright white; 11" x 17" B&W copy; 2-sided; 65 lb. bright white; 8½" x 11" B&W copy; 2-sided; 65 lb. bright white; 8½" x 14" B&W copy; 2-sided; 65 lb. bright white; 11" x 17" B&W copy; 1-side; 20 lb. white paper; 8½" x 11"; 3-hole drilled B&W copy; 2-sided; 20 lb. white paper; 8½" x 11"; 3-hole drilled B&W copy; 1-side; 90 lb. card stock; 8½" x 11" B&W copy; 2-sided; 90 lb. card stock; 8½" x 11" B&W copy; 1-side; 20 lb. color paper; 8½" x 11" B&W copy; 1-side; 20 lb. color paper; 8½" x 14" B&W copy; 1-side; 20 lb. color paper; 11" x 17" B&W copy; 2-sided; 20 lb. color paper; 8½" x 11" B&W copy; 2-sided; 20 lb. color paper; 8½" x 14" B&W copy; 2-sided; 20 lb. color paper; 11" x 17" Color Copies Color copy; 1-side; 20 lb. white paper; 8½" x 11" Color copy; 2-sided; 20 lb. white paper; 8½" x 11" Color copy; 1-side; 20 lb. white paper; 8½" x 14" Color copy; 1-side; 20 lb. white paper; 11" x 17" page 9

10 Color copy; 1-side; 24 lb. white bond; 8½" x 11" Color copy; 2-sided; 24 lb. white bond; 8½" x 11" Color photo; 1-side; 28 lb. smooth bright white; 8½" x 11" Color copy; 1-side; 65 lb. bright white; 8½" x 11" Color copy; 1-side; 65 lb. bright white; 8½" x 14" Color copy; 1-side; 65 lb. bright white; 11" x 17" Color copy; 2-sided; 65 lb. bright white; 8½" x 11" Color copy; 1-side; 90 lb. card stock; 8½" x 11" Color copy; 2-sided; 90 lb. card stock; 8½" x 11" Color copy; 1-side; 20 lb. white paper; 8½" x 11"; 3-hole drill Color copy; 2-sided; 20 lb. white paper; 8½" x 11"; 3-hole drill Color copy; 1-side; 20 lb. color paper; 8½" x 11" Color copy; 1-side; 20 lb. color paper; 8½" x 14" Color copy; 1-side; 20 lb. color paper; 11" x 17" Color copy; 2-sided; 20 lb. color paper; 8½" x 11" Posters page 10 13½" x 28½" white matte; foam core backing; color copy, laminated 19½" x 33" white matte; foam core backing; color copy, laminated 20" x 27" white matte; foam core backing; color copy, laminated 21" x 16" white matte; foam core backing; color copy, laminated 24" x 36" white matte; foam core backing; color copy, laminated 42½" x 36" white matte; foam core backing; color copy, laminated Tabs Die Cut Tab Design Layout Copying Tabs; B&W; 1-Side; 9" x 11"; Die Cut; 110# Springhill Index or equal; incl. cost for hand insertion Copying Tabs; B&W; 1-Side; 9" x 11"; Die Cut; 110# Springhill Index or equal; incl. cost for machine insertion Covers & Binders Cover; 8½" x 11"; clear plastic B&W copy; 1-side; 8½" x 11"; white 80# Glossy Cover B&W copy; 1-side; 8½" x 11"; white Cardstock Cover B&W copy; 1-side; 8½" x 11"; Linen Cover Color copy; 1-side; 8½" x 11"; white 80# Glossy Cover Color copy; 1-side; 8½" x 11"; white Cardstock Cover Color copy; 1-side; 8½" x 11"; Linen Cover Back Cover; blank; 8½" x 11"; black; Regency Cover or equal Back Cover; blank; 8½" x 11"; white Cardstock Cover Back Cover; blank; 8½" x 11"; Linen Cover Flat Fee

11 Binding, plastic comb; white or black; ½" incl. cost to punch & assemble Binding, plastic comb; white or black; 5/8" incl. cost to punch & assemble Binding, plastic comb; white or black; ¾" incl. cost to punch & assemble Binding, plastic comb; white or black; 1" incl. cost to punch & assemble Binding, plastic coil; white or black; ½" incl. cost to punch & assemble Binding, plastic coil; white or black; 5/8" incl. cost to punch & assemble Binding, plastic coil; white or black; ¾" incl. cost to punch & assemble Binding, plastic coil; white or black; 1" incl. cost to punch & assemble Binder 1/2"; incl. cost to punch & assemble; state colors available: Binder 1"; incl. cost to punch & assemble; state colors available: Binder 1-1/2"; incl. cost to punch & assemble; state colors available: Binder 3"; incl. cost to punch & assemble; state colors available: Miscellaneous Slip Sheet 8½" x 11"; 60# Springhill Offset color or equal Stapling-left corner Stapling-book Saddle-stitching Tape Binding Padding Cutting in 1/2 horizontally Cutting in 1/2 vertically Cutting in 1/3 horizontally Cutting in 1/4 (four even squares) Folding; in half Folding; tri-fold Folding; Z-fold Laminate letter Laminate legal Laminate - ledger Shrink-wrap DELIVERY: Standard Delivery: 48 hours, maximum 72 hours for specialty finishing. Rush Delivery: Rush Delivery is same day or overnight service. Provide a % of cost above the costs proposed, or a flat fee, for Rush Delivery. % $ Flat Fee page 11

12 THE GREATER DAYTON REGIONAL TRANSIT AUTHORITY QUOTE FORM Option Year One and Option Year Two Note: Unit prices may not exceed 4 decimal places ($0.0000) Description Unit Of Meas Option Year One Unit Price Option Year Two Unit Price B&W Copies B&W copy; 1-side; 20 lb. white paper; 8½" x 11" B&W copy; 1-side; 20 lb. white paper; 8½" x 14" B&W copy; 1-side; 20 lb. white paper; 11" x 17" B&W copy; 2-sided; 20 lb. white paper; 8½" x 11" B&W copy; 2-sided; 20 lb. white paper; 8½" x 14" B&W copy; 2-sided; 20 lb. white paper; 11" x 17" B&W copy; 1-side; 24 lb. white bond; 8½" x 11" B&W copy; 2-sided; 24 lb. white bond; 8½" x 11" B&W copy; 1-side; 65 lb. bright white; 8½" x 11" B&W copy; 1-side; 65 lb. bright white; 8½" x 14" B&W copy; 1-side; 65 lb. bright white; 11" x 17" B&W copy; 2-sided; 65 lb. bright white; 8½" x 11" B&W copy; 2-sided; 65 lb. bright white; 8½" x 14" B&W copy; 2-sided; 65 lb. bright white; 11" x 17" B&W copy; 1-side; 20 lb. white paper; 8½" x 11"; 3-hole drilled B&W copy; 2-sided; 20 lb. white paper; 8½" x 11"; 3-hole drilled B&W copy; 1-side; 90 lb. card stock; 8½" x 11" B&W copy; 2-sided; 90 lb. card stock; 8½" x 11" B&W copy; 1-side; 20 lb. color paper; 8½" x 11" B&W copy; 1-side; 20 lb. color paper; 8½" x 14" B&W copy; 1-side; 20 lb. color paper; 11" x 17" B&W copy; 2-sided; 20 lb. color paper; 8½" x 11" B&W copy; 2-sided; 20 lb. color paper; 8½" x 14" B&W copy; 2-sided; 20 lb. color paper; 11" x 17" page 12

13 Color Copies Color copy; 1-side; 20 lb. white paper; 8½" x 11" Color copy; 2-sided; 20 lb. white paper; 8½" x 11" Color copy; 1-side; 20 lb. white paper; 8½" x 14" Color copy; 1-side; 20 lb. white paper; 11" x 17" Color copy; 1-side; 24 lb. white bond; 8½" x 11" Color copy; 2-sided; 24 lb. white bond; 8½" x 11" Color photo; 1-side; 28 lb. smooth bright white; 8½" x 11" Color copy; 1-side; 65 lb. bright white; 8½" x 11" Color copy; 1-side; 65 lb. bright white; 8½" x 14" Color copy; 1-side; 65 lb. bright white; 11" x 17" Color copy; 2-sided; 65 lb. bright white; 8½" x 11" Color copy; 1-side; 90 lb. card stock; 8½" x 11" Color copy; 2-sided; 90 lb. card stock; 8½" x 11" Color copy; 1-side; 20 lb. white paper; 8½" x 11"; 3-hole drill Color copy; 2-sided; 20 lb. white paper; 8½" x 11"; 3-hole drill Color copy; 1-side; 20 lb. color paper; 8½" x 11" Color copy; 1-side; 20 lb. color paper; 8½" x 14" Color copy; 1-side; 20 lb. color paper; 11" x 17" Color copy; 2-sided; 20 lb. color paper; 8½" x 11" Posters 13½" x 28½" white matte; foam core backing; color copy, laminated 19½" x 33" white matte; foam core backing; color copy, laminated 20" x 27" white matte; foam core backing; color copy, laminated 21" x 16" white matte; foam core backing; color copy, laminated 24" x 36" white matte; foam core backing; color copy, laminated 42½" x 36" white matte; foam core backing; color copy, laminated Tabs Die Cut Tab Design Layout Copying Tabs; B&W; 1-Side; 9" x 11"; Die Cut; 110# Springhill Index or equal; incl. cost for hand insertion Copying Tabs; B&W; 1-Side; 9" x 11"; Die Cut; 110# Springhill Index or equal; incl. cost for machine insertion page 13 Flat Fee

14 Covers & Binders Cover; 8½" x 11"; clear plastic B&W copy; 1-side; 8½" x 11"; white 80# Glossy Cover B&W copy; 1-side; 8½" x 11"; white Cardstock Cover B&W copy; 1-side; 8½" x 11"; Linen Cover Color copy; 1-side; 8½" x 11"; white 80# Glossy Cover Color copy; 1-side; 8½" x 11"; white Cardstock Cover Color copy; 1-side; 8½" x 11"; Linen Cover Back Cover; blank; 8½" x 11"; black; Regency Cover or equal Back Cover; blank; 8½" x 11"; white Cardstock Cover Back Cover; blank; 8½" x 11"; Linen Cover Binding, plastic comb; white or black; ½" incl. cost to punch & assemble Binding, plastic comb; white or black; 5/8" incl. cost to punch & assemble Binding, plastic comb; white or black; ¾" incl. cost to punch & assemble Binding, plastic comb; white or black; 1" incl. cost to punch & assemble Binding, plastic coil; white or black; ½" incl. cost to punch & assemble Binding, plastic coil; white or black; 5/8" incl. cost to punch & assemble Binding, plastic coil; white or black; ¾" incl. cost to punch & assemble Binding, plastic coil; white or black; 1" incl. cost to punch & assemble Binder 1/2"; incl. cost to punch & assemble; state colors available: Binder 1"; incl. cost to punch & assemble; state colors available: Binder 1-1/2"; incl. cost to punch & assemble; state colors available: Binder 3"; incl. cost to punch & assemble; state colors available: Miscellaneous Slip Sheet 8½" x 11"; 60# Springhill Offset color or equal Stapling-left corner Stapling-book page 14

15 Saddle-stitching Tape Binding Padding Cutting in 1/2 horizontally Cutting in 1/2 vertically Cutting in 1/3 horizontally Cutting in 1/4 (four even squares) Folding; in half Folding; tri-fold Folding; Z-fold Laminate - letter Laminate - legal Laminate - ledger Shrink-wrap DELIVERY: Standard Delivery: 48 hours, maximum 72 hours for specialty finishing. Rush Delivery: Rush Delivery is same day or overnight service. Provide a % of cost above the costs proposed, or a flat fee, for Rush Delivery. % $ Flat Fee page 15

16 BASIS OF AWARD: The award of this order is based on the lowest responsive and responsible bidder as determined by the Greater Dayton Regional Transit Authority (RTA). OFFER: By execution below, Bidder hereby offers to furnish the goods and/or services as indicated herein. Name of Individual, Partner or Corporation Address City, State and Zip Code Telephone Number Fax Number Cell Number Address Authorized Signature Title page 16

REQUEST FOR QUOTATION INVITATION

REQUEST FOR QUOTATION INVITATION DATE: July 15, 2010 DPS: REQUIREMENT: SUBJECT: Patricia Farina DPS Contract Administrator Email: Patricia.Farina@cityofchicago.org Telephone: 312-744-7660 Silver Halide