RFP - 2027 City Calendar

R F P
EQUEST OR ROPOSAL
2027 C C
ITY ALENDAR
S P D :
EALED ROPOSALS UE
10:00 A.M. (P L T )
REVAILING OCAL IME
W , S 23, 2026
EDNESDAY EPTEMBER
Jason McConachie
Jason McConachie
City Administrator
RFP - 2027 City Calendar
Bid Package: 2026-10 - Date Issued: September 3, 2026
Page 1 of 11

SECTION 1. PUBLIC NOTICE
Notice is hereby given that the City of Overland, Missouri (the "City) is soliciting sealed
proposals from qualified vendors to print and mail a City Calendar on behalf of the City of
Overland, MO.
Proposals will be accepted until 10:00 A.M. (PREVAILING LOCAL TIME) WEDNESDAY,
SEPTEMBER 23, 2026.
A copy of the RFP is on file at Overland City Hall, 9119 Lackland Road, Overland, MO 63114.
An electronic version of this RFP is available on the City's website (www.overlandmo.org).
For general/technical information regarding the request for proposal please contact Ms. Alex
Darmody, Communications Specialist at adarmody@overlandmo.org.
Please include the phrase "2027 City Calendar" in the subject line of the email.
Questions or requests for interpretation submitted via phone or voicemail will not be
answered.
Sealed Bids should be submitted to:
Office of the City Clerk
Attn: Melissa Burton, MMC/MPCC
City of Overland
9119 Lackland Road
Overland, MO 63114
Proposals may be delivered in person, by carrier, or by mail. It is the sole responsibility of the
vendor to see that his/her proposal is received prior to the due date. Proposals submitted via
email or proposals submitted after the submittal deadline will not be considered.
Proposals should be submitted in a sealed envelope clearly marked "2027 CITY CALENDAR",
with the name of the bidder.
RFP - 2027 City Calendar
Bid Package: 2026-10 - Date Issued: September 3, 2026
Page 2 of 11

SECTION 2. INVITATION TO BID
A. Notice is hereby given that the City of Overland, Missouri (the "City) is soliciting sealed
proposals from qualified vendors to print and mail a City Calendar on behalf of the City
of Overland, MO.
B. Proposals will be accepted until 10:00 A.M. (PREVAILING LOCAL TIME)
WEDNESDAY, SEPTEMBER 23, 2026.
C. A copy of the RFP is on file at Overland City Hall, 9119 Lackland Road, Overland, MO
63114.
D. An electronic version of this RFP is available on the City's website
(www.overlandmo.org).
E. For general/technical information regarding the request for proposal please contact Ms.
Alex Darmody, Communications Specialist at adarmody@overlandmo.org.
Please include the phrase "2027 City Calendar" in the subject line of the email.
Questions or requests for interpretation submitted via phone or voicemail will not be
answered.
F. Sealed Bids should be submitted to:
Office of the City Clerk
Attn: Melissa Burton, MMC/MPCC
City of Overland
9119 Lackland Road
Overland, MO 63114
Proposals may be delivered in person, by carrier, or by mail. It is the sole responsibility
of the vendor to see that his/her proposal is received prior to the due date. Proposals
submitted via email or proposals submitted after the submittal deadline will not be
considered.
Proposals should be submitted in a sealed envelope clearly marked "2027 CITY
CALENDAR", with the name of the bidder.
RFP - 2027 City Calendar
Bid Package: 2026-10 - Date Issued: September 3, 2026
Page 3 of 11

SECTION 3. INSTRUCTIONS TO BIDDERS
A. GENERAL
1. All work shall be completed in accordance with the specifications for the same,
relating to the "the Project" for which this RFP is issued.
2. A copy of the RFP is on file at Overland City Hall, 9119 Lackland Road, Overland,
MO 63114.
3. An electronic version of this RFP is available on the City's website
(www.overlandmo.org)
4. Proposals will be accepted until 10:00 A.M. (PREVAILING LOCAL TIME)
WEDNESDAY, SEPTEMBER 23, 2026.
5. For general/technical information regarding the request for proposal please contact
Ms. Alex Darmody, Communications Specialist at adarmody@overlandmo.org.
Please include the phrase "2027 City Calendar" in the subject line of the email.
Questions or requests for interpretation submitted via phone or voicemail will not be
answered.
6. Sealed Bids should be submitted to:
Office of the City Clerk
Attn: Melissa Burton, MMC/MPCC
City of Overland
9119 Lackland Road
Overland, MO 63114
Bids may be delivered in person, by carrier, or by mail. It is the sole responsibility of
the vendor to see that his/her proposal is received prior to the due date. Bids
submitted via email or bids submitted after the submittal deadline will not be
considered.
B. STATEMENT OF INTENT
It is the intention of the city to enter into a contract with a single vendor to print and mail
a city calendar to the residents of the City of Overland.
RFP - 2027 City Calendar
Bid Package: 2026-10 - Date Issued: September 3, 2026
Page 4 of 11

C. OBTAINING BID DOCUMENTS
The RFP shall also include any Exhibits or Attachments, any Addenda issued prior to
receipt of bid proposals, all modifications, and all documents included in the project
manual for the Project, as such may be on file in the office of the City Clerk.
A copy of the RFP is on file at Overland City Hall, 9119 Lackland Road, Overland, MO
63114.
An electronic version of this RFP is available on the City's website
(www.overlandmo.org).
D. BID PROPOSALS
1. Sealed bid proposals will be received in accordance with the Invitation to Bid.
2. Bids shall be submitted on the accompanying Bid Sheet.
3. Proposals will be accepted until 10:00 A.M. (PREVAILING LOCAL TIME)
WEDNESDAY, SEPTEMBER 23, 2026.
4. Proposals should be submitted to:
Office of the City Clerk
Attn: Melissa J. Burton, MMC/MPCC
City of Overland
9119 Lackland Road
Overland, MO 63114
5. Proposals may be delivered in person, by carrier, or by mail. It is the sole
responsibility of the vendor to see that his/her proposal is received prior to the due
date. Proposals submitted via email or Proposals submitted after the submittal
deadline will not be considered.
6. Proposals should be submitted in a sealed envelope clearly marked "2027 CITY
CALENDAR" with the name of the firm and with the date and time of the bid
opening.
7. No bid shall be considered unless the offering bidder shall furnish evidence
satisfactory to the City that the bidder has the necessary facilities, ability, and
pecuniary resources to fulfill all work relating to the "the Project" for which this RFP
is issued.
8. Attention of the bidders is directed to the requirement that Work on "the Project"
shall be commenced within FIFTEEN (15) DAYS following notice to the Contractor
to proceed and the Project be completed within a period of SIXTY (60)
RFP - 2027 City Calendar
Bid Package: 2026-10 - Date Issued: September 3, 2026
Page 5 of 11

CONSECUTIVE CALENDAR DAYS from the date of such notice unless an
extension of time is approved by the City.
9. No bid shall be withdrawn after the opening of bids for a period of THIRTY (30)
CALENDAR DAYS after the closing time for acceptance of bids. Any bidder may
withdraw a bid personally or by written request at any time prior to the closing time
for the acceptance of bids.
10. Addenda may be issued during the bidding period. All Addenda shall become a part
of the Bid Documents and shall be binding on all Bidders. Bidders shall include
resultant costs in the Base Bid. The City will issue Addenda to all known persons
and organizations who have obtained copies of the Bid Documents; however, it is the
duty of a Bidder to ensure that such Bidder has obtained all Addenda prior to
submission of a bid.
E. PRICES:
All proposals shall contain an itemized price list for the items requested in the
specifications as well as any postage and mailing costs. No other costs will be permitted
the vendor beyond those stated in his/her bid.
F. CHANGE ORDERS:
City may at any time by written order, and without notice to the sureties, make changes
within the general scope of this contract. If any changes cause an increase or decrease in
the cost or time required for the performance of the contract, then an equitable adjustment
shall be made in the contract price. Such costs shall be adjusted in writing only and must
be signed by both the contractor and the City. Likewise, any claim for extra charges by
the Contractor must be agreed upon in writing by the City prior to beginning such work.
G. BIDDER'S DUTIES:
Bidders shall thoroughly examine the Scope of Work and Specifications for the Project
and shall judge for themselves all the circumstances affecting the cost and nature of the
Work and the Project. By submitting a bid, each bidder represents that the bidder is
thoroughly familiar with the Bid Documents and all requirements for performance of the
Work and failure of the bidder to do so shall not relieve the successful bidder of the
obligation to furnish all labor, materials, and equipment necessary to complete the Project
in accordance with the provisions set forth in the RFP, for the consideration set forth in
the bid submitted.
H. ERRORS AND OMISSIONS BY CITY:
No vendor shall be permitted to use to his/her advantage any error or omission in this
solicitation or specifications. If vendor shall have any questions or desires a clarification
RFP - 2027 City Calendar
Bid Package: 2026-10 - Date Issued: September 3, 2026
Page 6 of 11

or interpretation regarding any of the items specified, the vendor shall request such
clarification in writing, and any such clarifications shall be made available to all vendors.
I. MADE IN AMERICA:
City Codes express a preference for products which are made in America.
J. AWARD OF CONTRACT:
Except in cases where the City exercises the right to reject any or all bids or to negotiate
with any or all bidders, the City will award a contract for the Work and the Project as
soon as practicable after closing of the time for accepting bids, to the Bidder who has
submitted the lowest and best bid which complies in all respects with requirements of the
Bid Documents and which, in the City's sole discretion, best meets the interests and
requirements of the City.
K. PAYMENT SCHEDULES:
The contractor shall be entitled to one final payment only. Before any payment is made,
the Contractor shall furnish to the City an itemized invoice. Final payment will be made
within thirty (30) days after approval by the City Council.
L. RIGHT TO REJECT BIDS:
The City intends to award a contract based on the bid that, in the City's sole discretion,
best meets the interests and requirements of the City. The City reserves the right in the
City's sole discretion to reject any and all bids, to waive technicalities or deficiencies in
any or all bids, to negotiate with any or all bidders or others for more favorable terms or
prices, and to award a contract to other than the bidder submitting the lowest cost bid
proposal, with or without negotiation. The City reserves the right not to open a sole bid.
Bidders are solely responsible for their own expenses in preparing and submitting
Proposals, and for any meetings, negotiations, or discussions with the City or its
representatives and consultants relating to or arising from this RFP. The City and its
representatives, agents, consultants, and advisors will not be liable to any Bidder for any
claims, whether for costs, expenses, losses, or damages, or loss of anticipated profits, or
for any other matter whatsoever, incurred by the Bidder in preparing and submitting a
Proposal, or participating in negotiations for a Contract, or other activity related to or
arising out of this RFP.
M. WARRANTIES:
The owner shall be provided with full manufacturer's warranty as a condition of the
award. The warranty shall be stated on the bid form for each product specified. The
successful bidder must provide the owner with any and all instructions, manuals and
directions for proper cleaning, setup and maintenance of all items bid.
RFP - 2027 City Calendar
Bid Package: 2026-10 - Date Issued: September 3, 2026
Page 7 of 11

N. INTERPRETATION OF CONTRACT DOCUMENTS:
Any person, firm or corporation contemplating submission of bid who is in doubt of the
true meaning of any part of these bid documents may contact Ms. Alex Darmody,
Communications Specialist at adarmody@overlandmo.org.
Please include the phrase "2027 City Calendar" in the subject line of the email.
Questions or requests for interpretation submitted via phone or voicemail will not be
answered.
O. TAX EXEMPT STATUS:
The City of Overland is tax exempt.
P. SOFTWARE
The City will provide the documents to the vendor in Canva.
RFP - 2027 City Calendar
Bid Package: 2026-10 - Date Issued: September 3, 2026
Page 8 of 11

SECTION 4. SCOPE OF WORK (SPECIFICATIONS)
A. PRINTING SERVICES
1. The Scope of Work and Specifications for "the project" are as follows.
Page Size: 11 x 8 12 inches
# of Pages: 28 page including cover
70# Fortune Matte Text (or comparable) plus white outer coversheet for
Paper:
mailing
Ink: Primarily 4 color process
Full color proof delivered to Overland City Hall by October 19, 2025.
Proofing:
Press proof required - 24-hour advance notice
Fold and 11 x 812 inches page size, collate, saddle stitch, drill 1 small
Bindery:
hole
Errors: Monetary credit must be given for any printing errors.
City is responsible for final calendar cover design.
Design:
Electronic files are required of final calendar product.
Note: The City will provide all content electronically.
Pricing shall include costs associated with the printing and mailing of
Pricing:
the calendar.
Range: January 2027 - January 2028
8,500 (~7,000 for mailing and ~1,500 to be provided, in bulk, to City
Quantity:
Hall for future distribution.)
RFP - 2027 City Calendar
Bid Package: 2026-10 - Date Issued: September 3, 2026
Page 9 of 11

B. DELIVERY / MAILING SERVICES
1. Preparation and Mailing
Vendor submitting proposal may complete preparation and mailing services in-house
and would be responsible for ensuring successful delivery of the newsletter to the
appropriate Postal Service location within two (2) business days.
The selected vendor is responsible for: 1) de-duping mailing list; 2) completing
NCOA updates on the mailing list; 3) using Intelligent Mail Barcodes; 4) providing
the addresses that are no longer valid to Overland; 5) providing a United States Postal
Service Postage Statement to the City monthly; 6) inkjet addresses, 7) sort and deliver
to the Post Office; 8) guaranteeing the lowest possible postage rate offered by United
State Postal Service based on mail piece design.
Quantity: 7,000 (approximately)
Deliverable: Inkjet addresses on 11" x 8 12" calendar
Delivery: Post Office location as deemed appropriate
Postage: Pre-sorted standard by Vendor Permit
Excel database provided by City. The address list provided by the City
Data:
may not be sold or given.
RFP - 2027 City Calendar
Bid Package: 2026-10 - Date Issued: September 3, 2026
Page 10 of 11