Printing - Newsletters, Brochures and Publications - Senior Centers And Community Services

Agency:	Baltimore County
State:	Maryland
Type of Government:	State & Local
Category:	Q - Medical Services R - Professional, Administrative and Management Support Services Y - Construction of Structures and Facilities
Posted:	Apr 11, 2024
Due:	May 10, 2024
Publication URL:	To access bid details, please log in.

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BALTIMORE COUNTY, MARYLAND

PURCHASING DIVISION

400 WASHINGTON AVENUE, ROOM 148

TOWSON, MARYLAND 21204-4665

REQUEST FOR PROPOSAL NO. 10000239

PRINTING – NEWSLETTERS, BROCHURES AND PUBLICATIONS –

SENIOR CENTERS AND COMMUNITY SERVICES

Due Date: 05/10/24, Time: 3:00 PM

Pre-Bid Conference: 04/17/24, Time: 11:00 AM

ALISHA DENNIS, STAFF BUYER

PHONE: 410-887-6480

EMAIL: adennis@baltimorecountymd.gov

Amendments to solicitations often occur prior to bid opening and sometimes

within as little as 48 hours prior to bid opening. It is the potential vendor’s

responsibility to frequently visit the Procurement Services web site

(https://www.baltimorecountymd.gov/departments/budfin/purchasing/) to obtain

amendments once they have downloaded a solicitation.

BIDDER CHECK LIST

____Have you signed your bid?

____Have you signed the Procurement Affidavit?

____Have you filled out all applicable forms?

____Have you returned the original? (and required duplicate

copies when required?)

____Have you signed and returned amendments?

____Have you included the bid bond, if required?

____Have you completed, signed and included all required

MBE/WBE forms and documents? (if applicable)

Revised 06/26/2012

BALTIMORE COUNTY, MARYLAND

REQUEST FOR PROPOSAL NO. 10000239

PRINTING – NEWSLETTERS, BROCHURES AND PUBLICATIONS – SENIOR

CENTERS AND COMMUNITY SERVICES

TABLE OF CONTENTS

General Instructions for Solicitations

1. Instructions, Forms and Specifications

2. Award of Solicitations

3. Reservations

4. Delivery

5. Competition

6. Terminations

7. Hold Harmless - Indemnification

8. Minority Business Enterprise (MBE) and Small Business Notice

9. Authority

10. HIPAA (Health Insurance Portability and Accountability Act)

11. Reports

12. Terms of Contract

13. Severability

14. Counterparts

15. Survival

16. No Waiver, Etc.

17. Maryland Registration / Qualification Requirements

18. Eligibility of Candidates for Employment

19. Warranty

20. American Manufactured Goods Required for Public Works

21. Request for Proposals

II. Procurement Affidavit

III. First Source Hiring Agreement Overview Acknowledgement

IV Intent To Bid Form

V. Taxpayer Identification Number (TIN and Certification)

VI. Insurance Provisions

VII. General Conditions

1. Background

2. Scope of Services

3. Proposal Requirements

4. Compensation

5. Term of Agreement

6. Pre-Proposal Conference

7. Questions and Inquiries; Addenda

8. Evaluation of Offers

9. Oral Presentation

10. Offeror Qualifications

11. Submittal Process and Required Copies

12. Funding Out

13. Insurance

14. County Holidays

15. Multi-Agency Procurement

16. Cooperative Purchase

Revised 06/26/2012

Page 2

Table of Contents (Continued)

17. Compliance with Federal & State Confidentiality Law

18. “SAMPLE” Form Contract

19. Electronic Version Submittal

VIII. Specifications

IX. Proposal Signature Cover Page

X. Price Sheet

Revised 06/26/2012

BALTIMORE COUNTY, MARYLAND

General Instructions for Solicitations

1. Instructions, Forms and Specifications

1.1 All bids/proposals are to be submitted on and in

accordance with the forms provided by the Division of

Procurement Services. All bids must be submitted in a

sealed envelope/carton or electronically as specified in the

General Conditions. All bids must be clearly identified with

the SOLICITATION NUMBER and the DUE DATE and

TIME for mailed and/or hand-delivered submittals and

SOLICITATION NUMBER for electronic submittals. Bid

times are either Eastern Standard Time or Eastern

Daylight Time, whichever prevails. Late bids will not be

considered.

1.2 Responses to Requests for Bids and Requests for

Proposals shall be accompanied by an executed

Procurement Affidavit, as provided by the Division of

Procurement Services. This does not apply to Requests

for Quotations.

1.3 Amendments to solicitations often occur prior to bid

opening and sometimes within hours prior to bid opening.

All bidders are responsible for frequently visiting the

Procurement Services web site to obtain amendments

once they have downloaded a solicitation.

1.4 Additional information or clarification of any of the

instructions or information contained herein may be

obtained from the Division of Procurement Services. The

County assumes no responsibility for oral instructions or

suggestions. All official correspondence in regard to this

solicitation must be directed to, and will be issued by, the

Purchasing Division.

1.5 Bidders finding any discrepancy in or omission from

the specifications, in doubt as to meaning, or asserting

that the specifications are discriminatory, shall notify the

Purchasing Division in writing at once, but in no case later

than five (5) business days prior to the scheduled opening

of bids. Exceptions stated do not obligate the County to

change the specifications. The Division of Procurement

Services will notify all bidders in writing, by amendment

duly issued, of any substantive revisions to specifications

or instructions.

1.6 Unless a written exception detailing non-

conformance to specifications is noted on the bid, any part

number, product number, catalog number, etc., noted on

the bid will be considered in full compliance with the

specifications.

1.7 Submission of a bid in response to this solicitation

evidences the bidder’s acceptance of these General

Instructions and the terms and conditions of the

solicitation. Submission of a bid evidences bidder’s

representation and warranty that the person

submitting the bid response is authorized to act for and

bind the contractor.

1.8 All original and duplicate bids/proposals and

other attachments, related documents and

correspondence, including all follow-up documents

and correspondence, shall be typed or written in

English. All prices/percentages and/or other monetary

figures shall be in United States dollars.

1.9 Requests for Bids and Requests for Proposals

should be accompanied by an electronic version

(Compact Disc) of the bid proposal in PDF format. It

shall be the bidder's responsibility to verify that the

electronic version is complete. The electronic version

of the non-successful proposal response will be the

only version retained by Baltimore County. The

Compact Disc must be labeled with the bid number,

the bid title, and the bidder’s name submitting the

response. All bids must be submitted in a sealed

envelope or carton as appropriate. This does not apply

to Requests for Quotation.

1.10 Issuing Officer: The sole point of contact for the

County for purposes of this solicitation is the Buyer,

listed on the cover page; questions regarding any

aspect of the competitive process must be directed to

the Buyer, in writing.

2. Award of Solicitations

2.1 Any award pursuant to Requests for Quotation

and Requests for Bid is made to the lowest responsive

and responsible bidder following the public opening of

bids under Section 10-2-406 of the Baltimore County

Code, 2003, as amended.

2.2 Awards on Requests for Quotations and

Requests for Bid will be made within sixty (60) days

after bid opening unless otherwise indicated in this

solicitation. No bidder will be allowed to withdraw a

bid during that period.

2.3 The successful bidder may be required to give

security or bond, as stated in the bid document, for

performance of the contract.

2.4 When there is a conflict between the unit price or

percentage and the extension, the unit price or

percentage will prevail as the amount of the bid.

2.5 Cash discounts will be considered in determining

awards. However, cash discount offers must allow not

less than 30 days to be considered in bid evaluation.

A bid offering a cash discount in a period of less than

30 days will be evaluated as a bid without a discount

offer; however, should that bidder obtain award by

Revised04/17/13

consideration of the gross price, the County shall make

every effort to obtain the discount. The County will not

accept any payment terms with a period of less than 30

days.

2.6 Invoices against resulting order(s) must be

submitted, in duplicate, to the Office of Budget and

Finance, Disbursements Section, 400 Washington

Avenue, Room 148, Towson, Maryland 21204-4665.

Invoices must show the vendor's Federal Tax Identification

Number or Social Security Number, as appropriate, and

order number and line number(s) that correspond with

resulting order(s).

2.7 The County will not pay interest charges or other

penalties for invoice payments.

2.8 Prices quoted shall be exclusive of all non-

applicable Federal and Maryland State taxes. Tax

exemption certificate will be furnished if required.

2.9 The County reserves the right to consider making

payments via electronic funds transfers (EFT) on contracts

for which this payment vehicle may be appropriate.

3. Reservations

3.1 The County reserves the right to reject, in whole or

in part, any and all bids received, and to make a whole

award, multiple awards, a partial award, or no award, to

best serve the public interest.

3.2 The County may waive formalities in bids as the

interests of the County may require.

3.3 The County reserves the right to increase or

decrease quantities by approximately twenty (20) percent

to be purchased at the prices bid.

3.4 The County reserves the right to award solicitations

or place orders on a lump sum or individual item basis, or

in such combination as to best serve the public interest.

3.5 The County may waive minor differences,

irregularities, and technicalities in the specifications,

provided they neither violate the specifications intent,

materially affect the operation for which the items or

services are being purchased, nor increase estimated

maintenance and repair costs to the County.

3.6 At any time during normal business hours and as

often as the County may deem necessary, the Contractor

shall make available to and permit inspection and

photocopying, by the County, its employees or agents, of

all records, information and documentation of the

Contractor related to the subject matter of this contract,

including, but not limited to, all contracts, invoices, payroll,

and financial audits.

3.7 Notwithstanding any other terms or provisions of

the contract, in the event the County is temporarily or

permanently prevented, restricted or delayed in the

performance of any or all of the duties and obligations

imposed upon or assumed by it thereunder, by act of

the General Assembly of Maryland or the Baltimore

County Council, by a court of competent jurisdiction or

by administrative delay not due to the fault of the

County (and its members and agents) shall not be

liable directly or indirectly for any claims caused to or

suffered by the Contractor or any other person in

connection with or as a result of such prevention,

restriction or delay.

3.8 The County further reserves the right to make

such investigation as it deems necessary to determine

the ability of bidders to furnish the required services,

and bidders shall furnish all such information for this

purpose as the County may request. The County also

reserves the right to reject the proposal of any bidder

who is not currently in a position to perform the

contract, or who has previously failed to perform

similar contracts properly, or in a manner acceptable

to the County, all of which shall be in the County’s sole

discretion.

4. Delivery

4.1 Bidders shall guarantee delivery of materials in

accordance with the delivery schedule stated in

specifications. All items shall be delivered F.O.B.

Destination/Inside Delivery, unless otherwise

indicated, with delivery costs and charges included in

the bid price.

4.2 The County reserves the right to charge the

Contractor or vendor for each day the materials,

supplies, or services are not delivered in accordance

with the delivery schedule. The sum established by

the specifications may be invoked at the discretion of

the Procurement Services Agent, said sum to be

considered not as a penalty, but as liquidated

damages, and deducted from final payment, or

otherwise, charged to the Contractor or vendor. This

remedy is not exclusive but shall be in addition to all

other rights and remedies available to the County.

These liquidated damages shall be in addition to any

and all actual damages incurred directly or indirectly

by the County, its agents, assigns, and contractors.

4.3 All bidders and vendors are to ensure that

packaging materials used for this requirement are not

made of non-recyclable Styrofoam (Polystyrene).

Additionally, any materials used in packing to cushion,

protect and ship are to be made of recycled, recyclable

or biodegradable materials.

Revised04/11/13

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