The City does approximately $100,000 worth of custom printing annually. This Request for Proposal (RFP) solicits competitive proposals from qualified firms that specialize in a wide range of printing and binding services to provide Print Broker Custom Printing Services for all City departments. This RFP covers individual print jobs up to $20,000; Jobs exceeding $20,000 are not included and will be bid out separately by the City.

The City is seeking a Print Broker to act on the City's behalf to use it's knowledge of the market and industry experience to solicit all custom printing for the City of Milpitas. The Print Broker selected may also be be an active printer and fully capable of producing high quality printing. The print broker shall routinely solicit a minimum of three quotations from firms that it considers most qualified for the specific assignment. In selecting the firms to solicit quotations from, the print broker shall select the firms it believes will deliver the best quality, competitive pricing, and best delivery schedule.

Subsequent printing work may include incidental graphics functions relative to production set-up and operations; however this RFP does not include digital and interactive development services which include web design, web application, flash animation and programming, CD-ROM development, streaming video services and other service areas which need to be hosted on servers.

The Successful Proposer must furnish all labor, tools equipment, materials and any supervision necessary to execute an on-line ordering and account management system, print, copy, package, ship, make on-site delivery of products described in this solicitation. Prior to submitting a proposal, each prospective proposer shall be held responsible for having examined this solicitation document and be fully informed of the conditions, requirements, specifications/scope of work or materials to be furnished. Failure to do so will be at the proposer’s own risk.

This RFP is intended to cover the printing requirements for the City of Milpitas for custom printing and to form a comprehensive outsourcing of printing services employing technological best practices in executing service delivery.

The City of Milpitas consists of eleven departments: City Manager, City Attorney, Finance, Public Works, Planning, Recreation and Community Services, Police, Fire, Information Technology, Human Resources, Building Safety and Housing, and Engineering. Many departments have divisions within the department any and all of which may submit requests for custom printing.

The contract term shall be for five (5) years beginning February 1, 2021 and ending January 31, 2026. If deemed to be the best value for the City of Milpitas, a single contract will be awarded to one firm to provide all of the above printing services. The City reserves the right to make multiple awards as a result of this solicitation if it is in the City's best interest.

City of Milpitas

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