**IMPORTANT NOTICE**
ONLINE BIDDING PROCESS
§ Bid pricing must be submitted online through Alameda County Strategic Sourcing Supplier Portal.
§ The following pages require signatures and must be scanned and uploaded to Alameda County Strategic Sourcing Supplier Portal:
1. Exhibit A – Bid Response Packet, Bidder Information and Acceptance page
a. Must be signed by Bidder
2. Exhibit A – Bid Response Packet, SLEB Partnering Information Sheet
a. Must be signed by Bidder
b. Must be signed by SLEB Partner if subcontracting to a SLEB
Please read EXHIBIT A – Bid Response Packet carefully, INCOMPLETE BIDS WILL BE REJECTED. Alameda County will not accept submissions or documentation after the bid response due date. Successful uploading of a document does not equal acceptance of the document by Alameda County.
COUNTY OF ALAMEDA
REQUEST FOR QUOTATION No. 901233
for
Legal and Classified Advertising
For complete information regarding this project, see RFQ posted at http://www.acgov.org/gsa_app/gsa/purchasing/bid_content/contractopportunities.jsp or contact the County representative listed below. Thank you for your interest!Contact Person: Jeff Thomas, Procurement & Contracts Specialist
Phone Number: (510) 208-9613
E-mail Address:
RESPONSE DUE
by
2:00 p.m.
on
July 14, 2014
through
Alameda County, GSA–Procurement & Support Services
Strategic Sourcing Supplier Portal
https://ezsourcing.acgov.org/psp/SS/SUPPLIER/ERP/h/?tab=DEFAULT
Alameda County is committed to reducing environmental impacts across our entire supply chain.
If printing this document, please print only what you need, print double-sided, and use recycled-content paper.
COUNTY OF ALAMEDA
REQUEST FOR QUOTATION No. 901233
SPECIFICATIONS, TERMS & CONDITIONS
for
Legal and Classified Advertising
TABLE OF CONTENTS
Page
I. STATEMENT OF WORK 4
A. INTENT 4
B. SCOPE 4
C. BACKGROUND 4
D. BIDDER QUALIFICATIONS 5
E. SPECIFIC REQUIREMENTS 5
II. CALENDAR OF EVENTS 7
F. NETWORKING / BIDDERS CONFERENCES 7
III. COUNTY PROCEDURES, TERMS, AND CONDITIONS 8
G. NOTICE OF RECOMMENDATION TO AWARD 8
H. TERM / TERMINATION / RENEWAL 9
I. QUANTITIES 9
J. PRICING 9
K. AWARD 11
L. METHOD OF ORDERING 13
M. INVOICING 13
N. ACCOUNT MANAGER / SUPPORT STAFF 14
IV. INSTRUCTIONS TO BIDDERS 14
O. COUNTY CONTACTS 14
P. SUBMITTAL OF BIDS 15
Q. RESPONSE FORMAT 16
ATTACHMENTS
EXHIBIT A – BID RESPONSE PACKET
EXHIBIT B – INTENTIONALLY LEFT BLANK
EXHIBIT C – VENDOR BID LIST
EXHIBIT D – SCHEDULE OF PUBLICATION
Specifications, Terms & Conditions
for Legal and Classified Advertising
I. STATEMENT OF WORK
A. INTENT
It is the intent of these specifications, terms and conditions to describe the legal and classified advertising placement services required by the County.
The County intends to award a 3 year contract (with option to renew) to the bidder(s) selected as the lowest responsible bidder whose response meets the County’s requirements.
It is the intent of these specifications, terms and conditions to procure the most environmentally preferable products with equivalent or higher performance and at equal or lower cost than traditional products. Specific requirements from the County’s Sustainability Program that are related to this Bid are included in the appropriate Bid sections.
B. SCOPE
The County maintains a cost effective, efficient, streamlined process for all legal and classified advertising in the newspapers listed herein. The County reserves the right to advertise in any publication if it is determined to be in the County’s best interest. To accomplish these objectives, the County desires to enable County agencies and departments to utilize an electronic process to place and view advertisements online.
C. BACKGROUND
The services described in this RFQ include the advertisement of bids as mandated by Section 4.12.020 of the County of Alameda Administrative Code and Section 22037 of the California Public Contract Code. Such advertisements may include, but are not limited to, employment opportunities, legal notices, solicitation of bids, notices of suits, liens, and public hearings. The County spent approximately $1,045,694 on legal and classified advertising and placed approximately 11,618 advertisements between June 1, 2009 and March 31, 2014. This is an estimate and the County does not guarantee any specific amount and shall not be held responsible for any deviation. Any contract entered into as a result of this RFQ shall cover the County’s requirements whether more or less than the estimated amount.
D. BIDDER QUALIFICATIONS
1. BIDDER Minimum Qualifications
a. Bidder shall be regularly and continuously engaged in the business of providing legal and classified advertisement placement services for at least three (3) years; and
b. Bidder shall possess all permits, licenses and professional credentials necessary to supply product and perform services as specified under this RFQ.
E. SPECIFIC REQUIREMENTS
1. The contractor will provide advertisement placement Services on behalf of the County with the following newspapers. The County may modify this list at any time.
1. / (The) Daily Californian / 11. / Philippine News2. / Alameda Times-Star / 12. / Piedmonter
3. / Berkeley Voice / 13. / San Francisco Daily Journal
4. / Daily Review / 14. / San Jose Mercury News
5. / El Mundo / 15. / Sing Tao
6. / India Post / 16. / The Argus
7. / Inter-City Express / 17. / The Oakland Tribune
8. / Livermore Independent / 18. / Tri-Valley Herald
9. / Montclarion / 19. / Valley Times
10. / Oakland Post / 20. / What’s Happening Tri-City Voice
2. Contractor shall provide services when requests are submitted according to the schedule listed on Exhibit D, Schedule of Publication. In cases when notification is less than as specified in Exhibit D, Schedule of Publication, the Contractor shall make reasonable attempts to provide advertising as requested.
3. County shall require successful Contractor to provide services similar to Adtech, used by the Daily Journal Corporation.
4. Contractor shall provide a web based ad tracking system with the following characteristics:
a. Ability to initiate advertisement submission process,
b. Generation of receipt of submission,
c. Access proofs,
d. Request for publication from contractor to newspaper,
e. Confirmation of publication by newspaper to contractor,
f. Price quotation,
g. Contractor invoicing,
h. Confirmation of County payment,
i. Budget tracking reports, and
j. Viewing and duplication of past advertisements.
5. Contractor shall provide written confirmation to the Alameda County Department or Agency contact person confirming receipt of order and date of publication within two days of publication, including a copy of the advertisement.
6. Contractor shall publish advertisements, as requested by the County, (1) for the term requested, (2) in the publication(s) requested, and (3) as specified.
7. Contractor shall provide individual order or price quotations upon request per project and shall include, but not be limited to:
a. An identifying quotation number
b. Date
c. Requestor name and phone number
8. County expects that the firm or advertising agency will not charge County a fee for its services. The advertising agency’s fee will be earned from the media commission.
9. In preparing their quotation, Bidders should assume that (1) some advertisements will be Camera Ready, (2) some advertisements may need to be type-set and formatted, (3) County is amenable to the use of electronic methods for creating, transmitting, and editing some advertising copy, and (4) County expects that the firm awarded the contract will be pro-active in offering assistance to correct and improve the advertisements and to reduce costs to County.
II. CALENDAR OF EVENTS
EVENT / DATE/LOCATIONRequest Issued / May 23, 2014
Written Questions Due / by 5:00 p.m. on June 13, 2014
*Networking/Bidders Conference #1 / June 11, 2014 @ 10:00AM / at: General Services Agency
Room 1107, 11th Floor
1401 Lakeside Drive
Oakland, CA 94612
OR remotely @ http://gsaalamedacounty.adobeconnect.com/admin/show-event-catalog
*Networking/Bidders Conference #2 / June 12, 2014 @ 2:00PM / at: Public Works Agency
Conference Room
4825 Gleason Drive
Dublin, CA 94568
Addendum Issued / June 26, 2014
Response Due / July 14, 2014 by 2:00 p.m.
Award Date / August 27, 2014
Contract Start Date / September 1, 2014
* Includes a tutorial of how to register and use Strategic Sourcing Supplier Portal.
Note: Award and start dates are approximate.
F. NETWORKING / BIDDERS CONFERENCES
Networking/bidders conferences will be held to:
1. The bidders conference held on June 11, 2014 will have an online conference option enabled for remote participation. Bidders can opt to participate via a computer with a stable internet connection (the recommended Bandwidth is 512Kbps) at http://gsaalamedacounty.adobeconnect.com/admin/show-event-catalog. In order to get the best experience, the County recommends that bidders who participate remotely use equipment with audio output such as speakers, headsets, or a telephone. Bidders may also attend this conference in person.
2. Provide an opportunity for bidders to ask specific questions about the project and request RFQ clarification.
3. Provide the County with an opportunity to receive feedback regarding the project and RFQ.
4. Provide the bidders with tutorials on how to bid online through Alameda County’s Strategic Sourcing Supplier Portal.
All questions will be addressed, and the list of attendees will be included, in an RFQ Addendum following the networking/bidders conference(s).
Potential bidders are strongly encouraged to attend networking/bidders conference(s) in order to further facilitate subcontracting relationships. Vendors who attend a networking/bidders conference will be added to the Vendor Bid List. Failure to participate in a networking/bidders conference will in no way relieve the Contractor from furnishing goods and/or services required in accordance with these specifications, terms and conditions. Attendance at a networking/bidders conference is highly recommended but is not mandatory.
III. COUNTY PROCEDURES, TERMS, AND CONDITIONS
G. NOTICE OF RECOMMENDATION TO AWARD
1. At the conclusion of the RFQ response evaluation process (“Evaluation Process”), all bidders will be notified in writing by e-mail or fax, and certified mail, of the contract award recommendation, if any, by GSA – Procurement & Support Services. The document providing this notification is the Notice of Recommendation to Award.
The Notice of Recommendation to Award will provide the following information:
a. The name of the bidder being recommended for contract award; and
b. The names of all other parties that submitted proposals.
2. At the conclusion of the RFQ response evaluation process, debriefings for unsuccessful bidders will be scheduled and provided upon written request and will be restricted to discussion of the unsuccessful offeror’s bid.
a. Under no circumstances will any discussion be conducted with regard to contract negotiations with the successful bidder.
b. Debriefing may include review of successful bidder’s proposal with redactions as appropriate.
3. The submitted proposals shall be made available upon request no later than five (5) calendar days before approval of the award and contract by GSA.
H. TERM / TERMINATION / RENEWAL
1. The term of the contract, which may be awarded pursuant to this RFQ, will be three years.
2. By mutual agreement, any contract which may be awarded pursuant to this RFQ, may be extended for an additional two-year term at agreed prices with all other terms and conditions remaining the same.
I. QUANTITIES
Quantities listed herein are annual estimates based on past usage and are not to be construed as a commitment. No minimum or maximum is guaranteed or implied.
J. PRICING
1. Prices quoted shall be firm for the first twelve months of any contract that may be awarded pursuant to this RFQ.
2. Price escalation for the second and third years of any contract awarded as a result of this RFQ shall not exceed the percentage increase stated by Bidder on the Bid Form in the Strategic Sourcing Supplier Portal.
3. All pricing as quoted will remain firm for the term of any contract that may be awarded as a result of this RFQ.
4. Unless otherwise stated, Bidder agrees that, in the event of a price decline, the benefit of such lower price shall be extended to the County.
5. All prices are to be F.O.B. destination. Any freight/delivery charges are to be included.
6. Any price increases or decreases for subsequent contract terms may be negotiated between Contractor and County only after completion of the initial term.
7. Taxes and freight charges:
a. No charge for delivery, drayage, express, parcel post packing, cartage, insurance, license fees, permits, costs of bonds, or for any other purpose, except taxes legally payable by County, will be paid by the County unless expressly included and itemized in the bid.
b. Amount paid for transportation of property to the County of Alameda is exempt from Federal Transportation Tax. An exemption certificate is not required where the shipping papers show the consignee as Alameda County; as such papers may be accepted by the carrier as proof of the exempt character of the shipment.
8. All prices quoted shall be in United States dollars and “whole cent,” no cent fractions shall be used. There are no exceptions.
9. Price quotes shall include any and all payment incentives available to the County.
10. Bidders are advised that in the evaluation of cost, if applicable, it will be assumed that the unit price quoted is correct in the case of a discrepancy between the unit price and an extension.
11. Federal and State minimum wage laws apply. The County has no requirements for living wages. The County is not imposing any additional requirements regarding wages.
12. Prevailing Wages: Pursuant to Labor Code Sections 1770 et seq., Contractor shall pay to persons performing labor in and about Work provided for in Contract not less than the general prevailing rate of per diem wages for work of a similar character in the locality in which the Work is performed, and not less than the general prevailing rate of per diem wages for legal holiday and overtime work in said locality, which per diem wages shall not be less than the stipulated rates contained in a schedule thereof which has been ascertained and determined by the Director of the State Department of Industrial Relationsto be the general prevailing rate of per diem wages for each craft or type of workman or mechanic needed to execute this contract.
K. AWARD
1. The award will be made to the lowest responsible bidder who meets the requirements of these specifications, terms and conditions.
2. Awards may also be made to the subsequent lowest responsible bidders who will be considered the Backup Contractors and who will be called in ascending order of amount of their quotation.