December 13, 2011 Joe Saporito
It is with great pleasure that we present our response to the Multimedia RFP for the City and County of Denver. Bayard Advertising is a full service advertising and communications firm with over 85 years of experience specializing in Market Research, Branding and Media Strategy. Over the years, Bayard has composed a portfolio of successful projects for our higher education clients which has laid the foundation for our Education Marketing Division. The ability to specialize our services in the realm of the education industry has allowed us to pair our advertising and creative expertise with a 100% commitment to education marketing. Most importantly, this enables us to focus on our client partnerships, because after all, we understand every client has a unique story to tell and it is our mission to emphasize their distinct niche. Sincerely, Bayard Advertising
Table of Contents Section A: Proposal Instructions and Conditions ............................................................3 Section B: Scope of Work and Technical Requirements ...............................................3 Section C: Proposal Items ..............................................................................................3 Section D: Master Purchase Order Terms and Conditions ...........................................10 Section E: Additional Required Information .................................................................12
Section A: Proposal Instructions and Conditions ▪ A.1 - A.13 Bayard Advertising has reviewed and understands all information, instructions and conditions detailed in A.1-A.13 Section B: Scope of Work and Technical Requirements ▪ B.1 - B.9 Bayard Advertising guarantees compliance to provisions detailed in B.1- B.9 with understanding of the terms, conditions and requirements that apply to any contractual agreement awarded as a result of this RFP. Section C: Proposal Items ▪ C.1 Pricing Instructions Bayard Advertising has reviewed all provisions detailed in C.1 and is in complete compliance. ▪ C.2 Pricing Information We are committed to working with you to produce communications materials within your budget and to adhere to the highest level of quality appropriate and desirable. All advertisements, online postings, collateral projects, ect. can be quoted prior to placement. Ad Verification/Confirmation No Charge Advertising Program Planning No Charge Meetings No Charge Account Coordination/Ad Placement No Charge Monthly Media Update No Charge Preparation of Non-Camera-ready (Pub Set) Ads No Charge Typesetting No Charge Proofing Ads No Charge Media Research No Charge Record Keeping/Report Management No Charge Billing No Charge Administrative/Clerical No Charge Word Processing No Charge Handling of Faxed Resume Responses No Charge Telephone/Fax Charges (In State) No Charge Minimum Line Rates None Overtime Charges None After Business Hour Charges None Rush Charges None Media Charges* Determined by Publication Design/Creative Development $150/hour Ad Production** $25/inch Online Posting Fee*** $65/posting Collateral, Exhibits, Displays and Other Services Estimates prior to start Administrative Fee $45 *Media Charges Vary by definition: Gross vs. Net • Gross means the media charge quoted to the recruiter and/or Bayard includes a 15%
commission to Bayard i.e. $5/line = $5/line Net means the media charge quoted to the recruiter and/or Bayard does not include the 15% commission, therefore Bayard will have to add that to the pricing $5/line = $5.88/line ** Ad Production Charges depend on complexity of project, black/white vs. color, copy/text changes, etc. Price quotes are given prior to production of Creative. *** Online Posting Fee The website(s) that recruiters choose to post to that are not contracted will be charged based on cost per posting, determined by the website, plus the posting fee of $65. •
▪ C.3 Procurement Cards: Payment Conditions Bayard Advertising has reviewed all provisions detailed in C.3 and is in complete compliance. ▪ C.4 Proposal Items PROPOSAL ITEM # 1: OFFICIAL OR LEGAL ADVERTISING Daily Newspaper of General Circulation (Statutory Requirements) The vendor shall identify a single point of contact that shall be responsible for all facets of the services to be provided by the vendor to the City. Denver Post NAME
303) 825-2525 PHONE
Is the Newspaper a daily newspaper of general circulation printed in the English language which has been published at the above address for a continuous period of at least six (6) months? YES X
Legal Advertising (modular sizing) Internet Fee per Ad $__________ 1/8 page $__________ 1/4 page $__________ 1/2 page $__________ General Classified Daily Net Price per Line Published Per Insertion $_____________ Sunday Net Price per Line Published Per Insertion $__________________ Internet Fee per Ad: $__________________ Employment Daily Net Price per Line Published Per Insertion $______________ Sunday Net Price per Line Published Per Insertion $_______________ Internet Fee per Ad: $______________
PROPOSAL ITEM # 2: OFFICIAL NOTICES â€“ BUSINESS/COMMERCE RELATED NEWSPAPERS OR PUBLICATION; RECRUITMENT ADVERTISING PUBLICATION OR RECRUITMENT AD AGENCY; CLASSIFIED ADVERTISING/RETAIL PUBLICATION; RETAIL ADVERTISING - NEWSPAPERS/TABLOIDS The vendor shall identify a single point of contact that shall be responsible for all facets of the services to be provided by the vendor to the City. Westword 303.293.3576 NAME PHONE Legal Advertising (modular sizing) 1/8 page: $462 for 4 weeks. Open rate is $539 1/4 page: $865 for 4 weeks. Open rate is $1072 1/2 page: $1534 for 4 weeks. Open rate is $2126 General Classified Daily Net Price per Line Published Per Insertion $7 per line with a 5 line minimum. On average 25 characters per line. Employment Daily Net Price per Line Published Per Insertion $7 per line with a 5 line minimum. On average 25 characters per line.
PROPOSAL ITEM # 3: OFFICIAL ADVERTISING – GENERAL TOPICS OR ETHNIC/NEIGHBORHOOD RELATED NEWSPAPERS OR TABLOIDS Your Hub (303)954-1000 NAME PHONE Legal Advertising (modular sizing) 1/8 page: $132 for 13 weeks. Open rate is N/A 1/4 page: $270 for 13 weeks. Open rate is $338 1/2 page: $515 for 13 weeks. Open rate is $644 Prices vary by location.
PROPOSAL ITEM # 4: RADIO ADVERTISING Alice 105.9 4700 S Syracuse St Ste 1050 Denver, CO 80237 Contact Person & Phone #: Kyle McElroy 303-967-2766 NAME PHONE 1st Quarter Pricing to be submitted to Purchasing with this proposal 2nd Quarter Pricing to be submitted to Purchasing no later than 3/10/12 3rd Quarter Pricing to be submitted to Purchasing no later than 6/10/12 4th Quarter Pricing to be submitted to Purchasing no later than 9/10/12 Monday-Friday 6am – 10am 10am – 3pm 3pm – 7pm 6am – 7pm
:60 $325 $250 $350 $250
:30 $300 $230 $320 $225
:15 $250 $195 $250 $150
*All radio station broadcasts are available online at the radio station web site which is synchronized with the on-air broadcasts (streaming). Streaming commercials will run in the same commercial stop set as the on-air commercial stop set. Rates quoted above are base on available inventory and can vary based on inventory. Example: January rates are typically priced at a lower rate.
PROPOSAL ITEM # 5: ONLINE ADVERTISING:
Denver Post NAME Banner size
303) 825-2525 PHONE Monthly impressions
If your firm offers other available sizes, enter them in the available spaces below 160X600
PROPOSAL ITEM # 6: TELEVISION Proposal item #6 Television Pricing Table Excel spreadsheet. Heather Johnson, 303-542-3144 KWGN 100 East Speer Boulevard Denver, Colorado 80203 303-595-3131 See attached 1st Quarter Pricing to be submitted to Purchasing with this proposal 2nd Quarter Pricing to be submitted to Purchasing no later than 3/10/12 3rd Quarter Pricing to be submitted to purchasing no later than 6/10/12 4th Quarter Pricing to be submitted to Purchasing no later than 9/10/12 Prices vary by time of year
Section D: Master Purchase Order Terms and Conditions ▪D.1.a Goods/Services: _________________________________, a _______________________, (“Vendor”) shall provide the goods, and any services related thereto, identified and described on attached Exhibit A, to the City and County of Denver, a Colorado municipal corporation (the “City”), all in accordance with the terms and conditions of this Master Purchase Order. D.1.b Ordering: The City shall purchase one or more of the goods/services by issuing a written purchase order(s) or similar appropriate written document (“Order”), each of which will be deemed incorporated into this Agreement for purposes of such Order only. D.1.c Pricing: The pricing/rates for the goods/services is contained on Exhibit A and shall be held firm for the term of this Master Purchase Order. D.1.d Extension or Renewal: The effective period of the annual contract or agreement resulting from this proposal shall be from date of City signature to and including one year from date of City signature. It is also a specific provision of this proposal that the City and the vendor may mutually agree to renew and continue the contract or agreement consummated under this proposal for additional periods of one year at the same prices, terms and conditions. However, no more than four (4) yearly extensions shall be made to the original agreement. D.1.e Non-Exclusive: This Master Purchase Order is non-exclusive. City does not guarantee any minimum purchase other than as provided herein. D.1.f Inspection and Acceptance: City may inspect all goods/services prior to acceptance. Payment does not constitute acceptance. Vendor shall bear the cost of any inspection/testing that reveal goods/services that are defective or do not meet specifications. City’s failure to accept or reject goods/services shall not relieve Vendor from its responsibility for such goods/services that are defective or do not meet specifications nor impose liability on City for such goods/services. If any part of the goods/services are not acceptable to City, City may, in addition to any other rights it may have at law or in equity: (1) make a warranty claim; (2) repair and/or replace the goods or substitute other services at Vendor’s expense; or (3) reject and return the goods at Vendor’s cost and/or reject the services at Vendor’s expense for full credit. Any rejected goods/services are not to be replaced without written authorization from City, and any such replacement shall be on the same terms and conditions contained in this Master Purchase Order. Vendor shall perform all services in accordance with the standard of care exercised by highly competent vendors who perform like or similar services. D.1.g Shipping, Taxes and Other Credits and Charges: All pricing is F.O.B. destination unless otherwise specified. Shipments must be marked with Vendor’s name, the Master Purchase Order number, and contain a delivery or packing slip. Vendor shall not impose any charges for boxing, crating, parcel post, insurance, handling, freight, express or other similar charges or fees. Vendor shall notify City in writing of any price decreases immediately, and City shall receive the benefit thereof on all unshipped items. Vendor shall
comply with any additional delivery terms specified herein. Vendor shall be responsible for the cleanup and reporting of any contamination (environmental or otherwise) or spillage resulting from the delivery and/or unloading of goods within twenty-four (24) hours of the contamination or spillage or sooner if required by law. Vendor shall procure all permits and licenses; pay all charges, taxes and fees; and give all notices necessary and incidental to the fulfillment of this Master Purchase Order and all cost thereof have been included in the prices contained herein. City shall not be liable for the payment of taxes, late charges or penalties of any nature, except as required by D.R.M.C. § 20-107, et seq. The price of all goods/services shall reflect all applicable tax exemptions. City’s Federal Registration No. is 84-6000580 and its State Registration No. is 98-02890. Vendor shall pay all sales and use taxes levied by City on any tangible personal property built into the goods/services. Vendor shall obtain a Certificate of Exemption from the State of Colorado Department of Revenue prior to the purchase of any materials to be built into the goods/services and provide a copy of the Certificate to City prior to final payment. D.1.h Risk of Loss: Vendor shall bear the risk of loss, injury or destruction of goods prior to delivery to City. Loss, injury or destruction shall not release Vendor from any obligation hereunder. D.1.i Invoice: Each invoice shall include: (i) the Master Purchase Order number; (ii) individual itemization of the goods/services; (iii) per unit price, extended and totaled; (iv) quantity ordered, back ordered and shipped; (v) an invoice number and date; (vi) ordering department’s name and “ship to” address; and (vii) agreed upon payment terms set forth herein. D.1.j Payment: Payment shall be subject to City’s Prompt Payment Ordinance D.R.M.C. § 20-107, et-seq. after City accepts the goods/services. Any other provision of this Agreement notwithstanding, in no event shall the City be liable for aggregate payments under this Master Purchase Order in excess of ______________________________ ($_________). The Vendor acknowledges that any goods/services provided beyond those specifically described in Exhibit A are performed at Contractor’s risk and without authorization from the City. City’s payment obligations hereunder, whether direct or contingent, shall extend only to funds appropriated by the Denver City Council for the purpose of this Master Purchase Order, encumbered by the City after receipt of Vendor’s invoice and paid into the Treasury of City. Vendor acknowledges that: (i) City does not by this Master Purchase Order, irrevocably pledge present cash reserves for payments in future fiscal years; and (ii) this Master Purchase Order is not intended to create a multiple-fiscal year direct or indirect debt or financial obligation of City. City may set off against any payments due to Vendor any claims and/or credits it may have against Vendor under this Master Purchase Order. D.1.k Amendments/Changes: Only the Manager of General Services or his delegate is authorized to change or amend this Master Purchase Order by a formal written change order. Any change or amendment that would cause the aggregate payable under this Master Purchase Order to exceed the amount appropriated and encumbered for this Master Purchase Order is expressly prohibited and of no effect. Vendor shall verify that the amount appropriated and encumbered is sufficient to cover any increase in cost due to changes or amendments. Goods/services provided without such verification are provided at Vendor’s risk. The Vendor has no authority to bind City on any contractual matters. D.1.l Warranty: Vendor warrants and guarantees to City that all goods furnished under this Master Purchase Order are free from defects in workmanship and materials, are merchantable, and fit for the purposes for which they are to be used. For any goods furnished under this Master Purchase Order which become defective within twelve (12) months (unless otherwise specified) after date of receipt by City, Vendor shall either,
at City’s election and to City’s satisfaction, remedy any and all defects or replace the defective goods at no expense to City within seven (7) days of receipt of the defective goods or accept the defective goods for full credit and payment of any return shipping charges. Vendor shall be fully responsible for any and all warranty work, regardless of third party warranty coverage. Vendor shall furnish additional or replacement parts at the same prices, conditions and specifications delineated herein. ▪ D.1.m – D.1.ee Master purchase order terms and conditions Bayard Advertising has reviewed all details in section D and is in complete compliance. Section E: Additional Required Information ▪E.1 Reference Listing: Vendors shall furnish the names, addresses, and telephone numbers of a minimum of three (3) firms or government organizations for which the vendor is currently furnishing or has, in the past, completed service for:
â–ŞE.2 Disclosure of Principles Pursuant to D.R.M.C. 20-69, any proposal in excess of $100,000.00 must be accompanied by a separate detachable document setting forth the following information: (1) the names of any officer, director, owner or principal of the business entity, including the identity of any shareholder who owns or controls 5% or more of the business entity, and either 1) the names of his or her spouse, and children under eighteen years of age; or 2) a statement that he or she or his or her spouse, or children, if any, under the age of eighteen have or have not made a contribution, as defined in D.R.M.C. 15-32, or contribution in-kind, as defined in D.R.M.C. 15-32, to any candidate, as defined in himself or herself or any spouse or child under the age of eighteen who has made such a contribution or contribution in-kind to a candidate. (2) the name of any subcontractors or vendors whose share of the proposal exceeds $100,000.00 of the contract or formal proposal amount; and (3) the names of any unions with which the vendor has a collective bargaining agreement. See the following page for a form which may be used for such vendor disclosure. If the total proposal amount is in excess of $500,000.00, the information required in (1) above must be provided at the time of proposal submittal, and the information required in (2) and (3) must be submitted in a timely fashion prior to award. [If applicable, add the following: The list of subcontractors required by this instrument is different and separate from the vendor list required on BF-4.] If the total proposal amount is less than $500,000.00 but more than $100,000.00, such information must be provided prior to award of the contract. Failure to provide the required information in a timely fashion shall render any proposal to which D.R.M.C. 20-69 applies non-responsive. While a vendor who has already disclosed such information need not provide such information with a second or subsequent proposal unless such information has changed, it shall be the responsibility of each such vendor to verify that such information is still current as of the date of such subsequent proposal and is in fact on file with the City Clerk by so stating and signing the Disclosure Form. Failure to provide or update the required information in a timely fashion shall render any proposal to which D.R.M.C. 20-69 applies non-responsive.
VENDOR/CONTRACTOR/VENDOR/VENDOR DISCLOSURE _________________________ _________________ _____________________ Bidding Entity's/Vendor's Name Telephone Number Form Completion Date ___________________________ ____________________________________ Address Printed Name of Officer/Owner _____________________ City, State, Zip Code
_____________________________ Signature of Officer/Owner
Section 20-69, D.R.M.C. requires the disclosure of the name of each officer, director, shareholder who owns or controls 5% or more of the business entity, principal, and owner of each bidding or proposing entity, and either the names of the spouses of those individuals and the names of their children under the age of eighteen (18), or a statement in lieu of the disclosure of the names of such spouses and children as set forth below in the "Certified Statement in Lieu of Disclosure". The names of officers, directors, 5% shareholders, principals and owners must be disclosed in either event. Required disclosures also include the names of any subcontractor/supplier receiving more than $100,000.00 of work and the names of any unions with which the bidder/Vendor has a collective bargaining agreement. This page may be photocopied if additional space is required. The individuals listed below are disclosed as having the noted relationship with the business entity/Vendor listed above. Show appropriate letter in the box to the left. Use center box for relationship to another line number: A=Officer, B=Director, C=Principal, D=Owner, E=Controller of 5% or more of the stock, F=Spouse, G=Child under age 18, H=Subcontractor, I=Supplier, J=Union. Identify with an asterisk (*) all listed persons who have made a contribution or contribution in-kind, as defined by Section 15-32 D.R.M.C., within the last five years. 1. [ ] [ ] ______________________ 9. [ ] [ ]________________________ 2. [ ] [ ] ______________________ 10. [ ] [ ]________________________ 3. [ ] [ ] ______________________ 11. [ ] [ ]________________________ 4. [ ] [ ] ______________________ 12. [ ] [ ]________________________ 5. [ ] [ ] ______________________ 13. [ ] [ ]________________________ 6. [ ] [ ] ______________________ 14. [ ] [ ]________________________ 7. [ ] [ ] ______________________ 15. [ ] [ ]________________________ 8. [ ] [ ] ______________________ 16. [ ] [ ]________________________ BIDDER/CONTRACTOR/VENDOR/VENDOR CERTIFIED STATEMENT IN LIEU OF DISCLOSURE OF NAMES OF SPOUSES AND CHILDREN I hereby certify that, except as identified by an asterisk above, no officer, director, shareholder who owns or controls 5% or more of the business entity, principal, or owner or his or her spouse or child under eighteen years of age has made a contribution, as defined at Section 15-32 D.R.M.C., or a contribution in kind, as defined at Section 15-32 D.R.M.C., to a candidate, as defined at Section 15-32 D.R.M.C., during the last five years. ________________________________________________
Printed Name of Officer/Owner of Bidding/Proposing entity ________________________________________________ Signature of Officer/Owner of Bidding/Proposing entity
â–ŞE.3 Vendors Checklist: The following check list should be used to ensure required documentation is attached to the proposal. If a document is not required for your proposal, write n/a in the blank.
Have you signed the front page of the proposal?
Have you reviewed all proposal prices, checked unit costs, extensions and totals?
Have you included manufacturer's names and reference numbers, as applicable?
Have you listed the quantities you will supply?
Have you supplied any alternatives or additional information on separate headed notepaper?
Have you responded to or completed and included in your response all of the Cityâ€™s requirements, questions, forms, including the vendor sustainability form and other city requests (where applicable)?
Have you assured that there is sufficient time to transmit this proposal? The mailing envelope must be delivered on time, as specified in the proposal, to the correct address; the proposal must be sealed and marked with proposal number, date required and proposal title.
Have you enclosed relevant technical literature or samples (where applicable)?
▪E.4 Greenprint Denver Vendor Sustainability: The City encourages vendors to demonstrate a commitment to and experience in environmental sustainability and public health protection practices applicable to its line of products and/or services being procured in this proposal. See Section A of this proposal for the Greenprint Denver Policy and Guidance. The following are areas that may be addressed. Explain how your products and/or service supports the City’s goal of environmentally preferable purchasing. • Manufacturing Process • Product Content • Transportation • Packaging • Performance • End of Life • Third Party Certification (Green Seal, Eco Logo, Design for the Environment, etc.) • Other _______________________________________________________________________________ _______________________________________________________________________________ ______________________________________________________________________________ To aid the City in future proposals for this good/service, the City is seeking information from the vendor community on what changes may affect this request in the area of environmentally preferable specifications. The City reserves the right to review and incorporate the information provided in future specifications/scopes of work. _______________________________________________________________________________ _______________________________________________________________________________ ______________________________________________________________________________ ▪E.5 Vendor Information: See attached