Monday, December 26, 2011

RFP for Reprographics Services released by City of Costa Mesa, CA

We first wrote about this RFP opportunity on November 8, 2011. Right after we first wrote about this RFP, we learned, via an e-mail from the City’s RFP Facilitator, that the RFP was not yet completed (not ready to be released.) It’s now December 26th (hope everyone had a very Merry Christmas, and I just noticed that the City of Costa Mesa did, finally, release this RFP on December 22nd.

For nearly 11 years, our former company, NGI (which we sold to ARC in December 2007), operated the Hillsborough County (FL) Government Central Copy Center. Because of that, I have first hand experience with both the RFP process for a “staffed” OnSite reprographics service for a government agency and with the set-up and on-going operations of such a service. Based on that experience, I can tell you that it was a very rewarding deal.

Okay, here’s a bit of information I just pulled out of the City of Costa Mesa’s RFP document, just as a preview. (Later, you’ll see instructions for how to access the City’s RFP document.):


The City of Costa Mesa (hereinafter referred to as the “City”) is requesting proposals from a qualified public entity or private firm, to establish a contract for Reprographics Services. The term is expected to be for three (3) years with two (2) one-year options to renew. Longer initial and extended terms will be considered depending upon the Proposer’s submission regarding use of City facilities and equipment.


This request for proposal will be governed by the following schedule:

Release of RFP - December 22, 2011

Deadline for Written Questions - January 9, 2012

Responses to Questions Posted on Web - January 17, 2012

Proposals are Due – January 25, 2012

Interview (if held) – February 7, 2012

Approval of Contract – To be determined

All dates are subject to change at the discretion of the City


The reprographic needs of the City are diverse and time sensitive. Some examples of documents requiring high volume copying include promotional flyers, billing and legal notices, City forms, Public Works bid packages, City Council agendas, staff reports, training materials, Planning Commission documents, and various public information materials including budget and financial documents. Copy jobs vary in quantity from a few dozen to a few thousand copies per job. The size and types of paper, document preparation and finishing requirements vary by document. Some requests may be submitted electronically to the printer, while others may be provided in hard copy on USB storage device or CD rom.

It is anticipated that bidders, in most cases, will offer pricing based on production at their own facility, therefore this request for bid requests net pricing for copies, with an option for the copy vendor to provide pickup and delivery services to City Hall or other City facilities.. Standard turn-around time is to be twenty-four (24) hours or less, with options for four (4) hour, and while-you-wait expedited services when required.

The City is also accepting bid proposals for in house document services. Interested bidders are invited to include in house print and copy services and the city will accept bids responses for the requested services to be provided utilizing the city’s existing equipment. A list of equipment currently utilized by the city has been provided on Appendix G. If this is the case, please specify on the pricing schedule (Appendix D) that the figures indicated are for in- house facility management.

Offset print projects typically will have a longer turnaround time. Most print projects need to be completed within three (3) business days depending on the complexity of the project. If any special services are involved, numbering, perforating or foil stamping for example the project may take longer, and therefore a five (5) day turnaround for more complex print projects is acceptable.

The following is a description of the current level of photocopying and other print shop services used by the City.


Approximately 150-200 requests for black and white copy jobs and 100-150 color copying jobs are currently processed monthly, during the hours of 8 AM to 5 PM, Monday through Friday. We also process between 50-75 requests for high speed scanning per month. There is no guaranteed or implied commitment that this volume of work will remain consistent, rather this is an example of the current workload.

The City reserves the right to amend or supplement this RFP prior to the proposal due date. All amendments, responses to questions received, and additional information will be posted to the Costa Mesa Procurement Registry, Costa Mesa - Official City Web Site - Business - Bids & RFP's; Proposers should check this web page daily for new information.

To access the RFP document, first “click on” this link:

Then, “click on” RFPs/Bids in right hand column

Inquiries Questions about this RFP must be directed in writing, via e-mail to:

Richard Amadril, RFP Facilitator

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