1.  BACKGROUND

The Michigan Press Association (MPA) is accepting proposals for printing and mailing services for a new monthly Bulletin newsletter for their membership. This would replace the weekly Bulletin newsletter that is currently printed and mailed in-house.  All document files would be provided by the Design & Communications Specialist at MPA in print-ready, PDF Format.

2.  SCHEDULE OF EVENTS

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

Proposals submitted by September 12, 2016

Proposals reviewed by MPA Communications Committee by September 20, 2016

Winning proposal announced by September 25, 2016

It is our goal to have the first edition of the monthly Bulletin go out by October 15, 2016

3. SCOPE OF WORK

This RFP is intended to cover all labor, equipment, materials, and any supervision necessary to provide complete printing and mailing related services necessary to the MPA for a period of two (2) years with the option to renew on a year by year basis for a maximum of two (2) additional one year (1-year) periods. Printing services are defined as those services, which are normally a part of an in-house print shop and may include, but not be limited to the following:

• Folding
• Cutting
• Collating
• Front & Back Page full color
• Inner pages all one color

We would also like to see a solution for producing a digital edition.

The print publication will be a full spread of 22.75”W x 14.125”H and a finished size of 11.375”W x 14.125”H after the newsletter is folded in half. For mailing purposes the newsletter should be folded in half along the height to a mailed size of 11.375”W x 7.0625”H. The total page count is 8 pages on 4 spreads.

Printed on standard newsprint. Recycled paper is desirable (but not mandatory) as long as the price is competitive. A high-brightness in the newsprint is preferred.

The front and back pages are to be full-color to allow for the best display of member news. The inner pages will be one (1) color, black ink. If the cost of doing all pages as full-color is competitive and within reach MPA would like to see that worked into the proposal.

Bidder shall furnish all labor, supervision, methods and processes, implements, tools, machinery, equipment, transportation and materials to provide printing services, including, but not limited to:

• Printing of 1 to 4 colors
• Bindery services, such as collating and folding
• Proofs, if required
• Price quotes prior to start of work
• Changes up to 48 hours prior to delivery

DELIVERY:

Mailling lists will be provided of current member addresses. Currently the Bulletin newsletter that is made on a weekly basis is sent to approximately 166 members. The monthly Bulletin would be sent to approximately 400-500 people. The option of opting in/out will be made noticeable as the publication goes forward to keep printing costs and labor feasible.

SPECIFICATION AND SERVICE PERFORMANCE STANDARDS:

1. Services to be provided once a month on or around the 15th of the month.

2. Turnaround time for printing must be 48 hours (2 business days) or less for the job, with some time-sensitive jobs requiring the immediate turn-around. Failure to provide promised delivery times may be cause for termination of the contract.

3.  A proof of the publication is requested to be express mailed to the MPA office in Lansing, MI with a sign-off from the MPA Executive Director and the Communications Specialist prior to the start of printing.

4. If a member is willing to do a trade-out of their services for their membership dues that is willing to be negotiated.

5.  All copies produced must be of commercially accepted quality, for instance; properly aligned, no fading, smearing, correct contrast and color, and packaged in a manner to protect the documents from damage in transit. Supplier mistakes or copies of unacceptable quality will be corrected immediately at no cost to the MPA.

MPA’S RESPONSIBILITIES:

1. The MPA staff will provide all relevant job information and provide a completed, print-ready file in PDF format.

2. The MPA will provide appropriate mailing lists and changes to that list to the chosen bidder at the time of signing off on a proof. If the list is needed before that time the bidder and MPA’s Communication Specialist will work on an optimal date.

3. MPA will cover the mailing fees.

Please submit bid via email to: [email protected] or mail to

Lisa McGraw, Public Affairs Manager
MPA
827 N. Washington Ave.
Lansing, MI 48906