Brochure Printing Services
| Bidders ID: | NBD13556256826627234 |
|---|---|
| Due Date: | Jun 23, 2026 |
| Posted Date: | Jun 5, 2026 |
| Level of Government: | State & Local |
| State: | Virginia |
| Agency: | City of Falls Church |
| Category: |
|
| Solicitation Number: | RFQ 0515-26 BPS |
| Source: | Members Only |
| Bid Number: |
RFQ 0515-26 BPS
|
| Bid Title: |
Brochure Printing Services
|
| Category: | Open Solicitations |
| Status: | Open |
|
Attachment Preview
RFQ NUMBER:
REQUEST FOR QUOTE (RFQ)
INFORMAL SOLICITATION
0515-26-BPS
June 2, 2026
RFQ SUBJECT: BROCHURE PRINTING AND MAILING SERVICES
RETURN ELECTRONIC QUOTE PACKAGE ONLY TO: cmyers@fallschurchva.gov
With copy to purchasing@fallschurch.gov
QUOTE DUE DATE AND TIME: Tuesday, June 23, 2026 by 4 PM, Eastern Standard Time
All inquiries and questions should be submitted in writing via email to cmyers@fallschurchva.gov with
copy to purchasing@fallschurchva.gov by no later than Friday, June 12, 2026 by 4P.M. Eastern
Standard Time.
GENERAL SCOPE OF WORK & REQUIREMENTS
The City of Falls Church (City) is soliciting Quotes from qualified firms to provide Brochure Printing And
Mailing Services which may be ordered as needed. Please refer to Attachment B for additional details,
requirements and specifications.
Submission of a quote under this RFQ certifies that the firm (1) has the experience, expertise, and shall
maintain the staff, materials, equipment and other necessities, certificates, applicable licenses(s), if any,
associated with this solicitation’s scope of work during the term of any resultant contract and (2) the
firm’s intent, if it is successful, to enter into a contract containing the same or substantially similar terms
and conditions as contained herein.
THE FOLLOWING ATTACHMENTS MUST BE COMPLETED, SIGNED (where applicable) AND
RETURNED WITH YOUR QUOTE. Digital Signatures are acceptable
Attachment B1 – Offer Form
Attachment B2 – Company Information
Attachment B3 – References
Attachment B4 – Trade Secret/Proprietary Information Identification
Attachment B5 – Specifications and Price Schedule Submittal Form (36 Page Brochure)
Attachment B6 – Specifications and Price Schedule Submittal Form (24 Page Brochure)
DO NOT RETURN THIS ENTIRE RFQ DOCUMENT
The City’s Standard Terms and Conditions City’s (click for access), dated February 2026 are attached
hereto by reference and made a part hereof.
The City of Falls Church is committed to the letter and spirit of the Americans with Disabilities Act. This
document will be made available in alternate format upon request. Call 703.248.5007 (TTY 711).
The City of Falls Church does not discriminate against faith-based organizations in accordance with the
Code of Virginia, § 2.2-4343.1 or against any Bidder or Offeror because of race, religion, color, sex,
national origin, age, disability, or any other basis prohibited by state law relating to discrimination in
employment.
Page 1 of 8
RFQ No. 0515-26-BPS
RFQ No. 0515-26-BPS
SECTION
PAGE
I.
SUBJECT AND BACKGROUND --------------------------------------------------------------------- 3
II.
GENERAL --------------------------------------------------------------------------------------------------- 3
III. QUOTE SUBMISSION REQUIREMENTS ---------------------------------------------------------- 3
IV. QUOTE PACKAGE PREPARATION ---------------------------------------------------------------- 3
V.
CONTRACT PERIOD AND RENEWAL OPTIONS ----------------------------------------------- 4
VI. CONTRACT DOCUMENTS----------------------------------------------------------------------------- 4
VII. EVALUATION AND SELECTION CRITERIA ------------------------------------------------------ 4
VIII. BASIS OF AWARD --------------------------------------------------------------------------------------- 5
IX. PRICING & PRICE ADJUSTMENTS ----------------------------------------------------------------- 5
X.
PURCHASE ORDER ------------------------------------------------------------------------------------- 6
XI. METHOD OF PAYMENT -------------------------------------------------------------------------------- 6
XII. AUTHORIZATION TO TRANSACT BUSINESS IN VIRGINIA -------------------------------- 6
XIII. TAX EXEMPTION ----------------------------------------------------------------------------------------- 6
XIV. PROJECTED REQUIREMENTS/ESTIMATED QUANTITIES: -------------------------------- 7
XV. INSURANCE ------------------------------------------------------------------------------------------------ 7
XVI. CITY PROJECT MANAGER & SCHEDULING ---------------------------------------------------- 7
XVII. TRADE SECRETS OR PROPRIETARY INFORMATION -------------------------------------- 7
XVIII. QUOTE SUBMISSION COVENANTS & CERTIFICATIONS ---------------------------------- 7
XIX. HEALTH AND SAFETY COMPLIANCE ------------------------------------------------------------ 8
XX. EQUAL OPPORTUNITY AND SMALL, WOMEN-OWNED, MINORITY OWNED, MILITARY
FAMILY OWNED, SERVICE-DISABLED VETERAN-OWNED BUSINESS AND EMPLOYMENT
SERVICES ORGANIZATIONS PARTICIPATION ----------------------------------------------------------- 8
XXI. BPOL LICENSE REQUIREMENT -------------------------------------------------------------------- 8
Page 2 of 8
RFQ No. 0515-26-BPS
I.
SUBJECT AND BACKGROUND
A. The City of Falls Church (City) is soliciting quotes from qualified firms to provide a twenty-
Four (24) and thirty-Six (36) page Brochures, Printing, And Mailing Services as is further
described herein in Attachment B entitled “Specifications And Price schedule Submittal
Form”. The awarded firm (Contractor) shall furnish all necessary labor, expertise, supervision,
goods, materials and other resources necessary to complete the described work in accordance
with this Request for Quotes (“RFQ” or ”solicitation”) and its attachments.
B. The terms “quote” and “proposal” may be used interchangeably. As used herein the term
“goods” shall also mean equipment, software, products, materials, supplies and/or other
tangible deliverables and the terms “work” and “services” may be used interchangeably.
II.
GENERAL
A. Inquiries, if received by the City’s representative specified on the cover page of this solicitation
in less than seven (7) business days of the date set for the opening of quotes, may not be given
any consideration unless it is in the best interest of the City to do so. Any material answers will
be provided to all firms who received a notice of this RFQ from the City.
B. The City is not liable for any costs incurred by any firm in connection with this RFQ and any
such expenses may not be charged to the City.
C. All quotes submitted shall be binding for ninety (90) days following solicitation due unless
otherwise mutually agreed by the parties.
D. As used herein, the term “firm”, “company”, etc. shall mean the entity submitting a quote. The
term “contractor” shall mean a firm, individual, company, or other organization that has
executed a contract with the City; accepted a purchase order, email or verbal (followed by
email) order from authorized City personnel.
E. It is the City’s intent that this RFQ permits competition. It shall be the firm’s responsibility to
advise the City representative(s) on the cover page in writing if any language requirement,
specification, etc. or any combination thereof, inadvertently restricts or limits the requirements
stated in this RFQ to a single source or otherwise restrict competition. The City endeavors
to contribute to the preservation and growth of small, minority-owned, women-owned and
service-disabled veteran-owned businesses by encouraging participation in the procurement
process for goods and services.
F. Each and every provision of laws required by the Commonwealth of Virginia, local or federal
law to be inserted in an informal solicitation shall be deemed to be inserted and incorporated
herein by reference.
G. This is a Request for Quotes and is in no way to be misconstrued as a commitment to purchase
on the part of the City.
III.
QUOTE SUBMISSION REQUIREMENTS
See Cover Page and other details herein for general and specific requirements including Quote
submission content, required attachments, due date/time, City’s representative’s email address(es)
and instructions for questions. Quotes that are incomplete or lack key information may be rejected
by the City at its discretion. The City reserves the right to accept or reject, in whole or part, any
and all responses and to waive informalities and award the contract to the most qualified and
best suited firm(s) to best serve the interest of the City.
IV.
QUOTE PACKAGE PREPARATION
A. By submitting a quote the firm represents it has read and understands the Scope of Work and
all other sections and attachments hereto (physical and referenced) and has familiarized itself
with all federal, state, and local laws, ordinances, and rules and regulations that in any manner
may affect the cost, progress, or performance of the work. Failure to read any part of this
solicitation shall not relieve the firm of its contractual obligations.
Page 3 of 8
RFQ No 0515-26-BPS
B. Firm shall detail and submit and all exceptions and proposed modifications to the requirements,
specifications or City terms and conditions with their Quote. The City reserves the right to
accept, reject and/or negotiate any proposed change(s) in the scope, terms and conditions or
other provision of the RFQ.
C. Please submit all responses in accordance with the requirements herein.
D. All erasures, interpolations, and other changes in the Quote shall be signed or initialed by the
firm. Conditional Quotes are subject to rejection in whole or in part.
E. The terms “Contract” and “Purchase Order” may be used interchangeably herein.
V.
CONTRACT PERIOD AND RENEWAL OPTIONS
A. If a contract is awarded, it shall cover the target period from date of award through a twelve-
month period (initial term), satisfactory delivery of goods or completion of services, or as
otherwise specified in a resultant contract.
B. The City reserves the right to renew the contract upon the same, terms, and conditions at the
expiration of its initial term for two (2) additional, successive one-year periods. Contract
renewals must be authorized by and coordinated through the City's Purchasing office
(purchasing@fallschurchva.gov). The City may, at its sole option, extend the term of an
existing contract for services or provision of goods to allow completion of any work undertaken
but not completed during the original term of the contract.
C. NON-APPROPRIATION OF FUNDS - All funds for payments by the City for goods/services
under contract are subject to the availability of general or specific annual appropriation for this
purpose by the City of Falls Church City Council, as applicable. In the event of non-
appropriation of funds by the City Council for the goods/services provided under contract, the
City will terminate the contract, without termination charge to the City, on June 30th of the then
current fiscal year or when the appropriation made for the then current year for the
goods/services covered by the contract is spent, whichever event occurs first.
VI.
CONTRACT DOCUMENTS
A. The City’s decision to award the goods and/or services described herein to a firm or firms will
be followed by either a contract for signature and Purchase, or Purchase Order alone as
determined by the City. Either document when signed (for contracts) or accepted (for
Purchase Orders) as applicable shall be deemed to result in a binding contract. The contract
documents shall include this solicitation, including all negotiations, addenda, attachments,
hereto; these documents shall become a part of the awarded contract.
B. There is no binding agreement, no contractual relationship, no understanding, nor mutual
assent until a contract or Purchase Order is accepted by the Contractor.
C. A contract IS NOT an order to proceed, The City is obligated for payment for good and/or
services satisfactorily received only after submittal of a Purchase Order to contractor. The
Contract or Purchase Order represents the entire and integrated agreement between the
parties and supersedes prior negotiations, representations or agreements, either written or
oral. The contract or Purchase Order may be amended or modified only by written
modification.
D. The City’s Terms and Conditions shall take precedence over any conflicting terms and
conditions included or referenced in the firm’s quote, invoice or other documents. The City
reserves the right to make multiple awards to multiple contractors, including awards at line
item pricing levels, as determined to be to the best advantage to the City.
VII.
EVALUATION AND SELECTION CRITERIA
A. Evaluation and awards will be determined by the City using ‘‘Best Value’’ ranking method which
means the overall combination of quality, reasonable price, and various elements of required
services that in total are optimal relative to the City’s needs including but not limited to:
• Experience on projects and/or contracts of similar size and complexity.
Page 4 of 8
RFQ No 0515-26-BPS
• Cost proposal that provides the greatest value to the City in terms of satisfying the
requirements.
• References and technical expertise.
• The results of the City’s reasonable investigation of the firm’s ability to perform
services or furnish good required.
B. The City reserves the right to negotiate all prices, fees, provisions and other details submitted
VIII.
BASIS OF AWARD
A. Award(s) if any, under this RFQ will be made to the firm(s) whose Quote is determined, in the
sole opinion of the City, to best meet its requirements and purposes.
B. The City may award by Purchase Order, or contract followed by Purchase Order to one or more
firms without further contact with the other firms.
IX.
PRICING & PRICE ADJUSTMENTS
A. All Contract unit or other prices will remain fixed through the initial Contract term or 365 days
whichever is later. All discounts shall remain firm through the full term of the contract.
B. Prices shall be stated in units of quantity specified in Form B4 or as otherwise requested by
the City. No additional charges shall be passed on to the City, including sales tax, delivery
charges or other surcharges. All deliveries shall be F.O.B. Destination.
For multi-year or renewable contracts
C. Unit Prices or other proposed pricing plan may be increased only upon approval of a written
request to the City’s Purchasing Agent and other City representative on the cover page. Any
price increase shall be documented in an amendment.
D. The request for an increase in the unit or other applicable price schedules shall be submitted
in writing, at least sixty (60) days prior to the proposed effective date of such increase and
include, at a minimum, (1) cause for the adjustment; (2) proposed effective date; and (3)
amount and/or percentage of the change requested. Documentation to support the
requested adjustment (i.e., appropriate Bureau of Labor Statistics index, change in
manufacturer's price, etc.) shall be attached.
E. Any price increases shall be no greater than the percentage change of the CPI-U for the
Washington-Baltimore area using Table 4 Consumer Price Index for All Urban Consumers
(CPI-U): Selected areas, all items index; Washington DC index as listed for the most recent
twelve month period on the U.S. Department of Labor's Bureau of Labor Statistics website,
or five percent (5%), whichever is the lesser of the two.
F. Any orders placed or purchase orders issued prior to the effective date of the increase shall
not be subject to such increase.
G. No restocking fees will be charged for product returns under the terms of the contract, if
applicable.
H. If labor rates are requested, the rates specified by the firm shall include all direct and indirect
overhead costs including but not limited to transportation, general and administrative costs,
etc.
I. Labor rates will be paid on the basis of productive time at the job site only. Regular working
hours are 8:00 a.m. through 5:00 p.m., Monday through Friday. Overtime hours are defined
as Monday through Friday, 5:00 p.m. - 8:00 a.m., weekends and City holidays.
J. Costs incurred for transportation of workers, material acquisition, handling and delivery, for
movement of Contractor's owned or rental equipment and project supervision are not
chargeable directly but are considered overhead and must be included in the labor rates bid.
K. Overtime: Any overtime must be approved in advance by the City’s Project Manager or
representative on the cover page of this solicitation. Regular time shall be considered any
number of labor hours worked equaling 8 hours or less per day, or any number of labor hours
Page 5 of 8
You are viewing the opportunity summary page, which includes a brief overview and a preview of the attached documents.
Disclaimer: The details regarding bids, requests for proposals (RFPs), and requests for qualifications (RFQs) on this site are provided for convenience and do not represent official public notice. To respond to or inquire about bids, RFPs, or RFQs, please contact the appropriate government department.
TRY FOR FREE
Not a GovernmentBidders Member Yet?
Get unlimited access to thousands of active local, state and federal government bids and awards in All 50 States.