Contract Specifications for Notebook Production
The purpose of this RFQ is to establish an Agency Contract for the printing of Classroom Notebooks for
the Georgia Institute of Technology. For example, Georgia Tech Distance Learning & Professional
Education (DLPE) conducts over 580 short courses, seminars and conferences annually. These courses
are held on campus at the Global Learning& Conference Center, and other sites across the United States
and abroad. In support of many of these programs, Georgia Tech provides the participants with printed
class-notes in a loose-leaf three ring binders or notebook.
1) Copied/Printed Materials
a. Originals
i. Notebook contents will be provided by Georgia Tech.
ii. All necessary copyright clearances will be obtained by Georgia Tech.
iii. Originals may be 1- or 20 sided copies
iv. Vendor must accept originals in hard copy form, on digital storage media and via electronic
data transmission. Vendor shall be able to receive Postscript files, PDF, or source files
from common software packages such as the latest version of: Word, PageMaker,
PowerPoint, FrameMaker, Harvard Graphics, Persuasion, etc.
v. Vendor must have electronic file storage capability in order to facilitate the quick
turnaround of additional copies if course enrollment increases at the last moment.
vi. Vendor must have sufficient file management systems in place to insure that only the most
recent versions of materials are reproduced.
vii. All originals in both hard copy and electronic format will remain the property of Georgia
Tech.
viii. Originals will be prepared for duplication by Georgia Tech. It will be the vendor’s
responsibility to insure that chapters start on the front of the page and to do any other set up
necessary for running the job on the vendor’s equipment.
ix. Include a list of in-house desktop publishing capabilities with available software packages
and fonts.
b. Standard Output
i. Black, 1- or 2-sided copy on 8.5” X 11”, 3-HOLD PUNCHED, 20 lb bond, white paper at a
resolution rate of at least 600 DPI or equivalent.
ii. Black, 1- or 2-sided copy on 8.5” X 11”, 3-HOLD PUNCHED, 20 lb bond, white paper at a
resolution rate of at least 600 DPI or equivalent.
iii. Tabs shall be inserted as indicated (see Sub-section C on Tabs below).
iv. Vendor must have ability to staple in the upper left corner or twice along the left edge.
v. Printed materials shall be inserted into three ring binders (see Section II. A. Three Ring
Binders below) or finished as specified (se Section II. Finishing Operations).
c. Tabs
i. Vendor must be capable of inserting both uncoated and mylar coated tabs.
ii. Vendor must be capable of copying into black 1/5th cut tab stock.
iii. Standard tab supply—Vendor supplies 1/10th cut, clear mylar coated tabs numbered 1-40;
1/13th cut, clear mylar coated tabs A-Z; and blank, uncoated, 1/5th cut tab stock for custom
copying.
iv. Vendor must be capable of inserting custom printed tabs provided by Georgia Tech.
d. Non-Standard Output
i. Black, 1- or 2-sided copy on colored paper at the beginning of chapters.
ii. Vendor must be capable of copying 8.5” x 14” and 11” x 17” materials full size.
iii. Vendor must be capable of folding oversized materials and inserting them into the
notebook at the appropriate position.
iv. Vendor must be able to provide full color copying.
v. Vendor must be able to provide duplication services for CD version of course materials.
CD should have label information printed directly on the CD.
2) Finishing Operations
a. Three Ring Binders—White vinyl clear view binders with inside pockets from and back
i. Binder sizing
1. Binders must be available in 1”, 1.5”, and 3” round ring, or D-ring, capacities with
sheet lifters included in the 1.5”, 2”, and 3” sizes.
2. Binder quality should be equivalent to, or better than, Cardinal BasicValue models
01200, 01400, 01500, 01600
3. Vendor must submit non-returnable sample of each size binder for inspection by
Georgia Tech.
ii. Binder Inserts
1. Georgia Tech will provide template for inserts for the front cover and spine of the
binders.
2. Vendor must insert the correct Course title and location into the template and print
the inserts onto 11” x 17”, 65# (or heavier) stock.
3. Vendor must cut the inserts to the proper size and insert them into the cover pockets
on the binders.
4. Printed materials shall be placed into the rings of the binder inside the sheet lifters.
iii. Other inserts
1. Vendor shall place printed materials or other inserts—provided by Georgia Tech —
onto the rings of the binder or into the front or rear inside pockets.
b. Spiral/Coil Binding- 4:1 Coil Bound
i. Coil Bound Sizing
1. Coil binding must be available in regular (193 sheets 20 lb), large (311 sheets 20
lb) and extra- large (500 sheets 20 lb).
2. Vendor must submit a non-returnable sample of each size spiral bound notebook
example for inspection by Georgia Tech.
ii. Cover Inserts
1. Georgia Tech will provide template for inserts for the front cover
2. Vendor must insert the correct Course title and location into the template and print
the inserts onto 11” x 17”, 65# (or heavier) stock.
3. Vendor must cut the inserts to the proper size and insert them onto the front of the
notebook and use 10 mil clear front cover / black leatherette back cover.
iii. Other Inserts
1. Vendor must provide a CD sleeve insert and place onto the notebook binding.
3) Quality Assurance Provisions
a. Copying supplied under this contract shall be of good quality as defined below and shall be
free of errors in sequencing and orientation of pages.
b. Good quality shall mean that all pieces of a job meet or exceed the following definitions for
all application features
i. Register: 1 color
May vary ± 1/100th inch (hairline)
ii. Register: Crossovers and Backups
May vary ± 1/16th inch
iii. Appropriate Ink Density
Slight variation
iv. Ink Density: Across the Sheet
Slight variation
v. Ink Density: Sheet to sheet
Throughout the run
Slight variation
vi. Large Solids, Tints, and Halftones
Dense, even, occasional mottling and ghosts
vii. Flaws: Scumming, Setoff, Hickies
Occasional hickies, no wrinkles, other
Smudges, and Wrinkles
flaws rare
viii. Photographs: Halftones
Good contrast, some shadow detail, sharp
image
ix. Trimming
Trims square, dimensions vary ± 1/32 inch
x. Folding: Accuracy
Single folds vary ±1/16 inch
xi. Folding Alignment
Occasionally crooked
c. Any job which does not meet the quality standards set forth in the contract and/or which does
not follow the instructions specified on the work order shall be recopied or corrected at the
vendor’s expense. The vendor shall also incur whatever cost is necessary (overtime, shipping,
etc.) to deliver the corrected job within the time set forth by Georgia Tech.
4) Pick-Up and delivery of materials
a. Pick-Up of Materials from Georgia Tech.
i. Given two hours notice, vendor shall make same-day pick up of originals and Georgia Tech
supplied items for notebook assembly. Pick up shall occur during the normal working
hours of 7:30 a.m. to 5:00 p.m.
ii. Vendor shall be available for Georgia Tech deliveries of originals and other items during
the hours of 7:30 a.m. and 5:00 p.m.
b. Packing of Materials for Delivery
i. Binders shall be packed in cardboard cartons sturdy enough to be stacked 4 high without
crushing. Binders shall be oriented vertically in the cartons with the top of the binder
facing up. Fully loaded cartons should not exceed 70 lbs. total weight. Materials shall be
delivered free from damage due to shipping and handling. Cartons shall be marked to
identify contents.
ii. Upon request, binders shall be packed in heavy duty, double wall cartons for shipping.
Vendor shall process shipments, using UPS or FedEx, with account number provided to
Georgia Tech.
iii. Extra and /or damaged materials provided by Georgia Tech for a specific job, that are not
used to complete that job shall be returned to Georgia Tech upon delivery of the job.
iv. Completed jobs shall be delivered to Georgia Tech offices at the Global Learning Center
(inside delivery) or to other location specified on the work order.
v. Jobs shall be delivered within 24 clock hours of receipt of originals (in all formats), or as
shall be reasonably determined by Georgia Tech at its sole discretion. All delivery times
will be set forth on the job order form. There will be two classes of “Rush” jobs as
follows:
1. A “Rush Job” will be the case where a new job is required in less hat 24 hours.
2. A “Rush Reprint” is a job that has been previously complete and it is necessary to
do a few additional copies, ASAP, due to last minute enrollment of participants.
vi. The vendor will notify Georgia Tech, at the earliest possible time, if it appears that a delivery
deadline cannot be met. Failure to give notice of missed deadline and/or repeated failure to meet
delivery deadlines is grounds for default of contract.
5) Billing
a. Name of notebook, class number, job number, date on which job was received, date on which
job was delivered, and name of person to contact if problems occur shall be included on all
invoices.
b. Billing shall be itemized to show the number of originals, the number of copies done, the total
cost of printing, the cost of finishing operations, and the cost of delivery.
c. Jobs shall be invoiced individually, with the ability to be charged to a Georgia Tech credit
card, and receipt/invoice shall be received upon delivery of materials or within 24 hrs of
delivery to off-site location.
d. Underruns will not be accepted. Overruns will be accepted at no additional cost.
6) Award Criteria and Other Requirements
a. One sample job, which is a representative of jobs to be processed under this contract, will be
calculated using price total provided for electronic and hardcopy presented work. The
Itemized Price Sheet will be used for future jobs to the awarded vendor.
b. Vendor must designate an Account Manager to oversee Georgia Tech projects to insure that
they are completed according to specifications and without error.
c. Vendor shall have equipment to perform these tasks on-site.
List all equipment and its capabilities.
d. Vendor shall have a line of credit with at least three local paper merchants. A verification
letter of credit from said paper merchants may be required prior to contract award.
e. Due to the tight deadlines imposed on the production of these manuals and necessity of quick
deliveries, vendor’s facility shall be located within 40 miles of Georgia Tech campus. The
vendor must also have at least a two shift operation capable of turning jobs around in less than
24 hours in some cases.
f. Site inspection required prior to awarding bid to verify that necessary equipment is in place
and functioning on the premises.
g. Georgia Tech may require a performance bond in the amount of $100,000.00
h. Supply a list of (3) three references to whom vendor is currently producing notebooks and
note the length of each business relationship.
i. Bids must be reviewed by Georgia Tech before being awarded.
j. Vendor shall not subcontract Georgia Tech jobs to another source.
7) Conditions for Default
a. Failure to meet production deadlines and/or provide notification of missed deadlines, failure
to meet billing requirements and/or failure to provide undamaged, quality, error free jobs are
conditions for default. A plan to correct default conditions must be presented to Georgia Tech
within three business days of written notice or this contract will be in default and business will
be diverted to the Secondary Vendor.