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HomeMy WebLinkAboutHistorical Preservation-Agenda Packets-3/8/2005 city Of Texas PUBLIC NOTICE HISTORICAL PRESERVATION COMMITTEE MEETING AGENDA MARCH 8, 2005 7:00 P.M. WEBB HOUSE 408 SHELTON DRIVE I. Call to order and roll call II. Approval of Minutes: February 8, 2005 III. Discussion of identifying historical parks IV. Discussion of Colleyville History Book a, Proposals b. Minutes V, Discussion of planning efforts for the City of Colleyville's 50th year Celebration Event a. 50th Anniversary Agenda b. Promotion VI. Update of local historical marker program a, Picnic Area b. Cheek and Harrington Marker c, Log Barn d. Andy Felps e. Other VII. Citizen Comments VIII. Adjournment I certify that this notice was posted on the bulletin boards at City Hall on Friday, March 4, 2004, at 5:00 p.m. Dixie Cawthorne Communications Manager 100 MAIN STREETCOLLEYVILLE, TEXAS 76034 (817) 503-1000 Colleyville Historical Preservation Committee Minutes February 8, 2005 I. Call to Order and Roll Call The meeting of the Colleyville Historical Preservation Committee was called to order at 7:04 p,m. Members Present Chairperson Joe Deupree, Sammie Bolling, Gerald Hartman, Jr" Charles Hewitt, Kelly LaFarge, Brenda Miller, and Richard Warner (arrived at 7:20 p,m,) Members Absent Lila Coley, Ed Havran, and Nelson Thibodeaux, Staff Members Present Parks and Recreation Director Monica Walsh Others Present City Council Liaison Jon Ayers Former Mayor Frank Whitmire and Mark McKnight II. Approval of Minutes: January 11, 2005 Gerald Hartman, Jr" made a motion to approve the minutes of the meeting of January 11, 2005, second by Brenda Miller. Motion was approved. III. Discussion of identifying historical parks Monica Walsh reported that the plat of the development of the Alholm property has been filed with the county and she will keep the committee informed. IV. Discussion of the distribution for the historical packet After discussion, the committee decided that the City will continue to distribute the packets bye-mail. V. Discussion of Colleyville History Book Charles Hewitt read the minutes of the February 3, 2005 meeting of the Colleyville Historical Book Committee, He reported that the following recommendation be presented to the Historical Preservation Committee. To date the expenses for the 50th Anniversary Celebration are as follows: $203.80 - folders $92,77 - stickers $907,69 - pins $600 - bookmarks $300 - Pay Pal implementation $516.60 -letterhead and envelopes Gerald Hartman, Jr., made a motion to approve a resolution approving the expenditure of $516 for letterhead and envelopes from the 50th Year Celebration account, second by Brenda Miller, Motion was approved. Requests for Proposals for the new book will be sent out after the book committee reviews the draft. Upon recommendation from the Book Committee, Brenda Miller made a motion to approve a resolution that any excess proceeds (after the $45,000 in seed money is repaid to the city) from the sale of the anniversary book be designated for historic preservation purposes, second by Charles Hewitt. Motion was approved. Joe Deupree reported that a Scanning Party will be held February 17, from 2:00 to 6:00 p.m and the Committee will have a table at the March 3rd Colleyville Chamber of Commerce luncheon, Business packets for sponsors will be presented at the luncheon, After discussion, Joe Deupree made a motion to nominate Molly Munson, Pat Jones, Pat Fox, Dianne Marsden, Ed McKnight, Tommy Taylor, Carol Wollin, Linda Newton, John Gray, Dianne Duffy, to a formal sub-committee and to empower the book committee to add additional members as designated. Brenda Miller expressed appreciation for the hard work that Lila Coley is doing on the anniversary book. Motion was approved, VI. Discussion of planning efforts for the City of Colleyville's 50th year Celebration Event Chairperson Joe Deupree suggested that the committee submit a progress report to the City Council within the next two months. The committee discussed using the existing banner poles on Hwy. 26 for celebrating the 50th anniversary throughout 2006, Monica Walsh suggested the city could use the existing hardware to hang banners across Hall Johnson and Glade Road. She also suggested including information in the Parks and Recreation Activity Guide, mailed to citizens three times a year. VII. Update of local historical marker program a. Picnic Area No report b, Cheek and Harrington Marker Jon Ayers reported that he would meet with the Harrington family next week to discuss the information proposed for the marker. c. Log Barn Charles Hewitt presented a draft on the proposed marker for the DunnlTurk log barn located east of Pleasant Run Rd. d. Andy Felps Mark McKnight informed the committee that he is in the process of purchasing the Andy Felps property. Plans are to demolish the existing house, He stated that he would be willing to work with the historical preservation committee regarding any plan for the house. e. Other VIII. Citizen Comments Joe Deupree introduced former mayor Frank Whitmire, who helped establish the first police department and was instrumental in hiring the first police chief. He suggested that Mr. Whitmire write an article on the Police Dept, and his term as mayor, for the 50th anniversary book. IX. Adjournment Charles Hewitt made a motion to adjourn the meeting, second by Richard Warner. Motion was approved. The meeting was adjourned at 8:18 p,m, MEMORANDUM DATE: March 4,2005 TO: Historical Preservation Committee FROM: Dixie Cawthorne, Communications Manager SUBJECT: Item: 111- Discussion of identifying historical parks Committee continue discussion on identifying existing and additional historical parks in the City of Colleyville. MEMORANDUM DATE: March 4, 2005 TO: Historical Preservation Committee FROM: Dixie Cawthorne, Communications Manager SUBJECT: Item: IV - Discussion of Colleyville History Book The History Book Committee received three competitive bids on February 28, 2005 for the publishing and printing of the history book. The top two publishing companies are Walsworth Publishing Company and The Heritage Publishing Consultants, which will be interviewed on Thursday, March 17, 2005. The committee will be interviewing the vendors based on the following criteria. · Service · Customer references · Examination of samples of similar publications produced by the Publisher · Cost of the package of services offered The History Book Committee has also submitted approved minutes for the meetings on. · February 3, 2005 · February 10, 2005 " ~ (( , ~\,:\ \. I' i , , I' , , ~ I. V , , ~ I " Walsworth Publishing Company Neal Kimmel & Associates 2914 Hunters Point Lane, Suite 101 Carrollton, Texas 75007 Neal Kimmel Walsworth February 24, 2005 (972) 466-2386 Fax (972) 242-0573 Mobile (972) 965-1969 Dixie Cawthorne, Communications Manager City of Colleyville Printing of the Colleyville History Book 200 Main Street Colleyville, TX 76034 Dear Ms. Cawthorne, SUBJECT: HISTORY OF COLLEYVILLE, TEXAS Enclosed please find the proposal from Walsworth Publishing Company for the printing and binding of your history book. I am their representative for history books here in Texas; and I provide pre-press services for them and my clients at my location in Carrollton, Texas. To be illustrative of the process, our books are produced by having our customers supply my company, NK Associates with the manuscript and illustrations. This works well for the client as it keeps this production close at hand where instant contact and, if necessary, viewing of the pages being designed can be accomplished without difficulty. The product of the design and typesetting "stage" is a Portable Document File (PDF) produced specifically for book printing. I call all this: pre-press. The PDF is sent to Walsworth Publishing Company for the final printing and binding. It is usual in this process that NK Associates and Walsworth Publishing Company bill separately. This saves you money as the pre-press costs are not passed through Walsworth to be marked up. Two of my references had their books produced in this manner: The Helena (OK) history book and the Southwestern Assembly of God University. I believe that they can verify the efficiency and cost savings of this procedure. Sincerely, 1l'J1~ Neal Kimmel Representative, Walsworth Publishing Company and Owner, NK Associates Corporate Offices: 306 North Kansas Avenue 1 Marceline, Missouri 64658/1-800-972-4968 FEBRUARY 14, 2005 CITY OF COLLEYVILLE REQUEST FOR PROPOSAL #05-003 PRINTING OF COLLEYVILLE HISTORY BOOK Sealed proposals will be received at the City of Colleyville City Hall, 100 Main Street, Colleyville, TX 76034 until 1 0:00 a.m. MONDAY, February 28, 2005. Proposals received after 10:00 a.m. Monday, February 28, 2005 will be returned to the sender, unopened. All responses received by the due date and time will be publicly opened at Colleyville City Hall on Monday, February 28, 2005 at 10:00 a.m. CST. The envelope should be marked: City of Colleyville Attn: RFP #05-003 Printing of the Colleyville History Book 100 Main Street Colleyville, TX 76034 In submitting the proposal, the vendor agrees that acceptance of any or all proposal items by the City of Colleyville, Texas within a reasonable period of time constitutes a contract. Name of Bidder: ~1w,Q.ih f>",bh$"'~'" (N~'GIA-I-~ \...oc.e.,~ - ~'f t Lf H\U.ic:..a.~ t>t- I-I.J C ~ Q.~o ~~ Ti- 7 S DO 7 NM" - 3 D(4 tJ. KAn.SAS ~(,"G.~ I i&l\-c. tV).o ~...'" SK q '1 'l. L4",- 2..3S' (, /0(;,4/ 100 3bcr-2-b-..j(, Ita Address of Bidder: Telephone Number: Fax Number: Email Address: i) KC"M~'" @ FI4.S(,... .~-e--r ~S(~'() K.e-JJJjeT~ N~I,.. t4~e.L Authorized Signature: Printed Name: An authorized representative of the bidding entity must sign all responses. Proposal responses received unsigned will not be considered. The City will not accept a proposal response via fax machine or email. The fax machine and email should be used for informational inquiries only. Mandatory Proposal Form Local History Publication Use additional pages, or attach additional materials to describe alternative proposals or options in choice of materials or methods proposed. Design/Layout $7.50 per paQe Setup/Typesetting $7,50 per paQe Production Co ies 500 1,000 1,500 2,000 Quantity Pre-scanned electronic hotos Included in desi n fee Included in desi n fee Included in desi n fee Hard Copy Original Photos 450 500 600 Please specify materials and methods to be used: Text printed on 70 pound Productolith matte: Cover fabric is Skivertex Series I. (Ieatherette): Binders board is 120 point Bindinq method is Smyth sewn. rounded and backed with head and foot bands: Books are individuallv shrink wrapped. then placed (approximatelv 14 per carton) in standard Walsworth Publishinq Company cartons: Please see Attachment 1. For description of full production specifications, Please see Attachment 2. For description and prices of optional materials, methods and specifications, Alternate Binding, This vendor does not offer a bid on a lesser, alternative binding. Specify materials and methods: This bid is based upon "library qualitv" bindinQ-section sewn (Smvth sewn). rounded and backed. Qauze backed. head and foot bands, Lesser bindinQ methods such as "perfect bindinQ" are available from this bidder but are not recommended for a book of this size. Delivery: The above prices include motor freiQht. dock delivery to the customer's location in Collevville. Texas, Terms: A deposit of 50% of the estimated cost of setup/tvpesettinQ/desiQn/lavout is required to NK Associates upon submission of manuscript and. or photoQraph imaQes. Balance of this estimated cost due upon customer approval of paQe lavout and production of print-ready PDF, With approved credit. the cost of print and bind at Walsworth PubJishinQ Company is due 30 days after delivery: otherwise a deposit of 1/3 of the estimated total cost of print and bindinQ is due with the submission of pdf print files to the printer. an additional 1/3 is due upon return of printer's diQital imaQe proofs. balance due 30 days after delivery, This proposal submitted on behalf of: Walsworth Publishing Company and NK Associates, BY:~~ CL-":'~ Date: ~.t ~'Z"D5 K. , Immel, representatrve Trim Size: Materials: Colors: Proofs: Binding: Input: Shipping: Terms: Attachment 1--Detailed specifications WALSWORTH PUBLISHING COMPANY Printing and Binding Specifications NK Associates Typesetting and Design 8 Y2 by 11 inches, bound on the 11 inch side Text-70 pound Productolith Matte Endsheets-80 pound Gladfelter Endleaf, white Cover-120 point binders board, choice from many colors of Skivertex, Type I cover fabric. Optional Dust Jacket-printed on 80 pound Productolith Enamel, non-curl protective film laminated. Text-printed in black ink Endsheets-printed in black ink, different design front and back Cover-Foil stamped on front lid and spine. Optional Dust Jacket-printed in 4-color (full color). From Designer/Typesetter-Up to five unique designer mock-ups of proposed layout. One set of page proofs from completed manuscript and photos. Proof alterations* at $3.00 per page effected. Additional page proofs cost $1.00 per page. *Alterations are defined as changes to the page made by customer change of text or photo; no charge for corrections made as a result of designer error. From Printer - One set of digital proofs of all pages and cover. Smyth sewn, rounded and backed with head and footbands. Customer to supply designer-typesetter (NK Associates) with text files composed as Word (or similar) documents. Designer-typesetter to supply printer and customer with final electronic Portable Document Files (PDF. Books individually shrink wrapped and then placed in standard Walsworth Publishing Company cartons and shipped in bulk, FOB Colleyville, Texas.i Typesetting and Design by NK Associates--50% of estimated total with submission of manuscript and, or photos. Balance due with completion of pages produced as printer ready PDF documents. Printing and Binding by Walsworth Publishing Company--Net 30 days 11-;/;- with approved credit, otherwise 1/3 down with submission of pdf h files, 1/3 with approval of digital proofs, balance 30 days. " ' Attachment 2 -- Optional Materials, methods, specifications Walsworth Publishing Company Printing and Binding Options Option 1 -- In lieu of Skivertex Series 1 {Ieatherette cover material) the cover fabric to be cloth, Roxite F Buckram. Based on: 500 copies $2.06 per copy 1,000 copies $1.62 per copy 1,500 copies $1.47 per copy 2,000 copies $1.30 per copy Option 2 -- A full color (process 4-color) dust jacket printed on 80 pound Productolith Enamel, film laminated with no-curl sizing. Installed on each book. Fifty additional dust jackets shipped flat. 500 copies $2.66 per copy 1,000 copies $1.69 per copy 1,500 copies $1.43 per copy 2,000 copies $1.30 per copy Option 3 -- Pages printed in black plus one additional color (duotone). The prices listed below are for an 8-page press flat 500 copies $0.47 per copy, per 8-pages 1,000 copies $0.28 per copy, per 8-pages 1,500 copies $0.20 per copy, per 8-pages 2,000 copies $0.17 per copy, per 8-pages Option 4 -- The production of an all-name index by the designer/typesetter $0.11 per index entry, or a total of $500.00, whichever is less. ,.,. /O~ /I' ,\ FEBRUARY 17, 2005 ADDENDUM #1 CITY OF COLLEYVILLE REQUEST FOR PROPOSAL #05-003 PRINTING OF COLLEYVILLE HISTORY BOOK Please sign and date the attached Terms and Conditions for the printing of the Colleyville History Book. This is considered addendum #1 and must be signed and dated by the vendor on the cover sheet along with initials on each subsequent page. Please include with the proposal for opening at 10:00 a.m. Monday. February 28, 2005 will be returned to the sender. unopened. All responses received by the due date and time will be publicly opened at Colleyville City Hall on Monday, February 28, 2005 at 10:00 a.m. CST. Signature of receipt of Addendum #1 : 0'J.v~ 1. ~ Z. ""'Z ~o 7 Date of receipt of Addendum #1 : RFP #05-003 Page 1 of 6 Vendor's initials _~~V TERMS AND CONDITIONS 1. DEFAULT - In case of default after bid acceptance, the City of Colleyville, Texas ("City") may exercise any and all rights it may have in compliance with the law. The vendor shall be in default under this agreement upon the happening of any of the following events and the continuation of such event for 10 business days following written notice of said default by the City to the vendor: (1) default by the vendor in performance of any obligation, covenant, or liability contained in the agreement; (2) any warranty, representation, or statement made or furnished to the City by or on behalf of the vendor proves to have been false; (3) loss, theft, damage, destruction, or attempted sale of any of the City's property or equipment; (4) vendor's dissolution, termination of, existence, discontinuance of business, insolvency, or business failure; or the appointment of a receiver of any part of, the assignment for the benefit of creditors by, or the commencement of any proceeding under any bankruptcy, reorganization, or arrangement laws by or against the vendor. 2. PRICES HELD FIRM - The City reserves the right to require that submitted proposals remain in force for a forty-five day (45) period after opening. 3. RESOURCE CONTACT - General questions pertaining to this bid shall be directed to Dixie Cawthorne, Communications Manager at (817) 503.1120. It is the responsibility of the bidder to seek clarification of any uncertain terms. Clarification may be sent by US Mail or email to all packet holders as an addendum to the specification packet. 4. TAX EXEMPT - The City of Colleyville is exempt from all sales and excise taxes. A tax exemption certificate is available upon request. 5. PRICE FIXING - In submitting a bid response to this request, the Bidder thereby certifies that the Bidder has not participated in nor been party to any collusion, price fixing, or any other agreements with any company, firm, or person concerning the pricing on the enclosed. 6. GRATUITIES - The City may, by written notice to the successful Bidder, cancel this contract without liability to the successful Bidder if it is determined by the City that gratuities in the form of entertainment, gifts, or otherwise, were offered or given by the successful Bidder, or any agent or representative of the successful Bidder, to any officer or employee of the City with a view toward securing or amending, or the making of any determinations with respect to the performance of such a contract. 7. FORCE MAJEURE - Neither party shall be required to perform any term, condition, or covenant in this contract so long as such performances are delayed or prevented by Force Majeure, which shall mean acts of God, strikes, lockouts, material or labor restrictions by any governmental authority, civil riots, floods, and any other cause not reasonably within the control of the party required to perform and which by the exercise of due diligence said party is unable, wholly or in part, to prevent or overcome. RFP #05-003 Page 2 of6 Vendor's initials ~1-lV 8. APPLICABLE LAW - This agreement shall be governed by the Uniform Commercial Code. Wherever the term "Uniform Commercial Code" is used, it shall be construed as meaning the Uniform Commercial Code as adopted in the State of Texas as effective and in force on the date of this agreement. 9. TAXES, UNEMPLOYMENT BENEFITS, ETC. - The successful Bidder hereby accepts exclusive liability for, and agrees to indemnify the City against liability for the payment of any and all contributions or taxes for unemployment insurance, old age pensions or annuities or other purposes now or hereafter imposed by the government of the United States and/or by the government of any state of the United States, which are in whole or in part measured by and/or based upon the wages, salaries, or other remuneration paid to persons employed by the successful Bidder on work in connection with this order. 10. ANTI-DISCRIMINATION - The successful Bidder, in performing the work required hereunder, shall comply with the provisions of Executive Order Number 11246, and shall not discriminate against any employee or applicant for employment because of religion, race, color, sex, age or national origin. 11. INVOICING AND PAYMENTS - Invoicing is to be provided to the City of Colleyville, Attn: Accounts Payable, 100 Main Street, Colleyville, Texas, 76034. Invoices must include a brief description of the task performed and the amount of time taken to complete the task. Vendors will not be able to invoice for travel time. Travel time is defined as the amount of time it takes to travel from the Vendor's office to a City location. Payments are processed weekly. The payment terms are net 30 days. Net 30 days means payment must be postmarked by the City no later than 30 days after receipt of correct invoicing or receipt of ordered items, whichever occurs later. 12. FAIR LABOR STANDARDS ACT - The successful Bidder warrants that the materials covered by this order have been produced in compliance with the requirements of the Fair Labor Standards Act of 1938, as amended. 13. OPENING PLACE, TIME, AND DATE - The City will conduct a public bid opening at the location, time, and date as specified on an above page of the request. Bidders are encouraged to attend. A tabulation of the bid responses received at the time and date of the opening will be made available to all Bidders at a later date. 14. PATENT INDEMNITY - The successful Bidder hereby warrants that the use or sale of the products and materials hereunder (including software) will not infringe claims of any patent or copyright covering such materials, and the successful Bidder agrees to indemnify and hold harmless the City for any and all costs, expenses,. judgments, and damages which the City may have to payor incur. 15. WITHDRAWAL - The City reserves the right to withdraw the request for proposal for any reason prior to the opening time and date without Bidder's claims. RFP #05-003 Page 3 of 6 Vendor's initials ~~\V 16. FACSIMILE - The City will not accept a proposal response or alterations to a proposal via facsimile machine. The facsimile machine is available for informational inquiries only. No proposal responses received via facsimile machine will be considered. 17. CHANGE ORDERS - No oral statement of any person shall modify or otherwise change, or affect the terms, conditions, or specifications stated in the resulting contract. All change orders to the contract will be made in writing by the City Manager or his designee. 18. REJECT PROPOSALS - The City reserves the right to reject any or all proposals or parts of proposals and to waive informalities in the proposing process. 19. RETURN FORMS - Bidders are required to return all pages of the enclosed forms. It is recommended that Bidders retain a copy of the proposal response for reference purposes. 20. VENUE - This agreement will be governed and construed according to the laws of the State of Texas. This agreement is performable in Tarrant County, Texas. 21. HOLD HARMLESS - The successful Bidder shall defend, indemnify and save harmless the City of Colleyville and its officers, agents, guests, consultants, and employees from all suits, actions, or other claims of any character, name and description brought for or on account of any injuries or damages received or sustained by any persons or property on account of any negligent act or fault of the successful Bidder, or any agent, employee, subcontractor, or supplier in the execution of, or performance under any contract which may result from bid award. The successful Bidder indemnifies and will indemnify and save harmless the City of Colleyville from liability, claim or demand on their part, agents, servants, customers and/or employees whether such liability, claim or demand arise from event or casualty happening or within the occupied premises themselves or happening upon or in any of the halls, elevators, entrances, stairways or approaches of or to the facilities within which the occupied premises are located. Successful Bidder shall pay any judgment with costs which may be obtained against the City of Colleyville growing out of such injury or damages. 22. PROPERTY LOSS LIABILITY - The successful bidder shall be liable for all losses or damages resulting from the intentional or negligent acts of the vendor or its employees. The City shall be liable for losses or damages resulting from the intentional or negligent acts of the City or its employees. In the event the loss or damage results jointly from the acts of the vendor and City, then each party shall be responsible for losses or damages in proportion to their percentage responsibility for the occurrence. 23. ENFORCEABILITY - If any part of this agreement is found to be unenforceable and void, it does not void other parts or sections of the agreement. RFP #05-003 Page 4 of 6 Vendor's initials f,tJ ~ 24. TERMINATION - Either the City or the vendor may terminate this agreement by giving 30 days' written notice and just cause for non-performance to the other party. In such event, the City shall pay the vendor in full for all work previously authorized and performed prior to effective date of termination. 25. INSURANCE REQUIREMENTS - Except as otherwise specified in this contract, the contractor and his/her subcontractors of any tier will be required at their own expense to maintain in effect at all times during the performance of the work, insurance coverage with limits not less than those set forth below with insurers and under forms of policies satisfactory to the City of Colleyville. It shall be the responsibility of the contractor and any subcontractors to maintain adequate insurance coverage and to assure that all subcontractors are adequately insured at all times. Failure of the contractor and his/her subcontractors to maintain adequate coverage shall not relieve him/her of any contractual responsibility or obligation. Policy documents shall clearly state that all applicable requirements have been satisfied including certification that policies are of the "occurrence" type. RFP #05-003 Page 5 of 6 Vendor's initials ltJ\Y 1. Company Name Address Address Telephone Number Contact NamefTitle Years of service 2. Company Name Address Address Telephone Number Contact NamefTitle Years of service 3. Company Name Address Address Telephone Number Contact NamefTitle Years of service RFP #05-003 REFERENCES C.'-ty"f Uc~ (oK~ '-Ic~Tb't BDl>~ Co...".;tI.., (Lf7lfO NW ISoT#. p,eJ~bIJT oK 7}OfS I '-Io~. 373. 0 () )w'J- SUo z.~"Ae Ydr>S t OtJ If .se,urilAJ"T~r/J A$#f!N\hly ;Z ~J Uh'V. 1U10 S'f~MD~ WtlVa'....~"C:. '7'1- 1$/1..'$ 'J 1 Z . <f 37 ~ Iff) /'0 €"l-T J Z7-( ftCrt$TY M'- IDee J '/),,- ,r (OMII1. . .2Pt1~- 280'1 ~I:?rftt!. y JI,sr., /L.IC P.,.c ser-'fo.;'JO If L,t:A.~~ tit) PO Box, '59 b n,.ney T'f 7Sr1. t" q-rz. 5hct. z..tf~3 ~ rr-y PI DO fL JA.I.t~t)""'" /11 8 J I~ f'f I ZPD I J 2../)0'7 . Page 6 of 6 Vendor's i~itials K'N,L Walsworth Publishing Company and NK Associates "8!l0<< C<MWWt Jad?e a ~ by i/4, ~. ~~ - ENGLISH FOLK PROVERB "'@h ~ ~ can. ~~ - NEAL KIMMEL And by its planning, typography, graphics, editing, layout, printing - all the factors that will make an ordinary book into an extraordinary book. Neal Kimmel, representing Walsworth Publishing Company and The Donning Company Publishers, is an experienced book publishing consultant specializing in the production of non~fiction commemorative books. What can he do for you? His experience fills the gap between: "Wouldn't it be great to have a book about. . . " and the completed production of that book. When you have just the idea-or even a manuscript- you don't need a printer, you need a resource who can help you get your book ready for the printer and the marketplace. There are scores of decisions to be made before the printing presses roll. Book size, text stock, cover materials and design, typestyle, design presentation, book titles, dust jackets, manuscript preparation and editing, copyrights and permissions, marketing, pricing and discounts for trade distribution, photography and illustrations. . . whew! He has the answers. At Walsworth Publishing Company, one of the nation's most respected book printers, we make sure your book is on time, on budget, and at the lowest cost in the industry. Neal Kimmel has nearly thirty years of experience producing books with subjects including county, church, business, family, and sports histories. Books on collectibles, antique firearms, fire and police commemorative books, military histories, cook books-over four hundred different titles during the past twenty~eight years. He has added over fifty feet of new books to the already groaning shelves at the Library of Congress. Neal Kinunel Po. Box 118017 Carrollton, TX 75011 972.466.2386 nkimmel@flash.net Type Fonts Available From Walsworth Publishing Company and NK Associates NK Associates, Walsworth Publishing Company's pre-press specialist has over 1,000 TrueType™ and PostscripFM type fonts and font treatments available for their client's publications. These fonts are available in all font sizes from 4 point to 128, with intermediate sizes in 10thS of a point size. In addition, we have nearly 5000 public-domain artwork and sketches available for your use at no cost. ... a few examples of common text fonts, headline fonts, and decorative fonts. Text and Headline Fonts: ACaslon Regular AGaramond AGaramond BoldOsF Adine401 BT Americana Antique Olive Arial A valancheBook AvanteGarde Baker Signet Baskerville BE Regular Batang Bell Gothic Benguiat Berkeley Oldstyle Book Bernsiont Bodoni MT Book Antiqua Bookman Baton Light Burksbold CAESARLINE Cas Ion 540 Century Gothic Century Old Style CG Times COPPERPLATE GOTHIC COTTONWOOD "O~ WEST" Fortuna Book Franklin Gothic Book Goudy "British Style" Goudy Old Style Helvetica Classic Li berty Shadow Decorative and Scripts: Allegro Bi cfJellview !ZJerdold 3Crpt 3?ff J3/ackacfcfer jJG ~ouLeval() (oslonJ\(f}54oc:SwaV '1Jorcl~ester 8cript v~fJ Y&t'tucur-e!ia?v r?/&'-fJt JP7& q;~ Iff Of/Vvace PlJeff <9oudJ! Text M:T Lombardi( gsabella 1~(M ?ake Yot# ~~~mCttt r::ll:ar/aj ltlltl RECEIVED FER 1 7 2005 FEBRUARY 14, 2005 CITY OF COLLEYVILLE REQUEST FOR PROPOSAL #05-003 PRINTING OF COLLEYVILLE HISTORY BOOK Sealed proposals will be received at the City of Colleyville City Hall, 100 Main Street, Colleyville, TX 76034 until 10:00 a.m. MONDAY, February 28,2005. . Proposals received after 10:00 a.m. Monday, February 281 2005 will be returned to the sender, unopened. All responses received by the due date and time will be publicly opened at Colleyville City Hall on Monday, February 28, 2005 at 10:00 a.m. CST. The envelope'should be marked: City of Colleyville Attn: RFP #05-003 Printing of the Colleyville History Book 100 Main Street . Colleyville, TX 76034 In submitting the proposal, the vendor agrees that acceptance of any or all proposal items by the City of Colleyville, Texas within a reasonable period of time constitutes a contract. Name of Bidder: Heritage Publishing Consultants, Inc. Address of Bidder: PO Box 67, Clanton, AL 35046-0067 Telephone Number: 205-280-4100 (800-568-1611) Fax Number: 205-280-1607 Email Address: ~~od?~~ Authorized Signature: Printed Name: David A. Bice An authorized representative of the bidding entity must sign all responses. Proposal responses received unsigned will not be considered. The City will not accept a proposal response via fax machine or email. The fax machine and email should be used for informational inquiries only. Mandatory Proposal Form Local History Publication Use additional pages or attach additional materials to describe alternate proposals or options in choice of materials and methods proposed. Design/Layout $ 10.00 oer set oage SetuplTyping $ Included in above (when submitted on disc) Production Co ies 500 1,000 1,500 2,000 450 a es 18,981.25 23,400.00 27,931.25 32,500.00 SOO a es 20,262.50 24,981.25 - 29,837.50 34,731.25 600 a es 22,912.50 28,293.75 33818.75 39,368.75 Quantity Pre-scanned Electronic Hard Copy Original Photos Photos 450 No charge-Included in Design/Layout No charge-Included in Design/Layout 500 No charge-Inctuded in DesignA..ayouL No charge-Included in Design/Layout 600 No charge-lncluded in Design/Layout No charge-lncluded in Designllayout Please specify materials and methods to be used Casebound. rounded & backed with head & foot bands. Smythe-sewn. 80# Gladfeltner endsheets. 120 ot cover. board., Kivar 7 cover material (color & arain selected by customer), aold stamoed front soine & back. ISBN acolied to backcover. LOC included. oacer 70# matte. acid free. Alternate Binding $ no additional charoo Specify materials and methods: Smythe-sewn. coated 80# oaper. liquid lamination. color orinted. 120 ot cover board - cover ohotoarach suoolied by customer. Delivery $ 750.00 Tenns: 1/3 at delivery of manuscriot 1/3 at imaae oroofs. and 1/330 days after delivery. This proposal submitted on behalf of Heritaae Publishina Consultants. Inc. BY:~ /a-- Date: z/ 7 ~I 0 ~- Mandatory Proposal Form Local History Publication Use additional pages or attach additional materials to describe alternate proposals or options in choice of materials and methods proposed. Index: A surname only index is included in the DesianlLayout cost per paQe. A first and surname index will be charQed at $50.00 per completed paae of index. The customer will desianate namesJitems to be indexed. Shrink wrap: Cost included in production fiQures. Consultations: A representative of HeritaQe PublishinQ Consultants. Inc. will meet with the book organizers in Collevville. Texas six times while the book is beinQ prepared for publication. The desiQner a88iQned to this proiect will accompany the representative to one of these meetinQs to-- help choose format. fonts. etc. Proofs: Customer will receive two sets of paQe proofs. Set 1 will be ImaQe Proofs (formerly Galley Proofs) that will have photographs and captions in place alonQ with text. Set 2 will be DiQital Content Proofs that are a preproduction COpy of how the book will appear in print. A cover proof will be provided for approval. Photographs: We have no preference as to how photoaraphs are submitted. PhotoQraphs can be enhanced better if they are hard copies. Dust Jacket: The dust iacket can be applied to the book. Four color process, plus Qlo88 film lamination that is curl-free, on 80# Gloss. A digital proof will be supplied. The cost is $1,062.50 for 500 copies: $1.362.50 for 1.000 copies: $1.668.75 for 1.500 copies: and $1.975.00 for 2.000 copies. Head and Foot Bands: Included in production cost. Customer to select color. Second Color: Sepia tone. or another standard PMS color. can be added to the black ink throuQhout in 16-DtlQa siQnatures. The cost per signature with a second color added is $318.75 for 500 cODies: $337.50 for 1.000 copies: $356.25 for 1,500 copies: and $375.00 for 2.000 copies. T~:=::r submitted ?n behaK of HerilaQe Publishing Consultanls. Inc. B_ ~ ~ DaIe:2124f2005 FEBRUARY 17, 2005 ADDENDUM #1 CITY OF COLLEYVILLE REQUEST FOR PROPOSAL #05-003 PRINTING OF COLLEYVILLE HISTORY BOOK Please sign and date the attached Terms and Conditions for the printing of the Colleyville History Book. This is considered addendum #1 and must be signed and dated by the vendor on the cover sheet along with initials on each subsequent page. Please include with the proposal for opening at 10:00 a.m. Monday, February 28,2005 will be returned to the sender, unopened. All responses received by the due date and time will be publicly opened at ColJeyville City Hall on Monday, February 28,2005 at 10:00 a.m. CST. Signature of receipt of Addendum #1 : Q~C(0 2-./2 *3 ) () )~ / / Date of receipt of Addendum #1: RFP #05-003 Page 1 of 6 Vendor's initial06 TERMS AND CONDITIONS 1. DEFAULT - In case of default after bid acceptance, the City of Colleyville, Texas ("City") may exercise any and all rights it may have in compliance with the law. The vendor shall be in default under this agreement upon the happening of any of the following events and the continuation of such event for 10 business days following written notice of said default by the City to the vendor: (1) default by the vendor in performance of any obligation, covenant, or liability contained in the agreement; (2) any warranty, representation, or statement made or furnished to the City by or on behalf of the vendor proves to have been false; (3) loss, theft, damage, destruction, or attempted sale of any of the City's property or equipment; (4) vendor's dissolution, termination of, existence, discontinuance of business, insolvency, or business failure; or the appointment of a receiver of any part of, the assignment for the benefit of creditors by, or the commencement of any proceeding under any bankruptcy, reorganization, or arrangement laws by or against the vendor. 2. PRICES HELD FIRM - The City reserves the right to require that submitted proposals remain in force for a forty-five day (45) period after opening. 3. RESOURCE CONTACT - General questions pertaining to this bid shall be directed to Dixie Cawthorne, Communications Manager at (817) 503.1120. It is the responsibility of the bidder to seek clarification of any uncertain terms. Clarification may be sent by US Mail or email to all packet holders as an addendum to the specification packet. 4. TAX EXEMPT - The City of Colleyville is exempt from all sales and excise taxes. A tax exemption certificate is available upon request. 5. PRICE FIXING - In submitting a bid response to this request, the Bidder thereby certifies that the Bidder has not participated in nor been party to any collusion, price fixing, or any other agreements with any company, firm, or person concerning the pricing on the enclosed. 6. GRATUITIES - The City may, by written notice to the successful Bidder, cancel this contract without liability to the successful Bidder if it is determined by the City that gratuities in the form of entertainment, gifts, or otherwise, were offered or given by the successful Bidder, or any agent or representative of the successful Bidder, to any officer or employee of the City with a view toward securing or amending, or the making of any determinations with respect to the performance of such a contract. 7. FORCE MAJEURE - Neither party shall be required to perform any term, condition, or covenant in this contract so long as such performances are delayed or prevented by Force Majeure, which shall mean acts of God, strikes, lockouts, material or labor restrictions by any governmental authority, civil riots, floods, and any other cause not reasonably within the control of the party required to perform and which by the exercise of due diligence said party is unable, wholly or in part, to prevent or overcome. RFP #05-003 Page 2 of6 Vendor's initial~- 8. APPLICABLE LAW - This agreement shall be governed by the Uniform Commercial Code. Wherever the term "Uniform Commercial Code" is used, it shall be construed as meaning the Uniform Commercial Code as adopted in the State of Texas as effective and in force on the date of this agreement. 9. TAXES, UNEMPLOYMENT BENEFITS, ETC. - The successful Bidder hereby accepts exclusive liability for, and agrees to indemnify the City against liability for the payment of any and all contributions or taxes for unemployment insurance, old age pensions or annuities or other purposes now or hereafter imposed by the government of the United States and/or by the government of any state of the United States, which are in whole or in part measured by and/or based upon the wages, salaries, or other remuneration paid to persons employed by the successful Bidder on work in connection with this order. 1 O. ANTI-DISCRIMINATION - The successful Bidder, in performing the work required hereunder, shall comply with the provisions of Executive Order Number 11246, and shall not discriminate against any employee or applicant for employment because of religion, race, color, sex, age or national origin. 11. INVOICING AND PAYMENTS - Invoicing is to be provided to the City of Colleyville, Attn: Accounts Payable, 100 Main Street, Colleyville, Texas, 76034. Invoices must include a brief description of the task performed and the amount of time taken to complete the task. Vendors will not be able to invoice for travel time. Travel time is defined as the amount of time it takes to travel from the Vendor's office to a City location. Payments are processed weekly. The payment terms are net 30 days. Net 30 days means payment must be postmarked by the City no later than 30 days after receipt of correct invoicing or receipt of ordered items, whichever occurs later. 12. FAIR LABOR STANDARDS ACT - The successful Bidder warrants that the materials covered by this order have been produced in compliance with the requirements of the Fair Labor Standards Act of 1938, as amended. 13. OPENING PLACE, TIME, AND DATE - The City will conduct a public bid opening at the location, time, and date as specified on an above page of the request. Bidders are encouraged to attend. A tabulation of the bid responses received at the time and date of the opening will be made available to all Bidders at a later date. 14. PATENT INDEMNITY - The successful Bidder hereby warrants that the use or sale of the products and materials hereunder (including software) will not infringe claims of any patent or copyright covering such materials, and the successful Bidder agrees to indemnify and hold harmless the City for any and all costs, expenses, judgments, and damages which the City may have to payor incur. 15. WITHDRAWAL - The City reserves the right to withdraw the request for proposal for any reason prior to the opening time and date without Bidder's claims. RFP #05-003 Page 3 of 6 Vendor's initial~ 16. FACSIMILE - The City will not accept a proposal response or alterations to a proposal via facsimile machine. The facsimile machine is available for informational inquiries only. No proposal responses received via facsimile machine will be considered. 17. CHANGE ORDERS - No oral statement of any person shall modify or otherwise change, or affect the terms, conditions, or specifications stated in the resulting contract. All change orders to the contract will be made in writing by the City Manager or his designee. 18. REJECT PROPOSALS - The City reserves the right to reject any or all proposals or parts of proposals and to waive informalities in the proposing process. 19. RETURN FORMS - Bidders are required to return all pages of the enclosed forms. It is recommended that Bidders retain a copy of the proposal response for reference purposes. 20. VENUE - This agreement will be governed and construed according to the laws of the State of Texas. This agreement is performable in Tarrant County, Texas. 21. HOLD HARMLESS - The successful Bidder shall defend, indemnify and save harmless the City of Colleyville and its officers, agents, guests, consultants, and employees from all suits, actions, or other claims of any character, name and description brought for or on account of any injuries or damages received or sustained by any persons or property on account of any negligent act or fault of the successful Bidder, or any agent, employee, subcontractor, or supplier in the execution of, or performance under any contract which may result from bid award. The successful Bidder indemnifies and will indemnify and save harmless the City of Colleyville from liability, claim or demand on their part, agents, servants, customers and/or employees whether such liability, claim or demand arise from event or casualty happening or within the occupied premises themselves or happening upon or in any of the halls, elevators, entrances, stairways or approaches of or to the facilities within which the occupied premises are located. Successful Bidder shall pay any judgment with costs which may be obtained against the City of Colleyville growing out of such injury or damages. 22. PROPERTY LOSS LIABILITY - The successful bidder shall be liable for all losses or damages resulting from the intentional or negligent acts of the vendor or its employees. The City shall be liable for losses or damages resulting from the intentional or negligent acts of the City or its employees. In the event the loss or damage results jointly from the acts of the vendor and City, then each party shall be responsible for losses or damages in proportion to their percentage responsibility for the occurrence. 23. ENFORCEABILITY - If any part of this agreement is found to be unenforceable and void, it does not void other parts or sections of the agreement. RFP #05-003 Page 4 of 6 Vendor's initials~;V~- 24. TERMINATION - Either the City or the vendor may terminate this agreement by giving 30 days' written notice and just cause for non-performance to the other party. In such event, the City shall pay the vendor in full for all work previously authorized and performed prior to effective date of termination. 25. INSURANCE REQUIREMENTS - Except as otherwise specified in this contract, the contractor and his/her subcontractors of any tier will be required at their own expense to maintain in effect at all times during the performance of the work, insurance coverage with limits not less than those set forth below with insurers and under forms of policies satisfactory to the City of Colleyville. It shall be the responsibility of the contractor and any subcontractors to maintain adequate insurance coverage and to assure that all subcontractors are adequately insured at all times. Failure of the contractor and his/her subcontractors to maintain adequate coverage shall not relieve him/her of any contractual responsibility or obligation. Policy documents shall clearly state that all applicable requirements have been satisfied including certification that policies are of the "occurrence" type. RFP #05-003 Page 5 of 6 Vendor's initials~~-- 1. Company Name Address Address Telephone Number Contact NamelTitle Years of service 2. Company Name Address Address Telephone Number Contact NamelTitle Years of service 3. Company Name Address Address Telephone Number Contact NamelTitle Years of service RFP #05-003 REFERENCES Walsworth Publishing Co. 306 North Kansas Ave. Marceline, MO 64658 800-369-2646 ext. 3269 Steve Mull, History Director 10 years Terry Co. Historical Commission 911 E Oak St. Brownfield, TX 79316-3813 806-637-4213 Betty Hamilton, Chairperson 4 years Village of Folsom, Louisiana PO Box 609 Folsom, LA 70437 985-796-5607 Debbie Wactor, Centennial Committee Chairperson 3 years Page 6 of6 " Vendor's inn;al~& FEBRUARY 14, 2005 CITY OF COllEYVIlLE REQUEST FOR PROPOSAl #05-003 PRINTING OF COLLEYVIllE HISTORY BOOK Sealed proposals will be received at the City of Colleyville City Hall, 100 Main Street, ColleyviUe, TX 76034 until 10:00 a.m. MONDAY, February 28,2005. Proposals received after 10:00 a.m. Mondav. February 28, 2005 will be returned to the sender. unopened. All responses received by the due date and time wiJJ be publicly opened at Colleyvifle City Hall on Monday. February 28.2005 at 10:00 a.m. CST. The envelope should be marked: City of Colleyville Attn; RFP #05-003 Printing of the Colleyville History Book 100 Main Street Colleyvilfe, TX 76034 In submitting the proposal, the vendor agrees that acceptance of any or all proposal items by the City of Colleyville, Texas within a reasonable period of time constitutes a contract. Name of Biddec TA'1LDR -Pu...\3US"'NE\ _ ~12.\~ C\.))'. Address of Bidder: ~ 11~ 0 A\<:... ex A~LI~~"lOt..) \~ "\0(:):3'-( cal1-~,S--ISl( Cp ~'1- dotS" -, S~l ---=pheY (.O\C.@ 0.0(. (.Ch-\ ~~ C-~s.Co}G Telephone Number: Fax Number: Email Address: Authorized Signature: Printed Name: An authorized representative of the bidding entity must sign all responses. Proposal responses received unsigned wil, not be considered. The City will not accept a Proposal response via fax machine or email. The fax machine and emaH shou'd be used for informational inquiries only. Mandatory Proposal Form Local History Publication Use additional pages. or attach additional materials to describe alternate proposals or options in choice of materials and methods proposed. Design/Layout SetupITypesetting $ ~D fel ~C4~L $ :1D fU rc..~ Production C ies SOO 1,000 1,500 2,000 Quantity Pre-Scanned Electronic Hard Copy Original Photos Photos 450 No c..~Q.1~.... Not) c...,-",q~l".\~ 500 ' "-lo c...'nC&{CI ~ ~\,) - c.Y\C(ct;e 600 "lo ~~C11 CL No <:. \n G;ct It. "-..J '-J Please specify materials and methods to be used: ~ ~ ptt..r<lf~ 't-hc.. bcv"- - ~\l c:l\f\:<li. C.O~~~t( 1-6 pl(d'~ c..Wl..CS- ~("~~\.o\.t.d <:lM exNoosted. E~~o~!.''''~3 C\.\<.s e~:t(~. S'\:'?"'\.o.. 0\ ~ c~\~c- ~ Eo>U)~ fQo- U. - <-o\~ ("' - ~ \S:> ~r ~~ Alternate Binding $ S~'1\-~Q. ~(.WY\ ~\~ Ol'\\l.f, Specify materials and methods: S-e..e. A.l-t4.c...~d.. l' Q.J<!... DeflVery $ F{c:.~"t "nc.\v..~ Terms: 30 c)...Cl"1 S V\ ~+ (l~* ec d...e.\\\.1ei4 ~ \ By: 0k~ T Q~\ uc't>ub\\s\,,\vj Date: d..la~ {OS This proposal submitted on behalf of '~YIDr . ~UBLlSHING COMPANY Additional Information for Colleyville History Book Proposal #05-003 Unlimited number of hard copy photographs scanned for placement on page. Proofs on all pages, endsheets and cover. Includes index (last name and full name). Client has the option to use desktop publishing program provided by Taylor publishing at no charge. This could save the client designllayout and typesetting charges. Taylor Publishing is a local company. All work (printing, scanning and binding) performed by Taylor publishing. ~ ~ ~d.\.lOS The first name in lasting impressions 1550 W. Mockingbird Lane Dallas. Texas 75235-5082 VVW'N.taylorpub.com (800) 677-2800 02/25/2005 10:52 8175777555 CITY OF COLLEYVILLE PAGE 01/06 FEBRUARY 17,2005 ADDENDUM #1 CITY OF COLLEYVILLE REQUEST FOR PROPOSAL #OS..o03 PRINTING OF COLLEYVILLE HISTORY BOOK Please sign and date the attached Tanns and Conditions for the printing of the Colleyville History Book. This is considered addendum #1 and must be signed and dated by the vendor on the cover sheet along with initials on each subsequent page. Please include with the proposal for opening at 10:00 a.m. Monday, February 28. 2005 will be returned to the sender, unopened. All responses received by the due date and time will be publicly opened at Colleyville City Hall on Monday, February 28. 2005 at 10:00 a.m. CST. Date of receipt of Addendum #1: ~~ ~/~~ las Signature of receipt of Addendum #1 : RFP #05-003 Page 1 of 6 Vendor's initials Cc... 02/25/2005 10:52 8175777555 CITY OF COLLEVVILLE PAGE 02/06 TERMS AND CONDITIONS 1. DEFAULT - In case of default after bid acceptance, the City of Colleyville, Texas ("City") may exercise any and all rights it may have in compliance with the law. The vendor shall be in default under this agreement upon the happening of any of the following events and the continuation of such event for 10 business days following written notice of said default by the City to the vendor: (1) default by the vendor in performance of any obligation, covenant, or liability contained in the agreement; (2) any warranty, representation, or statement made or furnished to the City by or on behalf of the vendor proves to have been false; (3) loss, theft, damage, destruction, or attempted sale of any of the City's property or equipment; (4) vendor's dissolution, termination of, existence, discontinuance of business. insolvency. or business failure; or the appointment of a receiver of any part of, the assignment for the benefit of creditors by, or the commencement of any proceeding under any bankruptcy, reorganization, or arrangement laws by or against the vendor. 2. PRICES HELD FIRM - The City reserves the right to require that submitted proposals remain in force for a forty-five day (45) period after opening. 3. RESOURCE CONTACT - General questions pertaining to this bid shall be directed to Dixie Cawthorne, Communications Manager at (817) 503.1120. It is the responsibility of the bidder to seek clarification of any uncertain terms. Clarification may be sent by US Mail or email to all packet holders as an addendum to the specification packet. 4. TAX EXEMPT - The City of Colleyville is exempt from all sales and excise taxes. A tax exemption certificate is available upon request. 5. PRICE FIXING - In submitting a bid response to this request. the Bidder thereby certifies that the Bidder has not participated in nor been party to any collusion, price fixing, or any other agreements with any company, firm, or person concerning the pricing on the enclosed. 6. GRATUITIES - The City may, by written notice to the successful Bidder, cancel this contract without liability to the successful Bidder if it is determined by the City that gratuities in the form of entertainment, gifts, or otherwise, were offered or given by the successful Bidder, or any agent or representative of the successful Bidder, to any officer or employee of the City with a view toward securing or amending, or the making of any determinations with respect to the performance of such a contract. 7. FORCE MAJEURE - Neither party shall be required to perform any term, conditIon, or covenant in this contract so long as such performances are delayed or prevented by Force Majeure. which shall mean acts of God, strikes, lockouts. material or labor restrictions by any governmental authority, civil riots, floods, and any other cause not RFP #05-003 Page 2 of 6 Vendor's initials Cc ~2/25/2005 10:52 8175777555 CITY OF COLLEYVILLE PAGE 03/06 reasonably within the control of the party required to perform and which by the exercise of due diligence said party is unable, wholly or in part, to prevent or overcome. 8. APPLICABLE LAW - This agreement shall be governed by the Uniform Commercial Code. Wherever the term "Uniform Commercial Code" is used, it shall be construed as meaning the Uniform Commercial Code as adopted in the State of Texas as effective and in force on the date of this agreement. 9. TAXES, UNEMPLOYMENT BENEFITS, ETC. - The successful Bidder hereby accepts exclusive liability for, and agrees to indemnify the City against liability for the payment of any and all contributions or taxes for unemployment insurance, old age pensions or annuities or other purposes now or hereafter imposed by the government of the United States and/or by the government of any state of the United States, which are in whole or in part measured by and/or based upon the wages, salaries, or other remuneration paid to persons employed by the successful Bidder on work in connection with this order. 10. ANTI-DISCRIMINATION - The successful Bidder, in performing the work required hereunder, shall comply with the provisions of Executive Order Number 11246, and shall not discriminate against any employee or applicant for employment because of religion, race, color, sex, age or national origin. 11. INVOICING AND PAYMENTS - Invoicing is to be provided to the City of Colleyville. Attn: Accounts Payable, 100 Main Street, CoUeyville, Texas, 76034. Invoices must include a brief description of the task performed and the amount of time taken to complete the task. Vendors will not be able to invoice for travel time. Travel time is defined as the amount of time it takes to travel from the Vendor's office to a Ctty location. Payments are processed weekly. The payment terms are net 30 days. Net 30 days means payment must be postmarked by the City no later than 30 days after receipt of correct invoicing or receipt of ordered items, whichever occurs later. 12. FAIR LABOR STANDARDS ACT - The successful Bidder warrants that the materials covered by this order have been produced in compliance with the requirements of the Fair labor Standards Act of 1938, as amended. 13. OPENING PLACE, TIME, AND DATE - The City will conduct a public bid opening at the location. time, and date as spectfied on an above page of the request. Bidders are encouraged to attend. A tabulation of the bid responses received at the time and date of the opening will be made available to all Bidders at a later date. 14. PATENT INDEMNITY ~ The successful Bidder hereby warrants that the use or sale of the products and materials hereunder (including software) will not infringe claims of any patent or copyright covering such materials I and the successful Bidder agrees to indemnify and hold harmless the City for any and all costs, expenses I judgments, and damages which the City may have to payor incur. RFP #05-003 Page 30f6 Vendor's initials Cc.. 02/25/2005 10:52 8175777555 CITY OF COLLEYVILLE PAGE 04/06 15. WITHDRAWAL - The City reserves the right to withdraw the request for proposal for any reason prior to the opening time and date without Bidder's claims. 16. FACSIMILE - The City will not accept a proposal response or alterations to a proposal via facsimile machine. The facsimile machine is available for infonnational inquiries only. No proposal responses received via facsimile machine will be considered. 17. CHANGE ORDERS - No oral statement of any person shall modify or otherwise change, or affect the terms, conditions, or specifications stated in the resulting contract. All change orders to the contract will be made in writing by the City Manager or his designee. 18. REJECT PROPOSALS - The City reserves the right to reject any or all proposals or parts of proposals and to waive informalities in the proposing process_ 19. RETURN FORMS - Bidders are required to return all pages of the enclosed forms. It is recommended that Bidders retain a copy of the proposal response for reference purposes. 20. VENUE - This agreement will be governed and construed according to the laws of the State of Texas. This agreement is performable in Tarrant County, Texas. 21. HOLD HARMLESS - The successful Bidder shall defend, indemnify and save harmless the City of Co/leyville and its officers, agents, guests, consultants, and employees from all suits, actions, or other claims of any character, name and description brought for or on account of any injuries or damages received or sustained by any persons or property on account of any negligent act or fault of the successful Bidder, or any agent, employee, subcontractor, or supplier in the execution of, or performance under any contract which may result from bid award. The successful Bidder indemnifies and will indemnify and save harmless the City of Colleyville from liability, claim or demand on their part, agents, servants, customers and/or employees whether such liability, claim or demand arise from event or casualty happening or within the occupied premises themselves or happening upon or in any of the halls, elevators, entrances, stairways or approaches of or to the facilities within which the occupied premises are located. Successful Bidder shall pay any judgment with costs which may be obtained against the City of Colleyville growing out of such injury or damages. 22. PROPERTY LOSS LIABILITY - The successful bidder shall be liable for all losses or damages resulting from the intentional or negligent acts of the vendor or its employees. The City shall be liable for losses or damages resulting from the intentional or negligent acts of the City or its employees. In the event the 1055 or damage results jointly from the acts of the vendor and City, then each party shall be responsible for losses or damages in proportion to their percentage responsibility for the occurrence. RFP #05-003 Page 4 of 6 Vendor's initials Cc 02/25/2005 10:52 8175777555 CITY OF COLLEVVILLE PAGE 05/06 23. ENFORCEABILITY - If any part of this agreement is found to be unenforceable and void, it does not void other parts or sections of the agreement. 24. TERMINATION - Either the City or the vendor may terminate this agreement by giving 30 days' written notice and just cause for non-performance to the other party. In such event, the City shall pay the vendor in full for all work previously authorized and performed prior to effective date of termination. 25. INSURANCE REQUIREMENTS - Except as otherwise specified in this contract, the contractor and his/her subcontractors of any tier will be required at their own expense to maintain in effect at all times during the performance of the work, insurance coverage with limits not less than those set forth below with insurers and under forms of policies satisfactory to the City of Colleyville. It Shall be the responsibility of the contractor and any subcontractors to maintain adequate insurance coverage and to assure that all subcontractors are adequately insured at all times. Failure of the contractor and hislher subcontractors to maintain adequate coverage shall not relieve him/her of any contractual responsibility or obligation. Policy documents shall clearly state that all applicable requirements have been satisfied including certification that policies are of the 'loccurrence,j type. RFP #05-003 Page 5 of 6 Vendor's initials <2<-. 1. Company Name Address Address Telephone Number Contact NameITitle Years of service 2. Company Name Address Address Telephone Number Contact NamefTitle Years of service 3. Company Name Address Address Telephone Number Contact Nameffitfe Years of service RFP #05-003 REFERENCES Gr ~Q.0",,--- \\, ~~ S ~'bD ( 3~d.~ tr\u.s\-(i.~ 1:>r 6('cL-p~\,nN.- ~ 1 \., OSt 9\1- 2.$ l- Sz,le :s- l.(.\.".... c..U~t:..I,.A~ 10 p\~ -.-\:1~(\t~(L. t'c\,db...\~ &.hod 5300 l-\e..i\1-~~A\)eh\L~ Co l\G"tv',\\4t,.. \~ "lo~'t ~ \1- :\"56- '1' '0 --p<\. W'\ :::! 0,", u to ?\~ \(\~""\ \.\\~h ~Ob\ Sot) 4 .'Lhd~(~Q...\ ~l t.&S l \:)c- 1 \o\:)~ ." 8\'1- ~1l-0t{ t C"'r\..-\-\~~ ~u\s Page 6 of6 Vendor's initials ~c.... Colleyville History Book Committee Minutes February 3, 2005 Present: Lila Coley, Molly Munson, Pat Jones, Pat Fox, Diane Morrison, Ed McKnight, Tommy Taylor, Carol Wollin, Linda Newton, John Gray, Dixie Cawthorne The 50th anniversary expenses to date were reviewed. The following recommendation is to be presented to the Historic Preservation Committee by Lila Coley at the next meeting: $230.80 for folders, $92,77 for stickers, $907.69 for pins, approximately $600 for bookmarks, and approximately $300 for PayPal implementation to be expensed to the book. $516.60 for letterhead and envelopes to be expensed to the Historic Preservation Committee. The History Book Revenue Account balance was $1,875 at the end of the last fiscal year (September 2004). Since October one copy of the first history book has been sold for $25, and 10 anniversary books have been pre-sold for $575, making the current balance of the account $2,475. A draft RFP for the new book was distributed. Dixie will send out RFP's after committee members have had a chance to review and give comments. The committee recommends to the Historic Preservation Committee that any excess proceeds from the sale of the anniversary book be designated for the historic preservation efforts of the City ofColleyville, such as improvements to the Webb House, etc (excess proceeds being defined as any revenue generated by book sales or sponsorships after the $45,000 in seed money is repaid to the city). Updates on the following projects were given: schools (Tommy Taylor), Rotary Club (John Gray), Colleyville Women's Club, Colleyville Garden Club, and churches (Carol Wollin), Dixie asked for feedback about the flyer sent to various organizations announcing the scanning party. It was decided that the flyer would be posted at various locations around the city in addition to those mailed to organizations. It was also noted that there needs to be an emphasis on the fact that the committee is looking for pictures from the 1950's forward in addition to older photos and documents. Several methods of obtaining biographies were discussed. People can be asked to submit data and the biography can be written by a volunteer, biographies can be edited and sent back to the writer for approval, and sample copies of biographies can shared as an example to follow. Colleyville History Book Committee Minutes of February 10,2005 meeting Present: Carol Wollin, Pat Jones, Lila Coley, Molly Munson, Pat Fox, Monica Walsh, Joe Deupree, Ed McKnight, Linda Newton, John Gray, Ed Havran Procedures for scanning pictures and documents at the February 17 event were discussed. A notebook with a photocopy of each picture/document will be kept and each item will be assigned a number, The number will be referenced when the item is scanned and recorded on the disk. Individuals will be assigned a number and each picture will be assigned an alphabetic suffix (example: 0050-A). The meeting will take place in the library conference room. Attendees will sign release forms. Volunteers will discuss the pictures/documents with attendees and also discuss the possibility of obtaining a biography. Ifpossible, conversations will be recorded. Volunteers will accompany visitors to the scanner and print a copy of the item in addition to the scan. Data will then be recorded on the back of the copy. Individuals will be required to sign a release. The library will provide the employee to scan the documents. Lila Coley reported that the Historical Preservation Committee officially appointed the following individuals to the book committee: Lila Coley, Molly Munson, Pat Jones, Pat Fox, Diane Morrison, Ed McKnight, Tommy Taylor, Carol Wollin, Linda Newton and John Gray. The book committee was authorized to appoint additional members as needed in the future, Linda Newton motioned and Carol Wollin seconded that future book committee meetings will be held on the first and third Thursdays of each month. The motion carried. Additional meetings may be called as necessary. It was suggested that a calendar be created to assist in identifying meeting dates, special events, publishing deadlines, etc. Linda Newton will work with Dixie Cawthorne to accomplish this. A publisher's representative was present. Committee members discussed the publication ofthe book and obtained information from Neal Kimmel (sp?). He is publishing the Grapevine book and learned ofthe Colleyville book from that group. He recommended using 70# paper with 90# end sheets and 11 point type. He pointed out that a 700-page book using 90# paper would result in a 5-inch thick book. He also informed the committee that newspaper copies can be reproduced for the book, that the total number of pages must be divisible by 8, and that the index can bold-face the primary page an individual appears on and pictures can be shown in italics. He strongly recommended selecting the publisher as soon as possible and said that the book could be submitted in segments for publication. He also stated that publishers need 4 months to publish a book, but may request 6 months. Upon completion ofa project, his company (Wallsworth) gives a CD of the book to the purchaser. The next official meeting will be March 1,2005. The scanning party will be from 2:00 PM to 6:30 PM on Thursday, February 17, 2005. MEMORANDUM DATE: March 4,2005 TO: Historical Preservation Committee FROM: Dixie Cawthorne, Communications Manager SUBJECT: Item: V - Discussion of 50th Anniversary The 50th Anniversary Committee scheduled the first meeting to discuss community involvement in the 2006. The meeting was well attended with representatives from: The Friends of the Colleyville Public Library Colleyville Area Chamber of Commerce Colleyville Garden Club Colleyville Rotary Club Colleyville Soccer Association Colleyville Football Association Colleyville Library Each or~anization that was present is interested in participating in celebrating the city's 50 h Anniversary. We will begin an email database in order to keep in touch with each organization Attached is the Agenda for the first meeting, Theme: Giveaway Items: Anniversary Date: Celebration Ideas: February: April: July: October: November: Additional ideas: Agenda Kick-off Meeting 50th Anniversary Then and Now Lapel pin Bookmark Additional ideas needed January 10,2006 Possibly unveil something Entertainment Design Program that highlights the year's events Incorporate all city events with the 50th Anniversary: "Then and Now" Theme Concerts in the Park AR TSNET at the Colleyville Center Celebrate Colleyville Valentine Daddy Daughter Dance Haunted Trails Spring Egg Hunt The Colleyville Garden Club - Plant a tree and possibly donate a bench for the 50th Anniversary Friends of the Colleyville Public Library - How to Be a Millionaire Colleyville Lions Club - July 4th Celebration "Colleyville Home Town Hero's Day" 5k race, X-Sightment Run, Colleyville Lions/Colonial Bank Chili Cook-off, 50th Anniversary / Home Town Hero's Parade, Family Fun Area (sack races, free games, coordinated by city employees, etc.) Rubber Ducky Races, Inflatable Area, LNO Car show, Possible events: Carnival Rides, Hero's Banquet The Rotary Club would like to use this month as their dedication month Colleyville Foundation Birthday Party American Band Stand - Street Dance Radio Disney Super Stars Bands that resemble the Beatles and/or Elvis Presley Attend all events there will be a drawing at the end ofthe year with $50 gift certificates "Communicator" run historical section for the four issues in 2006