Project Information

Bid Title

Brochure Printing Services

Issuing Agency

City of Falls Church

Location

Virginia

Published Date

Jun 5, 2026

Closing Date

Jun 23, 2026

Government Level

State & Local

Status

Closed

Ref. #

RFQ 0515-26 BPS

Original Source

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Bid Documents

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Project Description

Bid Number:	RFQ 0515-26 BPS
Bid Title:	Brochure Printing Services
Category:	Open Solicitations
Status:	Open

Description: Please note that Bidders may sign up to receive emails or text messages when solicitations and associated updates are posted on this website.  To take advantage of this feature, Bidders may go to the city website (fallschurchva.gov/bids) and sign up for notifications. Publication Date/Time: 6/2/2026 12:00 AM Closing Date/Time: 6/23/2026 4:00 PM Submittal Information: Electronic Submittals Only Contact Person: Cordell Myers, Deputy Purchasing Agent 571-666-1809 cmyers@fallschurchva.gov cc: purchasing@fallschurchva.gov Miscellaneous: NOTICE: In the event of conflict between any specific information posted on this webpage and the specific information in the attached RFQ documents (including addenda), the RFQ documents shall take precedence Related Documents: RFQ 0515-26-BPS Attachment B RFQ Required Forms

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

Commodity Codes

• NAICS 323111Commercial Printing (except Screen and Books)
• NAICS 323117Books Printing

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