Copy of Florissant Spotlight Publication

General work description: The Florissant Spotlight is a quarterly magazine that gets mailed to every home in the City of Florissant. The Senior Communications Manager works with each department to gather information for each publication and will send it over to the printing company, who will do overall design, with a back and forth process. The City's Media Department can assist with some graphic design and gathering of photos for the publication. The production timeline should take about 4 weeks for each magazine. Historically, the printing company has been responsible for getting the publication delivered to the post office, and the city pays for postage. We would be open to hearing other options for mailing if your company has an efficient way of doing so. All content will be coming straight from the City. The printing company will not need to come up with original content at all for this. Please find specifications below.

SPECIFICATIONS:

Number of Publications - 4 (quarterly)

Magazines per Publication - 25,000 (22,000 mailed; 3,000 delivered to City Hall)

Pages per Magazine - 24 full color/resolution

Paper: 80# text or 70# text

Distribution: Bid both EDDM and presort; (City will pay postage directly to post office (vendor responsible for delivery to post office)

Background

This publication is very important as it gets mailed to 22,000 plus homes and residents use it for upcoming events and news from the city. City programs and events change often. Sometimes switching graphics and information on the fly is necessary, and can be a tough part of the job. Being able to work quickly with the communications manager will be vital to a successful publication.

Project Details

• Reference ID: 25-0241
• Department: IT/Media
• Department Head: Steve Weiersmueller (Director)

Important Dates

• Questions Due: 2026-03-24T19:00:00.000Z
• Answers Posted By: 2026-03-27T19:00:00.000Z

Evaluation Criteria

• Publisher and Staff Qualifications (15 pts)
• Sample quality; design and overall look (15 pts)
• Production Schedule (15 pts)
• Distribution method (15 pts)
• Pricing (40 pts)

Submission Requirements

• Proposal Requirements (required) —

  Did you read through and confirm that you met all of the proposal requirements including the sections:

  1. Instruction to Bidders
  2. General Conditions
  3. Special Provisions and Specifications
• Outline in detail the qualifications/artistic talents of both the publisher and the individuals you propose to work on our magazine, including any applicable degrees and/or certifications. (required)
• Provide an electronic sample of a magazine similar to Spotlight that you have published recently. Talk to the talents, processes and challenges of the publication along with the publication date. (required)
• Upload sample here. (required)
• Enclose in your bid a proposed production schedule for our magazine, including phases, milestones and total number of days needed to publish and distribute. Include any and all contingencies. (required)
• Detail your proposed distribution process. Please be specific. (required)
• Proposal Documents (required) —

  Please Upload your COMPLETE Proposal here.

• Proposal (without Cost Proposal) (required) —

  Please Upload your COMPLETE Proposal here. Upload fee proposal separately in the next step.

• Separate Cost Proposal (required) —

  Confirm that your fee proposal is not attached in your Proposal and is attached separately here.

• Certificate(s) of Insurance (required) —

  Please upload your Certificate(s) of Insurance listing City of Florissantas additional insured.

• Please upload your W-9 form here. (required)
• Confirmation of Cost of Work (required) —

  The undersigned, having familiarized  themselves with the existing conditions of the project area affecting the cost of the work and with the Contract Documents, which include Notice to Contractors, Instructions to Bidders, Addenda (if any), General Conditions, Special Conditions, Technical Specifications and Plans, which are on file at the Office of the Department of Public Works, City Hall, 955 rue St. Francois, Florissant, MO 63031, hereby proposes to furnish all supervision, technical personnel, labor, materials, tools, equipment, testing, training and transportation services required to complete the work in accordance with the above-listed documents, for the lump sum amounts shown for each line item offered on the itemized proposal.

• Confirmation of Cost of Work (required) —

  The bidder hereby proposes to furnish all materials on the completed line items in the bid pricing table for the unit cost amounts shown on the completed line items in the bid pricing table.

• Rejection of Bids (required) —

  In submitting this bid, the bidder understands and acknowledges that the right is reserved by the City of Florissant to reject any and all bids. If written notice of acceptance of this bid is received within forty-five (45) days after the opening of the bids, the bidder agrees to execute and deliver an agreement in the prescribed form within ten days after such agreement is presented.

• Authorized Representative (required) —

  Please enter the Authorized Representative's name here:

• Contract Signature (required) —

  Please list the name and title of the person who will sign the contract if your company is awarded the bid. 

• Confirmation of Understanding (required) —

  The bidder hereby offers to furnish and deliver the articles or services as specified at the terms stated and in strict accordance with the specifications, instruction, and general conditions of bidding which have been read and understood and all of which are made a part of this order.

  Please confirm:

• American Made Products (required) —

  Your confirmation below indicates that you, the Bidder, have exhausted every effort to file a bid/quotation using American made products to fulfill the requirements of the bid and have done so whenever the quality and price are comparable with other Non-American made goods.

  Please confirm here:

• Invoicing (required) —

  Please confirm that all work invoiced through November 30, will be invoiced separately from all work provided after November 30.

• Confirmation of Non-Collusion (required) —

  Bidder certifies that this bid is made without any previous understanding, agreement or connection with any person or firm, or corporation making a bid for the same items, and is in all respects fair without outside control, collusion, fraud or otherwise illegal action.

  By checking that you confirm you agree no outside control, collusion, fraud or otherwise illegal action has transpired.

• References (required) —

  All Bidders must submit a minimum of three references.

  Example of information to be filled in :

  Name of Company 1:

  Contact Information 1:

  Name of Company 2:

  Contact Information 2:

  Name of Company 3:

  Contact Information 3:

• Work Authorization Program
• Participation in Work Authorization Program (required) —

  Bidders are informed that pursuant to Section 285.530 RSMo as a condition of the award of any contract in excess of five thousand dollars ($5,000), the successful bidder shall, by sworn affidavit and provision of documentation, affirm its enrollment and participation in a federal work authorization program with respect to the employees working in connection to the contracted services.

  Each bid must be verified by the confirmation below, verifying participation in the "E-Verify" program administered by the Federal Government Department of Homeland Security. Documentation (pages 11-13 of the Memorandum of Understanding) must also accompany this bid.

  Please verify and confirm here:

• Work Authorization Affidavit for Business Entities (required) —

  Please download the below documents, complete and have notarized. An online notarization option will be provided for you when responding.

• Bid Security —

  Each bid must be accompanied by a deposit of not less than 5% of the amount of the bid. The deposit shall consist of a certified check, cashier's check or a bid bond, payable to the City of Florissant or your bid will be rejected.

• Bid Bond Form (required) —

  Please indicate which form you will submit, Bid Bond, Certified checks or Cashier's Check

• Bid Bond (required) —

  Each bid shall be accompanied by a certified cashier’s check, or bid bond, in the amount of not less than 5%, payable toCity of Florissant, as a guarantee that the bidder, if its bid is accepted, will promptly execute the Agreement. The bidder shall guarantee the total bid price for a period of 60 days from the date of the bid opening.

  Please scan and upload a copy of your bid bond/cashier's check. Bidder must also MAIL bid guarantee with a postmarked date no later thanMonday, April 6, 2026 addressed to:

  City of Florissant
  Melanie Bringer
  955 Rue St Francois
  Florissant,MO63031

  Please have the Bidder Name, Contract Title ("Copy of Florissant Spotlight Publication"), and Contract Number ("25-0241") listed clearly on the outside of the envelope.

• Performance Bond (required) —

  A performance bond in an amount equivalent to 100% of the contract price must be furnished and executed by the successful bidder.

  Please confirm you understand this statement

• Bid Security (required) —

  Will this solicitation require a bid security?

• What Type of Project will this be? (required)
• Electronic Pricing Table (required) —

  Would you like to have bidders respond to an electronic pricing table through ProcureNow?

  Some examples of of when to say "yes":

  1. This is a quote for goods or commodities
  2. This is a public works bid, with a pricing table that can be uploaded into ProcureNow from an excel spreadsheet
  3. Seeking services for hourly rate schedules
• Separate Fee Proposal Upload (required) —

  If you are NOT using the Electronic Pricing Table option, will you want your bidder to separate a Price Proposal from the rest of their Response? You'll want to do this if you open your bids initially WITHOUT showing price, and then come back in after a technical evaluation to unseal pricing later.

• Evaluation Committee? (required) —

  Will there be an evaluation committee to review the proposals and score them based on weights and multiple criteria?

• References (required) —

  Will the vendor need to provide references?

• Initial Term (required) —

  What will be the initial term of this contract?

  Example: one year

• Initial Effective timeframe (required) —

  Please enter the initial timeframe of the contract.

  Example: December 1, 2021 through November 30, 2022

• Option to renew (required) —

  Please indicate how many options to renewal

  Example: two (2)

Questions & Answers