Page 1
4601 COLLEGE BLVD Room #1100
FARMINGTON, NEW MEXICO 87402
Tel (505) 566-3511 Fax (505) 566-3075
Email [email protected]
INVITATION TO BID (ITB)
#16-34394
Printing Services of Communicator Periodical
Opening Date/Time:
Tuesday, April 21, 2016 at 2:00 P.M.
Bid Questions Due Date/Time:
Wednesday, April 13, 2016 at 12:00 P.M.
COMMUNICATOR PERIODICAL ITB#16-34394
Page 1
Table of Contents
NOTICE TO BIDDERS ...................................................................................................................................1 ACKNOWLEDGMENT OF RECEIPT FORM ........................................................................................... 2 INVITATION TO BID PRICE AGREEMENT............................................................................................. 3 GENERAL TERMS & CONDITIONS ..........................................................................................................4 IMPORTANT BIDDING INFORMATION................................................................................................. 7 AWARD .............................................................................................................................................................7 PROTEST DEADLINE .....................................................................................................................................8 NEW MEXICO EMPLOYEES HEALTH COVERAGE .............................................................................. 8 NEW MEXICO PAY EQUITY INITIATIVE ................................................................................................9 BID PRICE AGREEMENT ............................................................................................................................ 10 SCOPE OF WORK ....................................................................................................................................... 12 ADDITIONAL BIDDING INFORMATION ............................................................................................ 14 FORM A(1): PRICE SCHEDULE ................................................................................................................ 16 FORM A(2): BIDDER’S ESTIMATE OF TAXES ...................................................................................... 17 FORM B: CAMPAIGN CONTRIBUTION DISCLOSURE FORM...................................................... 18 FORM C: NM RESIDENT & RESIDENT VETERAN PREFERENCE CERTIFICATION ................ 20 FORM D: DEBARMENT/SUSPENSION STATUS & NON-COLLUSION AFFIDAVIT ................ 21 FORM E: W-9 FORM ................................................................................................................................... 22 APPENDIX A: Bid Question Submittal Form.......................................................................................... 27 COMMUNICATOR PERIODICAL ITB#16-34394
Page 1
SAN JUAN COLLEGE
FARMINGTON, NEW MEXICO
NOTICE TO BIDDERS
Invitation to Bid (ITB) #16-34394
Printing Services of Communicator Periodical
Opening Date/Time: April 21, 2016 at 2:00 p.m.
Bid documents may be retrieved by accessing the RFP/Bids page of San Juan College Purchasing
website, http://www.sanjuancollege.edu/purchasing, by calling (505) 566-3511, or visiting the
Purchasing Department at 4601 College Blvd, Room 1100, Farmington, New Mexico.
The above document has been issued by San Juan College for a competitive solicitation.
Interested parties may obtain documents as described above.
Publication Date:
April 03, 2016
COMMUNICATOR PERIODICAL ITB#16-34394
Page 2
SAN JUAN COLLEGE
Purchasing Department
ITB #16-34394
Printing Services of Communicator Periodical
ACKNOWLEDGMENT OF RECEIPT FORM
Opening Date/Time: April 21, 2016 at 2:00 p.m.
In acknowledgment of receipt of the Printing Services of Communicator Periodical distribution packet #1634394, the undersigned agrees that he/she has received a complete copy, beginning with the title page and
ending with the Appendix A, for a total of 29 pages.
The acknowledgment of the receipt shall be signed and returned to the Purchasing Agent no later than April
13, 2016. Only potential Bidders who elect to return this form shall receive copies of all future
communications, relating to, and including addenda to #16-34394, if issued.
FIRM:
REPRESENTED BY:
PHONE NO:
TITLE:
FAX NO:
EMAIL:
ADDRESS:
CITY:
STATE:
SIGNATURE:
ZIP CODE:
DATE:
This name and address shall be used for all correspondence related to ITB #16-34394.
The above Firm __ does __ does not (check one) intend to respond to Printing Services of Communicator
Periodical, ITB #16-34394. If the firm does not intend to reply, please give a brief reason for not responding:
Return To:
Alvina Begay, CPPB
Purchasing Agent
San Juan College
Purchasing Department
4601 College Blvd., Room 1100
Farmington, NM 87402
[email protected]
Telephone Number: 505-566-3511
Fax Number: 505-566-3075
Faxed or E-mailed copies of this form shall be accepted.
Faxed and/or E-mailed BID responses shall not be accepted.
COMMUNICATOR PERIODICAL ITB#16-34394
Page 3
INVITATION TO BID PRICE AGREEMENT
********************************************************
ITB TITLE: Printing Services of
Communicator Periodical
ITB #:
16-34394
********************************************************
Bids due no later than:
DATE: April 21, 2016 TIME: 2:00 p.m.
Return Bid to:
San Juan College Purchasing Department
Bid Questions Due: April 13, 2016 at 12:00 p.m.
If you have any questions regarding this Invitation to Bid,
please contact:
Purchasing Agent: Alvina Begay, CPPB
Telephone No.: (505) 566-3475
Email: [email protected]
Hand Deliver/Mail:
4601 College Blvd., Room 1100
Farmington, New Mexico 87402
Formal Sealed Bid Opening:
Place: San Juan College Purchasing Department
Conference Room
to occur immediately following due date/time.
BIDDER SHALL COMPLETE AND SIGN THE FOLLOWING IN ORDER FO BID TO BE VALID:
Vendor # (if applicable)
Firm Name
Mailing Address
City/State/Zip Code
Contact Person (Print Name)
Telephone Number
Fax Number
Federal Tax ID#
In-State Preference Certificate#
Email Address
New Mexico CRS#
Payment Terms
(Discount will not be considered in computing the low bid, see “Terms and Conditions)
F.O.B. Point must be Destination, unless otherwise indicated by San Juan College.
Vendor’s Delivery:
(May be considered in the award)
Signature:
Print or Type Name:
FOR MAILED-IN BIDS: Important - bids must be submitted in a sealed envelope with the bid number and opening
date clearly indicated on the bottom left hand side of the front of the envelope. (Note: “No Bid” does not require a return
of this document.) Sealed bids will be received at the above address until the above specified date and local time, then publicly opened in
the New Mexico State Purchasing Division Bid Room. This Bid is subject to the “Terms and Conditions”, and “Additional Bidding
Instructions,” if any.
Additional Bidder Information
Applications for in‐state preference will no longer be processed through the State Purchasing Division. All resident businesses, veterans,
and contractors will have to obtain preference number(s) with the New Mexico Department of Taxation & Revenue. In order for the
appropriate preference to be applied to any solicitation, there must be no federal funds involved, and Bidder must submit a copy of their
preference certificate with each solicitation. Applications are available for download at:
http://www.tax.newmexico.gov/Businesses/in-state-veteran-preference-certification.aspx
***Veterans Only: The Resident Veterans Preference Certification enclosed herein (Form C) must be completed and returned with
bid along with a copy of the certificate issued by NM Department of Taxation & Revenue in order to receive the preference. ***
If applicable, Bidder acknowledges receipt of the following addendum (or addenda):
Addendum No.
Addendum No.
Dated
Dated
Addendum No.
Addendum No.
Dated
Dated
It is your responsibility as a Bidder to ensure your Bid is correct and accurate. By bidding, you acknowledge any and all addenda, and it is
your responsibility to ensure your Bid corresponds with any addendum.
COMMUNICATOR PERIODICAL ITB#16-34394
Page 4
SAN JUAN COLLEGE
Purchasing Department
ITB #16-34394
Printing Services of Communicator Periodical
GENERAL TERMS & CONDITIONS
The terms, conditions and specifications contained in this Invitation to Bid (“ITB”) shall be incorporated into all
purchase orders issued as a result of this ITB, including any addenda. San Juan College (“College”) reserves the
right to negotiate with a successful Bidder provisions in addition to those stipulated in this ITB. The contents of
the successful Bidder’s bid submittal may be incorporated into an award agreement.
The College reserves the right to reject a bid submittal on the basis that the proposed compromising language
cannot be accepted by the College. Any additional terms and conditions which may be the subject of
negotiation will be discussed only between the College and the successful Bidder and shall not be deemed an
opportunity to amend the Bidder’s bid submittal.
NOTE: An Awardee of a Price Agreement established with San Juan College has the opportunity to
market a resultant Price Agreement to other local public bodies and state agencies under the State of
New Mexico Public Purchases and Property Act, NMSA 1978, Article 1, Procurement, Section 13-1-129,
“Procurement under existing contracts.”
1. General: When the College issues a purchase document in response to the Bidder's bid, a binding
contract is created.
2. Variation in Quantity: No variation in the quantity of any item called for by this order will be accepted
unless such variation has been caused by conditions of loading, shipping, packing or allowances in
manufacturing process and then only to the extent, if any, specified in this order.
3. Assignment:
a. Neither the order, nor any interest therein, nor any claim thereunder, shall be assigned or
transferred by the Bidder, except as set forth in Subparagraph 3b or as expressly authorized in
writing by the College Purchasing Agent or his/her designee. No such assignment or transfer shall
relieve the Bidder from the obligations and liabilities under this order.
b. Bidder agrees that any and all claims for overcharge resulting from antitrust violations which are
borne by the College as to goods, services, and materials purchased in connection with this bid are
hereby assigned to the College.
4. College Furnished Property: College furnished property shall be returned to the College upon request
in the same condition as received except for ordinary wear, tear and modifications ordered hereunder.
5. Discounts: Prompt payment discounts will not be considered in computing the low bid. Discounts for
payment within twenty (20) days will be considered after the award of the contract. Discounted time will
be computed from the date of receipt of the merchandise invoice, whichever is later.
6. Inspection: Final inspection and acceptance will be made at the destination. Supplies rejected at the
destination for nonconformance with specifications shall be removed at the Bidder's risk and expense,
promptly after notice of rejection.
7. Inspection of Plant: The College Purchasing Agent or his/her designee may inspect, at any reasonable
time, the part of the Contractor's, or any subcontractor's plant or place of business, which is related to the
performance of this contract.
8. Commercial Warranty: The Bidder agrees that the supplies or services furnished under this order shall
be covered by the most favorable commercial warranties the Bidder gives for such to any customer for
such supplies or services. The rights and remedies provided herein shall extend to the College and are in
addition to and do not limit any rights afforded to the College by any other clause of this order. Bidder
agrees not to disclaim warranties of fitness for a particular purpose of merchantability.
9. Taxes: The unit price shall exclude all state taxes.
COMMUNICATOR PERIODICAL ITB#16-34394
5
10. Packing, Shipping and Invoicing:
a. The College’s purchasing document number and the Bidder's name, user's name and location shall
be shown on each packing and delivery ticket, package, bill of lading and other correspondence in
connection with the shipments. The College's count will be accepted by the Bidder as final and
conclusive on all shipments not accompanied by a packing ticket.
b. The Bidder's invoice shall be submitted duly certified and shall contain the following information:
order number, description of supplies or services, quantities, unit price and extended totals.
Separate invoices shall be rendered for each and every complete shipment.
c. Invoices must be submitted to the College, as indicated on the Purchase Order.
11. Default: The College reserves the right to cancel all or any part of this order without cost to the College,
if the Bidder fails to meet the provisions of this order and, except as otherwise provided herein, to hold
the Bidder liable for any excess cost occasioned by the College due to the Bidder's default. The Bidder shall
not be liable for any excess costs if failure to perform the order arises out of causes beyond the control
and without the fault or negligence of the Bidder, such causes include but are not restricted to, acts of God
or the public enemy, acts of the College or State Government, fires, floods, epidemics, quarantine
restrictions, strikes, freight embargoes, unusually severe weather and defaults of subcontractors due to any
of the above, unless the College shall determine that the supplies or services to be furnished by the
subcontractor were obtainable from other sources in sufficient time to permit the Bidder to meet the
required delivery scheduled. The rights of the State provided in this paragraph shall not be exclusive and
are in addition to any other rights now being provided by law or under this order.
12. Non-Collusion: In signing this bid the Bidder certifies he/she has not, either directly or indirectly, entered
into action in restraint of free competitive bidding in connection with this offer submitted to the College
Purchasing Agent or his/her designee.
13. Nondiscrimination: Bidder doing business with San Juan College and the State of New Mexico must be
in compliance with the Federal Civil Rights Act of 1964 and Title VII of the Act (Rev. 1979) and the
Americans with Disabilities Act of 1990 (Public Law 101-336).
14. The Procurement Code: Sections 13-1-28 through 13-1-199 NMSA 1978, imposes civil and criminal
penalties for its violation. In addition the New Mexico criminal statutes impose felony penalties for bribes,
gratuities and kickbacks.
15. Items: All bid items are to be NEW and of most current production, unless otherwise specified.
16. Payment for Purchases: Except as otherwise agreed to: late payment charges may be assessed against
the College in the amount and under the conditions set forth in Section 13-1-158 NMSA 1978.
17. Workers' Compensation: The Contractor agrees to comply with state laws and rules pertaining to
Workers' Compensation benefits for its employees. If the Contractor fails to comply with Workers'
Compensation Act and applicable rules when required to do so, this Agreement may be terminated by the
contracting agency.
18. Submission of Bid: Bids must be submitted in a sealed envelope with the bid number and opening date
clearly indicated on the bottom left hand side of the front of the envelope. Failure to label bid envelope
will necessitate the premature opening of the bid in order to identify the bid number.
19. Right to Protest: Any Bidder or Offeror who is aggrieved in connection with a solicitation or award of
a contract may protest to the College.
20. Contractor Personnel: Personnel proposed in the Contractor’s written bid to the College are
considered material to any work performed under this Bid Price Agreement. Once a Purchase Order or
Contract has been executed, no changes of personnel will be made by the Contractor without prior
written consent of the College. Replacement of any Contractor personnel, if approved, shall be with
personnel of equal ability, experience, and qualifications. The Contractor will be responsible for any
expenses incurred in familiarizing the replacement personnel to insure their being productive to the project
immediately upon receiving assignments. Approval of replacement personnel shall not be unreasonably
withheld. The College shall retain the right to request the removal of any of the Contractor’s personnel at
any time.
COMMUNICATOR PERIODICAL ITB# 16-34394
6
21. Subcontracting: The Contractor shall not subcontract any portion of the Bid Price Agreement without
the prior written approval of the College. No such subcontracting shall relieve the Contractor from its
obligations and liabilities under this Bid Price Agreement, nor shall any subcontracting obligate payment
from the College.
22. Records and Audit: The Contractor shall maintain detailed time and expenditure records that indicate
the date, time, nature, and cost of services rendered during this Bid Price Agreement’s term and effect, and
retain them for a period of three (3) years from the date of final payment under this Bid Price Agreement.
The records shall be subject to inspection by the College. The College shall have the right to audit billings,
both before and after payment. Payment for services under this Bid Price Agreement shall not foreclose
the right of the College to recover excessive or illegal payments.
23. Subcontracts: The foregoing requirements for Contractor Personnel, Subcontracting, and Audit shall be
inserted into all subcontracts from the prime contractor to the subcontractor.
COMMUNICATOR PERIODICAL ITB# 16-34394
Page 7
SAN JUAN COLLEGE
Purchasing Department
ITB #16-34394
Printing Services of Communicator Periodical
IMPORTANT BIDDING INFORMATION
All Bidders must notify the College Purchasing Agent if any employee(s) of the College have a financial interest
in the Bidder:
____ No financial interest ____ Yes financial interest
If yes specify by name: ______________________________________
Bid tabulations will be posted to our website approximately two (2) weeks after bid opening date. To access go
to www.sanjuancollege.edu/purchasing; click on RFPs/Bids tab.
Failure of Bidder to complete bidding documents, in accordance with all instructions provided, is cause for the
College to reject their bid.
Brand names and numbers are for reference only; equivalents will be considered. If bidding “equivalent” bidders
must be prepared to furnish “complete data” upon request, preferably with bid, to avoid delay in award.
Specifications on the bid are not to exclude any bidder or manufacturer. Where a brand name or equal is
indicated, it is for the purpose of describing the standard of quality, performance and characteristics desired
and is not intended to restrict competition. “No substitute” specifications may be authorized ONLY if required
to match existing equipment.
If any Bidder is of the opinion that the specifications as written preclude him from submitting a bid on this ITB,
it is requested that his opinion be made known to the College, in writing, at least seven (7) days prior to the
bid opening date.
Bidders must, upon request of the College, provide information and date to prove that the financial resources,
production of service facilities, service reputation and experience are adequate to make satisfactory delivery of
the materials and/or services. The College Purchasing Agent or his/her designee reserves the right to require a
Bidder to furnish a Performance Bond prior to award, where the Bidder is unable to furnish the required
information or data, or for other reasons which would insure proper performance by the Bidder.
Unless otherwise indicated in the bid specifications, samples of the items, when required, shall be free of
expense to the College. Samples not destroyed or mutilated in testing will be returned upon request, at
Bidders expense. Each sample must be labeled to clearly show the bid number and item number that it pertains
to. Unsolicited bid samples or descriptive literature, which is submitted at the Bidder’s risk, will not be
returned.
AWARD
Determination of Lowest Bidder – Following determination of product acceptability, if any is required, bids
will be evaluated to determine which Bidder offers the lowest cost to the College in accordance with the
specifications and terms & conditions set forth in the Invitation to Bid. The College reserves the right to award
this Invitation to Bid in total; by groups of items; on the basis of individual items; any combination of these
which could result in a multiple award; or as otherwise specified in bid specifications; whichever, in his/her
judgment, best serves the interest of the College.
San Juan College reserves the right to accept and/or reject any and all bids, to waive technical irregularities, and
to award to the Bidder whose bid is deemed to be in the best interest of the College.
Special Notice – To preclude any possible errors and/or misinterpretations, bid prices must be affixed legibly
in ink or typewritten. Corrections or changes must be signed or initialed by Bidder prior to the scheduled bid
opening; failure to do so will be just cause for rejection of bid.
COMMUNICATOR PERIODICAL ITB#16-34394
8
Bids may be withdrawn upon receipt of written request, prior to scheduled bid opening for the purpose of
making any corrections and/or changes; such corrections must be properly identified and signed or initialed by
Bidder. Resubmittal must be prior to scheduled bid opening for consideration.
After bid opening, no modifications on bid prices or other provisions of bid shall be permitted. A low Bidder
alleging a material mistake of fact after bids have been opened may be permitted to withdraw the bid upon
written request prior to award at the discretion of the College.
F.O.B. Destination – means goods are to be delivered to the destination designated by the user which is the
point at which the user accepts ownership or title of the goods. Laws of New Mexico specifically prohibit
acceptance of ownership of goods in transit. Any exception to F.O.B. Destination may cause bid to be declared
nonresponsive.
Governing Law – This solicitation and any resultant Purchase Order/Agreement shall be construed in
accordance with the laws of the State of New Mexico as they pertain to agreements executed and fully to be
performed within New Mexico, or federal law where applicable, but in either case excluding the body of law
relating to choice of law.
If you are an individual with a disability and you require accommodations such as a hearing interpreter to attend
our bid openings, please contact the College Purchasing Department (505-566-3511) at least five (5) working
days prior to the scheduled bid opening.
PROTEST DEADLINE
Any protest by a Bidder must be timely and in conformance with Section 13-1-172, NMSA, 1978 and applicable
procurement regulations. The fifteen (15) day protest period for responsive Bidders shall begin on the day
following the College’s written notification to all responding Bidders. Protests must be written and must
include the name and address of the protestant and the solicitation number assigned to this ITB by the College.
It also must contain a statement of grounds for protest including supporting exhibits, evidence or documents to
substantiate any claim unless not available within the filing time in which case the expected availability date shall
be indicated, and specify the ruling requested from the College. The timely protest must be delivered to:
Protest Manager
San Juan College
Purchasing Department – Room 1100
4601 College Blvd
Farmington, New Mexico 87401
NEW MEXICO EMPLOYEES HEALTH COVERAGE
A. If Contractor has, or grows to, six (6) or more employees who work, or who are expected to work, an
average of at least 20 hours per week over a six (6) month period during the term of the contract,
Contractor certifies, by signing this agreement, to have in place, and agrees to maintain for the term of the
contract, health insurance for its New Mexico Employees and offer that health insurance to its New
Mexico Employees if the expected annual value in the aggregate of any and all contracts between
Contractor and the State exceeds $250,000 dollars.
B. Contractor agrees to maintain a record of the number of its New Mexico Employees who have (a)
accepted health insurance; (b) declined health insurance due to other health insurance coverage already in
place; or (c) declined health insurance for other reasons. These records are subject to review and audit by
a representative of the state.
C. Contractor agrees to advise all of its New Mexico Employees of the availability of State publicly financed
health care coverage programs by providing each of its New Mexico Employees with, as a minimum, the
following web site link to additional information: http://www.insurenewmexico.state.nm.us/
D. For purposes of this Paragraph, the following terms have the following meanings:
1) “New Mexico Employee” means any resident of the State of New Mexico employed by Contractor
who performs the majority of the employee’s work for Contractor within the State of New Mexico,
regardless of the location of Contractor’s office or offices; and
COMMUNICATOR PERIODICAL ITB# 16-34394
9
2) “Offer” means to make available, without unreasonable restriction, enrollment in one or more health
coverage plans and to actively seek and encourage participation in order to achieve the goals of
Executive Order 2007-049. This could include State publicly financed public health coverage programs
such as Insure New Mexico!
NEW MEXICO PAY EQUITY INITIATIVE
Contractor agrees, if it has ten (10) or more New Mexico employees OR eight (8) or more employees in the
same job classification, at any time during the term of this contract, to complete and submit the PE10-249 form
on the annual anniversary of the initial report submittal for contracts up to one (1) year in duration. If
contractor has (250) or more employees, contractor must complete and submit the PE250 form on the annual
anniversary of the initial report submittal for contracts that are up to one (1) year in duration. For contracts
that extend beyond one (1) calendar year, or are extended beyond one (1) calendar year, contractor also
agrees to complete and submit the PE10-249 or PE250 form, whichever is applicable, within thirty (30) days of
the annual contract anniversary date of the initial submittal date or, if more than 180 days has elapsed since
submittal of the last report, at the completion of the contract, whichever comes first.
Should contractor not meet the size requirement for reporting at contract award but subsequently grows such
that they meet or exceed the size requirement for reporting, Contractor agrees to provide the required
report within ninety (90) days of meeting or exceeding the size requirement. That submittal date shall serve as
the basis for submittals required thereafter.
Contractor also agrees to levy this requirement on any subcontractor(s) performing more than 10% of the
dollar value of this contract if said subcontractor(s) meets, or grows to meet, the stated employee size
thresholds during the term of the contract. Contractor further agrees that, should one or more subcontractor
not meet the size requirement for reporting at contract award but subsequently grows such that they meet or
exceed the size requirement for reporting, contractor will submit the required report, for each such
subcontractor, within ninety (90) days of that subcontractor meeting or exceeding the size requirement.
Subsequent report submittals, on behalf of each such subcontractor, shall be due on the annual anniversary of
the initial report submittal. Contractor shall submit the required form(s) to the State Purchasing Division of the
General Services Department, and other departments as may be determined, on behalf of the applicable
subcontractor(s) in accordance with the schedule contained in this paragraph. Contractor acknowledges that
this subcontractor requirement applies even though contractor itself may not meet the size requirement for
reporting and be required to report itself.
Two (2) copies of the Pay Equity Worksheet shall be submitted prior to Award by the prospective Awarded
Bidder.
The
PE10-249
and
PE250
worksheet
is
available
http://www.generalservices.state.nm.us/statepurchasing/Pay_Equity.aspx
COMMUNICATOR PERIODICAL ITB# 16-34394
at
the
following
website:
Page 10
SAN JUAN COLLEGE
Purchasing Department
ITB #16-34394
Printing Services of Communicator Periodical
BID PRICE AGREEMENT
Article I – Statement of Work
Under the terms and conditions of this Bid Price Agreement, the College may issue purchase orders for items
and/or services described herein.
The terms and conditions of this Bid Price Agreement shall form a part of each purchase order issued
hereunder.
The items and/or services to be ordered shall be listed under Article IX – Price Schedule. All orders issued
hereunder will bear both an order number and this Bid Price Agreement number. It is understood that no
guarantee or warranty is made or implied by either the College or the user that any order for any definite
quantity will be issued under this Bid Price Agreement. The Contractor is required to accept the order and
furnish the items and/or services in accordance with the articles contained hereunder for the quantity of each
order issued.
Article II –Term
The term of this Bid Price Agreement for issuance of orders shall be as indicated in specifications.
Article III –Specifications
Items and/or services furnished hereunder shall conform to the requirements of specifications and/or drawings
applicable to items listed under Article IX - Price Schedule. Orders issued against this schedule will show the
applicable price agreement item(s), number(s), and price(s); however they may not describe the item(s) fully.
Article IV – Shipping and Billing Instructions
Contractor shall ship in accordance with the instructions of this form. Shipment shall be made only against
specific orders which the user may place with the contractor during the term indicated in Article II – Term.
The Contractor shall enclose a packing list with each shipment listing the order number, price agreement
number and the commercial parts number (if any) for each item. Delivery shall be made as indicated on page 1.
If Bidder is unable to meet stated delivery, the College must be notified.
Article V – Termination
The College may terminate this Agreement for convenience or cause. The Contractor may only terminate this
Agreement based upon the College’s uncured, material breach of this Agreement. Contractor shall give the
College written notice of termination at least thirty (30) days prior to the intended date of termination, which
notice shall (i) identify all the College’s material breaches of this Agreement upon which the termination is
based and (ii) state what the College must do to cure such material breaches. Contractor’s notice of
termination shall only be effective (i) if the College does not cure all material breaches within the thirty (30)
day notice period or (ii) in the case of material breaches that cannot be cured within thirty (30) days, the
College does not, within the thirty (30) day notice period, notify the Contractor of its intent to cure and begin
with due diligence to cure the material breach. Termination of this Agreement, however, shall not affect any
outstanding orders. This provision is not exclusive and shall not waive other rights and remedies afforded
either party in the event of breach of contract or default. In such instances the agreement may be cancelled
effective immediately.
Article VI – Amendment
This Bid Price Agreement may be amended by mutual agreement of the College and the Contractor upon
written notice by either party to the other. An amendment to this Bid Price Agreement shall not affect any
outstanding orders issued prior to the effective date of the amendment as mutually agreed upon, and as
published by the College. Amendments affecting price adjustments and/or the extension of a price agreement
expiration date are not allowed unless specifically provided for in the bid and price agreement specifications.
Article VII – Issuance or Orders
Only written signed orders are valid under this Price Agreement.
COMMUNICATOR PERIODICAL ITB#16-34394
11
Article VIII – Packing (if applicable)
Packing shall be in conformance with standard commercial practices.
Article IX – Price Schedule
Prices as listed in the Price Schedule Form hereto attached are firm.
COMMUNICATOR PERIODICAL ITB# 16-34394
Page 12
SAN JUAN COLLEGE
Purchasing Department
ITB #16-34394
Printing Services of Communicator Periodical
SCOPE OF WORK
The Marketing and Public Relations Department of San Juan College (“College”) wishes to establish a Bid Price
Agreement with a qualified firm (“Bidder”) for the printing services of the Communicator Periodical, as defined
in the scope of work. This Invitation to Bid is issued under, and all bids submitted in response to this ITB, shall
be subject to the State of New Mexico Procurement Code, Section 13-1-21 through 13-1-199, NMSA 1978.
Project Summary:
The College is seeking a qualified Bidder to provide printing services of the College’s Communicator Periodical
issues. The successful Bidder shall be required to provide all materials and services necessary in the
performance and production of the bid specifications and scope. These specifications shall be construed as
minimum. All integral parts and sub-parts not specifically mentioned in the scope of these specifications that are
necessary to provide a complete finished project shall be furnished.
Award shall be to the lowest responsive, responsible Bidder meeting the bid specifications, terms and
conditions. Conformity with specifications, including the required terms of delivery and the ability to deliver on
time, are among the factors that shall be considered in determining the responsiveness of Bidders.
Project Budget is $18,275.00 per year.
Term:
The term of this Bid Price Agreement shall be for one (1) year from July 01, 2016 to June 30, 2017, with the
option to extend for a period of three (3) additional years, on a year-to-year basis, by mutual agreement of all
parties and approval of the College and the successful Bidder at the same price, terms and conditions. This Bid
Price Agreement shall not exceed four (4) years.
In the event the successful Bidder fails to provide the printing services for the dates specified within the ITB,
the Bid Price Agreement may be canceled with the awarded Bidder at the discretion of the College.
Scope of Services:
Bidder shall work with the Director of Marketing and Public Relations and various other participants to develop
and print the Communicator Periodical.
Bidder shall print a total of 11,500 copies of the Communicator Periodical per issue; six (6) issues over a 12month period. An extra 1,000 copies will be added for the May/June issue only.
Distribution shall be 10,000 copies to be inserted (folded with page 1 up, to a size 10.5”x8”) in the local
newspaper, the Farmington Daily Times; 360 copies to be used at the College for distribution (folded with page 1
up, to a size 10.5”x8”); and 1,140 copies (folded with page 8 up, to a size 10.5”x8”) prepared for bulk mailing
and processed for mailing by the Bidder.
 Bidder shall provide and deliver 10,000 copies to the local newspaper, Farmington Daily Times (“Daily
Times”) for distribution; first issue (September/October) to be distributed on September 06, 2016. The
Bidder shall deliver the copies to the Daily Times one week prior; dates may vary depending on
insertion/distribution as deemed by the Daily Times. Each subsequent issue shall be distributed/inserted
on the first Tuesday of January, March, May, July, September, and November. The mailing/physical
address for Farmington Daily Times Press Room is 305 N Allen Avenue, Farmington, New Mexico
87401.
 Bidder shall deliver 360 copies to the College. The mailing address for San Juan College Marketing and
Public Relations Department is 4601 College Blvd., Farmington, New Mexico 87402.
 Bidder shall fold and address 1,140 copies (folded with page 8 up, to a size 10.5”x8”) for bulk mailing.
College shall provide the successful Bidder a current mailing address list and its bulk mailing permit to
allow for mail distribution of these copies.
COMMUNICATOR PERIODICAL ITB#16-34394
13
 The total number of printed periodicals shall be 11,500 copies per issue. An extra 1,000 copies will be
added for the May/June issue only, for a total of 12,500 copies.
Bidder shall allow for variation in the quantities to be mailed and delivered to the College. For example, if the
number to be bulked mailed increases, the quantity to be delivered to the College shall decrease by that same
amount. Or if the number to be bulked mailed decreases, the quantity to be delivered to the College shall
increase by that same amount.
Bidder shall have the ability to meet the stated deadlines and to submit three (3) samples of similar projects
with their bids.
The College shall provide, via email, PDF files to the successful Bidder. The successful Bidder shall provide an
electronic proof to the College within 24 hours after the original PDF file is received by the Bidder.
Printing Specifications:
The bid must be based on specifications provided below:
Design & Pre-press Ready Files Provided: Yes
Paperstock:
Base Bid: Offset Bright White 70lb*
Option 1: Coated, 50-80lb*
Option 2: Uncoated Matte Finish, 50-80lb*
*with possible recycled option
Proof:
Electronic proof via email or web within 24 hours
Ink:
4 color process throughout, full bleed
Fold, Binding and Finished Size:
21”x16” spread with a simple fold along the long
dimension resulting four spreads (8 pages)
Finished folded size 10.5”x8”
Please note that folded width can be no wider than 11”
after trimming to accommodate insertion in Daily Times
Press:
web-press, ultraviolet process or heat curing capability
Price Schedule:
The College is requesting pricing on a base bid and two options, which includes changes in type of paper, for a
unit cost of 11,500 copies per issue; six (6) issues over a 12-month period. Prices quoted shall include all parts,
labor, material, equipment, supplies, insurance, freight delivery, setup, proofing, production printing, mailing
preparation, etc. – less applicable New Mexico Gross Receipts Tax.
Prices quoted on the Price Schedule Form shall also include a unit cost to allow for the College the option to
decrease or increase print quantity by 500 copies.
Bidders shall include with their bids three (3) samples of similar printing projects.
COMMUNICATOR PERIODICAL ITB# 16-34394
Page 14
SAN JUAN COLLEGE
Purchasing Department
ITB #16-34394
Printing Services of Communicator Periodical
ADDITIONAL BIDDING INFORMATION
Tax Note:
Bid shall not include state gross receipts tax or local option tax(es). Such tax or taxes shall be added at time of
invoicing at current rate, and shown as a separate item to be paid by the College.
Method of Award:
The Bid Price Agreement shall be awarded to one (1) Bidder. Prices quoted shall include all costs for item i.e.
mail preparation, shipping/delivery.
The College shall evaluate the estimated quantities, unit costs, total costs per item, and total project costs for
each Bidder. The Bidder selected to provide requested items shall be the Bidder providing items for the specific
purchase order at the lowest overall cost to the College.
A Bidder not offering the lowest cost to the College can only be used for the specific project if the Bidder
providing the lowest overall cost to the College is unable to provide the requested item(s) due to product
availability. The College shall require written correspondence from Bidder indicating unavailability to perform
specified work.
Escalation Clause:
In the event of a cost increase, an escalation request will be reviewed by the College Purchasing Department
on an individual basis. This measure is not intended to allow any increase in profit margin, only to compensate
for an actual cost increase. Price decreases as well as increases shall apply. If Bidder’s prices are reduced for
any reason, the College shall receive the benefit of such reductions. Price increases will not be retroactive to
orders already in house or backorders. Orders will be filled at the price in effect on the date of receipt of the
order by the Bidder.
To facilitate prompt consideration, all requests for price increase must include all information listed below:
1. Contract Item Number
2. Current Item Price
3. Proposed New Price
4. Percentage of Increase
5. Mill/Supplier Notification of price increase indicating percentage of increase including justification of
increase
This escalation policy will be terminated as soon as the market stabilizes. If you have questions concerning this
policy, please contact the College Purchasing Department.
Payments and Invoicing:
Upon certification by the College that the services, construction, or delivered tangible personal property have
been received and accepted, payment shall be tendered to the Contractor within thirty (30) days after the date
of certification. If payment is made by mail, the payment shall be deemed tendered on the date it is postmarked.
After the thirtieth (30th) day from the date that written certification of acceptance is issued, late payment
charges shall be paid on the unpaid balance due on the agreement to the Contractor at the rate of one and one
half percent (1½ %) per month. For purchases funded by state or federal grants to the College, if the College
has not received the funds from the federal or state funding agency, but has already certified that the services
or items of tangible personal property have been received and accepted, payments shall be tendered to the
Contractor within five (5) working days of receipt of funds from that funding agency.
The Contractor agrees to comply with the state laws and rules pertaining to Workers’ Compensation
Insurance coverage for its employees. If Contractor fails to comply with the Workers’ Compensation Act and
applicable rules when required to do so, the Bid Price Agreement may be cancelled effective immediately.
COMMUNICATOR PERIODICAL ITB#16-34394
Page 15
Invoice To:
San Juan College
Accounts Payable
4601 College Blvd
Farmington, New Mexico 87402
Or email to [email protected]
Quantities:
The approximate quantities for each item are estimated and are for bidding purposes only. Actual requirements
shall be as determined by the Marketing/Public Relations Director of the College or their designee and
quantities may be increased or decreased as necessary to meet actual production requirements. Bid Price
Agreement award is without assurance of quantity or dollar amount of work: the College does not guarantee
any amount of work.
Electronic Version:
The document and corresponding documentation for this ITB can be found and downloaded at:
www.sanjuancollege.edu/purchasing
Bid Due Date/Time: April 21, 2016 at 2:00 p.m. MDT
Bid Submittals:
Bid submittals must be submitted to the submittal address identified below no later than the Bid Due Date and
Time shown above. All information must be entered in ink or typed and corrections must be initialed. Bid
submittals must be in a sealed envelope and must be clearly marked with the ITB Number and Opening Date
(see Bid Due Date above) in the lower left hand corner. Failure to mark the sealed envelope may result in the
Bid submittal being opened early or the Bid submittal being declared non-responsive.
Submittal Location:
San Juan College
Purchasing Department
4601 College Blvd.
Farmington, New Mexico 87402
College Purchasing Contact Information:
Name:
Alvina Begay, CPPB
Purchasing Agent
Telephone:
(505) 566-3475
Email:
[email protected]
Other Information:
Number of Submittals required: one (1) Original and one (1) electronic copy on USB drive
Terms: F.O.B. Destination
Net 30
Questions:
Questions shall be directed to the Purchasing Agent indicated above. Note, any questions regarding the Bid
documents are to be submitted, using the Question Submittal Form provided in Appendix A and are to be
submitted to the person identified above. Note, any and all clarification of instructions, specifications, scope of
work, requirements, terms and conditions, insurance, bid preparation, etc. shall only be made by the Purchasing
Agent. All requests for any form of bid clarification must be made in writing, addressed to the Purchasing
Agent, and submitted no later than 12:00 p.m. MDT on April 13, 2016. If appropriate, the College Purchasing
Department shall issue a written Addendum to this Bid which shall thereafter become a part of this Invitation
to Bid. No oral interpretations shall be binding upon the College unless reduced to a written Addendum issued
by the College Purchasing Department prior to the Bid Due Date and Time.
COMMUNICATOR PERIODICAL ITB#16-34394
Page 16
SAN JUAN COLLEGE
Purchasing Department
ITB #16-34394
Printing Services of Communicator Periodical
FORM A(1): PRICE SCHEDULE
BASE YEAR – July 01, 2016 through June 30, 2017
SPECIFICATIONS: Trimmed, Finished Size: 21” x 16” spread
with a simple fold along the long dimension resulting in four
spreads (8 pages) (10.5”x16” each). Full Bleed of .25” on all
sides. The finished folded size is 10.5” x 8”. Please note: Folded
width can be no wider than 11” after trimming to
accommodate insertion in the Daily Times. Color: 8 pages – 4
color process throughout, full bleed and trimmed.
Item
A
BASE BID
B
OPTION 1
C
OPTION 2
QTY
Communicator Periodical Issue:
Sept/Oct 2016
Nov/Dec 2016
Jan/Feb 2017
Mar/Apr 2017
May/Jun 2017
Jul/Aug 2017
Unit Price
per Issue
Article and Description:
Offset Bright White, 70 lb
COATED, 50-80lb
Possibly Recycled Option
Uncoated, Matte Finish
50-80lb, Possibly Recycled Option
19,500 EA
Unit Cost for
Additional 500 EA
$
$
$
$
$
$
MAXIMUM PERCENTAGE INCREASE:
D
Year 2: 07/01/2017 – 06/30/2018
%
E
Year 3: 07/01/2018 – 06/30/2019
%
F
Year 4: 07/01/2019 – 06/30/2020
%
The undersigned, in compliance with the Bid Document 16-34394 package requirements and instructions, having read and examined
same, and having visited the site of the proposed work, and being familiar with the conditions surrounding the Bid Project, including
availability of materials, utilities and labor, proposes to perform the proposed scope of work for the proposed price which includes
(and is not limited to) the furnishing of labor, materials, shop drawings (if required), transportation, tools, equipment, insurance, bonds,
applicable taxes, temporary provisions, escalation, overhead and profits necessary for the completion of the work in accordance
with and described, indicated or reasonably inferred per this certain Bid Document 16-34394 package.
Firm Name
SIGNATURE of Authorized Representative
Title
To be a valid bid, Bidder must sign here
Print Name of Authorized Representative
Date
The following documentation must be completed and submitted with your Bid to be considered responsive:
1. Invitation to Bid Price Agreement Form
5. Form C NM Resident/Resident Veteran’s Preference, if applicable
6. Form D Debarment/Suspension Status & Non-Collusion Affidavit
2. Form A(1) Price Schedule
3. Form A(2) Bidder’s Estimate of Taxes
7. Form E W-9 Form
4. Form B Campaign Contribution Disclosure 8. Three (3) Samples of Similar Printing Projects
Bidders MUST submit a hard copy version of this Price Schedule Form with required documentation as specified within this
Invitation to Bid. Bids submitted by facsimile, or e-mail will not be accepted.
Contact the College Purchasing Department directly at: [email protected] if you have any questions or concerns.
NOTE: Bids must be received by the due date and time listed on the front page of this ITB or as amended.
COMMUNICATOR PERIODICAL ITB#16-34394
Page 17
FORM A(2): BIDDER’S ESTIMATE OF TAXES
San Juan College issues Type 9 Non-Taxable Transaction Certificates (NTTC’s) and is tax exempt from
purchases of TANGIBLE PERSONAL PROPERTY ONLY. These certificates may not be used to
purchase construction materials to be used in construction projects. TO receive a NTCC Type 9, please
contact Accounts Payable at (505) 566-3254 or by email to [email protected].
Determinations for applicable tax classification shall be made by the New Mexico Taxation and Revenue
Department or your tax consultant. Please call (505) 325-5049 for the Farmington branch or (505) 8270700 for the State office.
I certify that Bidder has made a diligent effort to ascertain and identify all taxes which will be charged to
the College against this Invitation to Bid and that, in Bidder’s opinion, the taxes identified below and the
amount shown for all of the taxes which will be charged in addition to the bid total shown on the Price
Schedule Form.
I affirm that Bidder will submit payment on the State of New Mexico periodic CRS-1 report for actual
taxes due, as estimated below, to the State of New Mexico Taxation and Revenue Department,
accurately identifying the appropriate governmental entity to receive credit for taxes paid.
New Mexico Gross Receipts Tax
%
$
Compensating Tax
%
$
Other
%
$
Contractor’s New Mexico
CRS Identification Number
This certification is made under penalty of perjury under the laws of State of New Mexico. _________
Bidder’s Initials
COMMUNICATOR PERIODICAL ITB#16-34394
Page 18
FORM B: CAMPAIGN CONTRIBUTION DISCLOSURE FORM
PursuanttoNMSA1978,§13‐1‐191.1(2006),anypersonseekingtoenterintoacontractwithanystateagencyor
local public body for professional services, a design and build project delivery system, or the design and
installationofmeasurestheprimarypurposeofwhichistoconservenaturalresourcesmustfilethisform
with that state agency or local public body. This form must be filed even if the contract qualifies as a small
purchaseorasolesourcecontract.Theprospectivecontractormustdisclosewhetherthey,afamilymemberora
representativeoftheprospectivecontractorhasmadeacampaigncontributiontoanapplicablepublicofficialof
thestateoralocalpublicbodyduringthetwoyearspriortothedateonwhichthecontractorsubmitsaproposal
or,inthecaseofasolesourceorsmallpurchasecontract,thetwoyearspriortothedatethecontractorsignsthe
contract, if the aggregate total of contributions given by the prospective contractor, a family member or a
representative of the prospective contractor to the public official exceeds two hundred and fifty dollars ($250)
overthetwoyearperiod.
Furthermore, the state agency or local public body shall void an executed contract or cancel a solicitation or
proposed award for a proposed contract if: 1) a prospective contractor, a family member of the prospective
contractor,orarepresentativeoftheprospectivecontractorgivesacampaigncontributionorotherthingofvalue
toanapplicablepublicofficialortheapplicablepublicofficial’semployeesduringthependencyoftheprocurement
processor2)aprospectivecontractorfailstosubmitafullycompleteddisclosurestatementpursuanttothelaw.
THIS FORM MUST BE FILED BY ANY PROSPECTIVE CONTRACTOR WHETHER OR NOT THEY, THEIR FAMILY
MEMBER,ORTHEIRREPRESENTATIVEHASMADEANYCONTRIBUTIONSSUBJECTTODISCLOSURE.
Thefollowingdefinitionsapply:
“Applicablepublicofficial”meansapersonelectedtoanofficeorapersonappointedtocompleteatermofan
elected office, who has the authority to award or influence the award of the contract for which the prospective
contractorissubmittingacompetitivesealedproposalorwhohastheauthoritytonegotiateasolesourceorsmall
purchasecontractthatmaybeawardedwithoutsubmissionofasealedcompetitiveproposal.
“Campaign Contribution” means a gift, subscription, loan, advance or deposit of money or other thing of value,
includingtheestimatedvalueofanin‐kindcontribution,thatismadetoorreceivedbyanapplicablepublicofficial
or any person authorized to raise, collect or expend contributions on that official’s behalf for the purpose of
electing the official to either statewide or local office. “Campaign Contribution” includes the payment of a debt
incurred in an election campaign, but does not include the value of services provided without compensation or
unreimbursed travel or other personal expenses of individuals who volunteer a portion or all of their time on
behalf of a candidate or political committee, nor does it include the administrative or solicitation expenses of a
politicalcommitteethatarepaidbyanorganizationthatsponsorsthecommittee.
“Family member” means spouse, father, mother, child, father‐in‐law, mother‐in‐law, daughter‐in‐law or son‐in‐
law.
“Pendency of the procurement process” means the time period commencing with the public notice of the
requestforproposalsandendingwiththeawardofthecontractorthecancellationoftherequestforproposals.
“Person” means any corporation, partnership, individual, joint venture, association or any other private legal
entity.
“Prospectivecontractor”meansapersonwhoissubjecttothecompetitivesealedproposalprocesssetforthin
theProcurementCodeorisnotrequiredtosubmitacompetitivesealedproposalbecausethatpersonqualifiesfor
asolesourceorasmallpurchasecontract.
“Representative of a prospective contractor” means an officer or director of a corporation, a member or
COMMUNICATOR PERIODICAL ITB#16-34394
19
manager of a limited liability corporation, a partner of a partnership or a trustee of a trust of the prospective
contractor.
DISCLOSUREOFCONTRIBUTIONS:
Contributionmadeby: RelationtoProspectiveContractor: NameofApplicablePublicOfficial: Datecontribution(s)made: Amount(s)ofcontribution(s): Natureofcontribution(s): Purposeofcontribution(s): (ATTACHEXTRAPAGESIFNECESSARY)
___________________________
_______________________
SIGNATURE
___________________________
DATE
TITLE(POSITION)
‐‐OR‐‐
NO CONTRIBUTIONS IN THE AGGREGATE TOTAL OVER TWO HUNDRED FIFTY DOLLARS ($250) WERE
MADEtoanapplicablepublicofficialbyme,afamilymemberorrepresentative.
______________________________ _______________________
SIGNATURE
DATE
______________________________
TITLE(POSITION)
COMMUNICATOR PERIODICAL ITB# 16-34394
20
FORM C: NM RESIDENT & RESIDENT VETERAN PREFERENCE CERTIFICATION
RESIDENT PREFERENCE
BIDDERS WISHING TO RECEIVE THE NEW MEXICO RESIDENT PREFERENCE AS APPLICABLE PER NMSA 13-121 MUST SUBMIT A COPY OF THEIR VALID NEW MEXICO PREFERENCE CERTIFICATE WITH THEIR SEALED
RESPONSE. SUBMITTED CERTIFICATES SHALL BE VALIDATED BY SAN JUAN COLLEGE WITH THE NEW
MEXICO TAXATION AND REVENUE DEPARTMENT.
RESIDENT VETERAN PREFERENCE
BIDDERS WISHING TO RECEIVE THE NEW MEXICO VETERAN RESIDENT BUSINESS PREFERENCE AS
APPLICABLE PER NMSA 13-1-22 MUST SUBMIT A COPY OF THEIR VALID NEW MEXICO RESIDENT VETERAN
PREFERENCE CERTIFICATE WITH THEIR SEALED RESPONSE AND COMPLETE THE FOLLOWING. IF BIDDER’S
BUSINESS IS INELIGIBLE TO RECEIVE THE NEW MEXICO VETERAN PREFERENCE, BIDDER MUST CHECK THE
BOX BELOW INDICATINGTHE INELIGIBILITY.
_______________________________________ (NAME OF BUSINESS) hereby certifies the following in regard to
application of the New Mexico Resident Veteran Preference to this procurement:
PLEASE CHECK ONLY ONE BOX FROM THE FOUR (4) CHECK BOXES LISTED BELOW:
□ I declare that my business is ineligible to receive New Mexico Resident Veteran Preference.
The following three (3) checkboxes are applicable to ONLY those Bidders eligible to receive New Mexico
Resident Veteran Preference AND who have included a valid New Mexico Resident Veteran Preference certificate
with their sealed response. No preference will be extended unless a valid certificate is included in the sealed
response. Submitted certificates shall be validated by San Juan College with New Mexico Taxation and Revenue
Department.
□ I declare under penalty of perjury that my business prior year revenue starting January 01 ending December 31 is less
than $1M allowing me the 10% preference discount on this solicitation. I understand that knowingly giving false or
misleading information about this fact constitutes a crime.
□ I declare under penalty of perjury that my business prior year revenue starting January 01 ending December 31 is more
than $1M but less than $5M allowing me the 8% preference discount on this solicitation. I understand that knowingly
giving false or misleading information about this fact constitutes a crime.
□ I declare under penalty of perjury that my business prior year revenue starting January 01 ending December 31 is more
than $5M allowing me the 7% preference discount on this solicitation. I understand the knowingly giving false or
misleading information about this fact constitutes a crime.
“I agree to submit a report, or reports, to the State Purchasing Division of the General Services Department
declaring under penalty of perjury that during the last calendar year starting January 01 and ending on December 31, the
following to be true and accurate:
In conjunction with this procurement and the requirement of this business’s application for a Resident Veteran
Business Prefernece/Resident Veteran Contractor Prererence under Sections 13-1-21 or 13-1-22 NMSA 1978, when
awarded a contract which was on the basis of having such veterans preference, I agree to report to the State Purchasing
Division of the General Services Department the awarded amount involved. I will indicate in the report the award amount
as a purchase from a public body or as a public works contract from a public body as the case may be.
I understand that knowingly giving false or misleading information on this report constitutes a crime.”
I declare under penalty of perjury that this statement is true to the best of my knowledge. I understand that giving false or
misleading statements about material fact regarding this matter constitutes a crime.
_______________________________________
___________
Signature of Business Representative
Date
(Must be signature of authorized signatory for the business.) The representations made in checking the boxes constitutes a material representation by the business that is subject to
protest and may result in denial of an award or cancelled award of the procurement involved if the statements are proven to
be incorrect.
COMMUNICATOR PERIODICAL ITB# 16-34394
Page 21
FORM D: DEBARMENT/SUSPENSION STATUS & NON-COLLUSION AFFIDAVIT
DEBARMENT/SUSPENSION STATUS
1. The Vendor/Contractor certifies that it is not suspended, debarred or ineligible from entering into
contracts with the Executive Branch of the Federal Government, or in receipt of notice of proposed
debarment from any State agency or local public body.
2. The Vendor/Contractor agrees to provide immediate notice to San Juan College’s Purchasing
Department in the event of being suspended, debarred or declared ineligible by any State or Federal
department or agency, or upon receipt of a notice of proposed debarment that is received after the
submission of this Bid but prior to the award of the Contract/Purchase Order.
NON-COLLUSION AFFIDAVIT
The undersigned, duly authorized to represent the persons, firm and/or corporation joining and participating in
the submission of the foregoing bid (such persons, firm and/or corporation hereinafter being referred to as the
Vendor/Contractor), being duly sworn, on his/her oath, states that to the best of his/her belief and knowledge no
person, firm, or corporation nor any person duly representing the same joining and participating in the
submission or the foregoing bid, has directly or indirectly entered into any agreement or arrangement with any
other Vendors/Contractors, or with any employee of San Juan College, or any person, firm or corporation under
contract with San Juan College whereby the Vendor/Contractor, in order to induce the acceptance of the
foregoing bid by San Juan College has paid or is to pay any other Vendor/Contractor or to the aforementioned
persons anything of value whatsoever, and that the Vendor/Contractor has not directly or indirectly entered into
any agreement or arrangement with any other Vendor/Contractor which tends to or does lessen or destroy free
competition in the letting of the contract sought for by the foregoing bid.
CERTIFICATION:
The undersigned hereby certifies that he/she has read the above Debarment/Suspension Statement and NonCollusion Affidavit, and that he/she understands and will comply with these requirements. The undersigned
certifies that he/she have the authority to certify compliance for the Vendor/Contractor named below.
VENDOR/CONTRACTOR:
____________________________________________
AUTHORIZED SIGNATURE
______________________________________
DATE
____________________________________________
PRINTED/TYPED NAME
______________________________________
TITLE
____________________________________________
LEGAL COMPANY NAME
STATE OF ______________________ )
) ss.
COUNTY OF ____________________ )
SUBSCRIBED AND SWORN to before me on the _______ day of _____________________, 20__________ by
_____________________________________.
________________________________
Notary Public
My commission expires:
AFFIXED STAMP here
___________________
COMMUNICATOR PERIODICAL ITB#16-34394
Page 22
FORM E: W-9 FORM
{This page intentionally left blank.}
COMMUNICATOR PERIODICAL ITB#16-34394
W-9
Form
(Rev. December 2014)
Department of the Treasury
Internal Revenue Service
Request for Taxpayer
Identification Number and Certification
Give Form to the
requester. Do not
send to the IRS.
Print or type
See Specific Instructions on page 2.
1 Name (as shown on your income tax return). Name is required on this line; do not leave this line blank.
2 Business name/disregarded entity name, if different from above
3 Check appropriate box for federal tax classification; check only one of the following seven boxes:
C Corporation
S Corporation
Partnership
Trust/estate
Individual/sole proprietor or
single-member LLC
Limited liability company. Enter the tax classification (C=C corporation, S=S corporation, P=partnership) a
Note. For a single-member LLC that is disregarded, do not check LLC; check the appropriate box in the line above for
the tax classification of the single-member owner.
4 Exemptions (codes apply only to
certain entities, not individuals; see
instructions on page 3):
Exempt payee code (if any)
Exemption from FATCA reporting
code (if any)
(Applies to accounts maintained outside the U.S.)
Other (see instructions) a
5 Address (number, street, and apt. or suite no.)
Requester’s name and address (optional)
6 City, state, and ZIP code
7 List account number(s) here (optional)
Part I
Taxpayer Identification Number (TIN)
Enter your TIN in the appropriate box. The TIN provided must match the name given on line 1 to avoid
backup withholding. For individuals, this is generally your social security number (SSN). However, for a
resident alien, sole proprietor, or disregarded entity, see the Part I instructions on page 3. For other
entities, it is your employer identification number (EIN). If you do not have a number, see How to get a
TIN on page 3.
Note. If the account is in more than one name, see the instructions for line 1 and the chart on page 4 for
guidelines on whose number to enter.
Social security number
–
–
or
Employer identification number
–
Part II
Certification
Under penalties of perjury, I certify that:
1. The number shown on this form is my correct taxpayer identification number (or I am waiting for a number to be issued to me); and
2. I am not subject to backup withholding because: (a) I am exempt from backup withholding, or (b) I have not been notified by the Internal Revenue
Service (IRS) that I am subject to backup withholding as a result of a failure to report all interest or dividends, or (c) the IRS has notified me that I am
no longer subject to backup withholding; and
3. I am a U.S. citizen or other U.S. person (defined below); and
4. The FATCA code(s) entered on this form (if any) indicating that I am exempt from FATCA reporting is correct.
Certification instructions. You must cross out item 2 above if you have been notified by the IRS that you are currently subject to backup withholding
because you have failed to report all interest and dividends on your tax return. For real estate transactions, item 2 does not apply. For mortgage
interest paid, acquisition or abandonment of secured property, cancellation of debt, contributions to an individual retirement arrangement (IRA), and
generally, payments other than interest and dividends, you are not required to sign the certification, but you must provide your correct TIN. See the
instructions on page 3.
Sign
Here
Signature of
U.S. person a
Date a
General Instructions
• Form 1098 (home mortgage interest), 1098-E (student loan interest), 1098-T
(tuition)
Section references are to the Internal Revenue Code unless otherwise noted.
• Form 1099-C (canceled debt)
Future developments. Information about developments affecting Form W-9 (such
as legislation enacted after we release it) is at www.irs.gov/fw9.
• Form 1099-A (acquisition or abandonment of secured property)
Use Form W-9 only if you are a U.S. person (including a resident alien), to
provide your correct TIN.
Purpose of Form
An individual or entity (Form W-9 requester) who is required to file an information
return with the IRS must obtain your correct taxpayer identification number (TIN)
which may be your social security number (SSN), individual taxpayer identification
number (ITIN), adoption taxpayer identification number (ATIN), or employer
identification number (EIN), to report on an information return the amount paid to
you, or other amount reportable on an information return. Examples of information
returns include, but are not limited to, the following:
If you do not return Form W-9 to the requester with a TIN, you might be subject
to backup withholding. See What is backup withholding? on page 2.
• Form 1099-INT (interest earned or paid)
3. Claim exemption from backup withholding if you are a U.S. exempt payee. If
applicable, you are also certifying that as a U.S. person, your allocable share of
any partnership income from a U.S. trade or business is not subject to the
withholding tax on foreign partners' share of effectively connected income, and
• Form 1099-DIV (dividends, including those from stocks or mutual funds)
• Form 1099-MISC (various types of income, prizes, awards, or gross proceeds)
• Form 1099-B (stock or mutual fund sales and certain other transactions by
brokers)
• Form 1099-S (proceeds from real estate transactions)
By signing the filled-out form, you:
1. Certify that the TIN you are giving is correct (or you are waiting for a number
to be issued),
2. Certify that you are not subject to backup withholding, or
4. Certify that FATCA code(s) entered on this form (if any) indicating that you are
exempt from the FATCA reporting, is correct. See What is FATCA reporting? on
page 2 for further information.
• Form 1099-K (merchant card and third party network transactions)
Cat. No. 10231X
Form W-9 (Rev. 12-2014)
Page 2
Form W-9 (Rev. 12-2014)
Note. If you are a U.S. person and a requester gives you a form other than Form
W-9 to request your TIN, you must use the requester’s form if it is substantially
similar to this Form W-9.
Definition of a U.S. person. For federal tax purposes, you are considered a U.S.
person if you are:
• An individual who is a U.S. citizen or U.S. resident alien;
• A partnership, corporation, company, or association created or organized in the
United States or under the laws of the United States;
• An estate (other than a foreign estate); or
• A domestic trust (as defined in Regulations section 301.7701-7).
Special rules for partnerships. Partnerships that conduct a trade or business in
the United States are generally required to pay a withholding tax under section
1446 on any foreign partners’ share of effectively connected taxable income from
such business. Further, in certain cases where a Form W-9 has not been received,
the rules under section 1446 require a partnership to presume that a partner is a
foreign person, and pay the section 1446 withholding tax. Therefore, if you are a
U.S. person that is a partner in a partnership conducting a trade or business in the
United States, provide Form W-9 to the partnership to establish your U.S. status
and avoid section 1446 withholding on your share of partnership income.
In the cases below, the following person must give Form W-9 to the partnership
for purposes of establishing its U.S. status and avoiding withholding on its
allocable share of net income from the partnership conducting a trade or business
in the United States:
• In the case of a disregarded entity with a U.S. owner, the U.S. owner of the
disregarded entity and not the entity;
• In the case of a grantor trust with a U.S. grantor or other U.S. owner, generally,
the U.S. grantor or other U.S. owner of the grantor trust and not the trust; and
• In the case of a U.S. trust (other than a grantor trust), the U.S. trust (other than a
grantor trust) and not the beneficiaries of the trust.
Foreign person. If you are a foreign person or the U.S. branch of a foreign bank
that has elected to be treated as a U.S. person, do not use Form W-9. Instead, use
the appropriate Form W-8 or Form 8233 (see Publication 515, Withholding of Tax
on Nonresident Aliens and Foreign Entities).
Nonresident alien who becomes a resident alien. Generally, only a nonresident
alien individual may use the terms of a tax treaty to reduce or eliminate U.S. tax on
certain types of income. However, most tax treaties contain a provision known as
a “saving clause.” Exceptions specified in the saving clause may permit an
exemption from tax to continue for certain types of income even after the payee
has otherwise become a U.S. resident alien for tax purposes.
If you are a U.S. resident alien who is relying on an exception contained in the
saving clause of a tax treaty to claim an exemption from U.S. tax on certain types
of income, you must attach a statement to Form W-9 that specifies the following
five items:
1. The treaty country. Generally, this must be the same treaty under which you
claimed exemption from tax as a nonresident alien.
2. The treaty article addressing the income.
3. The article number (or location) in the tax treaty that contains the saving
clause and its exceptions.
4. The type and amount of income that qualifies for the exemption from tax.
5. Sufficient facts to justify the exemption from tax under the terms of the treaty
article.
Example. Article 20 of the U.S.-China income tax treaty allows an exemption
from tax for scholarship income received by a Chinese student temporarily present
in the United States. Under U.S. law, this student will become a resident alien for
tax purposes if his or her stay in the United States exceeds 5 calendar years.
However, paragraph 2 of the first Protocol to the U.S.-China treaty (dated April 30,
1984) allows the provisions of Article 20 to continue to apply even after the
Chinese student becomes a resident alien of the United States. A Chinese student
who qualifies for this exception (under paragraph 2 of the first protocol) and is
relying on this exception to claim an exemption from tax on his or her scholarship
or fellowship income would attach to Form W-9 a statement that includes the
information described above to support that exemption.
If you are a nonresident alien or a foreign entity, give the requester the
appropriate completed Form W-8 or Form 8233.
Backup Withholding
What is backup withholding? Persons making certain payments to you must
under certain conditions withhold and pay to the IRS 28% of such payments. This
is called “backup withholding.” Payments that may be subject to backup
withholding include interest, tax-exempt interest, dividends, broker and barter
exchange transactions, rents, royalties, nonemployee pay, payments made in
settlement of payment card and third party network transactions, and certain
payments from fishing boat operators. Real estate transactions are not subject to
backup withholding.
You will not be subject to backup withholding on payments you receive if you
give the requester your correct TIN, make the proper certifications, and report all
your taxable interest and dividends on your tax return.
Payments you receive will be subject to backup withholding if:
1. You do not furnish your TIN to the requester,
2. You do not certify your TIN when required (see the Part II instructions on page
3 for details),
3. The IRS tells the requester that you furnished an incorrect TIN,
4. The IRS tells you that you are subject to backup withholding because you did
not report all your interest and dividends on your tax return (for reportable interest
and dividends only), or
5. You do not certify to the requester that you are not subject to backup
withholding under 4 above (for reportable interest and dividend accounts opened
after 1983 only).
Certain payees and payments are exempt from backup withholding. See Exempt
payee code on page 3 and the separate Instructions for the Requester of Form
W-9 for more information.
Also see Special rules for partnerships above.
What is FATCA reporting?
The Foreign Account Tax Compliance Act (FATCA) requires a participating foreign
financial institution to report all United States account holders that are specified
United States persons. Certain payees are exempt from FATCA reporting. See
Exemption from FATCA reporting code on page 3 and the Instructions for the
Requester of Form W-9 for more information.
Updating Your Information
You must provide updated information to any person to whom you claimed to be
an exempt payee if you are no longer an exempt payee and anticipate receiving
reportable payments in the future from this person. For example, you may need to
provide updated information if you are a C corporation that elects to be an S
corporation, or if you no longer are tax exempt. In addition, you must furnish a new
Form W-9 if the name or TIN changes for the account; for example, if the grantor
of a grantor trust dies.
Penalties
Failure to furnish TIN. If you fail to furnish your correct TIN to a requester, you are
subject to a penalty of $50 for each such failure unless your failure is due to
reasonable cause and not to willful neglect.
Civil penalty for false information with respect to withholding. If you make a
false statement with no reasonable basis that results in no backup withholding,
you are subject to a $500 penalty.
Criminal penalty for falsifying information. Willfully falsifying certifications or
affirmations may subject you to criminal penalties including fines and/or
imprisonment.
Misuse of TINs. If the requester discloses or uses TINs in violation of federal law,
the requester may be subject to civil and criminal penalties.
Specific Instructions
Line 1
You must enter one of the following on this line; do not leave this line blank. The
name should match the name on your tax return.
If this Form W-9 is for a joint account, list first, and then circle, the name of the
person or entity whose number you entered in Part I of Form W-9.
a. Individual. Generally, enter the name shown on your tax return. If you have
changed your last name without informing the Social Security Administration (SSA)
of the name change, enter your first name, the last name as shown on your social
security card, and your new last name.
Note. ITIN applicant: Enter your individual name as it was entered on your Form
W-7 application, line 1a. This should also be the same as the name you entered on
the Form 1040/1040A/1040EZ you filed with your application.
b. Sole proprietor or single-member LLC. Enter your individual name as
shown on your 1040/1040A/1040EZ on line 1. You may enter your business, trade,
or “doing business as” (DBA) name on line 2.
c. Partnership, LLC that is not a single-member LLC, C Corporation, or S
Corporation. Enter the entity's name as shown on the entity's tax return on line 1
and any business, trade, or DBA name on line 2.
d. Other entities. Enter your name as shown on required U.S. federal tax
documents on line 1. This name should match the name shown on the charter or
other legal document creating the entity. You may enter any business, trade, or
DBA name on line 2.
e. Disregarded entity. For U.S. federal tax purposes, an entity that is
disregarded as an entity separate from its owner is treated as a “disregarded
entity.” See Regulations section 301.7701-2(c)(2)(iii). Enter the owner's name on
line 1. The name of the entity entered on line 1 should never be a disregarded
entity. The name on line 1 should be the name shown on the income tax return on
which the income should be reported. For example, if a foreign LLC that is treated
as a disregarded entity for U.S. federal tax purposes has a single owner that is a
U.S. person, the U.S. owner's name is required to be provided on line 1. If the
direct owner of the entity is also a disregarded entity, enter the first owner that is
not disregarded for federal tax purposes. Enter the disregarded entity's name on
line 2, “Business name/disregarded entity name.” If the owner of the disregarded
entity is a foreign person, the owner must complete an appropriate Form W-8
instead of a Form W-9. This is the case even if the foreign person has a U.S. TIN.
Page 3
Form W-9 (Rev. 12-2014)
Line 2
2
If you have a business name, trade name, DBA name, or disregarded entity name,
you may enter it on line 2.
Line 3
Check the appropriate box in line 3 for the U.S. federal tax classification of the
person whose name is entered on line 1. Check only one box in line 3.
Limited Liability Company (LLC). If the name on line 1 is an LLC treated as a
partnership for U.S. federal tax purposes, check the “Limited Liability Company”
box and enter “P” in the space provided. If the LLC has filed Form 8832 or 2553 to
be taxed as a corporation, check the “Limited Liability Company” box and in the
space provided enter “C” for C corporation or “S” for S corporation. If it is a
single-member LLC that is a disregarded entity, do not check the “Limited Liability
Company” box; instead check the first box in line 3 “Individual/sole proprietor or
single-member LLC.”
However, the following payments made to a corporation and reportable on Form
1099-MISC are not exempt from backup withholding: medical and health care
payments, attorneys' fees, gross proceeds paid to an attorney reportable under
section 6045(f), and payments for services paid by a federal executive agency.
Exemption from FATCA reporting code. The following codes identify payees
that are exempt from reporting under FATCA. These codes apply to persons
submitting this form for accounts maintained outside of the United States by
certain foreign financial institutions. Therefore, if you are only submitting this form
for an account you hold in the United States, you may leave this field blank.
Consult with the person requesting this form if you are uncertain if the financial
institution is subject to these requirements. A requester may indicate that a code is
not required by providing you with a Form W-9 with “Not Applicable” (or any
similar indication) written or printed on the line for a FATCA exemption code.
A—An organization exempt from tax under section 501(a) or any individual
retirement plan as defined in section 7701(a)(37)
B—The United States or any of its agencies or instrumentalities
Line 4, Exemptions
If you are exempt from backup withholding and/or FATCA reporting, enter in the
appropriate space in line 4 any code(s) that may apply to you.
Exempt payee code.
• Generally, individuals (including sole proprietors) are not exempt from backup
withholding.
• Except as provided below, corporations are exempt from backup withholding
for certain payments, including interest and dividends.
• Corporations are not exempt from backup withholding for payments made in
settlement of payment card or third party network transactions.
• Corporations are not exempt from backup withholding with respect to attorneys'
fees or gross proceeds paid to attorneys, and corporations that provide medical or
health care services are not exempt with respect to payments reportable on Form
1099-MISC.
The following codes identify payees that are exempt from backup withholding.
Enter the appropriate code in the space in line 4.
1—An organization exempt from tax under section 501(a), any IRA, or a
custodial account under section 403(b)(7) if the account satisfies the requirements
of section 401(f)(2)
2—The United States or any of its agencies or instrumentalities
3—A state, the District of Columbia, a U.S. commonwealth or possession, or
any of their political subdivisions or instrumentalities
4—A foreign government or any of its political subdivisions, agencies, or
instrumentalities
5—A corporation
6—A dealer in securities or commodities required to register in the United
States, the District of Columbia, or a U.S. commonwealth or possession
7—A futures commission merchant registered with the Commodity Futures
Trading Commission
8—A real estate investment trust
9—An entity registered at all times during the tax year under the Investment
Company Act of 1940
10—A common trust fund operated by a bank under section 584(a)
11—A financial institution
12—A middleman known in the investment community as a nominee or
custodian
13—A trust exempt from tax under section 664 or described in section 4947
The following chart shows types of payments that may be exempt from backup
withholding. The chart applies to the exempt payees listed above, 1 through 13.
C—A state, the District of Columbia, a U.S. commonwealth or possession, or
any of their political subdivisions or instrumentalities
D—A corporation the stock of which is regularly traded on one or more
established securities markets, as described in Regulations section
1.1472-1(c)(1)(i)
E—A corporation that is a member of the same expanded affiliated group as a
corporation described in Regulations section 1.1472-1(c)(1)(i)
F—A dealer in securities, commodities, or derivative financial instruments
(including notional principal contracts, futures, forwards, and options) that is
registered as such under the laws of the United States or any state
G—A real estate investment trust
H—A regulated investment company as defined in section 851 or an entity
registered at all times during the tax year under the Investment Company Act of
1940
I—A common trust fund as defined in section 584(a)
J—A bank as defined in section 581
K—A broker
L—A trust exempt from tax under section 664 or described in section 4947(a)(1)
M—A tax exempt trust under a section 403(b) plan or section 457(g) plan
Note. You may wish to consult with the financial institution requesting this form to
determine whether the FATCA code and/or exempt payee code should be
completed.
Line 5
Enter your address (number, street, and apartment or suite number). This is where
the requester of this Form W-9 will mail your information returns.
Line 6
Enter your city, state, and ZIP code.
Part I. Taxpayer Identification Number (TIN)
Enter your TIN in the appropriate box. If you are a resident alien and you do not
have and are not eligible to get an SSN, your TIN is your IRS individual taxpayer
identification number (ITIN). Enter it in the social security number box. If you do not
have an ITIN, see How to get a TIN below.
If you are a sole proprietor and you have an EIN, you may enter either your SSN
or EIN. However, the IRS prefers that you use your SSN.
If you are a single-member LLC that is disregarded as an entity separate from its
owner (see Limited Liability Company (LLC) on this page), enter the owner’s SSN
(or EIN, if the owner has one). Do not enter the disregarded entity’s EIN. If the LLC
is classified as a corporation or partnership, enter the entity’s EIN.
IF the payment is for . . .
THEN the payment is exempt for . . .
Note. See the chart on page 4 for further clarification of name and TIN
combinations.
Interest and dividend payments
All exempt payees except
for 7
Broker transactions
Exempt payees 1 through 4 and 6
through 11 and all C corporations. S
corporations must not enter an exempt
payee code because they are exempt
only for sales of noncovered securities
acquired prior to 2012.
How to get a TIN. If you do not have a TIN, apply for one immediately. To apply
for an SSN, get Form SS-5, Application for a Social Security Card, from your local
SSA office or get this form online at www.ssa.gov. You may also get this form by
calling 1-800-772-1213. Use Form W-7, Application for IRS Individual Taxpayer
Identification Number, to apply for an ITIN, or Form SS-4, Application for Employer
Identification Number, to apply for an EIN. You can apply for an EIN online by
accessing the IRS website at www.irs.gov/businesses and clicking on Employer
Identification Number (EIN) under Starting a Business. You can get Forms W-7 and
SS-4 from the IRS by visiting IRS.gov or by calling 1-800-TAX-FORM
(1-800-829-3676).
Barter exchange transactions and
patronage dividends
Exempt payees 1 through 4
Payments over $600 required to be
1
reported and direct sales over $5,000
Generally, exempt payees
2
1 through 5
Payments made in settlement of
payment card or third party network
transactions
Exempt payees 1 through 4
1
See Form 1099-MISC, Miscellaneous Income, and its instructions.
If you are asked to complete Form W-9 but do not have a TIN, apply for a TIN
and write “Applied For” in the space for the TIN, sign and date the form, and give it
to the requester. For interest and dividend payments, and certain payments made
with respect to readily tradable instruments, generally you will have 60 days to get
a TIN and give it to the requester before you are subject to backup withholding on
payments. The 60-day rule does not apply to other types of payments. You will be
subject to backup withholding on all such payments until you provide your TIN to
the requester.
Note. Entering “Applied For” means that you have already applied for a TIN or that
you intend to apply for one soon.
Caution: A disregarded U.S. entity that has a foreign owner must use the
appropriate Form W-8.
Page 4
Form W-9 (Rev. 12-2014)
Part II. Certification
3
To establish to the withholding agent that you are a U.S. person, or resident alien,
sign Form W-9. You may be requested to sign by the withholding agent even if
items 1, 4, or 5 below indicate otherwise.
For a joint account, only the person whose TIN is shown in Part I should sign
(when required). In the case of a disregarded entity, the person identified on line 1
must sign. Exempt payees, see Exempt payee code earlier.
Signature requirements. Complete the certification as indicated in items 1
through 5 below.
1. Interest, dividend, and barter exchange accounts opened before 1984
and broker accounts considered active during 1983. You must give your
correct TIN, but you do not have to sign the certification.
2. Interest, dividend, broker, and barter exchange accounts opened after
1983 and broker accounts considered inactive during 1983. You must sign the
certification or backup withholding will apply. If you are subject to backup
withholding and you are merely providing your correct TIN to the requester, you
must cross out item 2 in the certification before signing the form.
3. Real estate transactions. You must sign the certification. You may cross out
item 2 of the certification.
4. Other payments. You must give your correct TIN, but you do not have to sign
the certification unless you have been notified that you have previously given an
incorrect TIN. “Other payments” include payments made in the course of the
requester’s trade or business for rents, royalties, goods (other than bills for
merchandise), medical and health care services (including payments to
corporations), payments to a nonemployee for services, payments made in
settlement of payment card and third party network transactions, payments to
certain fishing boat crew members and fishermen, and gross proceeds paid to
attorneys (including payments to corporations).
5. Mortgage interest paid by you, acquisition or abandonment of secured
property, cancellation of debt, qualified tuition program payments (under
section 529), IRA, Coverdell ESA, Archer MSA or HSA contributions or
distributions, and pension distributions. You must give your correct TIN, but you
do not have to sign the certification.
What Name and Number To Give the Requester
For this type of account:
Give name and SSN of:
1. Individual
2. Two or more individuals (joint
account)
The individual
The actual owner of the account or,
if combined funds, the first
1
individual on the account
3. Custodian account of a minor
(Uniform Gift to Minors Act)
The minor
4. a. The usual revocable savings
trust (grantor is also trustee)
b. So-called trust account that is
not a legal or valid trust under
state law
5. Sole proprietorship or disregarded
entity owned by an individual
6. Grantor trust filing under Optional
Form 1099 Filing Method 1 (see
Regulations section 1.671-4(b)(2)(i)
(A))
The grantor-trustee
2
1
1
The actual owner
The grantor*
Give name and EIN of:
The owner
4
Legal entity
9. Corporation or LLC electing
corporate status on Form 8832 or
Form 2553
10. Association, club, religious,
charitable, educational, or other taxexempt organization
The corporation
11. Partnership or multi-member LLC
12. A broker or registered nominee
The partnership
The broker or nominee
13. Account with the Department of
Agriculture in the name of a public
entity (such as a state or local
government, school district, or
prison) that receives agricultural
program payments
The public entity
14. Grantor trust filing under the Form
1041 Filing Method or the Optional
Form 1099 Filing Method 2 (see
Regulations section 1.671-4(b)(2)(i)
(B))
The trust
1
2
The organization
List first and circle the name of the person whose number you furnish. If only one person on a
joint account has an SSN, that person’s number must be furnished.
Circle the minor’s name and furnish the minor’s SSN.
4
List first and circle the name of the trust, estate, or pension trust. (Do not furnish the TIN of the
personal representative or trustee unless the legal entity itself is not designated in the account
title.) Also see Special rules for partnerships on page 2.
*Note. Grantor also must provide a Form W-9 to trustee of trust.
Note. If no name is circled when more than one name is listed, the number will be
considered to be that of the first name listed.
Secure Your Tax Records from Identity Theft
Identity theft occurs when someone uses your personal information such as your
name, SSN, or other identifying information, without your permission, to commit
fraud or other crimes. An identity thief may use your SSN to get a job or may file a
tax return using your SSN to receive a refund.
To reduce your risk:
• Protect your SSN,
• Ensure your employer is protecting your SSN, and
• Be careful when choosing a tax preparer.
If your tax records are affected by identity theft and you receive a notice from
the IRS, respond right away to the name and phone number printed on the IRS
notice or letter.
If your tax records are not currently affected by identity theft but you think you
are at risk due to a lost or stolen purse or wallet, questionable credit card activity
or credit report, contact the IRS Identity Theft Hotline at 1-800-908-4490 or submit
Form 14039.
For more information, see Publication 4535, Identity Theft Prevention and Victim
Assistance.
Victims of identity theft who are experiencing economic harm or a system
problem, or are seeking help in resolving tax problems that have not been resolved
through normal channels, may be eligible for Taxpayer Advocate Service (TAS)
assistance. You can reach TAS by calling the TAS toll-free case intake line at
1-877-777-4778 or TTY/TDD 1-800-829-4059.
Protect yourself from suspicious emails or phishing schemes. Phishing is the
creation and use of email and websites designed to mimic legitimate business
emails and websites. The most common act is sending an email to a user falsely
claiming to be an established legitimate enterprise in an attempt to scam the user
into surrendering private information that will be used for identity theft.
The IRS does not initiate contacts with taxpayers via emails. Also, the IRS does
not request personal detailed information through email or ask taxpayers for the
PIN numbers, passwords, or similar secret access information for their credit card,
bank, or other financial accounts.
If you receive an unsolicited email claiming to be from the IRS, forward this
message to [email protected]. You may also report misuse of the IRS name, logo,
or other IRS property to the Treasury Inspector General for Tax Administration
(TIGTA) at 1-800-366-4484. You can forward suspicious emails to the Federal
Trade Commission at: [email protected] or contact them at www.ftc.gov/idtheft or
1-877-IDTHEFT (1-877-438-4338).
Visit IRS.gov to learn more about identity theft and how to reduce your risk.
3
The owner
For this type of account:
7. Disregarded entity not owned by an
individual
8. A valid trust, estate, or pension trust
You must show your individual name and you may also enter your business or DBA name on
the “Business name/disregarded entity” name line. You may use either your SSN or EIN (if you
have one), but the IRS encourages you to use your SSN.
Privacy Act Notice
Section 6109 of the Internal Revenue Code requires you to provide your correct
TIN to persons (including federal agencies) who are required to file information
returns with the IRS to report interest, dividends, or certain other income paid to
you; mortgage interest you paid; the acquisition or abandonment of secured
property; the cancellation of debt; or contributions you made to an IRA, Archer
MSA, or HSA. The person collecting this form uses the information on the form to
file information returns with the IRS, reporting the above information. Routine uses
of this information include giving it to the Department of Justice for civil and
criminal litigation and to cities, states, the District of Columbia, and U.S.
commonwealths and possessions for use in administering their laws. The
information also may be disclosed to other countries under a treaty, to federal and
state agencies to enforce civil and criminal laws, or to federal law enforcement and
intelligence agencies to combat terrorism. You must provide your TIN whether or
not you are required to file a tax return. Under section 3406, payers must generally
withhold a percentage of taxable interest, dividend, and certain other payments to
a payee who does not give a TIN to the payer. Certain penalties may also apply for
providing false or fraudulent information.
Page 27
SAN JUAN COLLEGE
Purchasing Department
ITB #16-34394
Printing Services of Communicator Periodical
APPENDIX A: Bid Question Submittal Form
All written questions must be address to the Purchasing Agent for this ITB. Bidders shall submit written
questions using the format below to [email protected]. Written responses to the questions
received shall be distributed by the College’s Purchasing Department as an addendum to this ITB.
Question
#
Reference
Page/Paragraph/Sec
COMMUNICATOR PERIODICAL ITB#16-34394
Question