1269583-event.pdf

31 January 2025

Presort Mail and Mail Insert Services Multnomah County (MultCo) seeks a Supplier to provide folding, inserting, addressing, metering, barcoding, presorting, banding and traying, and other related services for MultCo agencies.

31 January 2025

Open 11/1/2024 8:00 AM PDT Type Invitation to Bid (ITB) Close 12/3/2024 2:00 PM PST Number ITB-73-2025 Currency US Dollar

Sealed Until 12/3/2024 2:00 PM PST

Payment Terms 0% 0, Net 30

31 January 2025

Contacts Tessa Godat tessa.godat@multco.us

Phone +1 503-988-7535 ext. 87535

31 January 2025

Commodity Codes Commodity Code Description 80141800 Mailing Services

31 January 202531 January 202531 January 202531 January 202531 January 202531 January 202531 January 202531 January 202531 January 2025 mailto:tessa.godat@multco.us

Presort Mail and Mail Insert Services There will not be a Pre-Bid Conference held for this sourcing event.

All questions in regards to the Sourcing Event must be submitted through the Q & A board.

BID DOCUMENTS

The following documents for this bid are available for view and download on the Buyer Attachments page of this Sourcing Event. The Buyer Attachments page includes the following:

• How to Complete and Submit a Response to a Sourcing Event

• Procedural Instructions – This includes “Instructions for Bidders” and Contract Award Procedures

• Sample County Services Contract

• Attachment 1 – DART Job Estimates

• Attachment 2 – Project Rate Sheet

• Attachment 3 – Cooperative Purchasing Vendor Agreement

BID SUBMISSION

• Bids must be submitted electronically through this Sourcing Event.

• Attachment 2 - Project Rate Sheet Total entered into Service Line Items – Group 1 S1.1 (Items

Tab)

• Complete Attachment 2 – Project Rate Sheet and uploaded to Group 2 - Question 2.1

(Questions Tab)

• Complete Attachment 3 - Cooperative Purchasing Vendor Agreement and uploaded to Group 2

- Question 2.2 (Questions Tab)

SPECIFICATIONS AND ADDITIONAL REQUIREMENTS

Program Introduction

Multnomah County (MultCo) Distribution Services provides County agencies pickup and delivery of mail and select supplies, processing and metering of U.S. Mail, U.S. Mail training and consultation, and management of mail services contracts. The goal is to provide cost-effective distribution and mailing services in a manner that balances the needs of our direct customers with those of the taxpayers. Distribution Services accomplish these goals with our professional and knowledgeable employees that provide technical support to other MultCo departments, programs, and staff with their distribution and mailing needs.

1. GENERAL SERVICES

Supplier will provide to all MultCo programs, with the exception of the Elections Division, all equipment, materials and labor necessary to furnish the following: mail pickup; barcoding; presorting;

banding and traying; other services such as folding, inserting, addressing, and metering. Supplier will process and deliver to the U.S. Postal Service all eligible first-class mail on a requirements basis as directed by MultCo.

Supplier will provide these services in a manner that maximizes the postage discounts available for the mail to the greatest extent practicable. The Supplier will be responsible for processing and delivering the mail to the Postal Service.

Supplier will perform all services under the contract in compliance with any and all relevant U.S.

Postal Service mailing and automation requirements.

Description

As directed by MultCo, Supplier will also receive from MultCo and MultCo authorized and contracted for service providers, First Class Permit Mail and Standard Mail.

Supplier may process and deliver First Class Permit Mail and Standard Mail on the day after pickup, whether picked up from MultCo, or received from the authorized service provider. Supplier’s delivery of the First-Class Permit Mail and Standard Mail to the Post Office will be at no charge to MultCo.

When metered by MultCo for the next business day, the Supplier will process and deliver First Class Mail to the U.S. Postal Service on the day the mail is dated.

Supplier will pick up from MultCo and deliver fully stamped and metered First Class Mail to the U.S.

Postal Service at no additional charge during regularly scheduled pickups.

2. ELIGIBLE MAIL

Supplier will process all letter mail or flats that are properly addressed and zip coded with postage affixed and meet all applicable U.S. Postal Service standards for weight and physical characteristics.

If mail is improperly posted, dated, or not identified, Supplier shall notify MultCo, and seek MultCo’s direction on how to proceed.

3. INELIGIBLE MAIL

Supplier will submit to the Post Office additional postage for each piece not eligible at the metered rate. The additional postage will be added to MultCo’s invoice and identified as residual postage with details reflecting the number of pieces receiving additional postage listed by date, and the amounts of additional postage paid.

4. DELIVERY

Supplier will deliver barcoded and/or presorted mail to the U.S. Postal Service on the same day it is picked up in compliance with the U.S. Postal Service scheduled requirements. In the case of equipment failure, Supplier will pay all costs associated with upgrading the mail to first class and delivering the mail to the U.S. Postal Service on the same day the mail is picked up. Note, First Class Permit mail and Standard Mail may be processed the day after pickup.

5. POSTAL RATE QUALIFICATIONS

Supplier will process all mail to meet the greatest possible postage discounts, using prevailing automated and non-automated discount rates set by the U.S. Postal Service.

6. METERED POSTAGE

MultCo will meter the mail at the 5 digit presort barcoded rate.

7. ADDRESS QUALITY

MultCo will make best efforts to ensure that addresses are properly positioned on the envelopes.

8. READABILITY AND REJECTED MAIL

Mail will be run through the sorting machines at least twice before being considered rejected. If the readability rate on mail persistently falls below 90% for four consecutive weeks, the Supplier and MultCo will work together to determine the cause of the problem and to identify potential solutions. In such circumstances, the Supplier will provide photocopies of rejected letters to assist in the evaluation of the problem.

9. PICKUP SCHEDULES

Supplier will be located within the Portland Metropolitan Area, to allow delivery and pickup within 30 minutes (one-way) of MultCo Distribution Center located at 401 North Dixon Street, Portland, OR 97227.

MultCo reserves the right to direct the Supplier to provide pickup and delivery services within this radius. Other locations:

• Main United States Post Office: 7007 NE Cornfoot Rd, Portland OR 97218

• Multnomah Building (DART): 501 SE Hawthorne Blvd., Portland OR 97214

• State of Oregon, Department of Administrative Services: 550 Airport Road SE, Salem OR

97301

Supplier will pick up mail from MultCo Distribution Center at 3:30 pm, Monday through Friday, excluding Federal Legal Holidays.

Supplier will be allowed to pick up the mail up to one-half (½) hour later than the agreed upon pickup time to allow for traffic conditions or equipment problems. If the Supplier does not arrive within the one-half (½) hour grace period and MultCo has to re-meter the mail and deliver it to the U.S. Postal Service, the Supplier shall pay the residual postage fee for the mail in question.

Supplier will pick up and deliver stamped and metered mail to the U.S. Postal Service at no additional charge during regularly scheduled pickups.

10. DIVISION OF ASSESSMENT, RECORDING AND TAXATION (DART) MAILINGS AND

REQUIREMENTS

The following describes specific projects that are anticipated to be completed annually for DART.

MultCo reserves the right to include or exclude any particular project, alter the quantities and services required, or add projects as needed. MultCo will not be held to the estimates stated as they may be lower or higher based on project need. All services will comply with any and all relevant U. S. Postal Service mailing and automation requirements. The Supplier will pick up the printed tax bills from the State of Oregon, Department of Administrative Services located at 550 Airport Road SE, Salem OR 97301 four times per year. Refer to Buyer’s Attachment 1, DART Project Estimates for more details.

November Tax Bills:

Date of Printing: October

Number of Documents: 280,000

Tri-fold tax notice inserted with up to four (4) enclosures and return envelopes; shall be delivered in batches of 30,000 to 40,000 pieces per day; legal date of mailing requirement for entire mailing will be met.

February Tax Bills:

Date of Printing: January

Number of Documents: 25,000

Tri-fold tax notice inserted with a return envelope.

May Tax Bills:

Date of Printing: April

Number of Documents: 30,000

Tri-fold tax notice inserted with a return envelope.

Delinquent Tax Notices:

Date of Printing: May

Number of Documents: 20,000

Tri-fold tax notice inserted with enclosures and return envelope.

Personal Property Returns:

Date of Printing: Early December

Number of Documents: 25,000

Tri-fold tax notice inserted with enclosures

Veteran’s Exemption Filing Forms:

Date of Printing: December

Number of Documents: 6,000

Tri-fold tax notice inserted with enclosures and return envelope.

Special Requirements:

All notices will be pre-addressed and delivered to the Supplier in zip code order.

Notices will be processed and delivered for barcoding in zip code order so that out-of-town zip code notices are mailed first.

All damaged notices will be returned to DART within twenty-four (24) hours.

Each mailing requires a written reconciliation report to be provided to the Tax Collection Administrator within ten (10) days of the completion of the mailing. The report shall indicate how many pieces were mailed to each zip code on each day.

Supplier will store all envelopes and enclosures (provided by MultCo) necessary for mailings and provide quarterly inventory reports of supplies on hand.

Each mailing shall typically require: folding and inserting; banding and traying for First Class Presort;

delivery to a barcoding Supplier or the U.S. Postal Service.

Supplier will have the ability to process certain mailings as certified”, with a return receipt as proof of mailing and delivery to the addressee.

11. DART & OTHER PROJECTS TURNAROUND TIME

Except as provided in this section, the required turnaround time for all projects for Supplier to perform is forty-eight (48) hours.

The turnaround time for the MultCo DART property tax projects shall be established on a project by project basis as required by DART.

Other projects requiring less than forty-eight (48) hour turnaround time may be considered “rush jobs”.

Process checks in twenty-four (24) hours same day mail entry, pick up time 4:30 pm.

12. OTHER SERVICES

Supplier will have the ability to provide the following services to Multco on an as needed or project specific basis:

Intermittent mailings, potentially requiring CASS certification/NCOA standardization (CASS/ NCOA), and inkjet addresses and permit indicia. Items mailed may include health notices, probation billings, and customer surveys.

Electronic Certified Mail: Provides delivery information regarding your item. This information can be accessed online using a unique tracking number. The recipient’s signature is obtained at the time of delivery and a record is maintained by the Post Office.

E-forward: Ability to update bad addresses with a good address while processing mail for presort. E-forward is a tool that can help the MultCo stay compliant with the Automated Move Update Quality Measurement process.

Create custom envelopes. This may be Design and/or Printing Services.

Back up metering location: In case of emergency, we would need to be able to process our daily mail metering tasks at this backup location. This includes metering letters, flats and parcels.

13. ADDITIONAL CHARGES

Bidder may describe any additional charges for alterations, quantity, or specification changes, or any services or materials not listed in the Buyer Attachment 2 - Project Rate Sheet of this sourcing event.

See below for specific examples. Any additional charges will be itemized and provided as an uploaded attachment in the Questions section (S2.3) in this sourcing event. You may use your own format. Any additional charges must be approved by MultCo personnel responsible for the project represented at time of contracting.

• Set up for list preparation and address application.

• Set up for mailing inserts.

• Set up for mail folding.

• Special pickup of non-presort mail over two (2) trays.

• Special pickup not identified in the project scope.

• Rush request expedited with less than forty-eight (48) hours’ notice.

• Storage of project envelopes and related supplies.

• Create custom envelopes for design service and/or print service.

14. BILLING

Presort Mail: An itemized invoice will be made on a weekly basis and will include details pertaining to the volume of mail processed by date and by differing postage rate; residual postage; and applicable discounts and/or premiums.

Invoices for sorting mail will be separate from invoices for other project mailings.

Supplier will provide monthly statistics in a spreadsheet format of postage upgrades which shows the quantity of mail qualified at each postage rate for each day with a summary of the residual postage by discount level, as well as any miscellaneous charges.

Mail Service Projects: An itemized invoice per job basis and include the MultCo assigned work request number, quantity, per unit price, service provided, and total job cost. Invoices for projects that involve delivery of mail to the U.S. Postal Service shall include a copy of the original completed Postal Statement.

Upon job completion, invoices will be sent to:

MultCo DCA Finance Hub

Attn: Distribution Services

501 SE Hawthorne Blvd., Suite 400

Portland OR 97214 dca.adminhub.finance@multco.us

15. TERM OF CONTRACT

Fixed term. The contract term shall be for a maximum of five (5) years.

MultCo may, at its discretion, cancel existing contracts, re-bid the work and/or establish new contracts before the end of the contract period.

All contract terms will apply during any renewal period unless the Supplier has submitted in writing to MultCo, not less than 60 days prior to the contract anniversary, all price adjustments that will apply during the renewal period.

16. RESPONSIBLE BUSINESS PRACTICES

• Contractor shall utilize and encourage the use of energy efficient appliances.

• Contractor shall plan for route optimization in providing services.

• Contractor shall make a reasonable effort to include diverse suppliers, vendors, and subcontractors in the conduct of your business and supply chain.

17. INTERGOVERNMENTAL COOPERATIVE PURCHASING

Other public agencies may establish contracts or price agreements directly with the awarded contractor under the terms, conditions and prices of the original contract; pursuant to ORS 279A.215 and agreement by the selected Contractor to extend the terms, conditions and prices of the original contract. Proposer must sign and upload (Question S2.2) Attachment 3 - Cooperative Purchasing Vendor Agreement located in the Buyer Attachments section of this sourcing event.

mailto:dca.adminhub.finance@multco.us

18. CONTRACT AWARD

• As a result of this sourcing event process, Multnomah County intends to award multiple contracts to the lowest bidders who meet minimum requirements.

• There is no guarantee for specific items to be needed over the life of the contract.

• The awards will be made on the lowest prices provided for the Project Rate Sheet Total (S1.1).

19. INSURANCE REQUIREMENTS

See Sample General Services Contract - Exhibit 2: Insurance Requirements located in the Buyer Attachments section of this sourcing event.

20. VIRTUAL PUBLIC BID OPENING

A virtual public bid opening is scheduled for Tuesday, December 3, 2024 at 2:15pm via Google Meets Link: meet.google.com/roc-fcev-nxt or join by phone at: 1 929-324-9119 PIN: 739 084 955#.

IMPORTANT:

Suppliers who do not currently have access to the Multco Marketplace Supplier Portal will need to complete the "MMP Supplier Access Request Form". The optimal time to submit the "MMP Supplier Access Request Form" to gain access to participate in a formal Sourcing Event (RFP, RFPQ or ITB) is 14 days. This will allow the County sufficient time to review your request and for you, the supplier, to access the Sourcing Event and to perform the actions needed before the event close date.

http://meet.google.com/pgp-hzqj-utm https://solutions.sciquest.com/apps/Router/SupplierLogin?CustOrg=Multnomah

Required to View Event

Prerequisites Required to Enter Bid

31 January 2025

1. Proposer/Bidder agrees to receive all correspondence electronically and are responsible for keeping their supplier portal updated with current contact information.

2. CONFIDENTIALITY - Please read the statutory requirements in the prerequisite link.

3. Please review the statements in this certification regarding Assurances, Certification Regarding Debarment, Suspension and Other Responsibility Matters and Certification Regarding Conflict of Interest.

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Buyer Attachments

1. How to Complete and Submit a Response to a Sourcing Event - MMP Supplier Guide

2. Procedural Instructions Bids 04_08_24.pdf

3. SAMPLE General Services Agreement.pdf

4. Attachment 1 DART Project Estimates - Sheet - Presort Mail + Mail Insert Services.pdf

5. Attachment 2 - Project Rate Sheet - Presort Mail + Mail Insert Services 102924 LOCKED (1).xlsx

6. Attachment 3 Cooperative+Purchasing+Vendor+Agreement.pdf

31 January 202531 January 202531 January 202531 January 202531 January 202531 January 2025 https://multco.us/file/73233/download https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMjY5NTgzLTE1OTY2MTM3MjRQcm9jZWR1cmFsIEluc3RydWN0aW9ucyBCaWRzIDA0XzA4XzI0LnBkZg%3D%3D&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMjY5NTgzLTE0Mzc2MDU5MDdTQU1QTEUgR2VuZXJhbCBTZXJ2aWNlcyBBZ3JlZW1lbnQucGRm&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMjY5NTgzLTE3MTM2OTQwMTBBdHRhY2htZW50IDEgREFSVCBQcm9qZWN0IEVzdGltYXRlcyAtIFNoZWV0IC0gUHJlc29ydCBNYWlsICsgTWFpbCBJbnNlcnQgU2VydmljZXMucGRm&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMjY5NTgzLTE3MTUxNTcxMzBBdHRhY2htZW50IDIgLSBQcm9qZWN0IFJhdGUgU2hlZXQgLSBQcmVzb3J0IE1haWwgKyBNYWlsIEluc2VydCBTZXJ2aWNlcyAxMDI5MjQgTE9DS0VEICgxKS54bHN4&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9 https://bids01.jaggaer.com/apps/Router/PublicEventDownload?file=U291cmNpbmdldmVudC8xMjY5NTgzLTE3MTAxMjg0MzVBdHRhY2htZW50IDMgQ29vcGVyYXRpdmUrUHVyY2hhc2luZytWZW5kb3IrQWdyZWVtZW50LnBkZg%3D%3D&auth=MDpBRVMyI0NQNVp4a2IvSnkxZDNIUm81TGpka2h4M0V4bkpBZDlVSkVFUnk5WnZrK2l5eGZjOVRGNkRHUlU9

Questions Required Questions

Group 1: Company Certification Information - This section is not scored Instructions:

1.1 State of Incorporation

1.2 Date of Incorporation

1.3

Bidder attests that bidder is either a non-resident bidder or a resident bidder (as described in the Representation and Certification Prerequisite and ORS 279A.120), a.ORS 279A.120 (2)(b) states that a public contracting agency shall, for the purpose of awarding the contract, “add a percent increase on the bid of a nonresident bidder equal to the percent, if any, of the preference given to the bidder in the state in which the bidder resides.”

b.“Resident bidder” means a bidder that has paid unemployment taxes or income taxes in this state during the 12 calendar months immediately preceding submission of the bid, has a business address in this state and has stated in the bid whether the bidder is a “resident bidder”. ORS 279A.120 (1)(b). Enter state of residency here:

1.4 Where Bidder is unable to certify to any of the statements in Bidder Representations and Certifications of the Prerequisite, Bidder shall provide an explanation to their offer here.

1.5

The Bidder certifies to the best of its knowledge and believes that neither it nor any of its principal participants and agents has or has had the following relationships with the specific firm(s)/individual(s), identified below, which may be determined to be an organizational conflict of interest. I understand that based on the information provided by Bidder, Multnomah County may exclude the Bidder from further consideration and may withdraw its selection if the real or apparent organizational conflict of interest cannot be avoided or mitigated. Bidder further certifies that the degree and extent of the relationship of the Bidder with these named firm(s)/individual(s) will be fully disclose:

1.6 Upload additional explanation as needed

1.7 Name of person submitting the Bid:

1.8 Title of person submitting the Bid:

1.9 I represent that I am at least eighteen (18) years of age.

1.10 I represent that the printing of my name and the submittal of a Bid is intended to authenticate this writing and to have the same force and effect as my manual signature.

1.11 I represent that I am either authorized to bind the Bidder, or that I am submitting the Bid on behalf of and at the direction of the Bidder's representative authorized to contractually bind the Bidder.

1.12 I represent that the Bidder and/or its applicable representative(s) has reviewed the information contained in this Bid and that the information submitted is accurate.

Group 2: Supplier Uploads Instructions:

2.1 Upload completed Attachment 2 - Project Rate Sheet.

2.2 Upload completed Attachment 3 - Cooperative Purchasing Vendor Agreement

2.3 Upload any itemized additional charges if applicable. See section 13 of the sourcing event for more details.

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Product Line Items Product Line Items

1.

# Item Name, Commodity Code, Description Allow

Alternates Qty. UOM Requested Delivery

P1 Do Not Use this line - Use Services Line Items tab 1 EA - Each

This line is not required for this sourcing event.

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Service Line Items Service Line Items

1.

# Item Name, Commodity Code, Description Allow

Alternates Qty. UOM Requested Service Delivery

S1 Attachment 2 - Project Rate Sheet Total 1 LO - Lot

Provide the total from Attachment 2 - Project Rate Sheet here.

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