Request for Proposal Rev. 01-13-2026

Request for Proposal RFP-25-06629

Printing, Mailing, and Fulfillment Services

10801 6th Street Rancho Cucamonga, CA 91730

This RFP and any ensuing Addenda are available at the following link:

http://iehp.bonfirehub.com

NOTE: BIDDERS ARE RESPONSIBLE TO READ ALL INFORMATION THAT IS STATED IN THIS

REQUEST FOR PROPOSAL AND PROVIDE A RESPONSE AS REQUIRED

http://iehp.bonfirehub.com/

Timeline

1. The following timeline is based on IEHP’s requirements and will be strictly adhered to unless modified by written addendum:

Date: Description:

04/1/2026 RFP release date (8:00 am. PT) 4/7/2026 Bidder Questions Due (5:00 p.m. PT) 04/17/2026 Bidder’s Proposals Due (5:00 p.m. PT)

2. The period of performance anticipated for this RFP shall be for an initial term of one

(1) year. At the end of the initial term, IEHP shall have the option to renew the Agreement for up to four (4) additional consecutive one (1) year period(s), upon written notice. This RFP does not commit IEHP to award a contract, and there is no obligation by IEHP to purchase any specified amount of goods or services. IEHP will award a contract, if any, in its best interest and based on a proposal that best meets its needs as set forth herein.

3. IEHP reserves the right to award to multiple bidders, based on IEHP’s needs, at IEHP’s sole discretion.

TABLE OF CONTENTS

A. SOLICITATION INTRODUCTION

1. Background of IEHP

2. Key Principles

3. Primary Goals

4. Program Objectives

5. Key Selection Criteria

6. Program Outcomes

7. Target Population/Historical Information

B. PROPOSAL COMPONENTS

Instructions Proposal Guidelines Bidder Acknowledgements Required Documents Required Data Company Profile Company Evaluation Criteria Scope of Services Demonstration Cost Proposal/Pricing Narrative Financial Documents Security Questionnaires Exhibit A: RFP Bidder Terms and Conditions Exhibit B: IEHP Standard Contract Terms Exhibit C: IT Security Documents Exhibit D: HIPAA Business Associate Agreement (BAA)

1. Background of IEHP

Inland Empire Health Plan (IEHP) is a local public entity of the State of California and is a rapidly growing Medi-Cal and IEHP DualChoice (HMO D-SNP [Dual Eligible Special Needs Plans]) health plan in California. Since September of 1996, IEHP has consistently focused on our mission: “We heal and inspire the human spirit”. As a result of the Healthcare Reform and participation in the California Coordinated Care Initiatives, IEHP grew to over 1 million members. With a provider network of over 7,500 providers and more than 3,200 employees, we now serve more than 1.6 million residents of the Riverside and San Bernardino counties who are enrolled in Medi-Cal, D-SNP, or Covered California.

IEHP’s Membership totals as of March 2026 are listed in the table below:

Line of Business Member Count Medi-Cal 1,367,174

D-SNP 38,766

Covered California 40,202 Total Membership 1,446,142

2. Key Principles

This RFP contains a list of requirements for (Printing, Mailing, and Fulfillment Services) on behalf of IEHP. IEHP’s Procurement Department is soliciting responses from qualified vendors to address the stated requirements of this RFP. A “Qualified Bidder”, for the purpose of this RFP, is one that can reliably and independently provide the required services to IEHP for the entire term of the agreement.

3. Primary Goals

The primary goals of the Printing, Fulfillment, and Mailing services RFP are to contract with a qualified vendor(s) to provide IEHP with Printing, Fulfillment, and Mailing services, excluding materials that may contain Personally Identifiable Information (PII). These materials include, but are not limited to, marketing brochures, member handbooks, welcome kits, event flyers, booklets, newsletters and informational packets/kits on an as-needed basis, as per the requirements of IEHP. The qualified bidders/vendors may be asked to quote on a project basis.

4. Program Objectives

The objectives of contracting with vendor(s) for Printing, Fulfillment, and Mailing services is to satisfy all the identified priorities and requirements detailed in this RFP.

IEHP will rely on the selected vendor(s) to ensure technical compatibility across all printing and mailing components, and to meet operational requirements throughout the full term of the agreement.

A. Solicitation Introduction

5. Key Selection Criteria

At the discretion of the Evaluation Team, 65 points will be allocated between the scope and company scores, 30 points will be assigned to price, and 5 points will be given for local preference. If demonstrations or interviews are conducted, an additional 10 points will be allocated to demo scores.

IEHP reserves the right, at its sole discretion, to award the contract to the responsive and responsible bidder whose proposal offers the best value to IEHP. Best value will be determined through a comprehensive evaluation of both price and non-price factors, including technical approach, experience, methodology, and other criteria specified in this RFP.

Additional details on evaluation criteria can be found in Exhibit A: RFP Bidder Terms and Conditions.

6. Program Outcomes

The outcome expectation of the successful program is to ensure timely access to high-quality printing services that effectively support organizational awareness of approved print, mailing, and fulfillment vendor(s).

7. Target Population/Historical Information

These projects comprise a range of scope from simple reproduction to complex printing and mailing services. Expected improvements to our current program include, but are not limited to: (a) Increased number of qualified vendors, and (b) Vendors with more services available than traditional printing (i.e., large-format printing, signage, packaging, window clings, vehicle wraps, etc.) As our current agreements are approaching their expiration date, we have a valuable opportunity to broaden our pool of qualified print vendors. In many cases, our current vendor is the sole vendor capable of producing certain unique items. This opportunity highlights the importance of diversifying our vendor base to ensure competitive pricing and high-quality service.

8. FDR Status – NO

The services outlined in this RFP are classified as delegated administrative or healthcare services. The contractor will be recognized as a first-tier, downstream, and related entity (FDR) vendor, and must comply with all relevant requirements.

The services outlined in this RFP are classified as non-delegated administrative or healthcare services. The contractor will not be recognized as a first-tier, downstream, and related entity (FDR) vendor, and therefore is not subject to the associated requirements. However, if the status changes, as determined by IEHP, the contractor will be required to comply with all relevant FDR requirements.

9. Piggyback Provision

Other public agencies, municipalities, and government entities within the State of California may, at their discretion and with the awarded vendor’s consent, utilize this Request for Proposal (RFP) and any resulting agreement. Any such use shall be arranged directly between the vendor and the participating entity, independent of IEHP. IEHP does not assume any responsibility or liability for contracts entered into by other entities under this provision.

B. Proposal Guidelines

Instructions:

1. This document is provided to Bidders as a reference. Bidders are not required to enter answers to Bidder questions in this document. All required questions will be found under the associated solicitation number on the Bonfire portal at http://iehp.bonfirehub.com.

a. All requested documents from each section shall be uploaded to their corresponding document slot at http://iehp.bonfirehub.com.

b. All questions from each section shall be answered by bidders in the corresponding questionnaire and/or bid table located at http://iehp.bonfirehub.com.

2. Follow the instructions in each section of this RFP.

3. All Proposals must include a detailed description of each proposed service to be provided.

4. Responses that do not comply with submission instructions may be delayed or not accepted for review.

5. Bidders that do not follow the bid instructions found in the Bidder Terms and Conditions document, attached hereto as Exhibit A, may be found to be “non-responsive” and disqualified from the bid process, at the sole discretion of IEHP.

6. A duly authorized officer of the organization must sign your RFP response.

7. IEHP reserves the right to modify or terminate the RFP process at any time. IEHP may amend or modify the project scope of services prior to the award of a contract(s), as necessity may dictate, reject any and all proposals submitted (and rebid, if necessary), accept any or all proposals submitted, negotiate with any qualified source, or cancel, in part or in its entirety, this RFP if it is in the best interest of IEHP, at IEHP’s sole discretion.

8. IEHP may keep submissions and negotiations confidential until the Governing Board approves the final contract and/or a contract is issued. Proposals may contain financial statements or other information which constitute a trade secret. In order to protect such data from disclosure, please identify the pages by clearly marking the applicable pages as confidential.

9. Upon receipt of this RFP, recipients are expected to read and understand the service priorities and requirements that have been defined by IEHP. Opportunity will be http://iehp.bonfirehub.com/ https://iehp.bonfirehub.com/ given to ask questions and receive clarification. The character and operating principles of the successful vendor are important to IEHP. The following sections ask questions about the history and purpose of the vendor’s company. Please answer the specific questions. If additional information would be informative to IEHP, please add it to the last question in each question set.

10. Each proposal will be reviewed by IEHP’s Procurement team to determine if the proposal is responsive to the submission requirements outlined in the RFP. A responsive proposal, for the purpose of this RFP, is one which follows the requirements of this RFP, includes all documentation, is submitted in the format specified in this RFP document, is submitted on time, and has the appropriate signatures required on each document. Failure to comply with these requirements may result in the proposal being deemed non-responsive and, therefore, rejected, at the sole discretion of IEHP.

11. An Evaluation Committee comprised of IEHP stakeholders will review each bidder’s responses to the questions contained in this RFP. If the respondent cannot represent and warrant the business requirements listed herein, the proposal may be rejected, at the sole discretion of IEHP.

12. The Evaluation Committee will review, evaluate, and score the proposals. The best response(s) may be recommended for another round of evaluation at IEHP’s sole discretion. IEHP reserves the right to conduct as many rounds of evaluations as it deems to be reasonable or necessary in the public interest. Each round of evaluation may result in modification of scores, further clarification or addenda being issued, and changes in the RFP process.

13. Upon evaluation of the criteria and the rating and ranking, the Evaluation Committee may choose to conduct an oral presentation/demonstration with any bidder(s). Upon completion of the oral presentations/demonstrations, the Evaluation Committee members may re-evaluate, re-score and/or re-rank the proposals remaining in consideration.

14. The price proposal will be evaluated relative to the combination of the technical proposal, including an evaluation of how well it matches the bidder’s understanding of IEHP’s needs described in this Solicitation, the bidder’s assumptions, and the value of the proposed solution and/or services. The pricing evaluation is used as part of the evaluation process to determine the bidder that will provide the best overall value to IEHP.

15. IEHP may direct negotiations with its first-choice bidder, negotiations with multiple bidders, and/or may request for best and final offers. The discussions may include price and conditions attendant to price. This RFP includes IEHP’s standard, required contract terms, attached hereto as Exhibit B, which IEHP expects to be incorporated into a final contract form together with other terms and conditions. Failure to accept IEHP’s standard terms may result in the bidder being removed from consideration.

16. Notwithstanding the foregoing, if IEHP believes IEHP and the said bidder(s) cannot reach agreement on a contract, IEHP shall exercise its right to terminate or suspend negotiations and may begin negotiations with the other bidder(s). This process may continue until a contract acceptable to IEHP has been executed or all proposals are rejected. No bidder shall have any rights against the IEHP arising from such negotiations or termination thereof.

17. A bidder’s protest of any IEHP decision to eliminate the bidder from further consideration for an award, or to award a contract to another bidder, shall be made in writing and submitted to IEHP by 5:00 p.m. PT on the fifth (5th) day following posting of Notice of Intent to Award, or posting Notice of Award of the contract, whichever occurs first. The written protest shall be submitted to procurement@iehp.org. The written protest shall fully describe each and every basis for protest and shall describe the manner in which IEHP failed to act within its discretion or abused its discretion.

For avoidance of doubt, IEHP’s intent is to reserve its discretion under this RFP to maximum amount allowed by law, and this RFP shall be construed in favor of reserving IEHP’s discretion in all circumstances. Failure to timely and completely submit a protest shall constitute a final and conclusive waiver of any and all rights to bring a legal action to challenge an award of a contract under this RFP. IEHP will not consider untimely protests or protests where the bidder failed to timely object under Section 1 of the Bidder Acknowledgements below. All bidders expressly acknowledge that IEHP may proceed with awarding and implementing a contract under this RFP while any protest, or legal action related to a protest, is pending.

mailto:procurement@iehp.org

1. Clarifications, Exceptions, or Deviations

a. All bidders must describe any exceptions or deviations from the requirements of this RFP in Question Set 1 of Questionnaire Q-14LP Each clarification, exception, or deviation must be clearly identified. If your firm has no clarifications, exceptions, or deviations, include a statement to that effect.

IEHP’s standard contract terms are outlined in the RFP Bidder Terms and Conditions document incorporated herein by reference, and attached as Exhibit A.

b. Any objection to the prescribed procedures, terms, conditions, or requirements set forth in this RFP or any component document must be submitted to IEHP as part of, or contemporaneously with, the bidder’s proposal. Failure to timely submit an objection, or failure to submit a proposal, constitutes a final and conclusive waiver of any and all rights to raise such objection for any purpose, including, without limitation, any protest or legal action challenging an award of a contract under this RFP.

c. All bidders must specify any additional documents that IEHP will need to sign along with the standard Agreement (e.g., appendices, requirements documents, third-party agreements, service level agreements, compliance certifications) in Question Set 1 of Questionnaire Q-14LP. These documents must also be uploaded to the “Bidder Attachments” document slot.

d. All Bidders must specify any additional costs that IEHP will be required to pay outside of the standard agreement (e.g., third-party fees) in Question Set 1 of Questionnaire Q-14LP. These costs should also be included in Bid Table BT-

56BV.

2. Evidence of Insurability/Business Licenses

a. All bidders must submit evidence of required insurance in the corresponding document slot on the Bonfire portal. An Acord cover page will suffice for submission. If awarded the contract, the bidder will have ten (10) calendar days to provide all required insurance documentation, including a certified endorsement naming IEHP as additionally insured.

b. Bidders must also certify possession of all current required licenses or certifications. Do not purchase additional insurance until this RFP has been awarded. Provide a copy of your current business license or other applicable licenses. Failure to provide the required document may be grounds for disqualification of bidder from the RFP process, at IEHP's sole discretion.

3. IEHP General Compliance Requirements for Contractors

Bidder Acknowledgements

a. If the services provided under this RFP are designated as delegated administrative or healthcare services, the contractor will be considered a First-Tier, Downstream, and Related Entity (FDR) vendor. IEHP requires all temporary FDR staff and contractors to participate in General Compliance Training as mandated by State and Federal regulations.

b. The training includes a quiz to assess knowledge of compliance topics and covers the following objectives:

• Understand the purpose and functions of a Compliance Program

• Learn the 7 Elements of an Effective Compliance Program

• Understand IEHP’s Fraud, Waste, and Abuse and HIPAA Programs, including reporting requirements and procedures for suspected non-compliance.

4. IEHP Background Check Requirements for Bidders

IEHP may require all individuals assigned to provide services under this RFP to undergo a background check prior to commencement of work, at the contractor’s expense, including any checks required by law.

5. Out of Country Services Notice

a. IEHP will only consider service offerings within the continental United States, defined as the 49 States including Alaska and the District of Columbia; excluding Hawaii.

b. Proposed solutions that create, transmit, receive and/or maintain IEHP data must always reside within the United States.

c. IEHP’s data must always remain in the United States.

d. All persons, electronic processes, information systems, and devices accessing

IEHP systems or data must be physically located in the United States.

6. Executive Order N-6-22 – Russia Sanctions

On March 4, 2022, California Governor Gavin Newsom issued Executive Order N-6- 22 (the EO) regarding Economic Sanctions against Russia and Russian entities and individuals. “Economic Sanctions” refers to sanctions imposed by the U.S.

government in response to Russia’s actions in Ukraine, as well as any sanctions imposed under state law. The EO directs all California state agencies and departments to terminate contracts with, and to refrain from entering any new contracts with, individuals or entities that are determined to be a target of Economic Sanctions. All contractors and grantees are obligated to comply with the Economic Sanctions. Accordingly, should the State of California (the State) or IEHP determine Contractor is a target of Economic Sanctions or is conducting prohibited transactions with sanctioned individuals or entities, that shall be grounds for termination of this Agreement. Contractor shall be provided with advance written notice of such termination, allowing Contractor at least thirty (30) calendar days to provide a written response. Termination shall be at the sole discretion of the State or

IEHP.

7. Registration with California Agencies

All bidders must comply with California business registration and standing requirements including:

a. Secretary of State (SOS): Register and maintain active status for your business entity (corporation, LLC, partnership) to legally operate and contract in California.

b. Franchise Tax Board (FTB): Register with the FTB, ensure good standing (i.e., no outstanding state tax liabilities), and complete any required filings to participate in public procurement.

c. IEHP Procurement Compliance: Review and adhere to IEHP’s procurement procedures as documented in the IEHP Purchasing Policies & Procedures Manual, available here: IEHP Purchasing Policy & Procedures Manual PDF

This requirement ensures bidders are authorized and fully compliant with statutory and IEHP-specific procurement rules.

https://www.iehp.org/content/dam/iehp-org/en/documents/procurement/2025/Purchasing%20Policy%20and%20Procedure%20Manual.pdf

All required documents listed below shall be uploaded to their corresponding document slot in the Requested Information section at http://iehp.bonfirehub.com.

Note: Failure to provide the required documents listed below at time of bid may be grounds for disqualification of bidder from the RFP process, at IEHP's sole discretion.

1. Principal Certification Binding Bidder’s Response (IEHP-provided form)

2. Certification of Non-Debarment (IEHP-provided form)

3. Non-Collusion Declaration (IEHP-provided form)

4. Local Preference Affidavit (If applicable – IEHP-provided form)

5. Contractor’s Certificate Regarding Workers’ Compensation (IEHP-Provided form)

6. Acknowledgment of Non-Negotiable Contract Terms (IEHP-Provided form)

7. Company W-9 Form listing company’s Tax Identification Number (TIN)

8. Evidence of Insurability (ACORD Certificate of Insurance)

9. Business License(s)

10. Proof of Registration: Documentation verifying corporate registration with the

California Secretary of State or if not a corporation, proof of tax registration with the California Franchise Tax Board.

11. Company Hierarchy/Organizational Chart

12. Credentials/Certifications/Licenses Document

13. Account Management Narrative

14. List of three (3) contracts of similar value awarded to your company in the past three

(3) years. Include the year, type of services, dollar amounts, services provided, location, contracting company, contact name, and phone number.

15. Policy and Procedures document detailing Bidder’s background checking procedures and the name of any external company utilized to perform this service.

16. Pricing Narrative

17. Redacted Pricing Narrative

18. Financial Statements

19. Data Sharing Assessment

20. Bidder’s Standard Agreement Template, including detailed pricing and Scope of

Work (for consideration). If not available, include a detailed proposal on Bidder’s letterhead including detailed pricing and Scope of Work (for consideration).

21. References (Questionnaire Q-17AE)

22. Cost Proposal (Bid Table BT-56BV)

23. Company Profile and Evaluation Criteria (Questionnaire Q-02ET)

24. Bidder Response Questions (Questionnaire Q-14LP)

Required Documents

All required information listed below must be provided in the Requested Information section at http://iehp.bonfirehub.com.

Note: Failure to provide the required information at the time of bid submission may result in disqualification from the RFP process at IEHP's sole discretion.

1. Ownership and Campaign Contributions

IEHP is a public agency with a Board of Directors composed of elected officials and public members. Under applicable law, elected officials are restricted from voting on any action concerning a contract if the contractor’s owners have made campaign contributions of $250 or more within the previous 12 months. To assist in compliance, please provide:

a. The names of all company owners

b. Disclosure of any campaign contributions made to IEHP Board members or elected officials within the past 12 months

2. Exclusions from State and Federal Programs

a. In accordance with 42 C.F.R. §§ 438.610, 422.503 (b)(4)(vi)(F), 423.504 (b)(4)(vi)(F) and California Welfare and Institutions Code §§ 14043.6 and 14123, IEHP is prohibited from employing, contracting, or issuing payments to an individual or entity that is excluded, ineligible, or terminated from participation in State and Federal health care programs.

b. Contract awards are contingent upon the bidder, its principals’ and subcontractors’, eligibility to participate in State and Federal health care programs.

c. Bidders must certify that it or any of its subcontractors do not appear on State and Federal exclusionary lists in the Requested Data section of their response on the Bonfire portal.

3. DUNS Number Provide your company’s DUNS (Data Universal Numbering System) number.

Required Data

This section of the proposal is designed to establish the bidder as an entity with the ability and experience to operate the program or provide goods and/or services as specified in the RFP. The Company Profile should be concise and clear, including descriptive information regarding service delivery. All Bidders shall answer these questions in Question Set 2 of Questionnaire Q-02ET, unless specifically stated otherwise below. Questions that also require the upload of a (Required Document) to the associated document slot are noted.

Questions that require an answer in the form of (Required Data) are also noted.

2.1 Company Name and Corporate Structure:

2.1.1 Business name and legal business status (i.e., partnership, corporation, etc.).

2.2 Company overview related to RFP services or activities performed, including:

2.2.1 Company hierarchy (President, Vice President, Company Officers, etc.) and an organizational chart. The organizational chart shall clearly identify all staff members that will provide services under this contract. Upload this document to the corresponding document slot on Bonfire. (Required Document)

2.2.2 Number of years in business under the present business name, as well as prior business names, and the number of years of experience providing the proposed, equivalent, or related services.

2.2.3 Location of the office from which the work under this contract will be provided, and the staff allocation at that office.

2.3 Provision of Services:

2.3.1 Please provide a detailed response discussing how bidder plans on providing the services requested in this RFP; specifically, whether services will be provided by bidder’s own forces, subcontractors.

2.4 Financial Interests:

2.4.1 Please indicate whether the Bidder holds controlling or interests in any other organization or is owned or controlled by any other person or organization. If none, please state N/A. Governmental agencies are exempt from this requirement.

2.4.2 Provide any financial interests in any other business. Individuals who are personally performing the contracted services and governmental agencies are exempt from this requirement.

2.4.3 Please indicate if the Bidder is privately or publicly held. If private, please provide details of financial stability. If public, please provide ticker symbol and copy of your most recent annual report.

Company Profile

2.5 Company Structure/Staffing:

2.5.1 Please describe any organizational changes (mergers, acquisitions, divestitures) that have occurred in the past five (5) years.

2.5.2 Please indicate whether Bidder has organizational changes (mergers, acquisitions, divestitures) planned within the next five (5) years.

2.5.3 Please indicate whether Bidder has any layoffs, or personnel expansions planned within the next five (5) years.

2.6 Legal:

2.6.1 Provide a detailed explanation of any litigation involving the Bidder or any principal officers thereof in connection with any contract within the last five (5) years. Is your firm, or the principals corresponding with your firm, under investigation, being sued, suing, or affiliated in any lawsuit or alternative dispute resolution with any governmental agency? If none, state N/A.

2.6.2 Has your company ever been or are you currently subject to any federal or state regulatory enforcement action including but not limited to exclusion and/or suspension from participation in a federal program?

2.6.3 List the officers of your organization who are authorized to negotiate the agreement with IEHP if awarded, and their positions within your organization.

2.6.4 Provide details of any failure or refusal to complete a contract. If none, that must be stated.

2.6.5 Has your company ever been or are you currently subject to any federal or state regulatory enforcement action including but not limited to exclusion and/or suspension from participation in a federal program?

2.6.6 State whether your company, or the principals corresponding with your company, are under investigation, being sued, suing, or affiliated in any lawsuit or alternative dispute resolution with any governmental agency. If so, please provide details.

2.7 Certification of Non-Debarment: (Required Document)

2.7.1 IEHP receives Federal and State funds. All Bidders must sign and submit the Certification of Non-Debarment document provided by IEHP in Bonfire that verifies that the bidder is not listed on any of the exclusion lists notated in the section below.

If awarded a contract, awarded vendor must notify IEHP immediately if debarred at any time during the contract period.

a. The Department of Health & Human Services (DHHS), Office of Inspector General (OIG), and List of Excluded Individuals and Entities (LEIE). Please visit https://exclusions.oig.hhs.gov.

b. General Services Administration (GSA), and the System for Award Management (SAM.gov). Please visit https://www.sam.gov.

c. California Department of Health Care Services (DHCS), and Medi-Cal Suspended and Ineligible Provider List (S&I List). Please visit https://mcweb.apps.prd.cammis.medi-cal.ca.gov/references/sandi.

d. Medicare Opt-Out List. Please visit https://data.cms.gov/tools/provider-opt-out-affidavits-look-up-tool.

2.8 Financial Stability:

2.8.1 Please detail your insurance coverage, including the name of the carrier and coverage level for General Liability.

2.8.2 Please detail your insurance coverage, including the name of the carrier and coverage level for Tech Errors & Omissions (E&O).

2.8.3 Please detail your insurance coverage, including the name of the carrier and coverage level for Cyber Crime Insurance

2.8.4 Please provide your revenue for last five (5) fiscal years.

2.8.5 Please provide your profit/(loss) for last five (5) fiscal years.

2.8.6 Please provide your company ratings (i.e., A.M. Best, Better Business Bureau, etc.).

2.8.7 Please provide your annual R&D budget for the last five (5) fiscal years (break out by product offerings).

2.8.8 Explain how your company is planning to meet the increase in demand for your product (including implementation, training, and support) over the next five (5) years.

2.9 Eligibility to Participate in Federal and State Health Care Programs (Required Data)

2.9.1 In accordance with 42 C.F.R. 438.610, 422.503 (b)(4)(vi)(F), 423.504 (b)(4)(vi)(F) and California Welfare and Institutions Code, §§ 14043.6 and 14123, IEHP is prohibited from employing, contracting, or issuing payments to an individual or entity that is excluded, ineligible, or terminated from participation in State and Federal health care programs. Contract awards are contingent upon the bidder, its principals’ and subcontractors’, eligibility to participate in State and Federal health care programs.

https://exclusions.oig.hhs.gov/ https://www.sam.gov/ https://mcweb.apps.prd.cammis.medi-cal.ca.gov/references/sandi https://data.cms.gov/tools/provider-opt-out-affidavits-look-up-tool

Bidders must certify that it or any of its subcontractors do not appear on State and Federal exclusionary lists in the Requested Data section of their response on Bonfire.

Company Evaluation Criteria

This section of the proposal is designed to further establish the Bidder as an entity with the ability and experience to operate the program or provide goods and/or services as specified in the RFP. The Company Profile should be concise and clear, including descriptive information regarding service delivery. All Bidders shall answer these questions in Question Set 3 of Questionnaire Q-02ET, unless specifically stated otherwise below. Questions that also require the upload of a (Required Document) to the associated document slot are noted.

3.1 Differentiators

3.1.1 What do you consider to be your company’s strengths, and how do you see your company as differentiated from other Bidders?

3.1.2 Is there any other information you would like IEHP to know about your company including value-added services?

3.2. Account Management Team (Required Document)

3.2.1 In the corresponding document slot on Bonfire, please provide the name(s) and general background(s) of each member of your account management team that will be assigned to IEHP. Include the information below:

• Functional area to which each person reports

• Years of service with your organization

• Total years of experience with commercial product implementation and operations

• Number of public entity accounts currently handled

• General size of the accounts (in terms of number of employees)

3.3 Organizational Information:

3.3.1 Provide a summary of the work plan and/or methodology and physical resources (staff and equipment) your company will commit to ensure successful services are provided under this RFP.

3.3.2 Will IEHP have a dedicated team assigned throughout the implementation? If so, who? Provide the organizational structure and experience for each team member, if not outlined above.

3.3.3 How would the account service team be structured after the implementation?

3.3.4 What is your company’s Mission Statement?

3.3.5 Summarize your company’s billing procedures.

3.3.6 What office will support IEHP?

3.3.7 Please indicate your company’s total number of employees this year and last year.

3.3.8 Please indicate your company’s total number of contractors this year and last year.

3.4 Administration:

3.4.1 Describe any customer and/or member services available on-line.

3.4.2 Could IEHP link their website to your website?

3.4.3 Do you have a customer service department? If so, what is the phone number, and the hours of operation?

3.4.4 Please describe how your customer service department is organized. Would IEHP receive a dedicated team?

3.5 Experience:

3.5.1 Describe your company’s experience/history with providing the services requested in this RFP.

3.5.2 Describe your company’s experience with Health Maintenance Organizations.

3.5.3 Describe your company’s relationship/experience with governmental regulators (e.g., Department of Health Services, Department of Managed Healthcare, and the Centers for Medicare and Medicaid Services).

3.6.1 Credentials/Resumes/Certifications/Licenses: (Required Document)

In the corresponding document slot on Bonfire, please provide information for all employees/subcontractors responsible for administering or providing services.

Provide a summary list of the organizational personnel that will actively participate and contribute their skills to this project. Include in this list:

• Name

• Job title

• Work location and

• Responsibilities

• Qualifications/Experience

• Relevant experience in projects of similar size and complexity. (Responses may be one page per individual.)

• Education

• Certifications/licenses, if applicable

• Years of service with your organization

• Total years of experience

• List other pertinent information that will assist in evaluating Bidder’s qualifications.

3.7 Awarded Contracts: (Required Document)

3.7.1 In the corresponding document slot, provide a list of three (3) contracts of similar value awarded to your company in the past three (3) years. Include the year, type of services, dollar amounts, services provided, location, contracting company, contact name, and phone number.

Scope of Services

Summary of Services The following criteria will be required of the Awarded Vendor:

Inland Empire Health Plan (IEHP) seeks qualified vendors to provide comprehensive Printing, Mailing, and Fulfillment services for member-facing materials (e.g., brochures, flyers), ensuring compliance with all applicable local, state, and federal regulations. The primary objective is to contract with qualified vendor(s) capable of delivering these services for a variety of materials and offering actionable recommendations to improve quality, efficiency, and compliance. This initiative is crucial to meeting regulatory requirements and supporting IEHP’s commitment to timely, accurate member communications.

The services will encompass a thorough review of Printing, Mailing, and Fulfillment services.

These materials include, but are not limited to, marketing brochures, member handbooks, welcome kits, event flyers, booklets, newsletters, and informational packets/kits for IEHP’s Medi-Cal, Medicare, and Covered California members, as well as uninsured populations across diverse demographics.

The Awarded bidder(s) will be responsible for providing comprehensive printing, mailing, and fulfillment services. The services must include secure file handling through IEHP's Secure File Transfer Portal (SFTP) to ensure accuracy and data integrity.

1. Detailed Scope of Work

a. IEHP requires ongoing Printing, Fulfillment, and Mailing services for a variety of projects. These projects range from simple reproduction to complex, multi-piece printing and mailing services. IEHP will procure these services on an as-needed and as-requested basis.

b. IEHP seeks qualified vendor(s) with a local production facility capable of handling IEHP projects, preferably within a 40-mile radius of IEHP’s headquarters, to provide Printing, Fulfillment and Mailing services. Vendor offering any of the services listed below may respond to this RFP:

1) Printing – production of printed materials and storage of printed materials as needed.

2) Fulfillment/Mailing – preparation of materials, including assembling multi-piece mailers and preparing mailings for the United States Postal Service (USPS).

3) Ability to accept and fulfill rush projects.

4) Post project reporting – including postal statements, inventory reports, and delivery notifications.

5) Additional services – services not required under this RFP but may be requested, such as large-format printing, signage, packaging, window clings, and vehicle wraps.

c. IEHP produces a wide range of materials and mails multiple pieces that vary in complexity. Awarded Bidder(s) must have the capability to print requested materials and deliver within specified time frames, including set-up and delivery.

d. Printing, Fulfillment, and Mailing services, may be ordered in any quantity during the contract term. There will be no minimum order requirements, and IEHP is under no obligation to purchase any specific service. IEHP does not guarantee minimum or maximum purchase volumes over the life of any contract executed under this RFP.

e. The intent of this RFP is to establish a cost-effective program that is easy to use, meets IEHP’s quality standards for printing, fulfillment, and direct mail services, and achieves shortened turnaround times and reduced costs per copy.

f. Awarded Bidder(s) may receive only a portion of a project, based on IEHP's needs. For example, an Awarded Bidder providing both printing and mailing services may be awarded only the mailing portion, while printing may be qualified to another bidder.

g. Vendors may bid on individual projects as requested. IEHP may make multiple awards and may engage multiple Awarded Bidders for the same project based on pricing and lead times.

h. Orders will only be accepted with an executed IEHP Purchase Order (PO). Only

POs issued by an authorized agent of the IEHP Procurement Department are valid.

i. Awarded Bidder(s) must provide quotations that include all direct and indirect costs, print overruns, packaging and freight (Destination Freight Prepaid).

Quotations must follow the format.. Invoices must match quotations;

discrepancies will result in rejection and require correction and resubmission.

j. Awarded Bidder(s) shall not accept verbal modifications to print, fulfillment, mailing or delivery specifications. All modifications must be in writing from an authorized IEHP agent and accompanied by a revised Purchase Order issued by the IEHP Procurement Department.

2. Service Locations

a. IEHP Mailroom – 10801 Sixth Street, Rancho Cucamonga, CA 91730

b. IEHP Offsite Warehouse – 10825 Seventh Street, Suite G, Rancho Cucamonga, CA 91730

3. Project Constraints

IEHP operates in a highly regulated healthcare environment, which may require expedited turnaround times. IEHP will collaborate closely with the selected vendor to meet these time-sensitive requirements whenever possible.

4. Acceptance Criteria

When requested, some print materials will be delivered to IEHP's warehouse (indicated above). All mailings will be sent to IEHP enrollees.

5. Monthly Summary Report

The Awarded Bidder(s) shall provide a Monthly Summary Report to IEHP’s Marketing Department no later than the 10th business day of the following month. The report must include, at a minimum:

a. Total number of projects completed

b. Total quantity of materials printed, fulfilled, and mailed

c. Delivery performance metrics (including on-time delivery rates)

d. Quality metrics and any issues encountered, along with corrective actions taken.

6. Failure to Report

Failure to provide required documentation within five (5) business days of project completion may result in corrective action, up to and including suspension or termination of the agreement resulting from this RFP.

Bidder Response Questions (Questions in this section must be answered in Questionnaire Q-14LP, unless specifically stated otherwise)

1.0 Description of Services

1.1.1 Provide a detailed description of how your company will deliver the services outlined in this RFP.

2.0 Printing Services

2.1.1 Describe your company's capabilities in both digital printing and offset printing.

2.1.2 Provide a list of printing equipment currently in your facility, including specifications and capabilities.

2.1.3 List any anticipated equipment upgrades or additions during the term of a contract awarded under this RFP.

2.1.4 Explain your company's use of subcontractors for printing services. Include:

• How subcontracting decisions are made

• The percentage of work typically subcontracted (e.g., 10% print, 20% binding).

3.0 Print Capabilities- Indicate your ability to provide the following:

3.1.1 Printing from electronic files via digital interface

3.1.2 Black-and-white digital printing and/or photocopying

3.1.3 Full-color digital printing and/or photocopying

3.1.4 Spot color printing

3.1.5 Five-color process printing

3.1.6 Black-and-white Variable Data Printing (VDP)

3.1.7 Full-color Variable Data Print (VDP)

3.1.8 Binding and finishing services, including specialized finishing options (e.g., saddle stitch, perfect bind, coil, foam core mounting, laminating, foil stamping, embossing, die cutting, packaging).

3.1.9 Graphic design services, including minor text changes and dieline preparation (first round of changes at no charge)

3.1.10 Printing on specialized materials (e.g., vinyl banners, acrylic signs, wall wraps and window clings)

3.1.11 Electronic proofs for all print jobs, and full-color printer proofs (including mock-ups for folds/pagination) upon request

3.1.12 Language software for threshold languages

4.0 Fulfillment and Mailing Services

4.1.1 How does your company demonstrate its certification or compliance with USPS Full-

Service requirements?

4.1.2 Where is your fulfillment/mail house center located, and what advantages does this provide?

4.1.3 Describe your staffing approach for fulfillment/mail house operations, including use of temporary staff if applicable.

4.1.4 What capabilities do you have for machine inserting and hand inserting? When is each method typically used?

4.1.5 Explain your use of subcontractors for fulfillment and mailing services, and how do you ensure their performance meets your standards.

4.1.6 Describe your bulk mail processing procedure from start to finish.

4.1.7 Outline your mailing procedures and how you ensure accuracy, timeliness, and compliance.

4.1.8 Which USPS post office(s) do you typically use for mail entry, and why were these locations selected?

4.1.9 What options do you provide for clients regarding postage escrow accounts?

4.1.10 If postage escrow accounts are offered, how do you manage and report funds?

4.1.11 How do you stay current with USPS regulations and communicate updates to clients?

4.1.12 What processes do you have in place to proactively identify fulfillment or mailing issues before they impact clients?

4.1.13 How do you provide mail tracking services?

4.1.14 If mail tracking is offered, describe your system’s capabilities (method, accuracy, reporting, limitations, security)?

5.0 Quality Control

5.1.1 What is your company’s quality policy, and how does it guide operations?

5.1.2 How is your quality system organized, and what policies and procedures support it?

5.1.3 How has your quality system been updated or improved over the past five (5) years?

5.1.4 What training requirements are in place to ensure personnel maintain quality standards?

5.1.5 How do you track defects, identify root causes, and implement corrective actions to prevent recurrence?

6. 0 Privacy and Security

6.1.1 Provide a detailed description of your company’s security policies and procedures, for protecting client data. Address data security, system security, and physical security measures.

6.1.2 Describe your end-to-end process for handling client data from receipt to final disposition. Include how data is received, stored, accessed, transmitted, and ultimately disposed of. Highlight safeguards in place at each stage.

6.1.3 What technical and organizational measures do you use to prevent unauthorized access to client data? Discuss encryption protocols, access controls, employee permissions, and monitoring systems. How do you ensure these measures remain effective over time?

6.1.4 How do you assess and manage risk related to data security in your environment?

Describe your risk assessment methodology, frequency of audits, and how you respond to identified vulnerabilities.

6.1.5 Explain your incident response plan in the event of a data security breach. Include notification timelines, internal escalation procedures, communication with clients, and remediation strategies.

6.1.6 How do you ensure subcontractors or third-party vendors meet the same data protection standards? Describe your vetting process, contractual requirements, and oversight mechanisms.

6.1.7 What training do your employees receive regarding data security, and how is compliance monitored? Include onboarding, ongoing education, and how you track completion and understanding.

6.1.8 Have you ever experienced a data security incident? If so, how did you respond and what changes were made afterward? This helps evaluate transparency, maturity, and continuous improvement.

6.1.9 How do you ensure compliance with applicable industry standards and regulations

(e.g., SOC 2, ISO 27001). Include certifications, third-party audits, and internal compliance programs.

7. 0 Alternatives and Additional Services

7.1.1 Describe any additional services your company can provide beyond the defined scope of this RFP. For each service explain its functions, capabilities, and the benefits of outsourcing these services to your company.

7.1.2 Provide a sample estimate for each additional service offered.

Cost Proposal/Budget Narrative

In Bid Table BT-56BV, please submit pricing for the services requested in this RFP. Cost Proposals will be disclosed to the evaluators after the evaluation of the technical proposals has been completed. IEHP reserves the right to negotiate final fees with the selected Bidder(s). Proposals must fully describe all costs of charges to IEHP as part of this service/project. As stated in the Cost Proposal, Bidders must provide fully inclusive blended rates, which are all-encompassing of the Bidder’s project-related or supported expenses, including travel expenses. Bidders may also include any other documents as information to further explain the proposed costs. Any special government rates or considerations should be included in Bidder’s quotation.

Cost proposal must be all-inclusive and include, but not be limited to, administration, travel, training and related costs.

Cost Proposal Table-Line item services table (B T-56BV)

Item

IEHP Document Type/Description

Size Bleed Ink Stock Description Volume Cost Printing

Cost Fulfillment

Cost Postage

1 9.5w x 6 "Important Plan Envelope" (Window)

9.5"w x 6"h, with 4.5"w x 1.25"h window

Yes 4/0, CMYK 24# White Wove

Print, trim, Convert, Carton Pack

20,000 NA

2 Standard #10, "Important Plan Envelope" (No Window)

Standar d #10 (9.5 x 4.125)

Yes 4/0, CMYK 24# White Wove

Print, trim, Convert, Carton Pack

20,000 NA

3 Standard #10, "Finance Envelope" (Window)

9.5"w x 4.125"h with window

Yes 4/0, CMYK 24# White Wove

Print, trim, Convert, Carton Pack

5,000 NA

4 IEHP Mission Conference Invitation

Flat:

10.6"w x 10.6"h, Folds to:

5"w x 5"h

Yes 4/4, CMYK 80# Satin Cover

Trim, score, fold, fit band, insert

100 NA

5 9x6 Pulse Postcard

9" w x 5.75"h

Yes 5/5, CMYK + Gloss AQ

100# Gloss Book

Print, trim, insert into envelope

500,000

6 Medi-Cal Non- Discrimination Taglines

8.5"w x 11"h (3-pages)

No 1/1 Black 50#-60# Opaque Offset

Print, trim, fold to 8.5x5.5

500,000 NA

7 2026 Annual Quality Report

11" w x 8.5" h, 80 pages

Yes Cover: 5/5 + Satin, Inside: 5/5

Cover:

130# Silk, Inside:

100# Silk

Print, Trim, Die Score, Fulfill

3,700 NA

8 Medi-Cal for Kids Brochures - EN

14" x 8.5"

Yes 4/4 80# Gloss Book

Trim, Score, Tri-Fold

100 NA

9 Medi-Cal EOC -

EN

17"w x 11"h (140 pages)

Yes Cover

Cover: 4/0, Guts: 1/1

Cover: 80# Gloss, Guts: 60# Offset

Trim, Score, Fold, Saddlestitch

350 NA

New Member Kit (For pricing purposes, please note that the items listed below are bundled together as one kit).

10 2026 Medi-Cal

Annual Mailer 8" x 10" (12 pages)

Yes 4/4 80# Gloss Text

Print, Saddlestitch, fold, Inkjet

660,000 Total for kit 11 Medi-Cal Non-

Discrimination Taglines

8.5"w x 11"h (3-pages)

No 1/1 Black 50#-60# Opaque Offset

Print, trim, fold to 8.5x5.5

660,000

PRICING NARRATIVE (Upload EACH to its corresponding document slot)

1. Pricing Narrative (WITH PRICING):

In a separate document, provide a timeline with major milestones up to implementation. Define your proposed method of reimbursement for services at each stage of this project provided through your company and elaborate on the costs provided within the Bid Table submission.