2021-22_Washington_County_Tax_Statement_Envelopes_(Addendum_#1_Revision).pdf

GENERAL SERVICES BID

2021-22 WASHINGTON COUNTY TAX STATEMENT ENVELOPES

(NO. 2021.080-REQ)

FOR

Washington County, Oregon

RELEASE DATE: July 16, 2021 DEADLINE FOR QUESTIONS: July 26, 2021

RESPONSE DEADLINE: July 30, 2021, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/washington-county-or

2021-22 Washington County Tax Statement Envelopes

I. Introduction II. Legal Advertisement

III. Instructions to Bidders IV. Project Details V. Pricing Table

VI. Vendor Submissions

Attachments:

B - SAMPLE GOODS REQUIREMENTS CONTRACT

D - Attachment C - INSURANCE REQUIREMENTS SUMMARY FORM E - #9 Blue return envelope F - #10 Regular statement envelope G - PP Envelope H - Sample PP return I - Sample tax statement (for A-2 #10 regular)

2021-22 Washington County Tax Statement Envelopes

I. INTRODUCTION

I.A Summary

Washington County is seeking quotes for property tax envelopes for the Department of Assessment and Taxation.

All work must be performed per ORS 282.210 PUBLIC PRINTING. ORS 282.210 states, in part, that unless otherwise exempted, all public printing, binding, and stationery work shall be performed within the state of Oregon. Bidders will submit an affidavit declaring that all public printing, binding, and stationery work shall be performed within the state of Oregon.

I.B Contact Information

Kiersten Angulo Senior Buyer 155 North First Ave, Ste 270, MS 28 Hillsboro, OR 97124 Email: kiersten_angulo@co.washington.or.us Phone: (503) 846-3585 Department:

Assessment and Taxation

I.C Timeline

Washington County reserves the right to modify this timeline at the County’s discretion without notice.

Release Project Date July 16, 2021

Question Submission Deadline July 26, 2021, 5:00pm

Proposal Submission Deadline July 30, 2021, 2:00pm

Contractor Selection Date August 13, 2021 mailto:kiersten_angulo@co.washington.or.us tel:(503)846-3585

2021-22 Washington County Tax Statement Envelopes

II. LEGAL ADVERTISEMENT

WASHINGTON COUNTY, OREGON INVITATION TO BID

No. 2021.080-REQ 2021-22 Washington County Tax Statement Envelopes

The Quote documents will be available at www.WashCoPurch.com/biz

Respondents are responsible for checking the site for any addenda to the quote documents before submitting their quotes to the site.

Quotes are due no later than 2:00 pm on Friday, July 30, 2021; the system does not allow for late submissions.

All work must be performed per ORS 282.210 PUBLIC PRINTING. ORS 282.210 states, in part, that unless otherwise exempted, all public printing, binding, and stationery work shall be performed within the state of Oregon. Bidders will submit an affidavit declaring that all public printing, binding, and stationery work shall be performed within the state of Oregon.

Quotes must contain a statement as to whether the bidder is a resident bidder, as defined in ORS 279A.120(1)(b).

The County may reject any quote not in compliance with all prescribed public bidding procedures and requirements, and may reject for good cause any or all quotes upon a finding of the County it is in the public interest to do so.

Washington County reserves the right to reject any and all bids and to waive any and all informalities in the best interest of the County.

Respondents are solely responsible for ensuring receipt of their quote by the Purchasing Division.

Respondents must conform to the requirements of these quote documents and all related, applicable laws.

The County does not intend to pre-qualify any respondents for this project. All quotes submitted for this project will be considered provided that they meet the criteria set forth in the quote documents with respect to submission in a timely manner, bonding, and all other applicable requirements.

Dated this Friday, July 16, 2021

Kiersten Angulo

Senior Buyer

(503) 846-3585

Published: Friday, July 16, 2021 Project Release Date Oregon Buys

2021-22 Washington County Tax Statement Envelopes

III. INSTRUCTIONS TO BIDDERS

III.A DEADLINE DISCLAIMER

It is the responsibility of the bidder to upload and submit electronic bids before the deadline date and time approaches as posted on ProcureNow. Allow for a sufficient amount of time for the bid entry/document upload process in order to ensure timely submission.

Some people are experiencing problems with the Internet, so make sure that all documents are uploaded as soon as possible well in advance of the deadline. The County's ProcureNow system will close promptly at the deadline date and time…no exceptions are allowed.

III.B PUBLIC BID OPENING

A Public Bid Opening is not required for purchases under $150,000.

III.C RIGHTS OF THE COUNTY

1 To waive any irregularities in the quotes submitted.

2 To base awards with due regard to price, delivery, compliance with specifications, and other such factors as may be necessary in the circumstances.

3 To make awards to any responder whose quote, in the opinion of management is the lowest responsible quote.

4 To cancel the procurement and/or reject any quote or portions thereof in accordance with ORS 279B.100.

III.D EXPECTATIONS OF RESPONDER

1 If this solicitation requires response on all items, failure to do so will disqualify the quote. If quoting on all items is not required, responders should insert the words “No Quote” in the space provided for any item on which no price is submitted.

2 To examine all specifications, instructions, terms and conditions thoroughly.

3 To provide for appropriate insurance as required.

4 To comply with all Federal, State and County laws, ordinances, and rules.

5 Responder will comply fully with specifications as attached for the agreed quote and/or resulting contract, especially where materials and work are involved.

6 To clean up all debris and remove from the site as specified.

7 All equipment replaced or removed by the responder shall remain the property of the County unless noted otherwise in the specifications or special instructions.

2021-22 Washington County Tax Statement Envelopes

8 Upon completion of the resulting contract and/or delivery and installation, to pass a good, free and clear title for goods and services rendered to the County. Such goods and services shall be free of all claims, mechanic’s liens, subcontractor judgments and other encumbrances which might cloud the County’s title to said goods and services.

9 That they have met any and all registration requirements where required for contractors as set forth in the Oregon Revised Statutes.

10 To accept any claims, liens and demands to indemnify the County and preserve harmless the County or the property the entire time of equipment installation and/or resulting contract duration.

11 To meet the highest standards prevalent in the industry or business most closely related to the goods or services of this bid.

III.E CHANGES

The County, by written order, may make changes in the following areas:

1 Drawings, design, and/or specifications where the product or service is a special order or separate project for the County.

2 The method of shipment or packaging.

3 The place of delivery and installation (if required).

4 If said change(s) increases or decreases the net cost of the product/service, the County and the responder agree to negotiate an equitable adjustment.

5 The contractor shall not make any changes in the specifications or other requirements without the express prior written consent of the County. Any proposed changes shall be presented in writing to County management not less than fourteen (14) calendar days prior to the proposed effective date of said change.

6 Any claims made for adjustment hereunder shall be served within thirty (30) calendar days of completion of delivery or service.

7 Nothing in this clause shall excuse the contractor from proceeding with the resulting contract as changed.

8 The additions of similar or related work or materials or unidentified needs.

III.F QUALIFICATIONS OF RESPONDERS

Qualifications may be evaluated when determining award. Responders may be required to produce acceptable personal, business, and credit references and completed examples of previous work of a similar nature. The County reserves the right to investigate references and to consider the past performance of any responder with respect to its successful performance of similar projects, compliance with specifications and contractual obligations, its completion or delivery of services on schedule, and its lawful payment of employees and workers whether or not specifically listed by the responder.

2021-22 Washington County Tax Statement Envelopes

III.G LOW TIE QUOTES

1 Low tie quotes are subject to the Oregon preference contained in ORS 279A.120:

“For purposes of awarding a public contract, a contracting agency shall give preference to goods or services that have been manufactured or produced in this state if price, fitness, availability and quality are otherwise equal.”

2 Low tie quotes that remain after application of the statutory Oregon preference shall be awarded according to the following sequence:

A Preference shall be given to the responder whose principal offices or headquarters are located in Oregon.

B. If a tie still remains after applying (A) above, award shall be made by drawing lots among any tied Oregon responders. Such responders shall be given notice and an opportunity to be present when lots are drawn.

C. If none of the tied responders is located in Oregon, award of the contract shall be made by drawing lots among the tied responders.

III.H CONTRACTOR'S RESPONSIBILITY

It is understood that the specifications and other contract documents do not purport to control the method of performing the work, but only the requirements as to the nature of the completed work. The contractor assumes the entire responsibility for the method of performing the work. Suggestions as to the method included in the contract documents shall be deemed advisory only and the feasibility of such methods or the lack thereof, shall not affect the contractor's liability, or status as an independent contractor under the resulting contract.

III.I PERFORMANCE

1 Contractor shall perform all services required by the resulting contract within the time specified. All services shall be performed in the most highly professional manner, and in accordance with the highest industry standards. Unless the means or methods of performing a task are specified elsewhere in the contract, contractor shall employ methods that are generally accepted and used by the industry. Any performance that is found unacceptable will be documented and the contractor will be given written notice to correct the problem within a specified period. If the problem continues beyond the specified period the contractor may be found in breach of this contract, and the contract may be terminated.

2. In the event of nonperformance under the resulting contract the County will have the right to obtain from other sources such services as may be required to fulfill the contract. It is agreed that the difference in cost, if any, for said services shall be borne by the contractor.

2021-22 Washington County Tax Statement Envelopes

III.J GUARANTEE and DAMAGE CLAUSE

1 Contractor agrees to repair any failures due to inferior workmanship and/or materials without additional expense to the County.

2 Contractor shall be responsible for redecorating, restoring, or otherwise repairing any portion of the County's premises, facilities, or any County owned properties or right-of-ways which are damaged by the contractor and its agents in the case of any work related to its obligation under this contract.

3 Contractor agrees to repair any avoidable damage to existing materials, surfaces and equipment caused during the execution of the work, without additional expense to the County.

III.K UNDERWRITERS LABORATORY

All items offered of an electrical nature shall indicate the current UL listing, if applicable. In addition, any goods such as fire protection equipment, etc., for which there is a UL testing procedure shall also include the UL listing, if applicable. Any other certification such as Factory Mutual, etc., shall be noted in the offer.

III.L PUBLIC CONTRACTING STATUTES

1 This solicitation and the resulting contract are governed by Oregon Law and Washington County Procurement Rules. The provisions of Oregon Revised Statutes 279B.220 through 279B.235, Public Contracts, as applicable are incorporated herein by reference. Any Contractor accepting a purchase order from the County and/or executing a contract with the County for the delivery of materials and/or services agrees to comply with said provisions.

2 Oregon Revised Statutes can be obtained from: Legislative Counsel Committee, S101 State Capitol, Salem, OR 97310-0630. Phone (503) 378-8146 or on line at:

http://www.leg.state.or.us/ors/home.html

3 Washington County Procurement Rules can be obtained from: Washington County Purchasing Division, 180 East Main St., Ste 226, Hillsboro, OR 97123, phone (503) 846-8737 or email wcpurchasing@co.washington.or.us.

III.M QUESTIONS, INTERPRETATIONS, and ADDENDA

1. If necessary, interpretations or clarifications in response to questions will be issued by addenda. Questions received after the deadline to submit questions may not be answered unless the County determines, in its sole discretion that it is in its best interests to do so. Oral and other interpretations or clarifications will be without legal effect.

2. Any amendment(s) to or error(s) in the document called to the attention of the County will be added to or corrected by written addendum and posted to ProcureNow. The County may also issue addenda to modify the proposal documents, as it deems advisable.

3. Receipt of addenda must be acknowledged.

2021-22 Washington County Tax Statement Envelopes

4. Proposers shall be solely responsible to check for and download all addenda, if any, from the ProcureNow prior to submitting their proposals.

III.N CONTRACT

The term of the contract resulting from this quote shall not exceed five years.

The contract that will be executed for this solicitation will be a standard Washington County Contract, which may incorporate terms and conditions from this solicitation document, as well as from the responder’s response. A sample contract is attached. Potential responders should review this contract to ensure they can meet the terms and conditions of this contract prior to submitting a quote.

III.O INSURANCE REQUIREMENTS

The insurance requirements for this contract are outlined in the attached Insurance Requirements Summary Form.

III.P INTERGOVERNMENTAL COOPERATIVE PURCHASING

1 Pursuant to ORS 279A and Washington County Procurement Rules, other public agencies shall have the ability to establish contracts or price agreements under the terms, conditions and prices of the contract established from this solicitation.

2 Any bidder, by written notification included with their solicitation response, may decline to extend the prices and terms of this solicitation to other public agencies.

3 Any such purchases shall be between the Contractor and the participating public agency and shall not impact the Contractor’s obligation to Washington County. Any estimated purchase volumes listed herein do not include other public agencies and Washington County makes no guarantee as to their participation.

4 Each contracting agency will execute a separate contract with the Contractor for its requirements.

5 Contractor shall provide information regarding total usage of contract upon the request of Washington County.

2021-22 Washington County Tax Statement Envelopes

IV. PROJECT DETAILS

IV.A Special Instructions

Award will be based on price, delivery, and compliance with specifications. The County intends to award the bid to the lowest responsible bidder(s) who has met all the requirements of the specifications.

The County has the right to award purchase orders to multiple bidders if that best suits the County's needs.

All work must be performed per ORS 282.210 PUBLIC PRINTING. ORS 282.210 states, in part, that unless otherwise exempted, all public printing, binding, and stationery work shall be performed within the state of Oregon. Bidders will submit an affidavit declaring that all public printing, binding, and stationery work shall be performed within the state of Oregon.

The provisions of Oregon Revised Statutes 279C.500 through 279C.870, as applicable, are incorporated herein by reference. Any bidder accepting a purchase order from the County to deliver goods agrees to comply with said provisions.

Washington County reserves the right to cancel any unshipped or uncompleted portion of this order. Time of delivery is part of the essence of the contract, and the order is subject to cancellation for failure to deliver or perform on time.

Washington County is exempt from Federal Excise Taxes. An exception certificate will be furnished upon request.

Payment will be made upon submitting invoices for all items delivered; the County will not pre-pay for any items.

Quote pricing shall include any special handling charges. Prices bid shall be FOB destination and delivered as required and outlined below.

The delivery deadline is no later than September 15, 2021

IV.B Specifications

Three (3) envelopes need to be delivered by September 15, 2021, in the quantities and locations outlined below. Please furnish a separate quote for each envelope. Before printing, the County will be provided proof for approval.

1. Envelope Type: A-1 #10 Regular mailing envelopes, special left-hand, windowed envelopes (white paper stock)

• Constructed with; round flap, open side, diagonal seams one ¾" seal flag length, ½" wide seal gum

• The window must be constructed to hold machine insertion

• Envelope must fit sample statement (see sample statement)

2021-22 Washington County Tax Statement Envelopes

• Reverse must be printed on the outside flap as in sample (see sample)

• Envelope-to have County's return address (see example)

• Specifications for window:

• One ¼" H x 3 3/8" W

• 5/8" from the left end; 3/4" from bottom A-1 #10 Order Quantity: 200,000

2. Envelope Type: #10 Envelope (See specs below for details)

• Constructed with; round flap, open side, diagonal seams 1 3/4" seal flag length, 7/16" wide seal gum

• Envelope size 4 1/8" x 9 7/16"

• Specification for window:

• One ¼" H x 3 3/8" W

• 7/8" from the left end; 1/2" from bottom #10 Confidential Order Quantity: 15,000

3. Envelope Type: #9 Return payment envelopes, non-pop-open, no window envelopes (blue paper stock)

• Envelope must fit sample payment stub (see sample statement)

• The envelope must have the County's address in the "addressee" portion of the envelope (see sample)

• The envelope must have the following return address format (see example)

• Envelope much include the following on the backside of the envelope, below the flap (see example) C-10 #9 Order Quantity: 150,000

The price must include all costs, including shipping, delivery, and any special handling charges.

County will not pay any expenses outside of those contained in the successful quote on this order.

Request for Quote on Washington County’s Tax Statement Envelopes

Shipping Requirements:

1. A-1 #10 Regular mailing envelopes (white paper stock)

2. C-10 #9 Return payment envelopes (blue paper stock)

Deliver to: Publishing & Distribution Attn: Duane Schmidt 550 Airport Rd., SE Suite A Salem, OR 97301

3. #10 Envelope with confidential (white paper stock) Deliver to: Washington County Attn: Mark Brewer 155 N First Ave., Suite 200 Hillsboro, OR 97124

2021-22 Washington County Tax Statement Envelopes

V. PRICING TABLE

Type in your TOTAL BID Amount from Page 4 of the Bid Book Response

Line Item Description Quantity Unit of Measure

Unit Cost Total

1 #10 Regular mailing envelopes, special left-hand, windowed envelopes (white paper stock)

250,000 Each

2 A-1 Special sized windowed envelope (white paper stock)

14,000 Each

3 #9 Return payment envelopes, non-pop-open, no window envelopes (blue paper stock)

150,000 Each

4 #9 Return payment envelopes, non-pop-open, no window envelopes (white paper stock)

6,000 Each

TOTAL

2021-22 Washington County Tax Statement Envelopes

VI. VENDOR SUBMISSIONS

VI.A Electronic Submittal**

By electronically submitting this response the Supplier attests and certifies that:

1. Person completing this response represents that I am either authorized to bind the Supplier, or that I am submitting the Response on behalf of and at the direction of the Supplier's representative authorized to contractually bind the Supplier.

2. I represent that the Supplier or its applicable representative(s) has reviewed the information contained in this Solicitation Package and that the information submitted is accurate.

3. Respondent agrees that the action of electronically submitting its response constitutes:

a. an electronic signature on the responses, generally,

b. an agreement to conduct business electronically,

c. an electronic signature on any form or section specifically calling for a signature, and

d. an affirmative agreement to any statement contained in the solicitation that requires a definite confirmation or acknowledgement.

☐ Yes

☐ No *Response required

VI.B Solicitation Requirements*

Did you read through and confirm that you met all of the Solicitation requirements?

☐ Yes

☐ No *Response required

VI.C OFFER*

By submission of a response does the bidder attest that they have carefully examined the Special Instructions, Project/Specification Information, General Instructions and all other related material and information, and agrees to comply with the terms set forth in those documents and to furnish the services described at the rates bid?

Does the bidder further agrees that this offer will remain in effect at the rates bid for a period of not less than 180 calendar days from the date that bids are due and that this offer may not be withdrawn or modified during that time?

2021-22 Washington County Tax Statement Envelopes

☐ Yes

☐ No *Response required

VI.D Collusion and Discrimination*

The bidder hereby certifies that this bid is genuine and that it has not entered into collusion with any other vendor(s) or any other person(s).

The bidder hereby certifies that it has not discriminated and will not discriminate against any minority, women or emerging small business enterprise or against a business enterprise that is owned or controlled by or that employs a disabled veteran as defined in ORS 408.225 in obtaining any required subcontract per ORS 279A.110.

☐ Please confirm *Response required

VI.E Tax*

The bidder hereby certifies that they have complied with the tax laws of Oregon and all political subdivision of the State of Oregon, including ORS 305.620 and ORS chapters 316, 317 and 318.

Washington County may terminate the contract if contractor fails to comply with any tax laws during the term of the contract.

☐ Please confirm *Response required

VI.F Resident Vendor*

The bidder is a resident as defined in ORS 279A.120*?

*ORS 279A.120(1)(b) – Resident bidder means a vendor 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 vendor is a resident vendor . Nonresident vendor shall comply with the provisions of ORS 279A.120(3).

☐ Yes

☐ No *Response required

VI.G Cooperative Purchasing*

Will the proposer extend pricing and terms to other public agencies?(there is no penalty for not agreeing to extend pricing)

☐ Yes

☐ No *Response required

2021-22 Washington County Tax Statement Envelopes

VI.H Business Registry*

Please enter your number without spaces or dashes

*Response required