Addendum #002 - Printing Forms & Publications.pdf

Responses to Written Questions

FDC ITB-24-051

Printing Forms and Publications

ADDENDUM #002

Solicitation Number: FDC ITB-24-051

Solicitation Title: Printing Forms and Publications

Bids due by: January 24, 2025, at 2:00 p.m., Eastern Time

Addendum Number: 002

Addendum Date: January 6, 2025

Failure to file a protest within the time prescribed in Section 120.57(3), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for filing a bond, shall constitute a waiver of proceedings under Chapter 120, Florida Statutes. A notice of protest must be filed with the Agency Clerk, Office of General Counsel, 501 South Calhoun Street, Tallahassee, Florida 32399; or by Fax: (850) 922-4355; or by Email: CO-GCAgencyClerk@fdc.myflorida.com.

Please be advised that the information contained in this Addendum is applicable to the original specifications of the above-referenced solicitation.

This Addendum includes the Department’s written answers to the written questions received.

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Responses to Written Questions

FDC ITB-24-051

Printing Forms and Publications

Addendum #002 2 FDC ITB-24-051

Question Number Question Answer

1 Will the finalized print-ready files be provided to the awardee?

Yes.

Can you clarify the quantities being requested? For example, Recycling Materials Transfer Receipt, 5 and Meals Daily Sales Report, 6. Is this a total estimated quantity for each?

Yes, the Estimated Annual Quantities provided are an approximation of the Department’s needs. The Department may purchase more or less. Please see Section 4.1.1., Estimated Quantities.

In Group B, will these documents be printed only since it does not state it is to be padded? Will the awardee be provided the details on which color form the document should be printed on for this section?

Group B instructions state, “Fan-apart padded.” Group B paper type states: 3 part Carbonless(White, Canary, Pink).

Will the exact printed materials and quantities to be shipped to each location be provided to the awardee?

Can the printed items be delivered to local facilities and shipped to the other locations?

Yes.

No. Please see Section 4.1.3., Delivery.

5 Is it permissible for the printing materials to be delivered via USPS?

Yes. Please see Section 4.1.3., Delivery.

Are there any differences in the delivery procedures for the major institutions versus the rest of the locations?

Anything particular that would stand out in preparing the order for those major institutions?

No. Please see Section 4.1.3., Delivery and Attachment V, Service/Delivery Locations.

When would be the official start date after the agency makes their decision?

The Department anticipates the contract resulting from this solicitation will begin June 1, 2025.

In your price sheet, you have a column called "EAQ”.

Each form has a bundle size listed for shrink wrap. Is the “EAQ” the number of bundles you need?

Yes. For example, the Estimated Annual Quantity (EAQ) for Group A, Item No.1, is 95 shrink-wrapped packages, each containing 250 forms. Please see Section 4.1.1., Estimated Quantities.

Addendum #002 3 FDC ITB-24-051

9 Who is the current contract holder?

The current Contractor for ATC-18-029 Printing Forms/ Publications is PRIDE Enterprises.

10 What is the current pricing for each item?

The link below contains information regarding the current Contract:

https://facts.fldfs.com/Search/ContractDetail.aspx?AgencyId=700000 &ContractId=18029&Tab=4

What was the total spend under this contract from 1-1- 2024 through 10-31-2024?

The total expenditure under ATC-18-029 from January 1, 2024, to October 31, 2024, was $12,826.82.

What is the total spend by item from 1-1-2024 through 10-31-2024?

This information is unavailable.

Under section 11, Group A) States Shrink-wrapped in a package of 100 – does this mean each book is individually wrapped?

Can you please send photos of the Form under section III, Group A?

No. Inmate Passbooks must be shrink-wrapped in packages of 100.

This information is unavailable.

Section III Group B: should each line be considered a separate form, or are they all combined into one package and collated so that each package is one form of page one, one form of page 2 …, and one form of page 7?

The Miami-Dade County supervision order is 7 pages long, and the Broward County supervision order is 8 pages (i.e., 1 of 7, 2 of 7, 3 of 7, etc.…).

Will orders be placed by each location be for all Estimated Annual Quantity (EAQ) shown for all locations?

Estimated Annual Quantities are provided for the entire State. Please see the Department’s Answer to Question Number 4.

Will orders placed by each location be for package quantities lower than the Estimated Annual Quantity (EAQ) shown?

Please see the Department’s Answer to Question Number 15.

https://facts.fldfs.com/Search/ContractDetail.aspx?AgencyId=700000&ContractId=18029&Tab=4 https://facts.fldfs.com/Search/ContractDetail.aspx?AgencyId=700000&ContractId=18029&Tab=4

Addendum #002 4 FDC ITB-24-051

Is the expectation that locations can order a mix of package counts for each group?

i.e. Group A: >2 packs item 1 >5 packages of item 2

Please see the Department’s Answer to Question Numbers 2, 4, 15, and 16.

Will orders be place for the entire quantities shown at one time or for various items throughout the length of the contract on an as needed basis by location?

Please see the Department’s Answer to Question Number 17.

19 Is there a minimum order by each location per order?

Please see Section 4.1.2., Minimum Order.

20 Will these purchases be subject to MyFlordia Marketplace QSR reporting?

Yes. Purchases under the resulting Contract will be reported under MyFlorida Marketplace Quarterly Sales Reports.

21 What are the current volumes per year for each form?

Do you have this information by location?

Please see the Department’s Answer to Question Numbers 10 and 11.

FDC lists an Estimated Annual Quantity (EAQ) and has a column with numbers. For example on page 26, Item No 1 – it states EAQ is 95. On the instructions it states shrink wrap in packages of 250 forms. Does this mean the EAQ is 95 orders of 250 packages?

Yes. Please see the Department’s Answer to Question Number 8.

We currently hold a fully executed agreement with Florida Department of Corrections. If awarded this opportunity, is it your intent to amend the existing agreement?

No. The Department intends to enter into a new contract.

Addendum #002 5 FDC ITB-24-051

The Vendor shall ship items to the Department as Free on Board Destination and ensure items arrive within 30 Days of PO issuance unless a different time is agreed to by the Department as documented on a PO - Due to the paper market can we agree that once the initial request is made a new supplier would have more time for the first shipment? Normal initial delivery would be around 60 days. Thereafter, would be scheduled with agreed-upon dates between both parties?

The Department will not provide a standard delivery time frame for initial orders as a term of the resulting contract. However, the Department reserves the discretion to provide a longer delivery time frame on individual Purchase Orders.

Please see the Department’s Answer to Question Number 4 and Section 4.3., Performance Measures, and Section 4.1.3., Delivery.

What does Free on Board Destination mean? Do you mean Freight on Board? Meaning, Freight in price?

A free on board destination(FOB) indicates that the seller retains liability for loss or damage until the goods are delivered to the buyer.

The buyer usually pays for the FOB shipping point, while the seller usually pays for the FOB destination.

Who is the incumbent and what is their pricing submitted on the previous RFP response?

Please see the Department’s Answer to Question Numbers 9 and 10.

The quantities provided in this ITB are given as an estimate for Vendors to prepare their Bids and the Department to make an award. Quantities should not be construed as representing the actual quantities to be purchased by the Department. The Department may purchase more or fewer items than indicated in this ITB. - Does the STATE produce the large qty on the pricing spreadsheet and store in our warehouse for release as needed or is the STATE asking that a vendor produce any qty requested. The later is highly expensive and pricing should be by carton vs listed total qty's. Recommendation would be to produce the entire qty, ship and store.

The vendor will produce the quantity of forms ordered by the Service Locations on an as-needed basis.

Addendum #002 6 FDC ITB-24-051

Will orders be placed by each location be for all Estimated Annual Quantity (EAQ) shown for all locations?

No. Please see the Department’s Answer to Questions Number 15, 27, 19.

Will orders placed by each location be for package quantities lower than the Estimated Annual Quantity (EAQ) shown?

Yes. Please see the Department’s Answer to Question Number 16.

Is the expectation that locations can order a mix of package counts for each group?

i.e. Group A: >2 packs item 1 >5 packages of item 2

Please see the Department’s Answer to Question Number 17.

Will orders be place for the entire quantities shown at one time or for various items throughout the length of the contract on an as needed basis by location?

Please see the Department’s Answer to Question Numbers 16 and 27.

32 Is there a minimum order by each location per order?

Please see the Department’s Answer to Question Number 19.

Will these purchase be subject to MyFlordia Marketplace QSR reporting?

Please see the Department’s Answer to Question Number 20.