Bid 3391 - Vendor Folder Inserter Questionaire.xlsx
XLSX spreadsheet 38 KB Posted
- Attached to
- Request for Bid for Folder/Inserter
- Solicitation number
- 3391
- Issued by
- Wisconsin
About this file
This is a vendor questionnaire for Request for Bid 3391 submitted to the Madison Metropolitan School District in Wisconsin for a folder/inserter with optical mark recognition (OMR) reading hardware for the Printing Services department. The district's mailing operations process between 25 and 10,000 pieces daily, consisting primarily of letters on 8.5 x 11-inch, 20-pound bond paper printed single-sided and/or double-sided to preprinted letterhead. Current document preparation utilizes an aged four-station folder/inserter supplemented by manual processing. The district uses #10 window envelopes (single window), with addresses positioned in standard locations. Documents typically contain two to three pages per envelope, with consideration for expanding to four to six pages, and can vary in page count by recipient. The district employs OMR barcodes generated through their current software to automate the folding and insertion of variable page counts.
The district does not currently process international mail, include business reply envelopes, or utilize heavier paper stock, glossy documents, or non-standard materials, though expressed interest in exploring these options. Documents are created using Microsoft Word with PDF output capability. All mailing preparation occurs in-house with no third-party outsourcing. The district has not experienced misdirected mail but emphasizes that such errors could result in loss of confidentiality and customer dissatisfaction. This questionnaire was completed in 2015/2016 by J. Wegeleben and serves as the operational baseline for evaluating folder/inserter equipment bids.
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| File | Type | Posted |
|---|---|---|
| Bid 3391 - Folder-Inserter.docx | DOCX document |
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Vendor Folder / Inserter Questionaire
| What is the volume of mail prepared on a daily basis? | This varies greatly from perhaps 25 to as many as 10,000 (on some days, none). |
| Do you process international letter mail? If yes, how many per day or month? | No. |
| What is the current process for preparing your larger mailings, from the time you print the document? | We have an aged 4 station folder/inserter and at times it is prepared by hand. |
| What do your bulk mailings consist of: invoices, statements, checks, marketing, letters, other? | Typically, letters. |
| Where is the address located on each document? | In the location required. |
| What size envelope do you use? (#10, 6x9 1/2 and/, 10x12 (Flat) or other sizes) | Currently, only #10 mailing envelopes. |
| Do you use a window envelope? IF YES: Is it a single window or double window envelope? | If used, single. |
| Are you documents printed single sides or printed on both sides? | Single and/or both. |
| Do you print to any pre-printed letter head, forms or documents? Explain: | Letter head is typically printed at the time the letter is printed. |
| What is the paper size used for your documents? (8 1/2 x 11, 8 1/2 x 14, etc.) | Typically, 8 1/2 x 11 (could be 8 1/2 x 14 if possible). |
| What is the weight of the paper used for your documents? (20lb bond, 24 lb. bond, etc.) | Typically, 20lb. |
| Do you ever include heavier paper stock, glossy documents or non-standard documents? Explain | No, but this might be something we could use. |
| Do you insert a Business Reply Envelope or other pre-folded document into the envelope? | No, but we are interested in the possibility. |
| IF YES: How many inserts do you include with each mail run? | |
| When preparing your mailings does every envelope receive the same number of pages or can the number of pages vary by envelope? | They can vary. |
| If variable: What is the average number of pages inserted? | Two (possibliy three). |
| If Variable: What is the maximum number of pages you need to insert into a single envelope? | We are considering 4 to 6 pages. |
| If variable: Are you including a barcode on your documents to automate folding/inserting variable page counts? | Yes |
| If yes: What type of barcode are you currently using and what software is creating the barcode? | OMR |
| Have you ever had an issue with the wrong document going to the wrong recipient? | Not that we are aware. |
| What was, or would be, the impact if this happened? (fines, penalties, very upset customers) | We would be very disappointed and it could cause a loss of confidentiatlity. |
| Do you have any mailings that are being prepared at another office or 3rd party outsource vendor? | Not that we are aware. |
| What is the name of the host software application that creates your documents? | Microsoft Word |
| Does your software have the ability to create a PDF output of your? | We have that capability. |
2015/2016 - J Wegeleben
File details come from the government source that posted it. Updated .