DAS004_OT903719_REVISED_Contract.pdf

Index No.: DAS004 Eff. Date: 02/01/25 Page No.: 1

STATE OF OHIO

DEPARTMENT OF ADMINISTRATIVE SERVICES

GENERAL SERVICES DIVISION

OFFICE OF PROCUREMENT SERVICES

4200 SURFACE ROAD, COLUMBUS, OH 43228-1395

MANDATORY USE CONTRACT FOR: STATE PRINTING AND MAIL SERVICES DISASTER RECOVERY

CONTRACT No.: OT903719 EFFECTIVE DATES: 01/01/19 to 12/31/21

* Renewal through 01/31/26

The Department of Administrative Services has accepted bids submitted in response to Invitation to Bid No. OT903719 that opened on 11/16/18. The evaluation of the bid response(s) has been completed. The bidder(s) listed herein have been determined to be the lowest responsive and responsible bidder(s) and have been awarded a contract for the items(s) listed.

The respective bid response, including the Instructions to Bidders and Standard Terms and Conditions, special contract terms & conditions, any bid addenda, specifications, pricing schedules and any attachments incorporated by reference and accepted by DAS become a part of this Requirements Contract.

This Requirements Contract is effective beginning and ending on the dates noted above unless, prior to the expiration date, the Contract is renewed, terminated or cancelled in accordance with the Contract Terms and Conditions.

CONTRACT RENEWAL. This Contract may be renewed after the ending date of the Contract solely at the discretion of the Contracting Agency for a period of one month. Any further renewals will be by mutual agreement between the Contractor and the Contracting Agency for any number of times and for any period of time. The cumulative time of all mutual renewals may not exceed 36 months unless the Contracting Agency determines that additional renewal is necessary.

This Requirements Contract is available to Department of Administrative Services, State Printing and Mail Services, as applicable.

Agencies are eligible to make purchases of the listed supplies and/or services in any amount and at any time as determined by the agency. The State makes no representation or guarantee that agencies will purchase the volume of supplies and/or services as advertised in the Invitation to Bid.

This Requirements Contract and any Amendments thereto are available from the DAS Web site at the following address:

http://www.ohio.gov/procure

Signed: __________________________________________________________ Kathleen C. Madden, Director Date

* Indicates contract renewal per amendment, effective 02/01/25.

https://procure.ohio.gov/pdf/Instructions_010118.pdf https://procure.ohio.gov/pdf/StandardT_Crev010118.pdf

Eff. Date: 01/01/22

TABLE OF CONTENTS

CLAUSES PAGE NO.

Amendments to Contract Terms and Conditions 3 Delivery and Acceptance 3 Contract Award 3 Evaluation 3 Fixed-Price with Economic Adjustment 3 Usage Reports 3 Bid Automobile Liability Checklist 3 Disclosure of Subcontractors/Joint Ventures 4 Disclosure of Service Providers 5 Specifications 6-10 Price Schedule 11 Contractor Index 12

* Summary of Amendments 13

* Indicates an addition to the Table of Contents per amendment 1, effective 01/01/22.

Index No. DAS004 Eff. Date: 01/01/19

SPECIAL TERMS AND CONDITONS

AMENDMENTS TO CONTRACT TERMS AND CONDITIONS: The following Amendments to the Contract Terms and Conditions do hereby become a part hereof. In the event that an amendment conflicts with the Contract Terms and Conditions, the Amendment will prevail.

DELIVERY AND ACCEPTANCE: Supplies will be delivered to the agency’s requesting facility within thirty (30) days after receipt of order. The delivery location will be noted on the purchase order issued by the participating agency. Acceptance (transfer of title) will occur upon the inspection and written confirmation by the ordering agency that the supplies delivered conform to the requirements set forth in the Contract. Unless otherwise provided in the Contract, acceptance shall be conclusive except as regards to latent defects, fraud, or such gross mistakes as amount to fraud.

CONTRACT AWARD: The contract will be awarded to the lowest responsive and responsible bidder by low lot total. Low lot total will be determined by multiplying the unit cost by the estimated usage listed in the bid and then adding each of the totals together to arrive at a total for all items. Failure to bid all items may result in the bidder being deemed not responsive.

EVALUATION: Bids will be evaluated in accordance with Article I-17 of the “Instructions to Bidders”. In addition, the state will:

multiply the unit cost by twelve to obtain the annual cost for Subscription for Service and multiply the unit cost by twenty for the Application Testing. The state will also multiply the cost for disaster declaration by 1000 for cost in the event a disaster is declared. The annual cost and the disaster declared cost will be added together for the total bid price.

FIXED-PRICE WITH ECONOMIC ADJUSTMENT: The contract prices(s) will remain firm for the first six (6) months duration of the contract. Thereafter, the Contractor may submit a request to increase their price(s) to be effective thirty (30) calendar days after acceptance by DAS. No price adjustment will be permitted prior to the effective date of the increase received by the Contractor from his suppliers, or on purchase orders that are already being processed, or on purchase orders that have been filled and are awaiting shipment. If the Contractor receives orders requiring quarterly delivery, the increase will apply to all deliveries made after the effective date of the price increase.

The price increase must be supported by a general price increase in the cost of the finished supplies, due to increases in the cost of raw materials, labor, freight, Workers' Compensation and/or Unemployment Insurance, etc. Detailed documentation, to include a comparison list of the contract items and proposed price increases, must be submitted to support the requested increase. Supportive documentation should include, but is not limited to: copies of the old and the current price lists or similar documents which indicate the original base cost of the product to the Contractor and the corresponding increase, and/or copies of correspondence sent by the Contractor's supplier on the supplier's letterhead, which contain the above price information and explains the source of the increase in such areas as raw materials, freight, fuel or labor, etc.

Should there be a decrease in the cost of the finished product due to a general decline in the market or some other factor, the Contractor is responsible to notify DAS immediately. The price decrease adjustment will be incorporated into the contract and will be effective on all purchase orders issued after the effective date of the decrease. If the price decrease is a temporary decrease, such should be noted on the invoice. In the event that the temporary decrease is revoked, the contract pricing will be returned to the pricing in effect prior to the temporary decrease. For quarterly deliveries, any decrease will be applied to deliveries made after the effective date of the decrease. Failure to comply with this provision will be considered as a default and will be subject to Provision I.C. “Termination/Suspension” and Provision II. of the “Contract Remedies:” of the “Standard Contract Terms and Conditions”.

USAGE REPORTS: Every six (6) months the contractor must submit a report (written or on disk) indicating sales generated by this contract. The report shall list usage by customer, by line item, showing the quantities/dollars generated by this contract. The report shall be forwarded to the Office of Procurement Services, 4200 Surface Road, Columbus, OH 43228- 1395, Attn: Procurement Services

Bid Automobile Liability Checklist:

Contractor will indicate, by checking the appropriate box(es) below, which mode of transportation will apply to this contract.

Bidder/Broker (“The Contractor”) or their Sub Contractor will make delivery or be performing services using a vehicle that is owned, leased or rented. Provide Certificate of Insurance documenting automobile liability with a Combined Single Limit of $500,000.00.

Goods/Services will be delivered via common carrier.

x No employee or representative of the contractor will have cause to be on state property to make deliveries or to perform services.

SPECIAL CONTRACT TERMS AND CONDITIONS (cont.)

DISCLOSURE OF SUBCONTRACTORS / JOINT VENTURES (See Standard Contract Terms and Conditions, Section (roman numeral) V. General Provisions: Paragraph Q.,):

List names of subcontractors who will be performing work under the Contract.

Pitney Bowes Presort Services

5201 Pottsvillle Pike

Reading, PA 19605

By the signature affixed to Page 1 of this Bid, Bidder hereby certifies that the above information is true and accurate. The Bidder agrees that no changes will be made to this list of subcontractors or locations where work will be performed, or data will be stored without prior written approval of DAS. Any attempt by the Bidder/Contractor to change or otherwise alter subcontractors or locations where work will be performed or locations where data will be stored, without prior written approval of DAS, will be deemed as a default. If a default should occur, DAS will seek all legal remedies as set forth in the Terms and Conditions which may include immediate cancellation of the Contract. Failure to complete this page may deem your bid not responsive.

Eff. Date: 01/01/23

SPECIAL CONTRACT TERMS AND CONDITIONS (cont.)

DISCLOSURE OF SERVICE PROVIDERS (See Standard Contract Terms and Conditions, Section [Roman Numeral] V.

General Provisions: Paragraph G.)

Bidders seeking to enter into a service contract shall disclose the following:

a) Principal location of business for the contractor (Name/City/State/Country)

IWCO Direct 7951 Powers Blvd, Chanhassen, MN 55317

b) Principal location of all subcontractors (Name/City/State/Country)

Pitney Bowes Presort Services, 4201 Pottsville Pike, Reading, PA 19605 (presort services only)

c) Location where services will be performed (Name/City/State/Country)

Mail-Gard 65 Steamboat Drive, Warminster, PA 18974

d) Location of back-up facility or plan (Section II. 1.e) (Name/City/State/Country)

IWCO Direct 70 Industrial Drive, Hamburg, PA 19526

e) Location where any State data, applicable to the Contract, will be maintained or made available (Name/City/State/Country)

Mail-Gard 65 Steamboat Drive, Warminster, PA 18974

By the signature affixed to Page 1 of this Bid, Bidder hereby certifies that the above information is true and accurate. The Bidder agrees that no changes will be made to this list of subcontractors or locations where work will be performed, or data will be stored without prior written approval of DAS. Any attempt by the Bidder/Contractor to change or otherwise alter subcontractors, locations where services will be performed or locations where data will be stored, without prior written approval of DAS, will be deemed as a default. If a default should occur, DAS will seek all legal remedies as set forth in the Terms and Conditions which may include immediate cancellation of the Contract. Failure to complete this page may deem your Bid not responsive.

* PROHIBITION OF THE EXPENDITURE OF PUBLIC FUNDS FOR OFFSHORE SERVICES. Section II.J. of the Standard Terms and Conditions, as referenced on the first page of this contract, is replaced by the following:

No State Cabinet Agency, Board or Commission will enter into any contract to purchase services provided outside of the United States or that allows State data to be sent, taken, accessed, tested, maintained, backed-up, stored, or made available remotely outside (located) of the United States, unless a duly signed waiver from the State has been attained. Notwithstanding any other terms of this Contract, the State reserves the right to recover any funds paid for services the Contractor performs outside of the United States for which it did not receive a waiver. The State does not waive any other rights and remedies provided to the State in the Contract.

Further, no State agency, board, commission, State educational institution, or pension fund will make any purchase from or investment in any Russian institution or company. Notwithstanding any other terms of this Contract, the State reserves the right to recover any funds paid to Contractor for purchases or investments in a Russian institution or company in violation of this paragraph. The provisions of this paragraph will expire when the applicable Executive Order is no longer effective.

The Contractor must complete the Contractor/Subcontractor Affirmation and Disclosure Form affirming the Contractor understands and will meet the requirements of the above prohibition. During the performance of this Contract, if the Contractor changes the location(s) disclosed on the Affirmation and Disclosure Form, Contractor must complete and submit a revised Affirmation and Disclosure Form reflecting such changes.

* Indicates changes to the Standard Terms and Conditions, per amendment, effective 01/01/23.

https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fprocure.ohio.gov%2Fpdf%2FEO2022-02D%2F04-Affirmation%2520and%2520Disclosure%2520Form_3-4-22.pdf&data=04%7C01%7CLloyd.Harmon%40das.ohio.gov%7C67b3dec0fbd34bb061bc08da167d0103%7C50f8fcc494d84f0784eb36ed57c7c8a2%7C0%7C0%7C637847023397730450%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000&sdata=QrIyv0ySfLbxgq5TU5EkYPC5kPJU9nOHnZ9cTh371oc%3D&reserved=0

SPECIFICATIONS

I. SCOPE OF WORK/SPECIFICATIONS

The state of Ohio, Department of Administrative Services, Office of State Printing and Mail Services seeks bids to secure the services of a qualified Contractor to provide print and mail back-up facilities for a disaster recovery solution for the State’s centralized print and mail fulfillment services which include print to mail services for critical applications. The term of the Contract will be from the award date through December 31, 2021.

A. In Scope

The Bidder must have experience and qualifications relative to providing a print and mail back-up facility for a disaster recovery solution. The State’s facility will not be available for use by the Bidder. The Bidder shall:

1. Provide a secure facility to receive files to process, print, and mail.

2. Provide network connectivity to receive files from the state of Ohio.

3. Demonstrate (free of charge) ability to recover the work.

4. Test print 10 critical applications every six months to reach 98.5% accuracy.

5. Provide on-site secure, climate-controlled storage.

6. Production implementation if a disaster is declared.

7. Manage the implementation of reporting and updating procedures.

8. Provide production capability within twenty-four (24) hours of declared emergency.

9. Include an option to add other applications during the term of the Contract.

B. Out of Scope of this ITB

1. Application development.

2. Procurement of hardware for the State.

3. Procurement of software for the State.

4. Customization of software to accommodate the State’s file transfers, printing and mailing.

5. Business process re-engineering services.

6. Data conversion.

C. Output to be printed, inserted, sorted and mailed

DAS has provided a list of the applications currently run (Supplement One); the critical applications will be identified for testing and upon disaster declaration. These applications consist of but are not limited to state of Ohio issued financial warrant instruments (checks), remittance advice, professional licensure applications and renewal certificates, Medicaid cards, injured workers claim correspondence, motor vehicle registration applications, driver license related correspondence, benefit related correspondence, and tax correspondence.

D. Current Production Environment used by DAS Office of Printing and Mail Services

Current Printing equipment:

4 OCE 7550 Continuous 2 Tandem Systems for duplex 4 Independent Printers 2 MICR capable

2 OCE 5160 Cut sheet MICR and Non MICR (Magnetic Ink Character Recognition) 1 Oce 7200 Cut Sheet Non MICR

Roll Systems pre/post for rewind, unwind Roll Systems separator/folder Roll Systems Cutter, Trimmer, Stacker

Description Model SN Printer

VP6200 VP6200 700111359 CUT_1

VP6200 VP6250 800230108 CUT_MICR_2

VP6250 VP6250 800230147 CUT_MICR_3

ROLL_1 VS7550 86885 UNIT 1 Roll_1 ROLL_1 VS7550 86886 UNIT 2 Roll_1 ROLL_2 VS7550 86892 UNIT 1 Roll_2 ROLL_2 VS7550 86893 UNIT 2 Roll_2

PRISMA 4.04.03 99913 MASTER

SPECIFICATIONS (cont)

Unwinder (UW6 7183.00) 835B-06/05 ROLL_1 Rewinder (RW6 7182.00) 432A-03/61 ROLL_1 Unwinder (UW6 7183.00) 835B-05/98 ROLL_2 Rewinder (RW6 7182.00) 432A-03/55 ROLL_2

Current Inserting equipment:

Pitney Bowes APS Model #APS4 (Quantity of 2) 2 Pitney Bowes APS Model Mailstream Evolution Pitney Bowes Flowmaster Model # 6 Feeder 6X9 chassis 2 Pitney Bowes Flowmaster Model # FPS3 6X9 chassis

Machine 1 and 2 - Pitney Bowes MPS - 4 Hoppers – Model Y504 Machine 3 and 4 – Pitney Bowes MPS – 4 Hoppers – Model Y504 Machine 5 – Pitney Bowes FPS – 3 Hoppers – Model ZX03 Machine 6 and 7 – Pitney Bowes Flowmaster – 6 Hoppers – Model FL80

II. WORK AND DELIVERABLES.

Minimum Requirements - The following is a list of the requirements that the Bidder must be able to provide. The Bidder must be knowledgeable in hardware and software that will be used and the processes that will be used to load the State’s print forms, fonts, logos and signatures and to print, insert, sort, mail and ship the output described herein.

1. Secured Facility Requirements:

a. The Contractor shall have a disaster recovery facility site. The facility site shall include: the location, topography, electrical back-up, if located in a flood plain, proximity to flooding or hurricane, or other possible natural disasters, location near highway, dock for delivery/shipping and any other pertinent information in order to properly evaluate the proposed site.

b. The facility must be secure within two (2) hours from notice of activation. Security shall mean that the facility is not accessible to the general public.

c. The Contractor shall provide employee confidentiality and area security during production and until delivery to USPS (U.S. Postal Service). Only authorized personnel who have signed confidentiality agreements and completed the required training; IRS (Internal Revenue Service) Security Disclosure Training, HIPPA (Health Insurance Portability & Accountability Act) and PHI (Protected Health Information) Training shall have access to the facility or portion of the facility that the State’s printing and mailing will be prepared. The Contractor must have security that will be available for key personnel exposed to the confidential data.

d. The Contractor will fully cooperate with occasional audits, which will include storage verification as well as compliance with Contract requirements.

e. The Contractor shall provide proof of a disaster recovery plan/backup facility. (i.e.; in the event the Contractor cannot fulfill the backup due to a disaster, expiration date of current disaster plan, etc.)

f. The Contractor’s server will reside at the recovery site and meet the necessary requirements as defined by the DAS Office of Printing and Mail Services. The Contractor will coordinate any software installation and configuration required for critical applications with DAS Office of Printing and Mail Services analyst staff.

2. Initial Setup Infrastructure

a. An environment with infrastructure capable of total disaster recovery of printing, fulfillment, and testing requirements.

b. Project Manager – Single point of contact – with the knowledge base to manage application testing, system, application, and software updates, day to day communications and inventory requirements. Refer to Roles and Responsibilities section Part III of this Attachment One.

c. The server will reside at the recovery site and meet the necessary requirements as defined by the DAS Office of Printing and Mail Services. The Contractor will coordinate any software installation and configuration required for critical applications with DAS Office of Printing and Mail Services staff.

3. Current Types of Printstreams

a. “Semi-composed AFP” – composed data (generated by Metavante CSF) with embedded references to mainframe page segments, IBM fonts. This printstream type covers a large portion of the critical printing and includes unemployment warrants (checks).

b. AFP – Pagedef, Formdef, Line data – printstream data used primarily for internal agency reports. print using standard IBM pagedefs/formdefs. Both traditional and record format (OAKS Warrants); (Ohio Administrative Knowledge System)

c. DJDE line data – Xerox resources, JDL, JDE, FRM, LGO, FNT, IMG, with line data. A very small percentage of work from mainframe (through XPAF)

d. AFP Image – state of Ohio payroll warrants – PDF’s converted to AFP image by IBM Infoprint Server

e. Fully composed AFP

f. Xerox Metacode

g. Postscript

h. PDF

All printstreams will be transmitted directly to the Contractor.

3. Network Connectivity Requirements

a. Must be able to accept printstream and resource files transmitted by the state of Ohio.

b. Must accept data for printing in the file formats listed for each application as shown in Supplement One.

c. Server requirement – The Contractor must provide operating platform to accept files transmitted by the state of

Ohio.

d. Protocol requirement – The Contractor must have resources that are resident and can be updated as they become available from DAS Office of Printing and Mail Services (estimated monthly).

e. For initial set-up and for testing, the Contractor must have a format integrity that matches that of the DAS Office of Printing and Mail Services for each application.

f. Must have the ability to process all applications noted by DAS Office of Printing and Mail Services to noted specifications and consistent with the time requirements.

g. Contractor must have secure FTP services.

h. Must have network and server security procedures in place for data and resources.

3. Testing Requirements

a. Designate a Testing Single Point of Contact (POC); Project Manager or designee.

b. Must have (free of charge) the ability to recover the State’s work within sixty (60) days after receipt of a purchase order.

c. Test each application as it is set up, and this test will include test print, data integrity and fulfillment.

d. Comply with testing two times a year (spring and fall, dates to be mutually agreed upon). This test will include test print, data integrity and fulfillment. The testing will also ensure that all requirements of the Contract are demonstrated. The tests will be of a sample up to 3,000 impressions and 1,000 mail pieces of identified applications per test. One-hundred percent (100%) of the test samples must be delivered to state of Ohio representatives within 48 hours of file transmission to the disaster recovery site for validation that all print and mail fulfillment requirements have been met.

e. Twice yearly testing shall include up to ten (10) applications per test period for a total of not to exceed twenty

(20) applications per year.

f. Testing verification report to be provided by the Contractor for each application tested, and upon request during audit. Verification from the Contractor that the tests met the following requirements:

(1) Correct application name

(2) Correct resource, latest revision

(3) Date of data transmission used in test

(4) Printed material produced and processed correctly.

4. Printing

a. Print shall duplicate current print format, graphics, and fonts.

b. Provide MICR printing for checks.

c. Print output quality must meet all postal and banking requirements.

5. Postal and Distribution Requirement

a. Provide fulfillment tasks such as collating, folding, inserting, metering, and presorting.

b. Sort documents that are to be mailed by presorted First Class mail for postal rate savings.

c. Ensure daily delivery to the United State Postal Service. All mail pieces shall be delivered to the USPS within 24 hours after receipt of files.

d. Utilize all postal volume discounts available.

e. Must have a dock available for the pickup and drop off of mail and non-mail items related to this Contract.

f. The state of Ohio will send funds from emergency appropriations to the Contractor for actual postage (in the event of a declared disaster) within 24 hours. Contractor will use their permit and/or meters to process the mail on behalf of Ohio DAS. All excess funds not used must be returned to DAS Office of Printing and Mail Services within 24 hours of disaster end.

g. Applications printed must be prepared and presented to the USPS within their acceptance times on the day they are printed and in accordance to the schedule provided.

h. Provide a copy of the USPS mail acceptance agreement in the name of the organization that will process and deliver the mail to the USPS.

5. Activation

a. Upon formal notification from the state of Ohio DAS Office of Printing and Mail Services Administrator or designee that a disaster has interrupted the State’s ability to provide critical services, activation will be implemented.

b. Must confirm connectivity and receive files within two (2) hours of activation.

c. Must begin acclimating supplies within two (2) hours from notification of activation.

d. Designate event lead – Single Point of Contact (POC) for event declaration.

e. Secure data for the duration of the emergency and, when requested provide certification of destruction of any printed or electronically stored data after the event.

9. Reporting

Proposed report formats must be submitted to the State’s Infrastructure Specialist 2 for approval within thirty (30) business days after the effective date of the contract and/or issuance of a purchase order, whichever is later. Once both parties have agreed to the format of the report, it shall become the standard to follow for the duration of the Contract. Other reports may be required.

The reports will not be considered complete until the State Printing and Mail Service Assistant Administrator has formally accepted them. Contractor will be notified by Email if reports are satisfactory

a. A report with the following information (at a minimum) for each application due daily from the Contractor upon plan activation.

1. Printing:

(i) Job name of printed file (ex: WANO 343)

(ii) Image counts – Total number of impressions by job

2. Fulfillment:

(i) Pieces mailed – By Job name

(ii) Total cost of postage

(iii) Presort savings

b. Monthly report of resident resources that include the following information for each application.

1. Resource name

2. Date of latest version

10. Storage Requirements

a. Provide secure on-site storage of required supplies (paper and envelopes);

b. Provide sufficient space to store a minimum of three days’ stock for critical applications in the event of a disaster.

c. Upon plan activation, the Contractor must accept vendor drop shipments.

d. DAS will provide OAKS Warrant Stock, roll and/or cut sheet and envelopes (Appendix E) within twenty-four (24) hours, when necessary.

e. In the event specified envelopes cannot be drop shipped within 24 hours; the DR Contractor will agree to have access to standard envelopes. Contractor must be able to spray (ink jet) recipient addresses from the database to fulfill the emergency requirement within 24 hours of disaster declaration.

f. Demonstrate that there are climate controls for paper storage.

g. Define and document storage and inventory security procedures in place and define procedures to limit access to staff.

III. ROLES AND RESPONSIBILITIES.

A. Location of Work – The Work is to be performed, completed, and managed at the Contractor’s secured site as identified in the Bidder’s Proposal.

B. Project Manager - The Contractor will provide a Project Manager to work closely with the designated personnel from the State to insure a smooth transition to the new system. The Project Manager will coordinate all activities of the Contractor personnel assigned to the project and create all reports required by the State. The Contractor’s Project Manager’s responsibilities include, at a minimum:

SPECIFICATIONS (cont)

1. To be the single point of contact for DAS State Printing and Mail Services staff. The Project Manager, designee, or an emergency contact number must be available at any time, 7X24, in case the disaster recovery plan is activated;

2. Manage all defined Contractor responsibilities in this Scope of Work;

3. Serve as the point person for all project issues;

4. Escalate project issues, project risks, and other concerns;

5. Review all project deliverables and provide feedback;

6. Proactively propose/suggest options and alternatives for consideration;

7. The Contractor will designate a back-up to the Project Manager and will notify the State in writing in advance if there will be a change of project coverage.

C. The Contractor will provide operators and technical support to run all equipment to meet application specifications and time requirements.

D. State Staff

1. The state of Ohio DAS Office of Printing and Mail Services Administrator or designee will make the decision to formally declare that a disaster has interrupted Agency ability to provide critical services.

2. The DAS State Printing and Mail Services Administrator or designee will authorize modifications for scope, resources, and/or budget of the project; and act as a final arbiter on proposed changes.

3. The State’s Infrastructure Specialist 2 will provide the following services:

a. Facilitate coordination between various external Contractors, i.e., Vendors on contract for paper and/or envelopes for Ohio. Special paper and/or envelopes should available for drop shipment within 24 hours of disaster declaration.

b. Facilitate communication between different State departments (IT-networking, Integrated Services,

c. Administration, Personnel Department, Accounting, Administration, etc.);

d. Escalation of outstanding /high priority issues; as determined by DAS

e. Conducting regular and ongoing review of the Disaster Recovery Plan to confirm that it meets original objectives and requirements;

f. Resolve Disaster Recovery Plan issues in a timely manner;

g. Review Disaster Recovery Plan, status, and issues;

h. Resolve deviations from Disaster Recovery Plan;

i. Provide acceptance sign-off;

j. Utilize change control procedures;

k. Ensure timely availability of State resources;

l. Make key implementation decisions, as identified by the Contractor’s project manager, within 48 hours of their expected decision date.

IV. PROJECT PLAN MANAGEMENT.

A. The Bidder must have experience and qualifications relative to the required services to provide a Disaster Recovery (DR) Solution for the State’s centralized print and mail facility.

B. Orientation Meeting

1. Within ten (10) calendar days from issuance of the Purchase Order, the Contractor will be required to attend an orientation meeting to discuss the content and procedures of the Contract.

2. The meeting will be held in Columbus, Ohio, at a date and time mutually acceptable to the State and the Contractor.

3. The State shall bear no cost for the time and travel of the Contractor for attendance at the meeting.

4. Contractor will explain how it plans to demonstrate (free of charge) ability to recover the State’s work.

PRICE SCHEDULE

STATE PRINTING AND MAIL SERVICES DISASTER RECOVERY

OT903719

UNSPSC CATEGORY CODE: 93131800

IWCO Direct

COST WHEN A DISASTER IS DECLARED

Disaster Declaration – the cost to make ready for live production (DR). To include confirm connectivity and receive files in two (2) hours, begin acclimating paper and envelopes, designate single point of contact (POC).

PER

DISASTER

DECLARATION

$5,000.00

Printed Image, 8.5” X 11” black only PER 1000 $8.80 *

Printed Image, 8.5” X 14”, black only PER 1000 $11.34 *

Envelopes #9 Standard 24# white wove PER 1000 $21.87 *

Envelopes #10 Standard 24# white wove PER 1000 $23.24 *

Paper 8.5” X 11”, 20#/50#, minimum 92 brightness PER 1000 $10.68 *

Paper 8.5” X 14”, 20#/50#, minimum 92 brightness PER 1000 $14.19 *

Inserting First Page PER 1000 $26.50 *

Inserting Additional Page PER 1000 $0

Presort PER 1000 $35.79

Invoices are to be submitted monthly, in arrears, for deliverables completed.

All costs must be in U.S. Dollars.

The State will not be responsible for any costs not identified.

There will be no additional reimbursement for travel or other related expenses.

* Indicates updated prices per amendment, effective on all orders on or after 01/01/23.

** Indicates correction so that contract matches the bid, per amendment, effective 01/01/23.

*** Indicates item removal so that contract matches the bid, per amendment, effective 01/01/23.

DISASTER RECOVERY PREPARATION SERVICES

UOM

UNIT COST

Subscription for Service

PER MONTH

$7,867.00 *

** Application Testing State shall identify ten (10) applications per test period. Disaster Recovery test to be completed twice per year.

PER

APPLICATION

TESTED

$0 Included in monthly fee

CONTRACTOR INDEX

CONTRACTOR AND TERMS:

0000225654 IWCO Direct (Mail-Gard is a division of IWCO Direct) TERMS: Net 30 Days 65 Steamboat Drive Warminster, PA 18974

* CONTRACTOR’S CONTACT: Patrick Harrington Office: (267) 960-3132 Mobile: (215) 407-8129 E-Mail: patrick.harrington@iwco.com

* Indicates updated contract contact information per amendment, effective 01/01/23.

Eff. Date: 02/01/25

SUMMARY OF AMENDMENTS

Amendment Number

Effective Date

Description

6 02/01/25

As a result of mutual agreement between the State of Ohio and the Contractor, this amendment is issued to renew the subject contract an additional 12 months, effective 02/01/25 through 01/31/26.

All other prices, terms, and conditions remain unchanged.

5 01/01/25

This amendment is issued to notify that the State elects to exercise its option to renew the Contract for an additional one month, effective 01/01/25 through 01/31/25.

All other prices, terms, and conditions remain unchanged.

4 10/01/24

This amendment is issued to advise that this contract will not be renewed beyond the current expiration date of 12/31/24. This contract will be rebid.

All other prices, terms, and conditions remain unchanged.

3 01/01/24

As a result of mutual agreement between the State of Ohio and the Contractor, this amendment is issued to renew the subject contract an additional twelve (12) months, effective 01/01/24 through 12/31/24.

All other prices, terms, and conditions remain unchanged.

2 01/01/23

This amendment is issued to renew the subject contract an additional twelve (12) months, effective 01/01/23 through 12/31/23.

This amendment updates the Prohibition of the Expenditure of Public Funds for Offshore Services to satisfy Executive Order 2022-02D.

This amendment includes updated prices effective with all orders placed on or after 01/01/23 as well as corrections to the Price Page so that the contract matches the bid.

Also, this amendment changes the contract contact.

All other prices, terms, and conditions remain unchanged.

1 01/01/22

As a result of mutual agreement between the State of Ohio and the Contractor, this amendment is issued to renew the subject contract an addtitional twelve (12) months, effective 01/01/22 throught 12/31/22.

Additionally, this amendment adds the summary of amendments page to the contract.