DEV702_CRP30974_Original_Contract.pdf

Rev. 1.30.17

Index No.: DEV702 Eff. Date: 11/01/2025 Page No.: 1

STATE OF OHIO

DEPARTMENT OF ADMINISTRATIVE SERVICES

GENERAL SERVICES DIVISION

OFFICE OF PROCUREMENT FROM COMMUNITY REHABILITATION PROGRAMS

4200 SURFACE ROAD, COLUMBUS, OH 43228-1395

MANDATORY USE CONTRACT FOR: Mail Fulfillment Services, Tourism Ohio

CONTRACT No.: CRP30974 EFFECTIVE DATES: 11/01/2025 to 06/30/2027

The Department of Administrative Services (DAS), Office of Procurement from Community Rehabilitation Programs (OPCRP) has accepted the proposal submitted in response to the Contract Number listed above by the certified Community Rehabilitation Program (CRP) and/or the certified Agent of a Community Rehabilitation Program (Agent). The CRP and/or Agent listed herein has been awarded a contract for the services or supplies listed. The respective ordering office contract approval form, contract terms and conditions, pricing schedules, specifications, and any attachments incorporated by reference and accepted by DAS become a part of this Mandatory Contract.

This Mandatory 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.

This mandatory contract is available to The Ohio Department of Development, 77 South High Street, 26th Floor, Columbus, OH 43215.

This contract award by the Office of Procurement from Community Rehabilitation Program is in accordance with Sections 125.60 to 125.6012 of the Revised Code.

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 initially advertised or described.

State agencies may make purchases under this Mandatory Contract up to $2500.00 using the State of Ohio Payment Card. Any purchase that exceeds $2500.00 will be made using the official state of Ohio purchase order (ADM-0523). Any non-state agency, institution of higher education or Cooperative Purchasing member will use forms applicable to their respective agency.

This mandatory contract and any amendments thereto are available from the DAS Web site at the following address:

https://ohiobuys.ohio.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage

Signed: _______________________________________________________ Kathleen C. Madden, Director Date https://dam.assets.ohio.gov/image/upload/procure.ohio.gov/TCond/Standard_T_C_3-31-25.pdf https://dam.assets.ohio.gov/image/upload/procure.ohio.gov/TCond/Standard_T_C_3-31-25.pdf https://ohiobuys.ohio.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage

TABLE OF CONTENT

SPECIFICATIONS PAGE NO

SCOPE OF WORK 3

CONTRACT ITEMS

COST SUMMARY 4

CONTRACTOR’S INDEX 5

SPECIFICATIONS

I. SCOPE OF WORK

The intent of this scope of work is to provide Mail Fulfillment Services, Tourism Ohio for the Ohio Department of Development, furnishing adequate supervision, labor and supplies to accomplish all contracted services. All work shall be performed in accordance with the services to be provided as set forth herein. There shall be no exceptions or deviations to any part, or from the approved services to be provided without prior written approval of the agency designated representative. Contractor shall be deemed to have adequate knowledge of the nature of the contracted services. The State of Ohio Department of Administrative Services Standard Terms and Conditions Rev. 03.31.2025, including any subsequent changes, shall govern this work.

II. BACKGROUND

The State of Ohio, Department of Development, through its Office of TourismOhio (“Sponsor”) provides travel materials highlighting travel experiences within and to the State of Ohio free of charge to the public by direct request and through various locations. Sponsor requires a vendor to warehouse and ship these materials in a timely, accurate manner throughout the state.

III. GENERAL REQUIREMENTS

A. Compensation: Contractor shall be compensated for fulfillment services, administration fees, and shipping in a total amount not to exceed Two Hundred Seventy-Seven Thousand Three Hundred Twenty and 00/100 Dollars ($277,320.00), consisting of an amount not to exceed One Hundred Fourteen Thousand Six Hundred Sixty and NO/100 Dollars ($114,660.00) for services performed during the period beginning November 1, 2025 and ending June 30, 2026 ("FY 2026 Funds") and an amount not to exceed One Hundred Sixty-Two Thousand Six Hundred Sixty and NO/I 00 Dollars ($162,660.00) for services performed during the period beginning July 1, 2026 and ending June 30, 2027 ("FY 2027 Funds").

B. Sponsor Materials: "Sponsor Materials" include Sponsor publication- Ohio Travel Guide.

C. Warehousing: Contractor shall use its own warehouse space and shall ensure adequate space to accommodate copies of the Ohio Travel Guide (8.5" X 11" approximately 146 pages). Contractor shall also provide adequate space for Bulk Fulfillment and Travel Information Center Fulfillment.

D. Fulfillment Volume: Contractor shall adequately staff its fulfillment center in response to the needs of requests for fulfillment of Sponsor Materials based on previous periodic volumes and strategic marketing campaigns.

Increased demand is to be expected in the months of March, April, May and June.

E. Service Specifications: Contractor shall provide services that meet at least the following specifications:

1. Consumer Fulfillment.

a. Contractor shall download orders daily (Monday-Friday) from the call center via File Transfer

Protocol (FTP);

b. Provide shipping of Sponsor Materials throughout the United State of America and Canada;

c. Ensure proper fulfillment of packet, approximately 16 oz for a Travel Guide

d. Assemble packets as requested from the FTP and eliminate duplicates, verify addresses and make corrections as needed

e. Contractor shall ensure packets have a valid address affixed

f. Contractor shall ensure packets are sealed, bundled, and prepared according to USPS specifications within 24 hours or by the end of the next business day (5 p. m. EST).

2. Bulk Fulfillment: Contractor shall fulfill bulk orders for Sponsor Materials within 24 hours or prior to the end of business (5pm EST) the next business day following receipt of a bulk order.

3. Travel Information Centers: Contractor shall prepare multiple box shipments of Sponsor Materials for distribution by a separate supplier to Travel Information Centers as needed, notice to be provided by Sponsor with shipping instructions.

SPECIFICATIONS

4. Customer Service: Contractor must provide a copy of its Quality Assurance plan to ensure fulfillment timeliness and accuracy.

Immediate email notification is required if daily fulfillment cannot be performed.

F. Reporting Requirements

Weekly Reports: Contractor shall provide to Sponsor weekly fulfillment reports that include for each order:

1. Individual Mailers

a. Date ordered

b. Name of recipient

c. Address

d. Date order received

e. Date order prepared

f. Date order shipped

g. Carrier used with tracking information, if applicable

2. Bulk Orders

a. Date ordered

b. Name of recipient

c. Address

d. Number of boxes requested

e. Date order received

f. Date order prepared

g. Date order shipped

h. Carrier used with tracking information, if applicable

3. On-Site Inventory

Reporting of inventory level each week

G. Communications and Meetings: Contractor shall be available on a weekly and as needed basis for status meeting with Sponser’s project leader either via telephone or in person. Meetings may be via telephone, virtual meeting, or in person.

H. Repairs/Replacement of Equipment: If there is a malfunction or problem with the equipment and the malfunction/problem will result in delays of services provided under this contract, the Contractor must notify Sponsor. The notification must be via email and must be provided within 24 hours of the malfunction/problem. The notification must include the malfunction/problem, steps to remedy, timeline until the malfunction/problem is resolved, and any work around plans until the malfunction/problem is resolved.

I. Non-Equipment Delays: Contractor shall follow the same procedure in Section III.,H. of this Scope Of Work for Non- Equipment Delays.

J. Equipment and Supplies:

1. Contractor must use its own equipment and facilities and is responsible for all costs of procurement, maintenance, repair, and replacement necessary to provide the services required to fulfill its responsibilities.

2. Contractor is responsible for reasonable care and daily maintenance of all equipment used in the servicing of the contract. Contractor is responsible for costs associated with any repair or replacement of equipment used in the servicing of the contract.

3. Contractor shall obtain and pay for any and all consumable materials for use in the fulfillment process (e.g., polybags, print labels) for the duration of the contract. Contractor shall use water- tight bags or envelopes for fulfillment.

4. Contractor is responsible for obtaining and paying for telephone, internet services, and software necessary for service under this Agreement.

5. Contractor must provide adequately trained staff for the services to be provided herein.

SPECIFICATIONS, CONTINUED

K. Out of Date, Out of Use, and Overage Sponsor Materials

1. Contractor shall make arrangements for recycling of any out-of-date/out of use/overage materials that are no longer in use for fulfillment purposes. Such materials shall be disposed of in a manner that complies with State of Ohio environmental standards and requirements for proper disposal for recyclable and non- recyclable materials as applicable for this Agreement.

2. Contractor shall use the most reasonable methods of compliant disposal available in consideration of location of the warehoused materials, cost effectiveness, and other relevant factors.

COST SUMMARY

OHIOlBUYS

PRODUCT

CODE

UNSPSC

CODE ITEM PRICE PER

CRP30974-1 80141800

Mail Fulfillment Services, Tourism OHIO. Not to exceed a total contract amount of $114,660.00 in FY26 (11/01/2025 through 06/30/2026). Not to exceed a total contract amount in FY27 (07/01/2026 through 06/30/2027) of $162,660.00.

Total contract value not to exceed $277,320.00 in FY26/27.

Varies

CONTRACTOR INDEX

CONTRACTOR AND TERMS: CONTRACT NO: CRP30974

OAKS ID: 0000219868

Cincinnati Association for the Blind & Visually Impaired 1022 Kenner Street Cincinnati, OH 45214

TERMS: Net 30 Days

CONTRACTOR’S CONTACT:

Brad Netherton (Contract Administration) Telephone: (513) 975-1338 Email: Brad Netherton@cincybllind.org

Customer Service (To place an order) Email: customer.service@cincyblind.org mailto:%20Brad%20Netherton@cincybllind.org

CONTRACT FOR: Mail Fulfillment Services, Tourism Ohio