DOAH-ITB_23-24-003_Addendum1 Final.pdf

DOAH-ITB #23/24-003

Addendum #1

INVITATION TO BID

ADDENDUM #1

May 28, 2024

ITB Number: DOAH ITB #23/24-003

ITB Services: Printing & Mailing Services for OJCC Postcards

Subject: This Addendum updates language in Attachment B; and provides

DOAH’s responses to questions received from potential

Respondents.

Deletions are indicated by “strikethrough”. Additions, updates or replacements are indicated by underscore. All changes are highlighted yellow for quick reference.

REFERENCE: Page 18, Attachment A, Section V., Deliverables

UPDATE: B. Print the postcards (size: 6” x 4 ¼”) and apply postage (First

Class). Postcards will be weighted at 80-110 lb. cover stock (216-

297 gsm or 9-14 mil/pt).

REFERENCE: Page 19, Attachment B, Price Sheet

DELETE: Delete the Attachment in its entirety.

ADD: Attachment B, Price Sheet – Revised. Attachment B, Price

Sheet – Revised has been uploaded to the Vendor Information

Portal under this solicitation.

Return of this Addendum is not mandatory; however, the Respondent is responsible for its contents and is requested to sign and submit this Addendum with its response to the ITB. Protests must be filed with the Division of Administrative Hearings, Attn:

Public Records Request,1230 Apalachee Parkway, Tallahassee, Florida 32301-3060, within the time prescribed in section 120.57(3), Florida Statutes and chapter 28-110, Florida Administrative Code. Notices delivered by hand delivery or delivery service shall be to the Division of Administrative Hearings, Attn: Public Records Request, 1230 Apalachee Parkway, Tallahassee, Florida 32301-3060 or by facsimile to the

Division of Administrative Hearings, Attn: Public Records Request at (850) 921-6847 with a copy to the Procurement Officer responsible for this solicitation. 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.

Written notices, formal requests and proceedings must conform to the requirements set forth in chapter 28-110, Florida Administrative Code. Any person who files an action protesting a decision or intended decision pertaining to contracts administered by the department or agency pursuant to section 120.57(3), Florida

Statutes, shall post with the department or the agency at the time of filing the formal written protest a bond payable to the department or agency in an amount equal to 1 percent (1%) of the estimated contract amount. The estimated contract amount shall be based upon the contract price submitted by the protestor or, if no contract price was submitted, the department or agency shall estimate the contract amount based on factors including, but not limited to, the price of previous or existing contracts for similar commodities or contractual services, the amount appropriated by the

Legislature for the contract, or the fair market value of similar commodities or contractual services. The agency shall provide the estimated contract amount to the

Respondent within seventy-two (72) hours, excluding Saturdays, Sundays, and state holidays, after the filing of the notice of protest by the Respondent. The estimated contract amount is not subject to protest pursuant to section 120.57(3), Florida

Statutes.

SIGNED BY: ______________________________________________________________

NAME: ____________________________________________________________________

COMPANY: ________________________________________________________________

TITLE: _____________________________________________________________________

DATE: ______________________________________________________________________

Answers to Questions Received from Potential Respondents

Question #1 I’m reaching out to kindly ask a question regarding solicitation, DOAH ITB #23/24-003. Specifically, if a vendor does not have prior experience of service provided on a similar scale of those requested in this solicitation, does it disqualify them? Or will a vendor’s bid be rejected or denied specifically for lack of experience in providing service on a larger scale as requested in this solicitation?

Answer #1 Respondents must have prior experience with providing services of similar size and nature of the services with a minimum of three

(3) entities as notated in Attachment A, Scope of Services Sought in order to be deemed responsive.

Question #2 For what I can see on the art and considering all the fields that will be provided on the excel file, this would be a mail merge project, Correct? Every mailer will have personalized information pending on the file.

Answer #2 Yes, that is correct.

Question #3 As we all know the postage cost is something that we can not control and the post office usually proceed with 2 increments on their rates per year, since prices have been requested all-inclusive

(including postage), will we have the opportunity later on if the post office increases postage to adjust accordingly?

Answer #3 No, Respondents should provide pricing for each postcard for the initial term and renewal term (up to three additional years).

Question #4 I found the size and basic math says about 2,000 per mailing

(Just confirming).

Answer #4 On average, the Excel file submitted by DOAH twice a week

(Monday and Thursday) will have all the pertinent required information for 300-500 postcards.

Question #5 Question is paper...what Kind of paper is preferred?

Answer #5 DOAH expects the postcards to be weighted at 80-110 lb. cover stock (216-297 gsm or 9-14 mil/pt).

Question #6 We have experience producing and mailing postcards for the

State of Florida. For this Bid, is it acceptable for the mail to be submitted to our local Milwaukee WI USPS mail center?

Answer #6 DOAH expects the postcards to be delivered to the identified recipients within one to three business days.

Question #7 I see that you request the price per postcard to be only 2 decimal digits, this would provide you with costs per postcard higher than they need to be, depending on the quantity. Are you sure you do not want 4 decimal points? This would benefit DOAH.

Answer #7 DOAH has revised Attachment B, Price Sheet to reflect four decimal points for the price per postcard. The revised attachment will be uploaded to the Vendor Informational Portal to be utilized by prospective Respondents.

Question #8 Would you disclose the current vendor and if there are any reasons you are not satisfied with their service?

Answer #8 The current vendor is Minuteman Press and DOAH is satisfied with their service.

Question #9 Are these postcards to be printed Black only, both sides on white

7pt stock?

Answer #9 The postcards will be in black ink only, no color. DOAH expects the postcards to be weighted at 80-110 lb. cover stock (216-297 gsm or 9-14 mil/pt).

Question #10 Does the Seal contain Color?

Answer #10 No, the seal is in black ink only.

Question #11 The United States Postal Service (USPS) has been increasing postage rates twice a year lately, in January and July. As a result, we suggest that the cost of postage not be included in the

Price per Postcard in Attachment B. It is difficult for vendors to predict the future rates of a government agency. Would it be acceptable to include the proposed USPS rate increase that will be announced on July 14th, 2024, which will only apply for six months an individual amount?

Answer #11 Respondents should provide pricing for each postcard for the initial term and renewal term (up to three additional years).

Question #12 Is the Postage Permit on the sample postcard owned 7 held by the current vendor or by the OJCC?

Answer #12 The current vendor owns the postage permit.

Question #13 Would postage funding be covered by deposits made directly by

OJCC on to the Permit account?

Answer #13 No, DOAH will pay for each postcard printed and mailed by the vendor inclusive of all costs on a monthly basis.

Question #14 Would the selected vendor be required to open a new permit account for the OJCC, and deposit funds on their behalf?

Answer #14 Yes, if that is your company’s policy and procedures. DOAH will pay for each postcard printed and mailed by the vendor inclusive of all costs on a monthly basis.

Question #15 With that, of the above #9, would an escrow pre-payment account of postage funding be established with the awarded vendor?

Answer #15 No, DOAH will pay for each postcard printed and mailed by the

Question #16 In Attachment A Point VI Method Payment, would the Division of

Administrative Hearings be willing to pay for postage in advance of each mailing?

Answer #16 No, DOAH will pay for each postcard printed and mailed by the

Question #17 In Attachment A Point VI Method Payment, would the Division of

Administrative Hearings be willing to have a postage retainer?

Answer #17 No, DOAH will pay for each postcard printed and mailed by the

Question #18 In Attachment A Point VI Method Payment, would the Division of

Administrative Hearings be willing to set up an escrow account to handle postage payment?

Answer #18 No, DOAH will pay for each postcard printed and mailed by the

Question #19 Will you provide an excel list: name, address, city, state, zip

Answer #19 Yes, an Excel document is provided with all pertinent, required information for printing and mailing the postcard.

Question #20 If Variable Data would that information be included on the excel sheet?

Answer #20 A standard general, static form of the postcard is provided and used each time. Any language changes within the postcard form will be provided per each submission from DOAH.

Question #21 What is the qty and specs delivered on card stock?

Answer #21 DOAH will provide an Excel file containing all pertinent, required information twice weekly (Monday and Thursday) and on average each Excel file will contain 300-500 postcards to be printed and mailed by the Vendor within twenty-four (24) hours of receipt. It would be optimal to mail out the postcards the same business day.

DOAH expects the postcards to be weighted at 80-110 lb. cover

Question #22 Should the post cards be perforated or folded with seal

Answer #22 The postcard should be flat, no perforation, no fold.

Question #23 Print the postcards (size: 6” x 4 ¼”) and apply postage – What is the text and weight of the paper?

Answer #23 DOAH will approve the final template to be utilized by the vendor, Century Schoolbook or a similar font may be utilized by the vendor. DOAH expects the postcards to be weighted at 80-

110 lb. cover stock (216-297 gsm or 9-14 mil/pt).

Question #24 Mail out the postcards within twenty-four (24) hours of receipt of the Excel file from DOAH –

a) What time will the files be sent out for printing on Monday and

Thursday?

b) Are the data files CSB or TEXT?

Answer #24 The time may change depending on if any technical issues arise for DOAH. However, typically, an Excel file will be emailed out before Noon EST. Also, if a holiday falls on a typical postcard day, the file will be sent the next business day. Files sent from DOAH will be in Excel format.

Question #25 Does the agency have preference on the type of post card, specifically thickness?

Answer #25 DOAH expects the postcards to be weighted at 80-110 lb. cover

Question #26 Do you have to have average how many

Answer #26 On average, the Excel file submitted by DOAH twice a week

Question #27 On average, how many post cards will be on each excel file?

Answer #27 On average, the Excel file submitted by DOAH twice a week