DOAH-ITB_24-25-001_Addendum1_8-2-2024.pdf

DOAH-ITB #24/25-001

Addendum #1

INVITATION TO BID

ADDENDUM #1

August 2, 2024

ITB Number: DOAH ITB #24/25-001

ITB Services: Printing & Mailing Services for OJCC Postcards Rebid

Subject: This Addendum add the basis for award 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 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.

Answers to Questions Received from Potential Respondents

Question #1 I would love to get a copy of the winning bid pricing for the past two periods.

Would that be possible?

Answer #1 DOAH utilized informal quoting for the last two (2) fiscal years for these services. The purchase orders have been attached to this Addendum.

Question #2 What are the reasons for requesting a re-bid?

If I understand section 4.6 Pricing correctly you are asking for a fixed postage amount for the term and possible three renewals.

Postage costs are a very large unknown component. Postage cost is much higher than the actual production costs. In light of the uncertainty with postal costs how are you recommending a vendor estimate this cost? Would you entertain future adjustment of pricing in light of postal increases.

Answer #2 DOAH was unable to enter into a contract/purchase order with the awarded responsible responsive bidder. DOAH does not intend to provide guidance on how an entity will determine current or projected pricing for postage to be included in their price per postcard. No, bid prices are firm and the resulting contract/purchase orders will be executed using the price per postcard for the initial term and any subsequent renewals.

Question #3 Question regarding postage from USPS increasing every January and June of every year anywhere from 3-6% per increase.

How can we project postage for year 2 or year 3 on the pricing sheet?

Answer #3 DOAH does not intend to provide guidance on how an entity will determine current or projected pricing for postage to be included in their price per postcard.

Question #4 Since I have no experience providing this service, can I put the information of the Subcontractor past performance. If not do I write no prior experience and still submit form.

Answer #4 Please refer to Page 10 of the ITB document, listed under section

4.10, Prior Experience Form, it states “Respondents must provide contact information for three entities the Respondent has provided services of a similar size and nature of those requested in this solicitation.” In order to be deemed responsive, the Prior

Experience Form (Attachment D) must be completed and submitted as specified.

Question #5 I would like to find out what the pricing per postcards was on the bids received. Is this information available? Please advise.

Answer #5 The ITB Bid Tabulation Sheet for DOAH ITB 23/24-003 has been attached to this Addendum.

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: ______________________________________________________________________

CHANGED: ORDER NO. C203D3

Issued on Tuesday, April 9, 2024 EDT Created on Tuesday, April 9, 2024 EDT by Joyce Plummer on behalf of Odis Henry

SUPPLIER:

IT Business Solutions Group Inc.

800 Waterway Place Longwood, FL 32750 United States Phone: +1 407-260-0116 Fax: +1 407-260-8614 Contact: Customer Service

SHIP TO:

DOAH Headquarters - Tallahassee 1230 Apalachee Parkway Division of Administrative Hearings Division of Administrative Hearings Tallahassee, FL 32301-3060 United States Phone: +1 (850) 488-9675 Fax: +1 (850) 792-6037

BILL TO:

Division of Administrative Hearings 1230 Apalachee Parkway Headquarters

TALLAHASSEE, FL 32301-3060

United States Phone: +1 850-488-9675

DELIVER TO:

Julie Hunsaker (850) 487-1911 Ext. 5650

TOTAL AMOUNT

$31,920.20000 USD

VersionNumber: 2

PUI:

ID: 7297

Name: 7297 - Division of Administrative Hearings PO Start Date: Saturday, July 1, 2023 GMT PO End Date: Sunday, June 30, 2024 GMT Site Code:

ID: 729700-00

Name: 0 Encumber Funds: Yes Entity Description: Division of Administrative Hearings Requester: Odis Henry PR No.: PR287681-V2 Method of Procurement: F - Informally quotes purchase not exceeding $35,000 [Rule 60A-1.002(3), F.A.C.] Shipping Method: Best Way State Contract ID:

Prime Vendor:

incoTerm:

LINE ITEM DETAILS (3 LINE ITEMS )

NO. ACTION DESCRIPTION PART

NUMBER

QTY NEED-BY

DATE

UNIT

PRICE

AMOUNT ORDER

CONFIRMATION

STATUS

1 Modified Blanket Purchase Order for OJCC Postcards ...

each

- $65.00000

USD

$6,695.00000

USD

Unconfirmed

Full Description: Blanket Purchase Order for OJCC Postcards sent twice weekly Set-up Fee for Printing OJCC Postcards

8/2/24, 2:09 PM Change Order C203D3 https://s3.ariba.com/Buyer/render/1PNOWHFG8G1U0 1/3

TOTAL AMOUNT

Organization Code:

Expansion Opt:

Object Code:

Transaction Fee Exempt?: No Transaction Fee Exempt Reason:

Req. Line No.: 1

NO. ACTION DESCRIPTION PART

NUMBER

QTY NEED-BY

DATE

UNIT

PRICE

AMOUNT ORDER

CONFIRMATION

STATUS

2 Modified Postcards 40,210 each

- $0.12000

USD

$4,825.20000

USD

Unconfirmed

Full Description: Postcards

Organization Code:

Expansion Opt:

Object Code:

Transaction Fee Exempt?: No

Req. Line No.: 2

NO. ACTION DESCRIPTION PART

NUMBER

QTY NEED-

BY DATE

UNIT

PRICE

AMOUNT ORDER

CONFIRMATION

STATUS

3 Unmodified Pre-Paid (semi-annually) Postage for Postcards

40,000 each

- $0.51000

USD

$20,400.00000

USD

Unconfirmed

Full Description: Pre-Paid (semi-annually) Postage for Postcards

Organization Code:

Expansion Opt:

Object Code:

Transaction Fee Exempt?: No

Req. Line No.: 3

Description: DOAH/JCC CLERKS OFFICE

Description:

Description: PRINTING/REPRODUCTION - COMMERCIAL

Description: DOAH/JCC CLERKS OFFICE

Description:

Description: SUPPLIES - OFFICE - CONSUMABLE

Description: DOAH/JCC CLERKS OFFICE

Description:

Description: POSTAGE https://s3.ariba.com/Buyer/render/1PNOWHFG8G1U0 2/3

$31,920.20000 USD

Changes

ERP Order Total ordered changed from $31,830.00000 USD to $31,920.20000 USD ERP Order ReEncryptDate changed from Wed, 13 Sep, 2023 to (no value) ERP Order ReEncryptDate changed from Tue, 12 Sep, 2023 to (no value) ERP Order Time Created changed from Sat, 1 Jul, 2023 to Tue, 9 Apr, 2024 Line Item 1, Quantity changed from 102 to 103 Line Item 2, Quantity changed from 40,000 to 40,210

COMMENTS

COMMENT by Joyce Plummer on 06/12/2023 24-021

Direct all questions regarding this PO to the Contract Manager: Odis Henry, Jr. at (850) 404-5503 or email at odis.henry@doah.state.fl.us

Scope/Description/Justification: Postcards to be printed and mailed out twice a weekly Mondays and Thursdays) throughout the State of Florida, per the attached proposal.

Standard Terms and Conditions for MFMP transactions apply, including any Buyer codes as shown.

Payment Terms: Fixed prices as agreed via proposal. Regular warrant to be issued after receipt of properly itemized invoice and all items areinspected/received. All invoices scheduled for the disbursement or transfer of funds must be submitted in accordance with Rule 69I-40, F.A.C., andscheduled using the standard format prescribed by the Department of Financial Services. Net 30 days.

The Division of Administrative Hearings is an Equal Opportunity Employer/Affirmative Action Employer”, in accordance with section 110.211, Florida Statutes.

*********************NOTES TO VENDOR*************************************

UPDATED W-9 SUBMISSION REQUIREMENTS: The State of Florida Department of Financial Services (DFS) needs all vendors that do business with thestate to submit an electronic W-9 by October 2011. DFS is ready to assist any vendors with questions, and vendors must submit their W-9 formselectronically at https://flvendor.myfloridacfo.com. Contact the DFS Customer Service Desk at (850) 413-5519 or FLW9@myfloridacfo.com with anyquestions.

EMPLOYMENT ELIGIBILITY STATEMENT: Unauthorized aliens shall not be employed by the contractor. The Division of Administrative Hearings shallconsider the employment of unauthorized aliens a violation of section 274A(e) of the Immigration and Nationality Act (8 U.S.C. 1324 a). Such violationshall be cause for unilateral cancellation of this contract. Pursuant to Executive Order 11-02 signed by Florida Governor Rick Scott on January 4, 2011, theContractor will utilize the E-verify system established by the U.S. Department of Homeland Security to verify the employment eligibility of its employeesand subcontractors.

(Patricia.Kenyon, Tue, 29 Jun, 2021) (Joyce Plummer, Monday, June 12, 2023 EDT)

ATTACHMENTS

ATTACHMENT by Joyce Plummer on Monday, June 12, 2023 at 5:20 PM Minuteman Press Longwood Price Proposal.pdf (15034 bytes)

ATTACHMENT by Joyce Plummer on Monday, June 12, 2023 at 5:20 PM PO Terms-Conditions_2022-23.pdf (60183 bytes)

TERMS AND CONDITIONS OF PURCHASE

Purchase Order Terms & Conditions http://dms.myflorida.com/mfmp_PO_TC https://s3.ariba.com/Buyer/render/1PNOWHFG8G1U0 3/3

Agency Personnel:

Opened by: Patricia Kenyon

Tabulated by: Patricia Kenyon

BIDDER'S RESPONSE

A.B. Data, LTD

All in One Mail Shop, Inc. d/b/a All in One

Direct Marketing Solutions

Alta Systems, Inc.

Broward Flyers Printing

Florida Print Solutions

IT Business Solutions Group, Inc. d/b/a

Minuteman Press Longwood

One2One Communications, LLC d/b/a

OneSource

Pelipost Technologies, LLC

Postal Center International

Roberts Quality Printing, Inc.

Triple Heritage, LLC d/b/a Action Mail Services

Division of Administrative Hearings

Office of the Judges of Compensation Claims

Verified by: Patricia Kenyon

$0.59 N

$0.17 + Actual Postage / Current Postage is

$0.40 Y

RESPONSIVE

Y

Y

Y

N

N

Y

Y

N

N

$0.93

$0.6558

$0.25

$1.2205

$0.7306

$1.31

$0.56

Pursuant to 287.057(25) of the Florida Statutes, "Respondents to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the 72-hour period following the agency posting the notice of intended award, excluding Saturdays, Sundays, and state holidays, any employee or officer of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the procurement officer or as provided in the solicitation documents. Violation of this provision may be grounds for rejecting a response."

Final award is contingent on completion of a signed and submitted contract, compliance with contract terms, conditions, and reporting requirements, and transaction fee reporting and payment. Alternate terms submitted are not accepted. In accordance with the Basis for Award Section in the ITB, a contract shall be awarded to the responsive, responsible Bidder with the lowest price as provided in Attachment B, Price Sheet-Revised.

ITB Tabulation Sheet

Solicitation Title: Printing and Mailing Services of OJCC Postcards

Solicitation Number: DOAH-ITB #23/24-003

Solicitation Responses Due: June 6, 2024 at 4:00 PM ET

Posting Notice of Intended Award: June 13, 2024 Witnessed by: Joyce Plummer

From: 06/13/2024 4:00 PM ET

To: 06/18/2024 4:00 PM ET

The following Bid Tabulation identifies the intended awarded vendor(s) in yellow.

FIRM PRICE PER POSTCARD