IFB-017-3066601-JL.pdf

County of Orange, County Executive Office - CPO Invitation for Bid for Plain, Printed, and Custom Envelopes IFB-017-3066601-JL

For more information, please visit our online supplier portal, located at https://procurement.opengov.com/portal/ocgov

COUNTY OF ORANGE

County Executive Office - CPO

PROCUREMENT SERVICES

400 W. Civic Center Dr.

Santa Ana, CA

92701

Date: undefined

INVITATION FOR BIDS

FOR: PLAIN, PRINTED, AND CUSTOM ENVELOPES

BID MUST BE RECEIVED BEFORE:

July 24, 2026

IFB-017-3066601-JL

Procurement Services Regular Office Hours:

8:00 AM to 5:00 PM Monday through Friday

The office is closed between 12:00 PM and 1:00 PM

Table Of Contents

1. General Information

2. General Instructions

3. Protest Procedures

4. Scope of Work

5. OCLSB and DVBE Preference Policies Certification Requirements

6. Electronic Fund Transfer (EFT)

7. Pricing

8. Vendor Responses

Invitation for Bid for Plain, Printed, and Custom Envelopes

County of Orange IFB County Executive Office - CPO - Plain, Printed, and Custom Envelopes, IFB-017-3066601-JL

SECTION 1. General Information

1.1 IMPORTANT NOTICE

The County has attempted to provide all information available. It is the responsibility of each Bidder to review, evaluate, and, where necessary, request any clarification prior to submission of a bid. If any person contemplating submitting a bid in response to this IFB is in doubt as to the true meaning of any part of the solicitation documents attached hereto or finds discrepancies in or omissions from the specifications, they must submit a written request for clarification/interpretation to the County Deputy Procurement Agent (DPA), Jessica Loy, via the County’s online biding system.

1.2 CLARIFICATION/INTERPRETATION

If clarification or interpretation of this solicitation is considered necessary by County, a written addendum shall be issued and the information will be posted on County’s online bid system. Any interpretation of, or correction to, this solicitation will be made only by addendum issued by the County DPA. All addenda will be submitted and posted on the County’s online bidding system. It is the responsibility of each Bidder to periodically check the County’s online biding system to ensure that they have received and reviewed any and all addenda to this solicitation. The County will not be responsible for any other explanations, corrections to, or interpretations of the documents, including any oral information.

All questions or requests for interpretation must be received within this solicitation's Question & Answer section by TBD before NO VALUE.

1.3 COMMUNICATION

Bidders are not to contact other County personnel with any questions or clarifications concerning this Invitation for Bid (IFB). All questions regarding this solicitation must be submitted via the Question & Answer section of this solicitation within the County’s eProcurement Portal at:

https://procurement.opengov.com/portal/ocgov. Any County response relevant to this IFB other than through or approved by County is unauthorized and will be considered invalid.

County's Deputy Procurement Agent, Jessica Loy, jessica.loy@ceo.oc.gov, will provide all official communication concerning this IFB.

1.4 BID VALIDITY

Bids will be valid for a period of 365 days after IFB closing date.

1.5 LOBBYISTS

County of Orange does not require and neither encourages or discourages the use of lobbyists or other consultants for the purpose of securing business.

ORANGE COUNTY BOARD OF SUPERVISORS

AND COUNTY AGENCY OFFICERS

Board of Supervisors

Janet Nguyen, First District Vicente Sarmiento, Second District Donald P. Wagner, Third District

Doug Chaffee, Fourth District Katrina Foley, Fifth District

County Agency Officers

Claude Parrish, Assessor Hugh Nguyen, Clerk-Recorder

Todd Spitzer, District Attorney-Public Administrator Don Barnes, Sheriff-Coroner

Shari L. Freidenrich, Treasurer-Tax Collector Andrew Hamilton, Auditor-Controller

SECTION 2. General Instructions

2.1 REVIEW

Before submitting a bid, Bidders shall carefully review the General Instructions and examine the solicitation contents, including the Model Contract Terms, Conditions and Scope of Work. Bidders shall include in their bid response a monetary sum to cover the cost of all items included in the Contract. The Model Contract contained in this solicitation is the Contract proposed for execution. Upon award, awarded Bidder will be required to sign and submit Contract for execution.

2.2 RESPONSIVENESS

Responsive bids shall include completed submittals/attachments provided in the Vendor Responses.

2.3 BID SUBMISSION

Electronic Bids shall be submitted via the County’s online bidding system via the following link https://procurement.opengov.com/portal/ocgov. All required sections of the IFB as listed above, must be submitted via the County’s eProurement Portal. Bidder is solely responsible for “on time” submission of their electronic bid. The County will not accept late bids and no exceptions shall be made. County will only receive those bids that were transmitted successfully.

Note: Electronic Bids cannot be viewed by County until after the solicitation deadline. If you encounter any problems with your registration, system, bid submission, or other system issues, please contact OpenGov’s support staff via the live chat option or via email at procurement-support@opengov.com.

2.4 PRICING

A. Bid Prices: The bid prices quoted on this solicitation shall be firm for the entire contract term of the awarded Contract.

B. Addenda: Bid prices offered shall reflect all addenda issued by County.

C. Scope of Work: Bids shall be submitted only for the items and/or services as stated in the Scope of Work, Attachment A of Model Contract; bids for other than the items and/or services listed will not be considered.

D. Firm Prices: The County will only consider firm price bids.

mailto:procurement-support@opengov.com

E. Profit: The net amount of profit will remain firm for the entire term of the Contract. Contract adjustments which increase Contractor’s profit will not be allowed.

F. Price Decreases: All price/rate decreases will automatically be extended to the County. Please reference Paragraph – Price Increase/Decrease provision for additional information.

G. Acceptance: Bids must be provided for each item separately, “all-or-none” bids will not be accepted unless in the best interest of the County.

2.5 NO SUBSTITUTIONS

The bidder is required to meet all specifications and requirements contained in this solicitation. No substitutions will be accepted, unless prior County written approval is received.

2.6 DISCREPANCIES

Bidder shall take all responsibility for any errors or omissions in their bids. Any discrepancies in numbers or calculations shall be interpreted to reflect the lowest price to the County.

If prior to contract award, a Bidder discovers a mistake in their bid which renders the Bidder unwilling to perform under any resulting contract, the Bidder must immediately notify the buyer and request to withdraw the bid. It shall be solely within the County's discretion as to whether withdrawal will be permitted. If the solicitation contemplated evaluation and award of "all or none" of the items, then any withdrawal must be for the entire bid.

If the solicitation provided for evaluation and award on a line item or combination of items basis, the County may consider permitting withdrawal of specific line item(s) or combination of items.

2.7 BID EXPENSES

The County shall not be liable for any expenses incurred by potential Contractors in the preparation or submission of their bids. Pre-contractual expenses are not to be included in the Contractor’s Pricing Sheet. Pre-contractual expenses are defined as, including but not limited to, expenses incurred by Bidder in:

A. Preparing its bid in response to this IFB.

B. Submitting that bid to the County.

C. Negotiating with the County any matter related to the bid; and, D. Any other expenses incurred by the Bidder prior to the date of the award and execution, if any, of the Contract.

2.8 AWARD

Upon recommendation of Contract award, Bidder will be required to submit the following documents within seven (7) days of County notification, unless otherwise specified in the solicitation:

A. Insurance: Certificate(s) of Insurance, including additional Insured Endorsement(s); refer to Model Contract, Article-Insurance

B. W-9 Form: Current signed W-9 (Taxpayer ID No & Certification), which includes Contractor’s Legal Business Name(s). Out of State Vendors are required to submit a 587/590 Form.

2.9 ACCEPTANCE/REJECTION/AWARD

A. Bids submitted in response to this IFB may become subject to public disclosure under the California

Public Records Act, and other applicable law. The County shall not be liable in any way for disclosure of any such records. Additionally, all bids shall become the property of the County.

B. The lowest responsive, responsible Bidder will be recommended for contract award.

C. Bids will be reviewed by the County for responsiveness to all requirements. The County has the right to reject any bid deemed unresponsive or lacking the resources or experience to adequately perform the services described herein.

D. Only those responsible, responsive bids meeting all solicitation requirements and specifications shall be further reviewed for consideration for award. Award shall be based on the lowest, responsive, responsible bid.

E. Please take notice, non-acceptance of the County of Orange terms and conditions, incorporated in model contract, may deem a bid non-responsive. County may not accept any other terms, conditions, or provisions contrary to those contained within this solicitation.

F. Final award determination shall be based upon the lowest responsive, responsible bid, and may also include a review of Bidder’s ability to meet the requirements and perform the services specified in this solicitation; Bidder’s references and past performance; and Bidder’s acceptance of County of Orange terms and conditions.

G. By submitting a response to this solicitation, Bidders agree to accept the decision of the County DPA as final.

H. Awarded Bidder will be required to sign a contract upon award. If Bidder is a corporation, signature will be provided in accordance with the corporation’s code as specified in this solicitation.

2.10 RIGHTS RESERVED TO COUNTY

The County reserves the right to:

A. Request a sample for determining equality with the specified brand.

B. Waive, at its discretion, any non-material defects, irregularity, or informality, which County deems correctable or otherwise not warranting rejection of the bid that do not result in any unfair competitive advantage.

C. Verify and validate any information prior to Contract Award and during the entire term of the Contract.

D. Make multiple awards to Bidders for services requested in this solicitation, at its sole discretion, to serve the best interests of the County

E. Accept or reject in whole or in part any or all bids received as a result of this solicitation at its sole discretion and to solicit for new bids, as the best interest of the County may require.

F. Negotiate the final Contract with the lowest, responsive and responsible Bidder or Bidders as necessary to serve the best interests of the County.

G. Withdraw or cancel in part or in its entirety this solicitation at any time without prior notice and furthermore makes no representation that any contract will be awarded to any Bidder responding to this solicitation.

H. Award its total requirements to one Bidder or to apportion those requirements among two or more Bidders as the County may deem to be in its best interests; therefore, bids must be provided for each item separately; “all-or-none” bids will not be accepted unless in the best interest of the County.

I. Defer award of this Contract for a period of 180 days after the Bid opening. During this period, Bidders shall guarantee the prices quoted in their Bids. County and the lowest responsive, responsible Bidder may mutually agree in writing to extend this deferral period.

2.11 JOINT BIDS

Where two or more Bidders desire to submit a single bid in response to a solicitation, they must do so on a prime/subcontractor basis rather than as a joint venture. The County intends to contract with a single firm or multiple firms, but not with multiple firms doing business as a joint venture.

2.12 UNFAIR PRACTICES AND OTHER LAWS

Bidder warrants that its bid complies with the Unfair Practices Act (Business and Professions Code Section 17000 et seq.) and all applicable County, State and Federal laws and regulations.

2.13 INDEPENDENCE OF BID

By submitting a bid, Bidder swears under penalty of perjury that it did not conspire with any other supplier to set prices in violation of anti-trust laws.

2.14 AMERICANS WITH DISABILITY ACT (ADA)

To comply with the non-discrimination requirements of the ADA, it is the policy of the County to make every effort to ensure that its programs, activities and services are available to all persons, including persons with disabilities. For persons with a disability needing a reasonable modification to participate in the procurement process, or for persons having questions regarding reasonable modifications for the procurement process, you must contact the buyer listed in the solicitation.

2.15 DUNS NUMBER

The County requires a valid D-U-N-S number prior to Contract Award. If needed, your company may obtain one at no cost at www.dnb.com. If you are unable to provide/obtain a D-U-N-S number, please indicate so in your bid submission response.

2.16 UNIQUE ENTITY IDENTIFIER NUMBER (UEI)

The County requires a valid UEI number prior to Contract Award. If needed, your company may obtain one at no cost at www.usfcr.com. If you are unable to provide/obtain a UEI number, please indicate so in your bid submission response.

SECTION 3. Protest Procedures

Any actual or prospective bidder or respondent who alleges an error or impropriety in the solicitation or award of a contract may submit a grievance or protest to Jessica Loy at jessica.loy@ceo.oc.gov, as set forth herein.

PROTEST PROCEDURES

All protests shall be typed under the protestor’s letterhead and submitted in accordance with the provisions stated herein. All protests shall include at a minimum the following information:

A. The name, address, and telephone number of the protestor;

B. The signature of the protestor or the protestor’s representative;

C. The solicitation or contract number;

D. A detailed statement of the legal and/or factual grounds for the protest; and, E. The form of relief requested.

Protest of Solicitation Specifications:

A. All protests related to solicitation specifications must be submitted to the Deputy Procurement Agent (DPA), Jessica Loy at jessica.loy@ceo.oc.gov, no later than five (5) business days prior to the Closing Date of the solicitation. Protests received after the five (5) business-day deadline will not be considered by the County.

B. In the event the protest of specifications is denied, and the protestor wishes to continue in the solicitation process, the protestor must still submit a bid/response prior to the close of the solicitation in accordance with the solicitation submittal procedures provided in this solicitation.

Protest of Award of Contract:

A. Protests related to the award of a contract must be submitted to the Deputy Procurement Agent, Jessica Loy at jessica.loy@ceo.oc.gov, no later than five (5) business days after the Notice of Solicitation Ranking Results is provided by the DPA.

B. Protests relating to a proposed contract award received after the five (5) business day deadline will not be considered by the County.

C. If the five (5) business day period expires without the receipt of a protest, the department may move forward with the contract award or if necessary, file the item for approval by the Board of Supervisors.

Protest Process

A. In the event of a timely protest, the County shall not proceed with the solicitation or award of the contract until the DPA issues a decision on the protest.

B. Upon receipt of a timely protest, the DPA will, within ten (10) business days of receipt of the protest, issue a decision in writing which shall state the reasons for the actions taken.

C. The County may, after providing written justification, make the determination that an immediate award of the contract is necessary to protect the substantial interests of the County. The award of a contract shall in no way compromise the protester’s right to the protest procedures outlined herein.

D. If the protestor disagrees with the decision of the DPA, the protestor may submit a written appeal to the County Procurement Officer requesting an appeal to the Procurement Appeals Board, in accordance with the process stated below.

APPEALS PROCESS

A. If the protestor wishes to appeal the protest decision of the Deputy Procurement Agent, the protestor must submit, within three (3) business days from receipt of the Deputy Procurement Agent’s decision, a written appeal to the Office of the County Procurement Officer.

Written appeals must be sent by mail to the address below with a courtesy copy by email;

County of Orange/County Executive Office County Procurement Office 400 W. Civic Center Drive, 5th Floor Santa Ana, CA 92701 Attn: County Procurement Officer CPOAppeals@ceo.oc.gov

B. Within fifteen (15) business days, the County Procurement Officer will review all materials in connection with the appeal, assess the merits of the protest and provide a written determination that shall contain his or her decision on whether the appeal shall be forwarded to the Procurement Appeals Board.

C. The decision of the County Procurement Officer on whether to allow the appeal to go forward will be final and there shall be no right to any administrative appeals of this decision.

SECTION 4. Scope of Work

A. GENERAL INFORMATION

The County of Orange is comprised of 22 Departments and over 17,500 employees located throughout the County. The County’s core businesses are public safety, public works, construction management, public health, environmental protection, regional planning, public assistance, social services and aviation.

Contractor is to provide Plain, Printed, and Custom Envelopes to various County facilities located throughout the County of Orange on an as needed basis and usage is not guaranteed. Facility locations may be added or deleted, and service hours modified at any given time.

Each Department may have different hours of operations, but all non-urgent services shall be done within regular business hours. Contractor is required to provide Plain, Printed, or Custom Envelopes upon request by any County of Orange Department and any other participating government entity.

B. CONTRACTOR RESPONSIBILITIES

1. Contractor shall possess all Federal, State and Local permits, licenses and approvals necessary to provide goods required in the Scope of Work. Any associated fees shall be the responsibility of the Contractor.

mailto:CPOAppeals@ocgov.com

2. Contractor shall provide a dedicated account manager/sales representative and/or inside customer service representative knowledgeable of the Contract products, to efficiently answer all County questions/inquiries. Contractor account manager/sales representative shall be available during regular business hours to assist County with placement of orders, follow-ups and any other areas requiring assistance within the realm of their responsibility.

3. All pricing is to be Free on Board (FOB): DESTINATION. No shipping charges will be authorized for payment for merchandise ordered against this Contract.

4. Contractor shall not require a minimum quantity and/or cost per order other than stated on Section P, #3, of Scope of Work. No other minimum delivery requirements shall apply. County does not intend to place multiple small orders, but orders shall be placed at the convenience of each Department.

5. Contractor shall be able to make delivery of goods to any County facility on an average, not to exceed of ten (10) business days after receipt of order, unless a special order requires additional delivery time then Contractor shall make arrangements with County ordering Department. Contractor is required to make deliveries to any location requested for the County of Orange.

6. Contractor to provide a copy in form of an order slip, packing slip, bill of lading or invoice with all shipments detailing order at time of delivery. All products delivered must be properly labeled, detailing product and quantity shipped

7. Contractor to make delivery arrangements directly with the requesting Department at the location specified on the order. Deliveries are expected to be made in full. Approval for delivery of partial or incomplete orders shall be obtained prior to delivery from the department placing the order. Partial deliveries without approval may not be accepted and any charges incurred shall be the responsibility of the Contractor.

8. Contractor to itemize all applicable Federal and State taxes, as well as any other applicable taxes/fees as separate line items when invoicing. No self-imposed fees shall be accepted.

9. Contractor shall be held liable for any damage or criminal/civil citations which may occur as a result of any spills and/or accidents within County Property caused by Contractor.

10. Contractor will be responsible for any parking fees at time of delivery services. County shall not provide free parking for delivery services, parking fees will not be reimbursed, and parking passes shall not be issued.

11. Contractor’s account representative shall response any questions/inquiries within two (2)-hours of original quote request that cannot be handled on the spot by customer service.

12. Contractor shall make delivery arrangements directly with the requesting Department at the location specified on the order. Deliveries are expected to be made in full. Approval for delivery of partial or incomplete orders shall be obtained prior to delivery from the

Department placing the order. Partial deliveries without approval may not be accepted and any charges incurred shall be the responsibility of the Contractor.

13. Contractor will not charge the County for urgent order requests. Delivery must be made to the location specified in the order request, within the time agreed by Contractor, including after hours, weekends, and holidays.

14. Service Capabilities and Requirements at no additional cost to the County. Contractor must:

a. Receive electronic orders, including electronic files in various formats (PC & Mac) through a web link software account provided by Contractor. It must be user friendly and free set up, which shall be monitored and maintained by Contractor.

b. Provide all in-house electronic typesetting and composition services with the ability to set type in all typestyles. All typestyles, typesetting and composition services to be provided.

c. Provide the capability to do in-house plate making for flexographic and offset printing.

d. Have available a team to assist with design/layout of envelopes, window or print for special orders to assure optimum envelope performance on automated mailing equipment.

e. Accommodate delivery services as requested by County Department individual authorized personnel. Delivery of items/products shall be within or no more than ten (10) business days to produce custom manufactured products.

f. Have access to new product engineering, tooling, and graphic art software to assists in design/layout and development of new envelope or change in return address with a proof.

g. Be able to provide live test runs on new or special products. County shall occasionally request a live test run (1M) on a new product, in which Contractor shall provide at no cost to County.

h. Warehousing/Storage: Offer warehouse/storage for excess of inventory for orders larger than County requesting delivery. (Example: Order is for 75,000, but County is only requesting 25,000 be delivered, Contractor shall store/stock 50,000 until County is ready). Storing requests shall not exceed more than 12 months.

i. Inventory maintenance and control: Offer inventory and stock control for stored items/products. County Departments reserve the right to order a year supply of envelopes and the successful Contractor will store the envelopes at no charge to County and make drop shipments to the departments upon to the agreed scheduled at no additional delivery cost.

j. Same Day Delivery: May be asked to provide same day delivery for urgent orders. County shall give Contractor at least four (4) hours lead time to make delivery by closing of business day or next business day.

k. Design/Layout Consultations: Provide consultations for new product design/layout and development of a new envelope for special applications.

l. Graphics Assistance: Provide and assists County personnel with graphic art design, layout and creation of new required envelopes/proofs.

m. Live Test Run: Provide live-test runs (1M) on new products or special orders only at the request of authorized County personnel. Contractor may bill after providing five (5) live-test runs, at the flat rate set in Attachment B.

n. Postal Designs: Work with County Department when doing Postal designs.

Note: All graphics/designs/layouts and artwork must be approved in writing by authorized County personnel and shall remain property of County.

1. Hours of Operations and Delivery Instructions. Contract must:

a. Maintain, at Contractor’s expense, a telephone answering system, which, at a minimum, provides eight (8) hours per day, five (5) days per week live coverage from the hours of 7:30 a.m. to 4:30 p.m. (PDT) and/or an e-mail address to place all requests/orders, as well as a contact name and number for 24-hour access phone number for emergency orders.

*Account Representative Name:

TBD

Telephone No.:

Cell Phone No.:

E-Mail Address:

AFTER-HOURS CONTACT

*After Hours Contact Name:

After Hours Telephone No.:

After Hours E-Mail Address:

*Any changes in Account Representative or After-Hours Account Representative shall be notified in writing to County, County Procurement Buyer listed under Articles 40-Notices.

Holidays Observed by County:

New Year’s Day Martin Luther King Day Presidents’ Day

Lincoln’s Birthday Memorial Day July 4th

Columbus Day Labor Day Veterans Day

Thanksgiving & Day After Thanksgiving Christmas

b. Complete all work within regular County business hours, Monday through Friday 8:00 a.m. to 5:00 p.m. (PDT), unless other arrangements are made by County Site Coordinator. Each Department may have different service needs due to facility structure and/or hours of operations, Contractor shall accommodate requests based on each Facility needs and hours of operations.

c. Deliver within ten (10) business days from order acknowledgement, unless other arrangements are made with authorized County personnel.

d. Perform all deliveries and to act in a safe and professional manner, adhering to all applicable Federal, State, Local, American Society of testing & Materials (ASTM), Department of Transportation (DOT) and Air resources Board (ARB) regulations for the handling and delivery of envelopes (plain, printed, and custom)

e. Provide an order or packing slip with all shipments. All products delivered must be properly labeled, detailing product and quantity shipped and must be accompanied by its MSDS information. Each container shall be clearly labeled as to its contents and shall include all appropriate MSDS information on labeling.

Note: Any product delivered without the proper labeling and/or product sheet(s) may be rejected upon such delivery at the expense of the Contractor.

a. Coordinate delivery directly with the requesting Department at the location specified on the order. Deliveries are expected to be made in full shipments;

b. Must obtain approval for any partial delivery from the ordering department. County reserves the right to reject any partial deliveries made without prior approval. Contractor shall be responsible for any charges incurred resulting from the rejection of the delivery.

c. County will not provide free parking for delivery services and/or parking fees will not be reimbursed. County will not issue any parking passes.

d. Contractor shall not charge County for occasional emergency requests, delivery must be within two (2) business days of order acknowledgement.

1. Ordering Procedures

a. Contractor shall have the capability to accept orders through the following methods:

i. Electronic (email/web-link or internet)

ii. Telephone, and

iii. Fax; and

b. Provide a written order acknowledgement to end user via email, auto reply or fax for all items ordered, listing name of ordering staff and phone number, order date, Contract number, quantity ordered, unit of measure and pricing.

c. Minimum order quantity shall be one thousand (1M). No other minimum delivery requirement shall apply. County does not intend to place multiple small orders, but orders shall be placed at the convenience of each Agency.

d. County shall send quote request via email, web-link, or fax to Contractor, and Contractor shall send back written quote with all specific descriptions and fees within two (2) business days, including new proofs.

1. Envelope, and Packaging and Labeling Requirements

a. Envelope Requirements

i. Envelopes must be made from certified recycled paper with a minimum 30% post-consumer or higher and must be recyclable.

ii. Adhesive must be of such quality that the envelopes can withstand long storage shelf life.

iii. Flap adhesive must be palatable for the manual sealing of envelopes.

iv. Envelope seams shall be firmly sealed with no excess glue at seam edges. Envelopes shall lie flat without curling.

v. Envelopes shall be free from defects including, but not limited to, loosed flaps, loosed corners, puckered seams, misplaced window patches that degrade appearance, performance, or usability?

vi. String and button closure should be securely fastened to the envelope and not glued on (see Exhibit A).

vii. County uses Pitney Bowes and/or Neopost inserting and postage machines.

Envelopes must be compatible with inserting and postage machines.

b. Packaging and Labeling

i. Envelopes must be packaged in standard packaging of 500 per box.

ii. All orders shall include a packing list referencing: (1) Order Date, (2) Requestor’s Name and Department/Phone Number (3) Reference Quote Number (4) Ship/Bill to Address,(5) Purchase Order Number or Contract Number, (6) Quantity (7) Unit of Measure (8) Item Description, (9) Price (10), Extended Price (if/when applicable) and any other additional information requested by the County personnel.

2. Returns:

a. Any incorrect items shall be immediately replaced by Contractor without any cost to the County. Under no circumstances, Contract shall charge any restocking fees to any items being returned for any reason.

b. All returned shall be coordinated via email, telephone, or fax to the Contractor by the Department’s authorized County Personnel.

c. Contractor may choose to pick up items/products being returned or send a pre-paid return label to return package at no cost to the County. A credit for returned items shall be issued within thirty (30) business days of notifications.

d. Contractor shall process returned made within fifteen (15) days of delivery under any of the following circumstances:

i. Items/Products ordered are received with visible or noted damage in shipment and/or delivery; these must be properly noted on the delivery receipt by the County’s personnel.

ii. Items/Products ordered are received with concealed or not noted damage in shipment and/or delivery and the County discovery is properly recorded and reported to the Contractor within next 24-hours of receipt of merchandise.

iii. Items/Products are incorrectly shipped.

iv. Items/Products received is late or delayed and because of the late or delayed delivery is deemed in good faith by the County to be unusable or no longer needed.

1. Emergency/Rush Order requests at no additional cost to the County

a. Provide Emergency (Rush) order deliveries on any order request classified by County authorized personnel as an Emergency (Rush) Order.

b. County may place Emergency (Rush) order requests, which are defined as services require to be provided/delivered as soon as possible or within two (2) business days from receiving the order, including County observed holidays and weekends.

c. For Emergency (Rush) Orders, Contractor shall coordinate and contact and work directly with requesting Department to further clarify or get specific instructions for any Emergency (Rush) orders.

d. The intent of this Contract is for daily operations; however, in an Emergency Event or Declared Disaster by the County, Contractor shall service the County during such an emergency under the same terms and conditions that apply during regular standard non-emergency/disaster conditions. This Contract may be subject to unusual usage. Emergency Events or Declared Disasters may be rare occurrences. Please refer to provision 23 for further information.

1. Live Test Run:

Provide live-test runs (1M) on new products or special orders only at the request of authorized County personnel at no additional cost to County. Contractor may bill after providing five (5) live-test runs, at the flat rate set forth in Attachment B, Pricing and Compensation.

2. County Responsibilities:

a. County shall appoint a County Site Coordinator/Project Manager for each department and/or service order, including a telephone number. An additional County phone number shall be provided as a back-up contact.

b. County Site Coordinator/Project Manager shall ensure Contractor access to all service locations and site facilities.

c. County Agencies/Departments shall be responsible for amending their subordinate Contracts as facilities may be added or deleted and service hours may be increased or decreased at a given location at any time during the term of the Contact.

d. The County reserves the right to obtain competitive bids on any material or service and to utilize the data provided under this Contract relative to necessary materials and services.

3. Security Requirements: The County operates several secured facilities: most notable are several Probation, Sheriff and Airport operated sites. Contractors and their employees who perform services in these facilities will be required to strict operation policies and may be required to pass a background check prior to their employment due to security requirements for certain facilities covered under this Contract. During performance of the work, especially at detention facilities, workers shall closely monitor all tools, equipment and other materials at all times. Contractors and their employees shall have no contact verbal or physical, with any inmate of these facilities. These policies have been designed with the primary purpose of ensuring a safe and secure environment for all involved.

a. The Contractor shall provide a list of all personnel/employees who will be directly performing tasks associated with the Contract. Contractor’s personnel/employees providing service in a secured detention facility, a Probation facility or a Sheriff’s facility, will be expected to pass two (2) separate background checks performed by the Orange County Sheriff’s Department and the Orange County Probation Department. No changes shall be authorized to the approved list without a request in writing submitted by the Contractor and approved by the County Site Coordinator. At no time will unauthorized Contractor employees perform any task associated with this Contract. If this occurs, the Contractor will be notified that they have not complied with the terms of this Contract and are subject to Contract termination. The list of all Personnel/Employees working on County projects shall be submitted prior to award of this Contract.

b. Contractor shall prepare and submit a Security Clearance form to the County Site Coordinator for all persons who will be working on or who will need access to secured facilities.

c. Security Clearance forms shall be submitted at least five (5) working days prior to the start of work or prior to the use of any person subsequent to the start of work.

d. Said Security Clearance forms shall be thoroughly and accurately complete. Omissions or false statements, regardless of the nature or magnitude, may be grounds for denying clearance.

e. No person shall be employed on this work who has not received prior clearance from the Probation Department, Sheriff’s Department or John Wayne Airport.

f. The County, John Wayne Airport, the Probation Department and the Sheriff’s Department are not under any obligation to give a reason clearance is denied.

g. The Contractor shall be responsible to sign in with the County Site Coordinator or designee, as required. Upon arrival at any secure facility (e.g., John Wayne Airport, Probation) the Contractor shall report to the Central Control Center (Control). Contractor personnel shall have no contact, either verbal or physical, with internees in secured detention facilities.

Specifically:

A. Do not give names or addresses to internees.

B. Do not receive any names or addresses from internees.

C. Do not disclose the identity of any internee to anyone outside the facility.

D. Do not give any materials to internees.

E. Do not receive any materials from internees (including materials to be passed to another individual or internee).

*Failure to comply with these requirements is a criminal act and can result in prosecution.

a. Any Contractor personnel/employee(s) engaged in the performance of work under this Contract shall be expected to pass the screening requirements and abide by all of the security requirements set forth by the Federal Aviation Administration (FAA) and the County of Orange.

“The Federal Aviation Administration (FAA) approved security program for John Wayne Airport requires that each person issued a John Wayne Airport security badge is made aware of his/her responsibilities regarding the privilege of access to restricted areas of the airport”.

All persons within the restricted air operation areas of the airport are required to display, on their person, a John Wayne Airport security badge, unless they are specifically exempted for reasons or they are under escort by a properly badge individual. Each airport employee or airport tenant employee who has been issued a John Wayne Airport security badge is responsible for challenging any individual who is not properly displaying an airport issued or approved and valid identification badge. Any person who is not properly displaying or who cannot produce a valid John Wayne Airport security badge must immediately be referred to the Sheriff’s Department Airport Detail Office for proper handling.

The John Wayne Airport security badge is the property of the County of Orange and must be returned upon termination of employment at John Wayne Airport. The loss of a badge shall be reported within twenty-four (24) hours to the Sheriff’s Department Airport Dispatch Center (949) 252-5000. A report shall be made before a replacement badge will be issued.

b. All vehicles parked on-site shall be locked and thoroughly secured at all times.

c. All equipment and materials shall remain in the Contractor possession at all times and shall never be left unattended. All lost or misplaced equipment or materials shall be reported immediately to the (a) security staff or Control in secured detention facilities or

(b) the escort or Control in Sheriff’s facilities.

d. Personnel shall not smoke or use profanity or other inappropriate language while on-site.

e. Personnel shall not enter the facility while under the influence of alcohol, drugs or other intoxicants and shall not have such materials in their possession.

f. Personnel shall plan their activities to minimize the number of times they must enter and exit a facility. For example, transport all equipment and materials needed for the day at the start of work and restrict all breaks to the absolute minimum.

g. Contractor employee(s) shall be well-disposed to the public and County staff utilizing the facilities but shall be responsive only to the requests of the County Site Coordinator unless otherwise directed and shall direct all inquiries or requests to the County Site Coordinator.

SECTION 5. OCLSB and DVBE Preference Policies Certification Requirements

County of Orange Local Small Business (OCLSB) Preference and Disabled Veteran Business Enterprise (DVBE) Preference Policies Certification Requirements

5.1 OCLSB:

Effective January 1, 2020, County of Orange Board of Supervisors adopted the OCLSB Preference policy. Implementation of the OCLSB Preference policy supports local businesses, the local economy and the development of the County’s tax base.

To be certified as a Local Small Business by the County of Orange, a business shall meet (1) and (2) below:

A. Local Business Requirements:

1. Maintains their principal center of operations (i.e. headquarters) within Orange County, and:

2. Has:

a. A business address located in the County of Orange that is not a post office box, or

b. A valid business license or certificate of occupancy issued by the County of Orange or by an Orange County city, or other documentation acceptable to the County of Orange.

B. Small Business Requirements:

1. Must be certified as a Small Business by the State of California Department of General Services (DGS): and, C. Above requirements must be valid at the time of proposal submittal through the time of award of the contract. The terms and conditions of the contract shall additionally require the contractor to remain in compliance with the Local Business requirements (pursuant to subsection (a) above) through the term of the contract, including any extensions or renewals, and shall provide that contractor’s failure to comply may be construed by County as a material breach of the contract.

5.2 DVBE:

Effective January 1, 2021, County of Orange Board of Supervisors adopted the DVBE Preference policy.

The DVBE Preference policy supports local business opportunity, economy and the development of County’s tax base, and in addition recognizes the service and sacrifice given by the men and women of our Armed Forces.

To be certified as a Disabled Veteran Business Enterprise by the County of Orange, a business shall meet

(A) and (B) below:

A. Must be certified as a DVBE by the State of California Department of General Services (DGS);

and, B. DGS DVBE requirements must be valid at the time of bid/proposal submittal through the time of award of the contract.

To participate as an OCLSB and/or DVBE please read and follow the process outlined in COUNTY OF

ORANGE LOCAL SMALL BUSINESS (OCLSB) AND DISABLED VETERAN BUSINESS

ENTERPRISE (DVBE) CERTIFICATION REQUIREMENTS in the VENDOR RESPONSES.

*NOTE: DVBE PREFERENCE IS NOT APPLICABLE TO PUBLIC WORKS OR A-E

CONSTRUCTION PROJECTS.

5.3 OCLSB/DVBE CERTIFICATION REQUIREMENTS:

County Of Orange Local Small Business (OCLSB) Preference And Disabled Veteran Business Enterprise (DVBE) Certification Requirements

A. To participate as an OCLSB and/or DVBE the following requirements must be met:

1. Must be certified with State of California the Department of General Services (DGS) as a Small Business. - https://caleprocure.ca.gov/pages/sbdvbe-index.aspx

2. Must be certified with DGS as a DVBE. - https://caleprocure.ca.gov/pages/sbdvbe-index.aspx

3. Maintains their principal center of operations (i.e. headquarters) within Orange County.

https://caleprocure.ca.gov/pages/sbdvbe-index.aspx https://caleprocure.ca.gov/pages/sbdvbe-index.aspx

4. Certification must be valid at the date/time solicitation is closed, and it shall remain in effect at the time of contract award. County reserves the right to verify and/or reject incomplete documents.

5. Complete and sign the Affirmation form attached herein. The signed Affirmation form and the OCLSB Certification are required and must be returned with the solicitation response.

B. OCLSB or DVBE Preference provides for the following:

1. Invitation for Bid – IFB A five percent (5%) deduction in the original bid price shall be applied to all confirmed OCLSB or DVBE bidders for evaluation purposes. If the lowest bidder is a certified OCLSB or DVBE bidder, the contract will be awarded at the certified OCLSB or DVBE’s original bid price. The maximum allowable preference deduction is $100,000.

2. Request for Proposal - RFP

a. No Cost - Any Request for Proposals that does not include cost as a scoring criteria shall instead apply the five percent (5%) or eight percent (8%) preference percentage pursuant to the eligibility requirements above to a scoring criteria in the RFP that makes up no more than twenty percent (20%) of the total RFP.

b. With Cost - An additional five percent (5%) shall be applied to the total cost of each certified OCLSB or DVBE to obtain their final score. If the final score of any OCLSB or DVBE matches the final score of a respondent who is not an OCLSB or DVBE, preference shall be given to the certified OCLSB or DVBE. If two or more OCLSBs and/or DVBEs have the same final score, the County shall determine the contract award based on the County’s best interests. Notwithstanding these preference procedures, the Orange County Board of Supervisors reserves the right to award contracts in any other permissible manner in consideration of the County’s best interests.

C. Dual OCLSB and DVBE Preference provides for the following:

1. Business Certified as OCLSB and DVBE If a State-certified OCLSB is also a State-certified DVBE, the preference given to that business shall be 8% instead of 5%.

D. Subcontractors If bidder is submitting subcontractors to qualify for the OCLSB or DVBE preference, bidder must demonstrate through the Staffing Plan that 20% of the total bid amount is allocated to the OCLSB and/or DVBE subcontractor(s).

*NOTE: DVBE PREFERENCE IS NOT APPLICABLE TO PUBLIC WORKS OR A-E

CONSTRUCTION PROJECTS.

SECTION 6. Electronic Fund Transfer (EFT)

If awarded, the County offers Bidder the option of receiving payment directly to its bank account via an Electronic Fund Transfer (EFT) process in lieu of a check payment. Payment made via EFT shall also receive an Electronic Remittance Advice with the payment details via e-mail. An e-mail address shall need to be provided to County via an EFT Authorization Form. A copy of the EFT form is attached as an Exhibit to this solicitation.

SECTION 7. Pricing

Line Item Description Quantity Unit of Measure

Unit Cost Total

1 Envelope, Plain, Special Size (6-⅜” x 9-¾”) Open Side w/ Window, 24 #, White

1,000

2 Envelope, Plain, Special Size (6” x 10”) Booklet, 24 #, White Wove

1,000

3 Envelope, Plain, Special Size (6-¼” x 9-¼”) Booklet, 24 #, White Wove

1,000

4 Envelope, Plain, Special Size (6-½” x 9-½”) Booklet, 24 #, White Wove

1,000

5 Envelope, Plain, Stock Size #6 1/2 (6” x 9”) Booklet, 24 #, White Wove

1,000

6 Envelope, Plain, Stock Size #6 1/4 (3- ⅝” x 6”) Regular, 24 #, White Wove

1,000

7 Envelope, Plain, Stock Size #6 1/4 (3- ⅝” x 6”) Remittance 24 #, White Wove

1,000

8 Envelope, Plain, Stock Size #6 1/2 (3- ½” x 6-¼”) Remittance, 24 #, White Wove

1,000

9 Envelope, Plain, Stock Size #6 3/4 (3- ⅝” x 6-½”) Regular, 24#, White Wove

1,000

10 Envelope, Plain, Stock Size #7 3/4 (3- ⅞” x 7-½”) Regular, 24 #, White Wove

1,000

11 Envelope, Plain, Stock Size #8 5/8 (3- ⅝” x 8-⅝”) Regular, 24 # White Wove

1,000

Line Item Description Quantity Unit of Measure

Unit Cost Total

12 Envelope, Plain, Stock Size #9 (3-⅞” x 8-⅞”) Regular, 24 # White Wove

1,000

13 Envelope, Plain, Stock Size #10 (4-⅛” x 9-½”) Regular, 24 #, White Wove

1,000

14 Envelope, Plain, Stock Size #11 (4-½” x 10-⅜”), Regular, 24 #, WHITE

1,000

15 Envelope, Plain, Stock Size #12 (4-¾” x 11”) Regular, 20 #, White Wove

1,000

16 Envelope, Plain, Stock Size #14 (5” x 11-½”), Regular, 24 # White Wove

1,000

17 Envelope, Plain, Stock Size #10 (4-⅛” x 9-½”) 25 # RAG

1,000

18 Envelope, Confidential, For Personnel Use, 9-½” x 12-½” Catalog, 28 # Manila Paper, 1ST Class Green Diamond Border Print 1/0, String & Button

1,000

19 Envelope, F0363.2224.1, Confidential Envelope, 9” x 14” Catalog, 28 # Brown Kraft

1,000

20 Envelope, Form #1211 Confidential Envelopes 9” x 14” Catalog, 28 # Brown Kraft, 2 Holes Drilled and Clasp Closure Envelope Print 2/0

1,000

21 Envelope, 3-¾” x 9”, 24 #, White Wove Print 1/0 (SSA, WINDOW-

ATTN.: FOOD STAMPS UNIT)

1,000

22 Envelope, 3-¾” x 8”, Special Window, 24 #, White Wove, Print 1/0

(SSA, WINDOW-POSTAGE PAID)

1,000

23 Envelope, 4-¼” x 8”, 3-¾” x 8”, Special Window 24 #, White Wove Print 1/0 (SSA, PO BOX 1998, WINDOW)

Line Item Description Quantity Unit of Measure

Unit Cost Total

24 Envelope, 9-½” x 12”, Catalog, 24 #, White Wove, One Side Black, 1-½” x 11” Form Affixed to back of envelope, 3-Color Form on face and 2-Colors on back, W/3-Oval Holes Cut Out at tope of Form, Perforated and Sequentially Numbered in the Bottom Right Corner.

1,000

25 Envelope, Plain or Printed, 9” x 12” Booklets, Special Vertical Window, 24 #, White Wove, Plain Inside Tint Only w/Peel & Seal. Window specs;

4” x 3-¼”, 7-15/16” Left, 3-13/16” Bottom (Window)

1,000

26 Envelope, 4-¼” x 9-⅝”, ABSENT

VOTER'S BALLOT, RETURN

ENVELOPE, 24 #, White Wove, Printed Black, 2-Holes

1,000

27 Envelope, Open Side Booklet, 9” x 11-½”, 24#, White Wove, 3-½” x 1- ½”, Vertical Poly Window 2-½” L x 5/8” B, Printing Black 1/0 (Sample:

COUNTY OF ORANGE LOGO AND

CHILD SUPPORT SERVICES

RETURN ADDRESS, P.O. BOX

22099 SANTA ANA, CA 92702-

2099), Standard Blue Inside Tint, with Peel and Seal Flap

1,000

28 Envelope, 12 x 15-½”, Open End, 28 #, Kraft Print 2/0, NOTE: No Gum on Flap

1,000

29 Envelope, 9-½” x 12-½”, 28 #, Kraft, w/Clasp Print 2/0

1,000

30 Envelope, 9-½” x 12-½”, 28 #, Kraft, Print 2/0, NOTE: No Gum on Flap

1,000

31 Envelope, 4-¾” x 11”, 24 #, Brown Kraft, Print 2/0

Line Item Description Quantity Unit of Measure

Unit Cost Total

32 Envelope, #10, 4-⅛” x 9-½”, 20 #, White Wove, Print 2/0

1,000

33 Envelope, 6” x 10”, 24 #, White Wove, Print 2/0 Custom Window

1,000

34 Envelope, #11, 4-½” x 10-⅜”, 24 #, White Wove, Print 2/0

1,000

35 Envelope, #10 (4-⅛” x 9-½”) Policy, 28 #, Manila

1,000

36 Envelope, #1 (2-¼” x 3-½”) Coin Envelope, 24 # Kraft

1,000

37…