ITB 61 Addendum 1.pdf

October 26, 2023

ADDENDUM 1

TO: VENDORS

FROM: CARMELITA GRAHAM, PROCUREMENT OFFICER

RE: INVITATION TO BID NO. ITB DOA 23 24 61

PRINTING AND MAILING SERVICES FOR THE FLORIDA FARM TEAM

CARD PROGRAM

This addendum is to provide answers to questions received in reference to this invitation to bid.

Question / Answer

1. When can I receive the current contract price sheet with the current vendor?

This is a new project; therefore, the Department does not have a current contract vendor/price.

2. With the understanding that a card and letter are processed and mailed to each qualified recipient and assuming the letter is a standard 8.5 X 11 Letter stock.

What are the specifications for the card?

The card specifications are as follows: plastic, 2.125” x 3.375” in size, with rounded edges. See ITB section 2.1 E.1.

3. Is it a card stock, vinyl, or plastic card (30 Mil)?

The Contractor shall print plastic Florida Farm TEAM Cards.

4. What is the size of the card and how is the card used by the recipient?

The card is 2.125” x 3.375” in size. See ITB section 2.1 E.1.

5. For the Onboarding Services, what would be the quantity of the test data? A total price is being requested, however, it's important to know the approximate number of the test data.

The Department intends to provide several digital test files to ensure the Contractor is receiving proper data and can digitally produce correct letters and cards.

The Department will require production of no more than 100 test letters and 100 test cards during Onboarding Services; however, the Department reserves the right to require the production of additional test cards and test letters if the cards and letters produced during this process do not meet the Department’s requirements, do not contain the appropriate data, or are produced incorrectly as compared to the data provided.

6. I spoke with USPS Representative and there does not appear to be a report that provides specific information as to where mailings were sent, but rather the number of mailings that were sent to satisfy the requirements. What type of proof is usual and customary to the Department?

The Department is seeking a Certificate of Mailing through the United States Postal Service for items mailed under Deliverables 1, 2, or 3. See https://faq.usps.com/s/article/Certificate-of-Mailing-The-Basics and https://about.usps.com/publications/pub370/pub370_v10_revision_012016_tech_003.ht m.

The Department will also accept alternative electronic tracking proof of mailing to the extent it provides proof that of the item being mailed and to what address.

7. Is the Department open to using Dropbox as a secured transmission method?The Department prefers to use either an encrypted email or a link to either a ShareBase or SharePoint page, neither of which will not require the Contractor to have a special license to access the file.

8. Are the business days Monday-Friday, excluding holidays?

Yes.

9. Is the plastic card provided by the Department or a cost incurred by the Contractor based on the 2.125" x 3.375" specifications provided?

This will be a cost incurred by the Contractor and should be incorporated into the Contractor’s pricing. See Attachment 3 – Price Sheet (“Prices shall include all of Contractor’s costs and expenses to provide the services under the Contract, including all items such as materials, labor, equipment, transportation, delivery charges, postage, and fees.”).

https://faq.usps.com/s/article/Certificate-of-Mailing-The-Basics https://about.usps.com/publications/pub370/pub370_v10_revision_012016_tech_003.htm https://about.usps.com/publications/pub370/pub370_v10_revision_012016_tech_003.htm

10. How many plastic cards are on each page or are there multiple cards per sheet (up to 10)?

The Department is not dictating how the Contractor prints cards. The Department is not providing plastic cards or sheets of plastic cards to the Contractor; the Department is only providing digital information (for example, data that will be printed and digital designs). See Answer to Question 9, above, and ITB section 2.1 C. The Contractor will be required to print up to 10 cards per farm for services under Deliverable 2. See ITB section 2.1 E and Attachment 3 - Price Sheet.

11. When it says up to 10 cards, can some be 2, some 5, but no more than 10 per envelope?

That is correct. The number of cards will be dependent upon how many were requested by the farm in its application. This data will be provided to the Contractor. See ITB sections 2.1 C.1.f. and E.1.

12. The difference in a mailing that has 2 cards versus one that has 8 or 9 is huge, the cards themselves are a majority of the cost, if we put a price in there for 10 cards but most are less than 5, are we getting paid at the rate we put down no matter on many cards are in the envelope? And when we place them in the envelope, is there a particular why you want us to secure them inside it?

The rate for Deliverable 2 is for every mailing regardless of number of cards mailed. The Department has not dictated a method of securing cards inside the envelope in this Contract.

13. On the Farm card, are we able to pre-print up a certain amount of the generic information on the cards and then when the files come in just print the “variable” data portion on the cards? This will speed up the process.

This may be possible once a final proof is approved through Deliverable 1, Onboarding Services.

14. Is the total time for this job to be completed in 30 days from when we receive the first files?

This is an ongoing contract for these services as needed. This is not a single batch printing job. See ITB section 2.1 B.

15. Are we receiving daily files or they all come in at once?

The Department has not provided a frequency for these files, only a deadline once they are delivered for them to be printed a mailed. The initial intention is for files to be transmitted to the Contractor once per week, but this may change due to the Department’s needs.

16. Is the potential for the Farm cards to be a total of 460,000 if each farm were to receive 10 cards?

It is possible that each farm (approximately 46,000) may request 10 cards each. The Contractor may also need to print additional cards if the cards are lost or stolen.

Cards are valid for five years. If the Contract is renewed then some farms may receive an order of cards in the same manner as when the initial cards were printed.

17. Under “F” Deliverable 3, is this just a change to the verbiage and these mailings are part of the original mail quantity?

“F” reflects a change to the card’s digital/printed design or a change to the template letter being printed. The expected quantity is not expected to be impacted by these changes.

18. Under “G: Deliverable 4, do you have an idea of the total potential volume? And is this ongoing for a longer period of time?

The Department does not have an anticipated volume or period of time during which this may occur. However, note that these requests must be completed within 30 days of receipt of the written request from the Department.

19. Is this a first time bid or this is a renewal of an existing project? And if so, who was the last bidder and the number it was under.

This is a new project. There is no current contractor or previous bidder.

20. What is the frequency of the card production runs? (daily, weekly, monthly, quarterly, annually)?

The Department has not provided a frequency for these files, only a deadline once they are delivered for them to be printed a mailed. The initial intention is for files to be transmitted to the Contractor once per week, but this may change due to the Department’s needs.

21. What type of imaging will be done on the 30-mil cards? (thermal, ink-jet)?

The card will consist of graphic imaging which may be completed using ink-jet.

22. Will the back of the 30-mil card have any variable data imaged on it?

Yes.

23. What are the estimated of number of cards per mail package?

Up to 10.

24. Please let us know if there is an incumbent on this project and if so; What is the previous award amount?

This is a new project. There is no current contractor or previous bidder.

25. What is the projected timeline to the project to the cards printed and in the mail?

The Contract shall be effective from the date of last execution (or purchase order issuance) through the December 31, 2026. The Contract may be renewed pursuant to section 287.057(14), F.S., for up to three (3) additional years.

Additionally, please review E. Deliverable 2- Printing and Mailing Services.

This Addendum is hereby incorporated into and made a part of the above noted Invitation to Bid. All other terms, conditions and specifications of this Invitation to Bid will remain the same. For questions regarding this Addendum, please contact the Purchasing Office at email at Bids@FDACS.gov.

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.

Protests must be filed with the Agency Clerk, Florida Department of Agriculture and Consumer Services, The Holland Building, 600 South Calhoun Street, Tallahassee, Florida 32399.

mailto:Bids@FDACS.gov http://www.leg.state.fl.us/STATUTES/index.cfm?App_mode=Display_Statute&Search_String=&URL=0100-0199/0120/Sections/0120.57.html