JurySummonsPrintingandMailingQA.pdf
PDF 265 KB Posted
- Attached to
- RFP for Jury Summons Mailing
- Solicitation number
- RFP JAAA 2016000140 3
- Issued by
- Denver City, Colorado
About this file
This Questions and Answers document pertains to RFP JUD-RFP-16-SCAO-02 issued by the State of Colorado Judicial Department, State Court Administrator's Office, for jury summons printing and mailing services. The procurement involves printing jury summons documents on preprinted card stock, applying variable and static imaging in multiple colors, sealing the summonses through perforations or alternative means, and mailing them via first-class postage. The summons documents use the same stock as FTA (Failure to Appear) notices and feature 2 colors (including black) on the face and 3 colors (including black) on the back. Data files containing summonses and FTA notices are transmitted during early morning hours on Fridays, with emergency requests transmitted on any given day during early morning hours. Emergency requests have historically been common, occurring fourteen times in the past year, with quantities ranging from 65 to 200 summonses depending on trial location and type. The department also requires quarterly NCOA (National Change of Address) update services and an annual jury wheel transmission for the upcoming year, typically processed around August/September.
Current pricing for this service is $0.0389 per summons for printing and $0.0501 per card stock unit, with first-class postage costs included. The department pays between $5,400 and $8,000 quarterly for NCOA update services. OSI is the incumbent vendor and the State expresses satisfaction with their performance; however, the contract is being rebid because the previous contract period is expiring. The State does not require vendors to be USPS Certified Full Service vendors or locally based, permitting mailing operations from outside Colorado. Postage costs are included as evaluation factors in the RFP scoring.
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Text version
STATE OF COLORADO JUDICIAL DEPARTMENT
State Court Administrator’s Office
1300 Broadway, Suite 1200
JUD-RFP-16-SCAO-02- JURY SUMMONS PRINTING AND MAILING
Questions and Answers:
1. What is the SLA for damaged pieces?
Answer:
Summonses should be free from defect. If summonses are damaged they should be re-printed and re-mailed to the juror such that the juror will receive the summons in time to appear for jury service.
2. Is the imaging (variable and static) all in black?
Not all of the imaging is in black. Some images are in color.
3. In section B, it also says 2 colors face and 2 colors back. In the sample shown, it appears there are more than 2 colors on the face. Can we get clarification for this as well?
Answer:
There are 2 colors (including black) on the face and 3 colors (including black) on the back.
There is slight variation in the gradient fill on the back, for example in the boxes.
4. In the past year, how often have emergency requests been utilized (page 22, Section 1)? Is this historically a common or rare occurrence?
Answer:
Emergency requests were made fourteen times in the past year. Historically, emergency requests are a common occurrence.
5. On Page 20 Section B, it states that there are samples of both preprinted documents attached to the RFP. We were looking for a sample of the Jury Summons and the FTA notice. We only see one document attached. Are there 2 pre-printed stocks or one?
Answer:
There is one each pre-printed stock. The jury summons and the FTA notice use the same stock. A sample of the FTA notice will be added to the exhibits.
6. What time of day and what day of the week will the file be transmitted?
The data file with FTA notices and summonses is transmitted during the early morning hours on Fridays. Emergency requests for summonses may be sent on any given day during early morning hours. Data files are also sent on a quarterly basis for the NCOA updates. The jury wheel for the upcoming year is transmitted for NCOA updates around August/September each year.
7. What are typical quantities for emergency orders, if known?
There isn’t a typical quantity for emergency requests. The quantity depends on the location and type of trial. Some emergency requests during the past year were for 65 summonses where others were for 200 summonses.
8. Will postage costs be an evaluation factor?
Since postage is part of the cost/price it is part of the evaluation.
9. What are the current prices for the forms printing and card stock?
The cost for printing the summons is .0389 per summons. The cost for card stock is .0501 each.
10. In the sample attached is all of the red text static? Can it be pre-printed?
The red text on the sample is static and may be pre-printed.
11. Can you please provide the previous cost paid for this service?
The cost for printing the summons is .0389 per summons. The cost for card stock is .0501 each. First class postage is a cost. The department pays between $5,400 and $8,000 quarterly for an NCOA update service.
12. Can you also please explain if the two perforations will provide closure to the summons?
The perforations on the summons do seal the summons and are removed by the recipient to open the summons.
13. Do you require a pressure seal adhesive or can we suggest another means?
You may suggest another means for sealing the summons. However, the summons must remain sealed for opening by the prospective juror upon receipt of the summons.
14. Who is your current vendor? Are you satisfied?
OSI is the current vendor. We are satisfied with OSI.
15. Why is this out for RFP? What is your current price?
The jury summons printing and mailing is out for RFP because the contract period allowed for in the last RFP process is coming to an end. The cost for printing the summons is .0389 per summons. The cost for card stock is .0501 each. First class postage is a cost. The department pays between $5,400 and $8,000 quarterly for an NCOA update service.
16. Do you require your vendor to be a USPS Certified Full Service vendor?
We do not require the vendor to be a USPS certified full service vendor.
17. Do you require a local vendor? Can we mail from out of state?
We do not require that a vendor be local. The summonses may be mailed from outside the State of Colorado.
File details come from the government source that posted it. Updated .