OEV26005877 - Scope of Work.pdf

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SOLICITATION SPECIFICATIONS

OEV26005877 – OPEN ENROLLMENT VENDOR ASSESMENT (PASS/FAIL)

TITLE: MPA 204: PRINTING SERVICES, OFFSET AND DIGITAL

SECTION A. BACKGROUND

The State of Rhode Island, through its Division of Purchases Department, is soliciting proposals from qualified printers capable of providing Printing Offset/Digital Services (“vendors”), A qualified list of vendors is needed for large print jobs and on demand printing, providing high quality printed graphics as well as, projects that do not need to print substantial volume. Many options need to be available based on agency needs when it comes to size, materials, and finishes.

The OEV MPA (Open Enrollment Vendor) may be awarded to one (1) or more qualified firms at the sole discretion of the State. There is no guarantee of any level of purchasing activity on behalf of the State to any vendor or vendors listed on the OEV. Vendors are required to provide a quote for each discrete service or project requested by user agencies. The Division of Purchases has the authority to remove Vendors from the OEV MPA list of if non-responsive to User Agency “request for quotes” request.

This solicitation is being conducted under the State’s OEV process. After the initial award and at the end of every quarter, beginning approximately January 1, 2023, ending December 31, 2025, with two (2) 12-month renewal periods at the sole discretion of the State of Rhode Island. The Division of Purchases will determine if vendors can be assigned a contract based on the evaluation criteria express in this solicitation proposal pass/fail. Responses will be evaluated based on vendor qualifications as described in Vendor Qualifications below.

Selected OEV MPA 204 vendors may be utilized by any State agency. In addition, OEV MPA vendors may be utilized by quasi-public agencies, Rhode Island municipalities, school districts, water, and waste-water facilities at their own discretion. (For this solicitation the term “User Agency” refers to any State agency, quasi-public agency, Rhode Island municipality, school district, water or waste-water facility qualified to use the OEV). Placement of vendors on this OEV is no guarantee of future business. All ordering and billing shall be between the vendor and the User Agency. Services are sought on an “as-needed” basis. Once need has been determined, utilization by the User Agency will be based on several factors, including but not limited to price, expertise, and availability. The State of Rhode Island reserves the right to cancel any orders, or part thereof, without obligation if delivery is not made in accordance with the schedule specified by the respondents Proposal. Unless otherwise specified in the Detailed Specifications and Special Conditions, all proposals shall include all packing, handling, and shipping charges FOB destination, freight.

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It is anticipated that contracts (purchase orders) will be awarded to multiple vendors. As with any OEV Master Price agreement contracts, user agencies shall be required to obtain quotes from three qualified vendors for a lump sum, fixed-fee price for a specific project. Vendors are required to provide a quote and provide direction for each discrete project requested by User Agencies. The Division of Purchases has the authority to remove vendors from the master price agreement list if non-responsive to agency requests for quotes. This solicitation, and subsequent award, is governed by the State’s General Conditions of Purchase, which are available at www.ridop.gov*** State’s General Conditions of Purchase, enter the website, then click on the “About Us” tab “Procurement Statutes and Regulations. Procurement Statutes and Regulations | Rhode Island Division of Purchases (ri.gov)

SECTION B: SCOPE OF WORK AND REQUIREMENTS

1. Vendors must be capable of performing various offset/digital printing tasks as required by State agencies. Projects may vary from routine printing to detailed publications.

Vendors must have the ability to handle multiple requests at the same time.

2. When dealing with State agencies, vendors must be able to:

a. Supply copies of similar publications to the requesting agency

b. Samples must be current and printed by the vendor itself.

c. Provide a knowledgeable representative to the requesting agency prior to and during production as necessary

d. Provide printing schedules when requested

e. Mini Bids submitted to requesting agencies are to be based on one invoice provided for all pre- and post-production costs, including all mail related transportation, fulfillment, freight, fuel surcharges, administrative costs, and all costs related to distribution to various post offices. Any additional invoices will not be accepted.

3. Vendors must be able to comply within the timing requirements of each agency job order as received

4. Vendors must maintain the personnel and resources necessary to manage, staff, and perform the work.

5. Vendor employees shall not be considered employees of the State of Rhode Island

6. Vendors shall perform all services in a professional manner and in compliance with all applicable laws, ordinances, rules, regulations, and permits.

7. Vendors shall provide expertise, technical guidance, and consultation as necessary. Only the highest quality of workmanship is acceptable.

8. Vendor must perform all work at a site within 50 miles of Rhode Island.

SECTION C: PROPOSAL

Proposal - Vendor Qualification Assessment

The Vendor must attach the completed vendor assessment form with their submission. Vendor responses must address specifically each of the following elements:

A. Staffing: Provide the number, size, and location of distribution facilities and/or warehouses. Provide the number and location of support centers, if applicable. Describe your company’s customer service department staffing hours, hours of operation and other relevant details.

https://ridop.ri.gov/about-us/procurement-statutes-and-regulations https://ridop.ri.gov/about-us/procurement-statutes-and-regulations

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B. Qualifications and Experience:

a. Provide background, including the number of years the company has been in existence. The number of years the company has been involved with printing services. The principals of vendor’s history and experience. Provide a listing of vendor’ office locations.

b. Clearly indicate type of service your company is applying for: Offset Printing, Digital printing, or both.

c. Provide equipment list and copies of various types of publication for review. Publications must be current and printed by the vendor submitting a proposal. Provide a list of names, including title or position and project duties, for each person who will have a management or supervisor position on State printing projects, if any. For everyone, include a resume or summary of qualifications and experience that demonstrates the person’s knowledge and understanding of the types of service to be performed. All offset and digital printing tasks must be performed by the vendor at its own facilities. Bids from jobbers or brokers shall not be considered

C. References: Submit a list of references, preferably references who retained the Vendor for similar work within the last twelve (12) months. References must include name, contact, email address, phone number, and description of the work performed.

SECTION D: EVALUATION AND SELECTION - SOLICITATION SPECIFIC

Proposals shall be reviewed by the Division of Purchases on a “Pass/Fail” basis. All criteria must receive a “Pass” determination for a vendor’s potential inclusion on the resulting OE MPA’s qualified vendor list. Any criteria with a “Fail” determination will not be reviewed further and the vendor will be dropped from consideration.

Proposals shall be reviewed and scored based upon the following criteria:

Criteria

Pass/Fail

Staffing Pass/Fail

Qualifications and Experience Pass/Fail

References Pass/Fail

Overall Pass/Fail Pass/Fail

NOTE: See the “Requirements” tab of this solicitation for additional information on the evaluation and selection process in the “OE Standard Specifications- Vendor Qualification Assessment” section.

SECTION D: EVALUATION AND SELECTION - SOLICITATION SPECIFIC