OFF48 RFR amended 4.5.2022 ~1.pdf

Document Sensitivity Level: High during development; Low once published. Template v 3.0.0

COMMONWEALTH OF MASSACHUSETTS

OPERATIONAL SERVICES DIVISION

Request for Response (RFR)

Document Title: Print, Copy & Mail Services and Printed Promotional

Products

Agency Document Number: OFF48

COMMBUYS Bid#: BD-22-1080-OSD03-SRC3-68463

03.09.2022

Please Note: This is a single document associated with a complete Bid (also referred to as Solicitation) that can be found on www.COMMBUYS.com. Bidders are responsible for reviewing and complying with all Bid requirements. Bidders may contact the OSD Help Desk at OSDHelpdesk@mass.gov or at 1-888-MA-STATE for technical assistance with COMMBUYS. The Help Desk is staffed from 8:00 AM to 5:00 PM Monday through Friday Eastern time, as applicable, except on federal and state holidays.

Bidders with disabilities or hardships that seek reasonable accommodation, which may include the receipt of RFR information in an alternative format, must communicate such requests in writing to the contact person. Requests for accommodation will be addressed on a case-by-case basis. A Bidder requesting accommodation must submit a written statement which describes the Bidder’s disability and the requested accommodation to the contact person for the RFR. The SST reserves the right to reject unreasonable requests.

https://www.sec.state.ma.us/cis/cishol/holidx.htm https://www.sec.state.ma.us/cis/cishol/holidx.htm

REQUEST FOR RESPONSE Print, Copy, Mail Services and Printed Promotional Products

Revision History

Version Number

Date Author Brief Description

1.0 <03/09/2022> JCurry Initial release

2.0 <04/05/2022> JCurry Amendment

Table of Contents Page i Document Sensitivity Level: High during development; Low once published.

1 INTRODUCTION AND BID OVERVIEW

1.1 SUMMARY DESCRIPTION OF PROCUREMENT

1.2 ESTIMATED PROCUREMENT CALENDAR

1.2.1 SUBMISSION OF BID QUESTIONS

1.2.2 BID AMENDMENT DEADLINE

1.2.3 BIDDERS CONFERENCE

1.2.4 LATE BIDS WILL NOT BE CONSIDERED

1.2.5 DEBRIEFING

1.3 ADDITIONAL BID INFORMATION

1.3.1 ANTICIPATED CONTRACT DURATION:

1.3.2 ESTIMATED VALUE OF THE CONTRACT

1.3.3 ESTIMATED NUMBER OF AWARDS

1.3.4 ADDING CONTRACTORS AFTER INITIAL CONTRACT AWARD

1.3.5 ACQUISITION METHOD(S):

1.3.6 ENTITIES ELIGIBLE TO USE THE RESULTING CONTRACT

2 BIDDER QUALIFICATIONS

2.1 COMPANY EXPERIENCE

2.1.1 BUSINESS BACKGROUND

2.1.2 YEARS IN THE INDUSTRY OF THE BID

2.2 EMPLOYEE AND/OR BUSINESS TECHNICAL/BUSINESS EXPERIENCE, CERTIFICATIONS, LICENSES 4

2.3 EMERGENCY RESPONSE CAPABILITIES

2.4 FINANCIAL STABILITY INCLUDING BANKRUPTCY, LITIGATION AND CONTRACT DEFAULTS

2.4.1 FINANCIAL STABILITY ATTESTATION

2.5 REFERENCES AND REFERENCE INFORMATION AND/OR REQUIREMENTS

3 COMMODITY, SERVICE, ENVIRONMENTAL, AND COST SPECIFICATIONS

3.1 COMMODITY SPECIFICATIONS

3.1.1 CATEGORY 1 – PRINTING SERVICES

3.1.2 CATEGORY 2 – COPYING SERVICES

3.1.3 CATEGORY 3 – MAILING SERVICES

3.1.4 CATEGORY 4 – PRINTED PROMOTIONAL PRODUCTS

3.2 SERVICE SPECIFICATIONS

3.3 DELIVERY TERMS

3.3.1 SHIPPING, DELIVERY AND ACCEPTANCE

3.3.2 DELIVERY TIME FRAMES AND PRIOR APPROVALS

3.3.3 DROP SHIPMENTS

3.3.4 PARTIAL SHIPMENTS

3.3.5 SPECIAL DELIVERY REQUIREMENTS OR RESTRICTIONS

3.4 GEOGRAPHIC COVERAGE

3.5 ORDERING AND QUOTES

3.6 ENVIRONMENTAL SPECIFICATIONS

3.6.1 ENVIRONMENTAL BENEFIT CLAIMS/LABELING

3.6.2 RECYCLING AT THE FACILITY

3.6.3 REQUIRED ENVIRONMENTAL SPECIFICATIONS

Table of Contents Page ii

3.6.4 BIDDER CURRENT ENVIRONMENTAL PRACTICES FORM

3.6.5 ENVIRONMENTAL PLAN

3.6.6 CATEGORY 1 (PRINTING SERVICES) AND CATEGORY 2 (COPYING SERVICES) CATEGORY

SPECIFIC ENVIRONMENTAL SPECIFICATIONS

3.6.7 CATEGORY 3 (MAILING SERVICES) CATEGORY SPECIFIC ENVIRONMENTAL SPECIFICATIONS

3.6.8 CATEGORY 4 (PRINTED PROMOTIONAL PRODUCTS) CATEGORY SPECIFIC ENVIRONMENTAL

SPECIFICATIONS

3.7 COMPENSATION STRUCTURE/PRICING

3.7.1 COMMBUYS SETUP

3.7.2 PROMPT PAY DISCOUNT

3.7.3 AUTHORIZED PRICE CHANGES

4 SUPPLIER DIVERSITY PLAN (SDP)

5 EVALUATION CRITERIA

5.1 MANDATORY REQUIREMENTS

5.2 DESIRABLE SPECIFICATIONS

5.3 EVALUATION COMPONENTS

5.3.1 PRICE ........................................................................................ ERROR! BOOKMARK NOT DEFINED.

5.3.2 SUPPLIER DIVERSITY PLAN (MINIMUM OF 25% WEIGHT OF THE TOTAL AVAILABLE 100%

EVALUATION POINTS) ........................................................................... ERROR! BOOKMARK NOT DEFINED.

5.4 BEST VALUE SELECTION AND NEGOTIATION

6 INSTRUCTIONS FOR SUBMISSION OF RESPONSES

6.1 ELECTRONIC SIGNATURES

6.2 ACCEPTABLE FORMS OF SIGNATURE

6.3 LIMITS AND RESTRICTIONS

6.3.1 FILE FORMAT RESTRICTIONS

6.3.2 FILE NAMING CONVENTIONS

6.4 GENERAL QUOTE REQUIREMENTS, PROVISIONS, AND PROHIBITIONS

6.4.1 QUOTE CONTENT

6.4.2 NON-COLLUSION

6.4.3 MULTIPLE QUOTES

6.4.4 MINIMUM QUOTE DURATION

6.4.5 BIDDER’S CONTACT INFORMATION

6.4.6 OWNERSHIP OF SUBMITTED QUOTES

6.4.7 PROHIBITIONS

6.4.8 PUBLIC RECORDS LAW

6.4.9 REASONABLE ACCOMMODATION

7 REQUIREMENTS FOR DOING BUSINESS AFTER CONTRACT AWARD

7.1 REQUIRED FORMS

7.2 USE OF COMMBUYS

7.3 STATEWIDE CONTRACT VENDOR COMMUNICATIONS PROTOCOL

7.3.1 CHANGES TO CONTRACTOR’S INFORMATION

Table of Contents Page iii

7.3.2 CONTRACTOR ACCOUNT TEAM

7.3.3 SINGLE POINT OF CONTACT

7.3.4 REPLACEMENT OF CONTRACTOR STAFF

7.3.5 ADDING COMMODITIES AND/OR SERVICES ONLY IN ACCORDANCE WITH THE STATEWIDE

CONTRACT

7.3.6 REQUESTING PRICE ADJUSTMENTS ONLY IN ACCORDANCE WITH STATEWIDE CONTRACT

7.4 PERFORMANCE MEASURES

7.4.1 MINIMUM AMOUNT OF BUSINESS WITH THIS CONTRACT

7.5 ADDING ADDITIONAL CONTRACTORS

7.6 REPORTING REQUIREMENTS AND DUE DATES

7.6.1 REPORTING AND PAYMENT DUE DATES

7.6.2 QUARTERLY SALES, SUPPLIER DIVERSITY PROGRAM EXPENDITURE, AND ENVIRONMENTALLY

PREFERABLE PRODUCTS REPORT

7.6.3 STATEWIDE CONTRACT ADMINISTRATION QUARTERLY FEE PAYMENT AND REPORT

7.6.4 AUDIT

7.6.5 OTHER TERMS

7.6.6 AD HOC REPORTS

7.7 PAYMENT RELATED TERMS

7.7.1 BILL PAYMENT

7.7.2 LATE PAYMENT FEES

7.7.3 ELECTRONIC FUNDS TRANSFER (EFT)

7.7.4 CREDITWORTHINESS

7.7.5 TAX EXEMPTION

8 RFR APPENDICES

8.1 APPENDIX 1 – PRODUCT SPECIFICATIONS FOR OFF48

8.1.1 RECYCLED COPY AND PRINT PAPERS

8.1.2 RECYCLED PLAIN AND PRINTED ENVELOPES:

8.1.3 REQUIREMENTS FOR LABELING OF ENVIRONMENTALLY PREFERABLE PRODUCTS – ONLINE AND

PAPER CATALOG

8.1.4 ENVIRONMENTAL SPECIFICATIONS FOR ALL PRODUCTS:

8.2 APPENDIX 2 – REQUIRED TERMS FOR ALL STATEWIDE RFRS

8.2.1 APPLICABLE PROCUREMENT LAW

8.2.2 GENERAL PROCUREMENT INFORMATION

8.2.3 TERMS AND REQUIREMENTS PERTAINING TO AWARDED STATEWIDE CONTRACTS

8.3 APPENDIX 3 - INSTRUCTIONS FOR VENDORS RESPONDING TO BIDS ELECTRONICALLY

THROUGH COMMBUYS

8.4 APPENDIX 4: RFR – OTHER SPECIFICATIONS

9 GLOSSARY

RFR OFF48 COMMBUYS BID NUMBER BD-22-1080-OSD03-SRC3-68463 Page 1

1 INTRODUCTION AND BID OVERVIEW

1.1 Summary Description of Procurement

The Commonwealth of Massachusetts and the Print, Copy, Mail Services and Printed Promotional Products Strategic Sourcing Team (SST) are soliciting Bidders for the acquisition of multiple Commercial Printers, Copying Centers, Mailing Houses, and Printed Promotional Products Distributors. The resulting Contract will serve as the primary Statewide Contract used by Executive Agencies of the Commonwealth for the goods and services covered by the Contract. The resulting Contract will replace SWC#OFF44. The new contract places emphasis on sustainable products and services, and the intention is to increase the use of recycled content products throughout the Commonwealth. The Contract will also be available for use by other Eligible Entities.

The Commonwealth of Massachusetts and the OFF48 Strategic Sourcing Team (SST) are soliciting Bidders for the acquisition of products and services in the following categories:

Category 1 – Printing Services (Commercial Printers)

Category 2 – Copying Services (Copy Centers)

Category 3 – Mailing Services (Mail Houses)

Category 4 – Printed Promotional Products

1.2 Estimated Procurement Calendar

Action Date

Announcement of Intent to Procure 11/12/2021

Bid Release Date 3/9/2022

Bidders Conference (if applicable) 4/1/2022 10:00 am https://attendee.gotowebinar.com/reg ister/2424025537450808336

Deadline for submission of written questions through COMMBUYS “Bid Q&A”

4/14/2022 5:00 pm

Official answers for Bid Q&A published (Estimated)

4/18/2022

Training for Online Submission – Contractors that have not previously submitted electronic quotes via COMMBUYS are strongly encouraged to attend training

Dates and Times Available:

https://www.mass.gov/doc/vendor-training-schedule/download

“Locate and Respond to Bids in COMMBUYS” training is scheduled for 3/25/22 and 4/20/22. Please confirm the date and time and register using the schedule link above.

Online Webinar:

This interactive webcast provides instructions on several activities:

Locating and responding to bids;

Using the bid Q&A feature; Creating https://attendee.gotowebinar.com/register/2424025537450808336 https://attendee.gotowebinar.com/register/2424025537450808336 https://www.mass.gov/doc/vendor-training-schedule/download

RFR OFF48 COMMBUYS BID NUMBER BD-22-1080-OSD03-SRC3-68463 Page 2 a quote response; Revising a Quote response. Access the webcast here.

Bid Amendment Deadline. Online Quote submission begins. Bid documents will not be amended after this date.

4/14/2022

Deadline for Quotes/Bid Responses (“Bid Opening Date/Time” in COMMBUYS)

4/28/2022 3:00 pm Late bids will not be considered.

Notification of Apparent Successful Bidder(s) (Estimated)

6/9/2022

Estimated Contract Start Date (actual start date will be the contract effective date, which is the date the contract is executed by the parties)

7/1/2022

*See Appendix 3, "Training for Vendors Responding to Bids On COMMBUYS" for instructions on how to register for live webinar and additional trainings that may be helpful to prospective bidders.

Visit https://www.mass.gov/doc/vendor-training-schedule/download for additional Instructor-Led Training and Webinar dates.

Times are Eastern Time (US), as displayed on the COMMBUYS system clock after logging in. If there is a conflict between the dates in this Procurement Calendar and dates in the Bid’s Header, the dates in the Bid’s Header on COMMBUYS shall prevail. Bidders are responsible for checking the Bid record, including Bid Q & A, on COMMBUYS for Procurement Calendar updates.

1.2.1 Submission of Bid Questions

The “Bid Q & A” function in COMMBUYS allows Bidders to ask written questions and receive written answers regarding this Bid. To locate the Bid Q & A, log into COMMBUYS, locate the Bid, acknowledge receipt of the Bid, and scroll down to the bottom of the Bid Header page. The “Bid Q & A” button allows Bidder’s access to the Bid Q & A page.

All questions must be submitted through the Bid Q & A page. Questions must be asked prior to the Deadline stated in the Estimated Procurement Calendar. The Strategic Sourcing Team (SST) reserves the right not to respond to late questions. Bidders are responsible for verifying that their questions are recorded in COMMBUYS and appear on the Bid Q & A page.

Questions submitted to the SST outside of COMMBUYS will not be answered.

Content entered must be suitable for public viewing. Bidders must not include inappropriate content, including but not limited to, information that could be considered personal, security sensitive, inflammatory, incorrect, or collusory. The SST reserves the right to edit or delete any inappropriate content.

All answers are final when posted. Any subsequent revisions to previously provided answers will be dated.

1.2.2 Bid Amendment Deadline

The SST reserves the right to make amendments to the Bid after initial publication. It is each Bidder’s responsibility to check COMMBUYS for any amendments, addenda or modifications to this Bid, and any Bid Q & A records related to this Bid. The SST and the Commonwealth accept no responsibility and will provide no accommodation to Bidders who submit a Quote based on an out-of-date Bid or on information received from a source other than COMMBUYS.

https://www.screencast.com/t/GMJLKkilF12

RFR OFF48 COMMBUYS BID NUMBER BD-22-1080-OSD03-SRC3-68463 Page 3

At the SST’s discretion, the Bid Amendment Deadline may be extended. Should this occur, the “Deadline for Quotes/Responses” shall be extended as well. As stated above, it is the responsibility of the bidder for checking the Bid record in COMMBUYS for revisions and updates.

1.2.3 Bidders Conference

The Bidders Conference is a physical, web or telephone conference conducted by the SST for the purpose of informing prospective Bidders about general Bid information. All questions related to the scope and technical requirements should be submitted using the Bid Q and A module in COMMBUYS.

Attendance is optional. Please refer to the Bidders Conference section of the Header Information for this Bid in COMMBUYS for any updated information, including the location, time, and date of the Bidders’ Conference.

1.2.4 Late Bids will not be Considered

Bid responses must be received in full by the bid opening date and time shown on COMMBUYS ("Bid Opening Date/Time", i.e., the Deadline for Quotes/Bid Responses). Proposals received after the deadline will be ineligible for consideration and deemed non-responsive. Each bidder/offeror must submit all required bid response forms electronically through COMMBUYS. When submitting a quote electronically through COMMBUYS, please allow sufficient time to complete any online forms and upload documents. If you are in the middle of uploading your proposal when the deadline is reached, the system will stop the process and you will be unable to submit your Quote. It is recommended that Quotes be submitted as far in advance as possible before the deadline to allow time to obtain assistance from the OSD Help Desk if needed.

1.2.5 Debriefing

The SST will conduct debriefings for unsuccessful Bidders, if requested within 14 calendar days of notification that your Quote has not been selected for an award. Debriefing guidelines will be provided in advance prior to the debriefing.

1.3 Additional Bid Information

1.3.1 Anticipated Contract Duration:

The initial term of this Contract is five (5) years. In addition, this Contract has one (1) option to renew of up to two

(2) years with a maximum possible contract duration of seven (7) years.

1.3.2 Estimated Value of the Contract

The estimated value of purchase(s) resulting from this Bid is approximately $20M. The Commonwealth makes no guarantee that any commodities or services will be purchased from any Contract resulting from this Bid. Any estimates or past procurement volumes referenced in this Bid are included only for the convenience of Bidders and are not to be relied upon as any indication of future purchase levels.

This Estimated Value was derived by reviewing Contractor sales reports to Commonwealth of Massachusetts eligible entities for FY 2019 and FY 2020.

1.3.3 Estimated Number of Awards

The target maximum number of Contractors is 30. The SST may award more or fewer contracts, if it is in the best interests of the Commonwealth to do so.

Contract renewals will be offered at the sole discretion of OSD. At a minimum, offers to renew will be contingent upon satisfactory contractor performance, compliance with reporting requirements, and adequate sales volume.

1.3.4 Adding Contractors after initial Contract Award

If, over the life of the Contract, the SST determines that additional Contractors should be added to meet the requirements of the Commonwealth, these may first be drawn from qualified companies which responded to this Bid but were not awarded contracts and/or the Bid may be reopened to obtain additional Quotes.

RFR OFF48 COMMBUYS BID NUMBER BD-22-1080-OSD03-SRC3-68463 Page 4

1.3.5 Acquisition Method(s):

Check All

Applicable (“X”):

Category

Fee-For-Service

Outright Purchase

Rental (not to exceed 6 months)

Term Lease

License

1.3.6 Entities Eligible to Use the Resulting Contract

Any Contract(s) resulting from this Bid will be open for use by the following entities:

• Cities, towns, districts, counties, and other political subdivisions

• Executive, Legislative and Judicial Branches, including all Departments and elected offices therein

• Independent public authorities, commissions, and quasi-public agencies

• Local public libraries, public school districts and charter schools

• Public hospitals owned by the Commonwealth

• Public institutions of higher education

• Public purchasing cooperatives

• Non-profit organizations that are doing business with the Commonwealth;

• Other states and territories with no prior approval by the State Purchasing Agent; and

• Other entities when designated in writing by the State Purchasing Agent.

Each eligible entity is responsible for executing its own purchase orders and paying its own invoices for goods and/or services acquired from this Contract. Contractors will be responsible for marketing their goods and/or services to Commonwealth Agencies and other eligible entities.

2 BIDDER QUALIFICATIONS

2.1 Company experience

2.1.1 Business background

Bidders must complete the Bidder Response Form. The bidder shall submit on the Bidder Response Form a profile of the firm’s operations, including but not limited to the years the bidder has been in business (minimum of five years). The Bidder Information should include company experience as it relates to large commercial or government accounts, number of employees, and a brief description of available services.

2.1.2 Years in the industry of the Bid

Bidders must have been in the business of providing Copy, Print, Mail Services or Printed Promotional Products for at least the 5 most recent consecutive years prior to the RFR submission deadline (See RFR Section 1.2, Estimated Procurement Calendar).

In the case of companies formed fewer than 5 years prior to this date via merger, acquisition or some other means, the SST may consider the experience of all companies involved in the merger or acquisition.

2.2 Employee and/or business technical/business experience, certifications, licenses Personnel employed by the Contractor shall be fully qualified to perform all service, maintenance, and installation, if required, in a professional manner according to the industry standards and in accordance with the requirements of the Commonwealth of Massachusetts.

https://www.mass.gov/files/documents/2016/10/xb/eligible.xlsx

RFR OFF48 COMMBUYS BID NUMBER BD-22-1080-OSD03-SRC3-68463 Page 5

2.3 Emergency Response Capabilities

The Bidder’s Response should indicate whether there is a written Supply Chain Continuity Plan that describes how the company will continue to do business with Commonwealth Agencies and other Eligible Entities in a variety of different conditions; including a natural disaster, a pandemic, an economic crisis, or any other critical situation that could disrupt the Bidder’s usual supply chain and potentially impact the Bidder’s ability to provide products to Commonwealth Agencies and other Eligible Entities. within the expected timeframes.

2.4 Financial stability including bankruptcy, litigation and contract defaults

2.4.1 Financial stability attestation

Bidders must provide a written narrative on the company’s letterhead describing the total annual gross revenue for 2020 and 2021, assets, liabilities, tax compliance, bankruptcy and litigation confirming their entity is in good financial standing. Bidders may also provide other financial assurances as may serve to assure the SST that, if awarded a contract, the bidder would be able to meet its obligations to the Commonwealth.

2.5 References and reference information and/or requirements

It is desirable that Bidders have successfully held contracts of a similar type and magnitude and have a history of good performance. A minimum of three (3) business references of customers who used the services within the category/ies currently bid on MUST be provided with bid response. The references should be from institutional accounts, or from customers in Massachusetts if available. It is important that a valid email address and phone number be provided for each business reference. Representatives of the following organizations will not be acceptable as references:

The Massachusetts Operational Services Division (OSD) or any OFF48 SST Members.

The SST reserves the right to contact references on an as-needed basis

3 COMMODITY, SERVICE, ENVIRONMENTAL, AND COST SPECIFICATIONS

3.1 Commodity Specifications

3.1.1 Category 1 – Printing Services

3.1.1.1 Services Specifications

o Provide printing of black & white up to full-color customer-supplied originals.

o Bidder must be able to accept both hard copy originals and digital file originals.

o Must offer one or more of the following printed materials:

• Printed, Flat Single Sheets (various sizes)--Flyers, Inserts, Posters, Forms, Data Sheets

• Business Documents--Stationery, Business Cards

• Business Forms--Single and Multi-part (flat, continuous, and snap-out)

• Multi-page documents--Booklets, Newsletters, Catalogs, Reports, Manuals, Directories

• Pamphlets, Brochures, Calendars

• Specialized or Customized Forms/Products - Mailers, Decals, Labels, Stamps, Blueprints, Banners, Signs, Flags, Tablecloths, Printing projects which include various material mixes (e.g.

labeled CD with packaging, legal or litigation documents) o Must offer production of printed materials:

• Pre-press Production (Preparation and/or receiving of material before printing)

• Press Production (Actual printing or copying process on digital high-speed black & white or color photocopiers and/or printer(s), sheet-fed offset and/or web press(es)

• Post-press production (Finishing, folding, binding, trimming, mailing and other services to get printed documents into final form and/or distribution/fulfillment services)

RFR OFF48 COMMBUYS BID NUMBER BD-22-1080-OSD03-SRC3-68463 Page 6

3.1.1.2 Equipment Requirements

1) Bidders must currently own and operate an established full-service production commercial printing facility with the minimum type and quality of equipment and services to produce printed materials in-house, as follows:

• Sheet-fed offset printer(s) and/or web press(es)

• Average Job Turn-Around will vary based on printing project

• Basic Capabilities: Mandatory pre-press, press and post-press production services and requirements as specified.

For subcontracting information please refence Section 8.2.3.9.

2) Out of State Bidders must have field sales and service support available upon request that can provide local/regional representation.

3.1.1.3 Environmental Specifications

The intention of this bid is to include as many environmentally preferable options as possible. Refer to Appendix 1 of this RFR to view the required specifications for post-consumer recycled content (PCRC) and desirable specifications.

3.1.2 Category 2 – Copying Services

3.1.2.1 Services specifications

o Provide quick copying services of customer-supplied black & white and/or color originals.

o Bidders must be able to accept both hard copy originals and digital file originals.

o Must offer one or more of the following printed materials:

• Printed, Flat Single Sheets (various sizes) , Flyers, Inserts, Posters, Forms, Data Sheets,

• Other promotional materials

• Business Documents--Stationery, Business Cards

• Business Forms--Single and Multi-part (flat, continuous, and snap-out)

• Multi-page documents--Booklets, Newsletters, Catalogs, Reports, Manuals, Directories,

• Pamphlets, Brochures, Calendars o Must offer production of printed materials:

• Pre-press Production (Preparation and/or receiving of material before printing)

• Press Production (Actual printing or copying process on digital high-speed black & white or color photocopiers and/or printer(s), sheet-fed offset and/or web press(es)

• Post-press production (Finishing, folding, binding, trimming, mailing and other services to get printed documents into final form and/or distribution/fulfillment services)

3.1.2.2 Equipment Requirements

1) Bidders must currently own and operate an established full service production copy center with the minimum, type and quality of equipment and services to produce printed materials in-house, as follows:

• High-speed and quality digital photocopier and/or printer (Minimum CPM: black & white=90+; color=50+)

• Average Job Turn-Around: Quick copy (48 hours or less—or as agreed with Eligible Entity)

• Up to 20,000 copies and/or sets of printed material

• In-house equipment has basic binding and/or stitching capabilities

2) Bidders must have field sales and service support available upon request that can provide local/regional representation.

RFR OFF48 COMMBUYS BID NUMBER BD-22-1080-OSD03-SRC3-68463 Page 7

3.1.2.3 Environmental Specifications

The intention of this bid is to include as many environmentally preferable options as possible. Refer to Appendix 1 of this RFR to view the required specifications for post-consumer recycled content (PCRC) and desirable

3.1.3 Category 3 – Mailing Services

o All Mail Service Provider Bidders must have the capability to provide automated, customized mailing services of printed materials.

o If an Eligible Entity requests UPS be utilized for Express Next Day, Second Day Delivery, the awarded Bidder must agree to utilize the Eligible Entity's Account Number if requested in relation to the current Statewide Contract for these services (#OFF48) or its successor.

o It will be the responsibility of the Eligible Entity to ensure that either:

a) The Eligible Entity will issue a check for the postage made payable to the Postmaster for the amount of the mailing submitted to the Mail Service Provider (i.e., Postmaster Boston-GMF-Boston, Ma or Postmaster Reading- Reading, Ma.)

b) The permit number or meter head used for the mailing has sufficient balance to cover the cost of the mailing.

If the Eligible Entity fails to comply with the provision above, non-performance sanctions will not be allowable.

3.1.3.1 Full-Service Designation

The US Postal Service (USPS) requires that all commercial mailers must be “Full Service” to participate in Intelligent Mail Barcode (IMb) tracking programs, and they must use Seamless Parallel or Seamless Acceptance standards.

3.1.3.2 Equipment Requirements

• Multiple high-speed mailing system (s) with a capacity of at least 150 letters per minute. The meter must have the capacity to print indicia that indicate the date of processing, mail type, method of delivery by USPS, Mailer’s servicing location, operational personnel identification number, and be fully automated with an eleven (11)-digit point of delivery bar code for CASS assignable addresses.

• Multi-line Optical Character Reader.

• Folder Inserter. If needed for “Content Assurance”, Mailers can use inserters that have camera-controlled collator/folders and post-insertion cameras to ensure that all documents are collated properly.

• Collator.

3.1.3.3 Pick-up Capabilities

The Bidders must have the capability to pick-up all inserts and envelopes at the Eligible Entity’s location within the agreed time frame.

3.1.3.4 Processing

The bidders must be able to:

• Process automation letter or flat-size mail that is one hundred percent (100%) barcoded using an IMb that is encoded with the correct delivery point routing code and prepared for the Postal Service's high-speed mail processing equipment.

• Presort all mail pieces electronically and print them in a presorted order by properly labeled trays or tagged pallets. The electronic presort can be configured to include the primary and secondary rules but holding the mail for qualification is expressly prohibited.

• Sort, bundle and drop mailings over 200 pieces at any designated Bulk Mail Facility (BMF) or Sectional Center Facility (SCF) with the funds being deposited in advance to a Permit Imprint or else a check can be provided to the Mailer to be presented to the USPS at the time of the drop.

• Meter, sort, bundle, and present mailings under 200 pieces to the USPS for mailing and then invoice the Eligible Entity for all services including postage.

RFR OFF48 COMMBUYS BID NUMBER BD-22-1080-OSD03-SRC3-68463 Page 8

• Use UPS or other parcel service upon the request of the Eligible Entity and be willing to use the Eligible Entity’s account for billing.

• Facilitate electronic delivery by means of SMS text, email with attached PDF, or email with a link, if the Eligible Entity can provide email addresses in a data file or on the documents to be mailed.

• Complete all mail processing and bundling within forty-eight (48) hours or less from approval to mail unless agreed upon by the Eligible Entity with the only exceptions being USPS holidays and Sundays.

3.1.3.5 ZIP Code and Address Verification

• Perform zip code and address verification by identifying and correcting all incorrect zip codes and addresses after matching them to the City/State and street address during a Coding Accuracy Support System (CASS) verification that must recognize unassignable/non-USPS identifiable delivery points. The CASS software being used must be updated within six (6) weeks of the designated mailing. Electronic National Change of Address (NCOA) processing can also be used to assign the latest address for the recipient on the mail piece and satisfy the Move Update rules for automated presorted mail.

• Mailers must provide online reports within three (3) business days that reference each mail piece that had an incorrect ZIP Code with its correction and any “Undeliverable as Addressed” mail with any address update, both resulting from CASS and NCOA certification processes.

3.1.3.6 Content Assurance

• Ensure “Content Assurance” by using a final quality check system for mailings of the same contents and weight by being able to identify an individual piece of mail that has a variance of as little as .19 ounce from the expected weight.

• All inserts should be barcoded so a sequence number, which can be a presort or print sequence number, can be read by a camera through the envelope window after the mail piece is sealed and exiting the inserter. If the camera detects that there is an out of sequence, duplicate or missing document, it will stop and alert the operator.

• 2D barcodes are recommended because they can contain enough information to positively identify every page of an insert, are relatively small and can be read accurately at high speeds.

3.1.3.7 Detailed Quote/Invoice

Mail Service Providers must provide Eligible Entities with a detailed quote and/or invoice which contains detailed costs, rates of all individual and total mail processing services and includes the following:

• Number of Mail Pieces

• $ for Service Handling Fees

• $ Service Costs (Individual and Totals)

• $ Mail Costs (Individual and Totals)

A sample invoice must be submitted with the response.

3.1.3.8 Mail Manifesting

The bidders must be able to mail manifest variable weight mailings by zero manifesting the scales electronically per software that requires the inputting of pertinent paper and envelope weights. The USPS will usually ensure that the mailing has been prepared correctly and that the postage is accurate.

3.1.3.9 Environmental Specifications

The intention of this bid is to include as many environmentally preferable options as possible. Refer to Appendix 1 of this RFR to view the required specifications for post-consumer recycled content (PCRC) and desirable specifications.

3.1.4 Category 4 – Printed Promotional Products

Bidders will be required to provide a minimum of 5 of the printed promotional products that are listed on Bidder Response Form - Category 4 Cost Sheet. In addition, Eligible Entities will be able to request printed promotional products not listed on Bidder Response Form - Category 4 Cost Sheet. (See Section 3.5 “Ordering and Quotes” for information on quote process. All items purchased under this contract must be customized. Shown below

RFR OFF48 COMMBUYS BID NUMBER BD-22-1080-OSD03-SRC3-68463 Page 9 is a list of categories included in this RFR. This is not an exclusive list but a sampling of the categories of printed promotional products that Eligible Entities may order.

o Awards/Recognition (includes plaques, trophies, award ribbons) o Computer Accessories (includes mouse pads, USBs, computer sweep cleaners) o Drinkware (includes all drink cups, mugs, tumblers, water bottles) o Food & Candy (includes bottled water, chocolates, mints) o Healthcare/Personal Care (includes first aid kits, hand sanitizer, pedometers) o Housewares/Kitchen (includes refrigerator magnets, bag clips, jar openers) o Office/Desk (includes clocks, notepads/cubes, calendars, padfolios) o Pens/Writing Instruments (includes pens, pencils, highlighters) o Tools/Auto (includes flashlights, key tags, tape measures) o Totes/Bags (includes totes, coolers, sports packs, duffle bags) o Toys/Outdoor/Sports (includes stress balls, golf items, stadium blankets) o Tradeshow (includes table covers, banners, lanyards, badge holders) o T-shirts/Clothing (customized clothing)

3.1.4.1 Company certifications and affiliations

Category 4 Bidders must list the relevant Certifications and Affiliations if applicable. This could include, but is not limited, to the following:

o New England Promotional Products Association (NEPPA)—State number of years and dates of affiliation.

o Promotional Products Association International (PPAI)—State number of years and dates of affiliation.

o Advertising Specialties Institute (ASI), o SAGE Information System

3.1.4.2 Environmental Specifications

The intention of this bid is to include as many environmentally preferable options as possible. Refer to Appendix 1 of this RFR to view the required specifications for post-consumer recycled content (PCRC) and desirable

3.2 Service Specifications

Customer support must be available to Eligible Entities Monday through Friday (excluding Federal holidays) from 9:00AM to 5:00PM EST/EDT. Response to a request from an Eligible Entity must be timely, preferably within 3 business hours for those entities with an active engagement and within 24 hours of other requests. If these components are not met, the Eligible Entity may file a complaint to the SST.

Contractor(s) will provide customer service to all users of the contract. That service must include the following components: All Contractor personnel answering the customer service line must be well versed on all requirements of the Statewide Contract and must be able to easily answer user’s questions about pricing, product, and service. If a Contractor receives a complaint about quality, a sample of the item must be collected immediately, inspected, and analyzed for quality within a reasonable time, at no additional cost to the Commonwealth. The OSD Sourcing Manager must be contacted immediately by the Account Manager and informed of the status of the complaint if the complaint is not resolved to the user’s full satisfaction within agreed upon time period.

RFR OFF48 COMMBUYS BID NUMBER BD-22-1080-OSD03-SRC3-68463 Page 10

3.3 Delivery Terms

3.3.1 Shipping, Delivery and Acceptance

Delivery must be F.O.B. Destination, freight prepaid, with all product costs (including all delivery expenses) included with Contractor’s response to Purchasing Entity’s request for quote. F.O.B. destination shall mean inside delivery to the ordering entity’s requested destination.

Freight charges, if any, must be identified at the time of the quote response. Freight charges identified after the quote is accepted will not be paid. Freight charges must be no more than the actual freight charge paid by the Contractor.

The Contractor must be responsible for the delivery of products in first class condition at the point of delivery, and in accordance with good commercial practice. At a minimum the shipping cases should show the name of the supplier, name, and address of receiving customer. When available these cases must also include any special designation requested by the Eligible Entity such as the purchase order number, part number/stock number, quantity per box, etc.

3.3.2 Delivery time frames and prior approvals

All Bidders must agree to deliver items within five (5) – (14) calendar days of receipt of an order if the item ordered is an in-stock product. If the product is out-of-stock or a customized order, the delivery date must be mutually agreed upon with the Purchasing Entity. If the Vendor finds that any order cannot be delivered at the agreed upon delivery date, the Vendor must notify the Purchasing Entity of the projected delivery date at time of order or within twenty-four (24) hours of receipt of an order. Should that date later change the Vendor must notify the Purchasing Entity of a new delivery date and have that new delivery date accepted by the Purchasing Entity.

Contractors must provide at least 48 hours’ notice to Purchasing Entity prior to shipment.

All deliveries shall be performed during regular working hours, usually 8:00 AM to 5:00 PM EST/EDT Monday through Friday. Delivery day and time changes may be granted with written approval of the Eligible Entity.

3.3.3 Drop shipments

If a Vendor has an order dropped shipped from a manufacturer or other source within the supply chain to the Purchasing Entity, it is the Vendor’s responsibility that delivery and delivery costs are in compliance with all items under this RFR.

3.3.4 Partial Shipments

Partial shipments may be made only with the express written permission of the Purchasing Entity.

3.3.5 Special Delivery Requirements or Restrictions

Deliveries to some Eligible Entities have special delivery requirements and/or restrictions. Deliveries for such agencies may be restricted to certain hours and weekdays (Monday through Friday) excluding holidays.

Contractors may be given instructions to comply with pre-delivery requirements for such Eligible Entities.

Deliveries to such Eligible Entities with special delivery requirements or restrictions must be clarified prior to any deliveries and must be made in accordance with instructions given by the Eligible Entity.

3.4 Geographic coverage

It is desired that the Bidders awarded OFF48 can service all the Commonwealth and its islands. The Bidders must account for shipping costs when responding to bids issued under OFF48.

The SST seeks vendors capable collectively of providing service to cover the entire Commonwealth of Massachusetts as detailed in the County Map provided on the following page. Each Bidder must indicate in their bid if they provide services to cover the entire State, or alternatively the counties that their service will cover. Please click on the following link to see a list of cities and towns in each county:

https://www.sec.state.ma.us/cis/cisctlist/ctlistcoun.htm

Counties

• Berkshire

• Hampshire https://www.sec.state.ma.us/cis/cisctlist/ctlistcoun.htm

RFR OFF48 COMMBUYS BID NUMBER BD-22-1080-OSD03-SRC3-68463 Page 11

• Franklin

• Worcester

• Hampden

• Middlesex

• Essex

• Suffolk

• Norfolk

• Plymouth

• Bristol

• Barnstable

• Dukes

• Nantucket

3.5 Ordering and Quotes

Responding to Buyer’s quote requests is a requirement of this contract. Contractors choosing not to bid must respond to COMMBUYS quote requests with a “no bid” by selecting the “No Bid” checkbox on the General tab of the quote.

Similarly, Contractors choosing not to bid on quote requests received outside of COMMBUYS must respond with a “no bid”.

Contractors must provide a quote that clearly identifies all commodities, materials, services and/or requirements which may incur costs for the Eligible Entity. All quotes must be for only products and/or services that Contractor is awarded to sell under this Statewide Contract. Furthermore, Contractors may not bill Eligible Entities for costs not identified in the quote, accepted by the SST, and agreed to by the Eligible Entity unless otherwise specified.

3.6 Environmental Specifications

In 2009, Executive Order 515, establishing an Environmental Purchasing Policy for Executive Departments, was signed. View the Environmentally Preferable Products (EPPs) Procurement Program General Information, Requirements and Guidance for detailed information about the program at https://www.mass.gov/doc/epp-general-information-requirements-and-guidance/download.

https://www.mass.gov/executive-orders/no-515-establishing-an-environmental-purchasing-policy https://www.mass.gov/doc/epp-general-information-requirements-and-guidance/download https://www.mass.gov/doc/epp-general-information-requirements-and-guidance/download

RFR OFF48 COMMBUYS BID NUMBER BD-22-1080-OSD03-SRC3-68463 Page 12

Bidders should also be aware that in 2021, Senate Bill 9 - An Act Creating a Next Generation Roadmap for Massachusetts Climate Policy was signed to achieve Net Zero emissions in 2050 and furthers the Commonwealth’s efforts to combat climate change and protect vulnerable communities. The full Act may be viewed at https://malegislature.gov/Bills/192/S9. In 2021, Executive Order 594, Leading By Example: Decarbonizing and Minimizing Environmental Impacts of State Government, was signed. EO594 requires all eligible state agencies to assess and implement strategies to mitigate greenhouse gas emissions and other environmental impacts when planning for and executing projects related to the design, construction, operations, and maintenance of state facilities, and the procurement of goods and services, including vehicles. View EO594: Leading By Example requirements at https://www.mass.gov/executive-orders/no-594-leading-by-example-decarbonizing-and-minimizing-environmental-impacts-of-state-government.

3.6.1 Environmental Benefit Claims/Labeling

Environmental benefit claims concerning products or services must be consistent with the Federal Trade Commissions’ Guides for the Use of Environmental Marketing Terms. Product environmental claims are to include the industry standard the product meets and certifier. Vendors must agree to offer and clearly label products with sustainability certifications and attributes, when available, within specific product categories. Documentation of the certification claimed by the vendor must be supplied upon request if it is not publicly available for verification (on either the vendor’s or certifier’s website).

Vendors claiming environmental benefits of their products shall list the appropriate benefits or industry standard it meets in the quarterly sales reports, if applicable, or on separate annual reports.

3.6.2 Recycling at the Facility

All Bidders must have a recycling program in place for recyclable paper. All waste paper generated while performing work for Eligible Entities must be recycled. Such recycling program must include the processes and infrastructure necessary to collect and store all recyclable paper and corrugated cardboard generated at the facility. Such recycling program must also include regular pick-ups by one or more recycling service providers for materials collected; alternatively, such recycling program may include a process and infrastructure for delivering the materials collected to a recycling drop-off station. The Bidder must follow the confidentiality and security guidelines stated in this RFR and provided by the Eligible Entity in the recycling process.

To satisfy this requirement, Bidders must include a brief description of the recycling program at their facility on the Bidder’s Current Environmental Products and Practices Form.

3.6.3 Required Environmental Specifications

A number of environmental product or service specifications have been designated as either mandatory or desirable for the Product/Service category by the EPP Program through EO 515 and can be viewed in the Minimum Environmentally Preferable Products and Services Specifications Guide at https://www.mass.gov/files/documents/2016/09/wf/epp-specifications_0.xlsx. All statewide and executive department contracts are required to use these standards, unless otherwise noted in the RFR.

3.6.3.1 Environmental Specifications

The intention of this bid is to include as many environmentally preferable options as possible. Refer to Appendix 1 of this RFR to view the required specifications for post-consumer recycled content (PCRC) and desirable specifications.

3.6.4 Bidder Current Environmental Practices Form

Bidders must complete this form, included in the Bidders Response Form, and submit it with their Quote. The form allows Bidders to communicate existing business practices that foster a sustainable approach to conducting their operations and reduce environment or public health impacts. Bidders may receive additional points in the evaluation phase of the RFR for the environmental initiatives they identify, however, bidders must substantiate all answers to receive additional points.

3.6.5 Environmental plan

Awarded Bidders must agree to work with OSD and the SST to examine the feasibility of implementing an environmental plan throughout the life of the contract. Such a plan may include, but not be limited to, implementing energy initiatives, adopting, and implementing sustainability policies or third-party standards and/or certifications, or publicizing their environmental initiatives. The objective of this requirement is to actively encourage suppliers to incorporate sustainable practices throughout their business operations and further market such practices to Contract users. Bidders may include written proposals submitted as an attachment [Environmental Plan Proposal] to their Quote detailing a commitment to action contingent upon receipt of a Contract award.

https://malegislature.gov/Bills/192/S9 https://www.mass.gov/executive-orders/no-594-leading-by-example-decarbonizing-and-minimizing-environmental-impacts-of-state-government https://www.mass.gov/executive-orders/no-594-leading-by-example-decarbonizing-and-minimizing-environmental-impacts-of-state-government https://www.ftc.gov/news-events/media-resources/truth-advertising/green-guides https://www.ftc.gov/news-events/media-resources/truth-advertising/green-guides https://www.mass.gov/files/documents/2016/09/wf/epp-specifications_0.xlsx

RFR OFF48 COMMBUYS BID NUMBER BD-22-1080-OSD03-SRC3-68463 Page 13

3.6.6 Category 1 (Printing Services) and Category 2 (Copying Services) Category Specific Environmental Specifications

To inform the Commonwealth of their compliance with the requirements of this section and other environmental initiatives already in place, Bidders in Categories 1 and 2 must complete the Environmental Products and Practices Form in the Bidders Response Sheet and may be given additional points for any initiatives that are currently in place.

3.6.6.1 Environmental Compliance

Bidders must annually certify that they comply with environmental regulations relative to their printing or copy center operations to Massachusetts Department Environmental Protection (DEP) Environmental Results Program (ERP). To meet this requirement, Bidders with facilities located outside of Massachusetts must submit ERP Certification indicating compliance with applicable federal and state environmental regulations and must remain in compliance with such regulations throughout the duration of the contract.

Bidders with printing facilities located in Massachusetts must submit evidence of compliance with the requirement to submit their annual certification for the Massachusetts DEP Environmental Results Program.

The Environmental Results Program (ERP) is an environmental performance initiative featuring a multimedia, sector-based regulatory approach that replaces facility-specific state permits with industry-wide environmental performance standards and annual certifications of compliance. ERP certification is mandatory for all commercial printing operations in Massachusetts.

The following documents are acceptable to satisfy this requirement (one of the following documents must be submitted):

• Letter of Intent submitted in the response. Bidders not in compliance with the requirements of the Environmental Results Program at the time of responding to this RFR, in their responses, must include a letter of intent stating that ERP certification documents will be filed within 45 days after submitting the response. Within 45 days of submitting the response to this RFR, such bidders must file for ERP certification with DEP and provide the Printing Services SST a copy of the front page and the last page of the Annual Compliance Certification or Non-Applicability Statement document with the authorized officer’s signature.

Throughout the duration of the contract, all contractors must annually certify to the DEP Environmental Results Program that they comply with the environmental regulations. Contract(s) which result from this RFR with companies that fail to annually certify their compliance with applicable environmental regulations to ERP may be suspended or terminated. The SST reserves the right to grant Contractor an extension to comply with this requirement if Contractor provides a compelling reason for such failure and provides the SST with a plan for resolving the issue.

More information about the Environmental Results Program (in general) is available at http://www.mass.gov/dep/service/envrespr.htm. To access the specific forms necessary to fulfill this requirement, visit http://www.mass.gov/dep/service/online/erpforms.htm#printers.

Bidders with facilities located outside of Massachusetts must provide the following documentation:

• Wastewater regulations – a copy of any applicable NPDES or local POTW permit (only the front page of the permit document must be submitted to demonstrate compliance with this requirement);

• Hazardous waste regulations – a copy of any applicable RCRA permit (only the front page of the permit document must be submitted to demonstrate compliance with this requirement);

• Storm water regulations – a copy of any applicable NPDES or local POTW permit (only the front page of the permit document must be submitted to demonstrate compliance with this requirement).

If a specific permit is not required for a facility, Bidders must submit information on the reason(s) such permit is not required. Throughout the duration of the contract, all contractors must remain in compliance with applicable state and federal environmental regulations. Failure to comply may result in contract suspension or termination.