Questions and Answers - Printing and Mailing RFQ.docx

QUESTIONS AND ANSWERS

regarding the

Request for Quotes For Printing, Mailing, Warehousing, and Fulfillment Services

BID Number: BD-24-1039-EHS01-EHS02-100431

Document Number: 24PRINTMAILRFQ

RFQ Issue Date: March 25, 2024

Q&A Issue Date: April 19, 2024

This document contains responses to questions received regarding the Request for Quotes for the Printing Mailing Warehousing and Fulfillment Services issued by the Executive Office of Health and Human Services (EOHHS) on March 25, 2024. Answers have been provided to those questions which are of general interest and relevant to the preparation of a response to the RFQ.

General Questions

May we still participate in the RFP given that we are not on the vendor list for OSD Statewide Contract OFF48?

Answer: No, this is a solicitation under Statewide Contract OFF48.

Question 1. Can you share quantities by item type or document type to be able to quote?

Answer: See Section 2.1.C.5 of Attachment A: Model Task Order. In addition, the selected vendor will print, warehouse, and fulfill supplies of documents as needed to support MassHealth. Quantities will vary. For Fiscal Year 2023, EOHHS ordered the below quantities of documents to include in notices and to fulfill requests. This is not an exhaustive list. The links and materials in this table are subject to change.

ACA Packet. This a booklet with the application and Massachusetts Voter Registration Form stitched into the centerfold. See links below.

75,000

· Member Booklet for Health and Dental Coverage and Help Paying Costs (Member Booklet)

· Massachusetts Application for Health and Dental Coverage and Help Paying Costs (Application)

· Massachusetts Voter Registration Form (a single-sheet folded self-mailer on card stock printed and supplied by the Secretary of the Commonwealth)

SACA Packet. This a booklet with the application and Massachusetts Voter Registration Form stitched into the centerfold. See links below.

· Senior Guide to Health Care Coverage (Senior Booklet)

· Application for Health Coverage for Seniors and People Needing Long-Term-Care Services (Senior application)

· Massachusetts Voter Registration Form (a single-sheet folded self-mailer on card stock printed and supplied by the Secretary of the Commonwealth) 110,000

Can you share member notice specifications on the number of pages, whether the notices are in black or color print, and the size of required envelope by document type?

Answer. Notice specifications will vary based on MassHealth needs, and the vendor should have some flexibility. Notices are generally printed in black and white, although there are some exceptions in which a spot color is used. They range in page length from one page to over 100 pages. Envelopes are generally one-window 9” x 6.5” security envelopes with two-color printing; 9 x 12 flat double-window blue security envelopes; 9” x 12” flat single-window white security envelopes. No. 10 business security envelopes may be used for some jobs. No. 9 postage-paid envelopes are also used for some jobs.

Is there any quote format or template to help MassHealth to ensure apples-to-apples comparison between bidders based on order volume?

Answer: We are requesting a per unit price. See Section 4: Payment of the RFQ and Attachment B: Cost Proposal for the cost proposal requirements for this RFQ.

What is the decision-making criteria for picking a winning bidder?

Answer: See RFQ Section 6: Response Evaluation Process.

What is the contract term expected to be negotiated with the winning bidder?

Answer: See Section 6: Task Order Term of Attachment A: Model Task Order.

Will EOHHS choose multiple vendors for this work order based upon price and capability?

Answer: EOHHS will select a single vendor for this work.

What is the value of the current budget per year for this contract?

Answer: In State Fiscal Year 2023, EOHHS budgeted for approximately $13 million in printing and approximately $10 million in postage. These amounts are subject to change and may be inflated due to the unwinding of the COVID-19 public health emergency.

Braille Translation and Embossing Questions

If we do not have in-house braille translation capabilities, will that automatically eliminate us from consideration?

Answer: EOHHS has a strong preference for in-house braille translation and embossing services. See RFQ Section 6: Response Evaluation Process for detail on the response evaluation process.

Does MassHealth currently provide braille translation and embossing to applicants and members? What is MassHealth’s current turnaround time for braille translation and embossing? How many notices per month are expected to go out in braille? Are there other items that will be required in braille?

Answer: Yes, MassHealth currently provides braille translation and embossing to applicants and members. The current turnaround time for braille translation and embossing of notices is 24-48 hours. Currently, approximately 85-90 notices are generated in braille per month. EOHHS will require the vendor to produce documents in braille as needed and upon request for its MassHealth applicants and members who have requested a braille accommodation. Such documents may include, but are not limited to, the member application, booklet, and fair hearing form.

Printing Questions

Is there any variable data in this scope of work?

Answer: Yes.

What are the order quantities for each item referenced in Attachment B: Cost Proposal under Prepress, Press Run, Digital Print Services? Are the digital printing services requested in color, black and white, or both?

Answer: Order quantities vary. Some jobs are run in black and white; others are printed with a spot color or in full color. These are services that may be required at the direction of EOHHS.

Is the 1095-B and 1099-HC Microsite a separate site from the store front with 500+ items?

Answer: Yes, the 1095-B and 1099-HC microsite in Attachment A: Model Task Order Section 2.2.E is separate from the shopping cart-style fulfillment portal in Attachment A: Model Task Order Section 2.1.G.

Shipping and Warehousing Questions

Should the items be priced to include freight and warehousing costs, or just the print costs?

Answer: Warehousing is an included service not to be billed for separately. The selected vendor must provide delivery to any MassHealth central and field offices at no additional cost. Currently, there are 10 MassHealth offices throughout the Commonwealth. Shipping costs are allowed for non-MassHealth offices.

How is the shipping of items held in inventory billed to MassHealth?

Answer: The selected vendor is expected to offer economical options for shipping. All shipping costs will be reimbursed by EOHHS with no mark-up. See Attachment A: Model Task Order Section 4.2: Invoicing for more information.

Mailing Questions

What is the expected quantity for the member notices?

Answer: See 2.1.C.5 of Attachment A: Model Task Order. The selected vendor will be responsible for mailing multiple member notice types. The overall quantity varies significantly. At times, the vendor may be responsible for printing and mailing a few thousand notices per week. The amount could be as high as 100,000 pieces a day for short periods.

What is the average amount of emails sent per week?

Answer: EOHHS does not expect emails to be a significant part of business for the selected vendor, but would like the option to use email technology as an alternative means of distributing print notices in limited circumstances.

Do these emails have variable information or static to all recipients?

Answer: Emails will not likely contain variable information.

What is the average amount of texts sent per week?

Answer: EOHHS does not expect text messaging to be a significant part of business for the selected vendor, but would like the option to use text messaging as an alternative means of distributing print notices in limited circumstances.

Do these texts have variable information or static to all recipients?

Answer: Text messages will not contain variable information.

What is the quantity and frequency for robocalls?

Answer: EOHHS does not expect robocalls to be a significant part of business for the selected vendor, but would like the option to use robocalls in limited circumstances as an alternative means of distributing print notices.

Can you list the types and classes of mailings and rough percentage of each (first class, presort first class, standard, certified receipt requested, etc.)?

Answer: EOHHS expects the majority of mailings to be mailed via first-class presort. For smaller jobs where it is not possible to bundle notices to achieve first-class presort, the selected vendor must use standard postage. Certified receipt request is expected to be used only on rare occasions.

Will all mailings use a window envelope?

Answer: The majority of member notices will use a security window envelope. Envelope specifications will vary depending on the job.

Will any of the mail be personalized where matching would be required?

Answer: Most member notices are personalized, although on most notices personalized information is limited to just the first page. Matching will be required on some notices.

Do mailing/insert projects require nesting?

Answer: EOHHS does not generally require nesting for its notices.

How many colors are the postcards printed in?

Answer: EOHHS does not expect postcards to be a significant part of business for the selected vendor, but we would like the option to use postcards in limited circumstances. Postcard specifications will depend on the job. For any such jobs, the vendor will be asked to provide a quote.

Postage Questions

Since the vendor is required to front postage, how quickly will the selected vendor be reimbursed for postage invoices?

Answer: See Attachment A: Model Task Order Section 4.2: Invoicing, and RFQ Section 1.2.B: Mailing Services. The vendor may provide an estimate of postage based on counts and specifications of a job(s), and invoice MassHealth in advance.

How is postage paid?

Answer: See RFQ Section 1.2.B: Mailing Services.

Questions and Answers for Printing, Mailing, Warehousing, and Fulfillment Services RFQ