Questions & Answers, Addendum No 1.pdf

Mail Services Request for Proposals (RFP)

No. 24-80141800-RFP

Questions and Answers and

Addendum No. 1

Revisions to RFP and Scope of Work

Questions and Answers

The Department has received the following questions through MFMP Sourcing, and the Department’s answers are provided in the table listed below:

No. Question Answer

1. Under which of the three mail service categories does Mail Safety Screening fall?

All Mail Services include Mail Safety Screening.

Refer to Revised Attachment A, Scope of Work, section 15, Safety Screening.

2. Shall vendors include one price to perform CBRNE mail screening for all customer mail?

This question is unclear. The sections referenced below are in an attempt to provide clarity.

Refer to Revised Attachment A, Scope of Work, section 19, Pricing.

Refer to Revised Attachment C, Cost Proposal.

3.

Can partnerships with existing state screening facilities be leveraged to enhance current infrastructure and processes, rather than standing up new CBRNE mail screening solutions? This approach could result in significant cost savings for the state.

Yes. Those decisions would be made by the awarded Contractor.

4. What is the length of the renewal period and for how many years is renewal pricing to be in effect?

See Attachment F, Enterprise Standard Terms and Conditions, section 4.1, Term. The initial term of the contract is identified in Attachment E, Draft Term Contract.

5. Given the changes with USPS meters will State customers be migrating to USPS permits as their preferred approach to postage?

Refer to Revised Attachment A, Scope of Work, sections:

• 6.8.2

• 18. Postage Reimbursement

6. Has the state considered the changes that USPS has implemented for metering and the cost associated with metering going forward?

See answer to question #5.

7. Will a vendor who has been issued a Corrective Action Plan by the state still have a reduction of 10% in their scoring even if they have under gone a corporate name change?

Yes.

Refer to the RFP, section 2.9, Basis of Award.

8. Is warehousing/storage pricing to be negotiated with each customer as individual agreements and pricing are established?

No. Warehousing/storage is not contemplated in this RFP.

9. Is document composition pricing to be negotiated with each customer as their individual agreements and pricing are established?

Refer to Revised Attachment C, Revised Cost Proposal, Mail Processing Tab.

Refer to Revised Attachment A, Scope of Work, section 19, Pricing.

Is envelope pricing to be negotiated with each customer as individual agreements and pricing are established?

Refer to Revised Attachment A, Scope of Work, section 6.1.7.

11. Reference page 6 of 21 section 1.4

a. Can you provide average spend broken down by the three categories of service: Mail Processing, Courier Services, and On-site staffing.

The Department does not have average spend broken down by Service Category.

12. Reference page 6 of 21 section 1.4

b. What is the annual postage spend?

The Department does not have this information.

13. Reference SOW page 4 of 22 section 3.2

a. Please provide the estimated or historical volumes of work for each of the three service categories listed.

The Department does not have this information.

14. For 5.1 Establishment of Mail Services in the SOW, will image and/or paper sheet count will be used to qualify for the “for at least 1 million Mail Pieces per month” requirement?

No.

Refer to Revised Attachment A, Scope of Work, sections:

• 2. Definitions, Mail Piece

• 5.1, Establishment of Mail Services

15. What factors caused the drastic reduction in required throughput capacity from past RFPs?

Refer to the RFP, section 1.4, Objective.

16. In the SOW does 6.1.2 refer to USPS unique customer mailer identification accounts or internal vendor accounts for tracking each customer's mailing?

of Work, sections:

• 2. Definitions, Customer

Registration ID and Mailer Identifier

• 6.1.2

17. 6.1.5 refers to processing “hand-addressed Mail Pieces”, how would these hand-addressed mail pieces be provided to the mail services provider and what is the expected volume per month?

Hand addressed mail pieces and volume may be contemplated in an applicable Customer-Specific Scope of Work (SOW). See Revised Attachment A, Scope of Work, section 4, Customer- Specific SOW.

18. SOW 6.1.11 refers to “The Contractor shall pick up Metered and unmetered Postal Mail from the Customer for Mail Processing in the time and manner specified in the Customer SOW.” Does this expectation mean the vendor bidding on the Mail Processing category must provide daily courier pick-up services?

No.

Refer to Revised Attachment A, Scope of Work, sections:

• 6.1.11

• 6.1.15

• 6.1.16

• 7.3

19. Please provide an example of how a mail services order will be placed “telephonically” as referred to in 6.1.12?

Refer to Revised Attachment A, Scope of Work, section 6.1.12.

20. 6.2.6 of the SOW refers to Document Composition Services, there is no place pricing in Attachment C.

See answer to question #9.

Will each customer negotiate this required fee independently?

21. Should this service be added to Attachment C? See answer to question #9.

22. 6.2.7 refers to “the ability to make black and white and color copies”. What copy volumes will be required to be supported and are there any performance expectations associated with this expectation?

Copy volumes and performance expectations will be contemplated in an applicable Customer SOW. Please see Revised Attachment A, Scope of Work, section 4, Customer SOW.

23. How would the hard (original) copies be submitted to support this offering?

Submission methods will be contemplated in an applicable Customer SOW. See Revised Attachment A, Scope of Work, section 4, Customer SOW.

24. 6.7.2 Requires reporting of “rejected or returned mail”. Please define the type of mail referred to and where in the mail processing workflow this requirement should occur.

Refer to Revised Attachment A, Scope of Work, sections:

• 2. Definitions, Mail Piece

• 6.7 Rejected, Returned, and

Damaged Mail

25. 6.7.4 Requires a biweekly reporting and return of damaged mail. Is this required for mail damaged while being processed through the manufacturing process? Please provide an example of the required reporting detail.

Yes.

Detailed reporting requirements will be contemplated in an applicable Customer SOW.

26. 6.8.2 mentions “metered at the 3-digit postage rate or better”, given the current USPS guidelines should this read “metered at the AADC postage rate or better”?

Refer to Revised Attachment A, Scope of Work, section 6.8.2.

27. How does 6.8.6 apply to the Mail Processing category?

Refer to Revised Attachment A, Scope of Work, sections:

• 2. Definitions, Accountable Mail

• 6.8.6

28. From 7.2 of the SOW, “The Contractor shall have the ability to provide courier services routes in every ZIP code statewide.” Does this expectation only apply to daily routes with established customer agreements or does it also apply to one-off, special requests as needed by any customer state?

Refer to Revised Attachment A, Scope of Work, section 7.2.

Courier service routes will be contemplated in an applicable Customer SOW.

29. The SOW states in 7.4 of the Courier Services category; “The Contractor shall keep an electronic record of all Mail Pieces successfully and unsuccessfully transported for a period of three years after the term of the Term Contract.” How will the customers communicate the records of “all outgoing mail pieces” processed by the courier contractor?

The method of maintaining electronic records will be contemplated in an applicable Customer SOW.

of Work, section 7.5.

30. Please provide an example of the detail required for the reporting of “Accountable Mail” mentioned in 7.7 of Work, section 2. Definitions, Accountable Mail.

Accountable Mail signature tracking and reporting requirements will be contemplated in an applicable Customer SOW.

31. In 8 On-site Staffing Services: please define what equipment the contractor will be responsible for furnishing at no cost to the customer.

This requirement has been revised.

of Work, section 8, Service Category 3:

On-Site Staffing Services.

32. In 8.4.1 of the SOW what specific duties are included in: “Folding; Inserting; scan incoming mail;

create and ship files”?

of Work, section 2. Definitions, Folding and Inserting.

Specific staffing duties will be contemplated in an applicable Customer SOW. See Revised Attachment A, Scope of Work, section

4. Customer-Specific SOW.

33. Reference SOW page 16 of 22 section 15

a. Please identify exactly what biological and chemical substances are to be tested for?

Refer to Revised Attachment A, Scope of Work, section 15. Safety Screening.

34. b. How is this screening currently being performed i.e. by who and using what equipment?

The Department does not have this information.

35. c. Could you provide details on how this requirement has been approached historically, and confirm it applies to all mail, regardless of carrier (USPS, UPS, FedEx)?

36. Attachment C, Cost Proposal does not include pricing for inserting of over 15 pages. Will all customer mailings be limited to 15 pages per envelope?

Refer to Revised Attachment A, Scope of Work, sections:

• 2. Definitions, Folding and Inserting

• 5.1.4

37. Reference Attachment C, please provide the estimated or historical volumes of mail for each of the six processing categories listed.

The Department does not have this information.

38. Attachment D states: “for each Service Category shall be no more than 20 letter size (8.5 x 11 inches) pages in length with fully searchable text and image features throughout the document that are clearly legible if viewed electronically or printed.” Does this 20-page limit include counting the required Attachments for each category bid submission?

No.

Refer to Attachment D, Technical Proposal Instructions and Evaluation Criteria.

39. Please provide the physical address for the location or locations where onsite staff may be needed.

Work Site locations may be contemplated in an applicable

Customer SOW. See Revised Attachment A, Scope of Work section 4.

Customer-Specific SOW.

40. Is hourly the only option for quoting labor? Could we give a monthly price?

Refer to Revised Attachment C, Cost Proposal. On-Site Staffing labor shall be calculated using a Per Hour rate or Per Business Day rate.

41. Please provide the physical address for the location or locations where the mail processing center could be located on-site.

Mail Processing facility requirements will be identified in an applicable Customer SOW. See Revised Attachment A, Scope of Work, section 4, Customer-Specific SOW.

42. If off-site, could the mail processing center be in another state?

Yes.

Refer to Revised Attachment A, Scope of Work, section 13, Mail Processing Facility.

43. How many stops would be made for mail pick-up? Courier Services pick-up and delivery stops will be identified in an applicable Customer SOW. See Revised Attachment A, Scope of Work section 4, Customer-Specific SOW.

44. What are the pick-up locations? See answer to question #41.

45. Are all pick-ups in the same City? Refer to Revised Attachment A, Scope of Work, section 7.2.

Additionally, see answer to question #41.

46. Is postage paid by vendor and then reimbursed by customer? Customers generally pay for postage directly.

Refer to Revised Attachment A, Scope of Work, section 18, Postage Reimbursement.

47. There are several items in this RFP that will be required to provide the service. Many of these items (envelopes, production equipment, folding/inserting equipment, vehicles, etc.) are not listed in the cost portion of the RFP. How do we bid and bill back these items?

Refer to Revised Attachment A, Scope of Work, sections:

• 6.1.7

• 19. Pricing

48. As part of this solution. can items be acquired through the State Contract as needed?

Yes.

Refer to Revised Attachment A, Scope of Work, section 6.1.7.

49. Vendor (6.1.11) must pick up mail from customer?

Are courier runs part of the Mail Processing section?

Refer to Revised Attachment A, Scope of Work, sections:

• 6.1.11

• 6.1.15

• 6.1.16

• 7.3

50. 6.1.13, establishes the calculation for the cost per copy? How is that CPC quoted in this RFP and billed back to customer?

Refer to Revised Attachment C, Cost Proposal, Mail Processing Tab.

Production Print, Copying – Color, and Copying – Black and white shall include the Contractor’s maximum rate inclusive of any and all costs associated with providing services in accordance with Revised Attachment A, Scope of Work.

All Contracts executed from this RFP will be for a statewide, State Term Contract and Agencies and Eligible Users will request quotes for their specific needs within the scope of this Contract.

Additionally, refer to Revised Attachment A, Scope of Work, section 23, Request for Quotes Requirement.

51. Section 8, The Contractor is responsible for furnishing all equipment for onsite staff at no additional cost to the Customer. What is the equipment that you are referring to?

See answer to question #31.

52. 13 May be asked to operate a mail processing facility?

Refer to Revised Attachment A, Scope of Work, 13. Mail Processing Facility.

Mail Processing facility locations will be contemplated in an applicable Customer SOW.

53. 13 The Contractor shall furnish all equipment, vehicles, machinery, software, and hardware necessary to provide Mail Processing to meet the volume requirements of the Customer within the facility(ies). How do we bid this service in advance?

Pricing shall include the Contractor’s maximum rates inclusive of any and all costs associated with providing services in accordance with Revised Attachment A, Scope of Work and Revised Attachment C, Cost Proposal.

All Contracts executed from this RFP will be for a statewide, State Term Contract and Agencies and Eligible Users will request quotes for their specific needs within the scope of this Contract.

Refer to the RFP, section 23, Request for Quotes Requirement.

54. Please confirm the maximum period a customer can extend beyond the end of the term of the STC.

There is two periods noted.

Attachment F 5.3.1- the maximum renewal is noted a 48-months: "Any existing term of a purchase off the Term Contract shall not extend more than forty-

See answer to question #4.

Additionally, refer to Attachment F, Enterprise Standard Terms and Conditions, section 5.3.1, Terms.

eight (48) months beyond the end of the Term Contract."

Attachment H 4- the maximum renewal is noted a 3-years: "The Customer, in its sole discretion, may renew the Contract, in whole or in part, for a period that may not exceed three (3) years or the initial term of the Contract, whichever is longer, by providing written notice to the Contractor."

The Department and the Contractor may renew the Term Contract in whole or in part only as set forth in the Term Contract documents and in accordance with section 287.057(13), F.S.

A customer purchase off the Term Contract shall not extend more than forty-eight (48) months beyond the termination of the Term Contract.

55. What is transaction fee rate on the procurement card for the State?

Refer to Attachment F, Enterprise Standard Terms and Conditions, section 6.5, Transaction Fees.

56. Attachment F 11.3 – would these purchases be required to be logged into the quarterly report and subject to the 1% fee?

Yes.

Addendum No. 1

The Department hereby amends RFP No. 24-80141800-RFP as noted within this Addendum. For revisions in the Revised Attachment A, Scope of Work, highlight and underlines represent additions and strikethroughs represent deletions. For revisions in the Revised Attachment C, Cost Proposal, red underlined text represent additions. In the event of a conflict between previously posted information and the information contained herein, the information herein shall control. The information included in this addendum is hereby made part of this solicitation.

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. Any protest concerning this agency decision must be timely filed with the Agency Clerk. Protests may be filed by courier, hand delivery, or U.S. mail at Department of Management Services, Office of the General Counsel, Attention: Agency Clerk, 4050 Esplanade Way, Suite 160, Tallahassee, FL 32399-0950. Protests may also be filed by fax at 850-922- 6312 or by email at agencyclerk@dms.fl.gov. It is the filing party’s responsibility to meet all filing deadlines.

The Procurement Officer should be copied in such filings.

Please note: This addendum does not need to be returned with the proposal.

1. Attachment A, Scope of Work, has been replaced in its entirety. Please see Revised Attachment A, Scope of Work. All references to Attachment A, Scope of Work contained in RFP No. 24-80141800-RFP are hereby amended to refer to Revised Attachment A, Scope of Work.

2. Attachment C, Cost Proposal, has been replaced in its entirety. Please see Revised Attachment C, Cost Proposal. All references to Attachment C, Cost Proposal contained in RFP No. 24-80141800-RFP are hereby amended to refer to Revised Attachment C, Cost Proposal. Please submit the Revised Attachment C, Cost Proposal with your Proposal.

mailto:agencyclerk@dms.fl.gov