Questions & Answers, Addendum No. 1.pdf
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- Attached to
- Mail Services V2
- Solicitation number
- RFP-11858
- Issued by
- Leon County, Florida
About this file
This document is a Questions and Answers (Q&A) and Addendum No. 1 for the Florida Department of Management Services' Mail Services Request for Proposals (RFP No. 24-80141800-RFP-1). The document provides clarifications and amendments to the original RFP, addressing vendor inquiries about the statewide Mail Services State Term Contract. Key points include confirming that the contract will be statewide and not regional, with no multiple awards to different companies covering different regions of Florida. The Q&A section covers detailed questions about service specifications, including processing encrypted and unencrypted postscript files, envelope pricing, addressing services, and contractor responsibilities.
The addendum specifically modifies Section 6.1.7 regarding envelope procurement, giving customers more flexibility in purchasing envelopes through state term contracts or allowing contractors to purchase specific envelopes at cost. The document emphasizes that the contractor must provide envelopes to fulfill customer orders in accordance with USPS mailing standards. The Q&A also clarifies that contractors are not expected to monitor all agency websites daily for changes, but must notify the Department of Management Services within five business days if their own information changes. The document is part of a solicitation process that requires vendors to be registered in the MyFloridaMarketPlace Vendor Information Portal and the Business Network to participate.
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Mail Services
Request for Proposals (RFP)
No. 24-80141800-RFP-1
Questions and Answers and
Addendum No. 1
Revisions to Scope of Work
Questions and Answers
The Department has received the following questions through the Business Network, and the Department’s answers are provided in the table listed below:
No. Question Answer
1. Is it possible to modify our proposal to specify our geographic service area?
No. The purpose of this RFP is to provide Customers with Mail Services on a statewide basis.
Refer to Attachment A, Scope of Work, sections:
• 1. Purpose
• 5.1 Establishment of Mail Services
2. Does the Department consider regional bids for the Courier Services category?
No.
Refer to Attachment A, Scope of Work, section 7.2.
Additionally, see answer to question #1.
3. Will multiple awards be made to different companies covering different regions of Florida?
No.
See answer to question #1.
Additionally, refer to the RFP sections:
• 2.8 Scoring Methodology
• 2.9 Basis of Award
4. How can I submit my possibles questions for this document?
All questions should be submitted in the Business Network by the time and date identified in the Timeline of Events.
Refer to the RFP, section 1.1, Timeline of Events.
5. 1. We haven’t seen anything in the scope of work on highspeed addressing – or ink jetting as we refer to it in the industry. What we did find was:
Production Print – High-speed printing of Customer’s orders including, but not limited to, the Printing of Mail Pieces and Envelopes.
But cost for printing a mail piece is exponentially higher than highspeed printing of address on envelopes and we don’t want to over or under price.
Refer to Attachment A, Scope of Work, section 19. Pricing.
6. Also, is the envelope price to be included on this line item?
Envelope pricing is not applicable for Attachment C, Cost Proposal.
Prices shall include all expenses to perform the Services under this Scope of
Work. Refer to Attachment A, Scope of Work section 19. Pricing.
Additionally, refer to Addendum 1 to Attachment A, Scope of Work, section 6.1.7, attached hereto.
7. We see language for b/w and color copies, but that’s different than printing mail pieces. Are you able to provide any clarification?
Refer to Attachment A, Scope of Work, section 2. Definitions, Production Print.
8. On row #17 on Cost Proposal, is addressing included or is it just sorting flats into trays and pallets?
Refer to Attachment A, Scope of Work, section 2. Definitions, Mail Processing.
Additionally, refer to Attachment C, Cost Proposal, line 11.
9. On row #18 on the Cost Proposal, is addressing included or is it just sorting flats into trays and pallets?
See answer to question #8.
10. Please explain any differences between this new RFP and the original one.
Refer to the current Mail Services RFP No.
24-80141800-RFP-1 solicitation documents, including all attachments.
https://vendor.myfloridamarketplace.com/s earch/bids/detail/11858.
11.
What state agency has the need for courier and on-site services to process 1 million piece of mail per month?
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.
12. What would their basic expectations be for such a stated high volume for these services?
The Respondent shall provide Mail Services in accordance with the specifications of the RFP and Attachment A, Scope of Work.
13. How many printed images are required to meet the 1 million piece of mail per month expectation?
See answer to question #11.
14. Does the following mean state agencies will purchase their needed envelopes in advance from the identified state purchasing agreements and mail processing vendors will only be responsible for inventorying and storage of the required envelopes?
6.1.7 States: “State agencies shall purchase
commodities required to perform Mail Services in accordance with 60A-1.043 (5), F.A.C. If the Customer determines they need a different type of Envelope and the Envelope is not available in any State Term Contract, https://www.dms.myflorida.com/business_operati ons/state_purchasing/state_con tracts_and_agreements,”
No.
Refer to Addendum 1 to Attachment A, Scope of Work, section 6.1.7, attached hereto.
https://vendor.myfloridamarketplace.com/search/bids/detail/11858 https://vendor.myfloridamarketplace.com/search/bids/detail/11858 https://www.dms.myflorida.com/business_operations/state_purchasing/state_contracts_and_agreements https://www.dms.myflorida.com/business_operations/state_purchasing/state_contracts_and_agreements https://www.dms.myflorida.com/business_operations/state_purchasing/state_contracts_and_agreements
15. Please clarify these two points in the RFP?
6.2.4 states: “The Contractor shall process encrypted postscript files without any modifications”
The Contractor shall not modify encrypted postscript files. Additional details may be provided in an applicable Customer Scope of Work (SOW).
16. 6.2.5 states: “The Contractor shall split unencrypted postscript files into separate documents or pages, as necessary, and insert Barcodes on those documents or pages in accordance with the requirements of the Customer.”
The Contractor may split unencrypted postscript files into separate documents or pages. Additional details may be provided in an applicable Customer SOW.
17. Is it the expectation that vendors monitor all agencies with whom they have contracts/agreements/POs web sites daily for changes and report back to the agency that they made a change?
9.1.9 states: “If any information listed on the Department’s website changes during the life of the Term Contract, then the Contractor shall notify the Department’s Contract Manager within five Business Days.”
No.
The Contractor is only responsible for updating the Department when their information changes from what is listed on the Department’s website.
Refer to Attachment A, Scope of Work, section 2. Definitions:
• Contract Manager
• Department
• Order
Addendum No. 1
The Department hereby amends RFP No. 24-80141800-RFP-1 as noted within this Addendum. For revisions, highlight and underlines represent additions and strikethroughs represent deletions. 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, Section 6.1.7 is hereby amended as follows:
The Contractor shall use provide Envelopes to fulfill the Customer’s Order in accordance with USPS mailing standards. State agencies shall purchase commodities required to perform Mail Services in accordance with 60A-1.043 (5), F.A.C. If the Customer determines they need a different type of Envelope and the Envelope is not available in At the Customer’s sole discretion, the Customer may purchase Envelopes and other supplies through any State Term contract or agreement, https://www.dms.myflorida.com/business_operations/state_purchasing/state_contracts_and_agree ments, which doesn’t lessen the obligation on the Contractor to provide Envelopes to fulfill the Customer’s Order in accordance with this Term Contract. the Customer may allow the Contractor to purchase the specific Envelope needed for Mail Processing production at cost. The Customer may request documentation demonstrating the prices paid by the Contractor to purchase the specific Envelope needed.
mailto:agencyclerk@dms.fl.gov
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