Request for Information - Office of Legislative Counsel Printing Needs.pdf

DEXTER A. JOHNSON

LEGISLATIVE COUNSEL

STATE CAPITOL BUILDING

900 COURT ST NE S101

SALEM, OREGON 97301-4065

(503) 986-1243

FAX: (503) 373-1043

STATE OF OREGON

Legislative Counsel Committee

REQUEST FOR INFORMATION

2023-2025 BIENNIAL PUBLICATION PRINTING NEEDS

Dear Vendor:

The Office of the Legislative Counsel, a legislative service agency within the Oregon Legislative Assembly, is considering whether to consolidate all or a portion of the office’s publication printing needs for the upcoming 2023-2025 biennium.

We are sending this request for information to ask for your input regarding which elements of the office’s printing needs can best be combined in order to attract your interest as a bidder, and also, to a limited extent, for your evaluation of the printing market as a whole for the types of publications the office produces. Please note that this communication is NOT an offer or a solicitation for an offer of any kind — it is simply a request for information that the office will use to prepare future solicitations.

We would greatly appreciate your candid response, but please keep in mind that your answers will not affect, either positively or negatively, any future evaluation the office conducts of any proposal we receive from you for printing services. In answering the questions on the following pages, the office does not expect or require you to reveal any proprietary information, but please note that the office is subject to Oregon public records law, and therefore many of our communications are subject to disclosure in response to a request for public records. To the extent that you do reveal any information that you would consider proprietary, we ask that you label the information as proprietary, and the office will treat the information as confidential to the extent that Oregon law permits.

CURRENT PUBLICATIONS

The office publishes several official legal publications during each biennium, the largest of which is the biennial edition of the Oregon Revised Statutes, a 22-volume softcover set of books that consists of approximately 18,000 pages of printed matter. In addition, the office publishes two editions of Oregon Laws: (1) a three-volume set of hardbound books containing all laws passed and resolutions adopted by each session of one Legislative Assembly over a two-year period, and (2) a single-volume softcover edition consisting of all laws passed and resolutions adopted at the even-numbered year regular session that is a supplement to the current edition of Oregon Revised Statutes. Page counts vary from edition to edition and are not predictable. Each hardbound volume may contain up to 1,050 pages, and the softbound supplement may approach 700 pages. The office also prints several smaller publications that are compilations of laws and regulations in various subject areas, including the Criminal Code of Oregon, Family Laws of Oregon, Labor, Employment and Workers’ Compensation Laws of Oregon, Landlord and

REQUEST FOR INFORMATION - 2023-2025 BIENNIAL PUBLICATION PRINTING NEEDS

Tenant Laws of Oregon and, most recently, the Essential Rules for Oregon Courts. For your reference, we have appended an overview of each of these publications to this request for information.

Most often, the office has conducted a major solicitation for printing services that encompasses the Oregon Revised Statutes and the softcover edition of Oregon Laws, a major solicitation for printing services for the hardcover edition of Oregon Laws, and separate, smaller solicitations for single publications or combinations of the other publications. Each solicitation results in a single public contract with a single vendor. Because of changes in the market for printing services among vendors, challenges associated with supply chain reliability and other issues, the office is now considering whether to combine all publications into a single solicitation and a single public contract or vary the mix of publications that fall into one or more solicitations.

We would therefore appreciate your answering as many of the following questions as you can in order to assist us with preparing solicitations that would attract your bid or proposal.

QUESTIONS

1. Attachment 1, Work Summaries A through J, provides a scope of work overview and details concerning the Office of the Legislative Counsel’s proposed consolidation of printing projects during the 2023-2025 biennium. Based on these materials, are you:

Likely to submit a bid or proposal for the consolidated procurement

Unlikely to submit a bid or proposal for the consolidated procurement

2. If your answer to Question 1 is that you are unlikely to submit a bid or proposal for the consolidated procurement, your reason is or reasons are (check all that apply):

The consolidated procurement is too large for our capabilities

The consolidated procurement is too small to be of interest to us

Some aspects of the procurement are too complex or too involved for our capabilities

We are unlikely to be able to meet the proposed schedule or timeline for each phase of the consolidated procurement

We foresee supply chain issues or other issues that would prevent us from meeting the proposed schedule or providing the required materials

We do not have the facilities or capability to provide some or all of the materials or services required for the procurement

Other (please specify)_________________________________________________________

3. If your answer to Question 1 is that you are likely to submit a bid for the consolidated procurement:

a. Would any portion of the consolidated procurement require you to subcontract to another vendor or otherwise obtain additional capacity to fulfill the requirements of the procurement? If so, please identify which elements would require you to do so and specify what you would need to do:

b. Do you foresee any difficulties that you might encounter in meeting the requirements of the consolidated procurement? If so, please specify what difficulties you foresee:

4. The consolidated procurement calls for shipping individual volumes or sets of volumes from each project directly to customers, working from a customer list that the Office of the Legislative Counsel supplies. Would coordinating and shipping these volumes present any difficulty for you that would require you to subcontract this function?

No, this would not present a problem

Yes, this would be a problem and would likely require subcontracting

5. If, instead of the proposed consolidated procurement, the Office of the Legislative Counsel were to continue to break up the office’s procurement for printing services into different projects, would doing so make you more likely or less likely to submit a bid or proposal for a smaller job or series of jobs?

More likely

Less likely

6. If your answer to Question 5 is “more likely,” please specify the portions of the consolidated procurement for which you would be more likely to submit a bid or proposal and those for which you would be less likely to submit a bid or proposal. Please also specify any reasons for your selections.

7. If your answer to Question 5 is “less likely,” please state the reasons for your answer:

8. If the Office of the Legislative Counsel were to conduct more than one procurement for printing services for the range of services identified in the attached materials, which would be your preference for the composition of each procurement (check all that apply)?

Only the Oregon Revised Statutes

Only the Oregon Laws hardcover edition

Only the Oregon Laws softcover edition and the Annotations supplement

Both the Oregon Laws hardcover and softcover editions and the Annotations supplement

The Oregon Revised Statutes, the Oregon Laws softcover edition and the Annotations supplement

The Oregon Revised Statutes and the Oregon Laws hardcover edition

The Oregon Revised Statutes, both the hardcover and softcover editions of Oregon Laws and the Annotations supplement

One or more of the Criminal Code of Oregon, Family Laws of Oregon, Labor, Employment and Workers’ Compensation Laws of Oregon, Landlord and Tenant Laws of Oregon and Essential Rules for Oregon Courts

All of the specialty publications listed in the previous paragraph

Some other mix of publications (please specify)____________________________________

Attachment 1

OVERVIEW

The following grid summarizes the Office of the Legislative Counsel’s publication printing needs for the upcoming 2023-2025 biennium. Note that the included page counts and publication quantities reflect the most recent editions’ specifications and are intended only for reference. In the work summaries below, we have left the quantities blank, as those will not be determined until after the completion of the corresponding legislative session.

Work Summaries A-J below provide a brief description of each publication and approximate transmittal and delivery timelines for the 2023-2025 editions. Detailed Statements of Work, including Print Specifications, Delivery Specifications, and Additional Terms and Conditions, from the office’s 2021-2023 publications may be accessed for reference in the separate .PDF file that accompanies this request for information.

Volume Size Binding Page count (2021-2023)

Quantity (2021-2023)

2023-2025 Approximate timelines

(A) 2023 Oregon Revised

Statutes (set of 22 perfect-bound volumes)

8-1/2” x 11” PUR or other high-quality adhesive

22 volumes ranging from 700 to 1,200 pages, plus wraparound covers and spines

1 customer instruction sheet

1,414 22-volume sets and instruction sheets, plus 3,614 additional single volumes

November - December

2023 Agency file transmittal;

January 2024

Contractor delivery

(B) 2024 Essential Rules for Oregon Courts

8-1/2” x 11” Black Plasticoil

728 plus front and back covers and five divider tabs

1,000 February 2024 Agency file transmittal;

March 2024 Contractor delivery

(C) 2024

Criminal Code of Oregon

5-1/2” x 8-1/2”

PUR or other high-quality adhesive

1,228 plus wraparound cover and spine

4,000 February 2024 Agency file transmittal;

March 2024 Contractor delivery

(D) 2024

Family Laws of Oregon

7” x 9” PUR or other high-quality adhesive

1,168 plus wraparound cover and spine

700 May 2024 Agency file transmittal;

June 2024 Contractor delivery

Volume Size Binding Page count (2021-2023)

Quantity (2021-2023)

2023-2025 Approximate timelines

(E) 2024 Labor, Employment and Workers’

Compensation Laws of Oregon

7” x 9” Black Plasticoil

790 plus front and back covers

175 May 2024 Agency file transmittal;

June 2024 Contractor delivery

(F) 2024 Landlord and

Tenant Laws of Oregon

7” x 9” Black Plasticoil

432 plus front and back covers

300 May 2024 Agency file transmittal;

June 2024 Contractor delivery

(G) 2024

Oregon Laws (single perfect-bound volume), customer instruction sheet and 19 attachable insert pages

8-1/2” x 11” (single perfect-bound volume, customer instruction sheet)

7-1/2” x 10” (19 attachable insert pages)

PUR or other high-quality adhesive

550 plus wraparound cover and spine (single perfect-bound volume)

(attachable insert pages)

1 (customer sheet)

1,442 May 2024 Agency file transmittal;

July 2024 Contractor delivery

(H) 2024 Annotations

Supplement to Oregon Revised

Statutes (single perfect-bound volume)

8-1/2” x 11” PUR or other high-quality adhesive

963 plus wraparound cover and spine (single perfect-bound volume)

1 (customer sheet)

1,442 May 2024 Agency file transmittal;

July 2024

Volume Size Binding Page count (2021-2023)

Quantity (2021-2023)

2023-2025 Approximate timelines

(I) 2023-2024 Oregon Laws (three-volume set, case-bound books)

8-1/2” x 11” Smyth-sewn

(case bind volumes on the 11” dimension with covers that have smooth edges, square corners, and rounded backs)

Volume 1:

1,044 pages;

Volume 2:

1,044 pages;

Volume 3:

1,032 pages

(plus, for each case-bound volume, blank pages as necessary to complete the final signature) three-volume sets of case-bound books

June 2024 Agency file transmittal;

September

Contractor delivery

(J) 2025 Essential Rules for Oregon Courts

8-1/2” x 11” Black Plasticoil

728 plus front and back covers and five divider tabs

1,000 February 2025 Agency file transmittal;

March 2025

(A) 2023 Oregon Revised Statutes Work Summary

Agency will transmit electronic files in .PDF format between November 15, 2023, and December 11, 2023. Contractor shall supply text stock; cover stock; and printing, binding and distribution services, by January 8, 2024, for ______ 22-volume sets of perfect-bound volumes and _____ additional single perfect-bound volumes of the 2023 edition of the Oregon Revised Statutes (“ORS”).

An 8-1/2” x 11” instruction sheet must accompany each ORS set, printed on 50# white bond stock with black ink. Agency will transmit instruction sheet text separately.

(B) 2024 Essential Rules for Oregon Courts

Agency will transmit electronic files in .PDF format in February 2024. Contractor shall supply text stock; tab stock; cover stock; and printing, laminating, collating, binding, varnish, shrink-wrapping and distribution services, by the delivery date agreed upon at the time Agency transmits the electronic files, for ____ black Plasticoil-bound books of the Essential Rules for Oregon Courts.

Each book must include five white 1/2” inch width tab dividers separating contents of the publication. The tabs shall be printed on one side and laminated, and the tab dividers shall be collated into the text stock as one bank of five tabs. Contractor shall provide sample of tab stock to Agency upon request.

(C) 2024 Criminal Code of Oregon

Agency will transmit electronic files in .PDF format in February 2024. Contractor shall supply text stock; cover stock; and printing, binding, varnish, shrink-wrapping and distribution services for ____ books bound with side PUR (polyurethane) or other high-quality adhesive, and hinge-scored, wraparound covers by the delivery date agreed upon at the time Agency transmits the electronic files and text.

(D, E, F) 2024 Specialty Publications

(Family Laws of Oregon, Labor, Employment and Workers’ Compensation Laws of Oregon, and Landlord and Tenant Laws of Oregon)

Work Summary Agency will transmit electronic files in .PDF format in May 2024. Contractor shall supply text stock;

cover stock; and printing, binding, varnish, shrink-wrapping and distribution services, by the delivery date agreed upon at the time Agency transmits the electronic files, for:

D. ___ books bound with side PUR (polyurethane) or other high-quality adhesive and hinge-scored, wraparound covers of the Family Laws of Oregon;

E. ___ black Plasticoil-bound books of the Labor, Employment and Workers’ Compensation Laws of Oregon; and

F. ___ black Plasticoil-bound books of the Landlord and Tenant Laws of Oregon.

(G) 2024 Oregon Laws

Agency will transmit electronic files for 2024 Oregon Laws (single perfect-bound volume), a customer instruction sheet and 19 attachable insert pages (one page for each of 19 ORS text volumes) in May 2024. Contractor shall supply text stock; cover stock; and printing, binding, lamination, shrink-wrapping and distribution services for _____ perfect-bound volumes and accompanying sets of 19 attachable insert pages by the delivery date agreed upon at the time Agency transmits the electronic files and text.

(H) 2024 Annotations Supplement to ORS Work Summary

Agency will transmit electronic files in .PDF format for 2024 Annotations Supplement to ORS and customer instruction sheet in May 2024. Contractor shall supply text stock; cover stock; and printing, binding, lamination, shrink-wrapping and distribution services for ____ perfect-bound volumes by the delivery date agreed upon at the time Agency transmits the electronic files and text.

An 8-1/2” x 11” instruction sheet must accompany each ORS set, printed on 50# white bond stock with black ink. Agency will transmit instruction sheet text separately.

(I) 2023-2024 Oregon Laws (Hardbound Volumes)

Agency will transmit electronic files in .PDF format in June 2024. Contractor shall supply ink, text stock, text and panel stamping foils for stamping spines, cover stock and end sheets; print, fold, gather and Smyth-sew signatures for each volume; manufacture stamping dies from files supplied by Agency;

foil stamp the spine of each volume and case bind signatures for each volume; and provide packing and shipping services for _____ three-volume sets of case-bound books.

Contractor shall send color-accurate digital hard proofs (die proofs) and soft proofs for volume spines, foil-stamped case samples and electronic proofs for text to Agency, which will approve or disapprove the proofs or samples after their receipt and promptly notify Contractor. Contractor shall pay all shipping costs for color-accurate digital hard proofs (die proofs) for volume spines and foil-stamped case samples.

(J) 2025 Essential Rules for Oregon Courts

Agency will transmit electronic files in .PDF format in February 2025. Contractor shall supply text stock; tab stock; cover stock; and printing, laminating, collating, binding, varnish, shrink-wrapping and distribution services, by the delivery date agreed upon at the time Agency transmits the electronic files, for ____ black Plasticoil-bound books of the Essential Rules for Oregon Courts.

Each book must include five white 1/2” inch width tab dividers separating contents of the publication. The tabs shall be printed on one side and laminated, and the tab dividers shall be collated into the text stock as one bank of five tabs. Contractor shall provide sample of tab stock to Agency upon request.