RFP 2023-06 Clarifying Questions 2 Final.pdf
PDF 277 KB Posted
- Attached to
- RFP 2023-06 Printing and Mailing Services
- Solicitation number
- S-X26083-00007871
- Issued by
- Multnomah County, Oregon
About this file
This document contains the responses to clarifying questions submitted by interested firms regarding Request for Proposal (RFP) #2023-06 for Printing and Mailing Services issued by CareOregon. The RFP solicits proposals from qualified vendors to provide cost-effective and quality printing and mailing services for CareOregon's needs, which include letters, postcards, booklets, envelopes, business cards, and some large format poster work. The products and services are required for CareOregon and its wholly owned subsidiaries and affiliates across the jurisdictions of Multnomah County and the City of Portland. The document provides clarification on the fee schedule, variable print data, envelope formats, handbook frequency, language breakdowns, order site specifications, and pricing requirements.
The fee schedule has been revised to better match the variable print items and frequency listed in the Scope of Work. Quantities provided are estimates based on forecasts and previous years, and the fee schedule should be used to provide best cost estimates, while the RFP details should be used to estimate additional assembly and production costs. The document also clarifies the variable data characteristics, envelope formats, handbook update frequencies, language breakdowns, order site user specifications, and the requirement to include all pricing and costs in the provided fee schedule.
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Other files
| File | Type | Posted |
|---|---|---|
| RFP 2023-06 Notice of Intent to Award.pdf | ||
| Attachement 1-A Revised Fee Schedule.xlsx | XLSX spreadsheet | |
| RFP 2023-06 Clarifying Questions 1 Final.pdf | ||
| RFP 2023-06 Printing and Mailing Services -Final.pdf | ||
| 35774 Specifications.docx | DOCX document | |
| RFP 2023-06 Addendum 1 for Printing and Mailing Services.pdf |
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Text version
315 SW Fifth Ave, Portland, OR 97204 | 800-224-4840 | TTY 711 | careoregon.org
George Marlton Procurement Director
Procurement Department 503-416-4706 Procurement@careoregon.org
REQUEST FOR PROPOSALS #2023-06
PRINTING AND MAILING SERVICES
RESPONSE TO CLARIFYING QUESTIONS #2
AUGUST 31, 2023
Note that these are questions submitted by interested firms to the above referenced solicitation.
The below answers are for clarification purposes only and in no way alter or amend the RFP as published.
1. Is CareOregon open to a cost saving approach involving printing all materials in-line to allow automated insertion of packets including having the mailing information show through a large, single window on the envelope?
Answer: Yes, CareOregon is open to a cost savings approach. In light of this question, we have revised the fee schedule in an attempt to make it more closely match the variable print items and frequency listed in the Scope of Work. Addendum #1 has been issued for a Revised Fee Schedule.
2. Regarding the discrepancy between the fee schedule document and the print work outline in the Request for Proposal, could you clarify whether the quotation should solely encompass the fee schedule? Alternatively, should the quotation encompass both aspects and include updates to the fee schedule Excel document? Furthermore, could you provide clarity on the observed difference in quantities between the two documents? Are we expected to add the additional items to the bottom of the Fee Schedule?
Answer: The quantities are estimates based on forecasts and previous years quantities.
The fee schedule should be used to give best estimates for costs; however, we know things could change with the different variables per print/mail project. The RFP shows the assembly/production quantities and needs to be used to estimate those additional costs.
3. Concerning the weekly mailings, could you provide further details on the nature of the variable print data? Is it characterized by static printing master shells and ink jetting names, or is an entire variable data piece? If it is static and ink jetting names, can we print 12 weeks at a time and ink jet names weekly?
Answer: For the new member packets, only the address label is variable data. For the Weekly Health Risk Assessment survey mailing, static masters could be produced, and variable data (addresses and member information) could be added. Example: a survey could be printed in mass and then imprint variable data specific to member on the document.
4. Would you be able to confirm whether the envelopes will be designed in the format of a catalog or a booklet? Additionally, could you clarify if all booklets are intended to be insertable into envelope configurations?
Answer: Booklet. Yes – booklets insert into booklet envelopes.
http://careoregon.org/ mailto:Procurement@careoregon.org
315 SW Fifth Ave, Portland, OR 97204 | 800-224-4840 | TTY 711 | careoregon.org
5. Is the intention to preprint the handbooks? Could you also inform us of the frequency of data changes in the handbooks and guides? Monthly, quarterly, etc.
Answer: Handbooks and guides in the new member packets are generally only updated once a year in August, thus we only print an estimated 6 months at a time.
6. Are there specific percentage breakdowns available for content in languages other than English? For instance, is there a designated allocation of 2% for Spanish and 5% for Chinese, with the majority, for example, being in English at 85%?
Answer: It varies per printing, but here is an estimate:
English - 75% Spanish - 10% Russian - 3% Vietnamese - 3% Traditional Chinese - 3% Simplified Chinese - 3% Somali - 2% Arabic – 1%
7. Could you please provide insights into the number of users logging into the order site? Additionally, could elaborate on the specifications required for the build-out of the Mailroom Order Site.
Answer: 2-4 people logging into order site. Mailroom orders different line of business envelopes so they would need to access a site and order directly.
8. Clarifying that all pricing/costs/fees need to be entered into the “Fee Schedule Final” excel spreadsheet you provided? If yes, does this include kit fulfilment services, mailing services, storefront (online ordering store).
Answer: We have updated the Fee Schedule to better identify the different mailing types and member communication materials. There is an additional costs section below where you can identify additional costs such as assembly/production costs to package the materials and prepare for mailing. If an order is placed on the online store, the cost of the request (envelopes, business cards) should be inclusive of any additional costs such as labor to prepare the order.
End of Clarifying Questions #2 http://careoregon.org/
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