RFP 2023-06 Printing and Mailing Services -Final.pdf

RFP 2023-06 Printing and Mailing Services

REQUEST FOR PROPOSALS #2023-06

PRINTING AND MAILING SERVICES

Publish Date: August 17, 2023

CareOregon, Inc. (“CareOregon”) is inviting submission of proposals for the 2023-06 Printing and Mailing Services project.

Closing Date/Time: September 7, 2023 - 2:00 PM, Pacific Time

Project Summary: Printing and Mailing Services for CareOregon.

Contact Information: The sole point of contact for procurement process or technical questions is: Kim Randall, Procurement Manager; randallk@careoregon.org 503-416-4760

RFP Location: RFP Documents can be downloaded from OregonBuys at the following address:

https://oregonbuys.gov/bso/. Prospective Proposers will need to sign in to download the information and that information will be accumulated for a Plan Holder's List. Prospective Proposers are responsible for obtaining any Addenda or clarifying questions from OregonBuys.

Submission: All proposals must be emailed to Procurement@careoregon.org.

CareOregon encourages proposals from minority, women, service-disabled veteran, and emerging small businesses.

**NO PROPOSALS WILL BE RECEIVED OR CONSIDERED AFTER THE ABOVE

RFP CLOSING DATE/TIME**

SCHEDULE

Request for Proposals Issued…….................................................. August 17, 2023

Deadline to Submit Clarifying Questions....................................... August 31, 2023, 5:00 PM, Pacific Time

Request for Proposals Closing Date and Time (“Closing”).........September 7, 2023, 2:00 PM, Pacific Time

Anticipated Contract Start Date……..............................................January 2024 https://oregonbuys.gov/bso/ mailto:Procurement@careoregon.org

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SECTION 2

INSTRUCTIONS TO PROPOSERS

2.1 Modification or Withdrawal of Proposal: Any Proposal may be modified or withdrawn at any time prior to the Closing deadline, provided that a written request is received by Procurement, prior to the Closing. The withdrawal of a Proposal will not prejudice the right of a Proposer to submit a new Proposal.

2.2 Requests for Clarification and Requests for Change: Proposers may submit questions regarding the specifications of the RFP until the deadline in the Schedule. Requests for changes must include the reason for the change and any proposed changes to the requirements. The purpose of this requirement is to permit CareOregon to correct, prior to the opening of Proposals, RFP terms or technical requirements that may be unlawful, improvident or which unjustifiably restrict competition. CareOregon will consider all requested changes and, if appropriate, amend the RFP. No oral or written instructions or information concerning this RFP from CareOregon employees or agents to prospective Proposers shall bind CareOregon unless included in an Addendum to the RFP.

2.3 Addenda: If any part of this RFP is changed, an addendum will be published on OregonBuys. It shall be Proposers responsibility to regularly check OregonBuys for any notices, published addenda, or response to clarifying questions.

2.4 Submission of Proposals: Proposals must be submitted in accordance with Section 5. All Proposals shall be legibly written in ink or typed and comply in all regards with the requirements of this RFP. All Proposals must include a signature that affirms the Proposer’s intent to be bound by the Proposal (this may be on cover letter, or on the Proposal). The Certification page must be signed as well. If a Proposal is submitted by a firm or partnership, the name and address of the firm or partnership shall be shown, together with the names and addresses of the members. If the Proposal is submitted by a corporation, it shall be signed in the name of such corporation by an official who is authorized to bind the contractor. No late Proposals will be accepted.

2.5 Notice of Award: CareOregon will name the apparent successful Proposer in a Notice of Intent to Award published on OregonBuys. Identification of the apparent successful Proposer is procedural only and creates no right of the named Proposer to award of the contract.

2.6 Acceptance of Contractual Requirements: Failure of the selected Proposer to execute a contract and deliver required insurance certificates within ten (10) calendar days after notification of an award may result in cancellation of the award. This time period may be extended at the option of CareOregon.

2.7 Investigation of References: CareOregon reserves the right to investigate all references in addition to those supplied references and investigate past performance of any Proposer with respect to its successful performance of similar services, its compliance with specifications and contractual obligations, its completion or delivery of a project on schedule, its lawful payment of subcontractors and workers, and any other factor relevant to this RFP. CareOregon may postpone the award or the execution of the contract after the announcement of the apparent successful Proposer in order to complete its investigation.

2.8 RFP Proposal Preparation Costs and Other Costs: Proposer costs of developing the Proposal, cost of attendance at an interview (if requested by CareOregon), or any other costs are entirely the responsibility of the Proposer, and will not be reimbursed in any manner by CareOregon.

2.9 Clarification and Clarity: CareOregon reserves the right to seek clarification of each Proposal, or to make an award without further discussion of Proposals received. Therefore, it is important that each Proposal be submitted initially in the most complete, clear, and favorable manner possible.

2.10 Right to Reject Proposals: CareOregon reserves the right to reject any or all Proposals or to withdraw any item from the award, if such rejection or withdrawal would be in CareOregon’s interest, as determined by CareOregon.

Proposals may be rejected in whole or in part if they attempt to limit or modify any of the terms, conditions, or specifications of the RFP or the Sample Contract.

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2.11 Proposal Terms: All Proposals, including any price quotations, will be valid and firm through a period of one hundred and eighty (180) calendar days following the Closing date. CareOregon may require an extension of this firm offer period. Proposers will be required to agree to the longer time frame in order to be further considered in the procurement process.

2.12 Oral Presentations: At CareOregon’s sole option, Proposers may be required to give an oral presentation of their Proposals to CareOregon, a process which would provide an opportunity for the Proposer to clarify or elaborate on the Proposal but will in no material way change Proposer’s original Proposal. Any costs of participating in such presentations will be borne solely by Proposer and will not be reimbursed by CareOregon. Note: Oral presentations are at the discretion of the evaluating committee and may not be conducted; therefore, written Proposals should be complete.

2.13 Review for Responsiveness: Upon receipt of all Proposals, the Procurement Department will determine the responsiveness of all Proposals before submitting them to the evaluation committee. If a Proposal is incomplete or non-responsive in significant part or in whole, it will be rejected and will not be submitted to the evaluation committee.

CareOregon reserves the right to determine if an inadvertent error is solely clerical or is a minor informality which may be waived, and then to determine if an error is grounds for disqualifying a Proposal. The Proposer’s contact person identified on the Proposal will be notified, identifying the reason(s) the Proposal is non-responsive.

2.14 Communication Blackout Period: Except as called for in this RFP, Proposers may not communicate with members of the Evaluation Committee or other CareOregon employees or representatives about the RFP during the procurement process until the apparent successful Proposer is selected. Communication in violation of this restriction may result in rejection of a Proposer.

2.15 Prohibition on Commissions and Subcontractors: CareOregon will contract directly with persons/entities capable of performing the requirements of this RFP. Contractors must be represented directly. Participation by brokers or commissioned agents will not be allowed during the Proposal process. Contractor shall not use subcontractors to perform the Work unless specifically proposed or authorized to do so by CareOregon. Contractor represents that any employees assigned to perform the Work, and any authorized subcontractors performing the Work, are fully qualified to perform the tasks assigned to them, and shall perform the Work in a competent and professional manner. Contractor shall not be permitted to add on any fee or charge for subcontractor Work. Contractor shall provide, if requested, any documents relating to subcontractor’s qualifications to perform required Work.

2.16 Collusion: By responding, the Proposer states that the Proposal is not made in connection with any competing Proposer submitting a separate response to the RFP, and is in all aspects fair and without collusion or fraud. Proposer also certifies that no officer, agent, or employee of CareOregon has a pecuniary interest in this Proposal.

2.17 Evaluation Committee: Proposals will be evaluated by a committee consisting of representatives from CareOregon and potentially external representatives. CareOregon reserves the right to modify the make-up in its sole discretion.

2.18 Nondiscrimination: The successful Proposer agrees that, in performing the Work called for by this RFP and in securing and supplying materials, contractor will not discriminate against or treat differently, any person on the basis of race, color, religious creed, political ideas, sex, age, marital status, sexual orientation, gender identity, veteran status, physical or mental disability, national origin or ancestry, or any other class protected by applicable law.

2.19 Best and Final Offer: CareOregon may request best and final offers from those Proposers determined by CareOregon to be reasonably viable for contract award. However, CareOregon reserves the right to award a contract on the basis of initial Proposal received. Therefore, each Proposal should contain the Proposer’s best terms from a price and technical standpoint. Following evaluation of the best and final offers, CareOregon may select for final contract negotiations/execution the offers that are most advantageous to CareOregon, considering cost and the evaluation criteria in this RFP.

2.20 PROPOSAL CONFIDENTIALITY: Submitted proposals will be treated as confidential and will only be shared internally with applicable staff for this project. Names of awarded proposers will be shared in the Notice of Intent to Award.

Proposer scores and evaluation notes shall remain private and confidential information for CareOregon purposes only.

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SECTION 3

SCOPE OF WORK

3.1 BACKGROUND

Founded in 1993, CareOregon is a 501(c)(3) public benefit nonprofit company that draws nearly all its revenue from public programs such as Medicaid (the Oregon Health Plan – “OHP”), Medicare and the State Children’s Health Insurance Program (“SCHIP”). Coordinated care organizations (“CCOs”) are an Oregon innovation that integrates physical, behavioral and oral health care, and treats the whole person.

Through partnerships with our CCOs, we provide integrated managed care services. We partner with Health Share of Oregon to serve the tri-county Portland metro area. We own Jackson Care Connect and Columbia Pacific CCO. In addition to Medicare plans and CareOregon Dental lines of business, Housecall Providers delivers primary, palliative and hospice care to home-bound patients.

Our mission is to inspire and partner to create quality and equity in individual and community health.

Our vision is healthy communities for all individuals, regardless of income or social circumstances.

We focus on the total health of our members, not just traditional health care. In teaming up with members, their families and their communities, we help Oregonians live better lives, prevent illness and respond effectively to health issues.

We care about people We serve Oregonians eligible for the OHP and Medicare Advantage members who have us as their health care option. But that’s not all. We are a managed health care company with an overarching goal: to make world-class, high-quality health care available to all Oregon residents, regardless of income.

We support our neighbors We know that some Oregonians are in need but don’t qualify for OHP benefits. We work to strengthen the health care safety net that these Oregonians rely upon, from local health departments and community clinics to rural and migrant health centers. We partner with policy makers and legislators to improve services and provide access to quality care throughout the state, from urban centers to rural neighborhoods.

We work with first-class providers CareOregon has built a health care delivery system that assures access to physicians and health care professionals who understand special needs and provide quality care regardless of a patient’s financial resources.

We work with policy makers to ensure access We provide OHP enrollees access to health care services in exchange for a per member, per month capitation rate. The Oregon Legislature sets this payment rate. The payments are subject to available state funding. CareOregon takes full financial risk for the health care services our members use. CareOregon, formed by safety net health care providers in the state, is a Safety Net Health Plan. Safety Net Health Plans are nonprofits that derive their revenue from public programs.

To put it simply, CareOregon ensures that members have timely access to high quality health care from a broad network of providers, and CareOregon works hard every day to keep people healthy and active in their homes and communities.

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Equity, Diversity, and Inclusion:

CareOregon recognizes that to achieve the vision of “Healthy communities for all individuals, regardless of income or social circumstances,” it must intentionally cultivate authentic member engagement, community partnerships, and recruit, retain and develop a staff as diverse as the communities it serves.

CareOregon has embarked on a continuous effort to understand the effects of historical, institutional, and structural oppression on the various communities represented within its membership and personnel.

CareOregon strives to internally, and in partnership with other like-minded organizations across sectors, to redress policies, systems and health related environmental issues that affect health care disparities and inequities.

Equity, diversity, and inclusion is a cornerstone of CareOregon’s mission, vision and strategic objectives.

CareOregon’s priority is strengthening our communities by making health care work for everyone by ensuring access to a broader and more diverse network of physical, behavioral, and oral health services that address the individual needs and cultural values of our members and reduces barriers to getting needed care.

It is the intent of CareOregon, through issuance of this RFP, to collaborate with like-minded firms that share the same values and that will take actual steps to embody those values in the services provided to CareOregon and its providers, members, and clients.

Project Background:

CareOregon and its wholly owned subsidiaries and affiliates are soliciting proposals from qualified vendors who are interested in offering cost-effective and quality printing and mailing services for our needs. This will be a multi-vendor award. The print vendors must be located in proximity of the Portland Metro region of Oregon to provide timely printing and mailing services. All print requests are coordinated with the Marketing Operations Manager within CareOregon. Any reference to CareOregon within this solicitation is intended to include all the subsidiaries as identified below.

List of CareOregon subsidiaries (also referred to as Line of Business):

• CareOregon, Inc. (“CO”)

• Health Plan of CareOregon, Inc. dba CareOregon Advantage (“Medicare”)

• Columbia Pacific CCO, LLC (“CPCCO”)

• Jackson County CCO, LLC dba Jackson Care Connect (“JCC”)

• Health Share of Oregon (“HSO”)

• Housecall Providers Services, LLC (“HCP”)

The print vendors will supply printing services on an as-needed basis, assisting CareOregon staff with layout, review, and other professional print services for quality documents that includes envelops (various sizes with various presort postage permits), business cards, member handbooks, brochures, survey’s, welcome letters, etc. Some material will need to be printed in alternative languages. Alternate language printing is not known until the time of print request and is typically a percentage of total print volume per request. Languages listed below with the associated abbreviation used in the below tables:

• English (“EN”)

• Spanish (“SP”)

• Vietnamese (“VI”)

• Russian (“RU”)

• Arabic (“AR”)

• Somali (“SO”)

• Simplified Chinese/Traditional Chinese (“CH”)

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CareOregon will supply the print vendor with document artwork and specifics to convert to a digital proof. Periodically, physical proofs may be required. Additionally, CareOregon will supply a secured file via a secured connection with CareOregon that includes names and addresses and which document/packet that is to be sent in any particular mailing as outlined in the tables below.

3.2 SCOPE OF WORK

A. Technical Requirements:

1) Quality Control: Contractor shall have a published and fully functional Quality Control Process in place throughout the duration of the project. Contractor shall provide a copy of said Quality Control Process document to the CareOregon. Process must include, at a minimum:

a. Process to uniquely identify each separate mail piece/notification.

b. Process to test print and image quality.

c. Audit of input quantities against output quantities on each live run.

d. Accounting of all records on data files provided by CareOregon, including matching of file totals where applicable.

2) Digital proofs are required before any final printing. Periodically a physical print sample or consolidated packet will be required for CareOregon confirmation and approval.

3) Assembly of printed materials for mailing as identified in the tables below in Section B.

4) Forms Development: Contractor shall image a Postal Barcode (IMB) on each mail piece, in compliance with the U.S. postal regulations effective at the time of mailing.

Contractor will facilitate changes with the post office to ensure compliance.

5) Addressing Requirements: Contractor shall receive a secure and up-to-date mailing list for all mailings. Contractor is responsible for attaching the appropriate addresses to the documents and in the appropriate languages. This may include a mail-merge type function on letters.

6) Delivery Service to CareOregon and USPS Postal Station:

a. Delivery Service to CareOregon offices: Supplies (envelopes, letterhead, local business cards and related needs). It is expected that the contractor delivers to the CareOregon corporate office.

For business cards or large posters that go to outlying locations, preapproval of postage costs will be needed from the CareOregon Contact Administrator. We use USPS, UPS and FedEx.

b. CareOregon USPS Permits: CareOregon has three presort permits and nonprofit authorizations.

Contractor will be expected to assemble mailings using these permits to obtain the most economical mailing available for any scheduled mailing campaign.

c. Delivery Service to a USPS postal station: Contractor will be responsible for presorting and preparing the mailing to be delivered to a USPS postal station. This includes proper completion of the declaration document (mailing statement). Contractor will be expected to provide a detailed report to the CareOregon Contract administrator within 24-hours of each mailing.

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B. Printing and Mailings CareOregon has a minimum of weekly mailings and periodic mailings produced with one or more of the entities listed above and one or more language listed above. Below the table identifies the core repetitive printing and mailing needs.

Weekly Mailing Programs: These member materials are required by Oregon Health Authority (“OHA”) to be mailed within 2 weeks of Medicaid application approval. A New Member Data List is sent via secure FTP to vendor every Friday. That list is printed, kitted, and mailed the next Friday or within 5 business days. Below is the list of items included in the new member packet for our various lines of business (and in multiple languages). It is expected that vendors keep inventory of items, printed in bulk for lower cost per unit (“CPU”) and quick turn times. Vendor will be expected to track mailing dates to confirm member has received materials within the required timeline. Vendor will also create and maintain report dashboard of materials in inventory and items sent out weekly broken out by line of business and translation version. Estimated cost for production, kitting and postage will also be maintained by vendor.

Weekly New Member Packet (Print/Kit/Mail)

Size Color Stock Binding/Finish Quantity per week

CPCCO Version (English/Spanish) Items

9x12 non window envelope 9x12 4c/0c

Welcome Letter with name and address (variable data)

8.5x11 4c/4c 60lb Offset text

Non-Discrimination Notice 8.5x11 1c/1c 60lb Offset text

Member Handbook 8.5x11 88-page

4c/4c 60lb Cougar Opaque text fold to 8.5x11/Trim/Saddle Stitch

Easy Guide 8.5x11 16-page

4c/4c 100lb Cougar Opaque text fold to

Riders Guide 8.5x11 28-page

4c/4c 100lb Cougar Opaque text fold to

Dental Brochure 8.5x11 12-page

4c/4c 100lb Cougar Opaque text fold to 8.5x5.5

Preferred Language Card 3.5x4 4c/4c 70lb Cougar Opaque cover fold to 3.5x2

JCC Version (English/Spanish)

Size Color Stock Binding/Finish Quantity per week

9x12 non window envelope 9x12 4c/0c Standard

Welcome Letter with name and address (variable data)

Member Handbook 8.5x11 88-page

4c/4c 60lb Cougar Opaque text fold to

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Easy Guide 8.5x11 16-page

4c/4c 100lb Cougar Opaque text fold to

Stich

Riders Guide 8.5x11 28-page

4c/4c 100lb Cougar Opaque text fold to page

4c/4c 100lb Cougar Opaque text fold to 8.5x5.5

Preferred Language Card 3.5x4 4c/4c 70lb Cougar Opaque cover fold to 3.5x2

HSO Version

(EN/SP/RU/VI/CH/SO/AR)

Size Color Stock Binding/Finish Quantity

9x12 non window envelope 9x6 4c/0c Standard

2,200

Welcome Letter with (variable data)

HSO Easy Guide 8.5x11 16-page

4c/4c 100lb Cougar Opaque text fold to page

4c/4c 100lb Cougar Opaque text fold to 8.5x5.5 2,200

Preferred Language Card 3.5x4 4c/4c 70lb Cougar Opaque cover fold to 3.5x2 2,200

Dental Version

(EN/SP/RU/VI/CH/SO/AR)

Size Color Stock Binding/Finish Quantity

9x12 non window envelope 9x6 4c/0c Standard

Welcome Letter with (variable data)

Dental Easy Guide 8.5x11 28-page

4c/4c 100lb Cougar Opaque text fold to

Dental Clinic list 8.5x5.5 4c/4c 100lb Cougar Opaque text fold to 8.5x5.5

Dental Fridge Magnet 3x4 4c/0c Standard Magnet

Survey Programs: These member surveys are required by OHA to be mailed within 8 weeks of Medicaid and Medicare application approval. New Member Mail List is sent via secure FTP to vendor every Friday. That list is printed, kitted (assembled), and mailed the next Friday or 5 business days.

Below is the list of items included in the Health Risk Survey mailing (including LOB and translation versions). It is expected that vendors keep inventory of items, printed in bulk for lower CPU and quick turn times. Vendor will be expected to track mailing dates to confirm member has received materials within the required timeline. Vendor will also create and maintain report dashboard of materials in inventory and items sent out weekly broken out by line of business. Estimated cost for production, kitting and postage will also be maintained by vendor.

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Weekly Heath Risk Assessment (“HRA”) Survey

Size Color Stock Binding/Finish Quantity

4 versions - only logo and color change

Languages (EN/SP/RU/VI/CH/SO/AR)

#10 Window Envelope #10 4c/0c Standard

Letter 8.5x11 4c/1c 60lb Offset text Address prints on back window

Survey 8.5x11 4c/4c 60lb Offset text 5 pages 4c/4c- 4c/4c-4c/0c

#9 BRE-Pre-Paid envelope

#9 1c/0c Standard

Incentive Program: This marketing program runs weekly for 8 months (March 1st to October 1st). Each weekly postcard is unique for all 3 lines of business (HSO/JCC/CPC). Mailings are 9x12 postcards folded and tab sealed to 9x6. See below for cadence and estimated quantities. Each mailing has unique art. The vendor has 2 weeks from receiving art and mail list to drop. It is also expected to see an initial color proof set then a digital random sample proof with actual member names to confirm accuracy for variable data (“VD”) placement.

CareOregon Incentive Marketing Mailings

Size Color Stock Binding/Finish Quantity per week est.

4 versions - only logo and color change

Languages (EN/SP/RU/VI/CH/SO/AR)

32 Weekly Mailings 9x12 Postcard 4c/4c 80lb Dull Cover fold to 9x6/Trim/tab seal

12,350

CareOregon Advantage (“COA”) Member Communications: CareOregon Advantage is CareOregon’s Medicare plan. We currently have about 16,500 active members. Medicare requires multiple member notifications throughout the year. We are also allowed to send marketing materials to potential members. We call these affiliation recruitment items. Below is a list of materials sent to members and potential members throughout the year.

Annual Enrollment Materials

Size Color Stock Binding/Finish Total Annual Quantity

All materials produced in (EN/SP/VI/CH/RU)

Affiliation recruitment letter: mailed quarterly

4 mailings per year

#10 Window Envelope #10 4c/0c Standard

40,000 (10k x 4)

Letter 8.5x11 4c/1c 60lb Offset text

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Non-Discrimination Notice 8.5x11 4c/4c 60lb Offset text

Affiliation recruitment Postcard: mailed quarterly

4 mailing per year

Dual eligible services to increase services (Medicare and Medicaid)

9x6 4c/4c 130lb Dull Cover 40,000 (10k x 4)

Annual Notice of Change Packet: Mailed Oct 1st

One mailing

9x12 window envelope 9.5x12.5 4c/0c 28# white wove

20,500

Welcome Letter with VD - 2 page

Non-Discrimination Notice 8.5x11 4c/4c 60lb Offset text

Annual Notice of Changes booklet

8.5x11 28-page 4c/4c 60lb Cougar Opaque text fold to

Directory Overview flyer 8.5x11 4c/4c 60lb Offset text

Post Enrollment Packet:

Mailed Jan 1

One mailing

9x12 window envelope 9.5x12.5 4c/0c 28# white wove

Welcome Letter with VD - 2 page

Easy Guide 8.5x11 16-page 4c/4c 60lb Cougar Opaque text fold to

Stich

Benefit Guide 8.5x11 20-page 4c/4c 60lb Cougar Opaque text fold to

Benefit Sheet 1 8.5x11 4c/4c 60lb Offset text

Benefit Sheet 2 8.5x11 4c/4c 60lb Offset text

Benefit Sheet 3 8.5x11 4c/4c 60lb Offset text

Benefit Sheet 4 8.5x11 4c/4c 60lb Offset text

Benefit Sheet 5 8.5x11 4c/4c 60lb Offset text

Benefit Sheet 6 8.5x11 4c/4c 60lb Offset text

CareOregon Advantage Sales Kits: CareOregon Advantage has a sales team that actively recruits new Medicare members. We create an annual sales kit that is printed and warehoused for reps to order and deliver. The kit is comprised of a folder with 36 saddle stitched pages bound to the folder. 16 double sided inserts are placed both in front and back pockets of the folder. The print vendor will be expected to

RFP 2023-06 Printing and Mailing Services Page 8 create an order site where reps can order the kits and individual pieces from the kit as needed. Listed below are the items to be produced. Kit will be all in English but extra inserts will be in 5 languages.

COA Sales Packets:

Delivered Oct 1st

Size Color Stock Binding/Finish Total Annually

All materials produced in (English/Spanish/Vietnamese/Chinese/Russian) Folder Packet exterior 19.5x15.5 4c/4c 100# Opaque

Cover Trim, score, die-cut, glue

4,000

Folder pages – 36 page

8.5x11 4c/4c 60# Opaque Text Trim, score, saddle stitch, fold

4,000

Front Pocket Insert 1 8.5x11 4c/4c 60# Opaque Text Insert into pockets 4k + 5k for order site

Front Pocket Insert 2 8.5x11 4c/4c 60# Opaque Text Insert into pockets 4k + 5k for order site

Front Pocket Insert 3 8.5x11 4c/4c 60# Opaque Text Insert into pockets 4k + 5k for order site

Front Pocket Insert 4 8.5x11 4c/4c 60# Opaque Text Insert into pockets 4k + 5k for order site

Front Pocket Insert 5 8.5x11 4c/4c 60# Opaque Text Insert into pockets 4k + 5k for order site

Front Pocket Insert 6 8.5x11 4c/4c 60# Opaque Text Insert into pockets 4k + 5k for order site

Front Pocket Insert 7 8.5x11 4c/4c 60# Opaque Text Insert into pockets 4k + 5k for order site

Front Pocket Insert 8 8.5x11 4c/4c 60# Opaque Text Insert into pockets 4k + 5k for order site

Back Pocket Insert 1 8.5x11 4c/4c 60# Opaque Text Insert into pockets 4k + 5k for order site

Back Pocket Insert 2 8.5x11 4c/4c 60# Opaque Text Insert into pockets 4k + 5k for order site

Back Pocket Insert 3 8.5x11 4c/4c 60# Opaque Text Insert into pockets 4k + 5k for order site

Back Pocket Insert 4 8.5x11 4c/4c 60# Opaque Text Insert into pockets 4k + 5k for order site

Back Pocket Insert 5 8.5x11 4c/4c 60# Opaque Text Insert into pockets 4k + 5k for order site

Back Pocket Insert 6 8.5x11 4c/4c 60# Opaque Text Insert into pockets 4k + 5k for order site

Back Pocket Insert 7 8.5x11 4c/4c 60# Opaque Text Insert into pockets 4k + 5k for order site

Back Pocket Insert 8 8.5x11 4c/4c 60# Opaque Text Insert into pockets 4k + 5k for order site

Miscellaneous All Member Mailings: Care Oregon will send out all member notifications from time to time. The only consistent mailing is the annual benefits postcard reminder listed below. Art can be in multiple lines of business and languages (up to 8). Mail list and art will be provided via secure CareOregon FTP site. Color and digital proofs must be provided prior to printing.

Misc. Mailings Size Color Stock Binding/Finish Total Annual Quantity

All materials produced in (English/Spanish) Annual Benefit Reminder Postcard

9x6 4c/4c 130lb Dull Cover

95,000

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Miscellaneous Special Member Mailings (informational letters): CareOregon sends out miscellaneous member notifications throughout the year. We have an internal mailroom but any run larger than 350 needs to be produced by a print vendor. It is estimated that we send out 2-5 notification per month totaling approximately 5,000 letters. Mail list and art will be provided via secure CareOregon FTP site. Art can be in multiple lines of business and languages (up to 8). Color and digital proofs must be provided prior to printing.

Misc. Member Notification Letters

Size Color Stock Binding/Finish Total Monthly Quantity

All materials produced in (English/Spanish/Vietnamese/Chinese/Russian)

• Letter

• Misc. Member

Notification Letters

• #10 Window

Envelope

8.5x11 8.5x11

#10

4c/4c 1c/1c

4/0

60lb Offset text 60lb Offset text

Standard

5,000

Miscellaneous Provider Materials: CareOregon sends out miscellaneous provider materials throughout the year. These items are clinical provider hand-outs for members and potential members. Below is a sample of sizes and quantities often sent out to clinics. Mail list and art will be provided via secure CareOregon FTP site. Art can be in multiple lines of business and languages (up to 8). Color and digital proofs must be provided prior to printing.

Provider Materials Size Color Stock Binding/Finish Estimated Frequency/Quantity

All materials produced in (English/Spanish/Vietnamese/Chinese/Russian) Flyer 8.5x11 4c/4c 60# Opaque Text

Monthly/500

Standard Brochure 8.5x12 4c/4c 60# Opaque Text Trifold Monthly/500 Info Poster 22x28 4c/0c 100# Opaque Text

Quarterly/100

Language Card 3.5x4 1c/1c 70# Opaque cover fold to 3.5x2 Quarterly/250

OTHER GENERAL PRINTING NEEDS:

Mailroom Materials: (supplies in office): Produce and deliver various envelope types to mail room.

Vendor will be expected to create order site for mailroom to order as needed. Envelopes are produced with no postage.

Mailroom Envelopes

Size Color Stock Brand Types Approx Monthly Quantity

Various company logo’s COA will require “Important Plan Information” on the bottom left corner of envelope.

#10 Window 4/0 Standard CO/JCC/CPC/HSO/COA 1500 #10 non-Window 4/0 Standard CO/JCC/CPC/HSO/COA 500 #10 Window 1/0 Standard CO/JCC/CPC/HSO/COA 1500 #10 non-Window 1/0 Standard CO/JCC/CPC/HSO/COA 500 9x12 Window 4/0 Standard CO/JCC/CPC/HSO/COA 500 9x12 non-Window 4/0 Standard CO/JCC/CPC/HSO/COA 250 9x12 Window 1/0 Standard CO/JCC/CPC/HSO/COA 500

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9x12 non-Window 1/0 Standard CO/JCC/CPC/HSO/COA 250 9x6 Window 1/0 Standard CO/JCC/CPC/HSO/COA 500 9x6 non-Window 1/0 Standard CO/JCC/CPC/HSO/COA 250

Business Cards: Produce business cards on demand using vendor managed order site and ship directly to office or employee address. It is expected that vendor would produce shells of each LOB (CareOregon/JCC/CPC/COA/HPC) and imprint information on front of card. Back of card will be static.

Orders will be for 250 and 500 quantities per order.

Business Cards

Size Color Stock Brand Types/orders Estimated Monthly Quantity

2x3.5 4/4 80lb Dull Cover CareOregon/5-250 1250 2x3.5 4/4 80lb Dull Cover CareOregon Adv/5-250 1250 2x3.5 4/4 80lb Dull Cover JCC/3-250 750 2x3.5 4/4 80lb Dull Cover CPC/3-250 750

Large Format Printing: CareOregon has several marketing initiatives that require large format printing.

Below are descriptions of item we have produced annually (size is inches).

Large Print Size Color Stock Binding/Finish Frequency/Quantity CareOregon headquarter large window art

74x89 4c/0c Clear film Temporary adhesive Change out yearly/ 17 windows

CareOregon Building Signs

22x28 4c/0c 100lb book No install Change out quarterly / 15 posters

Hanging Banners 60x36 4/4 Vinyl Grommet ev 12in 3 times per year / 5 Retractable standing banners

72x36 4/4 Waterproof scrim vinyl

Metal stand with carrying case

3 times per year / 5

Sandwich board art 22x28 4/0 Plastic Corrugated

2 times per year / 3

3.4 Term of Contract: For each awarded Contractor, the initial term of the contract shall be issued for a period of two (2) years with options for two (2) additional two (2) year renewals thereafter subject to a fully executed Amendment to the resulting Contract.

3.5 Sample Contract: Submission of a Proposal in response to this RFP indicates Proposer’s willingness to enter into a contract containing substantially the same terms (including insurance requirements) of the sample contract identified below. No action or response to the sample contract is required under this RFP. Any objections to the sample contract terms should be raised in accordance with Paragraphs 2.2 of this RFP pertaining to requests for clarification of the RFP/specifications. This RFP and all supplemental information in response to this RFP will be a binding part of the final contract. The applicable Sample Contract for this RFP can be found at https://careoregon.org/contact-us/vendor-resources.

Goods & Services Contract (unless checked, item does not apply) The following paragraphs of the Professional Services Contract will be applicable:

Article I, Paragraph 6 – Travel and Other Expense is Authorized Article II, Paragraph 28 – Protection of Patient Privacy and Security (PHI) Article II, Paragraph 34 – Criminal Background Check Requirements Article II, Paragraph 35 – Key Persons Article II, Paragraph 36 – On-Call Contract Basis https://careoregon.org/contact-us/vendor-resources

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Article II, Paragraph 37 – CareOregon Data Security Requirements Article II, Paragraph 38 – Hosted Software

The following insurance requirements will be applicable:

Commercial General Liability: combined single limit, or the equivalent, of not less than $1,000,000 per occurrence, with an annual aggregate limit of $2,000,000 for Bodily Injury and Property Damage.

Professional Liability: combined single limit, or the equivalent, of not less than $1,000,000 per occurrence, with an annual aggregate limit of $2,000,000 for damages caused by error, omission, or negligent acts.

Commercial Automobile Liability: combined single limit, or the equivalent, of not less than $1,000,000 per occurrence for Bodily Injury and Property Damage.

Cyber Liability: combined single limit, or the equivalent, of not less than $1,000,000 per occurrence for network security (including data breach), privacy, interruption of business, media liability, and errors and omissions.

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SECTION 4

EVALUATION PROCEDURE

4.1 An evaluation committee will review all Proposals that are initially deemed responsive, and they shall rank the Proposals in accordance with the below criteria. The evaluation committee may recommend an award based solely on the written responses or may request Proposal interviews/presentations.

Interviews/presentations, if deemed beneficial by the evaluation committee, will consist of the highest scoring Proposers. The invited Proposers will be notified of the time, place, and format of the interview/presentation. Based on the interview/presentation, the evaluation committee may revise their scoring.

Written Proposals must be complete with no additions, deletions, or substitutions will be permitted during the interview/presentation (if any). The evaluation committee will recommend award of a contract to the final CareOregon decision maker based on the highest scoring Proposal. The CareOregon decision maker reserves the right to accept the recommendation, award to a different Proposer, or reject all Proposals and cancel the RFP.

**Proposers are not permitted to directly communicate with any CareOregon Staff or member of the evaluation committee during this RFP process. All communication must be facilitated through the assigned Procurement Analyst.

4.2 Evaluation Criteria

Category Points available:

Proposer’s General Background and Qualifications 0-20 Scope of Work 0-35 Equity, Diversity, and Inclusion Efforts 0-10 Fees 0-25 Print Sample (by invitation only to the top initial scoring firms) 0-10 Available points 0-100

4.3 Once a selection has been made, CareOregon will enter into contract negotiations. During negotiation, CareOregon may require any additional information it deems necessary to clarify the approach and understanding of the requested services. Any changes agreed upon during contract negotiations will become part of the final contract. The negotiations will identify a level of Work and associated fee that best represents the efforts required. If CareOregon is unable to come to terms with the highest scoring Proposer, discussions shall be terminated, and negotiations will begin with the next highest scoring Proposer. If the resulting contract contemplates multiple phases and CareOregon deems it is in its interest to not authorize any particular phase, it reserves the right to return to this solicitation and commence negotiations with the next highest ranked Proposer to complete the remaining phases.

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SECTION 5

PROPOSAL CONTENTS

5.1 Vendors must adhere to submission instructions and be advised as follows:

1. Complete Proposals must be emailed to Procurement@careoregon.org. The subject line of the email must identify the RFP title. Proposers are encouraged to contact Procurement to confirm receipt of the Proposal.

2. The top scoring firms will be invited to send a print sample from a digital proof. Directions will follow after this RFP closes. The print samples will be scored per Section 4. CareOregon reserves the right to solicit additional information or Proposal clarification from the vendors, or any one vendor, should CareOregon deem such information necessary.

3. Proposal may not exceed a total of 30 pages (single-sided), inclusive of all exhibits, attachments or other information.

4. Proposers are required to structure Proposals following the below question outline. It is important for answers to be clear and concise.

5.2 Proposer’s General Background and Qualifications (Max 20 pts):

1. Description of the firm and general operations.

2. Credentials/experience of key individuals that would be assigned to this project.

3. Description of providing similar services to non-profit entities of similar size within the past five (5) years.

4. Describe your typical customer profile, such as size and service provided. What are your customer retention rates?

5. Description of the firm’s ability to meet the requirements in Section 3, with an emphasis on the required timelines as noted.

6. Please provide information regarding your Quality Control Process. This should include a summary process to test print and image quality; audit of input quantities against output quantities on each live run;

process to uniquely identify each separate mail piece/notification.

7. CareOregon requires test proofs for production data steps. Please describe your proofing process.

8. Please describe your recycled paper and conservation processes. Identify any conservation efforts, green technology processes, or any other energy efficient process which will be utilized in the production or servicing of this account.

9. Describe how service is customer focused in providing timely response to routine orders, fast turnaround for peak hour or rush orders and free pick-up and delivery. Include day and time of service availability and customer service.

10. Please provide standard turnaround times. Provide additional costs (in fee schedule) associated with expediting standard lead times for the following projects:

• Business Cards

• Envelopes

11. Please list any subcontracts that would be used in the performance of this service and identify function and capacity.

12. Description of what distinguishes the firm from other firms performing a similar service.

13. CareOregon qualifies for most government purchasing opportunities (NASPO, Omnia Partners, etc.).

Does your organization have any government contract for similar services?

14. Describe if your firm is currently or potentially engaged in litigation.

15. Provide information demonstrating that your firm is financially stable.

16. Identify any issues or concerns in social media about your firm?

mailto:Procurement@careoregon.org

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5.3 Scope of Work (Max 35 Pts)

1. For the services listed in the Scope of Work, Section 3, what services do you offer in-house, and which are outsourced? If any work identified is outsourced, please describe subcontractor and location of services.

2. Describe the security of your operations for handling our customer data.

3. What policies and procedures do you have in place for quality control?

4. Do you have USPS certified mail-piece design professionals on staff?

5. Are you G7 certified in color matching?

6. Describe your customers materials inventory management process, tracking tools, and standards.

7. Do you provide a dashboard for customers inventory balances?

8. Please provide a sampling of printed complex variable data, specifically for mass mailings. Please include the tools that you utilize for this sampling.

9. Describe if your firm has self-service online ordering capabilities for Business Cards, Envelopes, Letterhead, etc.

5.4 Equity, Diversity and Inclusion Efforts (Max 10 pts)

1. Describe your firm’s equity, diversity and inclusion values, policies, efforts, and successes. Include specific details of efforts and how they have shaped the composition and spirit of your firm.

2. Supplier diversity is the intentional inclusion of historically underutilized businesses in a firm’s supply base to achieve innovation, cost reduction, and building economic growth in our communities. If you plan to use subcontractors or other third-party services for the services proposed to CareOregon, describe your supplier diversity program.

3. Outline the specific elements of your proposed services that will support and advance CareOregon’s equity, diversity, and inclusion mission.

5.5 Fees (Max 25 pts)

Fees should be sufficiently descriptive to facilitate acceptance of a Proposal. Fees should be on a time and material basis. Please complete the attached fee schedule, Attachment #1 and submit with your written proposal. Please add any additional fees to the bottom of the attachment that may be applicable to this Work.

Regarding Reimbursable Expenses: Administrative, overhead, secretarial time or overtime, word processing, photocopying, in house printing, insurance and other ordinary business expenses are included within the scope of payment for services and are not reimbursable expenses. Delivery fees and postage reimbursement are authorized reimbursable expenses but must be clearly identified and authorized in advance in writing by the Contract Administrator.

5.6 Print Sample (Max 10 pts): After closing and during the first review of proposals received, some firms will be invited to receive a digital print ready file to provide a physical printed sample.

5.7 References

Provide at least three (3) references from clients your firm has served similar to CareOregon in the past three (3) years, including one client that has newly engaged the firm in the past thirty-six (36) months and one (1) long-term client. Provide the name, address, email, and phone number of the references. Please note the required three references may not be from CareOregon staff, but additional references may be supplied. Any points awarded for this criteria are based on both the providing of references as well as information gleaned from the provided contacts. Evaluation Committee members may contact references at their sole discretion.

5.8 Completed Proposal Certification (see the below form)

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PROPOSAL CERTIFICATION

RFP #2023-06

Submitted by:

(Must be entity’s full legal name, and State of Formation)

Each Proposer must read, complete and submit a copy of this Proposal Certification with their Proposal. Failure to do so may result in rejection of the Proposal. By signature on this Proposal Certification, the undersigned certifies that they are authorized to act on behalf of the Proposer and that under penalty of perjury, the undersigned will comply with the following:

SECTION I. NONDISCRIMINATION: That the Proposer has not and will not discriminate in its employment practices with regard to race, color, creed, age, religious affiliation, sex, marital status, disability, sexual orientation, gender identity, national origin, veteran status, or any other protected class. Nor has Proposer or will Proposer discriminate against a subcontractor in the awarding of a subcontract because the subcontractor is a disadvantaged business enterprise, a minority-owned business, a woman-owned business, a business that a service-disabled veteran owns or an emerging small business that is certified under ORS 200.055.

SECTION II. CONFLICT OF INTEREST: The undersigned hereby certifies that no officer, agent or employee of CareOregon is personally interested, directly or indirectly, in any resulting contract from this RFP, or the compensation to be paid under such contract, and that no representation, statements (oral or in writing), of the CareOregon, its officers, agents, or employees had induced Proposer to submit this Proposal. In addition, the undersigned hereby certifies that this proposal is made without connection with any person, firm, or corporation submitting a proposal for the same material, and is in all respects fair and without collusion or fraud.

SECTION III. COMPLIANCE WITH SOLICITATION: The undersigned further agrees and certifies that they:

1. Have read, understand and agree to be bound by and comply with all requirements, instructions, specifications, terms and conditions of the RFP (including any attachments);

2. Are an authorized representative of the Proposer, that the information provided is true and accurate, and that providing incorrect or incomplete information may be cause for rejection of the Proposal or contract termination; and

3. Will furnish the designated item(s) and/or service(s) in accordance with the RFP and Proposal.

Name:_______________________________________ Date:______________________________________

Signature:____________________________________ Title:______________________________________

Email:_______________________________________ Phone:_____________________________________

Oregon Business Registry Number:________________ OR CCB # (if applicable):________________________

Proposer Primary Point of Contact (Coordination during process and for award information):

Name:_______________________________________

Email:_______________________________________ Phone:_____________________________________

Business Designation (check one):

Corporation Partnership Sole Proprietorship Non-Profit Limited Liability Company

Minority (MBE), Women (WBE), Service-Disabled Veteran (SDV), and Emerging Small Business (ESB):

Certified by the State of Oregon (provide certification number as applicable):

MBE WBE SDV ESB

Self-identified (check as applicable):

MBE WBE SDV ESB