RFP USDCAZ.2022.422 Jury Mailing Services US District Court Arizona April 2022.pdf

United States District Court District of Arizona

U.S. District Court, District of Arizona

Jury Questionnaire and Summons Solicitation

Request for Proposal – USDCAZ.2022.422 Firm Fixed Unit Price Requirements Contract

Request Date: April 22, 2022

RFP Number: USDCAZ.2022.422

Reply via e-mail to: anissa_franklin@azd.uscourts.gov

Reply via fax to: (602) 322-7129, Attn: Anissa Franklin

Response deadline: May 20, 2022

The United States District Court, District of Arizona is conducting a procurement for a Jury Questionnaire and Summons Solicitation. This will be Firm Fixed Unit Price Requirements Contract procurement.

An award from this RFP will be made based on a Best Value comparison.

Quotes may be faxed, e-mailed, or mailed to the listed address.

If you decide not to submit a quotation, please submit a "no bid" response.

Requirements for the Jury Questionnaire and Summons Solicitation are noted on the following pages.

Your price quotations and any questions regarding this RFP should be addressed to:

Anissa Franklin Contracting Officer 401 W. Washington Street, Suite 145, SPC 5 Phoenix, AZ 85003-2117

(602) 322-7126

Sincerely, Anissa Franklin Contracting Officer

SOLICITATION, OFFER, AND AWARD 1. THIS CONTRACT IS A RATED ORDER UNDER DPAS

(15 CFR 700)

RATING

2. CONTRACT NUMBER 3. SOLICITATION NUMBER

AZXDCLERK22-0003 SEALED BID (IFB)

X NEGOTIATED (RFP)

4. TYPE OF SOLICITATION 5. DATE ISSUED

04/25/2022

6. REQUISITION/PURCHASE NUMBER

CODE AZX_DC

Sandra Day O'Connor U.S. Courthouse 401 W. Washington Street Suite 145, SPC 5 Phoenix, AZ 85003-2118

7. ISSUED BY 8. ADDRESS OFFER TO (If other than Item 7)

NOTE: In sealed bid solicitations "offer" and "offeror" mean "bid" and "bidder".

SOLICITATION

Sandra Day O'Connor Courthouse 05:00:00 05/20/2022

(Hour) (Date)

CAUTION - LATE Submissions, Modifications, and Withdrawals: See Section L, Provision No. 3-100. All offers are subject to all terms and conditions contained in this solicitation.

9. Sealed offers in original and ____________ copies for furnishing the supplies or services in the Schedule will be received at the place specified in item 8, or if handcarried, in the depository located in ______________________________________________________ until ________________ local time _________________

10. FOR

INFORMATION

CALL:

A. NAME

Anissa Franklin AREA CODE

NUMBER

322-7126

EXT.

B. TELEPHONE (NO COLLECT CALLS) C. E-MAIL ADDRESS

11. TABLE OF CONTENTS

(X) SEC. DESCRIPTION PAGE(S) (X) SEC. DESCRIPTION PAGE(S)

PART I - SCHEDULE PART II - CONTRACT CLAUSES

X A SOLICITATION/CONTRACT FORM 1 X I CONTRACT CLAUSES 29-33

X B SUPPLIES OR SERVICES AND PRICES/COSTS 2-4 PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACH

X C DESCRIPTION/SPECS./WORK STATEMENT 5-14 X J LIST OF ATTACHMENTS 34-61

X D PACKAGING AND MARKING 15 PART IV - REPRESENTATIONS AND INSTRUCTIONS

X E INSPECTION AND ACCEPTANCE 16

X K REPRESENTATIONS, CERTIFICATIONS AND OTHER

STATEMENTS OF OFFERORS

62-67

X F DELIVERIES OR PERFORMANCE 17-18

X L INSTRS., CONDS., AND NOTICES TO OFFERORS 68-74X G CONTRACT ADMINISTRATION DATA 19-21

X M EVALUATION FACTORS FOR AWARD 75-76X H SPECIAL CONTRACT REQUIREMENTS 22-28

OFFER (Must be fully completed by offeror)

NOTE: Item 12 does not apply if the solicitation includes a minimum offer acceptance period.

In compliance with the above, the undersigned agrees, if this offer is accepted within _______________________ calendar days (60 calendar days unless a different period is inserted by the offeror) from the date for receipt of offers specified above, to furnish any or all items upon which prices are offered at the price set opposite each item, delivered at the designated point(s), within the time specified in the schedule.

12.

13. DISCOUNT FOR PROMPT PAYMENT 10 CALENDER DAYS(%) 20 CALENDER DAYS(%) 30 CALENDER DAYS(%) CALENDAR DAYS

NUMBER PERCENTAGE

14. ACKNOWLEDGEMENT OF AMENDMENTS (The offeror acknowledges receipt of amendments to the SOLICITATION for offerors and related documents numbered and dated):

AMENDMENT NO. DATE AMENDMENT NO. DATE

15A. NAME AND

ADDRESS OF

OFFEROR

CODE FACILITY 16. NAME AND TITLE OF PERSON AUTHORIZED TO SIGN

OFFER (Type or Print)

15B. TELEPHONE NUMBER

AREA CODE NUMBER EXT.

15C. CHECK IF REMITTANCE ADDRESS IS

DIFFERENT FROM ABOVE - ENTER SUCH

ADDRESS IN SCHEDULE.

17. SIGNATURE 18. OFFER DATE

AWARD (To be completed by Government)

19. ACCEPTED AS TO ITEMS NUMBERED 20. AMOUNT 21. ACCOUNTING AND APPROPRIATION

10 U.S.C. 2304(c) ( ) 41 U.S.C. 253(c) ( )

22. AUTHORITY FOR USING OTHER THAN FULL AND OPEN COMPETITION: 23. SUBMIT INVOICES TO ADDRESS SHOWN IN (4 copies unless otherwise specified)

ITEM

CODE24. ADMINISTERED BY (if other than Item 7) CODE AZX_DC Sandra Day O'Connor U.S. Courthouse 401 W. Washington Street Suite 145, SPC 5 Phoenix, AZ 85003-2118

25. PAYMENT WILL BE MADE BY

26. NAME OF CONTRACTING OFFICER (Type or print) 27. UNITED STATES OF AMERICA 28. DATE

IMPORTANT - Award will be made on this Form, or on Standard Form 26, or by other authorized official written notice.

AUTHORIZED FOR LOCAL REPRODUCTION

Previous edition is unusable

Judiciary Standard Form 33 (REV. 10-12)

AZXDCLERK22-0003 - Page 1 of 3SECTION A Solicitation/Contract Form afranklin Highlight afranklin Rectangle

SECTION B

Products/Services and Prices/Costs

The contractor shall provide comprehensive mailing services for juror questionnaires and summonses for the

District of Arizona. The quantities cited below are only estimates and should not be interpreted by the contractor as definitive numbers. The actual quantities ordered will depend on the required volume of jury cases and jurors needed in the District of Arizona. Quantities listed could dramatically increase or decrease. The number of mailings on a weekly basis could also increase for special mailings. Prospective contractors should provide their best unit price proposal for the categories listed.

The quantity of questionnaires and summonses mailed increased due to the COVID-19 pandemic. It is expected that numbers will be reduced at some point during the life of this contract. The tables below include both pre-pandemic and the current numbers for reference. While we are unable to project how much mailings could be reduced, we do not expect them to go below the pre-pandemic numbers.

Schedule of Pricing/Cost:

BASE YEAR / First Year: One Year Commencing on the Date of Contract Award

Item

No.

Description of Services Estimated Quantity

Pre-Pandemic/Pandemic

Unit Unit Price Total

Amount

1-a First Weekly Summonsing – Phoenix 850 / 2,000 Each

1-b First Weekly Summonsing – Tucson 900 / 1,900 Each

1-c First Monthly Summonsing - Prescott 1,800 / 2,800 Each

1-d Second Weekly Summonsing –

Phoenix

525 / 960 Each

1-e Second Weekly Summonsing - Tucson 525 / 900 Each

1-f Second Monthly Summonsing -

Prescott

800 / 1,500 Each

1-g Quarterly NCOA 4 Run

TOTAL BASE YEAR $

OPTION YEAR 1: Dates to be Inserted in the Awarded Contract Based Upon Date of Award

Description of Services Estimated Quantity

Pre-Pandemic/Pandemic

Unit Unit Price Total

Amount

2-a First Weekly Summonsing – Phoenix 850 / 2,000 Each

2-b First Weekly Summonsing – Tucson 900 / 1,900 Each

2-c First Monthly Summonsing - Prescott 1,800 / 2,800 Each

2-d Second Weekly Summonsing – Phoenix 525 / 960 Each

2-e Second Weekly Summonsing - Tucson 525 / 900 Each

2-f Second Monthly Summonsing - Prescott 800 / 1,500 Each

2-g Quarterly NCOA 4 Run

OPTION YEAR 2: Dates to be Inserted in the Awarded Contract Based Upon Date of Award

Description of Services Estimated Quantity

Pre-Pandemic/Pandemic

Unit Unit

Price

Total

Amount

3-a First Weekly Summonsing – Phoenix 850 / 2,000 Each

3-b First Weekly Summonsing – Tucson 900 / 1,900 Each

3-c First Monthly Summonsing - Prescott 1,800 / 2,800 Each

3-d Second Weekly Summonsing – Phoenix 525 / 960 Each

3-e Second Weekly Summonsing - Tucson 525 / 900 Each

3-f Second Monthly Summonsing - Prescott 800 / 1,500 Each

3-g Quarterly NCOA 4 Run

OPTION YEAR 3: Dates to be Inserted in the Awarded Contract Based Upon Date of Award

Description of Services Estimated Quantity

Pre-Pandemic/Pandemic

Unit Unit

Price

Total Amount

4-a First Weekly Summonsing – Phoenix 850 / 2,000 Each

4-b First Weekly Summonsing – Tucson 900 / 1,900 Each

4-c First Monthly Summonsing - Prescott 1,800 / 2,800 Each

4-d Second Weekly Summonsing – Phoenix 525 / 960 Each

4-e Second Weekly Summonsing - Tucson 525 / 900 Each

4-f Second Monthly Summonsing - Prescott 800 / 1,500 Each

4-g Quarterly NCOA 4 Run

OPTION YEAR 4: Dates to be Inserted in the Awarded Contract Based Upon Date of Award

Description of Services Estimated Quantity

Pre-Pandemic/Pandemic

Unit Unit

Price

Total Amount

5-a First Weekly Summonsing – Phoenix 850 / 2,000 Each

5-b First Weekly Summonsing – Tucson 900 / 1,900 Each

5-c First Monthly Summonsing - Prescott 1,800 / 2,800 Each

5-d Second Weekly Summonsing – Phoenix 525 / 960 Each

5-e Second Weekly Summonsing - Tucson 525 / 900 Each

5-f Second Monthly Summonsing - Prescott 800 / 1,500 Each

5-g Quarterly NCOA 4 Run

[END OF SECTION B]

SECTION C

Description/Specifications/Statement of Work

C.1. Description

The U.S. District Court of Arizona (“District of Arizona”) requires contractor support services in processing and mailing juror qualification questionnaires and summonses, including data for the final merging, printing, sorting, collating, folding, stuffing, and mailing as described in detail below. The

District of Arizona mailed approximately 340,000 juror summonses in 2021 between first and second mailings. As indicated in Section B, it is anticipated that this number will decrease at some point during the life of this contract. These summonses are sent out based on the geographical location of the three divisional offices of the Court. These divisional offices are Phoenix, Prescott, and Tucson.

For each jury pool, there will be a first and second mailing. The second mailing goes out to those jurors who do not complete an online questionnaire within 3-4 weeks of the initial mailing.

The initial mailing will consist of the following items, which the District of Arizona will provide:

➢ SUMMONS FOR JURY SERVICE

➢ INFORMATIONAL LETTER

➢ EJUROR QUALIFICATION QUESTIONNAIRE LETTER

➢ NUMBER 10 MAILING WINDOW ENVELOPE (WITH BULK MAIL PERMIT IMPRINT)

The second mailing will consist of the following items, which the District of Arizona will provide:

➢ JUROR QUALIFICATION QUESTIONNAIRE

➢ SUMMONS FOR JURY SERVICE

➢ INFORMATIONAL LETTER

➢ NUMBER 9 RETURN ENVELOPE

➢ NUMBER 10 MAILING WINDOW ENVELOPE (WITH BULK MAIL PERMIT IMPRINT)

➢ GRAND JURY COVID QUESTIONNAIRE FOR GRAND JURY MAILING ONLY

The District of Arizona summons jurors on a weekly basis for two divisional offices and monthly for one divisional office. There are three divisional offices: Phoenix, Prescott, and Tucson. Below is a description of the items the court will provide to the contractor:

➢ Number 10 window envelopes. The envelopes have return addresses for Phoenix (used for all Phoenix and Prescott mailings) and Tucson (used for all Tucson mailings). Envelopes must be kept separate to be identified and used for the correct mailing. Due to federal mandated purchasing requirements, the court will provide all #10 envelopes with the court's return address and postage permit.

➢ Number 9 business reply envelopes. The envelopes are addressed to each divisional office.

Envelopes must be kept separate to be identified and used for the correct mailing. Due to federal mandated purchasing requirements, the court will provide all #9 envelopes with the return address and postage permit.

➢ Pre‐printed juror questionnaire forms will be shipped to the contractor in quantities of no less than 30,000. Due to proprietary timing marks and ink colors, the pre-printed form must be used.

➢ The summons, eJuror qualification questionnaire letter, and information letter will be provided in an electronic format.

➢ Grand Jury COVID Questionnaire will be provided in electronic format but is only inserted for grand jury second mailings.

Juror names and addresses for mailings are stored on the court’s master jury wheels. Required services include periodically updating the master wheel with information from the U.S. Postal Service National

Change of Address (NCOA) database. The current master wheel will be approximately one year old and will have approximately 600,000 records.

C.2. Scope of Work

The contractor shall provide comprehensive mailing services for juror questionnaires and summonses for the District of Arizona as thoroughly outlined in the description above and in the scope and statement of work provided on the following pages.

Item 1 Document Preparation

Contractor will be shipped pre-printed juror questionnaire forms in quantities of no less than 30,000. The appropriate data will be merged onto the forms for each weekly/monthly second mailing.

Contractor will be provided with an electronic summons form that will need to be created as a shell document so that variable data can be entered and then merged with the appropriate mailing data for each weekly/monthly first and second mailings. There will be two summons documents for each divisional office as it will contain language specific to the division and language specific to the first or second mailing.

Contractor will be provided with an electronic eJuror qualification questionnaire letter in a .pdf format that will need to be printed two-sided and in color. These will be printed in quantities of not less than 30,000. This form is not division specific and contains no variable data.

Contractor will be provided with an electronic information letter. The form is division specific and contains variable data.

Contractor will be provided with an electronic grand jury COVID questionnaire.

The form will be division specific and contains variable data.

Please see sample documents at the end of this section for specific variable and merge fields.

Item 2 Notification

Contractor will be given a mailing schedule from the District of Arizona listing the scheduled mailings for each week. Mailings are prepared the first business day of the week. This will be Monday or Tuesday if Monday is a federal holiday.

It is possible that a specific mailing will be moved from one week to another or special mailings added to this schedule as necessary. {The mailing schedule is based upon providing (1) an initial notice to jurors 11 weeks in advance of their scheduled jury duty week as well as (2) a second notice 7 weeks in advance of the scheduled jury duty week to those jurors who have not responded to the initial notice. For example, the mailings required for the week of February 7, 2022, would include the initial notice to Phoenix and Tucson jurors scheduled for duty the week of April 25, 2022, and Prescott jurors scheduled for duty the month of

May 2022, as well as second notices to Phoenix and Tucson jurors scheduled for duty the week of March 28, 2022.} When the data is ready for processing, notification shall be made via an immediate E‐mail message, or other method as determined to be appropriate, to a contractor representative to complete the order.

The ordered mailing must be completed within 72 hours of notification.

Notification is defined as the date and time of the sent E‐mail notification or other method of notification. The 72-hour timeline includes all weekends and holidays.

The 72-hour period also includes the period for approval of all proofs.

Item 3 Confirmation of Notification

Absent receipt of a delivery failure notice, all outgoing E‐mail notifications from the District of Arizona will be considered “delivered” as of one hour following the time of day on the date the message was sent. This will also apply to any alternate method of notification determined to be appropriate. A confirmation message in response is preferred, but absence of such response will not affect the date and time of official notification, which is one hour from the time of day sent by court personnel as recorded by the court’s electronic mail system. As noted in

Item #2 above, the ordered mailing must be completed within 72 hours of the notification (i.e., from the date and time the notification was sent – not received.

Further, the 72-hour timeline includes all weekends and holidays. The 72-hour period also includes the period for approval of all proofs.)

Item 4 Data Retrieval

Contractor shall retrieve the needed mailing data (i.e., juror name and mailing address) from a secure site provided by the contractor. The data can be provided in the following formats: .dbf, .txt, .csv or .xlsx. {The District of Arizona will provide the necessary password(s) to access the data. The data will remain encrypted during the downloading process so no one can intercept it. The District of Arizona will provide contractor with encryption software and necessary passwords to unencrypt the data.}

Item 5 CASS and PAVE Processing

Each week contractor will standardize the address line and 11‐digit bar code to all records to ensure that addresses are compliant with postal regulations and eligible for the highest discount rate possible. Contractor will notify the District of Arizona of all changes made to addresses and zip codes via an Excel spreadsheet.

Item 6 Merging of Data

Contractor will be provided with the text and variable fields of data for the shell documents. The remainder of the data will come from the data files containing participant numbers, names and addresses of the jurors being summonsed. Once the variable data has been entered, the data files will be merged into the documents to complete the process. Please refer to sample documents at the end of this section for the variable information in each shell document and what the final printed documents will look like.

Item 7 Proofs

Contractor will provide the District of Arizona with one proof for each mailing

(i.e., summons and information letter for the initial mailing and questionnaire, summons, and information letter for each second mailing). The proofs will be encrypted and posted to a secure site provided by the contractor. Contractor will then notify the District of Arizona via E‐mail, or other method as determined to be appropriate, that the proofs are available. Once approved, the District of

Arizona will notify the contractor via E‐mail, or other method as determined to be appropriate, that the mailings are approved for printing and mailing. This approval is normally given the same day proofs are made available.

Item 8 Printing

Contractor shall print the jurors’ names and relevant information on the court-provided forms based upon the electronic information provided by the District of

Arizona for each mailing. As previously noted, notification for each mailing is generally provided 11 weeks prior to the week/month of service for the first mailing and 7 weeks for the second mailing.

Item 9 Collating Information Letters, Summonses and Questionnaires

For the initial mailing, contractor shall collate the summons, eJuror qualification questionnaire letter and information letter.

For the second mailing, contractor shall collate the summons, juror questionnaire and information letter.

For the second grand jury mailing, contractor shall collate the summons, juror questionnaire, information letter, and COVID questionnaire.

This process must be entirely automated.

Item 10 Folding

For the initial mailing, contractor shall fold the summons, eJuror qualification questionnaire letter and information letter.

For the second mailing, contractor shall fold the juror questionnaire, summons, and information letter. Folds on the juror questionnaire must be exact as marked on the back of the form as return envelopes are run through an envelope slicer and then the questionnaire is run through a scanner for automated entry of data.

If folds are not exact, the questionnaire can be damaged, resulting in questionnaires having to be manually scanned one at a time and all data having to be manually entered by court staff.

The second grand jury mailing will be as above with the added COVID questionnaire.

This process must be entirely automated.

Item 11 Collating with Envelopes/Mailing Materials

For the initial mailing, contractor shall collate the tri-folded summons, eJuror qualification questionnaire letter and information letter.

For the second mailing, contractor shall collate the tri‐folded summons, juror questionnaire, and information letter with the appropriate #9 return envelope.

For the second grand jury mailing, contractor shall collate as above with the added COVID questionnaire.

This process must be entirely automated.

Item 12 Inserting Collated Documents Into #10 Window Envelope

For the initial mailing, contractor shall insert the collated documents (i.e., summons, eJuror qualification questionnaire letter and information letter) into the appropriate #10 window envelope.

For the second mailing, contractor shall insert the collated documents (i.e., summons, juror questionnaire, information letter, and #9 return envelope) into the appropriate #10 window envelope.

For the second grand jury mailing, contractor shall collate as above with the added COVID questionnaire.

The summons document is the document that will show in the window of the #10 envelope for purposes of a mailing address.

This process must be entirely automated.

Item 13 Conducting Quality Assurance

For the initial mailing, contractor shall conduct quality assurance procedures throughout the process to ensure each #10 window envelope contains a summons, eJuror qualification questionnaire letter and the correct information letter for the divisional office.

For the second mailing, contractor shall conduct quality assurance procedures throughout the process to ensure each #10 window envelope contains a juror questionnaire and summons that are addressed to the same juror along with the correct information letter and #9 return envelope for the divisional office.

For the second grand jury mailing, contractor shall conduct quality assurance procedures throughout the process to ensure each #10 window envelope contains a juror questionnaire, summons and COVID questionnaire that are addressed to the same person along with the correct information letter and #9 return envelope for the divisional office.

Contractor shall also ensure that all the necessary information shows in the window of the #10 window envelope. The summons should be the document showing in the window. This will include the juror’s name, complete mailing address, 11-digit postal bar code, and the 9-digit juror participant number in bar code format.

Item 14 Sealing the #10 Envelope for Mailing

Upon verification of mailing contents, contractor shall seal the #10 window envelopes for mailing.

Item 15 Sorting and Completing Mail Preparation

Contractor shall complete any final sorting required for mail preparation.

Item 16 Metering Each Piece of Mail

The bulk of the mailings will be done through the permit mail process. In the event a piece of mail needs to be metered, it shall be the contractor’s responsibility to provide any required postage in advance and invoice the

District of Arizona for the postage costs. These costs shall be indicated separately on the contractor’s invoice.

Item 17 Mailing

Contractor shall mail each completed #10 window envelope by delivering items to the U.S. Postal Service for delivery to the addressees.

Item 18 Mailing Transaction Receipt

At the completion of each week’s mailings, contractor shall forward the Mailing

Transaction Receipt from the post office along with a count of how many envelopes were mailed using first class postage.

Item 19 NCOA

Contractor will run the master wheel of the District of Arizona against the NCOA every 90 days to ensure that the wheel contains the most up‐to‐date addresses.

The number of names in the wheel will decline over the life of the wheel as names of jurors are pulled each week/month for the summonsing process. Contractor will provide the District of Arizona with the MOVERS, NIXIES and ANKS files for updating the master wheel. This process can take no longer than 48 hours from receipt of files. The data will be provided in a pipe delimited text file. All data is to be kept in uppercase letters.

Item 20 Maintaining Security and Confidentiality

The mailing lists and all data provided to the contractor are to be held in confidence and not released or used for any other purpose except for the purpose herein stated. Upon award, contractor must sign a confidentiality agreement with the District of Arizona. Please see Attachment [2] for required confidentiality agreement. Additionally, all supplies provided and documents (i.e., juror questionnaire summons, eJuror qualification questionnaire letter and envelopes) are to be securely stored and access to this storage area should only be allowed to authorized personnel. Use of the data provided for any other purpose than for performance of this contract may constitute grounds for termination of the contract under Clause 7-230, Termination for Default.

Item 21 Inventory of Envelopes and Forms

The District of Arizona will keep a running inventory of envelopes and forms ordered and shipped to contractor as well as the number used in each week’s mailing. The contractor will also need to keep an inventory count for comparison to ensure orders are placed timely. The contractor’s inventory count should also track spoilage, damage, or misprint of forms. The contractor should provide an inventory count to the District of Arizona on a quarterly basis for comparison purposes. The Contracting Officer Representative (COR) will order additional supplies when the amount on hand reaches a predetermined number. These numbers will be provided to contractor once the award is made.

Item 22 Data Privacy and Security

All court data stored or transmitted must be encrypted at rest and in-transit following approved NIST SP 800-175B and FIPS 140-2 using NIST and FIPS compliant algorithms. Storage location must be NIST SP800-53 compliant.

Hosted or Cloud based solutions must meet FEDRAMP certification/compliance.

In addition, SSAE SOC II Compliance is desired. All data contained within this agreement will be returned to the court and any remaining stored or backed up data will be certified as destroyed, using agreed upon solutions once the agreement is terminated. The court must be notified of any compromise or breach of data within 24 hours of discovery. The submitting agency will submit their cyber security compliance program detail with their proposal along with relevant audits. For digital data transfer, appropriate authentication methods will be used including multifactor authentication.

Acceptable Quality Level Requirements

Accuracy requirements for work performed under this contract are high. Due to the confidential nature of the court and personal juror information, it is imperative that these services be completed error free as these mailings are consequential. In addition to the privacy concerns associated with an individual whose mailing materials may be received by someone else, the Court is sensitive to perceptions of competency by our prospective jurors. Even more troubling is the fact that any sort of error, particularly frequent errors, could compromise the confidence of attorneys and litigants in the jury selection process. This could ultimately lead to a challenge and jeopardize the outcome of a federal court trial. As a result, the following high quality performance standards are required:

• 100% of all juror mailings must be completed within 72 hours of notification.

• Master wheel records run against the NCOA every 90 days and completed within 48 hours from receipt of files.

• No more than one mismatched summons and questionnaire set may occur during a one-year period.

(Specifically, a set involves two juror names and their associated documents.)

• No more than four errors may occur in the proofs in a one-year period.

• Timely notification to the COR of the need to re-order supplies of envelopes and forms is critical.

Mailings can be delayed 2 – 6 weeks if the contractor exhausts its supply of forms or envelopes, and the court may incur additional costs for expedited delivery of new forms and envelopes. The contractor will be held liable for any such increased costs incurred by the court which result from untimely notice to provide new supplies of forms or envelopes.

While these acceptable quality standards are high and require near perfection, experience has shown that this high quality of performance can be achieved as these standards have been attained and maintained with previous contractors.

Supplies/Materials

The District of Arizona will provide the following supplies:

• Juror Qualification Questionnaire

• Number 9 Return Envelope

• Number 10 Mailing Window Envelope (with bulk mail permit imprint)

• Encryption Software

The District of Arizona will also provide the following information or access to information:

• Data files with the jurors’ names and mailing addresses will be available from the District of

Arizona in one of the following formats: .dbf, .txt, .csv or .xlsx. The District of Arizona will post encrypted, password protected files to the contractor's secure website. The data would remain encrypted during the downloading process so no one can intercept it. The District of Arizona will provide the contractor with encryption software and necessary password to unencrypt the data.

• Electronic version of Summons

• Electronic version of Information Letter.

• Electronic version eJuror Qualification Questionnaire Letter

• Electronic version of Grand Jury COVID Questionnaire

The District of Arizona will NOT provide the following supplies or materials:

• Copy paper for the Summons, eJuror Qualification Questionnaire letter, Information Letters, and

Grand Jury COVID Questionnaire

• Software or hardware necessary to access the Internet and/or retrieve data files.

• Software or hardware necessary to successfully complete the merging, printing, sorting, collating, folding, stuffing, and mailing of the juror qualification questionnaire and summons with an informational letter and return envelope.

• Software or hardware necessary to access NCOA.

Storage Capability

The U.S. District Court will purchase and provide the juror questionnaires, #9 return envelopes and #10 window mailing envelopes necessary to complete the mailings. The contractor must have available secured storage space to maintain these supplies. It is estimated that 265 cubic square feet of storage space are needed to maintain these supplies. For example, the District of Arizona will purchase the #9 and #10 envelopes in bulk and have them shipped directly to the contractor. The contractor will need to be able to accept/receive shipments and securely store these envelopes until needed. Additionally, as previously noted, the envelopes are addressed to each divisional office (there are three divisional offices) and will need to be kept separate to ensure the appropriate envelopes are used. The pre‐printed juror questionnaire forms will also be shipped to the contractor for storage since the contractor will be completing the final printing of the jurors’ information on these forms.

Secured storage space is defined as a locked storage room with access limited to authorized employees of the contractor. The Contracting Officer (CO) and/or Contracting Officer Representative (COR) for the

District of Arizona will have the right to inspect the premises at any time to ensure the provided supplies, specifically, the juror qualification questionnaires, #9 return envelopes and #10 window mailing envelopes, are adequately secured and access is limited to only authorized individuals.

If any of the supplies provided by the District of Arizona (i.e., the juror qualification questionnaires, #9 return envelopes and #10 window mailing envelopes) were to be lost or stolen, the contractor must immediately report the loss or theft to the CO and/or COR. (Immediate report is defined as a telephone call with a follow‐up E‐mail message documenting the occurrence and circumstances within 24 hours of the discovered theft or loss.) Should any loss or theft result from negligence on the part of the contractor, the contractor will be responsible for the cost of replacing the lost or stolen items.

Jury Process Information

The District of Arizona currently operates a one appearance/one trial jury system. Jurors are on call for one week for Phoenix and Tucson and one month for Prescott or until they make one appearance at the courthouse. Juror mailings are done on a weekly basis, approximately 11 weeks prior to the week/month the juror is on call.

Quantity

The District of Arizona is currently summonsing the following number of jurors each week/month:

Weekly Monthly

Phoenix Divisional Office 2,000 -0‐

Prescott Divisional Office ‐0‐ 2,800

Tucson Divisional Office 1,900 ‐0-

A second mailing is conducted for each weekly/monthly mailing for each division office. This mailing consists of jurors who have not responded to the initial summons by a certain date. This number will vary each week/month, but the following is an estimate of the number mailed:

Weekly Monthly

Phoenix Divisional Office 960 ‐0‐

Prescott Divisional Office ‐0‐ 1,500

Tucson Divisional Office 900 ‐0-

As a result, there are a minimum of 232 initial and second monthly mailings completed that include approximately 355,000 jurors summonsed each year. In addition to these mailings, there may be a need to mail out additional questionnaires and summonses for high profile or special trials. These mailings are done on an as needed basis and often with little advance notice.

Location of Performance

Work shall be performed at the contractor’s site.

Special Requirements

The mailing lists and all data provided to the contractor are to be held in confidence and not released or used for any other purpose except for the purpose herein stated. Upon award, contractor must sign a confidentiality agreement with the District of Arizona. Please see Attachment [2] for required confidentiality agreement.

The contractor must maintain and store all data files in an encrypted format for security purposes (i.e., in the event that hardware was compromised or stolen). The contractor must remove all encrypted files from their computers, including recycling bins, within four weeks after notification of completion of the mailing is sent to the District of Arizona.

C.3. Performance Conditions:

Thirty days after contractor takes over these mailings, contractor will be held to the following accuracy requirements:

• No more than one mismatched summons and questionnaire set in a one-year period.

(Specifically, a set involves two juror names and their associated documents.)

• No more than four errors in the proofs in a one-year period.

• There will be no allowance for the contractor to exhaust forms or envelopes as this will delay mailings by 2 – 6 weeks. Failure of the contractor to timely notify COR of supply orders may result in the contractor covering the associated costs for late supply ordering and expedited shipping.

C.4. Skill Requirements

Contractor must have comprehensive and authoritative knowledge of printing and mailing services, which includes a minimum of 5 years of experience with direct mailing, printing, data transfers, data processing, document formatting, variable printing, data management and all associated services meeting all USPS guidelines and print industry standards.

C.5. Deliverables

Timelines for each mailing will be provided by the COR. Generally, the timelines for the various functions are as follow:

• Ordered mailings must be completed within 72 hours of notification.

• Weekly updates/notification of any address and zip code changes must be received no later than the same day the mailings are completed.

• Proof for each mailing (i.e., summons, eJuror qualification questionnaire letter and information letter for the initial weekly/monthly mailing and questionnaire, summons, and information letter for the second weekly/monthly mailing) must be received with 24 hours of ordered mailings.

• The master wheel must be run against the NCOA every 90 days to ensure the wheel contains up-to-date addresses. Contractor will provide the MOVERS, NIKIES and ANKS files and this process must be submitted within 48 hours from receipt of files.

C.6. Place of Delivery and Timeline of Deliverables

All deliverables shall be submitted to the following COR:

Ms. Betsy Tait

Jury Administrator

401 W. Washington Street, SPC 2

Phoenix, AZ 85003‐7270

Phone: (602) 322‐7271

E‐mail: betsy_tait@azd.uscourts.gov

Ms. Tait and/or her designee will serve as the COR (Contracting Officer’s Technical Representative) for this award and any subsequent contract award.

[END OF SECTION C]

SECTION D

Packaging and Marking

D.1 Clause B-5, Clauses Incorporated by Reference (SEP 2010)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the contracting officer will make their full text available. Also, the full text of a clause may be accessed electronically at this address:

http://www.uscourts.gov/procurement.aspx

Clause Number Clause Title Date

2-45 Packaging and Marking August 2004

[END OF SECTION D]

SECTION E

Inspection and Acceptance

E.1 Clause B-5, Clauses Incorporated by Reference (SEP 2010)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the contracting officer will make their full text available. Also, the

2-5B Inspection of Services April 2013

E.2 Acceptance

As specified in the statement of work.

[END OF SECTION E]

SECTION F

Deliveries or Performance

F.1 Clause B-5, Clauses Incorporated by Reference (SEP 2010)

This contract incorporates one or more clauses by reference, with same force and effect as if they were given in full text. Upon request, the contracting officer will make their full text available. Also, the full text of a clause may be accessed electronically at this address:

2-25A Delivery Terms and Contractor’s

Responsibilities January 2003

2-60 Stop-Work Order January 2010

7-200 Judiciary Delay of Work January 2003

F.2 Deliverables

Deliverables are due as specified in the statement of work.

F.3 Notice to the Government of Delays

In the event the contractor encounters difficulty in meeting performance requirements, or when the contractor anticipates difficulty in complying with the contract delivery schedule or completion date, or whenever the contractor has knowledge that any actual or potential situation is delaying or threatens to delay the timely performance of this contract, including any failure of electronic equipment/network which would prevent timely receipt of mailing notifications from the court, the contractor shall immediately notify the Contracting Officer and the COTR, by telephone, facsimile, or email followed by notification in writing, giving pertinent details, provided this data shall be informational only in character and that this provision shall not be construed as a waiver by the Government of any delivery schedule or date, or any rights or remedies provided by law or under this contract.

F.4 Waiver of Delivery Schedule

Acceptance of delinquent deliveries shall not be regarded as an extension, waiver, or abandonment of the delivery schedule, or a waiver of the Government’s rights to terminate the contractor for default.

Any assistance rendered to the contractor on this contract, or acceptance by the Government of delinquent goods or services hereunder, will be solely for the purpose of mitigating damages. Further, such assistance, if rendered, shall not be considered as intention on the part of the Government to condone any delinquency.

F.5 Period of Performance

The period of performance of this contract begins on the date of contract award and continues for a period of 12 months with four (4) one-year option periods to be exercised at the option of the government and subject to funding availability. Under no circumstances may the period of performance extend more than five years.

[END OF SECTION F]

SECTION G

Contract Administration Data

G.1 Clause 6-20, Insurance – Work on or Within a Judiciary Facility (APR 2011)

(a) The contractor shall, at its own expense, provide and maintain during the entire performance of this contract, at least the following kinds and minimum amounts of insurance:

(1) Workman's Compensation and Employee's Liability Insurance

The contractor shall comply with applicable federal and state workers’ compensation and occupational disease statutes. If occupational diseases are not compensable under those statutes, they shall be covered under the employer’s liability section of the insurance policy.

Employer’s liability coverage of at least $100,000 per incident is required.

(2) Automobile Liability Insurance

The contractor shall have coverage at a minimum of $200,000 per person; $500,000 per occurrence for bodily injury; and $20,000 per occurrence for property damage.

(3) General Liability Insurance

The contractor shall have coverage at a minimum of $200,000 per person and $500,000 per occurrence for death or bodily injury and $20,000 per occurrence for property damage.

(4) Self-Insurance

If the contractor has been approved to provide a qualified program of self insurance, the contractor must submit any proposed changes to the program to the contracting officer for approval.

(b) Prior to beginning performance under this contract, the contractor shall provide the insurance carrier certification of the above minimum amounts.

(c) The maintenance of insurance coverage as required by this clause is a continuing obligation, and the lapse or termination of insurance coverage without replacement coverage being obtained will be grounds for termination for default.

(d) The certification evidencing required insurance shall contain an endorsement to the effect that any cancellation or any material change adversely affecting the judiciary's interest shall not be effective:

(1) for such period as the laws of the state in which this contract is to be performed prescribe; or

(2) until 30 days after the insurer or the contractor gives written notice to the contracting officer, whichever period is longer.

(e) The contractor shall insert the substance of this clause, including this paragraph (e), in subcontracts under this contract that require work in a judiciary facility and shall require subcontractors to provide and maintain the required insurance. The contractor shall maintain a copy of all subcontractors' proofs of required insurance, and shall make copies available to the contracting officer upon request.

G.2 Clause 7-1, Contract Administration (JAN 2003)

(a) The Contracting Officer and Contracting Officer’s Technical Representative for the contract will be the judiciary’s primary points of contact during the performance of the contract. The Contracting Officer responsible for the administration of this contract will provide a cover letter providing the Contracting Officer’s name, business address, e-mail address, and telephone number. Written communications from the contractor shall make reference to the contract number and shall be mailed to the address provided in the cover letter. Communications pertaining to contract administration matters will be addressed to the Contracting Officer.

(b) Notwithstanding the contractor’s responsibility for total management during the performance of this contract, the administration of this contract will require the maximum coordination between the judiciary and the contractor. All contract administration will be effected by the Contracting Officer except as may be re-delegated. In no event will any understanding or agreement, contract modification, change order, or other matter in deviation from the terms of this contract between the contractor and a person other than the Contracting Officer be effective or binding upon the judiciary. All such actions shall be formalized by a proper contractual document executed by the Contracting Officer.

Contracting Officer: Anissa Franklin, Procurement Specialist

G.3 Clause 7-5, Contracting Officer’s Representative (APRIL 2013)

(a) Upon award, a contracting officer’s representative (COR) may be appointed by the contracting officer.

The COR will be responsible for coordinating the technical aspects of this contract and inspecting products/services furnished hereunder; however, the COR will not be authorized to change any terms and conditions of the resultant contract, including price.

(b) The COR, if appointed, may be assigned one or more of the following responsibilities:

(1) monitoring the contractor’s performance under the contract to ensure compliance with technical requirements of the contract;

(2) notifying the contracting officer immediately if performance is not proceeding satisfactorily;

(3) ensuring that changes in work under the contract are not initiated before written authorization or modification is issued by the contracting officer;

(4) providing the contracting officer a written request and justification for changes;

(5) providing interpretations relative to the meaning of technical specification and technical advice relative to contracting officer’s written approval; and

(6) providing general technical guidance to the contractor within the scope of the contract and without constituting a change to the contract.

The COR for this contract: Betsy Tait, Jury Administrator

G.4 Clause 7-10, Contractor Representative (JAN 2003)

(a) The contractor’s representative to be contacted for all contract administration matters is as follows

(contractor complete the information):

Name:

Address:

Telephone:

Email:

Fax:

(b) The contractor’s representative shall act as the central point of contact with the judiciary, shall be responsible for all contract administration issues relative to this contract, and shall have full authority to act for and legally bind the contractor on all such issues.

(end)

G.5 Clause 7-125, Invoices (APR 2011)

(a) Invoices shall be submitted to the address (physical or e-mail) specified in this contract and in accordance with any schedule for payments set forth elsewhere under this contract.

(b) The office that will make payments due under this contract will be designated as specified in the contract at the time of contract award.

(c) To constitute a proper invoice, the billing document shall include the following information and/or attached documentation:

(1) name of business concern and such business’s Taxpayer Identification Number;

(2) period(s) covered by invoice and invoice date;

(3) Purchase order or contract number or other authorization for delivery of property or services, e.g., delivery/task order number for orders under indefinite delivery contracts;

(4) for each line item - general description of product delivered or services rendered, measured unit, and associated price;

(5) Any applicable payment discount terms;

(6) total amount billed;

(7) a subtotal of any and all fees or credits applied to the invoice;

(8) an amount due (if any) or credit balance;

(9) name (where practicable), title, phone number, fax number, and complete mailing address of the responsible official to whom payment is to be sent. The “remit to” address shall correspond to the remittance address in the contract;

(10) other substantiating documentation or information as required by the purchase/ delivery/task order or contract;

(11) all follow-up invoices shall be marked “Duplicate of Original.” Contractor questions regarding payment information or check identification shall be directed to the relevant paying authority specified in the contract.

G.6 Schedule for Invoice Payment

Invoices will be paid in arrears on a monthly basis.

[END OF SECTION G]

SECTION H

Special Contract Requirements

H.1 Clause B-5, Clauses Incorporated by Reference (SEP 2010)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the contracting officer will make their full text available. Also, the

CLAUSE

NUMBER

CLAUSE TITLE DATE

1-1 Employment by the Government January 2003

7-55 Contractor Use of Judiciary Networks June 2014

H.2 Clause 2-65, Key Personnel (APR 2013)

(a) Individuals identified below as key personnel and accepted for this contract are expected to remain dedicated to this contract. However, in the event that it becomes necessary for the contractor to replace any of the individuals designated as key personnel, the contractor shall request such substitutions in accordance with this clause. Substitution of key personnel will be considered under the following circumstances only:

(1) All substitutes shall have qualifications at least equal to those of the person being replaced.

(2) All appointments of key personnel shall be approved in writing by the contracting officer, and no substitutions of such personnel shall be made without the advance written approval of the contracting officer.

(3) Except as provided in paragraph (4) of this clause, at least 30 days (60 days if security clearance is required) in advance of the proposed substitution, all proposed substitutions of key personnel shall be submitted in writing to the contracting officer, including the information required in paragraph (5) of this provision.

(4) The following identifies the requirements for situations where individuals proposed as key personnel become unavailable because of sudden illness, death or termination of employment. The contractor shall within 5 work days after the event, notify the contracting officer in writing of such unavailability. If the event happens after award, the contracting officer will determine if there is an immediate need for a temporary substitute and a continuing requirement for a permanent substitute for the key personnel position.

The contracting officer will promptly inform the contractor of this determination. If the contracting officer specifies that a temporary substitute is required, the contractor shall as soon as is practical identify who will be performing the work as a temporary substitute.

The temporary substitute will then start performance on a date mutually acceptable to the contracting officer and the contractor.