REQUEST FOR QUOTES (RFQ) 12832

DEPARTMENT OF PUBLIC WORKS

AS-NEEDED STATIONERY DESIGN, PRINTING, MAIL AND DELIVERY SERVICES

OCTOBER 17, 2025

A. KEY INFORMATION

1. The County of San Diego is seeking quotes from firms interested in providing as-needed stationery design, printing, mail and delivery services (“Offerors”).

2. The County anticipates a contract term of an initial (base) period of one (1) year(s), with four (4) one-year option periods.

3. The County has posted this solicitation on its official BuyNet website at https://sdbuynet.sandiegocounty.gov/ . To see all information related to this RFQ, to submit Questions, and to receive notifications of updates, Offerors must select “Participate in RFx” for this solicitation in BuyNet.

4. The Contracting Officer for this solicitation is Eric Ayres, Procurement Specialist, Eric.Ayres@sdcounty.ca.gov

5. Schedule: This timeline is subject to change at any time, at the County’s sole discretion. The County will issue an addendum for changes to the Questions due date, or Quote due date.

Event Description Date and Time (San Diego Time) Questions due October 24, 2025 prior to 5:00 p.m.

Quotes due November 3, 2025 prior to 5:00 p.m.

6. Questions:

6.1. Offerors should submit all Questions, including requests for clarification related to definition or interpretation of this RFQ, in writing by the Date and Time specified in the Schedule. Offerors should submit Questions via BuyNet, by sending a message to the Contracting Officer through the “Discussions” functionality.

6.2. Non-Offerors should direct inquiries regarding this solicitation to the Contracting Officer.

7. Table of Contents:

A. Key Information B. RFQ Instructions and Rules C. Submittal Items D. Required Forms E. Statement of Work F. Payment Schedule G. Draft Agreement

ALLEN R. HUNSBERGER

DIRECTOR

DEPARTMENT OF PURCHASING AND CONTRACTING

5560 OVERLAND AVENUE, SUITE 270, SAN DIEGO, CALIFORNIA 92123-1204

PHONE (858) 505-6367 FAX (858) 715-6452

BRENDA MILLER

ASSISTANT DIRECTOR

https://sdbuynet.sandiegocounty.gov/

COUNTY OF SAN DIEGO – REQUEST FOR QUOTATIONS (RFQ) 12832

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B. RFQ INSTRUCTIONS AND RULES

1. INSTRUCTIONS FOR SUBMITTING A QUOTE

1.1. It is Offeror’s responsibility to submit a quote based on the most current RFQ, addenda thereto, County’s responses to Questions, any other information posted on BuyNet, and any diligence material made available by the County. Offerors are advised to regularly check BuyNet for information. The County has no obligation to contact Offerors directly with any such RFQ-related information.

1.1.1. To see all information related to this RFQ, to submit Questions, and to receive notifications of updates, Offerors must select “Participate in RFx” for this solicitation in BuyNet.

1.1.2. If an Offeror is unable to download this document, an Offeror may request a hard copy from

Department of Purchasing and Contracting’s front desk or contact clerical support at (858) 505- 6367.

1.2. Forms required to be submitted with Offerors response to this RFQ are included in this RFQ or posted on the County’s web site at: https://www.sandiegocounty.gov/content/sdc/purchasing/purchasing-forms.html.

1.2.1. The County may update posted forms from time to time. Unless otherwise specified, Offerors may submit the version of a form in place as of the date of the posting of this RFQ or any later version thereof.

1.3. Offeror must submit a complete original quote in accordance with the format provided in this solicitation to the County of San Diego, Department of Purchasing and Contracting, through electronic upload to BuyNet before the Date and Time listed in Schedule.

1.3.1. If Offeror is unable to submit via BuyNet for any reason, Offeror may submit its quote via email to the Contracting Officer listed in this document or provide the Purchasing and Contracting front desk with either (i) electronic files on CD/DVD; or, (ii) a printed quote. Offeror must prominently mark such submissions with the RFQ number on the outside of the packaging. Please use this method only if unable to submit through BuyNet.

2. QUESTIONS

2.1. Offerors shall direct requests for explanation regarding the RFQ or related documents to the Contracting

Officer, in writing, as a question (“Question”). Offerors may submit Questions by sending a message to the Contracting Officer through the “Discussions” functionality in BuyNet.

2.2. The County may choose not to respond to Questions received after the date and time stated in the Schedule for Question submission. Offeror is responsible for ensuring that Questions are received by the County.

3. QUOTE FORMAT

3.1. Submit electronic quotes as files in .pdf format, except where specified otherwise. For pages other than signature pages, converted and searchable formats are preferred.

3.2. All quotes shall be signed with a handwritten signature by an authorized officer or employee of Offeror.

4. QUOTE ORGANIZATION

4.1. Your quote should be organized in accordance with the Submittal Items in this RFQ.

4.1.1. Offerors shall organize content to correspond to the applicable exhibit and question or item within each exhibit.

4.1.2. Offerors shall separate each exhibit into one or more files, clearly named as to the exhibit and order.

4.1.3. Pages shall be consecutively numbered within each exhibit at the bottom or top margin of each page.

4.1.4. Cost/Price information:

4.1.4.1. Offerors must place all cost and pricing information within the Cost/Price exhibit. Price shall be inclusive of all proposed compensation.

4.2. Confidential/Proprietary information:

https://www.sandiegocounty.gov/content/sdc/purchasing/purchasing-forms.html https://www.sandiegocounty.gov/content/sdc/purchasing/purchasing-forms.html

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4.2.1. The County is a public agency subject to the California Public Records Act, Government Code § 7920.000, et seq. Some or all of the documents submitted in response to this RFQ may be subject to disclosure, and the County intends to publish any resulting contracts to its public website.

4.2.2. It is Offeror’s responsibility to identify and separate into a “CONFIDENTIAL/PROPRIETARY” exhibit and to provide a signed Nondisclosure Indemnification Agreement for:

4.2.2.1. All confidential information that Offeror represents, with legal basis, is exempt from disclosure pursuant to the California Public Records Act, including PI (Personal Information), PII (Personally Identifiable Information), or PHI (Protected Health Information);

4.2.2.2. Any proprietary or other information Offeror represents, with legal basis, is exempt from disclosure under the California Public Records Act and wishes to protect from disclosure.

4.2.3. The “CONFIDENTIAL/PROPRIETARY” exhibit must be clearly labeled with all pages marked as “CONFIDENTIAL/PROPRIETARY.”

4.2.4. Offeror should reference material in the “CONFIDENTIAL/PROPRIETARY” exhibit where it is needed to respond to a Submittal Item through citation to the “CONFIDENTIAL/PROPRIETARY” exhibit (for example “See response 1 contained within the ‘CONFIDENTIAL/PROPRIETARY’ exhibit for staff Social Security numbers”).

4.2.5. If the County determines that a submission improperly designates information as confidential or proprietary, the County may, at its sole discretion: (i) deem the information releasable; (ii) declare the submission non-conforming/non-responsive; (iii) remove such information, or (iv) take any other appropriate action. (Note: Pricing and Terms and Conditions are generally not confidential under the California Public Records Act).

5. QUOTE EVALUATION

5.1. Evaluations may consider factors such as technical merit, experience, capacity, history of Offeror compliance, availability, price, and more to determine the quote(s) that provide the best value to the County.

5.2. During evaluation, the County may appropriately consider the sustainability and social, human health, environmental, and economic impact of Offeror’s proposed products and/or approach to providing goods and/or services, in accordance with Board Policy B-67. Therefore, Offerors are encouraged to include relevant information in their quotes, to the degree related to the goods or services sought.

5.3. During evaluation, the County may appropriately evaluate the cultural competency of Offeror and Offeror’s proposed approach to providing goods and services. Therefore, Offerors are encouraged to include relevant information in their quotes, to the degree related to the goods or services sought.

5.4. When evaluating an Offeror’s cost or pricing, the County may also consider the effect of the quote on the overall total cost to the County.

6. COUNTY COMMITMENT

6.1. This RFQ does not commit the County to award a contract, nor does it commit the County to pay any of

Offeror’s costs incurred in the preparation or submission of the quote. Further, Offeror shall not incur any reimbursable cost in anticipation of a contract award.

6.2. Neither Offeror nor any of its representatives shall have any claims whatsoever against the County or any of its respective officials, agents, or employees arising out of or relating to this RFQ or these procedures (other than those arising under a definitive contract with Offeror in accordance with the terms thereof).

6.3. The County reserves the right to separately procure the same or similar goods or services.

6.4. The County may withhold all information regarding this procurement until after negotiations are complete, including, but not limited to: the number of quotes received; the identity of Offeror(s); the content of quotes; the County’s evaluation and results thereof. Information releasable after the conclusion of negotiations is subject to the disclosure requirements and withholding exemptions of the California Public Records Act.

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6.5. Pursuant to County Charter §§ 703.10 and 916, award of a contract resulting from this RFQ may be subject to the County’s requirement to determine that the services can be provided more economically and efficiently by an independent contractor than by persons employed in the Classified Service.

6.6. In the event that an Offeror is involved in a merger, acquisition, or other change in control, the County reserves the right to award a contract to a resulting entity.

7. DILIGENCE AND DUTY TO INQUIRE

7.1. Should Offeror find discrepancies in or omissions from, or be in doubt as to the meaning of, the RFQ or related documents, Offeror shall have a duty to submit a Question to the County.

7.2. Offerors are expected to perform reasonable due diligence with regard to this RFQ and the work required, including, but not limited to, information that is publicly or otherwise reasonably available and, if applicable, information that can be obtained during a site visit (including verification of measurements, conditions, and other attributes). Neither the selected Offeror(s), nor any Offerors, shall be entitled to any price adjustment or other relief based upon information that was discovered or should have been discovered through due diligence.

7.3. The County makes no representation or warranty, express or implied, as to the accuracy or completeness of any diligence material or other information provided by the County or any of its agents, representatives, contractors, or consultants. Such information may reflect good faith assumptions, estimates, or projections, which may or may not prove to be correct.

7.4. Offeror should not rely upon oral statements made or explanations given by the County, including any oral responses to Questions or other inquiries. No prior, current, or post award communication(s) with any officer, agent, or employee of the County shall affect or modify any terms or requirements of this RFQ, except as explicitly provided for in this RFQ.

8. OFFEROR COMMUNICATIONS

8.1. All communications from Offeror (including its employees, agents, and representatives) to the County or its officers and employees (including consultants working on or assisting with this procurement), related to this RFQ or Offeror’s quote, must be directed in writing exclusively to the Contracting Officer, unless otherwise authorized in writing by the Contracting Officer. Offerors shall not communicate with or attempt to contact any other County personnel about this solicitation, except as otherwise allowed for in this RFQ or by law. Any improper contact may, at the County’s sole discretion, cause Offeror to be removed from consideration for contract award.

8.2. If Offeror issues any public announcement or otherwise engages in communication that, in the County’s sole determination, compromises the integrity of this RFQ process or attempts to restrain competition, Offeror may be removed from consideration for award.

8.3. Audio and/or video recording of presentations, discussions, negotiations, , or other communications with the County regarding this RFQ are prohibited, unless specifically authorized in writing by the Contracting Officer.

9. SOLICITING EMPLOYEES

9.1. Until contract award, Offerors shall not, directly or indirectly, solicit any employee of the County to leave the County’s employ in order to accept employment with Offeror, its affiliates, actual or prospective contractors, or any person acting in concert with Offeror without prior written approval of the County’s Contracting Officer. This paragraph does not prevent the employment by Offeror of a County employee who has initiated contact with Offeror.

10. PROHIBITED CONTRACTS AND SUBCONTRACTS

10.1. In accordance with Section 67 of the San Diego County Administrative Code, the County shall not contract with, and shall reject any quote submitted by, the person or entities specified below, unless the Board of Supervisors finds that special circumstances exist which justify the approval of such contract:

10.1.1. Persons employed by the County or of public agencies for which the Board of Supervisors is the governing body;

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10.1.2. Profit-making firms or businesses in which employees described in subsection 11.1.1 serve as officers, principals, partners, or major shareholders;

10.1.3. Persons who, within the immediately preceding twelve (12) months, came within the provisions of subsection 11.1.1 and who (i) were employed in positions of substantial responsibility in the area of service to be performed by the contract; or, (ii) participated in any way in developing the contract or its service specifications; and

10.1.4. Profit-making firms or businesses in which the former employees described in subsection 11.1.3 serve as officers, principals, partners, or major shareholders.

10.2. Per Board Policy A-79, a successful Offeror that is a non-profit corporation shall not subcontract any work under the agreement with a related for-profit subcontractor where an interlocking directorate, management, or ownership relationship exists, unless specifically authorized by the Board of Supervisors.

10.3. Offeror certifies that, if awarded a contract under this RFQ, such contract will be in compliance with Sections 11.1 and 11.2 above. Offeror shall promptly notify the County of any change in circumstance affecting these provisions.

11. CALIFORNIA REVENUE & TAXATION CODE § 18662

11.1. In compliance with California Revenue and Taxation Code § 18662, if Offeror is a non-resident of

California (out-of-state invoices) that receives California source income and has not completed Franchise Tax Board Form 590, there may be a backup withholding on all payments. Fifteen (15) business days prior to the first payment from the County, new suppliers or suppliers with expired forms or forms with incorrect information must submit new forms to the County (forms are available from the Franchise Tax Board website listed below).

11.2. Under certain circumstances, Offerors may be eligible for reduced or waived nonresident withholding. If Offeror has already received a waiver or a reduced withholding response from the State of California and the response remains valid, Offeror should submit the response to the County in lieu of the forms. Failure to submit the required forms will result in withholding of payments. Offerors should access the Franchise Tax Board websites, listed below, for tax forms and relevant information regarding non-resident withholding, including waivers or reductions. The County will not give Offerors any tax advice. It is recommended that Offerors speak with their tax advisers and/or the State of California for guidance.

Franchise Tax Board Websites:

https://www.ftb.ca.gov https://www.ftb.ca.gov/forms/search/

11.3. If selected for award, Offeror must submit applicable forms to the Auditor & Controller via fax, at (858) 694-2060, or mail originals to: County of San Diego, 5530 Overland Avenue, Suite 410, San Diego, CA 92123. The P.O. Number or Contract Number (if available) and “California Revenue and Taxation Code § 18662” must appear on fax cover sheet and/or the outside of the mailing envelope.

12. W-9 FORM

12.1. If selected for award, Offeror must complete and submit a W-9 form if a current form is not on file with the County.

C. SUBMITTAL ITEMS

1. EXHIBIT 1 - REQUIRED FORMS

1.1 Submit a completed and signed Offeror’s Cover Page (PC600) form

• Required for all Offerors

• located at:

https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC600_dpc_Offerors_Cover_Page.pdf

1.2 Submit a completed and signed Representations and Certifications form (PC601)

• Required for all Offerors

• located at:

https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC601_dpc_Reps_and_Certs.pdf https://www.ftb.ca.gov/ https://www.ftb.ca.gov/forms/search/ https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC600_dpc_Offerors_Cover_Page.pdf https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC601_dpc_Reps_and_Certs.pdf

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1.3 Submit a completed and signed Small-Local Business Self-Certification Form (PC610)

• All Offerors are encouraged to complete this form to support County data collection.

• located at:

https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC610_dpc_Small_Local_Self_Cert.pdf

1.4 Submit a completed and signed Nondisclosure Indemnification Agreement (PC620) (if applicable).

• Required if submitting Confidential/Proprietary Information (see RFQ Instructions and Rules section 4.2)

• located at:

https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC620_dpc_Nondisclosure_Indemnity.pdf

2. EXHIBIT 2 - PROGRAM/TECHNICAL EXHIBIT

2.1 A sample of stationery items will be required prior to award. Confirm (YES/NO) your agreement to provide sample stationery.

YES ☐ NO ☐

2.1.1 If “NO”, please explain the reason(s) you will not submit samples of the required stationery.

2.2 Confirm (YES/NO) your agreement to Exhibit A – Statement of Work (SOW).

2.2.1 If “NO,” provide the alternate language (deletions and insertions) that would make the SOW acceptable to the Offeror’s organization.

2.3 For any of the stationery items and/or specifications listed in the Statement of Work (SOW) where you are quoting (or equal) product and/or specifications, fully detail how they are equivalent to those listed.

2.4 How many years has your company been in business providing printing/mailing services?

2.5 Do you have existing contracts with public agencies (e.g., state, county, or municipal governments)?

2.6 Do you provide digital proof before printing?

2.7 Can your company implement environmentally responsible printing practices (e.g., no less than 30% post-consumer recycled fiber in copy and printing and recycled paper, low Volatile Organic Compounds (VOCs) inks?

3. EXHIBIT 3 - COST/PRICE EXHIBIT

3.1 Submit a completed Payment Schedule

4. EXHIBIT 4 – ACCEPTANCE OF TERMS AND CONDITIONS

4.1 Confirm acceptance “YES/NO” of the County of San Diego’s Draft Agreement (including insurance requirements):

4.1.1 If “NO,” provide a detailed list of exceptions to the terms and conditions, the nature of its concern, and what terms the Offeror is willing to accept.

https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC610_dpc_Small_Local_Self_Cert.pdf https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC620_dpc_Nondisclosure_Indemnity.pdf

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Note: The Offeror will be deemed to have accepted any terms and conditions of the Contract to which it does not take exception to. The County may, as part of its evaluation process, conclude that exceptions are so numerous and/or material as to make Offeror’s response to the solicitation unacceptable.

5. EXHIBIT 5 – CONFIDENTIAL PROPRIETARY

5.1 Include any Confidential/Proprietary Information in this exhibit, in accordance with RFQ Instructions and Rules section 4.2

D. REQUIRED FORMS

(RESERVED)

E. STATEMENT OF WORK

1. OVERVIEW:

The County of San Diego (County) Wastewater Management has a requirement for as needed stationery design, printing with envelopes, mail processing, and delivery services.

2. CUSTOMER COUNT/POPULATION:

PROGRAM/DISTRICT

LOCATION

ORG

Number

ESTIMATE COUNT of CUSTOMER’S

ADDRESSES

San Diego County Sanitation District

97165 37,000

Campo Hills Water System 97290 666 = 222 x 3 NOTE: Triplicate billing address source - requires addresses by service location, billing contact, or owner’s address)

CSA No. 137 Live Oak Springs Water System

97298 315 = 105 x 3 NOTE: Triplicate billing address source - requires addresses by service location, billing contact, or owner’s address)

Rancho Del Campo Water System 97297 55 San Pasqual Academy 46205 50 Engineering and Admin 76900 18 Operations and Maintenance 76905 37

3. TASK DESCRIPTION:

ITEM

NO

escription Type of Printing/Mailing

Frequency Postmark Deadline

Notice of Metro Pass-Through

Letter or Card Mailed l to Customers

Typically, annually

It must be postmarked (30 days before the rate increases usually for the new fiscal year, July 1).

2 Notice of Public Meetings

Letter or Card Mailed l to Customers

Multiple, relative to rate increases, etc., as needed

COR will provide date

3 Notice of Water Interruptions

Letter or Card Mailed l to Customers

Multiple, as needed

COR will provide date

4 Notice of Hearings for Rate Increase

Letter or Card Mailed l to Customers

Multiple, as Needed

COR will provide date

5 Consumer Confidence Reports

Letter or Card Mailed l to Customers

Annually for Water Systems

Must be postmarked before July 1, 2025

4. DOCUMENT TYPES:

Paper and paper products must contain at least 30% post-consumer recycled content when available at a similar price and of equal quality and fitness. Printing letters on letterhead with matching envelopes by specified population/district.

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5. SPECIFICATIONS:

5.1 Documents

5.1.1 See Attachment 1 for sample picture of letterhead

5.1.2 Design/Artwork may be provided by the County or involve both County and contractor collaboration.

5.1.3 Quantity: Based on Population

5.1.4 For Letters: Size: 8.5” x 11” to 11”x17”

5.1.5 For Postcard with logo from 4.0” x 6” to 4.25"x 6"

5.1.6 Final size for other projects will be approved by the COR prior to printing.

5.1.7 Color or Black and White Printing: Print color to be determined by the COR at time of order (the County may require printing address, text, and photos), full printing on both sides, 4/4 CMYK-Cyan, Magenta, Yellow, Black) or black and white. NOTE:

In the printing industry, 4/4 is still the standard and widely understood shorthand for full-color printing on both sides of a document.

5.1.8 Approval of proof by the County is required before printing

5.2 Number 10 Envelopes

5.2.1 See Attachment 2 for sample picture

5.2.2 Envelope Color: Color or Black and White

5.2.3 Color Printing: Print color to be determined by the COR at time of order

5.2.4 The envelope will have enough white space to allow space for printing addresses

5.2.5 Size: 4.125” x 9.5”

5.2.6 Approval of proof by the County is required before printing

5.2.7 Type of Paper: White wove, #10 Regular – Diagonal Seam or similar

5.2.8 Approval of proof by the County is required before printing

5.2.9 COR will advise envelopes to use for the letters. For San Pasqual location use

Wastewater Management envelope.

5.3 Mail Labels or Direct Print to Envelopes

5.3.1 See Attachment 3 for sample label

5.3.2 Design/Artwork may be provided by the County or involve both County and contractor collaboration.

5.3.3 Will include return address

5.3.4 Will include parcel number, customer name, address, city, state, zip code

5.3.5 Adhesive backing to permit labels to be peeled off

5.3.6 Mail label color: White

5.3.7 Color Printing: Black

5.3.8 Size: Height 1” x Width: 2.63”, 30 per sheet (like or similar with Avery US Letter

Template 5160 Address Labels)

5.3.9 Approval of proof by the County is required before printing

6. MAILER

6.1.1 Three (3) leading-edge tabs or post-office requirements on the tri-fold mailers to allow machine mail processing.

6.1.2 Postage is to be quoted separately to allow for use of the County's first-class postage permit.

6.1.3 Size: Eight and a half inches by fourteen inches 8.5"x11" to 11”x17”and scored and tri-folded to measure eight and a half inches by four and 67/100 inches (8.5"x4.67")

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6.1.4 Front and Back Colors: 4-printing or Black and White

6.1.5 Paper Stock - White Coated Gloss 100-pound, cover Stock or equal for brochures or regular 20-pound or 24-pound bond paper or as determined by the COR. The USPS recommends a minimum basis weight of 50-pound book-grade paper (equivalent to 20-pound bond) or equivalent for enveloped letters to ensure they are processed efficiently by mail sorting equipment.

6.1.6 Approval of proof by the COR is required before printing services begin.

6.1.7 Address proofing shall be completed by the Contractor utilizing the following processes prior to performing printing and mailing services:

6.1.7.1.1 Coding Accuracy Support System (CASS)

6.1.7.1.2 Certification and National Change of Address (NCOA) of List

6.1.7.1.3 Print parcel number, name, address, city, state, zip code direct to the mailer; or

6.1.7.1.4 Use Mail Address label templates as approved by the COR.

7. AS NEEDED MAILING REQUIREMENTS:

7.1 CASS (Coding Accuracy Support System) Certification:

The Contractor agrees to maintain the current CASS certification for all address list processing services provided under this agreement. CASS certification is a USPS process to evaluate the accuracy of address matching software and ensure address lists meet the required standards for automated mailings. Maintaining CASS certification ensures optimal mail deliverability and eligibility for applicable postage discounts. The Contractor shall provide valid documentation of their CASS certification, such as a completed Form 3553, upon request or at regular intervals as specified by the Client. Failure to maintain CASS certification or provide satisfactory evidence of certification may result in delayed mailings, loss of postal discounts, and potential breach of this agreement.

7.2 DATA PRIVACY & CONFIDENTIALITY

The Contractor agrees to handle all recipient address and customer data in compliance with confidentiality standards and applicable laws including, but not limited to, the California Consumer Privacy Act (CCPA) if applicable. All personal data provided by the County shall be used exclusively for the purpose of mailing and shall not be stored, shared, or reused. The Contractor shall implement appropriate safeguards to ensure data protection, including secure file transfer and restricted access.

7.3 DATA DESTRUCTION:

Upon completion of services, the Contractor shall securely delete or return all data files provided by the County, unless otherwise authorized in writing. A certification of data destruction may be requested to ensure compliance.

7.4 Upon execution of the Contract, the Contractor shall contact the COR and the Department of General Services (DGS)/Facilities Management Mail Operations to coordinate the required services in the contract and all aspects related co delivery, mailing, and postage.

7.5 Address Specifications:

The County will provide a list of mailing addresses via spreadsheet prior to address printing and mailing services.

7.6 Postage Requirements:

7.6.1 For mailing services, after address verification is completed via CASS and

NCOA, the Contractor shall contact the County of San Diego Mail Services Manager at the Department of General Services to receive the permit indicia, which will allow the Contractor to print the postage and have it billed to the advance deposit account for the County or charge by the contractor to the County at cost.

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7.6.2 The Contractor shall ensure that the most economical postage rate for the County to used and shall communicate that rate to the COR for approval prior to processing.

7.7 Mailing Specifications:

The Contractor shall drop ship mail pieces from the United States Postal Service (USPS) bulk mail/first class or postage requirement processing facility closest to its facility and in accordance with USPS regulations.

8. AS NEEDED DELIVERY REQUIREMENTS

8.1 Estimate 50-100 documents printed and labeled by the Contractor for Water Customer without mailing addresses will be delivered by the Contractor to the Department of General Services (DGS)/Facilities Management Mail Operations located at 5600 Overland Ave, Ste 180, San Diego, CA 92123.

Note: After receipt from the Contractor, the DGS Mail Operations will then have the documents delivered to:

Spring Valley Operations Center, MS: S-156 11937 Campo Rd Spring Valley, CA 91978

8.2 The COR shall notify the Contractor of which address to send for as needed deliveries.

8.3 The desired lead time varies from initial order to delivery of product.

8.4 The COR will coordinate with the Contractor regarding lead times to receipt of the finished product for urgent requests, or when the desired lead time cannot be accommodated.

9. INVOCING

9.1 Mail invoices with certification of CASS validation and proof of mail delivery to:

WASTEWATER MANAGEMENT

County of San Diego, Department of Public Works Administration Office 5510 Overland Ave, Ste 310, MS: O-384 San Diego, CA 92123

9.2 Delivery documents must reflect the following minimum information:

Name of Contact Person Company Name Purchase Order (Agreement Number) Program/Org/Service Location Quantity, Description

9.3 All invoices must be itemized based on Exhibit C and should be easily recognizable.

9.4 The Contractor shall not include additional charges that are not specified within

Exhibit C or the agreement of this contract.

9.5 The Contractor shall provide documentation necessary to justify pricing adjustments as specified within the contract agreement.

9.6 The Contractor shall provide documentation of changes along with calculations to justify invoice pricing.

9.7 Requests for correction can be made by the COR when invoiced line items do not accurately reflect goods listed in Exhibit C.

9.8 Tax Applicability:

9.9 Charges for printed materials (e.g., notices, reports, forms) are subject to California sales tax as they constitute tangible goods. Services such as mailing, folding, inserting, and postage are not subject to tax, provided they are billed separately from

AS-NEEDED STATIONERY DESIGN, PRINTING MAIL AND DELIVERY SERVICES

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9.10 The Contractor is to re-submit a corrected invoice within 2 business days or the Contractor may reply with an e-mail stating the following:

Invoice# in question Corrected totals for each line item Correct documentation to justify pricing Correct taxes New Grand total for the Invoice# in question

COR must approve of the new e-mailed total

10. COUNTY HOLIDAYS

Unless specifically requested by the COR, or is Emergency in nature, work will not be performed on the following County observed holidays:

New Year’s Day Martin Luther King Jr. Day President’s Day Ceasar Chavez Day Memorial Day Juneteenth Independence Day Labor Day Veterans Day Thanksgiving Day Day after Thanksgiving Christmas Day

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EXHIBIT A – STATEMENT OF WORK, ATTACHMENT 1, SAMPLE LETTERHEAD (may subject to change)

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EXHIBIT A – STATEMENT OF WORK, ATTACHMENT 2, SAMPLE ENVELOPES (may subject to change)

SAMPLE ENVELOPES:

CAMPO WATER MAINTENANCE DISTRICT USE FOR CAMPO HILLS AND RANCHO DEL CAMPO WATER CUSTOMERS

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EXHIBIT A – STATEMENT OF WORK, ATTACHMENT 3, SAMPLE MAIL LABELS

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EXHIBIT A – STATEMENT OF WORK, ATTACHMENT 4, SAMPLE POST CARD AND FIRST-

CLASS POSTAGE

SAMPLE

POSTAGE

INDICIA

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F. PAYMENT SCHEDULE

SEE ATTACHMED EXCEL SPREADSHEET ON BUYNET

AS-NEEDED STATIONERY DESIGN, PRINTING MAIL AND DELIVERY SERVICES

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G. DRAFT AGREEMENT

The County’s contract with the successful Offeror(s) will be based upon the following Draft Agreement, structured as follows:

Draft Agreement

Exhibit A – Statement of Work Exhibit B – Insurance Requirements Exhibit C – Payment Schedule

Exhibits A (Statement of Work) and C (Payment Schedule) will be added during contract finalization. Offerors will be deemed to have accepted the Draft Agreement and Statement of Work, except where Offeror has taken clear exception in its quote in accordance with and when provided for in the Submittal Items.

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This agreement (“Agreement”) is made and entered into effective as of the date of the last signature on the signature page by and between the County of San Diego, a political subdivision of the State of California (“County”) and (“Contractor”), with reference to the following facts:

RECITALS

A. Pursuant to the San Diego County Administrative Code section 401, the County’s Director of the Department of Purchasing and Contracting is authorized to award a contract for as-needed stationery design, printing, mail and delivery services

B. Contractor is specially trained and possesses certain skills, experience, education, and competency to perform these services.

C. The Chief Administrative Officer made a determination that Contractor can perform the services more economically and efficiently than the County, pursuant to section 703.10 of the County Charter.

D. The Agreement shall consist of:

• This document,

• Exhibit A Statement of Work,

• Exhibit B Insurance Requirements, and

• Exhibit C Payment Schedule

E. In the event of a conflict between any provisions of this Agreement, the following order of precedence shall govern: First (1st) this document; Second (2nd) Exhibit B; Third (3rd) Exhibit A; Fourth (4th) Exhibit C; and fifth (5th) Exhibit A-1

NOW THEREFORE, for valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the parties agree as follows:

AS-NEEDED STATIONERY DESIGN, PRINTING MAIL AND DELIVERY SERVICES

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ARTICLE 1

KEY PROVISIONS

1.1 CONTRACTOR: _____

1.2 SERVICES: _____

1.3 AGREEMENT TERM: The initial term of this Agreement shall begin on the date of the last signature on Signature Page and end on ____ __ 20__ for an Agreement period of 1 year (“Initial Term”).

1.4 OPTION TO EXTEND: The County shall have the option to extend the term of this Agreement for four increments of one year(s) (each an “Option Period”), for a total of 4 years beyond the expiration of the Initial Term, not to exceed ______ __, 20__. This option shall be automatically exercised unless County notifies Contractor in writing not less than thirty (30) days prior to an Option Period that the County does not intend to extend the Agreement.

1.4.1 Options to Extend for One to Six Additional Months at End of Agreement. County shall also have the option to extend the term of this Agreement, in one or more increments, for a total of no less than one (1) and no more than six (6) calendar months (“Incremental Options”). The County may exercise each Incremental Option by providing written notice to Contractor no fewer than fifteen (15) calendar days prior to expiration of this Agreement. The rates in effect at the time an Incremental Option is exercised shall apply during the term of the Incremental Option.

1.5 COMPENSATION: Pursuant to Exhibit C, Article 4, and other applicable provisions of this Agreement, County agrees to pay Contractor a sum not to exceed ($######) (“Maximum Agreement Amount”). [#optional] Furthermore, compensation for the Initial Term and any Option Periods shall not exceed the amounts shown for the Initial Term or that Option Period shown below/ in Exhibit C .

Initial Term ##/##/#### - ##/##/#### $___________ First Option Period ##/##/#### - ##/##/#### $___________ Second Option Period ##/##/#### - ##/##/#### $___________ Third Option Period ##/##/#### - ##/##/#### $___________ Fourth Option Period ##/##/#### - ##/##/#### $___________

1.6 COR: The County designates the following individual as the Contracting Officer’s Representative (“COR”).

#Name and Title

#Address #Address

#Phone and email

1.7 CONTRACTOR’S REPRESENTATIVE: Contractor designates the following individual as the Contractor’s Representative.

#Name and Title #Address #Address

#Phone and email

ARTICLE 2

PERFORMANCE OF WORK

2.1 Statement of Work. Contractor shall perform the work described in the “Statement of Work” attached as Exhibit A to this Agreement, and by this reference incorporated herein, except for any work therein designated to be performed by County.

2.1.1 Evaluation Studies. Contractor shall participate as requested by the County in research and/or evaluative studies designed to show the effectiveness and/or efficiency of Contractor services or to provide information about Contractor’s project.

2.2 Standard of Performance. Contractor shall, in good and workmanlike manner and in accordance with the highest professional standards, at its own cost and expense, furnish all of the labor, technical, administrative, professional and all other personnel, all supplies and materials, equipment, printing, transportation, training, facilities, and all other means whatsoever, except as herein otherwise expressly specified to be furnished by County, necessary or proper to perform and complete the work and provide the services required of Contractor by this Agreement. [# if resulting from an RFB, include the following] To the extent not in conflict with Exhibits A and A-1, Contractor shall perform all work under this Agreement in strict conformance to its bid, included herein by this reference, unless Changed in accordance with this Agreement.

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2.3 Contractor as Independent Contractor. Contractor is, for all purposes of this Agreement, an independent contractor. Neither Contractor nor any person engaged by Contractor to accomplish the work under this Agreement, including, without limitation, Contractor’s and its subcontractors’ employees, volunteers, officers, agents, consultants, and subcontractors (“Workforce”) shall be deemed to be employees of the County. Contractor shall perform its obligations under this Agreement according to the Contractor’s own means and methods of work, which shall be in the exclusive charge and under the control of the Contractor, and which shall not be subject to control or supervision by County except as to the results of the work. County hereby delegates to Contractor any and all responsibility for the safety of Contractor’s Workforce, which shall include inspection of property to identify potential hazards. Neither Contractor nor Contractor’s Workforce shall be entitled to any benefits to which County employees are entitled, including without limitation, overtime, retirement benefits, workers’ compensation benefits and injury leave.

2.4 Contractor’s Agents and Employees or Subcontractors. Contractor shall obtain, at Contractor’s expense, all Workforce required for Contractor to perform its duties under this Agreement, and all such services shall be performed by Contractor’s Representative, or under Contractor’s Representatives’ supervision, by persons authorized by law to perform such services.

Retention by Contractor of any Workforce member shall be at Contractor’s sole cost and expense, and County shall have no obligation to pay Contractor’s Workforce to support any such person’s or entity’s claim against the Contractor; or to defend Contractor against any such claim.

In the event any subcontractor or consultant is utilized by Contractor for any portion of the project, Contractor retains the prime responsibility for carrying out all the terms of this Agreement, including the responsibility for performance and ensuring the availability and retention of records of subcontractors and consultants in accordance with this Agreement.

2.4.1 “Related Subcontract” means an agreement to furnish, or the furnishing of, supplies, materials, equipment, or services of any kind to Contractor or any higher tier subcontractor in the performance of some or all of the work in this Agreement. Related Subcontracts includes consultant agreements, which are defined as agreements for services rendered, or the rendering of services, by persons who are members of a particular profession or possess as special skill and who are not officers or employees of the Contractor. Examples include those services acquired by Contractor or a subcontractor in order to enhance their legal, economic, financial, or technical positions.

Professional and consultant services are generally acquired to obtain information, advice, opinions, alternatives, conclusions, recommendations, training, or direct assistance, such as studies, analyses, evaluations, liaison with government officials, or other forms or representation. Related Subcontracts shall not include agreements for ancillary goods or services, or consulting services intended to support Contractor in a general manner not specific to the work performed under this Agreement. “Related Subcontractor” means an individual or entity holding or performing a Related Subcontract.

2.4.2 Required Subcontract Provisions: Contractor shall notify all Related Subcontractors of Contractor’s relationship to County and include in its subcontracts all provisions necessary to ensure Contractor’s and subcontractors’ compliance with this Agreement. Without limiting the foregoing, Contractor shall specifically include in its Related Subcontracts, and require Related Subcontractors’ compliance with, the applicable provisions of Articles 3, 7, 9, 10, 11, 12, 14, 15, 17 and 18, and section 4.6.1 of Article 4 hereunder, altered as necessary for proper identification of the contracting parties.

2.4.3 County Approval: Any Related Subcontract that is in excess of fifty thousand dollars ($50,000) or twenty five percent (25%) of the value of this Agreement, whichever is less; or a combination of Related Subcontracts to the same individual or firm for the Agreement period, the aggregate of which exceeds fifty thousand dollars ($50,000) or twenty five percent (25%) of the value of this Agreement, whichever is less; or any Related Subcontract for professional medical or mental health services, regardless of value, must have prior concurrence of the COR.

2.5 Offshore Prohibition. Except where Contractor obtains the County’s prior written approval, Contractor shall perform the work of this Agreement only from or at locations within the United States. Any County approval for the performance of work outside of the United States shall be limited to the specific instance and scope of such written approval, including the types of work and locations involved. Notwithstanding the foregoing, this section shall not restrict the country or countries of origin of any assets purchased to provide the work hereunder; provided that when such assets are used to provide the work, such assets shall be used only from or at locations within the geographic boundaries of the United States.

2.6 Responsibility for Equipment. County shall not be responsible nor be held liable for any damage to persons or property consequent upon the use, misuse, or failure of any equipment used by Contractor or Contractor’s Workforce, even though such equipment may be furnished, rented, or loaned to Contractor by County. The acceptance or use of any such equipment by Contractor or Contractor’s Workforce shall be construed to mean that Contractor accepts full responsibility for and agrees to exonerate, indemnify, and hold harmless County from and against any and all claims for any damage whatsoever resulting from the use, misuse, or failure of such equipment, whether such damage be to the employee or property of Contractor, other contractors, County, or other persons. Equipment includes, but is not limited to material, computer hardware and software, tools, or other things.

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2.6.1 Contractor shall repair or replace, at Contractor’s expense, all County equipment or fixed assets that are damaged or lost as a result of the actions of Contractor or Contractor’s Workforce.

2.7 Non-Expendable Property Acquisition. County retains title to all non-expendable property provided to Contractor by County, or which Contractor may acquire with funds from this Agreement if payment is on a cost reimbursement basis, including property acquired by lease purchase Agreement. Contractor may not expend funds under this Agreement for the acquisition of non-expendable property having a unit cost of $5,000 or more and a normal life expectancy of more than one year without the prior written approval of COR. Contractor shall maintain an inventory of non-expendable equipment, including dates of purchase and disposition of the property. Inventory records on non-expendable property shall be retained, and shall be made available to the County upon request, for at least three years following date of disposition. Non-expendable property that has value at the end of the Agreement (e.g. has not been depreciated so that its value is zero), and to which the County may retain title under this paragraph, shall be disposed of at the end of the Agreement as follows: At County’s option, it may: 1) have Contractor deliver to another County contractor or have another County contractor pick up the non-expendable property; 2) allow Contractor to retain the non-expendable property provided that Contractor submits to the County a written statement in the format directed by the County of how the non-expendable property will be used for the public good; or 3) direct the Contractor to return to the County the non-expendable property.

ARTICLE 3

DOCUMENTS AND RECORDS

3.1 Ownership, Publication, Reproduction and Use of Material. All reports, studies, information, data, statistics, forms, designs, plans, procedures, systems, and any other material or properties produced under this Agreement shall be the sole and exclusive property of County. No such materials or properties produced in whole or in part under this Agreement shall be subject to private use, copyright, or patent right by Contractor in the United States or in any other country without the express written consent of County. County shall have unrestricted authority to publish, disclose, distribute and otherwise use, copyright or patent, in whole or in part, any such reports, studies, data, statistics, forms or other materials or properties produced under this Agreement.

3.2 Confidentiality. Contractor agrees to maintain the confidentiality of, and to take industry appropriate as well as all legally required measures to prevent the unlawful disclosure of, any information that is legally required to be kept confidential.

Except as otherwise allowed by local, State, or federal law or regulation, Contractor agrees to only disclose confidential records where the holder of the privilege, whether the County, or a third party, provides written permission authorizing the disclosure. Further, any reports, records, data, or other information given to or prepared or assembled by Contractor under this Agreement that the County requests to be kept confidential shall not be made available to any individual or organization by the Contractor without the prior written approval of the County except as may be required by law. Contractor shall not disclose to any individual or organization any reports, records, data, or other information received, prepared, or assembled by Contractor under this Agreement.

3.3 Public Records Act. The California Public Records Act (“CPRA”) requires County to disclose “public records” in its actual or constructive possession unless a statutory exemption applies. This generally includes contracts and related documents.