RFQ 1302 - IPTV Labeling Mailing Services Administrative Document.pdf

State of Idaho

Request For Quote

RFQ Tit le: Labeling & Mailing Services RFQ Number: 1302

1. Purpose: The Idaho Division of Purchasing (DOP) on behalf of Idaho Public Television (IDPTV / IdahoPTV) is issuing this Request For Quote (“RFQ”) to solicit Quotes from qualified and experienced firms (Bidders), that can supply labeling and mailing services for IDPTV’s Idaho Channels Magazine, as further detailed below.

2. RFQ Lead: The individual listed below (referred to as “RFQ Lead”) is the sole point of contact for this solicitation.

All questions, clarification, or other correspondence must be submitted in writing via email to the RFQ Lead.

Bidders are prohibited from communicating with any State employee or Official regarding this RFQ or procurement.

Name Mack DeYoung Title & Agency Buyer, Idaho Division of Purchasing

Phone (208) 332-1608 Email Mack.DeYoung@adm.Idaho.gov

3. Procurement Schedule: The State will make every effort to adhere to the schedule below, but reserves the right, at its sole discretion, to adjust the schedule. Quotes are due by 5:00 p.m. MT on: Tuesday, May 26, 2026.

Late Quotes will not be accepted or considered.

4. Required Submittals: The Quote must be submitted in accordance with the requirements set forth in this solicitation. Any Quote that does not adhere to the requirements may not be considered for award. Bidders must complete and submit the following Submittal Forms:

Submittal Form A – Background, Declarations, & Certifications Submittal Form B – Bid Schedule

5. Submission Instructions

The Quote must be submitted via IPRO (Click Here) prior to the deadline. Upload all required Submittal Forms (including Submittal Form A, Submittal Form B, and any other Forms listed under Required Submittals). Enter your Total Cost in IPRO.

6. Award: An award will be made to the responsible Bidder with the Lowest Total Annual Cost.

7. Initial Term and Contract Renewal: The initial term of this Contract will be for one (1) year. Upon mutual, written agreement, the Contract may be renewed, extended or amended. The anticipated total Contract term is five (5) years.

8. Resulting Contract: If the State awards a Contract from this solicitation, it will do so by issuing a Blanket

Purchase Order (BPO) from the State’s ERP system (Luma). The State anticipates issuing a single contract from this solicitation, incorporating the Terms and Conditions, Scope of Work, General Requirements, Insurance Requirements, and any additional documents from the solicitation.

mailto:Mack.DeYoung@adm.Idaho.gov https://sms-idaho-prd.tam.inforgov.com/fsm/SupplyManagementSupplier/page/XiSupplyManagementSupplierPage?csk.SupplierGroup=LUMA

9. Amendments: The State reserves the right to issue amendments to make changes to this RFQ. All amendments will be communicated in writing to known Bidders. Bidders are responsible for acknowledging receipt of any amendments issued for this solicitation. Amendment acknowledgement is required in Submittal Form A.

10. Authority: This procurement is conducted in accordance with IDAPA 38.05.01 and pursuant to Title 67, Chapter 92 of the Idaho Code.

Table of Contents

Exhibit 1 - Background Information 1 Exhibit 2 - General Requirements 2 Exhibit 3 - Scope of Work 4 Submittal Form A - Background, Declarat ions, and Cert if ications 6 Submittal Form B - Bid Schedule 8

EXHIBIT 1

Background Information

1. About The Agency

IDPTV is a statewide, non-commercial broadcast telecommunication system and media provider based in the capital city of Boise with additional staffed facilities in Moscow and Pocatello.

We harness the power of public media to encourage lifelong learning, connect our communities, and enrich the lives of all Idahoans. We tell Idaho's stories.

2. Background Information It is estimated that the Contractor will be required to prepare and mail between eighteen thousand (18,000) and twenty thousand (20,000) magazines (all printed on newspaper stock material) each month, and deliver no more than five-hundred (500) leftover magazines to Idaho Public Television each month. This is an estimate only, and Idaho Public Television does not guarantee any certain number of magazines to be prepared and mailed in any given month. In addition, IdahoPTV is working to reduce the quantity of magazines mailed each month. Accordingly, the monthly number of magazines may be reduced to below 18,000 over the course of the contract and subsequent renewals.

3. Objectives and Expectations The Contractor must be responsible for the preparation, labeling, mailing of the magazines and reporting in accordance with the minimum requirements stated within the Scope of Work contained in Exhibit 3. The Contractor is expected to maintain the flexibility necessary to accommodate fluctuations in monthly magazine volume.

4. Unique Considerations After the labeling is completed, all magazines must be delivered to the Bulk Postage Facility in Boise, Idaho within two

(2) days of the Contractor receiving the magazines. All postage charges are excluded from this RFQ and will be paid directly by IDPTV using their USPS bulk permit account. The IDPTV bulk mail certificate is only active at the USPS facility noted in Exhibit 3, Section 3.2 of this document.

EXHIBIT 2

General Requirements

The following provisions establish the minimum mandatory performance requirements applicable to the resulting Contract. These requirements are mandatory and will be incorporated into the Contract upon award. Bidders should carefully review each provision and ensure their quote reflects the ability to comply.

Note: In the event of conflict with the State’s Standard Terms and Conditions, or other terms, conditions or requirements contained in this RFQ, the following provisions will take precedence:

1. Contract Monitoring

The Contractor’s performance will be actively monitored throughout the term of the Contract to ensure compliance with all requirements, deliverables, and service standards outlined in this RFQ and the resulting Contract. Failure to meet performance expectations may result in corrective action, withholding of payment, or other remedies available to the State as noted in Idaho Contract Terms and Conditions Section 1.4.

2. Reporting Requirements The Contractor must submit a comma-delimited reporting file via the Contractor’s Secure File Transfer Protocol (SFTP) site as noted in Exhibit 3, Section 1 of this document.

3. Billing Procedure The Contractor must provide a signed invoice upon completion of the requirements as listed within this document and after each month’s final delivery to the USPS Bulk Mail Unit located in Boise. The invoice must be submitted no later than thirty (30) calendar days after said completion. No invoice will be accepted or paid without receipt of required documentation as noted below. Invoices submitted without the required documentation will be returned to the Contractor for correction and resubmission.

4.1 The Contractor must provide the following information with each invoice:

4.1.1 IPRO contract number (and name of project/product, if appropriate) and Agency PO number;

4.1.2 Identification of billing period;

4.1.3 Cost amount per magazine and the total amount billed for the billing period;

4.1.4 Detailed description of services/products provided as appropriate; and

4.1.5 Name of authorized individual and contact information for Contractor.

4.2 Invoices and reports are to be submitted by standard US mail at:

IDPTV

1455 N Orchard Street

Boise, ID 83706

Or by email: accounting@idahoptv.org

4. Price Adjustment Clause A price adjustment may be considered after the first twelve (12) months of the initial term of the Contract, and every twelve (12) months thereafter. If a price increase is requested, it will be the responsibility of the Contractor to notify DOP in writing at least sixty (60) calendar days in advance of the desired effective date and provide supporting documentation showing industry wide increases justifying the request. The State will notify Contractor whether the request is approved within thirty (30) calendar days of receipt of the request.

mailto:accounting@idahoptv.org

5. Records Maintenance Contractor must maintain or supervise the maintenance of all records necessary to properly account for all payments made to the Contractor pursuant to the Contract. These records must be retained by the Contractor for at least three

(3) years after the Contract terminates, or until all audits initiated within the three (3) years have been completed, whichever is later.

6. Audit Rights The Contractor agrees to allow State and Federal auditors and State purchasing staff access to all the records relating to this Contract, for audit, inspection, and monitoring of services or performance. Such access will be during normal business hours or by appointment.

EXHIBIT 3

Scope of Work

The following Scope of Work represents the minimum mandatory requirements for this contract. Bidders must comply with all requirements set forth herein.

1. Preparation & Mailing Requirements

1.1 IDPTV will, as necessary, have the magazines delivered from the printer to the Contractor’s location on approximately the 22nd day of each month.

1.2 IDPTV will provide the Contractor a comma separated values (CSV) file containing addressee information.

1.2.1 IDPTV will provide the file approximately two (2) days before the magazines arrive at the

Contractor’s location from the printer; and

1.2.2 This file contains propriety and confidential information and must not be shared, rented, or sold to any third-party.

1.3 The Contractor must provide a secure file transfer protocol (SFTP) application or a secure portal that IDPTV logs into and uploads files. IDPTV will not send the files by e-mail.

1.3.1 If the application is a secure portal site, it must have Hypertext Transfer Protocol Secure (HTTPS) encryption and a Secure Sockets Layer (SSL) certificate from a Certificate Authority (CA). It cannot be a self-signed certificate.

1.4 The Contractor must apply Coding Accuracy Support System (CASS) & National Change of Address (NCOA) Certify and Auto Carrier Route Sort to the mailing list.

1.5 After labeling is complete, the Contractor must return a comma-delimited file to IDPTV (via posting to the Contractors SFTP site) with the following information included in the file:

1.5.1 Addressee Affiliation Number;

1.5.2 Addressee Member Number;

1.5.3 The original address information (as provided in the IDPTV mail file) with address, city, state, and zip code;

1.5.4 The file must show all corrected address information as a result of the CASS and NCOA certification

(with address, city, state, zip, zip 4); and

1.5.5 The Contractor must notify IDPTV when the file is posted to the Contractor’s SFTP site.

2 Labeling

2.1 The contractor must add the name, address, and member number information in the address portion of the magazines; and

2.2 All label printing must be created by inkjet or similar electronic process.

3 Delivery

3.2 The Contractor must perform an Auto Carrier Route Sort of the magazines and deliver them to:

United States Postal Service (USPS) 2201 S. Cole Road Boise, ID 83708

3.3 The Contractor must prepare and provide with this delivery all required paperwork for a non-profit bulk mailing; and

3.4 The Contractor must label and deliver the magazines to the Bulk Mail location within two (2) days following receipt of the magazines at the Contractor’s location.

3.5 The Contractor must deliver leftover magazines (500 maximum) to:

IDPTV

1455 N Orchard Street Boise, ID 83706

3.5 Shipment must be FOB destination, inside delivery; and

3.6 Shipment for leftover magazines to IDPTV must be at no charge to the State.

SUBMITTAL FORM A

Background, Declarations, & Certifications

All information requested in this Submittal Form is Mandatory.

Failure to complete or respond to each question, failure to sign this Form, and failure to submit this Form may result in your Quote not being considered for award.

PROJECT INFORMATION

RFQ Number: 1302 Project Name: IDPTV Labeling & Mailing Services

BIDDER INFORMATION

Company Name:

Company Address:

Tax Identification Number (EIN):

DUNS / UEI Number:

Legal Status: ☐ Corporation

☐ Limited Liability Corporation (LLC) ☐ Limited Liability Partnership ☐ Sole Proprietorship ☐ Other (specify)

CONTACT INFORMATION

Individual responsible for preparing this Quote, and who can be contacted for clarification on this Quote

Contact Name:

Title:

Email:

Telephone:

AMENDMENT ACKNOWLEDGEMENT

☐ By checking this box, the Bidder acknowledges receipt of all amendments issued for this solicitation, and has incorporated all amendments into their Quote.

CONFLICT OF INTEREST

The Bidder must select an option below:

☐ The Bidder declares that there is no potential, perceived, or actual conflict of interest that may arise as a result of their response to this RFQ and/or subsequent award of Contract.

☐ The Bidder declares that there are potential, perceived, or actual conflicts of interest that may arise as a result of their response to this RFQ and/or subsequent award of Contract. The Bidder must attach additional information to explain the conflicts.

CERTIFICATIONS

QUESTION RESPONSE*

1) Is Bidder a legal entity with the legal right to contract?

☐ Yes ☐ No

2) Is Bidder in compliance with applicable equal employment regulations?

3) Does Bidder affirm that it is not currently suspended, debarred, or otherwise excluded from federal or state procurement and non-procurement programs? (Vendor information available at sam.gov)

4) Does Bidder warrant that it does not knowingly and willfully employ persons who cannot legally work in this country; and that Bidder takes steps to verify that it does not hire persons who have entered our nation illegally or cannot legally work in the United States; and that any misrepresentation in this regard or any employment of such persons constitutes a material breach and will be cause for the imposition of monetary penalties up to five percent (5%) of the Contract price, per violation, and/or termination of the Contract?

5) Does the Bidder affirm and acknowledge that the State manages all vendor profiles and payment preferences exclusively through PaymentWorks, and that organizations selected for award must register or update their PaymentWorks account to avoid delays in contract awards and payments?

* Failure to answer, or answering “No” may be grounds for disqualification. Attach additional information on any subject where the Bidder responded “No” to a question above.

ATTESTATION AND SIGNATURE

This Submittal must be dated and signed by an officer or agent (“Representative”) duly authorized to execute contracts for the Bidder. By my signature I accept the terms, conditions and requirements contained in the solicitation, including, but not limited to, the State of Idaho Standard Contract Terms and Conditions, and the solicitation instructions in effect at the time this RFQ was issued, as incorporated by reference into this solicitation; as well as any special terms and conditions incorporated in the solicitation documents. As the undersigned, I certify I am authorized to sign and submit this response for the named Bidder. I further acknowledge I am responsible for reviewing and acknowledging any addendums that have been issued for this solicitation.

Printed Name of Representative Signature Date

SUBMITTAL FORM B

Bid Schedule

The Bidder must complete all information requested in this Submittal Form. This Submittal Form must be submitted with your Bid electronically through the Idaho eProcurement System (IPRO).

Postage charges are excluded from bidding and will be paid directly by IDPTV using a USPS bulk permit account.

Cost

Provide your cost for services in the COST PER UNIT column. Multiply COST PER UNIT X ESTIMATED # OF UNITS to calculate the TOTAL COST. Enter total in TOTAL COST and 1 YEAR TOTAL COST. This is the State’s best estimate of usage; there is no minimum or maximum guaranteed.

Your TOTAL COST must be fully burdened to include all costs associated with providing services in full compliance with the Scope of Work.

SERVICE UNIT OF MEASURE

(UOM)

COST PER UNIT ESTIMATED # OF UNITS TOTAL COST

Labeling & Mailing 20,000 Magazines Monthly

Month $ 12 $

1 YEAR TOTAL COST $

Company Name:

Company Address:

Contact Name/Phone:

Contact E-mail:

A price adjustment may be considered after the first twelve (12) months of the initial term of the Contract, and every twelve (12) months thereafter. If a price increase is requested, it will be the responsibility of the Contractor to notify DOP in wr...