RFQ JOM25-0001 for Open Market Quote for Services to Print and Outsource Jurors Mailings.pdf

Request for Quotations

Open-Market

Lowest Price, Technically Acceptable

Request Date: Tuesday, August 20, 2024

RFQ Number: JOM25-0001 – Services to Print and Outsource Juror Mailings

PRICING:

Open-Market

This solicitation is a request for quotations (RFQ) for Open-Market pricing. Quotes for this requirement must be submitted using an official company quote. The Court is seeking to award a firm fixed price contract to the vendor providing the Lowest Price, Technically Acceptable (LPTA) quote to provide services to print and outsource juror mailings.

All questions regarding this RFQ must be sent via email only to ernest_gambrill@dcd.uscourts.gov and juan_rivera@dcd.uscourts.gov by COB, on Wednesday, August 28, 2024, 4:00 PM. All questions received and responses will be sent to all vendors responding to this RFQ. Quotes in response to this requirement must be sent via email only to ernest_gambrill@dcd.uscourts.gov and juan_rivera@dcd.uscourts.gov by COB, on Monday, September 2, 2024, 12:00 PM.

Hand carried quotes must be delivered by the same time to:

E. Barrett Prettyman Courthouse

333 Constitution Ave., N.W., Suite 1724

Washington D.C., 20001

Attention: Ernest Gambrill and Juan Rivera.

Task Summary:

The United States District Court and Bankruptcy Courts for the District of Columbia is requesting a quote to provide printing and mailing services for Petit Jury Summons, Grand Jury Summons, Special Jury Summons, and Failure to Appear Letter and Summons for twelve months for the period of September 23, 2024, through September 22, 2025.

Services to include printing summons documents, FTA letter, Juror questionnaires, inserts, print on questionnaires, fold, and insert into No. 10 envelopes with the G-18 permit.

As part of the process the Intelligent Mail Barcode should be added to the addresses, a bar code for scanning, and do a zip code sort prior to mailing.

The U.S. District Court and Bankruptcy Courts for the District of Columbia will supply the vendor with a report which lists the names and addresses in alphabetical order to be used for accountability purposes.

The courts will be provided a report via an online Portal with the number of pieces of mail dropped to the U.S. Postal Service within 3 to 5 business days.

100% accountability is required for all pre-addressed materials.

A confidentiality statement must be signed and submitted to the U.S. District Court and

Bankruptcy Courts for the District of Columbia for security reasons.

Non-Disclosure of Information:

Neither the contractor nor any of its employees shall divulge nor release data or information obtained during performance of this contract. Proper control and handling must always be maintained to prevent any information or materials required to produce the products ordered under these specifications from falling into unauthorized hands.

Test Run:

A pilot mailing will be created for review by to ensure all scope of work requirements are achieved by the contractor for The United States District and Bankruptcy Courts for the District of Columbia.

CLIN NO. SUPPLIES OR SERVICES ESTIMATE OF QUANTITIES FIRM FIXED PRICE

PRINT: SUMMONS (PETIT) ON 24# WHITE

PAPER. DUPLEX FULL COLOR PRINT.

1,000 TO 3,000 PIECES

FOLD AND INSERT: SUMMONS INTO A

NUMBER 10 WINDOW ENVELOPE WITH

PERMIT NO. G-18.

1,000 TO 3,000 PIECES

0003 DELIVER TO USPS WITHIN 72 HOURS 1 TRIP $

0004 APPREND BARCODE VIA OCR. 1,000 TO 3,000 PIECES $

PRINT: FAILURE TO RESPOND NOTICE ON

YELLOW PAPER. SIMPLEX, WITH BLACK INK.

1,000 TO 2,000 PIECES

PRINT: SUMMONS (PETIT) ON 24# WHITE

PAPER. DUPLEX FULL COLOR PRINT.

1,000 TO 2,000 PIECES

0007 PROVIDED QUESTIONNAIRE - BLACK INK. 1,000 TO 2,000 PIECES

FOLD AND INSERT: FAILURE TO RESPOND

NOTICE, SUMMONS, AND QUESTIONNAIRE

WITH A BRE INTO A NUMBER 10 WINDOW

ENVELOPE WITH PERMIT NO. G-18.

1,000 TO 2,000 PIECES

0009 DELIVER TO USPS WITHIN 72 HOURS 1 TRIP $

0010 APPREND BARCODE VIA OCR. 1,000 TO 2,000 PIECES $

FIRST REGULAR PETIT SUMMONS MAILING

SECOND REGULAR PETIT SUMMONS FTA MAILING

PRINT: SUMMONS (SPECIAL) ON 24# WHITE

PAPER. DUPLEX FULL COLOR PRINT.

1,000 TO 3,000 PIECES

0012 PRINT: PRE-SCREEN FORM. 1,000 TO 3,000 PIECES $

PRINT: INSERT FOR INFORMATIONAL (SOME

MAILINGS MAY REQUIRE AN INSERT) –

BLACK INK.

1,000 TO 3,000 PIECES

FOLD AND INSERT: SUMMONS AND PRE-

SCREEN FORM INTO A NUMBER 10

WINDOW ENVELOPE WITH PERMIT NO. G-

18. (SOME MAILINGS MAY REQUIRE AN

INSERT, SO INSERT MAY NEED TO GO IN

NUMBER 10 ENVELOPE).

1,000 TO 3,000 PIECES

0015 DELIVER TO USPS WITHIN 72 HOURS 1 TRIP $

0016 APPREND BARCODE VIA OCR. 1,000 TO 3,000 PIECES $

PRINT: FAILURE TO RESPOND NOTICE ON

YELLOW PAPER. SIMPLEX, WITH BLACK INK.

1,000 TO 2,000 PIECES

PRINT: SUMMONS (SPECIAL) ON 24# WHITE

PAPER. DUPLEX FULL COLOR PRINT.

1,000 TO 2,000 PIECES

0019 PRINT: PRE-SCREEN FORM. 1,000 TO 2,000 PIECES $

0020 PROVIDED QUESTIONNAIRE - BLACK INK. 1,000 TO 2,000 PIECES

PRINT: INSERT FOR INFORMATIONAL (SOME

MAILINGS MAY REQUIRE AN INSERT) –

BLACK INK.

1,000 TO 2,000 PIECES

FOLD AND INSERT: SUMMONS AND PRE-

SCREEN FORM INTO A NUMBER 10

WINDOW ENVELOPE WITH PERMIT NO. G-

18. (SOME MAILINGS MAY REQUIRE AN

INSERT, SO INSERT MAY NEED TO GO IN

NUMBER 10 ENVELOPE).

1,000 TO 2,000 PIECES

0023 DELIVER TO USPS WITHIN 72 HOURS 1 TRIP $

0024 APPREND BARCODE VIA OCR. 1,000 TO 2,000 PIECES $

FIRST SPECIAL SUMMONS MAILING

SECOND SPECIAL SUMMONS FTA MAILING

PRINT: SUMMONS (GRAND) ON 24# WHITE

PAPER. DUPLEX FULL COLOR PRINT

1,000 TO 3,000 PIECES

PRINT: INSERT FOR INFORMATIONAL (SOME

MAILINGS MAY REQUIRE AN INSERT) –

BLACK INK.

1,000 TO 3,000 PIECES

FOLD AND INSERT: SUMMONS AND INSERT

INTO A NUMBER 10 WINDOW ENVELOPE

WITH PERMIT NO. G-18. (SOME MAILINGS

MAY REQUIRE AN INSERT, SO INSERT MAY

NEED TO GO IN NUMBER 10 ENVELOPE).

1,000 TO 3,000 PIECES

0028 DELIVER TO USPS WITHIN 72 HOURS 1 TRIP $

0029 APPREND BARCODE VIA OCR. 1,000 TO 3,000 PIECES $

PRINT: FAILURE TO RESPOND NOTICE ON

YELLOW PAPER. SIMPLEX, WITH BLACK INK.

1,000 TO 2,000 PIECES

PRINT: SUMMONS (GRAND) ON 24# WHITE

PAPER. DUPLEX FULL COLOR PRINT.

1,000 TO 2,000 PIECES

PRINT: INSERT FOR INFORMATIONAL (SOME

MAILINGS MAY REQUIRE AN INSERT) –

BLACK INK.

1,000 TO 2,000 PIECES

0033 PROVIDED QUESTIONNAIRE - BLACK INK. 1,000 TO 2,000 PIECES

FOLD AND INSERT: FAILURE TO RESPOND

NOTICE, SUMMONS, INSERT

(INFORMATIONAL), AND QUESTIONNAIRE

WITH A BRE INTO A NUMBER 10 WINDOW

ENVELOPE WITH PERMIT NO. G-18.

1,000 TO 2,000 PIECES

0035 DELIVER TO USPS WITHIN 72 HOURS 1 TRIP $

0036 APPREND BARCODE VIA OCR. 1,000 TO 2,000 PIECES $

FIRST GRAND JURY SUMMONS MAILING

SECOND GRAND JURY SUMMONS FTA MAILING

First Regular Petit Jurors Mailing Cost of Job

Cost for mailing of 1,300 pieces $

Cost for mailing of 1,600 pieces $

Cost for mailing of 2,200 pieces $

Cost for mailing of 2,800 pieces $

Cost for mailing of 3,000 pieces $

Second Regular Petit Jurors Mailing Cost of Job

Cost for mailing of 1,300 pieces $

Cost for mailing of 1,600 pieces $

Cost for mailing of 2,200 pieces $

Cost for mailing of 2,800 pieces $

Cost for mailing of 3,000 pieces $

First Special Jurors Mailing Cost of Job

Cost for mailing of 1,300 pieces $

Cost for mailing of 1,600 pieces $

Cost for mailing of 2,200 pieces $

Cost for mailing of 2,800 pieces $

Cost for mailing of 3,000 pieces $

Second Special Jurors Mailing Cost of Job

Cost for mailing of 1,300 pieces $

Cost for mailing of 1,600 pieces $

Cost for mailing of 2,200 pieces $

Cost for mailing of 2,800 pieces $

Cost for mailing of 3,000 pieces $

First Grand Jurors Mailing Cost of Job

Cost for mailing of 1,300 pieces $

Cost for mailing of 1,600 pieces $

Cost for mailing of 2,200 pieces $

Cost for mailing of 2,800 pieces $

Cost for mailing of 3,000 pieces $

Second Grand Jurors Mailing Cost of Job

Cost for mailing of 1,300 pieces $

Cost for mailing of 1,600 pieces $

Cost for mailing of 2,200 pieces $

Cost for mailing of 2,800 pieces $

Cost for mailing of 3,000 pieces $

Cost of Invoice per Mailing

Summary Overview

Basic overview of the mailings:

Regular Petit Summons, Special Jury Summons, and Grand Jury Summons mailed approximately 10 weeks in advance of the first reporting date.

Regular Petit Jurors:

Are on-call for two weeks. The first mailing would consist of a summons directing jurors to complete the questionnaire on-line. The second mailing (Approximately five weeks later) would consist of a Failure to Respond Notice, Summons, Questionnaire, and BRE.

Special Trials:

Can be requested at any time. The first mailing would consist of a summons, a Pre-Screening Form, and a BRE. The second mailing (Approximately five weeks later) would consist of a Failure to Respond Notice, Summons, Questionnaire, Pre-Screening Form, Informational Sheet, and BRE. Colored paper is used for summonses.

Grand Juries:

The first mailing would consist of a summons and an informational sheet. The second mailing (approximately five weeks later) would consist of a Failure to Respond Notice, Summons, Informational Sheet, Questionnaire, and BRE. Colored paper is used for summonses.

Additional Information/Responsibilities

1. The Court will provide juror information provided from these three source list agencies:

1. District of Columbia Motor Vehicle Administration

2. Department of Tax and Revenue

3. Voter Registration

Supplies:

1. Vendor will coordinate with the Jury Office Personnel the delivery of the questionnaires from the Administrative Office of the United States Courts (AO) to the vendor’s facility.

2. Vendor will communicate and resolve all issues pertaining to any IT functions with the Jury Administrator and/or assigned jury office staff and assigned Office of Information Technology (OIT) staff.

3. Provide all information pertaining to a secured portal, including any encryptions, to communicate between the Court and the Vendor.

4. Vendor will provide all material required, including paper (white and color), No. 10 window envelopes, No. 9 envelopes, etc.

Labor Description

First – Regular Petit Jury Summons Mailing:

Approximately estimate 1,000 – 3,200 pieces per mailing.

PRINT: SUMMONS (PETIT) ON 24# WHITE PAPER. DUPLEX FULL COLOR PRINT.

FOLD AND INSERT: SUMMONS INTO A NUMBER 10 WINDOW ENVELOPE WITH PERMIT

NO. G-18.

DELIVER TO USPS WITHIN 72 HOURS

APPREND BARCODE VIA OCR.

Second – Regular Petit FTA Letter, Jury Summons, Questionnaire, and Number 9 Envelope Mailing:

Approximately estimate 1,000 – 2,000 pieces per mailing.

PRINT: FAILURE TO RESPOND NOTICE ON YELLOW PAPER. SIMPLEX, WITH BLACK INK.

PRINT: SUMMONS (PETIT) ON 24# WHITE PAPER. DUPLEX FULL COLOR PRINT.

PROVIDED QUESTIONNAIRE – BLACK INK.

FOLD AND INSERT: FAILURE TO RESPOND NOTICE, SUMMONS, AND QUESTIONNAIRE

WITH A BRE INTO A NUMBER 10 WINDOW ENVELOPE WITH PERMIT NO. G-18.

DELIVER TO USPS WITH 72 HOURS.

APPREND BARCODE VIA OCR.

Postage:

Postage for number 10 envelopes will be managed through Federal G-18 Permit.

Postage documentation should be provided with invoices to track the amount applied per mailing.

*Upon completion of each order, the contractor must notify the Jury Administrator and Contracting Officer and/or Contracting Specialist*

First – Special Jury Summons and Pre-Screening Form Mailing:

Approximately estimate 1,000 – 3,200 pieces per mailing.

PRINT: SUMMONS (SPECIAL) ON 24# WHITE PAPER. DUPLEX FULL COLOR PRINT.

PRINT: PRE-SCREEN FORM.

PRINT: INSERT FOR INFORMATIONAL (SOME MAILINGS MAY REQUIRE AN INSERT) –

BLACK INK.

FOLD AND INSERT: SUMMONS AND PRE-SCREEN FORM INTO A NUMBER 10 WINDOW

ENVELOPE WITH PERMIT NO. G-18. (SOME MAILINGS MAY REQUIRE AN INSERT, SO

INSERT MAY NEED TO GO IN NUMBER 10 ENVELOPE).

DELIVER TO USPS WITHIN 72 HOURS

APPREND BARCODE VIA OCR.

Second – Special FTA Letter, Jury Summons, Questionnaire, Pre-Screening Form, and Number 9 Envelope Mailing:

Approximately estimate 1,000 – 2,000 pieces per mailing.

PRINT: FAILURE TO RESPOND NOTICE ON YELLOW PAPER. SIMPLEX, WITH BLACK INK.

PRINT: SUMMONS (SPECIAL) ON 24# WHITE PAPER. DUPLEX FULL COLOR PRINT.

PRINT: PRE-SCREENING FORM.

PROVIDED QUESTIONNAIRE – BLACK INK.

PRINT: INSERT FOR INFORMATIONAL (SOME MAILINGS MAY REQUIRE AN INSERT) –

BLACK INK.

FOLD AND INSERT: SUMMONS AND PRE-SCREEN FORM INTO A NUMBER 10 WINDOW

ENVELOPE WITH PERMIT NO. G-18. (SOME MAILINGS MAY REQUIRE AN INSERT, SO

INSERT MAY NEED TO GO IN NUMBER 10 ENVELOPE).

DELIVER TO USPS WITHIN 72 HOURS

APPREND BARCODE VIA OCR.

Postage:

Postage for number 10 envelopes will be managed through Federal G-18 Permit.

Postage documentation should be provided with invoices to track the amount applied per mailing.

First – Grand Jury Summons and Informational Sheet Mailing:

Approximately estimate 1,000 – 3,200 pieces per mailing.

PRINT: SUMMONS (GRAND) ON 24# WHITE PAPER. DUPLEX FULL COLOR PRINT

PRINT: INSERT FOR INFORMATIONAL (SOME MAILINGS MAY REQUIRE AN INSERT) –

BLACK INK.

FOLD AND INSERT: SUMMONS AND INSERT INTO A NUMBER 10 WINDOW ENVELOPE

WITH PERMIT NO. G-18. (SOME MAILINGS MAY REQUIRE AN INSERT, SO INSERT MAY

NEED TO GO IN NUMBER 10 ENVELOPE).

DELIVER TO USPS WITHIN 72 HOURS

APPREND BARCODE VIA OCR.

Second – Grand FTA Letter, Jury Summons, Questionnaire, Informational Sheet, and number 9 envelope Mailing:

Approximately estimate 1,000 – 2,000 pieces per mailing.

PRINT: FAILURE TO RESPOND NOTICE ON YELLOW PAPER. SIMPLEX, WITH BLACK INK.

PRINT: SUMMONS (GRAND) ON 24# WHITE PAPER. DUPLEX FULL COLOR PRINT.

PRINT: INSERT FOR INFORMATIONAL (SOME MAILINGS MAY REQUIRE AN INSERT) –

BLACK INK.

PROVIDED QUESTIONNAIRE – BLACK INK.

FOLD AND INSERT: FAILURE TO RESPOND NOTICE, SUMMONS, INSERT

(INFORMATIONAL), AND QUESTIONNAIRE WITH A BRE INTO A NUMBER 10 WINDOW

ENVELOPE WITH PERMIT NO. G-18.

DELIVER TO USPS WITHIN 72 HOURS

APPREND BARCODE VIA OCR.

Postage:

Postage for number 10 envelopes will be managed through Federal G-18 Permit.

Postage documentation should be provided with invoices to track the amount applied per mailing.

Vendor’s Name Vendor’s Phone Number/fax number/e-mail address

Vendor’s Street Address Vendor’s City, State, and Zip Code

Signature of Person Authorized to Sign Quote Date

Printed or Typed Name of Signator DUNS Number

Discount Terms or Net 30? Delivery Date (if other than stated ARO period)

CLAUSES & PROVISIONS

4. Clauses & Provisions Incorporated by Reference This Section incorporates the following clauses by reference (see Clause B-5, Clauses Incorporated by Reference, included in full text below for further information about clauses incorporated by reference):

Clause No. TITLE DATE

X B-1 Solicitation Provisions Incorporated by Reference SEP 2010 X 1-10 Gratuities or Gifts JAN 2010 X 1-15 Disclosure of Contractor Information to the Public AUG 2004 X 2-35 F.o.bo Destination, Within Judiciary Premises JAN 2003 X 2-55 Privacy or Security Safeguards JAN 2003 X 2-57 Protecting, Reporting, and Responding to Incidents Involving Sensitive

Information

MAR 2024

X 2-60 Stop-Work Order JAN 2010 X 2-65 Key Personnel APR 2013 X 2-75 Liquidated Damages JAN 2003 X 2-80 Judiciary Property JAN 2003

2-100 Brand Name or Equal APR 2013 X 2-140 Judiciary IT Security Standards APR 2013 X 3-3 Provisions, Clauses, Terms and Conditions – Small Purchases JUN 2014 X 3-15 Place of Performance JAN 2003 X 3-25 Protecting the Judiciary’s Interest When Subcontracting with

Contractors Debarred, Suspended, or Proposed for Debarment

MAR 2019

X 3-50 Cancellation, Rescission, and Recovery of Funds for Illegal or Improper Activity

JUN 2012

X 3-70 Determination of Responsibility JAN 2003 3-85 Explanation to Prospective Offerors AUG 2004 3-95 Preparation of Offers APR 2013

X 3-300 Registration in the System for Award Management (SAM) APR 2013 X 3-305 Payment by Electronic Funds Transfer – System for Award Management

(SAM) Registration

APR 2013

X 4-90 Limitation of Funds APR 2013 X 5-5 Non-disclosure (Professional Services) JAN 2003 X 5-10 Inspection of Professional Services SEP 2010

6-20 Insurance-Work On or Within a Judiciary Facility APR 2011 X 7-1 Contract Administration JAN 2003 X 7-15 Observance of Regulations/Standards of Conduct JAN 2003 X 7-20 Security Requirements APR 22013 X 7-25 Indemnification AUG 2004 X 7-30 Public Use of the Name of the Federal Judiciary JUN 2014 X 7-35 Disclosure or Use of Information APR 2013 X 7-40 Judiciary-Contractor Relationships JAN 2003 X 7-55 Contractor Use of Judiciary Networks JUN 2014 X 7-65 Protection of Judiciary Buildings, Equipment, and Vegetation APR 2013

X 7-95 Contractor Inspection Requirements JAN 2003 X 7-100A Limitation of Liability (Products) JAN 2003 X 7-100B Limitation of Liability (Services) X 7-125 Invoices APR 2011 X 7-130 Interest (Prompt Payment) JAN 2003 X 7-135 Payments APR 2013

7-140 Discounts for Prompt Payment JAN 2003 X 7-150 Extras JAN 2003 X 7-210 Payment for Emergency Closures APR 2013 X 7-235 Disputes JAN 2003

(end)

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.

Point of contact listed below:

Procurement and Facilities Administrator, Ernest Gambrill III:

Email: ernest_gambrill@dcd.uscourts.gov

Procurement and Facilities Specialist, Juan Rivera:

Work number (202) 354-3018.

Email: juan_rivera@dcd.uscourts.gov

All questions regarding this RFQ must be sent via email only to ernest_gambrill@dcd.uscourts.gov and juan_rivera@dcd.uscourts.gov by COB, on Wednesday, August 28, 2024, 4:00 PM. All questions received and responses will be sent to all vendors responding to this RFQ. Quotes in response to this requirement must be sent via email only to ernest_gambrill@dcd.uscourts.gov and juan_rivera@dcd.uscourts.gov by COB, on Monday, September 2, 2024, 12:00 PM.

Hand carried quotes must be delivered by the same time to: E. Barrett Prettyman Courthouse

333 Constitution Ave., N.W., Suite 1724

Washington D.C., 20001

Attention: Ernest Gambrill and Juan Rivera.

Evaluation Factors for Award:

Lowest Price, Technically Acceptable