Updated Questions and Answers
80 KB Posted
- Attached to
- DOAS Benefit Checks and 1099 Printing
- Solicitation number
- 40300-DAS0000090
- Issued by
- Georgia
About this file
This is an Updated Questions and Answers document related to an electronic Request for Quote (eRFQ) issued by the Georgia Department of Administration Services (DOAS) for printing services. The RFQ seeks to establish a contract with a single qualified supplier to provide printing services for Benefit Checks and 1099s. The closing date for submissions was extended to Monday, March 31, 2014 at 2:00 pm, pursuant to Addendum 01, which also included updates to DOAS Printing Specifications in Attachment B. Prospective suppliers must demonstrate a minimum of three years' experience in printing checks and 1099s in accordance with financial industry and government standards. Technical support for procurement questions is available through the Department of Administrative Services Procurement Help Desk at 404-657-6000 or procurementhelp@doas.ga.gov.
The document serves as a resource for bidders seeking clarification on RFQ requirements and specifications. No specific pricing terms, set-asides, or contract term details are provided in this questions and answers file. Additional information regarding pricing, funding sources, and contract duration can be found in the primary RFQ documents and associated attachments, including the updated DOAS Printing Specifications referenced in Addendum 01.
Text of this file
Offeror Questions & Answers Updated 03/21/2014 (Changes highlighted in yellow) RFP Number: 40300-DAS0000090
RFP Title: DOAS Benefit Checks and 1099 Printing
| Requesting State Entity: Georgia Department of Administrative Services |
| Date: March 11, 2014 |
| Issuing Officer: Janet Pytelewski |
| RFP Initially Posted to Internet: See GPR |
| eMail Address: janet.pytelewski@doas.ga.gov |
| Telephone: 404-656-5361 |
The purpose of this document is to receive and provide answers to Offeror questions.
Note: This document is intended for informational purposes only. Any changes to the RFP must occur through a published addendum (or through publication of a new version of the RFP in Team Georgia Marketplace). If multiple Q & A documents are posted, the most recent Q & A shall govern in the event of a conflict.
QUESTIONS AND ANSWERS
| Referenced RFP/Question # |
| Questions |
| Answers |
Q#1
RFP Attachments
| Where can I find a copy of Attachment H? |
| You can locate Attachment H of the RFQ by accessing the event posting on the Georgia Procurement Registry at http://ssl.doas.state.ga.us/PRSapp/PublicBidNotice?bid_op=144030040300-DAS0000090 and then clicking on “View Attachments” under the Document section. |
Q#2
RFP Attachment A For how long will be the contract?
The initial term of the contract(s) is for one (1) calendar year(s) from the execution date of the contract(s). The State Entity shall have four (4) one (1) year option(s) to renew, which options shall be exercisable at the sole discretion of the State Entity.
Q#1
Current Environment What is the total annual usage for benefit checks? How many releases per year?
If possible, DOAS would like more clarity on the term “releases “.
Currently, DOAS prints batches of checks every day Monday through Friday, with two batches on Friday.
DAILY / ANNUAL QUANTITIES:
Approximately (average 412 packages per day x 250 business days) annually = 103,000 approximate annual quantity
Q#2
Current Environment What is the total usage of 1099's per year? Obviously only one time per year in January?
Approximately 3,000 1099 tax forms are issued each January.
Q#3
RFQ Specifications I need check size and item stock number? Is this a pressure seal 8.5" x 11" or 8.5" x 14" ?
DOAS is not requiring Offerors to submit a bid based on a specific manufacturer’s product/stock number. We are currently using Moore Wallace Pressure Seal Z-Fold #8610033521 paper stock.
A Bank(s) standard and Legally Negotiable check that can be on the paper sizes is requested in the RFQ – More specifically, we are requesting a quote for 8.5” X 11”. Please see updated Attachment B (DOAS Printing Specifications) of the RFQ for additional details and Attachment C1/C2 for the Check Images provided in the RFQ. The iVOS PDF image is created to fit on an 8.5” by 11” sheet.
Q#4
I need the 1099 size and stock number? If this not a pressure seal product, I will need information and specifications on the envelope?
DOAS is not requiring Offerors to submit a bid based on a specific manufacturer’s product/stock number. We are attempting to secure this information.
DOAS will not be using envelopes for mailing 1099 tax forms.
The current 1099 size used by DOAS is 8.5” X 11” and the desired form is a pressure seal Z form. Please see attached specifications (Attachment B) for additional details.
Q#5
Can you tell me if you utilize the IBM print shop to process your pressure sealed forms?
DOAS currently uses the State’s Print Shop (located at the State’s data center) to print benefit checks and 1099s. The current process involves exporting a printer-control file which must be sent from DOAS to the State’s mainframe and then to the Print Shop to be printed on high-volume Xerox printers.
Q#6
Are you just stuffing 1099's into the window envelopes?
No, currently DOAS does not send 1099 tax forms using a window envelope.
Q#7
- Is the diagram in the bid specs your current process or requested process?
The diagram is the process going forward (i.e., future environment).
Q#8
Current Environment
| Does DOAS currently send out it checks using a Pressure Seal Z Fold? If so, besides the checks, is there anything else that will be stuffed into an envelope? |
| Yes, we currently send out Z-Fold checks. Other than checks and Explanation of Benefits information, we do not anticipate stuffing any other forms/printed material into the envelopes. |
Q#9
Have previous vendors run into any issues with using a PDF for mail listing? Normally an excel sheet is sent out.
The IBM Print Shop does not have any current problems with accepting a PDF document. In our current process there is no mail merge involving Excel spreadsheets.
Q#10
Future Environment
| Would DOAS keep mailing address embedded in PDF or can DOAS send via an Excel File? This will make a difference from a cost perspective. |
| The mailing addresses will appear on the PDF image files that are sent to the printer. DOAS will not be sending a separate Excel spreadsheet containing mailing addresses. |
Q#11
Future Environment
| Are there any other forms that the vendor would be printing aside from the 1099 and pressure seal pieces? |
| Not at this time |
Q#12
Future Environment
| If there are other forms that would be stuffed into the envelopes with the 1099, would it be items that are already printed and sent to the vendor to be included with the 1099s? |
| No other forms/printed materials will be stuffed into the envelopes with the 1099. |
Q#13
Future Environment If other forms need to be printed, will you send out an addendum?
Yes, if DOAS included other forms, an addendum would be issued.
Q#14
If there are other forms to go along with the 1099 that are not in the bid, and are shipped over to the vendor for envelope stuffing; who has liability for those preprinted items and at which points?
No other forms/printed material will be included with the 1099 tax form mailing.
Q#15
Future Environment
| - If no other forms are accompanying the 1099 aside from the pressure seal check, would you just want the tax form to be pressure seal as well? |
| Yes, DOAS wants the 1099 tax form to be a Pressure Seal Z Form, as currently stated in Attachment B, DOAS Printing Specifications. |
Q#16
Will the mailing list of names be sent all at once, or per each run?
All details required for the document including payee, mailing address, and check or 1099 information will be sent with each check run.
Q#17
Are the mailing list scrubbed and NCOA (USPS’s National Change of Address db) checked?
DOAS does not perform an NCOA check. Returned mail is handled by Risk Management Services.
Q#18
Future Environment
| Would DOAS consider using an 8.5” by 14” pressure Z fold to eliminate any rollover to another page/check? |
| At this time, DOAS will not consider using an 8.5” by 14” Pressure Seal Z-Fold. You will need to quote an 8.5” by 11” Pressure Seal Z-Fold form. |
Q#19
Can we see the current prices?
Current paper stock prices are not readily available.
Q#20 General Question If we submit the bid online, where do I need to upload attachment G?
Required RFQ Attachments (D, E, F, G and H) need to be uploaded in Team Georgia Marketplace - https://saofn.state.ga.us/psp/sao/SUPPLIER/ERP/h/?tab=DEFAULT . If you are not currently doing business with the State of Georgia, please register in Team Georgia Marketplace as a Sourcing Bidder. If you have contract exceptions, please upload Attachment J also.
If you are experiencing problems with uploading the required documents or accessing Team Georgia Marketplace, please contact the DOAS Technical Help Desk at 404-657-6000.
Q#21 Future Environment
| It sounds like they are using now pressure seal for the checks, why should they change to stuffed envelopes? |
| DOAS is looking at several alternatives in order to determine the most cost efficient option. |
40300-DAS0000090
Other files
| File | Type | Posted |
|---|---|---|
| RFX Cancellation Notice | — |
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