USDC13_MAILINGSERVICES_F_0912.docx

REQUEST FOR PROPOSAL

CREATION OF JURY WHEELS

and

MAILING SERVICES

Central District of California

RFP: USDC13_MAILINGSERVICES

Shelly Root Contracting Officer United States District Court Central District of California 312 North Spring Street Procurement Department Suite 523 Los Angeles, CA 90012

Open Market Request for Proposal (RFP) Best Value

To: Prospective Contractors

Re: Juror Mailing Services for the United States District Court, Central District of California

The United States District Court, Central District of California, requests proposals for Juror Mailing Services in accordance with the attached Statement of Work. The solicitation number is USDC13_MAILINGSERVICES. Please see attached for the following additional information: Instructions for completion of proposal package, Statement of Work, and applicable terms and conditions. Proposals are due Monday, October 14, 2013 by 2:00 PM Pacific Daylight Time (PDT).

A fixed price requirements contract will be awarded from the RFP based upon a determination of which offer provides the best value to CACD.

Proposals shall be sent via email to: shelly_root@cacd.uscourts.gov, or by courier, or hand delivered to:

United States District Court Central District of California 312 North Spring Street Procurement Department Suite 523 Los Angeles, CA 90012

Submit proposal in accordance with the instructions in Section L of the solicitation. Proposals and questions concerning this RFP should be addressed in writing to Shelly Root, Contracting Officer.

Questions Due: Thursday, September 26, 2013 by 2:00 PM PDT Proposals Due: Monday, October 14, 2013 by 2:00 PM PDT

Sincerely, Shelly Root

Contracting Officer United States District Court, Central District of California Part 1 – THE SCHEDULE - Section A Solicitation/Contract Form

[END OF SECTION A]

Section B Products or Services and Prices/Costs

The United States District Court, Central District of California; hereinafter referred to as “CACD”, seeks a contractor to provide state-of-the-art bi-monthly mailing services for both petit and grand juror summonses, reminder letters with questionnaires, and other jury documents. Bi-monthly is defined as twice per month. The work also includes creating three master jury wheels using both Registrar of Voters (ROV) and California Department of Motor Vehicle (DMV) source lists. The DMV source list is composed of licensed drivers and identification cardholders.

For proposal purposes, the following general information is provided:

· Average number of summonses mailed per calendar year: 400,000

· Mailings may consist of the following:

· Jury summons

· Postcards

· Reminder letters, with return envelopes, and questionnaires

· Return envelopes

The quantities cited in pricing tables are only estimates and the contractor shall not interpret the estimates as definitive numbers. The actual quantities ordered will depend on the required volume of jury trials and jurors needed by CACD.

Table A: Base Period

BASE YEAR

Begins Upon Date of Contract Award – September 30, 2014

A, Summons B. Postcard C. Reminder Letter, with return envelope, and questionnaire D. Follow Up Letter

(C. Reminder Letters with return envelopes, and questionnaires D. Follow Up Letters are separate individual mailings)

TOTAL PRICE FOR BASE YEAR

Table A.1 Contingency Tasks Base Year

BASE YEAR CONTINENCY TASKS

Begins Upon Date of Contract Award – September 30, 2014

Mailings per Division Mailings per Division (Grand Jury)

TOTAL PRICE FOR BASE YEAR CONTINGENC Y TASKS

Table B: Option Year 1 Option Year(s) are not automatically renewed. Option year(s) are not guaranteed and award is based on each year’s funding and contractor’s performance.

OPTION YEAR 1

October 01, 2014 – September 30, 2015

A, Summons B. Postcard C. Reminder Letter, with return envelope, and questionnaire D. Follow Up Letter

(C. Reminder Letters with return envelopes, and questionnaires

TOTAL PRICE FOR OPTION YEAR 1

Table B.1 Contingency Tasks Option Year 1

OPTION YEAR 1

October 01, 2014 – September 30, 2015

Mailings per Division

TOTAL PRICE FOR OPTION YEAR 1 CONTINGENC Y TASKS

Table C: Option Year 2

Option Year(s) are not automatically renewed. Option year(s) are not guaranteed and award is based on each year’s funding and contractor’s performance.

OPTION YEAR 2

October 01, 2015 – September 30, 2016

A, Summons B. Postcard C. Reminder Letter, with return envelope, and questionnaire D. Follow Up Letter

(C. Reminder Letters, with return envelopes, and questionnaires

TOTAL PRICE FOR OPTION YEAR 2

Table C.1 Contingency Tasks Option Year 2

OPTION YEAR 2

October 01, 2015 – September 30, 2016

Mailings per Division

TOTAL PRICE FOR OPTION YEAR 2 CONTINGENC Y TASKS

Table D: Option Year 3

Option Year(s) are not automatically renewed. Option year(s) are not guaranteed and award is based on each year’s funding and contractor’s performance.

OPTION YEAR 3

October 01, 2016 – September 30, 2017

A, Summons B. Postcard C. Reminder Letter, with return envelope, and questionnaire D. Follow Up Letter

TOTAL PRICE FOR OPTION YEAR 3

Table D.1 Contingency Tasks Option Year 3

OPTION YEAR 3

October 01, 2016 – September 30, 2017

Mailings per Division

TOTAL PRICE FOR OPTION YEAR 3 CONTINGENC Y TASKS

Table E: Option Year 4

Option Year(s) are not automatically renewed. Option year(s) are not guaranteed and award is based on each year’s funding and contractor’s performance.

OPTION YEAR 4

October 01, 2017 – September 30, 2018

A, Summons B. Postcard C. Reminder Letter, with return envelope, and questionnaire D. Follow Up Letter

TOTAL PRICE FOR OPTION YEAR 4

Table E.1 Contingency Tasks Option Year 4

OPTION YEAR 4

October 01, 2017 – September 30, 2018

Mailings per Division

TOTAL PRICE FOR OPTION YEAR 4 CONTINGENC Y TASKS

Total price for the Base Year and all four Option Years: ___________________________

Total price for the Base Year and all four Option Years including contingency tasks: ______________________________

[END OF SECTION B]

Section C Description/Specifications/Statement of Work (SOW)

CACD serves over 18 million people in southern and central California, making it the largest federal judicial district by population. CACD is divided into three divisions, with jurisdiction over seven counties; Riverside, San Bernardino, Los Angeles, San Luis Obispo, Santa Barbara, Ventura, and Orange. Riverside and San Bernardino Counties constitute the Eastern Division; Los Angeles, San Luis Obispo, Santa Barbara, and Ventura Counties constitute the Western Division; and Orange County constitutes the Southern Division.

The contractor shall plan, schedule, coordinate and assure effective performance of all services described herein. The contractor is required to:

1) Merge source files and purge duplicate records;

2) Create three jury wheels annually from source lists per CACD requirements;

3) Confirm and update addresses through USPS NCOA;

4) Provide a secure process for mailing the juror packets, which include summonses, reminder postcards, reminder letters (with questionnaires), return envelopes, follow-up letters, (mailing services include printing, sorting, collating, folding, and inserting; and

5) Transport and deliver mailings to USPS. CACD will provide forms, template forms and envelopes to the contractor.

CACD expects the highest level of professionalism from the contractor including performance, security and conduct.

Project Management: The contractor shall manage the total work effort associated with the services required herein to fully assure timely execution of the requirements. Project Management is full range of duties including, but not limited to, planning and scheduling.

Workforce: The contractor shall maintain a sufficient workforce, or the ability to retain a sufficient workforce, to complete the required services within the time specified herein. The contactor shall demonstrate in their proposal the current workforce available to provide the required services, or the ability to retain a sufficient workforce to provide the required services.

Upon award of a contract, CACD will schedule a kick-off meeting with the contractor.

C.1 Creation of Jury Wheels

C.1.a CACD consists of seven counties divided into three divisions. The divisional offices are located in Los Angeles County, Orange County and Riverside County; referred to as Western, Southern and Eastern Divisions, respectively. The Master Wheels are currently comprised of names and addresses from both the Registrar of Voters (ROV) and California Department of Motor Vehicle (DMV) source lists. The DMV source list is composed of licensed drivers and identification cardholders. The master wheels for each division are comprised of the following counties:

Ventura

San Bernardino

Santa Barbara

San Luis Obispo

C.1.b The contractor and any subcontractor who will have access to juror information shall indemnify CACD for damages caused by their failure to keep juror information confidential. The contractor and subcontractor(s) shall have a secure facility to ensure the confidentiality of jury identity and information.

C.1.c The contractor and subcontractor(s) shall sign a confidentiality agreement ensuring they will not sell, rent or divulge any information from the source lists. Authorization for release of this information must be approved in advance by the Clerk of Court.

C.1.d The contractor shall receive eight (8) source lists corresponding to the ROV’s of the seven counties and to the DMV. The DMV source list, composed of licensed drivers and identification cardholders, will contain records spanning the seven counties. Each source list will be set in different formats (Excel, csv, etc.).

C.1.e The contractor shall create Master Jury Wheels by performing merging and purging processes on the source lists. For example, the Southern Division wheel is to be created by combining the records from the Orange County ROV list and the records in the DMV list specific to Orange County. The combined list is then purged of duplicate and unqualifiable records.

C.1.e.1 CACD’s COR will provide the purge criteria. For example, people on the DMV source list 17-years-old and under, and deceased individuals will be purged from Master Jury Wheels.

C.1.f The contractor shall select a predetermined number of names in random from each of the source lists. The contractor’s selection process shall meet the National Institute of Standards and Technology (NIST) certification. The contractor’s process shall ensure that the mathematical odds of any single name being picked are substantially equal. The contractor shall participate in the defense of the algorithm in court in the event of a challenge to the random selection process at no additional cost to CACD.

C.1.g CACD’s COR will provide the predetermined number and proportion of names. This number will vary by division and county.

C.1.h The contractor shall comply with the Jury Selection and Service Act of 1968, (28 U.S.C. 1861, et seq.), and the CACD’s “Jury Plan” (which can be found at CACD’s website http://www.cacd.uscourts.gov/), which authorizes the use of electronic processing methods for the selection and recording of names for the master jury wheel(s), and for summonsing jurors. The contractor shall provide a delimited report of those selected to be available in alphabetical sequence in the format described below:

123 – 125 County code (1 = Los Angeles;

2 = Orange;

3 = Riverside;

4 = San Bernardino;

5 = San Luis Obispo;

6 = Santa Barbara;

7 = Ventura)

C.1.i CACD’s COR will provide the source lists to the contractor. The contractor shall submit the completed jury wheels for the ensuing year no later than two calendar weeks after the date upon which the source lists are made available to the contractor.

C.1.j The Contractor shall provide CACD’ COR with the number of names in each jury wheel and a breakdown of the number from each source list in Secure File-Transfer Protocol (SFTP) format. The contractor shall provide this information with the jury wheels, which is no later than two calendar weeks after the date upon which the courts lists are made available to the contractor.

C.1.k Certification of Work Following the creation of each jury wheel, the contractor shall execute a certification, under penalty of perjury, that all work performed has been completed pursuant to all instructions provided by CACD. Contractor’s certification shall be considered as juror selection records as defined in Section 3 of the Jury Plan, and made available to the public pursuant to Section 12 of the Jury Plan.

C.2 Juror Packets

C.2.a Each prospective juror first will receive a summons, and second will receive a postcard. If the juror does not respond to the first summons, a second summons, including a questionnaire and return envelope, will be mailed to the juror. The second summons includes a questionnaire and is different than the first summons.

C.2.b The contractor shall print, collate, fold, insert, and mail juror packets within 72 hours of receipt of request. This requirement pertains to both petit and grand jurors. The summonses are unique per division and will differ between petit jurors, grand jurors, and jurors called for long-term trials.

C.2.c Upon notification from CACD’s COR, the contractor shall prepare and mail other “special” juror packets within 48 hours of receipt of request, the packets may include special screening letters and case specific/special questionnaires with return envelopes (contingency task).

C.2.d The contractor shall conduct the NCOA database run once upon completion of the merge and purge of source lists. CACD’s COR may request quarterly runs of the jury wheels (contingency task).

C.2.e The contractor shall ensure that a prospective juror’s change of address is within CACD’s jurisdiction, shall record the change of address on the juror’s record, and ensure that he/she is mailed a juror packet.

C.2.f The contractor shall provide email/report confirmation of all juror mailings: summonses, postcards, screening letters, and reminder letters with questionnaires. The contractor’s email/report shall include the following information for each mailing: division, item mailed (summons, postcard, etc.), quantity mailed, report date, and report time. If CACD’s COR requests the contractor to run the juror pool through the NCOA database (contingency task), the email/report confirmation shall also include the number of jurors who were not mailed an item (summons, postcard, etc.), because they were no longer in CACD’s jurisdiction.

C.2.g For the mailing of summonses, the contractor shall also provide an affidavit of service as required by 28 U.S.C. § 1866(b) and the CACD’s Jury Plan. Contractor’s affidavit shall include the number of jurors initially drawn and the number of actual summonses, questionnaires if included, personal data forms if included, and special packets if included, that are mailed with specific date and time for each juror in the pool, and shall be made under penalty of perjury.

C.2.h CACD’s current process involves mailing a summons (no questionnaire) directing the prospective juror to access and complete the qualification questionnaire online. In the event a juror does not have access to a computer, the juror is instructed to call a specific telephone number and request the qualification questionnaire be sent by regular US mail. CACD will mail a “reminder postcard” to non-responsive jurors after 10 days. If a juror fails to respond in two weeks of their report date, a reminder letter with qualification questionnaire will be mailed to their home address. The contractor shall (1) mail the reminder postcard, and, if necessary, (2) mail the reminder letter, qualification questionnaire, with a return envelope, to those prospective jurors who fail to respond within two weeks of their report date.

C.3 Confirmation of Notification

C.3.a Absent receipt of a delivery failure notification, all outgoing electronic mail notifications from CACD’s COR to contractor will be considered “delivered” as of the date and time CACD‘s COR sent the electronic mail notification. Electronic notification is defined as one hour following delivery of the electronic mail, i.e. one hour following the date and time CACD sent the electronic mail, as recorded by CACD’s electronic mail system. A confirmation message in response is preferred, but in the absence of such response will not affect the date and time of the electronic notification. As noted above, contractor shall complete the ordered mailing within 72 hours of the electronic notification.

C.4 Data Retrieval

C.4.a Contractor shall retrieve the needed mailing data (i.e. juror name and mailing address) via Internet access from CACD-owned server. CACD can provide this data in the following formats: TEXT (.txt) or Comma-Separated Value (csv).

C.4.b Contractor shall elect one of the following two data retrieval or upload (transaction) options: Secure File-Transfer Protocol (SFTP) or Web Service.

C.4.b.1 If the SFTP option is elected, CACD will forward or retrieve data to a SFTP CACD-owned server. The contractor shall retrieve or upload data through this server via SFTP connection to prevent outside interception. CACD will provide contractor with credentials to log onto the server.

C.4.b.2 If the Web Service option is elected, CACD will upload or retrieve data through a web service owned by the contractor. A secure-socket layer (SSL) connection would be established by CACD to perform transactions. Contractor shall provide CACD with credentials to transact through Web Service.

C.4.c The mailing data will remain encrypted. CACD will provide the contractor with necessary passwords to unencrypt the mailing data. Note: The mailing address provides only a five-digit zip code.

C.4.d Contractor shall standardize the address line and add the Zip+4 ® extension and 11-digit bar code to all records to ensure that addresses are compliant with USPS regulations and eligible for the highest discount rate possible. Contractor shall update address linens and zip code extensions when contractor uses the NCOA database for validation.

C.5 Data Merging

C.5.a CACD’s COR will provide contractor with the text and variable fields of data for the shell documents of both petit and the grand jury summons, special screening letter, special questionnaire, postcard, reminder letter with questionnaire, and may include follow-up letters. There is one set of each of these documents per division. The variable data will consist of dates provided by CACD’s COR and the remainder of the data will come from data files containing participant numbers, names and addresses of jurors being summoned. Once the variable data has been entered, the contractor shall merge the data files into the respective documents to complete the process. The reminder letters (one per division) also contain variable data, and CACD‘s COR will provide these letters electronically to the contractor. CACD’s COR will provide the reminder letters in a Microsoft Word document. Contractor may, at its discretion, make reminder letters in variable merge documents and CACD will provide that variable data.

C.6 Proofs

C.6.a Contractor shall provide CACD with one proof for each. Contractor shall format proofs, defined as data, in Microsoft Word format. Contractor shall encrypt the proofs and make them available to CACD by utilizing one of the data retrieval options (see “Data Retrieval” section). Contractor shall notify CACD’s COR via email when the proofs are available for review and approval. CACD’s COR will notify the contractor via email once the proofs are approved for printing and mailing within two business hours of the receipt of proofs. Contractor shall not proceed with any mailings until CACD approval of proofs is received by the contractor.

C.7 Printing

C.7.a Contractor shall print the jurors’ names and relevant information on CACD-provided forms (petit summons, grand jury summons, special screening letter, special screening questionnaire, postcard, and reminder letter with questionnaire. Note: each division has its own set of forms). As previously noted, notification of each mailing is provided six weeks prior to the report date. Reminder letters with questionnaires are mailed at least two weeks before the report date.

C.8 Collating Petit and Grand Jury Letters and Summonses

C.8.a Contractor shall collate the properly printed juror summons and screening letters for each division. Reminder letters and questionnaires are collated. CONTRACTOR SHALL ENSURE THIS PROCESS IS ENTIRELY AUTOMATED.

C.9 Folding

C.9.a For each division, contractor shall tri-fold both petit and grand jury summonses, reminder letters with questionnaires, deferral summonses, and screening letters. Contractor shall ensure document tri-folds are exact as return envelopes are run through an envelope slicer and then questionnaires are run through a scanner for automated data entry. If tri-folds are not exact, the subsequent receipt processes by CACD personnel must be completed manually. CONTRACTOR SHALL ENSURE THIS PROCESS IS ENTIRELY AUTOMATED.

C.10 Collating with Envelopes/Mailing Materials

C.10.a For each division, contractor shall both tri-fold and collate a reminder letter and questionnaire then insert these two items and a #9 return envelope into a #10 window envelope. This process includes prospective jurors who failed to respond online when called for petit, grand, or special long-term trials. CONTRACTOR SHALL ENSURE THIS PROCESS IS ENTIRELY AUTOMATED.

C.11 Conducting Quality Assurance

C.11.a Contractor shall conduct quality assurance throughout the process. These include verifying the reminder letter juror name and address match the juror name and address on the questionnaire, verifying a return envelope is included, and that the juror name and address can be seen in the window envelope.

C.12 Sealing the #10 Envelope

C.12.a Upon verification of mailing contents, contractor shall seal the #10 window envelope for mailing.

C.13 Sorting and Completing Mail Preparation

C.13.a Contractor shall complete any final sorting required for mail preparation. To receive special pricing, contractor shall sort mail by zip code.

C.14 Metering Mail

C.14.a. The minimum quantity to mail pre-sorted first class is 500 pieces. CACD receives the applicable USPS bulk postage rate for 500 like pieces of mail sent at the same time. CACD is not responsible for bulk rate mailing costs. The contractor shall provide mailing services in accordance with standard commercial practices and all USPS regulations

C.14.b The contractor shall complete a USPS Form PS3615 for bulk rate postage. An authorization memo from the AO and completed PS3615 is required by the USPS for this service. CACD will provide copies of the memo and PS3615 to the contractor.

C.14.c The contractor shall complete and provide monthly to CACD’S COR, USPS Form 3600-EZ, which is a statement of the number of pieces and cost provided by the USPS for each juror mailing packet.

C.14.d The bulk of the mailing will be completed through the permit mail process. In the event a piece of mail needs to be metered, contractor shall provide any required postage in advance and invoice CACD for the postage costs. Contractor shall invoice additional postage costs as a separate line item on the contractor’s invoice.

C.15 Mailing Transaction Report

C.15.a At the completion of each mailing, contractor shall forward the mailing transaction receipt from the USPS: USPS Postage Statement – First Class mail-Easy Nonautomation Letters, Cards or Flats, PS Form 3600-EZ, to CACD’s COR along with a total count of mailed envelopes using first class postage.

C.16 National Change of Address (NCOA)

C.16.a Contractor shall run the newly-created master wheel of the CACD against the NCOA database once to ensure that the wheel contains the most up-to-date addresses. Contractor shall complete this step prior to the contractor surrendering the newly-created master wheel to CACD.

C.16.b Contingency Task: Upon request of CACD, contractor shall provide additional NCOA runs (up to four additional NCOA runs; one NCOA run per quarter) of the three jury wheels.

C.17 Maintaining Security and Confidentiality

C.17.a Contractor shall hold all information provided to contractor in strict confidence. Contractor shall not release or use any information for any other purpose except for the purpose herein stated. Upon award, contractor shall sign a confidentiality agreement. Additionally, contractor shall securely store all supplies provided by UDSC to contractor. Contractor shall allow access to this secure storage area to authorized contractor and CACD personnel. Contractor use of any information provided for any purpose other than for performance of awarded contract may constitute grounds for termination of the contract.

C.18 Inventory of Envelopes and Forms

C.18.a CACD will provide the contractor with a one year supply of forms (and a list of the form’s unique identification number) and envelopes. When the supply of any form reaches 20,000, the contractor will restock the supply by identifying the form by its unique form number and the quantity that is needed. Contractor shall also keep a running inventory to ensure orders are placed in a timely manner. CACD will provide a one year supply upon contract award.

C.18.b Contractor shall provide 60 days’ notification to CACD’s COR of the need to reorder supplies of envelopes and forms; notification is critical. Mailings may be delayed two to six weeks if the contractor exhausts its supply of envelopes or forms and CACD may incur additional costs for expedited delivery of new envelopes and forms. Contractor shall be held liable for any such increased costs incurred by CACD which result from untimely notice to reorder and provide new supplies of envelopes and forms.

C.19 Acceptable Quality Level Requirements

C.19.a CACD expects the highest level of accuracy for the work performed under this contract. Due to the confidential nature of CACD and personal juror information, it is imperative contractor complete these services error-free as mailings are consequential. In addition to privacy concerns associated with an individual whose mailing materials may be received by someone else, CACD is sensitive to perceptions of competency by its prospective jurors. Any sort of error, particularly frequent errors, could compromise the confidence of attorneys and litigants in the jury selection process. This could ultimately lead to a challenge and jeopardize the outcome of a federal court trial.

C.19.b As a result, CACD’s acceptable quality level is an error rate of three percent or less for juror packets, and no more than four errors included in the proofs, within a one-year period. For any month in which the stated error rate is exceeded, CACD may reduce the invoiced amount by 10%.

C.19.c Additional quality level requirements include:

C.19.c.1 Contractor shall run the newly-created master wheels against NCOA database once.

C.19.c.2 Upon notification from CACD’s COR, contractor shall complete 100% of juror mailings within 72 hours.

C.20 Supplies and Materials

C.20.a CACD will provide contractor with the following information or provide access to the following information:

C.20.a.1 Data files will contain all pertinent information (i.e., jurors’ names, mailing addresses, report address, and on-call period, etc.), and will be available via Internet access in one of the following formats: Text (.txt) or Comma-Separated Value (.csv). Note: The mailing addresses will only include a five-digit zip code.

C.20.a.2 If the contractor elects the SFTP option, CACD‘s COR will forward data to a CACD-owned SFTP server. The contractor shall retrieve or upload data through the server via SFTP connection to prevent outside interception. CACD’s COR will provide contractor with credentials to log onto the server.

C.20.a.3 If the contractor elects the web service option, CACD’s COR will upload or retrieve data through a web service owned by the contractor. A secure-socket layer (SSL) connection would be established by CACD to perform transactions. Contractor shall provide CACD’s COR with credentials to transact through web service.

C.20.b CACD will also provide contractor the following information or provide access to the following information:

C.20.b.1 Data files with jurors’ names, mailing addresses, and other pertinent information will be available via SFTP access in one of the following formats: .txt or .csv. Note: mailing addresses will only include a five-digit zip code. CACD’s COR will provide contractor with a password to logon to a secured server to download the data. CACD’s COR will provide the contractor an electronic version of reminder letter in a Microsoft Word document.

C.20.c Contractor shall provide:

C.20.c.1 Copy paper for all template documents, C.20.c.2 Software and/or hardware necessary to access the Internet and/or retrieve data files, C.20.c.3 Software and/or hardware necessary to successfully complete the merging, printing, sorting, collating, folding, inserting ,and mailing of juror documents and return envelope, and

C.20.c.4 Software and/or hardware necessary to access NCOA database.

C.21 Forms and Templates

C.21.a CACD’S COR will provide the following one year supply of the following forms:

C.21.b CACD’S COR will provide the following template forms which contractor shall print:

C.22 Storage Capability

C.22.a CACD’s COR will provide all necessary forms and templates for all three divisions (as listed in C.21 Forms and Templates and Section J List of Attachments) Contractor shall provide a secure storage space to maintain all CACD-provided supplies. CACD estimates 265 square feet of storage space is needed to maintain CACD-provided supplies. CACD will purchase both the #9 and #10 envelopes in bulk and ship directly to the contractor. Contractor shall accept/receive shipments and securely store envelopes until needed. CACD will also ship the pre-printed forms directly to the contractor, and the contractor shall store these supplies as the contractor will be completing the final printing of the jurors’ information on these forms.

C.22.b Secured storage space is defined as a locked storage room with access limited to authorized contractor employees. Contractor shall grant access to CACD’s Contracting Officer and/or COR for the purpose of inspecting the premises at any time without advance notice to ensure CACD-provided supplies are adequately secured and access is limited to contractor’s authorized employees.

C.22.c Contractor shall immediately notify CACD’s COR if CACD-provided supplies are lost or stolen. Immediate notification is defined as a telephone call speaking directly to CACD’s Contractor Officer or COR (not leaving a voicemail) with a follow-up email message documenting the occurrence and circumstances within 24 hours of the discovered loss or theft. Should any loss or theft result from contractor’s negligence, contractor shall be responsible for the cost of replacing the lost or stolen items.

C.23 Summons Schedule

C.23.a The numbers below are estimates of the standard number of people summoned for petit (trial) jury service. These numbers will vary depending on the needs of the court. There are usually 10-12 special long-term or notorious trials throughout the year that collectively require approximately 10,000 - 12,000 extra summonses to be mailed. During the year, the court will also need to mail approximately 4,600 summonses to meet its grand jury needs for the entire district. The mailing of all summonses, postcards and reminder letters with questionnaires equal an estimated 281 bulk mailings completed per year. Note: these numbers are solely based on using the ROV Lists. The estimates will increase since CACD will use both the ROV and the DMV source lists and yield results are unknown.

The table below is for illustrative purposes only.

(Quantity) send postcard (quantity)

(Quantity) failure to appear date

(2000) 6-20-14 (500) 7-4-14 (200) 7-22-14 (20) 8-5-14

(800) 6-20-14 (200) 7-4-14 (160) 7-22-14 (10)

(600) 6-20-14 (150) 7-4-14 (110) 7-22-14

(2000) 7-4-14 (500) 7-18-14 (200) 8-5-14

8-19-14

(800) 7-4-14 (200) 7-18-14 (160) 8-5-14 (10)

(600) 7-4-14 (150) 7-18-14 (110) 8-5-14

(2000) 7-18-14 (500) 8-1-14 (200) 8-19-14

9-2-14

(800) 7-18-14 (200) 8-1-14 (160) 8-19-14 (10)

(600) 7-18-14 (150) 8-1-14 (110) 8-19-14

C.23.b The number of summons will vary by division. The mailing schedule is based on providing an initial notification to jurors six weeks in advance of their scheduled jury duty week. Reminder letters are mailed two weeks in advance of the scheduled jury duty week. For example, summonses for the week of Tuesday, January 28, 2014, will be mailed on Tuesday, December 17, 2013, postcards will be mailed on Monday, December 30, 2013 and reminder letters will be mailed on Tuesday, January 14, 2014. Screened panels will require the mailing of a special screening letter, postcard, and reminder letter with questionnaire which CACD’S COR will provide electronically to the contractor. Except for the postcard, all other documents are unique per division (the differences are extremely important).

C.23.c Grand jury empanelment occurs three times in one calendar year in the Western Division and one time per calendar year in both the Southern and Eastern Divisions. Each division has its own grand jury summons, postcard, and reminder letter with questionnaire. When the date for the mailing service is ready for processing, CACD’S COR will provide an electronic notification to the contractor to complete the mailing service. The contractor shall complete the required mailing service within 72 hours upon electronic notification. Electronic notification is defined in Section C.3.a. The contractor’s 72 hour timeline includes weekends and all holidays. The 72 hour timeline also includes the period for approval of all proofs. CACD Jury Department will approve proofs within two business hours of receipt of proofs.

C.24 Jury Process Information

C.24.a CACD currently operates a one appearance / one trial jury system. Jurors are on-call for two weeks. Summonses are sent out twice per month, approximately six weeks prior to the juror’s report date. CACD’s COR will provide contractor with a mailing calendar listing the scheduled juror mailings. If on the initial appearance the juror is not selected to be on a trial, his/her service is completed.

C.25 Quantity

C.25.a CACD currently mails reminder letters, with questionnaires, two weeks before the juror’s report date.

C.25.b As a result, there are a minimum of 281 bulk mailings completed per year, which includes reminder letter mailings. Cumulatively, this could add up to approximately 400,000 individual juror mailings per year. In addition to these mailings, there may be a need to mail additional summonses for high profile or long-term trials. Contractor shall complete these high profile or special trial juror mailings on an as-needed basis and with 48 hours' advance notice (contingency task).

C.26 Performance Conditions

C.26.a The Acceptable Quality Level Requirements will be effective 30 days after the contractor assumes performance.

C.27 Deliverables

C.27.a CACD’s COR will provide timelines for each mailing upon contract award. Generally, the timelines for the various functions are as follows:

C.27.a.1Contractor shall complete ordered mailings within 72-hours of electronic notification; 72 hours includes providing CACD’s COR with proofs and CACD’s two business hours turnaround time for review and approval of proofs;, C.27.a.2Contractor shall provide CACD’s COR with a proof for each mailing, including summons and reminder letter, which will include a questionnaire, for each bi-monthly mailing, within 72 hours of ordered mailings;

C.27.a.3Upon complete of the merge and purge of source lists, contractor shall run the newly-created master jury wheel against the NCOA database once to ensure the master jury wheels contain up-to-date addresses. The contractor shall provide CACD’s COR with the number of names in each jury wheel and a breakdown on the number from each source list; and, C.27.a.4Contractor shall provide CACD’s COR with the following information: confirmed moves (MOVERS), incorrect addresses (ANKS), and incorrect addresses without a valid substitute address (NIKIES) within 72 hours of completion of the initial NCOA database run.

C.27.a.5Contractor shall provide CACD’s COR with the certification for completion of the work within 72 hours from the time the jury wheels are completed as detailed in C.1.j and within 72 hours from the time any mailing of summons is completed as detailed in C.2.g.

C.27.a.6 Contractor shall provide CACD with the mailing transaction report as detailed in C.16.a within 72 hours of completion.

C.28 Place of Delivery and Timeline of Deliverables

C.28.a Contractor shall submit all deliverables to CACD’s COR.

[END OF SECTION C]

Section D: Packaging and Marking

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

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

[END OF SECTION D]

Section E Inspection and Acceptance

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

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

[END OF SECTION E]

Section F Deliveries or Performance

F.1 Period of Performance

The Base Period shall be for twelve (12) months commencing upon date of contract award. The contract also includes option periods as stated to extend the contract an additional four (4) years. Exercise of option year(s) is not guaranteed. Award of Option Year(s) will be based on the availability of each fiscal year’s funding and the contractor’s performance. Under no circumstances may the period of performance extend more than five years.

F.2 Place of Performance

Services are to be performed at the Contractor’s place of business. The Contractor’s facility for performance shall be a secure facility.

F.3 Notice to the Government of Delays

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

F.4 Waiver of Delivery Schedule

Contractor shall not regard acceptance of delinquent deliveries as an extension, waiver or abandonment of the delivery schedule, or a waiver of the Government’s rights to terminate the contractor for default. Any assistance rendered to the awarded contractor, or acceptance by the Government of delinquent goods or services hereunder, will be solely for the purpose of mitigating damages. Further, the contractor shall not consider such assistance, if rendered, as the intention on the part of the Government to condone any delinquency.

F.5 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.

[END OF SECTION F]

Section G Contract Administration Data

G.1 Schedule for Invoice Payment

Invoice will be paid in arrears on a monthly basis and payment terms are Net 30. Contractor shall submit an original invoice to:

United States District Court Central District of California Attn: Accounts Payable, Suite 523 312 North Spring Street Los Angeles, CA 90012

G.2 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

G.3 Clause 4-10, Order Limitations (APR 2011)

(a) Minimum Order

When the judiciary requires products or services covered by this contract in an amount less than ___500_____, the judiciary is not obligated to purchase, nor is the contractor obligated to furnish, those products or services under this contract.

(b) Maximum Order

The contractor is not obligated to honor:

(1) any order for a single item in excess…