USDC24_ MAILING SERVICES.pdf

REQUEST FOR PROPOSAL

CREATION OF JURY WHEELS

and

MAILING SERVICES

Central District of California

RFP: USDC24_MAILINGSERVICES

Rosa Gallardo Contracting Officer United States District Court Central District of California 255 East Temple Street, Suite 1100 Los Angeles, CA 90012

Open Market Request for Proposal (RFP)

Lowest Price, Technically Acceptable

RFP Number: USDC24_MAILINGSERVICES Request Date: July 10, 2023

To: Prospective Contractors

Re: Creation of Jury Wheels and Mailing Services

The United States District Court, Central District of California, requests proposals for creation of jury wheels and mailing services in accordance with the attached Statement of Work. The solicitation number is USDC24_MAILINGSERVICES. Please see attached for the following additional information: Statement of Work, instructions for completion of proposal package, and applicable provisions and clauses.

A fixed price award from this RFP will be made on the lowest price, technically acceptable proposal.

Proposals shall be submitted via email to: Rosa_A_Gallardo@cacd.uscourts.gov, or hand delivered to:

United States District Court, Central District of California, 255 East Temple Street, Suite 1100, Los Angeles, CA., 90012. Proposals are due August 04, 2023 by 2:00 p.m. PST.

Submit proposal in accordance with the instructions in Section L of this solicitation. Proposals and questions concerning this RFP should be addressed IN WRITING ONLY to Rosa Gallardo, Contracting Officer. Questions must be submitted by July 21, 2023 by 2:00 p.m. PST.

Sincerely, Rosa Gallardo

Contracting Officer United States District Court Central District of California mailto:shelly_root@cacd.uscourts.gov

United States District Court, Central District of California 255 East temple Street, Suite 1100, Los Angeles, CA 90012 Rosa Gallardo, Contracting Officer Rosa_A_Gallardo@cacd.uscourts.gov

Part 1 – THE SCHEDULE - Section A Solicitation/Contract Form

SOLICITATION, OFFER AND AWARD 1. THIS CONTRACT IS A RATED ORDER

UNDER DPAS (15 CFR 7900)

RATING PAGE OF PAGES

2. CONTRACT NUMBER

7. ISSUED BY

3. SOLICITATION NUMBER

USDC24_MAILINGSERVICES

CODE

4. TYPE OF SOLICITATION

SEALED BID (IFB)

NEGOTIATED (RFP)

5. DATE ISSUED

06/30/2023

6. REQUISITION/PURCHASE NUMBER

8. ADDRESS OFFER TO (If other than item 7)

NOTE: In sealed bid solicitations "offer" and "offeror" mean "bid" and "bidder".

SOLICITATION

9. Sealed offers in original and 0 copies for furnishings the supplies or services in the Schedule will be received at the place specified in item 8, or hand carried, in the depository located in if Block 7 until 2: 00 p.m. PST 07/28/2023

(Hour) (Date) CAUTION - LATE Submissions, Modifications, and Withdrawals: See Section L, Provision No. 52.214-7 or 52.215-1. All offers are subject to all terms and conditions contained in this solicitation.

10. FOR

INFORMATION

CALL:

A. NAME Rosa Gallardo, Contracting Officer Please submit questions in writing only via email.

B. TELEPHONE (NO COLLECT CALLS) C. E-MAIL ADDRESS

Roas_ A_Gallardo@cacd.uscourts.gov AREA CODE

NA/

NUMBER

N/A

EXT.

11. TABLE OF CONTENTS

(X) SEC. DESCRIPTION PAGE(S) (X) SEC. DESCRIPTION PAGE(S)

PART I - THE SCHEDULE PART II - CONTRACT CLAUSES

X A SOLICITATION/CONTRACT FORM 03 X I CONTRACT CLAUSES 32-34

X B SUPPLIES OR SERVICES AND PRICES/COSTS 04-14 PART III - LIST OF DOCUMENTS, EXHIBITS AND OTHER ATTACH.

X C DESCRIPTION/SPECS./WORK STATEMENT 15-28 X J LIST OF ATTACHMENTS 35

D PACKAGING AND MARKING 29 PART IV - REPRESENTATIONS AND INSTRUCTIONS

X E INSPECTION AND ACCEPTANCE 29 X K REPRESENTATIONS, CERTIFICATIONS AND OTHER

STATEMENTS OF OFFERORS

36-40

X F DELIVERIES OR PERFORMANCE 29-30

X G CONTRACT ADMINISTRATION DATA 30-31 X L INSTRS., CONDS., AND NOTICES TO OFFERORS 41-43

X H SPECIAL CONTRACT REQUIREMENTS 31 X M EVALUATION FACTORS FOR AWARD 43-44

OFFER (Must be fully completed by offeror) NOTE: Item 12 does not apply if the solicitation includes the provisions at 52.214-16, Minimum Bid Acceptance Period.

12. In compliance with the above, the undersigned agrees, if this offer is accepted within calendar days (60 calendar days unless a different period is inserted by the offeror) from the date for receipt of offers specified above, to furnish any or all items upon which prices are offered at the set opposite each item, delivered at the designated point(s), within the time specified in the schedule.

13. DISCOUNT FOR PROMPT PAYMENT

(See Section I, Clause No. 52.232-8)

10 CALENDAR DAYS (%) 20 CALENDAR DAYS (%) 30 CALENDAR DAYS (%) CALENDAR DAYS(%)

14. ACKNOWLEDGMENT OF AMENDMENTS

(The offeror acknowledges receipt of amendments to the SOLICITATION for offerors and related documents numbered and dated):

AMENDMENT NO. DATE AMENDMENT NO. DATE

15A. NAME AND

ADDRESS

OF OFFER-

CODE FACILITY 16. NAME AND THE TITLE OF PERSON AUTHORIZED TO SIGN OFFER

(Type or print)

15B. TELEPHONE NUMBER 15C. CHECK IF REMITTANCE ADDRESS IS

DIFFERENT FROM ABOVE - ENTER SUCH

ADDRESS IN SCHEDULE.

17. SIGNATURE 18. OFFER DATE

AREA CODE NUMBER EXT.

AWARD (To be completed by Government)

19. ACCEPTED AS TO ITEMS 20. AMOUNT 21. ACCOUNTING AND APPROPRIATION

22. AUTHORITY FOR USING OTHER THAN FULL OPEN COMPETITION:

10 U.S.C. 2304 (c) 41 U.S.C. 253 (c)

23. SUBMIT INVOICES TO ADDRESS SHOWN IN

(1 copy unless otherwise specified)

ITEM

Block 8

24. ADMINISTERED BY (If other than Item 7) Rosa Gallardo, Contracting Officer

25. PAYMENT WILL BE MADE BY

26. NAME OF CONTRACTING OFFICER (Type or print) Roas Gallardo

27. UNITED STATES OF AMERICA

(Signature of Contracting Officer)

28. AWARD DATE

STANDARD FORM 33 (REV,. 9-97) Prescribed by GSA - Far (48 CFR) 53.214 (c)

[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: 225,000

• Mailings may consist of the following:

o Jury summons inside a left window envelope o Postcards o Reminder letters inside a left window envelope, with return envelopes, and questionnaires

The annual mailings requested is an estimate based on historical data, not to exceed 225,000 annual mailings.

Table A: Base Year

BASE YEAR

October 1, 2023 - September 30, 2024

Item No.

Description

Quantity

Unit

Unit Price

Extended Price

Creation of three jury wheels using ROV and DMV source lists (one wheel for each of the three Court divisional offices).

Job

Initial run of all three jury wheels against National Change of Address (NCOA) to ensure correct addresses.

Mailing Services: printing, sorting, collating, folding, inserting, and mailing jury documents (based on 225,000 summons packets and reminder letters with questionnaires) per calendar year).

225,000

Annual mailings

Jury mailing packet (excluding postage) may include:

A, Summons in left window envelope B. Postcard C. Reminder Letter in left window envelope, with return envelope, and questionnaire

TOTAL PRICE FOR BASE YEAR

Table A.1 Contingency Tasks Base Year

BASE YEAR CONTINENCY TASKS

October 1, 2023 - September 30, 2024

Contingency Tasks will be purchased through a separate bilateral contract modification.

CT.104

Quarterly runs of all three jury wheels against the NCOA database to ensure correct addresses. The unit price is for all three jury wheels to run the second, third, and fourth quarters. First quarterly run is Item No. 102.

Quarter

CT.105

Mailing Services: High profile juror mailings on an as-needed basis with 48 hours’ notice. CACD will verify proofs within two business hours.

10 mailings Los Angeles

High profile mailings per

Division

CT.106

Mailing Services: Special trial juror hour notice. CACD will verify proofs

3 mailings

1 mailing Santa Ana

1 mailing Riverside

Special trial

(Grand Jury)

CT. 107

Metered mail; see C.14.d

Not to exceed $100.00

TOTAL PRICE FOR BASE YEAR CONTINGENC Y TASKS

Table B: Option Year 1 See Clause 2-90D, Option to Extend the Term of the Contract, for more information.

OPTION YEAR 1

October 01, 2024 to September 30, 2025 mailing jury documents (based on 225,000 summons packets and mailings

Jury mailing packet (excluding postage) may include:

A, Summons in left window envelope B. Postcard C. Reminder Letter in left window envelope, TOTAL PRICE FOR OPTION YEAR 1

Table B.1 Contingency Tasks Option Year 1

OPTION YEAR 1

October 01, 2024 to September 30, 2025

CT.204

correct addresses. The unit price is for all three jury wheels to be run the second, third, and fourth quarters. First quarterly run is Item No. 202.

CT.205

Mailing Services: High profile or special trial juror mailings on an as-needed basis with 48 hours’ notice.

CACD will verify proofs within two business hours.

High profile

CT.206

1 mailing Santa Ana

CT. 207

TOTAL PRICE FOR OPTION YEAR 1 CONTINGENC Y TASKS

Table C: Option Year 2

OPTION YEAR 2

October 01, 2025 to September 30, 2026 mailing jury documents (based on 225,000 summons packets and mailings

Jury mailing packet (excluding postage) may include:

A, Summons in left window envelope B. Postcard C. Reminder Letter in left window envelope, TOTAL PRICE FOR OPTION YEAR 2

Table C.1 Contingency Tasks Option Year 2

OPTION YEAR 2

October 01, 2025 to September 30, 2026

CT.304

correct addresses. The unit price is for all three jury wheels to be run the quarterly run is Item No. 302.

CT.305

needed basis with 48 hours’ notice.

High profile mailings per Division

CT.306

1 mailing Santa Ana

1mailing

Special trial mailings

CT. 307

TOTAL PRICE FOR OPTION YEAR 2 CONTINGENC Y TASKS

Table D: Option Year 3

OPTION YEAR 3

October 01, 2026 to September 30, 2027 mailing jury documents (based on 225,000 summons packets and mailings

Jury mailing packet (excluding postage) may include:

A, Summons in left window envelope B. Postcard C. Reminder Letter in left window envelope, TOTAL PRICE FOR OPTION YEAR 3

Table D.1 Contingency Tasks Option Year 3

OPTION YEAR 3

October 01, 2026 to September 30, 2027

CT.404

correct addresses. The unit price is for all three jury wheels to be run the quarterly run is Item No. 402.

CT.405

needed basis with 48 hours’ notice.

High profile mailings

CT.406

1 mailing Santa Ana

Special trial mailings

CT. 407

TOTAL PRICE FOR OPTION YEAR 3 CONTINGENC Y TASKS

Table E: Option Year 4

OPTION YEAR 4

October 01, 2027 to September 30, 2028 mailing jury documents (based on 225,000 summons packets and mailings

Jury mailing packet (excluding postage) may include:

A, Summons in left window envelope B. Postcard C. Reminder Letter in left window envelope, TOTAL PRICE FOR OPTION YEAR 4

Table E.1 Contingency Tasks Option Year 4

OPTION YEAR 4

October 01, 2027 to September 30, 2028

CT.504

correct addresses. The unit price is for all three jury wheels to be run the quarterly run is Item No. 502.

CT.505

needed basis with 48 hours’ notice.

High profile

CT.506

1 mailing Santa Ana

1mailing

CT. 507

TOTAL PRICE FOR OPTION YEAR 4 CONTINGENC Y TASKS

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

[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, (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:

Western Division Southern Division Eastern Division Los Angeles Orange Riverside 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. (See Clause 5- 5, Non-disclosure and Clause 7-35, Disclosure or Use of Information.) The contractor and subcontractor(s) shall have a secure facility to ensure the confidentiality of jury identity and information.

C.1.c See Clause 7-35, Disclosure or Use of Information.

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, DVD, FTP).

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 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 CACD will provide the predetermined number and proportion of names. This number will vary by division and county. 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 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 tilde (~) delimited report of those selected to be available in alphabetical sequence in the format described below.

Each record (row) in the report shall be listed on a new line marked by a Carriage Return / Line Feed.

Field Name Length Description

1 Participant Number 9 (Fixed) Formatted as Division + 0 + Record Number See fields 22 and 25 for Division and Record Number.

Example values:

203840884 – Western Division 504037182 – Eastern Division 804135322 – Southern Division

2 County Code 3 (Fixed) 037 – Los Angeles 059 – Orange http://www.cacd.uscourts.gov/)

065 – Riverside 071 – San Bernardino 079 – San Luis Obispo 083 – Santa Barbara 111 – Ventura

3 Last Name 20 (Variable)

4 First & Middle Name 20 (Variable) First and Middle names are separated by a space.

5 Address 40 (Variable)

6 City 20 (Variable)

7 State 2 (Fixed)

8 Zip 10 (Fixed) Example: 90012-4565 9 (reserved) 0 (Fixed) Leave empty 10 (reserved) 0 (Fixed) Leave empty 11 Status 1 (Fixed) 5 12 Date of Birth 19 (Fixed) Formatted as YYYY-MM-DD 00:00:00

For example:

1974-09-08 00:00:00

13 (reserved) 0 (Fixed) Leave empty 14 (reserved) 0 (Fixed) Leave empty 15 (reserved) 0 (Fixed) Leave empty 16 (reserved) 0 (Fixed) Leave empty 17 (reserved) 0 (Fixed) Leave empty 18 (reserved) 0 (Fixed) Leave empty 19 (reserved) 0 (Fixed) Leave empty 20 (reserved) 0 (Fixed) Leave empty 21 (reserved) 0 (Fixed) Leave empty 22 Record Number 10 (Variable) Sequential Number. Initial Value provided by the Court.

23 (reserved) 0 (Fixed) Leave empty 24 (reserved) 0 (Fixed) Leave empty 25 Division 1 (Fixed) 2 – Western

5 – Eastern 8 – Southern

26 (reserved) 0 (Fixed) Leave empty 27 (reserved) 0 (Fixed) Leave empty 28 (reserved) 0 (Fixed) Leave empty 29 (reserved) 0 (Fixed) Leave empty 30 (reserved) 0 (Fixed) Leave empty 31 (reserved) 0 (Fixed) Leave empty 32 Source 1 (Fixed) V – Voters

D – Drivers O – Other

33 (reserved) 0 (Fixed) Leave empty 34 (reserved) 0 (Fixed) Leave empty 35 (reserved) 0 (Fixed) Leave empty 36 (reserved) 0 (Fixed) Leave empty 37 Pending Ind 1 (Fixed) 0 38 (reserved) 0 (Fixed) Leave empty 39 (reserved) 0 (Fixed) Leave empty 40 Name Pend Ind 1 (Fixed) N 41 (reserved) 0 (Fixed) Leave empty 42 (reserved) 0 (Fixed) Leave empty 43 (reserved) 0 (Fixed) Leave empty 44 (reserved) 0 (Fixed) Leave empty 45 (reserved) 0 (Fixed) Leave empty

C.1.h CACD 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.i The Contractor shall provide CACD with the number of names in each jury wheel with the 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 source lists are made available to the contractor.

C.1.j 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.1.k The contractor shall provide three (3) jury wheels. Western Division approximately 200,000 names in the jury wheel; Southern Division approximately 100,000 names in the jury wheel; and Eastern Division approximately 100,000 names in the jury wheel.

C.1.l Both CACD’s Information Technology section and Jury Supervisor check the jury wheels for accuracy.

C.2 Juror Packets

C.2.a 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.2.b Upon notification from CACD’s Jury Supervisor, the contractor shall print, collate, fold, insert, and mail juror packets within 72 hours of receipt of request CACD’s Jury Supervisor will complete the request via email notification to the contractor. 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 Jury Supervisor 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). CACD will both order and purchase contingency tasks through a separate bilateral contract modification; see Section B Products or Services and Prices/Costs CT.105, CT.106, CT.205, CT.206, CT.305, CT.306, CT.405, CT.406, CT.505, and CT.506.

C.2.d The contractor shall conduct the NCOA database run once upon completion of the merge and purge of source lists. CACD may request quarterly runs of the jury wheels (contingency task). CACD will both order and purchase contingency tasks through a separate bilateral contract modification;

see Section B Products or Services and Prices/Costs CT.104, CT.204, CT.304, CT.404, and

CT.504.

C.2.e 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 and item mailed. If CACD’ 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.f 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.3 Confirmation of Notification

C.3.a Absent receipt of a delivery failure notification, all outgoing electronic mail notifications from CACD to contractor will be considered “delivered” as of the date and time CACD 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 CACD will upload a file in the following format TEXT or CSV onto the contractor’s-owned server.

CACD’s uploaded file will include juror’s name and address, the court divisional location, the reporting dates of service, reporting time, the toll-free telephone number to call, and the juror’s participating badge number.

C.4.b Contractor shall elect one of the following two 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 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. There is one set of each of these documents per division. The variable data will consist of dates provided by CACD 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 will provide these letters electronically to the contractor. CACD 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 mailing document type see C.7.a).

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 via email when the proofs are available for review and approval. CACD will approve or disapprove the proofs on the contractor’s web-based service. 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 summons, special screening letter, special screening questionnaire, postcard, and reminder letter with questionnaire. Note: each division has its own set of forms). CACD will notify the contractor via email with notification of each mailing six weeks prior to the juror’s report date. Reminder letters with questionnaires are mailed at least two weeks before the juror’s 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. Contractor shall include in its proposal how its process is automated for quality control.

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. Contractor shall include in its proposal how its process is automated for quality control.

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.

Contractor shall include in its proposal how its process is automated for quality control.

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. Contractor shall include in its proposal how its process is automated for quality control.

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 presorted first class is 300 pieces. CACD receives the applicable USPS bulk postage rate for 300 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. All costs for bulk mailings are paid in full by the Administrative Office of the U.S. Courts; see C.14.b below.

C.14.b The contractor shall complete a USPS Form PS3615 for bulk rate postage. An authorization memo from the Administrative Office of the Unites States Courts, and completed PS3615 is required by the U.S. Postal Service for this service. CACD will provide copies of the authorization memo and PS3615 to the contractor upon contract award.

C.14.c The contractor shall complete and provide monthly to CACD Contracting Officer 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; see Section B Products or Services and Prices/CostsCT.107, CT.207, CT.307, C T.407, and CT.507.

C.14.e The average quantities per mailing run for summons, postcards, reminder letters and questionnaires is as follows, and are monthly amounts:

C.14.e.1 Summons mailings - Western Division approximately 4,000; Southern Division approximately 2,000; and Eastern Division approximately 2,000; monthly amounts

C.14.e.2 Postcard mailings - Western Division approximately 2,000; Southern Division approximately 1,000; and Eastern Division approximately 1,000; monthly amounts; and

C.14.e.3 Reminder Letter/Questionnaire mailings – Western Division approximately 1400;

Southern Division approximately 600; and Eastern Division approximately 600 monthly amounts.

C.15 Mailing Transaction Report

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

C.16 National Change of Address (NCOA)

C.16.a Once a year, when CACD is ready to refill its jury wheels, 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. This process is requested by CACD towards the end of November to include both NCOA and deceased records. Contractor shall complete this step prior to the contractor surrendering the newly-created master wheel to CACD. Contractor shall provide a CSV file upon completion. Contractor shall accomplish this task within three business weeks upon request from CACD.

C.16.b Contingency Task: Upon request of CACD’s Jury Supervisor, contractor shall provide additional

NCOA runs (up to four additional NCOA runs; one NCOA run per quarter) of the three jury wheels.

See Section B Products or Services and Prices/Costs CT.104, CT.204, CT.304, CT.404, and

CT.504.

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 yearly supply of any form reaches 30,000, 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. The forms are delivered directly to the contractor at CACD’s cost.

C.18.b CACD will provide the contractor with a one year supply of forms. When the yearly supply of any form reaches 30,000 the contractor needs to immediately notify CACD to reorder and deliver forms. The process for CACD to complete the reorder of forms and deliver to contractor is 60 calendar days. 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 Additional quality level requirements include:

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

C.19.b.2 Upon notification from CACD, contractor shall complete 100% of juror mailings within 72 calendar hours, weekends included.

C.19.c Acceptance will be determined based on 100% timeliness and 100% accuracy of all deliverables throughout the period of performance.

C.20 Information and Materials

C.20.a Government-furnished Information: 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 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 will provide contractor with credentials to log onto the server.

C.20.a.3 If the contractor elects the web service option, 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.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 will provide contractor with a password to logon to a secured server to download the data. CACD will provide the contractor an electronic version of reminder letter in a Microsoft Word document.

C.20.c Contractor-Furnished Materials

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 Government- Furnished Forms and Templates

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

C.21.a.1 2018 Jury Summons – All Divisions (Attachment 1) C.21.a.2 2018 Postponed Summons – All Divisions (Attachment 2) C.21.a.3 Questionnaire – All Divisions (Attachment 3) C.21.a.3a Attachment#03a (Questionnaire Wording) (Attachment 3a) C.21.a.4 2016, Postcard9up (Attachment 4) C.21.a.5 Screened Questionnaire (Attachment 5)

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

C.21.b.1 J-15 LA Petit Reminder (Attachment 6) C.21.b.2 J-15 SA Petit Reminder (Attachment 7) C.21.b.3 J-15 RIV Petit Reminder (Attachment 8) C.21.b.4 J-15 (SP) RIV Petit Reminder (Attachment 9)

C.21.b.5 Screening Letter Eastern Division (Attachment 10) C.21.b.6 J-15 (SP) SA Petit Reminder (Attachment 11) C.21.b.7 Screening Letter Southern Division (Attachment 12) C.21.b.8 J-15 (SP) LA Petit Reminder (Attachment 13) C.21.b.9 Screening Letter Western Division (Attachment 14) C.21.b.10 J-15 (GJ) LA Grand Jury Reminder (Attachment 15) C.21.b.11 J-15 (GJ) SA Grand Jury Reminder (Attachment 16) C.21.b.12 J-15 (GJ) RIV Grand Jury Reminder (Attachment 17)

C.22 Storage Capability

C.22.a CACD 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 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 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 if CACD-provided supplies are lost or stolen.

Immediate notification is defined as a telephone call speaking directly to CACD Point of Contact (POC) (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.

The table below is for illustrative purposes only.

DIVISON SUMMONS

DATE

PRINT/MAIL

SUMMONS

(QUANTITY)

SEND

POSTCARD

(QUANTITY)

SEND REMINDER

LETTER/QUESTIONNAIRE

(QUANTITY)

Western 7-22-19 6-6-19 (4,000)

6-20-19 (2,000)

7-4-19 (1,400)

Southern 7-22-19 6-6-19 (2,000)

6-20-19 (1,000)

7-4-19 (600)

Eastern 7-22-19 6-6-19 (2,000)

6-20-19 (1,000)

7-4-19 (600)

DIVISON SUMMONS

DATE

PRINT/MAIL

SUMMONS

(QUANTITY)

SEND

POSTCARD

(QUANTITY)

SEND REMINDER

LETTER/QUESTIONNAIRE

(QUANTITY)

Western 8-5-19 6-20-19 (4,000)

7-4-19 (2,000)

7-18-19 (1,400)

Southern 8-5-19 6-20-19 (2,000)

7-4-19 (1,000)

7-18-19 (600)

Eastern 8-5-19 6-20-19 (2,000

7-4-19 (1,000)

7-18-19

Western 8-19-19 7-4-19 (4,000)

7-18-19 (2,000)

8-1-19 (1,400)

Southern 8-19-19 7-4-19 (2,000)

7-18-19 (1,000)

8-1-19 (600)

Eastern 8-19-19 7-4-19 (2,000)

7-18-19 (1,000)

8-1-19

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 will provide electronically to the contractor. Except for the postcard, all other documents are unique per division (the differences are extremely important).

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 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 Deliverables

C.25a CACD will provide timelines for each mailing upon contract award. CACD will review PDF files provided by the contactor and approve print jobs. Once CACD has approved the file, the contractor shall print the job within the agreed timeframe. The contractor shall notify CACD when supplies are received. Generally, the timelines for the various functions are as follows:

C.25a.1 Contractor shall complete ordered mailings within 72-hours of electronic notification; 72 hours includes providing CACD with proofs and CACD’s two business hours turnaround time for review and approval of proofs;

C.25.a.2 Contractor shall provide CACD 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.25.a.3

C.25.a.4

C.25a.5

C.25.a.6

C.25.a.7

Upon completion 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, and provide CACD with the number of names in each jury wheel with the breakdown on the number from each source list; and, Contractor shall provide CACD with the total counts with the following information: confirmed moves, no new address, deceased suppression, and incorrect addresses without a valid substitute address within 72 hours of completion of the initial NCOA database run.

Contractor shall provide CACD 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.

Contractor shall provide CACD with the mailing transaction report as detailed in within 72 hours of completion.

Contractor shall provide the court with a copy of the “Source List” and “Merge Source List” on separate CD.

C.27 Place of Delivery and Timeline of Deliverables

C.27.a Contractor shall submit all deliverables to CACD’s Jury Supervisor. Email or USPS acceptable.

CACD Review of Deliverables Section C Task Date Due C.1.h Provide source lists First week of November.

C.4.a Upload TEXT or CSV to contractor’s server. Fluctuates depending upon long-term trials, grand jury and two week service.

C.5.a Provide text/variable fields of data. Fluctuates depending upon long-term trials, grand jury and two week service.

C.7.a Provide notification of each mailing. Six weeks prior to the juror’s report date.

C.18.a Provide one year supply of forms (and a list of the form’s unique identification number) and envelopes.

30 days upon contract award.

C.23.b Provide screened panel special mailings; screening letter, postcard, and reminder letter with questionnaire.

Six weeks in advance notice to the juror service date.

C.26.a Provide timeline of mailings. Upon contract award.

C.26.a.1 Provide review and approval of proofs. Two business hours upon receipt of proofs.

Deliverables

Section C Task Date Due C.1.h Submit the completed jury wheels for the ensuing year Two calendar weeks after the date upon which the source lists are made available.

C.1.i Provide number of names in each jury wheel with the breakdown of the number from each source list in SFTP format.

Provide with jury wheels no later than two calendar weeks after the date upon which the course lists are made available.

C.1.j Following the creation of each jury wheel, execute a certification under the penalty of perjury that all work, performed has been completed pursuant to all instructions.

After CACD verifies all date is accurate.

C.1.k Provide three jury wheels. No more than three calendar weeks upon receipt of sources lists.

C.2.c Prepare special juror packets within 48 hours of receipt of request.

Contingency task to be ordered and purchased through a separate bilateral contract modification.

C.2.e Provide email/report confirmation of all juror mailings: summonses, postcards, screening letters, and reminder letters with questionnaires.

Affidavit with invoice.

C.2.f Provide affidavit of service Submit with monthly invoice.

C.6.a Provide one proof for each mailing document type. Within five minutes of receipt of uploaded file records.

C.18.a Request restock of supplied forms and envelopes. When stock for any individual form or envelope reaches 30,000.

C.26.a.1 Complete ordered mailings with 72-hours of electronic notification; 72 hours includes providing CACD with proofs

Within 72-hours of electronic notification.

C.26.a.2 Provide CACD with a proof for each mailing, including summons and reminder letter, which will include a questionnaire, for each bimonthly mailing.

Within 72 hours of ordering mailings.

C.26.a.3 Run the newly-created master jury wheel against the NCOA database once to ensure the master jury wheels contain up-to-date addresses, and provide CACD with the number of names in each jury wheel with the breakdown on the number from each source list.

Upon completion of the merge and purge of source lists.

C.26.a.4 Provide the total counts with the following information: confirmed moves, no new address, deceased suppression, and incorrect addresses without a valid substitute address.

Within 72 hours of completion of the initial NCOA database run.

C.26.a.5 Provide the certification for completion of 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.

[END OF SECTION C]

Section D Packaging and Marking - RESERVED

[END OF SECTION D]

Section E Inspection and Acceptance

E.1 The following clause(s) are incorporated by reference into Section E (see Clause B-5, Clauses Incorporated by reference (SEP 2010), in Section I below for further information):

Clause Number Clause Title Clause Date 2-5B Inspection of Services April 2013

(end)

[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 contract award. The contract also includes four (4) 12-month option periods as stated to extend the contract an additional four (4) years.

Exercise of option year(s) is not guaranteed (See Clause 7-90D). Modifications to exercise Option Year(s) will be based on continued need, price review, the availability of each fiscal year’s funding and the contractor’s performance. Under no circumstances may the period of performance be extended for more than five years.

F.2 Place of Performance

Services are expected to be performed at the…