Jury_Outsourcing_Project_-_USDC-EDPA-19-01.pdf

USDC-EDPA-19-01 1

RFP Number: USDC-EDPA-19-01 Request Date: 9/7/2018

To: Bidders List

Special Notes:

This RFP includes (1) base year & (4) option years.

This is a request for OPEN MARKET pricing.

All items should be F.O.B Destination.

Proposals may be faxed or e-mailed to the below address by 4:30pm E.S.T, September 28th, 2018. Hand carried proposals are to be delivered by the same time at:

U.S District Court, Clerk’s Office 2609 U.S. Courthouse 601 Market Street Philadelphia, PA 19106 Attn: Chuck Parkinson Fax: (267) 299 - 7144 E-mail: Chuck_Parkinson@paed.uscourts.gov

Use the attached proposal sheet for a price quotation broken down by task with any supporting documentation for the price attached.

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

Written questions concerning this RFP should be addressed to Chuck Parkinson at the above e-mail address.

mailto:Chuck_Parkinson@paed.uscourts.gov

USDC-EDPA-19-01 2

B. PRODCUTS or SERVICES and PRICES/COSTS Item No.

Short Desc. Detailed Service Specification Qty. Base Year 10/01/18- 9/30/19

Option Year 1 10/01/19- 09/30/20

Option Year 2 10/01/20- 09/30/21

Option Year 3 10/01/21- 09/30/22

Option Year 4 10/01/22- 09/30/23

1 Printing of Summonses Materials

The contractor shall provide pricing for the color printing of all summonses and summons materials as outlined in task 1.

1ea.

2 Summons Package Preparation

The contractor shall provide pricing for the packaging preparation for all summonses as outlined in task 2.

1ea.

3 Mailing of Summonses

The contractor shall provide pricing for the mailing of all summonses as outlined in task 3.

1ea.

4 Printing of Questionnaire Materials

The contractor shall provide pricing for the color printing of all questionnaires and questionnaire materials as outlined in task 4.

1ea.

5 Questionnaire Package Preparation

The contractor shall provide pricing for the packaging preparation for all questionnaires as outlined in task 5.

1ea.

6 Mailing of Questionnaire Package

The contractor shall provide pricing for the mailing of all questionnaires as outlined in task 6.

1ea.

7 Printing for eJuror Qualification Questionnaire

The contractor shall provide pricing for all color printing for the eJuror qualification questionnaires as outlined in task 7.

1ea.

8 eJuror Qualification Questionnaire Package Preparation

The contractor shall provide pricing for the packaging preparation for all single page eJuror qualification questionnaires, as outlined in task 8.

1ea.

9 Mailing of Qualification Questionnaire

The contractor shall provide pricing for the mailing of all qualification questionnaires as outlined in task 9.

1ea.

10 Printing of Grand Jury Summons Materials

The contractor shall provide pricing for the printing of all grand jury summonses and grand jury summons materials as outlined in task 10.

1ea.

11 Grand Jury Summons Package Preparation

The contractor shall provide pricing for the packaging preparation for all grand jury summonses as outlined in task 11.

1ea.

12 Mailing of Grand Jury Summonses

The contractor shall provide pricing for the mailing of all grand jury summonses as outlined in task 12.

1ea.

13 Typesetting Changes

The contractor shall provide pricing for typesetting changes throughout the course of the contract, as outlined in task 13.

1ea.

14 Security of Juror Information

The contractor shall provide pricing for the security of all juror information provided by the USDC as outlined in task 14.

1ea.

15 Confirmation of Mailings and Invoicing

The contractor shall provide a detailed invoice as outlined in task 15.

1ea.

USDC-EDPA-19-01 3

C. DESCRIPTION/SPECIFICATIONS/STATEMENT of WORK Provide a written quotation for the following statement of work to be performed for the US District Court, ED of PA Clerk’s Office.

C.1 INTRODUCTION:

The District Court Clerk’s Office is seeking pricing to outsource our jury mailings. This will include the printing, packaging, preparation and mailing of summonses and questionnaires to jurors. In addition, Contractor shall set up a secured system for the District Court Clerk’s Office to provide juror information electronically.

C.2 SCOPE OF WORK

TASK 1: The Contractor shall provide pricing for color printing of all summons materials to match provided samples. The Contractor shall provide pricing for the printing of the exterior of all envelopes. Each summons package is to include one 8 ½” x 11” single sided summons with perforated section on the bottom half of the page, one 8 ½” x 11” double sided instruction sheet, one #9 white business reply envelope and one 9 1/2” x 6” brown craft windowed envelope. Window is to be 2” x 3 ¾” and placed on the left center of the envelope. Security tinting is not required for the business reply envelopes. Contractor shall address each summons to individual jurors. Contractor shall print juror information, in the circled areas as delineated on the sample, on the official Scantron summons forms. The highlighted areas on the sample must be printed on every summons. The Contractor shall provide pricing for the printing the summons panel date on the exterior of the envelopes. The Contractor shall provide a sample proof, which must be approved by the District Court Clerk’s Office, before the first mailing.

The District Court Clerk’s Office will provide confidential juror information for each pool of summoned jurors in either an Excel or Word document. The District Court Clerk’s Office will provide the information sheet materials in a Word document. Upon award of the contract, the District Court Clerk’s Office will provide the awarded Contractor with official Scantron forms for printing juror summons.

TASK 2: The Contractor shall provide pricing to insert one 8 ½” x 11” single sided summons with perforated section, one 8 ½” x 11” double sided information sheet, one #9 white business reply envelope into a 9 ½”” x 6” brown craft windowed envelope. Contractor shall ensure the juror address information is visible in the window envelope.

TASK 3: The Contractor shall provide pricing to mail summons packages using the

District Court Clerk’s Office US Government bulk mail G-18 permit within 2 business days from receipt of juror information. All mail must be pre-sorted by

USDC-EDPA-19-01 4

zip code in accordance with USPS bulk mail regulations. The average monthly total of summonses is *3,000 for a total approximate average of *36,000 summonses annually. *These totals are estimated and may increase or decrease each month.

TASK 4: The Contractor shall provide pricing for color printing of all questionnaire materials to match provided samples. The Contractor shall provide pricing for the printing of the exterior of all envelopes. Each package is to include one 8 ½” x 11” double sided questionnaire, one 8 ½” x 11” double sided information sheet, one #9 blue business reply envelope and one #10 windowed envelope. Window is to be 1 5/8” x 4 5/8” and placed on the left center of the envelope. Security tinting is not required for the business reply envelopes. Contractor shall address each questionnaire to individual jurors. Contractor shall print juror information, in the circled areas as delineated on the sample, on the official Scantron questionnaire forms. The highlighted areas on the sample must be printed on every questionnaire. The Contractor shall provide pricing for the printing the questionnaire panel date on the exterior of the envelopes. The Contractor shall provide a sample proof, which must be approved by the District Court Clerk’s Office, before the first mailing.

The District Court Clerk’s Office will provide confidential juror information for each pool of summoned jurors in either an Excel or Word document. The District Court Clerk’s Office will provide the information sheet materials in a Word document. Upon award of the contract, the District Court Clerk’s Office will questionnaires.

TASK 5: The contractor shall provide pricing to insert one 8 ½” x 11” double sided questionnaire, one 8 ½” x 11” double sided sheet, one #9 blue business reply envelope into a # 10 windowed envelope. Contractor shall ensure the juror address information is visible in window envelopes.

TASK 6: The contractor shall provide pricing to mail questionnaire packages using U.S.

government bulk mail G-18 permit within 2 business days from receipt of juror information. All mail must be pre- sorted by zip code in accordance with USPS bulk mail regulations. The average monthly minimum total of questionnairs is estimated to be 9,000 and the estimated maximum monthly mailings will be 13,000. Annual mailings are estimated to be 136,000. An additional 50,000 questionnaires will be mailed during the first quarter of the base year, option year.

two and option year four, due to the construction of the District Court Clerk’s Office jury wheel. *These totals are estimated and may increase or decrease each month.

TASK 7: The contractor shall provide pricing for the color printing of a single page eJuror qualification questionnaire to match provided sample. The contractor shall

USDC-EDPA-19-01 5

provide pricing for the printing of the exterior of all envelopes. Each package is to include one 8 ½” x 11” eJuror qualification questionnaires which will be inserted into a #10 windowed envelope. Window is to be 1 ½” by 4 ½” and placed on the left center of the envelope. Security tinting is not required for the business reply envelopes. Contractor shall address each questionnaire to individual jurors.

Contractor shall print juror information in the top left corner, as delineated on the sample. The highlighted areas on the sample must be printed on every questionnaire. The Contractor shall provide pricing for the printing the questionnaire panel date on the exterior of the envelopes. The Contractor shall provide a sample proof, which must be approved by the District Court Clerk’s Office, before the first mailing.

Court Clerk’s Office will provide the information sheet materials in a Word document.

TASK 8: The Contractor shall provide pricing to insert one 8 ½” x 11” single sided eJuror qualification questionnaire into a # 10 windowed envelope. Contractor shall ensure the juror address information is visible in the window envelope.

TASK 9: The contractor shall provide pricing to mail questionnaire packages using U.S.

government bulk mail G-18 permit within 2 business days from receipt of juror information. All mail must be pre- sorted by zip code in accordance with USPS bulk mail regulations. The average monthly minimum total of questionnaires is estimated to be 9,000 and the estimated maximum monthly mailings will be 13,000. Annual mailings are estimated to be 136,000. An additional 50,000 questionnaires will be mailed during the first quarter of the base year, option year.

two and option year four, due to the construction of the District Court Clerk’s Office jury wheel. *These totals are estimated and may increase or decrease each month.

TASK 10: The Contractor shall provide pricing for color printing of all Grand Jury summons materials to match provided samples. The Contractor shall provide pricing for the printing of the exterior of all envelopes. Each summons package is to include one 8 ½” x 11” single sided summons with perforated section on the bottom half of the page, one 8 ½” x 11” double sided instruction sheet, one #9 white business reply envelope and one 9 1/2” x 6” brown craft windowed envelope. Window is to be 2” x 3 ¾” and placed on the left center of the envelope. Security tinting is not required for the business reply envelopes. Contractor shall address each summons to individual jurors. Contractor shall print juror information, in the circled areas as delineated on the sample, on the official Scantron summons forms. The highlighted areas on the sample must be printed on every summons. The Contractor shall provide pricing for the printing the summons panel date on the exterior of the envelopes. The Contractor shall provide a sample proof, which must be approved by the District Court Clerk’s Office, before the first mailing.

USDC-EDPA-19-01 6

Court Clerk’s Office will provide the information sheet materials in a Word document. Upon award of the contract, the District Court Clerk’s Office will summons.

TASK 11: The Contractor shall provide pricing to insert one 8 ½” x 11” single sided Grand

Jury summons with perforated section, one 8 ½” x 11” double sided information sheet, one #9 white business reply envelope into a 9 ½”” x 6” brown craft windowed envelope. Contractor shall ensure the juror address information is visible in the window envelope.

TASK 12: The contractor shall provide pricing to mail Grand Jury summons packages using U.S. government bulk mail G-18 permit within 2 business days from receipt of juror information. All mail must be pre- sorted by zip code in accordance with USPS bulk mail regulations. The average quarterly total is *400. *These totals are estimated and may increase or decrease each month.

TASK 13: The contractor shall provide pricing for typesetting changes which may be updated periodically throughout the life of the contract.

TASK 14: The contractor shall provide a secure system for the District Court Clerk’s

Office to provide juror information electronically. All information must be returned to the District Court Clerk’s Office at the end of the contract.

TASK 15: The contractor shall provide a detailed invoice, including one line for summonses, one line for questionnaires, one line for single page Grand Jury, as well as a detailed list of zip-codes.

C.3 PERFORMANCE DATES:

Base Year 10/1/2018-9/30/2019

Option year one: 10/1/2019–9/30/2020 Option year two: 10/1/2020–9/30/2021 Option year three: 10/1/2021–9/30/2022 Option year four: 10/1/2022–9/30/2023

D. PACKAGING and MARKING

D.1 Individual Tasks Packaging

TASK 2: Contractor shall insert one 8 ½” x 11” single sided summons with perforated section on the bottom half of the page, one 8 ½” x 11” double sided information sheet, one #9 white business reply envelope marked with the summons panel date

USDC-EDPA-19-01 7

and one 9 ½” x 6” windowed envelope. Window is to be 2” x 3 ¾” and placed on the left center of the envelope. The Contractor shall ensure the juror address information is visible in the envelope window.

TASK 3: Contractor shall utilize the District Court Clerk’s Office’s US Government bulk mail G-18 permit within 2 business days from receipt of juror Information. All mail must be pre-sorted by zip code in accordance with USPS bulk mail regulations.

TASK 5: Contractor shall insert one 8 ½” x 11” single sided questionnaire, one 8 ½” x 11” double sided information sheet, one #9 blue business reply envelope marked with the summons panel date and one #10 windowed envelope. Window is to be 1 ⅝ x 4 ⅝” and placed on the left center of the envelope. The Contractor shall ensure the juror address information is visible in the envelope window.

TASK 6: Contractor shall utilize the District Court Clerk’s Office’s US Government bulk

TASK 9: Contractor shall insert one 8 ½” x 11” single sided eJuror qualification questionnaires into a # 10 windowed envelope. The Contractor shall ensure the juror address information is visible in the envelope window.

TASK 10: Contractor shall utilize the District Court Clerk’s Office’s US Government bulk

TASK 11: Contractor shall insert one 8 ½” x 11” single sided Grand Jury summons with perforated section, one 8 ½” x 11” double sided sheet, one #9 white business reply envelope into a 9 ½ ” x 6” brown craft windowed envelope. The contractor shall provide pricing for the stamped Grand Jury summons panel date on the exterior of the envelopes. The Contractor shall ensure the juror address information is visible in the envelope window.

TASK 12: Contractor shall utilize the District Court Clerk’s Office’s US Government bulk

USDC-EDPA-19-01 8

D.2 Clause B-5, Clauses Incorporated by Reference (SEPT 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/clauses.htm

Clause 2-45, Packaging and Marking (AUG 2004)

E. INSPECTION and ACCEPTANCE

E.1 The Contractor shall provide sample proofs as outlined in Tasks 1, 4, 7 and 10 of all printed materials including information sheets, Scantron Petit Juror summonses, Scantron juror questionnaires, eJuror questionnaires and Scantron Grand Jury summonses, which must be approved by the US District Court Clerk’s Office prior to the first mailing.

E.2 The Contractor shall provide ten completed sample mailing packets as outlined in Tasks 2, 5, 8 and 11 of all juror summonses, questionnaires, eJuror questionnaires and Grand Jury summonses, which must be approved by the US District Court Clerk’s Office prior to the first mailing.

E.3 To assess juror mailings, the U.S. District Court Clerk’s Office will review all undeliverable mailings as a method of quality control in the acceptance process. Those undeliverable mailings will be resubmitted to the Contractor if the review determined it was Contractor error. The Contractor shall process these mailings at no additional charge.

Clause B-5, Clauses Incorporated by Reference (SEPT 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/clauses.htm Clause 2-5B, Inspection of Services (AUG 2004)

F. DELIVERABLES and PERFORMANCE

1. The Contractor shall provide sample proofs. Once approved by the U.S. District Court Clerk’s Office, the Contractor shall print all summons materials as outlined in Task #1.

2. The Contractor shall provide 10 sample summons packets for approval. Once approved by the U.S. District Court Clerk’s Office, the Contractor shall insert all summons materials into 9 1/2” x 6” brown craft windowed envelope as described in Task #2.

3. The contractor shall pre-sort and mail summons packages within 2 business days as http://www.uscourts.gov/procurement/clauses.htm http://www.uscourts.gov/procurement/clauses.htm

USDC-EDPA-19-01 9

outlined in Task #3.

4. The contractor shall print all questionnaire materials. The contractor shall provide sample proofs. Once approved by the District Court Clerk’s Office, the contractor shall print all questionnaire materials as outlined in Task #4.

5. The contractor shall insert all questionnaire materials into # 10 windowed envelope as outlined in Task #5.

6. The contractor shall pre-sort and mail questionnaire packages within 2 business days as outlined in Task #6

7. The contractor shall print all single page eJuror questionnaires. The contractor shall provide sample proofs. Once approved by the District Court Clerk’s Office, the contractor shall print all eJuror materials as outlined in Task #7.

8. The contractor shall insert all eJuror questionnaires as outlined in Task #8

9. The contractor shall mail all eJuror questionnaires as outline in Task #9.

10. The contractor shall print all Grand Jury summons materials. The contractor shall provide sample proofs. Once approved by the USDC, the contractor shall print all Grand Jury materials as outlined in Task #10.

11. The contractor shall insert all Grand Jury summons materials as outlined in Task #11.

12. The contractor shall mail Grand Jury summons packages as outlined in Task #12.

13. The contractor shall provide a secure system for the District Court Clerk’s Office to provide juror information electronically. All information must be returned to the District Court Clerk’s Office at the end of the contract.

14. The contractor shall provide a detailed invoice, including one line for summonses, one line for questionnaires, one line for single page Grand Jury, as well as a detailed list of zip-codes.

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

Clause 2-60, Stop-Work Order (JAN 2010) http://www.uscourts.gov/procurement.aspx

USDC-EDPA-19-01 10

G. CONTRACT ADMINISTRATION DATA

INVOICES SHOULD BE SUBMITTED TO:

2225 US Courthouse Attn: Chuck Parkinson 601 Market Street Philadelphia PA 19106

Payments will be made monthly upon receipt of invoice and confirmation of mailings.

Clause 7-1, Contract Administration (JAN 2003) Clause 7-5, Contracting Officer's Representative (APR 2013) Clause 7-125, Invoices (APR 2011) Clause 3-305, Payment by Electronic Funds Transfer – System for Award Management (SAM) Registration (APR 2013) Clause 7-10, Contractor Representative (JAN 2003)

1. (a)The contractor's representative to be contacted for all contract administration matters is as follows (contractor complete the information):

1. Name:

2. Address:

3. Telephone:

4. E-mail:

5. Fax:

2. (b)The contractor's representative shall act as the central point of contact with the judiciary, shall be responsible for all contract administration issues relative to this contract, and shall have full authority to act for and legally bind the contractor on all such issues.

H. SPECIAL CONTRACT REQUIREMENTS

1. Contractor shall provide a secured system for the District Court Clerk’s Office to provide confidential juror information electronically.

2. The District Court Clerk’s Office shall approve the use of any sub-contractors.

3. Contractor shall return all materials to the District Court Clerk’s Office at the end of the contract.

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

USDC-EDPA-19-01 11

available. Also, the full text of a clause may be accessed electronically at this address: http://www.uscourts.gov/procurement.aspx.

Clause 1-1, Employment by the Government (JAN 2003)

I. CONTRACT CLAUSES

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.

Clause 1-5, Conflict of Interest (AUG 2004) Clause 1-10, Gratuities or Gifts (JAN 2010) Clause 1-15, Disclosure of Contractor Information to the Public (AUG 2004) Clause 2-55, Privacy or Security Safeguards (JAN 2003) Clause 2-80, Judiciary Property (JAN 2003) Clause 3-25, Protecting the Judiciary's Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment (JUN 2014) Clause 3-35, Covenant Against Contingent Fees (JAN 2003) Clause 3-40, Restrictions on Subcontractor Sales to the Judiciary (JUN 2014) Clause 3-45, Anti-Kickback Procedures (JUN 2012) Clause 3-50, Cancellation, Rescission, and Recovery of Funds for Illegal or Improper Activity (JUN 2012) Clause 3-55, Price or Fee Adjustment for Illegal or Improper Activity (JUN 2012) Clause 3-105, Audit and Records (APR 2011) Clause 3-120, Order of Precedence (JAN 2003) Clause 3-150, Contract Work Hours and Safety Standards Act – Overtime Compensation

(JAN 2003)

Clause 3-175, Fair Labor Standards Act and Service Contract Act – Price Adjustment (Multi-Year and Option Contracts) (JUN 2012) Clause 3-205, Protest after Award (JAN 2003) Clause 3-300, Registration in the System for Award Management (SAM) (APR 2013) Clause 5-5, Non-disclosure (Professional Services) (JAN 2003) Clause 5-20, Records Ownership (JAN 2003) Clause 7-20, Security Requirements (APR 2013) Clause 7-25, Indemnification (AUG 2004) Clause 7-30, Public Use of the Name of the Federal Judiciary (JUN 2014) Clause 7-35, Disclosure or Use of Information (APR 2013) Clause 7-85, Examination of Records (JAN 2003) Clause 7-100B, Limitation of Liability (Services) (JAN 2003) Clause 7-110, Bankruptcy (JAN 2003) Clause 7-115, Availability of Funds (JAN 2003) Clause 7-120, Availability of Funds for the Next Fiscal Yearr (JAN 2003)

USDC-EDPA-19-01 12

Clause 7-130, Interest (Prompt Payment) (JAN 2003) Clause 7-135, Payments (APR 2013) Clause 7-140, Discounts for Prompt Payment (JAN 2003) Clause 7-150, Extras (JAN 2003) Clause 7-185, Changes (APR 2013) Clause 7-210, Payment for Emergency Closures (APR 2013) Clause 7-215, Notification of Ownership Changes (JAN 2003) Clause 7-220, Termination for Convenience of the Judiciary (Fixed-Price) (JAN 2003) Clause 7-230, Termination for Default (Fixed-Price – Products and Services) (JAN 2003)_ Clause 7-235, Disputes (JAN 2003) Clause 2-90D, Option to Extend the Term of the Contract (APR 2013)

1. (a)The judiciary may extend the term of this contract by written notice to the contractor no later than 30 calendar days prior to the contract's current expiration date; provided that the judiciary gives the contractor a preliminary written notice of its intent to extend at least 60 calendar days before the contract expires. The preliminary notice does not commit the judiciary to an extension.

2. (b)If the judiciary exercises this option, the extended contract shall be considered to include this option clause.

3. (c)The total duration of this contract, including the exercise of any options under this clause, shall not exceed 5 years.

J. LIST of ATTACHMENTS

Below is a list of attachments included in this RFP. All packages will be submitted via e-mail with RFP. A hard copy will also be sent via FedEx.

Item Description Location

1. Summons Package The Summons package is to include one 8 ½” x

11” single sided summons with perforated section on the bottom half of the page, two double 8 ½” x 11” sided sheets, 1 #9 white business reply envelope and one 9 7/16” x 7” windowed envelope.

E-mail pdf & Hard copy

2. Questionnaire Package Questionnaire package is to include one 8 ½” x 11” double sided questionnaire, one double 8 ½” x 11” sheet, one #9 blue business reply envelope and one 9 7/16” x 7” windowed envelope.

E-mail pdf & Hard copy

3. eJuror questionnaire

The contractor shall provide pricing to insert one 8 ½” x 11” single sided eJuror qualification questionnaire, one (1) # 10 windowed envelope.

E-mail pdf & Hard

USDC-EDPA-19-01 13

4. Grand Jury package The contractor shall provide pricing to Insert one 8 ½” x 11” single sided Grand Jury summons with perforated section, one double 8 ½” x 11” sided sheet, one(1) #9 white business reply envelope into 9 1/2” x 6” brown craft windowed envelope.

E-mail pdf & Hard

K. REPRESENTATIONS, CERTIFICATIONS, and OTHER STATEMENTS of OFFERERS

APPLICABLE JUDICIARY TERMS AND CONDITIONS

Provision B-1, Solicitation Provisions Incorporated by Reference (SEP 2010) This solicitation incorporates one or more solicitation provisions 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. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this address: http://www.uscourts.gov/procurement.aspx Provision 3-5, Taxpayer Identification and Other Offeror Information Taxpayer Identification and Other Offeror Information (APR 2011)

1. (a)Definitions.

"Taxpayer Identification (TIN)," as used in this provision, means the number required by the Internal Revenue Service (IRS) to be used by the offeror in reporting income tax and other returns. The TIN may be either a social security number or an employer identification number.

2. (b)All offerors shall submit the information required in paragraphs (d) and (e) of this provision to comply with debt collection requirements of 31 U.S.C. §§ 7701(c) and 3325(d), reporting requirements of 26 U.S.C. §§ 6041, 6041A, and implementing regulations issued by the IRS. If the resulting contract is subject to the payment reporting requirements, the failure or refusal by the offeror to furnish the information may result in a 31 percent reduction of payments otherwise due under the contract.

3. (c)The TIN may be used by the government to collect and report on any delinquent amounts arising out of the offeror's relationship with the government (31 U.S.C. § 7701(c)(3)). If the resulting contract is subject to payment recording requirements, the TIN provided hereunder may be matched with IRS records to verify the accuracy of the offeror's TIN.

4. (d)Taxpayer Identification Number (TIN): ______________________________

1. []TIN has been applied for.

2. []TIN is not required, because:

http://www.uscourts.gov/procurement.aspx http://www.law.cornell.edu/uscode/31/7701.html#c http://www.law.cornell.edu/uscode/31/7701.html#c http://www.law.cornell.edu/uscode/31/3325.html#d http://www.law.cornell.edu/uscode/26/6041.html http://www.law.cornell.edu/uscode/26/6041A.html http://www.law.cornell.edu/uscode/31/7701.html#c_3 http://www.law.cornell.edu/uscode/31/7701.html#c_3

USDC-EDPA-19-01 14

1. []Offeror is a nonresident alien, foreign corporation or foreign partnership that does not have income effectively connected with the conduct of a trade or business in the United States and does not have an office or place of business or a fiscal paying agent in the United States;

2. []Offeror is an agency or instrumentality of a foreign government;

3. []Offeror is an agency or instrumentality of the federal government.

5. (e)Type of Organization:

1. []sole proprietorship;

2. []partnership;

3. []corporate entity (not tax-exempt);

4. []corporate entity (tax-exempt);

5. []government entity (federal, state or local);

6. []foreign government;

7. []international organization per 26 CFR 1.6049-4;

8. []other

6. (f)Contractor representations.

The offeror represents as part of its offer that it is [___], is not [___] 51% owned and the management and daily operations are controlled by one or more members of the selected socio-economic group(s) below:

1. []Women Owned Business

2. []Minority Owned Business (if selected then one sub-type is required)

1. []Black American Owned

2. []Hispanic American Owned

3. []Native American Owned (American Indians, Eskimos, Aleuts, or Native

Hawaiians)

4. []Asian-Pacific American Owned (persons with origins from Burma, Thailand, Malaysia, Indonesia, Singapore, Brunei, Japan, China, Taiwan, Laos, Cambodia (Kampuchea), Vietnam, Korea, The Philippines, U.S.

Trust Territory of the Pacific Islands (Republic of Palau), Republic of the Marshall Islands, Federated States of Micronesia, the Commonwealth of the Northern Mariana Islands, Guam, Samoa, Macao, Hong Kong, Fiji, Tonga, Kiribati, Tuvalu, or Nauru)

5. []Subcontinent Asian (Asian-Indian) American Owned (persons with origins from India, Pakistan, Bangladesh, Sri Lanka, Bhutan, the Maldives Islands, or Nepal)

6. []Individual/concern, other than one of the preceding.

Provision 3-20, Certification Regarding Debarment, Suspension, Proposed Debarment, and Other Responsibility Matters (APR 2011)

1. (a)(1)The offeror certifies, to the best of its knowledge and belief, that:

1. (i)the offeror and/or any of its principals:

1. (A)are ___ are not ___ presently debarred, suspended, proposed for debarment, or declared ineligible for the award of contracts by any federal agency;

2. (B)have ___ have not ___, within the three-year period preceding this offer, been convicted of or had a civil judgment rendered against them for:

http://frwebgate.access.gpo.gov/cgi-bin/get-cfr.cgi?TITLE=26&PART=1&SECTION=6049-4&TYPE=TEXT

USDC-EDPA-19-01 15

commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (federal, state, or local) contract or subcontract; violation of federal or state antitrust statutes relating to the submission of offers; or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, tax evasion, violating federal criminal tax laws, or receiving stolen property;

3. (C)are ___ are not ___ presently indicted for, or otherwise criminally or civilly charged by a governmental entity with, commission of any of the offenses enumerated in paragraph (a)(1)(i)(B) of this provision;

4. (D)have ___, have not ___, within a three-year period preceding this offer, been notified of any delinquent federal taxes in an amount that exceeds $3,000 for which the liability remains unsatisfied.

1. (1)Federal taxes are considered delinquent if both of the following criteria apply:

1. (i)The tax liability is finally determined. The liability is finally determined if it has been assessed. A liability is not finally determined if there is a pending administrative or judicial challenge. In the case of a judicial challenge to the liability, the liability is not finally determined until all judicial appeal rights have been exhausted.

2. (ii)The taxpayer is delinquent in making payment. A taxpayer is delinquent if the taxpayer has failed to pay the tax liability when full payment was due and required. A taxpayer is not delinquent in cases where enforced collection action is precluded.

2. (2)Examples.

1. (i)The taxpayer has received a statutory notice of deficiency, under I.R.C. § 6212, which entitles the taxpayer to seek Tax Court review of a proposed tax deficiency. This is not a delinquent tax because it is not a final tax liability. Should the taxpayer seek Tax Court review, this will not be a final tax liability until the taxpayer has exercised all judicial appeal rights.

2. (ii)The IRS has filed a notice of federal tax lien with respect to an assessed tax liability, and the taxpayer has been issued a notice under I.R.C. § 6320 entitling the taxpayer to request a hearing with the IRS Office of Appeals contesting the lien filing, and to further appeal to the Tax Court if the IRS determines to sustain the lien filing. In the course of the hearing, the taxpayer is entitled to contest the underlying tax liability because the taxpayer has had no prior opportunity to contest the liability. This is not a delinquent tax because it is not a final tax liability. Should the taxpayer seek Tax Court

USDC-EDPA-19-01 16

review, this will not be a final tax liability until the taxpayer has exercised all judicial appeal rights.

3. (iii)The taxpayer has entered into an installment agreement pursuant to I.R.C. § 6159. The taxpayer is making timely payments and is in full compliance with the agreement terms. The taxpayer is not delinquent because the taxpayer is not currently required to make full payment.

4. (iv)The taxpayer has filed for bankruptcy protection. The taxpayer is not delinquent because enforced collection action is stayed under 11 U.S.C. § 362 (the Bankruptcy Code).

2. (ii)The offeror ___ has ___ has not, within a three-year period preceding this offer, had one or more contracts terminated for default by any federal agency.

2. (2)"Principal," for the purposes of this certification, means an officer; director; owner;

partner or a person having primary management or supervisory responsibilities within a business entity (e.g., general manager; plant manager; head of a division, or business segment, and similar positions).

3. This certification concerns a matter within the jurisdiction of an agency of the United States and the making of a false, fictitious, or fraudulent certification may render the maker subject to prosecution under 18 U.S.C. § 1001.

4. (b) The offeror shall provide immediate written notice to the contracting officer if, at any time prior to contract award, the offeror learns that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances.

5. (c) A certification that any of the items in paragraph (a) of this provision exists will not necessarily result in withholding of an award under this solicitation. However, the certification will be considered in connection with a determination of the offeror's responsibility. Failure of the offeror to furnish a certification or provide such additional information as requested by the contracting officer may render the offeror nonresponsible.

6. (d) Nothing contained in the foregoing will be construed to require establishment of a system of records in order to render, in good faith, the certification required by paragraph (a) of this provision. The knowledge and information of an offeror is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings.

7. (e) The certification in paragraph (a) of this provision is a material representation of fact upon which reliance was placed when making award. If it is later determined that the offeror knowingly rendered an erroneous certification, in addition to other remedies available to the judiciary, the contracting officer may terminate the contract resulting from this solicitation for default.

Provision 3-30, Certificate of Independent Price Determination (JAN 2003) Provision 3-130, Authorized Negotiators (JAN 2003)

1. The offeror represents that the following persons are authorized to negotiate on its behalf with the judiciary in connection with this solicitation (offeror lists names, titles, and telephone numbers of the authorized negotiators).

http://www.law.cornell.edu/uscode/text/11/362 http://www.law.cornell.edu/uscode/18/1001.html

USDC-EDPA-19-01 17

Name: ________________ Titles: ______________ Telephone: ________________ Fax: ________________ E-mail: ________________

L. INSTRUCTIONS, CONDITIONS, NOTICES to OFFERORS

L.1 Request For Proposal

Use the attached proposal sheet for a price quotation broken down by task with any supporting documentation for the price attached.

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

Proposals may be faxed or e-mailed to the below address by 4:30pm E.S.T, September 19th 2018.

Hand carried proposals are to be delivered by the same time at:

U.S. District Court, Clerk’s Office 2609 U.S. Courthouse 601 Market Street Philadelphia, PA 19106 Attn: Chuck Parkinson Fax: (267) 299-7144 E-mail: Chuck_Parkinson@paed.uscourts.gov

L.2 Written Questions

Written questions concerning this RFP should be addressed to Chuck Parkinson at the following:

U.S. District Court, Clerk’s Office 2609 U.S. Courthouse 601 Market Street Philadelphia, PA 19106 Attn: Chuck Parkinson Fax: (267) 299-7144 E-mail: Chuck_Parkinson@paed.uscourts.gov

USDC-EDPA-19-01 18

L.3 References

The contractor shall provide a list of at least three references.

L.4 Government furnished materials

Scantron forms may change during the life of the contract. The District Court Clerk’s Office will furnish and provide all updated Scantron forms. They will be mailed directly to contractors address. All obsolete Scantron forms are to be returned to the USDC.

L.5 Tentative Schedule for Performance and Delivery

Questions are due: No later than September 14, 2018 U.S.D.C. response to questions: No later than September 18, 2018 Bids are due: No later than September 28,2018 Purchase order award date on or before: October 3rd , 2018 (base year)

Provision B-1, Solicitation Provisions Incorporated by Reference (SEP 2010)

This solicitation incorporates one or more solicitation provisions 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. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this address: http://www.uscourts.gov/procurement.aspx.

Provision 3-85, Explanation to Prospective Offerors (AUG 2004) Provision 3-95, Preparation of Offers (APR 2013) Provision 3-100, Instructions to Offerors (APR 2013) Provision 3-115, Facsimile Offers (JAN 2003)

1. (a)Definition

2. "Facsimile offer," as used in this provision, means an offer, revision or modification of an offer, or withdrawal of an offer that is transmitted to and received by the judiciary via facsimile machine.

3. (b)Offerors may submit facsimile offers as responses to this solicitation. Facsimile offers are subject to the same rules as paper offers.

4. (c)The telephone number of receiving facsimile equipment is: [insert telephone number].

5. (d)If any portion of a facsimile offer received by the contracting officer is unreadable to the degree that conformance to the essential requirements of the solicitation cannot be ascertained from the document:

1. (1)the contracting officer immediately will notify the offeror and permit the offeror to resubmit the offer;

2. (2)the method and time for re-submission will be prescribed by the contracting officer after consultation with the offeror; and

USDC-EDPA-19-01 19

3. (3)the re-submission will be considered as if it were received at the date and time of the original unreadable submission for the purpose of determining timeliness, provided the offeror complies with the time and format requirements for re-submission prescribed by the contracting officer.

6. (e)The judiciary reserves the right to make award solely on the facsimile offer.

However, if requested to do so by the contracting officer, the apparently successful offeror promptly shall submit the complete original signed offer.

Provision 3-210, Protests (JUN 2014)

1. (a)The protestor has a choice of protest forums. It is the policy of the judiciary to encourage parties first to seek resolution of disputes with the contracting officer. If the dispute cannot be resolved with the contracting officer, then it is the policy of the judiciary to encourage parties to seek a judiciary resolution of disputes with the Administrative Office of the United States Courts. However, if a party files a formal protest with an external forum on a solicitation on which it has filed a protest with the judiciary, the judiciary protest will be dismissed.

2. (b)Judiciary protests will be considered only if submitted in accordance with the following time limits and procedures:

1. (1)any protest shall be filed in writing with the contracting officer designated in the solicitation for resolution of the protest. It shall identify the solicitation or contract protested and set forth a complete statement of the alleged defects or grounds that make the solicitation terms or the award or proposed award defective. Mere statement of intent to file a protest is not a protest.

2. (2)a protest shall be filed not later than ten (10) calendar days after the basis of the protest is known, or should have been known. A protest based on alleged improprieties in a solicitation which are apparent prior to the closing date for receipt of offers, shall be filed prior to the closing date for receipt of offers. The judiciary, in its discretion, may consider the merits of any protest which is not timely filed. The office hours of the Administrative Office are 8:30 a.m. to 5:00 p.m., eastern time. Time for filing a document expires at 5:00 p.m., eastern time, on the last day on which such filing may be made.

3. (3)the protest shall include the following information:

1. (i)name, address, and fax and telephone numbers of the protester or its representative;

2. (ii)solicitation or contract number;

3. (iii)detailed statement of the legal and factual grounds for the protest, to include a description of resulting alleged prejudice to the protester;

4. (iv)copies of relevant documents;

5. (v)request for a ruling by the judiciary;

6. (vi)statement as to the form of relief requested;

7. (vii)all information establishing that the protester is an interested party for the purpose of filing a protest; and

8. (viii)all information establishing the timeliness of the protest.

3. (c)Unless stated otherwise elsewhere in this solicitation, protests that are filed directly with the judiciary, and copies of any protests that are filed with an external forum, shall be served on the contracting officer at the Issuing Office address on the standard

USDC-EDPA-19-01 20

form, if any, or as provided elsewhere in this solicitation. Written and dated acknowledgment of receipt must be obtained from the Contracting Officer issuing this solicitation, or authorized designee.

4. (d)The copy of any protest shall be received in the office designated above within one day of filing a protest with an external forum.

Provision 4-1, Type of Contract (JAN 2003) Provision 7-60, Judiciary-Furnished Property or Services (JAN 2003)

M. EVALUATION FACTORS for AWARD

M.1 The District Court Clerk’s Office will have a review team that will determine the winning bid. This will be based off of the lowest priced, technically acceptable offer.

Provision B-1, Solicitation Provisions Incorporated by Reference (SEP 2010)

This solicitation incorporates one or more solicitation provisions 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. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this address: http://www.uscourts.gov/procurement.aspx.

Provision 3-70, Determination of Responsibility (JAN 2003)