RFP_19-01_Clarification_memo.pdf

M E M O R A N D U M

TO: Bidders List

FROM: Chuck Parkinson, Administrative Services Supervisor

RE: RFP 19-01 Clarification

DATE: 9/13/18

Below is a list of questions that were recently received in regards to this RFP. Please see the Court's responses in red.

1. G-18 permit is indicated, but is only shown on the brown kraft envelope. Will it be used for all mailings and therefore will be printed on the exterior of all envelopes?

The G-18 permit information is to be printed on all envelopes except for the BRM envelopes.

2. Would a #10 size white outbound envelope be entertained for the jury summons and grand jury mailings versus using the 6.5” x 9” brown kraft envelopes?

At this time we would like all materials to match the provided samples exactly.

3. It appears that the Jury Summons and Grand Jury Summons forms are identical with the exception of “GRAND JURY” being printed under the seal instead of “TWO DAYS OR ONE TRIAL”.

Is this accurate?

The phrase "GRAND JURY" vs "TWO DAYS OR ONE TRIAL" is the main difference between the forms themselves, however the participant and reporting information will change based on the individual jury panels.

4. Will any of the materials be supplied, or will the vendor be required to produce/procure all materials, including forms, questionnaires and envelopes?

We will supply the Scantron forms. All other materials must be provided by the vendor.

5. Is the Court interested in recommended efficiencies, or would you prefer that we do our best to match your current processes?

At this time we would like the winning vendor to match our current process.

6. Understanding that there are two Information Sheets (one for Regular Summons and one for Grand Jury), is the content static for each juror type (i.e. there is no variable information included on these sheets, it is the same for everyone)? If static, how frequently does this information change?

There is no varying information on either the regular summons information sheets or the Grand Jury information sheets. Changes will occur periodically throughout the life of the contract, with the average being approximately once per quarter.

7. Does the seal need to be in full color on all of the information sheets and questionnaires, or would a black and white option be entertained in order to acquire better cost savings?

All printed materials are to match the provided samples exactly.

8. How frequently is each mailing type submitted for processing?

Questionnaires - 1-3 mailings per month Summons - 1-2 per month Grand Jury - 6 mailings per year