FY18 TAAA 1000 1045 DOR Income Tax Booklets

The Colorado Department of Revenue Purchasing and Contracts Services Division issued a Documented Quote (DOR17017) soliciting bids for the publication and delivery of six distinct tax booklet products for fiscal year 2018. The procurement encompasses Book 104 Individual Income Tax Forms (150,000 copies), Book 104 PTC Property Tax Credit Claim Form (50,000 copies), Book 112 Corporation Income Tax Forms (2,000 copies), Book 105 Fiduciary Income Tax Forms (2,000 copies), Book 106 Partnership Income Tax Forms (2,000 copies), and Book 21 Severance Tax Forms (2,000 copies). All booklets must be produced to precise specifications including 8.5" x 11" page size (with an acceptable alternate of 8 3/8" x 10 7/8"), saddle-stitch binding with vertical perforations, and designated ink colors including black with PMS 181 red/brown and Cool Gray 7, with certain booklets requiring four-color covers and text pages. Vendors must submit samples of paper and ink colors with their bids, provide up to three business references, and demonstrate past experience with similar printing projects; vendors in the Denver Metro Area are preferred. The quote submission deadline was May 8, 2017, at 2:30 PM Mountain Time, with vendor inquiries accepted until May 1, 2017, at 10:30 AM. The resulting contract award will be effective July 1, 2017, through June 30, 2018, with options to renew for four additional one-year periods at the State's discretion. Delivery of initial booklets to the Department of Revenue loading dock is required by December 2 of each year, with additional distributions to libraries, post offices, and motor vehicle offices completed by January 11, and final deliveries by January 30. Pricing must be firm and fixed for the initial award term, with price increases permitted only for renewal years upon written request with justification submitted thirty days prior to contract end, and all proposed costs must be inclusive of administrative support, supplies, hardware, software, shipping to both Department locations (1375 Sherman Street, Denver and 1881 Pierce Street, Lakewood), insurance, subcontractors, and overhead. Evaluation criteria prioritize price and cost as the primary consideration, though experience, qualifications, and past performance are also evaluated, with the State reserving the right to award to a single vendor or make multiple awards if in its best interest.

No Service-Disabled Veteran Owned Small Business (SDVOSB) set-aside is specified in this solicitation; however, SDVOSBs meeting minimum specifications and proper certification may receive preference consideration. All bids must be submitted by vendors registered in the Vendor Self Service System (VSS). Vendors may subcontract the computerized addressing function, but pricing must be included in the per-thousand unit bids and the subcontractor must be identified and approved by the Department. The previous contract pricing demonstrates significant variation based on delivery method and product type, with Book 104 Individual representing the largest volume at historical costs of $11,388.01 for dock delivery of 56,533 units and $17,820.79 for UPS delivery of 88,467 units; however, specific budget allocations for this fiscal year procurement are not provided in the available solicitation documents. Failure to deliver booklets by the due dates results in a daily late fee of 5 percent of the total booklet price plus daily interest at 0.016438 percent. The Department will furnish camera-ready artwork as Adobe PDF files, with proofs and color keys due back by October 19 for certain booklets and November 19 for others each year. Vendors must contact the Department immediately upon award notification to consult on forms composition and integrate with the Department's existing systems and processes for artwork review and delivery coordination.