RFP for Jury Summons Mailing

The State of Colorado Judicial Department, State Court Administrator's Office, issued this Request for Proposals (RFP JUD-RFP-16-SCAO-02) to procure printing and mailing services for jury summonses and related judicial documents across all 64 counties in Colorado. The contractor will be responsible for processing approximately 70,500 jury summons per month, including approximately 1,832 failure-to-appear (FTA) notices monthly, on a weekly schedule for 52 weeks per year. Services include pre-printing standard text on card stock documents, receiving electronic data downloads weekly, printing customized juror information with variable and static imaging in multiple colors, folding and sealing documents, sorting by nine-digit zip code, and delivering to USPS within three business days of data receipt. The contractor must also accommodate emergency jury calls within 24 hours, submit weekly activity and expense reports, provide quarterly National Change of Address (NCOA) update services, and manage annual jury wheel transmissions. The written inquiry deadline was February 12, 2016, at 5:00 PM, with proposals due February 26, 2016, at 3:00 PM, followed by public opening at 3:15 PM the same day. Optional oral interviews and site visits were scheduled for March 1-4, 2016, with an anticipated award notice and July 1, 2016 start date. The initial contract term runs from July 1, 2016, through June 30, 2017, with four possible one-year renewal options with no extension beyond June 30, 2021. Evaluation criteria included price, proposal adequacy and completeness, financial stability, experience and references, organizational resources, ability to accomplish all RFP tasks, and communication capability.

Respondents were required to register with the Colorado Vendor Self Service System to be eligible for award, with no specific set-aside designations or restrictions on organization types noted in the procurement documents. The incumbent vendor, OSI, had performed satisfactorily under the previous contract, which was being rebid due to expiration rather than performance issues. The State did not require vendors to be USPS Certified Full Service vendors or locally based, permitting mailing operations from outside Colorado. Contractors were required to submit three customer references, financial statements audited or reviewed by a CPA for the past three fiscal years, and evidence of financial stability and experience with similar judicial services. Pricing was structured on a standardized sheet detailing costs for card stock, jury summons form printing, FTA summons form printing, emergency summons printing, and first-class USPS postage, with current pricing at approximately $0.0389 per summons for printing and $0.0501 per card stock unit. The department paid between $5,400 and $8,000 quarterly for NCOA update services, and contractors were required to maintain comprehensive insurance coverage including workers' compensation, commercial general liability with minimum limits of $1,000,000, automobile liability insurance, and professional liability insurance with an aggregate limit of at least $1,000,000.