Print to Mail Services - A Guide for the Defense Administration

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IFB #2013-01

INVITATION FOR BID

FOR

Print to Mail Alternative Worksite for Disaster Recovery

FOR

PENNSYLVANIA TREASURY DEPARTMENT

ISSUING OFFICE:

PA Treasury Department

Bureau of Support Services

3T-A Finance Building

Harrisburg, Pennsylvania 17120

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IFB #2013-01

PA TREASURY DEPARTMENT

Print to Mail Alternative Worksite for Disaster Recovery

FOR

PENNSYLVANIA TREASURY DEPARTMENT

Background

The Pennsylvania Treasury Department is seeking a service provider to perform Treasury’s essential print to mail operations during any unscheduled interruption (from equipment failure, large scale disaster, and other similar causes), which are to be performed in accordance with Treasury’s Continuity of Operations Plan that addresses a wide range of potential emergencies. Treasury’s essential print to mail functions include all steps necessary for the printing and mailing of checks, statements, and associated materials.

For this service request, Treasury’s print to mail operations require a single secure and environmentally controlled facility that can perform all of the operations necessary to produce and distribute printed materials. In addition, the facility must be able to provide a secure location for Treasury to store check stock and envelopes. The primary recovery center must be reasonably proximate while still being at least 50 miles while no further than 150 miles from Treasury’s main office in Harrisburg, PA.

Contract Requirements and Qualifications

Print Services

The service provider must be able to assume all of Treasury’s print operations, including all operations to produce checks, statements, and associated materials required during the duration of the interruption.

Check Printing Operational Requirements

The service provider must be able to meet the following check printing operational requirements:

1. A system capable of processing 30 distinct Xerox Free Flow version 9.0c (VIPP) formatted documents. Xerox Free Flow software is a requirement.

2. All files must be sent to a XEROX DP series MICR printer or equivalent.

3. All machinery must be capable of producing an electronic audit report of printed checks for quality control. Currently, Treasury uses Xerox software solution XSIS (CPI). This allows for barcode fonts for inline print reconciliation and U.S. Postal regulations.

4. All machinery must be equipped to process the following paper requirements. Treasury uses two different paper sizes, 8 1/2”x 11” and 8 1/2”x 14,” 24 pound paper, and three different paper check forms. Check stock is also 24 pound. The 8 1/2”x 14” check form and one of the 8 1/2”x 11 forms each has a single check at the bottom of the page. The second 8 1/2”x 11” check form has two horizontal perforations dividing the form into three individual checks of the same size.

5. Decollate three-up check stock while maintaining the sequential order of the checks. A 3 of 9 barcode is

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Mail Services

The service provider must be able to assume all of Treasury’s mail operations including pre-sort folding, intelligent inserting, and hand-stuffing.

Mail Center Requirements

1. All inserting equipment must be Bell and Howe Pinnacle or equivalent with intelligent inserting systems. Treasury uses OMR marks for insertion. Output sequence numbers are verified through JETVision on exit. 2. Service provider must be able to support Treasury’s mail pre-sort process in-house. Treasury’s system

uses permit sequence numbers and separates the checks into appropriate trays using tray tags. USPS presort paperwork is provided and associated with each pre-sorted print job.

3. Must be able to provide meter service.

4. Must be able to provide presort First Class and Standard mail rate with the U.S. Postal Service. Either pick-up by the U.S. Postal Service or drop-off by the vendor must be provided.

5. Must be able to provide overnight messenger service if necessary.

6. Must be able to hand-stuff multi-check jobs up to fifty pieces per envelope.

7. Must be able to retain and return to Treasury all damaged checks. No checks are to be shredded. Treasury will destroy damaged checks and provide vendor with a new file with all damaged or misprinted checks for reprint

8. Must be able to provide all job paperwork electronically on a daily basis for Treasury review.

Security and Storage Services

The service provider must be able to assume all Treasury security requirements for check and envelope storage as well as overall building security.

Security and Storage Requirements

1. Must be able to provide a secure 24/7 facility with 24/7 video surveillance.

2. An audit report of check and envelope stock inventory must be provided each month. 3. All check stock must be stored in a locked, caged, and environmentally controlled area.

Monthly Volume Confirmation

Image Volume - 400,000 average per month Envelope Volume – 400,000 average per month

Connectivity Confirmation

Must be able to accept a file transferred over a secure connection using encryption.

Testing Services Requirements

The service provider must be able to provide Treasury with semi-annual testing. Each test must be a minimum of four hours in length with no less than 3,000 pieces. Please indicate whether there is a separate cost for semi-annual testing or if it is absorbed by your other charges. If there is a separate charge, please include it where identified on the form. In addition, no contract will be executed without a proof of concept being included. Vendors may include a separate charge for proof of concept, which will be included in the calculation of total services cost for purposes of comparison of competing bids. Final contract will include provision for payment of separate proof of concept charge (where a separate charge was bid in response to this Invitation For Bid), but Treasury reserves the absolute right to terminate the contract without any further obligation or exposure in the event the proof of concept is unsatisfactory to Treasury.

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Other Requirements

1. The primary recovery center must be reasonably proximate while still being at least 50 miles while no further than 150 miles from Treasury’s main office in Harrisburg, PA.

2. On-premise space must be provided for two to four Treasury staff. The need for such staff, and the exact number, will be determined by the nature of the interruption.

Term of Contract

The contract is a three-year contract (beginning August 1, 2013), with options to renew for two additional one-year periods, which Treasury may avail itself of either by exercising each option successively or by exercising both options at the appropriate time for the exercise of the first option.

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BID SUBMISSION

(page 1 of 2)

COST PROPOSAL/ADDITIONAL INFORMATION – Please complete cost proposal/additional

information schedule utilizing the units described. Do not alter the bid submission sheet, if

alterations appear it could be cause for disqualification of the individual bid.

Monthly Subscription Fee

First Year

(per month )

Second Year

(per month)

Third Year

(per month)

First Option Year

(per month)

Second Option Y ear

(per month)

Print and Mailing Services

Fee

Declaration Fee (per event)

Print Services Fee (per image)

8. 5x11, 8.5x14 simplex imaging

8.5x11, 8.5x14 duplex imaging

Mailing Services Fee (per piece)

#10, 6x9, 9x12 or similar

Mechanical insertion

Manual insertion

Handling Fees

Decollation Fee (per 1000 sheets)

Sorting to Postal Trays (per piece)

Material Storage

Warehouse Rate (pallet per month)

Testing Services

Proof of Concept

Semi-Annual Testing (min. two tests per year)

(per test)

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IFB #2013-01

INVITATION FOR BID

FOR

Print to Mail Alternative Worksite for Disaster Recovery

BID SUBMISSION

(page 2 of 2)

If interested in this Bid, please include this sheet with your bid no later than the bid

opening date of Monday, July 1, 2013 @ 2 p.m. to Andrea Quigley, Assistant

Director, Bureau of Support Services, PA Treasury Department, 3T-A Finance

Building, Harrisburg, PA 17120.

If you have any questions, please email amquigley@patreasury.gov.

Company Name

Contact Person Phone Number ( )

Email

Address

Zip Code

County Located Federal ID#

Vendor’s Signature Date

(Vendor agrees that this cost proposal will remain valid for no less than 30 days from date of bid

opening.)

Please complete this bid form. This bid form and all required submissions must be received no later than 2:00 p.m. on Monday, July 1, 2013. Late bids will not be considered regardless of the reason. Please return your bids to:

Andrea Quigley Assistant Director Bureau of Support Services Pennsylvania State Treasury Department

3T-A Finance Building Harrisburg, PA 17120

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