Print to Mail Services - A Guide for the Defense Administration

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1 IFB # INVITATION BID Print to Mail Alternative Worksite for Disaster Recovery PENNSYLVANIA TREASURY DEPARTMENT ISSUING OFFICE: PA Treasury Department Bureau of Support Services 3T-A Finance Building Harrisburg, Pennsylvania RELEASE DATE: June 14, 2013

OFFICE: PA Treasury Department Bureau of Support Services 3T-A

2 IFB # PA TREASURY DEPARTMENT Print to Mail Alternative Worksite for Disaster Recovery 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 printed on the face of the check, Treasury uses this barcode for sequence verification. 2

performed in accordance with Treasury s Continuity of Operations Plan that addresses a wide range of potential emergencies.

3 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 semiannual 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. 3

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.

4 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 oneyear 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. Any questions regarding the bid should be directed to Andrea Quigley at amquigley@patreasury.gov 4

Term of Contract The contract is a three-year contract (beginning August 1, 2013), with options to renew for two additional oneyear periods, which Treasury may avail itself of either by

5 BID SUBMISSION (page 1 of 2) COST PROPOSAL/ADDITIONAL INMATION 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 Second Year (per month ) (per month) Third Year (per month) First Option Year (per month) Second Option Y ear (per month) Print and Mailing Services 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) Fee 5

Monthly Subscription Fee First Year Second Year (per month ) (per month) Third Year (per month) First Option Year (per month) Second Option Y ear (per month) Print and Mailing Services Declaration

6 IFB # INVITATION BID 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, 2 p.m. to Andrea Quigley, Assistant Director, Bureau of Support Services, PA Treasury Department, 3T-A Finance Building, Harrisburg, PA If you have any questions, please amquigley@patreasury.gov. Company Name Contact Person Phone Number ( ) Address County Located Vendor s Signature Federal ID# Date Zip Code (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, 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

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

INVITATION FOR BID FOR Print to Mail Alternative Worksite for Disaster Recovery FOR PENNSYLVANIA TREASURY DEPARTMENT ISSUING OFFICE:

INVITATION FOR BID FOR Print to Mail Alternative Worksite for Disaster Recovery FOR PENNSYLVANIA TREASURY DEPARTMENT ISSUING OFFICE: IFB #2012-08 INVITATION BID Print to Mail Alternative Worksite for Disaster Recovery PENNSYLVANIA TREASURY DEPARTMENT ISSUING OFFICE: PA Treasury Department Bureau of Support Services 3T-A Finance Building