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

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Hilary Hannah Wilkerson
8 years ago
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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: March 8, 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 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 print to mail essential functions include all steps necessary for the printing and mailing of checks, statements, and promotional 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 alternative worksite must be at least 50 miles from while no farther than 180 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 all checks, statements, and promotional materials required during the duration of the interruption. Print Operation Requirements The service provider must able to meet the following print operation 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. All check stock is 24 pound. The 8 1/2 x 14 check form and one of the 8 1/2 x 11 forms 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. Equipment to burst in sequence and stack checks is required. A 3 of 9 barcode reader for sequence verification and data capture is preferred but not required. 2

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 Bowe 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. 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 rate mail with the U.S. Postal Service. Either pick-up by the U.S. Postal Service or drop-off by the vendor must be provided. An onsite U.S. Postal Service office is ideal. 5. Must be able to provide overnight messenger service if necessary. 6. Must be able to hand-stuff multi-check jobs up to fifty 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, preferably with 24/7 video surveillance. 2. It is preferred that the facility provide key card access. 3. An audit report of check and envelope stock inventory must be provided each month. 4. All check stock must be located in a locked /caged area separate from other regular storage. Monthly Volume Confirmation Image Volume - 400,000 average per month Envelope Volume 400,000 average per month Connectivity Confirmation Assumes print ready file transferred over an SFTP/VPN using encryption Testing Services Requirements The service provider must be able to provide Treasury with at least annual testing; semi-annual testing, at no extra charge, is preferred. In addition, no contract will be agreed upon without a proof of concept being completed. Other Requirements 1. The alternative worksite must be reasonably proximate while still being at least 50 miles from Treasury s main office in Harrisburg, PA. 2. On-premise space must be provided for two to four Treasury staff in certain disaster scenarios. 3

Output sequence numbers are verified through JETVision on exit. 2. Service provider must be able to support Treasury s mail pre-sort process.

4 Term of Contract The contract is a one-year contract (beginning May 1, 2013), with an option to renew for two one-year periods. Any questions regarding the bid should be directed to Andrea Quigley at amquigley@patreasury.gov 4

5 BID SUBMISSION (page 1 of 2) COST PROPOSAL/ADDITIONAL INMATION Disaster Recovery Services Service Description One-Time (O) or Reoccurring Fee (R) Fee Contract Length Location (including back up site) Monthly Subscription Fee 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 USPS Office Location Postage Fee (per piece) Presort Provider Presort Fee (per piece) Material Storage Warehouse Rate (pallet per day) Testing Services Proof of Concept Annual Testing Suggested (per year) Test Duration Number of Pieces Basic Testing (including base, per image, and per envelope) Additional Test Time Rate Miscellaneous Charges (Please itemize) 5

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 Wednesday, March 27, 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# 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 Wednesday, March 27, 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.

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Print to Mail Services - A Guide for the Defense Administration IFB #2013-01 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