Purchasing Bids & Contracts Request for Proposal For Nigh University Mail/Print Partnership RFP NO.2016P101

Transcription

1 Purchasing Bids & Contracts Request for Proposal For Nigh University Mail/Print Partnership RFP NO.2016P101 ADDENDUM: November 4, 2015 FULL REQUEST FOR PROPOSAL (RFP) ADDENDUM 04 LOCATED AT: Please note the additions, deletions, and/or clarifications to the above referenced RFP No. 2016P101 below. This addendum and any previous addendums form a part of the Contract documents and modify the original RFP documents, dated October 2, ONE SIGNED COPY OF THIS ADDENDUM MUST BE INCLUDED WITH YOUR PROPOSAL AND RECEIVED ON OR BEFORE THE RFP DUE DATE/TIME. Clarifications: Answers to questions asked. Q 1. A 1. Q 2. A 2. Q 3. A 3. Q 4. A 4. Is the University open to alternative proposals? Yes. Does the current print/mail contract have the same revenue sharing structure as outlined in the requirements of this bid? No. Does the University expect that the vendor will collect the funds, if yes, would the University be open to alternatives? The university currently collects a fee per student resident for mail box services only. This fee shall continue to be collected. What are UCO revenue targets, based upon the revenue achieved by the existing contract? We seek the best overall value for the campus community to include resident students, faculty, staff and visitor through this RFP. UCO promotes sustainability. Be GREEN change your margins to save paper!

2 Q 5. A 5. Q 6. A 6. Q 7. A 7. Q 8. A 8. Please provide a fuller explanation of 5.4 "pose no financial cost to the university" when paired with 6.1 Provide the total costs of proposed item(s), service(s), proposed solution(s), indicating whether each costs is one time, incremental, or recurring costs for UCO" The university seeks a solution that provide the least amount of startup cost, however the university seeks the best overall value for the campus community to include resident students, faculty, staff and visitor through this RFP. The best overall value could include revenue sharing. What are the responsibilities of the mail room staff? Please list in detail. The current mail room process operates differently than proposed within the RFP. Are all tasks currently being performed by staff as listed in Scope of Work (Section A, D, E, F, H)? If not, can you state which are currently being performed. No. The current mail room process operates differently than proposed within the RFP. How many employees are staffed for mail services? Can you provide the total man hours and break down by full time and part time employees? 5 each, Full time employees that work 40 hours per week. Q 9. Can you provide a list of assets currently used for mail/accountable? Are they owned, leased, provided through a 3rd party vendor)? A 9. The university currently leases a Pitney Bowes Connect Q 9 a. If leased, when is the lease up? Is there an expectation of replacing equipment? A 9 a No. Q 9 b. Is there a service contract in place? A 9 b. Yes. Q 9 c. Who provides repairs & supplies? A 9 c. Pitney Bowes. Q 10. A 10. Q 11. A 11. Q 12. A 12. What system is utilized for tracking incoming accountable mail (i.e. Arrival)? A package tracking system called SC Logic. Who is responsible for maintaining/editing database for electronic text and notifications? Existing UCO mail staff. It is the university s expectation that through this RFP the selected partner shall be able to provide a solution for the university s mail/print service s needs. Is interoffice mail being counted in Current Deliveries? If not, can you provide monthly/annual numbers and who is currently responsible for delivery. This RFP is for retail/residential mail/print services. The university shall continue to provide interagency mail service to the campus. Q 13. How is interoffice mail sent to other locations? A 13. See A 12. Q 13 a. Is a pouch mail system in place? If so, what is the process? A 13 a. See A 12. Q 13 b. What is the frequency of sending interoffice mail? A 13 b. See A /4/2015 2

3 Q 14. A 14. Q 15. Q 16. A 16. Q 17. A 17. What time does the USPS mail arrive onsite? How is outgoing mail received by USPS? A UCO mail services employee picks up the USPS mail by 9:30am Monday Friday at the Edmond post office. A 3 rd party bulk mail services provider arrives at 1:30pm Monday Friday and USPS arrives at 4:00pm Monday Friday for all outgoing mail. What is the average monthly volume for the following (in pieces): A 15 a. Approximately 39,000 pieces a month. A 15 b. Approximately 600 a year. A 15 c. See A12. Is outgoing mail charged back to users/departments? If so, please describe this process: Yes, this is done with an internal software program and UCO departments are charged monthly. Who are the preferred vendors for accountable mail (UPS, FedEx, DHL, etc.)? Who processes accountable mail and if done by mail center what is process for payment/chargeback. The university has no preferred carrier. This RFP seeks the usage of all major carriers. Q 18. How is mail currently delivered to end users (desk to desk, mail drop, mixture of both, etc.)? A 18. See A 12. Q 18 a. Is mail fine sorted in the mail room or fine sorted at the mail drop? A 18 a. See A12 Q 19. A 19. Q 20. A 20. Q 21. A 21. Q 22. A 22. Q 23. A 23. What is the current mail run schedule? Monday Friday 8:00am and completed by 2:30pm For your satellite locations please describe: Satellite locations as described in section 1.3 of the RFP are delivered as follows: Q 20 a. How is mail transported to these satellite locations? A 20 a. Via mail truck. Q 20 b. What are the delivery/pick up schedules? A 20 b. Monday Friday by 9:30am. Q 20 c. What is the volume of mail being delivered to satellite locations? A 20 c. See section 1.2 of the RFP. Are there any user groups or key end users that require special attention or have specific requirements? The university seeks the best overall value for the campus community to include resident students, faculty, staff and visitor through this RFP. Is there a procedures manual or any documentation available to assist us in our discovery? If so, may we have a copy. No. Can you provide a detailed list of all Print Devices and assets in the Copy Center including any document finishing listed in section C. Is this leased or owned equipment? The university currently has no print devices and or assets in the copy center. The university plans to address all print services through this RFP. 11/4/2015 3

4 Q 24. A 24. Q 25. A 25. Q 26. A 26. How many staff currently run the print and mail center? Are these university employees or a third party? Currently the mail services center of the university has 5 each, Full time employees that work 40 hours per week. The print services is currently operated via a third party. What are the current hours for the print and mail operation? 8:00am to 5:00pm Is the current print shop called Print Central? Yes Q 27. UCO uses the terminology of retail print services. Is it the university s goal to have a vendor operate this shop as a print for pay center to not only the university, but to the surrounding community? A. 27. Yes Q 28. A 28. Please describe the current business stationary at OCO (letterhead, envelopes and business cards). Q 28 a. Is it offset printed? A. 28 a. See A 28. Q 28 b. Is it raised printed (thermography)? A. 28 b. See A 28. Q 28 c. How many colors? A. 28 c. See A 28. Q 28 d. What are pantone colors? A. 28 d. See A 28. Q 28 e. What paper stock is currently used for stationary (LH, Env & Bus Cards)? A. 28 e. See A 28. Q 28 f. Is the in house print shop currently providing these services on site or are they outsourced to a third party vendor or another location of the current vendor? A. 28 f. See A 28. Q 29. How much photo printing is currently being produced in the in house print shop? A 29. See section 5.5 B. Q 29 a. Is this photo printing being produced onto a photo paper at standard sizes?(i.e. 4x6. 5x8, 10x13). A 29 a. See section 5.5 B. Q 30. A 30. Q 31. A 31. When a customer brings a job into the print shop, who is billing and receiving the money from the customer? The print shop. Is UCO looking to mark up the costs of the printing (i.e. paper, labor, consumables and lease costs) to the customer? The university seeks the best overall value for the campus community to include resident students, faculty, staff and visitor through this RFP. 11/4/2015 4

5 Q 32. A 32. Will the staff, faculty and students be paying for printing and mail services via credit, student account and cash? Proposer should provide all major forms of payment. Q 33. How often are notary services requested in the in house print shop? Is this a service currently offered by the current vendor? A 33. None. See section 5.5 E. Q 34. Please provide the annual amount spent on rubber stamps? A 34. Information not available at this time see section 5.5 D. Q 34 a. Are these rubber stamps being outsourced to a third party vendor? A 34 a. See section 5.5 D. Q 35. A 35. Q 36. A 36. Does UCO currently have the ability to fax off of the local copier/mfd fleet? Yes. Please provide current sizes of oversized/wide format printing ordered. Q 36 a. What percentages of each size? A 36 a. Q 36 b. What finishing of the oversized printing is needed?(i.e. mounting, laminating, foamcore, gator board, coroplast? A 36 b. Q 36 c. Is any of the wide format printing to be used outside in the elements? A 36 c. Q 36 d. What type of files are provided for wide format printing? A 36 d. Q 36 e. Is the in house print shop currently providing these services on site or are they outsourced to a third party vendor or another location of the current vendor? A 36 e. Q 37. What current booklet making processes are offered in the in house print shop. A 37. Information not available at this time, see section 5.5. Q 38. Does the print shop offer Plastic coil binding? A 38. Information not available at this time, see section 5.5. Q 38 a. Up to what thickness of book? A 38 a. Information not available at this time, see section 5.5. Q 39. Does the print shop offer GBC comb binding? A 39. Information not available at this time, see section 5.5. Q 39 a. Up to what thickness of book? A 39 a. Information not available at this time, see section 5.5. Q 40. A 40. Does the print shop offer saddle stitched booklets? The university seeks the best overall value for the campus community to include resident students, faculty, staff and visitor through this RFP. a. Are these booklets produced on in line or off line booklet makers? b. Are these booklets face trimmed? Are the booklets trimmed on three sides? 11/4/2015 5

6 c. How many sheets of paper are required to be saddle stitched? (i.e. 4 book pages = 1 sheet of flat paper also known as a signature) d. Do you have images or printing that run off of the edges of your booklets, also known as bleeds? Q 41. A 41. Q 42. A 42. Q 43. A 43. Q 44. A 44. Q 45. A 45. Q 46. A 46. Q 47. A 47. Q 48. A 48 Q 49. A 49. Q 50. A 50. Q 51. A 51. Q 52. A 52. Q 53. Is there currently a web to print solution in place for the on campus print shop. No, however the university seeks the best overall value for the campus community to include resident students, faculty, staff and visitor through this RFP. a. If so, what software package is being used? b. Is the site accessible via the internet or just the intranet? c. What is the url? What weights of paper does UCO require to have folded? Question appears vague and unclear. What are the most common types of paper being used for printing projects at UCO? What are the current manufacturer and models of B&W printing equipment on site in the print shop? What are the current manufacturer and models of color printing equipment on site in the print shop? What make and model print controllers are currently used in the print shop? Please provide a breakdown of B&W vs. color volume per machine in the on site print shop. Please provide a breakdown on current dollar spend on out side printing and mail services at UCO? Does the current print shop or mail department process presorted direct mail? Yes. Does UCO utilize variable data marketing or One to One marketing. The university seeks the best overall value for the campus community to include resident students, faculty, staff and visitor through this RFP. Does the current print shop or print shop vendor offer variable data printing? The university seeks the best overall value for the campus community to include resident students, faculty, staff and visitor through this RFP. a. What software is used to process your postal discounts? b. What software is used to manage the variables within your print file? c. Does UCO currently have a postage permit (indicia) that is used for presorted first class or presorted standard mail? Are the employees in the print center university employees or vendor employees? Third party vendor employees. How many employees are in the printing center? 11/4/2015 6

7 A 53. Q 54. A 54. Q 55. A 55. Q 56. A 56. Q 57. A 57. Q 58. A 58. Please describe the duties or titles of the current staffing structure within the print center? What are the hours of operation for the printing center? 8:00am to 5:00pm Mon Fri. What are the typical turnaround times provided by the current printing shop? What are the perceived weaknesses of the current print shop? The university seeks the best overall value for the campus community to include resident students, faculty, staff and visitor through this RFP. What are the perceived strengths of the current print shop? The university seeks the best overall value for the campus community to include resident students, faculty, staff and visitor through this RFP. Q 59. Please provide the percentages of students at each level living on campus: A 59. Freshman 70% Sophomore 15% Junior 10% Senior 5% Graduate Students minimal Q 60. A 60. Q 61. A 61. Q 62. A 62. Q 63. A 64. Q 65. A 65. Q 66. A 66. Q 67. A 67. Q 68. A 68. Q 69. A 69. Are freshman required to live on campus for a certain period of time? If so, how long? No. Are freshman required to use a mailbox and is the mailbox fee an imbedded component of the residence fees? Resident students, regardless of classification, are required to have a mailbox. What are the mailbox fees currently charged to students (resident and non resident) and to faculty? $32.50 per semester for resident students and $32.50 every six months for non residents. What is the growth expectancy for student enrollment in the next five years? Information is not available at this time. What is the growth expectancy for students living on campus in the next five years? None. What is the expected retention rate of students living on campus based on the past five years? Information is not available at this time. How many International students live on campus? Varies from year to year. Do you currently maintain/service the mailboxes year round orper semester, including summer? Year round. Do you maintain the same box number for the student from year to year? No. 11/4/2015 7

8 Q 70. A 70. Q 71. A 71. Q 72. A 72. Please provide us with historical data on both the number of students on campus and mailboxes utilized? Approximately 1,900 resident students in the Fall. Approximately 1,700 resident students in the Spring. What type of vehicle is currently utilized to pick the mail up from the US Post Office? Light duty pickup. What time is the mail available for pickup from the US Post Office? 9:30 am. Q 73. Please confirm the following to be true or provide correction(s): Q 73 a. Commons Resident Mailboxes 384 Auth Florence style boxes are located outdoors. A 73 a. True. Q 73 b. The Suites Resident Mailboxes 369 Auth Florence style boxes are located outdoors. A 73 b. False. Outside. Q 73 c. The Quad Resident Mailboxes 490 Auth Florence style boxes are located outdoors. A 73 c. True. Q 73 d. West Hall Resident Mailboxes 487 Salsbury style boxes are located in the NUC. A 73 d. True. Q 73 e. Murdaugh Hall Resident Mailboxes 300 Salsbury style boxes are located in the NUC. A 73 e. True. Q 74. A 74. Q 75. A 75. Are you requesting mail services for faculty / staff as well? Can you provide packages and parcel amounts? No. Q 74a. If yes to staff & faculty, how many stops / deliveries on campus? A 74a. No. Q 74b. How often and what time during the day? A 74b. N/A. Q 74c. Are signatures required for packages? If yes, electronic or manual? A 74c. N/A. Q 74d. Will Vendor need to purchase mail slots / fixtures that are currently in the existing mail room or will those be a part of the lease? A 74d. No. Q 74e. Will the existing mail cart be available to purchase? A 74e. No. Q 74f. When a package comes in that is suspicious, is the vendor authorized to contact local authorities or contact campus police? A 74f. Campus Police is the first point of contact for any security or safety issues. How much is the University currently charging for mailboxes? $32.50 per semester for resident students and $32.50 every six months for nonresident. Q 2a. How many are currently being rented? A 2a. Approximately 1,900 in the fall and approximately 1,700 in the spring, 20 nonresident rentals. Q 2b. Is there an existing contract between University / students for these mailboxes? If yes, what are the terms? 11/4/2015 8

9 A 2b. Q 2c. A 2c. Q 2d. A 2d. Yes. Will vendor receive revenue for All mailboxes listed within RFP? Yes. If yes to question 2c, how is revenue collected? Retail transaction, transfer of student fees, etc.? By the University. Q 76. Is mail for residents currently being delivered to the Nigh Center & then delivered to the Commons / resident areas, or is mail delivered to each location (section 1.3)? A 76. Currently, mail is picked up from the Edmond post office by a UCO mailroom employee and delivered to the Nigh University Center, processed and delivered to the Commons, Suites, and the Quad mailboxes. The boxes for Murdaugh and West Hall are currently located in the Nigh University Center. Q 76a. Who delivers mail? USPS? UCO? A 76a. Mail is currently delivered to the resident mailboxes by a UCO mailroom employee. Q 76b. What time / times is mail picked up or being delivered? A 76b. All mail is picked up by a UCO mailroom employee by 9:30am at the Edmond Post Office. Resident mail is delivered to the Commons, Suites, and the Quad by 1:30pm Monday Friday. The mail for the Murdaugh and West Hall is distributed by 11:00am in the mailboxes which are currently located in the Nigh University Center. Q 76c. What time is Parcel delivered...ups, Fed Ex, USPS? What locations? A 76c. Mail and parcels are picked up by a UCO mailroom employee by 9:30am at the Edmond post office Monday Friday and delivered to the Nigh University Center. Once received, the mail and parcels are processed utilizing a package tracking system that notifies a student resident when a parcel is ready for pick up. Currently, all parcels are picked up by the student residents at the Nigh University Center. Q 76d. How is mail / parcel currently being sorted and inserted into mailboxes (section 1.3)? A 76d. Mail is sorted every morning by UCO mailroom staff. Any mail for the Commons, Suites, and Quad are delivered and inserted into respective mailboxes. Murdaugh and West Hall are inserted in the respective mailboxes currently located in the Nigh University Center. All parcels are picked up by student residents at the Nigh University Center. Q 76e. Is there a separate process for faculty and students, or same? A 76e. Yes. Q 76f. What time is currently scheduled for all outbound mail / packages to be processed? A 76f. All outbound mail is processed as it comes in and a third party bulk mail vendor does a pick up by 1:30 pm Monday Friday and USPS picks up at 4:00pm Monday Friday. Q 76g. Do parcel companies pick up from Nigh Center only? If no, what other locations? What are scheduled times for pick ups? A 76g. Yes. Currently a third party bulk mail vendor picks up mail at 1:30pm Monday Friday and USPS picks up at 4:00pm Monday Friday. Q 77. Are there any University restrictions that a vendor should be aware of when handling mail / packages for students? A 77. No, we request that all USPS guidelines be followed, and to work closely with the Edmond Postmaster. 11/4/2015 9

10 Q 78. A 78. Q 79. A 79. Is the University using a specific mail / scanning software that would be considered mandatory? UCO currently utilizes a package tracking system called SG logic, but is it is not mandatory. How many associates does the University have completing current mail services on campus? Information is not available at this time. Q 80. Does the University expect the Vendor to occupy all three existing locations to support mail / printing? A 80. No. Q 81. A 81. Are posted prices subject to any branding or other requirements such as paper (UCO s corporate branding policy states you have to print business cards on Classic Crest) that need to be defined so pricing can accurately reflect the University s expectations / mandates (section 5.1)? Question unclear. Q 8a. Define Retail opportunity. Will the vendor be able to create a volume based competitive bid for a faculty purchase? A 8a. The University seeks the best overall value for the campus community to include resident students, faculty, staff and visitors through this RFP. Q 82. Digital Finger printing solutions, can you please provide additional detail regarding this requirement example? What are your expectations regarding deliverables to the client (section 5.5 G). A 82. See addendum #3 Dated November 4, 2015 Q 83. A 83. Q 84. A 84. Summer Storage, can you please provide additional details on your expectation for this service? Are you looking at this as a revenue creating partnership? (section 5.5 H). This would be a value added service that would give student residents a solution to store their personal belongings (e.g. tv s, furniture, bicycles) with a vendor over the summer if they plan on returning in the fall semester. Can you help shed some light on section 6.1 (cost to UCO) vs. 5.4 Revenue sharing (no cost to UCO)? The University seeks a solution that provides the least amount of startup cost, however, the University seeks the best overall value for the campus community to include resident students, faculty, staff and visitors through this RFP. The best overall value could include revenue sharing. ALL OTHER ITEMS REMAIN UNCHANGED. Name of Firm: Name of Authorized Person: (Print or Type) Signature: Date: 11/4/