LEON COUNTY TAX COLLECTOR OPERATIONS

Transcription

1 LEON COUNTY TAX COLLECTOR OPERATIONS 1276 Metropolitan Blvd., Suite 401 Tallahassee, Florida (850) March 16, 2015 INVITATION TO NEGOTIATE REQUEST FOR SEALED BIDS ITEM: Leon County Registration Renewal Notice Processing, Printing and Mailing Services (Initial 1 year term with additional 1 year renewal option - continuous) RESPONSE DEADLINE: March 31, 2015 All bids whether mailed or hand delivered must be received in the office by 5:00 p.m. EST, March 31, 2015 PRE-BID CONFERENCE: Mandatory - March 23, 2015 at 2:00 p.m. EST In-person or by teleconference Please contact our office to confirm your participation RESPOND TO: Bid Opening: Mrs. Judy Castaneda, Chief Deputy of Operations 1276 Metropolitan Boulevard, Suite 401 Tallahassee, Florida (850) April 3, 2015 at 12:00 noon, EST Bid Award Date: April 17, 2015 Start Negotiations: April 20, 2015 SUMMARY: The Tax Collector desires quotes from vendors interested in providing services related to the monthly processing, printing, inserting and mailing of our Registration Renewal Notices and at least one public service/informational insert per mail piece at no additional cost. Please see number 4 on Attachment A, page 8. Page 1 of 16

2 Please provide the following information and documentation: Name & Address of Responding Business: State and County of Incorporation: Business Owner: Business Contact: Tel: Address: Years of Operation: Geographic Service Area: Local State US Please provide a summary of your business model (required for consideration). If claiming Minority Business Enterprise or Disadvantaged Business Enterprise (MBE/DBE) preference, please provide a valid State or Leon County certification. Please provide three business/governmental references with contact information and include a summary of services provided and samples of printed products. Use the format below: Name and/or Entity: Contact: Tel: Summary and Services: Please attach photocopies of pertinent licensures and proof of insurance for your business. Should a Performance Bond associated with this contract be required, would your company provide evidence of such bond? Please sign the following statement: I,, representing the above referenced company, do hereby acknowledge the receipt of this ITN and by my signature below have read, understood and addressed all of the requirements outlined in this document. Further, I acknowledge that the sealed bid provided will be considered as a point of beginning for contract and service negotiations with the Tax Collector. Signature Title Date Please return page two of this packet signed with the required supporting documentation in a SEALED envelope marked as follows: Page 2 of 16

3 Mail or Hand Deliver to: Leon County Tax Collector Attention: Mrs. Judy Castaneda, Operations 1276 Metropolitan Blvd., Unit 401 Tallahassee, FL Page 3 of 16 Leon County Tax Collector SEALED BID - ITN for Leon County Registration Renewal Notices Processing, Printing and Mailing Services ALL BIDS WHETHER MAILED OR HAND DELIVERED MUST BE RECEIVBED BY 5:00 P.M. EST, MARCH 31, 2015 Should you like to participate or attend, the bids will be OPENED on April 3, 2015 at 12:00 noon, EST at the following location: Administrative Offices 1276 Metropolitan Blvd., Unit 401 Executive Conference Room If additional information is required, please reserve questions for the Pre-Bid Conference to be held March 23, 2015 at 2:00 p.m. EST. Pre-Bid Conference is mandatory. If you have an objection concerning the selection or selection process, you may state your objection in writing to the Chief Deputy of Operations within 3 working days of the bid award. Any appeals of the Chief Deputy s decision may be made directly to the Tax Collector within 3 working days, and all decisions of the Tax Collector are final. Specifications: Print Registration Renewal Notices for Leon County in the following manner (see example A attached, copy of current notice): 1. Vendor must print, sort, prepare and mail the required registration renewal notices using data derived from the raw data file produced and delivered electronically from the Florida Department of Highway Safety and Motor Vehicles on a monthly basis via FTP transfer. Some degree of data manipulation will be required to display the appropriate information in the appropriate areas of such notices. 2. Vendor must generate and print a high speed remittance processing scan line (OCR) on the remittance coupon portion of such notices. 3. Vendor is required to indicate their preference, if any, between the use of pre-printed stock versus the use of high speed laser printing, etc., of both form and content simultaneously on approved three part perforated blank stock. 4. Vendor must secure and maintain an appropriate inventory of suitable stock for production of the renewal notices which vendor is to prepare in the required form through manipulation and display of data derived from the DHSMV raw data file.

4 5. Vendor must insert such renewal notices together with additional pre-printed public informational messages/advertising inserts as directed by the Tax Collector as well as a self-addresses (number 9) return envelope in the appropriate out-going (number 10) window envelope. Further, vendor must indicate its capability to selectively insert the "Military Exemption" form with notices that include an indication (in the raw data file) that the record in question involves a military insurance exemption. 6. Vendor must be capable of combining multiple notices that are addressed to the same recipient in the same outgoing envelope and indicate any limitation(s) upon its capability to do so (such as a maximum number of records per envelope, etc.) 7. Vendor must perform CASS screening, NCOA processing, and substitution of updated mailing addresses as well as pre-sorting to qualify the items mailed for the most favorable postage rate applicable and deliver all items to the post office. 8. Vendor must clearly identify any additional service charges that may be applicable after initial set-up due to Tax Collector initiated notice format/features changes, variable messaging, etc. 9. Vendor must provide Tax Collector an explicit monthly billing containing the number of Renewal Notices to be mailed at the agreed rate and summary statistics associated with each monthly mailing. 10. While vendor is required to provide price quotes based upon the reproduction of our current format and color selection for the renewal notices and envelopes, vendors are also requested/encouraged to provide Tax Collector with suggestions/recommendations for changes to the layout and content and color selection of such notices that would result in lower cost of production and mailing. Tax Collector will consider any/all such suggestions. Data Processing - File Transfer Protocol (FTP): Vendor MUST be able to receive, transmit and process files electronically through a secure site. Such files include: Live raw data files from the Department of Highway Safety and Motor Vehicles (DHSMV) TEST Files and Sample Proofs sent to the Tax Collector for required pre-review and approval (Required for each mailing) Time-lines: The DHSMV monthly raw data file from which renewal notices are to be produced is typically transmitted between 60 and 90 days prior to the first day of the month to which the registration records in each such file relate. Vendor is to prepare and mail the resulting registration renewal notices monthly between 45 days and 30 days prior to the first day of the month in which those registration records are scheduled to expire. In the event of a delay in receipt of the raw data file from DHSMV or notification from DHSMV of problems with previously transmitted file, vendor is to promptly inform Tax Collector and exert best efforts with DHSMV to expedite delivery of a workable file. Page 4 of 16

5 If vendor determines that it will be unable to mail a given monthly production run of renewal notices by 30 days prior to the first day of the expiration month, vendor is to promptly inform Tax Collector and exert best efforts to expedite the anticipated mailing date. Inventory Facility: Provide storage space for the Tax Collector s excess inventory of pre-printed stock for registration notices, envelopes and inserts. Management Procedures and Rules: Provide direct Contact Information of all parties involved in this service. Provide information concerning any process rules or constraints your firm may have that might impact the preparation and insertion of either our renewal notices or the various informational inserts we may include with those notices. Provide a description of quality control procedures. Propose specific remedies (such as corrections or, when appropriate, liquidated damages) in the event vendor's quality control procedures fail to detect and prevent an error that adversely effects Tax Collector or registrants/recipients in a significant manner. Ancillary Service Endorsements: (see example B attached): Provide annual update of endorsements. Scoring of Submission: Pricing Costs & Structure: Services and Printed Products: Years of Experience: Reference Evaluation: Florida Preference: Certified MBE Preference: TOTAL 45 Points 20 Points 15 Points 10 Points 5 Points 5 Points 100 Points Selection: All submissions will be scored and evaluated by the Chief Deputy of Operations and a designated Selection Committee. Results of the scoring and subsequent ranking of proposals in order of negotiation will be provided to all participating vendors. If a negotiation is unsuccessful, the next ranked vendor will be contacted for negotiation, followed by the next, if necessary. Once a negotiation has been completed and is determined to be unsuccessful, that vendor's proposal will be eliminated from further consideration. The Tax Collector reserves the right to waive all non-material errors and omissions in a vendor s response. Additionally, the Tax Collector may reject a vendor s response in whole for any material error or omission. Finally, the Tax Collector reserves the right to reject all responses. Page 5 of 16

6 The vendor selected to participate in negotiations may be requested to: 1. Submit sample renewal notices from a test file. These "test notices" will be reviewed for compliance with appearance and ability to post on our Remittance Processor. 2. The vendor may be required to schedule and host a site visit by Tax Collector personnel. Business or Governmental references will be contacted to provide details of relationship with the vendor and satisfaction of services. References will be asked to provide a summary of their projects. References will be asked if the current services are in compliance with contract guidelines. References will be asked to rate vendors products, services and materials on a scale of 1 to 10 with 10 being Very Satisfied and 1 being Very Dissatisfied. References will be provided an opportunity to explain their score. Mandatory March 23 th Pre-Bid Conference: Question and answer session will be conducted to discuss the specifications. All vendors planning to submit a proposal MUST attend in-person or participate by teleconference. Failure to attend or participate will result in disqualification of the proposal. Pricing Structure (Estimate 222,630 notices per year) Bid Year 1 OP Year 2 OP Year 3 OP Year 4 Total Cost: Cost Per Item (Printing, Materials, Labor, Processing, Design, Storage, etc.) One Color 8 1/2 x 11 Renewal Notice: $ (Front & Back) (3 part paper) Full Color Insert Printing: Non-Gloss $ (24lb offset or comparable, 8 ½ x 3 5 /16) 2 Color #10 Window Envelope: $ (QR Code & Overprint & Information on Flap) One Color #9 Return Envelope: $ (Information on Flap) Postage and handling: $ (Per piece by weight) Page 6 of 16

7 Pricing Structure (Estimate 222,630 notices per year) Bid Year 1 OP Year 2 OP Year 3 OP Year 4 Total Cost: Cost Per Item (Printing, Materials, Labor, Processing, Design, Storage, etc.) Two Color 8 1/2 x 11 Renewal Notice: $ (Front & Back) (3 part paper) Full Color Insert Printing: Non-Gloss $ (24lb offset or comparable, 8 ½ x 3 5 /16) 2 Color #10 Window Envelope: $ (QR Code & Overprint & Information on Flap) One Color #9 Return Envelope: $ (Information on Flap) Postage and handling: $ (Per piece by weight) Pricing Structure (Estimate 222,630 notices per year) Bid Year 1 OP Year 2 OP Year 3 OP Year 4 Total Cost: Cost Per Item (Printing, Materials, Labor, Processing, Design, Storage, etc.) Full Color 8 1/2 x 11 Renewal Notice: $ (Front & Back) (3 part paper) Full Color Insert Printing: Non-Gloss $ (24lb offset or comparable, 8 ½ x 3 5 /16) 2 Color #10 Window Envelope: $ (QR Code & Overprint & Information on Flap) One Color #9 Return Envelope: $ (Information on Flap) Postage and handling: $ (Per piece by weight) Page 7 of 16

8 LEON COUNTY TAX COLLECTOR OPERATIONS 1276 Metropolitan Blvd., Suite 401 Tallahassee, Florida (850) March 16, 2015 INVITATION TO NEGOTIATE Attachment A 1) Copy of Current Registration Notice with Comment Card and one notice 2) Copy of Current Registration Notice with two notices and no comment card 3) Back side of the registration notice 4) Office Location Map (Informational Insert) 5) Number 9 return envelope 6) Number 10 window envelope Page 8 of 16

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15 LEON COUNTY TAX COLLECTOR OPERATIONS 1276 Metropolitan Blvd., Suite 401 Tallahassee, Florida (850) March 16, 2015 INVITATION TO NEGOTIATE Attachment B United States Postal Service Combined NCOA Processing Page 15 of 16

16 Page 16 of 16 Acknowledgement Form