THE METROPOLITAN WATER DISTRICT OF SOUTHERN CALIFORNIA REQUEST FOR PROPOSAL TO PROVIDE PRINTING AND RELATED SERVICES ADDENDUM NUMBER 2

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THE METROPOLITAN WATER DISTRICT REQUEST FOR PROPOSAL RFP-JP-219414 TO PROVIDE ADDENDUM NUMBER 2 KEY RFP DATES REQUEST FOR PROPOSAL (RFP) ISSUED... January 25, 2011 NON-MANDATORY PRE-PROPOSAL CONFERENCE.

1 THE METROPOLITAN WATER DISTRICT REQUEST FOR PROPOSAL RFP-JP TO PROVIDE ADDENDUM NUMBER 2 KEY RFP DATES REQUEST FOR PROPOSAL (RFP) ISSUED... January 25, 2011 NON-MANDATORY PRE-PROPOSAL CONFERENCE... 10:00 a.m., February 10, 2011 RFP QUESTIONS DUE... February 17, 2011 PROPOSALS DUE BY (Revised Due Date: March 8, 2011)... March 1, :00 a.m. PST NOTICE ALL RESPONDENTS MUST BE REGISTERED ON METROPOLITAN S BID SYSTEM IN ORDER TO SUBMIT A PROPOSAL. To ensure receipt of the latest information and updates regarding this solicitation, interested parties must register online at ; click on Doing Business ; then select Vendor Registration.

2 Request for Proposal (RFP) No Printing and Related Services is hereby amended. The information given in Addendum Number 2 is official clarification, and is hereinafter incorporated into RFP-JP REVISED BID DUE DATE: Sections 1 item 3 - Proposed Time Schedule, and Section 4, item 2 - Submittal have been revised. Proposals will be received until 11:00 a.m. Pacific Time (U.S. & Canada), March 8, Following are answers to questions submitted before close of business on February 17, These questions are presented in the same format they were submitted in order to maintain original integrity. Question 1: We are currently getting our FSC Certification, but haven t received it yet. Will you allow us to complete the RFP process in the meantime? Respondents (Primes) must be FSC certified in order to meet the minimum requirements. Question 2: To meet the requirement of being FSC certified, would it be acceptable if we subcontract with trade manufacturers that are FSC certified? No. Respondents (Primes) must be FSC certified in order to meet the minimum requirements. Question 3: The Middle Range Lithographic Project on page 21 (tent cards) says see page 2 of this quote for visual of die and scores. This appears to be a custom die? Can we get a high resolution PDF or sample of this item? No. Please use a 2 inch diameter circle die cut in one place as your reference. Question 4: The High End Lithographic Project on page 22 (calendar) does the 28 page include cover or is it plus cover? Yes. The cover is included in the 28 pages. Question 5: I wonder if you have any on line samples that can be viewed of "aperture cards" which appear on your RFP price list. If not, can you briefly explain to me what they are and what they are used for. Aperture Cards requirements have been deleted from proposal requirements. All references to Aperture Cards in the Scope of Work and Attachment B are hereby removed. 2

3 Question 6: Aperture cards (Attachment B) How often does this happen? Please see Answer 5. Question 7: Microfilm/Microfiche (Attachment B) Does this mean 100 fiches or 100 individual images? Is each fiche full of images or are they mostly partially full? Microfilm/Microfiche requirements have been deleted from proposal requirements. All references to Microfilm/Microfiche in the Scope of Work and Attachment B are hereby removed. Question 8: Pre-Cut Tab Dividers (Attachment B) Are the tabs printed in black and then have a clear lamination? Or are blank tabs with a clear lamination on the tabs? Yes. Tabs are laminated and printed in black. Question 9: Laminating (Attachment B) 20 originals, 24" x 36", 10 mil a. What kind and weight of paper is it? b. Is the lamination 10 mil each side to equal 20 mil? Or is it 5 mil each side = 10 mil total? c. Is the lamination flush or sealed edges? a. 20lb. bond b. 5 mil each side = 10 mil total c. encapsulated Question 10: Laminating (Attachment B) 10 originals, 11" x 17", 10 mil a. What kind and weight of paper is it? b. Is the lamination 10 mil each side to equal 20 mil? Or is it 5 mil each side = 10 mil total? c. Is the lamination flush or sealed edges? Please see Answer 9. Question 11: Duplicating services, (Attachment B) 200 hardcopy (8.5 x 11"), originals, 35 (9" x 11") tabs. Price for 20 sets, B/W, 1 -sided, 3HP, collated a. The 35 (9" x 11") tabs, are they banks of 5 or 4 or what? b. Do the tabs print in black ink only? c. Are the tabs reinforced with Mylar or not? d. Are the tabs Mylar reinforced along the edge where they are 3 hole punched? 3

4 a. printed 5 banks b. Yes c. No d. No to both Question 12: Xerography (Attachment B) 100 originals-pdf files a. Are these single pages-i.e. print one-side only? b. How many copies are required of each of the 100 originals? One copy of each of the 100 originals or more? Attachment B Xerography should read as follows: Xerography 100 originals PDF files 200 sets, color copies, 8 ½ x 11, 2-sided, collated $ a. One side only b. 200 sets, color copies, 8 ½ x 11, 2-sided, collated Question 13: Xerography (Attachment B) 200 sets, color copies, 8 1/2" x11", 2-sided, collated a. How many pages are there in each of the sets of 200? (Please keep in mind a page is defined as one side of 8 1/2 x 11). b. Another way to look at it is, how many sheets printed 2-sided are there in each of the 200 sets? Please see Answer 12. Question 14: Scanning (Attachment B) 100 images scanned and digitized from 16mm microfilm and delivered on CD 1. In the process of scanning images, there can be variation in density and quality of the image. So in production scanning we use one setting. This does not always capture all of the images legibly (though a very small amount of the images will not come out). Do you require us to manually find those images and scan them to a legible quality? This may require various scan of each of the poor quality images. Microfilm/Microfiche requirements have been deleted from proposal requirements. All references to Microfilm/Microfiche in the Scope of Work and Attachment B are hereby removed. Question 15: Scanning (Attachment B) 500 images scanned and digitized from hardcopy Engineering Drawings (12" x 18" up to 60"), converted to TIFF or PDF and deliver on CD a. Is it 500 images at once and what sizes are they, since it says 12" x 18'; up to 60". b. Do these have to be picked up in your office or will you send them to us? 4

5 a. Convert to both TIFF and PDF; size 24 by 36. b. Picked up at our Union Station Headquarters Question 16: Are you open to an alternative response or would it be considered nonresponsive (p4, parag 4)? We have a program that will yield best pricing/options overtime but model doesn t quite fit your RFP. Pricing and all other proposal information shall be submitted in the format specified in the RFP. Alternative pricing options will not be considered. Question 17: Why is it important/a requirement for production facility to be within 6 county area (p3, parag 1)? Though we can accommodate this, if a job can be produced & delivered within specifications at better total cost from a production facility outside of the 6 county area, would that option (better) meet MWD requirements? The minimum requirement whereby Respondent s (Prime) production facility must be within the six county service area remains in effect and it is important because proximity enables best access, management and accountability of Metropolitan s contracted print services. Request for quotes will be sent to the print contractors for specific print jobs. To earn Metropolitan s business for those jobs, contractors will submit best pricing using a facility that can meet the specification. Subcontractors used for these print jobs do not have to be located in Metropolitan s six (6) county service area. Question 18: Please explain expectation for support of digital color copy device with workflow and output. Does MWD have an existing owned/leased digital machine? If so, what model, how old, monthly volume, when does lease/maintenance agreement expire, what is minimum monthly payment (p10, parag 1)? Workflow expectations as outlined in the Scope of Work should be of professional quality, reliable and meet all requested specifications. Metropolitan leases multiple machines averaging 2 years in age. They are: Konica Minolta 1050 B/W; Konica Minolta 6501 Color; KIP 9200 Wide Format. Monthly volume, lease payments and lease expiration dates should not be considered in the Respondent s proposal. Question 19: We sometimes engage production partners that have facilities we don t own. However, our model doesn t generally support detailing these partners as subs or committing x% of volume, specific jobs, or naming key personnel. They are integral to our business model and we maintain responsibility for quality of the job and invoicing. What is MWD s position on this nuance (p16, last bullet, p17, M and other)? Respondent should identify the major partners (firms) that it may typically use to provide the services, especially if they possess additional capabilities to that of the Respondent. These references do not require a commitment to a percentage of volume, specific jobs or the naming of key personnel. 5

6 Question 20: We can support MWD s Business Outreach Program. However, other than the RBE the actual business from production partners would be based upon a) MWD s goals for each DBE or collectively, or b) facility competitiveness on a job by job basis over time. Would either/both scenario/s satisfy MWD s expectations and earn scoring points (p27, p35.10, p36.d)? To clarify, there are no subcontracting participation levels set for this RFP. This means that only Respondents who qualify as regional, small and/or disabled veteran primes will earn percentage points towards total scoring points. Your eligibility as a prime Respondent for such points will be verified by Metropolitan s Business Outreach Office. No points will be given for subcontractors or sub-partners that may be a RBE, SBE and/or DVBE. Question 21: Will MWD consider extending the minimum award period to 2 years contingent upon satisfactory performance? No. Question 22: It is not possible for us to list all the equipment we will use in support of MWD requirements because a) the list it too extensive and b) it changes frequently. We can provide a sample listing. Would this meet MWD expectations? Respondents shall use their professional judgment to provide the equipment information. Your response should make clear what equipment resources are available for Metropolitan work. Question 23: If any of the above would cause us not to meet minimum requirements, please advise (p18, 1.) Please answer the questions to the best of your ability. Be as thorough and comprehensive as possible. Question 24: It is unlikely we would use the Nuvera120 to complete a xerographic job (p23). That said, we do use state of the art (new as of 2010) digital technologies. Is the type of equipment used really an expectation of MWD? Comparable equipment is acceptable. Question 25: Attachment D we will use some production partners that have facilities not owned by us. We do not generally consider these partners subs and cannot specifically call out which facility will ultimately produce any given job ahead of time. We can manage to MWD goals/or % of spend targets for various DBE s (SBE, DVBE, MBE/WBE). Is this of interest/meet requirements of MWD? Please see Answer 20. 6

7 Question 26: Please describe in detail MWD s Task Order workflow. How is the Task Order used with MWD beyond request for quote and actual quote for print services and beyond? Is it a standard procurement tool within MWD for other than print services? A task order is created when print services are requested. The task order is sent to contracted suppliers for quote. Task orders are standard documents used for indefinite delivery contracts, including print services. Question 27: Subcontractors: most Agreement references to sub contractors are not relevant to the program we offer, pg. 32, 6. Our model does not support providing production cost detail/just reasonable invoice detail. Is this acceptable given all invoicing will generate from and be payable to us (p34&35)? The only labor charges we itemize relate to services billed on an hourly basis. Labor associated with jobs/programs billed as a total product/service cannot be itemized down to this cost based level. Is this acceptable to MWD? Answers: Not all provisions in Paragraph #6 (Subcontractors), #7 (Compensation) and #9 (Billings and Payments) of Attachment E will be applicable to the contracts resulting from this RFP. Metropolitan will revise these paragraphs prior to contract award to put reasonable invoicing practices in place. Question 28: Incomplete specifications (p20-24): a. Can you provide samples of each item for which you are requesting quotes? b. Att B. please provide substrate specifications for each item. c. Duplicating Services: Please define 3HP d. Book Folding: Please provide sample or pdf image of finished fold described e. Xerography what are you asking for? 1 set of 100 pg file or 100 sets for x page file? B/W, Color? Stock? f. 200 sets of what how many pages? g. CD/DVD duplication please describe any cover/case requirements in detail? a. Please use the samples provided to draft your response. b. Unless otherwise specified, use 24lb. c. 3 hole punched d. Standard details are provided in the RFP. e. Please see Answer 12. A revised format is provided. f. Please see Answer 12. A revised format is provided. g. No packaging required. Question 30: There is missing information that won t be available until at least 2/18. Will MWD consider extending submission deadline to 3/1 to accommodate thorough response? Yes, as stated in Addendum No. 1, the proposal due date has been revised to March 1, All proposals are due by 11:00 a.m. on that date. Question 31: What is Purchasing card (P-card)? 7

8 Procurement tool for small dollar purchases. Similar to a Visa or MasterCard Question 32: What is an OSDS number? Office of Small Business and DVBE Certification Question 33: In Respondents Participation Form, attachment D, if we are performing all services, do we fill out with our name only? Is this for Partners or us and partners? Please list all parties providing services under your proposal. Question 34: Exhibit B High End Litho: are there twenty-eight 9 x 12 finished pages that would be seven 12 x 18 sheets or twenty-eight 12 x 18 pages which would be fourteen 12 x 18 sheets? Twenty-eight 12 x 18 pages which would be fourteen 12 x 18 sheets Question 35: Exhibit B High End Litho; Does it stitch on the 12 side or the 18 side? 12 side Question 36: What % of recycled content is required for low end Lithographic Exhibit B? 25% PCW Question 37: Xerography Attachment A; is it 1/c black? Yes. Question 38: If some items in Xerography category, Attachment B, are not in our capacity, How should we indicate non participation? Does it negatively affect our rating? As a reminder, Metropolitan has deleted Aperture Cards and Microfilm/Microfiche from Attachment B. Respondent should state no bid on Attachment B for all other categories that it is not quoting on. Less than 100% participation for the remaining services listed in Attachment B may impact a Respondent s score. Question 39: Attachment B a. Line 3; Are clear laminated tabs blank? b. Lines 4 and 5; is it 10 mil on 1 side or 2 sides or 5 mil on 2 sides? c. Line 7; What is an Engineering fold? How many folds and what is final size? Are they Pre-d. collated sets? Do they return in same order? 8

9 d. Line 10; 100 sets how many sheets per set? How many final pages? Is 100 original referred to in Line 9, related to project in Line 9? a. No b. 5 mil on 2 sides c. Please review the information on page 11, item number 7 d. Please see the answer to question 12. A revised format is provided. All other terms and conditions of RFP-JP remain unchanged. All Proposals remain due by 11:00 a.m. March 8, END OF ADDENDUM NUMBER 2-9

Request for Proposals (RFP) Information Technology Independent Verification and Validation RFP No IVV-B ADDENDUM NO.

Request for Proposals (RFP) Information Technology Independent Verification and Validation ADDENDUM NO. 2 Questions and Answers RFP Amendments September 2015 Contained herein are the responses to the questions