COUNTY OF ALAMEDA
GENERAL SERVICES AGENCY-PURCHASING
ADDENDUM No. 2
to
RFQ No. 900832
for
Countywide Bulk Mailing Services
Specification Clarification/Modification and Recap of the Networking/Bidders Conferences
Held on May 11, 2011 and May 12, 2011
_________________________________________________________________________
NOTICE TO BIDDERS
THIS COUNTY OF ALAMEDA, GENERAL SERVICES AGENCY (GSA), RFQ ADDENDUM HAS BEEN ELECTRONICALLY
ISSUED TO POTENTIAL BIDDERS VIA E-MAIL. E-MAIL ADDRESSES USED ARE THOSE IN THE COUNTY’S SMALL
LOCAL EMERGING BUSINESS (SLEB) VENDOR DATABASE OR FROM OTHER SOURCES. IF YOU HAVE REGISTERED
OR ARE CERTIFIED AS A SLEB PLEASE ENSURE THAT THE COMPLETE AND ACCURATE E-MAIL ADDRESS IS NOTED
AND KEPT UPDATED IN THE SLEB VENDOR DATABASE. THIS RFQ ADDENDUM WILL ALSO BE POSTED ON THE
GENERAL SERVICES AGENCY (GSA) CONTRACTING OPPORTUNITIES WEBSITE LOCATED AT
HTTP://WWW.ACGOV.ORG/GSA/PURCHASING/BID_CONTENT/CONTRACTOPPORTUNITIES.JSP.
**THE FOLLOWING SECTIONS HAVE BEEN MODIFIED AND SUPERSEDE ANY
PREVIOUS DOCUMENTS ASSOCIATED WITH THIS BID**
Page 11, Section I, Items 3 & 11, has been modified as follows:
I.
SUBMITTAL OF BIDS
3.
Bidders are to submit one (1) original hard copy bid, with original ink signatures. The
original proposal is to be clearly marked, printed single-sided on plain white paper, and
must be either loose leaf or in a 3-ring binder (NOT bound). Bidders must also submit
an electronic copy of their proposal. The electronic copy must be a single file,
scanned image of the original hard copy with all appropriate signatures, and must be
on disk or USB flash drive and enclosed with the sealed hardcopy of the bid.
11.
All other information regarding the bid responses will be held as confidential until
such time as a proposed award has been made and the contract has been fully
negotiated with the proposed awardees named in the award/non-award notifications.
1401 LAKESIDE DRIVE, SUITE 907, OAKLAND, CALIFORNIA 94612
510 208 9600 FAX 510 208 9626 www.acgov.org/gsa
I:\PURCHASING\Contracting Opportunities\Purchasing\Countywide Bulk Mailing\Addendum2_CountywideBulkMailing.doc
rev. 25 March 2010
County of Alameda, General Services Agency – Purchasing
RFQ No. 900832, Addendum No. 2
Page 2 of 13
May 26, 2011
The submitted proposals shall be made available upon request no later than five (5)
business days before approval of the award and contract is scheduled to be heard by
the Board of Supervisors. Bidders will receive mailed award/non-award notifications,
which will include the names of the bidders to be awarded this project. In addition,
award information will be posted on the County’s “Contracting Opportunities”
website, mentioned above.
Page 13, Section K, has been modified in its entirety as follows:
K.
NOTICE OF PROPOSED AWARD
1.
At the conclusion of the RFQ response evaluation process (“Evaluation Process”), all
bidders will be notified in writing by certified mail, e-mail or fax, of the contract
award recommendation, if any, by GSA – Purchasing. The document providing this
notification is the Notice of Proposed Award.
The Notice of Award will provide the following information:
 The name of the bidder being recommended for contract award; and
 The names of all other parties that submitted proposals.
2.
3.
At the conclusion of the RFQ process, debriefings for unsuccessful bidders will be
scheduled and provided upon written request and will be restricted to discussion of
the unsuccessful offeror’s bid.
a.
Under no circumstances will any discussion be conducted with regard to
contract negotiations with the successful bidder.
b.
Debriefing may include review of successful bidder’s proposal with redactions
as appropriate.
The submitted proposals shall be made available upon request no later than five (5)
business days before approval of the award and contract is scheduled to be heard by
the Board of Supervisors.
Pages 13-14, Section L, has been modified in its entirety as follows:
L.
BID PROTEST / APPEALS PROCESS
GSA-Purchasing prides itself on the establishment of fair and competitive contracting
procedures and the commitment made to following those procedures. The following is
provided in the event that bidders wish to protest the bid process or appeal the
recommendation to award a contract for this project once the Notices of Proposed
County of Alameda, General Services Agency – Purchasing
RFQ No. 900832, Addendum No. 2
Page 3 of 13
May 26, 2011
Award/Non-Award have been issued. Bid protests submitted prior to issuance of the Notices
of Proposed Award/Non-Award will not be accepted by the County.
1.
Any bid protest must be submitted in writing to the Assistant Director, GSA, 1401
Lakeside Drive, 10th Floor, Oakland, CA 94612. The bid protest must be submitted
before 5:00 p.m. of the fifth (5th) business day following the date of the Notice of
Proposed Award.
a.
The bid protest must contain a complete statement of the basis for the protest.
b.
The protest must refer to the specific portions of all documents that form the
basis for the protest.
c.
The protest must include the name, address and telephone number of the
person representing the protesting party.
2.
Upon receipt of written protest, Assistant Director, GSA shall review and analyze the
protest and issue a written response. The Assistant Director, GSA may, at his or her
discretion, investigate the protest, obtain additional information, provide an
opportunity to settle the protest by mutual agreement, and/or schedule a meeting(s) to
discuss the protest. The response will be issued at least five (5) business days prior to
the Board hearing date.
3.
The decision of the Assistant Director, GSA may be appealed to the AuditorController’s Office of Contract Compliance (OCC) located at 1221 Oak Street, Room
249, Oakland, CA 94612, Fax: (510) 272-6502. All appeals to the AuditorController’s OCC shall be in writing and submitted within five (5) business days of
notification of decision by the Assistant Director, GSA.
The appeal process is designed to permit the bidder an opportunity for review of the
decision on the original protest. The appeal process is not designed to permit a bidder
to state new grounds for a protest that were not submitted with the original protest.
4.
The decision of the Auditor-Controller’s OCC is the final step of the appeal process.
5.
The procedure and time limits are mandatory and are the Bidder’s sole and exclusive
remedy in the event of Bid Protest. Bidder’s failure to strictly comply with these
procedures shall constitute a waiver of any right to further pursue the Bid Protest,
including filing a Government Code claim or legal proceedings.
County of Alameda, General Services Agency – Purchasing
RFQ No. 900832, Addendum No. 2
Page 4 of 13
May 26, 2011
Page 16, Section P, Items 2 & 6, have been modified as follows:
P.
AWARD
2.
The County reserves the right to reject any or all responses that materially differ
from any terms contained in this RFQ or from any Exhibits attached hereto, to
waive informalities and minor irregularities in responses received, and to provide
an opportunity for bidders to correct minor and immaterial errors contained in
their submissions. The decision as to what constitutes a minor irregularity shall
be made solely at the discretion of the County.
6.
A contract must be negotiated, finalized, and signed by the proposed awardees prior to
Board approval.
County of Alameda, General Services Agency – Purchasing
RFQ No. 900832, Addendum No. 2
Page 5 of 13
May 26, 2011
Responses to Verbal Questions
Q1)
A1)
Q2)
A2)
Q3)
A3)
Q4)
A4)
Q5)
A5)
Q6)
A6)
Regarding the “New to Cash Management Information and Payroll System” job (Bid Form,
Exhibit B), please provide the paper and brochure type, number of pages, and whether or not
it has staples. What is the finish size of the brochure? Is the indicia first class or standard?
Will the County send an EXCEL mail file to the vendor via email?
The County no longer performs this action. As a result, Bidders will no longer be
required to submit pricing for this job.
Regarding the “Health Benefits warning/term letters” job (Bid Form, Exhibit B), will the
County forward an EXCEL mail file to the vendors via email?
No. The County will provide the pre-printed letters to the vendor. The vendor will be
required to perform the actions listed on Exhibit B (BID FORM).
Regarding the “Health Benefits application packets/kits” job (Bid Form, Exhibit B), will the
County supply mailing labels with the addresses already imprinted?
Labels are not required for this job. The vendor will be required to assemble the
packets and deliver them to the Social Service Agency/Public Authority office. The
Social Service Agency/Public Authority department will distribute the packets and/or
mail them in-house.
Regarding the “Registry Orientation Registration Form” job (Exhibit B – Bid Form), please
specify the type of paper.
The County performs this job in-house. As a result, Bidders will no longer be required
to submit pricing for this job.
Regarding the “Memorandum of Understanding changes notification” job (Exhibit B, Bid
Form), please specify the number of sheets of paper per notification.
The number of pages varies depending on the number of Memorandum changes. For
the purposes of this bid, Bidders are to assume the notification has three pages.
Regarding the “Open Enrollment” job (Exhibit B, Bid Form), please specify the type of
paper.
The County uses standard copy paper for these packets and will provide mailing labels.
Q7)
A7)
Regarding the “Registry Survey” job, please specify the type of paper.
The County performs this job in-house. As a result, Bidders will no longer be required
to submit pricing for this job.
Q8)
Regarding the “On-site Storage of Health Benefits Application Packets/Kits and Materials”
job, please clarify the pre-populated unit cost.
Per the RFQ Specific Requirements (Section C.2.f, page 6), “Contractors will store all
department/agency boxed printed materials…at no extra cost to the County”. The prepopulated unit cost for the above referenced job is reiterating this specific requirement.
A8)
County of Alameda, General Services Agency – Purchasing
RFQ No. 900832, Addendum No. 2
Page 6 of 13
May 26, 2011
Q9)
A9)
Regarding the “Tax Bills” job, please specify the type of paper.
The County uses 8.5”x11” specialized copy paper. Bidders may obtain a Tax Bills
paper and envelope sample pack at the County of Alameda - Purchasing Department,
1401 Lakeside Drive, Suite 907, Oakland, during regular business hours. Please call
Stefanie Taylor at (510) 208-9610 to request samples and schedule an appointment.
Q10) Regarding the “Large Amount Bills” job, please specify the sheet size.
A10) Please see A9.
Q11) Regarding the “Informational Bills” job, please specify the sheet size.
A11) Please see A9.
Q12) Regarding the “Pickup outgoing mail” jobs, please specify the daily pick-up time.
A12) The daily pick-up time is 3pm.
Q13) Regarding the “Pick up mailing material” job, please specify the daily pick-up time and
provide an estimate of the number of pieces that will need to be collated and inserted.
A13) There are approximately 1,400 documents daily. The daily pick-up time is 3pm.
Q14) Are there any other required reports besides inventory reports or postage usage?
A14) Yes. The Auditor-Controller’s Agency requires the vendor to provide a report
detailing when documents are picked up, the date and name of the person(s) who
prepared the documents for mailing, and the date the documents were mailed out.
Q15) Please specify the pick-up time for mailings on Fridays and the days before a holiday.
A15) The daily pickup time will be 3pm including Fridays and days before a holiday.
Regular mail must be metered and delivered to the United States Post Office on the
same day (see “Pick-up outgoing mail” jobs, Exhibit B – Bid Form)..
Mailing materials must be grouped, sorted, and delivered to the United States Post
Office by the end of the next business day (see “Pick-up mailing material” job, Exhibit
B – Bid Form).
Q16) Should Bidders assume individual unit prices may be in fractions of a cent as long as the
total cost (quantity x unit price) is reflected as whole cents?
A16) Yes.
Q17) Is the County requiring first class mail for all mailings?
A17) The majority of mailings are first class mail. Individual departments will specify their
requirements when they request quotes from vendors.
County of Alameda, General Services Agency – Purchasing
RFQ No. 900832, Addendum No. 2
Page 7 of 13
May 26, 2011
Q18) Will samples of all of the packages be available at the Bidders’ conferences? If not, please
provide specifications for the contents of each package: size, thickness/weight, number of
pages.
A18) Some, but not all, sample packages are available for bulk mailing jobs (see A9).
Bidders are expected to provide a best estimate on Exhibit B (BID FORM) based on the
information provided.
The County intends to create a pool of qualified bulk mailing services SLEB vendors.
Barring extenuating circumstances, Bidders that meet the RFQ Vendor Minimum
Qualifications are expected to be included in the vendor pool.
Q19) Please clarify requirements for jobs with instructions that indicate envelopes have preprinted indicia but also say “seal, sort, stamp and deliver to USPO”. If no indicia are
indicated, then is a stamp required or are pieces metered?
A19) Envelopes with pre-printed indicia do not require stamping. If no indicia are indicated,
then pieces are expected to be metered.
Q20) For inkjet addressing, what kind of electronic file will the County provide? Will the County
require any data processing?
A20) The County will provide a Microsoft® Excel spreadsheet and does not require any data
processing.
Q21) Will the vendor be required to pick-up materials for every project? If so, please provide the
location.
A21) The vendor will not be required to pick-up materials for every bulk mailing services
project. The pick-up location will vary depending on the individual County agency
and/or department.
Q22) Please provide the delivery address for the Social Service Authority (SSA)/Public Authority
office.
A22) The SSA/Public Authority office is located at 6955 Foothill Blvd, 3rd Floor, Oakland.
Q23) If required, will vendors pick up mailing materials from offices or loading docks?
A23) The majority of materials will be picked up from County offices.
Q24) Regarding the “Onsite Storage of Health Benefits application packets” job (Exhibit B – Bid
Form), ow many different items/SKUs are to be stored? Does “thirty cartons” represent all
of the materials combined?
A24) The SSA/Public Authority requires the following documents to be stored at the
vendor’s facility on an on-going basis:
a) For Those Who Care brochures (English, Spanish and Chinese)
b) Smiles brochures for Delta Dental (English, Spanish and Chinese)
c) AAH two-part carbon copied forms (English, Spanish and Chinese)
County of Alameda, General Services Agency – Purchasing
RFQ No. 900832, Addendum No. 2
Page 8 of 13
May 26, 2011
d)
e)
f)
g)
Dental Choice forms (English, Spanish and Chinese)
9 x 12 “For Those Who Care” benefits envelopes
#9 return envelopes
#10 window envelopes with the indicia for the purpose of “Warning/Term” letter
mailings
Yes, “thirty cartons” is an estimate of all materials combined for bidding purposes.
The actual number of cartons may vary.
Q25) How many pages is the Memorandum of Understanding changes notification letter?
A25) See A5.
Q26) For all items requiring duplication, does the County require static copying of a document or
is there any variable content or personalization?
A26) This bid no longer requires any duplication/printing services (see attached revised
Exhibit B – Bid Form).
Q27) The Open Enrollment job requires receiving and storing materials from dental insurance
carriers. How many different items, what quantities and what sizes are the materials?
A27) The Open Enrollment materials are 9”x12” envelopes, Dental Choice form (one page),
a 8.5”x11” Smiles Brochure, #9 return envelopes, and the Dental Provider listing
(approximately 5 pages).
Q28) Starting with Item 13 Tax Bills through Item 22 Supplemental Tax Bills, the instruction state
to insert documents into window envelopes but does not indicate size. Should Bidders
assume #10 window envelopes?
A28) No. The envelope is 9”x5.25”. Samples are available at the Alameda County Purchasing Department (see A9).
Q29) The last item on the bid form for picking up mailing material requires grouping documents
addressed to the same recipient at the same address. Please provide details on the sizes of the
documents and how they are sorted when the vendor receives them. Are the documents to
one recipient grouped together or mixed into the total?
A29) The multi-page documents are letter and/or legal size. At the time of pick-up, the
documents are organized by the recorded date and in numerical order by the recorded
series number. Documents addressed to the same recipient are mixed into the total.
Q30) Can vendors partner with a County-certified Small, Local, Emerging Business (SLEB) for
20% of the contract value and still qualify to participate in this bid?
A30) No. This is a closed bid. Only vendors certified as Small, Local, Emerging Businesses
with the County of Alameda may submit a response to the RFQ.
Q31) What is the expected annual revenue for this project?
County of Alameda, General Services Agency – Purchasing
RFQ No. 900832, Addendum No. 2
Page 9 of 13
May 26, 2011
A31) This is the first time the County is soliciting bids for a County-wide bulk mailing
services vendor pool. As a result, the County does not have an annual revenue estimate
for this project.
Q32) Who is the current contractor?
A32) County departments and agencies have individual, small dollar contracts with various
SLEB certified vendors. The current contractors for the contracts are as follows:
 Butterfly Direct is the contractor for the Social Services Agency/ Public Authority
contract (approximately $44,000/year).
 Pacific Color is the contractor for the Treasurer’s Office contract (approximately
$21,000 per year).
 PDQ is the contractor for the Auditor-Controller’s Agency (approximately $90,000
per year).
Q33) Will the vendors be provided with preprinted letters?
A33) Yes. The County provides documents with the recipient’s mailing address preprinted
and/or handwritten on them.
Q34) Will the letters have addresses printed on them?
A34) Yes. The majority of the documents will have the sender’s mailing address printed
and/or handwritten on them. However some jobs require mailing labels (see Exhibit B
– Bid Form).
Q35) What is the mailing list format?
A35) In most circumstances, the County will provide a Microsoft® Excel spreadsheet for
addressing.
Q36) If a vendor is a United States Postal Service (USPS) certified full service mailing agent, then
will the County be able to get the vendor access for electronic postage submission with the
PO and the individual County department/agency’s permit?
A36) Yes.
Responses to Verbal Questions
Q37) Does the County intend to award the contract to a single vendor or to multiple vendors?
A37) The County intends to award the contract to multiple bidders in order to create a pool
of vendors for bulk mailing services. Once the contract is awarded and the vendor pool
is created, the individual County departments and agencies will contact the various
bulk mailing service contracted vendors to get quotes on specific jobs and then make a
decision based on cost and service quality.
County of Alameda, General Services Agency – Purchasing
RFQ No. 900832, Addendum No. 2
Page 10 of 13
May 26, 2011
Q38) Can the County provide a previous price list for Countywide Bulk Mailing Services?
A38) There is no previous price list. This is the first time the County is soliciting bids for a
Countywide Bulk Mailing Services contract.
Q39) In Exhibit B (BID FORM), the last three jobs list a frequency of “Daily.” Can the County
clarify what is needed for the daily jobs? For example, the last job has 1,400 pieces that are
picked up, grouped, has single and multi-page document folding, etc. but no breakdown is
given.
A39) The Clerk-Recorder’s Office generates approximately 1,400 documents each business
day (M-F). The vast majority are 8.5”x11”, multi-page documents. Following the
recording process, the documents are returned to the person and/or company to whom
it is addressed.
Many of the documents are addressed to the same company and location. The AuditorController’s Agency is requesting the contracted vendor to group documents addressed
to the same company and mailing address into one envelope/box. Documents with less
than 10 pages must be folded and inserted into a first class window envelope.
Vendors will be required to make sure addresses clearly show through envelope
windows, letters/packages receive the proper postage, and postage costs are kept to a
minimum.
Q40) Does Exhibit B (BID FORM) accurately represent the work to be done or is it just a sample
for bidding purposes?
A40) It is just a sample for bidding purposes.
Q41) Are contracts awarded based on the RFQ specifications and the Bid Form (Exhibit B)?
Afterwards will the contracted vendor(s) get clarification and more specific details of the
work involved from each individual department/agency?
A41) Yes.
Q42) Will the process for using the vendor pool be made clear to each County agency or
department?
A42) Yes. The County will release a list (or pool) of pre-approved, contracted bulk mailing
service vendors to agencies and departments. Each agency/department will contact the
vendor(s) to discuss their specific bulk mailing project(s) and to request a quote. The
agency/department will then decide which vendor they would like to work with based
on price and service quality.
Q43) If the contracted vendor pool consists of six (6) bulk mailing companies, will each agency
contact all six (6) in the pool based on the prices given?
A43) It is possible, but not required, that the departments/agencies contact all contracted
Bulk Mailing Services vendors.
County of Alameda, General Services Agency – Purchasing
RFQ No. 900832, Addendum No. 2
Page 11 of 13
May 26, 2011
Q44) Will the property tax bills be given to the vendors pre-printed?
A44) Yes.
Q45) Would the County find it helpful for the Countywide Bulk Mail Services vendor(s) to also be
a contracted vendor for Print Services? Or are those separate contracts? Does the County
think a cost saving can be achieved if one vendor can do both?
A45) The County is interested in the maximum amount of cost savings and the highest
quality of service, however these are separate contracts. If these objectives can be best
achieved with a vendor that has been awarded a print services contract and a bulk
mailing services contract, then the County agencies and departments may find it
helpful.
The printing services contract is completely separate from this bid.
Q46) Does the County intend to remove the printing services portion out of this bid?
A46) Yes. This bid no longer requires any duplication/printing services (see revised Exhibit
B – Bid Form attached hereto).
Q47) The Exhibit B (BID FORM) indicates a need for pre-printed indicia. Will the contracted
vendor use its company’s permits or the County’s permits?
A47) The contractors will use the County’s permits.
Q48) Is the contractor expected to sort by bulk-mailing (i.e., pre-sorted) or according to metering?
A48) The mailings should be sorted to achieve the most economical postage rate for the
County.
Q49) Regarding the “Health Benefits warning/term letters” job (Exhibit B, Bid Form), will the
“single-sided letter” already have the address printed on it?
A49) Yes.
Q50) Is the vendor required to sort the letters?
A50) Yes. The vendor is required to sort the letters in an effort to achieve the most
economical postage rates for the County.
Q51) The letters are submitted to the vendor in no particular order and the vendor is required to
perform the actions listed for that job on the Bid Form (Exhibit B). Is this correct?
A51) Yes.
Q52) Will the contracted vendors be held to their Exhibit B (BID FORM) prices even if job
specifications change or do not exactly match?
A52) No. However, if the specifications do not change, then the County expects future quotes
to be at or near the prices submitted in Exhibit B (BID FORM). Vendors should give
their best estimated pricing in Exhibit B (BID FORM) based on the specifications
given.
County of Alameda, General Services Agency – Purchasing
RFQ No. 900832, Addendum No. 2
Page 12 of 13
May 26, 2011
Q53) How are addenda published?
A53) Addenda are posted on the County website at:
http://www.acgov.org/gsa_app/gsa/purchasing/bid_content/contractingdetail.jsp?BID_ID=1153
Addenda will also be e-mailed to any vendor that submitted a valid e-mail address on a
Vendor Application in response to the RFI; it will also be e-mailed to all vendors that
attended a Bidders Conference and provided a valid e-mail address on the sign-in
sheet. However, due to the nature of email systems, spam folders, and transposed
letters/number in e-mail addresses, the County asks that you check the website often as
it is the official location of addenda releases. Please note that the County shall not be
held accountable for e-mails not reaching a vendor’s inbox.
County of Alameda, General Services Agency – Purchasing
RFQ No. 900832, Addendum No. 2
Page 13 of 13
May 26, 2011
The following participants attended the Bidders’ Conferences:
Company Name
Representative
DSL Printing
5697 Stewart Avenue
Fremont, CA 94538
Larry Allen
Pinnacle
1350 South Loop Road
Alameda, CA 94502
Bob Knifsend
PACFUL
2591 Nicholson Street
San Leandro, CA 94577
Raj Lal
PDQ
1150 East 12th Street
Oakland, CA 94606
Carolina Cheng
KP Corporation
13951 Washington Avenue
San Leandro, CA 94578
Whitlow Magor
Adsphere Inc.
2115 Franklin Street
Oakland, CA 94612
Harry Kwong
Road Runner
100 Ryan Industrial Court
San Ramon, CA 94583-1527
Joe Amaro
Road Runner
100 Ryan Industrial Court
San Ramon, CA 94583-1527
Celina Gonzales
Contact Information
Phone: (510) 353-7475
E-Mail: [email protected]
Prime Contractor:
Subcontractor:
Certified SLEB:
Phone: (510) 764-2003
E-Mail: [email protected]
Prime Contractor: Y
Subcontractor:
Certified SLEB: Y
Phone: (916) 470-0929
E-Mail: [email protected]
Prime Contractor: Y
Subcontractor:
Certified SLEB:
Phone: (510) 893-2804
E-Mail: [email protected]
Prime Contractor:
Subcontractor:
Certified SLEB:
Phone: (510) 825-5203
E-Mail: [email protected]
Prime Contractor:
Subcontractor:
Certified SLEB:
Phone: (510) 835-8117
E-Mail: [email protected]
Prime Contractor:
Subcontractor:
Certified SLEB:
Phone: (925) 820-8272
E-Mail: [email protected]
Prime Contractor:
Subcontractor:
Certified SLEB:
Phone: (925) 820-8272
E-Mail: [email protected]
Prime Contractor:
Subcontractor:
Certified SLEB:
COUNTY OF ALAMEDA, GENERAL SERVICES AGENCY-PURCHASING EXHIBIT A – BID ACKNOWLEDGEMENT
RFQ No. 900832, Addendum No. 2
The County of Alameda is soliciting bids from qualified vendors to furnish its requirements per the specifications, terms and conditions contained in the
above referenced RFQ number. This Bid Acknowledgement must be completed, signed by a responsible officer or employee, dated and submitted with the
bid response. Obligations assumed by such signature must be fulfilled.
1. Preparation of bids: (a) All prices and notations must be printed in ink or typewritten. No erasures permitted. Errors may be crossed out and
corrections printed in ink or typewritten adjacent and must be initialed in ink by person signing bid. (b) Quote price as specified in RFQ. No
alterations or changes or any kind shall be permitted to Exhibit B, Bid Form. Responses that do not comply shall be subject to rejection in total.
2. Failure to bid: If you are not submitting a bid but want to remain on the mailing list and receive future bids, complete, sign and return this Bid
Acknowledgement and state the reason you are not bidding.
3. Taxes and freight charges: (a) Unless otherwise required and specified in the RFQ, the prices quoted herein do not include Sales, Use or other
taxes. (b) No charge for delivery, drayage, express, parcel post packing, cartage, insurance, license fees, permits, costs of bonds, or for any
other purpose, except taxes legally payable by County, will be paid by the County unless expressly included and itemized in the bid. (c)
Amount paid for transportation of property to the County of Alameda is exempt from Federal Transportation Tax. An exemption certificate is
not required where the shipping papers show the consignee as Alameda County, as such papers may be accepted by the carrier as proof of the
exempt character of the shipment. (d) Articles sold to the County of Alameda are exempt from certain Federal excise taxes. The County will
furnish an exemption certificate.
4. Award: (a) Unless otherwise specified by the bidder or the RFQ gives notice of an all-or-none award, the County may accept any item or
group of items of any bid. (b) Bids are subject to acceptance at any time within one hundred-eighty (180) days of opening, unless otherwise
specified in the RFQ. (c) A valid, written purchase order mailed, or otherwise furnished, to the successful bidder within the time for acceptance
specified results in a binding contract without further action by either party. The contract shall be interpreted, construed and given effect in all
respects according to the laws of the State of California.
5. Patent indemnity: Vendors who do business with the County shall hold the County of Alameda, its officers, agents and employees, harmless
from liability of an nature or kind, including cost and expenses, for infringement or use of any patent, copyright or other proprietary right, secret
process, patented or unpatented invention, article or appliance furnished or used in connection with the contract or purchase order.
6. Samples: Samples of items, when required, shall be furnished free of expense to the County and if not destroyed by test may upon request
(made when the sample is furnished), be returned at the bidder’s expense.
7. Rights and remedies of County for default: (a) In the event any item furnished by vendor in the performance of the contract or purchase
order should fail to conform to the specifications therefore or to the sample submitted by vendor with its bid, the County may reject the same,
and it shall thereupon become the duty of vendor to reclaim and remove the same forthwith, without expense to the County, and immediately to
replace all such rejected items with others conforming to such specifications or samples; provided that should vendor fail, neglect or refuse so to
do the County shall thereupon have the right purchase in the open market, in lieu thereof, a corresponding quantity of any such items and to
deduct from any moneys due or that may there after come due to vendor the difference between the prices named in the contract or purchase
order and the actual cost thereof to the County. In the event that vendor fails to make prompt delivery as specified for any item, the same
conditions as to the rights of the County to purchase in the open market and to reimbursement set forth above shall apply, except when delivery
is delayed by fire, strike, freight embargo, or Act of God or the government. (b)Cost of inspection or deliveries or offers for delivery, which do
not meet specifications, will be borne by the vendor. (c) The rights and remedies of the County provided above shall not be exclusive and are
in addition to any other rights and remedies provided by law or under the contract.
8. Discounts: (a) Terms of less than ten (10) days for cash discount will considered as net. (b) In connection with any discount offered, time will
be computed from date of complete, satisfactory delivery of the supplies, equipment or services specified in the RFQ, or from date correct
invoices are received by the County at the billing address specified, if the latter date is later than the date of delivery. Payment is deemed to be
made, for the purpose of earning the discount, on the date of mailing the County warrant check.
9. California Government Code Section 4552: In submitting a bid to a public purchasing body, the bidder offers and agrees that if the bid is
accepted, it will assign to the purchasing body all rights, title, and interest in and to all causes of action it may have under Section 4 of the
Clayton Act (15 U.S.C. Sec. 15) or under the Cartwright Act (Chapter 2, commencing with Section 16700, of Part 2 of Division 7 of the
Business and Professions Code), arising from purchases of goods, materials, or services by the bidder for sale to the purchasing body pursuant to
the bid. Such assignment shall be made and become effective at the time the purchasing body tenders final payment to the bidder.
10. No guarantee or warranty: The County of Alameda makes no guarantee or warranty as to the condition, completeness or safety of any
material or equipment that may be traded in on this order.
THE undersigned acknowledges receipt of above referenced RFQ and/or Addenda and offers and agrees to furnish the articles and/or services
specified on behalf of the vendor indicated below, in accordance with the specifications, terms and conditions of this RFQ and Bid
Acknowledgement.
Firm:
Address:
State/Zip
By:_______________ ________________________________________________ Date____________ Phone_____________________
Printed Name Signed Above:_______________________________________________________________________________________
Title:__________________________________________________________________________________________________________
EXHIBIT B
COUNTY OF ALAMEDA
RFQ No. 900832
for
COUNTYWIDE BULK MAILING SERVICES
BID FORM (REVISED)
Cost shall be submitted on Exhibit B as is. No alterations or changes of any kind are permitted. Bid responses
that do not comply will be subject to rejection in total. The cost quoted below shall include all taxes and all
other charges and is the cost the County will pay. This quote is valid for a minimum of 180 days. All mailing
material, including postage, shall be provided to the Contractor by the individual County department/agency.
JOB NAME
FREQUENCY
APPROX. #
OF PIECES
(A)
New to Cash
Management
Information and
Payroll System
Monthly
700
Health Benefits
warning/term letters
Monthly
1,000
Health Benefits
application
packets/kits
Monthly
350
Registry orientation
registration form
Monthly or
Quarterly
350
Registry orientation
reminder letters
Monthly or
Quarterly
100
Quarterly
2,000
Training class
mailings
TOTAL
COST
(A x B)
UNIT COST
MATERIALS MAILED/USED
(B)
1. Inkjet address on 8.5x11 “For
Those Who Care” brochure with
pre-printed indicia
2. Tab
3. Sort, stamp & deliver to USPO
1. Fold 1-page, single-sided letter
2. Stuff letter into #10 window
envelopes with pre-printed indicia
3. Seal, sort, stamp & deliver to USPO
1. Assemble packets/kits
2. Apply one label to 9x12-sized
envelopes
3. Stuff six pieces into 9x12-sized
envelopes; DO NOT SEAL
4. Deliver 350 packets/kits to the
SSA/Public Authority office.
1. Duplicate and fold 1-page, doublesided letter
2. Inkjet address
3. Stuff letter into #10 non-window
envelopes w/ pre-printed indicia
4. Seal, sort, stamp & deliver to USPO
1. Duplicate and f Fold 1-page, singlesided letter
2. Stuff letter into #10 non-window
envelopes with pre-printed indicia
3. Seal, sort, stamp & deliver to USPO
1. Duplicate and f Fold 1-page,
double-sided letter
2. Stuff into #10 non-window
envelope w/ indicia pre-printed
3. Inkjet address
4. Seal, sort, stamp & deliver to USPO
Exhibit B (REVISED)
Page 1 of 4
$
$
$
$
$
$
$
$
$
$
$
$
Initial __________
JOB NAME
FREQUENCY
APPROX. #
OF PIECES
(A)
Memorandum Of
Understanding
changes notification
Annually
25,000
Open Enrollment
Annually
4,000
Registry survey
Annually
1,500
Registry update
letters
Annually
6,000
Registry ad-hoc
mailings
Annually
25,000
On-site storage of
Health Benefits
application
packets/kits and
materials
Ongoing
30 boxes
Tax Bills
Annual
50,000
Tax Bills
Large Amount Bills
(July)
Annual
(October)
Annual
(October)
320,000
37,000
TOTAL
COST
(A x B)
UNIT COST
MATERIALS MAILED/USED
(B)
1. Duplicate and f Fold multi 3-page,
double-sided letter
2. Inkjet address
3. Stuff into #10 non-window
envelope with pre-printed indicia
4. Seal, sort, stamp & deliver to USPO
1. Receive & store materials from
dental insurance carriers
2. Duplicate 1-page, double-sided
letter
3. Stuff 5 pieces into 9x12 envelopes
with pre-printed indicia
4. Seal, sort, stamp & deliver to USPO
1. Duplicate and f old 1-page, doublesided letter
2. Stuff letter and return envelope into
#10 window envelopes with preprinted indicia
3. Seal, sort, stamp and deliver to
USPO
1. Duplicate and f Fold 2-page,
double-sided letter
2. Stuff letter into #10 window
envelopes with pre-printed indicia
3. Seal, sort, stamp & deliver to USPO
1. Duplicate and f Fold 1-page, singlesided letter
2. Stuff letter into #10 window
envelopes with pre-printed indicia
3. Seal, sort, stamp & deliver to USPO
Storage of the following items at the
Contractor’s facility:
1. Application forms and marketing
materials from insurance carriers
2. #10 window envelopes
3. #10 non-window envelopes
4. #9 envelopes
1. Properly fold tax bills along
perforated edge
2. Stuff folded tax bill and one (1)
insert into window envelopes
3. Seal, sort, stamp & deliver to USPO
1. Properly fold tax bills along
perforated edge
2. Stuff folded tax bill and three (3)
inserts into window envelopes
3. Seal, sort, stamp & deliver to USPO
1. Properly fold tax bills along
perforated edge
2. Stuff folded tax bill and three (3)
inserts into window envelopes
3. Seal, sort, stamp & deliver to USPO
Exhibit B (REVISED)
Page 2 of 4
$
$
$
$
$
$
$
$
$
$
$0.00
$0.00
$
$
$
$
$
$
Initial __________
JOB NAME
Informational Bills
Notice of Intent to
Lien
Memory Jogger
Bills (Winter)
FREQUENCY
Annual
(October)
Annual
(October)
APPROX. #
OF PIECES
(A)
65,000
2,000
Biannual
(end of January
to beginning of
February)
24,900
Supplemental
Memory Jogger
Bills (Winter)
Biannual
Memory Jogger
Bills (Spring)
Biannual
Supplemental
Memory Jogger
Bills (Spring)
Biannual (June)
2,100
Supplemental Tax
Bills
Monthly
2,000
Pick-up outgoing
mail (domestic and
international) from
County facility at
1106 Madison
Street, Oakland
Daily
100
Pick-up outgoing
mail from County
facility at 1221 Oak
Street, Oakland
Daily
600
(February)
(May)
3,300
11,300
TOTAL
COST
(A x B)
UNIT COST
MATERIALS MAILED/USED
(B)
1. Properly fold tax bills along
perforated edge
2. Stuff tax bill and one (1) insert into
window envelopes
3. Seal, sort, stamp & deliver to USPO
1. Properly fold notice
2. Stuff folded notice into window
envelopes
3. Seal, sort, stamp & deliver to USPO
1. Properly fold tax bills along
perforated edge
2. Stuff tax bill and one (1) insert into
window envelopes
3. Seal, sort, stamp & deliver to USPO
1. Properly fold tax bills along
perforated edge
2. Stuff tax bill and one (1) insert into
window envelopes
3. Seal, sort, stamp & deliver to USPO
1. Properly fold tax bills along
perforated edge
2. Stuff tax bill and one (1) insert into
window envelopes
3. Seal, sort, stamp & deliver to USPO
1. Properly fold tax bills along
perforated edge
2. Stuff tax bill and one (1) insert into
window envelopes
3. Seal, sort, stamp & deliver to USPO
1. Properly fold tax bills along
perforated edge
2. Stuff tax bill and two (2) insert into
window envelopes
3. Seal, sort, stamp & deliver to USPO
1. Seal and weigh
2. Apply pre-sort rate postage
3. Deliver to USPO or pre-sort vendor
within 24 hours of receipt
*Outgoing mail picked up on Fridays
or the day before a County holiday
must be mailed the same day of pick
up.
1. Seal and weigh
2. Apply pre-sort rate postage
3. Deliver to USPO or pre-sort vendor
within 24 hours of receipt
*Outgoing mail picked up on Fridays
or the day before a County holiday
must be mailed the same day of pick
up.
Exhibit B (REVISED)
Page 3 of 4
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
$
Initial __________
JOB NAME
Pick-up mailing
material
(documents and
supplies) from
County facility at
1106 Madison
Street, Oakland
FREQUENCY
Daily
APPROX. #
OF PIECES
(A)
1,400
MATERIALS MAILED/USED
TOTAL
COST
(A x B)
UNIT COST
(B)
1. Group the documents addressed to
the same recipient at the same
address
2. Fold and insert single and multiple
page documents into applicable size
$
envelopes
3. Seal and weigh
4. Apply appropriate postage
5. Seal and deliver to USPO or pre-sort
vendor within 24 hours of receipt.
$
TOTAL $
In addition, Bidders are required to submit a complete RATE SHEET, listing rates for general bulk mailing
services such as folding, stuffing, sealing, and delivering mail materials. The RATE SHEET is for
informational purposes only and will not be included in the evaluation of proposal cost. The successful bidders
will be expected to provide bulk mailing services at the quoted prices, or less, on the submitted RATE SHEET
to all County Departments/Agencies on an as needed basis.
Bidder agrees that the prices quoted are the maximum they will charge for the services described during the
term of any contract awarded.
FIRM: _______________________________SIGNATURE:_________________________DATE:_______
PRINTED NAME: ____________________________________ TITLE:_____________________________
Exhibit B (REVISED)
Page 4 of 4
Initial __________
RFQ No. 900832
EXHIBIT L
RFQ VENDOR BID LIST
Below is the Vendor Bid List for this project consisting of vendors who have responded to RFI No. 900832 and/or
been issued a copy of this RFQ. This Vendor Bid List is being provided for informational purposes to assist bidders
in making contact with other businesses as needed to develop local small and emerging business subcontracting
relationships to meet the requirements of the Small Local Emerging Business (SLEB) Program (described within the
RFQ). For additional information regarding the SLEB Program, please visit our website at
http://www.acgov.org/auditor/sleb/ and/or contact the Auditor-Controller’s Office of Contract Compliance (OCC)
located at 1221 Oak St., Rm. 249, Oakland, CA 94612 at Tel: (510) 891-5500, Fax: (510) 272-6502 or via E-mail at
[email protected]
Vendors who attended the Networking/Bidders Conferences have been added to the Vendor Bid List. Please see the
RFQ sections entitled ‘Calendar of Events’ and ‘Networking/Bidders Conferences’ for additional information. The
Networking/Bidders Conferences scheduled for all current projects are posted on the GSA Calendar of Events website
at http://www.acgov.org/calendar_app/DisplayListServlet?site=Internet&ag=GSA&ty=PUR. This RFQ Addendum is
being issued to all vendors on the Vendor Bid List; the following revised vendor list includes contact information for
each vendor attendee at the Networking/Bidders Conferences.
RFQ No. 900832 - Countywide Bulk Mailing Services
Business Name
Contact
Phone
Address
Admail
Brian Schott
(510) 477-6240
Adsphere
Harry Kwong
(510) 835-8117
2115 Franklin St.
Alom Technologies
Lisa Dolan
(510) 360-3600
48105 Warm Springs Blvd.
Bay Central Printing
Mike Mahmoudi
(510) 429-9111
Butterfly Direct
Buford Johnson
City Print & Mail
Calvin Kwong
DSL Printing
City
St
Email
CA
[email protected]
Oakland
CA
[email protected]
Fremont
CA
[email protected]
33401 Western Ave.
Union City
CA
[email protected]
(510) 251-8660
1545 Willow St.
Oakland
CA
[email protected]
(510) 835-8117
2115 Franklin St.
Oakland
CA
[email protected]
Larry Allen
(510) 353-7475
5692 Stewart Ave.
Fremont
CA
[email protected]
Folger Graphics
Bill Briggs
(510) 887-5656
21093 Forbes Ave.
Hayward
CA
[email protected]
K/P Corporation
Whit Magor
(510) 297-2268
13951 Washington Ave.
San Leandro
CA
[email protected]
Mail Stream
Greg Hollman
(925) 626-6711
125 Mason Cir. #K
Concord
CA
[email protected]
MBD Consulting
Nimone Li-Hardisty
(510) 432-6481
20298 Marshall St.
Castro Valley
CA
[email protected]
Notepads Inc
Maggie McNamara
(714) 632-9966
4055 E. La Palma Ave. #A
Anaheim
CA
[email protected]
PACFUL
Raj Lal
(916) 470-0929
2591 Nicholson St.
San Leandro
CA
[email protected]
Pacific Color Graphics
Allen Reyes
(925) 600-3012
440 Boulder Ct., #100D
Pleasanton
CA
[email protected]
PDQ
Carolina Cheng
(510) 893-2804
1150 E. 12th St.
Oakland
CA
[email protected]
PIN Presort
Mark Greanias
(408) 441-7678
2526 Qume Dr., #29
San Jose
CA
[email protected]
Pinnacle Printing Systems
Bob Knifsend
(510) 764-2003
1350 S. Loop Rd. Bldg. 110
Alameda
CA
[email protected]
RoadRunner Mailing
Celina Gonzales
(925) 820-8272
100 Ryan Industrial Ct.
San Ramon
CA
[email protected]
RoadRunner Mailing
Joe Amaro
(925) 820-8272
100 Ryan Industrial Ct.
San Ramon
CA
[email protected]