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8107 - Scope of Work Page 1 of 4 Print Documents for Mailing The City of Denton has separately contracted for print services for city publications and other large volume print materials. Respondents are asked to submit proposals on the following services that apply to large-volume printed documents which require mailing. The scope of work shall be finalized upon the selection of the Firm. The respondent’s submission shall have accurately described your understanding of the objectives and scope of the requested products and services and provided an outline of your process to implement the requirements of the Scope of Work and Services. It is anticipated that the scope of work will include, at a minimum, the following: NOTE: Mailing services may number from several dozen to over 50,000 items at a time. Currently, “every door direct” mailings, which generally number 55,000 units, occur 6-10 times per year. Preparation of Print Documents for Mailing 1. Addressing After printing, documents that are to be mailed will require the printing of addresses either on an envelope or directly on the print publication in a space provided. Addresses will be provided by the City of Denton in an Excel or .csv file format. Certain publications will utilize an “every door direct” mailing in which publications will be distributed to all City of Denton addresses. The City of Denton will provide zip codes and postal routes to the mailing service provider and it will be the service provider’s responsibility to build a distribution list and address the print publications or envelopes accordingly. 2. Document Folding, Sealing, and Envelope Stuffing As requested by the City, some documents may be required to be folded prior to mailing. Folding examples include trifold brochures, Respondents are requested to demonstrate their ability to perform this task if it cannot be performed by the printing contractor. For those mailings that require envelopes, documents are required to be folded to fit within a pre-addressed envelopes and stuffed within that envelope. Envelopes will then be sealed prior to mailing. Most envelopes utilized will be the standard size (4.125” x 9.5”), though respondents are asked to demonstrate the ability to incorporate other envelope sizes. Document Mailing 1. Delivery of Documents for Mailing Documents will be delivered to the nearest USPS location for mailing. Respondents should demonstrate their ability to deliver projects as large as 50,000 to 60,000 units to the USPS for mailing. Page 2 of 4 2. Payment of Mailing For each individual project, respondents will be required to remit payment to the USPS at the time of mailing and then bill the City for postage costs incurred. Any additional charges for this service must be noted in the response to this RFP. Additional Services: 1. After Hours Services Respondent should note any services that may be provided outside of 8 a.m. to 5 p.m., Monday-Friday timeframes. Any additional costs for services provided outside these timeframes should also be itemized. Timelines Timelines, based on project size, that are associated with these services should be noted in respondent submittals. Supply of Mail Services for the City of Denton The scope of work shall be finalized upon the selection of the Firm. The respondent’s submission shall have accurately described your understanding of the objectives and scope of the requested products and services and provided an outline of your process to implement the requirements of the Scope of Work and Services. It is anticipated that the scope of work will include, at a minimum, the following: This contract is intended to acquire a contractor to perform outgoing U.S. Mail services for the City of Denton. Services include pick up of mail at designated sites, processing of residual mail (excluding utility and tax bills), and delivery to the U.S. Post Office. Contractor agrees to process mail at the lowest permissible rates available from the U.S. Post Office and to keep the City informed of savings available to the City of Denton. CONTRACTOR SUPPLIED SERVICES: A. Pick up residual mail at approximately 10:00 A.M. – 12:00 P.M. each workday at the following designated sites: City Hall City Hall East – Human Resources 215 E. McKinney St. 601 E. Hickory St., Suite A Denton, TX 76201 Denton, TX 76205 City Hall East – Customer Service City Hall East – Municipal Court 601 E. Hickory St., Suite F 601 E. Hickory St., Suite D Denton, TX 76205 Denton, TX 76205 Page 3 of 4 Police Department Animal Shelter 601 E. Hickory St., Suite E 3717 N Elm St. Denton, TX 76205 Denton TX 76207 Development Services Center City of Denton Distribution Center 401 N. Elm St. 901B Texas St., Suite B Denton, TX 76205 Denton, TX 76209 B. Properly meter/insert mail as per U.S. Postal Regulations and endeavor to take advantage of all available discounts for postage. C. Deliver residual daily mail to U.S. Post Office in sufficient time for postal processing the same day as picked up from the City of Denton. If there is a delay, the Contractor shall report to the contract administrator. D. Mail shall be sorted in compliance with the U.S.P.S. regulations to achieve the permitted mail discount. E. Notify the contract administrator, should unforeseen acts, delay mailing until the next business day. (i.e. equipment failure) F. Return all unacceptable or damaged mail to City of Denton Distribution Center pickup area the next business day. G. Invoice the City of Denton on a monthly basis at the awarded rates. Invoices must include the postage meter perpetual balance, including the date and amount of each deposit posted, and an itemized charge for mailing services performed. H. Supply the City of Denton with monthly reports in Microsoft Excel indicating summary charges for each department’s daily mailings based upon listing supplied by the City (approximately 64 departments). A separate log shall be kept for certified mail, notating delivery to Post Office. The City utilizes a 6-digit department codes for reporting. Please describe the coding system and the maximum digits allowable by the contractor. I. Contractor must agree to pay a penalty of $50.00 per item relating to court cases for certified mail that is returned for insufficient postage; provided, however, that this penalty shall only apply if the City included that item in the daily bundle of certified mail items prior to or at the time of the daily mail pickup by the Contractor. J. Contractor agrees to return all remaining deposit funds, mail, and or any other property owned by the City of Denton immediately upon cancellation of this agreement. K. Contractor agrees to allow City of Denton representatives to make onsite visits during the contract term. All facilities utilized in performing this service must be listed and must meet all applicable code and zoning requirements. Page 4 of 4 L. Pick up envelopes from City of Denton Distribution Center as needed at no additional cost. M. City of Denton shall be notified of any changes in location of processing or storage facilities. N. For privacy purposes, the Contractor shall not sell, disclose, or disseminate any personal data collected during the contract period to any third party without written consent from the City of Denton, City Manager. CITY OF DENTON TO PERFORM: A. City will properly prepare, bundle, mark, and place mail in pre-designated accessible areas. The City uses 6-digit codes to designate departments for billing by the contractor. B. City will place on deposit with Contractor sufficient dollars to cover cost of postage and replenish as agreed. The total pre-paid shall not exceed $10,000 without written approval from the contract administrator.