RFP - Mail and Presort Services
| Agency: | East Bay Municipal Utility District |
|---|---|
| State: | California |
| Type of Government: | State & Local |
| Category: |
|
| Posted: | Mar 21, 2024 |
| Due: | May 3, 2024 |
| Publication URL: | To access bid details, please log in. |
EBMUD is soliciting proposals for Mail and Presort Services, Request for Proposal (RFP) No. CUS-0324.
East Bay Municipal Utility District is soliciting proposals for Mail and Presort Services, requiring support and security of the District’s daily United States Postal Service (USPS) First-Class Presort mail during the entire presort process; from pickup at the designated District location to the presort facility, then the USPS Business Mail Entry Unit for same day processing and back-up bill printing and inserting.
Please respond to this RFP no later than 4:00 p.m. on Friday, May 3, 2024. Completed proposal should be mailed or delivered to:
| Responses delivered by service (UPS, FedEx, DHL, etc.): | Responses delivered by mail (USPS): |
|
EBMUD
|
EBMUD
|
If you have questions regarding this RFP, please contact Juanita Ison, Customer Services Supervisor, at 510-287-0406 or juanita.ison@ebmud.com. To ensure a response, questions must be received no later than 8:00 a.m. on March 29, 2024.
RFP - Mail and Presort Services
| Document | Type | Size |
| RFP Mail And Presort Services |
Attachment Preview
REQUEST FOR PROPOSAL (RFP) for
Mail and Presort Services, RFP No. CUS-0324
ADDENDA
Prospective bidders are responsible for reviewing any published addenda
regarding this bid at ebmud.com/business-center
CONTACT
Juanita Ison, Customer Services Supervisor
(510) 287-0406
juanita.ison@ebmud.com
RESPONSE DUE
May 3, 2024
4:00 p.m. PST
SUBMIT BY MAIL TO
RESPONSE DELIVERERD BY SERVICE (UPS,
FedEx, DHL, etc.) to:
Juanita Ison
EBMUD–Customer Services Support Division
Mail and Presort Services, RFP No. CUS-0324
375 Eleventh Street
Oakland, CA 94607
RESPONSE DELIVERED BY MAIL (USPS) to:
Juanita Ison
EBMUD–Customer Services Support Division
Mail and Presort Services, RFP No. CUS-0324
P.O. Box 24055
Oakland, CA 94623
REV 5/16/23
EAST BAY MUNICIPAL UTILITY DISTRICT
RFP for Mail and Presort Services, RFP No. CUS 0324
TABLE OF CONTENTS
I. STATEMENT OF WORK
A. SCOPE
B. PROPOSER QUALIFICATIONS
C. SPECIFIC REQUIREMENTS
II. CALENDAR OF EVENTS
III. DISTRICT PROCEDURES, TERMS, AND CONDITIONS
A. RFP ACCEPTANCE AND AWARD
B. EVALUATION CRITERIA/SELECTION COMMITTEE
C. PRICING
D. NOTICE OF INTENT TO AWARD AND PROTESTS
E. WARRANTY
F. INVOICING
IV. RFP RESPONSE SUBMITTAL INSTRUCTIONS AND INFORMATION
A. DISTRICT CONTACTS
B. SUBMITTAL OF RFP RESPONSE
C. RESPONSE FORMAT
ATTACHMENTS
EXHIBIT A – RFP RESPONSE PACKET
EXHIBIT B – INSURANCE REQUIREMENTS
EXHIBIT C – GENERAL REQUIREMENTS
EXHIBIT D – IRAN CONTRACTING ACT CERTIFICATION
EXHIBIT F – INFORMATION TECHNOLOGY SECURITY INFORMATION TO BE EXCLUDED FROM
PUBLIC RECORDS ACT REQUESTS
REV 5/16/23
Mail and Presort Services, RFP No. CUS-0324
I. STATEMENT OF WORK
A. SCOPE
It is the intent of these specifications, terms, and conditions to describe vendor shall
provide all equipment, materials and labor to supplement East Bay Municipal District
(District) needs as described herein. The contract requires the Vendor to support and
secure the District’s daily United States Postal Service (USPS) First-Class Presort mail
during the entire presort process, from pickup at the designated District location to the
presort facility, then the USPS Business Mail Entry Unit for same day processing and
back-up bill printing and inserting.
East Bay Municipal Utility District (District) intends to award a three (3) year contract
with two (2) options to renew for one-year terms to the Proposer(s) who best meet the
District’s requirements.
B. PROPOSER QUALIFICATIONS
1. Proposer Minimum Qualifications
a. Proposer, Proposer’s principal, or Proposer’s staff shall have been
regularly engaged in the business of providing presort services, back-up
bill printing, inserting and mailing at a facility located in the San Francisco
Bay area for at least three (3) years.
b. Proposer shall be a Certified USPS Presort Bureau, secured FTP and Cloud
system, USPS CASS and MASS certified, manufacturer, dealer, or provider.
c. Proposer shall possess all permits, licenses, and professional credentials
necessary to perform services as specified within this RFP.
C. SPECIFIC REQUIREMENTS
Backup Bill Printing and Inserting
Vendor must be able to process and mail customer bills upon the District’s request. The
District sends up to 6,000 customer bills per day. The District will provide secure PDF
files, containing the bill information, and mailing supplies including preprinted bill stock
and envelopes.
Requirements include:
Ability to accept encrypted files via secure FTP and Cloud system using either PGP
encryption or Transport Layer Security (TLS) protocol.
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Ability to establish a Data Management Plan (DMP) within six (6) months of initial
contract outlining how these files containing Personally Identifiable Information
(PII) will be transported, managed, and subsequently destroyed.
Print customer bills on District supplied cut sheet bill stock.
Fold and gather all mailing documents (i.e., bill, return envelope, and insert, as
applicable) and insert into District supplied envelopes.
Meter with IMI indicia and mail bills.
Process must be completed within twenty-four (24) hours of receipt of encrypted
file (as applicable), paper bill stock (printed or blank), inserts (as supplied) and
envelopes.
Confirmation to be sent to District point of contact upon each job phase
completion: items received, processed, and delivered to USPS – Business Mail
Entry Unit.
Vendor must be willing to run test with materials supplied by District up to two
(2) times per year. One test may be substituted with a Business Continuity
Exercise.
Vendor must provide an itemize invoice with District purchase order number,
invoice number, remit to address and itemized product and/or services
description within thirty (30) days of transaction.
Presort Services
The District currently sends approximately 900,000 pieces of 1-, 2-, or 3-ounce First-Class
Presort mail pieces annually to a presort house to achieve maximum postage discount.
The District has an Oakland, California First-Class presort permit.
The Vendor must:
Pickup USPS First-Class Presort mail at the District’s Administration building,
between 1:30 p.m. and 2:00 p.m., daily from the Mailroom location.
Provide and sign a receipt for the mail at the pick-up location. The receipt will
include the following information:
• Date of pick up and location
• Number of trays
• Total piece count
Proposer will be required to sort and generate USPS Intelligent Mail barcode
(IMb) for First Class Presort mail pieces.
Mail and Presort Services, RFP No. CUS-0324
Deliver District Presort mail to USPS – Business Mail Entry Unit for same day
processing. Mail must not be held over for next day processing. State location of
USPS Business Mail Entry Unit if mail not delivered to Oakland facility.
List a backup facility including location and describe how EBMUD mail would be
processed at this backup facility, specifically outlining workflow and timeline.
Must return mail not meeting USPS CASS or MASS requirements or contact
EBMUD.
Provide an itemize invoice including:
• District purchase order number
• Location
• Dates covered by invoice
• Itemized product and/or services description
• Weekly totals
• Invoice number
• Remit to address
II. CALENDAR OF EVENTS
EVENT
RFP Issued
Last Date for Questions
Response Due
Anticipated Contract Start Date
DATE/LOCATION
March 22, 2024
March 29, 2024
May 3, 2024, by 4:00 p.m.
June 3, 2024
Note: All dates are subject to change by the District.
Proposers are responsible for reviewing https://www.ebmud.com/business-
center/requests-proposal-rfps/ for any published addenda. Hard copies of addenda will not
be mailed out.
III. DISTRICT PROCEDURES, TERMS, AND CONDITIONS
A. RFP ACCEPTANCE AND AWARD
1. RFP responses will be evaluated by the Selection Committee and will be scored
and ranked in accordance with the RFP section entitled “Evaluation
Criteria/Selection Committee.”
2. The Selection Committee will recommend award to the Proposer who, in its
opinion, has submitted the RFP response that best serves the overall interests of
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