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Request for Quotation

RFQ Number: USDC-01

Request Date: February 10, 2023

The United States District Court Office for the Western District of Texas is issuing this request to attain Open Market Pricing for the preparation and mail out of Jury Wheel.

Quotes must be e-mailed to and received by Brandi_Beicker@txwd.uscourts.gov by February 24, 2023 at 1:00 p.m. (CST). Quotes must be valid for 60 days. If you will not be submitting a quote, please submit a "no proposal".

Questions concerning this RFQ should be addressed to Brandi Beicker at the email address provided above by February 17, 2023 at 1:00 p.m. (CST).

BASIS FOR AWARD:

The government’s intent is to evaluate the submitted quotes against the criteria set forth below and issue a firm fixed price award based on the lowest priced, technically acceptable offer.

Special Requirements:

Vendor has worked with a minimum of 3 other Federal District Courts on a similar job and can provide references. Failure to meet this requirement automatically invalidates proposal.

Proofs will be required prior to print job.

STATEMENT OF WORK

Project Title: Jury Wheel Preparation and Mail-out

Purpose: Print questionnaires and prepare other received materials for Mail-out.

Period of Performance:

Must be presented to USPS for mailing by May 26, 2023.

1. Vendor will receive the following materials:

a. Scantron Forms

b. Instruction Letter

c. #9 Business Reply Envelopes

d. #10 Window Envelopes imprinted with Postage Permit

1. JMS data file (pipe-delimited text file) containing records to be updated and printed


2. Sample questionnaire detailing what printed questionnaire will look like
   
   
   
   1. 
      
      
      
      1. Name and Address location
      
      
      2. Bar Code location
      
      
      3. Three Excuses location
      
      
      4. Header location
      
      
      
      
   
   
   
   

1. Vendor will receive records
   
   
   
   1. Receive 157,000 records via FTP.
   
   
   
   

1. Laser Print 8-1/2 x 11 Scantron Questionnaire (separated by division). Name, address and bar code (3 of 9 barcode with Bearer Bars) must be visible through the window of a standard #10 window envelope (see enclosed sample for placement information)
   
   
   
   1. Participant Numbers beginning with (1) Austin – 17,000
   
   
   2. Participant Numbers beginning with (2) Del Rio – 24,000
   
   
   3. Participant Numbers beginning with (3) El Paso – 40,000
   
   
   4. Participant Numbers beginning with (4) Pecos – 17,000
   
   
   5. Participant Numbers beginning with (5) San Antonio – 32,000
   
   
   6. Participant Numbers beginning with (6) Waco – 13,000
   
   
   7. Participant Numbers beginning with (7) Midland – 14,000
   
   
   
   

1. Fields/Information to be printed:

First name

Last name

Address

City

State

Zip

Participant No.

Division

Wheel year

Three excuses

1. Prior to final printing, provide printed samples of questionnaires to Brandi Beicker. One sample for each of the below participant numbers.
   
   
   
   1. Participant Numbers beginning with (1) Austin
   
   
   2. Participant Numbers beginning with (2) Del Rio
   
   
   3. Participant Numbers beginning with (3) El Paso
   
   
   4. Participant Numbers beginning with (4) Pecos
   
   
   5. Participant Numbers beginning with (5) San Antonio
   
   
   6. Participant Numbers beginning with (6) Waco
   
   
   7. Participant Numbers beginning with (7) Midland
      
      
   
   
   
   


2. Machine Fold
   
   
   
   1. Scantron Form
   
   
   2. Instruction Letter
      
      
   
   
   
   


3. Insert into #10 envelope
   
   
   
   1. Scantron Form
   
   
   2. Instruction Letter
   
   
   3. #9 BRM Envelope
      
      
   
   
   
   


4. Re-Print Scantron forms that were damaged in the folding and inserting process.
   
   


5. Print/Spray IMB (Intelligent Mail Barcode) onto #10 envelope.
   
   


6. Sort First Class Mail, Tray and Tag. Sort Mail for First-Class Automation Postage Rates (5-digit, 3-digit, AADC and Mixed AADC) to take advantage of discounted postage rates.
   
   


7. Present to USPS for mailing by May 26, 2023.
   
   


8. Provide Postage Statement of mailing via email to TXWD_InvoiceSubmission@txwd.uscourts.gov .
   
   


9. Return any unused supplies via UPS using account: 1E1E52.
   
   

Contracting Officer:

Brandi Beicker

Phone #: (210) 244-2826

Contracting Officer:

Steven Schoenthal

Phone #: (210) 244-2821

Points of Contact:

Sincerely,

Brandi Beicker

Contracting Officer

Instructions for Quoter:

Provide the information requested here and below at Clause 7-10:

Vendor’s Name:

Vendor’s Phone Number/e-mail address:

GSA Contract Number:

DUNS Cumber or UEI:

Discount Terms, or Net 30:

Date:

Clause 7-10, Contractor Representative (JAN 2003)

(a) The contractor's representative to be contacted for all contract administration matters is as follows (contractor complete the information):

Name:

Address:

Telephone:

E-mail:

(b) The contractor's representative shall act as the central point of contact with the judiciary, shall be responsible for all contract administration issues relative to this contract, and shall have full authority to act for and legally bind the contractor on all such issues.

Item

Description

Qty

Unit of Issue

Unit Price ($)

Extended Price ($)

1

Mailing for Jury Wheel Preparation and Mail-Out

1

JOB

GRAND TOTAL:

$

TERMS AND CONDITIONS

In addition to the terms and conditions in the base contract, to the extent that contract allows, the following judiciary terms and conditions are also incorporated into this request and will be included in the resulting order.

SOLICITATION PROVISIONS

Provision B-1, Solicitation Provisions Incorporated by Reference (SEP 2010)

This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the contracting officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of those provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this address: http://www.uscourts.gov/procurement.aspx.

Clause B-5, Clauses Incorporated by Reference (SEP 2010)

This contract incorporates one or more clauses by reference, with the same force and effect as if they were given in full text. Upon request, the contracting officer will make their full text available. Also, the full text of a clause may be accessed electronically at this address: http://www.uscourts.gov/procurement.aspx.

The following provisions marked with an ‘X’ are incorporated by reference:

2-15

Warranty Information (JAN 2003)

2-85A

Evaluation Inclusive of Options (JAN 2003)

2-85B

Evaluation Inclusive of Options (JAN 2003)

2-85C

Evaluation of Options Exercised at Time of Contract Award (JAN 2003)

2-100

Brand Name or Equal (APR 2013)

4-155

Alternate Awards (JUN 2014)

4-165

Price Proposal Instruction – Multi-Year Contract (JUN 2014)

X

7-60

Judiciary-Furnished Property or Services (JAN 2003)

B-20

Computer Generated Forms (JAN 2003)

1-10

Gratuities or Gifts (JAN 2010)

X

1-15

Disclosure of Contractor Information to the Public (AUG 2004)

X

2-5A

Inspection of Products (APR 2013)

2-10

Responsibility for Products (JAN 2010)

2-20A

Incorporation of Warranty (JAN 2003)

2-20B

Contractor Warranty (Products) (JAN 2010)

X

2-25A

Delivery Terms and Contractor's Responsibilities (JAN 2003)

2-25B

Commercial Bill of Lading Notations (JAN 2003)

X

2-35

F.O.B. Destination, Within Judiciary's Premises (JAN 2003)

2-40B

Delivery of Excess Quantities (JAN 2003)

X

2-45

Packaging and Marking (AUG 2004)

2-55

Privacy or Security of Safeguards (JAN 2003)

X

2-60

Stop-Work Order (JAN 2010)

2-90A

Option for Increased Quantity (APR 2013)

2-90B

Option for Increased Quantity – Separately Priced Line Item (APR 2013)

2-95

Material Requirements (JAN 2003)

2-110

Option to Purchase Equipment (JAN 2003)

2-115

Terms for Commercial Advance Payment of Purchases (APR 2013)

2-125

Security for Advance Payment (APR 2013)

2-130

Energy Efficiency in Energy-Consuming Products (APR 2013)

2-135

Acquisition of EPEAT®-Registered Personal Computer Products (MAR 2019)

2-140

Judiciary IT Security Standards (APR 2013)

3-1

Contractor Use of Mandatory Sources of Products or Services (JUN 2012)

3-3

Provisions, Clauses, Terms and Conditions - Small Purchases (JUN 2014)

4-150

Cancellation Under Multi-Year Contracts (JUN 2014)

5-30

Authorization and Consent (JAN 2003)

6-10

Deposit of Assets Requirements (APR 2013)

6-15

Deposit of Assets Instead of Surety Bonds (JAN 2003)

6-40

Federal, State, and Local Taxes (JAN 2003)

6-45

Federal, State, and Local Taxes (Noncompetitive Contract) (JAN 2003)

6-60

Rights in Data – General (JUN 2012)

6-65

Rights in Data – Special Works (JAN 2010)

6-75

Rights to Data in an Offer (APR 2013)

6-80

Rights in Data – Existing Works (JAN 2010)

6-85

Commercial Computer Software License (APR 2013)

6-90

Notice and Assistance Regarding Patent and Copyright Infringement (APR 2010)

6-95

Patent Indemnity (JAN 2010)

6-110

Deferred Ordering of Technical Data or Computer Software (JUN 2014)

X

7-1

Contract Administration (JAN 2003)

X

7-5

Contracting Officer's Representative (APR 2013)

X

7-15

Observance of Regulations/Standards of Conduct (JAN 2003)

7-20

Security Requirements (APR 2013)

X

7-25

Indemnification (AUG 2004)

X

7-30

Public Use of the Name of the Federal Judiciary (JUN 2014)

X

7-35

Disclosure or Use of Information (APR 2013)

7-70

Judiciary Property Furnished "As Is" (APR 2013)

7-80

Competition in Subcontracting (JAN 2003)

X

7-85

Examination of Records (JAN 2003)

7-95

Contractor Inspection Requirements (JAN 2003)

7-100A

Limitation of Liability (Products) (JAN 2003)

7-110

Bankruptcy (JAN 2003)

7-115

Availability of Funds (JAN 2003)

X

7-125

Invoices (APR 2011)

X

7-130

Interest (Prompt Payment) (JAN 2003)

X

7-135

Payments (APR 2013)

X

7-140

Discounts for Prompt Payment (JAN 2003)

7-145

Government Purchase Card (JAN 2003)

X

7-150

Extras (JAN 2003)

7-160

Limitation on Withholding of Payments (APR 2013)

7-165

Penalties for Unallowable Costs (JUN 2012)

7-170

Notice of Intent to Disallow Costs (JAN 2003)

7-175

Assignment of Claims (JAN 2003)

7-180

Prohibition of Assignment of Claims (JUN 2012)

X

7-185

Changes (APR 2013)

7-190

Change Order Accounting (JAN 2003)

X

7-200

Judiciary Delay of Work (JAN 2003)

X

7-210

Payment for Emergency Closures (APR 2013)

X

7-235

Disputes (JAN 2003)

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