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HomeMy WebLinkAboutRFP - 8311 MAIL SERVICESAddendum 1 – 8311 Mail Services Page 1 of 13 ADDENDUM NO. 1 SPECIFICATIONS AND CONTRACT DOCUMENTS Description of RFP 8311: Mail Services OPENING DATE: 3:00 PM (Our Clock) May 25, 2016 To all prospective bidders under the specifications and contract documents described above, the following changes/additions are hereby made and detailed in the following sections of this addendum: Exhibit 1 – Questions & Answers Exhibit 2 – Appendix A Exhibit 3 – Sample Monthly Postage Charges Exhibit 4 – Invoices Please contact Doug Clapp, CPPB, Senior Buyer at (970) 221-6776 with any questions regarding this addendum. RECEIPT OF THIS ADDENDUM MUST BE ACKNOWLEDGED BY A WRITTEN STATEMENT ENCLOSED WITH THE BID/QUOTE STATING THAT THIS ADDENDUM HAS BEEN RECEIVED. Financial Services Purchasing Division 215 N. Mason St. 2nd Floor PO Box 580 Fort Collins, CO 80522 970.221.6775 970.221.6707 fcgov.com/purchasing Addendum 1 – 8311 Mail Services Page 2 of 13 EXHIBIT 1 – QUESTIONS & ANSWERS 1. How long has the current company provided such services? 5 years. 2. Can you please provide a sample invoice? See Exhibit 4 3. Can you please provide the current agreement? Please go to: http://citydocs.fcgov.com/?scope=dept&dn=Purchasing&q=7170+Mail&cmd=search. 4. Can you provide an example of the postage for all offices for any given month? See Exhibit 3 5. Where is the meter machine kept? At an office? Or on the vehicle making the pickups? The postage machine is kept at the Feet main office in Ft. Collins. 6. Is the current company providing the services with one route as listed on Appendix A? or is this multiple routes? One route as listed. 7. From start to finish, it looks like this is roughly a 10 hour day. Is this route complete by only one person or multiple people? The route is completed by 1 person. 8. What type of vehicle is currently being used, and what is the condition that it is in? The vehicle is provided by the current vendor. 9. What if any problems have occurred within the last 3 years, that would be beneficial to know? No major problems. 10. Can you provide information about the amount of parcels that are shipped from each location? Estimates? See Exhibit 3. 11. What is the maximum size and weight of any given shipment? Most shipments are regular envelopes. Occasionally there is an odd-sized package, no more than 10 lbs. 12. Page 5. Metering of postal mail postage and invoicing for postage, references Appendix B. Is this a typo or is there an Appendix B? This was a typo and should reference Appendix A, which is also attached to this addendum as Exhibit 2. Addendum 1 – 8311 Mail Services Page 3 of 13 13. How many drivers and total hours? One full-time driver. This person picks up/delivers from the Postal Office, sorts, and then delivers to 54 City stops. 14. How many hours on the mail processing part? Morning sort of incoming USPS takes between 1 and 3 hours and outgoing metering process takes 2.5 hours to 3 hours per day. 15. Who’s the current provider? I know that The Feet was doing it in the past. The Feet is the current provider. 16. Please detail your last two annual volumes (pieces) for the following categories: a. Incoming USPS As many as 300 pieces per day and as few as 150. Mondays are always busiest and tapers down as week progresses. b. Incoming Accountable See answer above. c. Outgoing USPS Stamped mail – 30 to 40 per day (1mail tub or tray) See attached postage charges. d. Outgoing Accountable May 2016 has seen average of about 1000 pieces per day. Different times of the year there are huge spike. For example, metering the outgoing W-2s for all city employees, so the end of January is much busier (3000 to 4000 per day). There are other similar busy times, but 1000 to 1200 is a safe average e. Interoffice 50 to 75 envelopes per day 17. What was the total postage spend for the past three years? See attached Exhibit 3. This is pretty consistent every month. 18. What are the average dimensions for accountable mail? (ie: 12x12x12 – box) 99% of all mail, incoming or outgoing are envelopes. There are 3-4 smaller incoming boxes to deliver each day, and 3-4 outgoing boxes each day. 19. What is the percentage breakdown of outgoing mail size – flats vs #10 envelopes vs other Most are #10 envelopes or postcards 20. How many full-time staff is associated to these services today? One full-time to handle the route, others process postage. Addendum 1 – 8311 Mail Services Page 4 of 13 21. Is there any fine sorting required within each stop/building? If yes, please describe your current process. Current driver picks up/sorts/delivers incoming mail and inter-office mail from each department 22. What is the address of the current mailroom/main hub? 300 LaPorte Avenue 23. Where is the postage sorted and postage equipment be located? It is currently located at the current vendor’s office in Fort Collins. 24. What Mail Equipment is on site currently (Make/Model)? Hassler Newport IS480 25. Is any mail delivered/collected directly to the locations listed in the RFP? Yes. 26. Is accountable mail centralized? Are they delivered directly to the locations listed in RFP? From current vendor to each location listed. 27. Are there any presorting activities involved today with mail services? If yes, please describe your current process. For the AM mail sort, we pick up at the Post Office. We take all incoming mail to the Ops Services building and sort it to the correct department. This is the most challenging part of the day, as the mail is not always labeled by department. We see lots of mail each morning that will just say “Jane Doe.” Our courier has become experienced enough to recognize many City employees and which facility they work out of. If experienced, this sort takes about 1 to 1.5 hours. If inexperienced the sort can take well over 2 hours. 28. Are there any requirement for folding and inserting as part of the outgoing process? If yes, please describe your current process. No. 29. Does outgoing accountable mail come “ready-to-ship” or is preparation and labeling required? If yes, please describe your current process I believe all mail is given to current vendor ready to mail, just need to add postage. 30. Does the mail need to be x-rayed prior to bringing on site for sorting? No. 31. What percentage of outgoing USPS is returned each year? Very little. Addendum 1 – 8311 Mail Services Page 5 of 13 32. What are your peak seasons (ie: Tax season; end of the year holidays; etc…) Varies depending on department. 33. Is there any necessary weekend work? No. 34. Are there any existing software or systems that the vendor will be required to use? If so, please explain. None that we are aware of. 35. Are there (2) missing routes – Stops 24 and 51 are missing in the RFP Table? So are there 54 stops total? See attached list – 54 stops 36. What are the deadlines or expectations for inter-office mail.. ie...Turn around expectation for inter-office mail? Same Day? Next Day? Sort immediately and deliver at the next stop at indicated department. 37. Does each Dept have their own accountable mail account or (1) master one for the City? There is a single, itemized master invoice for the City. Please see Exhibit 4. 38. Do you also want accountable supplies – (UPS/FED EX Boxes, Labels) also stocked on runs/deliveries. No. 39. What level Bond is required for employees? Varies, please provide your current bonding for similar mail services. Addendum 1 – 8311 Mail Services Page 6 of 13 EXHIBIT 2 – APPENDIX A LIST OF SCHEDULED MAIL DELIVERY STOPS Sequence Location Name Address City stop time 1 Old Town Post Office 301 S Howes St Fort Collins 6:50:00 AM 2 Ops Services 300 Laporte Ave Fort Collins 8:40:00 AM 3 Utilities Service Center 700 Wood St Fort Collins 8:45:00 AM 4 Fleet Services 835 Wood St Fort Collins 8:50:00 AM 5 City Hall - West 300 Laporte Ave STE B Fort Collins 8:55:00 AM 6 Social Sustainability 321 Maple St Fort Collins 8:58:00 AM 7 Customer Service 117 N Mason St Fort Collins 9:05:00 AM 8 City Of Fort Collins 200 W Mountain Fort Collins 9:07:00 AM 9 City Of Fort Collins 212 W Mountain Ave Fort Collins 9:09:00 AM 10 215 N Mason 215 N Mason St Fort Collins 9:10:00 AM 11 281 N College 281 N College Ave Fort Collins 9:15:00 AM 12 Northside Aztlan Center 112 Willow St Fort Collins 9:20:00 AM 13 Streets 626 Linden St Fort Collins 9:25:00 AM 14 Traffic 626 Linden St Fort Collins 9:30:00 AM 15 Library 201 Peterson St Fort Collins 9:35:00 AM 16 Poudre Fire Authority 102 Remington St Fort Collins 9:40:00 AM 17 Downtown Development Authority 19 Old Town Sq Fort Collins 9:45:00 AM 18 Feet - Mulberry 3825 E Mulberry St 2-a Fort Collins 10:00:00 AM 19 Nix Farm 1745 Hoffman Mill Rd Fort Collins 10:10:00 AM 20 Epic 1801 Riverside Ave Fort Collins 10:20:00 AM 21 Drake Water Reclamation Facility 3036 Environmental Dr Fort Collins 10:30:00 AM 22 Police Services 2221 S Timberline Rd Fort Collins 10:40:00 AM 23 Collindale Pro Shop 1441 E Horsetooth Rd Fort Collins 10:50:00 AM 24 Fossil Creek Park 5833 S Lemay Ave Fort Collins 11:00:00 AM 25 Foothills Activity Center 241 E Foothills Pkwy Fort Collins 11:10:00 AM 26 Garden At Spring Creek 2145 Centre Ave Fort Collins 11:15:00 AM 27 Fort Collins Senior Center & Drop Box 1200 Raintree Dr Fort Collins 11:20:00 AM 28 Park Shop 413 S Bryan Ave Fort Collins 11:29:00 AM 29 Fort Collins Housing Auth. 1715 W Mountain Ave Fort Collins 11:35:00 AM 30 Utilities Service Center 700 Wood St Fort Collins 11:45:00 AM Addendum 1 – 8311 Mail Services Page 7 of 13 31 Lincoln Center 417 W Magnolia St Floor Fort Collins 11:50:00 AM 32 City Hall - West 300 Laporte Ave STE B Fort Collins 12:50:00 PM 33 Social Sustainability 321 Maple St Fort Collins 12:55:00 PM 34 215 N Mason Drop Box 215 N Mason St Fort Collins 1:00:00 PM 35 Larimer County Courthouse 200 W Oak St Fort Collins 1:10:00 PM 36 Restorative Justice 112 N Howes St Fort Collins 1:15:00 PM 37 Poudre River Library 201 Peterson St Fort Collins 1:20:00 PM 38 Mulberry Pool 424 W Mulberry St Fort Collins 1:25:00 PM 39 Vango 419 Canyon Ave Fort Collins 1:30:00 PM 40 Poudre Fire Authority 3400 W Vine Dr STE A Fort Collins 1:40:00 PM 41 Water Treatment 4316 Laporte Ave Fort Collins 1:45:00 PM 42 Operation Services 300 Laporte Ave Fort Collins 2:10:00 PM 43 215 N Mason 215 N Mason St Fort Collins 2:20:00 PM 44 Transfort 250 N Mason St Fort Collins 2:25:00 PM 45 281 N College 281 N College Ave Fort Collins 2:30:00 PM 46 Streets 626 Linden St Fort Collins 2:35:00 PM 47 Traffic 626 Linden St Fort Collins 2:40:00 PM 48 Discovery 115 N Mason St Fort Collins 2:45:00 PM 49 Customer Service 117 N Mason St Fort Collins 2:46:00 PM 50 City Of Fort Collins 200 W Mountain Fort Collins 2:48:00 PM 51 City Hall - West 300 Laporte Ave STE B Fort Collins 2:50:00 PM 52 281 N College 281 N College Ave Fort Collins 2:55:00 PM 53 Fleet Services 835 Wood St Fort Collins 3:00:00 PM 54 Utilities Service Center 700 Wood St Fort Collins 3:05:00 PM Generally, a 15-minute window is allowed either side of scheduled times due to traffic, weather, trains, etc. Outgoing mail should be ready earlier rather than later. Addendum 1 – 8311 Mail Services Page 8 of 13 EXHIBIT 3 – SAMPLE MONTHLY POSTAGE CHARGES Addendum 1 – 8311 Mail Services Page 9 of 13 Addendum 1 – 8311 Mail Services Page 10 of 13 Addendum 1 – 8311 Mail Services Page 11 of 13 Addendum 1 – 8311 Mail Services Page 12 of 13 EXHIBIT 4 - INVOICES Addendum 1 – 8311 Mail Services Page 13 of 13