SOLICITATION NOTICE
R -- Lettershop Services - Print, fold, stuff, sort and mail quarterly invoices and statements
- Notice Date
- 5/10/2011
- Notice Type
- Presolicitation
- NAICS
- 561431
— Private Mail Centers
- Contracting Office
- United States Judiciary, Administrative Office of the U.S. Courts, IMSD-IT Systems Deployment and Support Div, 7550 Interstate Hwy 10 West, Suite 1100, San Antonio, Texas, 78229, United States
- ZIP Code
- 78229
- Solicitation Number
- FY11-02
- Archive Date
- 6/25/2011
- Point of Contact
- Gene Lewis, Phone: 210-301-6313
- E-Mail Address
-
gene_lewis@aotx.uscourts.gov
(gene_lewis@aotx.uscourts.gov)
- Small Business Set-Aside
- N/A
- Description
- STATEMENT OF WORK (SOW) 1. DESCRIPTION OF TASK Currently the PACER Service Center (PSC), part of the U.S. Courts, mails approximately 500,000 billing invoices/ statements and notices annually. The PSC is seeking bids to print, fold, stuff, sort, and mail the quarterly invoices, statements, delinquency notices, and default notices. The billing information will be supplied in ASCII text data files via secure on-line means. Part of the data provided for each printed invoice or statement is the address. The Contractor is expected to add a mailing bar code to each. Each Invoice consists of one #10 window envelope, a one page single sided invoice, a one page 8 ½" X 11" double sided announcement, and a #9 return envelope. The statement consists of one #10 window envelop, a one page single sided statement and a one page 8 ½" X 11" double sided announcement. The delinquency and default notices consist of one #10 window envelope and a one page single sided letter. The envelopes and announcement will be supplied by the PACER Service Center to the Contractor. The bid should be for a five year term beginning October 1, 2011. 1.1 INTRODUCTION PACER is an electronic public access system that allows customers to obtain case information from federal appellate, district, and bankruptcy courts. The system permits the customer to request information about particular federal court cases via the Internet. Customers consist of members of the legal community, federal and state government agencies, businesses, nonprofit organizations, the press, and the general public. For more information about PACER visit the PACER Service Center website at http://pacer.gov. The PACER Service Center provides the judiciary with centralized billing, registration, and technical support services as well as developing and maintaining software and systems for the electronic public access program. 1.2 PURPOSE This contract will provide the federal judiciary with essential bulk mailing services that are associated with the collection of fees for accessing federal court records via the Internet. 1.3 SCOPE The scope is limited to the quarterly mailout of the PACER Service Center invoices, statements, delinquency notices, and default notices over a five year period. 1.4 SPECIAL REQUIREMENTS The PACER billing follows a quarterly cycle. During the first month of each new billing cycle the previous quarter's customers are forwarded invoices or statements. Currently there are 50,000 invoices and 40,000 statements per quarter and usage has been growing. The data for all bills would be supplied by the 9th of the month, along with a fillable PDF invoice/statement. A special quarterly announcement will be provided and excepted to be inserted in the appropriate section provided within the invoice/statement. Regarding the invoices (50,000), the Contractor would be expected to have all invoices processed and at the U.S. Post Office within 4 business days of receipt of the data. Each invoice consists of one #10 window envelope, a one page single sided invoice, a one page 8 ½" X 11" double sided announcement, and a #9 return envelope. The invoice should be printed on perforated paper. Sample documents are attached. Regarding the statements (40,000), the Contractor would be expected to have all statements processed and at the U.S. Post Office within 6 business days of receipt of the data. Each statement consists of one #10 window envelope, a one page single sided statement, a one page 8 ½" X 11" double sided announcement. The statement may be printed on regular paper. Sample documents are attached. NOTE: PACER invoices should be completed prior to initiating this portion of the task. During the second month of the quarter (usually between the 15th and 20th), the PACER Service Center mails a delinquency notice to any customer that has not paid their bill yet. Currently there are 20,000 per quarter. The Contractor would be expected to have all delinquency notices processed and at the U.S. Post Office within 2 business days of receipt of the data. The delinquency notice consists of one #10 window envelope and a one page single sided letter. A sample is attached. During the third month of the quarter (usually between the 5th and 10th), the PACER Service Center mails a default notice to any customer that has not yet paid their bill. Currently there are 10,000 per quarter. The Contractor would be expected to have all default notices processed and at the U.S. Post Office within 2 business days of receipt of the data. The delinquency notice consists of one #10 window envelope and a one page single sided letter. A sample is attached. Sample envelopes can be provided upon request. Contractor must be able to accommodate new form changes each cycle. The announcement will change each quarter as well. Postage will be paid directly by the U.S. Courts to the U.S. Post Office via a bulk mail services contract (permit G-18). A completed form PS 2600-R, Statement of Mailing With Permit Imprints - First Class Mail, will be presented to the postal facility along with the mail. A copy of the postal form will need to be faxed (210-301-6441) to the PACER Service Center the next business day. 2. DELIVERABLES At the conclusion of each month's processing, the Contractor will provide the PACER Service Center with a written certification showing the number of items processed and mailed. 3. SCHEDULE OF PERFORMANCE AND DELIVERY The Contractor will begin service with the quarterly invoice/statement run in October 2011. All invoices should be processed and provided to the U.S. Post Office within 4 business days of receipt of the electronic file. All statements should be processed within two days after the invoices have been completed. All notices should be processed and provided to the U.S. Post Office within 2 business days of receipt of the electronic file. 3.1 PERIOD OF PERFORMANCE The overall period of performance consists of a Base and 4 Options. The period of performance for the Base period is from the date of the award (October 1, 2011) of this contract through one year thereafter. Options, if exercised, will be one year from the date of option exercise. 4 REVIEW PERIOD FOR DELIVERABLE The review period for each mailout will be 45 days from each respectively. 5 ACCEPTANCE CRITERIA FOR DELIVERABLE Acceptable performance each quarter will be determined from feedback from the PSC customers. The contractor must maintain quality standards with less than.1% errors. Feedback will include random surveys of established customers to ensure timely receipt of mailings. The PSC reserves the right to cancel the contract at any time for unacceptable performance. The determination of unacceptable performance will be at the sole discretion of the PSC. 6. ENVIRONMENT: 6.1 LOCATION FOR PERFORMANCE All work will be performed at the Contractor's site. 6.2 GOVERNMENT FURNISHED PROPERTY For each task the PSC will supply raw materials except paper for printing invoices, statements and notices. The PSC will supply machine quality #10 window envelopes, double sided 8 ½" X 11" announcements, and the #9 pre-printed return envelopes. Upon completion or termination of this contract all government supplied materials shall be returned to a specified address to be determined by the Government's Contracting Officer. Shipping costs will be the responsibility of the Government. 6.3 CONTRACTOR FURNISHED PROPERTY The Contractor is responsible for providing all equipment necessary to complete the task as well as perforated paper to print the invoices and regular paper to print the statements and notices. 6.4 MEETINGS/CONFERENCES Technical meetings and/or post-award/pre-performance conference and/or meeting during contract performance may be necessary to resolve problems and to facilitate understanding of the technical requirements of the contract. Participants at this meetings/conferences shall be members of the Contractor's technical staff and technical representatives of the PACER Service Center. These meetings/conferences shall be scheduled with the agreement and arrangements made between Gene Lewis or a representative and the Contractor. All Contractor costs associated with the attendance at these meetings shall be incidental to the contract and not separately billed.
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