MARICOPA COUNTY SPECIAL HEALTH CARE DISTRICT MARICOPA INTEGRATED HEALTH SYSTEM
ADDENDUM #1 TO THE REQUEST FOR QUOTATION FOR COMMERCIAL PRINT PRODUCTION SUPPLIER 90-18-278-RFQ
COVER SHEET BY SIGNING AND RETURNING THIS COVER SHEET, I CERTIFY RECEIPT OF ADDENDUM #1 TO THE COMMERCIAL PRINT PRODUCTION SUPPLIER RFQ.
Printed Name of Authorized Individual
Name of Submitting Organization
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Date
THE SIGNATURE PAGE OF THIS ADDENDUM ONE MUST BE SIGNED AND RETURNED WITH YOUR QUOTE. CONTRACTS MANAGEMENT DEPARTMENT 2611 E PIERCE STREET, PHOENIX, AZ 85008-6092 602-344-1497 ● 602-344-1813 (FAX)
COMMERCIAL PRINT PRODUCTION SUPPLIER 90-18-278-RFQ ADDENDUM #1 The Maricopa County Special Health Care District (“District”) d.b.a. Maricopa Integrated Health System (MIHS) is hereby issuing Addendum #1 to the Request for Quotation for Commercial Print Production Supplier. Pursuant to the Procurement Code Clause HS-305, Addenda to Solicitations, Paragraph A (3), this Addendum #1 will furnish to other Respondents information given to one Respondent to assist the other Respondents in submitting their responses.
Question. Can you provide your overall spend for all types of outsourced printing / projects for the past 1 year? Three years would be beneficial? Answer. We do not provide this information during the procurement process. We also do not currently have outsourced printing. 1.
Question. Can you provide a breakdown of the type of work purchased? ie offset, web, digital 2. printing, finishing, large format printing and finishing, creative/production services, design services, etc.? Answer. The majority of finished commercial print products are produced digitally or offset with digital printing representing 60-70% of the overall project volume. The majority of projects are trim only but may also include folding and saddle stitching. Large format, which includes mounting to foam core products and/or direct print to vinyl, sintra and other substrates is a lesser part of MIHS’s overall spend but should not be underestimated as MIHS frequently produces banners and signage for on- and off-site events and communications. Some degree of creative and production support is expected to facilitate updates or adjustments to existing products.
Question. Can you provide annual volume of mail, and approximate spend on postage? Would the vendor pay postage costs and bill back to MIHS or is postage pre-paid? Answer. MIHS does not currently engage in direct mail efforts but will be considering this as part of its go3.
forward strategy. There is an expectation that, if/when that strategy is executed, volumes could range from 5,000 to 50,000 pieces depending on audience or communication. Payment for postage has not yet been determined and is open for discussion.
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Question. Will you be making all respondent questions available to all responding companies?
Answer. All questions that were received by the Inquiry deadline are listed and answered on this Addendum for all interested parties to view.
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COMMERCIAL PRINT PRODUCTION SUPPLIER 90-18-278-RFQ ADDENDUM #1 Question. Are you specifically looking for an ON-SITE Production Center? If so, please provide space sq/ft and location of where the center will be located? Answer. Yes. Capability and the ability to effectively service the current and future needs are a higher priority 5.
than physical space. Given some of the accelerated and compressed deadlines under which we operate, facilities in the Phoenix Metro area are preferred.
Question. In order to obtain the best possible pricing, the leases need to be non-cancellable for the 60 months or desired term. The RFP says the contract may be cancelled for by MIHS within 90 days. Can you confirm that the leases are non-cancellable even if the contract is non6. renewed or terminated for convenience, or alternatively, that if the contract is non-renewed or terminated for convenience, MIHS will be responsible for full payoff of the leases? The SLG leases have non appropriation of funds already built into them. Answer. Desired term of this contract is a one (1) year initial term with the option to extend for additional periods up to a maximum contract term of five (5) years, unless terminated, cancelled or extended as otherwise listed in the Provisions. These are MIHS’ standard terms. Additionally, MIHS cannot be responsible for lease terms if a vendor chooses to engage in a leasing contract with another entity, as that is not part of the RFQ requirement. If vendor chooses to engage in a lease, it is at the vendor’s own risk.
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Question. Are you open to a hybrid mix of onsite & offsite fulfillment?
Answer. MIHS would consider this model providing there are no additional expenses or fees for work done offsite.
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Question. Can you provide any SLA requirements from order to delivery?
Answer. This largely varies based on the size, scope and complexity of a given print product. For example, a 72 page perfect-bound annual report would have a different SLA value than an 8.5”x11” 4/0 flyer. That said, it would not be unusual for MIHS to require printing and delivery of a flyer within 24 or 48 hours.
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Question. What hours of operation are required?
Answer. Hours of operation are at the discretion of the supplier and providing work product is completed and delivered on time and as expected.
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COMMERCIAL PRINT PRODUCTION SUPPLIER 90-18-278-RFQ ADDENDUM #1
Question. If MIHS answers need further clarification, what is the procedure MIHS would like to follow for supplier/bidder to obtain clarification? Answer. All questions need to be submitted in writing by the Inquiry deadline as per the instructions in the RFQ. No questions will be accepted after that time as this is an open procurement. If a vendor is short listed and chosen to move forward in the process there will be time for further questions based on requirements from MIHS. 10.
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Question. We are located in Tucson AZ. Will that disqualify us?
Answer. Yes. We are wanting Phoenix-area suppliers to a) minimize shipping costs, b) increase delivery timeframes for completed work and, c) provide for on-site press checks and evaluations.
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Question. There are a few capabilities listed that we do not do in house, like web printing. But, we have partnerships with companies that do. Will that disqualify us?
Answer. This will not disqualify a supplier.
Question. Would we be able to meet Tuesday or Wednesday this week to discuss the scoop of the project and get answers to many questions? Answer. No meetings are allowed during the procurement process as this provides an unfair advantage. Questions regarding the RFQ are accomplished by Addendum. Once the RFQ deadline has passed and initial evaluations are completed, one (or more) vendors may be short listed. It is at this point presentations may be requested or further clarifications of quotes requested. 13.
Question. I do not see any specifications on Attachment A to provide pricing for. We can provide some “generic” pricing to material that I believe fit your needs but hoping for some guidance. Answer. The scope of work vendors are required to bid on is listed on pages 3-4 of this RFQ. Vendors are to 14.
provide pricing based on those requirements to the best of their capability.
Question. If MIHS answers need further clarification, what is the procedure MIHS would like to follow for supplier/bidder to obtain clarification? Answer. The inquiry deadline has passed. Answers supplied by MIHS are intended to clarify to the best of our 15.
knowledge in the hopes that supplier/bidders shouldn’t have further questions. Once the RFQ deadline has closed and initial evaluations have been completed, one (or more) vendors may be selected for a short list. Vendors on the short list have the opportunity to ask further questions based on discussions. Evaluation team may also decide that presentations are warranted from the short listed vendors, which would give additional opportunity for clarifications.
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COMMERCIAL PRINT PRODUCTION SUPPLIER 90-18-278-RFQ ADDENDUM #1
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Question. Last bullet point under Account Management: “house archived and active assets” Is this referring to electronic print files?
Answer. Yes.
Question. Bullet point 4 Pricing: I am not seeing a print spec to price. Is there one? If not, what are to price using page 26 to provide that pricing? Answer. Pricing should be based on the scope of work on pages 3-4. You may use page 26 to list your pricing, or you may leave it blank and list your pricing using a Word or Excel document. If you choose to not use page 26, please denote as such. Keep in mind that pricing must be clear, concise, and speak to all points within the scope of work. 17.
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