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Category(ies):

Printing - Commodities

 
Issue Date: 09/04/2020 Contract Number: C001120

2020, 2021 and 2022 NYSLRS Retiree Annual Statements


Description:

The New York State Office of the State Comptroller (OSC) on behalf of the New York State and Local Retirement Systems (NYSLRS) intends to procure printing and mailing services pursuant to its discretionary purchasing authority under State Finance Law §163(6). This procurement opportunity is limited to New York State businesses certified pursuant to Article 15-A of the New York State Executive Law.

NYSLRS issues a general newsletter and individualized Retirement Pension Benefits statements to each of its approximately 500,000 retirees and beneficiaries on an annual basis. The selected vendor (Contractor) will be responsible for printing and mailing the newsletter and statements. NYSLRS will initiate the printing and mailing process via a conference call with the Contractor. The Contractor will then (i) print and prepare the statements, (ii) print the newsletter and the envelope, and (iii) insert and mail the newsletter and statements on behalf of NYSLRS to retirees and beneficiaries. The Contractor will not be responsible for the domestic postage; NYSLRS will provide its USPS postal permit for domestic mailing. The Contractor will be responsible for foreign postage; however, this amount will be reimbursed to the Contractor by NYSLRS upon submission of a properly itemized invoice. The Contractor must begin printing the newsletter and statements within the third week of January. The Contractor must complete the printing and mailing of the newsletter and statements no later than February 28 each year.

The statement is a document with both variable and fixed (pre-printed) text on two sides. The detailed specifications for the newsletter and statements can be found in Attachment A (Detailed Specifications) in the Draft Contract posted to OSC’s website referenced below.

Minimum Requirements

The Contractor must:

  • Be a New York State certified M/WBE vendor;

  • Be a bona fide printing vendor possessing equipment capable of producing the variable printing in accordance with the specifications in Attachment A (Detailed Specifications).

  • Use secure method to transfer the files (i.e., SFTP, HTTPS or FTPS). See Data Control/Security Information section in Attachment A (Detailed Specifications). All Data Contract/Security specifications are required.

Preferred Requirements

  • Strong consideration will be given to vendors whose production facility is located within 30 mile radius of 110 State Street, Albany NY;

  • Consideration will be given to vendors with automated tracking services for mail; and

  • Consideration will be given to companies that have an in-house USPS postal facility.

Subcontracting Provisions

Subcontracting is NOT allowed for the printing of the variable data. Subcontracting IS allowed for offset printing of the static content, envelopes (with and without indicia), and inserting/mailing of the statements.

Any subcontractor performing insertion and mailing of statements must execute the Subcontractor Confidentiality Agreement (see Attachment D in the draft contract) prior to commencing work. The Contractor must ensure that no such work is assigned to a subcontractor without an executed Subcontractor Confidentiality Agreement in place.

Submission Requirements

Interested vendors should submit a completed Attachment B (Fee Schedule) to RFP@osc.ny.gov (preferred) or via hard copy mail to:

Director of Financial Administration
Office of the State Comptroller
110 State Street, Stop 13-2
Albany, NY 12236-0001

Attachment B (Fee Schedule) can be found in the Draft Contract posted to OSC’s website referenced below.

All pricing must be inclusive of all labor, licenses, insurance, administration, overhead, travel, and any other applicable expenses required to meet the applicable project requirements.

Vendors must be willing to enter into an agreement substantially in accord with the terms of the Draft Contract C001120 should the vendor be selected for contract award.

All documents for this procurement, including ATTACHMENTS A (DETAILED SPECIFICATIONS) and B (FEE SCHEDULE), are posted on the OSC website at: http://osc.state.ny.us/procurement/index.htm.

NOTE: Procurement documents may, from time to time, be amended or addenda issued. It is the vendor’s responsibility to become aware of any such amendments and/or addenda prior to submission of a proposal. All amendments and/or addenda to procurements will be posted to the OSC website referenced above.

Vendors should review the OSC website prior to submission to ensure that they have all information.

This procurement is subject to, and shall be conducted in accordance with, the OSC Executive Order on Procurement Integrity and OSC’s Procurement Integrity Procedures, both of which are available in full on the OSC website noted above, or upon email request. All inquiries concerning this procurement must be addressed to the Director of Financial Administration, as Contracting Officer, or her designee(s) at OSC, via email (preferred) to RFP@osc.ny.gov or via hard copy mail to the address listed above.

Questions regarding this procurement opportunity must be received by OSC by September 28 2020. The comprehensive list of questions and responses will be distributed on or about September 30, 2020 to all vendors expressing an interest in the solicitation. This listing will not include the identities of the vendors submitting the questions; those vendors will remain anonymous to the extent allowed by law.

Due Date: 10/07/2020 4:00 PM

Contract Term: Three years

Location: 110 State Street, Albany, NY 12236

Ad Type: Discretionary procurements between $50,000 and $500,000


Primary Contact:     State Comptroller, Office of the
Bureau of Finance

Director ,
Financial Administration
110 State St.
Stop 13-2
Albany, NY 12236-0001
United States
Ph: 518-474-7574
Fax:
RFP@osc.ny.gov

Secondary contact:     State Comptroller, Office of the
Bureau of Finance

Director ,
Financial Administration
110 State St.
Stop 13-2
Albany, NY 12236-0001
United States
Ph: 518-474-7574
Fax:
RFP@osc.ny.gov