RFP: Check and 1099-R Printing and Mailing Services

Agency: Los Angeles County Employees Retirement Association
State: California
Type of Government: State & Local
NAICS Category:
  • 323111 - Commercial Printing (except Screen and Books)
Posted Date: Sep 11, 2019
Due Date: Oct 15, 2019
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RFP: CHECK AND 1099-R PRINTING AND MAILING SERVICES

The Los Angeles County Employees Retirement Association (LACERA), a $58.4 billion public pension fund, is seeking proposals from qualified Firms) to provide check printing and mailing services. Qualified Firms are invited to respond to this RFP.

Scope of Services Requested

The selected Vendor(s) must have at least five years of experience providing printing and mailing services to other public agencies or financial institutions. Vendor must comply with all USPS policies and standards related to barcoding and presort services, establish efficient and reliable turnarounds, provide quality printing and handling, offer a cost-effective program, and have flexibility in accommodating changes in new workflow and delivery methods. The detailed scope of work for this engagement is outlined in Exhibit B. The primary objectives are to provide LACERA with:

  1. Data handling and transfer by using encrypted data file transfer via dedicated lines to the Vendor with immediate and automatic file receipt and processed file feedback
  2. Check security by using printed stock that features: artificial watermark, void pantograph, preprinted warning border, micro-printing on signature line, thermochromic ink, and a prismatic iridescent blend on the face
  3. Project management where a compulsory local representative from the Vendor is assigned as liaison to ensure a successful payroll production process.
MINIMUM QUALIFICATIONS

All respondents must clearly demonstrate and document in the proposal the following minimum qualifications:

  1. Vendor will have a facility and perform all services within 50 miles of Los Angeles County.
  2. Expertise in printing and mailing checks, direct deposit notices, and tax forms
  3. Demonstrates appropriate capabilities, security, and procedures in proper handling (including disposal) of data, both hard and soft copies
  4. Demonstrates appropriate disaster recovery plans
  5. Ability to add seeds to mailing
  6. Expertise in producing batch PDF files
  7. Expertise in mass email delivery
  8. Onsite USPS representative.
Delivery of Proposal

If you choose to respond to this RFP please submit this form to Roxana Castillo via email no later than 4:00 p.m., September 23, 2019 PDT. Failure to submit your Intent to Respond may disqualify your firm from submitting a proposal.

LACERA’s responses to written requests for clarification or additional information will be provided to all firms that have submitted an Intent to Respond :

Los Angeles County Employees Retirement Association
Roxana Castillo
Co. LACERA – Systems
300 North Lake Avenue, Suite 630

Email address: rcastillo@lacera.com

Proposed Timeline

The following table provides a tentative schedule of important dates and deadlines for this RFP. All dates are subject to modification by LACERA without notice.

Task Date
RFP release date September 10, 2019
Intent to Respond closing date September 24, 2019
Written questions from Firms due date October 1, 2019
LACERA’s response to Firms’ questions October 8, 2019
RFP due date October 15, 2019
Selection of Firm November 7, 2019
Commencement of work Upon contract execution
RFP Materials

RFP: Check and 1099-R Printing and Mailing Services

Attachment Preview

SEPTEMBER 10, 2019
REQUEST FOR PROPOSAL
CHECK AND 1099-R PRINTING AND MAILING SERVICES
ROXANA CASTILLO, INTERIM ASSISTANT
INFORMATION MANAGER
626.564.6000/RCASTILLO@LACERA.COM
300 NORTH LAKE AVENUE, SUITE 750
PASADENA, CA 91101
TABLE OF CONTENTS
1. INTRODUCTION
3
2. BACKGROUND INFORMATION
5
3. SCOPE OF SERVICES
6
4. MINIMUM QUALIFICATIONS
7
5. NOTICE TO RESPONDENTS REGARDING THE
PUBLIC RECORDS ACT AND RALPH M. BROWN ACT
7
6. NOTICE TO RESPONDENTS REGARDING LACERA
DATA PROTECTION
8
7. RESPONSES BECOME LACERA PROPERTY
9
8. CONTRACT NEGOTIATIONS
9
9. RESERVATIONS BY LACERA
9
EXHIBITS LIST
EXHIBIT A - INTENT TO RESPOND AND MINIMUM
QUALIFICATIONS CERTIFICATION
11
EXHIBIT B - STATEMENT OF WORK
13
EXHIBIT C – FEE SCHEDULE
18
EXHIBIT D – SELECTION CRITERIA
19
EXHIBIT E –AGREEMENT FOR SERVICES
20
EXHIBIT F – PROPOSAL COVER PAGE AND CHECKLIST
28
EXHIBIT G – IT SECURITY CONTROLS
29
LOS ANGELES COUNTY EMPLOYEES RETIREMENT ASSOCIATION
REQUEST FOR PROPOSAL (RFP)
CHECK AND 1099-R PRINTING AND MAILING SERVICES
SEPTEMBER 9, 2019
1. INTRODUCTION
1.1. Purpose of Request
The Los Angeles County Employees Retirement Association (LACERA), a $58.4 billion
public pension fund, is seeking proposals from qualified Firms (as defined in Section
1.6 below) to provide check printing and mailing services. Qualified Firms are invited to
respond to this RFP.
1.2. Instructions for Response
Respondents to this RFP must submit the following for delivery no later than 5:00 PM
PDT on October 14, 2019 to the Project Manager specified in Section 1.3. below:
One original unbound and five bound copies of the written response to this RFP.
Exhibit B specifies the services that LACERA seeks.
One unbound copy marked “REDACTED”, if applicable (See Section 5, Notice to
Respondents Regarding the Public Records Act and Ralph M. Brown Act). The
redacted copy should exclude all material from your proposal that you wish to
disclose to LACERA but that you believe in good faith is exempt from disclosure
under the California Public Records Act, Cal. Government Code Section 6250, et
seq. Redactions should appear as blacked out material or blank page(s) with the
word “REDACTED” or “PROPRIETARY” inserted. LACERA will comply with its
legal obligations under the Public Records Act with respect to disclosure of
redacted material. See Section IV below.
An electronic copy of both the original and the redacted response in PDF format
saved on separate DVDs, each labeled accordingly.
Submittals shall be double sided with text in at least 10-point font, but no larger
than 12-point font. Submittals shall address all RFP sections in the same order
presented and be responsive to each section. Optional material such as
brochures or company information may be included as an attachment but will not
be counted as responsive to this RFP and will not be used in scoring.
Responses received after the specified deadline may be considered for evaluation solely
at the discretion of LACERA. In addition, LACERA reserves the right to request
additional information or clarifications from respondents, or to allow corrections of errors
or omissions.
3
1.3. Contacts with LACERA Personnel
Contacts with LACERA personnel regarding this RFP, and all inquiries and requests for
information shall be directed to the Point of Contact identified below:
Roxana Castillo
Interim Assistant Information Manager
LACERA
Gateway Plaza
Email: rcastillo@lacera.com
300 North Lake Avenue, Suite 750
Phone: 626-564-6000 ext. 4478
Pasadena, CA 91101-4199
1.4. Intent to Respond
If your firm chooses to respond to this RFP, please submit the Intent to Respond, Exhibit
A, via email to Roxana Castillo, by 5:00 p.m. PDT, September 23, 2019. Failure to
submit your Intent to Respond may disqualify your firm from submitting a response to
this RFP.
1.5. RFP Questions
All questions, inquiries, and requests for additional information concerning this RFP
should be directed to the Point of Contact, either by mail or email no later than
September 30, 2019. LACERA’s responses to written requests for clarification, or
additional information, will be provided to all firms that have submitted an Intent to
Respond posted to LACERA’s website in the RFP page.
1.6. Quiet Period
Upon publication of this RFP, there shall be a quiet period to ensure that the RFP
process is efficient, diligent, and fair. The quiet period is a “no contact period” and is
intended to establish guidelines by which Trustees and staff will communicate with any
Firm that intends to or actually does submit a response to the RFP (“Firm”). Questions
concerning the quiet period should be directed to LACERA’s Legal Office.
The quiet period shall continue until a final selection is made or the process is otherwise
terminated. During the quiet period, all Trustees and staff, except for designated
LACERA contact persons, shall refrain from communicating with Firms.
During the quiet period, no Trustee or staff member shall accept meals, travel, lodging,
entertainment, or any other good or service of value from any Firm. If any Trustee or
staff member is contacted by a Firm during the quiet period about a matter relating to
the pending selection, the Trustee or staff member shall refer the Firm to the Project
Manager and report the contact to the Chief Counsel.
The quiet period does not prevent Board-approved meetings or communications by staff
with an incumbent contractor that is also a bidding Firm, so long as their communication
is strictly limited to matters necessary in connection with the contractor’s existing scope
of work.
4
The quiet period does not prevent Board-approved meetings and communications by
staff with any bidding Firm to the extent such communication is necessary as part of a
due diligence process or necessary in connection with other LACERA business. Other
than due diligence, discussion related to the pending selection is not permitted during
these activities. A Firm may be disqualified from a search process for a willful violation
of this policy.
1.7. RFP Scoring and Selection Criteria
RFPs will be scored according to Exhibit D, Selection Criteria. LACERA staff may select
Firms based upon the selection criteria or utilizing a combination of onsite interviews
and reference verification.
The highest scoring Firms may be invited to an interview by LACERA’s Board(s). Firms
will be offered the opportunity to present their materials to the Board(s) for questions.
1.8. RFP Important Dates
The following table provides a tentative schedule of important dates and deadlines for
this RFP. All dates are subject to modification by LACERA without notice.
Event
RFP release date
Intent to Respond closing date
Written questions from Firms due date
LACERA’s response to Firms’ questions
RFP due date
Selection of Firm
Commencement of work
Date
September 10, 2019
September 24, 2019
October 1, 2019
October 8, 2019
October 15, 2019
November 7, 2019
Upon contract
execution
2. BACKGROUND INFORMATION
LACERA is a tax-qualified defined benefit public pension fund established to administer
retirement, disability, and death benefits for the employees of the County of Los Angeles
and other participating agencies pursuant to the County Employees Retirement Law of
1937 (CERL) (California Government Code Section 31450, et seq.), the California Public
Employees’ Pension Reform Act of 2013 (PEPRA) (California Government Code
Section 7522, et seq.), LACERA’s Bylaws and Board Policies, and other applicable
California law. LACERA also administers the County’s medical and dental retiree health
benefits program.
LACERA operates as an independent governmental entity separate and distinct from
Los Angeles County and the other participating agencies. LACERA has approximately
5

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