RFQ - AS NEEDED STANDARD-SIZED ENVELOPES AND PRINTED ENVELOPES

COUNTY OF SAN DIEGO - REQUEST FOR QUOTATIONS (RFQ) 13197
DEPARTMENT OF PURCHASING AND CONTRACTING
AS-NEEDED STANDARD-SIZED ENVELOPES AND PRINTED ENVELOPES
the County. Offerors are advised to regularly check BuyNet for information. The County has no obligation to
contact Offerors directly with any such RFQ-related information.
1.1.1. To see all information related to this RFQ, to submit Questions, and to receive notifications of updates,
Offerors must select "Participate in RFx" for this solicitation in BuyNet.
1.1.2. If an Offeror is unable to download this document, an Offeror may request a hard copy from Department
of Purchasing and Contracting's front desk or contact clerical support at (858) 505-6367.
1.2. Forms required to be submitted with Offerors response to this RFQ are included in this RFQ or posted on the
County's web site at: https://www.sandiegocounty.gov/content/sdc/purchasing/purchasing-forms.html.
1.2.1. The County may update posted forms from time to time. Unless otherwise specified, Offerors may
submit the version of a form in place as of the date of the posting of this RFQ or any later version
thereof.
1.3. Offeror must submit a complete original quote in accordance with the format provided in this solicitation to the
County of San Diego, Department of Purchasing and Contracting, through electronic upload to BuyNet before
the Date and Time listed in Schedule.
1.3.1. If Offeror is unable to submit via BuyNet for any reason, Offeror may submit its quote via email to the
Contracting Officer listed in this document or provide the Purchasing and Contracting front desk with
either (i) electronic files on CD/DVD; or, (ii) a printed quote. Offeror must prominently mark such
submissions with the RFQ number on the outside of the packaging. Please use this method only if
unable to submit through BuyNet.
2. QUESTIONS
2.1. Offerors shall direct requests for explanation regarding the RFQ or related documents to the Contracting
Officer, in writing, as a question ("Question"). Offerors may submit Questions by sending a message to the
Contracting Officer through the "Discussions" functionality in BuyNet.
2.2. The County may choose not to respond to Questions received after the date and time stated in the Schedule for
Question submission. Offeror is responsible for ensuring that Questions are received by the County.
3. QUOTE FORMAT
3.1. Submit electronic quotes as files in .pdf format, except where specified otherwise. For pages other than
signature pages, converted and searchable formats are preferred.
3.2. All quotes shall be signed with a handwritten signature by an authorized officer or employee of Offeror.
4. QUOTE ORGANIZATION
4.1. Your quote should be organized in accordance with the Submittal Items in this RFQ.
4.1.1. Offerors shall organize content to correspond to the applicable exhibit and question or item within each
exhibit.
4.1.2. Offerors shall separate each exhibit into one or more files, clearly named as to the exhibit and order.
4.1.3. Pages shall be consecutively numbered within each exhibit at the bottom or top margin of each page.
4.1.4. Cost/Price information:
4.1.4.1. Offerors must place all cost and pricing information within the Cost/Price exhibit. Price shall
be inclusive of all proposed compensation.
4.2. Confidential/Proprietary information:
4.2.1. The County is a public agency subject to the California Public Records Act, Government Code
7920.000, et seq. Some or all of the documents submitted in response to this RFQ may be subject to
disclosure, and the County intends to publish any resulting contracts to its public website.
4.2.2. It is Offeror's responsibility to identify and separate into a "CONFIDENTIAL/PROPRIETARY"
exhibit and to provide a signed Nondisclosure Indemnification Agreement for:
4.2.2.1. All confidential information that Offeror represents, with legal basis, is exempt from
disclosure pursuant to the California Public Records Act, including PI (Personal Information),
PII (Personally Identifiable Information), or PHI (Protected Health Information);
4.2.2.2. Any proprietary or other information Offeror represents, with legal basis, is exempt from
disclosure under the California Public Records Act and wishes to protect from disclosure.

COUNTY OF SAN DIEGO - REQUEST FOR QUOTATIONS (RFQ) 13197
DEPARTMENT OF PURCHASING AND CONTRACTING
AS-NEEDED STANDARD-SIZED ENVELOPES AND PRINTED ENVELOPES
4.2.3. The "CONFIDENTIAL/PROPRIETARY" exhibit must be clearly labeled with all pages marked as
"CONFIDENTIAL/PROPRIETARY."
4.2.4. Offeror should reference material in the "CONFIDENTIAL/PROPRIETARY" exhibit where it is
needed to respond to a Submittal Item through citation to the "CONFIDENTIAL/PROPRIETARY"
exhibit (for example "See response 1 contained within the 'CONFIDENTIAL/PROPRIETARY'
exhibit for staff Social Security numbers").
4.2.5. If the County determines that a submission improperly designates information as confidential or
proprietary, the County may, at its sole discretion: (i) deem the information releasable; (ii) declare the
submission non-conforming/non-responsive; (iii) remove such information, or (iv) take any other
appropriate action. (Note: Pricing and Terms and Conditions are generally not confidential under the
California Public Records Act).
5. QUOTE EVALUATION
5.1. Evaluations may consider factors such as technical merit, experience, capacity, history of Offeror compliance,
availability, price, and more to determine the quote(s) that provide the best value to the County.
5.2. During evaluation, the County may appropriately consider the sustainability and social, human health,
environmental, and economic impact of Offeror's proposed products and/or approach to providing goods and/or
services, in accordance with Board Policy B-67. Therefore, Offerors are encouraged to include relevant
information in their quotes, to the degree related to the goods or services sought.
5.3. During evaluation, the County may appropriately evaluate the cultural competency of Offeror and Offeror's
proposed approach to providing goods and services. Therefore, Offerors are encouraged to include relevant
information in their quotes, to the degree related to the goods or services sought.
5.4. When evaluating an Offeror's cost or pricing, the County may also consider the effect of the quote on the overall
total cost to the County.
6. COUNTY COMMITMENT
6.1. This RFQ does not commit the County to award a contract, nor does it commit the County to pay any of
Offeror's costs incurred in the preparation or submission of the quote. Further, Offeror shall not incur any
reimbursable cost in anticipation of a contract award.
6.2. Neither Offeror nor any of its representatives shall have any claims whatsoever against the County or any of its
respective officials, agents, or employees arising out of or relating to this RFQ or these procedures (other than
those arising under a definitive contract with Offeror in accordance with the terms thereof).
6.3. The County reserves the right to separately procure the same or similar goods or services.
6.4. The County may withhold all information regarding this procurement until after negotiations are complete,
including, but not limited to: the number of quotes received; the identity of Offeror(s); the content of quotes;
the County's evaluation and results thereof. Information releasable after the conclusion of negotiations is
subject to the disclosure requirements and withholding exemptions of the California Public Records Act.
6.5. Pursuant to County Charter 703.10 and 916, award of a contract resulting from this RFQ may be subject to
the County's requirement to determine that the services can be provided more economically and efficiently by
an independent contractor than by persons employed in the Classified Service.
6.6. In the event that an Offeror is involved in a merger, acquisition, or other change in control, the County reserves
the right to award a contract to a resulting entity.
7. DILIGENCE AND DUTY TO INQUIRE
7.1. Should Offeror find discrepancies in or omissions from, or be in doubt as to the meaning of, the RFQ or related
documents, Offeror shall have a duty to submit a Question to the County.
7.2. Offerors are expected to perform reasonable due diligence with regard to this RFQ and the work required,
including, but not limited to, information that is publicly or otherwise reasonably available and, if applicable,
information that can be obtained during a site visit (including verification of measurements, conditions, and
other attributes). Neither the selected Offeror(s), nor any Offerors, shall be entitled to any price adjustment or
other relief based upon information that was discovered or should have been discovered through due diligence.
7.3. The County makes no representation or warranty, express or implied, as to the accuracy or completeness of any
diligence material or other information provided by the County or any of its agents, representatives, contractors,

COUNTY OF SAN DIEGO - REQUEST FOR QUOTATIONS (RFQ) 13197
DEPARTMENT OF PURCHASING AND CONTRACTING
AS-NEEDED STANDARD-SIZED ENVELOPES AND PRINTED ENVELOPES
or consultants. Such information may reflect good faith assumptions, estimates, or projections, which may or
may not prove to be correct.
7.4. Offeror should not rely upon oral statements made or explanations given by the County, including any oral
responses to Questions or other inquiries. No prior, current, or post award communication(s) with any officer,
agent, or employee of the County shall affect or modify any terms or requirements of this RFQ, except as
explicitly provided for in this RFQ.
8. OFFEROR COMMUNICATIONS
8.1. All communications from Offeror (including its employees, agents, and representatives) to the County or its
officers and employees (including consultants working on or assisting with this procurement), related to this
RFQ or Offeror's quote, must be directed in writing exclusively to the Contracting Officer, unless otherwise
authorized in writing by the Contracting Officer. Offerors shall not communicate with or attempt to contact any
other County personnel about this solicitation, except as otherwise allowed for in this RFQ or by law. Any
improper contact may, at the County's sole discretion, cause Offeror to be removed from consideration for
contract award.
8.2. If Offeror issues any public announcement or otherwise engages in communication that, in the County's sole
determination, compromises the integrity of this RFQ process or attempts to restrain competition, Offeror may
be removed from consideration for award.
8.3. Audio and/or video recording of presentations, discussions, negotiations, or other communications with the
County regarding this RFQ are prohibited, unless specifically authorized in writing by the Contracting Officer.
9. SOLICITING EMPLOYEES
9.1. Until contract award, Offerors shall not, directly or indirectly, solicit any employee of the County to leave the
County's employ in order to accept employment with Offeror, its affiliates, actual or prospective contractors,
or any person acting in concert with Offeror without prior written approval of the County's Contracting Officer.
This paragraph does not prevent the employment by Offeror of a County employee who has initiated contact
with Offeror.
10. PROHIBITED CONTRACTS AND SUBCONTRACTS
10.1. In accordance with Section 67 of the San Diego County Administrative Code, the County shall not contract
with, and shall reject any quote submitted by, the person or entities specified below, unless the Board of
Supervisors finds that special circumstances exist which justify the approval of such contract:
10.1.1. Persons employed by the County or of public agencies for which the Board of Supervisors is the
governing body;
10.1.2. Profit-making firms or businesses in which employees described in subsection 11.1.1 serve as officers,
principals, partners, or major shareholders;
10.1.3. Persons who, within the immediately preceding twelve (12) months, came within the provisions of
subsection 11.1.1 and who (i) were employed in positions of substantial responsibility in the area of
service to be performed by the contract; or, (ii) participated in any way in developing the contract or its
service specifications; and
10.1.4. Profit-making firms or businesses in which the former employees described in subsection 11.1.3 serve
as officers, principals, partners, or major shareholders.
10.2. Per Board Policy A-79, a successful Offeror that is a non-profit corporation shall not subcontract any work
under the agreement with a related for-profit subcontractor where an interlocking directorate, management, or
ownership relationship exists, unless specifically authorized by the Board of Supervisors.
10.3. Offeror certifies that, if awarded a contract under this RFQ, such contract will be in compliance with Sections
11.1 and 11.2 above. Offeror shall promptly notify the County of any change in circumstance affecting these
provisions.
11. CALIFORNIA REVENUE & TAXATION CODE 18662
11.1. In compliance with California Revenue and Taxation Code 18662, if Offeror is a non-resident of California
(out-of-state invoices) that receives California source income and has not completed Franchise Tax Board Form
590, there may be a backup withholding on all payments. Fifteen (15) business days prior to the first payment
from the County, new suppliers or suppliers with expired forms or forms with incorrect information must submit
new forms to the County (forms are available from the Franchise Tax Board website listed below).

COUNTY OF SAN DIEGO - REQUEST FOR QUOTATIONS (RFQ) 13197
DEPARTMENT OF PURCHASING AND CONTRACTING
AS-NEEDED STANDARD-SIZED ENVELOPES AND PRINTED ENVELOPES
11.2. Under certain circumstances, Offerors may be eligible for reduced or waived nonresident withholding. If
Offeror has already received a waiver or a reduced withholding response from the State of California and the
response remains valid, Offeror should submit the response to the County in lieu of the forms. Failure to submit
the required forms will result in withholding of payments. Offerors should access the Franchise Tax Board
websites, listed below, for tax forms and relevant information regarding non-resident withholding, including
waivers or reductions. The County will not give Offerors any tax advice. It is recommended that Offerors speak
with their tax advisers and/or the State of California for guidance.
Franchise Tax Board Websites:
https://www.ftb.ca.gov
https://www.ftb.ca.gov/forms/search/
11.3. If selected for award, Offeror must submit applicable forms to the Auditor & Controller via fax, at (858) 694-
2060, or mail originals to: County of San Diego, 5530 Overland Avenue, Suite 410, San Diego, CA 92123. The
P.O. Number or Contract Number (if available) and "California Revenue and Taxation Code 18662" must
appear on fax cover sheet and/or the outside of the mailing envelope.
12. W-9 FORM
12.1. If selected for award, Offeror must complete and submit a W-9 form if a current form is not on file with the
County.

COUNTY OF SAN DIEGO - REQUEST FOR QUOTATIONS (RFQ) 13197
DEPARTMENT OF PURCHASING AND CONTRACTING
AS-NEEDED STANDARD-SIZED ENVELOPES AND PRINTED ENVELOPES
C. SUBMITTAL ITEMS
1. EXHIBIT 1 - REQUIRED FORMS
1.1 Submit a completed and signed Offeror's Cover Page (PC600) form
* Required for all Offerors
* Located at:
https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC600_dpc_Offerors_Cover_Page.pdf
1.2 Submit a completed and signed Representations and Certifications form (PC601)
* Required for all Offerors
* Located at:
https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC601_dpc_Reps_and_Certs.pdf
1.3 Submit a completed and signed Small-Local Business Self-Certification Form (PC610)
* All Offerors are encouraged to complete this form to support County data collection.
* Located at:
https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC610_dpc_Small_Local_Self_Cert.pdf
1.4 Submit a completed and signed Nondisclosure Indemnification Agreement (PC620) (if applicable).
* Required if submitting Confidential/Proprietary Information (see RFQ Instructions and Rules section 4.2)
* Located at:
https://www.sandiegocounty.gov/content/dam/sdc/purchasing/docs/PC620_dpc_Nondisclosure_Indemnity.pdf
2. EXHIBIT 2 - PROGRAM/TECHNICAL EXHIBIT
2.1 QUALIFICATIONS AND EXPERIENCE
2.1.1 Can the Offeror provide envelopes compatible with the Bell and Howe 450 and Pitney Bowes MD6 inserter
and similar modern equipment, as described in Statement of Work Section 5.3. (Yes/No)
2.1.2 Can the Offeror provide envelopes from POLYSTYRENE materials, as described in the Statement of Work
section 5.6 (Yes/No)
2.1.3 Can the Offeror provide envelopes that use GLASSINIE as described in the Statement of Work Section 5.7
(Yes/No)
2.1.4 Can the Offeror provide methods of ordering, either online or by other methods of ordering, as described
in Statement of Work section 5.14 (Yes/No)
3. EXHIBIT 3 - COST/PRICE EXHIBIT
3.1 Submit a completed Payment Schedule.
4. EXHIBIT 4 - ACCEPTANCE OF TERMS AND CONDITIONS
4.1 Confirm acceptance "YES/NO" of the County of San Diego's Draft Agreement (including insurance
requirements):
YES NO
4.1.1 If "NO," provide a detailed list of exceptions to the terms and conditions, the nature of its concern, and
what terms the Offeror is willing to accept.
Note: The Offeror will be deemed to have accepted any terms and conditions of the Contract to which
it does not take exception to. The County may, as part of its evaluation process, conclude that exceptions
are so numerous and/or material as to make Offeror's response to the solicitation unacceptable.

COUNTY OF SAN DIEGO - REQUEST FOR QUOTATIONS (RFQ) 13197
DEPARTMENT OF PURCHASING AND CONTRACTING
AS-NEEDED STANDARD-SIZED ENVELOPES AND PRINTED ENVELOPES
5. EXHIBIT 5 - CONFIDENTIAL PROPRIETARY
5.1 Include any Confidential/Proprietary Information in this exhibit, in accordance with RFQ Instructions and Rules
section 4.2

COUNTY OF SAN DIEGO - REQUEST FOR QUOTATIONS (RFQ) 13197
DEPARTMENT OF PURCHASING AND CONTRACTING
AS-NEEDED STANDARD-SIZED ENVELOPES AND PRINTED ENVELOPES
D. REQUIRED FORMS
(RESERVED)

COUNTY OF SAN DIEGO - REQUEST FOR QUOTATIONS (RFQ) 13197
DEPARTMENT OF PURCHASING AND CONTRACTING
AS-NEEDED STANDARD-SIZED ENVELOPES AND PRINTED ENVELOPES
E. STATEMENT OF WORK
1. Scope of Work/Purpose
Contractor shall provide all materials necessary to enable the County of San Diego (County) Departments to purchase
standard-sized envelopes, with or without glassine or polystyrene windows, and with or without custom printing on the
face and/or back, according to department-specific requirements
2. Background Information
The County delivers a wide array of public services that frequently require official correspondence to be sent via U.S.
mail. As such, the layout, design, and printing of envelopes are critical components in ensuring the efficient and
professional administration of these services. Many County Departments rely on the use of printed envelopes in various
types and sizes, and configurations to support operational needs, facilitate communication with residents and
stakeholders, and comply with regulatory or programmatic requirements. The use of properly designed and printed
envelopes enhances the clarity, security, and effectiveness of County mailings
3. Goals and Outcomes
3.1. Goals: Contractor shall furnish envelopes in accordance with the specifications provided by each ordering County
Department and shall deliver the envelopes to the locations designated by the respective ordering Departments
3.2. Outcomes: Contractor shall fulfill all envelope orders in accordance with the specifications provided by each
requesting County Department and shall ensure that invoices and reports are submitted in accordance with the
procedures and timelines outlined in the applicable sections of this Agreement
4. Target Population and Geographic Area
4.1. Target Population: Contractor shall provide the services described herein throughout the County of San Diego
4.2. Geographical/Regional Service Area(s): Services shall be provided at various locations throughout the County of
San Diego
5. Specific Requirements
5.1. Contractor shall supply envelopes smaller than size 14 die-cut, diagonal seam style, unless otherwise specified by
the ordering department.
5.2. Contractor shall furnish envelopes with a minimum inside seam of 11/16 inch, and all seams glued to the top of
the seam.
5.3. Contractor shall provide envelopes compatible with the Bell and Howell 450 and Pitney Bowes MD6 inserter, and
similar modern equivalent machines.
5.4. Contractor shall ensure envelope flaps do not exceed 1-11/16 inch for #10 and 1-5/8 inch for #9 envelopes to
facilitate the inserting process.
5.5. Contractor shall produce envelopes with 24# white wove, unless otherwise specified by the ordering department.
5.6. Contractor shall manufacture envelopes from polystyrene material, as necessary to accommodate equipment
insertion requirements.
5.7. Contractor shall use glassine materials to the greatest extent practicable, due to their environmentally sustainable
properties
5.8. Contractor shall securely seal all window edges to prevent equipment insertion issues
5.9. Contractor shall produce all printed address information with a Print Contrast Ratio (PCR) equal to 40 on the
spectrum to meet readability requirements of the Barcode sorter
5.10. Contractor shall coordinate with the ordering department to secure approval from the County Mail Services
Manager prior to processing any orders for Business Reply Envelopes, Courtesy Reply Envelopes, or other pre-
bar-coded envelopes. This approval is a requirement to ensure compliance with the United States Postal Service
(USPS) regulations governing pre-bar-coded envelopes.
5.11. Contractor shall have the capability to perform double-sided printing, front and back, using four (4) color process.
5.12. Contractor shall perform the majority of printing in black ink, with other single colors of red, green, blue, and
purple
5.13. Contractor shall provide online ordering capabilities, in addition to other functional ordering methods available at
the time of award. Contractor's website shall be properly maintained and remain accessible Monday through
Friday, from 8:00 am to 5 pm (PST)

COUNTY OF SAN DIEGO - REQUEST FOR QUOTATIONS (RFQ) 13197
DEPARTMENT OF PURCHASING AND CONTRACTING
AS-NEEDED STANDARD-SIZED ENVELOPES AND PRINTED ENVELOPES
5.14. The contractor shall develop and submit an ordering form for approval by the Contracting Officer Representative
(COR) before it is used by ordering departments. Each ordering department shall be responsible for managing its
own ordering functions
5.15. Orders may be submitted Monday through Friday, between 8:00 am and 5:00 pm (PST), via email, phone or online
by the County Department Representative (CDR) or County Department Representative-designee (CDR-d)
5.16. The CDR/CDR-d shall notify the Contractor promptly of any changes to the delivery location.
5.17. Artwork & Dies:
5.17.1. The County shall retain sole ownership of all artwork created on its behalf. Artwork and addressing
information shall be managed and provided by each ordering department
5.17.2. Contractor shall include all costs associated with die creation in the unit prices specified in Exhibit C-
Payment schedule.
5.17.3. County shall provide dies used for gold foil stamping and shall remain the property of the County at all
times.
5.17.4. Contractor shall retain all artwork supplied by the County for the duration of the contract and shall return all
such materials to the respective ordering department upon completion or termination of the contract.
5.17.5. Contractor shall return any artwork requested by the County within five (5) business days of notification, at
no cost, to the County, during the term of the contract.
6. Delivery
6.1. Contractor shall package, label, and deliver items to the delivery address specified on the order. Each package shall
include a copy of the envelope ordered affixed to the outside. Packaging
6.2. The Contractor shall correct any order discrepancies or delays identified by the ordering Department. The ordering
department shall notify the Contractor of such discrepancies within two (2) business days of receipt of delivery.
6.3. Contractor shall respond to any discrepancies or delays identified by the Ordering Department within two (2)
business days of receiving notification
6.4. Contractor shall make deliveries to offices throughout the County of San Diego. The delivery address will be
provided by the ordering department. County will not be responsible for unauthorized deliveries.
6.5. Contractor shall make deliveries Monday through Friday, 9:00 a.m. to 4:00 p.m. PST or at other times mutually
agreed upon between the contractor and the ordering department.
6.6. The County is unable to accept deliveries on the following County Holidays:
6.6.1. New Year's Day, January 1
6.6.2. Martin Luther King, Jr. Day, Third Monday in January
6.6.3. President's Day, Third Monday in February
6.6.4. Cesar Chavez Day, March 31
6.6.5. Memorial Day, last Monday in May
6.6.6. Juneteenth, June 19
6.6.7. Independence Day, July 4
6.6.8. Labor Day, First Monday in September
6.6.9. Veterans Day, November 11
6.6.10. Thanksgiving Day, Fourth Thursday in November
6.6.11. Day after Thanksgiving, Fourth Friday in November
6.6.12. Christmas Day, December 25
6.7. If a delivery falls on a County holiday, the Contractor shall make the delivery the next business day.
6.8. Contractor shall notify the County Department of any delays as soon as they are known
7. Billing and Invoicing
7.1. Contractor shall bill for items in accordance with Exhibit C - Payment Schedule.
7.2. Contractor shall itemize all applicable Federal, State, and local taxes, as well as any other applicable taxes/fees as
separate line items when invoicing.
7.3. Contractor shall invoice the CDR/CDR-d and not the County as a whole.
7.4. Contractor shall invoice the CDR/CDR-d upon delivery and the County's acceptance of the order.
7.5. Contractor is responsible for providing an acceptable invoice to the County for payment. Incomplete or incorrect
invoices are unacceptable and will be returned to the Contractor for correction.
7.6. At minimum, the invoices shall include:
7.6.1. Contract number,