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					                    Request for Proposal:

                         Printing Services




                              ERCOT RFP Contact:
                                  Peggy Wooldridge
                               Procurement Specialist I
                                       ERCOT
                                2705 West Lake Drive
                                  Taylor, TX 76574
                                    512-248-3974
                               pwooldridge@ercot.com



All Bidder communication and proposals must be sent to the ERCOT RFP Contact. Failure to do
            so may disqualify participant from participating in further RFP activities.
                                                  RFP TABLE OF CONTENTS




I.      INTRODUCTION ................................................................................................................................ 3



II.     SCOPE OF WORK .............................................................................................................................. 5



III.    GENERAL RULES .............................................................................................................................. 7



IV.     GENERAL REQUIREMENTS ............................................................................................................ 8



V.      REQUIRED PROPOSAL FORMAT AND REQUIRED DOCUMENTS .............................................. 9



VI.     BIDDER RESPONSES......................................................................................................................... 9



VII. APPENDICES ................................................................................................................................... 13




                                                                       PAGE 2
I. INTRODUCTION

A. About ERCOT

ERCOT is an independent, non-profit Texas corporation, which is responsible for the reliable
transmission of electricity across Texas' interconnected 37,000-mile power grid. ERCOT is also charged
with overseeing the transactions related to the January 1, 2002, restructuring of the electric industry,
including the development and effective operation of the competitive retail market in its region. ERCOT
has two primary office locations: 7620 Metro Center Drive, Austin, Texas, and 2705 West Lake Drive,
Taylor, Texas.       Additional information about ERCOT can be found on its website at:
http://www.ercot.com/.

B. Purpose

The purpose of this Request for Proposal (RFP) is to invite suppliers to submit bids &/or proposals for the
procurement of goods and services for ERCOT’s Printing requirements.

C. Administrative Information

How to Respond to This RFP

        Responses to this solicitation will be in the form of a Proposal according to the format described
        in Section V of this RFP. The Proposal shall document the Bidder’s qualifications to perform the
        tasks described in the Scope of Work found in Section II of this RFP

        The title of this RFP is: Printing Services. The Proposal due date is April 30, 2010, no later
        than 3:00 PM CST.

Contact Personnel

        This RFP is available through the ERCOT Website at www.ercot.com , under the Procurement
        tab. Questions or clarifications about this RFP should be directed to:

        Peggy Wooldridge
        Procurement Specialist I
        Electric Reliability Council of Texas (ERCOT)
        2705 West Lake Drive
        Taylor, TX 76574
        pwooldridge@ercot.com




                                                  PAGE 3
Where and How to Deliver the Proposal

       Bidders may deliver a Proposal by any of the following means, as long as the Proposal is received
       by the due date & time:
        Overnight carrier (e.g. FedEx)
        U.S. Mail
        Messenger services, or
        In person

       All Proposals must be delivered to ERCOT at:

       Electric Reliability Council of Texas (ERCOT)
       2705 West Lake Drive
       Taylor, TX 76574

       Attn: Peggy Wooldridge

Number of Copies to Submit

       Each Bidder must submit an original proposal and two hard copies of the proposal as well as one
       complete, formatted PDF electronic copy on CD or via email. The Bidder must also submit the
       original and copies in a sealed envelope labeled with the RFP Name and due date.

Key Activities and Dates


          DATE           ACTIVITY
         April 14, 2010 RFP Released
         April 16, 2010 Notice of Intent to Bid due by email to the ERCOT RFP Contact no later
                         than 3:00 PM CST. (See Appendix C)
         April 20, 2009 Questions for clarification must be consolidated into one single email and
                         submitted to the ERCOT RFP Contact no later than 3:00 PM CST
         April 22, 2010 ERCOT will send responses to questions via email to those who have
                         submitted a Notice of Intent to Bid.
         April 30, 2010 Proposals must be received at ERCOT no later than 3:00 PM CST.
            May 7, 2010 Vendor Finalists selected
       May 11 - 14, 2010 Vendor Finalist Presentations if required
          May 19, 2010 Winning Vendor selected. All vendors notified of award.
          May 24, 2010 Procurement and Contract process begins.
            June 4, 2010 Go live date with the new vendor




                                                PAGE 4
II. SCOPE OF WORK
ERCOT is seeking an organization to enter into a contract that will create consistency and efficiency with
our printing projects and needs. This will be accomplished through a one-year printing contract, with the
option for two one-year extension. The extensions will be reviewed annually and be based upon
satisfactory performance as detailed in the contract to be negotiated.

The winning bidder shall provide the following:
       Any printed materials as requested within agreed upon Service Levels and per print specification
       A dedicated Customer Service Representative or team with expertise of printed materials
        applications to assist with printing requirements
       A technical consultant to assist with any I.T. related issues
       Monthly consolidated invoices containing the required information as described in this RFP
       Reporting Capabilities in an electronic format acceptable to ERCOT, including but not limited to
        the following:
            o Report by site
            o Report by end User
            o Report by Document Name
       Reports Should include:
           o Purchase Order and/or Invoice #
           o Average Turnaround time
           o Average $ Order Size
           o Average Item Order Size
       Digital Print-on-demand services with guaranteed and defined turnaround times
       Stationery program print and fulfillment
       A proven ability to document and manage Service Level Agreements
       The ability to implement over time cost savings initiatives and continuing improvement processes
       Document design services and expertise of print applications
       Ability to meet invoicing and reporting requirements as detailed in this RFP
       Centralized customer service capabilities for all ERCOT end users and corporate staff
       Web to Print Technology Solution for on-line document manipulation, ordering and real time
        order status
       A detailed summary of bidder's quality control program & processes
       Content Developer & End-User training of the on-line ordering system at start-up of new CMS
        sites and at existing sites as required by CMS
       On-going customer service policies and procedures
       Ability to provide print and fulfillment services at all ERCOT locations




                                                   PAGE 5
       Specific Projects include, but are not limited to the following:
Item                  Description                                                                                      Unit Cost per
                                                                                                                       Quantities
Basic Manuals         • # of pages: 200                                                                                50
                       •8.5 x 11 Color front cover on White Digital uncoated, txt 28#, digitally output on 1 side      100
                      • Digital B&W Text Pages, 8.5 x 11 White Bond/offset 20#, digitally output on 2 sides
                                                                                                                       250
                      • Vinyl covers clear front / black back
                      • Black coil binding
Annual Report         • # of pages : 36 (Cover = 4 + Text + 32), Flat size : 17 x 11, Finished size : 8.5 x 11         500
                      •Disk/FTP/Email: Disk & laser, Proof Type : Digital                                              800
                      •Cover Stock : 80# Gloss Cover (House), Text Stock : 100# Gloss Book (House)
                      •Bindery : Saddle-stitch on 11" side
                      •Inks : 5/5 (CMYK + Aqueous)
                      •Bleeds : Yes
Specific Manual       • 8.5 x 11 Color front cover on White Digital uncoated, txt 28#, digitally output on 1 side      50
                      • Typesetting of tabs, 5-bank mylar coated tabs (10 per book)                                    100
                      • Digital B&W Text Pages, 8.5 x 11 White Bond/offset 20#, digitally output on 2 sides (174
                      page per book)                                                                                   250
                      • Vinyl covers clear front / black back
                      • Black coil binding
Specific Manual       •8.5 x 11                                                                                        800
                      •Cover, Spine, Back Cover Printed on 80# Gloss Cover weight, printed 4/0 CMYK
                      •Text Pages: 495 pages, Printed 1/1 Black Ink on 20# Offset
                      •Tabs: 15 tabs, 9 x 11, 1/1 black ink
                      •Bindery: Perfect Bound
            st
Stationary 1 Page     • Letterhead, 8.5 x 11 Solar White Classic Crest Writing 24#,, printed 2 colors front in 2 PMS   7000
                      ink
                      2 18" plate, 4 Cut parents to run size 9.5 x 12.5, 4 Cut to final 8.5x11
Stationary 2nd Page   • 2nd Sheets, 8.5 x 11 Solar White Classic Crest Writing 24#,, printed 1 color front in 1 PMS    6000
                      ink
                      1 18" plate, 4 Cut parents to run size 9.5 x 12.5, 4 Cut to final 8.5x11
#10 Business          • #10 Envelope Solar White Classic Crest 24#, printed 2 colors front in PMS 3282 and PMS         10,000
Envelope w/out        541 ink, 2 18" plate
window
6 x 9 Catalog         • 6.5 x 9.5 envelopes, white Catalog 28#, printed 2 colors, front in 3282 & 541 ink, 2 18"       1000
Envelope              reprint plate
10 x 13 Business      • 10 x 13 envelope, white Catalog 28#, printed 2 colors                                          6500
Envelope              front in 3282 & 541 ink
                      2 18" reprint plate
Business Card         •2pg 3.5 x 2 (8up 8.5 x 11), 80# Classic Crest Cover Solar White                                 50,000
Shells                •Disk and laser, Digital
                      •Trim to size 8.5 x 11
                      •Inks: 2/0 (PMS + PMS)
Business Card         • 8 names, 3.5 x 2, Business Card Specify stock Pre-printed shells #, Customer Shells (8-up),    250 – 8 names = 2000
Overprints            1 color front in Black ink                                                                       cards
                      • Disk and lasers, Digital, CD provided by customer
                      2 Small plate, final cut 2 x 3.5
Letters (7 pages)     • Chart Pages, 8.5 x 11 White Bond/offset 20#, 3 originals, digitally output on 1 side, Small    800
                      rip fr cust. file(s)
                      • Digital Color-4 Page's, Customer supplied stock, 4 originals, digitally output on 1 side
                      • Data prep for inkjet - no CASS, Send first class, single piece, Ink-jet cards & simple
                      mailers, Seal flapped envel., 4 pg signatures, Inserting up to a 6x9 booklet env - 1 sheet,
                      Deliver to Post Office, POSTAGE


                                                                    PAGE 6
III. GENERAL RULES
     ERCOT reserves the right to amend the RFP at any time prior to the specified due date for
      proposals. After the notice of intent to bid due date, amendments to the RFP shall be sent only to
      Bidders who submitted a notice of intent to bid.
     Before the proposal due date, a submitted proposal may be withdrawn by submitting a written
      request for withdrawal to ERCOT signed by the Bidder and mailed/emailed to the ERCOT RFP
      contact.
     ERCOT reserves the right to reject any and/or all proposals, to accept any portion of a proposal or
      all items bid if deemed in the best interest of ERCOT to do so. ERCOT also reserves the right
      to waive informalities and minor irregularities in proposals received.
     ERCOT reserves the right to cancel this Request for Proposal at any time, without penalty.
     All Bidders submitting proposals shall keep their proposals open for acceptance by ERCOT for a
      period of 120 days, unless otherwise noted.
     All material submitted regarding this RFP becomes the property of ERCOT and will only be
      returned to the Bidder at ERCOT’s option.
     Any restrictions on the disclosure or use of data and materials contained within a proposal must
      be clearly stated in the proposal itself with the indication of enclosed proprietary information
      clearly noted as stated in this paragraph. If proprietary information is submitted, it must be
      placed in a separate, clearly marked sealed envelope, with the RFP name and due date clearly and
      conspicuously marked: “Proprietary Information RFP Name, Due Date.
     No oral or written statements made by ERCOT personnel shall be considered addenda to this RFP
      unless the statement is confirmed in writing and identified as a written addendum to this RFP.
      During the evaluation process, it will be assumed that respondents received all amendments and
      addenda for this RFP.
     ERCOT reserves the right to seek proposal clarification from any Bidder to assist in making
      decisions.
     All proposals submitted shall contain enough detail to allow for ERCOT evaluation. Vague or
      incomplete proposals that cannot be clearly evaluated may be rejected.
     Bidders shall not contact any ERCOT agent, employee, officer or director (except for the ERCOT
      RFP Contact) regarding this RFP or related services. Violators of this rule may be disqualified.
     UNDER NO CIRCUMSTANCES CAN A TELEPHONE OR FAX BID BE ACCEPTED.
      FAILURE OF A COURIER, OVERNIGHT EXPRESS OR SIMILAR SERVICE OF THE
      BIDDER TO DELIVER THE BID PACKAGE ON TIME SHALL NOT BE GROUNDS TO
      CONSIDER A LATE BID.
     News releases pertaining to this procurement or any part of the subject shall not be made without
      prior written approval of an authorized ERCOT employee.
     ERCOT shall not be liable for any cost incurred by Bidders prior to issuance of an agreement,
      contract, or purchase order, nor shall any cost incurred by Bidder in the preparation of the
      proposal will be borne by Bidder and the proposal will become the property of ERCOT.
     The contents of the proposal (including persons specified to implement the project) of the
      successful Bidder may become contractual obligations if acquisition action ensures. Failure of
      the successful Bidder to accept these obligations in a contract, purchase order, or similar
      authorized acquisition document may result in cancellation. Under these conditions, ERCOT
      reserves the right to enter into negotiations with the next ranking bidder on the same terms and
      conditions as set forth in the Request for Proposal.

                                                PAGE 7
     ERCOT intends to make a bid selection for contract negotiation within the period indicated in the
      Key Activities and Dates, if possible.
     ERCOT will evaluate all proposals and consider cost, reliability, and quality of service and other
      factors (as described in Section VIII). Contracts/Purchase Order(s) will be awarded to the Bidder
      whose final proposal, conforming to this RFP; will be the most advantageous to ERCOT. Due to
      the evaluation procedure for the Request for Proposal, lowest dollar price MAY or MAY NOT
      indicate the successful Bidder. Price constitutes only one of several evaluation criteria.
     Failure of the Bidder to provide in his/her proposal any information requested in this RFP may
      result in disqualification of his/her proposal and shall be the responsibility of the bidding
      individual or firm.
     Complete payment by ERCOT will be made ONLY after acceptance by performance (all
      specifications met and services accepted by the Department as satisfactory in all requirements).
      Alternate payment proposals will be reviewed and evaluated by the ERCOT Procurement
      Department and Accounts Payable Department.
     A two year term is anticipated for purchases under this RFP, with an option for renewal for one
      additional one-year terms.
     A contract must be completed and signed by all parties concerned. In the event the parties are
      unable to enter into a contract, the state and ERCOT may elect to cancel the “Notice of Award”
      and make award to the next most responsible Bidder.
     The Bidder should submit any additional information or data not requested in this RFP which the
      Bidder believes should be considered in the evaluation of a response in a separate section of the
      RFP. Please title the section as “Additional RFP Bid/Proposal Information”.
     Upon review and approval of the evaluation committee’s recommendation for award, the
      Procurement Department will issue a “Notice of Award” letter to all Bidders. This letter will
      indicate the vendor selected by the evaluation committee for further contract negotiation.


IV. GENERAL REQUIREMENTS
     Except for current ERCOT suppliers who have completed the Vendor Information Form (VIF)
      within the last six months, all Bidders must provide a completed Supplier Vendor Information
      Form, attached hereto as Appendix A, to the person identified in the form itself, when submitting
      notice of intent to bid
     Bidder understands and agrees that if it is selected, ERCOT will require references illustrating the
      supplier’s financial and commercial viability. All individuals who provide onsite services to
      ERCOT must be W2 employees who receive employee benefits. If any individuals are
      subcontracted, the subcontracting relationship must specifically disclose to in writing to ERCOT.
     The selected Bidder must agree to ERCOT’s standard terms and conditions, and must have each
      of its personnel providing services to ERCOT execute an ERCOT Contractor Ethics Agreement,
      attached hereto as Appendix C.
     Bidder shall attach a copy of their requested contract terms and conditions to its proposal, for
      review.
     Bidders may be asked to make oral presentations or to make their facilities available for an onsite
      visit or inspection by the evaluation committee. As well, bidders may be invited to ERCOT for
      presentations and/or question and answer sessions. Such presentations and/or site visits will be at
      the Bidder’s expense.
     ERCOT reserves the right to hold discussions with bidders. Such discussions may result in
      ERCOT conducting Best and Final Offers.
                                                 PAGE 8
V. REQUIRED PROPOSAL FORMAT AND REQUIRED DOCUMENTS
This section provides information regarding submittal of the RFP proposals. Bidders must follow all
Proposal format instructions, answer all questions, and supply all requested data. Please mark any non-
applicable information as N/A.

A. Required Proposal Format:
    The following topics constitute the mandatory order of presentation for a Proposal.
    1.   Table of Contents
    2.   Required Documents and Statements
    3.   Proposal
    4.   Summary

B. Required Documents
   The Bidder shall furnish a Certificate of Insurance and describe how it meets the insurance
   specifications.



VI. BIDDER RESPONSES

A. General Information
    1. Provide contact information for a person responsible for Bidder’s proposal who will coordinate
       any requests for information or to whom ERCOT may distribute additional information or
       responses to questions. Contact information shall include mailing address, phone number, fax
       number, and email address.
    2. Provide company profile, including: (a) location of primary office(s), (b) history, (c) financials
       for the most recent two fiscal years, (d) years in business and (e) customer base.
    3. Bidder must include a detailed explanation of any specific requirements in this RFP with which it
       is unwilling or unable to comply.
    4. Provide location(s) of offices that will provide primary support for the proposed requirements.
    5. Provide full disclosure of any lawsuits or other legal disputes involving services provided by
       Bidder.

B. General Questions & Answers
    1. How long has your organization been providing the services requested in the RFP to your
       customers?
    2. Please provide a copy of your organizations most recent audited Annual Report.
    3. Please describe your organization in terms of size, structure, market focus.
    4. How does your organization differentiate itself from other providers in the marketplace?
    5. Provide how your organization provides cost savings to your customers. Where do these cost
       saving typically come from? What % of cost savings are hard dollar vs. soft dollar process
       savings?
    6. Describe value-added solutions that you have in place (i.e. real-time web based reporting, forms
       management services, inventory tracking and reporting, ecommerce capabilities, call center
       support, digital distribution, etc.)

                                                   PAGE 9
   7. Define your organizations view of Print on Demand. When should print on demand be
      considered a viable alternative to traditional print methods? Describe circumstanced where your
      organization has implemented a Print-on-Demand Program.
   8. How many customers account for 80% of your total revenue?
   9. Provide a detailed plan for implementation of the services requested in this RFP. How does your
      organization implement your solutions?

C. Capability
   The bidder must provide the following:
      Detailed description of Bidder’s ability to deploy appropriate resources to serve the needs of
       ERCOT as described in the Section II (Scope of Work) above. Bidder must address all
       requirements set forth therein. Include a discussion of areas of functional expertise necessary to
       fully provide services being requested and Bidder’s capability to provide those specialized
       resources. Include any current backlog or work in progress.
      Description of Bidder’s expertise in providing the goods and/or services requested, including
       examples of similar services delivered in the last five (5) years;
      Description of expected level of support from ERCOT resources (staff, facilities, software, etc.)
       necessary for these services.
      Additional information Bidder feels may assist ERCOT in its selection process.
      Digital Print-on-demand services with guaranteed and defined turnaround times.
      Stationery program print and fulfillment
      A proven ability to document and manage Service Level Agreements.
      The ability to implement over time cost savings initiatives and continuing improvement processes
      Document design services and expertise of print applications
      Ability to meet invoicing and reporting requirements as detailed in this RFP.
      Centralized customer service capabilities for all XXX-Company Name end users and corporate
       staff
      Web to Print Technology Solution for on-line document manipulation, ordering and real time
       order status
      A detailed summary of bidder's quality control program & processes
      Content Developer & End-User training of the on-line ordering system at start-up of new CMS
       sites and at existing sites as required by CMS.
      On-going customer service policies and procedures
      Ability to provide print and fulfillment services at both ERCOT Locations

D. Print Production
      Describe how your organization will print and fulfill Digital Print on Demand Documents and
       Stationery Items.
      How many print facilities will be utilized to produce and distribute Digital Print on Demand and
       Stationery Items?
      How does your organization ensure consistency of quality if more than 1 production facility is
       utilized?
                                                  PAGE 10
      Provide a detailed overview of your production facilities including location, capabilities, capacity
       and growth plans
      Describe your ability to adjust to sudden changes in volume.
      Describe your organizations quality control procedures & processes.
      What percentage of your work is required within 24, 48 and 96 hours?
      Describe your organizations ability to maintain confidentiality of printed materials.

E. Web to Print Technology
      Provide the name(s) of your organizations Web to Print on-line Content and Order Management
       System.
      Provide an overview of your organizations Web to Print Technology Capabilities.
      Does your organizations technology allow for upload and order submission of ad-hoc print
       requests?
      List the types of data formats that you accept.
      Is there a cost to utilizing your organizations Web to Print technology?
      How does your tool stand out from your competitor's solutions?
      How does your solution provide variable printing capabilites? Ability for end user to modify
       content, taglines, logo, pictures?
      How does your solution ensure corporate branding controls, while allowing end-users the
       flexibility to modify allowed content?
      Does your solution provide the ability to provide approval routing prior to order submission for
       print production? Can both the document and the financial elements of the order be reviewed by
       an approver?
      Can your solution provide ability for on-line mail-merge’s?
      Please describe any additional capabilities your solution may provide.
      How is simple branding and content changes managed within your system? How long do these
       updates take to be implemented?
      How is your solution differentiated from competitive offerings?

F. Customer Service
      Describe your organizations Customer Service capabilities and how they are utilized to support
       your customers.
      How many dedicated customer service representatives will be utilized to support your proposed
       solution?
      What are the hours of operation for your customer service representatives and where are they
       located?
      Please provide the ongoing Program Management structure that will be utilized to support your
       program.
      Please describe your escalation process.



                                                  PAGE 11
      What local support will be provided to end-users and headquarters staff?
      Please describe how your proposal solution will be managed on an on-going basis.

G. Web to Print Technology
      Please describe how your organization supports your customer’s goals for reducing carbon
       footprint or green initiatives.
      Does your organization utilize re-cycled materials in the manufacturing of printed materials?

H. Implementation
      Describe the methodology that will be used to proactively promote your program through the
       entire organization.
      Submit an account management overview.
      Submit any and all training documents that can will be used during implementation

I. Cost Proposal
      Proposal must contain all items as described in Attachments
      Proposal must contain all additional costs/fees such as set-up fees, revision fees, inventory/
       storage fees, destruction fees, technology fees and any other fees.
      Proposal must contain a list of all distribution shipping points.

J. References
   Provide at least five (5) relevant client references (clients similar to ERCOT) who have used Bidder’s
   goods and/or services in a similar capacity as those described in this RFP. With each reference,
   Bidder must include the reference company’s name, address, phone number, and the name and
   position of a person that ERCOT may contact.
   ERCOT reserves the right to contact any current or previous user of Bidder’s services, whether or not
   listed, and by submitting a bid, Bidder consents to ERCOT’s contacting any such person or entity.

K. Conflicts of Interest
By submitting a proposal in response to this RFP, Bidder warrants that it has no prohibited Conflict of
Interest with ERCOT or with any ERCOT employee, officer, director or Market Participant. A list of
ERCOT Market Participant, officers, and directors is available at www.ercot.com . A prohibited Conflict
of Interest exists where:
   1. Bidder or any of its employees, officers, partners, or managers stand to gain or lose personally
      from an ERCOT business decision;
   2. Any Market Participant, or any employee, officer, or director of ERCOT stands to gain or lose
      personally from any business by or decisions of Bidder;
   3. There is any relationship between Bidder (or any of its officers, partners, managers, or major
      clients) and ERCOT (or any of its employees, officers, directors or Market Participants) that
      would impair Bidder’s objectivity or independence, in fact or by appearance; or
   4. Any ERCOT Market Participant, employee, officer, or director has ownership in, is related in any
      way to, receives money from, or serves in an advisory, consulting, technical, or management
      capacity for Bidder.

                                                  PAGE 12
VII. APPENDICES
To open a file, double click on the icon for the embedded file. Once open, it may be saved as a
new document. If you have any problem opening these embedded attachments, you may request
separate email copies from the ERCOT RFP Contact.



A. Vendor Information Form



Vendor Information              Vendor Info W9
      Form


B. ERCOT Professional Services Agreement


  Professional
Services Agreement (Rev. 12.14.09).dotx


C. Notice of Intent to Bid


Notice of Intent to
     Bid.doc




                                                 PAGE 13

				
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