CREATIVE SERVICES MAILHOUSE SERVICES BID #BC P ADDENDUM # 3 Page 1 of 3

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1 DATE: April 13, 2012 TO: FROM: RE: All Prospective Proposers Delores R. Pertee CREATIVE SERVICES MAILHOUSE SERVICES BID #BC P ADDENDUM # 3 Page 1 of 3 The following amends the above referenced Bid documents. Receipt of this addendum must be acknowledged by completing the enclosed "Acknowledgement of Receipt of Addenda" Form and submitting it along with the Bid you return to the University. THE DUE DATE AND TIME FOR THE BID TO BE SUBMITTED TO THE UNIVERSITY HAS BEEN EXTENDED TO TUESDAY, APRIL 17, 2012 BY 2:00 P.M. TO THE ISSUING OFFICE VIA FAX TO A. ADDITIONAL REQUIREMENT/CLARIFICATIONS The attached Price Proposal has been updated to include the following revisions. 1. Under Section II, Scope of Work, Item #B, Preparation of Mailing Addresses, i. Number 3, ADD the following 3A. Update mailing lists/addresses through NCOA (National Change of Address) service, required for all presort mailings. ii. Number 4, after the word onto, ADD the following size A-7. iii. Number 4, ADD the following, B4A Inkjet addresses onto size #10 iv. envelopes Number 4, ADD the following, B4B Inkjet addresses onto size 9x12 envelopes. v. Number 4, ADD the following, B4C Inkjet addresses onto size 10x 13 envelopes. 2. Under Section II, Scope of Work, Item #C, Affix Self-mailer with clear perforated tab(s), DELETE 1. Machine Tab and 2. Hand Tab, and REPLACE with C1. Affix 2 clear tabs to a 5.5 x 8.5 self mailer, C2. Affix 3 clear tabs to a 5.5 x 8.5 stitched self-mailer. 3. Under Section II, Scope of Work, Item #G. Insert pieces or collated pieces into an envelope or poly bag, DELETE poly bag at the end of the sentence. DELETE Items 1 through 4. REPLACE it with 1. Hand insert into an A-7 envelope, 2. Hand inert into a #10 envelope, 3. Hand insert into a 9x12 envelope, and 4. Hand insert into a 10x13 envelope, 5. Hand insert into other size envelope: specify, 6. Machine insert into a A-7 envelope, 7. Machine insert into a #10 envelope, 8. Machine insert into a 9x12 envelope, 9. Machine insert into a 10x13 envelope, 10. Machine insert into a custom or other size envelope: specify. ADD the line Insertion of Pieces or Collated Pieces into a Poly Bag. Under the line, ADD G11.

2 Machine insert into a poly bag - size equivalent A7, G12. Machine insert into poly bag - size equivalent - 9x12, G13. Machine insert into a poly bag - size equivalent 10x Under Section II, Scope of Work, ADD M, Other. Use these spaces to detail other cost information that should be included. B. QUESTIONS AND ANSWERS 1. QUESTION: Most Mailing Houses have minimum charges in place for each item in the "Description of Service" that we are bidding on. For instance, we would have a $50.00 delivery/pick-up charge per trip. It doesn t matter if we are picking up multiple projects, a skid of materials or just a few boxes. Another example is the data work. Our minimum charge is $75.00 for conversion and CASS Certification which would handle up to 10,000 records. Will the price form be adjusted to allow for minimum charges? ANSWER: Yes. The attached Bid Price Form has been revised to indicate pricing for NCOA, and any minimum quantity/price to be quoted. Please note that at present, UMBC does not require NCOA checks on our mailings. However, if the successful contractor is charged for NCOA, then that cost will have to be built into their pricing, but UMBC should not be charged for this service. 2. QUESTION: In item # B4, different sizes of envelopes run at different speeds; there would be a different rate for each. To assist with obtaining accurate pricing, it may be helpful to ask for the inkjet prices separately for an A-7, #10, and 9 x 12 envelopes. ANSWER: The Bid Price Form has been revised to allow pricing to be indicated for the various size envelopes. 3. QUESTION: In Items #C1 and C2, tabs are different sizes depending on the mail shape. For instance if it is a stitched booklet going at letter rate postage (6.125' x 11" and under), you are required to have 3 tabs that are 1.5" in diameter and these are not allowed to be perforated. If this is a mail piece that only required 2 tabs, they can be clear at a size of 1" diameter and the USPS is allowing them to be perforated until November of this year. After that date is published perforated tabs will not be able to be used. It may be easier to get accurate pricing by listing these separately as: Affix 2 clear tabs to a 5.5 x 8.5 self mailer. Another line to read: Affix 3 clear tabs to a 5.5 x 8.5 stitched self mailer. ANSWER: The Bid Price form has been revised to provide pricing for the 2 or 3 tabs, as well as a line for other tab pricing. BC P: Creative Services Mailhouse Services Page 2 Addendum #3

3 4. QUESTION: In Items #G1, G2, G3 and G4, poly bagging and inserting into an envelope have a drastic difference in pricing across the board. For instance, a #10 envelope can run on many different pieces of inserting equipment at a cost of less than 10% of what poly bagging would cost. A 9 x 12 can only run on a few different inserters designed for this size envelope, and a 10 x 13 must run on a Master Mailer. All of these are much less than the price of poly bagging, yet they are on the same bid lines. Separating the cost for inserting into poly bags from the cost for inserting into envelopes would make it easier to provide accurate pricing ANSWER: The Bid Price Form has been revised to allow pricing separately for the poly bags and the envelopes. Enclosures: Cc: Revised Bid Price Form Acknowledgement of Receipt of Addenda Form Procurement File END OF ADDENDUM #3 DATED 04/13/12 This addendum was posted to the University s ebid Board and emaryland Market on 04/13/12. (Original with enclosures were not mailed) BC P: Creative Services Mailhouse Services Page 3 Addendum #3

4 UMBC Creative Services Mailing Services - BC P REVISED BID PRICE FORM Company Name: Please provide pricing for the following services, per 1,000 items and return this Bid Price Form along with the Bid Cover Page by Tuesday, April 17, 2012 by 2:00 p.m. via fax at to the attention of Delores Pertee. Description of Service Minimum Unit Cost Price per 1,000 A. Delivery/Pick up materials from the UMBC warehouse (on UMBC campus)- COST PER TRIP (regardless of quantity) Preparation of Mailing Addresses B1. Convert disk or to mail house system B2. Dedupe (find, purge and merge) multiple mailing lists B3. Run list through postal software to standardize addresses, verify 5 digit zip and append zip+4 and carrier routes to maximize postage discounts B3A. Update addresses through NCOA services B4. Inkjet addresses onto size A-7 envelopes B4A Inkjet addresses onto size #10 envelopes B4B Inkjet addresses onto size 9x12 envelopes B4C Inkjet addresses onto size 10x13 envelopes B5. Print labels B6. Affix labels onto envelope or mailing piece provided Affix Self-Mailer with Clear Perforated Tab(s) C1 Affix 2 clear tabs to a 5.5 x 8.5 self-mailer C2. Affix 3 clear tabs to a 5.5 x 8.5 stitched self-mailer C3. Other Tabbing price per tab (explain) Reproduction Services D1. Preparation for personalized letter D2. Personalize and laser letters using mailing list Folding E1. Standard letter fan fold E2. Standard letter gate fold E3. Custom letter fan fold E4. Custom letter gate fold E5. Hand folding Collation of Mailing Pieces F1. Collate 2 pieces and insert F2. Collate 3 pieces and insert F3. Collate 4 pieces and insert Insertion of Pieces or Collated Pieces into an Envelope G1. Hand insert into a A-7 envelope G2. Hand insert into a #10 envelope BC P: Creative Services Mailhouse Services Page 4 Addendum #3

5 G3. Hand insert into a 9 x 12 envelope G4. Hand insert into a 10 x13 envelope G5. Hand insert into other size envelope: Specify: G6. Machine insert into a A-7 envelope G7. Machine insert into a #10 envelope G8. Machine insert into a 9x12 envelope G9. Machine insert into a 10 x 13 envelope G10. Machine insert into a custom or other size envelope: Specify: Insertion of Pieces or Collated Pieces into A Poly Bag G11. Machine insert into a poly bag - Size equivalent A7 G12. Machine insert into a poly bag - Size equivalent 9x12 G13. Machine insert into a poly bag -Size equivalent -10x13 H2. Seal and Meter - Machine seal and meter H3. Seal and Meter - Apply postage stamp I. Presort, band and tray in zip order J. Deliver to Post Office K. Return excess materials to UMBC L. Storage fee per skid per month M. Other: Explain BC P: Creative Services Mailhouse Services Page 5 Addendum #3

6 RFP BID NO.: TECHNICAL PROPOSAL DUE DATE: BID FOR: BC P TUESDAY, APRIL 17, 2012 AT 2:00 P.M. CREATIVE SERVICES MAILHOUSE SERVICES NAME OF BIDDER: ACKNOWLEDGEMENT OF RECEIPT OF ADDENDA The undersigned, hereby acknowledges the receipt of the following addenda: Addendum No. 1 Addendum No. 2 _ dated 03/30/12_ dated _04/10/12_ Addendum No. 3 dated _04/13/12_ Addendum No. Addendum No. dated dated As stated in this Addendum, this form is to be returned within Bid. Signature Printed Name Title Date END OF FORM BC P: Creative Services Mailhouse Services Page 6 Addendum #3