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12 April 2024 DART Custom Envelopes and Printing The Multnomah County Department of County Management, Division of Assessment, Recording and Taxation (DART) is seeking to award two (2) three-year Contracts for custom envelopes and printing. 12 April 2024 Open 4/4/2024 8:00 AM PDT Type Request for Intermediate Proposals (RIP) Close 4/25/2024 4:00 PM PDT Number RIP-127-2024 Currency US Dollar Sealed Until 4/25/2024 4:00 PM PDT Payment Terms 0% 0, Net 30 12 April 2024 Contacts Kristin Shorey kristin.shorey@multco.us Phone +1 503-988-7915 ext. 87915 12 April 2024 Commodity Codes Commodity Code Description 82121500 Printing Services 12 April 202412 April 202412 April 202412 April 202412 April 202412 April 202412 April 202412 April 202412 April 2024 mailto:kristin.shorey@multco.us AMENDMENT 1 Dated April 12, 2024 Addendum 1 RIP-127-2024 has been uploaded to the Buyer

Attachments page of this Sourcing Event. The addendum includes: • Change: Buyer Attachment page, Attachment A PDF's attached ____________________________________ IMPORTANT: Suppliers who do not currently have access to the Multco Marketplace Supplier Portal will need to complete the "MMP Supplier Access Request Form". In order to allow the County sufficient time to review your request, the MMP Supplier Access Request form should be completed no fewer than 5 days prior to the Sourcing Event closing date. PRE-PROPOSAL CONFERENCE: There will not be a pre-proposal conference for this sourcing event. INTRODUCTION The Multnomah County Department of County Management, Division of Assessment, Recording and Taxation (DART) is seeking to award two (2) County Services Contracts for printing services for multiple different styles of customized pre-printed envelopes and inserts for a variety of annual DART mailings. SCOPE OF WORK DART annually orders 10 to 16 different styles of customized pre-printed envelopes for numerous mailings throughout the year. The awarded Contractors will be expected to provide the quantities and styles in the processing timeline specified below and with the submitted pricing from Attachment A DART Pricing Spreadsheet. 1. Envelope Quantities and Styles DART annually requires 10 to 16 different style types of envelopes with quantities ranging from 500 to 350,000 per style. Please see Attachment A DART Pricing Spreadsheet for DART’S anticipated needs. Annual envelope order quantities will be adjusted each subsequent year. Additional envelope orders, printing of inserts, letters or postcards may be needed throughout the year, and will be requested on a per quote basis. 2. Recycled/Rapidly Renewable Paper and Printing Ink Preferences It is the policy of Multnomah County to purchase materials and products that are environmentally sound in their manufacture, use and disposal. The County shall give preference to the purchase of alternative paper (recycled or rapidly renewable paper) if: (A) The alternative paper is available; and (B) The alternative paper meets applicable standards; and (C) The alternative paper can be substituted for a comparable non-alternative paper; and (D) The cost of the alternative paper does not exceed the cost of the non-alternative paper by more than five percent; or (E) If the product is alternative paper, the cost does not exceed the cost of non- recycled paper by more than 15 percent. Description https://solutions.sciquest.com/apps/Router/SupplierLogin?CustOrg=Multnomah Rapid Renewable Paper: Rapid renewable paper refers to paper products made from rapidly renewable resources, such as bamboo, hemp, or agricultural waste fibers. The parties shall prioritize the use of rapid renewable paper whenever feasible and commercially available. Recycled Paper: Recycled paper refers to paper products made from post-consumer waste or pre-consumer waste fibers. The parties shall aim to use recycled paper with the highest possible percentage of post-consumer waste content, subject to availability and reasonable pricing. Printing Inks: Regardless of paper type used, printing inks should NOT contain the following chemicals: phthalate, mercury and/or lead. 3. Processing Timeline DART requires that requested items be delivered within 4-5 weeks of order placement and with guaranteed on time delivery. This rigid timeline is dictated by the state mandated rule, ORS. 311.250 that all tax bills are delivered by October 25th. The awarded Contractor will be expected to deliver the requested items in a 4 to 5 week turnaround period with no delivery to exceed 5 weeks turnaround time. 4. Service Delivery Requirements • Timeliness: The printing service provider must adhere to agreed-upon timelines and deliver the printed materials within the specified deadlines. Prompt and reliable delivery is essential to ensure that our organizational needs are met in a timely manner. • Quality: The printing service provider must maintain consistently high-quality standards in their printing services. The printed materials should have accurate colors, sharp images, and clear text. The provider should use high-quality paper and materials to ensure durability and a professional appearance. • Customization: The printing service provider should have the capability to handle customized printing requirements. This includes the ability to accommodate variable data printing, personalized designs, and unique specifications for different print materials. • Communication: Effective and timely communication is crucial for a smooth printing service delivery process. The provider should be responsive to inquiries, provide regular updates on the progress of printing projects, and be available to address any concerns or issues that may arise. • Proofing Process: A comprehensive proofing process is essential to ensure accurate and error-free printing. The provider should have a system in place for reviewing and approving proofs before the final printing stage. This may involve providing digital proofs or physical samples for verification and approval by our organization. • Packaging and Shipping: The printing service provider should handle packaging and shipping with care to ensure that the printed materials are delivered in excellent condition. Proper packaging materials and methods should be used to protect the items during transit and prevent any damage or deterioration. • Flexibility: The printing service provider should demonstrate flexibility in accommodating changes or modifications to printing requirements. This includes the ability to handle rush orders, make adjustments to artwork or designs, and provide options for expedited delivery when needed. • Confidentiality: The printing service provider must maintain strict confidentiality regarding any sensitive information or proprietary materials shared during the printing process. They should have appropriate measures in place to protect data security and prevent unauthorized access or disclosure. • Customer Service and Support: A high level of customer service and support is expected from the printing service provider. They should be responsive, professional, and proactive in addressing any questions, concerns, or issues that may arise during the printing process. Clear channels of communication and dedicated customer support should be provided. • Pricing and Cost Transparency: The printing service provider should provide transparent pricing information, including a clear breakdown of costs for different printing services and any additional charges. Any pricing changes or adjustments should be communicated in advance, and there should be no hidden costs or surprises in the final billing. METHOD OF AWARD Through this RIP process, DART is seeking to award two (2) three-year County Services Contract (see Buyers Attachment, sample County Services Contract), anticipated to begin June 1st, 2024. The two (2) awards, as determined by the County, will be made to the two (2) Proposers who submit the highest scoring Proposal over the required minimum passing score of 70% on the written Proposal responses. The County does not guarantee that a Proposer will be awarded a Services Contract as a result of this RIP process. Multnomah County strongly encourages the participation of Minority-Owned, Women- Owned, and Emerging Small Businesses and Organizations in providing these services. ESTIMATED PURCHASES The Division of Assessment, Recording and Taxation (DART) has budgeted $150,000 for the Scope of Work outlined in this Request for Intermediate Proposals. The County does not guarantee that any minimum of services will be purchased. Price Adjustments A. HOURLY RATES All hourly rates shall be protected from increase for the first year of the contract. Thereafter, hourly rate adjustments may be proposed in writing not less than sixty (60) days prior to the contract anniversary date and be addressed directly to the County contact outlined in the contract. Requested annual increases must be based on the CPI Index for the Urban Wage Earners and Clerical Workers, Western Region (CPI-W), or successor index, and shall not exceed two percent (2%) Any increases in excess of two percent (2%) must be reviewed and approved by the County prior to increases becoming effective. The County may, at its sole discretion, request additional documentation justifying the requested increase above the allowable two percent (2%). The County shall have the option to either accept the price increase, enter into negotiations, or terminate the contract. B. RAW MATERIALS The price adjustment may be triggered by an increase in the cost of raw materials exceeding 10% during the term of contract. The price adjustment shall be calculated as follows: If the cost of raw materials increases by more than 10%, the contract price shall be adjusted upward by an amount equal to 50% of the excess cost increase. The price adjustment shall occur annually, on the anniversary date of the contract. The contractor shall provide written notice to the County no later than 30 days prior to the anniversary date of the contract, indicating the reasons for the adjustment and providing supporting documentation. The price adjustment shall not exceed 15% of the original contract price. Additionally, no further price adjustments shall be made once the adjusted contract price reaches a cap of 25% above the original contract price. If the adjusted contract price exceeds the cap of 25% above the original contract price, either party may terminate this contract by providing written notice to the other party within 15 days of receiving the price adjustment notice. METHOD OF CONTRACTING A sample Services Contract form is provided in the Buyer Attachments page showing the standard terms and conditions. Carefully review the terms and conditions of the Contract. Additional Contract terms related to this procurement, if any, are set out below in the section entitled Term of Contract. TERM OF CONTRACT The contract term shall be for three (3) years, with one (1) optional two (2) year extension. The County may terminate the contract at any time by 30-day notice in writing to the Contractor mailed or delivered to the contractor. CONTRACT NEGOTIATIONS The County will initiate contract negotiations with the two (2) responsive and responsible Proposers with the highest scoring proposal. Multnomah County may, at its option, elect to negotiate general contract terms and conditions, services, pricing, implementation schedules, and such other terms as the County determines are in the County’s best interest. If negotiations fail to result in a contract, the County reserves the right to terminate the negotiations and initiate contract negotiations with the next highest scoring responsive and responsible Proposer. This process may continue until a contract agreement is reached. INSURANCE REQUIREMENTS The proposer(s) awarded a contract as a result of this RIP will be required to provide insurance at time of contracting. MINIMUM PROPOSAL SUBMITTAL REQUIREMENTS At time of proposal submission, proposers must meet the following minimum requirements. Failure to provide any of the required documents or meet any of the below requirements shall result in rejection of the proposal. 1. The proposer response must be received by Multnomah County Purchasing no later than 4:00 PM local Pacific Standard Time on the proposal submission deadline; Thursday, April 25, 2024 4:00pm. 2. The proposer must certify that they agree to the proposers Representations and Certification terms in the Prerequisite page of the Sourcing Event. At the time of contracting, proposers must meet the following minimum requirements. Failure to provide any of the required documents or meet any of the below requirements will result in cancellation of the contract. 1. Proposers must be legal entities, currently registered to do business in the State of Oregon (per ORS 60.701). 2. Proposer must submit verification that all insurance requirements are met and a current 2024 W-9. Required to View Event Prerequisites Required to Enter Bid 12 April 2024 1. Proposer/Bidder agrees to receive all correspondence electronically and are responsible for keeping their supplier portal updated with current contact information. 2. CONFIDENTIALITY - Please read the statutory requirements in the prerequisite link. 3. Please review the statements in this certification regarding Assurances, Certification Regarding Debarment, Suspension and Other Responsibility Matters and Certification Regarding Conflict of Interest. 12 April 202412 April 202412 April 202412 April 202412 April 202412 April 202412 April 2024 Buyer Attachments 1. How to Complete and Submit a Response to a Sourcing Event - MMP Supplier Guide 2. Procedural Instructions For Proposals 03-2023.pdf 3. SAMPLE General Services Agreement.pdf 4. Attachment A DART Pricing Spreadsheet 3-29.pdf 5. Group A Item 1 Multnomah Co Tax Canary Return 006018_A000147627.pdf 6. Group A Item 2 MULTCO OUTGOING #10 OSDS 006018_A000147627.pdf 7. Group A Item 3 MULTCO #10 WDW M763 RSR with TINT 006018_A000172894_1.pdf 8. Group A Item 4 M763 RSR NO TINT 006018_A000034908.pdf 9. Group A Item 5 M763 RSR NO WDW 006018_A000034874 (1).pdf 1 0. Group A Item 6 BLUE_LICENSE 006018_A000034676.pdf 1 1. Group A Item 8 M758 w_Indicia 006018_A000071433.pdf 1 2. Group A Item 9 M758 w_Indicia 006018_A000071433.pdf 1 3. Group A Item 11 M757 WDW 006018_A000143085.pdf 1 4. Group A Item 12 M757 WDW 006018_A000143085.pdf 1 5. Group A Item 13 006018_A000111774 .pdf 1 6. Group A Item 14 FLOATING PROPERTY 006018_A000034675.pdf 1 7. Group A Item 15 Property Value Appeal Board.pdf 1 8. Group A Item 16 Tax Collections- Return Receipt Requested Window.pdf 1 9. Group B Item 1 Buckslip.pdf 2 0. Group B Item 3 appraisal-postcard-2023-RESIDENTIAL-print-ready-v2.pdf 2 1. Group B Item 4 Property-Tax-Guide-2023-print-ready.pdf 2 2. Group B Item 5 Door Hanger.pdf 2 3. 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calendar months immediately preceding submission of the bid, has a business address in this state and has stated in the bid whether the bidder is a “resident bidder”. ORS 279A.120 (1)(b). Enter state of residency here: 1.1.4 Where Bidder is unable to certify to any of the statements in Bidder Representations and Certifications of the Prerequisite, Bidder shall provide an explanation to their offer here. 1.1.5 The Bidder certifies to the best of its knowledge and believes that neither it nor any of its principal participants and agents has or has had the following relationships with the specific firm(s)/individual(s), identified below, which may be determined to be an organizational conflict of interest. I understand that based on the information provided by Bidder, Multnomah County may exclude the Bidder from further consideration and may withdraw its selection if the real or apparent organizational conflict of interest cannot be avoided or mitigated. Bidder further certifies that the degree and extent of the relationship of the Bidder with these named firm(s)/individual(s) will be fully disclose: 1.1.6 Upload additional explanation as needed 1.1.7 Name of person submitting the Bid: 1.1.8 Title of person submitting the Bid: 1.1.9 I represent that I am at least eighteen (18) years of age. 1.1.10 I represent that the printing of my name and the submittal of a Bid is intended to authenticate this writing and to have the same force and effect as my manual signature. 1.1.11 I represent that I am either authorized to bind the Bidder, or that I am submitting the Bid on behalf of and at the direction of the Bidder's representative authorized to contractually bind the Bidder. 1.1.12 I represent that the Bidder and/or its applicable representative(s) has reviewed the information contained in this Bid and that the information submitted is accurate. Group 2.1: Programmatic Questions (75%) Instructions: Multi Line text answers are limited to 2,500 characters. 2.1.1 Please provide a brief description of your company, how long you have been in business, and the number of years of experience your company has in providing customers with customized printed envelopes. (10 points of 100 total possible points) 2.1.2 Please provide the following information for three (3) projects with public agencies or private sector organizations in the United States which your Company has completed a similar Scope of Work described in this RIP: Agency or organization name; brief description of scope of agency or organization; dates of project, brief description of the scope of project and turnaround time; Problems or obstacles that impacted cost, quality or deadlines, and solutions used; Samples of communications used in projects (examples; timelines, supply chain issues, proof approvals, delivery confirmations, etc.); and Conclusion. (5 page limit, 35 points of 100 total possible points) 2.1.3 Please provide pricing described in download Attachment A DART Pricing Spreadsheet for Groups A, B and C. (15 points of 100 total possible points) 2.1.4 Please describe in detail your company’s process to complete both a large annual order and a smaller per quote order. Please include proof approval process, lead time, and milestones. (3 page limit, 15 points of 100 total possible points) Group 2.2: Responsible Business Practice Questions (25%) Instructions: 12 April 202412 April 202412 April 202412 April 202412 April 2024 2.2.1 What specific actions has your company taken to create a healthy, sustainable workplace? This can be anything from employee engagement, selfcare, educational opportunities and so on. (5 points of 100 total possible points) 2.2.2 How does your organization develop and retain a diverse workforce? Describe the processes used to recruit women and people who identify as Black, Indigenous and People of Color. Include projects or initiatives that help, or have helped, your organization meet your established diversity, equity, and inclusion goals. Please share internal policies and program guidelines that promote employee success. For example, does your workplace have professional development opportunities, wellness programs, or mentoring programs? (10 points of 100 total possible points) 2.2.3 Describe in detail the efforts and activities undertaken by your business or organization to create economic and social benefits for current or future generations. How do you support your Community? (5 points of 100 total possible points) 2.2.4 Is your company currently utilizing alternative, sustainable paper and ink options? If not, are you willing to discuss and incorporate these into your offerings? (5 points of 100 total possible points) 12 April 202412 April 202412 April 202412 April 202412 April 2024 Product Line Items Product Line Items 1. # Item Name, Commodity Code, Description Allow Alternates Qty. UOM Requested Delivery P1 N/A 1 EA - Each place holder only; no action needed. 12 April 202412 April 202412 April 202412 April 2024 Service Line Items Service Line Items 1. # Item Name, Commodity Code, Description Allow Alternates Qty. UOM Requested Service Delivery S1 N/A 1 place holder only; no action needed. 12 April 202412 April 202412 April 2024