Quotation for Small Purchases Postage & Mailing Services

Transcription

1 Quotation for Small Purchases Postage & Mailing Services 8933 Interchange Drive, Houston, TX Phone: (713) Fax: (713) Web:

2 Introduction Harris County Housing Authority ( HCHA or the Authority ) hereby solicits quotations from interested Offerors to provide Postage & Mailing Services as specified in this Quotation for Small Purchases ( QSP ). The contract will be for one (1) year, with the option to renew up to three (3) additional years, based upon the same terms, conditions and pricing (except for federally approved postage rate increases) as the original year, for services at our main office located at 8933 Interchange Drive, Houston, Texas, Offerors are required to submit written quotations that present the Offeror s qualifications and understanding of the work to be performed. The Offeror s quotation should be prepared simply and economically and should provide all information it considers pertinent to its qualifications and pricing for the performance of the Scope of Services contained herein. Emphasis should be placed on adequacy of services offered and clarity of content of the proposal. The quotation must be submitted no later than 4:00 PM on Friday, January 5, 2018, to the following mailing or address: General Instructions for Quotation Harris County Housing Authority Attn: Finance Department 8933 Interchange Drive Houston, TX Finance@hchatexas.org Quotation Content - A completed quotation must contain the following: o Price of service(s). Prices quoted for all goods and/or services shall be fixed for the duration of this contract. Prices shall be all inclusive: No price changes, additions, or subsequent qualifications will be honored during the course of the contract, unless there is a signed amendment to the original contract. Pricing on all transportation, freight, drayage and other charges are to be prepaid by the contractor and included in the quotation. If there are any additional charges of any kind, other than those mentioned above, specified or unspecified, Offeror MUST delineate the service and change at time of the submission of its quotation or forfeit the right to payment for such items. Below, you will find a sample price schedule that should be provided in quotation: Service Rates OCR - Barcode & Automated (Letters) $ xxx Postage - Letters $ xxx OCR - Barcode & Automated (Flats) $ xxx Postage - Flats $ xxx o All responders must complete and submit the following forms with their quotation: Conflict of Interest Questionnaire (CIQ) M/WBE Participation Form Bidder s Proposed M/WBE Participation Form Sample Format for Record Keeping Estimated Project Work Force Breakdown Form of Non-Collusive Affidavit Form Instructions to Offerors for Non-Construction (Form HUD-5369-B) Certifications and Representations of Offerors for Non-Construction Contracts (Form HUD 5369-C) HCHA QSP for Postage & Mailing Services 2

3 General Conditions for Non-Construction Contracts (Form HUD 5370-C) Certification of Payments to Influence Federal Transactions Section 3 Policy Ethics Policy Insurance Certificate o o All permits, licenses and professional credentials necessary to perform services. A list of three (3) current and three (3) former clients. References must be satisfactory and include company s name, address, phone number and point of contact. References should have similar scope, volume and requirements to those outlined in this request. Quotation Period o Quotations are to be firm for ninety (90) days. Quotation Award o o o o It is the intent of Harris County Housing Authority to accept the lowest responsible quotation, provided it has been submitted in accordance with the quotation for small purchases requirements. If a quotation is selected, it will be the most advantageous regarding price, quality of service, the Offeror s qualifications and capabilities to provide the specified service, and other factors which Harris County Housing Authority may consider. Harris County Housing Authority reserves the right to accept or reject any or all quotations. All Offerors will be notified in writing via , fax, or mail of the decision rendered. A Service Agreement will be executed upon Board approval. A Service Agreement will be transmitted electronically, faxed, or mailed and shall be the only authorization used. Payments Payment will be made to the Offeror within thirty (30) days upon receiving an approvable Offeror s monthly invoice. The itemized invoice shall state the date the service was performed and amount. Special services if requested and provided will be billed via a separate itemized invoice and comprise of a detailed description of the service provided and the date it was provided. Harris County Housing Authority shall notify Offeror of any adjustments required to be made to an invoice. Invoices should contain an invoice number, remittance address, itemized products and/or services description and price as quoted and shall be accompanied by acceptable proof of pick-up. Prior to any and all payments made for goods and/or services provided under this contract, the Offeror must provide their Taxpayer Identification Number or social security number, as applicable. This information must be on file with Harris County Housing Authority. Failure to provide this information may result in a delay in payment and/or back-up withholding as required by the Internal Revenue Service. Harris County Housing Authority is exempt from all federal, state and local taxes unless otherwise stated in this document. Harris County Housing Authority claims exemption from all sales and/or use taxes under Texas Tax Code , as amended. Texas Limited Sales Tax Exemption Certificates will be furnished upon written request to Harris County Housing Authority s Purchasing Agent. HCHA QSP for Postage & Mailing Services 3

4 Scope of Services Offeror is responsible for providing assorted mailing services, including pick-up, presort, delivery and other processing services. Offeror should take into consideration the following: o o o o o o o Offeror will provide trays and tubs to office and other postal mailing supplies, for example, certified cards, tags, insured slips, express mailers, and labels. Offeror will be required to deliver mail to the United States Post Office. The amount of mail varies daily. Pick-ups will be scheduled Monday through Friday, except on Harris County holidays and Federal holidays. Federal holidays on which full, regular postal services are closed, but which the County is opened, include President s, Columbus and Veteran s Day. Offeror will have personnel to assure coverage of this schedule. From time to time, there may be an extra or emergency trip, possibly on a holiday but prior arrangements will be made. For daily mail pick-ups, Offeror shall furnish a manifest showing volume of items, date, and time of pick-up. Both Offeror and Harris County Housing Authority representative(s) shall sign a copy of the manifest. All items unreadable should be listed on the manifest in detail and returned the next day to Harris County Housing Authority. A copy of the manifest form to be used by the Offeror should be included with the quotation. Offeror must be able to process and group all mail and apply proper bar-coding to allow Harris County Housing Authority to receive lowest possible first class presort rate or Carrier Route available by law and the United States Postal Service. HCHA QSP for Postage & Mailing Services 4

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