DOCUMENT

RFI - Mail Inserting Solution for North Dakota DOT 2009

  • YEAR CREATED: 2009
  • ENTITY TYPE: Authority: Transportation
  • TYPE OF DOCUMENT: RFI - Request for Information
The North Dakota Department of Transportation (NDDOT) is seeking a solution to manage the increasing volume of cut-sheet, machine-inserted mail. They currently use a Pitney Bowes 8 Series inserter to insert a combination of cut-sheet and continuous feed documents. The department's goal is to migrate all documents from a line print/continuous format to a laser print/cut-sheet format. They have already migrated approximately 525,000 pieces per year to the cut-sheet format and now want to convert the Motor Vehicle Renewal Notice to a laser print/cut-sheet format, which will increase the cut-sheet insert volume to approximately 1.1 million pieces of mail per year. However, their current method of sheet-feed inserting will not support this increase in volume. The NDDOT is looking for an inserting/printing solution that is compatible with all the documents they process and will allow for increased efficiency within their mailroom operation. They also have a Vehicle Registration Card with a decal that is printed on thermal printers in a continuous format, and they need a solution to insert this document on the inserter. The insert station for this document needs to accommodate material that is not of uniform thickness due to the vehicle decals. The NDDOT is holding a pre-submittal conference to review equipment and forms, discuss the requirements with potential offerors, and allow for questions and explanations. Attendance is recommended but not mandatory. The NDDOT has not defined specific requirements and encourages vendors to provide creative solutions. The objectives of this Request for Information (RFI) are to identify products that will support the needs of the NDDOT, identify vendors that offer potential solutions, learn from other organizations that have implemented similar systems, determine the funding necessary for the project, and assess the vendor's ability to maintain the proposed solution. The current inserter volumes include 336,000/year for Driver's License Abstracts, 96,000/year for Driver's License Renewal Notice, 84,000/year for Vehicle Titles, and 8,000/year for IFTA Quarterly, totaling 524,000/year. The Vehicle Registration Renewal Notice is being converted from continuous to cut-sheet format, with a volume of 630,000/year. The total cut-sheet volume is 1,154,000/year. They also need an inserting solution for the Vehicle Registration/Decal, which is currently continuous feed with no option to convert to cut-sheet, with a volume of 450,000/year. The total annual volume is 1,604,000/year. The NDDOT requests comprehensive written summaries from vendors describing how their solution can satisfy the requirements, along with product literature, warranty information, contact person details, and a list of product references. This is not a bid or proposal, and no standard bid terms and conditions or contractual language are required in the response. The NDDOT reserves the right to request clarification or additional information during the RFI process. The NDDOT intends to use the information obtained from this RFI to develop a comprehensive request for bid or proposal to be issued in January 2010. The estimated cost for the equipment is requested for budgeting purposes. Vendors are also requested to provide estimated pricing for maintenance and warranty options. Inquiries for information should be made to Vanessa Brosten at the NDDOT's Financial Management Division, Procurement Section. Responses to the RFI should be addressed to the NDDOT Procurement Office.
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