Attachment B
STATEMENT OF WORK (SOW) FOR SERVICES
Request for Proposal #8855: Printing Services
1. Representatives:
Subject Matter Expert (LCRA) / Kendall HibdonBusiness Coordinator, Sr.
3700 Lake Austin Blvd.
Austin, TX 78703
512-578-7801
LCRA Agent / Tony Meister
Category Manager II
3700 Lake Austin Blvd.
Austin, TX 78703
512-730-6719
Supplier:
2. Description of Services and Deliverables:
The printing services category will include all general and routine printing services as well as specialty printing orders. LCRA office employees use printing services in their day to day assigned job functions. LCRA estimates that expenditures for printing services will be approximately $230,000.00 per year. This estimate is based on both history of use and projections for future use; however, LCRA does not make any commitment that it will meet the estimated annual expenditure amount.
A) Deliverables
All deliverables associated with this SOW shall be provided as an email attachment to the LCRA SME copying the LCRA Agent. There shall be no additional cost for the generation of deliverables.
Monthly Transactional Report – a detailed monthly report shall be provided in an Excel format 10 business days after the close of each month that includes the following elements:
· User name (who placed order)
· Job #
· Order #
· Date of approval
· Date of project completion
· Description of project
· Amount of project ($)
· Order placement method (phone, web, walk-in)
· Delivery location
· Pre-proof provided (Y/N)
· Original or Revised order
· Comments
B) Services
Order Management – LCRA users will have the ability to place soft file print order requests through Supplier’s web/online system. All orders will be managed on an ad-hoc basis. LCRA users can place orders via any one of the following three methods:
1. Web Orders - online orders submitted through a LCRA branded secure site hosted by Supplier. LCRA will be given a username(s) and password(s) allowing for the processing of project requests directly. They system will include, but not be limited to, options for users to upload their documents, view a PDF preview, submit approval, and enter delivery information.
2. Email Orders: email orders submitted through a common, Supplier provided, email address. LCRA will use this email address to process orders directly. This process will include, but not be limited to, upload user documents, view a PDF preview by return email, submit approval, and enter delivery information.
3. Phone call-in orders – orders may be placed at any Supplier location. This method may be used as a secondary/redundant ordering process. This method may be used by users not trained for web ordering or have immediate/rush orders.
4. Walk-in – LCRA users can walk-in directly to any Supplier location to place an order.
Orders may be classified as one of the following:
1. Stock Orders – envelopes, business cards, letterhead and other stationary items
2. Custom Order/ Uploaded Document Orders – ad hoc print orders
3. Book Assembly/Presentation Document Orders
Project Cost Estimates: Supplier must send project cost estimates to the LCRA Subject Matter Expert (SME) or other designee for printing services. This requirement is for those orders that will be in excess of $500. Supplier must receive approval from the LCRA SME or other designee, or the Agent, prior to proceeding with the project.
Delivery
· All orders will be delivered back to the LCRA user who placed the order or to their requested location via Supplier truck or 3rd party delivery.
· All orders will be delivered to the LCRA user at Supplier’s expense.
Document Management – All document files will be managed as one-off print projects as requested by the LCRA user.
Internal Communications and Training – LCRA will work with the Supplier’s sales and operations teams to market the Supplier’s print program at various LCRA facilities. Marketing material, group trainings, webinars, and other methods will be used to support these activities at no cost to LCRA. Supplier will provide any training documentation necessary to support order placement activities.
3. Other Requirements
Supplier is subject to LCRA’s Confidentiality Agreement as presented in Attachment F.
Key Performance Indicators (KPI) for this SOW includes the following:
Lead Time
a. On-Time Performance - Service
i. All stock orders will be produced within 2 business days. A business day will begin once files are received via one of the three methods indicated in Section 2 above. A business day is Monday – Friday.
ii. All custom orders will be produced between 2.5 hours and 3 business days depending on the job requirements and LCRA user’s schedule. A business day will begin once files are received via one of the three methods indicated in Section 2. A business day is Monday – Friday.
iii. If an order requires same day turnaround, the LCRA user is asked to call the Customer Service Representative (CSR) at Supplier’s physical location to accommodate needs.
iv. The production cycle will begin only after LCRA SME or designee has approved the order, and cost estimate if required.
v. Performance shall be measured against date of approval and completion date against Deliverables as set in Section 2 above.
b. On-Time Performance - Reporting
i. Monthly transactional reports will be delivered by email to the LCRA SME and Agent. Less than a 91% on time report delivery rate will not be considered meeting these KPI’s.
ii. Performance shall be measured against date received by LCRA compared to the timing standard set forth in Section 2.
Availability
A Print Manager or CSR at Supplier’s location will be available Monday – Friday between the hours of 8AM CT to 5PM CT.
Order Accuracy
a. Accuracy Performance
i. Supplier will complete print orders at 98% accuracy or better for pre-proofed orders
ii. Supplier will complete print orders at 95% accuracy or better for orders not pre-proofed.
iii. Performance shall be measured against Deliverables as defined in Section 2.
If KPI’s are not achieved, LCRA may take the following actions:
· Require a Comprehensive Corrective Action request be returned within five (5) business days.
4. Key Persons
Suppliers Key Contact Persons
Name / Address / Telephone No. / Email5. Schedule
Schedules will be determined per project and according to the Service Level Agreements stated in Section 2.
6. Acceptance Criteria
Print orders will be reviewed and accepted on an individual basis.
· If after the pre-proof job is approved and any mistakes found are as a result of a Supplier error, Supplier will be responsible for all associated costs in completing the order.
· If no pre-proof is provided, and an error is found, Supplier will be responsible for all associated costs for amending the error.
7. Delivery Locations:
These locations are current users of printing services and are expected to place orders from the Supplier. LCRA reserves the right to add or delete locations as usage or locations change.
Main Locations / Address / City / State / ZipGeneral Office Complex (GOC) / 3700 Lake Austin Blvd. / Austin / TX / 78703
Dalchau Service Center (DSC) / 3505 Montopolis Dr. / Austin / TX / 78744
Delivery to LCRA’s main locations requires delivery to the desktop of the LCRA employee who placed the order.
Generation Facilities / Address / City / State / Zip
Lost Pines Power Park / 256 Power Plant Road / Bastrop / TX / 78602
Hilbig Gas Storage Facility / 389 Humble Lane / Bastrop / TX / 78602
Ferguson Power Plant / 2001 Ferguson Road / Horseshoe Bay / TX / 78657
Fayette Power Project / 6549 Power Plant Road / La Grange / TX / 78945
Smithville Railcar / 100 SE 2nd Street / Smithville / TX / 78957
Community & Park Facilities / Address / City / State / Zip
McKinney Roughs Nature Park / 1884 State Hwy 71 West / Cedar Creek / TX / 78612
Matagorda Bay Natural Science Center / 6420 FM 2031 / Matagorda / TX / 77457
Water & Wastewater Facilities / Address / City / State / Zip
Buchanan Dam / 815 Buchanan Plant Road / Buchanan Dam / TX / 78609
Starke Dam / 1395 Starcke Dam Road / Marble Falls / TX / 78654
Mansfield Dam / 4400 N. FM 620 N. / Austin / TX / 78732
Inks Dam / 422 Inks Dam Road / Buchanan Dam / TX / 78609
Wirtz Dam / 3138 N. Wirtz Dam Road / Marble Falls / TX / 78654
Eastern Maintenance Facility / 104 E. State Hwy. 71 Bypass / La Grange / TX / 78945
Western Maintenance Facility / 5515 Hwy 281 N. / Marble Falls / TX / 78654
Acceptable Delivery (Window) Times:
· Main Location – Between 8:00a.m. and 5:00p.m. Central Time
· Generation Facilities, Community & Park Facilities, Water & Wastewater Facilities – Between 8:00a.m. and 5:00p.m. Central Time.
8. Payment Schedule:
All orders completed within a given month will be consolidated on one invoice and charged to a LCRA procurement credit card. An invoice receipt will be sent to the person who placed the order, the LCRA SME or designee, along with the monthly Transactional Report.
Pricing for printing services can be found in Attachment C. Prices will remain fixed for the duration of the Contract term.
9. Approval:
The parties hereto have caused this Statement of Work to be executed by their respective duly authorized representatives, and this SOW is effective as of the date of the last signature below. Any changes to this SOW must be made in writing and signed by the Supplier and the LCRA Agent noted above or one appointed by LCRA Supply Management with appropriate delegation of authority.
Supplier Lower Colorado River Authority
By: By:
Printed Name: Printed Name:
Title: Title:
Date: Date:
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