Printing and Mailing Services of Bills and Notices

The purpose of this RFP is to obtain proposals from qualified firms for the purpose of providing services to assist in the processing, printing, and mailing of bills and notices according to the terms and conditions of this solicitation. 

Project Details

• Reference ID: 11201-0-2026/KJO
• Department: City Treasurer's Office
• Department Head: Daun Hester (City Treasurer)

Important Dates

• Questions Due: 2026-06-05T21:00:00.000Z

Evaluation Criteria

• Experience (30 pts) —

  Provide a corporate overview of the firm’s expertise and relevant experiences to deliver the services as described in this RFP including a summary of current operations and ownership.  If Subcontractor(s) are used, identify them and provide their relevant experience in this section.

  Provide the credentials of the key staff members and the contract manager’s portfolio of experience, as well as an organizational chart which describes the division of responsibilities among the members of the staff. Include all applicable resumes, work experiences, technical service training in mailing services and all other services required by this solicitation.  Any general resume format will be accepted but no more than two (2) pages per individual’s resume.  Provide documentation of licensure and insurance.

• Approach/Capacity (40 pts) —

  Detail the proposed approach to provide the requested services and Offeror’s capacity to meet the demands of the City. The Offeror shall address the following items in their proposal:

  • Describe Offeror’s mailing process that ensures security, allows tracking, utilizes technology, and ensures compliance with the timelines specified for mailing of notices.
  • Specify in detail how mail will be handled; what sources, software, and processes will be applied to provide addresses that will result in delivery of all mail with minimal returned mail. 
  • Provide in detail how the Offeror will ensure a backup facility to avoid business interruptions and process to ensure the timely provision of services pursuant to this solicitation if their primary facility sustains a business interruption and cannot meet the City’s timely requirements. 
  • Identify all methods and sources to be utilized to enhance the mail process. Identify the basic sources that will be utilized within the pricing established. If there are other sources that should be considered, those should be clearly identified and alternative pricing provided in the Pricing section below. 
• References (10 pts) —

  Provide a minimum of three (3) client references and the name, title, telephone number, and email of a person to contact for each should be provided. Describe the scope of work provided and specify the approximate value of the contract. References should be related to the scope of work described in this solicitation.

• Pricing (20 pts) —

  Complete and include Attachment H as part of the proposal. If the Offeror believes that additional charge categories should be included, list those line items and explain the benefit of adding them.

Submission Requirements

• VENDOR RESPONSE (required) —

  Please upload your ENTIRE proposal here as one PDF document.

• REDACTED PROPOSAL —

  If you are requesting certain portions of your proposal containing trade secrets or proprietary information to be withheld from release under Virginia Freedom of Information Act (VFOIA), please upload your redacted proposal here as one PDF document AND state the reasons why protection is necessary. If you do not submit a redacted proposal your entire proposal will be available pursuant to VFOIA. Any redactions will be subject to review by the City Attorney’s Office.

  NOTE: Pricing cannot be withheld as trade secret or proprietary information. The entire proposal cannot be designated as trade secret or proprietary information.

• Response Confirmation —

  Each proposer is required to confirm they have included these signed forms as part of your vendor response submitted above.

• Anti-Collusion Statement (required)
• Ethics in Public Contracting (required)
• Non-Discrimination (required)
• Debarment Certification (required)
• Compliance with Federal Immigration Law (required)
• Compliance with State Law – Authorization to Transact Business in the Commonwealth of Virginia (required)
• Equal Opportunity Business Status (required)
• Acknowledgment of Addenda and Q&A (required) —

  Proposer acknowledges that they received and reviewed all Addenda and Questions and Answers

• Pricing Proposal Options (required) —

  Select how you want the bidder to submit their pricing proposals