1-RFP26045 Specifications.pdf

Request for Proposal

RFP 26045

ADA COUNTY PRINTING AND MAILING

SERVICES

Ada County Procurement | 200 W. Front St. | Boise, ID 83702

Issued: May 19, 2026

By: Ada County Procurement

200 W. Front St. Boise, ID 83702

Phone: (208) 287-7140 www.adacounty.id.gov/bids

Rod Beck, Commissioner

Ryan Davidson, Commissioner

Thomas Dayley, Commissioner

REQUEST FOR PROPOSAL

Ada County Printing and Mailing Services

The Board of Ada County Commissioners will receive and publicly open, sealed and clearly marked proposals for RFP 26045 Ada County Printing and Mailing Services.

Sealed proposals are to be submitted online to Ada County Procurement at https://adacounty.bonfirehub.com no later than 4:00 p.m. local time, on June 15, 2026. All proposals will be electronically date and time stamped as they are submitted. Proposals cannot be accepted if submitted by hard copy, mail, facsimile, or e-mail. Proposals will be publicly opened and the names of participating vendors read aloud on June 16, 2026, on or about 9:00 a.m. local time in the Board of Ada County Commissioners’ Conference Room, located on the third floor of the Ada County Courthouse and Administration Building, 200 West Front Street, Boise, Idaho 83702. The proposal opening may also be viewed at:

https://www.youtube.com/channel/UCmREyet73vxhBFCffWClEKA. Information and specifications for same may be downloaded free of charge at https://adacounty.bonfirehub.com. The Board of Ada County Commissioners reserves the right to accept or reject any or all proposals.

Auxiliary aids or services for persons with disabilities are available upon request. Please contact Ada County Procurement at (208) 287-7140 to make arrangements.

Rod Beck, Chair

Publish: 5/19/26 & 5/26/26 https://adacounty.bonfirehub.com/ https://www.youtube.com/channel/UCmREyet73vxhBFCffWClEKA i

TABLE OF CONTENTS

LEGAL NOTICE

INTRODUCTION

INTRODUCTION

BACKGROUND

BACKGROUND

INSTRUCTIONS TO PROPOSERS

I RFP GENERAL INSTRUCTIONS

II QUESTIONS AND ADDITIONAL INFORMATION

III PROPOSAL SUBMISSION

IV PREPARATION OF PROPOSAL

V PROPOSAL INFORMATION

VI QUALIFICATIONS OF PROPOSER

VII CONFIDENTIALITY

VIII PROCESS OF REVIEW AND AWARD

PROPOSAL CONTENT & EVALUATION CRITERIA

I PROPOSAL CONTENT

II PROPOSAL EVALUATION CRITERIA AND PROCESS

PROPSAL RESPONSE COVER SHEET

PROPOSAL RESPONSE COVER SHEET

ADDENDA ACKNOWLEDGEMENT

EXHIBIT A

SCOPE OF WORK

EXHIBIT B

AGREEMENT

EXHIBIT C

PROPOSAL SUBMISSION INSTRUCTIONS

CHECK-OFF LIST FOR PROPOSAL SUBMITTAL

RFP 26045 ADA COUNTY PRINTING AND MAILING SERVICES – PAGE 1

REQUEST FOR PROPOSAL

OWNER: Ada County Assessor’s Office

PROJECT: Ada County Printing and Mailing Services

INTRODUCTION

Ada County (“County”) is seeking proposals (“Proposals”) from qualified vendors to provide comprehensive mail distribution and printing services. The purpose of this Request for Proposals (“RFP”) is to establish a contract with a vendor capable of delivering reliable, timely, and cost-effective solutions in support of County operations.

The selected vendor will be responsible for supporting the County’s ongoing communication needs, including the production, processing, and distribution of printed materials and mail for various departments and Elected Offices. Ada County seeks a partner with demonstrated experience, operational capacity, and a commitment to accuracy, security, and customer service.

BACKGROUND

Ada County provides a wide range of public services through its departments and Elected Offices, many of which rely on efficient and dependable mail distribution and printing services to support daily operations and public communication.

The County is seeking a qualified vendor to provide mail pickup and delivery services for the Ada County Courthouse and Administration Building, as well as printing and mailing support for various departments and offices. Mailing services are expected to occur on a regular schedule, Monday through Friday, with additional services required based on departmental needs.

The volume and complexity of work may vary, ranging from routine internal mail distribution to larger, time-sensitive printing and mailing projects. Vendors must be capable of handling fluctuating workloads while maintaining accuracy, confidentiality, and timely delivery.

Additional details regarding the scope of services, service levels, and performance expectations are provided in Exhibit A – Scope of Work.

INSTRUCTIONS TO PROPOSERS

I. RFP GENERAL INSTRUCTIONS

A. Interested parties may obtain RFP 26045 Ada County Printing and Mailing Services Request for Proposal package from Ada County Procurement by downloading an electronic copy free of charge at https://adacounty.bonfirehub.com.

RFP 26045 ADA COUNTY PRINTING AND MAILING SERVICES – PAGE 2

B. Submit sealed proposals online to Ada County Procurement at https://adacounty.bonfirehub.com no later than 4:00 p.m. local time, on June 15, 2026. All proposals will be electronically date and time stamped as they are submitted. Proposals cannot be accepted if submitted by hard copy, mail, facsimile, or e-mail. Proposals will be publicly opened and the names of participating proposers read aloud on June 16, 2026, at or about 9:00 a.m. local time in the Board of Ada County Commissioners’ Conference Room, located on the third floor of the County Courthouse and Administration Building, 200 West Front Street, Boise, Idaho 83702. The Board’s opening of the proposals may also be viewed via livestream at:

https://www.youtube.com/channel/UCmREyet73vxhBFCffWClEKA.

II. QUESTIONS AND ADDITIONAL INFORMATION

A. Neither the County nor any County representative will give verbal answers to any inquiries regarding the meaning of RFP 26045 or provide verbal instructions prior to the submission of proposals. Any verbal statements regarding same by any person, prior to the submission of proposals, shall be unauthoritative.

B. Any explanation of RFP 26045, or requests for exceptions to same, must be requested of Ada County Procurement in writing. If explanations or exceptions to the requirements are deemed necessary, a reply will be made in the form of an addendum, a copy of which will be made available on the Ada County Procurement website at https://adacounty.bonfirehub.com. All questions and requests must be submitted in the Vendor Discussions section of the Bonfire project listing, and received no later than June 1, 2026, at 4:00 p.m. local time. An addendum will be issued on or about June 5, 2026.

C. All addenda issued to proposers, prior to date of receipt of proposals, shall become a part of this RFP 26045, and all proposals are to include the information described in all addenda issued. Each proposal submitted must specifically list all addenda issued.

III. PROPOSAL SUBMISSION

A. Please see Proposal Submission Instructions, Exhibit C, for instructions regarding the electronic submission of proposals. The Proposal Response Cover Sheet must be signed by a company representative authorized to submit a proposal. Note that the Cost Proposal document (BT-35AK) is required to be completed and uploaded to Bonfire for submission of proposal amounts, in addition to the upload of the Proposal Response Cover Sheet in the RFP. A signed Proposal Response Cover Sheet must be uploaded electronically as set forth herein. Failure to do so will render a Proposal non-responsive. Proposers are advised to allow ample time for the transmission of required documents to ensure a timely submission.

B. Submit all required information as outlined in the Proposal Content & Evaluation

Criteria section.

C. Submit sealed proposals online to Ada County Procurement at https://adacounty.bonfirehub.com no later than 4:00 p.m. local time, on June 15, 2026. All https://adacounty.bonfirehub.com/ https://www.youtube.com/channel/UCmREyet73vxhBFCffWClEKA

RFP 26045 ADA COUNTY PRINTING AND MAILING SERVICES – PAGE 3

proposals will be electronically date and time stamped as they are submitted. Proposals cannot be accepted if submitted by hard copy, mail, facsimile, or e-mail. Proposals received after the due date and time will be deemed non-responsive and will not be considered.

D. Proposals received in compliance with RFP 26045 will be publicly opened and the names of participating proposers read aloud on June 16, 2026, at or about 9:00 a.m. local time in the Board of Ada County Commissioners’ Conference Room, located on the third floor of the County Courthouse and Administration Building, 200 West Front Street, Boise, Idaho 83702. The Board’s opening of the proposals may also be viewed via livestream at:

E. Before being uploaded to the Bonfire platform, all proposal forms must be properly completed and signed in ink or contain an electronic signature as defined in Section 28-50-102, Idaho Code. The completed forms shall be without interlineations, alterations, additions, or erasures. If a proposer takes exception to the proposal forms or the contents thereof, those exceptions must be made to Ada County Procurement in writing, in accordance with section II., herein. Proposed amounts shall be entered electronically in Bonfire, stated in numerical figures, and shall take into account all work contemplated in Exhibit A, Scope of Work. Proposers are responsible for ensuring that all figures are accurate.

F. Proposers shall:

1. Carefully examine: Instructions to Proposers, Proposal Forms, Proposal Submission Instructions, Scope of Work, and all attachments and any addenda issued subsequent thereto;

2. Include in the proposed costs all costs and expenses needed to cover each phase of the project contemplated by the RFP 26045 documents; and

3. Provide full responses to all Proposal Content Requirements as detailed below.

G. The proposer awarded the agreement will not be allowed any extra compensation by reason of any matter or thing concerning that which such vendor might have been fully informed prior to submitting a proposal.

IV. PREPARATION OF PROPOSAL

A. Proposers are responsible for reading RFP 26045 and complying with the instructions contained in the RFP. Failure to follow the instructions may result in the proposal being non-responsive.

B. Cost of developing proposal. All costs related to the preparation of the proposal and any related activities are the sole responsibility of the proposer. The County assumes no liability for any costs incurred by proposers throughout the entire submittal/selection process.

RFP 26045 ADA COUNTY PRINTING AND MAILING SERVICES – PAGE 4

V. PROPOSAL INFORMATION

A. Equal Opportunity. The County makes every effort to ensure that all proposers are treated fairly and equally throughout the entire advertisement, review, and selection process. The procedures established herein are designed to give all parties reasonable access to the same information.

B. Insurance Requirements. Proposers should review the required insurance coverage and notice of policy cancellation requirements. Insurance requirements are provided in Exhibit A of the attached agreement. The selected proposer will be required to provide insurance certificates and endorsements meeting all requirements at the time of notification of conditional award.

C. Taxes. Proposers shall include in their proposals all applicable taxes which are levied by federal, state, or municipal governments upon the goods/services, and the successful proposer shall pay all such taxes and must be able to show evidence of such payment.

D. Rejection of proposals. The Board of Ada County Commissioners reserves the right to reject any or all proposals received. Furthermore, the Board shall have the right to waive any informality or technical defect in proposals received, when in the best interest of the County.

E. No proposal shall be accepted from, or agreement awarded to, any person, firm, or corporation that is in arrears to the County upon a debt or agreement or that is in default, as surety or otherwise, upon any obligation to the County.

VI. QUALIFICATIONS OF PROPOSER

A. Proposers shall be responsible for complying with all applicable provisions of the

Idaho Code as it relates to submittals of this project or provision of the services prior to the execution of any agreement with County.

B. Proposers, prior to the execution of any agreement with County, shall be licensed to do business in the State of Idaho. If unsure if your company is licensed in Idaho please refer to the Idaho Secretary of State.

VII. CONFIDENTIALITY

Data contained in the Proposal and all documentation provided therein becomes property of the County and the data becomes public information. If the Proposer wishes to have any confidential or proprietary information withheld from the public, such information must fall within the definition of “trade secret” contained within the Idaho Public Records Act, Idaho Code § 74-101 et seq. All “trade secret” information a Proposer wishes the County to withhold must be clearly marked “Trade Secret,” with each page of such information being clearly marked. Failure to mark such information as “Trade Secret” shall deem such information open to public inspection.

Should Ada County be challenged in court by a third party for a decision to withhold or redact information so identified by Proposer, Proposer agrees, by submitting its Proposal, to indemnify, defend, and hold harmless Ada County for any judgments, attorney fees, and/or court costs associated

RFP 26045 ADA COUNTY PRINTING AND MAILING SERVICES – PAGE 5

with asserting the documents contain “trade secret” information. Proposer agrees and acknowledges that the Proposal Response Cover Sheet and Cost Proposal document (BT-35AK) are disclosable public records. Ada County reserves the right to make an independent discretionary decision whether or not the documents marked as “Trade Secret” qualify as such pursuant to the Idaho Public Records Act. All documents not marked as “Trade Secret” are subject to release in compliance with the Idaho Public Records Act.

VIII. PROCESS OF REVIEW AND AWARD

A. After the proposals are opened, Ada County Procurement will review the proposals for compliance with the RFP 26045 Instructions.

B. All proposals that meet the administrative requirements listed in RFP 26045 will be evaluated by the Evaluation Committee (“Committee”). The Committee will be comprised of representatives from departments or offices within the County. The County may use one or more subject matter experts to assist the Committee in the evaluation process. Following the evaluation process, the Committee will rank the proposals using the established Evaluation Criteria listed in the Proposal Content and Evaluation section of this RFP 26045. A ranked list of proposals and a written recommendation will be made to the Board. Proposers will be supplied with a copy of the recommendation on or about July 1, 2026.

C. Any proposer’s protest of the recommendation must be in writing and received by Ada County Procurement, Procurement@adacounty.id.gov, no later than 4:00 p.m. local time on July 6, 2026.

D. The Board will consider the proposals for potential award on August 18, 2026, at or about 9:00 a.m. local time in in the Board of Ada County Commissioners’ Conference Room, located on the third floor of the Ada County Courthouse and Administration Building, 200 West Front Street, Boise, Idaho 83702. The award meeting may also be viewed via livestream at:

E. The selected Proposer shall be required to enter into a written agreement in the form as shown Exhibit B. Proposers are advised to read the agreement carefully. If proposers have any questions about the required provisions or have requests for exception to provisions in the agreement, those questions and requests must be made in accordance with section II.

herein, or such requests will be deemed waived.

PROPOSAL CONTENT & EVALUATION CRITERIA

Proposals to this RFP 26045 must be organized as outlined below. Proposals not organized as outlined below, not containing the information specified, or not containing sufficient detail or including unnecessary marketing materials, will receive a lower rating when evaluated. The proposal must address the following areas at a minimum:

mailto:Procurement@adacounty.id.gov

RFP 26045 ADA COUNTY PRINTING AND MAILING SERVICES – PAGE 6

I. PROPOSAL CONTENT

A. Proposal Response Cover Sheet. This is to be the first document of the proposal.

It must include the legal name of the proposer, the name of a contact person and title, and contact information. All addenda issued shall be acknowledged by checking the box of the addenda number and inserting the date it was issued. It must be signed by a person authorized to submit a proposal in response to this RFP 26045.

B. Subcontractors. Identify any and all outside vendors to be used by proposer to provide the services identified in the proposal.

C. Letter of Introduction. Please provide a letter of introduction as the second document of the proposal. Briefly introduce your company, provide the location of the office that will be primarily responsible for the work, and identify the contact person in your organization for correspondence with County. Also, include email and telephone numbers for the contact person.

Provide the name of the person legally authorized to sign an agreement for your company.

D. Company History. Provide a brief history of your company. Include the number of offices, location, total number of employees, and type of services that your company performs.

Also provide the number of employees that work in the office that will service this contract, broken down into technical, clerical and other. If applicable, please provide information regarding any arbitration and/or litigation in which your firm is currently involved, as well as the dates and resolution of any reorganization or bankruptcy for which you or your company have filed within the past five (5) years.

E. Unique Qualifications. Please present information concerning your company’s unique qualifications for performing the services required in RFP 26045. Identify staff that is trained or exceptionally knowledgeable in the services required by this RFP.

F. Experience with Comparable Projects. Please provide a summary of your company’s experience in providing the services required in this RFP, in which your company was the prime vendor, within last three (3) years. Detail the locations, types of services performed, and examples or provide links to web-based products (limit the number of examples to between three and five projects). In particular, highlight previous experience with city, county, or other governmental entities.

G. References. Please provide at a minimum three (3) client references (including names, titles, telephone numbers and e-mail addresses) for similar services, as required in this RFP 26045, that your company has provided in the last five (5) years. By providing such references you agree that neither the County, nor the clients referenced, shall have any liability regarding the provision of such references or the County’s use of such references in making selections under this RFP 26045. Please see Section VII regarding the submission of confidential or proprietary information with respect to information provided about references.

H. Key Personnel. Provide a list of key personnel who have specialized experience and expertise relating to the services required in this RFP. List only those that are likely to actually

RFP 26045 ADA COUNTY PRINTING AND MAILING SERVICES – PAGE 7

perform the work described in this RFP. Provide curriculum vitae for each that details their education, experience, and special expertise. Also include the company name and key team members of any subcontractors you anticipate using for this Project.

I. Cost. Please include itemized costs in provided Cost Proposal document (BT-

35AK). Any additional services or setup fees should be itemized and included under the tab for Additional Responses and described within your Proposal. The purchase of such products/services will be indefinite delivery/indefinite quantity (IDIQ). No guarantee can be made concerning the amount which may be required for purchase or the dates they may be ordered. There is a quantity included on some items in the Cost Proposal document; these are for internal calculation purposes only, and Vendors should make no assumption regarding the amount to be purchased as a result of this RFP 26045.

J. Proposed Approach to Project. Please explain your company’s overall approach to performing the services identified in the Scope of Work attached as Exhibit A and the coordination of activities necessary to provide the products/services as required in this RFP 26045.

K. Additional Information. Please provide any other information you believe is applicable to the evaluation of the proposal or your qualifications for providing the proposed services, including any aspects of your services that may distinguish your firm from others.

L. Affirm that your company is willing to enter into an agreement with Ada County.

M. If your company is unable to provide details on any specific item, please state the reason.

II. PROPOSAL EVALUATION CRITERIA AND PROCESS

A. The Evaluation Committee will review all written proposals. The review process may involve requesting clarification of portions of the proposal and/or a request for additional business financial records. From that review process, the Committee will rank the proposals in an order representing the Committee’s evaluation of the proposer’s ability to provide the services required in this RFP, using the established Evaluation Criteria listed below. A list of ranked proposals shall be submitted to the Board for approval and adoption.

B. The Board reserves the right to accept or reject any or all proposals.

C. Evaluation Criteria. The following criteria will be used to evaluate and rank all proposals. Evaluation scoring will be based on a 100-point system as described below.

1. Compliance with the RFP Proposal Requirements. Ten (10) points possible.

2. Approach to the Project. Thirty (30) points possible.

3. Experience in providing the services required, particularly with city and county governmental entities. Twenty (20) points possible.

RFP 26045 ADA COUNTY PRINTING AND MAILING SERVICES – PAGE 8

4. References and the quality of service provided for similar services as required in RFP 26045. Ten (10) points possible.

5. Anticipated Costs for the project. Thirty (30) points possible.

Evaluation Criteria Rating Weight Score 1 Compliance with RFP Requirements 10% 2 2 Approach to Project 30% 6 3 Experience 20% 4 4 References 10% 2 5 Cost 30% 6

(Rating x Weight) = Score (100 total points maximum)

Rating Points:

5.0 – Excellent

4.0 – Good

3.0 – Meets Minimum Expectations

2.0 – Unsatisfactory

1.0 – Poor

0.0 – No Information Provided

D. Presentation and Interview. (Optional and worth 50 points.) If deemed helpful, the Committee may request Proposers to give a presentation of their proposal and answer questions.

The Committee is not required to hold presentations or interviews, but may request presentations and/or interviews of the top ranked proposers from the initial evaluation. Proposers will be ranked on the quality of the presentation and/or interview up to a maximum of 50 additional points. Any points awarded during the presentation and interview phase will be added to the proposer’s existing cumulative points as per the other evaluation criteria described above, increasing the maximum total points to 150.

RFP 26045 ADA COUNTY PRINTING AND MAILING SERVICES – PAGE 9

First Document in Proposal Packet

PROPOSAL RESPONSE COVER SHEET

ADA COUNTY PRINTING AND MAILING SERVICES

Name of Proposer:

Address:

Contact Name:

Email:

Phone number(s):

TO: THE BOARD OF ADA COUNTY COMMISSIONERS

1. Scope of Work. The undersigned, having familiarized itself with the local conditions affecting the cost of the work, and with all criteria included within or referenced by RFP 26045 Ada County Printing and Mailing Services, including the Instructions to Proposers, Proposal Response Cover Sheet, and any addenda and exhibits issued and attached thereto (“RFP 26045”), on file in the office of Ada County Procurement located at 200 W. Front Street, Boise, Idaho 83702, does hereby propose to perform everything required to be performed, and furnish all the labor, materials, equipment, coordination, testing, all necessary tools, expendable equipment, and all utility and transportation services necessary to provide/perform, in a professional manner, the products/services required by RFP 26045, for the amount(s) provided online as part of the Bonfire proposal submittal process.

2. Addenda. Proposer hereby expressly acknowledges receipt of the following addendum (addenda) to the Agreement Documents:

# 1 Dated ____________ # 2 Dated ____________ # 3 Dated ____________

3. Right to Reject Proposals. In submitting this proposal, it is understood that the right is reserved by Ada County to reject any and all proposals, including any and all options.

RFP 26045 ADA COUNTY PRINTING AND MAILING SERVICES – PAGE 10

4. Compliance with Instructions to Proposers. Proposer has read and understands the Instructions to Proposers and agrees that the proposal complies with the Instructions.

5. Certification and Signature. This response to RFP 26045 Ada County Printing and Mailing Services is submitted in accordance with all documents and provisions of RFP 26045. By my signature, I accept and agree to the terms, conditions and requirements contained in this solicitation, including but not limited to, the stated agreement requirements and solicitation instructions. As the undersigned, I certify I am authorized to sign and submit this proposal. I further acknowledge I am responsible for reviewing and acknowledging any addenda that have been issued in connection with RFP 26045.

The selected proposer may be requested to provide appropriate documentation that demonstrates the signatory to any agreement with County has authorization to bind the selected proposer.

Before being uploaded to the Bonfire platform, the proposal form must be properly completed and signed in ink or contain an electronic signature as defined in section 28-50-102, Idaho Code.

Signature Date

Printed Name Title

Email Phone

RFP 26045 ADA COUNTY PRINTING AND MAILING SERVICES – PAGE 11

SUBCONTRACTORS

The Proposer certifies that the following subcontracting businesses will be awarded subcontracts for portions of the project services in the event the Proposer is awarded the Contract.

Proposer may use additional sheets to provide this information, if required.

SUBCONTRACTORS

1. _______________________________ _________________________________

Subcontractor: Address Line 1

Discipline Address Line 2

2. _______________________________ _________________________________

Subcontractor: Address Line 1

3. _______________________________ _________________________________

4. _______________________________ _________________________________

RFP 26045 ADA COUNTY PRINTING AND MAILING SERVICES – EXHIBIT A

EXHIBIT A

SCOPE OF WORK

A. Special Requirements - Qualifications of Presort Service Providers

The Service Provider must meet the following minimum requirements:

1. Be licensed to do business in the State of Idaho and have a current license with the

United States Postal Service to commingle and combine postage rates and letter weights.

2. Have secure “Bulk Mail Center” in Boise for the sole purpose of processing and shipping mail.

3. Comply with all USPS requirements for quality, service, security, and efficiency.

4. For non-barcoded mail, meter additional postage on mail pieces, to bring the postage to normal first class rates.

5. Process mail through a MLOCR (Multi-line Optical Character Reader) or equivalent that provides the County with savings for first-class mail services.

6. Provide data security, HIPPA, HITECH, and Red Flag compliance.

7. Provide background checks and drug testing for its employees, contractors, agents, or anyone in contact with County documents.

8. Provide internal control procedures to affirm accurate counts and mailings.

9. Provide on-site maintenance staff and an inventory of replacement parts to minimize downtimes.

10. Be able to process data from various file formats including, but not limited to csv, xls, xlsx, pdf, etc.

B. Summary Description of the Services to be provided to the Courthouse and Administration

Building

At a minimum, the selected Service Provider shall provide the following services:

1. Provide daily first-class mail and large first-class envelope pick up (Monday – Friday) no earlier than 2:45 p.m. at the Courthouse and Administration Building.

2. Barcode first-class mail for faster service and savings to the County.

3. Provide a County-approved security plan for sensitive mail.

4. Provide intelligent multi-page inserting services for billings and statements.

5. Provide statement imaging and programming services.

6. Provide bulk mail processing services to include list standardization, postage optimization, “Fast-forwarding/NCOAlink” (to update address changes), inkjet or equivalent printing of addresses, tabbing, and sort preparation.

7. Provide for delivery to the U.S. Post Office the same day mail is processed.

8. Maintain a County approved back-up and contingency plan for equipment failure.

9. Store extra envelopes and inventory as requested.

10. Provide separate invoicing to various County Departments and Offices for daily first-class mail service and special bulk mailings.

11. Provide certified mail service as required by the County.

12. Provide daily pickup of miscellaneous non-metered flat size (9x12) mail. Flats are to be weighed and a barcoded postal permit indicia is to be applied. Flats to be commingled with other mail and presented as a single mailing to the post office.

The County is billed at the stamp rate less a discount. A complete billing report is to be furnished with regular monthly invoicing.

13. In the case of an emergency, accept unstamped mail and process it charging the postage to our account.

14. Charge all postage to various County Department and Offices and then deduct from the monthly invoice to show postage expenses for their project or department.

Being that the postage nets to zero on the individual invoice, a separate invoice is to be sent to the Commissioners reflecting the postage that has been deducted from the postage advance account, which is replenished from time to time.

15. Provide daily pickup of miscellaneous metered letter sized mail for bar-coding, commingling and sorting to provide daily postal discounts to the County. First class mail is metered by the County at the USPS discounted presort rate, the service then completes the mailing by adding or refunding additional fees that are subject to the USPS rate structure to provide the County with a net discount from the current first-class stamp rate (1 oz. letter).

16. Provide printing services in Ada County unless an exemption applies. See Idaho

Code §§ 60-102, 60-103.

C. In addition to the services provided to the Courthouse and Administration Building, the Vendor must provide comprehensive data processing, print, mail, and electronic delivery services required by the Ada County Assessor, Treasurer, and Billing Services (applicable to all unless otherwise identified herein):

Services include:

• Data intake and formatting

• Print production and mailing

• Electronic document delivery

• Online job submission and approval portal

• Address management and postal optimization

1. Data Intake & Processing: Provide a program that produces the printed information that appears on the Assessor’s and Treasurer’s documents, and Billing Services documents. This will require re-programming to comply with new laws or Assessor/Treasurer/Billing Services requirements.

Programming and preparation of documents as follows:

a) File Receipt: the vendor must accept multiple input formats including:

i. Data files (e.g., csv, txt, or other structured formats)

ii. PDF files Files will include parcel, ownership, address, valuation, and exemption information.

2. Data Handling Requirements

a) Vendor shall not perform calculations or modify assessment values, tax bills, or billing services data

i. Permitted processing includes:

a. Formatting for print layout

b. Sorting and batching

c. Address standardization

d. Deduplication and householding (for postage optimization)

ii. For PDF inputs:

a. Vendor may adjust formatting strictly for mailing, barcode placement, and postal compliance.

3. Print and Mail Services

a) Core Services: The Vendor must

i. Print all documents

ii. Apply barcodes (including Intelligent Mail Barcode where applicable)

iii. Sort for postal discounts

iv. Combine mail pieces going to the same address when appropriate

v. Fold and insert into County-specified envelopes B. Include #9 Return envelopes with documents specified

vi. Include all required inserts

vii. Meter and prepare mail for USPS delivery

4. USPS Delivery & Accountability: The Vendor must

a) Deliver all mail to USPS

b) Provide full documentation for each mailing, including:

i. Postage statements

ii. Mail piece counts

iii. Postal qualification reports

c) Maintain piece-level accounting to ensure all mail is tracked and reconciled

5. Electronic Delivery & Online Portal

a) Portal Requirements: Vendor must provide a secure online portal with

i. Job submission by document type (sub-portals)

ii. File upload capability

iii. Electronic proof review

iv. Approval workflow

v. Status tracking (submitted, pending approval, in production, mailed)

b) Notifications: Automated email notifications must be sent for

i. Job submission confirmation

ii. Approval requests

iii. Print/mailing completion (with timestamps)

c) Security & Access

i. Role-based user access controls

ii. Audit logs of all activity

iii. Encryption of data in transit and at rest

6. Electronic Assessment Notice and Tax Bill Delivery: Vendor must provide

a) E-statement enrollment functionality

b) Annual updates of enrolled parcels based on ownership data provided by the Assessor/Treasurer

c) Electronic access to assessment notices/tax bills via the portal If assessment notices/tax bills are not accessed within a County-defined timeframe, the Vendor shall:

i. Automatically generate and mail physical copies

7. Volume Estimates: The following are estimated annual volumes

a) Assessment Notices (Annual) (8.5 x 11 State Provided Paper)

(Assessor Only)

i. Primary Roll: ±240,000

ii. Subsequent Roll: ±2,500

iii. Missed Property Roll: ±1,500

b) Corrected Notices (Annual) (8.5 x 11) (Assessor only)

i. Primary Roll: ±1,500

ii. Subsequent Roll: ±100

iii. Missed Property Roll: ±100

c) Personal Property (Annual) (8.5 x 11) (Assessor only)

i. Declarations: ±4,200 (#9 Return Envelopes Included)

a. Businesses: ±4,100

b. Leases: ±100

ii. Reminder Letters: ±500

d) Postcards (Annual) (5 x 7) (Assessor only)

i. Homestead Exemption Removal: ±7,000

ii. Reappraisal Survey: ±40,000

e) Sales Verification Surveys (8.5 x 11) (mailed monthly, annualized counts) (Assessor only) (#9 Return Envelopes Included)

i. Commercial Buyer: ±600

ii. Commercial Seller: ±600

iii. Vacant Land: ±1,200

iv. Residential Improved: ±12,000

v. Farm: ±120

vi. Manufactured Housing: ±600

f) Property Tax Reduction Applications (8.5 x 11) (Annual) (Assessor only) (#9 Return Envelopes Included)

i. ±5,500 Application Letters, includes 4 – 5 inserts

g) Tax Bills (Annual) (Treasurer Only) (8.5 x 14 with perforated coupon)

(#9 Return Envelopes Included for approximately ± 60% of mailing)

i. Primary Roll: ±240,000

ii. Subsequent Roll: ±2,500

iii. Missed Property Roll: ±1,500

h) Tax Reminder, Delinquency Notices, and Tax Deed Letters (Treasurer Only)

i. Reminder Letters (8.5 x 11 with perforated coupon, #9 Return Envelopes Included): ± 55,000

ii. Delinquency Notices (8.5 x 11): ± 6,000

iii. Tax Deed Letters (8.5 x 11): ± 2,000

i) Trash Bills (Billing Services Only) (mailed monthly, quarterly, or annually with annualized counts)

i. Commercial Trash Bills (monthly mailing) (8.5 x 11 with perforated coupon, includes #9 Return Envelopes): ±7,500

ii. Residential Trash Bills (quarterly mailing) (8.5 x 11 with perforated coupon, includes #9 Return Envelopes): ±72,000

iii. Certification/Warning Letters (8.5 x 11): ±3,000

a. Print and mail at least three letters annually to property owners with accounts having past due balances pending certification to the property tax roll. The letters and address files will be generated and transmitted by Billing Services in April, June and October. The third letter (October), is to be mailed certified, return receipt requested with certified mailing firm book provided (or alternate tracking process acceptable for proof of mailing) as agreed between the parties.

iv. Final Notice Letters (8.5 x11): ±700

8. Recurring and Supplemental Mailings: Vendor shall support

a) Ongoing mailings

b) Smaller batch jobs throughout the year

c) Processing of multiple incoming files per job

All services shall follow the same standards defined in Sections 1 and 2.

9. Proofing and Quality Control

a) Vendor must provide electronic sample images (proofs) for each job prior to printing

b) Proofs must be approved by the County before production

c) Vendor must maintain quality control procedures to ensure:

i. Accuracy of printed data

ii. Proper insertion of materials

iii. Correct addressing and sorting

10. Address Management: At no additional cost, Vendor shall

a) Process address lists using a licensed NCOA (National Change of Address) service

b) Update addresses prior to mailing

c) Provide address hygiene and standardization

11. Coordination with Form Providers: Vendor must

a) Coordinate layout, format, and volume requirements with the County’s form and envelope manufacturers

b) Ensure compatibility of print and insertion processes

12. Service Level Agreements (SLAs): Vendor shall meet the following minimum service levels

a) Proof delivery: within 3 business days of file receipt

b) Turnaround time (approval to USPS delivery): must provide delivery to

USPS by statutory deadlines defined in Idaho Code 63-308 (Assessor) Idaho Code 63-902 (Treasurer) and or as specified by the Assessor’s and/or Treasurer’s Office.

c) Portal uptime: minimum 99%

d) Error resolution/reprint: within 3 business days

13. Compliance & Security: Vendor must

a) Protect all confidential and personally identifiable information (PII)

b) Comply with applicable state and federal data protection laws

c) Maintain disaster recovery and business continuity plans

d) Ensure secure handling of all data and printed materials

14. Reporting Requirements: Vendor shall provide reporting including

a) Job-level summaries

b) Mail volume reports

c) Postal savings achieved

d) Exception and error reporting

15. Optional / Value-Added Services: Vendors may propose

a) Enhanced tracking (e.g., mail tracking dashboards)

b) Data analytics or reporting tools

c) Additional automation features

RFP 26045 ADA COUNTY PRINTING AND MAILING SERVICES– EXHIBIT B

EXHIBIT B

AGREEMENT

AGREEMENT NO. ________

AGREEMENT BETWEEN ADA COUNTY AND _____________TO PROVIDE

PRINTING AND MAILING SERVICES

THIS PERSONAL SERVICE AGREEMENT (“Agreement”) is entered into effective the ________ day of ______, 2026 (“Effective Date”), by and between Ada County, a duly formed and existing county pursuant to the laws and Constitution of the State of Idaho (“County”), and

______________ (“Contractor”). County and Contractor may be collectively referred to herein as the “Parties” and individually, as a “Party.”

In consideration of the mutual promises and covenants contained herein and other good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, the

Parties agree as follows:

I. PURPOSE AND SCOPE

County and Contractor desire to enter into an agreement for Contractor to provide printing and mailing services to various County departments and locations, as further described in RFP

26045, which is attached hereto as Exhibit B and incorporated herein by reference.

II. TERM AND TERMINATION

A. This Agreement will become effective on the Effective Date and shall remain in effect until September 30, 2027, unless otherwise terminated under the terms of this Agreement.

The County may, solely at its option, and when and if it duly budgets and appropriates funds from revenues legally available to it for the ensuing fiscal year, renew this Agreement for completion of uncompleted phases. Each Renewal Term shall commence on October 1 of the fiscal year following adoption of the County budget and shall terminate on September 30 of the following calendar year.

B. County may terminate this Agreement upon thirty (30) days’ notice to Contractor.

III. CONTRACTOR’S OBLIGATIONS

A. Deliverables. Meet the timeframes and document deliverables at the cost outlined in Contractor’s Proposal, which is attached hereto as Exhibit C and incorporated herein by reference.

B. Insurance. Provide insurance coverage as described in Exhibit A of this

Agreement. Certificates of Insurance evidencing the coverages required herein shall be provided to County prior to the start dates of the Agreement. All certificates must be signed by an authorized representative of the Contractor’s insurance carrier and must state that the issuing company, its agents, or representatives will provide County thirty (30) days written notice prior to any policies being canceled. Renewal certificates must be provided to County within thirty (30) days after the effective date of the renewal.

C. Ownership of Information. Contractor understands and agrees that all electronic data, documents, and information remain the property of the County. Should this Agreement terminate, or at any time the County requests the electronic data, documents and information be returned, Contractor agrees to return all County data, documents and information to the County within thirty (30) days of termination or the date requesting return. In no event shall Contractor maintain copies of County data, documents and information that are returned to County.

D. Nondisclosure of Information. Contractor acknowledges that much, if not all, of the material and information which has or will come into Contractor’s possession or knowledge in connection with the performance of this Agreement, consists of confidential and proprietary information or “Confidential Information.” Contractor agrees to hold such Confidential

Information in strictest confidence and agree not to release such information to any individual or entity.

Contractor further agrees not to make use of Confidential Information for Contractor’s own benefit or for the benefit of any third parties, other than for the performance of this Agreement, and not to release or disclose it to any other party either during the term or after the termination of this Agreement. Contractor is solely responsible for maintaining the security of such Confidential

Information and for complying with all federal, state, and local laws, regulations, or other requirements governing the privacy and non-disclosure of such information.

The foregoing obligations shall not apply to any information which: a) is or becomes known publicly through no fault of the receiving party; or b) is learned by the receiving party from a third party entitled to disclose it; or c) is already known to the receiving party before receipt from the disclosing party as shown by the receiving party’s written records; or d) is independently developed by the receiving party, as shown by the receiving party’s written records; or e) must be disclosed by operation of law.

E. Indemnification. Contractor agrees to indemnify, defend, and hold harmless

County and its employees and agents from any claims, losses, costs, and expenses, including, but not limited to, attorney’s fees, arising out of any errors, omissions, intentional torts, or other negligence on the part of Contractor or its employees and agents.

F. Certifications.

1. Anti-Boycott of Israel. Pursuant to Idaho Code section 67-2346, if this

Agreement is one hundred thousand dollars ($100,000) or more and/or Contractor employs ten

(10) or more persons, Contractor certifies that it is not currently engaged in, and will not for the duration of the Agreement engage in, a boycott of goods or services from Israel or territories under its control.

2. Government of China. Pursuant to Idaho Code § 67-2359, Contractor certifies that it is not currently owned or operated by the government of China and will not, for the duration of this Agreement, be owned or operated by the government of China.

3. Anti-Boycott of Certain Sectors. Pursuant to Idaho Code § 67-

2347A, if this Agreement is one hundred thousand dollars ($100,000) or more and if

Contractor employs ten (10) or more persons full-time, Contractor certifies that it is not currently engaged in and will not, for the duration of this Agreement engage in, a boycott of any individual or company because that individual or company: (1) engages in or supports the exploration, production, utilization, transportation, sale, or manufacture of fossil fuel-based energy, timber, minerals, hydroelectric power, nuclear energy, or agriculture; or (2) engages in or supports the manufacture, distribution, sale, or use of firearms.

IV. DUTIES OF COUNTY

A. Payment.

1. As consideration for the services to be performed under this Agreement, County agrees to pay Contractor at the rates established in Contractor’s Proposal, attached hereto as

Exhibit C.

2. Payment for the Contractor services shall be made by the County on the next payment cycle after all necessary documents have been presented to the County.

V. MUTUAL OBLIGATIONS

A. Public Records Act/Open Meetings Act. The Parties herein understand and acknowledge that this Agreement and its attachments are subject to the Idaho Public Records

Act (I.C. §§ 74-101, et seq.), the Idaho Open Meetings Act (I.C. §§ 74-201, et. seq.), and other applicable federal and state laws, and may be a public record.

B. Independent Contractors. Nothing in this Agreement shall be construed to create an employment, agency, joint venture, or partnership relationship between the Parties. The relationship between County and Contractor is and shall remain that of independent Parties to a contractual relationship as set forth in this Agreement. No Party is authorized or permitted to act as an agent or employee of the other Party.

C. Entire Agreement. This Agreement and Recitals constitute the entire agreement between the Parties, and supersede all other agreements and understandings, written and oral, between the Parties with respect to the subject matter hereof.

D. Governing Law; Venue. This Agreement shall be governed by the laws (without regard to conflicts of laws) of the State of Idaho. In the event any legal proceeding is instituted between the Parties arising out of this Agreement, such legal proceeding shall be instituted in the courts of the County of Ada, State of Idaho, and each of the Parties agrees to submit to the jurisdiction of such courts.

E. Severability. If one or more of the provisions contained in this Agreement shall, for any reason, be determined by a court of competent jurisdiction to be invalid, illegal, unconscionable, or unenforceable, such provision(s) shall be severed from the Agreement and the remainder of the Agreement shall be given effect by the Parties as if such provision(s) never had been part of the Agreement.

F. Assignment. Neither Party may assign its rights or obligations hereunder without the written consent of the other Party.

G. Modification. The Parties hereto may at any time hereafter modify or amend this

Agreement by a subsequent written agreement executed by County and Contractor. This

Agreement may not, however, be modified or amended orally or by any act of the Parties.

H. Waiver. No covenant, term or condition, or the breach thereof, shall be deemed waived, except by written consent of the Party against whom the waiver is claimed. Any waiver of the breach of any covenant, term or condition of this Agreement shall not be deemed to be a waiver of any other covenant, term, or condition herein.

I. Section Headings. The section headings contained in this Agreement are for reference purposes only and shall not affect the meaning or interpretation of this Agreement.

J. No Third Party Beneficiaries. It is the intention of the Parties that no individual or entity be construed or considered to be an intended or implied third-party beneficiary under this

Agreement.

K. Authority. Each individual executing this Agreement on behalf of an entity represents and warrants that he or she is duly authorized to execute and deliver this Agreement on behalf of said entity in accordance with duly adopted organizational documents or agreements and, if appropriate, a resolution of the entity, and that this Agreement is binding upon said entity in accordance with its terms.

L. Attorney Fees. In the event a controversy, claim, or action arises between the

Parties to this Agreement regarding the enforcement of its terms and conditions, or the breach of any of its provisions, the prevailing Party shall be entitled to recover from the other Party all costs and expenses incurred by the prevailing Party, including reasonable attorney’s fees, regardless of whether such controversy, claim, or action is prosecuted to judgment or appealed.

M. Notice. Any notice under this Agreement shall be in writing and be delivered in person, by public or private courier services (including U.S. Postal Service Express Mail), or by certified mail with return receipt requested. All notices shall be addressed to the Parties at the following addresses or at such other addresses as the Parties may from time to time direct in writing:

County: Attn:

Ada County Assessor’s Office

190 E. Front Street, #107 Boise, Idaho 83702

Contractor: Attn:

Any notice shall be deemed to have been given on the earlier of: (a) actual delivery or refusal to accept delivery; or (b) the date of mailing by certified mail. Actual notice, however and from whomever received, shall always be effective.

N. Termination. Either Party, upon thirty (30) days written notice, may terminate this

Agreement, with or without cause. In addition, this Agreement may be terminated by either Party in the event of a breach of a material term of this Agreement.