SPECIFICATIONS FOR RFP 26-550

DIRECT MAIL PROCESSING SERVICES

SECTION A – STATEMENT OF PUPROSE

Hudson Valley Community College is seeking proposals for direct mail processing services based on the information below.

SECTION B – INTRODUCTION

Founded in 1953, Hudson Valley Community College is the largest community college in upstate New York and offers degree and certificate programs in three schools: Business and Liberal Arts; Health Sciences; and Science, Technology, Engineering and Math (STEM); and also administers the Educational Opportunity Center for academic and career training at no cost to those who qualify. One of 30 community colleges in the SUNY system, Hudson Valley enrolls more than 19,000 students in credit and non-credit courses and is a recognized leader in distance learning and workforce development. The college has more than 90,000 alumni.

Hudson Valley Community College is a 110-acre community college located in Troy, New York. The facilities consist of 24 buildings with an approximate square footage of 1,600,000.

SECTION C – PROJECT OBJECTIVES

The objective of this Request for Proposals (RFP) is to establish a contract with a qualified direct mail services provider capable of producing and distributing a variety of printed mail communications in a timely, accurate, and cost-effective manner. The selected contractor will support the organization's mailing needs by providing reliable printing, mail preparation, addressing, postage optimization, and mailing services while ensuring compliance with United States Postal Service (USPS) regulations. The organization seeks a vendor that can consistently deliver high-quality services, maintain data confidentiality, and provide responsive customer service for mailing projects of varying sizes and complexity.

• Printing letters, postcards, brochures, flyers, newsletters, and other mail pieces.

• Variable data printing and personalization using client-provided mailing lists.

• Address verification, list processing, and National Change of Address (NCOA) updates, as applicable.

• Folding, inserting, tabbing, sealing, and other mail preparation services.

• Envelope printing and addressing.

• Presorting mail to obtain available USPS postal discounts.

• Applying appropriate postage and coordinating mail entry with the United States Postal Service (USPS).

• Managing bulk mailings of varying sizes and frequencies.

• Providing mail tracking, delivery confirmation (when available), and status reporting.

• Maintaining confidentiality and security of all customer data and mailing lists.

• Ensuring compliance with all applicable USPS regulations and mailing standards.

• Providing customer support, project management, and quality assurance throughout each mailing project.

SECTION D - SCOPE OF WORK

2026-2028 Direct Mailings

DIRECT MAIL SERVICES ONLY

1. Admissions: Open House Invitation

Piece: 5.5" x 8.25" trifold invitation

Approximate Mail Date: September 2026, September 2027, Spring 2027, Spring 2028

Quantity: 15,000

List rental: No (This mailing will require NCOA.)

Printing Needed: Printing will be done on campus.

2. Admissions: Search Piece

Piece: 4-panel roll fold, 5.5”x8.5” finished, 21.25”x8.5" flat - ⅛” reduction between panel sizes, 100# dull coated cover stock, Prints 4/4 + flood AQ, Self Mailer (on back panel)

Approximate Mail Date: September 2026, September 2027

Quantity: 13,000

List rental: No (This mailing will require NCOA)

Printing Needed: No

3. Community & Professional Education: Spring, Summer & Fall Credit-Free Bulletins (3 separate mailings)

Piece: 48-or-52-page newsprint booklet w/ coated cover, folded/trimmed to 10.75" x 8.125"

Approximate Mail Date:

Spring – Late December 2026/Early January 2027, Late December 2027/Early January 2028

Summer – April 2027, April 2028

Fall – August 2027, August 2028

Quantity: 77,000

List rental: Yes

Vendor is asked to combine and dedupe our current student list (approx. 5,000 addresses) with a list that they procure of the top USPS carrier routes we draw our students from. The college will provide data on top carrier routes for drawing community education students. Mail vendor purchases addresses in those routes up to the total quantity, starting with the most productive routes.

Printing Needed: Printing will be done through a separate RFP

4. Community & Professional Education: Kids on Campus Summer Camp Bulletin

Piece: 28-page newsprint book w/ coated cover, folded/trimmed to 10.5" x 7"

Approximate Mail Date: March 2027, March 2028

Quantity: 20,000

List rental: Yes

Job requires rental of an address list of residents in selected zip codes based upon demographic parameters (age, children, household income, and education level) and integration with list provided by the college.

Printing Needed: No

5. Foundation: Valley View Alumni Magazine

Piece: 28-page, 8.5" x 11" magazine

Approximate Mail Date: July 2027, July 2028

Quantity: 75,000

List rental: No (This mailing will require NCOA and processing of our current alumni list.)

Printing Needed: No

LIST PURCHASE/RENTAL

Mail List Purchase/Rental

Please also provide the cost/1,000 pieces for list rental for both saturation residential mailings and demographically-profiled mailings.

The jobs listed will need file prep, inkjet printing of addresses, and delivery to an Albany mail facility. Some jobs that integrate a college-provided list with a purchased list will need NCOA processing and to be deduped.

Some jobs also require printing, the cost of which should be broken as well.

Please state total cost of each job separately, as well as total costs for all jobs.

Please state the length of time prices will remain firm.

The specifications for all projects listed are subject to change, requiring a revised cost estimate at the time the project is executed. Projects may be added or deleted or added throughout RFP term.

SECTION E – VENDOR QUALIFICATIONS

Vendor must have at least 3 years’ experience in direct mail processing.

Vendor should provide 3 professional references.

Failure to comply with all requirements listed here will be grounds for rejection of your proposal. The college reserves the right to determine that a vendor has substantially met the proposal requirements and/or to ask for additional information, to interview vendor and/or to visit vendor’s office(s) and disposal sites.

SECTION F – CONTRACTORS RESPONSIBILITIES

Vendor must receive purchase order prior to performing services.

Vendor must receive permission from the college to enter into any agreements with sub-contractors.

SECTION G – EVALUATION CRITERIA

Proposals will be evaluated based on the following criteria:

Price 60% Qualifications and Past Experience 40%

All pricing should be submitted on the provided bid form.

Pricing should be lower or equal to any co-operative and state contract pricing a particular vendor may have.

SECTION H – TERM OF CONTRACT

This RFP runs from September 1, 2026 to August 31, 2027. This may be extended at the discretion of the college for two (2) additional one-year periods.

SECTION I - TERMS & CONDITIONS

HVCC may make such an investigation as it deems necessary to determine the responsibility of any bidder or to determine the ability of any bidder to perform the work. The College reserves the right to disqualify any prospective bidder or reject any bid if evidence required by the College from the bidder is not submitted or if the evidence submitted or investigation of any such bidder fails to satisfy the College that any budder is responsible, able, or qualified to carry out the obligations of the contract or to complete the work as contemplated therein.

The successful vendor must complete and sign the Service and Supply Agreement located in the purchasing website.

Vendor Agrees to have read and complied with all terms and conditions of the specification and bid legal terms

Awarded contractors may not enter into any subcontracts without prior written consent from Hudson Valley Community College.

Evaluations for awards shall be completed within 30 days of bid submission deadline.

SECTION J – SUBMISSION INFORMATION

Questions regarding the RFP must be submitted through the Bonfire portal.

HVCC prefers proposals be submitted using our online application system, Euna Solutions (Bonfire), located at:

https://hvcc.bonfirehub.com no later than the Submission Deadline. Requests for extensions will not be granted; late applications will not be accepted. Vendors are strongly encouraged to submit at least a few days prior to the deadline given the potential for high website traffic on the due date. HVCC cannot guarantee availability of Online Application System technical assistance on the deadline date. For assistance in using Bonfire, please email support@gobonfire.com or call 1-800-354-8010. If email confirmation is not received within two business days, please contact the Purchasing office:

Proposals can also be mailed or hand delivered must be sealed and have the RFP name and number on the envelope:

Tabitha D’Attilio Director of Procurement Address: Hudson Valley Community College Administration Building, Room 240 80 Vandenburgh Ave Troy, NY 12180

SECTION K – CONTACTS

Issuing Office

Communications and Marketing h.beck@hvcc.edu https://hvcc.bonfirehub.com/ mailto:support@gobonfire.com