RFQ_Q&A.docx

RFQ:#86543J19Q00001-Question and Answers

Question 1:

Section 1.4, “Purpose”, states “HUD needs the web-based, IRS-certified mailing services to prepare electronic bulk mailings and regular certified mailings whereby the service electronically prints letters from various data files and letter templates, affixes postage, digitally tracks, and maintains a record of all processed mailings for a minimum of 10 years.”

1a. Does this requirement apply to all mail, or only the certified mail?

1b. Does HUD only expect compliance and tracking information kept, or also copies of all letters?

Gov’t Response 1a: The record of 10 years of processed mailings applies to the Certified Mailings only.

Gov’t Response 1b: The Compliance and tracking information for Certified Mailings and the letters must be kept for 10 years.

Question 2:

Section 5.1, "Electronic Bulk Mailing", states "All equipment used to process letters, as well as all supplies, including paper, industry standard envelopes, printing materials, and postage, shall be provided by the Contractor." Section 5.2, "Optional Task...", states "The Contractor shall coordinate with USPS on required mailing registrations, licenses, and fees to obtain access to HUD's USPS Postal account and be a USPS-approved eCertified mailing and shipping online vendor."

Is the assumption correct that the Electronic Bulk Mailing task requires the use of Contractor postage and permits, and the Optional Task requires the use of HUD postage and permits?

Gov’t Response Q2: Yes, to clarify, the Certified mailings are the only ones that can use HUD permits. Bulk mailings are to be done on the contractors permits and not on HUD’s permits.