C260546_IFB_Exhibit_A,_SOW.pdf
PDF 111 KB Posted
- Attached to
- Invitation for Bids (IFB) Mail House Services
- Solicitation number
- 260546
- Issued by
- Orange County, California
About this file
This is a Scope of Work document for an Invitation for Bids (IFB) issued by the Orange County Transportation Authority (OCTA) for mail house services supporting a multilingual postcard campaign. The contractor will be responsible for providing mailing lists, printing, mail preparation, postage, distribution, and reporting services for bilingual postcards in Spanish-English, Vietnamese-English, Korean-English, and Chinese-English language pairings. OCTA anticipates a minimum of six postcard mailings during the contract year, with individual mailings ranging from approximately 65,000 to 100,000 pieces. The contractor must provide targeted mailing lists segmented by language and geographic location, including access to at least 75,000 Spanish-speaking households, 29,000 Vietnamese-speaking households, and 15,000 Korean- and Chinese-speaking households throughout Orange County. Postcards will be designed by OCTA and printed double-sided, full-color on 100-pound matte-finish stock at 8.5 inches by 5.5 inches. The contractor must conduct quality-control checks, sort and bundle materials in accordance with USPS regulations, handle addressing and labeling, calculate and apply postage, coordinate USPS delivery, and provide comprehensive tracking and reporting following each mailing.
The contract term is one year with a total budget of $427,000. The contractor must demonstrate experience providing large-volume direct mail services, including printing, targeted mailing-list acquisition, mail preparation, and USPS coordination, with multilingual direct-mail campaign experience preferred. The contractor must possess adequate resources and infrastructure to efficiently handle large-scale printing and mailing processes. Cost-effectiveness in postage classification is required while meeting OCTA's delivery schedule. The contractor will be responsible for implementing mailing-list hygiene and address-validation practices to minimize undeliverable mail and must provide documentation confirming USPS acceptance and reporting on mailing dates, quantities, languages, geographic distribution, postage costs, and information regarding returned or undeliverable mail for each campaign.
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Text version
IFB 260546
EXHIBIT A
SCOPE OF WORK
Mail House Services Multilingual Postcard Campaign
Background
The Orange County Transportation Authority (OCTA) conducts multilingual outreach to provide transportation information and encourage community awareness and participation throughout Orange County. As part of this effort, OCTA plans to distribute bilingual postcards in Spanish-English, Vietnamese-English, Korean-English and Chinese-English.
OCTA will develop and provide final postcard artwork. The awarded Contractor shall provide mailing lists, printing, mail preparation, postage, distribution and reporting services as described in this Scope of Work.
Campaign Objectives
• Reach multicultural and multilingual communities throughout Orange County, particularly communities that speak emerging languages beyond Spanish and Vietnamese.
• Increase awareness of OCTA services and initiatives among hard-to-reach communities and strengthen OCTA’s connection with residents.
• Provide clear and accessible information about OCTA’s transportation services, programs, and initiatives through multilingual postcards.
Anticipated Level of Effort
OCTA anticipates a minimum of six (6) postcard mailings during the contract year.
Individual mailings are anticipated to range from approximately 65,000 to 100,000 pieces and may be produced in one (1) or more of the identified language pairings. Actual quantities, languages, geographic distribution, and number of mailings will be determined by OCTA based on campaign needs.
Scope of Services & Specifications
The awarded Contractor shall provide mail house services for the multilingual postcard campaign. OCTA will design the postcards. Mail house fulfillment services shall include, but are not limited to:
• Targeted Mailing Lists: Contractor shall provide or obtain mailing lists capable of supporting targeted distribution to Spanish-, Vietnamese-, Korean- and Chinese-speaking households within Orange County. Mailing lists shall be segmented by language and geographic location and shall be maintained and updated using commercially reasonable practices to minimize inaccurate, duplicate and undeliverable addresses.
o Mailing lists shall include access to at least 75,000 Spanish-speaking households, 29,000 Vietnamese-speaking households and 15,000 Korean-and Chinese-speaking households.
• Printing and Production: Print double-sided, full-color, bilingual postcards in the language pairing specified by OCTA for each mailing.
o Postcards are anticipated to measure 8.5 inches by 5.5 inches and be printed on 100-pound matte-finish stock.
• Quality Control: Conduct quality-control checks for print quality, content placement, addressing, and mailing preparation. Provide an electronic or hard-copy proof, as directed by OCTA, for OCTA review and approval prior to full production. Contractor shall not proceed with production until approval is received from OCTA.
• Sorting and Bundling: Sort and bundle postcards in accordance with postal regulations for efficient mailing.
• Addressing and Labeling: Accurately address and label postcards using recipient data.
• Postage: Calculate postage, obtain and apply required postage, prepare mailings in accordance with applicable United States Postal Service (USPS) requirements, and coordinate delivery to USPS. Contractor shall use the most cost-effective postage classification available that meets OCTA's required delivery schedule.
• Dispatch Coordination: Contractor shall deliver completed mailings to USPS within the schedule approved by OCTA and shall provide documentation confirming USPS acceptance. Contractor shall use mailing-list hygiene and address-validation practices intended to minimize undeliverable mail.
• Tracking and Reporting: Following each mailing, Contractor shall provide OCTA with a mailing report identifying, at minimum, the mailing date, quantity mailed, language, geographic distribution, postage class and cost, USPS acceptance documentation, and available information regarding returned or undeliverable mail.
• Project Management: Contractor shall coordinate with OCTA on the schedule for each mailing and provide a production schedule identifying artwork/proof approval, printing, mail preparation and USPS delivery dates. Contractor shall also identify any issue that could affect the approved mailing schedule as soon as it becomes known.
Requirements
• Experience: Contractor shall have demonstrated experience providing large-volume direct mail services, including printing, targeted mailing-list acquisition, mail preparation and USPS coordination. Experience supporting multilingual direct-mail campaigns is preferred.
• Resources: Adequate resources and infrastructure to efficiently handle large-scale printing and mailing processes.
| Campaign Objectives |
| Anticipated Level of Effort |
| Scope of Services & Specifications |
| Requirements |
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