Citywide_Printing_and_Mailing_Services.pdf

REQUEST FOR PROPOSAL

26-032

CITYWIDE PRINTING AND MAILING SERVICES

City of Beaverton

12725 SW Millikan Way

Beaverton, OR 97005-1678

RELEASE DATE: July 1, 2026

DEADLINE FOR QUESTIONS: July 13, 2026

RESPONSE DEADLINE: July 29, 2026, 5:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/beavertonoregon https://secure.procurenow.com/portal/%7bproject.government.code%7d

City of Beaverton

REQUEST FOR PROPOSAL

Citywide Printing and Mailing Services

I. Introduction and Background II. Scope of Work

III. Proposal Content and Format IV. Proposer's Special Instructions V. Proposal Submittals

VI. Proposal Evaluation & Contract Award VII. Beaverton Equity Procurement Program Information

Attachments:

A - Sample Contract

B - Citywide Printing & Mailing RFP Cost Schedule

Request For Proposal #26-032 Title: Citywide Printing and Mailing Services

1. 1. ............................................... Introduction and Background

1.1. 1.1. ............................................................................................. Summary

The City of Beaverton regularly prepares citywide mailings (newsletters, flyers and postcards) that are distributed to all Beaverton households and businesses. City staff prepare the design and layout of the documents and provide a digital version to the printer for printing and mail distribution. The selected proposer will be responsible for the pre-press production, printing, carrier route mail preparation, and delivery to the U.S. Postal Service of the citywide mailings.

Typically, there are 6-8 citywide mailings annually, including a quarterly 16-page city newsletter with an insert. Additional projects may include postcards, folded mailers, and Voters' Pamphlet booklets.

1.2. 1.2. ............................................................................ Contact Information

Vanessa MacLeod

Program Coordinator

12725 SW Millikan Way

Beaverton, OR 97005-1678

Email: vmacleod@beavertonoregon.gov

Phone: (503) 350-4007

Department:

Reprographics

Department Head:

Dan Weinheimer

Assistant City Manager

1.3. 1.3. ............................................................................................... Timeline

The City reserves the right to modify this schedule at the City’s discretion. Proper notification of changes will be made to all interested parties.

Advertisement and Release of Proposals July 1, 2026

Deadline for RFP Protests or Requests for

Changes

July 13, 2026, 5:00pm

Deadline for Submission of Proposals July 29, 2026, 5:00pm

Commencement of Services August 17, 2026 mailto:vmacleod@beavertonoregon.gov tel:(503)350-4007

2. 2. ...................................................................... Scope of Work

2.1. 2.1. ................................................................................. Schedule of Work

The City expects the Proposer selected for award of contract to start work as soon as a contract is signed.

The City anticipates all work will be completed on or before August 17, 2027.

2.2. 2.2. ..................................................................................... Scope of Work

The City of Beaverton is seeking proposals from qualified consultants to provide the following:

A. Projects: Print and Mail services for the citywide newsletter and other mailings, including the quarterly city newsletter with an insert, postcards, folded flyers, and Voters' Pamphlets

(typically 6-8 projects annually)

B. Quantity: approximately 66,000 copies per mailing, plus 200-1,000 additional copies as requested

C. Submission: the city will submit high resolution, print-ready PDF files

D. Proof: processed PDF proofs

E. Production Timeline: Printing, mail preparation, and delivery to the appropriate post offices shall be completed within 8-10 business days upon final proof approval

F. Mail Preparation & Delivery: Prepare mailings for carrier route delivery to the proper locations.

o Approximately 66,000 are bundled and labeled by carrier route, and delivered to the appropriate USPS locations.

o Additional copies (ranging from 250-1,500) will be delivered unaddressed to Beaverton City

Hall (12725 SW Millikan Way, Beaverton, Oregon) o Mailings will use the simplified address format “Postal Customer,” the USPS carrier route coding “ECRWSS,” and the City of Beaverton’s postal permit account.

2.3. 2.3. .................................................................... Quarterly City Newsletter

Frequency: quarterly, mailed at the end of the following months: December, March, June, August

Size: 8.375” x 10.875", 16 double-sided pages

Paper: Bright white, 60# gloss book (please specify)

Recycled Content: A minimum of 30% recycled content preferred (please specify)

Color: four-color/CMYK

Binding: Saddle stitch or glue (please specify which one)

Bleeds: Yes

Inserts: There is often an additional piece to be inserted in the newsletter

Insert 1 Size: 7.75” x 10”, double-sided

Insert 1 Paper: 100# uncoated text

Insert 1 Recycled Content: A minimum of 30% recycled content preferred (please specify)

Insert 1 Color: four-color/CMYK

Bleeds: Yes

Insert 2 Size: 15.5" x 10”, half-fold, double-sided

Insert 2 Paper: 100# uncoated text

Insert 2 Recycled Content: A minimum of 30% recycled content preferred (please specify)

Insert 2 Color: four-color/CMYK

Bleeds: Yes

2.4. 2.4. ............................................................................................. Postcards

Frequency: 1-2 times per year

Size A: 11" x 6", double-sided

Size B: 8.5" x 5.5", double-sided

Size C: 6" x 4.25"; double-sided

Paper: 80# cover that meets USPS mailing standards (please specify)

Recycled Content: A minimum of 30% recycled content preferred (please specify)

Color: four-color/CMYK

Bleeds: Yes

2.5. 2.5. ........................................................................................ Folded Flyers

Frequency: 1 per year

Size A: single sheet of 11" x 17", folded to 8.5" x 5.5" quarter panels, double-sided

Size B: two sheets of 11" x 17", folded to 8.5" x 5.5" quarter panels, double-sided

Paper: text weight that meets USPS mailing standards (please specify)

Recycled Content: A minimum of 30% recycled content preferred (please specify)

Color: four-color/CMYK

Bleeds: Yes

2.6. 2.6. .................................................................. Voters' Pamphlet (booklet)

Frequency: 1-2 times per election year if necessary

Size: 8.375” x 10.875" booklet, double-sided, number of pages vary

Pages: Depending on the year, may be 8, 12, 16, or 20

Paper: newsprint preferred; if unavailable, please specify equivalent alternative

Color: black and white

Binding: Saddle stitch or glue (please specify)

Bleeds: No

2.7. 2.7. ...................................................................................Additional Items

Please detail costs for any additional services related to the projects outlined in this scope of work (e.g., inserting fee, delivery fee).

3. 3. ............................................... Proposal Content and Format

Proposals must address all submission requirements set forth in this RFP, and must describe how the services will be provided. Page limits are noted, when relevant, and assume 81/2 x 11 – inch paper and single-spaced lines. Unless otherwise specified, no particular form is required. In order to be considered for selection and possible contract, the proposal must be complete and include the following. Joint proposals will not be accepted. Proposals that merely offer to provide services as stated in this RFP will be considered non-responsive.

3.1. 3.1. ............................ Proposal Format and Administrative Requirements

Proposals must address all submission requirements and must describe how the services will be provided. Unless otherwise specified, no particular form is required.

3.2. 3.2. ................................................................... Substantive Requirements

Proposal Content

With the Scope of Work in mind, submit statements of project approach and understanding that include the following:

A. Knowledge, Experience & Qualifications of Project Team Members and Firm o Background of the Firm - a comprehensive history of your firm and its experience in printing and mailing services. Under this heading, include the following information:

▪ Total number of years the firm has been in business, the general scope of services the firm provides, the current number of employees, and current principal areas of expertise.

▪ A narrative description of the firm’s organization and its relationship to any larger business entity. Include an organizational chart depicting the information provided.

▪ A description of similar work performed involving the items called out in the Scope of

Work.

▪ A summary of the firm’s management and organizational capabilities, particularly regarding organizational resources to deliver complex projects on short notice and/or a hard deadline.

o Key Personnel - Identify by name and title, the key staff members who will be assigned to work with the city, if the city awards the Proposer the contract contemplated by the RFP.

Key staff members are those people who provide substantive work for the city. The description would likely include information about the key staff person’s work history, range of duties, project management history, key responsibilities on previous projects and any professional designations, licenses or certifications.

o Sub-consultant Qualifications - A statement whether you intend to use sub-consultants to fulfill any part of the tasks described under the scope of work. To the extent you intend to use sub-consultants to fulfill any of the required tasks, include the following information:

▪ A list of each subcontractor and the tasks the subcontractor will perform.

▪ A description of each subcontractor’s key personnel and the proposed roles and responsibilities each of the subcontractor’s key personnel has on this project.

B. Production Timeline, Printing and Mail Preparation Experience and Qualifications - A description of the expertise and recent experience you have in the areas described under the

Scope of Work section of this RFP. Briefly describe other contracts executed by the Proposer that demonstrate relevant experience to include:

o A description of your experience in:

▪ Production Timeline: Proposers should include a statement or documentation that state they can meet proof, printing and distribution schedules as outlined in Section 2 (Scope of Work). Proposer should provide description of any alternative timelines or exceptions to the timeline(s) stated in the Scope of Work.

▪ Printing Experience: Briefly describe and/or provide samples of other contracts executed by the Proposer that demonstrate relevant printing experience and an ability to produce a consistent, high quality product for all print productions over the term of the contract.

▪ Mail Preparation Experience: The proposer must have knowledge and experience in preparing carrier route saturation mailings meeting USPS standards. The city will provide a list of zip code carrier routes (approximately quarterly) to which the mailings are to be distributed. The proposer shall demonstrate knowledge of USPS procedures and practices for this type of mail.

▪ References: A list of at least three (3) current references for most relevant completed contracts that directly relate to the scope of services. Reference list should state reference’s company name, address, contact name and title, phone number, email address, and description of the service provided to the reference.

C. Contract Price - Submit the cost proposal for the services described under “Scope of Work” on the “Cost Schedule” form included in this RFP.

3.3. 3.3. ................................................................................ Evaluation Critera

A selection committee of city staff with relevant expertise in the subject matter of this solicitation will review submitted proposals. Committee members will evaluate proposals to determine which one best meets the needs of the city. Evaluation will be based on the following described criteria. Award will be made to the highest ranked Proposer.

Each selection committee member will use the evaluation factors listed in the table below to evaluate submitted proposals. Each evaluation factor is given a weight, reflecting its importance in the city’s selection process. The table below shows the evaluation factors and weighting factors relevant to this solicitation.

Evaluation Factor Weighting Factor

1. Knowledge, Experience & Qualifications of

Project Team Members and Firm

2.Production Timeline, Printing and Mail

Preparation Experience and Qualifications

4. Contract Price 7

Quality of Response Points

Excellent 9-10

Good 7-8

Average 4-6

Poor 1-3

No Response 0

The proposal’s score is the product of the weighting factor and the points each evaluator assigns based on their judgment of the quality of the response. The evaluators’ scores are then totaled.

Evaluation Factor Weighting

Factor

Maximum

Points

1. Knowledge, Experience & Qualifications of Project Team Members and Firm

1 10

2. Production Timeline, Printing and Mail Preparation Experience and

Qualifications

2 20

3. Contract Price 7 70

Maximum Total Points 100

4. 4. ............................................. Proposer's Special Instructions

4.1. 4.1. ............................................................................... Proposal Submittal

Submissions in response to the RFP shall be submitted electronically through the City's Portal:

https://procurement.opengov.com/portal/beavertonoregon . Proposals are to be submitted

Wednesday, July 29, 2026, no later than 5:00 pm.

4.2. 4.2. .......................................................................... Procurement Method

The City is conducting this Informal Solicitation pursuant to pursuant to Beaverton Purchasing Code

Section 47-0290. The City seeks proposals that will enable the City to determine which service provider and solution will best meet the City’s needs. The City expects this Informal Solicitation will result in a single contract with a single vendor for the preferred solution.

4.3. 4.3. ................................................................ Questions and Clarifications

All questions regarding this project proposal shall be submitted through the portal.

4.4. 4.4. ................................................ Business License/Taxpayer ID Number

A Proposer awarded a contract shall obtain a City business license as required by Beaverton Code

Section 7.01 prior to beginning work under this contract and must pay all fees due under the Business

License Law during the term of the contract.

A Proposer awarded a contract shall complete an IRS Form W-9 for the City and provide the City with either the Proposer’s Social Security Number or federal taxpayer ID number. This number is requested pursuant to BPC 47-0770 of the Beaverton Purchasing Code. Social Security numbers provided pursuant to this requirement will be used for the administration of state, federal, and local tax laws.

4.5. 4.5. ............................ Contract Administrator and Single Point of Contact

The Contract Administrator will be Vanessa MacLeod, who can be reached by telephone at (503) 350-

4007 or by e-mail at mphillips@beavertonoregon.gov.

4.6. 4.6. ...................................................................... Insurance Requirements

Contractor will be expected to meet the insurance requirements of the city when entering a contract, and a sample contract will be provided.

4.7. 4.7. ............................................................................. Multi-Year Contract

At the conclusion of the first contract term, the contract may be renewed under similar terms for up to four (4) additional one-year terms at the option of the City.

4.8. 4.8. ............................................................................... Nondiscrimination

The consultant agrees that, in performing the work called for by this proposal, the consultant shall comply with all federal, state, and local civil rights and rehabilitation laws prohibiting discrimination because of race, sex, national origin, religion, age or disability, and shall comply with all applicable provisions of ORS 279C.500 through 279C.565.

https://procurement.opengov.com/portal/beavertonoregon

5. 5. .............................................................. Proposal Submittals

Substantive Requirements

The following information is requested to allow the City to evaluate the Proposer's responsibility and responsiveness to perform work described under the “Scope of Work” heading. If a contract is awarded, City shall award the contract to the responsible Proposer whose proposal it determines in writing to be the most advantageous to the City based on the evaluation process and evaluation factors described in

Section 5 of this RFP, any applicable preferences described in ORS 279A.120 and 279A.125 and, when applicable, the outcome of any negotiations authorized by the RFP. Other factors may not be used in the evaluation.

5.1. 1. ................................................................................................ Proposal* Please refer to the Scope of Work & Proposal Content and Format.

*Response required

5.2. 2. ....................................................... Authorized Signatory Name & Title* *Response required

5.3. 3. ... Is your firm currently certified by the State of Oregon COBID office?* ☐ Yes

☐ No

*Response required

5.4. 4.If yes, what Certifications do you hold and provide certification number.

5.5. 5. .................................... ATTESTATION of COMPLIANCE with TAX LAWS* By confirming, the authorized signatory, hereby attest that:

A. I am an authorized agent of Bidder/Proposer, and I have full authority from Bidder/Proposer to submit this attestation and accept the responsibilities stated herein.

B. I have knowledge regarding payment of taxes of Bidder/Proposer, and to the best of my knowledge, Bidder/Proposer is not in violation of any Oregon tax laws, including, without limitation, ORS 305.620 and ORS chapters 316, 317 and 318.

C. Bidder/Proposer shall provide written notice to City within two business days of any change to its compliance with tax laws.

☐ Please confirm

*Response required https://procurement.opengov.com/portal/beavertonoregon/projects/225023/document?section=2123308 https://procurement.opengov.com/portal/beavertonoregon/projects/225023/document?section=2123304

5.6. 6. ..... By confirming, the authorized signatory verifies that they are a duly authorized officer of the company, and that their confirmation attests that information provided in response to this Request for Proposal Solicitation is accurate.*

Request For Proposal 26-032 Citywide Printing and Mailing Services

☐ Please confirm

*Response required

6. 6. ................................. Proposal Evaluation & Contract Award

6.1. 6.1. .................................................................................... Contract Award

The City may award one contract or multiple contracts, as a result of this procurement. Upon completion of the evaluation process, the selection committee will advise the Proposers of its number one selection via email to all proposers.

6.2. 6.2. ........................................................................... Award Consideration

Whether to award a contract shall be determined by the City in its sole and absolute discretion to be in its best interest. The City reserves the right to withdraw any and/or all items from award consideration.

6.3. 6.3. ................................................................... No Contractual Obligation

The City is not obligated because of the submission of a proposal to enter into a contract with any

Proposer and has no financial obligation to any Proposer arising from this Informal RFP.

6.4. 6.4. ............................................................................. Proposal Evaluation

Proposals will be evaluated on a mix of 20% Quality and 80% Price.

7. 7. ........... Beaverton Equity Procurement Program Information

7.1. 7.1. ............................................................................ Program Description

The City is dedicated to increasing opportunities for enterprises that have been certified by the State of

Oregon, through the Certification Office for Business Inclusion and Diversity (COBID). A directory of these state-certified firms is available at www.oregon4biz.com/certification.

The City has an aspirational goal of a 15% utilization of COBID certified companies in its overall dollar value of contracting and purchasing activities.