Mailing_Envelope.pdf

This is a mailing envelope specification document for the City of Gallup, New Mexico's data processing, print, and mail services procurement. The City seeks qualified vendors to provide comprehensive utility billing solutions for approximately 10,600 accounts, including data processing, high-volume variable data printing in black and full color, and USPS First-Class Mail delivery within one business day of file receipt. The services must support approximately six billing cycles per month across 13 billing files per cycle, encompassing regular bills, final bills, and off-cycle bills. The vendor must accept and process data from IBM AS/400 systems via secure file transmission with PGP encryption. The question deadline is May 14, 2026, with proposals due May 28, 2026, at 2:00 p.m., submitted electronically through the City's OpenGov eProcurement Portal. The contract term is one year with automatic renewal for up to seven additional one-year terms, subject to performance and funding availability.

Pricing must remain firm and fixed for the contract term including renewals, with a maximum of two price escalations per contract period requiring supporting documentation. New Mexico resident business and resident veteran's business preferences of up to eight percent and ten percent of total points, respectively, apply with valid certification from the New Mexico Department of Taxation and Revenue. The vendor must demonstrate a minimum of five years providing services to comparable-capacity clients and maintain continuous business operation for a minimum of ten years with documented client retention rates and stable principal ownership for three years. Required insurance includes Worker's Compensation Insurance (statutory), Comprehensive General Liability Insurance of $1,000,000 each occurrence, and Comprehensive Automobile Liability Insurance of $1,000,000 bodily injury per person, with the City named as additional insured. The City of Gallup is a non-taxable entity on tangible goods. Award will be based on a 100-point evaluation system assessing company experience and capacity (15 points), technical approach and methodology (25 points), digital capabilities and innovation (15 points), security and compliance (15 points), reporting and customer support (10 points), and cost proposal (20 points).