PRIME-SUB_FORM_for_Contractors_rev._01.15.2025_(lock_before_publishing).xls

This is a Prime/Subcontractor Form for Volusia County, Florida's Mail Pre-Sort Services procurement (Contract No. C-2014, ITB No. 25-B-##XX). The solicitation, posted on November 18, 2025, requests proposals for comprehensive mail processing services to be performed at the county mailroom located at 123 West Indiana Avenue in DeLand. The contractor must pick up an average of 32,000 mail pieces monthly between 3:00 PM and 5:00 PM, Monday through Friday, and deliver presorted mail to the United States Postal Service on the same business day. Services include presortation into zip code sequences (five-digit, three-digit, AADC, and mixed AADC classifications), processing through OCR barcode equipment, metering mail at appropriate rates, and bundling. The proposal submission deadline is December 17, 2025. The contractor must demonstrate expertise in both automated and manual mail sorting and must process all county mail locally without external drop shipments.

All bidders are required to complete the Prime/Subcontractor Form, listing the prime contractor and all proposed subcontractors with their respective dollar values and percentage of work allocations, which must total 100 percent across all parties. The form serves as a mechanism for determining local preference in accordance with Section 2.8, D of the solicitation. Failure to complete and return this form may result in a non-responsive bid. The prime contractor is responsible for ensuring all subcontractors maintain appropriate licenses, and any changes to subcontractors during project completion require prior approval from the County Project Manager. The county reserves the right to seek clarification regarding subcontractors but will not allow changes to the total submitted base bid pricing. Insurance requirements include Workers Compensation coverage, Commercial General Liability coverage with $1,000,000 per occurrence and $2,000,000 general aggregate limits, and Auto Liability coverage with a $300,000 combined single limit. The contractor will receive no direct cost from the county for presort services and must provide monthly invoices detailing mail volume, qualification levels, additional postage, transaction fees, and net savings calculations, with pricing evaluated on postage discount percentages and service fees.