RFP 2026-51-Clarifying Questions_Answers.pdf
PDF 449 KB Posted
- Solicitation number
- S-C01010-00017242
- Issued by
- Clackamas County, Oregon
About this file
This document is a clarifying questions and answers response issued by Clackamas County, Oregon regarding RFP 2026-51 for Collateral Fulfillment and Storage Services for the County's Office of Tourism. The scope of work encompasses biweekly processing of consumer leads from multiple vendors, preparation of bulk mailings using USPS Marketing Mail format, storage of tourism collateral materials (10-12 pallets), envelope printing with county logo and return address, postage management, and monthly reporting on fulfillment activities and inventory levels. The primary collateral is an annual 60-page travel planner magazine weighing approximately 0.355-0.383 pounds per piece. Based on the most recent full year of activity, the County anticipates approximately 20,939 total consumer leads annually (85% mailable records, 15% digital-only), with 17,826 individual addressed travel planner mailings and approximately 20 bulk shipments to 15 unique recipient locations per year. Monthly lead volume ranges from 600-2,000 leads driven by seasonality and promotional activities. The RFP is open to vendors; however, preference will be given to contractors located within a reasonable driving distance (preferably under 50 miles) from Clackamas County's office in Oregon City, Oregon. All proposals must be submitted electronically through Bid Locker, with the deadline for clarifying questions being June 29, 2026 at 5:00 p.m. Pacific Time and proposals due July 14, 2026 at 2:00 p.m. Pacific Time.
Proposers must provide itemized pricing for per-piece handling, addressing, inserting, monthly or annual storage fees, envelope printing, and postage billing, with postage costs clearly identified and billed separately from fulfillment service fees. The County will reimburse actual USPS postage as a separate line item and does not require a specific postage billing mechanism, though contractors may describe their standard approach. Envelope artwork and return address historically have been updated infrequently, and the current design is a simple black-and-white corner graphic featuring the Oregon's Mt. Hood Territory logo. Vendors may broker pre-printed envelopes or manage printing through their own vendors and should indicate this in the fee breakdown. Online reporting is permissible provided the County has access to download reports in PDF or Excel format addressing all reporting requirements. The contract term runs from the effective date through June 30, 2031, representing a five-year initial period with potential renewal options to be negotiated during contract execution. Annual fee increases for base services must follow a defined methodology tied to the Consumer Price Index, while pass-through costs such as USPS postage and carrier rates are supported by published rate changes.
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Other files
| File | Type | Posted |
|---|---|---|
| RFP 2026-51-Tourism Fulfillment-Tourism.pdf |
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Text version
PH: 503-742-5400 WWW.CLACKAMAS.US
REQUEST FOR PROPOSALS #2026-51
COLLATERAL FULFILLMENT AND STORAGE SERVICES
RESPONSE TO CLARIFYING QUESTIONS
JULY 1, 2026
Note that these are questions submitted by interested firms to the above referenced solicitation. The below answers are for clarification purposes only and in no way alter or amend the RFP as published.
1. Volume: To support an accurate annual cost estimate, could you provide approximate annual figures for (a) total consumer leads received across all vendors, (b) the typical split between mailable and digital-only records, and (c) the number of individual addressed travel planner mailings sent per year? If available, prior-year actuals and an indication of whether volume is steady or seasonal would be very helpful.
Answer: The following information is based on the most recent full year of activity and is provided to assist proposers in developing cost estimates. Actual volumes may vary from year to year.
• Total consumer leads received (all sources/vendors): 20,939
• Lead distribution:
o Mailable records: 85% o Digital-only records: 15%
• Individual addressed travel planner mailings sent: 17,826
Volume is variable and can range between 600 - 2000 leads per month with fluctuations driven by seasonality and by paid promotions to drive leads.
2. Mail class, format, and weight: What mail class is currently used for the individual travel planner mailings (e.g., First-Class Mail or USPS Marketing Mail), and does each piece mail as a flat? Additionally, could you confirm the planner's mailing weight? Section 3 lists approximately 0.355–0.383 ounces, and we want to ensure we are interpreting the units correctly for postage estimation.
Answer: Current fulfillment characteristics are as follows:
• Mail class: USPS Marketing Mail
• Mail format: Flat
• Approximate mailing weight: 0.355–0.383 pounds. The travel planner's finished weight may vary slightly between editions based on page count and production specifications.
The reference to 0.355–0.383 ounces in Section 3 should instead be interpreted as an approximate weight in pounds, not ounces.
A small percentage of fulfillment requests are international and require international sorting and postage. These requests represent a minimal portion of the overall fulfillment volume.
3. Bulk shipments: Separate from individual addressed mailings, approximately how many bulk case or pallet shipments to visitor centers, tourism partners, and other recipients occur per year, and to roughly how many destinations?
Answer: Based on the most recent full year of activity, the following estimates are provided to assist proposers in developing cost estimates. Actual volumes may vary from year to year.
• Approximate number of bulk shipments: 20 per year.
• Approximate number of unique recipient locations: 15.
• Typical recipients include: Visitor centers, hotels and lodging properties, and other organizations requesting travel planners in bulk.
Bulk shipment requests occur on an as-needed basis throughout the year. Requests are infrequent and typically consist of one or a few boxes of travel planners rather than pallet shipments.
4. Envelope artwork: Section 3 notes that envelope artwork and return address may be updated at any time.
Historically, how frequently have these specifications actually changed? Also, is the logo a single-color corner mark with return address, or does it involve larger or full-coverage artwork?
Answer: Historically, updates to the envelope artwork and return address have been very infrequent. The language in the RFP is intended to provide flexibility should updates become necessary during the contract term.
The current envelope artwork consists of a black-and-white Oregon's Mt. Hood Territory logo and return address. It is a simple corner graphic and does not include full-coverage artwork.
5. Postage billing: Does the County have a preferred mechanism for postage pass-through, actual USPS rate pass-through on net terms, a postage escrow or deposit account, or another method?
Answer: Under the current fulfillment contract, the contractor mails using its USPS permit, and Tourism reimburses actual USPS postage as a separate line item on the contractor's invoice. International postage is also billed separately as incurred.
Tourism does not require a specific postage billing mechanism. Proposers may describe their standard approach, provided postage costs are clearly identified and billed separately from fulfillment service fees.
6. Returned mail added back into inventory.” Can you elaborate on this point? Currently, Tourism’s return address is used on the outgoing envelope, so any returned mail would be sent back to Tourism’s address. I noticed this referenced in a few sections, so I wanted to gain more insight into what Tourism is asking for regarding this.
Answer: Currently the Office of Tourism uses our own return address and handles returned inventory in-house.
Proposals should address vendor’s ability to provide a return address, receive and reintroduce returned mail to inventory for consideration of that option.
7. Do we need to be registered with BOTH Oregon Buys and Bid Locker? Or will Q&A as well as any Addenda also be posted in Bid Locker?
Answer: All documents will be posted only to OregonBuys. Proposals must be submitted through BidLocker.
8. The RFP mentions in several places that the vendor must be open to representatives from Oregon coming to pick up materials. Therefore, we wonder if the vendor must be in the State of Oregon or within a certain distance from Clackamas County.
Answer: Preference will be given to a vendor within a reasonable driving distance from our office in Oregon City.
Preferably under 50 miles away.
9. The RFP seems to indicate that envelopes must be printed on demand and/or at least printed by the RFP responding vendor. Is it permissible to broker pre-printed envelopes that include the logo, address, and indicia for Clackamas County?
Answer: The ask is that the RFP is that the vendor support the printing needs related to fulfillment, which includes envelopes. This can be either in house or through your own vendor. Please indicate this in the fee breakdown.
10. As part of the Scope of Work, on page 10, the RFP talks about sending reports. Is it permissible to provide access to reports online? We offer a selection of real-time and parameter-driven reports, as well as week end reports, and month-end reports online via secure portal. They are downloadable in PDF format or Excel format.
Answer: Yes, online reporting is permissible as long as we have access to download them. Online reports should address all of our reporting asks in the RFP.
11. In Section 5, on page 15, under printing support, collateral printing is mentioned. We can offer that by brokering the purchase for Oregon. We do not print collateral. Is that permissible?
Answer: It is not a requirement to offer printing of our collateral. Please include what options you do offer, if applicable, when demonstrating your services. Envelopes are the only printing category we are asking to be outlined in the Fees.
End of Clarifying Questions #1
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