RFP 25-010 Printing and Mailing Services Parker Arts 2025 2026 Mailer.pdf

Date

June 30, 2025

Solicitation Number

RFP 25-010

Solicitation Title

Printing & Mailer Services Parker Arts – 2025-2026 Season Announcement Direct Mailer

Proposals will be received until 10:00 A.M., MST, Tuesday, July 15, 2025 Electronically through https://parkeronline.bonfirehub.com/portal/?tab=openOpportunities

For additional information please contact

Charles Ellis, Chief Procurement Officer Email: cellis@parkeronline.org 303-805-3188

Documents included in this package

• Cover Sheet

• Special Terms and Conditions

• Scope of Work & Specifications

The undersigned hereby affirms that 1) they are a duly authorized agent of the vendor, 2) they have read all terms and conditions and technical specifications which were made available in conjunction with this solicitation and fully understands and accepts them unless specific variations have been expressly listed in the offer, (3) that the offer is being submitted on behalf of the vendor in accordance with any terms and conditions set forth in this document, and (4) that the vendor will accept any awards made to it as a result of the offer submitted herein for a minimum of ninety (90) calendar days following the date of submission.

PRINT OR TYPE YOUR INFORMATION

Company Name: _______________________________________

Address: ______________________________________________ City/State/Zip: __________________________________________

Contact Person: ________________________________________ Title: __________________________________________________

Email: ________________________________________________ Phone: ________________________________________________

Contractual Signature Authority: __________________________________________________ Date: _____________________

Printed Name: _________________________________________ Title: _________________________________________________

Email: ________________________________________________ Phone: ________________________________________________

Town of Parker Finance Department

20120 East Mainstreet Parker, Colorado 80138-7334

REQUEST FOR PROPOSAL RFP 25-010

Printing & Mailing Services Parker Arts

2025-2026 Season Announcement Direct Mailer

COVER SHEET

mailto:cellis@parkeronline.org

ELECTRONIC SUBMISSION OF OFFERS: The Town of Parker will only accept electronic proposals submitted through the www.gobonfire.com portal. The original response must be received before the due date and time through an electronic package transmitted through the https://parkeronline.bonfirehub.com/portal/?tab=openOpportunities portal. The Vendor is responsible for ensuring its proposal is posted by the due date and time outlined in the solicitation document.

SCHEDULE OF ACTIVITIES: The following activities and dates tentatively outline the process to be used to solicit vendor responses and to evaluate each vendor’s proposal.

Distribute Request for Proposal Monday, June 30, 2025

Deadline for Submitting Questions Wednesday, July 9, 2025 @ 10:00 a.m. MST

Proposal Submission Deadline Tuesday July 15, 2025 @ 10:00 a.m. MST

SOLICITATION DOCUMENTS: The Town of Parker officially distributes solicitation documents through the Rocky Mountain E-Purchasing System and www.gobonfire.com. Copies of solicitations obtained from any other source are not considered official copies.

EQUAL OPPORTUNITY: The Town of Parker intends and expects that the contracting processes of the Town and its Vendors provide equal opportunity without regard to gender, race, creed, ethnicity, religion, age, sex, national origin, or disability and that its Vendors make available equal opportunities to the extent third parties are engaged to provide goods and services to the Town as subcontractors, vendors, or otherwise. Accordingly, the Vendor shall not discriminate on any of the foregoing grounds in the performance of the contract and shall make available equal opportunities to the extent third parties are engaged to provide goods and services in connection with performance of the contract joint ventures are encouraged. The Vendor shall disseminate information regarding all subcontracting opportunities under this contract in a manner reasonably calculated to reach all qualified potential subcontractors who may be interested. The Vendor shall maintain records demonstrating its compliance with this article and shall make such records available to the Town upon the Town’s request.

Town of Parker Finance Department

20120 East Mainstreet Parker, Colorado 80138-7334

REQUEST FOR PROPOSAL RFP 25-010

Printing & Mailing Services Parker Arts

2025-2026 Season Announcement Direct Mailer

SPECIAL TERMS AND CONDITIONS

http://www.gobonfire.com/

1. Objective

The purpose of this Scope of Work is to outline the requirements and deliverables for procuring printing and mailing services for a 36-page, 6” x 9” full-color season announcement direct mailer to be provided by the Town upon award. The mailer is intended for distribution to Parker Arts existing ticket buyers and to demographically target new residents in and around specified ZIP codes with significant residential development.

2. Budget

Project budget not to exceed $62,000, all-inclusive including printing/mailing services and postage.

3. Project Overview

Parker Arts will design and distribute a 36-page, 6” x 9”, full-color direct mail piece to promote its 2025–2026 season. The mailing will reach:

• Current ticket buyers from Parker Arts’ ticketing database (csv file to be provided by Parker Arts at time of award)

• New residents fitting specific demographic and geographic criteria within a targeted list of 25 top-selling ZIP codes with an emphasis on areas of significant residential growth/development including but not limited to the ZIP codes of 80108, 80124, and 80134. (Vendor to provide recommendation on area zip codes with highest residential growth.)

Print-ready files will be delivered by July 16, 2025, and the mailers must be printed, addressed, and delivered to homes no later than July 23, 2025.

4. Deliverables

4.1 Printing Services

• Format: 6” x 9” booklet, 36 pages including cover

• Printing: Full color (4/4), offset or high-quality digital press

• Paper Stock: 80# Gloss Book

• Quantity:

o Mailing: Estimated between 60,000–75,000 (final count based on complete mailing lists) o Overrun: Parker Arts would like 5,000 brochures delivered to the PACE Center no later than July 23, 2025

• Binding: Saddle-stitched

• Finishing: Trimmed to size; layout to include postal address panel

Town of Parker Finance Department

20120 East Mainstreet Parker, Colorado 80138-7334

REQUEST FOR PROPOSAL RFP 25-010

Printing & Mailing Services Parker Arts

2025-2026 Season Announcement Direct Mailer

SCOPE OF WORK

4.2 Mailing Services

• Mailing Lists:

o List A: To be provided by Parker Arts (existing patrons) o List B: To be sourced by vendor (list research and consultation), including reviewing current patron demographics and creating a targeted profile/recommendation on where to mail, zip codes to include/split to maximize mailing; please use the following demographic and geographic criteria:

Adults aged 35–54 (primary) and adults 55+ (secondary) Average household income of $110,000 or more Children living at home Residents within specified ZIP codes (list of top 25 ticket purchase zip codes to be provided) with an emphasis on areas of significant recent/current residential development including but not limited to the ZIP codes of 80108, 80124, and 80134 (vendor to provide further recommendation)

• Addressing: Inkjet or laser + tab

• Mailing Class: USPS Standard or First-Class (to be determined)

• Postage: Vendor to manage postage logistics and provide estimates

• List Processing: NCOA (National Change of Address), CASS Certification, and de-duping required

• Please include any other costs associated with mailing (consultation, meetings, etc.)

• In-Home Delivery Deadline: No later July 23, 2025

5. Timeline

Task Deadline Bids due July 15, 2025 Project awarded July 16, 2025 Final print-ready files delivered July 16, 2025 Digital/printed proof approval Within 2 business days of file receipt Mailing drop to USPS July 23 In-home delivery complete No later than July 23, 2025 Overrun delivery to PACE Center No later than July 23, 2025

6. Evaluation Criteria

Evaluation Criteria Description Weight

Cost Proposal Clarity and competitiveness of pricing for printing, mailing, list procurement, and postage. Transparent and complete cost breakdowns.

25%

Experience & References

Demonstrated experience with similar direct mail campaigns.

Quality of work based on references or samples. 20%

Mailing List Capabilities

Ability to acquire targeted mailing list based on specified demographics (Adults 35–54 and 55+, $110k+ income, children at home) and ZIP codes. Use of NCOA, CASS, and list hygiene practices.

20%

Project Timeline & Delivery

Vendor’s ability to meet deadlines for proofing, print, mail drop, and in-home delivery by July 23, 2025. 15%

Print Quality & Materials

Proposed print process, materials, and finishing options meet quality and postal requirements. Samples demonstrate clarity, color, and professionalism.

10%

Customer Service & Communication

Project management structure, point of contact availability, communication practices, responsiveness, and any added value provided by vendor. 10%

7. Submission Requirements

Vendors must submit a proposal, in their own format, that includes:

1. Full cost breakdown (printing, mailing, list rental, postage estimates)

2. Details on proposed print materials, binding, and finishing

3. Confirmation of ability to source mailing list based on the specified demographics

4. Sample mailings or case studies from similar projects

5. Proposed timeline and workflow for review and approval

6. Any additional technical requirements or vendor dependencies