SOLE SOURCE PUBLICATION.docx

Mississippi Department of Revenue Notice of Proposed Sole Source Purchase

RFx # 3150005951

The Mississippi Department of Revenue anticipates entering into an agreement Mail Sorting Services for sorting and organizing mail by zip code, address, and other identifying information for our Clinton Office located at 500 Clinton Center Drive, Clinton, MS as a sole source procurement. Anyone objecting to this procurement shall follow the procedure outlined below.

1. Service/Material to be purchased:

Mail Sorting Services for sorting and organizing mail by zip code, address, and other identifying information for our Clinton Office located at 500 Clinton Center Drive, Clinton, MS.

1. What is the personal or professional service offered in the contract?

The Mail Sorting Services must provide qualified mail sorting staff to perform various duties, which include, but are not limited to using various filing systems to sort packages to avoid misdirecting them by using mail-sorting machines or letter indexing techniques and create batches of mail for delivery based on location and postage type.

1. An explanation of why the personal or professional service is the only one that can meet the needs of the agency.

In 1990, Postage Savers purchased a (MLOCR) Multi Line Optical Character Reader, which allows them to read letter size mail, barcode it, and sort it in accordance to the USPS regulations. Any vendor can do what they do, but you need volume to justify the cost of the MLOCR. Currently, Postage Savers process on average 7-10 million letters per year.

1. An explanation of why the source is the only person or entity that can provide the required personal or professional service.

There is one (1) other company that does mail sorting services, but if it’s letter size mail, that provider then sends all their letters to Postage Savers for barcoding and mailing. Postage Saver only provides letter sized mail services for the MS Department of Revenue. Postage Savers is the only company that provides these services in the state of Mississippi.

1. The efforts the agency made to obtain the best possible price for the personal or professional service.

Quotes were issued to a total of three (3) different vendors that were likely able to provide the services. Postage Savers was the only vendor to respond to the Request for Quote.

Sole Source Objection Procedures

Comments/objections will be received until 2:00 p.m. (Central Time) on November 8, 2024.

Any person or entity that objects and proposes that the service listed is not sole source and can be provided by another person or entity shall submit a written notice to:

Nyla Kendrick Procurement Officer nyla.kendrick@dor.ms.gov

Subject Line must read "Sole Source Objection"

The notice shall contain a detailed explanation of why the service is not a sole source procurement. Appropriate documentation shall also be submitted if applicable.

If after a review of the submitted notice and documents, DOR determines the service can be provided by another person or entity, DOR will withdraw the sole source publication. The procurement will then be submitted to an advertised competitive bid or selection process.

If DOR determines after review that there is only one (1) source for the required service, DOR will appeal to the Public Procurement Review Board. DOR will have the burden of proving that the service is only provided by one (1) source.