Citywide Printing and Mailing Services

The City of Beaverton is requesting proposals for citywide printing and mailing services, with proposals due July 29, 2026 at 5:00 p.m., and questions due July 13, 2026. No set-aside or COBID-certification requirement applies; however, the City has an aspirational goal of 15% utilization of State of Oregon COBID-certified enterprises in contracting activities.

The scope covers pre-press production, printing, carrier route mail preparation, and U.S. Postal Service delivery for approximately 6–8 citywide mailings annually, typically comprising a quarterly 16-page newsletter with inserts, postcards, folded flyers, and occasional Voters' Pamphlet booklets. Each mailing will total approximately 66,000 copies plus 200–1,000 additional copies. Printing, mail preparation, and delivery must be completed within 8–10 business days following final proof approval. The City prepares design and layout; proposers furnish production and distribution. Services commence August 17, 2026 and conclude August 17, 2027, with an option for renewal for up to four additional one-year terms at the City's discretion.

No fixed contract price is established. Proposers submit itemized cost proposals addressing paper specifications, binding types, insert options, inserting fees, artwork and design fees on an hourly basis if applicable, and mail preparation service fees. The cost schedule form requires identification of all direct and indirect expenses.

Evaluation is weighted 80% on price and 20% on quality factors, including firm knowledge and experience (weighting factor 1) and production timeline and mail preparation experience (weighting factor 2). Proposers must obtain a City business license, provide IRS Form W-9, maintain commercial general liability insurance of $2 million per occurrence (or $5 million where specified), workers' compensation and automobile liability coverage, and comply with Oregon tax laws and nondiscrimination provisions. The contract is governed by Oregon law.