Direct mail, 2025 "at your service" brochures - OTB

The City of Rochester is seeking a direct mail printing service for its 2025 "At Your Service" Brochures through an Invitation to Bid (ITB) numbered 523500. The procurement involves printing two distinct brochure versions: a Residential version requiring 77,300 copies and a Commercial version requiring 2,550 copies. Specific printing specifications mandate the use of Endurance Gloss 80lb text white stock, four-color process printing on both sides with bleeds, and saddle-stitching with wafer seals. The brochures must be delivered to the Henrietta, NY Post Office and mailed no later than Friday, October 3, 2025, to ensure delivery before mid-October and the fall leaf pickup. The bid was issued on July 28, 2025, with a firm closing date of Wednesday, August 13, 2025, at 11:00 A.M. Bidders are required to provide blueline proofs, color proofs, and be prepared for on-site press approvals, with artwork to be provided electronically by the City. Additionally, 50 samples of each brochure version must be delivered to City Hall Communications.

The procurement includes provisions for Minority and Women-owned Business Enterprises (MWBE), with MWBE bidders receiving a 5% price advantage in the evaluation process. The City reserves the right to award the contract to the lowest responsible bidder providing the best value and maintains the flexibility to make multiple awards if deemed in the city's best interest. There are no specific bid deposit, performance security, or insurance requirements for this one-time purchase. The solicitation allows for potential participation by other political subdivisions, broadening the competitive landscape. While no specific budget range is explicitly stated, the procurement covers printing and mailing services for nearly 80,000 brochures, suggesting a moderate-scale contract. The City's evaluation will focus on the bidder's capability to meet precise printing specifications, delivery timelines, and overall value proposition.