Direct Mail Processing Services

Hudson Valley Community College is requesting proposals for direct mail processing services under RFP 26-550, with proposals due August 24, 2026. The procurement is subject to New York State prevailing wage requirements under Section 103-a, b, c, and d of the General Municipal Law, and contractors must register with the NYS DOL Contractor Registry and provide employment preference to New York State residents who have been residents of the Albany-Schenectady-Troy Standard Metropolitan Statistical Area for at least 12 consecutive months prior to employment commencement.

The scope encompasses five mailing projects over the contract term: Admissions Open House Invitations (15,000 pieces), Admissions Search Pieces (13,000 pieces), Community & Professional Education Bulletins (77,000 pieces across three seasonal mailings), Kids on Campus Summer Camp Bulletins (20,000 pieces), and Foundation Valley View Alumni Magazine (75,000 pieces). Services include printing, addressing, mail preparation, postage optimization, USPS compliance, and list rental and National Change of Address processing where applicable. Vendors must demonstrate a minimum of three years' experience in direct mail processing and provide three professional references.

The contract term runs from September 1, 2026 through August 31, 2027, with two optional one-year renewals at the college's discretion. Evaluation criteria are weighted 60 percent on price and 40 percent on qualifications and past experience. Proposals must include separate cost statements for each mailing project and list rental services broken down by service component; pricing must equal or be lower than any cooperative and state contract pricing available to the vendor.

Contractors must carry comprehensive general liability insurance with minimum limits of $1 million per occurrence and $2 million aggregate, name Hudson Valley Community College as an additional insured, and provide workers' compensation coverage in accordance with New York State law. All merchandise must be shipped prepaid F.O.B. to the college's Central Receiving at 80 Vandenburgh Avenue, Troy, New York, with deliveries accepted Monday through Friday, 9:00 a.m. to 3:30 p.m. Award notification is expected within 30 days of RFP opening.