Fall 2024 open house invites

Westchester Community College is seeking a vendor to produce and mail 30,000 Fall 2024 Open House invitation postcards through a Request for Quotation (RFQ) process. The procurement requires printing 6" x 8" postcards on Chorus Art 100# silk cover stock with full process color on both sides, with specific delivery requirements including 25 sample postcards to the Office of Creative Communications and 29,975 postcards to a mail house within 75 miles of New York City. Artwork will be available around September 2nd, 2024, and the vendor must complete printing and delivery within 15 working days thereafter. The mailing component involves using three mailing lists targeting 30,000 households in Westchester, Putnam, and/or the Bronx with occupants aged 17-35, meeting current NCOA requirements. The RFQ specifies that proposals are due by July 31, 2024, at 2:00 PM, with bid prices to remain firm for 45 days, and the college reserves the right to reject any or all bids. Evaluation will likely focus on pricing, compliance with technical specifications, and ability to meet stringent delivery and mailing list requirements.

The college encourages bids from businesses owned by persons of color, women, and service-disabled veterans, demonstrating a commitment to diverse vendor participation. Vendors must certify that their pricing is competitive and comparable to prices offered to similar customers, and must have a written sexual harassment prevention policy. Westchester Community College is a tax-exempt entity with a non-profit postal permit, seeking to maximize postage discounts. While no specific budget range is explicitly stated, the procurement involves detailed specifications for printing and mailing services that suggest a comprehensive project. The college has specific requirements that the vendor's company name or logo cannot appear on delivered documents, and all artwork and materials must be returned upon job completion. Pricing will be evaluated based on catalog discounts or SUNY contract pricing, with the lower rate prevailing. The procurement emphasizes transparency, fair competition, and compliance with federal, state, and county regulations throughout the bidding process.