Internal Mail Courier Services

The Southern Ohio Regional Transit Authority (SORTA) is soliciting bids for Internal Mail Courier Services to transport interdepartmental mail across its service area in Cincinnati, Hamilton County, and portions of surrounding counties. The procurement is an Invitation for Bid (IFB #151-2025-IFB-L) seeking qualified vendors to provide daily pick-up and delivery of mail bags between SORTA facilities. Two distinct mail routes are defined: Route #1 operating Monday through Friday with an estimated 251 annual trips, and Route #2 operating Monday, Wednesday, and Friday with approximately 152 annual trips. The contract term is three years, commencing March 27, 2026, and concluding March 26, 2029. Key procurement dates include a pre-proposal meeting on January 7, 2026, a question submission deadline of January 9, 2026, and a proposal submission deadline of January 16, 2026, at 12:00 pm. SORTA will award the contract to the responsible bidder submitting the lowest responsive bid, evaluating criteria such as character, integrity, financial resources, technical capability, regulatory compliance, and past performance. Vendors must submit detailed cost breakdowns with firm-fixed pricing for each route and contract year.

SORTA has not established a formal small business participation goal, though bidders are encouraged to include small and disadvantaged businesses where feasible. Vendors must provide comprehensive documentation including bid pricing forms, debarment certifications, personal property tax affidavits, lobbying restriction certifications, and insurance certificates covering workers' compensation, general liability, automobile, crime, and professional liability. The agency will require contractors to adhere to federal and state employment laws, civil rights regulations, and maintain specific insurance coverage levels. SORTA will provide mail bags, facility access credentials, and will deduct charges for observed holidays from invoices. While no specific incumbent vendor is identified, the procurement includes strict terms and conditions governing work performance, deliverables, and compliance obligations. Payment terms specify invoices will be processed within 30 days of submission. The contract does not specify a precise budget range, but requires vendors to submit detailed, firm-fixed pricing for the specified mail courier routes over the three-year contract period.