Invoice Printing and Mailing Services

The Port of Hood River has issued a Request for Proposals (RFP) for Invoice Printing and Mailing Services to support their BreezeBy tolling system for the Hood River-White Salmon Interstate Bridge. The procurement seeks a contractor capable of processing and mailing approximately 10,000 to 20,000 invoices per week, with peak season volumes reaching 20,000 invoices (May-September). Deliverables include twice-weekly invoice processing and mailing (Wednesdays and Fridays), using Port-approved invoice stock and envelopes, and coordinating with third-party providers. The evaluation criteria are comprehensive, awarding points across several key areas: organizational structure and experience (20 points), qualifications and service (15 points), capacity and key personnel (20 points), schedule (15 points), sustainability and social justice (15 points), and proposed price (15 points). Proposals are due by February 7, 2025, at 3:00 PM PDT, submitted to Debbie Smith-Wagar, Finance Director. The Port plans to complete transition to all-electronic tolling by March 31, with electronic tolling beginning April 1, 2025.

The RFP includes specific requirements that contractors must meet, including performing services within Oregon per ORS 282.210 and maintaining various insurance coverages, including $1 million per occurrence in commercial general liability and automobile liability. While no specific set-aside designations for disadvantaged enterprises are explicitly mentioned, the evaluation criteria include a 15-point sustainability and social justice component, suggesting a potential preference for diverse or socially responsible vendors. The Port requires the successful proposer to execute their standard procurement contract and charges a $35 nonrefundable fee for printed copies of the solicitation document. No pre-proposal conference will be held, and the submission process will involve recording proposals upon receipt without a public opening. Although a specific contract value is not detailed, the volume of 10,000-20,000 weekly invoices suggests a potentially significant annual contract. The procurement is specifically for Hood River County and will support the Port's tolling operations for the interstate bridge connecting Oregon and Washington.