Mail Processing Services

Texas Tech University is requesting proposals for mail processing services under RFP 2026-1187, with proposals due August 7, 2026, and written questions due July 22, 2026. A HUB (Historically Underutilized Business) commitment letter is required.

Vendors must provide printing, folding, inserting, sealing, labeling, metering, and postage services for correspondence including express mail, certified mail, magazines, and marketing materials. Proposers must demonstrate capacity to process a minimum of 100,000 pieces of correspondence annually, maintain a location within one hour of TTU, pick up materials within two hours of request, deliver shipments to USPS on specified dates or within one business day of mailing list receipt, and complete smaller print jobs (50–300 pieces) within two working days. Services will be requested on an as-needed basis with no guaranteed minimum volume.

The contract term runs four years beginning March 12, 2027, or upon last signature date, with options for up to four additional one-year renewal terms, subject to a maximum total term of five years. Pricing must remain firm for 24 months following contract execution, with potential increases not exceeding three percent annually thereafter. Termination without cause is permitted on 180 days' notice. Public online proposal opening is scheduled for August 7, 2026, at 1:00 PM Central; evaluation will occur from September through November 2026, with award recommendations expected in March 2027.

Evaluation criteria weight pricing at 40 percent, demonstrated capability at 35 percent, value-added options at 15 percent, and quality assurance measures at 10 percent. Proposers must submit a pricing schedule, letter of HUB commitment, certificate of insurance, and signed affirmation through the TechBid system. Required insurance includes workers' compensation at statutory limits, commercial general liability with $2,000,000 general aggregate and $1,000,000 per occurrence, and automobile liability of $1,000,000 per accident.

An IT Addendum applies, requiring NIST Special Publications 800-53 compliance, 99.99% system uptime, weekly vulnerability scanning, TX-RAMP compliance, WCAG 2.1 Level AA accessibility standards, annual cybersecurity training, and immediate notification of security breaches. Proposers must disclose all AI use and prohibit unauthorized use of TTU data for AI training. TTU reserves the right to make single or multiple awards and may negotiate with proposers in a competitive range or request best and final offers.