Outbound Mailing Services

The Texas Comptroller of Public Accounts (CPA) is seeking a contractor to provide comprehensive outbound mailing services through a Request for Proposals (RFP) numbered 304-26-0895WF. The solicitation requires a vendor capable of processing between 50,000 to 70,000 mail pieces daily, encompassing services such as folding, inserting, sealing, metering, presorting, and related mail processing across various departments. Contractors must utilize the State of Texas Mail Presort Contract and provide a Data Reliability System, with specific requirements for processing different envelope types and applying intelligent mail barcodes. The RFP outlines a pricing structure based on unit prices per mail piece across seven service levels, ranging from Rush to Level 7, with distinct rates for automated and hand processing services. The initial contract term is set from January 1, 2026 to August 31, 2026, with potential extensions up to three additional one-year periods through August 31, 2029. Proposals are due by November 4, 2025 at 2:00 p.m. CT, with an estimated annual mail volume of approximately 5.6 million pieces. Key evaluation criteria will likely include pricing, technical capabilities, and compliance with state cybersecurity and information security requirements.

The procurement includes a Historically Underutilized Business (HUB) Subcontracting Plan, which mandates specific goals for engaging economically disadvantaged businesses in the contract. Potential subcontracting opportunities exist in areas such as packing materials, mailing services, and address printing, with the state setting participation goals across various contract types. Contractors must demonstrate good faith efforts to include HUB vendors, including notifying at least three Texas certified HUB vendors and two trade organizations of subcontracting opportunities. The total estimated annual value is not explicitly stated, but the contract's scope suggests a significant operational commitment, with potential annual revenues tied to the 5.6 million mail pieces processed. While no incumbent vendor is mentioned, the RFP indicates a comprehensive set of technical and operational requirements that potential bidders must meet. Contractors will be required to submit monthly compliance reports and may face enforcement actions, including potential debarment for non-compliance with subcontracting requirements. The procurement is open to qualified vendors who can meet the technical specifications, pricing structures, and HUB participation guidelines outlined in the solicitation documents.