Presort (Barcode) Mail Services

The Texas Comptroller of Public Accounts (CPA) Statewide Procurement Division is seeking a contractor to provide comprehensive Presort (Barcode) Mail Services for state agencies and higher education institutions across Travis County and multiple Austin City jurisdictions. The solicitation (RFP No. 304T-25-915M1.1) requires a vendor to manage mail processing services including daily mail pickup, USPS certification, address update processing, mail sorting, and delivery to USPS, with estimated annual volumes of 17,531,586 letters, 729,466 flats, and 134,038 postcards. Key deliverables include same-day and next-day mail processing, contingency metering services, change of address processing, and short-paid mail processing. Contractor qualifications must include capabilities for mail handling, vehicle and equipment provisions, and comprehensive service contingency plans. Evaluation criteria will encompass pricing, compliance with requirements, and demonstrated service performance capabilities. The solicitation was posted on May 15, 2025, with proposals due on June 18, 2025, at 1:30 pm Central Time, and a pre-bid conference scheduled for May 21, 2025, at 10:00 am via Microsoft Teams.

The procurement includes a significant HUB (Historically Underutilized Business) subcontracting goal of 26.0% for services contracts, requiring prime contractors to demonstrate substantial efforts to include economically disadvantaged Texas-certified vendors in the contracting process. Potential respondents must complete a detailed HUB Subcontracting Plan, outlining specific strategies for engaging HUB vendors through methods like direct subcontracting or comprehensive vendor outreach. The initial contract term spans from the award date through August 31, 2026, with potential four renewal options extending through September 1, 2029. While specific budget ranges are not explicitly detailed, the solicitation indicates pricing will be firm with potential postage and delivery service cost escalations tied to the Consumer Price Index. Insurance requirements include commercial general liability and automobile liability coverage. Respondents must provide comprehensive documentation including detailed business information, tax details, and certifications demonstrating compliance with state and federal regulatory requirements. The contract will cover mail services for over 70 state government entities, primarily concentrated in Austin, with additional locations in College Station and San Marcos.