Presort Mail and Mail Insert Services

Multnomah County is seeking a qualified supplier to provide comprehensive presort mail and mail insert services through Invitation to Bid (ITB-44-2025), with services covering mail processing for county agencies excluding the Elections Division. The procurement encompasses a wide range of mail-related services including folding, inserting, addressing, metering, barcoding, presorting, banding, traying, and related mail management tasks. The contract opportunity is open from August 30, 2024, to October 1, 2024, with a virtual public bid opening scheduled for October 1, 2024, at 2:15 PM. Estimated mail volumes include 965,000 pieces for presort discount under 2 ounces and 38,000 pieces for presort discount over 2 ounces. Key objectives include maximizing postage discounts, complying with U.S. Postal Service requirements, and providing advanced mail processing capabilities such as CASS certification, NCOA standardization, and E-forward capabilities. Required qualifications include demonstrated expertise in mail processing, ability to handle complex inserting tasks, and capability to process multiple document types with precision and efficiency.

The contract allows for potential cooperative purchasing with other public agencies under Oregon Revised Statute 279A.215, giving vendors the option to extend their pricing to other governmental entities. Multnomah County demonstrates a commitment to diverse and responsible business practices, with potential preferences for local Oregon businesses and COBID-certified suppliers. The contract term will not exceed five years, with the county reserving the right to cancel, re-bid, or establish new contracts before the contract period ends. Payment terms are set at 0% 0, Net 30, with weekly invoicing for presort mail and per-job invoicing for mail service projects. Vendors must comply with comprehensive insurance requirements, including Workers' Compensation, Commercial General Liability, Professional Liability, and Commercial Automobile Liability, with specific coverage limits and conditions. Additional contract considerations include strict HIPAA compliance requirements for handling protected health information and potential federal funding oversight. While specific award values are not explicitly stated, the comprehensive mail processing scope suggests a potentially significant contract value based on the estimated mail volumes and service complexity.