Presort Mail and Mail Insert Services

Multnomah County is seeking a supplier to provide comprehensive presort mail and mail insert services for its agencies, specifically targeting the Division of Assessment, Recording and Taxation (DART). The procurement involves detailed mail processing services including folding, inserting, addressing, metering, barcoding, presorting, banding, and traying for various county communications such as tax confirmation documents, fall tax bills, and personal property returns. Vendors must be located within the Portland Metropolitan Area and capable of picking up mail from specified locations, including the MultCo Distribution Center. The solicitation requires providers to process mailings with estimated volumes ranging from 6,000 to 280,000 documents per mailing, with specific requirements for paper sizes, insertion configurations, and processing steps. The bid is open from November 1, 2024, to December 3, 2024, with a virtual public bid opening scheduled for December 3, 2024, at 2:15 PM via Google Meets. The contract term is fixed for a maximum of five years, with the county reserving the right to cancel existing contracts or re-bid work. Evaluation will be based on the comprehensive Project Rate Sheet, which includes 28 line items covering various mail processing activities.

The procurement encourages participation from diverse suppliers and vendors, with 25% of product specifications dedicated to responsible business practices. While no specific set-aside designations are explicitly mentioned, the county emphasizes commitments to sustainable and equitable business practices through its Triple Bottom Line approach. Vendors must comply with EEO certification requirements for contracts over $75,000 and demonstrate capabilities in areas like energy efficiency and route optimization. The solicitation allows for intergovernmental cooperative purchasing, enabling other public agencies to potentially establish contracts under the same terms. An optional Cooperative Purchasing Vendor Agreement allows vendors to extend or decline pricing to other public agencies. Although no specific budget range is provided, the rate sheet suggests pricing will be determined by the volume of mail processing services, with estimated quantities ranging from 1,000 to 1,000,000 units across various mail handling scenarios. The county makes no guarantees about participation or purchase volumes from other public agencies, leaving potential revenue opportunities somewhat undefined for prospective contractors.