Presort Mail Processing Services

The Commonwealth of Pennsylvania Department of General Services is requesting bids for Presort Mail Processing Services for Commonwealth Executive Agencies under IFB 6100066317, with bids due August 31, 2026 and a mandatory site visit on August 19, 2026 at 11:00 AM EST at the DGS Bureau of Publications (1650 Bobali Drive, Harrisburg, PA 17104). Bidders failing to attend the mandatory site visit will be deemed non-responsive and excluded from award consideration.

The scope requires processing First-Class Letters, First-Class Postcards, First-Class Flats, and Standard Presort Mail for Commonwealth Executive Agencies; consolidating mail at the centralized pickup location; and delivering processed mail to the United States Postal Service. The contractor must maintain a secure web-based portal enabling individual agencies to submit and manage mail-job data with access for the Contracting Officer and DGS Bureau of Publications. Pickup occurs twice daily at 9:00 AM and 4:00 PM. The contractor must comply with Service Level Agreements including same-day and next-day delivery requirements, postage-rate processing targets (90% of permitted letters and standard mail at 5-digit rate; 75% of permitted flats at 3-digit rate; 100% of metered mail at applicable rates), and quarterly reporting. Liquidated damages apply for non-compliance, including 2% deductions to handling fees for delivery failures and full reimbursement of excess postage for rate-processing shortfalls. An Emergency/Disaster Recovery Plan addressing continuity of operations, employee training, staffing contingencies, and plan testing is required.

The estimated total annual cost is $47.26 million (excluding USPS postage), based on historical volumes ranging from approximately 718,000 to 1.6 million letters monthly and 1.06 million to 2.31 million flats monthly across all agencies; volumes are not guaranteed and may fluctuate. The initial contract term is two years with renewal options for up to three additional one-year terms. The contract replaces Emergency Purchase Order 4300886870. Bidders must submit sealed bids with per-piece processing fees on the cost sheet and must be registered in Pennsylvania's Vendor Master file prior to award. Required certifications include Lobbying Certification Form (BOP-1307), Iran Free Procurement Certification (applicable to contracts valued at $1 million or more), Worker Protection and Investment Certification, and nondiscrimination representations. Award will be made to the lowest responsive and responsible bidder.