Print and Mail Election Materials

The City of Phoenix Finance Central Procurement Department is seeking a contractor to provide comprehensive print and mail election materials services through RFP GGS-26-0079. The solicitation requires a single contractor (with subcontractors permitted) to execute printing, addressing, and mailing of election pamphlets and booklets for Phoenix city elections. The contract will span from April 1, 2026, to March 31, 2031, with potential extensions for four additional one-year periods. The contractor must be capable of producing and distributing between 1 and 750,000 pamphlets across eight city council districts, with varying quantities dependent on specific election needs. Key qualifications include a minimum of seven years in business, comprehensive insurance coverage, ability to perform background screenings, and strict maintenance of voter information confidentiality. Evaluation criteria will encompass qualifications, experience, approach methodology, operational capacity, and overall pricing structure. Critical dates include a pre-offer conference on November 13, 2025, sample viewing on November 20, 2025, written inquiries due by November 26, 2025, and final proposal submissions due December 10, 2025, at 2:00 pm.

The procurement emphasizes significant Disadvantaged Business Enterprise (DBE) and small business participation requirements mandated by the United States Department of Transportation. Contractors must submit an initial DBE/Small Business Participation Plan within 30 calendar days of contract award and commit to monthly documentation of DBE engagement through phoenix.diversitycompliance.com. The city requires proactive efforts to identify and engage DBE-certified firms, including sending outreach letters and maintaining comprehensive contact logs. Specific documentation, such as the Request for Substitution/Exemption form, must be submitted to ptdcompliance@phoenix.gov for any changes in DBE subcontractor involvement. While specific contract value is not explicitly stated, the multi-year nature of the contract and potential for printing up to 750,000 election materials suggests a substantial procurement opportunity. Contractors must also comply with various federal certifications, including tax liability verification, debarment and suspension requirements, and Buy America compliance, with different thresholds applying based on contract value.