Printing and Bulk Mailing Services

The Dayton Public School District (DPSD) in Montgomery County, Ohio, is issuing Request for Proposals (RFP 26-009) for comprehensive printing and bulk mailing services to support district-wide operations. The Innovative Academies of Dayton Public Schools seeks a single qualified vendor capable of providing digital printing, offset printing, variable data printing, mailing preparation, and fulfillment services. Deliverables include general printing materials such as envelopes with logos, business cards, and promotional items; education-specific materials including student handbooks; large format printing such as posters and banners; finishing services including folding, cutting, binding, laminating, collating, and packaging; and full-service bulk mailing support compliant with USPS regulations across multiple mail classes with services including mail preparation, Intelligent Mail Barcode application, automated envelope inserting, and postage metering. The vendor must demonstrate strict compliance with data security and confidentiality requirements including FERPA compliance, secure encrypted file transfer protocols, secure production facilities, confidentiality agreements, secure disposal of sensitive materials, and cyber liability insurance. Estimated annual quantities for evaluation purposes include 75,000 pages of black-and-white printing, 100,000 pages of color printing, 100,000 variable data pieces, 350,000 envelope-stuffing pieces, and 350,000 pieces for mailing presort services. The RFP was posted March 2, 2026, with questions accepted through March 17, 2026, at 5:00 p.m. EDT, and sealed proposals due March 23, 2026, at 12:00 p.m. EDT via the Bonfire electronic portal. The evaluation criteria assigns 30 percent weight to cost proposal, 25 percent to qualifications and experience, 15 percent to proposed plan, 15 percent to service quality and approach, and 10 percent to community inclusion program participation, with evaluations occurring March 24 through April 6, 2026, and potential finalist interviews scheduled for April 8-9, 2026.

The DPSD Community Inclusion Program establishes a 20 percent participation goal for Economically Disadvantaged Business Enterprises (EDBEs) and a 25 percent on-site workforce participation goal for district residents, with certifications accepted from the City of Dayton S/DBE program and the State of Ohio EDGE program. All bidders must complete the DPSD EDBE/Workforce Participation Form, signed and notarized by an authorized company agent, and submit supporting documentation demonstrating good faith efforts in engaging EDBEs and local residents; failure to submit required forms or demonstrate good faith efforts may result in non-responsiveness determinations. The contract is subject to EDGAR Certifications requirements, including compliance with federal statutes applicable to non-federal entities expending federal funds, with mandatory provisions for termination, debarment and suspension certifications, and restrictions on foreign telecommunications equipment. The initial contract term is one year with options to renew for up to four additional one-year periods upon mutual agreement, and the district may terminate for convenience with 30 days' written notice or for default with 5 days' notice after a 5-day cure period. Selected vendors must maintain general liability insurance of $1,000,000 per occurrence, automobile liability coverage of $1,000,000 per occurrence, and professional liability insurance of $1,000,000 per claim and annual aggregate, with certificates of insurance required prior to contract commencement. No specific award value or budget range is disclosed in the available documentation.