Printing and Mail Processing of Invoices, Notices, and Permits

San Mateo County's Environmental Health Services Division is seeking a printing and mail processing contractor to handle invoices, notices, and permits through a Request for Proposals (RFP) issued for a five-year contract from July 2025 through June 2030. The county anticipates processing approximately 2,050 invoices monthly, with an expected annual growth of less than five percent. Key objectives include creating "client-friendly" invoices, minimizing additional fees, and utilizing five-digit pre-sorted mail rates while reducing undeliverable mail through National Change of Address Service utilization. The evaluation process will involve a selection committee scoring proposals across five criteria: Project Approach (10 points), Qualifications & References (25 points), Pricing (20 points), Support (20 points), and Submission Requirements (25 points). Proposers must demonstrate at least four years of similar service experience and provide a comprehensive technology solution, including an online portal supporting file uploads, mailer design, document printing, job history tracking, and delivery status monitoring. The proposal submission deadline is February 19, 2025, at 5:00 pm, with the county reserving the right to select based on overall best value.

The RFP does not explicitly indicate specific set-aside designations or restrictions for disadvantaged enterprises. The contract template suggests compliance with local ordinances such as the Living Wage Ordinance and Employee Jury Service Ordinance, indicating potential local business considerations. While specific budget ranges are not detailed, the contract template references a standard for contracts over $200,000, suggesting a substantial procurement value. The county's requirements include strict documentation for paper product procurement, specifically mandating minimum post-consumer recycled fiber content between 30-45% across various product categories, aligned with Senate Bill 1383 sustainability goals. Contractors must provide comprehensive documentation about paper product recycled content and recyclability. The procurement allows for exceptions when comparable recycled-content products are not available at similar costs or do not meet quality standards. The contract may also serve as a cooperative agreement, potentially allowing other organizations to utilize the established contract terms.