Printing and Mailing First-Class Notices for Escambia County - Office of Management & Budget

Escambia County is seeking proposals through an Invitation to Bid (ITB) for printing and first-class mailing services for non-ad valorem assessment notices related to the Fire Protection District Municipal Services Benefit Unit (MSBU). The procurement is specifically targeting local vendors located within a 25-mile radius of Pensacola, Florida, who can print and mail between 123,000 and 127,000 first-class notices. The county will provide the notice template and a comprehensive database containing recipient name, address, property, and cost information. Vendors must produce high-quality printed materials on 8.5" x 11" standard stock using black ink, and mail using #10 double-window envelopes, with all notices to be printed and mailed by August 15, 2025. Key deadlines include a non-mandatory pre-bid meeting on May 27, 2025, at 11:00 am via Microsoft Teams, a deadline for questions on May 30, 2025, and a bid response deadline of June 3, 2025, at 10:00 am. The notices will inform property owners about increased fire protection benefit assessments to be included in their annual tax bills, with a public hearing scheduled for September 9, 2025.

The contract opportunity includes specific local business preference provisions that may provide advantages to vendors meeting certain local business criteria, such as maintaining a fixed office in Escambia or Santa Rosa County for at least one year. Vendors must submit several required documents, including E-Verify certification, a sworn statement on public entity crimes, a conflict of interest form, and proof of insurance. Professional liability insurance is required with minimum limits of $1,000,000 per wrongful act and $2,000,000 policy aggregate. While a specific award value is not explicitly stated, the contract is priced on a per-piece basis for printing and mailing, covering all labor, paper, envelopes, and postage. It is important to note that the project is contingent on Board of County Commissioners' approval and is not yet guaranteed. All submissions must be made electronically through the county's procurement portal, with the successful vendor responsible for merging county-provided property data into the notice template and ensuring timely, accurate delivery of the assessment notices.