Printing and mailing of MV-1 Motor Vehicle Property letters.

The West Virginia Department of Administration Purchasing Division is requesting quotes for printing and mailing services for approximately 800,000 MV-1 Motor Vehicle Property Tax Adjustment Credit letters under CRFQ 0702 TAX2700000001, with bids due September 3, 2026 at 1:30 p.m. ET. This is a one-year contract beginning September 1, 2026, with options for three successive one-year renewals.

The scope encompasses three line-item components: printing two-page MV-1 schedules (cover letter with schedule on reverse and instructions page), designing and printing envelopes with security tinting and "IMPORTANT TAX INFORMATION" marking for bulk mailing, and arranging bulk mailing services with postage included. The MV-1 schedules are scheduled for mailing release between January 2 and January 16, 2027. Vendors must deliver standard orders within 14 calendar days and emergency orders within 7 calendar days of receiving letter files.

Bidders must submit pricing on the provided Pricing Page (Exhibit A) with separate unit-cost line items for printing schedules, printing envelopes, and bulk mailing with postage. Written questions are due August 26, 2026 at 10:00 a.m. ET. Award will be made to the vendor offering the lowest overall total cost meeting all specifications.

Vendors must carry Commercial General Liability Insurance and Automobile Liability Insurance of at least $1 million per occurrence, maintain sufficient inventory to fulfill obligations, and provide monthly reports on supplies purchased, quantities, postage costs, and mail volumes. A designated contract manager must be available during normal business hours. All vendors must register with the West Virginia Purchasing Division prior to award and accept payment through electronic funds transfer and P-Card.

Bids should be directed to the Department of Administration Purchasing Division at 2019 Washington Street East, Charleston, West Virginia 25305. Contact Brandon L. Barr, buyer, at 304-558-2652 or brandon.l.barr@wv.gov.