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

The West Virginia Department of Administration Purchasing Division, on behalf of the West Virginia Tax Division, is requesting quotes for printing and mailing of approximately 800,000 MV-1 Motor Vehicle Property Tax Adjustment Credit letters under CRFQ 0702 TAX2700000001, with quotes due September 3, 2026, at 1:30 p.m. ET.

The scope includes printing two-page MV-1 schedules (cover letter with schedule on reverse; instruction page with blank reverse) on 20-pound paper stock with color printing, printing approximately 800,000 security-tinted envelopes marked "IMPORTANT TAX INFORMATION," and bulk mailing services. The vendor must deliver standard mailing orders within 14 calendar days and emergency orders within 7 calendar days of receiving letter files. Mailing is required between January 2, 2027, and January 16, 2027, with all mail entering the USPS system by January 31, 2027. Vendors may use any USPS-approved method to obtain the lowest available postage rates, including commingling and postal optimization. The West Virginia Tax Division will provide PDF files with all MV-1 records.

The contract term runs September 1, 2026, through August 31, 2027, with three optional one-year renewal periods. Pricing is quoted on a per-unit basis for printing and per-piece basis for mailing, with vendors estimating postage costs and arranging for Post Office Bulk Mailing Permit payment, invoicing the agency for total postage. Award will be made to the vendor offering the lowest overall total cost meeting all specifications. Vendors must maintain Commercial General Liability and Automobile Liability Insurance of at least $1,000,000 per occurrence and carry sufficient inventory to fulfill contract obligations. Vendor questions were due August 26, 2026, at 10:00 a.m. ET. Addendum No. 1, posted August 26, addresses 11 vendor technical questions and provides a sample MV-1 form. Vendors must acknowledge receipt of all addenda by submitting the included Addendum Acknowledgment Form with their bid to avoid disqualification. Contact Brandon L. Barr at 304-558-2652 or brandon.l.barr@wv.gov.