PRINTING AND MAILING SERVICES

The City of Altamonte Springs, Florida, located in Seminole County, is seeking proposals for comprehensive printing and mailing services for its Utility Billing system and other city departments through RFP-25-017-RS. The solicitation requires a vendor to handle approximately 15,000 monthly utility billing statements and 2,500 delinquency notices across four regular billing cycles, with specifications including two-sided printing on 8" x 11" paper, inserting pre-printed return envelopes, utilizing double window envelopes with city branding, and electronically delivering approximately 2,500 e-bill statements monthly. Proposers must meet minimum qualifications, including a minimum of five years of experience in printing and mailing services, provide an E-Verify Memorandum of Understanding, and submit a current Business Tax Receipt. The proposal evaluation will be conducted using a 100-point scoring system, assessing categories such as business history, project team qualifications, similar project experience, quality control, workload, approach to engagement, and cost. Key dates include a proposal due date of February 19, 2025, at 11:00 a.m., a virtual proposal evaluation meeting on February 26, 2025, at 11:00 a.m., and final City Commission approval scheduled for March 18, 2025.

The procurement does not specify explicit set-aside designations or restrictions for disadvantaged enterprises. The current incumbent vendor is Cathedral Corporation, which has been providing services at a rate of $0.1325 per piece for monthly bills, final bills, and delinquency notices. The City maintains an escrow account for postage and requires sample approval during the transition phase. While not mandated, the City expresses a preference for a vendor with a primary facility in Florida and multiple disaster recovery sites. The estimated annual budget for printing services is $30,000, with postage costs averaging around $90,000, resulting in a total recommended contract value of $300,000 for the initial three-year term. The contract includes an option for two additional one-year renewals, potentially extending the total contract duration to five years. The selected vendor, InfoSend, Inc., was determined by the Evaluation Committee to be the most suitable firm to fulfill the city's requirements, with sufficient budgetary provisions in place for the procurement.