Property Appraiser Annual Mailings

The City of Jacksonville, Florida is soliciting informal RFP proposals on behalf of the Duval County Property Appraiser's Office (DCPA) for high-volume printing, variable data imaging, and mailing services supporting two annual mailings, with questions due November 16, 2026 and proposals due December 1, 2026 at 4:00 p.m. Eastern. Certified Jacksonville Small and Emerging Businesses (JSEBs) are encouraged to participate, but no JSEB set-aside is established. Subcontracting of printing, variable-data imaging, mail preparation, data processing, or mailing services is prohibited, so the awarded vendor must perform all services with its own personnel and equipment.

Mandatory minimums require at least two years of verifiable experience providing large-volume, variable-data print and mail services of similar scope, plus ownership of a backup production facility with equivalent capabilities.

The January mailing totals approximately 242,300 pieces and includes homestead exemption renewal, agricultural exemption, total or partial exemption, real property, and TPP postcards, along with TPP tax return packages. The March mailing includes 7,700 senior exemption postcards and 9,200 commercial income and expense postcards. Target mail-out dates are January 4, 2027 and March 15, 2027. Work requires CASS, PAVE, and NCOA address processing, Intelligent Mail Barcode implementation, FirstClass Presort processing, secure data handling, and delivery to the vendor's local Business Mail Entry Unit (BMEU) on or before each target date.

The initial term is three years, with two optional two-year renewals subject to City approval. Pricing remains firm for the first year, and escalation or de-escalation requests are permitted thereafter. The contract will be awarded to the highest-ranked responsive and responsible bidder. Proposals are scored on Technical Capability (25 points), Vendor Experience and Qualifications (20 points), Project Approach and Workflow (20 points), Reliability and Past Performance (20 points), and Cost/Price Sheet (15 points). Vendors must provide proof of insurance naming the City as additional insured, comply with E-Verify requirements, and execute a Conflict of Interest Statement. All responses become City property and are subject to Florida Public Records Law.