Request for Proposals for Full-Service Print, Mail, and Distribution Service Contractor

West Chester University of Pennsylvania, part of the Pennsylvania State System of Higher Education, is soliciting proposals for a full-service print, mail, and distribution contractor for the West Chester University Magazine, with proposals due June 18, 2026, at 11:00 a.m. Eastern Prevailing Time through PennBid. Offeror magazine samples are due June 16, 2026, and questions were due June 1, 2026, with an amendment of questions and answers issued June 5, 2026. The proposal due date has passed as of November 9, 2026.

The contractor will print and mail three issues per year at 60,000 copies per issue, with a maximum 3 percent overrun allowance. Each 32-page issue is 8.5" x 11" upright on 70-pound gloss stock, with four-color process printing and saddle-stitch binding. Distribution includes domestic mailing under a USPS nonprofit standard mail permit, foreign mail preparation for approximately 175 pieces, delivery of 25 advance copies to the university office and 250 copies to the warehouse, and drop-shipping of domestic mailings to the Southeastern Post Office in Pennsylvania. The contract term is five years, with services beginning upon execution.

Proposals are scored 75 percent technical and 25 percent cost. Responsive technical proposals must earn at least 75 percent of available technical points to be considered for award. Offerors must submit firm, fixed rates for years one and two. Beginning in year three, price escalations are permitted only up to the Consumer Price Index-Urban, with documentation required. The State System will not approve escalations automatically and will accept or reject them within 30 days of written notice. Newly negotiated labor agreements, federally recognized fuel adjustments, statutory increases, and applicable federal and state wage laws may justify increases above CPI levels.

Technical submittals require three client references from the past five years, at least one preferably from a higher education institution, along with a work plan, implementation and transition processes, and value-added services. Proposers must certify they are not under suspension or debarment and have no tax delinquency with Pennsylvania revenue or labor departments. Contract exceptions must be submitted on Appendix C with redlined Microsoft Word versions, and exceptions may lower the score or lead to disqualification depending on materiality. Questions route through Christopher Harper, Purchasing Agent, via the PennBid "Ask a Question" feature.