RFP 2026-51-collateral fulfillment and storage services

Clackamas County is requesting proposals for collateral fulfillment and storage services to support its Office of Tourism under RFP 2026-51, with proposals due July 14, 2026 at 2:00 p.m. Pacific Time.

The scope encompasses biweekly lead-file processing from third-party vendors, bulk mailing preparation with USPS compliance, postage management, envelope printing, storage of 10–12 pallets of tourism materials, customer lead data maintenance, and monthly reporting on fulfillment activities and inventory levels. The primary collateral is an annual 60-page travel planner magazine weighing approximately 0.383 ounces, distributed to prospective visitors. The contractor must submit itemized pricing for per-piece handling, addressing, inserting, monthly or annual storage fees, envelope printing, and postage billing; pricing must distinguish base services from optional services such as raw lead file formatting and digital-only lead separation. Any annual fee increases must follow a defined methodology tied to the Consumer Price Index for general service fees, with pass-through costs (USPS postage, carrier rates) supported by published rate changes.

The contract term runs from the effective date through June 30, 2031, with a five-year initial period and potential renewal options negotiated during contract execution. Electronic submission is required through Bid Locker. The evaluation committee will score proposals on proposer background and qualifications (0–30 points), scope of work capability (0–45 points), and fees (0–25 points), with the highest-scoring responsive proposal recommended for award subject to final negotiation and County approval.

Insurance requirements include Professional Liability ($1 million per occurrence/$2 million annual aggregate), Commercial General Liability ($1 million per occurrence/$2 million annual aggregate), and Automobile Liability ($500,000 per occurrence). The deadline to submit clarifying questions is June 29, 2026 at 5:00 p.m. Pacific Time.