RFP2025-03 Print and Mail Services

The Harris Central Appraisal District (HCAD) in Houston, Texas, has issued a Request for Proposal (RFP2025-03) for comprehensive Print and Mail Services covering three primary service types: Print and Mail Services, Volume Mail Services, and Residual Mail Services. The procurement seeks a vendor capable of producing and mailing various administrative communications including rendition letters, postcards, notices of appraised value, hearing scheduling letters, and exemption letters. The contract will span a five-year term from the award date through December 31, 2030, with an anticipated production start date of January 1, 2026. Proposal evaluation will utilize a weighted criteria system, with 45% allocated to the base bid amount, 5% to transition time, 10% to performance probability, 5% to previous HCAD project success, 10% to references and reputation, 5% to HUB/Nonprofit/Disability status, 5% to cooperative membership, and 15% to how well the goods and services meet the District's needs. Key deadlines include a question submission deadline of May 9, 2025, and a proposal due date of May 20, 2025.

The RFP includes specific requirements for HUB (Historically Underutilized Business) and nonprofit/disability enterprise participation, with 5% of the evaluation criteria dedicated to these categories. Contractors must provide mandatory attachments including a Conflict of Interest form, W-9, liability insurance proof, and a detailed statement of work. Insurance requirements are substantial, mandating $1,000,000 in Commercial General Liability, $1,000,000 in Automobile Liability, and Workers' Compensation at statutory limits. A performance bond may be required for bids exceeding $100,000. While no specific budget range is explicitly stated, the comprehensive nature of the services and the five-year contract duration suggest a potentially significant contract value. The solicitation appears open to various types of printing and mailing service providers who can meet the technical specifications and evaluation criteria outlined in the RFP.