Service Line Material Annual Mailing 2027

The City of Philadelphia is soliciting quotes for design, production, and mailing of annual service line material notification packets to residential properties citywide under a micro purchase, with quotes due September 29, 2026. The award will be made as a whole or by line item, whichever serves the City's best interest, to the lowest responsive and responsible bidder; sellers must quote all items to be eligible for award.

The scope comprises full-color #10 envelopes with pre-paid postage indicia and printed return address, customized letters (8.5" x 11", double-sided, full color), and four supplemental fact sheets. Letters are customized across five service line material categories—lead, lead in pilot area, galvanized material, galvanized material in pilot area, and incomplete records—with content available in English and Spanish. Each mailing packet includes all five sheets regardless of material category. Content includes notification language specific to service line material, flushing instructions with diagrams, health information, and guidance on service line replacement options including HELP loan programs and private plumber coordination.

The maximum contract amount is $45,000, adjusted annually by the Consumer Price Index for All Urban Consumers (CPI-U) from January 1, 2020, to the most recently published CPI-U, rounded to the nearest $1,000. The contract term is 365 days from the effective date specified in PHLContracts, terminating automatically without notice. All quoted prices must be net and exclusive of taxes; products must be delivered FOB Destination Point. Payment follows delivery and City approval via electronic deposit.

Sellers must maintain workers' compensation insurance at statutory limits, general liability insurance of at least $500,000 per occurrence, and automobile liability insurance of $300,000 per occurrence if applicable. A signed Consent and Authorization Agreement must be on file in the vendor profile prior to quote submission. Submission of an LGBTQ Applicant Opportunity Data Form is voluntary.