SLCo AUD135051 Printing & Mailing

Salt Lake County Contracts and Procurement is soliciting bids on behalf of the Salt Lake County Auditor's Office for printing and mailing services for statutorily required notices, including the annual Notice of Property Valuation and Tax Changes, with bids due November 17, 2026 under AUD135051. The County's Preference System adds one point to a proposal score for each of two preferences: the Employee Health Care Preference and the Veterans and Companywide Hiring Preference. These are scoring adjustments, not set-asides.

The Employee Health Care Preference requires a currently maintained health benefit plan under Utah Code Ann. 26-40-115(1), documented by a health benefits certificate or carrier letter. The Veterans and Companywide Hiring Preference requires four elements maintained throughout the contract term: an active veterans recruitment program with at least one veteran currently employed, a drug and alcohol testing policy with random testing, a government-recognized job training program, and a job safety program compliant with OSHA or an equivalent state standard. Preference documentation and certification forms must accompany the submission, and missing documentation results in non-consideration of the preference. Violating preference conditions during the term is grounds for immediate termination for default.

The scope covers two-sided color notices at 340,000 to 380,000 mailings annually, #10 window envelopes, and all preparation and mailing from a U.S. Postal Service-approved distribution center. The selected vendor must manipulate and format County-supplied data and cannot rely solely on PDF processing. The County delivers mailing data no later than five business days before each mailing date, and notices must be mailed for delivery on or before July 22 each year unless the Utah State Tax Commission extends the deadline. Bidders must provide two written references from current customers for the same or similar services, preferably government entities. Required insurance includes commercial general liability of at least $1,000,000 per occurrence and workers' compensation under Utah law. Bidders must also submit an environmental compliance and non-debarment certification, which applies to sub-vendors.

Pricing is bid per 10,000 mailings, with all labor, materials, services, and mailing costs included, and remains firm for the initial 24 months. The approximate annual contract amount is $250,000, with no minimum or maximum purchase quantity guaranteed. The five-year term takes effect upon execution, and the County may terminate in any year after the second by providing written notice within 30 days of the contract anniversary. After 24 months, the contractor may request an escalation not exceeding 3 percent, submitted at least 90 days before the mailing date with detailed documentation; the County may terminate if the increase is unacceptable. Price decreases pass to the County immediately. Final funding is contingent on funding levels and approval by the Mayor of Salt Lake County.

Award goes to the lowest responsive, responsible bidder meeting all specifications, with preference points added to proposal scores. Bidders may request GRAMA protected status for trade secrets or sensitive commercial information using Attachment B.