Fulfillment and Direct Mail Marketing Services

The vendor is required to provide from qualified vendors in the field of fulfillment and direct mail marketing services to house promotional items and publications for bulk orders.
- Execute print on demand, kitting and mailing for key business communications to include, but not limited to, admission packets and financial aid packets based on individual lists that are sent to the vendor for fulfillment.
- House materials that will be needed for print on demand and fulfillment services.
- House various static publications and items and offer a storefront where items can be requested for delivery, either on set days sent to campus and mailed to regional locations.
- Mailing/kitting/fulfillment
• List processing: agency will securely send lists to vendor daily or weekly to fulfill a mailing to agency external customers.
• Print on demand variable printing: vendor will print personalized print pieces as required by the designated mailer or “kit” (letters, certificates, booklets, etc.) throughout the year.
• Pdf: vendor to store all merged letters as individual pdf and uploaded to secure ftp for agency to access.
• Pulling and kitting: vendor to assemble single items + print on demand into envelopes (aka “kit”).
• Mailing: vendor will mail “kits” to agency external customers from the provided lists.
• Postage: vendor will use agency indicia marks and report to agency postage costs each time the mail drops.
- Inventory and ordering portal
• Storage: agency will provide various items for vendor to store. this may also include the need for vendor to print and produce assets and store them for us until needed.
• Ordering: vendor will have a portal where agency can order items from inventory to be delivered to agency and or regional locations for our recruitment staff.
- Direct mail transactional kitting/fulfillment
1. Admit kit
a. Envelope/package
• Envelope (agency supplied)
b. Items in kit
• Catalog window envelope (housed in inventory to be used for this kit)
• Custom orange folder (housed in inventory to be used for this kit)
• Print on demand letter on agency letterhead
• Print on demand certificate
• Print on demand flyer
c. Projected annual quantity
• 30,000 in 2023, we mailed approximately 26,337 packets.
• To ensure that we don’t underestimate, we are looking to order 30,000 pieces for the packets and estimate 26,400 packets to be fulfilled by vendor for the year.
• After a year mark, we can review the numbers to see if any quantities need to be adjusted.
d. Projected weight
• Unknown
e. Timeframe
• Year-round
f. List frequency
• Daily, Monday Friday
g. Print on demand specs
1. Admit letter on agency letterhead
• 8.5x11
• 4cp, 1 sided, no bleed
• Letterhead to be provided to vendor and stored in inventory
• Variable printing
2. Admit certificate
• 11x8.5
• 4cp, 1-sided, no bleeds
• 100# finch opaque smooth white cover (or comparable)
• Variable printing
3. Flyer
• 8.5x11
• 4cp, 2 sided, no bleed
• 100# uncoated cover stock
• Variable printing h. Variable printing notes
• Variable data on some of the pieces above can be complex.
• For example, the admission letter will require a combination of over a dozen variable fields and triggers to change out content dynamically.
• Paragraphs or sentences will differ based on a student type or condition as identified in the data field.
• Some letters might have different data spreadsheets to pull data from
i. Fulfillment requirements
• Vendor receives daily list from agency
• Vendor will merge the data into the various print on demand templates
• Vendor will place certificate and flyer in orange folder; place the letter on top of the folder and stuff both pieces into the window envelope
• Vendor will mail out packets daily (or when quantity threshold is met to send bulk mail)
• Vendor will send a daily report to agency on the number of packets mailed that day, along with access to a pdf and electronic version of the merged letter for audit purposes
• Pieces should be dropped in the mail 24-48 hours of receipt of the list.
2. Financial aid kit
a. Envelope and package
• Envelope (agency supplied)
b. Items in kit
• Catalog window envelope (housed in inventory to be used for this kit) print on demand fold out brochure
c. Projected annual quantity
• 20,000
d. Projected weight
• Unknown
e. Timeframe
• Winter — spring timeframe
f. List frequency
• Daily, Monday Friday (some days might not have names)
g. Print on demand specs
1. Fold out brochure
• 8.5x11 4-page booklet (flat 17”x11”)
• 4cp, 2 sided, with bleeds
• 100# finch opaque smooth white text (or comparable)
• Variable printing
h. Variable printing notes
• The variable data is very complex for this piece.
• Design, photos and text will change based on variable fields and data triggers to change out content dynamically.
i. Fulfillment requirements
• Vendor receives list few times a week from agency
• Vendor will merge the data into the print on demand template
• Vendor will insert the brochure into the window envelope
• Vendor will mail out packets daily (or when quantity threshold is met to send bulk mail)
• Vendor will send a daily report to agency on the number of packets mailed that day, along with access to a Pdf and electronic version of the merged letter for audit purposes
• Pieces should be dropped in the mail 24-48 hours of receipt of the list.
- Contract Period/Term: 1 year
- Pre-Proposal Conference Date: March 28, 2025
- Questions/Inquires Deadline: April 04, 2025