The vendor is required to provide to furnish all labor, supervision, materials, supplies, equipment, and tools necessary to provide mail processing services.
- Print form letters provided by the director and/or designee, fold and stuff in envelopes with the correct addresses, and mail those via us postal bulk mail.
- Pay for the postage upfront and subsequently bill the city for the postage used on a monthly basis.
- Print in color and include in mailings all letters, notices, inserts, etc., as instructed by the department director and/or designee.
- Process time-sensitive mail involving court appearances, warrants, driver safety course approval, notices, etc., for department.
- Assembling samples of mail-out packages, including inserts, laser printed materials, and envelopes.
- Produce a report that contains a total count for each mail-out.
- Periodic pulls from each mail-out being processed at the rate of one pull every 16 minutes of the entire mail-out process.
- A record of all pieces pulled as part of quality control.
- An inspection of all mail pulled to ensure a package is complete.
- Clearance of all mail inspected.
- A check before and after each mail-out.
- A check of the laser print to ensure quality.
- A check of all addresses to ensure completeness.
- A check of the metered date on the envelopes.
- A check of envelope contents to ensure all required pages are included.
- Reconciling numbers of mailed pieces.
- Production quality of the laser printed forms.
- A review of samples of the final mail pieces.
- Utilize supplies provided by the city and provide savings on postage through bulk mailings.
- A mix of 150 letters addressed to two different 3-digit zip codes handled by the area distribution centers (ADCS) located at the downtown city post office (ADCS numbered 770 and 772).
- Process and mail important time-sensitive documents such as "failure to appear" and warrant letters within 12 hours of receipt of the electronic file.
- Contract Period/Term: 2 years
- Pre-Bid Conference Date: May 6, 2025
- Questions/Inquires Deadline: May 12, 2025