Citywide Bulk Mailing Services

The State of Virginia is soliciting proposals for a contract to provide comprehensive mailing services. This includes, but is not limited to, postage application, bulk mail processing, and presort services. The contractor will be responsible for transporting mail from various City locations to their processing facility, ensuring all services meet USPS requirements, and delivering mail to the appropriate post office by specified deadlines. Key responsibilities also include maintaining equipment uptime, providing inventory reporting, and ensuring the confidentiality of City mailing lists. The contract will be firm-fixed priced, with rates remaining firm for the initial term. The estimated annual mail quantities for various departments are provided, with Public Utilities and the Treasurer's Office having the highest volumes. The contractor's processing facility must be located within Hampton Roads, with a preference for Virginia Beach, Norfolk, or Chesapeake. Pickup frequency will be at a minimum once per day for certain departments and the city mail room, with potential for more stops and departments. Equipment uptime of 95% will be based on daily mail received by the contractor having postage placed on it the same day and sent to USPS within one business day, with detailed reporting available upon request. Storage requirements include space for at least 4-6 pallets for envelopes and holding areas for prepared mail, with seasonal fluctuations expected in January, February, April, August, and October. Mail will be provided to the contractor either already enveloped and addressed, or as letters/documents needing folding and insertion. Postage will be treated as a pass-through cost invoiced per department by the contractor, and will not be prepaid by the City. There are no requirements for on-site staffing, background checks, or facility access credentials for contractor personnel. The City's SWaM Compliance Office will evaluate subcontracting to non-SWaM firms. The City does not share annual spending information. The RFP Close Date is May 20, 2026, at 3:00pm EST, with no extensions granted.