Mailing Services
| Agency: | City of Maryland Heights |
|---|---|
| State: | Missouri |
| Type of Government: | State & Local |
| NAICS Category: |
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| Posted Date: | Dec 5, 2025 |
| Due Date: | Jan 6, 2026 |
| Original Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
Attachment Preview
BID NO. 2025-006
BID DOCUMENT
MAILING OF THE CITY’S NEWSLETTER AND SENIOR NEWSLETTER
City of Maryland Heights
11911 Dorsett Rd.
Maryland Heights, MO 63043
Dated: December 5, 2025
1|City of Maryland Heights RFP
Newsletter Mailing Services
BID FORM
City of Maryland Heights
11911 Dorsett Road
Maryland Heights, Missouri 63043
BID NO.
2025-006
Product(s) or Service(s) Bid: Mailing of the City’s Newsletter and Senior Newsletter
Bids must be submitted by: 3:00 p.m., Tuesday, January 6, 2026
The Legal Notice, Invitation-to-Bid, Instruction to Bidders, Specifications, and/or any other bid document
form a part of this bid and are made a part hereof.
Anti-Collusion Statement
The below signed Bidder has not divulged to, discussed, or compared his bid with other bidders and has not
colluded with any other parties to this bid.
Equal Opportunity Statement
The below signed Bidder is an equal opportunity employer who does not discriminate on the basis of race,
color, religion, national origin, sex, ancestry, age as it relates to employment, or physical disability.
To the City of Maryland Heights, Missouri
We (I), the below signed Bidder, hereby agree to furnish the following product(s) or service(s) at the price(s)
and terms stated, subject to all instructions, conditions, specifications, and attachments hereto. We (I) have
read all bid documents, including the Instructions to Bidders, and fully understand what is required. By
submitting this signed Bid, we (I) accept a Contract, if approved by the City, and such acceptance covers all
terms, conditions, and specifications of this Bid.
ALL PRICES QUOTED F.O.B. MARYLAND HEIGHTS, MISSOURI (DELIVERED TO THE ADDRESS INDICATED IN
SPECIFICATIONS AND/OR PURCHASE ORDER.)
*Central Standard Time or Central Standard Daylight Savings Time, as applicable. The official time of receipt
shall be recorded in the City Administrator’s office. It will be the sole responsibility of the bidder to ensure
that his Bid reaches the office of the City Administrator on or before the closing hour of the date shown
above.
2|City of Maryland Heights RFP
Newsletter Mailing Services
Bid No.: 2025-006
General Bid Instructions:
1. The contract commences on February 9, 2026.
2. This bid includes the mailing, pre-sort and delivery of the City Newsletter (with various inserts), and
Senior Newsletter.
3. The City of Maryland Heights recognizes the expertise provided by vendors and encourages
creativity in submitting quotes. Alternate quotes may be considered if the quote clearly indicates
what will be furnished and how it will benefit the City. The City reserves the right to approve any
material the vendor proposes to furnish which contains any variations from specification
requirements, but which may substantially comply.
4. The contract, unless extended, concludes with the mailing of the December 2028 Newsletter/Parks
and Recreation Guide.
5. This bid includes an option to renew the contract for another 12 months for the City Newsletter,
Parks and Recreation Guide, and Senior Newsletter. Contract renewal is contingent upon job
performance and print quality. If extended, the contract will conclude with the mailing of December
2029 Newsletter/Parks and Recreation Guide.
6. Individual charges for each publication will be itemized on invoices.
7. Samples of the City’s current publications are available at:
a. City Newsletter – www.marylandheights.com/newsletter
b. Senior Newsletter – www.marylandheights.com/maturematters
c. Physical samples are available at 11911 Dorsett Road, Maryland Heights, MO 63043
8. Quotes must be submitted in a sealed envelope delivered to: Trisha Hall, Communications Manager,
at the Maryland Heights Government Center, 11911 Dorsett Rd., Maryland Heights, MO 63043 by
Tuesday, January 6, 2026 at 3:00 p.m. Bids will be publicly opened at this time and no quotes will be
accepted after this date and time. All sealed envelopes must be marked “Mailing Services Quote”.
9. The bidding firm’s quote is not considered complete unless the City’s quote forms are completed
and a proposed service agreement is included that addresses the specifications set forth herein.
Work will be billed, following completion of each project monthly. Overages may not be billed to the
City of Maryland Heights. Cost of freight, delivery or additional charges, if any, must be included in
the bid.
10. The City of Maryland Heights reserves the right to reject any portion of the quote, to reject all
quotes and to waive any nonconformity therein. The City plans to award this work no later than
February 5, 2026. The City reserves the right to end work with the selected firm at any time with 30
days written notice.
11. If you have any questions, you may contact:
Trisha Hall, Communications Manager
City of Maryland Heights, 11911 Dorsett Road, Maryland Heights, MO 63043
(314) 738-2497; thall@marylandheights.com
3|City of Maryland Heights RFP
Newsletter Mailing Services
Quote Summary
Contact Name: ______________________________________________________________________
Name of Company: _____________________________________________________________________
Contact Title: _____________________________________________________________________
Address: _____________________________________________________________________
Telephone: _____________________________________________________________________
Email Address: _____________________________________________________________________
Please provide two references:
Contact name: __________________________________________________________
Company name: __________________________________________________________
Phone number: __________________________________________________________
Type of work completed: __________________________________________________________
Contact name: __________________________________________________________
Company name: __________________________________________________________
Phone number: __________________________________________________________
Type of work completed: __________________________________________________________
4|City of Maryland Heights RFP
Newsletter Mailing Services
Bid Specifications · Pre-sort and Mailing Services
Vendor submitting quote will complete mailing services in-house and would be responsible for collating,
pre-sorting and ensuring successful delivery of the newsletter to Maryland Heights residents and businesses
in the 63043 and 63146 zip codes. A mailing list of all addresses can be provided (especially for the 63146 zip
code that is shared with unincorporated St. Louis County – who should not receive our mailings).
The selected vendor is responsible for:
1) de-duping mailing list
2) completing NCOA updates on the mailing list
3) using Intelligent Mail Barcodes
4) providing a postage statement from the USPS monthly
5) inkjet addresses
6) sort and deliver to the main post offices
7) guaranteeing the lowest possible postage rate offered by the USPS based on mail piece design
Quantity:
Deliverable:
Delivery:
Frequency:
Data:
17,900 – All quantities are estimates. The City of Maryland Heights reserves the
right to increase or decrease the quantities shown at any time during the life of the
contract to correspond with the actual City’s needs.
Inkjet addresses on publications, bundled by zip code with “DO NOT BREAK” labeled
on each bundle
St. Louis Main Post Office, 1720 Market Street, St. Louis, MO 63155
Newsletters and Senior newsletters will be delivered bimonthly. Parks Guides are
included as an insert in three of the newsletter issues per year and included in the
specifications of the newsletter.
Excel database provided by the City. As needed by the City, an updated list will
occasionally be submitted to the selected vendor. The address list provided by the
City may not be sold or given to any other organization(s) without the written
consent of the City of Maryland Heights Communications Manager.
5|City of Maryland Heights RFP
Newsletter Mailing Services
This page summarizes the opportunity, including an overview and a preview of the attached documents.
* Disclaimer: This website provides information about bids, requests for proposals (RFPs), or requests for qualifications (RFQs) for convenience only and does not serve as an official public notice. Individuals who wish to respond to or inquire about bids, RFPs, or RFQs should contact the relevant government department directly.
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