On-Call Mailing Services

Agency:	Sedgwick County
State:	Kansas
Type of Government:	State & Local
NAICS Category:	323111 - Commercial Printing (except Screen and Books) 561499 - All Other Business Support Services
Posted Date:	Jun 6, 2023
Due Date:	Jun 27, 2023
Solicitation No:	23-0021
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

Attachment Preview

SEDGWICK COUNTY, KANSAS

DIVISION OF FINANCE DEPARTMENT

Purchasing Department

100 N. Broadway, Suite 610 ~ Wichita, KS 67202

Phone: 316 660-7255 Fax: 316 660-1839

https://www.sedgwickcounty.org/finance/purchasing/

requests-for-bid-and-proposal/

REQUEST FOR PROPOSAL

RFP #23-0021

ON-CALL MAILING SERVICES

June 6, 2023

Sedgwick County, Kansas (hereinafter referred to as “county”) is seeking a firm or firms to provide On-Call Mailing

Services. If your firm is interested in submitting a response, please do so in accordance with the instructions contained

within the attached Request for Proposal. Responses are due no later than 1:45 pm CDT, June 27, 2023.

All contact concerning this solicitation shall be made through the Purchasing Department. Proposers shall not

contact county employees, department heads, using agencies, evaluation committee members or elected officials with

questions or any other concerns about the solicitation. Questions, clarifications and concerns shall be submitted to the

Purchasing Department in writing. Failure to comply with these guidelines may disqualify the Proposer’s response.

Sincerely,

Place signature block here

Jaimee Witmer

Purchasing Agent

JW/ch

RFP #23-0021

Sedgwick County…Working for you

Table of Contents

About this Document

II. Background

III. Project Objectives

IV. Submittals

V. Scope of Work

VI. Sedgwick County’s Responsibilities

VII. Proposal Terms

A. Questions and Contact Information

B. Minimum Firm Qualifications

C. Evaluation Criteria

D. Request for Proposal Timeline

E. Contract Period and Payment Terms

F. Insurance Requirements

G. Indemnification

H. Confidential Matters and Data Ownership

I. Proposal Conditions

VIII. Required Response Content

IX. Response Form

X. Pricing Sheet

RFP #23-0021

Sedgwick County…Working for you

About this Document

This document is a Request for Proposal. It differs from a Request for Bid or Quotation in that the county is seeking a solution,

as described on the cover page and in the following Background Information section, not a bid or quotation meeting firm

specifications for the lowest price. As such, the lowest price proposed will not guarantee an award recommendation. As

defined in Charter Resolution No. 68, Competitive Sealed Proposals will be evaluated based upon criteria formulated around

the most important features of the product(s) and/or service(s), of which quality, testing, references, service, availability or

capability, may be overriding factors, and price may not be determinative in the issuance of a contract or award. The proposal

evaluation criteria should be viewed as standards that measure how well a vendor’s approach meets the desired requirements

and needs of the county. Criteria that will be used and considered in evaluation for award are set forth in this document. The

county will thoroughly review all proposals received. The county will also utilize its best judgment when determining whether

to schedule a pre-proposal conference, before proposals are accepted, or meetings with vendors, after receipt of all proposals.

A Purchase Order/Contract will be awarded to a qualified vendor submitting the best proposal. Sedgwick County reserves the

right to select, and subsequently recommend for award, the proposed service(s) and/or product(s) which best meets its

required needs, quality levels and budget constraints.

The nature of this work is for a public entity and will require the expenditure of public funds and/or use of public

facilities, therefore the successful proposer will understand that portions (potentially all) of their proposal may become

public record at any time after receipt of proposals. Proposal responses, purchase orders and final contracts are subject to

public disclosure after award. All confidential or proprietary information should be clearly denoted in proposal responses

and responders should understand this information will be considered prior to release, however no guarantee is made that

information will be withheld from public view.

II. Background

Sedgwick County, located in south-central Kansas, is one of the most populous of Kansas’ 105 counties with a population

estimated at more than 514,000 persons. It is the sixteenth largest in area, with 1,008 square miles, and reportedly has the

second highest per capita wealth among Kansas’ counties. Organizationally, the county is a Commission/Manager entity,

employs nearly 2,500 persons, and hosts or provides a full range of municipal services, e.g. – public safety, public works,

criminal justice, recreation, entertainment, cultural, human/social, and education.

Each year more than 500,000 notifications are mailed to residents in Sedgwick County. Sedgwick County currently

utilizes contract mail services for certain Appraiser, Treasurer, County Clerk, and Election mailings.

This proposal is seeking on-call mailing services to include Appraiser, Treasurer, County Clerk, and Election mailings, as

well as other unique large mailings as requested by various departments. The county reserves the right to utilize in-house

printing and sorting services for projects less than 8,000 pieces.

Annual/Semi-Annual mailings include but are not limited to: Real Property Valuation Notice (RP CVN) (February),

Personal Property Valuation Notice (PP CVN) (April), Commercial Income and Expense (COM I&E) (June-July),

Personal Property Rendition (PP Rendition) (December), Tax Statements (March, November, and December), Revenue

Neutral Rate (RNR) notice (August), and Advance Voting Flyer or Card (late September/early October on even years

only.)

It is preferred for the vendor to accept electronic files for printing, mail prep, and mailing via USPS. The county is also

seeking a firm with the option to offer and manage electronic mailings.

RFP #23-0021

Sedgwick County…Working for you

III. Project Objectives

Sedgwick County, Kansas (hereinafter referred to as “county”) is seeking a firm or firms to provide on-call mailing services.

The following objectives have been identified for this contract:

1. Acquire on-call mailing services meeting the parameters, conditions and mandatory requirements presented in the

document.

2. Establish contract pricing with the vendor that has the best proven “track-record” in performance, service and

customer satisfaction.

3. Acquire on-call mailing services with the most advantageous overall cost to the county.

IV. Submittals

Carefully review this Request for Proposal. It provides specific technical information necessary to aid participating firms in

formulating a thorough response. Should you elect to participate, please email the entire document with supplementary

materials to:

Purchasing@sedgwick.gov

SUBMITTALS are due NO LATER THAN 1:45 pm CDT, TUESDAY, June 27, 2023. If there is any difficulty

submitting a response electronically, please contact the Purchasing Technicians at purchasing@sedgwick.gov for

assistance. Late or incomplete responses will not be accepted and will not receive consideration for final award. If you

choose to send a hard copy of your proposal, Sedgwick County will not accept submissions that arrive late due to the fault

of the U.S. Postal Service, United Parcel Service, DHL, FedEx, or any other delivery/courier service.

Proposal responses will be acknowledged and read into record at Bid Opening, which will occur at 2:00 pm CDT on the

due date. No information other than the respondent’s name will be disclosed at Bid Opening. We will continue to have Bid

Openings for the items listed currently. If you would like to listen in as these proposals are read into the record, please dial

our Meet Me line @ (316) 660-7271 at 2:00 pm.

V. Scope of Work

Items listed in this section are requirements to completion of services under this contract. Contractor shall furnish labor,

parts, material, and equipment necessary to perform the following:

Mailing and Printing Specifications:

Treasurer’s Office

A. 1st Half Bills - usually mailed out a week before Thanksgiving

1. Real Estate – 132,000 statements

2. State Assessed – 800 statements

3. Personal Property – 30,000 statements

4. Advisory Notices – 82,000 statements

B. Antique Tag Renewals – usually mailed out around December 15th

1. Antique Tag Renewals – 9,600 statements

C. 2nd Half Bills – usually mails out 2nd or 3rd week of March

1. Delinquent Personal Property – 9,000 statements

D. 2nd Half Bills – usually mails out during same time frame as delinquent personal property – 2nd/3rd

week of March

1. Real Estate – 70,000 statements

2. Personal Property – 3,500 statements

3. State Assessed 600 statements

RFP #23-0021

Sedgwick County…Working for you

These statements are also:

• Two-sided

• Black and white, with the exception of delinquent bills, which has a red watermark which says

“DELINQUENT.”

• Printed on 24# white paper.

• Typically inclusive of an insert in each mailing, with the exception of Delinquent Bills and Advisory

Notice mailings.

Inserts are:

• Two-sided

• Typically printed in color.

• Printed on 24# white paper.

Envelopes are:

• #10 window envelope and reply envelopes are #9 window envelope.

• Black and white

• Printed on front only.

# of Pages Per

Mailing

1 Page

2 Page

3 Page

4 Page

2022 Treasurer's Office Page Volume Data

(Estimations)

Approximately 80% of statements

Approximately 20% of statements

Appraiser’s Office

A. RP CVN’s could be anywhere from 75,000 to 235,000 records mailed out in February

B. PP CVN’s will be approximately 35,000 records mailed out in April

C. COM I&E will be approximately 7,700 records mailed out in June-July

D. PP Renditions will be approximately 35,000 records mailed out in December

These records are also:

• Two-sided

• Black and white

• Printed on 24# white paper.

• Inclusive of an insert in each mailing except for the PP CVN mailing.

Inserts are:

• Two-sided

• Black and white

• Printed on 24# white paper.

Envelopes are:

• Two different #10 window envelopes (one with and without red text, in addition to the black text).

• Two different #9 closed face reply envelopes (there are two different return addresses).

• All black and white, with the exception of the #10 window envelope that includes red text, which is only

used for the PP Renditions mailing done in December.

• Printed on front only.

RFP #23-0021

Sedgwick County…Working for you

On-Call Mailing Services

Attachment Preview

Sign-up for a Free Trial, Government Bid Alerts

See Also

RFB/RFP	Due Date	Description	Document	Pre-bid Conference
23-0021	6/27/2023 1:45:00 PM	On-Call Mailing Services	RFP