Title Print and Mail Services

INVITATION FOR BID
IFB Number: 3160008020
To Provide: Title Print and Mail Services
Issue Date: 04/23/2026
Closing Location
Mississippi Department of Revenue
500 Clinton Center Drive
Clinton, MS 39056
BID Coordinator
Nyla Kendrick, Procurement Officer
Telephone: (601) 923-7680
E-Mail: nyla.kendrick@dor.ms.gov
Closing Date and Time:
Bids must be received by May 19, 2026, at 12:00 p.m. (CST)

Table of Content
Section 1 - General
1.0 Purpose ...................................................................................................................................5
2.0 Characteristics of Work ........................................................................................................... 5
3.0 Procurement Time ...................................................................................................................6
4.0 General Terms of Contract ...................................................................................................... 6
5.0 Minimum Bidder Qualifications to be Deemed Responsible ........................................................... 6
6.0 Basis for Award ........................................................................................................................ 7
7.0 Bid Submission Requirements ................................................................................................. 7
7.1 Submission Format .............................................................................................................. 7
7.2 Submission Requirements ................................................................................................... 9
8.0 Debarment .............................................................................................................................. 10
9.0 Registration with Mississippi Secretary of State .................................................................... 10
10.0 Insurance .............................................................................................................................. 10
11.0 Performance Bond ............................................................................................................... 11
12.0 Procurement Methodology. ................................................................................................. 11
12.1 Restrictions on Communications with MDOR Staff ....................................................... 11
12.2 Cost of Preparing Bid .................................................................................................... 11
12.3 Independent Price Determination .................................................................................. 11
12.4 Rejection of Bids ........................................................................................................... 11
12.5 Procedure for Answering Questions .............................................................................. 11
12.6 Amendments to the Invitation for Bid ............................................................................ 12
12.7 Withdrawal of Bid .......................................................................................................... 12
12.8 Post Award Debriefing ....................................................................................................13
12.9 Protest of Award............................................................................................................. 13
12.10 Exceptions and Deviations ............................................................................................ 13
12.11 Conflict of Interest......................................................................................................... 13
13.0 Bid Opening ........................................................................................................................ 14
14.0 Office Closure Statement .................................................................................................... 14
15.0 Award Notification .............................................................................................................. 14
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Appendix A Specifications ..........................................................................................................15
Section 1 - Vendor Requirements...............................................................15
Section 2 - Vehicle Title Specifications.........................................................18
Section 3 - Vendor Physical Security Requirements.......................................22
Section 4 - Delivery................................................................................24
Appendix B Terms and Conditions ...................................................................................... ....26
Appendix C Compliance with Tax, Tag, and Title Laws ............................................................ 36
Appendix D Bid Package .............................................................................................................. 37
Attachment A Bid Cover Sheet .................................................................................................. 38
Attachment B Certification ........................................................................................................ 39
Attachment C Bid Form ............................................................................................................. 40
Attachment D References .......................................................................................................... 41
Attachment E Procurement Reference Score Sheet .................................................................... 43
Attachment F Procurement Reference Score Sheet .................................................................... 44
Attachment G Acknowledgement of Amendments .................................................................... 45
Attachment H Secretary of State Acknowledgement ................................................................... 46
Attachment I Conflict of Interest Disclosure Statement ................................................................... 47
Attachment J Driver Privacy Protection Agreement .................................................................... 48
Attachment K Certificate of Title Examples .................................................................................49
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Additional Forms (for documentation purposes only - do not submit back)
Motor Vehicle Record Information Request
For Individual Record Inquiries
Title 35 Part VII
Mississippi Motor Vehicle Records Disclosure Form
Mississippi Request for Motor Vehicle Records Information
Motor Vehicle Licensing Bureau and Title Bureau Fees
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MISSISSIPPI DEPARTMENT OF REVENUE
INVITATION FOR BID
Title Print and Mail Services
Section 1 - General
1.0 Purpose
The Department of Revenue (referred to as "DOR" or "Department") seeks to procure a contract
to provide off-site processing services to print and mail vehicle titles on a daily basis. These
services shall include converting electronic information to paper format and preparing this
information for mailing and delivery to the United States Postal Service.
DOR is now soliciting bids from qualified printing and mailing service providers to fulfill our
Title Print and Mail Service needs. All bids submitted in response to this solicitation must
conform to the requirements and specifications outlined within this document and any
applicable amendments.
The contract to be awarded will be a fixed price agreement.
2.0 Characteristics of Work
DOR issues approximately 875,000 vehicle titles per year that are registered at County Tax
Collector Offices throughout the state. Within the State of Mississippi, there are 105 County
Tax Collector Offices that handle vehicle transactions. Additionally, there are about 4,600
designated agents that can prepare title applications for DOR. These designated agents include
licensed motor vehicle dealers, financial institutions, manufactured home dealers, and County
Tax Collector Officers. A new title is issued when a vehicle changes ownership, a lien has been
added or removed or a title has been lost, stolen or mutilated. DOR intends to award a Master
Agreement for vehicle titling that will reduce the number of times a title is handled by Motor
Vehicle Service employees and speed up the time for the owner to receive their title.
The awarded vendor must be able to print address and barcodes to qualify mailings for the
maximum barcode discounts according to the USPS specification and shall be responsible for
the delivery of the documents to the USPS. Vendor will provide paper stock, vehicle title, and
envelopes, if necessary. The Vendor shall also continue to provide notices and documents
similar to those presently used at DOR, and these documents shall be subject to approval.
DOR will transmit electronic data in a proprietary file format to the Vendor via SFTP protocol,
which the awarded Vendor will determine the best method for accommodating this
requirement. The Vendor must keep receipt and documentation of destruction of such data,
and it shall be tracked and logged for historical purposes. These necessary files and a sample
of current documents will be available to the awarded vendor.
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3.0 Procurement Timeline
It is our intent to follow the schedule below in the execution of this invitation for bid; however,
DOR reserves the right to amend and/or change the below schedule of events, as it deems
necessary.
A. Invitation for Bid Issue Date: 04/23/2026; 11:30 am CST
B. First Publication: 04/23/2026
C. Second Publication: 04/30/2026
D. Deadline for Submission of Questions: 05/06/2026; 5:00 pm CST
E. Last Day Answers Posted to Website: 05/11/2026; 12:00 pm CST
F. Bid Packet Submission Deadline: 05/19/2026; 12:00 pm CST
G. Bid Opening: 05/19/2026; 2:00 pm CST
H. Award Notification: 05/22/2026
I. Debriefing Request Date: 05/27/2026
J. Protest Deadline: 05/29/2026; 10:00 am CST
K. Projected Start Date: 10/02/2026
4.0 General Terms of Contract
The term of the contracts shall be for three (3) years and will commence on October 2, 2026,
and end on October 1, 2029.
5.0 Minimum Bidder Qualifications to be Deemed Responsible
5.1 Each bidder must have been in business a minimum of five (5) years prior to submission
of its bid.
5.2 Each bidder must commit a dedicated project manager with sufficient prior experience for
this project.
5.3 Each bidder must be able to provide its own staff, equipment, and facilities for the purposes
of capturing, storing, and transmitting confidential information in accordance with
confidentiality requirements.
5.4 For disaster recovery purposes, each bidder must have at least two (2) processing facilities
that must be operational in case of an emergency.
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5.5 Each bidder must be able to provide a qualified title print and mailing service provider to
provide off-site processing services to print and mail vehicle titles on a daily basis, which
include, but are not limited to converting electronic information to paper format and
preparing this information for mailing and delivery to the United States Post Office.
5.6 The bidder must have the ability, capacity, skill and financial resources to perform the work or
provide the service required.
5.7 These minimum qualifications are in addition to a minimum score of six (6) on the
Reference Score Sheet (Attachment E and F) from reference interviews by MDOR with
two bidder references (for a total minimum score of twelve (12), as well as other requirements of
this IFB.
6.0 Basis for Award
MDOR intends to award the contract to the responsive and responsible bidder who provides
the lowest bid.
7.0 Bid Submission Requirements
7.1 Submission Format
The bid package must be sealed and must contain the following:
7.1.1 Bid Cover Sheet (Attachment A)
7.1.2 Certification (Attachment B)
7.1.3 Bid Form (Attachment C) - all pricing must be submitted on the bid form.
7.1.4 References (Attachment D) - each bidder must furnish contact
information of at least four current references. The reference information should
include the contact person, address, and phone number for each contract. Failure
to list a qualifying client may result in rejection of prospective bidder's bid. DOR
will contact these clients as references to evaluate the quality of the bidder's past
work and management capabilities. Reference information must be provided as
part of the packet submitted for consideration.
MDOR staff must be able to reach two (2) reference contact persons, within three
(3) business days of bid opening to be considered responsive. Further, the bidder
must score a minimum of six (6) points on each Reference Score Sheet, which
will be used by the MDOR staff when interviewing the two (2) references (for a
total minimum scoring requirement of twelve (12) points to be considered
responsive and/or responsible. Only bidders who are found responsive and
responsible will have their bids considered. Bidders may submit as many
references as desired. MDOR will begin contacting references at the top of the
list and will continue down the list until they have completed Reference Score
Sheets for two (2) references. After two (2) score sheets are completed, the
reference check process will end.
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7.1.4 Acknowledgement of Amendments (Attachment G)
7.1.5 Secretary of State Acknowledgement (Attachment H)
7.1.6 Conflict of Interest (Attachment I)
7.1.7 Driver Privacy Protection Agreement (Attachment J)
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7.2 Submission Requirements
7.2.1 The original bid packet and two copies of Attachment C shall be signed and submitted
in a sealed envelope or package to 500 Clinton Center Drive, Clinton, Mississippi
39056 on or before 12:00 p.m. CST on May 19, 2026.
7.2.2 Timely submission of the bid package is the responsibility of the bidder. Bids received
after the specified time will be rejected, will not be evaluated, and shall remain in the
procurement file.
7.2.3 The envelope or package shall be marked with the bid opening date, time, and the
number of the IFB.
7.2.4 The time and date of receipt will be indicated on the envelope or package by MDOR.
7.2.5 Each page of the bid form and all attachments shall be identified with the name of the
bidder.
7.2.6 Failure to submit a bid on the bid form provided will be considered cause for rejection
of the bid. Modifications or additions to any portion of the bid document may be
cause for rejection of the bid.
7.2.7 Unless submitted in the Mississippi Accountability System for Government
Information and Collaboration (MAGIC) system, a packet must be delivered by 12:00
p.m., on May 19, 2026. If submitted in MAGIC documents must be signed and
scanned in as an attachment.
7.2.8 MDOR reserves the right to decide, on a case-by-case basis, whether to reject a bid
with modifications or additions as non-responsive.
7.2.9 As a precondition to bid acceptance, MDOR may request the bidder to withdraw or
modify those portions of the bid deemed non-responsive that do not affect quality,
quantity, price, or delivery of the service.
7.2.10 Any bidder claiming that its response contains information exempt from the
Mississippi Public Records Act (Mississippi Code Annotated Section 25-61-1, et seq.,
and 79-23-1), shall segregate and mark the information as confidential and provide
the specific statutory authority for the exemption.
7.2.11 All bid packages must be received by MDOR on or before 12:00 p.m. CST on May
19, 2026. Bids submitted via facsimile (fax) will not be accepted. It is suggested that
if a bid is mailed to MDOR, it should be posted in certified mail with a return receipt
requested. The only acceptable evidence to establish the date of mailing is the U.S.
Postal Service postmark on the wrapper or on the original receipt from the U.S. Postal
Service. If the postmark does not show a legible date, the contents of the envelope or
package shall be processed as if mailed late. "Postmark" means a printed, stamped, or
otherwise placed impression, exclusive of postage meter impression, that is readily
identifiable without further action and having been supplied and affixed by the
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Postal Service on the date of mailing. Bidders should request postal clerks to place a hand
cancellation postmark (often called a bull's eye) on both the receipt and the envelope or
wrapper, MDOR will not be responsible for mail delays or lost mail.
7.2.12 Sealed bids should be mailed or hand-delivered to and labeled as follows:
Mississippi Department of Revenue
Attention: Nyla Kendrick
Bid # 3160008020
500 Clinton Center Drive, Clinton, MS 39056
SEALED BID - DO NOT OPEN
8.0 Debarment
By submitting a bid, the bidder certifies that it is not currently debarred from submitting bids
for contracts issued by any political subdivision or agency of the State of Mississippi or
federal government and that it is not an agent of a person or entity that is currently debarred
from submitting bids for contracts issued by any political subdivision or agency of the State of
Mississippi or federal government.
9.0 Registration with Mississippi Secretary of State
By submitting a bid, the bidder certifies that it is registered to do business in the State of
Mississippi as prescribed by Mississippi law and the Mississippi Secretary of State or, if not
already registered, that it will do so within seven (7) business days of being notified by MDOR
that it has been placed on the PVL. Please complete the Secretary of State Acknowledgement,
included on Attachment H.
10.0 Insurance
Prior to the start of the contract period the Title Print and Mail Services provider must provide
the DOR Bid Coordinator certificates from its insurer(s) certifying they have appropriate and
comprehensive insurance covering incident(s) and/or damages arising from the provider's
provision of services arising from this contract. Additionally, DOR shall be named as an
additional insurer on such required coverage. Such insurance must include the following:
A. No less than $1,000,000.00 per occurrence Comprehensive General Liability. The
DOR shall be named as an additional insured on the policy.
B. The provider shall maintain in effect throughout the contract period workers'
compensation insurance sufficient to meet or exceed the statutory minimum
requirements of the State of Mississippi covering all persons performing work under
this contract. The provider shall be prepared to provide evidence of required workers'
compensation insurance upon request by DOR at any time during the contract period.
All required insurance will be endorsed to provide DOR with 30 days advance notice of
cancellation or material change. Each provider must include an insurance certificate showing
this coverage with its bid material or provide proof from its insurance provider that such
coverage will be available if the provider is awarded the contract. The insurance company
must be authorized to do business in Mississippi.
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