SLCo AUD135051 Printing & Mailing

Salt Lake County Contracts and Procurement, on behalf of the Auditor’s Office, invites your company to bid on providing printing and mailing services for Salt Lake County's various statutorily required notices, including the annual Notice of Property Valuation and Tax Changes. The Auditor's Office uses this contract annually to fulfill that statutory notification obligation at scale (historically 340,000–380,000 mailings per year).

Printing the notices (front and back, per the sample in Attachment A); providing one printed window envelope per Notice (per Attachment B); and performing all related services to prepare and mail the Notices, including mailing from a U.S. Postal Service–approved distribution center.

The County provides the mailing data to the contractor no later than five business days before the mailing date, and the contractor must mail Notices for delivery in Salt Lake County on or before July 22 each year (unless the Utah State Tax Commission extends the deadline, in which case the County will notify the contractor). The selected vendor needs to be able to manipulate and format the data sent to prepare the mailings. The County does not profile a PDF that just allows for printing and mailing. The County covers postage. No minimum or maximum purchase quantity is guaranteed under the contract.

Specifications

• Produce approximated 340,000 to 380,000 two-sided, color notices (color on one side, B&W on the other side)
• On 8.1/2 x 11 20# white bond paper
• To include printing, folding, inserting, delivery, and mailing of notices
• Envelope #10 with standard window, printed in B&W, single side
• Presort all mail pieces to zip codes in sequence or as required by USPS to receive greatest possible postal discount.
• Must be able to configure and place Intelligent Mail barcode on mail to facilitate automation and meet other requirements per USPS to qualify for lowest postal rates
• Ability to accept secure FTP data transmissions with raw data; or logon to a secure FTP site to pull information and write necessary programs to reformat data to variable imaged personalization, as required, on each notice
• Provide us with proofs to be reviewed and approved prior to printing, both of forms with or without variable data.
• After printing, provide Auditor with electronic copies of all notices, sorted by parcel number
• Minor programming changes, such as additional zip code of taxing entity that had hearings, variation of forms.
• Optional Insert 1/3 of 8-1/2” x 11” page insert- color printing cutting and inserting along with each notice. 20# white bond paper, single sided
• No ink bleeding on any of the above.

Questions

Questions shall be submitted through our online solicitation system, Utah Public Procurement Place (UPPP). Bidders who have stated their “Intent to Bid” in the UPPP system will receive email notice of questions and amendments. Do NOT contact the Agency, Division, Department, or other County officers or employees.

Contract term

The contract resulting from this solicitation will become effective on the date of execution with a five (5) year term. However, two years after the contract execution date, the County may opt out and terminate the contract in any year thereafter by providing written notice to the contractor within 30 days of the anniversary of the contract execution date for that year.

Award

Contract will be awarded to the lowest responsive, responsible bidder bidding the lowest overall cost including delivery and meeting specifications. Salt Lake County may award bids and contracts to suppliers through a preference system.

Pricing

Pricing will be bid by bidding the price per 10,000 mailings, which price must reflect all labor, material, services, and costs to prepare and mail the notices and inserts. The price per 10,000 mailings must be firm for the initial twenty-four (24) month term of the resulting contract.

References

Two written references from current customers for whom the bidder has provided the same or similar printing/mailing product or service, with a preference for government-entity references is **required**.

Insurance

• Workers’ compensation and employer’s liability insurance as required by the State of Utah
• Commercial general liability insurance in the minimum amount of **$1,000,000** per occurrence with a **$2,000,000** general policy aggregate and **$2,000,000** products completed operations policy aggregate
• Commercial automobile liability insurance in the minimum amount of **$1,000,000** per occurrence