All correspondence must be made through the Vendor Portal. Specifications include, but are not limited to: Vendor is responsible for address list development, printing, addressing and mailing of Legislative Newsletters for the Representatives of the House There will be two different sized newsletters as follows: 8-1/2” x 14” and 11” x 17” Each consists of one sheet, to be printed two sides, one color, either blue or black ink on white 20 lb. Recycled Bond or Recycled Equivalent (must be specified in response). Newsletters may contain multiple photos. Both newsletters to be folded for mailing. There are 70 to 151 House member newsletters. Each member may or may not issue a newsletter. Amount of copies for each publication will vary from 1,250 copies to 8,250 copies. In the event any member counts are in excess of 5,000, the vendor must contact the Clerk of the House immediately and before printing the newsletter. See attached list. (Please Note: It is the selected vendor’s responsibility to determine final mail count. The Legislature reserves the right to request additional copies to be delivered, only as authorized by the Clerk of the House, to Augusta, ME.) Newsletters will be submitted sporadically from time of award throughout the Legislative Session and beyond. All newsletters must be mailed out in a timely manner no more than 7 calendar days from receipt. In the event the volume of work exceeds the vendor’s capacity to meet this deadline, the Clerk of the House must be notified immediately. The Clerk has the right to contract for selected services from others as necessary. Vendor is to supply the Clerk of the House, one copy of each newsletter with the number of total copies printed and date mailed, with the breakdown of fees for printing, postage, handling per newsletter, etc. Proof of postage will be required including the receipt from the US Postal Service showing date of mailing. Only postage charges will be reimbursed. Copies will be provided by e-mail, file disk, or hardcopy, or at the Clerk’s choice. If there are any problems with copy supplied, Vendor will be required to contact the Clerk of the House within (1) business day after receipt of copy if received prior to 5:00 pm or on the 2nd business day if received after 5:00 pm. The vendor is responsible for address list creation, printing, addressing, and mailing of all newsletters. The vendor is required to pre-sort mailings by carrier route. The Vendor will be responsible for all research to ensure proper delivery. Most newsletters will be addressed to “Postal Patron” (not individual addresses), however, some may be addressed to individuals (registered voter list, which disk will be supplied with addresses). The vendor is to work directly with a contact designated by the Clerk on their newsletters. The Clerk of the House reserves the right to audit any or all mailing lists. To assure proper delivery of newsletters to Southern Maine Districts, the vendor must include pricing in the quote for an additional surcharge to deliver the newsletters with 03 zip codes directly to the Portsmouth, NH post office for mailing. An attachment has been included to identify the towns and districts with 03 zip codes (see Exhibit A).
