Specifications include, but are not limited to: The Department intends to distribute approximately 160,000 Maine travel planners and highway maps annually as a result of inquiries from potential tourist travelers. Many of these inquiries are received from a request form on the Department’s web site, www.visitmaine.com, but inquiries are also received by calls to the Department’s toll-free numbers (approximately 5,000 calls annually). Third party organizations such as AAA offices and information centers also request travel planners by the case from the Department. The Department’s standard fulfillment packet includes: 1 Travel Planner 10.5 x 8 x 1/4” 10.5 oz. 1 Highway Map 9 x 4 x 1/8” 1.3 oz. Travel Planner/Map Combined 13 x 10 x 1/2” 12.4 oz. Approximate distribution of fulfillment materials by the current Provider in 2022: Domestic Mailings 80,000 (standard fulfillment packets) Canadian Mailings 550 (standard fulfillment packets) Overseas Mailings 900 (standard fulfillment packets) Bulk Guidebook Case Shipments 2,400 (full cases) Bulk Map Case Shipments 325 (full cases) The awarded Bidder will provide the following travel and tourism inquiry fulfillment and call redirecting services: Warehousing Receive and store all Department fulfillment materials (Approximately 50 pallets delivered at the beginning of each calendar year). Provide safe and secure warehousing facilities. Maintain a real-time, on-line inventory of all Department materials. Fulfillment/Bulk Service Select the appropriate environmentally friendly packaging materials. Process and handle fulfillment packets to include sorting, stuffing and labeling. Mail and ship all fulfillment packets. Packets should be mailed within two (2) business days of receiving the inquiry. Materials shall be delivered to inquirers within twenty-one (21) business days. The awarded Bidder must employ an address verification system to limit returns due to bad addresses. Package and ship bulk service orders. (Approximately 5,700 full cases of materials are shipped out annually). Maintain an account to pay postage and shipping expenses incurred by the Department’s fulfillment and bulk service operations. Must have the capability to process credit card payments from individuals requesting expedited delivery. Data Management and Reporting Database programming. Report generation services. De-duping and NCOA services. Data prep and output. Produce, host and maintain the online “request a guidebook” order form that is found on www.visitmaine.com and work with the Department’s website vendor to incorporate this seamlessly into the website. Produce, host and maintain an online order form that Department staff may use to place orders for cases and large quantities of fulfillment materials, specify shipping instructions and view a cover image of each title and view real-time inventory levels. Maintain a database that enables the Department to provide mailing lists and reports based upon the fields within the database. Generate and submit to the Department detailed monthly reports of fulfillment and call redirecting activity.
