Specifications include, but are not limited to: State Mail is a centralized mailing facility for State of Utah agencies between Spanish Fork and Ogden. Other users of the facility include some local cities and school districts. State Mail processes, sorts and mails millions of pieces of mail a year for their customers, realizing savings to the customer in postage and labor costs. The services provided include incoming mail sorting and delivery, folding, inserting, metering, address printing, address preparation, tabbing, package shipping and interoffice mail pick-up and delivery. The purpose of this RFP is to find local businesses that can act as an outsource facility for State Mail in the event that State Mail cannot complete a job for reasons including but not limited to down equipment, deadlines, excess work, equipment incompatibility, or an emergency situation. Offerors are not expected to be able to perform all mailing tasks outlined in the RFP to be eligible for consideration, but must be able to meet all deadlines, billing, and processing requirements for the task(s) performed. Offerors whose price is competitive and can demonstrate their ability to meet the “Scope of Work” will be given preference. State Mail is looking for an organization to handle scheduled jobs with normal mail deadlines and emergency mail processing situations with same day mailing deadlines with little to no prior notice. It is anticipated that proposed rates may differ for the two situations and clear specifications for the two rate tables need to be outlined and included in proposals. The tasks of interest include: folding (8.5” X 11” and 11” X 17”), inserting (both mechanical and intelligent), metering, tabbing, automation presorting, addressing, labeling and some manual mail preparation. As mentioned previously it is not a necessity for the responding business to be able to perform all the listed tasks, but must be able to meet the requirements surrounding the task. These may include but are not limited to meeting deadlines, postal regulations, billing requirements and mail piece integrity.
