City of Lebanon Printing and Mailing Services RFQ 2025
City of LebanonCity · Lebanon, OR- Due
- Feb 7, 2025
- Deadline passed
- Posted
- Jan 8, 2025
- Primary contact
- Brandon Neish
- (541) 258-4212
The 30-second brief
The City of Lebanon, Oregon is soliciting quotes for printing and mailing services for its monthly utility bills (water, sewer, and storm drainage). The selected vendor will be responsible for printing approximately 5,400 bills per month using data exported from Springbrook Software’s Utility Billing module. Scope includes printing 8.5” x 11” color bills (front and back), folding, inserting into #10 window envelopes with #9 return envelopes, and ensuring USPS first-class mail compliance within 72 hours of data receipt. Vendors must also provide a secure portal for the City to access billings for up to three months. Quotes are due by February 7, 2025, and must include a company overview, pricing breakdown, two municipal references, and data security protocols.
Printed utility bills, #10 window envelopes, #9 return envelopes, Mailing services, Data storage portal
Experience and qualifications, Pricing, References, Data storage and security
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Summary
The City of Lebanon, Oregon is soliciting quotes for printing and mailing services for its monthly utility bills (water, sewer, and storm drainage).
The selected vendor will be responsible for printing approximately 5,400 bills per month using data exported from Springbrook Software’s Utility Billing module. Scope includes printing 8.5” x 11” color bills (front and back), folding, inserting into #10 window envelopes with #9 return envelopes, and ensuring USPS first-class mail compliance within 72 hours of data receipt. Vendors must also provide a secure portal for the City to access billings for up to three months. Quotes are due by February 7, 2025, and must include a company overview, pricing breakdown, two municipal references, and data security protocols.
EVALUATION CRITERIA
4- Experience and qualifications
- Pricing
- References
- Data storage and security
REQUIRED DELIVERABLES
5- Printed utility bills
- #10 window envelopes
- #9 return envelopes
- Mailing services
- Data storage portal
REQUIRED ATTACHMENTS
5- Company overview
- Pricing breakdown
- References
- Data handling and security description
- Timeline
- Submit to
- 925 S. Main Street Lebanon, OR 97355
- Scope location
- Lebanon, OR
Questions about this RFQ
How do I respond to this RFQ from City of Lebanon?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is February 7, 2025. The solicitation specifies required deliverables that must be addressed in your response. Be sure to include all required attachments as outlined in the solicitation. Submissions should be delivered to: 925 S. Main Street Lebanon, OR 97355. For questions, contact Brandon Neish.
Can small businesses or minority-owned firms bid on this RFQ?
Most government agencies, including City of Lebanon in OR, encourage participation from small businesses, minority-owned, women-owned, and disadvantaged business enterprises (MBE/WBE/DBE). Check the full solicitation for any small business participation goals.
What happens after the RFQ submission deadline?
After the deadline, the issuing agency reviews all submissions against the stated evaluation criteria. This typically includes a compliance check, technical evaluation, cost analysis, and may involve oral presentations with shortlisted vendors.
Can I ask questions about this solicitation before submitting?
Yes, most solicitations allow vendors to submit questions during a designated period. The primary contact is Brandon Neish at (541) 258-4212. Questions and answers are typically shared with all prospective bidders.
What are the key deliverables?
The solicitation specifies the following deliverables: Printed utility bills, #10 window envelopes, #9 return envelopes, Mailing services, Data storage portal. Proposals should clearly address how each deliverable will be met.
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What are the evaluation criteria for this solicitation?
This solicitation includes specific evaluation criteria that will be used to score proposals. The criteria include: "Experience and qualifications, Pricing, References, Data storage and security" Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from City of Lebanon?
All active and historical solicitations from City of Lebanon are tracked and searchable. As a city agency, City of Lebanon regularly publishes solicitations. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts.
What documents are required to bid on this RFQ?
Requirements vary by solicitation, but common documents include a technical proposal, cost/price proposal, proof of insurance, relevant certifications, past performance references, and any forms specified in the solicitation. This solicitation specifically requires the following attachments: Company overview, Pricing breakdown, References, Data handling and security description, Timeline. Review the full document from City of Lebanon for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Lebanon, OR. Review the full solicitation for detailed scope requirements.