Project Information

Bid Title

Request for Proposal No. 2026-01 (Printing and Mailing) - Amendment #2 Consolidated Question and Answers

Issuing Agency

Mississippi Department of Employment Security

Location

Mississippi

Published Date

Jun 12, 2026

Closing Date

Jun 24, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Amendment #2 Consolidated Question and Answers

Attachment Preview

Mississippi Department of Employment Security

Tate Reeves

Governor

Dr. William J. Ashley, Ph. D.

Executive Director

Amendment #2 Consolidated Question and Answers

Printing and Mailing Services

RFx 3120003360

*All Answers in Red Font

*Please see Amended Attachment B

1. Could you confirm whether vendors may include recommendations around portal

workflow and digital process optimization in their proposal?

Yes a vendor is well within the scope of the RFP to include:

• Portal improvements

• Workflow redesign proposals

• Automation strategies

• Digital optimization recommendations

• Suggested enhancements to MDES’ current processes

In fact, such recommendations may strengthen a vendor’s technical and

managerial scoring because they demonstrate expertise, modernization, and value-

added capability.

2. What baseline assumptions should vendors use when developing this monthly

price? Vendors should assume

• One flat monthly fee must cover everything.

• Should assume an annual processing load of 600,000 documents and

checks (based on last three years of usage). Please refer to Historical Data

provided in RFP.

• All system, staffing, compliance, and IT requirements.

• All start-up and transition costs.

• A stable price for up to 5 years.

• No additional fees ever.

Helping Mississippians Get Jobs

Henry J. Kirksey Building  1235 Echelon Parkway  Jackson, Mississippi 39213

Post Office Box 1699  Jackson, Mississippi 39215-1699  (601) 321-6000

MDES is an Equal Employment Opportunity Employer

3. Is MDES expecting pricing to be based on historical averages, peak volumes, or

another defined workload model? MDES is expecting vendors to assume an

annual processing load of 600,000 documents and checks based on the last three

years of usage. MDES expects vendors to propose one fixed monthly price that

covers an annual processing load of 600,000 documents and checks.

4. Should vendors assume a normalized monthly volume based on the historical data

provided, and if so, what period or methodology should be used to calculate that

baseline? MDES is expecting vendors to assume an annual processing load of

600,000 documents and checks based on the last three years of usage. MDES

expects vendors to propose one fixed monthly price that covers an annual

processing load of 600,000 documents and checks.

5. How MDES expects vendors to account for volume variability in a fixed monthly

pricing model? MDES is expecting vendors to assume an annual processing load

of 600,000 documents and checks based on the last three years of usage. MDES

expects vendors to propose one fixed monthly price that covers an annual

processing load of 600,000 documents and checks,.

6. Will any minimum or maximum volume thresholds will be established for pricing

assumptions? MDES is expecting vendors to assume an annual processing load of

600,000 documents and checks based on the last three years of usage. MDES

expects vendors to propose one fixed monthly price that covers an annual

processing load of 600,000 documents and checks.

7. If volume materially exceeds historical averages, how will that impact the

contract (i.e., is the vendor expected to absorb all variability within the fixed

monthly price)? If MDES expects volume to exceed 600,000 documents and

checks in a year, MDES will address the exceeding volume in another contract.

MDES is expecting vendors to assume an annual processing load of 600,000

documents and checks based on the last three years of usage.

8. What specific criteria will MDES use to determine whether a proposed monthly

price is realistic and responsive to the scope? As stated in the RFP, MDES will

evaluate cost proposals in accordance with Section 9, Proposal Evaluation and Basis

for Award. Proposed pricing must comply with all pricing requirements in the RFP,

including submission of a single fixed monthly price that encompasses all printing

and mailing services required under the contract. The price must also be fully

inclusive of all required labor, materials, equipment, insurance, overhead, and any

other costs necessary to perform the work as described in the Scope of Services.

In addition to the cost scoring formula established in Section 9.4.1, MDES will

determine whether a proposed monthly price is realistic and responsive based on the

overall content of the vendor’s proposal, including but not limited to:

1. Compliance with Mandatory Requirements: Vendors must demonstrate that the

proposed price covers the complete Scope of Services and all required deliverables.

Failure to submit pricing in the required format or to include all required services may

result in a determination of non-responsiveness as outlined in Section 9.3.

2. Technical and Managerial Evaluation: MDES will assess whether the vendor’s

technical approach, operational plans, staffing, equipment, resources, and

demonstrated experience support the vendor’s ability to perform all required services

at the proposed price. These factors are evaluated under Section 9.4.2 (Technical) and

Section 9.4.3 (Managerial).

3. Financial Stability and Resource Capacity: Vendors must meet the minimum

qualifications in Section 7, including demonstrating adequate facilities, resources, and

financial stability to support the fixed monthly price for the duration of the contract

term.

4. Past Performance and References: References submitted in accordance with

Attachment C will be evaluated as required by the RFP and will help determine

whether the vendor has successfully provided similar services at the scale required by

MDES.

9. How will MDES ensure that pricing comparisons are equitable across vendors

who may interpret volume assumptions differently? All vendors are required to

submit a single fixed monthly price that includes all printing and mailing services

described in the RFP. Because conditional, tiered, or volume‑based pricing is not

permitted, all proposals are evaluated using the same pricing structure. Cost

scoring will be conducted using the formula in Section 9.4.1, which compares

each vendor’s monthly price to the lowest responsive price received. Technical

and managerial evaluations under Sections 9.4.2 and 9.4.3 will also be used to

assess whether the proposed price is supported by the vendor’s demonstrated

capability to meet the full Scope of Services. Historical volume data in Section

6.1 is provided equally to all vendors but does not affect the cost‑scoring

methodology.

10. Is there an expected or target volume/cost model MDES will use internally to

normalize pricing comparisons? MDES is expecting vendors to assume an annual

processing load of 600,000 documents and checks based on the last three years of

usage.

11. Does MDES has an assumed service mix (e.g., percentage of work by type)

vendors should apply when building the monthly price? MDES does not provide

an expected or target service mix for pricing purposes. The RFP requires vendors

to submit a single fixed monthly price that covers all printing and mailing

services, regardless of the mix work. Vendors may review the historical data

provided in Section 6.1, but MDES does not prescribe any percentage breakdown

or workload distribution to be used when developing pricing. Vendors are

expected to account for all required service types in the Scope of Services.

12. If vendors should weight pricing toward specific high-volume or high-cost

services reflected in historical data? MDES is expecting vendors to assume an

annual processing load of 600,000 documents and checks based on the last three

years of usage. MDES expects vendors to propose one fixed monthly price that

covers an annual processing load of 600,000 documents and checks. If MDES

expects volume to exceed 600,000 documents and checks in a year, MDES will

address the exceeding volume in another contract.

13. Will MDES provide a breakout of expected service distribution to support pricing

accuracy? MDES will not provide an expected or target distribution of services

for pricing purposes. The RFP requires vendors to submit a single fixed monthly

price that encompasses all printing and mailing services described in the Scope of

Services, regardless of the mix or frequency of specific work types. The historical

data in Section 6.1 is provided for general context only and does not represent an

expected service mix. Vendors are expected to account for all required services

and the obligation to scale operations in response to fluctuating volumes and

service types.

14. Will postage expected to be fully embedded into the fixed monthly fee or treated

as a pass-through (based on actual usage)? No MDES will prepay postage in the

exact amounts utilized by the vendor for mailing. Vendors must guarantee the

lowest applicable postage rates, use all mechanisms including presorting to ensure

the lowest rates available, and report postage activity monthly.

15. How vendors should account for fluctuations in postal rates and mailing classes

within a fixed pricing model? MDES will prepay postage in the exact amounts

utilized by the vendor for mailing. Vendors must guarantee the lowest applicable

postage rates, use all mechanisms including presorting to ensure the lowest rates

available, and report postage activity monthly.

16. Whether MDES has preferred or assumed mail classes to be used for pricing

consistency? No. MDES does not prescribe or assume specific USPS mail classes

for pricing purposes. Vendors are required to propose a single fixed monthly price

that includes all postage costs, regardless of the mix of mailing classes used. As

outlined in the RFP, vendors must guarantee the lowest applicable postal rates and

manage all USPS mailing requirements, including presort, automation, and

compliance with postal addressing standards. The selection and optimization of

mailing classes is the responsibility of the vendor.

17. Are vendors expected to fully absorb surge capacity within the fixed monthly

price? MDES is expecting vendors to assume an annual processing load of

600,000 documents and checks based on the last three years of usage. MDES

expects vendors to propose one fixed monthly price that covers an annual

processing load of 600,000 documents and checks. If MDES expects volume to

exceed 600,000 documents and checks in a year, MDES will address the

exceeding volume in another contract.

18. Does MDES anticipate defined surge scenarios that vendors should include in

pricing assumptions? No. MDES does not define or prescribe specific surge

scenarios for pricing purposes. MDES is expecting vendors to assume an annual

processing load of 600,000 documents and checks based on the last three years of

usage. MDES expects vendors to propose one fixed monthly price that covers an

annual processing load of 600,000 documents and checks. If MDES expects

volume to exceed 600,000 documents and checks in a year, MDES will address

the exceeding volume in another contract.

19. Are vendors expected to price extraordinary surge events (such as 2020–2021

volumes) into the base monthly fee? No. MDES does not expect vendors to price

extraordinary surge events into the base monthly fee. MDES is expecting vendors

to assume an annual processing load of 600,000 documents and checks based on

the last three years of usage. MDES expects vendors to propose one fixed

monthly price that covers an annual processing load of 600,000 documents and

checks. If MDES expects volume to exceed 600,000 documents and checks in a

year because of an extraordinary surge event, MDES will address the exceeding

volume in another contract.

20. Will MDES accept clearly documented vendor assumptions as part of the pricing

model? If so, how will proposals be evaluated if assumptions differ between

vendors? MDES will accept clearly documented assumptions within vendor

proposals for explanatory purposes. However, the fixed monthly price must

remain fully compliant with the RFP and cannot be conditioned on any

assumptions. If assumptions differ between vendors, they will not affect cost

scoring or be used to normalize pricing. All proposals will be evaluated solely on

the required fixed monthly price and the vendor’s demonstrated ability to meet the

full Scope of Services, as outlined in Sections 9.3, 9.4.1, 9.4.2, and 9.4.3.

Commodity Codes

• NAICS 323111Commercial Printing (except Screen and Books)

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