Project Information

Bid Title

2026 RFP-PRINT & MAIL SERVICES

Issuing Agency

New Hanover County

Location

North Carolina

Published Date

May 29, 2026

Closing Date

Jun 30, 2026

Government Level

State & Local

Status

Closed

Ref. #

26-0305

Original Source

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Bid Documents

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Project Description

Bid Number:	26-0305
Bid Title:	2026 RFP-PRINT & MAIL SERVICES
Category:	Finance
Status:	Open
Bid Recipient:	Lena Butler - Purchasing Supervisor

Description: NEW HANOVER COUNTY TAX OFFICE REQUEST FOR PROPOSALS PRINT AND MAIL SERVICES New Hanover County is requesting proposals from qualified Vendors to provide print and mail services for the New Hanover County Tax Department. Submit proposals by email to Lena Butler at For security reasons, you must enable JavaScript to view this E-mail address. . Please include “RFP – Print and Mail Services” in the subject line of the email. Proposals will be accepted until 4:00 PM EST on Tuesday, June 30, 2026. Complete proposal information and submission requirements are available below under "Related Documents." New Hanover County reserves the right to accept or reject any or all proposals and to award the contract deemed most advantageous to the County. Advertised: Friday, May 29, 2026 Publication Date/Time: 5/29/2026 12:00 AM Publication Information: https://www.nhcgov.com/bids.aspx Closing Date/Time: 6/30/2026 4:00 PM Submittal Information: EMAIL: LBUTLER@NHCGOV.COM Bid Opening Information: No Public Opening Related Documents: 2026 RFP for Print and Mail Services Final

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New Hanover County

Request for Proposal

Request for Proposal for Print and Mail Services

COUNTY COMMISSIONERS

LEANN PIERCE, CHAIRMAN

DANE SCALISE, VICE-CHAIRMAN

BILL RIVENBARK

STEPHANIE WALKER

ROB ZAPPLE

CHRIS COUDRIET, COUNTY MANAGER

SECTION 1 – ADVERTISEMENT

New Hanover County is requesting proposals from qualified Vendors to provide print and mail services for the

New Hanover County Tax Department.

Submit proposals by email to Lena Butler at lbutler@nhcgov.com. Please include “RFP – Print and Mail Services”

in the subject line of the email.

Proposals will be accepted until 4:00 PM EST on Tuesday, June 30, 2026.

Complete proposal information and submission requirements are available at:

https://www.nhcgov.com/Bids.aspx

New Hanover County reserves the right to accept or reject any or all proposals and to award the contract

deemed most advantageous to the County.

Advertised: Friday, May 29, 2026

Page 2 of 20

SECTION 2 – INSTRUCTIONS AND GENERAL CONDITIONS

2.1 Schedule

Action

Date

Release of RFP

Friday, May 29, 2026

Deadline for Questions Thursday, June 11, 2026 at 3:00 PM

Response to Questions No later than Friday, June 19, 2026

Proposal Due Date Tuesday, June 30, 2026 at 4:00 PM

2.2 Proposal Submission

Submit your proposal by email to lbutler@nhcgov.com. Please be sure to include “RFP – Print and Mail Services”

in the subject line of the email.

The deadline for Proposal submission is Tuesday, June 30, 2026, at 4:00 PM EST.

Unsigned proposals will be deemed nonresponsive.

2.3 Exceptions

Any exceptions to the requirements of this RFP must be clearly identified and include an explanation of the

operational impact, advantages, or disadvantages to the County.

2.4 Questions

Questions regarding this RFP must be submitted by email to: lbutler@nhcgov.com

Questions must reference the applicable section number and be received no later than 3:00 PM EST on

Thursday, June 11, 2026.

2.5 Communication

Unauthorized communication regarding this RFP with County personnel other than the designated contact may

result in disqualification.

Page 3 of 20

2.6 Proposal Contact

Vendors intending to submit a proposal should email contact information to lbutler@nhcgov.com to ensure

receipt of addenda.

2.7 Cost of Proposal Preparation

All costs associated with proposal preparation are the responsibility of the Vendor.

2.8 Execution of Agreement

The successful Vendor shall execute all required agreement documents within fifteen (15) days of notice of

award.

2.9 Trade Secret Confidentiality

Upon receipt of your proposal by New Hanover County, your proposal is considered a public record except for

material which qualifies as "trade secret" under N.C. General Statute 132-1.2. After opening, your proposal

will be provided to County staff and others who participate in the evaluation process, and to members of the

general public who submit public records requests.

Trade secret materials must:

• be submitted in a separate file or document;

• be clearly marked confidential

Pricing information may not be designated confidential.

In submitting a Proposal, each Vendor agrees that the County may reveal any trade secret materials contained

in such response, to all County staff and County officials involved in the selection process, and to any outside

consultant or other third parties who assist the County in the selection process. Furthermore, each Vendor

agrees to indemnify and hold harmless the County and each of its officers, employees, and agents from all

costs, damages, and expenses incurred in connection with refusing to disclose any material, which the Vendor

has designated as a trade secret.

2.10 Criteria for Award

The County may negotiate with any Vendor to obtain services that best meet the County’s operational needs.

Proposals shall not be subject to public inspection until after contract award, except as required by North

Carolina public records laws.

Page 4 of 20

2.11 Withdrawal of Proposals

Proposals may be withdrawn prior to the submission deadline. Proposals may not be withdrawn for ninety (90)

days after the submission deadline.

2.12 Equal Opportunity

The non-discrimination clause contained in Section 202 (Federal) Executive Order 11246, as amended by

Executive Order 11375, relative to Equal Employment Opportunity for all persons without regard to race, color,

religion, sex or national origin, and the implementing rules and regulations prescribed by the Secretary of Labor,

are incorporated herein.

The Vendor agrees not to discriminate against any employees or applicant for employment because of physical

or mental handicap in regard to any position for which the employees or applicant is qualified. The Vendor

agrees to take affirmative action to employ, advance in employment and otherwise treat qualified handicapped

individuals without discrimination based upon their physical or mental handicap in all employment practices.

New Hanover County encourages participation by small, minority-owned, woman-owned, and disadvantaged

businesses.

2.13 Indemnification

The successful Vendor shall indemnify and hold the County, its agents and employees, harmless against any and

all claims, demands, causes of action, or other liability, including attorney fees, on account of personal injuries

or death or on account of property damages arising out of or relating to the work to be performed by the

Successful Vendor hereunder, resulting from the negligence of or the willful act or omission of the Vendor, his

agents, employees and subcontractors.

2.14 E-Verify

Pursuant to Session Law 2013-418, Contractor shall fully comply with the U.S. Department of Homeland Security

employee legal status E-Verify requirements for itself and all its subcontractors. County requires an affidavit

attesting to Vendor’s compliance. Violation of the provision, unless timely cured, shall constitute a breach of

contract.

2.15 Insurance Requirements

Prior to commencing work, the Vendor shall maintain the following minimum insurance coverage:

Coverage

Minimum Limits

Commercial General Liability $1,000,000 per occurrence

Technical Errors & Omissions $1,000,000 per occurrence / $2,000,000 aggregate

Page 5 of 20

Commodity Codes

• NAICS 323111Commercial Printing (except Screen and Books)

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