Project Information

Bid Title

Mailing Services

Issuing Agency

City of Maryland Heights

Location

Missouri

Published Date

Dec 5, 2025

Closing Date

Jan 6, 2026

Government Level

State & Local

Status

Closed

Original Source

Join to Access Full Details

Bid Inquiries

Join to Access Full Details

Bid Documents

Join to Access Full Details

Project Description

Mailing Services

Attachment Preview

BID NO. 2025-006

BID DOCUMENT

MAILING OF THE CITY’S NEWSLETTER AND SENIOR NEWSLETTER

City of Maryland Heights

11911 Dorsett Rd.

Maryland Heights, MO 63043

Dated: December 5, 2025

1|City of Maryland Heights RFP

Newsletter Mailing Services

BID FORM

City of Maryland Heights

11911 Dorsett Road

Maryland Heights, Missouri 63043

BID NO.

2025-006

Product(s) or Service(s) Bid: Mailing of the City’s Newsletter and Senior Newsletter

Bids must be submitted by: 3:00 p.m., Tuesday, January 6, 2026

The Legal Notice, Invitation-to-Bid, Instruction to Bidders, Specifications, and/or any other bid document

form a part of this bid and are made a part hereof.

Anti-Collusion Statement

The below signed Bidder has not divulged to, discussed, or compared his bid with other bidders and has not

colluded with any other parties to this bid.

Equal Opportunity Statement

The below signed Bidder is an equal opportunity employer who does not discriminate on the basis of race,

color, religion, national origin, sex, ancestry, age as it relates to employment, or physical disability.

To the City of Maryland Heights, Missouri

We (I), the below signed Bidder, hereby agree to furnish the following product(s) or service(s) at the price(s)

and terms stated, subject to all instructions, conditions, specifications, and attachments hereto. We (I) have

read all bid documents, including the Instructions to Bidders, and fully understand what is required. By

submitting this signed Bid, we (I) accept a Contract, if approved by the City, and such acceptance covers all

terms, conditions, and specifications of this Bid.

ALL PRICES QUOTED F.O.B. MARYLAND HEIGHTS, MISSOURI (DELIVERED TO THE ADDRESS INDICATED IN

SPECIFICATIONS AND/OR PURCHASE ORDER.)

*Central Standard Time or Central Standard Daylight Savings Time, as applicable. The official time of receipt

shall be recorded in the City Administrator’s office. It will be the sole responsibility of the bidder to ensure

that his Bid reaches the office of the City Administrator on or before the closing hour of the date shown

above.

2|City of Maryland Heights RFP

Newsletter Mailing Services

Bid No.: 2025-006

General Bid Instructions:

1. The contract commences on February 9, 2026.

2. This bid includes the mailing, pre-sort and delivery of the City Newsletter (with various inserts), and

Senior Newsletter.

3. The City of Maryland Heights recognizes the expertise provided by vendors and encourages

creativity in submitting quotes. Alternate quotes may be considered if the quote clearly indicates

what will be furnished and how it will benefit the City. The City reserves the right to approve any

material the vendor proposes to furnish which contains any variations from specification

requirements, but which may substantially comply.

4. The contract, unless extended, concludes with the mailing of the December 2028 Newsletter/Parks

and Recreation Guide.

5. This bid includes an option to renew the contract for another 12 months for the City Newsletter,

Parks and Recreation Guide, and Senior Newsletter. Contract renewal is contingent upon job

performance and print quality. If extended, the contract will conclude with the mailing of December

2029 Newsletter/Parks and Recreation Guide.

6. Individual charges for each publication will be itemized on invoices.

7. Samples of the City’s current publications are available at:

a. City Newsletter – www.marylandheights.com/newsletter

b. Senior Newsletter – www.marylandheights.com/maturematters

c. Physical samples are available at 11911 Dorsett Road, Maryland Heights, MO 63043

8. Quotes must be submitted in a sealed envelope delivered to: Trisha Hall, Communications Manager,

at the Maryland Heights Government Center, 11911 Dorsett Rd., Maryland Heights, MO 63043 by

Tuesday, January 6, 2026 at 3:00 p.m. Bids will be publicly opened at this time and no quotes will be

accepted after this date and time. All sealed envelopes must be marked “Mailing Services Quote”.

9. The bidding firm’s quote is not considered complete unless the City’s quote forms are completed

and a proposed service agreement is included that addresses the specifications set forth herein.

Work will be billed, following completion of each project monthly. Overages may not be billed to the

City of Maryland Heights. Cost of freight, delivery or additional charges, if any, must be included in

the bid.

10. The City of Maryland Heights reserves the right to reject any portion of the quote, to reject all

quotes and to waive any nonconformity therein. The City plans to award this work no later than

February 5, 2026. The City reserves the right to end work with the selected firm at any time with 30

days written notice.

11. If you have any questions, you may contact:

Trisha Hall, Communications Manager

City of Maryland Heights, 11911 Dorsett Road, Maryland Heights, MO 63043

(314) 738-2497; thall@marylandheights.com

3|City of Maryland Heights RFP

Newsletter Mailing Services

Quote Summary

Contact Name: ______________________________________________________________________

Name of Company: _____________________________________________________________________

Contact Title: _____________________________________________________________________

Address: _____________________________________________________________________

Telephone: _____________________________________________________________________

Email Address: _____________________________________________________________________

Please provide two references:

Contact name: __________________________________________________________

Company name: __________________________________________________________

Phone number: __________________________________________________________

Type of work completed: __________________________________________________________

Contact name: __________________________________________________________

Company name: __________________________________________________________

Phone number: __________________________________________________________

Type of work completed: __________________________________________________________

4|City of Maryland Heights RFP

Newsletter Mailing Services

Bid Specifications · Pre-sort and Mailing Services

Vendor submitting quote will complete mailing services in-house and would be responsible for collating,

pre-sorting and ensuring successful delivery of the newsletter to Maryland Heights residents and businesses

in the 63043 and 63146 zip codes. A mailing list of all addresses can be provided (especially for the 63146 zip

code that is shared with unincorporated St. Louis County – who should not receive our mailings).

The selected vendor is responsible for:

1) de-duping mailing list

2) completing NCOA updates on the mailing list

3) using Intelligent Mail Barcodes

4) providing a postage statement from the USPS monthly

5) inkjet addresses

6) sort and deliver to the main post offices

7) guaranteeing the lowest possible postage rate offered by the USPS based on mail piece design

Quantity:

Deliverable:

Delivery:

Frequency:

Data:

17,900 – All quantities are estimates. The City of Maryland Heights reserves the

right to increase or decrease the quantities shown at any time during the life of the

contract to correspond with the actual City’s needs.

Inkjet addresses on publications, bundled by zip code with “DO NOT BREAK” labeled

on each bundle

St. Louis Main Post Office, 1720 Market Street, St. Louis, MO 63155

Newsletters and Senior newsletters will be delivered bimonthly. Parks Guides are

included as an insert in three of the newsletter issues per year and included in the

specifications of the newsletter.

Excel database provided by the City. As needed by the City, an updated list will

occasionally be submitted to the selected vendor. The address list provided by the

City may not be sold or given to any other organization(s) without the written

consent of the City of Maryland Heights Communications Manager.

5|City of Maryland Heights RFP

Newsletter Mailing Services

Commodity Codes

• NAICS 323111Commercial Printing (except Screen and Books)
• NAICS 561499All Other Business Support Services

* Disclaimer: Government BidHub provides information on bids, RFPs (Requests for Proposals), and RFQs (Requests for Qualifications) solely for convenience and informational purposes. This site is not an official public notice board. For official details, responses, or inquiries, please contact the relevant government agency directly.