Project Information

Bid Title

Printing and Mail Processing of Invoices, Notices, and Permits

Issuing Agency

County of San Mateo

Location

California

Published Date

Jan 29, 2025

Closing Date

Feb 19, 2025

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Project ID:

Title: Printing and Mail Processing of Invoices, Notices, and Permits

Addenda: 0

Release Date: 1/29/2025

Due Date: 2/19/2025

Post Information

Posted At:Wed, Jan 29, 2025 3:00 PMSealed Bid Process:Yes (Bids Sealed / Pricing Sealed)Private Bid:No

Overview

Summary

As outlined in more detail in Section II – Scope of Work, this Request for Proposals (RFP) seeks a provider for processing of invoices and health permits for the San Mateo County Environmental Health Services Division.

The County of San Mateo (the “County”) is seeking expertise in processing “client-friendly” invoices.

The County’s goal is to minimize the number of “add on” and separate fees and to be able to pay the mail pre-sorted to five digits rate at cost.

The target start date and term for the proposed services is July 2025 through June 2030, subject to negotiation of a final agreement.

Background

The San Mateo County Environmental Health Services is committed to securing a safe and healthful environment in the County’s twenty cities and unincorporated areas through education, monitoring and enforcement of a variety of regulatory programs as well as ongoing services to the community.

The San Mateo County Environmental Health Services Division generates approximately 1,850 primary invoices per month and approximately 200 secondary, follow-up invoices for a total of 2,050 invoices per month (24,600/year). Growth is expected to be less than five percent per year during the life of the contract.

It is a goal under this RFP to significantly reduce undeliverable mail as a result of business owners not communicating mailing address changes in a timely manner. The contractor ultimately selected needs to know how to use National Change of Address Service and improve mail deliverability by providing current, standardized, delivery point coded addresses for individual, family, and business moves. It is also a goal under this RFP to review billing practices and identify additional efficiencies, which may further reduce the number of invoices generated.

Timeline

RFP Released:

January 29, 2025

Deadline for Questions, Comments and Contract Exceptions:

February 10, 2025, 5:00pm

Proposal Due Date and Time:

February 19, 2025, 5:00pm

Anticipated Contract Award Date:

July 1, 2025

Commodity Codes

• NAICS 323111Commercial Printing (except Screen and Books)
• NAICS 518210Data Processing, Hosting, and Related Services
• NAICS 541860Direct Mail Advertising

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