2026 Sales and Use Tax Mailing Packets
| Location: | Ohio |
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| Posted: | Nov 17, 2025 |
| Due: | Nov 21, 2025 |
| Agency: | State Government of Ohio |
| Type of Government: | State & Local |
| Category: |
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| Solicitation No: | SRC0000035311 |
| Publication URL: | To access bid details, please log in. |
| Solicitation ID: | SRC0000035311 |
| Solicitation Name: | 2026 Sales and Use Tax Mailing Packets |
| Original Begin Date: | 11/17/2025 8:54:46 AM |
| Begin Date: | 11/17/2025 8:54:46 AM |
| End Date: | 11/21/2025 11:00:00 AM |
| Inquiry End Date: | 11/21/2025 11:00:00 AM |
| Commodity: | Printed media |
| MBE Set Aside: | MBE Set Aside |
| Agency: |
DAS-Administrative Services
TAX-Dept of Taxation |
| Solicitation Status: | Open for Bidding |
| Solicitation Type: | Invitation To Bid (ITB) |
Solicitation General Information
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In an MBE set-aside solicitation, only those bidders/suppliers with an active MBE certification at the time the solicitation closes can submit a response
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Solicitation ID
SRC0000035311
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Solicitation Name
2026 Sales and Use Tax Mailing Packets
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RFx Type
Invitation To Bid (ITB)
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Lot #
1
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Solicitation Status
Open for Bidding
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Round #
1
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MBE Set Aside
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Begin Date
11/17/2025 8:54:46 AM (ET)
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Amendment?
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End Date
11/21/2025 11:00:00 AM (ET)
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Inquiry End Date
11/21/2025 11:00:00 AM
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Summary
The purpose of this Invitation to Bid (ITB) is to obtain a contractor to provide 2026 Universal Sales and Use Tax Mailing Packets (six) for use by the Ohio Department of Taxation (Taxation).
The selected contractor shall be required to provide all the following at price bid, except where noted. All packaging and mailing costs, except where noted, shall be the responsibility of the contractor. All shipping will be made FOB destination prepaid, except where noted, regardless of the point of origination or destination. All statements mentioned throughout this bid that address the “contractor” are implied for any and all persons and/or subcontractors that are approved to do work through State Printing on this print project. MBE
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Predecessor Contract
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Process
An award will be given to the lowest responsive and responsible Bidder and/or Supplier |
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Ship To
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1 Record(s)
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Solicitation Documents
1 Record(s)
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Attachment Preview
STATE OF OHIO
Department of Administrative Services
General Services Division
Print Procurement
MINORITY SET-ASIDE BID IN ACCORDANCE WITH ORC CH.125.08.1
VARIABLE IMAGING (PERSONALIZATION) SHALL NOT SUBCONTRACTED
UNDER THIS CONTRACT
INVITATION TO BID FOR: 2026 Sales and Use Tax Mailing Packets
BID NUMBER: SRC0000035311
BID NOTICE DATE: 11/17/2025
CLOSING DATE: 11/21/2025 (BIDS CAN ONLY BE SUBMITTED ONLINE, VISIT
https://ohiobuys.ohio.gov/page.aspx/en/rfp/request_browse_public, FOR
INSTRUCTIONS).
INSTRUCTIONS, TERMS AND CONDITIONS FOR BIDDING, STANDARD CONTRACT TERMS AND CONDITIONS, Revised
3/31/2025, are a part of this Invitation to Bid. All prior versions of Instructions to Bidders, Contract Terms and Conditions are null and
void. https://dam.assets.ohio.gov/image/upload/procure.ohio.gov/TCond/Standard_T_C_3-31-25.pdf
Any questions or clarifications regarding this Invitation to Bid (ITB) should be directed to Print Procurement at (614)-387-0012 or e-mail:
barry.zimmerman@das.ohio.gov.
SPECIFICATIONS AND PRICING
1. DESCRIPTION AND PRICING: The purpose of this Invitation to Bid (ITB) is to obtain a contractor to provide 2026 Universal Sales
and Use Tax Mailing Packets (six) for use by the Ohio Department of Taxation (Taxation). The selected contractor shall be required to
provide all the following at price bid, except where noted. All packaging and mailing costs, except where noted, shall be the
responsibility of the contractor. All shipping will be made FOB destination prepaid, except where noted, regardless of the point of
origination or destination. All statements mentioned throughout this bid that address the “contractor” are implied for any and all persons
and/or subcontractors that are approved to do work through State Printing on this print project.
2. QUANTITY: Printing quantities on items corresponding to the personalized mailing (Items 1 through 7) may be reduced by the
number of names actually listed on the data provided by the Department of Taxation. Quantities may also be increased at bid price per
thousand. Bid on quantities shown. Total print quantity shall be determined on December 08, 2025. Printing may begin on all items,
provided that the contractor knows or has determined the quantities from the live data. The awarded vendor shall only invoice for
the total quantity needed to match the total number of names on the data from the Department of Taxation.
Item
Number
Description
Estimated
Quantity
Item 1
Personalized Mailing Address and Instructional Information Page. One part (personalized and
printed with mailing address and instructional information on one side), 8-½” X 11” insert.
2432
Item 2 Universal Use Tax Information/Instructions. One part (printed two sides), 8-½” X 11” insert.
28
Personalized UUT 1 long forms page. 120 (30 @ 4 for quarterly). 17" X 11", personalized on one side
120
Item 3 and printed on both sides. Page shall be folded with a perforation at the fold to create an 8-½" X 11"
mailing piece.
Item 4 Universal Sales Tax Information/Instructions. One part (printed two sides), 8-½" X 11" insert.
2404
Item 5*
Item 6
Item 7
Personalized UST 1 short forms page. 7156 (959 @ 6 for monthly, 1402 for semi-annual). 8-½” X 11”,
printed and personalized on both sides with two horizontal perforations to create two 8-½” X 4” coupons.
Personalized UST 1 long forms page. 476 (39 @ 12 for monthly and 4 @ 2 for semi-annual). 17" X
11", personalized on one side and printed on both sides. Page shall be folded with a perforation at the
fold to create an 8-½" X 11" mailing piece.
(12" X 9") Mailing window envelopes (Universal Use Tax and Universal Sales Tax).
7156
476
2432
* 100 total pages of item 5 representing each filing frequency (50 monthly and 50 semi-annual) generated from the computer data to
run against IBML equipment. See schedule for monthly test samples. The schedule for test samples on the semi-annual forms shall be
determined once the “live” files are sent to the awarded vendor.
3. MULTIPLE ITEM PRICE AWARD: There will be one (1) low lot total award made to the lowest responsive and responsible bidder
meeting all bid specifications and requirements listed herein. To determine the low lot total price, the state will multiply the estimated
usage of each item by its corresponding unit price and add these totals together. Failure to bid all items will result in the bidder being
deemed as non-responsive and no further consideration given for potential awarding of the contract. Any award made pursuant to this
Invitation to Bid shall be placed with the lowest responsive and responsible bidder having proper facilities to insure prompt performance
of the work. Bidder shall not insert a unit cost more than 3 digits after the decimal point. Digit(s) beyond 3, after the decimal point shall
be dropped by Department of Administrative Services (DAS) and not used in evaluation and any subsequent award.
4. DELIVERY: All requests for extensions beyond original delivery date shall be directed to the Ohio Department of Taxation along with
DAS, State Printing. The Ohio Department of Taxation must be aware of any delays and the Ohio Department of Taxation will be the
agency to grant an extension. Failure to deliver promptly may result in cancellation of any awarded contract. Full delivery of this order
must be completed by the date specified to avoid late delivery charges. Partial deliveries will not satisfy the requested date, unless a
written request from the vendor is received and approved, prior to the delivery date, by the Ohio Department of Taxation.
5. INVOICE: All invoices must reference the bid number. No invoice will be approved for payment unless accompanied by signed
delivery receipt showing quantity shipped and shipping date. Billings for all items shall be directed to:
Ohio Shared Services (OSS)
Email: invoices@ohio.gov
Mailing address: OBM Financial Support Services
Attn: Accounts Payable
P.O. Box 182880
Columbus, Ohio 43218-2880
6. RECYCLED MATERIAL: Will product contain recycled materials?
Y/N IF SO % ___________
7. PRINTING FACILITY: Contractor shall ensure that the facility used is equipped to handle and has the capability to produce laser
printed OCR "A" font for the personalized data fields in items 1, 3, 5, and 6, including the scanline in item 5.
8. PROOFS: The State of Ohio will provide final versions of each item in PDF (Portable Document Format) by the date specified.
Contractor shall furnish blue line or equal proofs and make requested changes as and when requested.
Proofs shall be forwarded to:
Ohio Department of Taxation
4485 Northland Ridge Blvd.
Columbus, Ohio 43229
Attn: Warren Nicewaner (phone 614-466-1610)
9. MAILING PACKETS CONTENTS (SIX MAILING PACKETS) Note: 10 samples of each mailing packet shall be delivered to
Taxation. See section 13.3 for more information.
Universal Sales Tax Mailing Packet (Monthly/Short) Quantities and Contents: Approximately 959 Universal Sales Tax Mailing
Packets (Monthly/Short) for the 2026 mailing. Mailing packets shall consist of one (Item 1) Personalized Mailing Address and
Instructional Information Page insert, one (Item 4) Universal Sales Tax Information/Instructions insert, and six (Item 5) Personalized
UST 1 short forms. All items shall be placed in a window-mailing envelope (Item 7) with address from Item 1 showing through the
window. Items 1 and 5 are printed, OCR “A” encoded, and addressed from departmental data.
Universal Sales Tax Mailing Packet (Monthly/Long) Quantities and Contents: Approximately 39 Universal Sales Tax Mailing
Packets (Monthly/Long) for the 2026 mailing. Mailing packets shall consist of one (Item 1) Personalized Mailing Address and
Instructional Information Page insert, one (Item 4) Universal Sales Tax Information/Instructions insert and twelve (Item 6) Personalized
UST 1 long forms page. All items shall be placed in a window-mailing envelope (Item 7) with address from Item 1 showing through the
window. Items 1 and 6 are printed, OCR “A” encoded, and addressed from departmental data.
Universal Sales Tax Mailing Packet (Semi-annual/Short) Quantities and Contents: Approximately 1402 Universal Sales Tax
Mailing Packets (Semi-annual/Short) for the 2026 mailing. Mailing packets shall consist of one (Item 1) Personalized Mailing
Address and Instructional Information Page insert, one (Item 4) Universal Sales Tax Information/Instructions insert, and one (Item 5)
Personalized UST 1 short forms page. All items shall be placed in a window-mailing envelope (Item 7) with address from Item 1
showing through the window. Items 1 and 5 are printed, OCR “A” encoded, and addressed from departmental data.
Universal Sales Tax Mailing Packet (Semi-annual/Long) Quantities and Contents: Approximately 4 Universal Sales Tax Mailing
Packets (Semi-annual/Long) for the 2026 mailing. Mailing packets shall consist of one (Item 1) Personalized Mailing Address and
Instructional Information Page insert, one (Item 4) Universal Sales Tax Information/Instructions insert and two (Item 6) Personalized
UST 1 long forms page. All items shall be placed in a window-mailing envelope (Item 7) with address from Item 1 showing through the
window. Items 1 and 6 are printed, OCR “A” encoded, and addressed from departmental data.
Universal Use Tax Mailing Packet (Monthly/Long) Quantities and Contents: Approximately 1 Universal Use Tax Mailing Packets
(Monthly/Long) for the 2026 mailing. Mailing packets shall consist of one (Item 1) Personalized Mailing Address and Instructional
Information Page insert, one (Item 2) Universal Use Tax Information/Instructions insert, and twelve (Item 3) Personalized UUT 1 long
forms page. All items shall be placed in a window-mailing envelope (Item 7) with address from Item 1 showing through the window.
Items 1 and 3 are printed, OCR “A” encoded, and addressed from departmental data.
Universal Use Tax Mailing Packet (Quarterly) Quantities and Contents: Approximately 30 estimated Universal Use Tax Mailing
Packets (Quarterly) for the 2026 mailing. Mailing packets shall consist of one (Item 1) Personalized Mailing Address and Instructional
Information Page insert, one (Item 2) Universal Use Tax Information/Instructions insert, and four (Item 3) Personalized UUT 1 long
forms page. All items shall be placed in a window-mailing envelope (Item 7) with address from Item 1 showing through the window.
Items 1 and 3 are printed, OCR “A” encoded, and addressed from departmental data.
*Item 7 may be a full or partial window envelope, but must display the address as designed and displayed in Item 1
10. TECHNICAL DATA FOR THE SIX MAILING PACKETS:
10.1 Paper Specifications and Ink Color: No substitutions of stock will be allowed after the bid opening.
Failure to list the paper manufacturer and brand may deem your bid non-responsive. All papers must be listed on the bid
submission form (by item number) where requested.
10.1.1 Item 5 shall be printed on 60-lb. virgin uncoated smooth white offset paper with a minimum acceptable brightness of 80
and a minimum acceptable opacity of 89. The grain shall be parallel to the direction of the paper-flow. The rag content shall be
zero and the dirt content must not exceed 10 parts per million. Ink colors for Item 5 shall be black plus up to two additional
pantone colors. The additional pantone colors may vary between items. No magnetic inks allowed on these items.
10.1.2 Items 1, 2, 3, 4 and 6 of the mailing packets shall be printed on 50 or 60-lb. (whichever is the most cost effective)
uncoated, smooth white offset paper with a minimum acceptable brightness of 80 and a minimum acceptable opacity of 89.
The grain shall be parallel to the direction of the paper-flow. The rag content shall be zero and the dirt content must not exceed
10 parts per million. Either virgin or recycled paper, whichever is more cost effective, may be used for these items. Ink colors
for Items 3 and 6 shall be black plus up to two additional pantone colors. The additional pantone colors may vary between
these two items. Item 1 shall be in black ink only for personalization and printing purposes. Items 2 and 4 shall be printed in
black ink only. Variable data font must be 14pt OCR “A”.
10.1.3 Mailing envelopes (Item 7) - 12” X 9”, 28 lb., printed in black ink only. Window size and position shall show the name
and address but hide the account number(s). Other sizes and colors of mailing envelope may be considered as long as
envelopes have security features and meet postal specifications. Envelopes may be either catalog or booklet. Envelope layout
with return address and window size/placement must be approved by Taxation and meet postal specifications. Paper for Item
7 is exempt from the Grade Finders requirement.
10.2 Scan Line (Item 5) in the mailing packets -OCR "A" font (12 point and 10 pitch) scan line and personalized data shall be laser
printed and meet scanning specifications for the IBML equipment. The placement of the scan line of each personalized form in the
"addressed style" shall be 1/3" from bottom edge of form (bottom of scan line) and 1-1/2" from right edge of the form (end of scan line).
No magnetic inks allowed for the scan line. The scanline is ten characters per inch. The scanline consists of: Vendor license number,
space, check digit for vendor license number, space, period (monthly filers will have the first two digits as 01-12 (depending on the
month) followed by the last 2 digits of the year, and semi-annual filers will have the first two as either 06 (1st half of the year) or 12 (2nd
half of the year) followed by the last two digits of the year), check digit for the period, space, filing frequency (01=monthly, 06=semi-
annual), four spaces, form code type (will always be 887).
Monthly scanline example
12345678 2 0326 9 01 887
Semi-Annual scanline example
12345678 2 0626 2 06 887
11. MAIL INSERTION AND FULFILLMENT:
11.1 The mailing packets shall be sorted, bagged and delivered to the U.S. Postal Service for mailing by the contractor. This includes
any zip plus four sorting, bar coding and bagging. Taxation will provide funds for the postage of the mailing packet. Contractor shall
sort addresses to achieve lowest available postal rate.
11.2 Location of mailing: Contractor shall specify the postal location where the mailing funds should be paid. Location shall
be listed in the Additional Information section on the bid submission form.
11.3 First Class Rate: Contractor shall sort addresses to achieve lowest available automation postal rate including (if possible)
the full-service intelligent mail option. The contractor shall comply with all U.S. Postal Service regulations governing use of first-
class carrier route or first-class zip+4 delivery point bar coded rate and ensure that all mailings are sorted, bagged and delivered in this
manner. Those items with no carrier route sort number showing a zip code or Zip+4 shall be sorted, delivery point bar coded and
bagged at the lowest postal rate. Zip code correction and address standardization shall be utilized. Postal authorities and Taxation must
be notified and have previously approved the packages for “flat” rate before mailing begins. Any "out of the country" addresses shall
adhere to U.S. Postal Service regulations.
The awarded vendor shall NCOA and CASS certify the address list provided by the Ohio Department of Taxation to meet all Move
Update requirements of the United States Postal Service.
11.4 Contractor shall provide documentation of total number of notification forms generated and mailed, by e-mailing official copies of
the US Postal Service Statement of Mailing with Permit imprints (Form numbers 3602 and 3602 R/RS/HR) on a daily basis to:
Ohio Department of Taxation
Attn: Warren Nicewaner (phone 614-466-1610)
E-mail: Warren.Nicewaner@tax.ohio.gov
11.5 Postage for this mailing to taxpayers is NOT to be included in bid. Any questions regarding postage should be directed to Warren
Nicewaner (see section 11.4 for contact information). Checks for postage will be made payable to the US Postmaster.
12. TEST RUN AND TEST ORDER
12.1 Prior to printing mailing packets, the contractor shall conduct a test run to show that all required programming and forms
specifications have been met. The test shall simulate a "live" run to the degree possible - including using the ‘live’ data’ supplied by
Taxation. Taxation can require additional test runs, when deemed necessary, at no additional cost.
12.2 A live, mailable, test order (ten of each mail packet; THESE TEN ACCOUNTS MAY BE SELECTED AT RANDOM BY
TAXATION. If the population is less than 10, send the entire population as proofs.) utilizing data supplied by Taxation by date
specified in section 20. This test order shall include:
•
Forms and envelopes printed as specified.
•
Taxation data imaged on test forms
•
Test forms printed in color specified
•
Taxation provided addresses imaged on test forms conveying USPS address standardization, zip plus 4 zip codes as
well as Post-net (or comparable software) certified delivery point bar codes.
These test orders shall be shipped via a licensed, fully insured and bonded courier (see section 15 for more information) to Warren
Nicewaner (see section 8 for address) and approved prior to any mailing. Shipping costs shall be the responsibility of the successful
bidder. NOTE: The package or envelope containing these samples shall be identified by the purchase order number.
13. QUALITY ASSURANCE/PRODUCTION PACKETS: The contractor shall maintain a thorough quality assurance program to
guarantee that the delivered forms do not contain an illegible address. The contractor shall provide the replacement of any damaged,
misprinted, improperly assembled, mis colored, mutilated forms, or illegibly addressed packets. Any damaged, mutilated, or illegibly
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