Mailing Services

Location:	California
Posted:	Aug 7, 2026
Due:	Sep 8, 2026
Agency:	South Coast Air Quality Management District
Type of Government:	State & Local
Category:
Solicitation No:	Q2027-02
Publication URL:	To access bid details, please log in.

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Q2027-02

SOUTH COAST AIR QUALITY MANAGEMENT DISTRICT

REQUEST FOR QUOTATIONS

MAILING SERVICES

Q2027-02

South Coast Air Quality Management District (South Coast AQMD) requests quotations

for the following purpose according to terms and conditions attached. In the preparation

of this Request for Quotations (RFQ) the words "Proposer," "Contractor," "Consultant,"

“Bidder” and “Firm” are used interchangeably.

PURPOSE

The South Coast AQMD, located at 21865 Copley Drive, Diamond Bar, CA 91765, is

soliciting quotations to establish a list of pre-qualified vendors interested in providing

mailing services for South Coast AQMD. The list will be used for a three-year period

and vendors on the list will be given an opportunity to bid competitively on mailing jobs

when the need arises.

INDEX

The following are contained in this RFQ:

Section I

Section II

Section III

Section IV

Section V

Section VI

Section VII

Section VIII

Section IX

Section X

Section XI

Section XII

Background/Information

Contact Person

Schedule of Events

Participation in the Procurement Process

Scope of Work/Schedule of Deliverables

Required Qualifications

Proposal Submittal

Proposal Submission

Quotation Evaluation/Selection Criteria

RFQ/Title Page

References

Company Information Questionnaire

Attachment A

Attachment B

Participation in the Procurement Process

Certifications and Representations

SECTION I: BACKGROUND INFORMATION

South Coast AQMD periodically needs mailing services, such as folding, inserting,

sealing, removing duplicate addresses, labeling, tabbing, and metering, as well as

pickup and delivery of material to and from storage areas within South Coast AQMD’s

facility (Diamond Bar), Contractor’s location, and the Post Office. Contractors

responding to this RFQ must agree to furnish all necessary labor, materials,

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equipment, and any other incidentals necessary to provide mailing services in strict

conformity to South Coast AQMD’s specifications as described in this RFQ.

SECTION II: CONTACT PERSON

Questions regarding the content or intent of this RFQ or on procedural matters should

be addressed to:

Contact’s Name: Eric Washington, Mail/Subscriptions Services Supervisor

Phone: 909-39602290

email: ewashington@aqmd.gov

South Coast AQMD

21865 Copley Drive

Diamond Bar, CA 91765-4178

SECTION III: SCHEDULE OF EVENTS

DATE

August 7, 2026

September 8, 2026

September 9 – September

28, 2026

December 4, 2026

EVENT

RFQ Released

Quotations Due to South Coast AQMD -

No Later Than 2:00 p.m.

Quotations Evaluations

Governing Board Approval

Please note that South Coast AQMD is closed on Mondays and cannot receive

bid submittals accordingly.

SECTION IV: PARTICIPATION IN THE PROCUREMENT PROCESS

It is the policy of South Coast AQMD to ensure that all businesses including minority

business enterprises, women business enterprises, disabled veteran business

enterprises and small businesses have a fair and equitable opportunity to compete for

and participate in South Coast AQMD contracts. Attachment A to this RFP contains

definitions and further information.

SECTION V: SCOPE OF WORK/SCHEDULE OF DELIVERABLES

South Coast AQMD conducts various types of mailings and the Subscription Services

unit coordinates many of these mailings, including South Coast AQMD’s subscription

publications. Other mailings include scheduled mailings for public workshops, rule

notification, permit fee billings, etc.

South Coast AQMD’s Diamond Bar facility maintains a four (10-hour) day work week

with 12 holidays observed each year. Normal work hours are Tuesday through Friday,

7:00 a.m. to 5:30 p.m.

Q2027-02

The South Coast AQMD’s in-house print shop handles all of the required printing.

Therefore, printing would not be included in any of the mailing jobs. Qualified vendors

selected through this RFQ would only be responsible for the mailing portion of the job.

This RFQ is to pre-qualify a list of vendors to provide mailing services. The volume of

jobs will range from 10 to 70,000 pieces per mailing. However, 90 percent of jobs are for

quantities of less than 5,000 pieces. Jobs are sent via US Postal Service: certified mail,

first class mail, first class pre-sort, and standard (bulk) mail; or by United Parcel Service

(UPS): ground and delivery confirmation service. Typical mailings include, but are not

limited to, #10 envelopes containing one to six inserts, 9½ x 12½ manila envelopes with

single or multiple inserts, self mailers, newsletters, and books. Mailing weights vary from

less than one ounce to 20 pounds per piece. Microsoft Excel file-generated mailing lists

and inkjet printed labeled envelopes are most commonly used. Mail lists provided by

South Coast AQMD cannot be sold or used for any other purpose without the written

consent of South Coast AQMD.

Contractor will provide mailing services which will include, but are not limited to: folding,

inserting, sealing, removing duplicate labels, labeling, tabbing, and metering. On

occasion, some bindery services may be required, such as cutting, and scoring.

Contractor services will also include pickup and delivery of material to and from storage

areas within South Coast AQMD’s facility (Diamond Bar), Contractor’s location, and the

Post Office. Many jobs have short lead times; therefore, Contractor must be able to pick

up printed material and supplies within two hours of notification. Jobs less than 5,000

pieces or jobs that require special handling, such as certified or registered mail, must be

delivered to the Post Office by the next Post Office business day (including Saturdays),

unless otherwise specified by South Coast AQMD staff. Contractor must have the ability

to provide for the purchase of SIC codes and carrier route lists, as needed. Contractors

must furnish all necessary labor, materials, equipment, and any other incidentals

necessary to provide mailing services in strict conformity to South Coast AQMD’s

specifications as described in this RFQ.

Contractor may be required to assemble the materials for mailing or the material may be

pre-assembled and ready for inserting. In any case, South Coast AQMD will provide a

sample mailing. For certain mailings, contractor may be required to match mailing labels

to letter inserts with a high degree of accuracy. With UPS, the contractor may be

required to track each package and provide South Coast AQMD delivery confirmation.

With US Postal Service certified mail delivery, contractor may be required to enter each

mail piece’s certified number into a certified mailing book for record-keeping purposes.

Contractor must notify South Coast AQMD of the actual date of mailing after every

mailing is completed and/or provide a mailing statement as a proof of mailing if mailing

is delivered directly to the Post Office. All extra materials must be returned to South

Coast AQMD unless otherwise stated. Contractor will also be responsible for picking up

additional inserts or materials as needed when shortages occur, or changes are made

in the mailing.

In some cases, South Coast AQMD will provide a check for the estimated postage costs

prior to completion of a mailing project. However, 95 percent of South Coast AQMD’s

mailings take place with little notice or lead time to the contractor, which means the

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contractor must cover the postage costs in order to meet the job deadline. South Coast

AQMD will reimburse the contractor for postage costs within five (5) South Coast AQMD

working days. No job may be held pending payment of postage. All other mailing

services shall be invoiced and will be paid within 30 days of receipt of invoice. Late

charges will not apply when paid within this period. Overtime will be paid only when

work is done outside of the vendor's regular business hours and must be authorized in

advance by the Subscription Services Supervisor or designee.

Contractor invoice will be required to include the following information:

1. Job Name and Account Code

2. Date of Pick-up and Date Mailed

3. Itemized Service Cost - Quantity of pieces processed and description of work

(e.g. folding, inserting, sealing, removing duplicate labels, etc.).

4. Itemized Postage Cost - Quantity of pieces metered, Class of mail (first,

standard, certified, etc.). See examples below.

Mailing job with same postage class - 200 pieces @ $.68 (1st class presort) =

$136.00

Mailing job with more than one postage class

50 pieces @ 9.70 (cert.) =

485.00

100 pieces @ .78 (1st class) = 78.00

Total postage

$563.00

5. “US Postal Service Postage Statement” form(s) must be attached to the invoice.

If an invoice does not contain the required billing information, contractor will be

contacted by phone, or email, for the necessary information and will be required to

submit a revised invoice. Payment will be made within 30 days of receipt of the

corrected invoice. Late charges will not apply if paid within this period.

Service for Bid

Contractor may be required to provide some or all of the above-mentioned services

within a very short time frame, including projects that may require overtime, weekends

and/or holidays. Contractor must have an e-mail address and access to a facsimile

machine in order to receive individual job specifications. For each new job, pre-qualified

vendors must provide a written quote within eight (8) South Coast AQMD business

hours from the time the request for bid is e-mailed or faxed if they wish to be considered

for the job. There may be an occasional request for a quote within a shorter time frame

in order to meet an unexpected deadline. The request for bid will state when the bids

are due. [South Coast AQMD’s Diamond Bar facility maintains a four 10-hour day work

week. Normal work hours are Tuesday through Friday, 7:00 a.m. to 5:30 p.m.]

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In order to expedite the process, vendors must fax or e-mail their quotes, indicating

either a bid amount or "no bid" within the time specified. The award of each job will be

based on the vendor's ability to provide the service as required on the job specification,

lowest cost, and the applicable preference percentage for a vendor being a DVBE,

Small Business or Low Emission's qualified vendor as outlined in Section II –

Participation in the Procurement Process. The successful bidder will be notified by

telephone or e-mail with the appropriate information to proceed with the job. Any pre-

qualified vendor that has not responded to any of the requested jobs for a 6-month

period will be removed from the list for the remainder of the three-year term.

All quotes are final and cannot be revised without prior approval of the Mail/Subscription

Supervisor. If there is a discrepancy between the job specifications and the actual job

sample, the vendor must contact the Mail/Subscription Supervisor before commencing

work for clarification.

All pre-qualified vendors will meet with the Subscription Services Supervisor before

beginning service to review the “Cost Estimate Information Sheet” and the billing

information.

South Coast AQMD reserves the right to place orders through master agreements,

cooperative agreements, or other interagency agreements with governmental entities in

order to achieve the best available prices. Therefore, vendors must provide a list of their

current agreements with the federal government, the State of California, Los Angeles,

Riverside, San Bernardino, or Orange Counties, or other government agencies.

SECTION VI: REQUIRED QUALIFICATIONS

A. Persons or firms proposing to bid on this quotation must be qualified and

experienced in mailing services and must submit qualifications demonstrating this

ability.

B. Contractor must hold license(s) required by the legally constituted authorities

having jurisdiction over this type of work. Contractor must have been in the

business of furnishing this type of service for at least three years. Contractor

submitting the response must have its own facility and must provide the services

described in Section V, Scope of Work and Schedule of Deliverables. A site visit

may be required in evaluating each proposal.

C. Vendors providing service to South Coast AQMD must provide evidence of

insurance, with a minimum of: workers’ compensation coverage to California

statutory limits and employers’ liability to $1 Million; commercial general liability

(CGL) covering bodily injury, property damage, fire damage, and

products/completed operations to $1 Million per occurrence and $2 Million in a

general aggregate, with sub-limits of $50,000 for medical expenses to one person;

and automobile liability to $1 Million, with designation for either any auto or all

owned, hired or non-owned autos. Deductibles on the CGL or auto liability

coverages may not exceed $10,000. South Coast AQMD must be named as an

additional insured on the CGL and auto liability coverages.

This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.

Bid Number	Title	Bidder's Conference	Closing Date	Contact Person	Document
Q2027-02	Mailing Services	None	9/8/2026 02:00 PM	Eric Washington (909) 396-2290	Q2027-02

Mailing Services

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See also