RFP 26-11 PRINTING, MAILING, ELECTRONIC NOTICES AND DISTRIBUTION SERVICES

Location:	New Mexico
Posted:	Aug 5, 2026
Due:	Aug 26, 2026
Agency:	Eddy County
Type of Government:	State & Local
Category:	99 - Miscellaneous
Publication URL:	To access bid details, please log in.

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EDDY COUNTY

STATE OF NEW MEXICO

REQUEST FOR PROPOSAL 26-11

PRINTING, MAILING, ELECTRONIC NOTICE (E-NOTICE) AND

DOCUMENT DISTRIBUTION SERVICES

Commodity Code(s): 915-57; 915-58; 920-45; 966-25; 966-31; 966-36

EDDY COUNTY

101 W. GREENE ST.

CARLSBAD, NM 88220

Issued Date: August 4, 2026

Proposal Deadline: August 26, 2026, at 2:00 PM, MST

RFP 26-11 PRINTING, MAILING, ELECTRONIC NOTICE (E-NOTICE) AND

DOCUMENT DISTRIBUTION SERVICES

Contents

EDDY COUNTY ELECTRONIC PROCUREMENT PORTAL ............................................. 3

I. INTRODUCTION................................................................................................................. 4

II. DEFINITION OF TERMINOLOGY.............................................................................. 6

III. SEQUENCE OF EVENTS ............................................................................................... 7

IV. GENERAL REQUIREMENTS ..................................................................................... 10

V. RESPONSE - FORMAT AND ORGANIZATION .......................................................... 16

VI. EVALUATION ................................................................................................................ 17

VII. EVALUATION PROCESS............................................................................................. 19

Appendices.................................................................................................................................... 21

ACKNOWLEDGEMENT OF RECEIPT FORM ................................................................... 22

LETTER OF TRANSMITTAL FORM .................................................................................... 23

STATEMENT OF COMPLIANCE ........................................................................................... 24

CONFLICT OF INTEREST DECLARATION ....................................................................... 25

AFFIDAVIT OF NON-COLLUSION ....................................................................................... 26

NEW MEXICO RESIDENT BUSINESS PREFERENCE CERTIFICATION .................... 27

CAMPAIGN CONTRIBUTION DISCLOSURE FORM ....................................................... 28

COST PROPOSAL ..................................................................................................................... 30

APPENDIX G.............................................................................................................................. 30

SAMPLE AGREEMENT A-26-XX ........................................................................................... 32

RFP 26-11 PRINTING, MAILING, ELECTRONIC NOTICE (E-NOTICE) AND

DOCUMENT DISTRIBUTION SERVICES

EDDY COUNTY ELECTRONIC PROCUREMENT PORTAL

Eddy County has partnered with Euna Procurement, formerly known as Bonfire Interactive, to

move all Bid and RFP submissions to a fully digital platform. This is an effort to streamline the

procurement process and make working with Eddy County easier and efficient.

The Eddy County Procurement Portal, hosted by Euna Procurement, can be accessed here:

https://coeddynm.bonfirehub.com/portal/?tab=openOpportunities

All interested vendors must register on the Eddy County Procurement Portal. During

registration, it is recommended that vendors link relevant commodity codes to their profiles to

receive automatic notifications of new opportunities matching their services or products.

How to Register

1. Visit https://www.eddycountynm.gov

2. Click on the Business tab

3. Go to BID / RFP Opportunities

4. Select BID / RFP Vendor Registration Instructions

For assistance, please visit the Vendor Registration Help page or contact the Eddy County Chief

Procurement Officer with any questions at agranger@eddycountynm.gov

RFP 26-11 PRINTING, MAILING, ELECTRONIC NOTICE (E-NOTICE) AND

DOCUMENT DISTRIBUTION SERVICES

I. INTRODUCTION

PURPOSE OF THIS REQUEST FOR PROPOSALS

Eddy County is hereby seeking formal, sealed proposals from qualified vendors to provide

comprehensive printing, mailing, electronic notification, document composition, and related

distribution services for the Treasurer's Office and other County departments. The contractor

shall provide all labor, equipment, software, materials, postage management, quality control, and

support necessary.

SCOPE OF WORK

Document composition; variable data printing; high-volume printing; folding; inserting;

Intelligent Mail barcoding; USPS mailing preparation; presorting; electronic delivery; E-Notices;

address validation; NCOA; returned mail processing; secure file transfer; archive/retrieval;

reporting; customer support.

• Printing Services - Property tax bills, supplemental/corrected bills, delinquent notices,

reminder notices, returned check notices, refund notices, escrow notices, mobile home

notices, redemption notices, tax sale notices (if applicable), and printing needs for other

County departments.

• Electronic Notice Service - Email delivery, optional SMS, electronic tax bills, delinquent

notices, reminders, confirmations, bounce management, opt-in/opt-out management, delivery

confirmation, and citizen self-registration portal.

• Data Security - Encrypted file transfer, encryption at rest and in transit, role-based access,

MFA, audit logging, secure destruction, and annual security testing.

• USPS Services - Intelligent Mail Barcode, presorting, CASS certification, NCOA, address

standardization, postage optimization, tracking, and proof of mailing.

• Returned Mail - Address verification, undeliverable reporting, updated address files where

available, and analytics.

• Variable Data Printing - Variable names, parcel information, tax amounts, barcodes, QR

codes, payment coupons, and custom messaging.

• Document Design - Form design, layout improvements, USPS compliance, accessibility, and

branding.

• Online Portal - Secure uploads, proof approval, production monitoring, mailing tracking,

reporting, and archive retrieval.

• Reporting - Printed pieces, mailed pieces, electronic deliveries, returns, postage, turnaround,

and monthly summaries.

• File Integration - Support for SFTP, APIs where available, scheduled/manual imports, and

CSV, TXT, XML, PDF, and Excel formats.

• Turnaround - Define standard turnaround for proofs, production, mailing, e-notices,

emergency jobs, and reprints.

• Customer Support - Dedicated account manager, implementation manager, technical

support, training, and ongoing assistance.

• Implementation - Project planning, configuration, file mapping, testing, UAT, training, go-

live, and post-implementation support.

RFP 26-11 PRINTING, MAILING, ELECTRONIC NOTICE (E-NOTICE) AND

DOCUMENT DISTRIBUTION SERVICES

• Disaster Recovery - Business continuity, disaster recovery, backups, and redundant

production.

• Optional Services - Certified Mail, Priority Mail, inserts, large-format printing, multilingual

notices, QR payments, archiving, and hybrid mail.

• Experience - Experience with counties, treasurer offices, municipalities, and public-sector

clients preferred.

• Pricing - Separate pricing for printing, postage, envelopes, E-Notices, SMS, setup,

programming, processing, address cleansing, return mail, archive storage, and optional

services.

• Desired Outcomes - Improve delivery, reduce returned mail, expand electronic adoption,

improve communication, reduce costs, increase efficiency, maintain security, improve

reporting, and support future County growth.

CONTRACT TERM

It is anticipated that the initial term of this contract will be for one (1) year, commencing upon

full execution of the agreement(s). The County reserves the right to renew or extend any contract

on an annual basis (or any portion thereof) for up to three (3) additional one-year terms and shall

be subject to the same terms and conditions as set forth in the original agreement. Any such

renewal or extension shall be subject to mutual written agreement by both parties. Under no

circumstances will the total term of this contract exceed four (4) years. This procurement will

result in a multi-source award.

INSURANCE

The CONTRACTOR shall maintain, at its sole expense, the following minimum insurance

coverage:

• Commercial General Liability Insurance with limits not less than One Million Dollars

($1,000,000) per occurrence and Two Million Dollars ($2,000,000) aggregate

• Automobile Liability Insurance covering all owned, non-owned, and hired vehicles with

limits not less than One Million Dollars ($1,000,000) combined single limit

• Professional Liability (Errors & Omissions) Insurance with limits of not less than One

Million Dollars ($1,000,000) per claim

• Workers’ Compensation Insurance as required by the laws of the State of New Mexico.

Certificates of insurance shall be provided prior to contract execution and upon renewal of

policies. Failure to maintain required insurance shall constitute material breach.

PROCUREMENT ADMINISTRATOR

The Procurement Administrator listed below is the official point of contact for this procurement.

All questions or requests for clarification must be submitted in writing directly to the

Procurement Administrator. Offerors are only permitted to communicate with the Procurement

Administrator regarding this RFP. No other Eddy County employees, department heads, or

managers are authorized to speak on behalf of the County for this solicitation. Contacting anyone

else in the County may result in disqualification of the offeror’s proposal.

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

Bid Title:	RFP 26-11 PRINTING, MAILING, ELECTRONIC NOTICES AND DISTRIBUTION SERVICES
Category:	Eddy County Bids
Status:	Open

RFP 26-11 PRINTING, MAILING, ELECTRONIC NOTICES AND DISTRIBUTION SERVICES

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See also