Presort Mail Processing Services
| Location: | Pennsylvania |
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| Posted: | Aug 31, 2026 |
| Due: | Sep 8, 2026 |
| Agency: | State Government of Pennsylvania |
| Type of Government: | State & Local |
| Category: |
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| Solicitation No: | 6100066317 |
| Publication URL: | To access bid details, please log in. |
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General Information |
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Department for this solicitation: |
Procurement | ||||||
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Date Prepared: |
08/03/26 |
Types: |
IFB | ||||
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Advertisement Type: |
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Solicitation/Project#: |
6100066317 |
Solicitation/Project Title: |
Presort Mail Processing Services | ||||
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Description: |
This IFB is for Presort Mail Processing Services for Commonwealth Executive Agencies. The services to be performed under this Contract include the processing of Commonwealth agencies’ First-Class Letter, First-Class Post Card, First-Class Flat and Standard Presort Mail Services. Each Agency will be responsible for managing their own requests for these services under the Contract. The awarded Contractor will be required to process the mail for delivery to the United States Postal Service (USPS). This will replace Emergency PO 4300886870 for Pre-sort mail services. | ||||||
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Department Information |
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Department/Agency: |
All Using Agencies |
Delivery Location: |
State Wide |
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County: |
Statewide |
Duration: |
11/01/2026 through 10/31/2031 |
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Contact Information |
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First Name: |
Mustapha |
Last Name: |
Boustta |
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Phone Number: (XXX-XXX-XXXX) |
717-783-1271 |
Email: |
mboustta@pa.gov |
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Solicitation Information |
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Bids must be received by the purchasing agency on the Solicitation Due Date no later than the Solicitation Due Time as set forth in the solicitation. Any conflict between the dates and/or times contained in the solicitation itself or its attachments and this advertisement shall be resolved in favor of the solicitation. |
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Solicitation Start Date: |
08/03/26 | ||
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Solicitation Due Date: |
09/08/26 |
Solicitation Due Time: |
1:00 PM |
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Solicitation Opening Date: |
09/08/26 |
Solicitation Opening Time: |
1:01 PM |
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Opening Location: |
Electronic Bid | ||
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No. of Addendums: |
0 | ||
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Amended Date: |
08/31/26 |
Attachment Preview
Rev. 7/8/2026
COMMONWEALTH OF PENNSYLVANIA
DEPARTMENT OF GENERAL SERVICES
IV. STATEMENT OF WORK
PRESORT MAIL PROCESSING SERVICES
INVITATION FOR BID (IFB) NO. 6100066317
Page 1 of 12
Rev. 7/8/2026
I.
GENERAL REQUIREMENTS
A. Contract Overview. The Department of General Services (DGS), Bureau of
Procurement (BOP), is issuing an Invitation for Bid (IFB) for Presort Mail Processing
Services for Commonwealth Agencies located within the Capitol Complex and
surrounding area. The services to be performed under this Contract include the
processing of Commonwealth agencies’ First-Class Letter, First-Class Postcard, First-
Class Flat and Standard Mail for delivery to the United States Postal Service (USPS).
The Commonwealth will operate under a centralized mail collection model, whereby
outgoing agency mail is consolidated at a designated Department of General Services
(DGS) location for Contractor pickup, processing and delivery to USPS. At the time of
Contract award, the primary pickup location is the DGS Bureau of Publications, 1650
Bobali Drive, Harrisburg, PA 17104. The Commonwealth reserves the right to add,
remove, relocate, consolidate, or otherwise modify pickup location(s) during the Contract
term based on operational needs. Any such changes will be communicated to the
Contractor with reasonable advance notice.
DGS Bureau of Publications will issue one purchase order for services under this contract.
Physical mail collection is centralized; however, individual Commonwealth agencies will
retain responsibility for entry of mail-job data and related processing information through
a Contractor provided web-based portal.
The awarded Contractor must support an online web-based portal process that allows
agencies to submit and manage their mail-job data to facilitate accurate processing and
tracking. The Contractor must also support the Contracting Officer and DGS Bureau of
Publications having access to all Commonwealth mail-job data online for tracking
purposes.
The awarded Contractor will be responsible for the pickup, transport, presort processing,
and delivery of Commonwealth mail to USPS, in accordance with all requirements set
forth in this Statement of Work.
B. Method of Award. The Contract will be awarded to the responsive and responsible
bidder that submits the lowest cumulative cost to the Commonwealth, as determined by
the prices provided on Exhibit A, Cost Sheet.
II. BIDDING REQUIREMENTS
A. Mandatory Site Visit. A mandatory site visit is required for all Bidders intending to
submit a bid in response to this Invitation for Bid (IFB). The purpose of the site visit is
to allow Bidders to inspect the designated pickup locations and gain a complete
understanding of the operational requirements, service expectations, and conditions
associated with the Contract.
The mandatory site visit will be held on 08/19/2026 at 11:00 AM EST at the following
location:
DGS Bureau of Publications
1650 Bobali Drive,
Harrisburg, PA 17104
Page 2 of 12
Rev. 7/8/2026
Attendance by at least one authorized representative of the Bidder is required. Bidders
that fail to attend the mandatory site visit will be deemed non-responsive and will not
be considered for Contract award.
No alternative site visit dates will be offered. Any information that modifies or clarifies
the requirements of this IFB will be issued by written addendum. Verbal statements
made during the site visit shall not be binding upon the Commonwealth.
B. Pricing. Bidders must enter their bid prices on Exhibit A, Cost Sheet. There are six (6)
line items, describing each mail type, and a bid price is required for each line item.
Bidders shall provide a per piece processing fee for each mail type (i.e., First Class Letter
with Transportation, First Class Flat with Transportation, etc.) on Exhibit A. These bid
prices represent the fees the awarded Contractor will charge the Commonwealth to
process each piece of mail. Bidders shall not include postage costs in their bid price.
1. Price Adjustments. The Contractor may request a price adjustment only during the
thirty (30) days immediately preceding a Contract renewal period.
Any request for a price adjustment must be submitted in writing to the
Commonwealth and must include sufficient supporting documentation and
justification for the requested adjustment. Supporting documentation shall include,
but is not limited to:
• Changes to USPS programs, requirements, regulations, or operational
standards impacting Contractor processing costs.
• Documented increases in operational or transportation costs directly
associated with performance of the Contract.
• Changes to USPS mail preparation, presort, barcode, or acceptance
requirements.
• Changes in technology, software, or compliance requirements necessary to
maintain USPS certification or Contract compliance.
2. Commonwealth Mail Volume. Exhibit A, Cost Sheet provides total estimated mail
volumes, by piece, for each type of mail processed. These estimated mail volumes
are inclusive of all Commonwealth Agencies for calendar year 2025. Any figures
presented in this Statement of Work are based on historical usage, unless otherwise
noted, and may fluctuate based on future needs. Volumes are not guaranteed.
Failure to submit a completed Exhibit A with the bid submission will result in
the bid being rejected as non-responsive.
C. Definitions. For the purposes of this solicitation and resulting Contract the following
definitions apply to services to be performed. Specific performance requirements are
established in Exhibit B, Service Level Agreements.
1. Centralized Pickup Model. A model where outgoing Commonwealth mail is
consolidated at designated Department of General Services (DGS) location(s) for
Contractor pickup, processing and delivery to USPS. Individual agencies do not serve
as routine pickup locations under this Contract.
2. With Transportation. The Contractor picks up consolidated Commonwealth mail from
designated Department of General Services (DGS) location(s), transports it to its
Page 3 of 12
Rev. 7/8/2026
facility for processing, and delivers processed mail to the United States Postal Service
(USPS).
3. Same Day Service. Mail that is picked up by the Contractor from the designated
Department of General Services (DGS) location(s), processed, and delivered to USPS
on the same business day.
4. Next Day Service. Mail that is picked up by the Contractor from the designated
Department of General Services (DGS) location(s), processed, and delivered to USPS
within one (1) business day (24 hours), or the next business day when pickup occurs
on a Friday or the day prior to a holiday.
5. Agency Mail Job Input. Information submitted by individual Commonwealth agencies
through the Contractor’s electronic portal identifying mail type, estimated volume,
service level, or other necessary details required to support processing, tracking, and
billing.
6. Service Level Agreement (SLA). The measurable performance standards and
operational requirements established in Exhibit B applicable to services performed
under the Contract.
7. Chain of Custody. The documented and auditable process used to track
Commonwealth mail from the point of pickup at the designated Department of
General Services (DGS) location(s) through processing and final delivery to USPS,
including the ability to identify the originating agency.
8. Per-Piece Processing Fee. The fixed rate bid by the Contractor for each mail piece
processed, inclusive of all required services under this Contract, excluding USPS
postage.
9. USPS Postage. Mailing costs established and regulated by the United States Postal
Service (USPS), which are separate from Contractor pricing and applied in
accordance with current published USPS rates.
D. Lobbying Certification Form. All bidders must complete and return the Lobbying
Certification Form. The completed and signed Lobbying Certification Form shall be
submitted with the bid response.
E. Iran Free Procurement Certification & Disclosure Form. All bidders must complete
and return the Iran Free Procurement Certification and Disclosure form. The completed
and signed Iran Free Procurement Certification and Disclosure form shall be submitted
with the bid response.
F. Worker Protection and Investment Certification Form. Pursuant to Executive Order
2021-06, Worker Protection and Investment (October 21, 2021), the Commonwealth is
responsible for ensuring that every Pennsylvania worker has a safe and healthy work
environment, and the protections afforded them through labor laws. To that end,
contractors and grantees of the Commonwealth must certify that they are in compliance
with all applicable Pennsylvania state labor and workforce safety laws. Such certification
shall be made through Exhibit C, Worker Protection and Investment Certification Form
(BOP-2201). The completed and signed Worker Protection Certification Form shall be
submitted with the bid response.
Page 4 of 12
Rev. 7/8/2026
G. Emergency/Disaster Recovery Plan. Emergency/Disaster Recovery. The awarded
Contractor must have a plan in place to support continuity of operations during an
emergency, including a pandemic. Because the Commonwealth requires uninterrupted
access to critical mail processing services, the Contractor must maintain contingency
procedures sufficient to continue operations during extended disruptions. A copy of this
plan must be submitted with your bid. This plan should detail the following:
• How would you ensure continued operations?
• What type of employee training is done for these emergencies?
• Who would the key employees be that should be contacted?
• How is staffing handled when a key number of employees are incapacitated due to
illness?
• How will employees in your organization carry out the essential functions if contagion
control measures prevent them from coming to the primary workplace?
• How will your organization communicate with staff and suppliers when primary
communications systems are overloaded or otherwise fail?
• How and when will your emergency plan be tested, and will the plan be tested by a
third party?
III.
SERVICE REQUIREMENTS: The awarded Contractor will be required to perform centralized
automated mail processing and related services in accordance with the requirements set
forth in this Statement of Work.
All services must be performed in accordance with the Commonwealth standards for
timeliness, accuracy, security, and cost efficiency.
The contractor is expected to process Commonwealth mail in a manner that maximizes
available United States Postal Service (USPS) automation and presort discounts.
Failure to meet the standards of performance outlined in this Contract, including timeliness,
quality, accuracy, or compliance with requirements, may result in the Contractor being
deemed non-responsible and may lead to Contract termination.
A. Mail Types and Processing Requirements.
1. Letters and Postcards. These types of mail must be processed at the highest available
USPS automation and presort discount level for which the mailpieces are eligible,
including 5-digit postage rates where qualification requirements are met under
current USPS standards. The Contractor must ensure that processing meets or
exceeds performance expectations as defined in Exhibit B, Service Level Agreements.
2. Flats. Flats must be processed at the highest available USPS automation and presort
discount level for which the mailpieces are eligible, including 3-digit postage rates
where qualification requirements are met under current USPS standards. The
Contractor must ensure that processing meets or exceeds performance expectations
as defined in Exhibit B, Service Level Agreements.
3. Standard Mail. Standard Mail is included in the Contract but the volumes of this type
of mail are unknown and processing of this type of mail is infrequent. Bidders are not
required to provide pricing for processing Standard Mail as part of their bid. The
Contractor’s per piece processing fee will be negotiated between the Contractor and
the requesting agency at time of need and will be based on the size and complexity
of the mail job to be processed.
Page 5 of 12
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