2026 RFP-PRINT & MAIL SERVICES

New Hanover County
Request for Proposal
Request for Proposal for Print and Mail Services
COUNTY COMMISSIONERS
LEANN PIERCE, CHAIRMAN
DANE SCALISE, VICE-CHAIRMAN
BILL RIVENBARK
STEPHANIE WALKER
ROB ZAPPLE
CHRIS COUDRIET, COUNTY MANAGER

SECTION 1 - ADVERTISEMENT
New Hanover County is requesting proposals from qualified Vendors to provide print and mail services for the
New Hanover County Tax Department.
Submit proposals by email to Lena Butler at lbutler@nhcgov.com. Please include "RFP - Print and Mail Services"
in the subject line of the email.
Proposals will be accepted until 4:00 PM EST on Tuesday, June 30, 2026.
Complete proposal information and submission requirements are available at:
https://www.nhcgov.com/Bids.aspx
New Hanover County reserves the right to accept or reject any or all proposals and to award the contract
deemed most advantageous to the County.
Advertised: Friday, May 29, 2026
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SECTION 2 - INSTRUCTIONS AND GENERAL CONDITIONS
2.1 Schedule
Action Date
Release of RFP Friday, May 29, 2026
Deadline for Questions Thursday, June 11, 2026 at 3:00 PM
Response to Questions No later than Friday, June 19, 2026
Proposal Due Date Tuesday, June 30, 2026 at 4:00 PM
2.2 Proposal Submission
Submit your proposal by email to lbutler@nhcgov.com. Please be sure to include "RFP - Print and Mail Services"
in the subject line of the email.
The deadline for Proposal submission is Tuesday, June 30, 2026, at 4:00 PM EST.
Unsigned proposals will be deemed nonresponsive.
2.3 Exceptions
Any exceptions to the requirements of this RFP must be clearly identified and include an explanation of the
operational impact, advantages, or disadvantages to the County.
2.4 Questions
Questions regarding this RFP must be submitted by email to: lbutler@nhcgov.com
Questions must reference the applicable section number and be received no later than 3:00 PM EST on
Thursday, June 11, 2026.
2.5 Communication
Unauthorized communication regarding this RFP with County personnel other than the designated contact may
result in disqualification.
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2.6 Proposal Contact
Vendors intending to submit a proposal should email contact information to lbutler@nhcgov.com to ensure
receipt of addenda.
2.7 Cost of Proposal Preparation
All costs associated with proposal preparation are the responsibility of the Vendor.
2.8 Execution of Agreement
The successful Vendor shall execute all required agreement documents within fifteen (15) days of notice of
award.
2.9 Trade Secret Confidentiality
Upon receipt of your proposal by New Hanover County, your proposal is considered a public record except for
material which qualifies as "trade secret" under N.C. General Statute 132-1.2. After opening, your proposal
will be provided to County staff and others who participate in the evaluation process, and to members of the
general public who submit public records requests.
Trade secret materials must:
* be submitted in a separate file or document;
* be clearly marked confidential
Pricing information may not be designated confidential.
In submitting a Proposal, each Vendor agrees that the County may reveal any trade secret materials contained
in such response, to all County staff and County officials involved in the selection process, and to any outside
consultant or other third parties who assist the County in the selection process. Furthermore, each Vendor
agrees to indemnify and hold harmless the County and each of its officers, employees, and agents from all
costs, damages, and expenses incurred in connection with refusing to disclose any material, which the Vendor
has designated as a trade secret.
2.10 Criteria for Award
The County may negotiate with any Vendor to obtain services that best meet the County's operational needs.
Proposals shall not be subject to public inspection until after contract award, except as required by North
Carolina public records laws.
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2.11 Withdrawal of Proposals
Proposals may be withdrawn prior to the submission deadline. Proposals may not be withdrawn for ninety (90)
days after the submission deadline.
2.12 Equal Opportunity
The non-discrimination clause contained in Section 202 (Federal) Executive Order 11246, as amended by
Executive Order 11375, relative to Equal Employment Opportunity for all persons without regard to race, color,
religion, sex or national origin, and the implementing rules and regulations prescribed by the Secretary of Labor,
are incorporated herein.
The Vendor agrees not to discriminate against any employees or applicant for employment because of physical
or mental handicap in regard to any position for which the employees or applicant is qualified. The Vendor
agrees to take affirmative action to employ, advance in employment and otherwise treat qualified handicapped
individuals without discrimination based upon their physical or mental handicap in all employment practices.
New Hanover County encourages participation by small, minority-owned, woman-owned, and disadvantaged
businesses.
2.13 Indemnification
The successful Vendor shall indemnify and hold the County, its agents and employees, harmless against any and
all claims, demands, causes of action, or other liability, including attorney fees, on account of personal injuries
or death or on account of property damages arising out of or relating to the work to be performed by the
Successful Vendor hereunder, resulting from the negligence of or the willful act or omission of the Vendor, his
agents, employees and subcontractors.
2.14 E-Verify
Pursuant to Session Law 2013-418, Contractor shall fully comply with the U.S. Department of Homeland Security
employee legal status E-Verify requirements for itself and all its subcontractors. County requires an affidavit
attesting to Vendor's compliance. Violation of the provision, unless timely cured, shall constitute a breach of
contract.
2.15 Insurance Requirements
Prior to commencing work, the Vendor shall maintain the following minimum insurance coverage:
Coverage Minimum Limits
Commercial General Liability $1,000,000 per occurrence
Technical Errors & Omissions $1,000,000 per occurrence / $2,000,000 aggregate
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Coverage Minimum Limits
Cyber Liability $1,000,000 per occurrence
Workers Compensation Statutory Limits
Employer's Liability $500,000
The insurance shall provide coverage against claims for injuries to persons or damages to property which may
arise from operations or in connection with the performance of the work hereunder by the Vendor, his agents,
representatives, employees, or subcontractors, whether such operations are done by himself/herself or anyone
directly or indirectly employed by him/her.
New Hanover County shall be named as additional insured where applicable.
2.16 Addenda
The proposal package constitutes the entire set of instructions to the bidder. The County shall not be
responsible for any other instructions, verbal or written, made by anyone. Any changes to the specifications
will be in the form of an Addendum which will be sent to all known Vendors who are listed with the Finance
Office and posted on the County's website.
You may visit our website at https://www.nhcgov.com/Bids.aspx, or email lbutler@nhcgov.com to check for
the issuance of any addenda before submitting your bid proposal.
2.17 Compliance Requirements
Failure to comply with the requirements of this RFP may result in rejection of the proposal.
2.18 Successful Vendor Requirements
The successful Vendor may be required to submit a Vendor Application, W-9, and EFT documentation.
2.19 Federal Uniform Guidance
If federal funds are used, applicable federal procurement and grant requirements shall apply.
2.20 Right to Reject Proposals
The County reserves the right to accept or reject any or all proposals and to make the award which will be most
advantageous to the County.
2.21 Certificate of Authority
Subject to several statutory exceptions, a business entity incorporated or organized in a state other than
North Carolina must obtain a certificate of authority from the North Carolina Secretary of State prior to
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transacting Business in the State. See G.S. 55-15-01(a) (business corporations); G.S. 55A-15-01(a) (nonprofit
corporations); G.S. 57D-7-01(a) (limited liability companies); G.S. 59-902(a) (limited partnerships); G.S. 59-
91(a) (registered limited liability partnerships); G.S.55B-16(a) (professional corporations). When the
requirement applies, the foreign entity transacting Business in the State is responsible for obtaining a
certificate of authority-not the domestic (i.e., North Carolina) corporations, public entities, or individuals
with whom the foreign entity might contract.
2.22 Iran Divestment Act
N.C.G.S. 147-86.60 requires that Proposers with the State, a North Carolina local government, or any other
political subdivision of the State of North Carolina must not utilize any person or company found on the State
Treasurer's Final Divestment List.
The State Treasurer's Final Divestment List can be found on the State Treasurer's website at the following
address: www.nctreasurer.com/Iran and will be updated every 180 days.
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SECTION 3 - PROJECT SCOPE
3.1 Proposal Format
Proposals shall include the following sections:
1. Introductory Statement
2. Key Personnel
3. Professional References
4. Scope of Work Responses (A-O)
5. Pricing Matrix
6. Supporting Appendices
7. Signature Form
3.2 Introductory Statement
The Vendor shall provide:
* Company overview and business model
* Relevant print and mail experience
* Government or tax billing experience
* Operational capabilities and areas of expertise
* Legal structure and years in business
* Headquarters and production facility locations
* Disaster recovery facility information
* Primary RFP contact information
* Any additional information relevant to the Vendor's qualifications
3.3 Key Personnel
Identify all key personnel assigned to this project, including:
* name and title;
* project responsibilities;
* qualifications and certifications;
* relevant experience; and
* similar project experience.
The proposal must clearly identify the assigned Project Manager.
3.4 Professional References
Provide:
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* three (3) references for the Vendor; and
* three (3) references for the proposed Project Manager.
Each reference shall include:
* organization name;
* contact name and title;
* telephone number;
* email address; and
* description of services provided.
3.5 Scope of Work
Unless otherwise specified, the Vendor shall furnish all labor, materials, equipment, supplies, supervision,
systems, and quality control processes necessary to perform the services described in this RFP.
A. Print and Mail Specifications
Estimated
Product Specifications
Volume
8.5 x 11 duplex; perforated; 10 dual-window envelope;
New Value Notices Up to 125,000
additional pages possible
Two-sheet bill package; duplex/simplex mixed; perforations; 10
Regular Ad Valorem Bills 135,000 annually
dual-window and #9 reply envelope
Personal Property Duplex; 10 dual-window and #9 reply envelope; additional
4,500 annually
Discovery Bills pages possible
Delinquent Ad Valorem 7,000-10,000
Duplex; perforated; 10 dual-window and #9 reply envelope
Bills annually
Abstracts/Listing Forms 30,000 annually Duplex; custom envelopes; additional pages possible
Certified tracking; electronic signature capture; attachment
Certified Mail Services Variable
upload capability
Post Cards 10,000-15,000 Duplex with optional color
Inserts 135,000 annually 8.5 x 3.67; full-color duplex; 80# gloss
All standard documents shall utilize 24 lb. white bond paper and black ink with optional color unless otherwise
specified.
B. Operational Services Requirements
The Vendor shall provide:
* scanning, indexing, and FTP return of business and personal property abstracts;
* Intelligent Mail Barcode (IMB) tracking for outgoing and incoming mail;
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* secure web-based tracking and reporting;
* householding and consolidated mailing capabilities;
* address correction and USPS hygiene services including NCOA, CASS, DPV, LACS, ACS, and IMB
processing;
* certified mail processing and tracking;
* automated return mail processing;
* design, programming, barcode, remittance scan line, archival, and online payment support services;
* dedicated account management and customer support;
* proofing within twenty-four (24) hours of file receipt; and
* accurate processing, matching, collation, and mailing of all jobs.
Vendor shall include:
* website screenshots;
* tracking portal screenshots; and
* a sample address correction report.
C. Data Management
All County data must remain within the United States.
The Vendor shall:
* maintain sufficient in-house operational capacity;
* support secure file transmission methods;
* process large-volume data files and multiple formats;
* support lockbox testing and remittance processing;
* support variable messaging and data programming functions; and
* obtain County approval prior to outsourcing any services.
D. Vendor Website Requirements
The Vendor shall provide a secure web-based portal supporting:
* secure file upload;
* print request submission;
* proof review and approval;
* job status tracking;
* email notifications;
* archived document access;
* invoice history;
* IMB and certified mail tracking; and
* role-based user access controls.
Vendor should include screenshots demonstrating website functionality.
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