Printing and Mailing Services

Seeking a provider for one year of printing and mailing services including notices, reports, books, brochures, and related items for a Cincinnati, Ohio government entity.

Submit electronic proposals to [email protected] and [email protected].
Include solicitation number, name, and vendor name in the email subject line.
Complete and include all required forms from the quote packet, including HUD Form Packet, Proof of Insurance and Licensing, Professional References and Experience Summary, Equal Employment Opportunity Policy, Subcontractor/Joint Venture Information (if applicable), Contract Award and Acceptance Form, and Fee Submission Form.
Certify that the firm or any principals have not been debarred from providing services by Federal, state, or local government.
Disclose any current or past personal or professional relationships with any Commissioner, Officer, or employee of the Cincinnati Metropolitan Housing Authority.
Certify that the proposal is genuine and non-collusive.
Submit a listing of 5 former or current professional references for similar services performed within the past year, including client name, contact name, address, phone, email, business name, service description, and dates. CMHA can be listed as only one reference.
Describe procedures to ensure quality print jobs (e.g., no lines, ink smudges, too-light images).
Describe ability to complete mass mailing projects without sorting, metering, or delivery issues or delays.
Demonstrate understanding of CMHA's motto and Gold Performance Standards, ensuring the proposal is legible, readable, and free of spelling or grammar errors.
Achieve a total calculated average of at least 65 points in the evaluation.
Vendors may select either the printing option only, the mailing option only, or both options.
Pick up daily mail during CMHA's current hours of operation (Monday through Friday, 8:00 AM to 4:40 PM).
Pick up mail no earlier than 3:30 PM and deliver to the U.S. Postal Service for same-day or next-business-day postmark.
Utilize window envelopes and inserts provided by CMHA; fold and stuff projects must be picked up and mailed out the same day or next business day.
Mailer's pick-up slip must allow for counts by Program.
Bill CMHA monthly in arrears for actual metering, sorting, folding, stuffing, and postage fees incurred.
Extend First Class automation rates on envelopes and flats.
Provide printing services including printing To and From addresses on 9.5” x 4” and 13" x 10" envelopes, bound brochures, business cards, color flyers, and laminating services.
Provide samples of work.
Ensure CMHA logo (Pantone 293 on black & white copies, RGB 0-81-186) is used correctly.
Ensure envelope window dimensions are 4.5" wide and 1.125" in height.
Ensure return address for #10 regular, #10 window, and 9x12 booklet envelopes is printed with the CMHA logo and 'Return Service Requested' line.
Comply with all local, state, and federal laws concerning safety (OSHA) and environmental control (EPA) and any other enacted ordinance, code, law, or regulation.
Submit two copies of the proposal, one redacted for trade secrets and other non-disclosable information.
Do not perform any services without a Purchase Order or Purchase Order Number.
Ensure invoices do not exceed the Purchase Order amount; obtain an approved Change Order for any work exceeding the original Purchase Order amount.
Submit invoices via Vendor Café after work completion or goods delivery, attached to the corresponding Purchase Order and assigned to the correct line item.
Invoices must include the property address, unit number, date property was serviced, hours worked (including start and stop times), the rate charged, and materials costs listed separately.
Invoices must not be backdated; the date on the invoice must match the date submitted to CMHA.
All invoices must be submitted within two weeks for services performed.
CMHA will not pay invoices until services are fully completed and/or products are received; provide a statement of work and signed receiver acknowledging completion.
Warrant that services provided are of good quality, consistent with professional skill and care, and in accordance with generally accepted industry standards.
Observe and abide by all applicable federal, state, and local laws, rules, regulations, ordinances, and codes, and obtain any necessary licenses or permits.
Maintain commercial general liability insurance with limits of $1,000,000 per occurrence and $2,000,000 general aggregate, naming CMHA and its affiliates as Additional Insured and Certificate Holder.
Maintain professional liability and/or 'errors and omissions' coverage with a limit of not less than $1,000,000 if rendering observational services, naming CMHA and its affiliates as Additional Insured and Certificate Holder.
Maintain automobile liability insurance with minimum limits of $1,000,000 combined single limit if doing hands-on work at Authority properties, naming CMHA as an additional insured and Certificate Holder.
Maintain Workers' Compensation Insurance as required by state statute and Employer's Liability Insurance with limits of $500,000 bodily injury per accident, $500,000 bodily injury by disease per employee, and $500,000 bodily injury disease aggregate, naming CMHA and its affiliates as a Certificate Holder.
Ensure insurance policies contain provisions preventing cancellation or non-renewal without at least 45 days' notice to CMHA and waive all rights of recovery under subrogation against CMHA.
Perform criminal history checks (Ohio) and 10-panel drug screening tests on all prospective employees performing work under the contract or on CMHA property.
Provide uniforms and ID Badges identifying Contractor for all employees working on CMHA's properties.
Clean up the work area and remove any debris generated by the services at CMHA premises.
Warrant that the fees for goods/services are the lowest charged to any external buyer for similar volumes of similar goods and/or services.
Be solely responsible for all required local, state, or federal permits.
Pay all salaries and expenses of, and all Federal, Social Security taxes, Federal and State Unemployment taxes, and any similar taxes relating to its employees.
Comply with all Federal, State and local wage and hour laws and all licensing laws applicable to its employees.
Comply with lobbying certification requirements.
Protect personal information collected, used, or acquired in connection with this Contract against unauthorized use, disclosure, modification, or loss.
Comply with all federal and state nondiscrimination laws, regulations, and policies.
Contractor's rights and obligations are personal and may not be assigned without prior written consent of CMHA.
Address all communication and correspondence pertaining to the RFP process to the Procurement Officer only.
Furnish all information required by the solicitation.
Complete all required forms furnished by the Authority.
Do not fold or make any additional marks, notations, or requirements on the documents to be submitted.
Ensure the proposal is minimally responsive to the published requirements.
Be a responsible prospective contractor with adequate financial resources, a satisfactory performance record, a satisfactory record of integrity and business ethics, compliance with public policy, and not suspended, debarred, or otherwise determined ineligible by HUD or any other U.S. Government agency.
Be properly licensed by the City of Cincinnati and/or Hamilton County, Ohio and/or the State of Ohio, and be insured by a general liability and/or worker's compensation policy.
Protestors must have been involved in the RFP process in some manner as a prospective proposer to be eligible to file a protest.

Date Issued: March 20, 2026

Last Date for Questions: March 27, 2026, 11:00 AM local time

Proposal Submittal Return & Deadline: April 6, 2026, no later than 11:00 AM local time

Cincinnati Metropolitan Housing Authority

Organization overview and procurement intelligence available on paid plans.

The government authority in Cincinnati, Ohio is seeking a vendor to provide comprehensive printing and mailing services. The scope includes handling 800 to 1,500 30-day notices which must be folded, inserted, metered, and pre-sorted for mailing. Additionally, services are required for the printing, stapling, and mailing (as flats) of approximately 220 accountability reports monthly, each averaging 40 pages and sent to employees.

Vendors will also be responsible for producing four board books per month, each ranging from 300 to 400 pages, with specified binding and cover materials. The contract also covers the printing of addresses on various envelope sizes (9.5” x 4” and 13” x 10”), as well as the production of bound brochures, business cards, and color flyers. Laminating services are to be provided as required.

The contract period is one year. All vendor questions must be submitted by March 27, 2026.

Overview

Fit Score

SUMMARY

KEY REQUIREMENTS

BUDGET

CONTRACT DURATION

TIMELINE

QUESTION DEADLINE

Issuing Agency

DESCRIPTION

Similar RFPs