Direct Mail Review: George Mason University

Steve’s breakdown: RFP response are due April 25, 2017. The RFP document can be seen at this link. I don’t see a budget number in the document so save that question for GMU.

FAIRFAX, VA: George Mason University is seeking proposals from qualified sources to provide direct mail, printing, and personalization services for the Office of Admissions and other Mason departments as may be applicable, to assist with advertising and recruitment. George Mason University is an educational institution and agency of the Commonwealth of Virginia.

Contractor shall offer a wide variety of services that may include, but not be limited to, direct mailing services, printing services (when necessary), personalization services, etc. The contractor must provide and pay for postage up front and bill Mason at cost when the project timeline does not permit having a postage check sent out in advance of the mailing. Mason will not pay any service fees for postage. Where applicable, services must follow Mason’s Visual Identity guidelines; see http://brand.gmu.edu/

Minimum Qualifications: The following qualifications are required for an offeror to be considered.

      1. A proven track record of providing fast turnaround on printing and mail shop services, frequently handling mailings of at least 200,000 pieces.
      2. Ability to meet tight deadlines and provide press time on reasonable notice without unreasonable additional charges.
      3. Experience in handling certified and insured mail.
      4. Produce or provide all high quality paper and matching envelopes.
      5. Be able to personalize on 11 x 17 paper with great accuracy.
      6. Be able to personalize all components with laser printer – ink jetting will not be considered.
      7. Ability to provide quality printing on gold foil paper.
      8. Ability to provide quality gold foil embossing.
      9. Ability to laser print on multiple size envelopes, especially 6×9 and 9×12.
      10. Be able to provide live postage (actual stamps, not metered) when requested.
      11. Be prime contractor and subcontract work only after Mason approval of chosen subcontractor. See Section XIV.B.12 for further detail.
    1. Mandatory Requirements: Contractor must meet the following mandatory requirements.
      1. Agree to privacy statement: no showing or providing Mason materials to other colleges/universities.
      2. Agree not to show names and/or addresses.
      3. Must allow Mason staff to tour facility prior to award.
    2. Ordering Procedures: Mason will make every possible effort to initiate a job with as much advanced notice as possible. However, due to the nature of the requirements, this is not always possible. Once a requirement is identified the Contract Administrator, to be assigned at the time of contract award, will contact the vendor and provide materials.

1. Contractor must provide proofs of materials before printing and before personalization and receive sign off from the Contract Administrator, unless otherwise instructed by the Contract Administrator.

2. Contractor must provide samples of product prior to mailing, unless otherwise instructed by the contract administrator.

D. Samples/Projects: Contractor must provide samples for each job outlined below. Samples do not have to use Mason logo or colors and may include the below specifications. Below are specifications for projects known to Mason’s Office of Admissions at this time. Quotes for additional projects may be requested. Price quotes provided outside of the below specifications will be negotiable.

1. Student Mailing – Washington Scholars Program: Drop Date around November 10th Annually Edit process for mail components begins at 6 weeks before the mail drops.
Final version is due 3 weeks before the mail drops.
Data quantities are due 3 weeks before the mail drops.

Data (names/addresses) are due 2 weeks before the mail drops.

Carrier

Final size is 6 x 9, CF. Prints 3/0 on 24# Accent Warm White. Deliver to size. Deliver item as an Envelope.

Letter

Final size is 8.5 x 11.0. Prints 1/0 on 70# Accent Warm White. 1 sheet/1 page. Deliver 2-up 11.0 x 17.0. Deliver item as Flat sheets. **Foil embossed. **Assume 2×2 foil area.

Invite Card

Final size is 8.5 x 11.0. Prints 1/4 on 80# Accent Warm White Cover. 1 sheet/2 page. Deliver item Folded (half fold with score).

Info Sheet

Final size is 8.5 x 11.0. Prints 4/1 on 65# Accent Warm White Cover. 1 sheet/2 page. Deliver item Folded (half fold with score).

Insert

Final size is 5.5 x 8.5. Prints 1/0 on 17# UV Ultra II Radiant White. 1 sheet/1 page. Deliver to size. Deliver item as Flat sheets.

Schedule

Final size is 5.5 x 8.5. Prints 1/1 on 60# Warm White Accent. 1 sheet/2 page. Deliver to size. Deliver item as Flat sheets.

Personalization

Simplex Inkjet Carrier in Black. Simplex Laser Letter in Black & Blue.

Mail Shop

Trim and machine fold Letter to size. Machine affix multiple stamps to Carrier. Insert components into Invite Card then insert into Carrier.

2. Teacher Mailing – Washington Scholars Program: Drop Date around September 15th Annually Edit process for mail components begins at 6 weeks before the mail drops.
Final version is due 3 weeks before the mail drops.
Data quantities are due 3 weeks before the mail drops.

Data (names/addresses) are due 2 weeks before the mail drops.

UPSMI or Regular Env (9 x 12)

Final size is 9 x 12, CF. Prints 4CP on 8pt C1S. Deliver to size. Deliver item as an Envelope.

RAE

Final size is #8-5/8, CF. Prints 1/0 on 24# White Wove. Deliver to size. Deliver item as an Envelope.

Letter

Final size is 8.5 x 11.0. Prints 0/0 on 70# Accent Warm White. 1 sheet/1 page. Deliver 2-up 11.0 x 17.0. Deliver item as Flat sheets. *** gold foil embossed***.

Info Sheet

Final size is 8.5 x 11.0. Prints 1/1 on 65# Accent Warm White Cover. 1 sheet/2 page. Deliver item Folded (half fold with score).

Nomination Form

Final size is 8.5 x 11.0. Prints 1/1 on 60# Accent Warm White. 1 sheet/2 page. Deliver 2-up 11.0 x 17.0. Deliver item as Flat sheets.

Label

Final size is 3.0 x 5.0. Prints 0/0 on White Direct Thermal. 1 sheet/1 page. Deliver item as Direct thermal roll with 3″ core.

Personalization

Simplex Laser Letter in Black & Blue. Simplex Laser Nomination Form in Black. Simplex Laser Label in Black.

Mail Shop

Trim Letter to size. Trim Nomination Form to size. Machine affix delivery

  1. Direct Mail Letter Package – 425,000 estimated annual volume.
    1. 11×17 letter and reply form; both 8.5×11 finished size; on 60# white offset text weight stock printed 4/c process on one side.
    2. #10 closed face, diagonal seam envelope on 60# white offset text weight stock; printed 4/c process on one side; inkjet address.
    3. #9 return envelope; one (1) color on 24# white wove stock.
    4. Laser personalized both forms on one side of the sheet.
    5. Cut and nest both sheets; fold for a #10 envelope.
    6. Match letter/reply and envelope; insert.
    7. Affix non-profit stamp; sort and mail.
  2. Fulfillment Direct Mail Package – 35,000 estimated annual volume.

    a. 3-panel self-mailer.
    b. 8.5”x16.5” (flat) 8.5”x5.5” (folded)
    c. 100# white gloss cover stock.
    d. 4/c process front and back with bleeds e. Laser personalization on mailing panel. f. Spot glue closure.

  3. Direct Mail Postcard – 75,000 estimated annual volume.

    a. 6×9 postcard on 100# white gloss cover stock. b. Laser personalized on one side.
    c. Printed 4.c process front and back with bleeds. d. Printed indicia; sort and mail.

Source:

Type and press Enter to search