Mail Renewal Forms 2026

The contract involves the production, imaging, and mailing of approximately 812,000 Ohio watercraft renewal registration forms, including forms, letters, and envelopes, to be completed between September 2025 and January 2026. The work must be performed entirely at the vendor’s facility, with strict no subcontracting provisions, and includes detailed specifications for form size, perforations, printing, MICR font use, and matching approved samples. The vendor is responsible for delivering 100 test samples by late September 2025, with final production due by December 2025, and scheduled mail drops in January 2026. The schedule emphasizes adherence to deadlines, with provisions for inspection, quality control, and approval of proofs before final printing. The contract specifies that all forms and envelopes must exactly match approved samples, and the vendor must handle all mailing operations, including presorting and barcoding, according to postal regulations. Key contractual clauses incorporate comprehensive requirements related to data security and location, affirming understanding and compliance with Ohio Executive Orders prohibiting offshore services and data storage outside the U.S. The contractor must complete an Affirmation and Disclosure Form prior to award, disclosing service and data locations, and acknowledging the right of the State to terminate if services or data are performed or stored offshore without a waiver. The evaluation process is based solely on responsiveness to all bid specifications, responsibility, and lowest total price, with no weighting or adjectival ratings. The bid submission is exclusively through the OhioBuys portal, with a deadline of August 7, 2025, and no specific page limits or additional proposal formatting requirements are specified. The contract emphasizes strict schedule compliance, quality standards, and security provisions, ensuring the successful vendor delivers the required forms and mailing services within the defined timeline and specifications.