NCFlex Printing, Mailing, and Storage Services IFB

The North Carolina Office of State Human Resources (OSHR), through its NCFlex State Insurance Plans section, is soliciting bids from vendors that are compliant with the Health Insurance Portability and Accountability Act (HIPAA) to provide time-sensitive printing, mailing, and storage services for various benefit communications. The scope includes printing and distributing materials such as enrollment guides, benefits guides, university-specific enrollment guides, tri-fold self-mailers, and pre-tax calculators, which are essential for employee benefits enrollment and education. The contract aims to ensure these materials are produced and delivered efficiently, with requirements emphasizing electronic file acceptance (including InDesign and Excel), secure handling of sensitive data, and adherence to postal regulations for bulk mailing. The vendor must also manage inventory storage, facilitate drop shipping, and handle postage logistics, including obtaining USPS discounts through presorting and destroying mail files post-mailing. The procurement process is structured as a firm-fixed-price contract with an initial one-year term, potentially extendable for two additional years. Bids will be evaluated based on a best value approach, balancing price and technical compliance, with particular emphasis on quality control, security standards, experience in large-scale mailing operations, and ability to meet tight turnaround times. The contract incorporates detailed specifications for printed materials, packaging, shipping, and project timelines, including the requirement for proofs within three days of digital file receipt and shipping within specified days post-approval. Security provisions mandate rigorous data protection measures, including compliance with state and federal standards, breach response protocols, and secure data handling outside U.S. borders. The agreement also includes performance guarantees with liquidated damages for delays or defects, and provisions for transition planning at contract end. Overall, the contract seeks a reliable, experienced vendor capable of managing high-volume, time-sensitive printing and mailing operations while maintaining strict security and quality standards.