Professional Printing and Mailing Services RFP

The City of Havre de Grace is soliciting proposals for an annual contract to manage its professional printing, publishing, and mailing service needs. The scope of work includes the scheduled production and mailing of newsletters, water quality reports, and postcards, as well as as-needed monthly requests for advertising print jobs and signage, such as vinyl banners and corrugated plastic signs. The City may award the contract to multiple professional printers to meet these goals. The base period of performance is intended to run from December 1, 2026, to November 30, 2027, with the possibility of three additional one-year extensions upon mutual agreement. Proposals must be submitted electronically via the Beacon Bid platform by November 25, 2026, at 2:00 PM. To be eligible, vendors must demonstrate at least five years of experience in printing and publishing and provide a Certificate of Good Standing with the State of Maryland, a W-9, and evidence of comprehensive insurance, including general liability and workers' compensation. The City will use a best value evaluation method, considering the proposer's competence and qualifications rather than solely the lowest price. Payment is processed monthly upon successful project completion, typically within 30 days of invoice submission. Vendors are required to provide their own postage permits for all mailings and must maintain strict confidentiality regarding all city information.