How to Write a Print and Mail Request for Proposal (RFP)

You know what your organization requires, the challenge is to communicate those requirements to your potential suppliers in a way that allows you to successfully compare their responses.

In today's business environment, there has never been a greater need for efficiency in an organization's printing and mailing operations. When your organization seeks to outsource these critical functions, creating a well-structured Request for Proposal (RFP) allows you to properly control outcomes, quality and efficiency. An effective RFP not only streamlines the selection process but also ensures that your specific needs are met. To guide you through this process, it is recommended that you break down the RFP into four key sections: Printing, Mailing, Data Security, and Diversity.

Section 1: Printing Specifications and Accreditations

In the Printing section of your RFP, provide detailed specifications for your printing needs. These specifications should encompass both the physical aspects and industry accreditations. Here are some essential elements to include:

1. Physical Specifications

?? - Dimensions of finished document

- Number of pages

?? - Number of copies

?? - Preferred paper weight and quality for covers and internal pages

?? - Preferred paper weight and quality for any loose-leaf inserts

?? - Black and white or full color, including special Pantone colors if required

?? - Document finishing, (e.g.: folding, perforation, saddle-stitched or perfect bound, etc.)

- Data (e.g.: will the document contain all fixed data for all copies or will there be variable data with different information for individual recipients)

?2. Industry Accreditations

?? - Membership in environmental councils or initiatives (e.g. FSC, PEFC)

?? - Quality control certificates (e.g. G7)

?Section 2: Mailing Distribution

In the Mailing section, outline your distribution requirements and inquire about the provider's capabilities. Consider the following details:

1. Physical Specifications for Mail Pieces

?? - Total quantities of all mail pieces

?? - Weight of each mail piece

?? - Type of envelope for each mail piece

?? - Destination addresses for mail pieces

?? - Delivery timelines and deadlines

?? - Need for e-certified mail processing and mail tracking

?? - Inclusion of an omnichannel marketing campaign, if applicable

2. USPS Integration

?? - Inquire whether the provider has an in-house DMU certified by the US Postal Service for efficient mail processing and discounts.

Section 3: Data Security Measures

The Data Security section is crucial for protecting sensitive information. Here, you should delve into the provider's data security practices:

1. Physical Security

?? - Facility access control

?? - Surveillance cameras at the facility and on transport vehicles

?? - Employee and contractor policies for security

2. Electronic Data Security

?? - Measures and countermeasures for safeguarding electronic data during printing and mailing processes

3. Data Security and Compliance Certifications

?? - Request information about certifications related to data security and compliance, such as HIPAA or SOC 2.

Section 4: Diversity

In the Diversity section, inquire about the provider's commitment to diversity and inclusion. Ask for statistics related to the demographics within the company with respect to age, ethnicity, gender and veteran status. Does the potential vendor have a diverse supplier base? Request proof of current certification as a diverse enterprise, whether veteran-owned, woman-owned, or ethnic minority-owned.

A Process Built for Success

Remember to provide a clear timeline for responses and evaluation criteria in your RFP. Effective communication and transparency throughout the RFP process will lead to the best outcomes for your organization's printing and mailing needs.

By structuring your RFP with these four sections, you ensure that potential providers have a clear understanding of your requirements and expectations. This comprehensive approach not only helps you identify the right printing and mailing partner but also lays the foundation for a successful and secure partnership.

Parker Lake is a veteran of the document management industry having spent the earlier part of his career with Bowne & Co. as a financial printer and electronic data room provider.? After several years away from the industry during which time he became licensed in life insurance, health insurance and annuities, he has returned to the world of document management.? Reach out and connect with Parker on LinkedIn at linkedin.com/in/parkerlake.