Smart Mailing Services

Background
Miami University’s Communications and Marketing Department is preparing to launch an annual campaign aimed at attracting prospective students. This campaign will integrate personalized printed brochures with digital advertising, all delivered to the same households on a coordinated schedule. The goal is to enhance engagement and improve conversion outcomes through a multi-channel approach, utilizing smart mailing technology that combines print and digital outreach.

Work Details
The contract involves providing Smart Mailing Services, which includes:
1) Printing of a custom, die-cut brochure;
2) Filtering and processing a mailing list of students provided by Miami University, including imprinting variable data and preparing for mail processing;
3) Mailing services that incorporate digital technology for targeted campaigns;
4) Returning a list of students who engaged with any element of the campaign;
5) Identifying head-of-household email addresses for each household on the original mailing list.

The project will have five components: printing, data processing, mailing, engagement tracking, and email identification. Specific quantities for quoting include 100,000, 200,000, and 300,000 brochures. The brochure must be mailed by February 1, 2027.

Period of Performance
The contract is expected to commence on July 1, 2026, and run through June 30, 2029, with two optional twelve-month renewal periods.

Place of Performance
Services will be performed at Miami University located in Oxford, Ohio.

Bidder Requirements
Bidders must provide proof of compliance with insurance requirements including general liability insurance ($1 million each occurrence), automobile liability insurance ($1 million), and cyber liability insurance if applicable. Bidders must also maintain valid business licenses and comply with federal accessibility laws. Additionally, bidders are encouraged to demonstrate sustainability practices in their proposals.