Invoice Printing and Mailing Services

Background
The Port of Hood River is seeking proposals from qualified contractors to provide Invoice Printing and Mailing Services to support the Port’s BreezeBy tolling system. This system manages toll collection for the Hood River-White Salmon Interstate Bridge. The goal is to ensure timely and accurate communication with bridge users as the Port transitions to an all-electronic tolling system by April 1, 2025.

Work Details
The selected contractor will be responsible for:
- Printing and mailing approximately 10,000 to 20,000 invoices per week, with up to 20,000 during peak season (May to September), processed and mailed twice a week on Wednesdays and Fridays.
- Receiving electronic data files from the Port or third parties remotely and processing these files to generate printed invoices.
- Providing materials including Port-approved invoice stock and envelopes.
- Performing printing, folding, inserting, and mail processing services.
- Designing, printing, storing, and inserting informational inserts as requested by the Port.
- Ensuring compatibility with the Port’s invoicing file format for easy processing.
- Coordinating design or layout changes with the Port for approval before implementation.
- Providing electronic PDF copies of all invoice submissions.
- Optimizing the mailing address database to minimize undeliverable mail and reporting methods for achieving this goal.
- Designating a primary representative for communication with the Port.

Period of Performance
The contract is expected to commence on March 3, 2025, following contract approval on February 28, 2025.

Place of Performance
Services will be performed at the contractor's facilities in Oregon.