ADM-2025-04 - On-Site Mail and Copy Services

Background
The Commonwealth of Virginia, through the Department of Health Professions (DHP), is seeking proposals to establish a contract for on-site mail and copy services. DHP is an Executive Branch agency responsible for licensing and regulating over 500,000 healthcare practitioners across 62 professions.

The current contract for these services expires on September 30, 2025, necessitating a new agreement to be operational by October 1, 2025. The goal of this RFP is to ensure that DHP has reliable and efficient mail and copy services to support its operations.

Work Details
The contractor will provide comprehensive on-site mail services, including sorting, opening, and date stamping incoming mail; managing outgoing mail pickups; and facilitating package shipments. Specific tasks include:

- Sorting approximately 500 pieces of incoming mail daily;
- Notifying departments of mail ready for pickup;
- Picking up outgoing mail three times daily;
- Ensuring timely processing of bank deposits.

Additionally, the contractor will provide copying, duplicating, scanning, binding, and finishing services for both color and black-and-white jobs. Equipment required includes copiers capable of handling large runs (over 50 impressions), along with necessary supplies such as paper and toner. The contractor must also manage envelope stuffing for time-sensitive Wall Certificates and maintain a trained staff to ensure high-quality service.

Period of Performance
The contract period is from October 1, 2025, through September 30, 2026, with four optional one-year renewals available at the discretion of DHP.

Place of Performance
Services will be performed at the Department of Health Professions located at 9960 Mayland Drive, Suite 300, Richmond, VA.

Bidder Requirements
Offerors must be certified by the Virginia Department of Small Business and Supplier Diversity (DSBSD) as a small business to receive full consideration. Additionally, all personnel must undergo a Virginia State Police Criminal History Records Check prior to starting work. The contractor is responsible for all costs associated with these checks.