ODOC - Reporting Unclaimed Funds Mailer Notices to Businesses

Background

The Ohio Department of Commerce is seeking a contractor to provide services for the Reporting Unclaimed Funds Mailer Notices to Businesses project. The goal of this contract is to ensure effective outreach to businesses regarding unclaimed funds, thereby reducing undeliverable mail and eliminating waste. The selected contractor will be responsible for managing the entire process, including address verification, mailer design, printing, and fulfillment.

Work Details

The contractor will perform comprehensive mailing address verification and validation services on the Division’s Holder Mailing List. Specific tasks include: 1) Identifying and removing invalid addresses; 2) Excluding foreign addresses from the mailing list; 3) Eliminating duplicate entries; 4) Standardizing address formats; 5) Stripping confidential personal information (CPI); 6) Validating business activity and current addresses; 7) Providing a cleaned mailing list and an exception report detailing removed or flagged records; 8) Developing two distinct mailer designs targeting existing and new businesses, adhering to Ohio Department of Commerce branding standards; 9) Printing and fulfilling mailers according to specified guidelines, including size, stock, presswork, ink, and packaging requirements.

Period of Performance

The contract term will begin upon final signature and continue through June 30, 2027. All work must be conducted between July 1, 2026, and September 30, 2026.

Place of Performance

Services will be performed in Ohio, with specific deliverables sent to the Ohio Department of Commerce at their Columbus office.

Bidder Requirements

The contractor must submit a detailed quote that includes professional fees, printing fees, data validation fees, and postage costs. Additionally, the contractor must demonstrate compliance with all applicable security standards required by the Ohio Department of Commerce.