Request for Information: Region-wide print newsletter cost

Description

Request for Information Regional Municipal NewsletterPrinting and Mailing Services Issued by:?Greater Portland Council of Governments (GPCOG)Issue Date:?September 4, 2026Responses Due:?September 27, 2026Contact:?Tom Bell, Director of Communications, , 207-613-4361 1. Purpose The Greater Portland Council of Governments (GPCOG) is seeking information from qualified printing and mailing firms regarding a potential regional purchasing program for municipal newsletters. GPCOG is exploring whether multiple member municipalities could jointly purchase printing and mailing services, allowing participating communities to reduce costs through standardized newsletter formats, coordinated production schedules, and higher combined printing volumes. This Request for Information (RFI) is intended to help GPCOG understand available services, production options, pricing structures, potential volume discounts, mailing requirements, advertising opportunities, and other factors that should be considered before GPCOG develops a formal procurement. This RFI is for informational and planning purposes only and does not constitute a solicitation or commitment to purchase services. 2. Project Concept Under the proposed program, participating municipalities would produce newsletters for distribution to every residential mailing address within their communities. GPCOG anticipates establishing a common newsletter template and production specifications so newsletters from multiple municipalities could be printed during the same production period. Each municipality would provide its own editorial content, photographs, graphics, and other information. The number of participating municipalities has not yet been determined. Some municipalities may choose to participate once per year, while others may publish newsletters twice to four times per year. GPCOG is particularly interested in determining whether coordinating multiple municipal newsletters into a single regional printing and mailing program could provide meaningful cost savings. 3. Preliminary Newsletter Specifications The following specifications are preliminary and may be modified based on information received through this RFI. GPCOG currently anticipates that participating newsletters would: Use a standardized page size, page count, paper stock, color format, and general layout. The newsletter should be a 4-page color booklet (one double-sided 11x17” page that is folded in half to form four 8.5x11” pages).