One vendor for printing, mailing, and data, with procurement-ready quotes, audit documentation, and presorted First-Class postage of $0.707 per letter (Mixed tier) against the $0.82 single-piece rate.
✓100% Accuracy Guarantee - we reprint free if we make an error
Mail Processing Associates prints and mails tax bills, utility bills, public notices, election mail, and citizen communications for government entities in all 50 states from one veteran-owned Lakeland, Florida facility. Florida public buyers can purchase under State Term Contract 80141800-25-STC; agencies everywhere else receive the same line-item quoting, the same USPS Business Mail Entry Unit entry, and the same audit-ready documentation, quoted commercially. Postage is billed at the actual USPS amount and never marked up, presorted First-Class letters mail at $0.707 (Mixed tier) against the $0.82 single-piece rate (USPS Notice 123, effective July 12, 2026), and citizen data is handled under SOC 2 Type 2 audited controls with HIPAA obligations applied wherever benefits or health data appears. One vendor, one purchase order, one documentation package at the end.
Alec Boye, President, Mail Processing Associates
Updated
You need vendors who understand government timelines, documentation requirements, and the reality of public sector budgets. We've worked with government agencies for decades.
Detailed invoices and audit-ready records for procurement compliance.
We understand statutory deadlines and fiscal year constraints.
If you buy print and mail for a Florida public entity, this is the part of the page your purchasing office will care about most. MPA is an awarded contractor under Florida State Term Contract 80141800-25-STC, Service Category 1: Mail Processing. The contract gives eligible public buyers a pre-negotiated path to government printing services and mail processing, so routine document programs do not require building a procurement from scratch.
Not buying for a Florida entity? The contract still tells you the part that matters: a state government evaluated MPA's pricing, capacity, and performance, and put us on contract. Agencies in the other 49 states get the same production discipline, the same documentation, and a quote written with contract-grade clarity.
A state term contract is exactly what it sounds like: terms and a rate structure negotiated in advance at the state level. When our team prepares a quote under the contract, the quote is built against that structure and carries the contract number on its header, so your procurement file shows exactly what authority the purchase was made under.
Pre-negotiated contract rates - printing is quoted per impression for color or black-and-white work under the contract's rate structure, not ad hoc pricing
Paper billed at cost - specialty stocks and envelopes pass through at cost under the contract, with no markup added
Postage at actual USPS cost - postage is never marked up; it is invoiced separately at the actual amount USPS charges
Clean contract boundaries - services outside the contract's scope, such as die cutting or lamination, appear as separate, clearly labeled line items so nothing hides inside a contract price
Here is what that looks like on paper. An STC quote from MPA itemizes the work the way the contract defines it: printing counted per finished piece and per printed side, paper listed at its actual cost, mail services such as folding, inserting, and sorting shown per piece, and postage carried as its own line, invoiced at the actual USPS amount rather than estimated and padded. If a job needs document composition work, such as file setup, artwork adjustments, or variable data setup, that time is estimated up front and billed at the hours actually worked. Your finance office sees every number and what it pays for, which is the whole point of buying under a contract.
Florida state agencies are the contract's primary purchasers. Our team prepares STC quotes for agencies such as the Florida Department of Transportation, the Department of Health, and the Department of Management Services, and other eligible users authorized to purchase against state term contracts can buy the same way. Not sure whether your entity qualifies? Your purchasing office can confirm, or call us and we will walk through it together.
How To StartTell us the document, the quantity, and the deadline. You receive a line-item quote that references contract 80141800-25-STC, separates printing, mail services, and postage, and states delivery timing. The contract defines delivery-schedule categories, so the timeline is part of the quote rather than a surprise after it.
"Procurement officers are graded on defensibility, not just price. A quote written against State Term Contract 80141800-25-STC points back to a contract the Florida Department of Management Services administers through dms.myflorida.com, so a purchasing office can verify the structure instead of taking a vendor's word for it. Then presort does the quiet work: government mailers entering through a certified presort operation pay commercial presort postage instead of the single-piece rate on every letter, and the postage statement shows exactly which."
Alec Boye, President, Mail Processing Associates
Pieces Mailed in 2025
On-Time Delivery
Google Rating (100+ Reviews)
Florida State Contract Vendor
Florida Dept. of Transportation
Florida Dept. of Management Services
Division of State Group Insurance
Local Government Clients
MPA is a veteran-owned print and mail company with 35+ years of operational history and Florida VBE certification through the Department of Management Services. This may provide procurement preferences on state and local contracts.
Stop juggling printers, mail houses, and data processors. MPA handles everything under one roof - from data processing to USPS entry.
Single vendor = simplified procurement - one RFP, one contract, one invoice
USPS presort facility - commercial presort postage on every qualifying piece, itemized on the quote at the USPS amount
Data processing in-house - NCOA, deduplication, CASS certification
Accountability - no finger-pointing between vendors when issues arise
Presorted First-Class Letter
Mixed tier, against the $0.82 single-piece rate (USPS Notice 123, July 12, 2026)
USPS-Certified Presort Facility
Property tax bills, assessment notices, and tax-related communications. Variable data printing for personalized mailings at any volume.
Water, electric, and utility billing with presort for maximum postal savings.
Legal notices, public hearings, zoning changes, with certified mail and proof of mailing included.
Voter info, sample ballots, polling notices. We meet statutory deadlines.
Statutory DeadlinesRenewal notices, license documents, permit mailings with tracking. We also print multi-part carbonless forms for permit and application packages.
Newsletters, community updates, emergency notifications, public information campaigns.
The specifications a purchasing office or program manager needs to compare vendors, in one table. Anything not listed is quoted per job.
| Specification | What MPA runs |
|---|---|
| Documents | Property tax bills and assessment notices, utility bills, public and legal notices, election mail (voter information cards, sample ballots, polling notices), permit and license renewals, benefit and program letters, citizen newsletters and emergency notifications. Multi-part carbonless forms for permit and application packages. |
| Data files accepted | Tax rolls, billing files, voter extracts and benefit rosters as CSV, fixed-width text, XLSX or a print stream, delivered through our secure file transfer portal (SFTP), never as email attachments. |
| Variable data | Every piece personalized from your source file (parcel, account, amount due, precinct) on the Xerox Iridesse production press, proofed against your data before production begins. |
| Envelopes and inserts | Window outer envelopes, return envelopes and perforated remittance stubs for bills; self-mailers and flats for notices; inserts matched to each piece. |
| Mail classes | First-Class Mail presort for anything with a legal or billing date; USPS Marketing Mail for outreach without a statutory deadline (200-piece minimum); Certified Mail with proof of mailing for individually noticed actions; EDDM for every-door community notices. |
| Postage basis | Postage billed at the USPS amount on its own quote and invoice line, never marked up. Mixed-tier rates under USPS Notice 123 (see Postage Basis below). Certified Mail fees quoted per piece. |
| Minimums | Print-only work from 250 pieces. First-Class presort postage from 500 pieces; smaller runs mail at the single-piece First-Class rate. USPS Marketing Mail from 200 pieces. Certified Mail per piece, no minimum. |
| Procurement path | Florida agencies and other eligible users: quote under State Term Contract 80141800-25-STC, Mail Services (Service Category 1: Mail Processing), with the contract number on the quote header. All other agencies: a commercial line-item quote built for a standard purchase order. |
| Process | Seven steps from quote to documentation package, each with a written handoff (see How a Government Mail Order Moves Through MPA). |
| Documentation delivered | Reconciled piece counts (received, printed, entered), the USPS postage statement, dated Business Mail Entry Unit documentation and an invoice that matches the quote line for line. Production records support an affidavit of mailing where your procedure requires one. |
| Data handling | Secure intake, need-to-know access, SOC 2 Type 2 audited controls, HIPAA obligations applied wherever benefits or health data appears, CASS validation and NCOA move update, deletion after project completion. |
| Location and reach | One facility in Lakeland, Florida (Polk County); mail entered at the Lakeland Business Mail Entry Unit on MPA's permit or under your agency's permit imprint; agencies served in all 50 states since 1989. |
Most government mail runs on a calendar that does not move. Tax bills compress into a once-a-year crunch, utility bills cycle every month, public notices live inside statutory windows, and election mail has dates set in law. Our team builds each program around its own calendar, with the address hygiene, compliance handling, and audit documentation that public mail requires.
Tax bill printing and mailing is a once-a-year test of a vendor's process. Final files often arrive only days before the statutory mail date, every piece carries a unique parcel or account amount, and the run has to balance against your source file. We proof variable data against the data you send, run CASS certification and NCOA address screening before printing so fewer bills come back undeliverable, and document the job from data receipt to USPS entry so your office has proof of mailing on file.
Utility bill printing never gets a month off. What matters is a window that repeats reliably: data in on the same day, bills in the mailstream on schedule, postage minimized through presort every single cycle. Address hygiene runs monthly, not once a year, because ratepayers move constantly. If your billing file carries sensitive account data, send us your data file through secure SFTP and it stays inside a SOC 2 Type 2 audited environment until the job is complete. Our statement printing service covers the full recurring billing workflow.
Hearing notices, assessment notices, code enforcement letters, and annexation notices live or die on dates. We plan each notice backward from its statutory window and provide documentation showing when pieces entered the mailstream. Small runs get flagged early: USPS Marketing Mail carries a 200-piece minimum, so a short statutory notice is planned as First-Class from the start rather than failing at the dock.
Sample ballots, polling place notices, and voter information cards have deadlines set in law and zero tolerance for slippage. We schedule election work backward from the statutory date, hold proofing checkpoints along the way, and enter mail at the USPS Business Mail Entry Unit with postal documentation in hand. When the calendar is immovable, the process has to be.
When government mail carries benefits or health information, such as state group insurance communications, privacy obligations follow the data. MPA operates a HIPAA-compliant production environment with SOC 2 Type 2 audited controls, limited staff access, and data deletion after project completion. The same disciplines that protect our healthcare mailing clients protect benefit-related government mail.
Newsletters, program announcements, and emergency notifications only work if the list is clean and the postage math holds. We pair full-service mailing services with presort entry so outreach budgets stretch further, and we keep formats flexible: postcards for speed, newsletters for depth, letters for authority. For longer program guides and public information campaigns, our team also prints brochures.
Five programs, five calendars. Here is how the planning realities compare.
| Document Program | Cycle | Planning Window | Compliance Handling | Typical Format |
|---|---|---|---|---|
| Tax bills | Annual | Files often final only days before statutory mail dates | Variable data proofing, CASS and NCOA hygiene, proof of mailing | Letter with insert, or self-mailer |
| Utility bills | Monthly | Recurring window, same days each month | Secure data handling, address hygiene every cycle | Letter with remittance envelope |
| Public notices | Per statute or ordinance | Often short and fixed in law | Proof of mailing, First-Class handling below 200 pieces | Letter or flat |
| Election mail | Per election calendar | Planned backward from dates set in law | Statutory deadlines, USPS coordination, documentation | Postcard, letter, or flat |
| Citizen communications | As needed or seasonal | Flexible, planned around budget cycles | Address hygiene, postage economy through presort | Postcard, newsletter, or self-mailer |
Each of these programs can be quoted under State Term Contract 80141800-25-STC when the buyer is an eligible purchaser, and quoted commercially when it is not. Either way, the production discipline is identical: the same presort entry, the same address hygiene, the same documentation. The contract changes how you buy. It does not change how carefully the work is run.
Every government program at MPA runs inside the same compliance envelope. Data arrives through secure SFTP, is processed under SOC 2 Type 2 audited controls, and is deleted after project completion. Where benefits or health data appears, HIPAA obligations apply and we operate accordingly. Address files get CASS certification and NCOA move screening before production, so undeliverable mail is caught before it is printed instead of after it bounces. Jobs enter the mailstream at the USPS Business Mail Entry Unit with postal documentation retained for your records, and invoices itemize quantities, dates, and unit detail so an auditor can reconcile the job months later. None of this is an add-on. It is the default way our team runs public sector work. Beyond the mailed programs, our team also prints the everyday office stationery agencies run on, including matching envelopes and letterhead.
Documentation follows the same pattern at the purchasing end. Quotes itemize printing, paper, mail services, and postage as separate lines, delivery timing is stated rather than implied, and invoices match the quote structure so reconciliation is a comparison, not an investigation. When a job runs under the State Term Contract, the contract number appears on the quote itself. When it does not, you still get the same line-item discipline, because audit season does not care which way the job was bought.
"Government files get the same two screens before anything prints: CASS certification to standardize every address, then NCOA against USPS change-of-address data, because the Move Update standard published at pe.usps.com requires addresses to be current within 95 days of mailing. On a tax or utility cycle, that step decides whether a bill lands or comes back through your call center. We also flag the USPS Marketing Mail 200-piece minimum during planning, so a short statutory notice is built as First-Class from day one instead of stalling at entry."
Cat Boye, Head of Commercial Operations, Mail Processing Associates
Election mail is the least forgiving program in public-sector printing. The dates are set in statute, the audience is the registered voter file, and there is no second mail date if the first one slips. Our team runs election administration mail the way the calendar demands: scheduled backward, proofed at named checkpoints, entered early, and documented at every step from data lock to USPS entry.
Voter information cards, sample ballots, polling place change notices, vote-by-mail application packages, and election-related public notices. Every variable piece is proofed against the voter file extract you send, so the record that prints matches the record you certified. Address corrections found during hygiene are reported back to your office rather than silently changed.
Election mail moves best when the Business Mail Entry Unit knows it is coming. We confirm entry dates with USPS in advance, identify election mail per USPS guidance so it is visibly flagged through the network, and enter time-critical pieces as First-Class Mail. USPS publishes its election mail resources for officials at usps.com, and we plan each job against that guidance rather than assumption.
Every election job is scheduled backward from the statutory date with named checkpoints: data lock, proof approval, print completion, USPS entry. Slack is built in ahead of the legal date, not promised after it. If a checkpoint slips on your side, you know the same day, with the recovery options and their consequences in writing.
This section covers election administration mail: the documents that let supervisors of elections, county clerks, and municipal election offices run an election. The work is non-partisan by design. We print what the statute requires, for the office that administers it, and the same production standard applies regardless of what an election decides. Campaign mail for candidates and committees is a different discipline with its own compliance rules; it lives on our political mail page.
Scale planning starts with public data. The U.S. Election Assistance Commission's Election Administration and Voting Survey, published at eac.gov, tracks how Americans actually vote, and roughly one in three voters has cast a mail ballot in recent federal cycles. For an election office, that share translates directly into print volume: vote-by-mail application packages, ballot-adjacent inserts, and the wave of notices that follows every precinct boundary or polling place change. We size capacity from your county's actual numbers, not the national average, and confirm the production window in writing before the statutory clock starts.
The working calendar matters as much as the volume. Vote-by-mail application packages move earliest, sample ballots and voter information cards cluster ahead of early voting, and polling place change notices can surface with almost no runway when a location falls through late. We hold capacity for that last category specifically, because it is the one an election office can least predict, and we confirm every entry date against USPS election mail guidance rather than against hope. During a surge week, the press schedule serves the election calendar, never the other way around, and your office gets a single point of contact who knows the job by name.
Capacity is the quiet question behind every election conversation, so here is the direct answer: variable data work runs in-house on the Xerox Iridesse production press, black-and-white document volume runs alongside it, and presort and USPS entry happen in the same building. When a county's entire voter file needs a card in the mail during one week, the constraint that matters is schedule discipline, not equipment, and the schedule is agreed in writing before the job is accepted.
"Election mail planning starts with one number: roughly one in three American voters has cast a mail ballot in recent federal elections, per the Election Assistance Commission's Election Administration and Voting Survey at eac.gov. That share swings county by county, so we size each job from the actual voter file, not the national average. Then the calendar takes over. We schedule backward from the statutory date with named checkpoints, because the one thing an election office cannot buy back is a missed mail date."
Cat Boye, Head of Commercial Operations, Mail Processing Associates
A public notice mailing is a legal act. Hearing notices, annexation procedures, special assessment notices, utility rate changes, and code enforcement actions all carry mailing obligations with defined windows, and a notice that misses its window can void the action it supports. The workflow below is how our team turns a statutory obligation into a documented mailing.
We read the deadline the way your attorney does: the notice must be mailed, or received, by a date certain. Production is planned backward from that date with margin, and the plan is confirmed before files are final.
First-Class Mail is the default for statutory notices: faster delivery, with forwarding and return service included. Runs under 200 pieces are First-Class by rule, since USPS Marketing Mail carries a 200-piece minimum.
CASS certification standardizes every address and NCOA screening catches movers before print. A notice that comes back undeliverable is a notice you may have to send again, on a statutory clock that has not stopped.
Pieces enter at the USPS Business Mail Entry Unit, and the dated postal documentation is retained with the job record. If your procedure requires an affidavit of mailing, we provide the production records that support it.
Certified Mail is the step up for individually noticed actions. When a statute or ordinance requires proof that a specific person received a specific notice, think code enforcement orders, lien notices, and due process letters, Certified Mail adds a mailing receipt and a delivery record to the First-Class timeline. USPS documents the service and its options, including Return Receipt, at usps.com. We flag the per-piece premium honestly: certify the pieces the statute requires, and let the rest of the run travel First-Class. The two streams run from the same data file, in the same job, with one documentation package at the end.
Where notices repeat, the workflow stays loaded. Monthly assessment cycles, recurring code enforcement runs, and annual rate change notices keep their templates, data mapping, and documentation requirements on file with our mailing services team, so cycle two is faster than cycle one and cycle twelve is routine.
The notice families we see most: public hearing and rezoning notices tied to meeting dates, annexation notices that follow statutory service procedures, special assessment notices that must precede adoption hearings, code enforcement orders that start due process clocks, and utility rate change notices that have to land before the new rate appears on a bill. Each family has its own window, its own audience file, and its own documentation expectation, and the production plan is written against the specific statute in front of us rather than a generic notice template.
Mail class is a deadline instrument. The right class for a government mailing is the cheapest one that still lands inside the legal or operational window. These are USPS delivery windows, measured from USPS entry, not from the day your files arrive.
| Mail Class | Government Fit | Planning Window | Planning Notes |
|---|---|---|---|
| First-Class Mail | Tax bills, statutory notices, election mail, anything with a legal date | USPS service standard: 1 to 5 days after entry | Forwarding and return service included; no minimum quantity (presort pricing from 500 pieces) |
| USPS Marketing Mail | Newsletters, program updates, outreach without a statutory deadline | USPS window: 3 to 10 days after entry | 200-piece minimum; lowest postage per piece; saturation options for route-level coverage |
| Certified Mail | Individually noticed actions: code enforcement, liens, due process letters | First-Class window (1 to 5 days) plus delivery-record handling | Mailing receipt and delivery record; per-piece premium |
| EDDM (Every Door Direct Mail) | Community-wide alerts, construction and project notices to every door | USPS window: 3 to 14 days after the drop | No mailing list required; reaches every address on selected carrier routes |
Two budget notes worth knowing. Commercial Marketing Mail letter postage runs at $0.467 per piece (Mixed tier) under current USPS Notice 123 rates, which is why outreach without a deadline almost never belongs in First-Class. And entry point matters as much as class: direct USPS BMEU entry eliminates middleman handling, and our own trays are verified and accepted at the Business Mail Entry Unit when we present them, instead of waiting on a second vendor's dock queue.
Budget timing matters too. USPS typically adjusts rates in January and July, so a mailing program priced in spring can cross a rate change before the fiscal year closes. We re-quote standing government programs at each USPS rate change and flag the difference in writing, which keeps purchase orders accurate and spares your finance office a postage variance it has to explain at year end.
Worked example, the way we actually plan it: a tax bill with a statutory mail-by date gets First-Class entry, so the in-home window is the USPS First-Class service standard of 1 to 5 days after entry. Walk backward from there: the entry day, production and presort time ahead of it, your proof approval ahead of that, and final data ahead of that. That chain, not the postage rate, decides whether a deadline is comfortable or a scramble, and it is why we ask for the statutory date in the very first conversation.
When the deadline is statutory, plan the whole chain rather than just the postage. Our mail date planner works backward from the in-home date your statute or program requires and shows the file, proof, and entry dates that protect it. For recurring billing programs, our statement printing team runs this math every cycle so the window never drifts.
Postage is billed at the USPS amount on its own line of the quote and the invoice, never marked up. These are the Mixed-tier rates from USPS Notice 123, effective July 12, 2026, for pieces presorted and entered at the Lakeland Business Mail Entry Unit.
| Mail class | Postage per piece | Government use |
|---|---|---|
| First-Class Mail presort letter (up to 3.5 oz) | $0.707 (Mixed tier) | Tax bills, utility bills, statutory notices, election mail, anything carrying a legal date or personal data. |
| First-Class Mail presort postcard | $0.495 (Mixed tier) | Reminder and polling notices that fit a card and carry no protected data. |
| USPS Marketing Mail letter | $0.467 (Mixed tier) | Newsletters, program updates and outreach without a statutory date (200-piece minimum). |
Presorted First-Class letters pay one price up to 3.5 ounces. Runs under 500 pieces mail at the single-piece First-Class rate of $0.82 per letter. Certified Mail fees are added per piece to First-Class postage and quoted per job. USPS adjusts rates in January and July; standing programs are re-quoted at each change.
Months after a mailing drops, someone who never saw the job will read its file. The auditor does not care that the mail moved on time; the auditor cares whether the file proves it. Government work at MPA is built to close that file cleanly, and the three exhibits below are what your auditor will ask for first.
Records received, pieces printed, pieces entered: three numbers that must agree, with spoilage accounted for. The count on the quote, the count on the USPS postage statement, and the count on the invoice match, because an auditor reads all three side by side.
Postage is a pass-through, invoiced at the actual USPS amount on its own line and never marked up. The USPS postage statement shows piece count, weight, rate category, and postage paid, so your finance office ties the postage line to a federal document rather than a vendor's assertion.
Dated entry documentation from the Business Mail Entry Unit, retained with the job record. For statutory notices, the production file supports an affidavit of mailing if your procedure requires one, and the records stay available when questions surface later.
Request a quote. Send the document, quantity, and deadline. Eligible Florida purchasers can request pricing under State Term Contract 80141800-25-STC; everyone else receives the same line-item structure quoted commercially.
Receive a line-item quote. Printing, paper, mail services, and postage appear as separate lines, with delivery timing stated. STC quotes carry the contract number in the header.
Issue your purchase order. Your purchasing office runs its normal process. The quote is built to drop into a procurement file as-is.
Transfer data securely. Send us your data file through secure SFTP. It stays inside access-limited, SOC 2 Type 2 audited systems for the life of the job.
Approve the proof. Variable data is proofed against your source file, and production waits for your written sign-off.
Production and USPS entry. Print, address hygiene, presort, and entry at the USPS Business Mail Entry Unit, with the entry date documented.
Receive the documentation package. Postage statement detail, final counts, and proof of mailing, with an invoice that matches the quote structure line for line.
The invoice closes the loop. It mirrors the quote: printing, paper, mail services, and postage each on their own line, quantities and unit detail shown, postage carried at the actual USPS amount, and the contract number referenced when the job ran under the STC. When a records request or finding review starts two budget cycles later, the person reading the file can trace every dollar from quote to postage statement to invoice without calling anyone, and that is the standard the whole workflow exists to protect.
"Auditors do not audit mail. They audit the paper around it. A single USPS postage statement (PS Form 3600 for First-Class Mail, PS Form 3602 for Marketing Mail) lists piece count, weight, rate category, and postage paid to the penny, and USPS documents the postage statement process at postalpro.usps.com. When the quote, the postage statement, and the invoice all carry the same counts, an audit finding turns into a checkmark."
Alec Boye, President, Mail Processing Associates
Every government mailing is a data handling event before it is a printing event. A tax roll, a utility billing file, a voter extract, or a benefits roster leaves your network and enters ours, and the controls on that journey matter more than the paper. Here is the custody chain citizen data follows at MPA, in order.
Files arrive through our secure file transfer portal, not email attachments. The file lands inside controlled systems and stays there.
Staff access is need-to-know. The people who touch your file are the people producing your job, and no one else.
Production runs inside SOC 2 Type 2 audited controls, examined annually, with HIPAA obligations applied wherever benefits or health data appears.
CASS certification standardizes addresses and NCOA screening updates movers against USPS change-of-address data, with approximately 94% address validation and 98.5% deliverability after hygiene.
Variable data prints in-house on the Xerox Iridesse production press, and the job never changes hands between data intake and USPS entry.
Data is deleted after project completion per our retention policy. Our published security controls live at trust.mailpro.org.
Address hygiene is a security control, not just a postage saver. A misdelivered benefits letter is an exposure event; a returned tax bill is a service failure on a statutory clock. Cleaning the list before print, then entering mail directly at the BMEU, shrinks both risks at once. For agencies that need list preparation beyond hygiene, our data services team handles merge, dedupe, and suppression work under the same controls, inside the same building, on the same job ticket.
What we ask of your team is deliberately small: send the file through the secure portal rather than email, tell us which fields drive the variable content, and name the person who approves the proof. We return a data map for sign-off before anything prints, report record counts at intake and again at USPS entry, and put the deletion date on the job record. Your security office can review the full control set at trust.mailpro.org before the first file ever moves, and most reviews close in one pass because the controls are already documented.
Years
Established 1989
Florida
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Presort
Certified presort facility
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Print, mail, data - all in-house
Secure file transfer, limited staff access, data deleted after project completion. View our security controls.
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Most small-to-medium projects don't require formal RFPs. Get a quote first to understand pricing, then we can help with whatever procurement process your agency uses.
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Yes. MPA is a certified Veteran Business Enterprise through the Florida Department of Management Services. This certification may provide procurement preferences for state and local government contracts. We can provide certification documentation upon request.
We serve state agencies, county governments, municipalities, school districts, utility authorities, and other public entities in all 50 states. Florida public buyers can also purchase against our State Term Contract. Our services scale from small municipal mailings to large state agency projects with millions of pieces.
Yes. We maintain strict data security protocols including secure file transfer portal, limited staff access on a need-to-know basis, and data deletion after project completion. View our full security controls.
Detailed invoices with quantities, dates, unit costs, and totals. We understand government procurement requirements and provide whatever documentation your procurement office needs for audits and compliance reporting. VBE certification documents available upon request.
Yes. As a USPS-certified presort facility, we process mail to maximize postal discounts. A presorted First-Class letter mails at $0.707 (Mixed tier) against the $0.82 single-piece rate, and outreach that qualifies for USPS Marketing Mail mails at $0.467 (Mixed tier) under USPS Notice 123, effective July 12, 2026. We handle NCOA processing, CASS certification, and all USPS requirements. For a detailed look at current postcard postage rates, see our pricing guide.
Timing is planned backward from your statutory or in-home date. The quote states the USPS entry date, and final data, proof approval, production and presort are scheduled ahead of it so the mail enters USPS on that date. From entry, USPS First-Class Mail carries a service standard of 1 to 5 days. We handle tight statutory deadlines; give us the mail-by date in the first conversation and the schedule is built around it.
Yes. Our Xerox Iridesse production press handles high-volume variable data printing - different content on every piece. Perfect for personalized tax bills, utility statements, permits, and citizen communications where each piece needs unique information.
Yes. MPA is an awarded contractor under Florida State Term Contract 80141800-25-STC, Service Category 1: Mail Processing. The contract covers printing impressions, paper, and mail processing services under a pre-negotiated rate structure, and every quote we prepare under it references the contract number so your procurement file is complete.
Florida state agencies are the primary purchasers, and other eligible users authorized to buy against state term contracts can purchase the same way. We prepare STC quotes for agencies such as the Florida Department of Transportation, the Department of Health, and the Department of Management Services. If you are not sure whether your entity qualifies, check with your purchasing office or call us at (863) 687-6945 and we will help you confirm.
A state term contract exists so that terms and a rate structure are negotiated in advance at the state level, which is what lets eligible purchasers buy against it through their normal purchasing process for routine print and mail work. Your purchasing office confirms the procedure that applies to your entity and project, and our team supports it with a line-item quote that references contract 80141800-25-STC.
Quotes follow the contract's pre-negotiated structure. Printing is quoted per impression for color or black-and-white work, paper and envelopes outside the standard stock pass through at cost with no markup, mail services such as folding, inserting, and sorting are quoted per piece, and postage is always invoiced separately at the actual USPS amount. Anything outside the contract's scope appears as a separate, clearly labeled line item. Request a quote and we will price your job against the contract.
Yes, on the administrative side. We print and mail voter information cards, sample ballots, polling place change notices, and vote-by-mail application packages for supervisors of elections, county clerks, and municipal election offices, planned backward from dates set in statute and entered as First-Class Mail with documentation retained. The work is strictly operational and non-partisan. Campaign and candidate mail is a separate service with its own compliance rules; see our political mail page.
Match the class to the deadline. First-Class Mail carries a USPS service standard of 1 to 5 days after entry and fits tax bills, statutory notices, and anything carrying a legal date. USPS Marketing Mail runs on a USPS window of 3 to 10 days, requires at least 200 pieces, and fits newsletters and outreach without a deadline. Certified Mail adds a mailing receipt and delivery record for individually noticed actions, and EDDM saturation reaches every door on selected routes within 3 to 14 days of the drop. Our mail date planner works backward from your required in-home date.
A documentation package: final piece counts reconciled from data intake through USPS entry, postage statement detail showing count, weight, rate category, and postage paid, dated proof of mailing from the Business Mail Entry Unit, and an invoice that matches the quote structure line for line. For statutory notices, the production records also support an affidavit of mailing if your procedure requires one.
Yes. Tax bills, utility bills, and notices mail from our Lakeland production facility to recipients in all 50 states, and USPS entry works the same way regardless of where your county sits. Out-of-state agencies receive the same line-item quotes, the same proofing workflow, and the same documentation package; the only Florida-specific part of this page is the State Term Contract purchasing path.
Government mail is any official communication a public entity sends to residents, property owners, businesses or voters: property tax bills and assessment notices, utility bills, public and legal notices, election mail such as voter information cards and sample ballots, permit and license renewals, benefit and program letters, jury and hearing notices, and citizen newsletters or emergency notifications. What sets it apart from marketing mail is the rule set behind it: statutory mail-by dates, notice requirements, records retention and, for benefits or health programs, protected data. MPA prints and mails all of these from one Lakeland, Florida facility with the entry documentation an auditor will ask for.
Data intake through a secure file transfer portal, variable-data printing of every piece from your source file, inserting into window or return envelopes, CASS validation and NCOA move update on the address file, presorting to the qualifying USPS tier, entry at the Lakeland Business Mail Entry Unit on MPA's own permit, and a documentation package with reconciled counts, the USPS postage statement and dated proof of mailing. Printing, paper, mail services and postage appear as separate lines on the quote and the invoice. Florida agencies and other eligible users can buy under State Term Contract 80141800-25-STC; every other agency receives the same program on a commercial quote.
Presorted First-Class letters mail at $0.707 per piece at the Mixed tier under USPS Notice 123, effective July 12, 2026, one price up to 3.5 ounces, for mailings of 500 or more pieces. Runs under 500 pieces mail at the $0.82 single-piece rate. Outreach without a statutory date can move as USPS Marketing Mail at $0.467 per letter (Mixed tier) with a 200-piece minimum. Certified Mail fees are added per piece and quoted per job. Postage is billed at the USPS amount on its own line and never marked up, and the USPS postage statement in your documentation package shows the piece count, rate category and postage paid.
Yes. Individually noticed actions such as code enforcement, liens and due-process letters mail as Certified Mail, which adds a mailing receipt and a delivery record to First-Class postage; return receipt options are quoted per job. For notices that do not need an individual signature, the dated entry documentation from the Business Mail Entry Unit stays with the job record, and the production file supports an affidavit of mailing if your procedure requires one. See our certified mail service for the options and how the records come back to you.
Yes. Multi-part carbonless forms for permits, applications, inspections and receipts print in-house alongside the notices and renewal letters that go with them, so a permit package can be printed, collated and mailed as one job. Forms are quoted per job by parts, size and quantity, with print-only work starting at 250 pieces. See our carbonless forms page for formats.
One PO. One point of contact. One vendor who actually answers the phone.
Popular formats for government agencies include envelopes and letterhead, brochures, postcards, and carbonless forms. Browse the full product lineup to plan a job.