1-DF26-19 Mail Machine RFI.docx
DOCX document 51 KB Posted
- Attached to
- Mail Processing Equipment - RFI
- Solicitation number
- DF26-19
- Issued by
- Tooele County, Utah
About this file
This is a Request for Information (RFI) issued by Tooele County, Utah, regarding mail processing equipment and related services. The County seeks vendor information on solutions to meet its operational mailing needs, including current capabilities such as postage metering, integrated weighing and shipping, multi-account tracking, reporting tools, and label processing. The RFI was issued on March 18, 2026, with responses due by April 1, 2026. This is an informational procurement document only and does not constitute a competitive solicitation for bids or proposals. No contract will result directly from this RFI; however, responses may inform future procurement decisions through a subsequent RFP/IFB or purchase via existing state or national cooperative contracts.
Tooele County is evaluating both lease/subscription-based models and capital purchase options for mail processing equipment. Vendors are requested to provide product brochures, specifications, pricing ranges, information on optional features, and relevant assumptions. Required functional capabilities include USPS and multi-carrier support, integrated weighing, ink and tape dispensing, envelope sealing, multi-departmental account charging, real-time usage tracking, report generation with data export capabilities, shipping label generation, multi-user access with permissions, and preferably web-based management interfaces. Vendors should also detail installation, implementation, training, technical support, maintenance and repair services, and consumables supply processes. Responses may be submitted through the U3P portal or emailed to Tooele County Procurement Manager Daniel Folks at daniel.folks@tooeleco.gov, with portal submissions remaining confidential until after the submission deadline.
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Text version
Request for Information (RFI) for Mail Processing Equipment and Related Services
ID: DF26-19
1. Introduction Tooele County (the “County”) is seeking information from qualified vendors regarding available solutions for mail processing equipment and related services. The County currently utilizes a leased mailing system with integrated postage, shipping, and accounting capabilities and is evaluating future options.
This Request for Information (RFI) is issued for planning and informational purposes only and does not constitute a solicitation for bids or proposals.
2. Objective The County seeks to identify solutions that can meet its operational mailing needs while evaluating both:
- Subscription / lease-based models (including full-service agreements), and
- Capital purchase (outright ownership) options The County is interested in understanding available technologies, service models, pricing structures, and support offerings.
3. Current Environment (Context) The County currently operates a mailing system that includes:
- Postage meter and mailing system
- Integrated weighing and shipping capabilities
- Multi-account/postage tracking functionality
- Reporting and analytics tools
- Label and package processing features
- Service agreement and support coverage Vendors may reference comparable or alternative solutions in their responses.
4. Functional Requirements Core Mailing Capabilities:
- Post letters and packages (USPS and other carriers if available)
- Integrated weighing for accurate postage
- Ability to process both standard mail and larger parcels Supplies and Processing:
- Ink/printing capability for postage indicia
- Tape dispensing for larger packages
- Envelope sealing functionality
- Optional: automatic or assisted letter folding Accounting & Tracking:
- Ability to charge postage to multiple departments/accounts
- Configurable account structures
- Real-time tracking of postage usage
- Item counting Reporting & Data Export:
- Generate detailed postage usage reports
- Export reports (CSV, Excel, or similar)
- Integration with financial systems (if available) Shipping & Labeling:
- Generate shipping labels
- Print prepaid postage and shipping labels
- Support multiple carriers (preferred) User Access & Interface:
- Multi-user access with permissions
- User-friendly interface
- Web/browser-based management (if available)
5. Solution Options Requested Lease / Subscription Model:
- Equipment leasing options
- Subscription pricing
- Included services
- SLA
- Upgrade/replacement options Purchase Model:
- Equipment purchase pricing
- Ongoing maintenance costs
- Software licensing
- Expected lifespan and upgrades
6. Support & Services
- Installation and implementation
- Training options
- Technical support
- Maintenance and repair
- Consumables supply process
7. Vendor Information
- Company overview
- Product lines
8. Response Format Please include:
- Product brochures/specs
- Pricing ranges
- Optional features
- Assumptions
9. Timeline RFI Issue Date: 3/18/2026 Response Due Date: 4/1/2026
10. Information for Vendors This RFI is for informational purposes only. The County may use responses for future procurement decisions. No agreement or contract will result from this RFI, however, a subsequent RFP/IFB or purchase through an existing state or national cooperative contract may follow.
As the RFI is not a competitive process, information may be submitted through the U3P portal or emailed to Tooele County Procurement Manager Daniel Folks at daniel.folks@tooeleco.gov. Responses through the portal will not be viewable by the County until after the submission deadline. Please submit any questions through the U3P portal or by emailing the address above.
Tooele County appreciates your consideration of this request and looks forward to reviewing any information provided.
Issued by:
Daniel Folks Tooele County Procurement Manager 3/18/2026 daniel.folks@tooeleco.gov image1.png
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