26GEN040G Bill Printing and Mailing Servics

The Town of Needham, Massachusetts, located in Norfolk County, is seeking a vendor for bill printing and mailing services through an Invitation for Bid (IFB) designated as 26GEN040G. The procurement targets a comprehensive service for producing and mailing personal and real estate property tax bills, as well as sewer and water utility bills, with a proposed three-year contract spanning from October 1, 2025, to September 30, 2028. The selected vendor must be capable of processing XML files from Quality Data Systems (QDS) billing software, creating bills, folding and inserting them into envelopes, applying postage, and delivering them to the US Post Office. The Town anticipates issuing approximately 87,000 bills annually, comprising quarterly tax bills and monthly utility bills. Bidders must provide proof of insurance, professional references, and demonstrate experience providing similar services to at least five clients, with specific expertise in QDS billing software. Key deadlines include bid questions due by July 10, 2025, and bid responses due by 10:00 a.m. on July 17, 2025, with an anticipated contract award in August 2025. The contract will be awarded to the most responsive and responsible bidder, with the Town reserving the right to reject any or all submissions.

The IFB does not specify explicit set-aside designations or restrictions for disadvantaged enterprises. The procurement includes pricing for various services such as envelope supply, bill printing, folding, inserting, and postal preparation, with postage to be billed separately based on actual expenses without markup. The Town retains the option to include or exclude envelope supply in the final contract. While the current billing system utilizes Quality Data Systems (QDS) software, no incumbent vendor is specifically mentioned in the documentation. The bid requires vendors to integrate with the existing QDS billing infrastructure and demonstrate technical compatibility. Although a precise budget range is not provided, the annual volume of approximately 87,000 bills suggests a moderate-sized contract with potential for ongoing service. The comprehensive nature of the bid, covering bill generation, printing, mailing, and postal preparation, indicates a complex service requirement that will demand technical proficiency and operational reliability from the selected vendor.