City mail services

The City of Edinburg, Texas, is requesting proposals for mail services supporting the City Secretary's Department and Utility Billing Division under an RFP due November 3, 2026, at 3:00 p.m., with questions due October 23, 2026, at 3:00 p.m.

The vendor must maintain a permanent business location within the Rio Grande Valley, preferably in Edinburg or within 25 miles of City Hall, and demonstrate local pickup and delivery capabilities—a geographic requirement that filters the competitive field. No subcontracting is permitted; the vendor must be a full-service provider using USPS-approved software for electronic pre-sorting to maximize postal discounts.

The scope encompasses mail processing, sorting, postage management, and daily pickup and delivery for First Class, Standard, Flat, and Certified mail during normal business hours except holidays. The City Secretary's Department processes approximately 90,000 pieces of mail annually; the Utility Billing Division processes and distributes approximately 30,000 water bills monthly. Vendors must provide all-inclusive unit pricing per piece for each mail service category, with quoted prices covering processing, handling, sorting, metering, labor, equipment, supplies, administrative fees, and pickup and delivery. Prices remain fixed throughout the contract term except for changes in USPS postage rates or at contract renewal. Contracts of $15,000 or more require comprehensive general liability, worker's compensation, and employer's liability insurance.

Evaluation weights cost and pricing effectiveness at 25%, vendor qualifications and experience at 15%, scope of services and technical approach at 20%, service reliability and turnaround time at 20%, local availability and customer support at 15%, and references and past performance at 5%. Proposals will be publicly opened and bidder names read on November 3, 2026, at 3:00 p.m. in City Hall Community Room. The City reserves the right to hold proposals for 90 days without action, award one or no contract, and terminate for unsatisfactory performance or unavailable funds with 30 days' written notice. Any award requires City Council approval.