IDR Mail Modernization

The Iowa Department of Management, on behalf of the Iowa Department of Revenue, issued a Request for Proposal on April 8, 2026, for a comprehensive incoming mailroom modernization system. The procurement seeks a single vendor to provide integrated hardware, software, and services that will replace aging infrastructure and manual processes with an automated mailroom solution designed to improve efficiency, accuracy, and security in handling incoming mail and document processing. Key deliverables include a complete mailroom system implementation with associated hardware, software, and ongoing services support. Required qualifications include demonstrated experience working with entities responsible for processing sensitive data and implementing solutions of comparable size; respondents must provide accessibility conformance reports upon delivery and for any material changes to deliverables. The procurement timeline includes an optional pre-proposal conference and facilities tour on April 22, 2026, at 10:00 AM at the Hoover State Office Building in Des Moines; written questions for clarification must be submitted by 3:00 PM on April 28, 2026; and proposals are due by 3:00 PM on June 8, 2026. The anticipated contract term runs from February 1, 2027, through January 31, 2032, with an agency option to renew for up to ten additional annual extensions.

The resulting contract will be made available to state and local governments and nonprofit organizations as permissible under applicable law. No specific set-aside designations for disadvantaged enterprises were noted in the available documentation. The successful vendor must comply with all applicable policies issued by the Iowa Department of Management, pay a 1.00 percent administrative fee quarterly on all sales made under the contract, and submit detailed quarterly sales reports in Microsoft Excel format. Payment terms allow the state sixty days for invoice payment, with shipping required to be FOB Destination, Freight Prepaid. No incumbent vendor, current contractor, or existing technology integration requirements were identified in the solicitation materials. Specific award values or budget ranges were not disclosed in the available documentation. For additional information, interested parties should contact Steve Dawson at steven.dawson@dom.iowa.gov or +1 515-805-7902.