Postage and Mail Equipment

The State of Michigan Department of Technology, Management and Budget is soliciting qualified contractors through Request for Proposal No. 260000000522 to provide comprehensive postage and mailing equipment, supplies, and maintenance support services to State of Michigan agencies. The procurement encompasses an extensive array of mailroom solutions including postage meter rentals, mailing systems ranging from ultra-low to production-volume capacity, letter opening and folding equipment, inserters, addressing systems, tabbers, check imprinting, pressure sealing, bursting, and pre-sorting equipment, along with associated accessories and furniture. Bidders must service existing Pitney Bowes and Bluecrest equipment and maintain a 95 percent equipment uptime standard, with service calls returned within 30 minutes and on-site service provided within three hours. The evaluation criteria allocate 35 points for product quality, 20 points for service capabilities, 15 points for additional evaluation criteria, and 30 points for vendor questions worksheet responses, with proposals receiving 80 or more points eligible for pricing evaluation. Bidders must submit electronic responses through the SIGMA VSS system with a proposal deadline of 11:50 p.m. Eastern Time on Friday, April 17, 2026; questions are due by 3:00 p.m. Eastern on Wednesday, March 25, 2026. The anticipated contract effective date is Friday, February 12, 2027, for an initial five-year term with options for up to five additional one-year renewals at the State's discretion, and pricing must remain firm for the entire contract term excluding postage, with any adjustments requiring documented evidence of actual cost changes subject to mutual negotiation.

Contractors must maintain minimum insurance coverage including $1 million Commercial General Liability, $1 million Automobile Liability, $3 million Privacy and Security Liability, and $3 million Professional Liability. The contract extends to MiDEAL members (local units of government, school districts, universities, community colleges, and nonprofit hospitals) with an administrative fee of one percent on all payments. Contractors must comply with all State IT policies and standards, provide disaster recovery capabilities with 24-hour Recovery Point and Recovery Time Objectives, and support 99.98 percent availability for hosted services. Additionally, contractors servicing Michigan Department of Corrections facilities must obtain security clearances including LEIN background checks and PREA training, and comply with the Criminal Justice Information Services (CJIS) Security Addendum if accessing criminal justice information systems. The solicitation incorporates PREA (Prison Rape Elimination Act) National Standards compliance requirements for any services provided to correctional facilities. No specific set-aside designations or disadvantaged enterprise restrictions are identified in the available documentation, and no incumbent vendors or budget ranges are listed; pricing will be evaluated on a best-value basis with payments made through Electronic Funds Transfer within 45 days of receipt.