Postage and Mail Equipment

The Michigan Department of Technology, Management and Budget issued Request for Proposal 260000000522 on March 19, 2026, to procure comprehensive postage and mailing equipment, supplies, and on-call maintenance support for multiple State of Michigan agencies including the Department of Corrections, Law Enforcement and Offender Management, and the Michigan Department of Health and Human Services. The procurement encompasses a wide range of equipment categories spanning from ultra-low volume to production-level mailing systems, including postage meters, letter openers, folders, inserters, envelope labelers, addressing systems, tabbers, check imprinting and endorsing equipment, pressure sealing and bursting equipment, pre-sorting equipment, extractors, and associated mailroom furniture and accessories. Proposals must include pricing for equipment rentals, one-time setup charges, shipping and handling, per-piece pricing, palletizing, software licensing, monthly support service fees, hosting fees with tiered pricing, and implementation fees with detailed cost breakdowns. Contractors must meet mandatory service level agreements requiring 95% equipment uptime, 30-minute response to service calls with on-site service within three hours if issues cannot be resolved within one hour, maintain spare parts inventory, provide preventive maintenance, and submit quarterly reporting on service metrics and equipment performance. The State will evaluate proposals based on product quality (35%), service capabilities (20%), Statement of Work sections 6-10 (15%), and responses to the Vendor Questions Worksheet (30%), with proposals scoring 80 or more points eligible for price evaluation. The deadline for bidder questions was April 1, 2026, with answers posted by April 9, 2026, and proposals are due by 11:50 p.m. Eastern Time on April 17, 2026. The anticipated contract start date is May 14, 2027, for a five-year term with the option to renew for up to five additional one-year periods at the State's discretion, with pricing remaining firm for the entire contract duration except for postage meter refills.

The RFP documentation does not identify any incumbent vendors or set-aside designations for disadvantaged enterprises, though all contractors must comply with State of Michigan Department of Corrections security procedures, including background checks and Prison Rape Elimination Act (PREA) standards, as well as Criminal Justice Information Services (CJIS) security requirements if accessing criminal justice information. Contractors must maintain general liability insurance of $1 million, commercial auto liability insurance of $1 million, and cyber liability insurance of $3 million, and must adhere to State IT policies and accessibility standards. All price proposals must be submitted in modifiable formats using Microsoft Word or Excel, and any failure to complete the pricing schedule as requested will result in proposal disqualification. The RFP encourages quick payment terms with discounts for early payment, and the State will receive the immediate benefit of any lower prices offered to other entities during the contract term, with notice required within fifteen business days of price reductions. No specific budget range or award value is identified in the solicitation documents.