Postage and Mail Equipment

The State of Michigan Department of Technology, Management and Budget is soliciting proposals for a comprehensive postage and mail equipment, supplies, and maintenance contract (RFP No. 260000000522) affecting multiple state agencies including the Michigan Department of Corrections, Law Enforcement Operations, Michigan Department of Health and Human Services, and the Department of Treasury. The procurement encompasses postage meter rentals, mailing systems across ultra-low to production volume levels, letter openers, folders, inserters, envelope labelers and addressing systems, tabbers, check imprinting and endorsing equipment, pressure sealing and bursting equipment, pre-sorting equipment, extractors, associated mailing furniture and accessories, and comprehensive software, maintenance, and support services. Contractors must provide detailed pricing schedules with percentage discounts off Manufacturer's Suggested Retail Price for base equipment, optional accessories, supplies and consumables, full-service maintenance contracts with time-and-materials options, and software licensing (perpetual, term-based, or subscription models) with separate hourly rate cards differentiated by role and delivery method. Required qualifications include the ability to maintain 95% uptime for mechanical and equipment-related failures, provide on-site emergency service within 30 minutes with full resolution within three hours, carry general liability insurance of $1,000,000, automobile liability of $1,000,000, and cyber liability of $3,000,000, and for Michigan Department of Corrections facility access, ensure all personnel complete background checks including Michigan State Police ICHAT and LEIN clearance and PREA training compliance. The deadline for bidder questions was 3:00 p.m. Eastern on Wednesday, April 1, 2026, with answers posted by April 9, 2026; proposals are due by 11:50 p.m. Eastern on Friday, April 24, 2026, with an anticipated contract start date of Friday, February 12, 2027, an initial five-year term, and options for up to five additional one-year renewal periods.

The solicitation permits piggybacking by other government entities and MiDeal members, though no additional terms may be added through quotes or invoices without formal change notice. Bidders with existing capability to service Pitney Bowes and Bluecrest equipment will receive preference in the evaluation process. Equipment may be offered under multiple financing arrangements including fair market value leases with the contractor retaining title or lease-to-own arrangements with title transfer to the State upon installation; however, if contractors offer financing, the State retains the option to use its own prequalified finance leasing vendors. The contract requires annual pricing updates and permits State adjustment of pricing annually using Producer Price Index codes, with vendors required to provide justification for increases. Pricing must remain firm for the entire contract term excluding postage, and the State will make payments through Electronic Funds Transfer within 45 days of invoice receipt with a 1% administrative fee applied to all payments. While no specific contract value or budget range is disclosed in the available documentation, contractors should note that the State reserves the right to make multiple awards depending on service offerings, and the extended availability to MiDeal members and other authorized purchasing entities indicates potential for significant volume across multiple procurement channels.