Postage and Mail Equipment

The State of Michigan Department of Technology, Management and Budget (DTMB) issued Request for Proposal 260000000522 on March 19, 2026, to procure mailing equipment, supplies, and maintenance services for multiple state agencies including DTMB, Law Enforcement Operations (LEO), Michigan Department of Health and Human Services (MDHHS), and Michigan Department of Corrections (MDOC). The procurement seeks a contractor or multiple contractors to provide postage meter rentals, mailing systems across multiple volume categories ranging from ultra-low to production volumes, letter openers, folders, inserters, labeling systems, addressing systems, tabbers, check imprinting equipment, pressure sealing machines, bursting equipment, pre-sorting equipment, extractors, mailroom furniture, and accessories. The contractor must deliver on-site maintenance and repair services with a 95% uptime standard for equipment, maintain strict service level agreements requiring 30-minute response times for service calls with one-hour resolution or on-site scheduling and three-hour on-site service performance, and provide service credits of $50 for the first five annual non-compliance occurrences and $250 thereafter. All equipment must be compatible with current USPS Intelligent Mail Indicia standards and meet USPS approval requirements where applicable. Pricing must remain firm for the entire five-year contract term (excluding postage), with renewal options available for up to five additional one-year periods at the State's discretion, and the contract is anticipated to begin February 12, 2027. Key deadlines included a bidder question deadline of April 1, 2026, with answers posted by April 9, 2026, and the original proposal due date of May 1, 2026 at 11:50 p.m. Eastern Time. Contractors must accept firm pricing per the pricing schedule and may offer optional 24/7 maintenance services, with the State retaining preference for bidders capable of servicing existing Pitney Bowes and Bluecrest equipment, though Quadient as a USPS-approved provider may propose alternative service arrangements.

The State intends to award to multiple responsive and responsible bidders depending on the services offered rather than a single vendor, and no specific set-aside designations or restrictions on organizational types are identified in the available documentation. However, the contract includes extensive security requirements for contractors working with MDOC, including background checks, LEIN clearance, PREA (Prison Rape Elimination Act) training, and compliance with CJIS (Criminal Justice Information Services) Security Addendum requirements, which mandate that contractor personnel accessing criminal justice information maintain security programs consistent with federal and state laws and the CJIS Security Policy, with violations subject to contract termination and potential criminal prosecution. Internet-connected devices and software solutions must comply with NIST 800-53 MOD/FedRAMP standards. The State permits financing through either the contractor's partners or the state's own prequalified finance and leasing vendors, and allows MiDeal members and other states to piggyback on the resulting agreement. The State does not require a product offering in all categories and will permit annual catalog updates for new SKUs and equipment releases. No specific budget range or award value is identified in the available documentation, though the comprehensive nature of the procurement across multiple state agencies and the five-year contract term with renewal options suggest significant financial commitment from the State.