Reposting RFP 260000000522, Postage & Mailing Equipment

The State of Michigan Department of Technology, Management and Budget (DTMB) is reposting Request for Proposal (RFP) 260000001862 to procure comprehensive mailing equipment, supplies, and maintenance services on behalf of multiple state agencies, including the Department of Corrections (MDOC), Law Enforcement Operations (LEO), and the Michigan Department of Health and Human Services (MDHHS). The procurement encompasses postage meter rentals across multiple capacity levels (ultra-low, low, medium, high volume, and production), mailing systems, integrated postal scales, letter openers, letter folders, inserters, folder/inserters, envelope mail labelers and addressing systems, tabbers, check imprinting and endorsing equipment, pressure sealing equipment, bursting equipment, pre-sorting equipment, extractors, and mailing furniture and accessories. Bidders must submit comprehensive pricing schedules in modifiable format (Microsoft Word or Excel) that include all costs such as one-time setup charges, shipping and handling, per-piece pricing, and palletizing, along with percentage discounts from Manufacturer's Suggested Retail Price (MSRP) for base equipment, optional accessories, supplies and consumables, furniture, and maintenance services differentiated by service type (full-service contracts and time-and-materials hourly rates for regular business hours versus outside hours, weekends, and holidays). The proposal deadline is May 1, 2026 at 11:50 p.m. Eastern Time, with a bidders' questions deadline of April 1, 2026 and answers posted by April 9, 2026; the anticipated contract start date is February 12, 2027. The State will evaluate proposals based on product quality (35%), service capabilities (20%), contract management sections (15%), and vendor questionnaire responses (30%), requiring a minimum of 80 points for pricing evaluation consideration; all equipment must meet USPS approval where applicable, maintain a minimum 95% uptime performance standard, include five-year maintenance availability, and comply with State IT policies and standards, with service calls requiring 30-minute response times and three-hour onsite service requirements.

The State reserves the right to consider qualified disabled veteran/service-disabled veteran-owned business (QDV/SDVOB) status under MCL 18.1261(8) as part of its evaluation process. Contractors must comply with stringent security and operational requirements, including background checks, CJIS (Criminal Justice Information Services) Security Addendum compliance for personnel accessing criminal justice information systems, and PREA (Prison Rape Elimination Act) training and standards compliance given MDOC's involvement in the procurement; these requirements include maintaining zero-tolerance policies toward sexual abuse and harassment, implementing adequate supervision protocols, and conducting prompt investigations of any allegations. The contract term is five years from the effective date with potential renewal for up to five additional one-year periods at the State's discretion, with pricing remaining firm for the entire contract term excluding postage, and any adjustments requiring documented evidence of actual cost changes and mutual agreement by both parties. Service requirements include optional 24/7 maintenance pricing, quarterly reporting on service metrics, and deliveries on a FOB destination basis with inside delivery, with the State issuing delivery orders as the authorizing document for purchases and payment via Electronic Funds Transfer within 45 days of invoice receipt. No specific award value or budget range is disclosed in the procurement documents, and no incumbent vendors or current contractors are identified in the posted materials.