RFP Mailroom Equipment Lease

The City of Fort Worth is requesting proposals for a mailroom equipment lease agreement for the Financial Management Services Department on an "as needed" basis under RFP 26-0300, with proposals due October 1, 2026 at 2:00 PM CST (extended from September 24 by Addendum No. 1). A 30% small business participation goal applies, requiring vendors to meet this threshold through self-performance by a certified small business prime or use of certified small business subcontractors; failure to complete the Small Business Utilization Form or submit current certifications may result in zero points for the small business criteria.

The scope encompasses automated inserting systems, mailing and package processing systems, intelligent parcel locker banks with SendSuite Tracking integration or City-approved equivalent, software platforms, maintenance, and support services. The mailroom currently processes approximately 36,795 pre-sort letters and postcards monthly plus 2,886 non-presort pieces, operates with three full-time employees during standard business hours (Monday–Friday, 8:00 a.m. to 5:00 p.m.), and requires the proposed solution fully operational before the current lease expires November 29, 2026. Vendors may propose 36-, 48-, 60-month, or alternative lease terms under Fair Market Value pricing; pricing must include all equipment, software, licenses, subscriptions, maintenance, updates, training, and support without additional recurring fees unless identified and approved in the proposal. Solutions must integrate with SendSuite Tracking and maintain compatibility with the City's Outlook directory.

Evaluation uses best-value criteria weighted as small business participation (up to 20 points), solution and functional capabilities (up to 25 points), vendor experience and qualifications (up to 15 points), implementation, service, and support (up to 20 points), and cost (up to 20 points); proposals scoring below 50% of available non-price points are non-responsive. Proposers must provide three references from governmental or public-sector work within the last five years, complete required forms including IRS Form W-9 and Conflict of Interest Questionnaire (due within seven business days), and acknowledge the Deviations Form; failure to acknowledge the addendum may result in rejection. Proposals are submitted electronically via the Euna Portal. The draft Vendor Services Agreement establishes a one-year initial term with renewal options for up to four additional one-year periods at the City's discretion, requires compliance with immigration eligibility and prevailing industry standards, mandates insurance coverage (Commercial General Liability $1 million per occurrence / $2 million aggregate, Automobile Liability $1 million combined single limit, Workers' Compensation at statutory limits, Professional Liability $1 million per claim / $1 million aggregate), and is terminable by either party with 30 days' notice or by the City for non-appropriation or immigration violations.