RFP- Postal Services

The University of Massachusetts Medical School is requesting proposals for postal services and related equipment across all six UMass operating units (five campuses and the President's Office) under RFP Number UMWOR-2027-1118, with proposals due September 25, 2026 at 2:00 PM EDT and vendor questions due August 28, 2026. The University actively considers diverse-owned businesses and organizations demonstrating alignment with Diversity, Equity, Inclusion, and Accessibility (DEIA) values; Tier 2 supplier diversity reporting is required quarterly if awarded.

The scope includes presort mailing services with USPS-compliant processing for first-class, standard, and bulk mail; daily mail pickup and processing; cost optimization through automation and volume-based discounts; secure carrier delivery; an end-to-end internal tracking system for incoming packages and mail with barcode scanning or RFID capabilities and mobile/desktop interfaces; a QL-800 Postage Roll Printer (one unit); and Business Manager Software (one unit). The University processes approximately 725,000 pieces of metered mail annually (roughly 70 percent First-Class) and receives approximately 100,000 packages per year. All proposals must comply with HIPAA regulations and require execution of a Business Associate Agreement prior to service commencement.

Pricing is submitted as a total firm fixed price covering equipment, services, and other requirements across a three-year term (January 1, 2027 through December 31, 2030), using the provided Attachment H pricing matrix. The contract includes an option to renew for two additional one-year periods. Payment terms are net forty-five days from invoice receipt, with late penalties assessed per Massachusetts General Laws. Proposals must remain valid for at least 120 calendar days. Evaluation criteria are responsiveness, organization and expertise, references, and price proposals. Service commencement is anticipated January 1, 2027. Award is anticipated in October 2026. Proposals must be submitted electronically through the Jaggaer BuyWays portal; hard copies will not be accepted. The University reserves the right to conduct multi-stage evaluation processes including Best and Final Offers and reverse auctions, and selected firms should be prepared to present within three weeks of submission. Primary contacts are Zach Gull (ZGull@umassp.edu, 774-528-0290) and Jill Lemire (JLemire@umassp.edu, 774-528-0298).