Utility Bill and City Line Newsletter Translation, Print, Insert and Mailing Turnkey Services

The City of Westminster in Colorado is seeking a vendor to provide turnkey services for utility bill and City Line newsletter translation, printing, inserting, and mailing. The agency needs to solve the logistical challenge of processing, formatting, and distributing its high-volume utility communications while ensuring accurate data handling and secure image retention. This project covers the processing of approximately 500,000 annual utility bills and 125,000 annual reminder, collection, and owner notices. The scope of work requires the vendor to scrape, cleanse, and re-render City PDF files for printing, with all transformations tracked for audit purposes. The vendor must add City-supplied advertisements to the back of the bills and securely retain bill images domestically in cloud storage for a minimum of 13 months. The agency requires the system to handle API calls for individual customer bills to transfer images, using specific indexing fields such as account number, service address, and billing cycle. Mailing timelines dictate that standard bills must be printed, folded, inserted, and mailed within three days of file receipt, while final notices require same-day mailing. The agency also requires full-service English and Spanish City Line newsletter services, including translation into Spanish and both inserted and non-inserted options. The monthly newsletter volume includes approximately 40,500 English inserts and 1,000 to 2,000 Spanish inserts. All envelopes must use open side, side seam construction compatible with automated inserting equipment, and the vendor must handle return mail processing. Eligibility is restricted to onshore, United States organizations only, and the performance of the work will take place offsite. Bidders must submit proposals digitally via email or online, and the agency is currently looking for proposals to establish a budget. The contract period will run for one year. The agency has scheduled a pre-bid meeting for May 26, 2026, and requires all questions to be submitted no later than June 2, 2026.