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

The City of Westminster, Colorado is seeking a vendor to provide turnkey translation, printing, inserting, and mailing services for its utility bills and City Line newsletter. The agency needs to solve the logistical challenge of processing, formatting, and distributing high-volume monthly communications while ensuring secure data management and Spanish-language accessibility. The selected partner will manage the entire workflow from data scraping and cleansing to final mailing and return mail processing. The scope of work covers the annual printing of approximately 500,000 utility bills and 125,000 reminder, collection, and owner notices. The agency requires the vendor to scrape, cleanse, and re-render City PDF files, track transformations for audits, and add City-supplied advertisements to the back of the bills. Additionally, the vendor must securely store bill images domestically in the cloud for at least 13 months and support API calls for transferring individual bill images with specific indexing metadata. Mailing requirements dictate that standard bills must be printed, folded, inserted, and mailed within three days of file receipt, while final notices require same-day processing. The agency also requires full-service English and Spanish City Line newsletter services, which include translating the newsletter into Spanish and managing both inserted and non-inserted distribution options. The monthly volume for English newsletters inserted with bills is 40,500, while Spanish inserts range from 1,000 to 2,000 monthly. All envelopes used for the project must feature open-side, side-seam construction compatible with automated inserting equipment. Eligibility is strictly limited to onshore, United States organizations, and the performance of all contract work will take place offsite. Bidders must submit their proposals digitally via email or through the designated online portal, and the agency is currently looking for proposals to define the budget. The agency will award a contract for a performance period of one year. A pre-bid meeting is scheduled for May 26, 2026, to address initial inquiries and project details. Bidders must submit all clarifying questions regarding this opportunity no later than June 2, 2026.