Managed Print and Digital Distribution Services

The City of Charlotte is seeking a vendor to provide managed print and digital distribution services. The agency requires an end-to-end solution supporting secure document intake, data processing, high-volume transactional printing, small-batch on-demand printing, address validation, digital presentment, secure hosting, pressure sealing of print requests, document retrieval, reporting, and ongoing operational support. The system must be secure, dependable, scalable to accommodate city growth, and compliant with all applicable regulations. The selected vendor must provide secure document hosting, retention, and archival services consistent with city retention policies and regulatory requirements. The system must support searchable document retrieval by authorized city staff by account number, date range, or document type. The agency requires reporting services, including secure online access for the contract administrator to a reporting dashboard for real-time production data, and monthly production, cost, and performance reporting for authorized personnel. The agency requires the capability to securely receive and process data from multiple digital submission methods, including system integrations, file transfers, and portal uploads. The solution must support data validation, formatting, batching, and preparation of transactional data for print and digital production, with full job tracking and audit capabilities. The vendor must provide on-demand and small-batch printing services to support departmental correspondence delivered via email, internal network folders, or a vendor portal. The scope includes secure electronic presentment of municipal documents such as bills, tax notices, assessments, and related correspondence. The agency requires a secure customer-accessible portal for resident or business self-service document viewing, alongside electronic delivery options like email notifications. Performance of all work will occur offsite, and the agency is currently looking for proposals to establish the budget. Eligible bidders must be onshore USA organizations. Bidders may submit responses digitally via email or online. The agency will hold a pre-bid meeting on July 2, 2026, and bidders must submit all questions no later than July 10, 2026.