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Utility and Tax Bill Printing and Mailing Services

City of LawrenceMassachusetts, USADue Wednesday, November 4, 2026
Client
City of Lawrence
Solicitation No.
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Posted
10/22/2026
Category
Document Printing and Mailing, Books, Maps, Ballot Papers, or Other Publications
Budget
Looking for Proposals
NAICS
—
Set-aside
—
Contact
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Description

AI Generated

The City of Lawrence, Massachusetts, is soliciting proposals from experienced firms to provide utility and tax bill printing and mailing services. The scope of work requires printing and mailing 8.5" x 11" invoices micro-perforated at the remittance stub, #10 outbound envelopes, and #9 courtesy reply envelopes. The selected firm must demonstrate the capability to suppress bill printing for specified customers, provide a comprehensive quality control plan to ensure error-free data and mailing, detail their equipment, and explain redundancy plans in case of facility equipment failures. The resulting contract term will be three years. Only onshore USA organizations are eligible to bid. All questions regarding the proposal must be submitted by October 30, 2026. Bidders must deliver their proposals to the Office of the City Clerk by Wednesday, November 4, 2026, at 11:00 AM. Submissions require a Technical Proposal envelope containing one original, three physical copies, and one electronic USB copy, alongside a separate Cost Proposal envelope containing one original and one electronic USB copy.

Key solicitation details

AI-extracted from Bill Printing and Mailing Services 2026-2029 RFP.docx. Confirm against the original documents before bidding.

The City of Lawrence is soliciting proposals from qualified firms to perform utility and tax bill printing and mailing services for a three-year contract period. The selected vendor will process fixed-length ASCII text data files, convert them into finished invoices, and mail them via presorted First Class mail. Bidders must demonstrate relevant experience and meet all submission and minimum evaluation requirements.

Issued by
City of Lawrence
RFP issued
Wednesday, OCTOBER 21st 2026 9:00AM
Deadline for submitting questions
Friday OCTOBER 30TH 2026 12:00pm
Proposals due
Wednesday, NOVEMBER 4th, 2026 11:00AM
How to submit
Sealed hard copy and electronic copy on USB
Submission details
Deliver Technical Proposal (1 original, 3 bound copies, 1 USB) and Cost Proposal (1 original, 1 USB) in separate sealed envelopes labeled Bill Printing and Mailing Services to Office of the City Clerk, 200 Common Street, Room 107, Lawrence, MA 01841.
Contract term
Three-year with no option to renew
Place of performance
Lawrence, MA and vendor's Massachusetts production/processing facility
Insurance and bonding
General liability insurance of $500,000 including property damage in the amount of $500,000. Bodily injury insurance of $1,000,000. Statutory Workmen's Compensation Insurance.
Funding
M.G.L. Chapter 30B

How proposals are evaluated

Experience
Vendor References and Experience
Postal Processing Rate Capabilities
Late Performance Compensation Terms
Price

Scope of work

  • Convert formatted fixed-length ASCII text data files into finished mail-ready invoices
  • Provide sample bills for City review and approval prior to printing and mailing
  • Perform utility and tax bill printing and mailing within two to five business days of approval
  • Suppress printing of bills or envelopes for specified customers on a one-time or ongoing basis
  • Provide laser printing on 8.5 by 11 inch sheets with micro-perforated remittance stubs, outbound envelopes, and reply envelopes
  • Fold and insert newsletters, informational flyers, extra stubs, and perform intelligent selective inserting
  • Presort documents, include Intelligent Mail barcodes, and deliver mail to USPS from a Massachusetts processing facility
  • Provide NCOALink service, file receipt confirmation, and production confirmation reports

Minimum qualifications

  • At least five years of experience in the scope of work
  • Capability to produce and deliver mail to the USPS from a Massachusetts production/processing facility
  • Must list any unsatisfactory or non-performance reports against them by any Massachusetts municipalities
  • Must provide a comprehensive Quality Control Plan for ensuring error-free data, printing, and mailing
  • Must provide description of printing and mailing equipment used and explain equipment redundancy

Documents to include with the bid

  • Respondent Checklist
  • Electronic bid submittal (USB)
  • Letter of Transmittal
  • Project Narrative/Submission Requirements
  • Certificate of Non Collusion
  • Certificate of Tax Compliance
  • Clerk Certificate
  • W9 Form
  • Acknowledgement of Addenda
  • Cost Proposal Sheet

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