Invoice Printing and Mail Services
| Location: | Washington |
|---|---|
| Posted: | Jun 10, 2026 |
| Due: | Jul 7, 2026 |
| Agency: | City of Tacoma |
| Type of Government: | State & Local |
| Category: |
|
| Solicitation No: | CS26-0120F |
| Publication URL: | To access bid details, please log in. |
| Specification Number | Type | Due Date | Time Due - Pacific | Title and Solicitation Documents | Date Issued |
| CS26-0120F | RFI | 07/07/2026 |
Invoice Printing and Mail Services
Specification Register for the Bid Holders List |
06/20/2026 |
Attachment Preview
TACOMA PUBLIC UTILITIES CUSTOMER SERVICES
REQUEST FOR INFORMATION
INVOICE PRINTING AND MAIL SERVICES
SPECIFICATION NO. CS26-0120F
Request for Information
Template Revised: 05/09/2025
Specification No. CS26-0120F
City of Tacoma
Tacoma Public Utilities / Customer Services
REQUEST FOR INFORMATION CS26-0120F
INVOICE PRINTING AND MAIL SERVICES
Submittal Deadline: Tuesday, July 7, 2026
For in person submittals, the City of Tacoma will designate the time of receipt recorded by the timestamp
located at the lobby security desk, as the official time of receipt. Include the specification number on the
outside of the sealed envelope. Late submittals will be returned unopened and rejected as non-responsive.
Submittal Delivery: Sealed submittals will be received as follows:
By Email:
sendbid@tacoma.gov
Maximum email size including attachments: 35 MB.
Multiple emails may be sent for each submittal.
Note: Email may pass through multiple servers before arriving
at its destination. Please allow sufficient time for email delivery
of submittals.
In Person:
Tacoma Public Utilities Administration Building North,
Main Floor, Lobby Security Desk
3628 South 35th Street
Tacoma, WA 98409
Monday – Friday 8:00 am to 4:30 pm
Solicitation Documents: An electronic copy of the complete solicitation documents may be viewed and
obtained by accessing the City of Tacoma Purchasing website at www.TacomaPurchasing.org.
• Register for the Bid Holders List to receive notices of addenda, questions and answers and related updates.
• Click here to see a list of vendors registered for this solicitation.
Pre-Proposal Meeting: A pre-proposal meeting will not be held.
Project Scope: The purpose of this RFI is to conduct market research and better understand available
solutions, service models, and vendor capabilities. The City is particularly interested in capabilities related to
data security, regulatory compliance, scalability, operational flexibility, and secure methods for data transfer,
processing, and distribution.
Estimate: N/A
Paid Sick Leave: The City of Tacoma requires all employers to provide paid sick leave in accordance with
State of Washington law.
Americans with Disabilities Act (ADA Information: The City of Tacoma, in accordance with Section 504 of
the Rehabilitation Act (Section 504) and the Americans with Disabilities Act (ADA), commits to
nondiscrimination on the basis of disability, in all of its programs and activities. Specification materials can be
made available in an alternate format by emailing the contact listed below in the Additional Information section.
Title VI Information:
“The City of Tacoma” in accordance with provisions of Title VI of the Civil Rights Act of 1964, (78 Stat. 252, 42
U.S.C. sections 2000d to 2000d-4) and the Regulations, hereby notifies all bidders that it will affirmatively
ensure that in any contract entered into pursuant to this advertisement, disadvantaged business enterprises
will be afforded full and fair opportunity to submit bids in response to this invitation and will not be discriminated
against on the grounds of race, color, national origin in consideration of award.
Additional Information: Requests for information regarding the specifications may be obtained by contacting
Sara Bird by email to SBird@Tacoma.gov.
Protest Policy: City of Tacoma protest policy, located at www.tacomapurchasing.org, specifies procedures for
protests submitted prior to and after submittal deadline.
Meeting sites are accessible to persons with disabilities. Reasonable accommodations for persons with
disabilities can be arranged with 48 hours advance notice by calling 253-502-8468.
Form No. SPEC-040C
Page 2 of 8
Revised: 06/03/2024
Table of Contents
SUBMITTAL CHECK LIST ......................................................................................................... 4
1. INTRODUCTION ................................................................................................................ 5
2. PURPOSE .......................................................................................................................... 5
3. CALENDAR OF EVENTS ................................................................................................... 5
4. INQUIRIES ......................................................................................................................... 6
5. DISCLAIMER...................................................................................................................... 6
6. QUALIFYING CAPABILITIES ............................................................................................. 6
7. CONTENT TO BE SUBMITTED ......................................................................................... 7
8. EQUITY IN CONTRACTING ............................................................................................... 8
9. STANDARD TERMS AND CONDITIONS ........................................................................... 8
10. ADDENDUMS..................................................................................................................... 8
Request for Information
Template Revised: 05/09/2025
Page 3 of 8
Specification No. CS26-0120F
SUBMITTAL CHECK LIST
This checklist is provided as a helpful guide to support respondents in preparing a complete and
well‑organized submittal. While use of the checklist is not required, following it can significantly
improve clarity and ensure all key materials are included. Submittals must still be received by
the City of Tacoma Purchasing Division by the date and time specified in the Request for
Information page.
The following items make up your submittal package:
Letter of Interest
Supporting literature, which may include technical specifications, data
security information, warranty, brochures, capabilities statements, and/or
standard price lists.
Response to Section 7 - Content to be Submitted (Information Requested)
Any other additional information relevant to this Solicitation
Request for Information
Template Revised: 05/09/2025
Page 4 of 8
Specification No. CS26-0120F
1. INTRODUCTION
The City of Tacoma (City) / Tacoma Public Utilities (TPU) is issuing this Request for Information
(RFI) to obtain information from firms with experience providing utility invoice printing and mail
services.
2. PURPOSE
The purpose of this RFI is to conduct market research and better understand available
solutions, service models, and vendor capabilities. The City is particularly interested in
capabilities related to data security, regulatory compliance, scalability, operational flexibility, and
secure methods for data transfer, processing, and distribution.
Current Process
TPU currently generates invoice files from its SAP system on a daily basis. Files are produced
each morning and processed internally for printing and mailing.
Invoices are printed, inserted, and metered in-house. Invoices are printed and sorted by ZIP
Code and transported by TPU staff to the United States Postal Service Business Mail Entry Unit
(BMEU) for distribution.
Estimated Volumes
TPU produces an average of approximately 6,400 invoices per workday. Volumes may fluctuate
due to holidays, billing cycles, and other operational factors.
The estimated annual volume is approximately 1,600,000 invoices, based on the current
average daily production. Actual volumes may vary depending on customer growth, seasonal
demand, billing schedules, and paperless programs.
RFI Intent
This RFI is issued solely for informational and market research purposes. It does not constitute
a solicitation for bids or proposals and will not result in the award of a contract. Responses will
not be evaluated or scored. Participation is voluntary, and any information provided may be
used by the City to inform future procurement strategies and requirements.
The City also welcomes information regarding industry best practices, emerging technologies,
and innovative approaches related to utility billing, print, and mail services.
3. CALENDAR OF EVENTS
This is a tentative schedule only and may be altered at the sole discretion of the City.
The anticipated schedule of events concerning this Solicitation is as follows:
Question Deadline:
Questions and Answers Posted:
Submittal Due Date:
6/22/2026
6/26/2026
7/7/2026
Request for Information
Template Revised: 05/09/2025
Page 5 of 8
Specification No. CS26-0120F
This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.
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