RFP Mailroom Equipment Lease

The City of Fort Worth is soliciting proposals under RFP 26-0300 for a Fair Market Value lease of comprehensive mailroom equipment for the Financial Management Services Department. The scope of work requires the provision, installation, and maintenance of an automated inserting system, mailing and package processing systems, receiving and tracking technology, and an intelligent parcel locker bank with at least thirteen individual lockers. The solution must integrate with SendSuite Tracking or an approved equivalent, comply with City IT security requirements, and maintain a minimum equipment uptime of 98 percent. The City is seeking pricing for lease terms of 36, 48, and 60 months, with a requirement that all equipment and software be implemented before November 29, 2026. Proposals will be evaluated based on best value, with scoring weighted across proposed solution capabilities, small business participation, implementation and support, cost, and vendor experience. A significant emphasis is placed on small business involvement, with a 30 percent participation goal. Qualified vendors must be authorized distributors or service providers with demonstrated experience in similar public-sector implementations. Submissions must be made electronically via the Euna Portal by the deadline of October 1, 2026. Awarded vendors will be required to provide certificates of insurance within seven calendar days of notification and must adhere to standard Net 30 payment terms.