Utility Bill and City Line Newsletter Translation, Printing, Insertion, and Mailing Services
Overview
Fit Score
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SUMMARY
KEY REQUIREMENTS
BUDGET
VerifiedCONTRACT DURATION
TIMELINE
RFP Issued: May 19th, 2026
Pre-Proposal Conference: May 26th, 2026
Inquiry Deadline: June 2nd, 2026
Final Addendum Issued: June 10th, 2026
Proposal Due Date and Time: June 17th, 2026
Interviews: June 26th, 2026
Identification of Potential Best-Value Proposer: July 6th, 2026
Clarification Kick-off Meeting: July 14th, 2026
Final Clarification Meeting: July 17th, 2026
Contract Award: July 28th, 2026
QUESTION DEADLINE
Issuing Agency
City Of Longmont
Organization overview and procurement intelligence available on paid plans.
DESCRIPTION
The selected vendor will provide turnkey services for translation, printing, insertion, and mailing of utility bills and city line newsletters for a government authority in Colorado. Responsibilities include scraping, cleansing, and re-rendering City PDF bill files for printing, tracking transformations for audit, and implementing workflows and quality controls for proofing sample sets. Vendors are expected to handle an estimated annual volume of 500,000 utility bills and 125,000 reminders, collections, or owner notices, including the addition of City-supplied advertisements to the back of each bill.
The vendor must securely retain a minimum of 13 months of bill images via domestic cloud storage, provide indexing and metadata for integration with City systems, and transfer bill images through API calls. Standard bills must be printed, folded, inserted, and mailed within three days of file receipt, while final notices should be processed the same day. For the city line newsletter, the vendor should offer full-service printing in both English and Spanish, including translation and inserted and non-inserted options. Monthly, this includes approximately 40,500 English and 1,000–2,000 Spanish newsletters. All envelopes are to be compatible with automated inserting equipment. Additional services such as return mail processing and other value-added, non-essential options may also be proposed.
The contract term will be for one year. All questions related to the RFP must be submitted by June 2, 2026. A pre-bid meeting will be held on May 26, 2026.
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Frequently asked questions
- When is the submission deadline?
- Submissions are due June 17, 2026. Questions must be submitted by June 2, 2026.
- What is the budget for this RFP?
- The published budget is $650,000.
- Who issued this RFP?
- It was issued by City Of Longmont. The work is located in Longmont, Colorado, United States.
- Who is a good fit for this opportunity?
- Experience in high-volume utility bill printing and mailing
- Capabilities in document translation, particularly English-Spanish
- Expertise in data processing, cloud document retention, and API integration
- Familiarity with municipal or government communications projects
- Equipped with automated mailing and envelope insertion technology
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