Daily Mail Processing and Bulk Mailing Services

Overview

Events, Printing & Promotional Goods

Lynchburg, Virginia, United StatesPosted 15 days agoDeadline: May 21st, 2026

Fit Score

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SUMMARY

A one-year contract for daily mail processing and bulk mailing services for government billing in Lynchburg, Virginia.

KEY REQUIREMENTS

Must be registered to do business in the Commonwealth of Virginia with the State Corporation Commission
Must be SOC II Type II compliant
Must have an adequate data recovery and business continuity plan
Must provide three references from agencies with similar mail volume
Must be able to pick up mail daily from two specified locations in Lynchburg
Must not provide electronic bill payment or presentment services
Must provide a separate section for proprietary and copyrighted information
Must maintain insurance coverage acceptable to the City
Must have no felony convictions among employees, agents, or subcontractors working under the contract

BUDGET

Estimate

$100,000 – $250,000

CONTRACT DURATION

12 months

TIMELINE

RFP issued on April 22nd, 2026.

Optional virtual pre-proposal meeting on April 30th, 2026 at 10:00 a.m.

Questions due by May 14th, 2026 at 4:00 p.m.

Addenda issued by May 15th, 2026 at 4:00 p.m.

Proposals due by May 21st, 2026 at 4:00 p.m.

QUESTION DEADLINE

May 14th, 2026

Issuing Agency

City Of Lynchburg

Organization overview and procurement intelligence available on paid plans.

See Issuer Research

DESCRIPTION

The government authority in Lynchburg, Virginia is seeking a vendor to provide comprehensive daily mail processing and bulk mailing services. The scope includes processing daily mail, data handling, printing, folding, inserting, and bulk mailing of specified bills. The agency supplies data for printing in a variety of formats, including unique fixed length flat files, XML files, or PDFs, generated through automated processes within different departments.

Files may contain either single or multiple records per account, sometimes with varied record types. File lengths depend on bill or form type and range from several hundred to around 6,000 characters, with sizes approximately 60 KB. Each billing cycle, the relevant files are compressed into a single zip file and automatically transmitted to a secure FTP site. The selected vendor will be responsible for mapping the data from these files to the agency’s pre-designed forms for printing and mailing.

The contract period will be one year, and vendors must submit all questions by May 14, 2026.

Source attribution

This Settle analysis is based on the issuing organization’s public RFP listing.