Active SLED Opportunity · MICHIGAN · CITY OF PONTIAC MI
AI Summary
The City of Pontiac, MI, seeks proposals for property tax bill printing and mailing services. The contract includes secure data processing, high-quality printing, assembly, and mailing of approximately 20,000 bills biannually. Vendors must demonstrate municipal billing experience, quality control, and data security. Proposals due by May 15, 2026.
The City of Pontiac, Michigan is requesting proposals from qualified vendors to provide property tax bill printing and mailing services, including the secure processing of billing data, high-quality printing of tax bills and notices, assembly and mailing through the U.S. Postal Service, and the ability to handle peak seasonal volumes (roughly 20,000 bills per season). Proposals should outline experience with municipal billing, technology and quality control measures, pricing structures, implementation timelines, and references. Submissions will be evaluated on cost-effectiveness, capacity to meet deadlines, printing quality, relevant experience, and customer support. All proposals must be submitted to the City of Pontiac Purchasing Department by the stated deadline and clearly marked for consideration.
The City of Pontiac, Michigan, is a historic community located in Oakland County and serves as the county seat. With a diverse population and a significant number of residential, commercial, and industrial properties, the City is responsible for the accurate billing and collection of property taxes, which form a major source of funding for essential public services such as police and fire protection, infrastructure maintenance, and community programs. Each year, thousands of property tax bills and assessment notices must be generated and distributed in a timely and accurate manner to ensure compliance with state laws and to maintain strong fiscal management. To achieve this, the City requires a dependable printing and mailing partner that can manage large volumes of statements, safeguard sensitive data, and deliver correspondence efficiently to property owners. This RFP seeks to establish such a partnership to ensure high accuracy, quality service, and reliable delivery of all property tax billing documents.
| Event | Date | Location |
|---|---|---|
| Public Bid Opening | 2026-05-15T18:30:08.275Z | Microsoft Teams: https://teams.microsoft.com/meet/289571112580623?p=fBn6RnUTilsEwb3jX5 Meeting ID: 289 571 112 580 623 Passcode: mS78W7QY |
The contract term will be three (3) years with an option to renew for two (2) one-year periods.
The City’s acceptance of a bid and approval of the award of a contract shall not constitute a formed contract, and the acceptance of a bid and award of a contract shall be contingent and conditioned upon the parties’ entry into and execution of a written agreement acceptable to the City and approved by the City of Pontiac’s City Council.
The City of Pontiac, Michigan, is a historic community located in Oakland County and serves as the county seat. With a diverse population and a significant number of residential, commercial, and industrial properties, the City is responsible for the accurate billing and collection of property taxes, which form a major source of funding for essential public services such as police and fire protection, infrastructure maintenance, and community programs. Each year, thousands of property tax bills and assessment notices must be generated and distributed in a timely and accurate manner to ensure compliance with state laws and to maintain strong fiscal management. To achieve this, the City requires a dependable printing and mailing partner that can manage large volumes of statements, safeguard sensitive data, and deliver correspondence efficiently to property owners. This RFP seeks to establish such a partnership to ensure high-quality service, improved accuracy, and reliable delivery of all property billing documents.
1. Description of Services:
2. Volume, Frequency, Timeline:
3. Pricing:
4. Quality Requirements:
5. Evaluation Criteria:
Evaluation of bids received in response to this RFP will be conducted comprehensively, fairly, and impartially. The City reserves the right to award based on a combination of factors stated in this solicitation.
The City shall first review bids for responsiveness. Only those bids deemed responsive will proceed to scoring by an evaluation committee selected from City of Pontiac personnel. Bids that receive evaluation scores of 80 points or greater will be considered passing and eligible for award. Additionally, if it is determined that a vendor is not responsible, they will not be considered for award regardless of their score.
The evaluation committee will review and evaluate responses based on the criteria below:
| Evaluation Criteria | Description | Points | Qualitative Rating |
|---|---|---|---|
1. Technical Capacity and Approach Section 3.1 #s 3 to 9 | Ability to meet specifications, customization, quality control, and turnaround time | 40 | No Response: 0-7, Poor: 8-12, Acceptable: 13-17, Good: 18-20, Excellent: 21-23, Outstanding: 24-25 |
2. Pricing Structure and Cost Section 3.1 # 14 Section 3.2 | Evaluation of total cost. Competitiveness, clarity, detailed breakdown, and cost-saving options | 40 | No Response: 0-6, Poor: 7-10, Acceptable: 11-14, Good: 15-16, Excellent: 17-18, Outstanding: 19-20 |
3. Customer Service and Support Section 3.1 #s 10, 15 | Responsiveness, designated contacts, problem resolution, and flexibility for changes | 10 | No Response: 0-3, Poor: 4-5, Acceptable: 6-7, Good: 8, Excellent: 9, Outstanding: 10 |
4. Capacity and Contingency Plans Section 3.1 #s 12, 13 | Ability to handle volume and manage risks related to equipment or staffing issues | 5 | No Response: 0-1, Poor: 2, Acceptable: 3, Good: 4, Excellent: 4.5, Outstanding: 5 |
5. Experience and Qualifications Section 3.1 #s 2, 11 | Relevant municipal tax bill printing and mailing experience, plus references | 5 | No Response: 0-7, Poor: 8-12, Acceptable: 13-17, Good: 18-20, Excellent: 21-23, Outstanding: 24-25 |
Scoring Instructions:
Each evaluator rates bidders' proposals on each criteria.
Select vendor with highest total points, considering pricing alongside technical and service capabilities.
The bidder must be fully informed of all laws and municipal ordinances and regulations affecting those engaged or employed in the work, or equipment used in the City. The bidder shall, at all items, observe and comply with all such existing laws, codes, ordinances, regulations, orders, and decrees. All work shall comply with the laws of the State of Michigan, City ordinances, and all other bodies having jurisdictional authority.
The bidder agrees to comply with the Federal Civil Rights Act of 1964 as amended; the Federal Civil Rights Act of 1991 as amended; the Americans with Disabilities Act of 1990 as amended; the Elliott-Larsen Civil Rights Act, Article 2, Act no. 453, Public Act of 1976 as amended; the Michigan Handicapper’s Civil Rights Act, Article 2, Act no. 220, Public Act of 1976, as amended and all other applicable federal, state and local laws and regulations. Specifically, Bidders and subcontractors are required not to discriminate against any employee or applicant for employment with respect to such person’s hire, tenure, terms, conditions, or privileges of employment, or any matter directly or indirectly related to employment because of such person’s height, weight, race, color, religion, national origin, ancestry, age, marital status, sex, or disability, as defined by law. A breach of this covenant may be regarded as a material breach of the contract.
The Service providers shall indemnify, save, and hold harmless, protect, and exonerate the City, its commissioners, board members, officers, employees, agents, representatives, and the State of Michigan to the extent no greater than their relative degree of fault.
The contract(s) awarded to the successful bidder(s) shall be governed by and construed according to the laws of the State of Michigan and the successful bidder consents to the jurisdiction and venue of the courts in Oakland County, Michigan and of the United States District Court for the Eastern District, Southern Division.
The successful bidder(s) will agree that the Contract is the completed and exclusive statement of the Contract between the parties. A judicial or administrative declaration on the invalidity of any one or more of the provisions of the Contract shall not invalidate the remaining provisions of this agreement.
The successful bidder agrees to contact the City of Pontiac Income Tax Division, Audit and Compliance Section, 47450 Woodward, Pontiac, Michigan, 48342, telephone (248) 758-3092, to establish reporting and withholding obligations under the City of Pontiac income tax ordinance. The successful bidder will require the same of all subcontractors employing labor under this contract. The successful bidder is required to withhold City of Pontiac income tax from wages paid to:
Pontiac resident employees regardless of where they work for the employer; and
Nonresident employees for work performed in the City.
The successful bidder is also required to file Pontiac income tax returns and to report and pay income tax on the net profits earned by the service provider in the City of Pontiac. Bidders are not eligible for the award if they have not filed or paid corporate and employee income tax to the City of Pontiac.
Web page URL: http://www.pontiac.mi.us/departments/income_tax/index.php
Tax forms URL: http://www.pontiac.mi.us/departments/income_tax/tax_forms.php
By statute, the city is exempt from the State Sales and Use Tax and the Federal Excise Tax; therefore, all fees do not include tax.
All invoices submitted against the contract must identify the work performed in detail. Items not properly invoiced will not be paid. The supplier is responsible for ensuring invoice(s) delivery to the City. Invoices must meet the following conditions for payment:
The original invoice must be emailed to the requesting department's email address, addressed to the department that requested the service. The requesting department's email will be provided once a contract is awarded. The City’s standard payment terms are Net 30.
Any Bidder requiring clarification of the provisions of this solicitation must submit specific questions to the City. Bidders must upload all questions and protests of specifications to OpenGov by the deadline indicated on the cover page of the solicitation. All protests must identify the requirement, provision or feature of this solicitation that is unclear or that requires explanation. The protest must also address attachments including, but not limited to, the contract that the potential Bidder believes is ambiguous, unclear, unfair, contrary to law or likely to limit competition. The purpose of this deadline is to allow the City time to correct any term or condition in this solicitation and/or contract that may be unlawful, improvident, unduly restrictive of competition, or otherwise inappropriate. By allowing corrections before opening Proposals, the City intends to avoid or minimize much of the waste inherent in protests and in the possible rejection of all Proposals. Failure of a Bidder to protest in accordance with this section will be deemed in acceptance of the terms of this solicitation and contract and serve as a waiver of Bidder’s rights to later contend that either the solicitation or contract is ambiguous, unclear, unfair, contrary to law or likely to limit competition.
The deadline for submitting questions or protests is 4:00 P.M. ET prior t the bid submission deadline indicated in the solicitation's timeline. If the City of Pontiac’s Purchasing Division determines that additional information or clarification is necessary, such information or clarification will be supplied in the form of an addendum, which the City Purchasing Division’s personnel will upload to OpenGov. All such addendum will have the same binding effect as though contained in the main body of the solicitation. Oral instructions or oral information concerning the specifications from City managers, employees, or agents to prospective Bidders shall not bind the City of Pontiac.
Submission of a bid, proposal, or quotation to the City of Pontiac does not guarantee the award of a contract. All solicitations are subject to review, evaluation, and approval in accordance with applicable City procurement policies and procedures.
In accordance with State of Michigan procurement standards and best practices, including guidance from the Michigan Department of Technology, Management and Budget (DTMB) and Public Act 317 of 1968, as amended, the City reserves the right to:
Reject any or all bids or proposals, in whole or in part;
Waive irregularities or informalities in the solicitation process;
Award a contract to the most responsible and responsive bidder whose offer is determined to be in the best interest of the City;
Cancel a solicitation without awarding a contract;
Require additional documentation or clarification from vendors prior to making an award.
No contract shall be formed between the City and any vendor until a formal agreement is executed and approved by the appropriate City authority, including City Council where required.
Vendors are solely responsible for all costs incurred in the preparation and submission of a bid.
The Bidder shall provide the City of Pontiac, at the time the contracts are returned by him/her for execution, a Certificate of Insurance as well as the required endorsements. In lieu of required endorsements, if applicable, a copy of the policy sections where coverage is provided for additional insured and cancellation notice would be acceptable. Copies or certified copies of all policies mentioned above shall be furnished if so requested. Additional insurance types and limits may be required, depending upon the type of work and risk associated with it.
1. Commercial General Liability Insurance
Minimum Limit: $1,000,000 per occurrence
Aggregate Limit: $2,000,000
Must include:
Bodily Injury and Property Damage
Products and Completed Operations
Personal and Advertising Injury
2. Commercial Automobile Liability
Minimum Limit: $1,000,000 Combined Single Limit
Covers all owned, non-owned, and hired vehicles used during transport
3. Workers’ Compensation Insurance
Required by law if the provider has employees.
Must comply with Michigan statutory requirements.
Employers Liability Minimums:
$100,000 Each Accident
$500,000 Disease Policy Limit
$100,000 Disease Each Employee
4. Certificate of Insurance (COI) Requirements
Must name the City of Pontiac as Additional Insured for both ongoing and completed operations. Must provide 30-day notice of cancellation or non-renewal.
COI must be submitted and approved prior to the event.
If any of the above coverages expire during the term of this contract, the successful bidder shall deliver renewal certificates and/or policies to the City of Pontiac at least ten (10) days prior to the expiration date.
The City permits the use of subcontractors in the performance of work. Proposers are required to identify any proposed subcontractors, the specific tasks each will perform, and provide relevant qualifications and experience. The prime contractor shall remain fully responsible for all services performed and for ensuring that all contractual requirements are met, regardless of subcontracting arrangements.
The service provided shall not transfer the contract, without prior written approval of the Mayor or Mayor’s designee, which shall be communicated in writing.
The successful bidder’s employees shall comply with all instructions issued by representatives of the City of Pontiac.
This contract is not subject to progress payments or retainage.
Please acknowledge that you have read and agree with the terms and conditions attached in this solicitation.
Please identify exceptions to solicitation terms and conditions or attach redline version of Word document below.
Upload here.
Please download the Conflict of Interest Declaration Form, complete, and upload.
Please download the Substitute W9 Form, complete, and upload.
If Yes, suggested Evaluation Criteria will be included for review.
If No, Evaluation Criteria will be included.
SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
SamSearch Platform
AI-powered intelligence for the right opportunities, the right leads, and the right time.