Project Information

Bid Title

RFQ (REBID) 1023RB: Mailing Equipment Addendum 1

Issuing Agency

City of Chicago Housing Authority

Location

Illinois

Published Date

Jan 21, 2026

Closing Date

Jan 30, 2026

Government Level

State & Local

Status

Closed

Original Source

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Project Description

RFQ (REBID) 1023RB: Mailing Equipment

• RFQ (REBID) 1023RB: Mailing Equipment
• RFQ (REBID) 1023RB: Mailing Equipment - Fee Form
• Event 1023RB: Addendum 1
• Event 1023RB: Images

Attachment Preview

REQUEST FOR QUOTES #1023RB (2026)

Mailing Equipment (HQ)

Friday, January 9, 2026

Matthew Brewer, Operating Chair

Sheila Johnson, Deputy Chief of Procurement

1

PART 1 – GENERAL INFORMATION

1.1 Chicago Housing Authority

CHA is the third largest public housing authority in the nation and the largest single owner of rental

housing in Chicago. Through its public housing and voucher programs, CHA serves 135,000 people in

over 65,000 households across all 77 of Chicago’s community areas. CHA’s mission is to create and

sustain strong communities where seniors thrive and everyone can unlock their economic power,

ensuring that every neighborhood in Chicago has quality affordable housing and everyone feels

welcome.

In its procurement of its goods and services, CHA seeks relationships with vendors who share our

values for inclusive and equitable contracting opportunities. CHA strives to be fair, transparent, and

practical, and works to optimize the use of public funds through purchasing decisions. For more

information, visit www.thecha.org.

1.2 Solicitation Purpose

The Chicago Housing Authority is soliciting quotes from qualified and experienced providers of

Mailing Equipment. The Selected Respondent must have 3-5 years of experience and have

completed projects of similar scope and size. Contract term shall be for 5 Year Term from the

Effective Date of the contract.

Please Note: Respondents are responsible for reading this Request for Quotes and all exhibits,

attachments, addendums, or amendments, in its entirety, as updates and revisions may be added.

By submitting a response to this solicitation, the Respondent acknowledges that it has read the

entire document and is responding with full knowledge of all terms, conditions, and requirements

as set forth.

1.3 Solicitation Schedule

The following Schedule of Events represents CHA’s estimate of the timetable that will be followed in

connection with this solicitation:

MILESTONES

RFQ Released

Questions Due Date

Quote Due Date and Time

DATE AND/OR TIME

Friday, January 9, 2026

Wednesday, January 14, 2026, by 10:00 A.M. CT

Friday, January 30, 2026, by 1:00 P.M. CT

CHA reserves the right, at its sole discretion, to adjust this Solicitation Schedule as it deems necessary. All agencies doing

business with the Chicago Housing Authority must be a registered vendor. Registration can be completed via

https://supplier.thecha.org.

1.4 Communications

All procurement actions facilitated by CHA will be conducted in an open, transparent, and

competitive manner. CHA will consider with each transaction competitive pricing, quality of work,

reputation, and referrals, and understanding of the solicited deliverables and/or requirements. CHA

supports solicitation of quotes from all markets with no geographical preferences and to give

qualified businesses, including those that are owned by minorities, women, and small business

enterprises, opportunity to do business with CHA as Contractors and Subcontractors within CHA’s

procurement policy and procedures.

To maintain a fair and impartial competitive process, CHA and any outside consultants assisting CHA

with this solicitation shall avoid private communication concerning this procurement with

prospective Respondents during the entire procurement process. From the issue date of this RFQ

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Request for Quote_1023RB_Mailing Equipment_2026

until the final award is announced, Respondents are not allowed to communicate about this RFQ

for any reason with any CHA staff and/or outside consultants assisting CHA with this solicitation

except:

•

Through the RFQ Point of Contact named below.

•

As otherwise specified in this RFQ; and/or

•

As provided by existing work agreement(s) (if any)

Prohibited communications include all contact, including but not limited to, telephonic

communications, emails, faxes, letters, or personal meetings, such as lunch, entertainment, or

otherwise. CHA reserves the right to reject the quote of any Respondent violating this provision.

The Point of Contact for this RFQ is:

David Martin, Procurement Specialist

Procurement & Contracts

Chicago Housing Authority

60 E. Van Buren

Chicago, IL 60605

Phone: 312-786-3260

Email: DPMartin@thecha.org

Questions must be submitted via email to the above contact by

Wednesday, January 14, 2026, at 10:00 AM CT.

1.5 Amendments to the RFQ

CHA reserves the right to increase or delete any scheduled items, and/or increase or reduce the

quantity of any scheduled item as deemed necessary, to waive informalities and technicalities, and

to make other changes and modifications consistent with CHA’s policies, and the laws and

regulations governing HUD programs.

PART 2 – SCOPE OF WORK

The Contractor shall provide equipment, services, and maintenance support necessary to fulfill the

mailing needs of the Chicago Housing Authority (CHA) within the limitations of their award.

I. Equipment and Product Range

The applicable product range will include the following equipment, which must meet the approval

of the USPS® if applicable:

• Envelope printer

• Speed Up to 22,000 #10 envelopes per hour

• Max monthly volume up to 300,000 addresses

• Image area 2” x 15” (50.8 mm x 381 mm)

• Media size Length: 5” to 15” (127mm to 381 mm)

• Width: 3” to 10” (76.2mm x 254 mm)

• Media thickness Minimum: 0.008” (0.2 mm)

• Maximum: 0.25” (6 mm)

• Envelope Capacity 500

• Print colors Black and spot color

• Dimensions 21” H x 14.5 L (23” w/Rear Guide) x 22.75” W

• (55.3 cm H x 36.8 cm (58.4 cm w/Rear Guide) L x 57.8 cm W)

• Separate Small Mail System

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Request for Quote_1023RB_Mailing Equipment_2026

o Capacity of 15-30 lb. tabletop platform to print and postage 180 letters per minute with dynamic weighing needed

for shape based processing.

o Ability to handle mail up to 5/8 of an inch thick

o Ability to weigh and apply postage

o 12” or greater color touch screen

o Available shipping carriers (USPS, FEDEX, UPS)

o Accounting options up to 90,000 max

• Small Postage machine

o User display Color touchscreen

o Envelope processing

o Up to 65 letters per minute

o semi-automatic feeding

o Envelope moistener Standard

o Integrated scale Up to 15 lbs.

o Shipping label printer

o (4” x 6”) Optional: Compliant to USPS

o and alternate carriers

o Electrical and approvals 100 – 120 VAC, 50/60 Hz, 1.0A

o Dimensions 16 1/2” L x 15 1/2” D x 11 1/2” H

o Envelope sizes

o Up to 3/8” thickness. Media sizes: 3” x 5” up to 13” x 15”

o Access to UPS and FedEx is required in addition USPS

• Mail center with document folding and envelope inserting/sealing capabilities

o A total of 4 feeders

o 3 sheet/insert feeders,

o 1 envelope feeder

o Vertical stacker

o 2 feeders should be high capacity

o Throughput 4,000 per hour

o Monthly capacity 62,500

o Maximum number of feeders 7 (4 High-capacity Sheet Feeders + 3 Sheet/Insert feeders)

o Fold options C, Z, Half, Double, No Fold

o Integrity options OMR, 1D, 2D, exit scanning, file-based processing

o Programmable jobs 24

o Tower sheet trays

o Capacity per feeder 350 sheets

o Paper Specifications

o Minimum 5” (127 mm) width x 5.31” (135 mm) length

o Maximum 9.84” (250 mm) width x 14” (356 mm) length

o Paper weights Minimum 16 lb (60 gsm) to 44 lb (175 gsm)

o High-capacity sheet feeder Optional (up to 2 per base system)

o Capacity per feeder 2000 sheets (1000 per feeder tray)

o Minimum 7.99” (203 mm) width x 9.15” (232 mm) length

o Maximum 8.5” (216 mm) width x 11.69” (297 mm) length

o Paper weights: Minimum 20 lb (75 gsm) to 24 lb (90 gsm)

o Feeders:

o Insert Feeder:

 Capacity 350 inserts

 Sizes:

• Minimum 2.83” (72 mm) height x 5” (127 mm) length

• Maximum 6” (153 mm) height x 9.84” (250 mm) length

• Thickness, compressed Minimum 0.003” (0.076mm) to maximum 0.1” (2.54 mm)

o Envelope Feeder:

 Capacity 250 Letter (100 Flat)

 Letter-sized

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Request for Quote_1023RB_Mailing Equipment_2026

 Minimum 3.5” (89 mm) height x 6.37” (162 mm) length

 Maximum 6.5” (165 mm) height x 10.5” (266 mm) length

 Flat-sized Minimum 6.37” (162 mm) height x 6.5” (165 mm) length

 Maximum 10.5” (266 mm) height x 13” (330 mm) length

o Envelope weights

o Letter: Minimum 18 lb (70 gsm) to maximum 24 lb (90 gsm)

o Flats: Minimum 20 lb (80 gsm) to maximum 24 lb (90 gsm)

o Physical dimensions (includes tower feeder trays)

o Length 60.5” base, 89.5” overall length (base unit fits on 60” table)

o Depth 22.8”

o Height 31”

o Weight 326.5 lbs

• Any supplies, accessories needed for postage machinery to run (Please itemize list on Fee Form)

II. Delivery and Installation

Timeline and Logistics:

1. Delivery: The Contractor(s) shall furnish equipment within twenty (20) business days after receipt of

order, or a delivery time mutually agreed upon in writing.

2. Notification: The Contractor shall notify CHA in advance of delivery so CHA can make necessary

arrangements.

3. Supplies: Delivery of start-up supplies shall be made upon or before delivery of equipment.

4. Working Hours: All deliveries and installation work shall be performed during regular working hours,

defined as 7:00 A.M. to 6:00 P.M. Monday through Friday.

5. Condition and Cleanup: The Contractor shall be responsible for the delivery of equipment in first-class

condition at the point of assembly, in accordance with good commercial practices. The Contractor shall

also be responsible for the removing of all debris associated with the purchase from the premises.

III. Training and Technical Support

Operational Training:

1. Requirement: Upon delivery and installation, the Contractor shall provide training to personnel

designated by CHA. Operational Training must be provided until the personnel are able to operate the

equipment independently.

2. Scope: The amount of training is determined by the complexity of the equipment leased. Installed

product and system training shall be included in the price.

3. Location: All training will be performed at 60 E. Van Buren, Chicago, IL 60605.

4. Cost: Site required training will be at no additional charge if the equipment is either under warranty or

an active maintenance plan. Upon the mutual agreement of both parties, additional training outside of

initial installation will be at CHA’s expense.

5. Travel Costs: Contractor will be responsible for the cost of all travel, lodging and food; no charges will

be passed on to CHA.

Technical Support

1. The Contractor must agree to maintain a toll-free technical support telephone line.

2. The support line shall be accessible to CHA personnel who need to obtain competent technical

assistance regarding the installation or operation of the Contractors equipment.

3. The toll-free support line shall be available during regular working hours, defined as 7:00 A.M. to 6:00

P.M. local time Monday through Friday.

Documentation

1. Instruction manuals shall be included at no cost for each piece of equipment that is rented.

2. All manuals and instruction shall be in the English language.

3. The instruction manual shall contain, but not be limited to:

o Glossary

o A section defining the capabilities of the equipment (specifications)

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Request for Quote_1023RB_Mailing Equipment_2026

Commodity Codes

• NAICS 532420Office Machinery and Equipment Rental and Leasing

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