The Vendor is required to provide lockbox services including invoice/payment processing for payments mailed to the City’s Post Office Box.
- The City is exploring the utilization of technology advancements in lockbox service areas, including but not limited to, electronic imaging and reporting, online exception management, and alternative self-pay options for customers.
- Technical approach, including specific work elements
• General Lockbox
• Exception Processing
• Batching
• Correspondence Batching and Delivery
• Data Transmission
• Depository Service
• Electronic Document and Imaging
• Archive Database
• Quality Assurance and Control
• Implementation
• Contact Information
• Security / Disaster Recovery
• Subcontractors
• Technology
• Reporting
• Identity Theft Protection
• Courier Service
- It is estimated that approximately 1,800,000 bills will be generated per year, and approximately 677,000 items that require lockbox processing will be received annually.
- The City does not guarantee any specific number of payments, and the contract will not specify any minimum or maximum. Bill samples have been attached.
- Data Capture: Remittance processing shall capture the dollar amount of the payment, the payment processing date, CCB (Customer Care and Billing) account number and the bank routing and account numbers, and check or money order numbers.
- Cash Payments – Customers are instructed to send checks or money orders when mailing payments; however, in the event cash is remitted, the Contractor shall deposit amounts into the City’s Bank account and notify the Department of Utilities of such a deposit and the related CCB account information.
- Deposit payments electronically to the City’s bank account, on a daily basis, on the same day that the payment is processed.
- Process check amount when the "Amount Paid" box on one or more coupons is blank. Process check amount when it balances with the total "Amount Paid" box for all coupons. Process check amount when it balances with the total of either the "Current Charges Due" or "Total Amount Due" for all coupons.
- Provide instructions on how to allocate a payment(s) to multiple accounts, when the payment is not in balance with the bill coupons submitted by the customer;
- Each batch may not contain more than 999 items for electronic transmission.
- Batch numbers assigned to a batch must be within the range of 001 – 999. The batch numbers should restart at 001 each day.
- Auto-Pay Application: The City envisions bill coupons with the auto-pay application completed, with or without an attached voided check, to be batched together and submitted to the City via overnight mail.
- Customers are advised to send written correspondence separately from payments.
- Must be able to provide remote deposits, electronically depositing checks and money orders to the City’s bank, by the Bank’s deadline, on the same day the payments are processed.
- Must have the ability to process at least 5,000 payments per day.
- Budget: $700,000
- Contract Period/Term: 5 years
- Questions/Inquires Deadline: January 14, 2026
