The vendor required to provide utility billing, printing, mailing and related services includes production and delivery of paper and electronic utility bills, customer communications, and associated support services.
- Core services
• Generating and printing monthly utility bills (paper and electronic)
• Folding, inserting, and mailing statements and notices
• Processing returned or undelivered mail statements, updating customer addresses and corrections using the national change of address (NCOA) database, returning corrected address data to the city, and ensuring corrected bills are reissued or forwarded as appropriate
• Maintaining data security and confidentiality for both paper and electronic billing
• Providing customer communication inserts, notices, and messages as needed.
• Provide a dedicated section on the billing page to display important dates and city news, allowing the city to update content as needed.
• Meeting strict production and mailing deadlines
• Performing any other services reasonably required to complete the work
- Billing delivery, reporting and mailing requirements
1. File transmission:
• The ability to accept CVS bill files using an online upload or a standard ftp (not encrypted) or sftp(encrypted) transmission.
2. Printing, folding and mailing requirements:
• The 8½ x 11 bills, combine the inserts, a #9 windowed return envelope or #9 preprinted return envelope, and stuff these items into a #10 windowed envelope.
• The #10 envelope must have the preprinted return address for the city.
• The capability to suppress the inserting of envelopes for certain customers, based on city requirements.
• The capability to print city logos and multiple page bills.
• Multiple page bills are an exception, less than 0.025%.
• Bills must be mailed via presorted first-class mail to maximize postal discounts at the postal rates for bulk mail.
• Bills are presorted in the daily pdf files sent to the vendor.
• The city should be able to verify proof of delivery to the USPS on an as-needed basis.
3. Invoice and postage requirements:
• Provide the city with a monthly invoice, broken down by each billing cycle or data/print file submitted by the city.
• Each invoice must detail the number of bills processed, postage costs, and any other itemized charges.
• All postage costs will be initially incurred by the vendor and billed to the city at cost.
• Mail bills using the USPS 5-digit rate (or the lowest qualifying rate) to maximize postage discounts.
- Contract Period/Term: 3 years
- Non-Mandatory Pre-Proposal Conference Meeting Date: January 13, 2026
- Questions/Inquires Deadline: January 23, 2026
