Utility Bill Printing, Mailing, and Electronic Distribution Services

The Vendor is required to provide a comprehensive eBilling solution, including but not limited to: electronic delivery of bills via email and/or secure customer portals, online access to current and past bills, and customer opt-in/out functionality.
- The eBilling platform must comply with all applicable data security and privacy standards.
- Must be capable of providing all services requested with no subcontracting of any portions of the project, including presorting, artwork, programming, or eBilling services.
- The City currently has approximately 25,000 water and wastewater utility customers with an expected average growth of approximately 400 new customers each year.
- Average bills per mailing – 3079
- Average E-bills per billing – 3274
- Average termination notices per mailing – 329
- Average E-bills per termination processing – 271
- Bills should be 8.5”x11” 24# white paper, printed double sided. The front will be 4-color and the back will be 2-color. Bills feature a detachable perforated stub at the bottom of the page which includes a bar code and OCR scan line. Shells may be printed in advance and stored by the successful Proposer for cost savings.
- Billing information for each customer will be transmitted in fixed XML file format. The successful Proposer must provide a means for secure data transmission and confirm receipt of the data.
- A delinquent notice is to be printed in the white section of the bill when applicable.
- The mailing envelope shall be a #10 security double window envelope printed with the mailing indicia.
- The return envelope shall be a #9 single window envelope printed double sided in black ink.
- The mailing shall be by means of #10 security double window envelopes with the bill and a return envelope enclosed with each and mailed to all mail customers (customer information shall be shown in the window). Bank draft customers, which comprise approximately 10% of the mail list, do not receive a return envelope.
- must contractually guarantee this schedule, and failure to meet this requirement shall result in a penalty of $500 (five hundred dollars) for each additional calendar day, or portion thereof.
- Secure electronic delivery of utility bills via email and/or a password-protected online portal.
- Real-time access for customers to view, download, and print current and past utility bills.
- An intuitive opt-in and opt-out management process that allows customers to enroll in or revert from eBilling without assistance from City staff.
- Delivery tracking or confirmation capabilities to ensure successful transmission and access to electronic bills.
- Bill design and layout that exactly matches the format and content of printed bills, including all required fields such as account numbers, delinquent messages, final bill messages, and custom notices.
- System compatibility and secure data exchange with Tyler Technologies’ Incode v.10 utility billing software.
- Adherence to all applicable data privacy, cybersecurity, and electronic communication standards, including but not limited to encryption, secure authentication, and recordkeeping.
- Recycling Calendar- Full color 3 2/3” x 6” post cards printed one side on 100# gloss cover stock. No bleeds, some close proximity. Camera ready art will be provided in Excel or PDF format 3-up per letter size page. 21,000 units mailed in November to residential customers only.
- Each item printed and mailed annually on regular bills but not included in termination notices.