2025DD-RFP-007 - Utility Customer Assistance Program Administrator

Dear Valued Vendors! In July 2025, City of Kyle Procurement will be transitioning to a new eProcurement solution (OpenGov) for publishing solicitations, and receiving vendor responses. Register your account early to begin receiving email notifications for Bid/RFP opportunities. Registration is 100% free for vendors!

The City of Kyle has partnered with OpenGov and is excited to announce our transition from a paper-based bid solicitation process to a fully automated, web-based electronic bidding and vendor management system. Below are the bids and proposals currently being solicited and the corresponding closing dates for each. Our new eProcurement Portal will allow interested parties to do the following:

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INTRODUCTION

Purpose

The City of Kyle seeks to engage a qualified Third-Party Program Administrator (TPA) to oversee and manage the Utility Customer Assistance Program (UCAP). The selected TPA will be responsible for validating applicant eligibility, processing applications, and ensuring compliance with City policies. The City of Kyle will retain responsibility for applying approved assistance funds directly to eligible customer utility accounts in the form of bill credits or balance adjustments. The goal of this partnership is to provide a streamlined and accessible process for residents in financial hardship to receive necessary utility assistance while maintaining transparency and program integrity.

Background

The selected Program Administrator will be responsible for validating applicant eligibility and administering the UCAP program while ensuring compliance with established guidelines. Responsibilities include managing application intake and approval, eligibility verification, data collection and reporting, and community outreach. The City of Kyle will apply all funding directly to customer utility accounts as credits or balance adjustments upon approval from the Program Administrator. The Administrator will ensure that all services align with the City’s objectives and provide value to the residents of Kyle.

General Submission Information

Requirements and submittals to this RFP are posted on the City of Kyle’s Procurement Portal https://procurement.opengov.com/portal/cityofkyle

PROPOSAL SUBMISSION DEADLINE: Tuesday, May 13, 2025 PRIOR TO 3:00 p.m.

Proposals may be submitted electronically at https://procurement.opengov.com/portal/cityofkyle

Any proposal received later than the specified time, whether delivered in-person or by mail will be disqualified. The City of Kyle will not be responsible for late delivery from the post office or delivery to any location other than the one specified above. Responders are encouraged to submit their proposals well ahead of opening time or follow up to confirm their proposals were received before the deadline.  The City further reserves its right to reject all proposals for any reason or any proposal that does not contain all the information requested in this RFP.

Potential responders may also submit a request for additional information or clarification to https://procurement.opengov.com/portal/cityofkyle .  The deadline for questions is Wednesday, April 30 at 5:00 p.m. Responses to questions will be posted to https://procurement.opengov.com/portal/cityofkyle prior to the submission deadline.

PRE-OFFER CONFERENCE

Wednesday, April 23 at 10:00 am on Microsoft Teams. Please visit https://procurement.opengov.com/portal/cityofkyle for the link.

SCOPE OF WORK

This RFP will be awarding a contract for Utility Customer Assistance Program Administrator.

SUBMITTAL REQUIREMENTS & SCORING

The City will evaluate and rank the contractors based on the following selection criteria:

35 Points - Technical Approach & Program Methodology

25 Points - Experience & Qualifications

20 Points - Outreach & Community Engagement Strategy

20 Points - Price