Bid NO. 26-32 Utility Billing and Mailing

CITY OF
H untsville
REQUEST FOR PROPOSAL (RFP) 26-32
"UTILITY BILLING AND MAILING SERVICES"
RETURN SEALED Sealed solicitations shall be received no later than:
City of Huntsville
2:30P.M., Central Time
City Secretary August 20, 2026
c/o Purchasing Department
MARK ENVELOPE: "Solicitation Packet 26-32"
1212 Avenue M
Huntsville, Texas 77320
For a printable version please visit our website at City of Huntsville/Government/Finance/Purchasing/BIDS & RFPS
POINT OF CONTACT
Email: Purchasing@huntsvilletx.gov
The Vendor's signature is required for acceptance of this solicitation and confirms the Vendor has read and understands all
requirements concerning this solicitation, the undersigned affirms they are duly authorized to execute the contract. The City
of Huntsville is not responsible for solicitations received after the submission deadline for any reason and will be considered
void and unacceptable. Hand delivered or mailed offers must be SEALED in an envelope, CLEARLY marked with RFP 26-
32 UTILITY BILLING AND MAILING SERVICES.
CERTIFICATION OF OFFER
Company Name ___________________________________________________________________ Date: _______________________
Signed By: ______________________________________________________Title: _________________________________________
Typed/Printed Name: ________________________________________________________ Phone#: ___________________________
Mailing Address: ___________________________________________________________ Tax ID Number: _____________________
Street/P. O. Box City State Zip
Email: ________________________________________________________________________ SAM ID: _______________________
INITIAL FOR ADDENDUM RECEIPT/ACKNOWLEDGMENT. PLEASE MARK N/A IF NOT ISSUED.
Addendum #1 ____________ Addendum #2 __________ Addendum #3 ____________ Addendum #4 ____________
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TENTATIVE SCHEDULE OF EVENTS
The anticipated schedule for this solicitation is as follows. The City reserves the right to modify these dates as necessary.
July 30, 2026 - Release Solicitation
August 1 and August 8, 2026 - Legal Advertisement
August 10, 2026 - Questions Due to purchasing@huntsvilletx.gov
August 13, 2026 - Final Addendum Posted
August 20, 2026 at 2:30 P.M. - Public Opening
September 2026 - Award Preparation
GENERAL INSTRUCTIONS
Submissions must be in a sealed envelope clearly marked "RFP 26-32 UTILITY BILLING AND MAILING SERVICES"
It is the sole responsibility of the Vendor to ensure the packet is received at the designated location before the deadline.
A public reading of all timely responses will be held at the submission deadline at the City of Huntsville City Hall at 1212
Avenue M, Huntsville, Texas. All interested parties are invited to attend.
All questions concerning this solicitation should be directed to the Purchasing Department via email at
purchasing@huntsvilletx.gov.
RESPONSES
Vendors submitting a response do so entirely at their expense. The City has no expressed or implied obligation to reimburse
any individual or firm for any costs incurred in preparing or submitting a solicitation, providing additional information when
requested, or participating in any selection interviews.
QUALIFICATIONS OF RESPONDENTS
No prequalification of respondents is required. Before award of any contract can be approved, however, the City shall be
satisfied that the respondent involved: (1) maintains a permanent place of business, (2) has adequate personnel and
equipment to do the work properly and expeditiously, (3) has a suitable financial status to meet obligations incident to the
work, (4) has appropriate technical experience, and (5) can submit a satisfactory performance record. The City of Huntsville
has the final and sole decision to determine qualifications.
ADDENDAS
No interpretation of the meaning of the specifications of the solicitation will be made to any Vendor orally. Every question or
request for interpretation concerning this solicitation shall be directed to the Purchasing Department, in writing via e-mail at
purchasing@huntsvilletx.gov. All questions or requests for interpretation concerning the solicitation received after August 10,
2026 @ 10:00 A.M will be considered void and unacceptable.
A written addendum will be issued as a response and will be posted on or before August 13, 2026 @ 5:00 P.M. on the City
of Huntsville website, Public Purchase website, and Electronic State Business Daily website. All addenda so issued shall
become part of the contract documents, and receipt thereof shall be acknowledged in the space provided in this solicitation.
It is the responsibility of the Vendor to verify all addenda and interpretations.
SOLICITATION TABULATIONS
Solicitation tabulation results are posted on our website at:
http://www.huntsvilletx.gov/business/bids_and_RFQs/bid_tabulations/
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OBJECTIVE
The objective of this solicitation is to secure services for billing and mailing in accordance with Local Government Code Chapter
252. Rather than focusing solely on the lowest price, the evaluation considers factors like product durability, vendor
performance, availability, and delivery, ensuring long-term efficiency, reduced downtime, and overall value for the organization.
TERM OF CONTRACT
The term of this contract shall be from: October 1, 2026 through September 30, 2027. This Contract will have four
(4) one (1) year renewal options as follows:
Option Year 1: October 1, 2027 through September 30, 2028
Option Year 2: October 1, 2028 through September 30, 2029
Option Year 3: October 1, 2029 through September 30, 2030
Option Year 4: October 1, 2030 through September 30, 2031
This contract may be renewed for four (4) one (1) year extensions, provided both parties agree. Any extensions
shall be at the same terms and conditions, plus any written approved changes.
SELECTION AND AWARD
The City will award based on best value* meeting the requirements for this service. The City reserves the right to award the
most responsible and responsive bidder in the best interest of the City. If the awarded responder is unable to meet the
requirements of the City, services/products may be purchased from the next best available responder and continue until a
responder is found that can complete the requirements of the City. If the responder desires the City to consider an all or none
response, it must be stated on the price table. The City of Huntsville may award multiple responders meeting the
minimum requirements outlined in this solicitation.
The City reserves the right to reject the solicitation of any Vendor who is in violation of any City Ordinance. The City may
choose to negotiate a settlement of the ordinance violation as a condition of the solicitation award.
SCOPE OF WORK
GENERAL
* Provide printing and mailing services for monthly utility billing;
* Mail is time sensitive and must be mailed within the date ranges provided by the City. Any missing mailing dates
may lead to an immediate cancellation of service and the City shall have the right to liquidated damages in the
amount of $1,000 per calendar day, the delivery is not made;
* Vendor must have the capability to convert to the City's software.
* Vendor must be capable to Incode, to their billing printing operations; File Transfer Method for Incode exports is
SFTP.
* Vendor must print, stuff and mail all monthly statements;
* Vendor will be required to stuff envelopes with additional flyer/information sheets on an as needed basis. The type
of inserts vary depending on need of the City. There is one monthly insert which will be provided, that is a tri-fold
8.5 X 11;
* Invoices are to be itemized at a minimum number of pieces, and/or postage;
* Vendor will provide postal manifest showing details of total number of pieces printed and mailed attached to each
invoice. Postage to be billed at US Postage rates;
* Vendor shall notify the City in writing 30 days prior to an increase or decrease in the United States Postage Rates.
This proposal/contract will allow price adjustment in accordance with increase or decrease in postage rates;
* Turnaround time must be 24 hours; Turnaround time is next day and the weekend printing is not required.
* There are two billing cycles, each will require one monthly bill and one delinquent notice for a total of four per
month;
* All pricing includes miscellaneous fees such as fuel surcharge, freight, handling, etc.;
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* City personnel must have access to search and view bills online.
COMPUTER
* Capable to download information from the City's utility billing software vendor, currently Incode;
* Vendor must have delivery point barcode;
* Provide access to archive submitted jobs. Providing a secure online bill presentment portal does meet compliance.
* Vendor will maintain the necessary computer equipment to transfer data, and shall make all necessary software
changes for computer process and printing at no additional cost;
* Vendor must define and demonstrate security procedures regarding transmission and safety of confidential
information. This will be both network and physical security;
* Prefer the services to be in the cloud:
* Vendor must demonstrate disaster recovery program and procedures.
PRINTING
* All transmitted information jobs and envelopes must be printed on a high quality laser printer;
* Vendor shall maintain ability to print variable messages on any requested job when message is provided in writing
by the City;
* Vendor shall affix postage to each item;
* Vendor shall have in place all necessary means to receive the largest postage discount and shall maintain up-to-
date knowledge of all mail regulations;
SUPPLIES
* Vendor shall provide all stationery on which to print the requested job;
* Vendor shall provide mailing envelope with City logo and return address;
* Vendor shall provide return envelope with City Hall, Utility Billing, 1212 Ave M Huntsville, TX 77340 printed/showing
for easy mailing of payment and statement stub;
* Vendor shall provide necessary equipment and supplies for completion of each submitted job in time frame
provided;
* Vendor shall have means to print, fold, stuff and seal all mailing. There are inserts which the City may provide to
the contractor to stuff.
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Pricing Table
Description Price Per Unit Comments
Create and archive PDF's fee
(Search and/or View Bill)
Archive for 12 Months
Utility Bill Printing Price - One Sided
$
(Full Color Font)
Utility Bill Printing Price - Two Sided
(back side black only) $
(Full Color or Black)
8.5 x 3.5 black ink one sided
$
(included print, fold and stuff)
8.5 x 3.5 black ink two sided
$
(included print, fold and stuff)
8.5 x 3.5 black ink one sided
$
(included only stuff)
8.5 x 3.5 black ink two sided
$
(included only stuff)
8.5 x 11 black ink one sided
$
(included print, fold and stuff)
8.5 x 11 black ink two sided
$
(included print, fold and stuff)
8.5 x 11 black ink one sided
$
(included only stuff)
8.5 x 11 black ink two sided
$
(included only stuff)
Addendum
Yes/No
BILL UNLOAD SCHEDULE
The City will upload bill files on or around the second Friday of the month and also on or around the
third Tuesday of the month.
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SAMPLES
BILL SAMPLE
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#10 BILL ENVELOPE PISTOL WINDOW
Double window 9" X 13.5"
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#9 RETURN ENVELOPE
8.5" X 3.5"
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EVALUATION CRITERIA
The City's evaluation committee shall conduct a comprehensive, fair and impartial evaluation of all proposals received in
response to this RFP. It is the intent of the City of Huntsville to award this solicitation to the Vendor that provides the best
overall value to the City. Proposals will be reviewed by an evaluation committee and scored based on the criteria below. The
committee's recommendations are subject to approval by the Huntsville City Council.
Following completion of evaluations and any interviews, the committee will identify the Vendor offering the best value to the
City and recommend contract award in accordance with the City's purchasing policies and procedures.
TAB EVALUATION CRITERIA POINTS
Qualifications & Experience
* Highlight recent projects (3 projects) that demonstrate the Vendor's experience and
competence in providing similar services in nature and complexity. For each project,
B 35
provide a brief overview. (20pts).
* Identify the project team, including staffing chart for this contract (10pts).
* Add your marketing pitch and additional services provided (5pts)
Scope of Work Understanding
* Respond, in detail, to the outlined in the Scope of Work (5pts).
* Detail your proposed solution in meeting the requirements of the City (5pts).
C 20
* Explain how your firm will reach the goals listed in the Scope of Work, including meeting
the turn round time of twenty-four (24) hours (5pts).
* Explain how your firm will handle communication and resolution of problems (5pts).
References & Completeness of Solicitation
* References: Texas municipal or county contracts are preferred (5pts).
D * Required Forms (5pts). 20
* Compliance with all solicitation instructions (5pts).
* Include all completed required forms (5pt s).
Price
E * Provide your fees for the proposed services in the Price Table below (15pts). 25
* Outline billing and payment expectations, including timing and method of payment (10pts).
SOLICITATION FORMAT
Each solicitation must be submitted with the original documents, and all prices must be indicated on the price chart included
with this solicitation. All blank spaces for prices must be filled in, in ink or typewritten and must be fully completed and executed
when submitted. If the unit price and the total amount named for an item are not in agreement, the unit price alone will be
considered as representing the responder's intention and the total will be corrected to conform thereto.
Each solicitation must be fully executed when submitted on the prescribed forms included. All blank spaces for prices must be
filled in, in ink or typewritten. If the unit price and the total amount named for an item are not in agreement, the unit price alone
will be considered as representing the Vendor's intention and the total will be corrected to conform thereto. Submissions shall
be in the following format:
Include one (1) unbound original, three (3) bound copies.
* TAB A: Solicitation Document-Signed and Acknowledgement of Addenda, if applicable
* TAB B: Qualifications & Experience
* TAB C: Scope of Work Understanding
* TAB D: References & Completeness of Solicitation
* TAB E: Price Chart
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ADDITIONAL CONSIDERATIONS
The City reserves the right to request additional information, conduct interviews, or invite finalists to make presentations to
clarify elements of a proposal. The City may consider historical performances, prior business relationships, or other relevant
information. The City reserves the right to reject any or all solicitations, waive informalities, and accept the solicitation that the
City determines to be most advantageous and in the best interest of the City.
TERMS & CONDITIONS
DEFINITIONS
City - City of Huntsville. City Council - The elected officials of the City of Huntsville who have been given the authority to
exercise such powers and jurisdiction of all City business as conferred by the City Charter, Ordinance and Laws. Contract- An
agreement between the City and a vendor to furnish commodities or services over a designated period of time. Vendor - Any
individual, business, or entity that provides, or seeks to provide, goods, services, or property through a contract or purchase
order. This includes bidders, contractors, and suppliers involved at any stage of the procurement process, ranging from
solicitation to final contract award. TLGC- Texas Local Government Code. TGC- Texas Government Code
PUBLIC INFORMATION
This solicitation is subject to TGC Chapter 552, Subchapter J (Sections 552.371-552.376) which mandates that certain
vendors working with governmental bodies must preserve, maintain, and disclose contracting information related to public
business upon request. It ensures public transparency for, or in connection with, government contracts, requiring specific
contract language for compliance. Failure to comply can result in the termination of business with the City.
ACCEPTANCE
The City reserves the right to accept or reject any or all solicitations, to waive any informalities and technicalities, to accept
the offer considered most advantageous in order to obtain the best value for the City in accordance with TLGC 252. Causes
for rejection of a solicitation may include but shall not be limited to the violation of any City ordinance, the inability to
satisfactorily perform the work or service, or the failure to properly and timely perform its obligation under a contract with the
City.
ADDENDA
Any interpretations, corrections or changes to a solicitation will be made by addenda. Sole issuing authority of addenda shall
be vested by the City of Huntsville's Purchasing Department. Addenda may be posted on the City of Huntsville's web site and
may be distributed to all who are known to have received a copy of the solicitation. The City assumes no responsibility for the
failure to obtain and/or properly submit any addendum. Failure to acknowledge any addendum may cause the rejection of a
solicitation. The City of Huntsville's decision to accept or reject any particular solicitation due to a failure to acknowledge and
submit addenda shall be final.
ADVERTISING
Notice of this solicitation shall be advertised once a week for two consecutive weeks, with the first publication occurring at
least fourteen (14) days prior to the solicitation opening. The notice will be published in the local newspaper and posted on
the City's official website to ensure public accessibility and compliance with statutory requirements.
ASSIGNMENT
The Vendor is prohibited from transferring their rights and duties, selling, assigning, transferring or conveying this contract, in
whole or in part, without the prior written consent of the City of Huntsville. All subVendors must be approved in writing by the
City prior to any work being initiated.
BRAND NAMES
Specifications may reference name brands, make, and/or model numbers. Any reference made to brand, make, and/or model
used in specifications is for descriptive purposes only. Products/materials of like quality equal to or greater than will be
considered. The City shall act as sole judge in determining equality and acceptability of products offered.
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