1-RFI 7111-26-EUA - Request for Information for Cloud Base Check Scanning Software.docx

RFI# 7111-26-EUA, Request for Information for Cloud Base Check Scanning Software

REQUEST FOR INFORMATION

LUBBOCK POWER & LIGHT

RFI

Request for Information for Cloud Based Check Scanning Software

ISSUED BY:

Megan Moniz, Buyer II Lubbock Power & Light Purchasing Office 1314 Ave K – 5th Floor Lubbock, Texas 79401

Table of Contents

BACKGROUND:

City of Lubbock Utilities currently utilizes a check scanning and payment processing system (Remit Plus) to enter payments received via USPS. The system is used to scan MICR lines, customer remit slips, print check endorsements, and store images of checks for lookup and validation. This system is critical for payment posting, error correction, dispute resolution, collections, and severance processes.

Management has requested that City of Lubbock Utilities explore updated cloud-based solutions to support these functions and ensure a modern, reliable, and scalable payment processing process.

PURPOSE:

City of Lubbock Utilities is issuing this Request for Information (RFI) to identify available cloud-based solutions that can replace the current Remit Plus system. The goal is to ensure uninterrupted processing of mailed-in payments, maintain imaging and research capabilities, support collection-related workflows, and provide a stable, secure, and scalable cloud system.

No award will be made based solely on the results of this process. The second phase of this process if approved will be the issuance of the Request for Proposal which will contain the scope, evaluation criteria and terms and conditions of the services required.

SUMMARY OF REQUEST:

Responses to this RFI should address the following:

1. A description of the vendor, including company background, Texas presence (if applicable), and primary contact information.

2. A description of the vendor’s cloud-based check scanning software solution.

3. Confirmation that the solution operates fully in the cloud.

4. Capabilities to scan MICR lines from checks and scan customer remit slips.

5. Ability to print endorsements on the back of checks.

6. Functionality to store, archive, and retrieve digital images of checks and remit slips for research and dispute resolution.

7. Details on integration capabilities with CCS for automatic posting of customer account payments.

8. Workflow capabilities for posting validation, returned item research, collections, severance processing, and dispute resolution.

9. Security measures, uptime guarantees, and incident management procedures.

10. Any additional features that may benefit City of Lubbock Utilities’ revenue management or collections operations.

11. Information on implementation, migration support, and required hardware.

12. Pricing model overview (if available).

RESPONSE DOCUMENTS:

Lubbock Power & Light will receive written electronic responses for, RFI# 7111-26-EUA, Request for Information for Cloud Base Check Scanning Software until 2:00 p.m. CST, December 10, 2025. Responses must be submitted on Lubbock Power & Light Bonfire Portal.

https://lpandl.bonfirehub.com/portal

SCHEDULE:

Below is a tentative schedule of the RFI processes. LP&L reserves the right to right to modify these dates at its sole discretion:

QUESTIONS

All questions and requests for additional information may be submitted through Bonfire.

EQUAL OPPORTUNITY IN LP&L’S BUSINESS CONTRACTING

Race, religion, sex, color, ethnicity, and national origin are not used as criteria in LP&L’s business contracting practices. Every effort is made to ensure that all persons regardless of race, religion, sex, color, ethnicity and national origin have equal access to contracts and other business opportunities with LP&L.

UPDATES, INFORMATION AND COSTS

The Purchasing Office may update this RFI at any time and reserves the right to abandon this RFI at any time.

Information submitted in response to this RFI will become the property of LP&L. LP&L will not pay for any information herein requested nor is it liable for any cost incurred by any respondent or potential respondent.

CONFIDENTIAL INFORMATION

If you consider any portion of your response to this RFI to be privileged or confidential by statute or judicial decision, including trade secrets and commercial or financial information, clearly identify those portions. LP&L will honor your notations of trade secrets and confidential information and decline to release such information initially, but please note that the final determination of whether a particular portion of your RFI is in fact a trade secret or commercial or financial information that may be withheld from public inspection will be made by the Texas Attorney General or a court of competent jurisdiction.

ANTI-LOBBYING PROVISION

DURING THE PERIOD BETWEEN THE RFI SUBMISSION DATE AND PRESENTATIONS, RESPONDENTS, INCLUDING THEIR AGENTS AND REPRESENTATIVES, SHALL NOT DISCUSS OR PROMOTE THEIR RFI WITH ANY MEMBER OF LP&L’S UTILITY BOARD MEMBERS, LUBBOCK WATER ADVISORY COMMISSION MEMBERS, CITY COUNCIL MEMBERS, CITY OR LP&L STAFF EXCEPT UPON THE REQUEST OF LP&L’S PURCHASING DEPARTMENT IN THE COURSE OF LP&L’S-SPONSORED INQUIRIES, BRIEFINGS, INTERVIEWS, OR PRESENTATIONS.

This provision is not meant to preclude respondents from discussing other matters with LP&L Utility Board, City Council members or LP&L staff. The policy is intended to create a level playing field for all potential respondents, assure that decisions are made in public, and to protect the integrity of the RFI process. Its purpose is to stimulate competition, prevent favoritism and secure the best work and materials at the lowest practicable price, for the best interests and benefit of the taxpayers and property owners. Violation of this provision may result in rejection of the respondent’s RFI.

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