Return_Envelope.pdf

This is a Return Envelope specification document for the City of Gallup, New Mexico's Request for Proposal for comprehensive data processing, print, and mail services supporting approximately 10,600 utility billing accounts. The procurement requires vendors to process utility account data, produce high-volume variable data printing in black and full color with double window envelopes, apply intelligent mail barcode processing, and deliver bills via USPS First-Class Mail within one business day of file receipt. The vendor must handle approximately six billing cycles per month across 13 billing files per cycle, including regular bills, final bills, and off-cycle bills, while accepting data from IBM AS/400 systems via secure file transmission with PGP encryption. The question deadline is May 14, 2026, with proposals due May 28, 2026, at 2:00 p.m. through the City's OpenGov eProcurement Portal. The contract term is one year with automatic renewal for up to seven additional one-year terms, subject to performance and funding availability.

The RFP utilizes a 100-point evaluation system assessing company experience and capacity (15 points), technical approach and methodology (25 points), digital capabilities and innovation (15 points), security and compliance (15 points), reporting and customer support (10 points), and cost proposal (20 points). New Mexico resident business and resident veteran's business preferences of up to eight percent and ten percent of total points apply with valid certification. Mandatory vendor qualifications include a minimum of five years serving comparable-capacity clients, continuous business operation for at least ten years with documented client retention, and stable principal ownership for three years. Pricing must remain firm and fixed for the contract term with a maximum of two price escalations per contract period requiring supporting documentation. Required insurance includes Worker's Compensation (statutory), Comprehensive General Liability of $1,000,000 per occurrence, and Comprehensive Automobile Liability of $1,000,000 bodily injury per person, with the City named as additional insured. The City is a non-taxable entity on tangible goods and retains audit rights before and after payment.