Large Volume Bill Print, Mail, and Electronic Bill Presentment (EBP)

The City of Grand Rapids is issuing Request for Proposal (RFP) #915-58-65 for large volume bill print, mail, and electronic bill presentment (EBP) services, targeting utility and municipal billing processes for approximately 82,800 water/sewer accounts in Kent County, Michigan. The procurement seeks a qualified large-volume print and mail company capable of handling comprehensive billing services, including bill printing, mailing, and online presentment, with an expected monthly generation of 36,000 bills. Key technical requirements include XML file processing, postal optimization, electronic bill presentment, and 24-month bill archiving capabilities. Vendors must demonstrate experience with utility billing systems like Cayenta, BS&A, and Accela, and provide robust reporting tools with data encryption and postal efficiency strategies. The RFP was released on July 1, 2025, with proposal submissions due by July 31, 2025, at 11:00 am EDT, and an initial contract term of one year with options for two additional one-year renewals. Evaluation will be comprehensive, allocating 100 points across categories including company qualifications, references, technical approach, key personnel, and cost.

The City of Grand Rapids offers bid discounts ranging from 1% to 5% for businesses demonstrating involvement in strategic activities, which can be combined up to a maximum of 5% or $25,000. These discounts incentivize social equity, economic prosperity, community enrichment, and environmental initiatives, with specific criteria for local workforce participation, minority business enterprise status, veteran-owned businesses, and community partnerships. While no specific incumbent vendor is mentioned, the RFP indicates integration requirements with existing utility billing systems and expects vendors to handle diverse document types including water bills, assessments, tax bills, and notices. Vendors must comply with comprehensive insurance requirements, including General Liability ($1,000,000), Automobile Liability ($1,000,000), and Workers' Compensation, with additional insured endorsements covering city officials and employees. Though a precise budget range is not specified, the annual print volume of 614,749 documents in 2023 suggests a substantial contract value for the selected print and mail services provider.