Lockbox Services

The City of Palm Bay, Florida is requesting sealed bids for lockbox services supporting its Utilities Department under ITB 8-42-ITB-26, with bids due October 20, 2026. The scope covers processing of approximately 58,000 utility, sanitation, and stormwater accounts billed monthly across five billing cycles, plus approximately 23,500 stormwater-only accounts billed annually.

Bidders must submit unit pricing for ten standard lockbox processing services: cash remittance payments, electronic items processing, check processing, file fees, exception items, deposit expenses, item processing, multiples processing, remittance images, and research requests. Pricing must be provided in two tables — Table 1 capturing standard lockbox processing fees based on estimated monthly volumes, and Table 2 accounting for any additional service charges including setup, one-time, and recurring monthly fees. The Total Bid Price from the sum of both tables determines the lowest responsive and responsible bidder. Blank line items are interpreted as no charge for that service.

The contract term is twelve months from the award date, with an option to extend for four additional twelve-month periods by mutual written consent, up to a cumulative total of sixty months. Beginning in the second through fifth years, the contractor may request annual price adjustments capped at the Consumer Price Index rate and requiring written justification and Chief Procurement Officer approval.

Insurance requirements are substantial: Commercial General Liability ($1 million per occurrence / $2 million aggregate), Commercial Crime Coverage ($100,000 minimum), Professional Liability or Errors and Omissions ($1 million aggregate, $5,000 deductible maximum), Cyber Liability ($1 million), and Workers' Compensation per Florida statute with Employers' Liability coverage at specified limits. All policies must name the City as additional insured.

In cases of tied bids, preference is given first to Drug-Free Workplace-certified vendors under Florida Statutes Section 287.087, then to local vendors with principal places of business in Palm Bay, then Brevard County, with remaining ties decided by drawing lots. Bidders must provide a minimum of three professional references currently providing similar services, submit a non-collusion affidavit, a human trafficking affidavit, and a drug-free workplace certification. The City reserves the right to accept or reject any bid and may award sections individually or collectively. Bids remain irrevocable for ninety days following the opening date.