Utility Invoice

The Texas Department of Public Safety is requesting bids for utility invoice processing services under IFB 405-26R0012764, with proposals due June 24, 2026 at 5:00 p.m. Central Time and anticipated award on July 1, 2026.

The contract encompasses digital imaging, compliance stamping, receipt verification, validation, exception management, and data transmission for utility invoices to support the state's accounts payable operations. Services include electronic data interchange processing, paper billing processing, and other electronic means processing; an optional State Energy Conservation Office reporting service priced per site is available. The vendor must operate off-network, providing CSV files for daily upload into the state's CAPPS system, with supporting documentation manually attached within CAPPS by state personnel. Delivery location is DPS Headquarters at 5805 North Lamar Boulevard, Austin, Texas 78752.

The contract term is three years from the effective date, with DPS reserving the right to extend for an additional six-month period for re-advertising or transitioning. DPS guarantees no minimum compensation and will only authorize invoice submission after the Contract Monitor approves acceptance of services.

Bidders must submit financial documentation demonstrating solvency and capacity to perform, including audited financial statements for the previous two years or a Dun & Bradstreet Business Information Report. Pricing submissions are required on a Mandatory Pricing Schedule. A mandatory HUB (Historically Underutilized Business) Subcontracting Plan under Texas Government Code Chapter 2161 applies, with vendors required to submit monthly progress assessments.

Submission is electronic to DPS_Solicit_Response@dps.texas.gov or via the optional DPS Online Bid Room. Bidders must submit Forms W-9, AP-152, and Direct Deposit Authorization; the Information and Certifications Form covering HUB status, ethics compliance, debarment status, and executive order certifications; and a Verification of Experience form documenting three years of relevant project history. DPS will evaluate responses using a best value standard considering past performance metrics from the Vendor Performance Tracking System. DPS reserves the right to reject any or all bids, waive minor informalities, and negotiate with a sole qualified bidder.