Utility Invoice

The Texas Department of Public Safety (DPS) issued Invitation for Bids (IFB) 405-26R0012764 to procure Utility Invoice Processing Services for DPS facilities located at 5805 N. Lamar Blvd, Austin, TX 78752. The successful contractor must provide comprehensive digital imaging of paper utility invoices, compliance stamping in accordance with state prompt payment law, receipt verification, data validation, exception management, and delivery of validated electronic accounts payable files to DPS via a secure web-based application. The contractor will generate a CSV file each morning for uploading into the CAPPS system, with DPS staff manually attaching supporting files within the system. Bidders must submit pricing on a Mandatory Pricing Schedule specifying cost per invoice processed for three service methods: Electronic Data Interchange, Paper Billing, and Other Electronic Means, plus optional State Energy Conservation Office Reporting service priced per site. 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 transition purposes. Electronic responses are due no later than 5:00 P.M. Central Time on June 5, 2026, submitted to DPS_Solicit_Response@dps.texas.gov or via the DPS Online Bid Room. Questions must be submitted by May 21, 2026, with responses posted by May 26, 2026, and courtesy HUB Subcontracting Plan reviews due by May 29, 2026, with an anticipated contract award date of June 19, 2026. Evaluation will follow the best value standard under Texas Government Code with consideration of past performance, vendor performance tracking scores, reference checks, financial stability documentation (audited financial statements for two prior years, Dun & Bradstreet report, or detailed financial statement), resumes of key personnel, minimum three references with contact information and project details, and a comprehensive business continuity and disaster recovery plan.

Responses must include a mandatory HUB (Historically Underutilized Businesses) Subcontracting Plan demonstrating good faith efforts to utilize Texas-certified HUB vendors, with failure to submit this plan rendering the response non-responsive; bidders with expected contract values of $100,000 or more must identify specific subcontracting opportunities and percentages allocated to HUB and non-HUB vendors. All respondents must complete extensive certifications and forms including the Information and Certifications Form, Standard Terms and Conditions, Direct Deposit Authorization Form, Application for Texas Identification Number (AP-152), W-9 Form, Verification of Experience, and IT Standards and Requirements documentation. Contractors must maintain compliance with DPS's comprehensive performance requirements, including background check requirements with fingerprint-based criminal history investigations for all personnel with physical or logical access to DPS facilities, adherence to federal and state laws, Drug-Free Workplace Act requirements, E-Verify system utilization, and Executive Order GA-48 compliance regarding foreign ownership restrictions. The contractor must also comply with Criminal Justice Information Services (CJIS) Security Addendum requirements if accessing sensitive federal criminal justice data, and demonstrate proof of certification to conduct business in Texas. DPS guarantees no minimum compensation and will only pay upon written approval from the Contract Monitor that services have been accepted; all responses remain valid for 180 days after solicitation opening. No incumbent vendor or existing contract value is specified in the solicitation materials.