RFP for The Management and Distribution of Customer Utility Refund Checks

The Public Utility Commission of Texas (PUCT) is issuing a Request for Proposals for a contractor to manage and distribute utility refund checks on behalf of the agency under Texas Administrative Code 25.107. The procurement seeks a single contractor to handle all aspects of refund distribution operations, including opening and maintaining designated bank accounts, ordering checks, preparing mailings, processing returned checks, operating a toll-free customer inquiry line, and submitting monthly reconciliation reports. Each distribution event is anticipated to involve fewer than 500,000 dollars and comprise between 50 and 3,000 checks, with the PUCT expecting two to three distributions over the four-year contract period, though no minimum or maximum is guaranteed. Qualified proposers must demonstrate a minimum of three years' experience in related refund distribution or similar services, provide evidence of financial capability, and submit a notarized conflicts-of-interest statement. Proposals are due June 18, 2026, at 10:00 a.m. Central Time, with post-proposal interviews scheduled for July 1-3, 2026, staff recommendation for selection on July 15, 2026, and contract approval on July 20, 2026. The contract term begins September 1, 2026, for four years with no renewal options. Evaluation will be based on proposal substance and methodology (40 percent), competence and knowledge (40 percent), and proposed compensation (20 percent), with Texas vendor preference applied to proposers incorporated in Texas or maintaining an established physical presence in the state.

Contractors must comply with VetHUB subcontracting goals of 26 percent veteran-owned business utilization. Compensation will be calculated on a per-check basis, with potentially different rates assigned for Utility Deposit Refunds versus Other Utility Refunds, and payment will be derived from proceeds of a retail electric provider's irrevocable standby letter of credit. The contractor will receive 50 percent of fees upon completion of the initial distribution and the remaining 50 percent upon final distribution and remittance of unclaimed funds to the Texas Comptroller. The contractor must maintain separate bank accounts for the two refund types, holding funds for one year for Utility Deposit Refunds or three years for Other Utility Refunds before remitting them to the state. No incumbent vendors or current contractors are identified in the procurement documents. The total contract value is not explicitly stated in the available documentation, though individual distributions are expected to each be less than $500,000, making the overall contract value dependent on the frequency and size of actual distribution events over the four-year period.