RFP 26-32 Utility Billing and Mailing Services

The City of Huntsville, Texas is requesting proposals for utility billing and mailing services under RFP 26-32, with proposals due August 20, 2026 at 2:30 p.m. Central Time. Addendum No. 1 was posted on August 20, 2026 and must be acknowledged in all bid submissions.

The scope covers monthly printing, folding, inserting, and mailing of approximately 9,650 regular utility bills and 1,950 delinquent notices. The vendor must integrate with the City's Incode utility billing software via SFTP file transfer, maintain a secure online bill presentment portal for City staff to search and view bills, and provide postal manifests. Bill files will be uploaded on or around the second Friday and third Tuesday of each month. The vendor must complete the first production run within 30 days of award and maintain a 24-hour turnaround time from file upload (8 a.m. to 5 p.m.) with next-day delivery. Bills are single-page documents on 22# paper with 92–98 brightness; monthly inserts vary by quarterly requirements. The vendor must maintain a 12-month online archive accessible to City staff and submit pricing on a per-unit basis with all miscellaneous fees included.

The contract runs October 1, 2026 through September 30, 2027, with four optional one-year renewals through September 30, 2031. The incumbent is Matrix Imaging Solutions LLC with current annual costs of approximately $100,500. The City will advance-fund postage prior to each mailing and currently pays $0.64 per piece for regular bills and $0.67 per piece for delinquent notices. Liquidated damages of $1,000 per calendar day apply for delays resulting from vendor fault or missed mailing dates, which may trigger immediate service cancellation.

Evaluation weighs qualifications and experience (35 points), scope understanding (20 points), references and completeness (20 points), and price (25 points). Vendors must provide three references preferably from Texas municipalities or counties and hold Commercial General Liability at $1 million per occurrence / $2 million aggregate, Commercial Automobile Liability at $300,000, and Professional Liability at $1 million per occurrence / $2 million aggregate. Form 1295 Certificate of Interested Parties is due within seven business days of award.