RFP - Utility Billing Services

The City of Jacksonville has issued a Request for Proposals (RFP) for Utility Billing Services, seeking a qualified firm to handle monthly printing and mailing of utility bills for the jurisdiction. The primary objective is to secure a vendor capable of receiving secure PDF files, printing approximately 14,000 utility bills monthly on 8.5 x 11-inch stock with a tear-off payment stub, and completing post office mailings by the end of the next business day. Key deliverables include graphic capabilities to apply the city's seal, selective inserting of return envelopes and monthly informational inserts, and a comprehensive quality verification process before mailing. The RFP requires vendors to demonstrate technical proficiency in file transmission, printing, and mailing services, with proposals evaluated on multiple factors including experience, qualifications, technology, resources, and innovative process improvements. Proposals are due by 5:00 PM on October 15, 2025, and must be submitted to Trudy Parmeter, Revenue Manager, at PO Box 128, Jacksonville, NC 28541, with the initial contract term proposed from February 1, 2026, through January 31, 2027, and potential for four additional one-year renewals.

The RFP does not explicitly specify set-aside designations or restrictions for disadvantaged enterprises. The document includes comprehensive terms and conditions that require vendors to maintain specific insurance coverages, including Commercial General Liability (minimum $1,000,000 per occurrence), Professional Liability Insurance, Worker's Compensation, and Commercial Automobile Insurance. Vendors must also comply with E-Verify regulations and non-discrimination policies. While specific budget ranges are not detailed, the RFP indicates a requirement for a comprehensive pricing structure covering per-bill printing and mailing costs, setup fees, technical services, e-billing options, and insert capabilities. The contract includes a non-appropriation clause, meaning continued funding is contingent on annual City Council budget approvals, with the ability to terminate the contract if necessary funding is not granted. The city reserves the right to reject any and all submittals, suggesting a competitive and flexible procurement approach.