Utility Bill Printing and Mail Services

The City of Olathe, Kansas, through Johnson County, has issued a Request for Proposals (RFP) numbered RFP-25-0076 for Utility Bill Printing and Mail Services, seeking a qualified vendor to manage the comprehensive end-to-end process of utility bill production and distribution. The procurement covers printing, inserting, mailing, and online presentation of approximately 27,000 monthly utility bills across four billing cycles, along with 5,477 monthly service interruption notices. Key deliverables include printing bills on white 60# paper (8" x 11") using specific Pantone colors (Blue PMS 294, Orange PMS 152, Black), producing #9 remittance envelopes, and developing an online bill viewing system with customization capabilities for city staff. The successful contractor must deliver bills to the Post Office by noon one day after receiving the data file and provide digital bill presentation with electronic notification management. Proposals are due online through Bonfire by October 6, 2025, at 5:00 PM CST, with questions accepted until September 24, 2025, and the city anticipating interviews and demonstrations in October 2025 and potential City Council approval in November 2025.

The RFP does not explicitly outline specific set-aside designations or restrictions for disadvantaged enterprises. The current utility billing landscape shows that approximately 41% of water bills are already issued electronically, with an anticipated continued reduction in paper billing over time. While no specific budget range is mentioned, the city is open to alternative proposals that meet their strict guidelines for bill presentation and logo usage. The existing infrastructure includes an e-billing system that the new contractor must integrate with and support, maintaining the current digital transformation trajectory. The city currently processes bills through four monthly cycles with varying volumes: Week one - 6,054 bills, Week two - 7,810 bills, Week three - 4,773 bills, and Week four - 7,820 bills, supplemented by approximately 1,264 service interruption notices per week. The procurement seeks a vendor capable of managing this complex, multi-faceted billing and communication process while adhering to the City of Olathe's precise branding and communication standards.