Utility Bill Printing and Mailing Services

Sarasota County, Florida has issued a Request for Proposals for utility bill printing and mailing services with an anticipated initial contract term of three years. The County seeks a qualified contractor to provide comprehensive design, processing, printing, insertion, and mailing of utility customer account statements, along with transition services, web portal support, technical assistance, and quality assurance activities. The scope includes approximately 12 weeks of setup activities encompassing kickoff meetings, file transmission system installation, software development, billing statement design, and staff training. The contractor must deliver a 24/7 web portal enabling customer access to bill documents, document proofing, real-time job tracking, mail tracking, and email bill delivery capabilities. Printing requirements include utility statements on white bond paper, delinquent account letters on pink paper, and various notices and inserts, with mailing services to be completed within 24 to 72 hours of file receipt using USPS bulk mail processing with address validation and Intelligent Mail barcoding. Proposers must demonstrate prior experience providing revenue billing services for governmental entities of comparable size and complexity to Sarasota County and preferably possess integration experience with the UMAX Customer Information System. The contractor must maintain a redundancy site capable of redirecting and resuming all services including file processing, printing, distribution, file repository, and web portal functionality. Insurance requirements include Workers' Compensation ($500,000 limits), Commercial General Liability ($1,000,000 per occurrence), Business Automobile Liability ($1,000,000 combined single limit), and Cyber Liability ($1,000,000 per claim). The solicitation was released on the OpenGov Procurement platform with a proposal due date of April 6, 2026, and questions must be submitted through the OpenGov Procurement Q&A portal.

The contract is funded through grant funding, which precludes local and American business preference considerations and set-asides for disadvantaged enterprises. No incumbent vendor was identified in the solicitation documents, though the County conducted direct vendor outreach to eight known potential qualified service providers prior to the public posting on February 24, 2026. The contractor must ensure full compatibility with the County's existing utility billing software systems and integrate with the UMAX Customer Information System infrastructure. All equipment, labor, materials, supplies, and software licensing must be furnished by the contractor, with compensation structured as hourly rates and detailed direct expense costs to be provided by proposers. Short-listed proposers will be required to participate in presentations or interviews at the County's discretion, either in Sarasota, Florida or virtually. No specific budget or award value range was disclosed in the available solicitation documents, with all financial information to be furnished directly by responding contractors.