Utility Billing and Lockbox Services

Closed State & local contract opportunity

Solicitation number
13-25
State
Florida
Responses due

Opportunity facts

UNSPSC codes
Show all 23
Point of contact

Opportunity details come from procurement.opengov.com. Updated .

About this opportunity

Written by GovTribe AI ·

The City of Clearwater is seeking utility billing and lockbox services through Request for Proposal (RFP) 13-25, targeting vendors capable of comprehensive utility billing management. The procurement encompasses printing, processing, and mailing utility bills, along with daily lockbox services for collecting and processing mailed utility bill payments. Current monthly service volumes include approximately 71,000 bills printed, with 3,000-5,000 printed daily, and the city is open to potentially awarding contracts to two separate vendors. The initial contract term is planned from May 2025 through April 2028, with potential for two additional two-year renewals. Proposals are due on February 19, 2025 at 10:00 am local time, with an anticipated award recommendation during the week of March 24, 2025, and expected City Council authorization in April 2025. Vendors must demonstrate extensive experience, provide professional references, meet comprehensive insurance requirements, and comply with specific technical specifications. The city currently uses Cayenta Utility Billing Software and plans to transition to Cognos for generating PDF bills in May 2025.

The RFP does not explicitly mention specific set-aside designations for disadvantaged enterprises. Current incumbent vendors include InfoSend, Inc. and Catalis Payments, LLC, who are providing various utility billing and payment processing services. The existing technology infrastructure requires vendors to be compatible with Cayenta Utility Billing Software and prepared for the upcoming transition to Cognos. Pricing will remain firm for the initial three-year term, with potential price adjustments limited to the Consumer Price Index (CPI-U) during renewal periods. While specific budget ranges are not directly stated, monthly invoices from current vendors suggest service costs ranging from approximately $2,000 to $33,000 per month. Vendors must also provide electronic payment processor agreements, maintain detailed records, and comply with additional requirements such as E-Verify system compliance and anti-human trafficking laws. The city currently has a 50% adoption rate for paperless billing, presenting potential opportunities for digital service expansion.

Opportunity text

The City of Clearwater Utility Customer Service Department is looking for vendor(s) to offer utility billing services, including printing, processing, and mailing, as well as lockbox services for the daily collection and processing of mailed utility bill payments.

Files

File Type Posted
Attachment_G_-_Recent_Invoices.pdf PDF
Billing_Samples_and_Envelopes_without_black-out.pdf PDF
Attachment_E_-_Catalis_November_Statement.pdf PDF
Attachment_D_-_InfoSend_December_Statement.pdf PDF
Utility_Billing_and_Lockbox_Services.pdf PDF
Attachment_B_-_LockBox_Data_FY24.xlsx XLSX spreadsheet
Attachment_A_-_Bill_Count_FY24.xlsx XLSX spreadsheet
Attachment_C_-_Billing_Samples_and_Envelopes.pdf PDF

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