Utility Billing & Invoice Mailing Services

The City of Lawton, Oklahoma is seeking proposals for a comprehensive Utility Billing and Invoice Mailing Services contract through RFP RFPCL25-023. The procurement specifically targets qualified vendors to handle utility bill printing, letter insertion, and invoice mailing services for the city's Utilities and Billing Collections department. The current scope involves processing approximately 30,326 utility bills and 2,400 collection notices monthly, totaling around 392,712 mail pieces annually. Key deliverables include electronic file exchange, printing bills from blank stock, address validation, barcoding outgoing envelopes, and ensuring compatibility with existing scanning equipment. The RFP was issued on April 2, 2025, with proposals due on April 16, 2025 at 2:00 PM CST, and the proposed contract period runs from June 1, 2025 to May 31, 2026, with potential for two twelve-month extensions. Evaluation criteria will likely focus on per-unit pricing, technical capabilities, data security measures, reporting accuracy, and the vendor's ability to handle custom printing requirements within 72 hours.

While no specific set-aside designations were mentioned in the documentation, vendors will need to demonstrate robust data security protocols and technological capabilities. The City will provide postage funding and expects the selected vendor to optimize postage costs. The contract requires comprehensive monthly reporting, form customization abilities, and precise postage accounting management. Potential vendors must have sophisticated printing infrastructure capable of handling high-volume document processing with minimal error rates. Although a specific budget range was not explicitly stated, the annual volume of approximately 392,712 mail pieces suggests a significant contract value. Vendors will be required to provide detailed pricing structures for processed documents, printed inserts, additional envelopes, and related services. The contract appears designed to be awarded to a vendor with sophisticated printing, mailing, and data management technologies that can seamlessly integrate with the City of Lawton's existing systems.