Utility Billing Print Services

The City of Wichita is soliciting proposals for utility billing print services for its Public Works & Utilities Department, with written questions due November 16, 2026 at 5:00 p.m. and proposals due December 18, 2026 at 10:00 a.m. The solicitation is RFP 260274, issued by the Finance Department's Purchasing Division, and responses are submitted electronically through the City's Procurement Portal. Small & Emerging Business Enterprise (S/EBE) program participation is a scored evaluation factor and a mandatory submission element, requiring S/EBE participation documentation.

The scope covers printing and mailing approximately 5,500 utility bills per cycle (113,000 monthly), averaging 1 to 150 daily letter files with peak volumes of 24,000 letters over two-week periods in late spring, and 1 to 3,500 daily postcards. Required capabilities include 24-hour FTP or web data transmission, file processing and merging, CASS certification for address verification and postal sorting, NCOA compliance, job tracking, paper and envelope inventory management, and disaster recovery planning. Inputs are PDF files, with PostScript, Metacode, and PDF outputs.

Minimum qualifications include five years' experience providing similar services, experience with projects of comparable size and complexity, Kansas Secretary of State registration before contract execution, and capacity to obtain required bonds, insurance, and escrows. Required coverage includes Commercial General Liability of $1 million per occurrence and $2 million annual aggregate, Comprehensive Automobile Liability of $1 million each occurrence, statutory Workers' Compensation, and Employers Liability of $1 million per accident. The City must be named as primary and non-contributory additional insured.

Pricing must be itemized across setup, paper supplies, printing, data fees, address blocking, inserts, bulk-rate postage, miscellaneous fees, and unit costs for bills, postcards, and letters. Proposers also submit not-to-exceed fees with hourly billing rates.

The contract term is one year with four optional one-year renewals under the same terms and conditions, subject to mutual agreement. Either party may cancel with thirty days' prior written notice.

Proposals are weighted as follows: project understanding and presentation (30%), technical qualifications and resources (30%), ability to meet proposal terms and conditions (10%), references and past performance (10%), cost (10%), and S/EBE participation (10%). Optional oral presentations are part of evaluation.

Addenda are posted November 20, 2026. Evaluation and optional oral presentations are scheduled for January 2027, with tentative City Council approval in March 2027.