Utility Printing, Sorting, and Mailing Services

The City of Tampa is seeking proposals for a comprehensive Utility Printing, Sorting, and Mailing Services contract (RFP #25-P-00120) to be implemented in two distinct phases. The primary objective is to secure an all-in-one solution for printing, sorting, stuffing, postage, and mailing of monthly utility bills, utility letters, and related documents for the City's Water Department. The successful proposer must demonstrate capabilities in traditional bill printing and electronic billing options, with a phased approach that includes a utility bill redesign and e-bill implementation. Daily service requirements include processing approximately 9,000 utility bills and 2,000 collection letters, with the vendor responsible for receiving electronic bill files, printing, envelope stuffing, and postal delivery. The RFP was released on March 24, 2025, with a pre-proposal conference scheduled for April 7, 2025, and proposals due by May 16, 2025, at 2:00 PM. Evaluation criteria will include cost (10%), firm's relevant experience (30%), project team qualifications (15%), responsiveness to scope of services (20%), criminal history screening practices (5%), and WMBE/SLBE participation (20%). Proposers must have been in business for at least five years, demonstrate experience with utility billing software, and provide relevant municipal service references.

The procurement includes significant emphasis on Minority and Small Local Business Enterprise (W/MBE and SLBE) participation, with up to 20 points available in the evaluation process for diversity and inclusion efforts. Proposers must submit specific documentation, including Forms MBD-10, 20, and 50, to demonstrate good faith efforts in including City of Tampa certified W/MBE and SLBE firms. The contract anticipates a three-year initial term with the possibility of two additional two-year renewals. Proposers must also meet comprehensive ADA accessibility requirements, including providing an Accessibility Conformance Report based on WCAG 2.1 Level AA standards and a Supplemental Accessibility Report detailing evaluation methods and accessibility features. While no incumbent vendor is specifically mentioned, the City requires a vendor capable of seamlessly taking over all printing and mailing services without delay. The procurement has a budgeted amount of $1,000,000, with detailed pricing proposals required for various services including bill processing, envelope handling, printing, and postage. Additional requirements include criminal history screening practices and the ability to integrate with existing city utility billing infrastructure.