Warehouse Supply & Inventory Management Solution

The Village of Schaumburg, Illinois, located in Cook County, is seeking proposals for Water Billing Print and Mail Services through a competitive Request for Proposal (RFP) process. The procurement (2023-RFP-031) aims to secure a full-service vendor to handle approximately 24,000 monthly water bills, including 7,300 E-bills, and 730 monthly delinquent water shut-off notices. The selected contractor will be responsible for receiving water billing account data in XML format from the Village's Tyler Munis ERP software, merging data into invoices, printing bills and notices, and ensuring timely mailing that adheres to USPS regulations. Key deliverables include processing bills between the 22nd and 25th of each month, guaranteeing delivery by the 1st of the following month, with bill due dates on the 20th. The initial contract term will be three years, from May 1, 2023, through April 30, 2026, with an option to extend for one additional year. Proposals are due by March 24, 2023, at 10:00 am via the Village's e-Procurement Portal (OpenGov), and the current contract with Sebis Direct expires on April 30, 2023.

The RFP does not specify explicit set-aside designations or restrictions on respondent types. Pricing will be structured on a per-unit basis, covering all costs including form development, data processing, printing, distribution, and postage coordination. The Village allows for a one-time economic adjustment not exceeding the local Consumer Price Index for each contract extension, and the contract remains subject to annual budget appropriations. While specific budget ranges are not disclosed, the volume of approximately 24,000 monthly bills suggests a substantial annual contract value. The procurement requires technical integration with the Village's existing Tyler Munis ERP software for data transfer and processing. Vendors must demonstrate capability in high-volume printing, precise optical character recognition (OCR) capabilities, and compliance with detailed coupon and billing document specifications as outlined in the accompanying technical documents. The successful contractor will need to show expertise in remittance processing, bill design, and adherence to strict technical requirements for efficient and accurate billing services.