Data Processing, Print, and Mail Services

The City of Gallup is soliciting proposals under RFP No. 2025/2026/07 for Data Processing, Print, and Mail Services to support the monthly billing of approximately 10,600 residential and commercial utility accounts. These accounts encompass Electric, Water, Sewage, Garbage, Solar, and associated Taxes. The contract requires a vendor to manage the end-to-end process of utility data handling, printing highly accurate and timely bills, and ensuring effective postal distribution. Services include traditional print mailing as well as electronic billing options such as eBilling and SMS notifications, supported by a secure and user-friendly customer web portal. The vendor must incorporate USPS standards involving presort processing, Intelligent Mail Barcodes, and address update services (NCOA and ACS) to maintain delivery accuracy and optimize postage costs. The contract term is one year with the option to renew for up to seven additional one-year periods, contingent on performance and funding availability. Key deliverables include adhering to stringent quality metrics such as 99.9% data processing accuracy, one-business-day turnaround times for print and mail production, and 99% on-time delivery to USPS. Security and compliance are paramount, requiring alignment with the NIST Cybersecurity Framework, SOC 2 Type II certification adherence, data encryption both at rest and in transit, and compliance with FACTA for identity theft prevention. The contractor will maintain detailed audit logs, incident response plans with breach notification within 72 hours, and a five-year record retention policy. Evaluation criteria emphasize technical approach, company experience, digital innovation, security risk management, reporting transparency, customer support, and cost, with a trade-off award process favoring best overall value rather than lowest price alone. The contract mandates committed key personnel throughout its duration and grants the City rights to inspect facilities and audit performance. Submission of the proposal must follow strict electronic delivery protocols through the City’s procurement portal by May 28, 2026, with detailed proposal format and mandatory attachments including insurance certificates, resident preference certifications where applicable, IRS W-9 forms, and a separate cost proposal.