INFORMAL QUOTES - Mailing Services - Utility Billing

The City of University Park is seeking informal quotes for solicitation 2027-02 to secure a turnkey solution for comprehensive utility bill printing, mailing, and electronic image archiving services for approximately 8,300 accounts. The contract is for a one-year term beginning in October 2026, with two optional annual renewals. The selected vendor will be responsible for the full print-and-mail lifecycle, including printing on 24-pound white paper, folding, sealing, and providing single-window reply and pre-addressed remittance return envelopes. Key technical requirements include NCOALink address verification, presorting for postal rates, and maintaining secure cloud-based archiving of all bill images for at least 24 months. The vendor must also coordinate with digital billing partners WaterSmart and Invoice Cloud to ensure consistency and manage paperless billing suppression. Proposals are due by September 29, 2026, at 3:00 PM, and will be evaluated based on pricing, operational efficiency, reference feedback, and other staff-determined factors. Required submission documents include combined certifications and a Conflict of Interest Questionnaire. Awardees must comply with Texas House Bill 1295 regarding the disclosure of interested parties and adhere to ADA non-discrimination standards. Additionally, contractors must provide evidence of Commercial General Liability, Business Auto Liability, and Workers' Compensation insurance, with policies written on a primary and non-contributory basis. Invoicing is handled monthly with Net 30 payment terms, and the City expects total annual service costs to remain under 100,000 dollars.