RFP for The Management and Distribution of Customer Utility Refund Checks

The Public Utility Commission of Texas (PUCT) is soliciting proposals to manage, process, and distribute customer utility refund checks under Texas Government Code Chapter 2155 and Texas Administrative Code § 25.107, with the contract term set at four years unless terminated earlier. The solicitation, numbered 473-26-00005, was released on May 18, 2026, with submissions due by June 18, 2026, at 10:00 a.m. Central Time, and must be sent via email to [email hidden]. Proposals must be structured in four formats—PDF and Word versions with and without compensation details—limited to 50 pages excluding resumes and financial documentation, and must include a completed information sheet, all required certifications, and attachments as specified. Evaluation is based on proposal substance and methodology (40%), competence and relevant experience (40%), and pricing, which is scored relative to the lowest bid. Passing thresholds include a minimum "C" rating in the state Vendor Performance Tracking System, clean reference checks, and no history of non-performance. The Contractor must operate under strict compliance with federal and state regulations, including the Drug-Free Workplace Act, OSHA standards, ADA, and Texas Government Code provisions on lobbying, human trafficking, and public servant conduct. A warranty of no gifts or favors to public servants is mandatory, and all deliverables become the exclusive property of the PUCT upon acceptance. The Contractor is required to establish specialized bank accounts within 20 days of notification, with one holding funds for one year under a positive pay system and ACH debit block for utility deposit refunds, and another set of accounts holding other utility refund funds for up to three years with similar safeguards in the first year. Refund checks, limited to $500,000 per distribution and numbering between 50 and 3,000, must be prepared using PUCT-provided templates and mailed with an attached explanation letter. Distribution must occur within 20 days of fund receipt. Payment is structured in two installments: 50% after the initial distribution and the remaining 50% after all funds are disbursed and unclaimed amounts are remitted to the Texas Comptroller. Invoices require detailed information including vendor ID, service description, performer name, PUCT administrator details, and a compliance statement, submitted via email or mail