Utility Invoice

The Department of Public Safety of Texas is soliciting proposals for Utility Invoice Processing Services under solicitation number 26R0012764, with responses due by June 24, 2026, at 5:00 p.m. Central Time. The contract, governed under NAICS code 561410, requires contractors to centralize the processing of utility invoices through either electronic transmission or a physical mailbox as directed, with key deliverables including high-quality digital imaging of all paper invoices, compliance stamping aligned with state prompt payment laws, verification of receipt dates from utility providers, and rigorous validation of billing data. Proposals must strictly adhere to all specifications without modification, and pricing must be submitted on a mandatory schedule detailing per-invoice rates for electronic data interchange, paper billing, and other electronic means, with no minimum compensation guaranteed. The contract term is three years from the effective date, with an option for DPS to extend performance by up to six months for transition or re-advertising purposes, and DPS retains the unilateral right to renew the contract upon prior written notice. Contractors must comply with extensive administrative, security, and legal requirements. All bidders are required to submit completed forms including the W-9, AP-152 for Texas Identification, and a Direct Deposit Authorization Form if choosing electronic funds transfer. Personnel must pass a DPS fingerprint-based criminal history background check, and those handling confidential information must not have felony convictions unless prior written approval is obtained. Contractors are obligated to safeguard sensitive data including Social Security numbers and comply with CJIS Security Policy, Texas Public Information Act, and the Drug-Free Workplace Act. Indemnification clauses require contractors to defend and hold harmless the State of Texas and DPS against claims including intellectual property infringement, and the state maintains the right to audit contractor operations under Texas Government Code. Invoices must be itemized, include the contract number and remittance address, and can only be submitted after written acceptance by the DPS Contract Monitor, with payment governed by the Prompt Payment Act. Evaluation is based on a best value standard defined in Texas law, with past performance serving as a pass/fail gate—vendors with low ratings, corrective action plans, recurring nonperformance, or cancelled purchase orders are ineligible. The contract is subject to termination for unavailability of funds without notice or penalty, for convenience with 30 days' written notice, or immediately for default. All submissions must be in sans serif 12-point font on standard paper, paginated, bookmarked