Project Information

Bid Title

Utility Billing Statements-Process File, Print, Insert and Mail Services

Issuing Agency

City of Beaverton

Location

Oregon

Published Date

Aug 11, 2025

Closing Date

Sep 3, 2025

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Project ID:

Title: Utility Billing Statements-Process File, Print, Insert and Mail Services

Addenda: 0

Release Date: 8/11/2025

Due Date: 9/3/2025

Post Information

Posted At:Mon, Aug 11, 2025 1:38 PMSealed Bid Process:Yes (Bids Sealed / Pricing Sealed)Private Bid:No

Overview

Summary

The City of Beaverton (“City”) bills approximately 25,300 water, sewer and stormwater customers on a monthly basis. In addition to regular monthly bills for service, the City also sends out five types of past due statements throughout the month. The five types of past due statements are: past due water, past due sewer, shut offs, final reminders for closed accounts, past due owner letter (sent to the owner if the customer is a tenant). The City generates about 23 files monthly between billing and past due statements.

The City is seeking proposals from qualified consultants (vendors) for the processing, printing, inserting, and mailing of water, sewer, stormwater billing and past due statements. Our current billing software uses PDF as the file format for billing and past due statements. The consultant should be able to receive file data through electronic secure file protocol (sftp) in the format of PDF, .csv, .xlsx, .txt, and adapt to new technologies and formats as they emerge. The consultant will provide formatting, processing, printing in color, stuffing, sorting, labeling, and mailing for the previously mentioned correspondences. They should confirm receipt of file data; process and mail within 24 hours of receipt of files; reconcile the number of bills processed, the number of bills mailed by postal category/rate, and date mailed. Billing and past due statements should be mailed out in a double window security envelope #10 and include a return security envelope #9 along with any inserts when needed. Billing and past due statements should have the City of Beaverton logo on with our return address. In addition, the consultant should accept preprinted inserts; accept electronic inserts that the consultant will print in black and white or in color; and send proofs when there are changes to the format and layout of billing and past due statements.

Timeline

Advertisement and Release of Proposals:

August 11, 2025

Deadline for RFP Protests or Requests for Changes:

August 18, 2025, 4:00pm

Question Submission Deadline:

August 27, 2025, 5:00pm

Deadline for Submission of Proposals:

September 3, 2025, 2:00pm

Interviews (If necessary):

September 15, 2025

Award of Contract by Contract Review Board:

October 7, 2025

Commencement of Services:

November 1, 2025

Commodity Codes

• NAICS 541611Administrative Management and General Management Consulting Services

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