P034-26 Printing and Mailing Services for Utility Bills and Reminder Notices

LEGAL NOTICE
AND
REQUEST FOR PROPOSALS
P034-26
The Brownsville Public Utilities Board (BPUB) is requesting Competitive Sealed or
Electronically submitted Proposals (hereon styled "RFP") for Printing and Mailing Services for
Utility Bills and Reminder Notices. BPUB's Purchasing Office located at 1155 FM 511, Olmito,
Texas, will accept RFP's from qualified firms until 5:00 PM, April 8, 2026. RFP's received
after this time will not be considered.
RFP's will be publicly opened and read aloud on April 9, 2026 at 10:00 AM. Firms can
call in at 10:00 AM, April 9, 2026 to (956) 214-6020 to listen to the proposal opening.
Brownsville Public Utilities Board utilizes the Texas Purchasing Group to post Request for
Proposals (RFP) and bid opportunities. Registration is available at
https://www.bidnetdirect.com/texas/brownsville-pub, if you haven't already registered.
Detailed specifications may be obtained at Brownsville Public Utilities Board website at
https://www.brownsville-pub.com/rfp_status/open/.
Please mark on the outside of the envelope and on any carrier's envelope: "Sealed
Proposal for Printing and Mailing Services for Utility Bills and Reminder Notices, P034-26,
April 8, 2026, 5:00 PM", c/o Diane Solitaire, Purchasing Department, 1155 FM 511, Olmito,
Texas 78575.
The BPUB will not be responsible in the event that the U.S. Postal Service or any other
courier system fails to deliver the sealed proposal package to the BPUB Purchasing Office by the
given RFP deadline above. Bids will be accepted via electronic transmission only through
Bidnet.
BPUB reserves the right to reject any or all responses and to waive irregularities contained
therein and to accept any response deemed most advantageous to the BPUB.
Diane Solitaire
Purchasing and Materials Manager
Brownsville Public Utilities Board
(956) 983-6366 - Phone
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INSTRUCTIONS TO PROPOSERS
Please submit this page upon receipt.
ACKNOWLEDGEMENT FORM
P034-26 Printing and Mailing Services for Utility Bills and Reminder Notices
For any clarifications, please contact Marisela Gaytan at the Brownsville Public Utilities Board,
Purchasing Department at (956) 983-6365 or via e-mail at MaGaytan@brownsville-pub.com.
Please e-mail this page upon receipt of the legal notice.
Check one:
( ) Yes, I will be able to send a RFP; obtained RFP package from website.
( ) Yes, I will be able to send a RFP; please email the RFP package.
Email:
( ) No, I will not be able to send a RFP for the following reason:
If you are unable to send your proposal, kindly indicate your reason for "No response" above and
return this form via email to MaGaytan@brownsville-pub.com. This will ensure you remain
active on our vendor list.
Date:
Company:
Name:
Address:
City: State: Zip Code:
Phone:
Fax:
Email:
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REQUEST FOR PROPOSAL
Printing and Mailing Services for Utility Bills and Reminder Notices
GENERAL BACKGROUND
The Brownsville Public Utilities Board (BPUB) is a municipally owned utility, currently providing
electric, water and wastewater utility services to approximately 73,500 customers, generating an
equal number of bills every month. The customers are offered the option of receiving their bill via
email or thru regular mail. Every month approximately 62,500 bills are sent out by mail.
Additionally, BPUB sends out, by mail, reminder notices to past due accounts, amounting to
approximately 13,300 notices a month. On average BPUB mails 75,800 mail pieces per month.
There are 20 billing cycles in a month. Commonly, cycles are billed daily from Monday through
Friday, and are printed and sent out the following business day. Approximately 3,000 bills and
reminder notices are printed every day. The bills past due date is set 20 days after the bill generated
date. To comply with city ordinance the bills must be sent out to the customers (issued) no later
than 5 days after billed (City of Brownsville, Texas - Code of Ordinances, Chapter 102 - Utilities,
Article III. - Rates and Charges, Division 1. - Generally, Section 102-76. - Penalty for delinquent
payment, "The net due date of the utility bill will be 15 calendar days after issuance").
PURPOSE
It is the intention of the BPUB to contract with a qualified Firm to provide all labor, equipment,
materials, configuration of bills and reminder notice reports, system interfacing, printing and mail
services for utility bills and reminder notices for non email billed BPUB customers.
SCOPE OF SERVICES
1. Print and mail an estimate amount of 750,000 bills and 160,000 reminder notices in a 12
month period, following a billing schedule composed of 20 cycles per each month. The
bills and reminder notices must be printed and sent out to the post office the following
business day after the generation date.
a. BPUB handles approximately 75,800 mail pieces per month, distributed throughout
the month, ranging in production from 500 to 8,500 mail pieces in one day.
b. Amount of daily mail pieces may be increased up to 10 times.
2. Approximatly 90% of bills are 2 sheets/4 pages, 9% are 3 sheets/6 pages and 1% is more
than 3 sheets or requires to be household merged/purged into the same envelope.
3. The printing and mailing of utility bills and reminder notices must include:
a. Print file manipulation
b. Equipment
c. Materials
d. Laser or Inkjet printing
e. Payment of all required postage
f. Return of final digital file for each bill.
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4. Bills typically include an insert/flyer or additional information of up to 4 pages. Insert/flyer
must be printed and placed in the bill.
5. The selected Firm must conform with automation criteria for postal discount rates, apply
the minimum required postage for Bulk Rate Mail, or provide the most economical method
for the utility bills and reminder notices, and shall inform BPUB of any changes in postal
regulations and rates. Postage shall be billed at actual cost. To ensure the fastest delivery
to the residents of Brownsville, the Firm is required to utilize the closest United States
Postal Service (USPS) Distribution Center.
6. The BPUB may also require special off-cycle (outside of the routine utility billing cycle)
mailings to customers which may amount to less than 500 bills for one day.
7. As a quality control measure, the BPUB will provide the totals and counts with each file
sent for production. Selected Firm will implement a program to ensure output matches the
totals and provide confirmation of the completion.
8. The BPUB does not guarantee to purchase any minimum or maximum quantity but does
contemplate purchasing exclusively during the term of the contract from the successful
Firm(s).
SPECIFICATIONS
The Firm must meet, or exceed, the following requirements:
1. The Firm's business shall be located in an established business location
2. All work shall be done at a location that provides security and supervision from start to
finish, including a well-defined quality control assurance program
3. Ability to furnish all printing and mailing preparation services and deliver to United States
Postal Service (USPS)
PRINTING & INSERTING
1. Must have multiple page and selective inserting capabilities
2. Ability to household merge/purge multiple statements into the same envelope
3. Imaging resolution used in printing must be 600 DPI or better
4. Ability to print in color
5. Ability to add a customizable message to utility billing statements
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6. Ability to identify different format bills depending on customer class and selected language
7. Ability to pull out printed bills from the batch, if requested by BPUB, if the bill has not
been sent to the Post Office
MAILING
1. Ability to produce multiple cycle runs of approximately 75,800 mail pieces per month
2. Turnaround-Billing delivered to USPS within 24 hours of receipt of data
3. Delivery to USPS mail processing center with maximum three business days delivery to
Brownsville, Texas
4. Multiple statements to the same customer and mailing address must be matched and
inserted in the appropriate size envelope, metered first-class separately, and delivered to
the USPS at the same time all other bills are delivered
5. Ability to presort and mail pieces at bulk mailing rate whenever applicable
TECHNOLOGY/HARDWARE
1. Ability to recognize and produce bills, reminder notices, and letters in English and Spanish,
depending on the BPUB customer language selection
2. Ability to provide consumption bar graph for previous 12 months on each billing statement
3. Ability to accept data transmission anytime during the 24 hours of the day
4. Provide the BPUB a secure means to transfer utility data
5. Ability to write, print, fold, insert, and deliver bills, reminder notices and letters to USPS
within 24 hours of receipt of data file, or by the next business day
6. Capability to perform custom programming as needed
7. Capability to manipulate the data, if requested by the Brownsville Public Utilities Board
8. Must have an emergency back-up plan to maintain the Turnaround-Billing time within 48
hours
9. Capability to confirm daily with BPUB the receipt of the file and verify proper file was
received by matching the file to billing to calendar and expected document counts
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10. Capability to distinguish unique types of bills and reminder notices, including but not
limited to: language preference, service class, final and instant bills, and group billing
11. Ability to interface with BPUB billing system
12. Ability to archive data for use at a later time, if needed
13. Ability to provide the final bill output report per bill for BPUB's archive
14. Ability to identify unique customer coding, from the data transmission, of customers
requiring envelopes and those on email bill service, and interface with Cayenta Utility
Management System and Cognos Analytics to provide digital bill reports
15. Must have process compatibility with Cayenta Utility Management System and Cognos
Analytics processes with minimal intervention from BPUB staff
16. Ability to correct and provide bad address reporting as well as National Change of Address
(NCOA) move reports.
TECHNOLOGY/SECURITY
1. Must provide documentation for third party company that is maintaining the data in the
cloud
2. Must provide audit certificate/report from company that conducts a vulnerability
assessment or penetration test on your system
3. Must provide a Plan B (backup plan) in the event of a service interruption with the system
being used
4. Must provide information on the process of retrieving backed up or historical data
5. Must provide three references from companies using the proposed hosted services; at least
one (1) of these entities must have at least $100,000,000 in gross revenues.
TECHNOLOGY/SECURITY QUESTIONS
6. How does your company ensure that the data that is collected is secure and kept
confidential?
7. Is any data shared with any other company, if so, with which company?
8. How will BPUB users access the system?
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MATERIALS REQUIREMENTS
1. Proposal shall include sample of all bills, envelopes, and billing inserts
2. Bill Statement size paper is 8.5" x 11" white stock perforated at 3.5" from top to bottom.
Current bill average is 2 sheets (4 pages) with 4 images (5 logos, 1 graph)
3. Bill insert/flyer
4. Reminder Notices clearly marked or differentiated from regular bill
5. Mailing envelope: Standard #10 Window
6. Reply envelope: Business Reply #9, with or without window (postage not provided)
BILL REDESIGN SERVICES
1. It is the BPUB's desire to keep the current statement and reminder notice design. See
"Exhibit A" and "Exhibit B" for samples of our current utility bill and "Exhibit E" for
reminder notice.
2. The Firm shall offer bill redesign services with the goals of improving the ability to find
information, increase the ability to read and use the bill, and maximize communication
between the BPUB and its customers.
3. It is possible that during the period of review a new bill print may be developed by BPUB.
4. The BPUB may not utilize the redesign service immediately. It should be a value added
service, or an additional alternate to the proposal for purchase at a later date. Pricing should
reflect the cost for the service as an alternative, or value added, immediately and be valid
for 90 days from the closing date of the proposal. Firm should include pricing for the
service at 6 months and at 12 months from the execution of the contract.
ARTWORK
1. Ability to receive files electronically from the City for the additional inserts.
2. Ability to print additional inserts or flyers.
BILL AND REMINDER NOTICE FORMAT
1. Bill examples provided as follow:
* Exhibit A - Residential Bill Sample
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* Exhibit B - Billing Inserts Sample
* Exhibit C - Envelope Sample Size #9
* Exhibit D - Envelope Sample Size #10
* Exhibit E - Process Confirmation Sample
* Exhibit F - Transaction Acknoweldegment Sample
* Exhibit G - Reminder Notice Disconnect
Note: Exhibits provided do not represent all the different billing statements and reminder notices
used by BPUB.
PROPOSAL INFORMATION
All proposal envelopes shall contain a signed original. The original proposals will be opened and
only the Firm's name read aloud at the BPUB Purchasing Office located at 1155 FM 511, Olmito,
TX. All proposals will be managed by BPUB in a manner that avoids disclosure of the contents to
competing Firms and keeps the proposals confidential during any negotiations. All proposals will
be open for public inspection as stated in the public information act, after the contract is awarded;
however, trade secrets and confidential commercial or financial information in the proposals
specifically identified by the Firms will not be open for public inspection. Accordingly, all pages
in the proposal that the Firm considers to be proprietary and confidential should be appropriately
marked.
Direct any questions to Marisela Gaytan Purchasing Department, by phone at (956) 983-6365 or
by email at MaGaytan@brownsville-pub.com.
Candidates must guarantee their Original Proposal or subsequently clarified proposal for at least
ninety (90) days from the Original Proposal opening date. To obtain the best and final offers, the
BPUB may require written clarifications and explanations of Firm proposals after Original
Proposal submissions when certain candidates have been selected for interviews. The BPUB will
not be liable for any of the Firm's costs or expenses incurred in preparation or presentation of the
Proposal(s). The BPUB also reserves the right to conduct a pre-award survey, or to require other
evidence of technical, production, managerial, financial, or other abilities prior to the award of the
contract.
The BPUB will follow Texas Local Government Code procurement procedures found at: Sections
252.021(b)(c); 252.041(b); 252.042; 252.043(h); 252.049(b).
To ensure that the award is made to the Firm whose proposal best meets the needs of the BPUB,
discussion may be conducted with the top three (3) rated Firms at BPUB's discretion. After the
meeting(s), five (5) working days will be allowed for the Firms to submit all requested additional
information and explanations in writing, which shall be deemed a part of their final offer. The Firm
shall submit with such clarifications and explanations any revised projected schedule. The Firms
shall be treated fairly and equally with respect to any and all opportunities for discussion,
clarification, and explanation of proposals.
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INSTRUCTIONS TO RFP RESPONDENTS
Firms must submit a signed one (1) paper original of the proposal in a sealed package. Proposals
shall be submitted to the BPUB Purchasing Office, 1155 FM 511, Olmito, TX 78575, no later than
5:00 PM on April 8, 2026. RFP may also be submitted electronically only through Bidnet.
Sealed envelope must be clearly labeled as follows:
Brownsville Public Utilities Board
Attention: Diane Solitaire
1155 FM 511
Olmito, Texas 78575
"P034-26 Printing and Mailing Services for Utility Bills and Reminder Notices, April
8, 2026, 5:00 PM"
CONTRACT WITH FIRM/ENTITY INDEBTED TO BPUB
It is a policy of the BPUB to refuse to enter into a contract or other transaction with an individual,
sole proprietorship, joint venture, Limited Liability Company or other entity indebted to BPUB.
FIRM REPRESENTATIVE
The successful Firm agrees to send a personal representative with binding authority for the company
to the BPUB upon request to make adjustments and/or assist with coordination of all transactions as
needed.
FIRM ACH (DIRECT DEPOSIT) SERVICES
The Brownsville PUB has implemented a payment service for Firms by depositing the payment
directly to the Firm's bank account. Successful Firm(s) will be required to receive payments
directly through Automated Clearing House (ACH) in lieu of a paper check. The awarded Firm
must agree to receive payments via ACH (Direct Deposit).
TAX IDENTIFICATION NUMBER (TIN)
In accordance with IRS Publication 1220, a W9 form, or a W8 form in cases of a foreign Firm,
will be required of all Firms doing business with the Brownsville PUB. If a W9 or W8 form is not
made available to Brownsville PUB, the first payment will be subject to income tax withholding
at a rate of 28% or 30% depending on the U.S. status and the source of income as per IRS
Publication 1220. The W9 or W8 form must be included with proposal response. Attached are
sample forms.
TAXES
The BPUB is exempt from Federal Excise Tax, State Sales Tax and Local taxes. Do not include
tax in the proposal. If it is determined that tax was included in the proposal, it will not be included
in the tabulation or any awards. Tax exemption certificates will be furnished upon request.
SIGNING OF PROPOSAL
Failure to sign proposal will disqualify it. Person signing proposal should show title or authority
to bind their Firm to a contract.
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EEOC GUIDELINES
During the performance of this contract, the Firm agrees not to discriminate against any employee
or applicant for employment because of race, national origin, age, religion, gender, marital or
veteran status or physically challenging condition.
CONTRACT AND PURCHASE ORDER
The services may be performed remotely. A services contract for the services will be placed into
effect after evaluation and final approval by BPUB Board of Directors. The initial term of this
contract will be for 1 year from the date of award. Brownsville PUB may, unilaterally, extend the
contract for two (2) additional one (1) year periods if price and services are satisfactory and agreed
upon in writing by both parties.
BROWNSVILLE PUB RIGHTS
1. If only one or no proposal is received by "submission date", the BPUB has the right to
reject, re-advertise, accept and/or extend the proposal by up to an additional two (2) weeks
from original submission date.
2. The right to reject any/or all proposals and to make award as they may appear to be
advantageous to the Brownsville Public Utilities Board.
3. The right to hold proposal for up to 90 days from submission date without action, and to
waive all formalities in proposal.
4. The right to extend the total proposal beyond the original 90-day period prior to an award,
if agreed upon in writing by all parties (BPUB and Firm/contractor) and if
Respondent/Firm holds original proposal prices firm.
5. The right to terminate for cause or convenience all or any part of the unfinished portion of
the Project resulting from this solicitation within thirty (30) calendar days written notice;
for cause: upon default by the Firm/contractor, for delay or non-performance by the
Firm/contractor; or if it is deemed in the best interest of the BPUB for BPUB's
convenience.
6. The right to increase or decrease services. In proposal, stipulate whether an increase or
decrease in services will affect proposal price.
CORRECTIONS
Any interpretation, correction, or change to the RFP will be made by ADDENDUM. Changes or
corrections will be issued by the BPUB Purchasing Department. Addenda will be emailed to all
who have returned the Proposal Acknowledgement form. Addenda will be issued as
expeditiously as possible. It is the responsibility of the Firms to determine whether all addenda
have been received. It will be the responsibility of all respondents to contact the BPUB prior to
submitting a response to the RFP to ascertain if any addenda have been issued, and to obtain any
all addenda, execute them, and return addenda with the response to the RFP. Addenda may also
be posted on the BPUB website.
PROJECTED PROJECT TIMELINE
The BPUB has established the following timeline relating to the selection process. Dates are
estimates only and are subject to change.
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