Utility Bill Printing and Mail Services

Project Description: The purpose of this Request for Proposals (RFP) is to engage a qualified firm to manage the end-to-end process of printing, inserting, and mailing the City’s utility bills and related notices, including any supplemental billing inserts. In addition, the selected contractor will be responsible for the formatting and online presentation of utility bills. The successful firm must provide all services necessary for the printing, mailing preparation, physical mailing, and digital presentation of utility bills to City customers.
The City of Olathe Customer Services Division currently prints and mails approximately 27,000 utility bills every month, divided over four cycles each month:
Week one – 6,054
Week two – 7,810
Week three – 4,773
Week four – 7,820
There are also approximately 5,477 service interruption notices distributed monthly at the approximate rate of 1,264 per week. The City currently issues approximately 41% of its water bills electronically rather than a printed bill (e-billing).
The City anticipates a reduction in printing and mailing of paper bills over time as more customers use the e-billing system and discontinue paper billing, although it is difficult to forecast changes in customer preferences for delivery methods.