Bill Generation, Printing, Mailing, and Presentment Services

The Lansing, Michigan government seeks a vendor for high-volume bill generation, printing, mailing, and presentment services, including same-day electronic delivery and compliance with file size and volume requirements.

Provide PDF generation, printing, mailing of bills from XML data
Present generated bills back to BWL's Customer Information System (CIS)
Receive, print, and mail collection letter PDFs generated by CIS
Support provisioning of generated bills back to BWL through a secured interface via Enterprise Service Bus (ESB)
Provide a user web portal for BWL to monitor daily job processing with system analytics
Account for over 100 different bill presentment scenarios for XML-to-PDF generation
Return PDF bill file size must be below 2 gigabytes (GB) daily to CIS and Customer Self-Service (CSS) portal
Automatically partition return PDF bill files to smaller files below 2 GB if exceeding the threshold
Print and mail applicable customer bills, excluding manual, electronic, or no paper bills
Print and mail all collection letters (Past Due, Final Notice, Final Bill Reminder) without exceptions
Web portal must include tracking of collection letters and bill files activity
Web portal must include PDF search capabilities for previous billing
Web portal must include performance usage reports
Web portal must allow BWL staff to independently update existing bill text and messaging (ad hoc bill presentment updates)
Web portal must allow generation of bills on demand in real time
Web portal must provide administrative user access for managing BWL employees and permissions
Web portal must provide reports for address updates via National Change of Address (NCOA), address cleansing to USPS standards, and mail tracing records
Encrypt all sensitive data (Personal Information, NERC-CIP, PCI-DSS) at rest and in transit (SFTP/FTPS with SSH, AES-256 or better, TLS 1.2 or better)
Deliver and return data files with PGP encryption; encryption keys to be changed at least annually
Retain BWL data for 365 days to facilitate re-processing of batches
Implement an access management workflow with auditable records of all access changes
Implement batch process automation including failure/anomaly handling
Conduct a Project Kick-off meeting with presentation
Provide a Project management plan and project schedule
Assign a qualified Project Manager to produce standard project management artifacts (Project Scope, Project Charter, detailed Project Plan/Schedule, Risk & Issues Log, Communication Plan, weekly Status Reports)
Submit Bi-weekly Status Reports during project implementation
Provide Technical Specification Document and/or XML Schema
Provide Design documents including network and architectural diagrams
Configure and operate new software system in Development, Test, and Production environments, including at least one joint configuration validation session per environment
Provide Technical documentation on the configuration of the software and equipment
Provide a Test Plan with input and data requirements, including at least one joint configuration validation session per environment
Provide System test results
Provide User documentation
Provide a Production Transition Plan and training session(s)
Provide BWL End User Training for Bidder’s Web Portal
Comply with all applicable federal, state, local laws, rules, regulations, and ordinances
Maintain Commercial General Liability Insurance with at least $1,000,000 combined single limit
Maintain Automobile liability insurance with at least $1,000,000 combined single limit
Maintain Network Security & Privacy (Cyber) Insurance with an aggregate limit of liability not less than $1,000,000
Maintain Worker’s compensation insurance as required by Michigan law
Maintain Professional Liability Insurance in an amount not less than $1,000,000 for professional or consulting services
Agree not to discriminate against employees or applicants based on protected characteristics
Retain in strictest confidence all BWL Confidential Information and Personal Information (PI)
Provide notice to BWL without undue delay after becoming aware of any breach of security
Securely destroy BWL Confidential Information and PI upon contract termination or expiration of statute of limitations
Abide by BWL’s policies and guidelines for computer or telecommunication resources use
Comply with applicable licensing agreements for BWL obtained software
Conform to all BWL physical, fire, or other security policies and regulations while on BWL property
Comply with all federal, state, local, and BWL safety rules and regulations (including MIOSHA)
Understand and follow principles in the BWL Asset Management policy (ISO 55001 consistent)
Present a final list of all third-party vendors and subcontractors within fourteen (14) days of Acknowledgement of Purchase Order
Perform all Work meeting or exceeding the professional standard in the industry or other standard set forth in the Contract
Complete all Work in accordance with the time stated in the Contract
Guarantee all materials and Work against defects and ensure performance in accordance with specifications for one year after completion
Furnish all materials new and from a reputable manufacturer, with lead-free coatings
Provide a Firm Fixed Price (FFP) bid with a detailed breakdown of individual price components
Provide a detailed project timeline including clearly defined milestones, deliverables, and go-live dates

$1,000,000 – $3,000,000

RFP Release: March 20, 2026

Closing Date for RFP Submission: April 3, 2026

Supplier Selection: May 1, 2026

Negotiations and Contract Work: May 4, 2026 - May 31, 2026

Contract Finalized/Discovery Sessions and Design: June 1, 2026 - July 31, 2026

Development Begins: August 3, 2026

Testing Begins: August 31, 2026

Development and Testing Ends: November 20, 2026

Go-live: January 1, 2027

Post Go-live Support (including turnover to the production team): 30 calendar days after January 1st, 2027

Lansing Board Of Water & Light

Organization overview and procurement intelligence available on paid plans.

The government authority in Lansing, Michigan is seeking a vendor to provide comprehensive bill generation, printing, mailing, and presentment services. The scope of work includes generating bill PDFs and ensuring they are returned to the Customer Information System (CIS) and Customer Self-Service (CSS) portal on the same day. The returned PDF bill file size must remain below 2 gigabytes (GB) daily to allow for automatic uploading to the agency's CIS and CSS.

On average, the agency requires the generation of approximately 107,000 PDF bills per month, the printing and mailing of 92,000 bills per month, and the printing and mailing of 35,000 collection letters per month. Vendors interested in submitting proposals must ensure their processes and systems can handle this volume efficiently and in accordance with the specified technical standards.

Bill Generation, Printing, Mailing, and Presentment Services

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