Utility Payment Processing Lockbox Banking Services

Release Date: April 15th, 2026

Deadline for written questions: April 27th, 2026

Deadline for addendum or answers: May 6th, 2026

Proposal Opening Date: May 14th, 2026

Council Approval (tentative): June 2026

Proposal Award (tentative): June 2026

The government authority in Georgetown, South Carolina is seeking a vendor to provide utility payment processing lockbox banking services. The selected vendor will establish and maintain a dedicated post office box for the City’s utility payments, retrieve mail from this lockbox daily (or more frequently as needed), and securely transport all mail to their processing facility using documented chain-of-custody procedures. Strict controls are required to prevent loss, theft, or unauthorized access.

The vendor will process checks and money orders, balance transactions daily, and ensure all payments are handled according to industry standards. Payment data capture must utilize optical character recognition (OCR) and key entry, with image quality and indexing that supports efficient search, retrieval, and audit requirements. Funds must be prepared and deposited into the City's designated bank account(s) within agreed service level timelines, and deposit verification and reconciliation totals provided.

Electronic transmission of payment data to the City is required, in a format compatible with their financial and utility billing systems. The vendor must maintain robust internal controls to ensure security and confidentiality of all payments and customer information, and provide a secure, reliable lockbox processing system.