Description
The Department of Public Safety (DPS) is seeking proposals from qualified firms to establish a contract for Utility Invoice Processing Services. The selected contractor will be responsible for providing digital imaging, compliance stamping, receipt verification, validation, exception management, and data transmission services. The contract will commence on the effective date stated in the signing document and will expire three years from that date. The contractor will be required to host and maintain a secure, web-based application to serve as a repository for all processed invoice data and digital images.
• Digital Imaging: High-quality electronic imaging of all paper invoices.
• Compliance Stamping: Date-stamping invoices in strict accordance with State prompt payment law.
• Receipt Verification: Recording the specific date the vendor received the invoice from the utility provider.
• Validation: Performing rigorous verification and data validation for each billing cycle.
• Exception Management: Proactively identifying and resolving all billing exceptions and discrepancies.
• Data Transmission: Delivering validated electronic accounts payable (AP) file, or a consolidated AP file where feasible, to the Customer for final payment processing.
The contractor will also be required to provide a csv file for uploading into the DPS's CAPPS system, and the contractor's website will be used to download copies of the invoices.