Utility Billing Mailings RFP 8 23 12v2 by f8Q3iC

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									                          REQUEST FOR PROPOSALS (RFP)
                                          By
                        THE CITY OF ORTING, WASHINGTON
                                         FOR
                     Printing, Insertion & Mailing of Utility Bills

RFP ISSUE DATE: Sept 5, 2012
RFP DUE DATE: 4:00 p.m., PDT, Wednesday, September 28, 2012
RFP DELIVERY
INSTRUCTIONS: Three (3) COPIES ENCLOSED IN AN ENVELOPE
ADDRESSED AS FOLLOWS:
Mark Bethune, City Administrator
City of Orting
110 Train St. SE
P.O. Box 489
City of Orting, WA 98360-0489
Contract Award Target Date: October 31, 2012

Advertisement in Tacoma News Tribune and Daily Journal of Commerce:
City of Orting, Washington is soliciting proposals to obtain a vendor with the necessary experience and knowledge
to provide utility bill printing, insertion, and mailing services. To receive a copy of the RFP, contact Gwen Robsonr,
P.O. Box 489, City of Orting, WA 98360-0489; telephone: (360) 893-2219; Fax: (360) 893-6809; E-mail:
grobson@cityoforting.org or visit the City web site at http://www.cityoforting.org. Proposals are due 4:00 p.m.,
PDT, Wednesday, September 28, 2012.




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                                                            TABLE OF CONTENTS
SECTION 1 - INSTRUCTIONS TO PROPOSERS ..................................................................................................3
      1-1 SCOPE OF WORK ...............................................................................................................................3
      1-2 PROPOSAL SUBMISSION .................................................................................................................3
      1-3 REQUEST FOR PROPOSAL SCHEDULE .........................................................................................4
      1-4 INQUIRIES......................................................................................................... ...................................4
      1-5 INTERPRETATION, CORRECTIONS, OR CHANGES IN RFP ......................................................4
      1-6 ACKNOWLEDGMENT OF AMENDMENTS OF RFP .....................................................................4
      1-7 OFFER ACCEPTANCE PERIOD .......................................................................................................4
      1-8 REJECTION OF PROPOSALS ............................................................................................. ..............4
      1-9 PROPOSAL PRICE .............................................................................................................................4
      1-10 TERM OF AGREEMENT .................................................................................................................4
      1-11 AWARD OF AGREEMENT .............................................................................................................5
      1-12 PROPOSAL CONFIDENTIALITY ..................................................................................................5

SECTION 2 - INSTRUCTIONS FOR PREPARING PROPOSALS .......................................................................5
      2-1 GENERAL ...........................................................................................................................................5
      2-2 RFP RESPONSE OUTLINE ...............................................................................................................5

SECTION 3 - TECHNICAL SPECIFICATIONS ...................................................................................................6
      3-1 PREFERRED QUALIFICATIONS ....................................................................................................6
      3-2 UTILITY BILL PRINTING, MAILING, AND INSERTION.............................................................6

SECTION 4 - PROCUREMENT PROCESS ..........................................................................................................7
      4-1 PROPOSER LIST AND EVALUATION CRITERIA .......................................................................7
      4-2 PROPOSER INVESTIGATION .........................................................................................................7

SECTION 5 - EVALUATION PROCESS ..............................................................................................................8

ATTACHMENT A PROPOSAL RESPONSE CERTIFICATION……………………………………….……....9
ATTACHMENT B PRICING SCHEDULE………………………………………….………………………….10




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INSTRUCTIONS TO PROPOSERS
1-1 SCOPE OF WORK
The City of City of Orting, Washington (herein referred to as the City) is soliciting proposals to obtain a
vendor with the necessary experience and knowledge to provide printing, inserting and mailing services
for utility bills.
Utility Billing data is processed bi-weekly with all accounts billed on a monthly basis. The number of bills
mailed out bi-weekly fluctuates based on the cycles being billed. There are approximately 2700 bills
mailed to utility customers each month. In addition there be additional runs of approximately 500
late/shutoff notices per month sent as separate batches from the regular utility bills. The City intends to
add internet bill payment in 2012 that may exclude a paper bill transaction. This service is also being
presented for “Request For Proposal”(RFP) simultaneously with this RFP and the City encourages
applicants to apply for both RFP’s. The City anticipates an initial 15% resident participation in internet
payment. Thus the number of paper bills and late notices mailed out may decrease to approximately
2700 in the first year. If there is an increase in internet payment participation mailings of utility bills will
decrease proportionally.
The vendor selected must be able to integrate with the city’s billing system and maintain the look and
feel of the City’s Utility Bills. They contain perforation for a tear off payment stub, bar coding of account
numbers and are horizontal tri-fold to fit a # 10 envelope window. Utility bills are mailed in a #10 double
window envelope. Bills do not currently include a return envelope, but he proposer will be required to
include a return envelope with a #9 single window that does not include return postage. Bills will
occasionally include an insert.
The vendor selected must be able to provide a secure hosted web service with a browser based search
utility to look up accounts by account number, customer name, address, and bill date. The hosted web
service should include 12 months of historical data along with the ability of the City staff to remotely
reprint statements on a real-time basis.
The City is also considering the option of electronic bill presentment and is interested in a secure hosted
web service and e-mail notification system for electronic bill presentment to customers on a subscription
basis. This service would be for electronic bill presentment only, and would not include a payment option.
The City currently does not have a service for customers to pay their utility bills online.
This RFP contains instructions governing the requirements for a proposal and includes the proposal
format; the material to be included with the proposal; and how the entire proposal is to be submitted to
the City administration for consideration. This RFP also addresses the requirements that companies must
meet to be eligible for consideration as well as addressing proposer’s responsibilities.
Proposers assume responsibility for comprehending the entire RFP. If clarification is desired, it is the
responsibility of the proposer to submit questions in writing to the City Official listed in Section 1-4. It is
the proposer’s responsibility to ensure that all procedures and requirements of the RFP are accurately
followed and appropriately addressed. The proposer should carefully read the entire RFP before
submitting a proposal.

1-2 PROPOSAL SUBMISSION
Proposal must be SEALED and CLEARLY IDENTIFIED with the Request for Proposals’ title, “City of
City of Orting – “Printing, Insertion & Mailing Services”, proposer’s name and address, and submitted no
later than 4:00 p.m., Pacific Time, on September 5th, 2012 to the City of Orting, P.O. Box 489, 110 Train
St. SE, City of Orting, Washington, 98360-0489. A facsimile response or an electronic response to this
Request for Proposals does not meet the requirement of a sealed proposal and will not be accepted.
Proposals received after the exact time specified for receipt will not be considered.




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1-3 REQUEST FOR PROPOSAL SCHEDULE
September 5, 2012 Request for Proposals issued
September 28, 2012 Proposals Due @ 4:00 p.m.
October 31, 2012 Contract Award Target Date

1-4 INQUIRIES
All inquiries concerning this request shall be submitted in writing and received by the City Administrator
no later than 4:00 p.m., Pacific Time, on September 26, 2012 to:
Mark Bethune
City Administrator
P.O. Box 489
110 Train St. SE
City of Orting, WA 98360-0489
Telephone: (360) 893-2219
Fax: (360) 893-6809
E-mail: mbethune@cityoforting.org

1-5 INTERPRETATION, CORRECTIONS, OR CHANGES IN RFP by Addendum
Any interpretation, correction, or change in the RFP will be made by addendum by the City.
Interpretations, corrections, or changes to the RFP made in any other manner will not be binding, and no
proposer may rely upon any such interpretation, correction, or change.

1-6 ACKNOWLEDGMENT OF ADDENDUMS TO RFP
Receipt of an addendum to this RFP must be acknowledged by a proposer on the Proposal Response
Certification (Attachment A).

1-7 OFFER ACCEPTANCE PERIOD
Submitted proposal shall constitute an irrevocable offer even if the City makes one or more counter
offers.

1-8 REJECTION OF PROPOSALS
The City in its sole discretion, expressly reserves the right to reject any or all proposals or portions
thereof, to reissue a Request for Proposal, and to waive informalities, minor irregularities, discrepancies,
and any other matter or shortcoming.

1-9 PROPOSAL PRICE
The prices submitted in the proposal shall include everything necessary for the prosecution and
completion of the bill printing, mailing and insertion services including, but not limited to, furnishing all
materials and all management, supervision, labor and service. The vendor will provide detailed costs of all
services pertaining to Section 3 “Technical Specifications” Prices quoted by suppliers will be firm prices,
not subject to increase during the term of the contractual agreement arising with the City as a result of
the proposal. Quoted prices shall include any applicable state and federal taxes. The City will evaluate the
total price for the basic requirements with any options(s) exercised at the time of award. Evaluation of
options will not obligate the City to exercise the option(s).

1-10 TERM OF AGREEMENT
The initial term of the agreement for Printing, Insertion, & Mailing of Utility Bills, if awarded, shall be a
minimum of one (1) year, commencing on or about January 1, 2013. The term of this Agreement may, if
mutually agreed upon in writing, be extended by one- (1) year increments for a total of five (5) additional
years, provided written notice of each extension is given to the proposer at least thirty (30) days prior to
the expiration date of such term or extension. In the event funding approval is not obtained by the City,
this Agreement shall become null and void effective the date of renewal. During extension periods, all
terms and conditions of this Agreement shall remain in effect.
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1-11 AWARD OF AGREEMENT
The City shall make the award to the responsible proposer whose proposal will be most advantageous to
the City with respect to price, conformance to the specifications, quality, and other factors as evaluated
by the City. The City is not required or constrained to award the Agreement to the proposer proposing
the lowest price.
The City may award an Agreement on the basis of initial offers received, without discussion; therefore,
each initial offer should contain the proposer’s best terms from a cost and technical standpoint.

1-12 PROPOSAL CONFIDENTIALITY
Each proposer agrees that the contents of each proposal submitted in response to this RFP is
confidential, proprietary, and constitutes trade secret information as to all technical and financial data,
and waives any right of access to such proposals, except as provided for by law. Except as determined by
the City's administration, in its sole discretion, no information will be given regarding any proposals or
evaluation progress until after an award is made, except as provided by law.

SECTION 2 - INSTRUCTIONS FOR PREPARING PROPOSALS

2-1 GENERAL
To aid in the evaluation process, it is required that all responses comply with the items and sequence as
presented in paragraph 2-2, RFP Response Outline. Paragraph 2-2 outlines the minimum requirements
and packaging for the preparation and presentation of a response. Failure to comply may result in
rejection of the response. The proposal should be specific and complete in every detail, prepared in a
simple and straightforward manner.

2-2 RFP RESPONSE OUTLINE
This RFP is designed to allow proposers to submit proposals in basically the same format in which the
RFP is issued.
Submit three (3) copies of the proposal.

Cover Letter
The proposal Cover letter shall be attached to the front of the proposal and shall include the following
information/statements:
That your company agrees to all the terms and conditions of the RFP.
That your company agrees to execute contract, if awarded.
Describe proposer's experience in performing the requested services.
Include the contact person for the solicitation process and the person’s phone, fax, and email
information.

RFP Outline
A. Response Sheet: The proposal Response Sheet Attachment A shall be attached to the front of the
proposal and shall contain the Proposer's certification of the submission. An official who has full authority
to enter into an Agreement shall sign it.
B. Background and History: Describe the company, organization, officers or partners, number of
employees, and operating policies that would affect this Agreement. State the number of years your
organization has been continuously engaged in business. (It is the City’s preference that the proposer has
been in business for a minimum of ten years from the date of this RFP, providing the services offered in
the proposer’s proposal, to be eligible for participation in this RFP.)
C. Financial Stability: Describe the financial status of the company.
D. Experience and Support: Describe proposer's professional credentials and affiliations indicating their
capabilities to provide services of this nature, size, and scope as well as the credentials of the personnel
assigned to the project. Describe qualification of project management, appropriateness and completeness
of implementation plan, physical resources available and availability of technical support

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E. Relationship Management: Describe the team that will be assigned to service our relationship. Provide
the name, title, and experience of each individual and the roles, responsibilities and brief account of their
credentials and related utility billing experience. Give the name(s) of the person(s) who will be authorized
to make representations for the vendor, their title(s), address and telephone numbers.
F. Pricing Schedule: Vendor must provide a per statement fee that includes data processing, bill printing,
mail preparation and delivery to USPS. Vendor must also provide an itemization of setup fees, including
initial programming, testing and implementation. The Pricing Schedule – Attachment B shall be attached
to the proposal and should itemize all applicable charges.
G. Pricing Terms and Conditions: Describe all proposed terms and conditions, including, with limitation,
written warranties, maintenance/service agreements and license agreements.
H. References: Provide a minimum of three references for similar projects including at least one
municipality.

SECTION 3 - TECHNICAL SPECIFICATIONS

3-1 PREFERRED QUALIFICATIONS
It is the City’s preference that the proposer has been in the bill printing and mailing business for a
minimum of 7 years as of the release date of this RFP to be eligible to participate.

3-2 UTILITY BILL PRINTING, MAILING AND INSERTION
The City currently bills its utility customers through monthly printed statements.

1. Vendor must be a full service vendor who is capable of providing all services requested of the project,
including presorting, artwork, programming, and electronic presentment of bills and statements.


2. Vendor should be in continuous operation for a minimum of 7 years.
3. Vendor will be required to print, insert, meter, and mail via first class postage the completed
statements the same business day. Vendor must make every effort to mail it the same-day, and if this is
not possible the bills must be mailed the next business day. Vendor must contractually guarantee this
schedule.
4. Statements must be duplex laser printed utilizing a color process that allows for highlighting (bolding)
key data and information as specified by the city [ie: amount due, past due bills, etc.]
5. The vendor must support bill inserts printed by the city or a third party vendor and provide insert
printing services as well.
6. Vendor to provide #10 double window mailing envelope with security tinting to mask bill contents.
Return envelope should be a single window #9 with security tinting.
7. Vendor will be responsible for storage/warehousing of the forms and envelopes until needed or used.
Any costs or fees must be clearly stated in the vendor’s response.
8. Vendor must provide a means of secure data transmission and confirm receipt of the data.
9. Vendor will be responsible for sorting the data file submitted for printing by the City into two groups
based on account aging data provided in the data file and printing the utility bills on the appropriate form
accordingly. These two groups are as follows:
a. Regular bills – 0 – 25 days
b. Past Due Bills - > 26 days


10. The vendor must provide for the City to view and approve sample bills online, via a secure hosted
web service with searchable files of each identical record before and after mailing.
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11. Vendor must provide a secure hosted web service with a browser based search utility to look up
accounts by Account#, Name, Address, and Bill Date. This hosted web service will include 12 months of
historical data along with the ability of the City staff to remotely reprint statements on a real-time basis.
12. 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.
13. Vendor will be able to handle a high volume production on a daily basis and double that amount on a
minimum of two days per month.
14. Vendor must have disaster recovery facility to process City bills if the vendor’s main facility becomes
inoperable. List locations and information on all facilities.
15. Experience with the City’s ASP and Vision Utility Billing System is preferred.
16. Vendor must provide NCOALINK postal service and be able to forward mail to the address in initial
mailing.


SECTION 4 - PROCUREMENT PROCESS

4-1 PROPOSER LIST AND EVALUATION CRITERIA
After the established date for receipt of proposals, a listing of submitting proposers will be available for
public inspection. Qualifications and proposals submitted by interested proposers will be reviewed and
evaluated based on the evaluation factors set forth in the RFP.
1. Functional and Technical Requirements
Degree to which the proposal meets the functional and technical requirements of the RFP.

2. Costs
Fees and Compensation.

3. Proposer's Previous Performance, Qualifications and Technical Support
Proposer's experience with other projects similar in scope.

Proposer's experience under contract with local governments.

Proposer’s professional credentials and affiliations indicating their capabilities to provide services of
this nature, size, and scope.

Qualification of project management, appropriateness and completeness of implementation plan,
physical resources available and availability of technical support

Proposer's evidence of financial stability.

Responses to reference checks.

4-2 PROPOSER INVESTIGATION
The City will make such investigations as it considers necessary to obtain full information on the
proposers selected for further consideration, and each proposer is expected to cooperate fully in such
investigations.




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SECTION 5 - EVALUATION PROCESS
The City reserves the right to reject any or all proposals or portions thereof. The selection of a successful
Proposer, if any, will be made based upon which proposal the City determines would best meet its
requirements and needs. The applicant should be prepared for an oral interview if the City decides to
interview the top candidates.




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CITY OF CITY OF ORTING REQUEST FOR PROPOSALS – UTILITY BILLING PRINTING,
INSERTION AND MAILING
ATTACHMENT A - PROPOSAL RESPONSE CERTIFICATION
___________________
DATE
The undersigned, as proposer, declares that they have read the Request for Proposals and that the
following proposal is submitted on the basis that the undersigned, the company, and its employees or
agents, shall meet, or agree to, all specifications contained therein. It is further acknowledged that
addenda items have been received and were examined as part of the RFP document.
Name of Proposer Tax ID Number
Signature of Proposer
Title
Name of Firm
Street Address
City, State, Zip
Telephone / Fax Number
E-mail Address
State of Incorporation
Business Classification Type (Please check mark if applicable):
Minority Business Enterprise (MBE)
Women Owned Business Enterprise (WBE)
Small Business Enterprise (SBE)
Veteran Business Enterprise (VBE)
Disadvantaged Business Enterprise (DBE)
Business Classification Type is used for tracking purposes, not as criteria for award.




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CITY OF CITY OF ORTING REQUEST FOR PROPOSALS – UTILITY BILLING PRINTING,
INSERTION AND MAILING
PRICING SCHEDULE – ATTACHMENT B
___________________
DATE
Submit pricing on the basis of a volume of 2,700 bills per month and specifications listed above, including
a statement (perforated) duplex on 8.5x11 white paper, two color printed on one side (one of the colors
being black) and with back printing on the other side with a #10 double window mailing envelope and #9
single window return envelope included. Price will also include laser imaging, processing, CASS/PAVE
Certification, folding, logic inserting, bar-coding, metering and delivery to USPS.
SERVICE/PRODUCT VOLUME UNIT PRICE MONTLY PRICE
Monthly Volume per unit price __________ ________________
One-time programming/setup charge __________ ________________
NCOA Link per Address Correction __________ ________________
Additional Impressions per page/impression __________ ________________
Search & View Service per unit price __________ ________________
Programming Changes per hour __________ ________________
Inserts
Client Supplied Insert(s) each __________ ________________
Vendor Supplied Insert(s):
One sided, printed, folded, insert each __________ ________________
Two sided, printed, folded, insert each __________ ________________
Add-On / Option Pricing
E-bill presentment per unit price __________ ________________

Please itemize all other applicable charges




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