PUR 27-006 Customer Notice Processing Services

REQUEST FOR PROPOSALS (RFP)
PUR 27-006
CUSTOMER NOTICE PROCESSING SERVICES
PROPOSALS WILL BE RECEIVED UNTIL THE HOUR OF 2:00 PM,
THURSDAY, OCTOBER 01, 2026; ELECTRONICALLY AT
CITY.CLERK@STOCKTONCA.GOV OR ON A USB FLASH DRIVE AT
THE OFFICE OF THE CITY CLERK, CITY HALL, LOCATED AT
501 W. WEBER AVE., BUILDING 1, FLOOR 1, STOCKTON, CA 95203

PUR 27-006
Customer Notice Processing Services
Proposal Opening October 01, 2026
RFP INFORMATION
Contact Orlathai Chanachai-Chum
Email Address stocktonbids@stocktonca.gov
Due Date for Questions and September 10, 2026;
Clarifications 2:00 PM PST
Due Date for Response to September 17, 2026;
Questions/Clarifications 5:00 PM PST
RFP Submittal city.clerk@stocktonca.gov or
Electronic Mail or on a USB Office of the City Clerk, City Hall
Flash drive 501 W Weber Ave
Building 1, Floor 1
Stockton CA 95203
RFP Submittal Due Date & Thursday, October 1, 2026;
Time 2:00 PM PST
Notification of Intent to Award To Be Determined (TBD)
Anticipated Date for Council December 8, 2026
Approval
* Dates and times may be modified as deemed necessary by the City. Any schedule changes
will be communicated through the City's Bid Flash Platform. Respondents are responsible for
regularly monitoring Bid Flash for any adjustments and updates.
IMPORTANT!
The City is not responsible for misdelivered proposals, and the proposer is strictly liable
for its chosen method of delivery. It is the proposer's sole responsibility to make sure
that proposals arrive at the proper location. Any proposal that does not actually arrive in
the City Clerk's Office or email by the RFP due date and time will be rejected as non-
responsive, even if properly addressed or delivered to another City Department.

PUR 27-006
Customer Notice Processing Services
Proposal Opening October 01, 2026
NOTICE INVITING PROPOSALS
NOTICE IS HEREBY GIVEN that sealed proposals are invited by the City of Stockton,
California, for PUR 27-006 Customer Notice Processing Services in strict accordance
with the specifications.
The City of Stockton, herein after referred to as the "City", is requesting proposals from
businesses or individuals, herein after referred to as "Proponent", to provide Customer
Notice Processing Services to the City. The City is seeking proposals for customer
notice processing services that include, but are not limited to: printing, processing and
mailing of various notices to customers in water, wastewater and/or stormwater service
areas.
Proposal specifications and forms can be obtained from the City of Stockton's website
at: www.stocktonca.gov/mudbid. Proposals must be marked "PUR 27-006 Customer
Notice Processing Services" and emailed to city.clerk@stocktonca.gov or delivered
(mail or in person) on a USB flash drive to the Office of the City Clerk, City Hall, 501 W
Weber Ave, Building 1, Floor 1, Stockton, CA 95203, up to but not later than 2:00 pm
(PST) on Thursday, October 1, 2026. Proponents will only be identified as responding
to the RFP; no proposals will be opened or read aloud. Each Proponent must be
licensed in accordance with applicable California State Law.
The City reserves the right to reject any/or all proposals received and re-advertise.
Information on Proposal Process/Clarification/Technical Data
Orlathai Chanachai-Chum, Procurement Division
(209) 937-8357
e-mail: stocktonbids@stocktonca.gov
DISCLAIMER: The City does not assume any liability or responsibility for
errors/omissions in any document transmitted electronically.
Dated: August 27, 2026
KATHERINE ROLAND, CMC, CPMC, CITY CLERK
CITY OF STOCKTON

PUR 27-006
Customer Notice Processing Services
Proposal Opening October 01, 2026
Table of Contents
1.0 ISSUING BODY .......................................................................................................... 1
2.0 BACKGROUND/SUMMARY ....................................................................................... 1
3.0 SCOPE OF SERVICES ............................................................................................... 1
4.0 PROJECT SCHEDULE OF EVENTS ......................................................................... 2
5.0 SUBMITTAL REQUIREMENTS .................................................................................. 2
5.1 PROPOSAL GUIDELINES, CONTENT, AND FORMAT ............................................. 2
6.0 SELECTION CRITERIA & EVALUATION ................................................................... 4
7.0 CITY REQUIREMENTS ............................................................................................... 6
7.1 CITY RESPONSIBILITIES ........................................................................................... 6
7.2 LOCAL BUSINESS PREFERENCE ............................................................................ 6
7.3 LOCAL EMPLOYMENT-PUBLIC WORKS CONTRACTORS (Not Applicable) ....... 7
7.4 MANDATORY/OPTIONAL PRE-SUBMITTAL MEETING(Not Applicable) ................ 7
7.5 TERM .......................................................................................................................... 7
7.6 OTHER GOVERNMENT AGENCIES .......................................................................... 7
7.7 INSURANCE REQUIREMENTS .................................................................................. 7
7.8 APPLICABLE LAW ..................................................................................................... 8
7.9 METHOD OF PAYMENT ............................................................................................. 8
7.10 NOTICE TO OUT OF STATE BUSINESS ................................................................... 8
7.11 CONFIDENTIALITY ..................................................................................................... 9
7.12 PROTEST POLICY ...................................................................................................... 9
8.0 GENERAL REQUIREMENTS, TERMS & CONDITIONS ...........................................10
8.1 CONSEQUENCE OF PROPOSAL SUBMISSION ......................................................10
8.2 ACCEPTANCE OR REJECTION OF PROPOSAL .....................................................11
8.3 RIGHT TO CHANGE OR AMEND REQUEST ............................................................11
8.4 CANCELLATION........................................................................................................11
8.5 EXAMINATION OF PROPOSAL MATERIALS ..........................................................12
8.6 ADDENDA AND INTERPRETATION .........................................................................12
8.7 DISQUALIFICATION ..................................................................................................12
8.8 CONDITIONS IF WORK IS SUBCONTRACTED........................................................13
8.9 LICENSING REQUIREMENTS ...................................................................................13
8.10 PREVAILING WAGE (Not Applicable) ......................................................................13
8.11 INDEMNITY AND HOLD HARMLESS ........................................................................13
8.12 COMPETITIVE PRICING ............................................................................................13

PUR 27-006
Customer Notice Processing Services
Proposal Opening October 01, 2026
8.13 AVAILABLE FUNDING ..............................................................................................13
8.14 TERMINATION FOR CONVENIENCE ........................................................................14
8.15 AUDITING CHARGES AND SERVICES ....................................................................14
8.16 CHANGES ..................................................................................................................14
8.17 AWARD ......................................................................................................................14
9.0 PROJECT SUBMITTAL CHECKLIST ................................................................................15
10.0 REQUIRED PROPOSAL DOCUMENTS...........................................................................16
ATTACHMENT A - PROPONENT CONTACT INFORMATION ............................................16
ATTACHMENT B- PROPONENT'S COVENANT .................................................................17
ATTACHMENT C - NON-COLLUSION AFFIDAVIT ..............................................................18
ATTACHMENT D - AGENCY REFERENCE FORM .............................................................20
ATTACHMENT E - CERTIFICATION OF FINANCIAL CONDITION ....................................21
ATTACHMENT F - PRICE PROPOSAL ...............................................................................22
ATTACHMENT G - SUBCONTRACTOR LIST .....................................................................23
ATTACHMENT H - EXCEPTIONS ........................................................................................24
ATTACHMENT I - CERTIFICATE OF NONDISCRIMINATION .............................................25
ATTACHMENT J - CONFLICT OF INTEREST DISCLOSURE - AB334 ...............................26
ATTACHMENT K - COMPLIANCE WITH ECONOMIC SANCTIONS ...................................27
11.0 PROPOSAL EXHIBITS ..............................................................................................28
11.1 EXHIBIT 1 - ADDITIONAL SPECIFICATIONS AND/OR MAP(Not Applicable) ........28
11.2 EXHIBIT 2 - INSURANCE REQUIREMENTS ............................................................29
11.3 EXHIBIT 3 - SAMPLE CONTRACT ...........................................................................32

PUR 27-006
Customer Notice Processing Services
Proposal Opening October 01, 2026
1.0 ISSUING BODY
This Request for Proposal ("RFP") is being issued by the City of Stockton, Municipal
Utilities Department (MUD) for PUR 27-006 Customer Notice Processing Services.
2.0 BACKGROUND/SUMMARY
The City of Stockton Municipal Utilities Department (MUD) encompasses the Water,
Wastewater, and Stormwater Utilities, which are supported by user fees and regulated
to protect public health, property, and the environment. For operational efficiency, the
department includes 14 divisions that operate, maintain, and support the Utilities.
Additionally, the Utilities are managed to recognize their independent financial
structures and regulatory requirements.
3.0 SCOPE OF SERVICES
The City is seeking a qualified provider of printing and mailing services to support the
City of Stockton's Municipal Utilities Department (MUD). The selected provider shall be
responsible for, but not limited to, printing, mail handling, and postage services for
customer notices within the City's water, wastewater, and stormwater service areas.
These services support the legally required Proposition 218 mailings to utility customers
in the designated service areas. The content of these notices may include invitations to
community meetings regarding proposed water, wastewater, or stormwater rate
adjustments; Public Hearing announcements; ballots, and other communications
informing customers about proposed rates or other applicable or legally mandated
information. Samples of recent notices are available at the following webpages:
* Sewer:
o https://www.stocktonca.gov/sewerrates
* Stormwater:
o https://www.stocktonca.gov/stormrates
* Water:
o https://www.stocktonca.gov/waterrates
To be considered for selection as the customer notice processing services provider,
Proponent shall possess the following minimum qualifications:
* Provide full-service printing and mailing solutions
* Possess Imprint Permit and mail processing and sorting capacity, including
First Class & Standard Mail
* Deliver notices to Business Mail Acceptance Entry (BMEU) in or closest to the
City of Stockton to ensure the City meets legally required notification
requirements
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PUR 27-006
Customer Notice Processing Services
Proposal Opening October 01, 2026
A. TECHNICAL SPECIFICATIONS
The Proponent Shall:
i. Be able to print notices of various sizes, including but not limited to
postcards, regular 8.5in by 11in or 8.4in by 14in, single or duplex, in black
ink or color.
ii. Possess the ability to print notices in various quantities. While volume will
vary based on project needs, quantities generally range from 50,000 to
100,000 units printed, sealed and mailed.
iii. Provide mailing services, including the ability to fold, insert, meter, seal,
inkjet printing of names and addresses, labeling, tabbing, collating, form
bursting, cutting and trimming, presorting of provided list to file
merge/purge, National Change of Address (NCOA) processing, Coding
Accuracy Support System (CASS) certification and prepare mailing for
and deliver to the United States Postal Service (USPS).
iv. Provide postage cost estimates, treated as a pass-through expense, in
advance of each job, as well as proof of mailing upon completion. The
Proponent must also have the capacity to cover postage costs upfront and
invoice the City upon completion of each project.
v. Demonstrate the ability to complete projects as needed, within the City's
time frame. Actual completion times shall be agreed upon with each
project.
vi. Be able to print from one or more of the following formats:
Acrobat, Illustrator, Publisher, Word, Excel, etc.
vii. Provide proof to City personnel for approval prior to final printing.
B. NOTICE FOR WORK TO BE PERFORMED
i. Contractor shall specify how many days in advance they must be notified
to perform work.
ii. City will notify Contractor of work on an as needed basis. City will notify
Contractor via email or telephone call.
4.0 PROJECT SCHEDULE OF EVENTS
The dates indicated within this RFP are the anticipated milestones for this project. All
dates are subject to change at the City's discretion. All changes to this schedule will be
posted on the City's Bid Flash platform.
5.0 SUBMITTAL REQUIREMENTS
5.1 PROPOSAL GUIDELINES, CONTENT, AND FORMAT
The City of Stockton uses a qualifications-based selection process in obtaining these
services. For the City to properly evaluate the Proponents' qualifications to perform this
work, the proposals shall include, as a minimum, the following information:
A. Evidence of the Proponent's ability to be responsive to this project regarding
timeliness and expertise, including the availability of staff proposed to be assigned.
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PUR 27-006
Customer Notice Processing Services
Proposal Opening October 01, 2026
B. The Proponents are encouraged to expand on the Scope of Work to demonstrate
their expertise. Evaluation of the proposals will be based on qualifications, the
experience of staff proposed to be assigned to the project, references, and the
thoroughness of the Proponent's response to the Scope of Services.
C. Such additional information that the Proponent may feel would be pertinent to
assist the City of Stockton in making its final decision.
D. Please submit an electronic version of the proposal and cost proposal to
city.clerk@stocktonca.gov, or it can be hand-delivered or mailed (USB flash drive
required) to the City Clerk's Office, 501 W Weber Ave. Building 1, Floor 1,
Stockton, CA 95203.
1. The required proposal documents are to be submitted:
i. Cover Letter and Executive Summary
ii. Full response to the Scope of Services as defined in this solicitation
iii. Attachment A - Proponent Contact Information
iv. Attachment B - Proponent Covenant
v. Attachment C - Non-Collusion Affidavit (Notary is required)
vi. Attachment D - Agency Reference List
vii. Attachment E - Certification of Financial Condition
viii. Attachment G - Subcontractor List
ix. Attachment H - Exception Form
x. Attachment I - Nondiscrimination Form
xi. Attachment J - Conflict of Interest Disclosure - AB334 Form
xii. All Addenda's signed by vendor (if applicable)
2. The required cost proposal documents are to be submitted:
i. Cover Letter
ii. Attachment F - Price Proposal
E. Material and data not specifically requested for consideration, but which the
Proponent wishes to submit, must not appear with the Proposal but may appear
only in an "Additional Data" section. This specifically refers to the following types
of data: Generalized narrative of supplementary information and Supplementary
graphic material.
F. All proposals must be signed with the full name of the Proponent, if an individual;
by an authorized general partner, if a partnership; or by an authorized officer, if a
corporation.
G. When proposals are signed by an agent other than an officer of a corporation or a
member of a general partnership, the power of attorney authorizing the signature
must be submitted with the proposal.
H. The original proposal shall be signed. Modification to a proposal after the
proposal submittal deadline will not be accepted by the City.
I. Proponent may withdraw their proposal by submitting a written request to the City
Clerks for its withdrawal, signed by the Proponent or an agent authorized. The
Proponent may thereafter submit a new proposal before the submission
deadline. Proposals may not be withdrawn after the proposal due date.
Proposals received after the due date and time will be returned unopened to the
prospective proposing firm.
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PUR 27-006
Customer Notice Processing Services
Proposal Opening October 01, 2026
J. All costs associated with preparing and submitting a proposal are the sole
responsibility of the proposer.
6.0 SELECTION CRITERIA & EVALUATION
The City is interested in selecting a qualified proposer capable of providing the scope of
work described in this solicitation and the resulting awarded contract. A key component
of a successful proponent will be the ability to meet the City's performance goals while
minimizing costs.
The Evaluation Panel will consist of the City of Stockton staff. Following review of the
proposals, the Panel may invite one or more Proponents to make an oral presentation.
During these presentations, the Proponent will be allowed to present such information as
may be appropriate, so that the Panel can effectively and objectively analyze all materials
and documentation submitted as part of the proposals.
Each proponent must be represented by an individual who will serve as the prime contact
to the City and to any other individuals the firm may select. The highest-rated proposal(s)
will then be further reviewed through financial analysis and reference checks.
Proposals shall be evaluated according to demonstrated understanding of required tasks,
technical approach to specified operations, qualifications of staff, the company's
experience, demonstrated knowledge of best practices for the identified scope, financial
business strength, and fee schedule proposal. Proper format and demonstrated
experience will merit consideration.
To that end, each proposal will be evaluated based on, but not limited to, the following
criteria, listed in relative order of importance:
SELECTED CRITERIA: PERCENTAGE PER CRITERIA
Effectiveness 25 %
Qualifications 25 %
References 15 %
Project Approach and Work Plan 20 %
Proponent's Price Proposal - Completed and 15 %
Signed Under Separate Cover
Proponents may elect to submit proposals that include multiple organizations
(subcontractors). If it includes multiple subcontractors, background information for each
subcontractor must be provided, along with a clear description of their scope(s) of work.
COVER LETTER:
Submit a letter on your company letterhead that addresses the proposal and its format.
The letter should be signed by an officer of the business authorized to bind the business
to all comments made in the proposal, and shall include the name, address, phone
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PUR 27-006
Customer Notice Processing Services
Proposal Opening October 01, 2026
number, and e-mail address of the person(s) who will be authorized to represent your
business.
In no more than three (3) pages, the Cover Letter and Executive Summary shall include:
1. The names of the key members of the Proponent team.
2. The mailing address, telephone number, and the name of the main point of
contact for the Proponent team.
3. A summary of the company's experience and qualifications, as it relates to
the Scope of Service of this solicitation and the significant advantages to
selecting the Proponent.
4. An acknowledgement of receiving any addendum(s) to the solicitation
document.
5. Indicate that the proposal and all its contents, including the fee proposal, are
valid for a period of 120 days.
6.1 QUALIFICATIONS AND EXPERIENCE
1. Describe how your company is organized, noting major divisions and any
parent/holding companies, as well as a brief history of the company and all
personnel potentially to be involved in the project, including all sub-
consultants. Designate the Principal in Charge and other key personnel.
Include resumes. Also, provide a description of your company's experience
with similar processes.
2. Provide a list of references with the current contact person, e-mail address,
and phone number who may be contacted regarding company performance.
Use Attachment D for references.
The review team will conduct a background reference review of each
respondent. Please include the following information for three (3) projects that
the proposed consultant team worked on together:
A. Name of the Agency or Firm
B. Location of the Service
C. Name, title, and contact information for the client.
D. Description of Services
E. Dates of the Service
3. Financial Capacity
The Proponent must be able to demonstrate a good record of performance
and have sufficient financial resources to ensure that they can satisfactorily
provide the services required herein.
All Proponents are required to fill out Attachment E - Certification of Financial
Condition.
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