Utility Bill Printing and Mailing Service - TC
| Agency: | Pulaski County |
|---|---|
| State: | Arkansas |
| Type of Government: | State & Local |
| Category: |
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| Posted: | Feb 29, 2024 |
| Due: | Mar 4, 2024 |
| Solicitation No: | HS-24-011 |
| Publication URL: | To access bid details, please log in. |
Bid Information
|
Contact Information
|
Attachment Preview
HS-24-011 Addendum 1
Utility Bill Printing and Mailing Service - TC
Issue Date: 2/14/2024
Questions Deadline: 2/28/2024 05:00 PM (CT)
Response Deadline: 3/4/2024 02:00 PM (CT)
City of Hot Springs
Contact Information
Contact: Mindy Collins Purchasing Tech
Address: Purchasing
324 Malvern Ave
2nd Floor
Hot Springs, AR 71901
Email: purchasing@cityhs.net
Page 1 of 8 pages
Deadline: 3/4/2024 02:00 PM (CT)
HS-24-011 Addendum 1
Event Information
Number:
HS-24-011 Addendum 1
Title:
Utility Bill Printing and Mailing Service - TC
Type:
HS - Request for Proposal
Issue Date:
2/14/2024
Question Deadline: 2/28/2024 05:00 PM (CT)
Response Deadline: 3/4/2024 02:00 PM (CT)
Notes:
TO: Prospective Responders
FROM: City of Hot Springs Purchasing Division
DATE: February 14, 2024
The City of Hot Springs is issuing its “Request for Proposals” or “Invitation to Bid” for:
RFP Number: HS-24-011
RFP Item: UTILITY BILL PRINTING AND MAILING SERVICE - TC
RFP Opening Time, Date & Location: 2:00 PM CT, MONDAY, MARCH 4, 2024,
324 Malvern Ave, 71901, 2nd Floor, Room 206; PO Box 6300, 71902, City of Hot
Springs, Arkansas
The complete request for proposal is available online
at https://arkansas.ionwave.net/Login.aspx. Interested Proposers must
register at this site to submit a proposal electronically. This is the preferred
method of submittal.
Sealed paper responses to this invitation can also be submitted to the Purchasing
Division by mail or in person. Facsimile submissions are not acceptable. The sealed
envelope, including express envelopes, must be identified as a sealed proposal and
show the item or bid number.
All responses must be submitted no later than the date and time shown
above for consideration.
Thank you,
Purchasing Division
(501) 321-6830 or (501) 321-6822
purchasing@cityhs.net
Page 2 of 8 pages
Billing Information
Contact: Mary Rice
Address: 324 Malvern Ave
2nd Floor
Deadline: 3/4/2024 02:00 PM (CT)
HS-24-011 Addendum 1
Hot Springs, AR 71901
Phone: (501) 321-6882
Email: acctpayable@cityhs.net
Bid Attachments
HS-24-011 Utility Bill Printing and Mailing Service - TC.pdf
Download
Signature Page for HS-24-011 Utility Bill Printing and Mailing Service - TC
Acknowledgment - Fillable.pdf
Download
Acknowledgment of this Invitation to Bid (ITB)/Request for Proposals (RFP) shall be received by the City in order for
you to receive an Addenda (e.g., updates or changes to the bid packet).
Terms and Conditions - RFP.pdf
Download
Respondents shall read the Terms and Conditions for HS-24-011 Utility Bill Printing and Mailing Service - TC
Clarifications 1 HS-24-011 Utility Bill Printing and Mailing Service - TC.pdf
Download
Clarification 1 HS-24-011 Utility Bill Printing and Mailing Service - TC
#9 Envelope .pdf
Download
Sample
#10 Envelope.pdf
Download
Sample
Bill layout .pdf
Download
Sample
color insert example.pdf
Download
Sample
FINAL BILL.pdf
Download
Sample
Sample Bill.pdf
Download
Sample
Requested Attachments
Proposal
(Attachment required)
The uploaded proposal shall include all information for the categories as described in the Proposal
Requirements/Evaluation in the Attribute Tab.
Certificate of Liability Insurance
(Attachment required)
Respondent shall upload a copy of their certificate.
Business License Certificate
The successful Respondent may be required to obtain a City of Hot Springs business license. For business services
within the City of Hot Springs, the City will honor business licenses from cities within the State of Arkansas.
Certificate of Good Standing with the Secretary of State
Please upload a copy of the Certificate of Good Standing with the Secretary of State.
DBE, WBE, or MBE Certification
Please upload a copy of the letter or certificate.
Page 3 of 8 pages
Deadline: 3/4/2024 02:00 PM (CT)
HS-24-011 Addendum 1
Addition Attachments
Please upload any additional documents.
Bid Attributes
1 INTRODUCTION
The City of Hot Springs, Arkansas, is seeking proposals for a utility bill printing and mailing services solution as a
term contract (TC). The objective of the City is to evaluate solutions that provide for printing, inserting, mailing
services, and electronic billing. The City currently generates approximately thirty-nine thousand (39,000) utility bills
each month. The utility bills are generated weekly (sometimes daily) as there are nineteen billing cycles that covers
each utility customer for their water, wastewater, solid waste and storm-water charges. The bills are created by
using the New World of Tyler Technologies. The bills are currently printed on letter size paper and often times will
include an insert or a message that would be printed on the monthly bill for customer viewing. The city prefers that
any insert that may be used would be printed and inserted into the bill and mailed by our bill print vendor. This
Request for Proposals (RFP) contains all the information necessary to prepare and submit a proposal. Prospective
Respondents are advised to study this RFP completely and follow the instructions exactly.
2 Terms and Conditions of Bidding for HS-24-011 Utility Bill Printing and Mailing Service - TC
Bidder acknowledges the Terms and Conditions of Bidding found in the Attachments Tab.
Bidder Acknowledges
(Required: Check if applicable)
Page 4 of 8 pages
Deadline: 3/4/2024 02:00 PM (CT)
HS-24-011 Addendum 1
3 SCOPE OF SERVICE
The following scope of service describe the minimum requirements for this type of services:
Provide interface of utility software for downloading to bill print software for processing / printing /mailing of
utility bills.
Be equipped for the opt for paper or electronic delivery of utility bills.
Be equipped to suppress e-bills from printing and from generating ACH envelopes.
Ensure timely and accurate production and delivery of bills to utility customers in accordance with our billing
schedule (19 current cycles each month to process in addition to final bills which have a different file layout).
Reduce costs for billing production and delivery to customers with minimal mailing delays due to equipment
failures and / or maintenance.
Maintain accuracy of piece counts.
Maintain postal discounts and achieve additional postal discounts where eligible and appropriate.
Improve postal records through electronic reports.
Provide a solution that allows for expedited changes to forms and envelopes to accommodate changes,
additions or deletions and / or topical contents on billing statements.
Provide reporting on documents as they move through the printing, insertion, and mailing process.
Provide interface for final proofing of billing records prior to release
Provide interface for City staff to service customers through vendor website assistance. The city needs to
have the ability to view and retrieve printed bills
Allow for messages to be placed as needed through bill inserts or on the bill itself
Vendor must provide bill design and programming services as requested
Services must be compatible with the city’s billing system and provide means for secure data transmission
and confirm receipt of data, The city transmits its data electronically and it is expected to acknowledge receipt
of the data and to print, post and mail bills within 24 hours of receipt
The ink color and bill design will be the same as what the city is currently using (sample available upon
request). The back of utility bills has printed information.
Vendor must pre-process data for address certification and pre-sort for lowest first class rate. Software must
be USPS approved.
Vendor must be capable of providing combined multiple statements for one customer into one envelope for
mailing.
Provide appropriate scan lines and barcodes on front of bills
The City request that your company price the following:
Statement Data Processing/Print/Mailing (per each)
8.5" x 11" form (per each)
#10 Outgoing envelope (per each)
#9 Return envelope (per each)
Statement Postage level - 1 sort (per each)
Statement Postage non bar-code (per each)
Online Archiving - 12 months retention minimum (per each)
List any charges for a message to be placed on monthly bills (per each, if applicable)
Computation of charges for design/printing of inserts
Address change service (per each)
CASS changes, if applicable per month
List any additional charges that would be applicable that are not listed above.
The City of Hot Springs reserves the right to award the sections that are within the budget available. Any deviations
to these specifications shall be explained.
The contract will be for one (1) year with four (4) 12-month extensions available upon mutual consent of both
parties and approved budget by the City of Hot Springs.
Bidder Acknowledges
(Required: Check if applicable)
Page 5 of 8 pages
Deadline: 3/4/2024 02:00 PM (CT)
HS-24-011 Addendum 1
This is the opportunity summary page. You are currently viewing an overview of this opportunity and a preview of the attached documentation.
For more information, please visit the Publication URL Web page.
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Arkansas Democrat-Gazette
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Bid Information Type Request for Qualifications Status Issued Number 24015 Addendum 1 (QVL
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Bid Due: 6/27/2024
* Disclaimer: Information regarding bids, requests for proposals (RFPs), or requests for qualifications (RFQs) is provided on this website only as a convenience and does not constitute official public notice. Persons wishing to respond to or inquire about bids, RFPs, or RFQs should contact the appropriate government department.