REQUEST FOR PROPOSALS (RFP) UTILITY BILL PRINTING AND MAILING SERVICES FOR THE CITY OF STOCKTON, CALIFORNIA (PUR )

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1 POSTED 4/20/17 REQUEST FOR PROPOSALS (RFP) UTILITY BILL PRINTING AND MAILING SERVICES FOR THE CITY OF STOCKTON, CALIFORNIA (PUR ) The City received the following questions regarding this project. The City s answers are in blue. 1. From: Phyllis Robinette Burns [mailto:phyllis@burnsmp.com] Sent: Tuesday, April 11, :41 AM To: Jason Chan <jason.chan@stocktonca.gov> Subject: TN Bidder Jason, thank you for taking my call today. A. My question is does the bidder for printing and mailing have to be a CA company? The bidder and ultimately successful firm is not limited to California based companies. See Section 1.18 of the RFP (PUR ) for Notice to out-of-state vendor. B. You also mentioned having to pick something up which might limit me from bidding. The ultimately successful firm will be able to perform the Scope of Work specified in the RFP. This includes Section 2.3(A). 2. From: John Kim [mailto:johnkim@sendnlink.com] Sent: Tuesday, April 11, :21 PM To: Jason Chan <jason.chan@stocktonca.gov>; Alan Montanelli <Alan.Montanelli@stocktonca.gov> Subject: Questions: PUR Hi All, We have questions as following: A. Who is your current vendor? Can you provide their pricing? This information is on the City s Website and available to the Public: clip_id=50&meta_id=50371 clip_id=2794&meta_id=248041

2 uncil/ pdf clip_id=5346&meta_id= B. Can all information inserts be printed by a vendor? C. If not, what are the average pickup frequencies required a month? Annually? Average of once per month, or twelve times annually. D. Can you provide the following samples in color, PDF? 1. Printed bills, delinquency notices, monthly AR invoices 2. Inserts 3. Envelopes (#10, #9) See Attachments A E to this document. E. Do you expect any changes in the billing statement? None are currently expected. F. Are the design templates currently available for future improvements? 3. From: Brad Barton [mailto:brad@metropresort.com] Sent: Wednesday, April 12, :10 PM To: Alan Montanelli <Alan.Montanelli@stocktonca.gov> Subject: RFP for Utility Bill Print and Mail Hi Alan, Do you know how the City currently processes the Utility Bills? See Section 2.2 of the RFP in conjunction with Attachments E F to this document. 4. From: Krahn, Jay C [mailto:jay.krahn@fisglobal.com] Sent: Wednesday, April 12, :32 PM To: Jason Chan <jason.chan@stocktonca.gov> Cc: Alan Montanelli <Alan.Montanelli@stocktonca.gov>; Johnston, Kathy <Kathy.Johnston@fisglobal.com> Subject: Questions to RFP # PUR Hello Jason, I have a few questions on this RFP.

3 A. If we respond using a digital production solution that images the preprinted form will that be considered in-spec. All proposals that meet the requirements of the RFP will be considered. B. How many versions of envelopes are required for the project? (both outgoing and return) There are 3. Please see Attachment C to this document. C. What is the average sheet count for statements currently? The average is 2 sheets. D. Is there an archive and/or online presentment requirement? No. Electronic bill summaries are provided in the online customer service system. E. How will postage be managed between the City and vendor? The current expectation is for the City to receive an invoice. F. Will postage be paid in advance of mailing? Not currently. G. Are all document types; statements, notices, invoices always mailed in their own mail package? H. Do you have any mail packages exceeding 5 sheets? No. I. Do all mail packages receive a return envelope? No, only the first utility bill. J. How often are inserted provided for inserting? Average of 3 to 4 times annually. K. What are the maximum number of inserts placed into a mail package? (excluding return envelope) 1 insert. L. Is document imaging limited black and one side (simplex) today? No. M. When would the city plan to go live with this new contract? Before November 30, 2017.

4 5. From: Johnston, Kathy Sent: Wednesday, April 12, :29 PM To: Jason Chan Cc: Alan Montanelli Krahn, Jay C <Jay.Krahn@fisglobal.com> Subject: Questions Regarding RFP # PUR , Utility Bill Print and Mail Services Good afternoon, In Section 3.1, D., the RFP states to submit ONE (1) original (unbound, no staples) and SIX (6) copies of your proposal/qualifications. Additionally, submit one (1) CD with an electronic version of the proposal. One of the copies should be unbound to allow us to reproduce your proposal, as needed. A. Should the original as well as 1 copy of the proposal be unbound with 5 copies in 3-ring binders? Only the original should be unbound. Six copies should be sent bound. B. Do you want 1 original and 6 copies of the pricing proposal? Please send one copy of your pricing proposal under separate cover. C. Should the pricing proposal be bound or unbound? There is no preference. 6. From: Jill Gardner [mailto:jgardner@kpcorp.com] Sent: Thursday, April 13, :05 PM To: Jason Chan <jason.chan@stocktonca.gov>; Alan Montanelli <Alan.Montanelli@stocktonca.gov> Subject: Questions for RFP - Utility Bill Printing and Mailing Services, PUR We are requesting some additional information and clarification in order to prepare a more accurate response and pricing: A. Can we get a copy of the current agreement and pricing? This information is on the City s Website and available to the Public: clip_id=50&meta_id=50371 clip_id=2794&meta_id= uncil/ pdf

5 clip_id=5346&meta_id= C Print Specifications Questions: A. Can you provide samples of current invoices, notices and envelopes or provide scans that show front and back and color? See Attachments A E to this document. B. Shall we assume that the paper is 20# bond or do you have the specifications? Do you require recycled content? No specifications are available, and recycled content is not required. 20# bond is an acceptable assumption. C. Is the variable information printed in black only? D. Is variable information printed on 1 side or 2? 1 sided. E. Are all the invoices 1 sheet of paper? Are other notices 1 sheet? All invoices, statements and notices are one sided, except for the first utility bill. The back side for the first utility bill is template information, meaning it is the same on every bill for every customer. F. What is the number of images per billing type? (i.e., 1 side or 2 or total number of pages) 2 images for the utility bill and 1 image for all others. G. Invoices are perfed; do other notices have a perf? No. H. Are the #10 envelopes a standard #10 window? Printed black only one side or other? They are the standard double window and printed only in black on one side. See Attachment C to this document. I. Is the #9 reply a standard #9 envelope? Printed black only one side or other? They are the standard #9 and printed only in black on one side. See Attachment C to this document. J. What do the other billing inserts consist of? How many per mailing? They consist of service announcements related to water and/or waste hauler services. Only one insert per billing is expected.

6 K. Would we pick up billing inserts from City of Stockton office or somewhere else? The ultimately successful firm will pick up billing inserts from the City of Stockton Duplicating department in the manor specified in the RFP. 2.2 File Questions: A. What is the delimiter of the text file? None. See Attachment F to this document. B. Can you provide a schema or data layout? See Attachments E and F to this document. C. Can you provide a sample data file? See Attachment F to this document. D. How many times in a year do you revise the format or design? No revisions are anticipated at this time. E. What kind of bar code is contained in the file that you transmit? None. See Attachment F to this document Financial Statement A. We are a privately held company. Do you require that we send audited financial statements with the bid proposal or can we provide if we are selected as a finalist? The ultimately successful firm will need to satisfy Section of the RFP. Documentation can be provided after selection. POSTED 4/06/17 1. Communication please send your communication via Questions the last day to make inquiries is April 13, Answers clarifications and answers will be posted by April 20, Proposals due promptly by 2:00 pm, Thursday, April 27, 2017, City Clerk s Office.

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