Request for Proposal # 2010-02 For Utility Bill Printing & Mailing Services City of Dunnellon 20750 River Drive Dunnellon, FL 34431 Phone: (352) 465-8500 Fax: (352) 465-8505 Contact: Lisa Algiere Email: lalgiere@dunnellon.org April, 2010
INFORMATION FOR PROPOSAL RECEIPT AND OPENING OF PROPOSALS The City of Dunnellon, Florida (herein called the Owner ) invites responses on the form(s) attached hereto for a Request for Proposal for UTILITY BILL PRINTING AND MAILING SERVICES. The Owner will RECEIVE PROPOSALS UNTIL 2:00PM (EST), WEDNESDAY, APRIL 7, 2010, at Dunnellon City Hall, 20750 River Drive, Dunnellon, Florida, 34431. The envelope containing the proposal must be sealed, clearly marked Bid #2010-02 UB Printing and Mailing, addressed to Lisa Algiere, City Manager, and must bear the following information: Name of Proposing Firm Proposer s Address Proposal Enclosed: UTILITY BILL PRINTING AND MAILING SERVICES The Owner may consider informal any proposal not prepared and submitted in accordance with the provisions hereof, and may waive any informality or reject any and all proposals. Any proposal received after the time and date specified shall not be considered. QUALIFICATIONS OF PROPOSALS The Owner may make such investigations as he/she deems necessary to determine the ability of the Proposer to supply the necessary services, and the Proposer shall furnish to the Owner all such information and data for the purpose as the Owner may request. The Owner reserves the right to reject any proposal if the evidence submitted by, or investigation of, such Proposer s fail to satisfy the Owner that such Proposer is properly qualified to carry out the obligation of the contract by supplying the service contemplated therein. Conditional proposals will not be accepted. OBLIGATION OF PROPOSER At the time of the opening of proposals, each Proposer will be presumed to have read and to be thoroughly familiar with the specifications. The failure or omission of any Proposer to examine all the forms, instruments, and documents shall in no way relieve the Proposer from any obligation in respect to his/her proposal. 2
SCOPE OF SERVICE: The City of Dunnellon, Florida is soliciting proposals to outsource its utility bill printing and mailing services. The City utility billing system is currently utilizing MUNIS software and in the future may use Azar Inc Software. The City processes approximately 1,200 bills per month. The company chosen must have and maintain complete compatibility with MUNIS and CATv software. QUALIFICATIONS: Each firm submitting a Request for Proposal will also submit a package containing the following information on your qualifications to complete the project in a timely and professional manner. Submit three (3) copies of the following information: Portfolio on your firm Identification of three (3) similar projects and any other supporting information by your company that may be of benefit to the City of Dunnellon and better explain your proposal. Disaster recovery plan or system of recovery. Submit pricing on the basis of Utility Bill Print and Mail services listed below. Pricing should include any start up fees, maintenance fees, as well as a price per mail package. These services should include, but not be limited to: Implementation and design services for all statements and documents. Efficient, high quality print/finish/mail services. Complete maintenance services to maintain, modify, and enhance all documents and systems. Statements shall be 1 sided, with 1 color laser imaging, mailed in #10 window envelopes, with a #9 window payment envelope. Statements shall be perforated with a payment stub. Postage shall be First Class Automation Rates, presorted down to the lowest possible USPS rate. No prepaid postage on return envelopes. Statements shall be sent to customers within 48 hours of receiving file from the City. To ensure this, Owner will accept a cutoff time for submitting file. Print/create and/or insert mailers with utility bills. City will assist in design and have final approval of any and all forms. Process must include client support and verification throughout each billing cycle prior to mailing, as well as completion and delivery confirmation via email and/or by phone. 3
Services that are highly desirable: Electronic Bill Present and Payment (EBPP) solution. Search and View Bill search, view, print and email bill, PDF creation, storage and hosting of files. National Change of Address/Move update. Bill messaging capability for all and or individual bills. TERM: Provide for an annual contract commencing on the date of the award, and continuing through a one (1) year period. The city of Dunnellon reserves the right to renew the contract for two (2) additional one-year periods, provided both parties are in agreement. CONTRACT PRICING: Price proposals must remain consistent through the term of the contract. The City may consider cost increase requests by the Vendor as a component in contract extension. QUESTIONS All questions must be received via email (Attn: Lisa Algiere, lalgiere@dunnellon.org) no later than April 5, 2010 at 2:00 p.m. 4
PROPOSAL FORM FOR UTILITY BILL PRINTING AND MAILING SERVICES Company: Contact Name: Contact E-mail Address: Address: Phone: Federal Tax Identification Number: Business License # Estimated Completion Date: Fax: City: It is further understood and agreed by the undersigned in submitting this proposal that the Owner reserves the following rights and privileges: a. To accept or reject any or all Responses, and/or waive any of the informalities in the proposal process. b. To reject all proposals which do not conform to or exceed these specifications, without altering price of this proposal. c. To re-bid anytime during the term of the contract. Note: Responders shall not add any conditions or qualifying statements to this proposal, except as provided herein, as otherwise the proposal may be declared irregular as not being responsive to the Advertisement for Responses. If you have questions regarding the specifications contained in this proposal package, please contact: Lisa Algiere, City Manager City of Dunnellon Phone: (352) 465-8500 Fax: (352) 465-8505 Email: lalgiere@dunnellon.org Proposal Submitted by: Authorized Signature Name (Printed) Title Date 5