Utility Billing Mailing and Printing Services

The vendor is required to provide utility bill design, printing and mailing services of the utility billing operation.  
- The consist of printing and mailing complete utility bills, delinquent letters and any other communication the city may have with its 23,000 plus utility account holders.
- Contractor must provide programming and bill design services to replicate our county utility bills and delinquent notices.
- The city utilizes four (4) billing cycles per month with each cycle ranging from 2,500 to 7,000 bills, plus a second notice for each cycle ranging from 500 to 2,000 notices.
- Tri-fold paper and insertion of bills and mailings the same day via USPS.
- Front and back color printing is required for both the utility bills and delinquent notices.
- Ability to insert at least one additional bill-insert per month with less than forty-eight (48) hour notice.
- Ability to send one-time off schedule mailers for special notices as needed within 5 days’ notice; the quote should be provided and approved prior to sending the mailers out; separate mailers will need their own invoices.
- Contractor must have the ability to omit printing and mailings to customers who have the e-billing option identified on their account.
- A sample billing document (front and back) is attached.
- A sample late notice document is attached.
- A sample of a basic envelope is attached.
- Mailing of certified letters is not required and is not part of this contract.
- Contractor must have the ability to place multiple customer messages on the bill dependent on conditions of the account such as delinquent balances, owner messages, leak messages, change in service messages, etc.
- Ability to generate a scan line at the bottom of the utility bill for the purpose of automated reading for payment and remittance processing.
- Postage rate fees must be pass-through, at the lowest possible rate/discount and include any rebates offered by the states postal service.
- Contractor must provide a secured website for data transmission.
- Contractor must be available to coordinate with the city’s utility billing to change the scheduled billing and bill management at any time.
- Provide programming and bill design services.
- Provide identity theft safety measures.
- Provide all materials specific to utility bills and letters:
• 8.5in. X 11in. perforated 24-lb. white paper for billing statements
• 8.5in. X 11in. pre-printed letterhead paper
• #10 pre-printed window envelope for letters
• #9 pre-printed envelope, return
• #10 pre-printed window envelope, utility bill mailing
- Provide materials, labor and equipment necessary to print and mail utility bills to city
- Contract Period/Term: 3 years