Utility Billing and Mailing Service

The Vendor is required to provide for a utility billing and mailing service.
- Services include:
•    Contractor to provide printing and mailing services for monthly utility billing;
•    Mailing of items are time sensitive and must be mailed within the date ranges provided by the city.
•    Any missing of mailing dates may lead to an immediate cancellation of service and the city shall have the right to liquidated damages in the amount of $1,000 per calendar day, the delivery is not made;
•    Contractor must be capable of converting the city’s software, in code, to their billing printing operations;
•    Contractor to print, stuff and mail all monthly statements;
•    Contractor to be able to stuff envelopes with additional flyer/information sheets on an as needed basis. 
•    The type of inserts vary depending on need of the city. There is one monthly insert which will be provided that is a tri-fold 8.5 x 11;
•    Invoices are to be itemized at a minimum number of pieces, and/or postage;
•    Contractor to provide postal manifest showing details of total number of pieces printed and mailed attached to each invoice. Postage to be billed at us postage rates;
•    Contractor to notify the city in writing 30 days prior to an increase or decrease in the country postage rates. 
•    This proposal/contract will allow price adjustment in accordance with increase or decrease in postage rates;
•    Turnaround time must be 24 hours;
•    There are two billing cycles, each will require one monthly bill and one delinquent notice for a total of four per month;
•    All pricing to include miscellaneous fees such as fuel surcharge, freight, handling, etc.;
•    City personnel are to have access to search and view bills online.
- Computer
•    Must have the capabilities to download information from the city’s utility billing software vendor, currently in code;
•    Must have delivery point barcode;
•    Must provide access to archive submitted jobs;
•    Maintain the necessary computer equipment to transfer data, and shall make all necessary software changes for computer process and printing at no additional cost;
•    Must define and demonstrate security procedures regarding transmission and safety of confidential information. This will be both network and physical security;
•    Prefer the services to be in the cloud:
•    Must demonstrate disaster recovery program and procedures.
- Printing
•    All transmitted information jobs and envelopes must be printed on a high quality laser printer;
•    Ability to print variable messages on any requested job when message is provided in writing by the city;
•    Contractor shall affix postage to each item;
•    Contractor shall have in place all necessary means to receive the largest postage discount and shall maintain up-to-date knowledge of all mail regulations;
- Supplies
•    Provide all stationary on which to print the requested job;
•    Provide mailing envelope with city logo and return address;
•    Provide necessary equipment and supplies for completion of each submitted job in time frame provided;
•    Contractor to have means to print, fold, stuff and seal all mailing. 
•    There are inserts which the city may provide to the contractor to stuff.
- The City has approximately 9,000 bills and 1,300 delinquent notices which are compiled/downloaded and mailed per month.
- Utility bills include charges for water, wastewater and solid waste services provided both on a commercial and residential level.

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: September 24, 2025