Utility Billing Statements Process File Print Insert and Mail Services

The Vendor is required to provide for the processing, printing, inserting, and mailing of water, sewer, storm water billing and past due statements.
- Current billing software uses PDF as the file format for billing and past due statements. 
- The consultant should be able to receive file data through electronic secure file protocol (SFTP) in the format of PDF, .csv, .xlsx, .txt, and adapt to new technologies and formats as they emerge. 
- The consultant will provide formatting, processing, printing in color, stuffing, sorting, labeling, and mailing for the previously mentioned correspondences. 
- They should confirm receipt of file data; process and mail within 24 hours of receipt of files; reconcile the number of bills processed, the number of bills mailed by postal category/rate, and date mailed. 
- Billing and past due statements should be mailed out in a double window security envelope #10 and include a return security envelope #9 along with any inserts when needed. 
- Billing and past due statements should have the city logo on with our return address.
- Statement Processing
•    Vendor shall receive an electronic pdf file via SFTP. 
•    Vendor should still be able to accept other formats such as .csv, .xlsx, .txt, and adapt to new technologies and formats as they emerge. 
•    The vendor shall separate the regular printed bills from the printed bills on auto pay (of which, do not receive a return envelope stuffed with the statement).
•    Address verification, including zip+4, through office approved software.
•    After processing each billing and past due statements, the vendor will create an exception report for any addresses that are incorrect in the city's database. 
•    This report will include the updated, verified addresses. 
•    The city will use this report to update its utility system database. 
•    Vendor shall send an email notification to the city of the number of records received and processed at the time of processing.
- Printing, Stuffing, Sorting, Labeling and Mailing
•    Use the pdf file provided by the city to print the front page of all statements processed and print the predetermined text on the back of the statements. 
•    The predetermined text will be initially provided by the city but the vendor will store this predetermined text for printing on statements.
•    Format printed statements with correct placement of data for legible reading by customer.
•    Vendor shall separate the regular printed bills from the printed bills on auto pay (of which, do not receive a return envelope stuffed with the statement).
•    Print “past due” in red font on the following past due statements: past due water, past due sewer, and past due owner letter. 
•    Print "urgent" in red font on the shut off notices, and “final notice” in red font on final reminders.
•    Prepare and stuff the printed billing and past due statements in a double window security envelope #10 along with a return security envelope #9 and include insert(s) as needed. The vendor will supply the envelopes and return envelopes.
•    Ensure the customer address and return address are fully visible in a double window security envelope # 10.
•    Combine billing and past due statements for the same customer and address into one envelope. Some may require a large flat envelope, which vendor will supply. 
•    This is process is sometimes known as “bill batching."
•    Sort to the level that will achieve the lowest possible postage rate and apply postage.
•    Apply postal bar codes to all printed statements.
•    Use OCR-A font for account and amount due line item and any other item such as a check digit that may be required by the city’s lock box vendor.
•    Use printer ink that is laser compatible. 

- Contract Period/Term: 1 year
- Questions/Inquires Deadline: August 27, 2025