request for proposals - colleyville

Request for Proposals FOR

Utility Billing Statement and Insert

Printing and Mailing Services

CITY OF COLLEYVILLE

100 MAIN STREET

COLLEYVILLE, TX 76034

SUBMITTAL DEADLINE:

Monday September 24, 2018 11:00 A.M. (CST)

of 33 Proposer’s initials __________

CITY OF COLLEYVILLE, TEXAS

REQUEST FOR PROPOSALS

TABLE OF CONTENTS

I. GENERAL INFORMATION ..................................................................................... 3

II. GENERAL TERMS AND CONDITIONS .................................................................. 5

III. PROJECT INTENT ................................................................................................ 10

IV. ITEM OF FUTURE ENHANCEMENT: ................................................................... 11

V. PROPOSAL REQUIREMENTS AND CONTENTS ................................................ 12

1. PROPOSAL CONTENTS............................................................................................................... 12 SECTION 1 – Introduction ............................................................................................................... 12 SECTION 2 – Experience ................................................................................................................. 12 SECTION 3 – Scope of Work ........................................................................................................... 12 SECTION 4 – Term ........................................................................................................................... 12 SECTION 5 - Project Schedule ........................................................................................................ 13 SECTION 6 – Project Cost ............................................................................................................... 13 SECTION 7 – Ancillary Services ...................................................................................................... 13 SECTION 8 – References ................................................................................................................. 13 SECTION 9 – Conflicts of Interest ................................................................................................... 13

2. PROPOSAL SUBMITTAL.............................................................................................................. 13

3. PROPOSAL TERMS AND CONDITIONS ...................................................................................... 14

5. SELECTION PROCESS ................................................................................................................ 14

6. PROPOSER WARRANTIES .......................................................................................................... 15

VI. SCOPE OF WORK: INSTRUCTIONS ................................................................... 16

VII. SCOPE OF WORK: QUALIFICATIONS .............................................................. 16

VIII. SCOPE OF WORK: DATA PROCESSING, PRINT AND MAIL ........................... 19

IX. PROPOSED PROJECT COST ............................................................................. 24

I. SAMPLES ............................................................................................................. 27


I. General Information The City of Colleyville is requesting proposals for utility billing statement and insert printing and mailing Services. In submitting the attached proposal, including terms, conditions, instructions to proposers and specifications, the vendor agrees that acceptance of any or all proposed items by the City of Colleyville, Texas within a reasonable period of time constitutes a contract. The City of Colleyville reserves the right to retain all proposals submitted and to use any ideas in a proposal regardless of whether that proposal is selected. There is no express or implied obligation for the City of Colleyville to reimburse responding firms for any expenses incurred in preparing proposals in response to this request. A non-mandatory, pre-proposal conference for vendors interested in submitting proposals will be held at Colleyville City Hall, Executive Conference Room, 100 Main Street, on Thursday, September 20, 2018 at 9:00 AM to answer questions. Conference minutes and list of attendees will be sent to the e-mail address listed on the sign in sheet for all attendees. For all vendors unable to attend and who would like to receive the minutes and list of attendees from this meeting, please email your request to: [email protected] Subject line for this request should state: RFP- UB Printing Pre-proposal Conference Minutes To be considered, an original and six (6) copies of the sealed proposal must be received at the Finance/Utility Billing Office at the Colleyville City Hall, 100 Main Street, Colleyville, Texas by 11:00 AM CST on Monday, September 24, 2018. Proposal responses received after the deadline will be returned to the sender, unopened. The envelope should be marked: Proposal: Utility Billing Statement and Insert Printing and Mailing Services

RFP Closing September 24, 2018 at 11:00 CST Attn: Jennifer Newman, Utility Billing Supervisor

All responses will be publicly opened and read aloud at the opening time and date. Submittals will be opened and publicly acknowledged at the time and date specified. All interested parties may be present. There will be no disclosure of contents to competing vendors, and all Statements of Proposals will be kept confidential during the evaluation and negotiation process. Opening Location:

Utility Billing Office at the Colleyville City Hall, 100 Main Street, Colleyville, Texas Opening Date / Time:

Monday, September 24, 2018 at 1PM CST

mailto:[email protected]


Proposal Title: Utility Bill Statement and Insert Printing and Mailing Services Company's Name ______________________________________________________ Company's Address______________________________________________________ Telephone Number ______________________________________________________ FAX Number ___________________________________________________________ E-mail address _________________________________________________________ Authorized Signature_____________________________________________________ Printed Name __________________________________________________________ Title ________________________________________________________________ All proposal responses are required to be signed by an authorized representative of the proposing entity. Proposal responses received unsigned will not be considered.


II. GENERAL TERMS AND CONDITIONS 1. DEFAULT In case of default after proposal acceptance, the City of Colleyville, Texas

("City") may exercise any and all rights it may have in compliance with the law. 2. PRICES HELD FIRM The City of Colleyville reserves the right to require that submitted

proposals remain in force for a forty five (45) day period after opening or until award is made; whichever occurs first.

3. RESOURCE CONTACT All information and/or questions pertaining to this proposal shall

be directed to the City of Colleyville Utility Billing Supervisor, Jennifer Newman. It is the responsibility of the proposal to seek clarification of any uncertain terms.

4. NEGOTIATION Any attempt to negotiate or to give information on the contents of this

proposal with the City of Colleyville or its representatives prior to award shall be grounds for disqualification.

5. TAX EXEMPT The City of Colleyville is exempt from all sales tax and excise taxes. Tax

exemption certificates are available upon request. 6. FORMS PROVIDED All proposals must be submitted on the forms provided to insure

uniformity and comparability of responses. Proposals may be rejected if they show any omissions, alterations in wording, conditional clauses, or irregularities of any kind.

7. PRICE FIXING In submitting a proposal response to this request, the proposer thereby

certifies that the proposer has not participated in nor been party to any collusion, price fixing or any other agreements with any other company, firm or person concerning pricing on the enclosed proposal.

8. GRATUITIES The City may, by written notice to the successful proposer, cancel this

contract without liability to successful proposer if it is determined by the City that gratuities in the form of entertainment, gifts, or otherwise, were offered or given by the successful proposer, or any agent or representative of the successful proposer, to any officer or employee of the City with a view toward securing or amending, or the making of any determinations with respect to the performing of such contract. In addition, the successful vendor shall be subject to penalties as stated in Title 8 of the Texas Penal Code.

9. FORCE MAJEURE Neither party shall be required to perform any term, condition or

covenant in this contract so long as such performances is delayed or prevented by force majeure, which shall mean acts of God, strikes, lockouts, material or labor restrictions by any governmental authority, civil riots, floods, and any other cause not reasonably within the control of the party required to perform and which by the exercise of due diligence said party is unable, wholly or in part, to prevent or overcome.

10. APPLICABLE LAW This agreement shall be governed by the Uniform Commercial Code

and the applicable laws of the State of Texas. Wherever the term "Uniform Commercial Code: is used, it shall be construed as meaning the Uniform Commercial Code as adopted in the State of Texas as effective and in force on the date of this agreement.


11. TAXES, UNEMPLOYMENT BENEFITS, ETC. The successful proposer hereby accepts

exclusive liability for, and agrees to indemnify the City of Colleyville against liability for, the payment of any and all contributions or taxes for unemployment insurance, old age pensions or annuities or other purposes now or hereafter imposed by the Government of the United States, which are in whole or in part measured by and/or based upon the wages, salaries, or other remuneration paid to persons employed by the successful proposer on work in connection with this order.

12. ANTI-DISCRIMINATION The successful proposer, in performing the work required

hereunder shall comply with the provisions of Executive Order Number 1146 and shall not discriminate against any employee or applicant for employment because of religion, race, color, sex, age or national origin.

13. FAIR LABOR STANDARDS ACT The successful proposer warrants that the materials

covered by this order have been produced in compliance with the requirements of the Fair Labor Standards Act of 1938, as amended.

14. OPENING PLACE, TIME AND DATE The City of Colleyville will conduct a public proposal

opening at the location, time and date as specified on the first page of the request. Proposers are encouraged to attend.

15. LIENS The successful proposer agrees to and shall indemnify and save harmless the City

of Colleyville against any and all liens and encumbrances for all labor, goods and services which may be provided under the request, by seller or seller's vendor(s) and if the City requests, a proper release of all liens or satisfactory evidence of freedom from liens shall be delivered to the City.

16. WITHDRAWAL The City of Colleyville reserves the right to withdraw the request for any

reason prior to the opening time and date without proposer claims. 17. EXTENSION DISCREPANCIES Any difference between the unit price, correctly extended,

and the total price shall be resolved in favor of the unit price except when the proposer clearly indicates that the total price is based on consideration of being awarded the entire lot.

18. FAX/E-MAIL The City will not accept a proposal response or alterations to a proposal

response via a facsimile machine and/or e-mail. No proposal responses received via the FAX machine and/or e-mail will be considered.

19. ALTERING PROPOSALS Proposal’s cannot be altered or amended after submission

deadline. Any interlineation, alteration, or erasure made before opening time and date, must be initialed by the signer of the proposal, guaranteeing authenticity.

20. CHANGE ORDERS No oral statement of any persons shall modify or otherwise change,

or affect the terms, conditions, or specifications stated in the resulting contract. All change orders to the contract will be made in writing by the Chief Financial Officer.


21. REJECT PROPOSALS The City of Colleyville reserves the right to reject any or all proposals or parts of proposals and to waive informalities in the proposal process.

22. PROHIBITION OF BOYCOTT OF ISRAEL House Bill 89, effective September 1, 2017,

amended the Texas Government Code to add Chapter 2270, Prohibition on contract with companies boycotting Israel. Effective September 1, 2017, a state agency and a political subdivision (which includes a city) may not enter a contract with a company for goods or services unless the contract contains a written verification from the company that (a) it does not boycott Israel, and (b) will not boycott Israel during the term of the contract.

23. PROHIBITION OF CONTRACTS WITH TERRORISTS Senate Bill 252 prohibits a state

agency and a political subdivision (which includes a city) from entering a contract with a

company that is identified on the list prepared and maintained by the comptroller (https://comptroller.texas.gov/purchasing/publications/divestment.php) and that does business with Iran, Sudan, or a foreign terrorist organization of companies known to have

The City may request representation and other information sufficient to determine vendor’s ability to meet the minimum standards as indicated herein. Respondents are advised to review all sections of this RFP carefully, and to follow instructions completely, as failure to make a complete submission as described herein may result in rejection of the submission.

All costs associated with developing or submitting a proposal in response to this request, or to provide oral or written clarification of its content shall be the sole responsibility of the respondent. The City of Colleyville assumes no responsibility of these costs. This RFP does not commit the City to pay any costs incurred in preparation or submission of a response or in anticipation of a contract. This RFP does not commit the City of Colleyville to enter into a contract. The City reserves the right to award one, more than one, or no contract(s) in response to this RFP. The City of Colleyville reserves the right to waive any formalities and irregularities in the submissions or proposals received. The City also reserves the right to terminate this RFP, and reissue a subsequent solicitation, and/or remedy technical errors in the RFP process. The Contract, if awarded, will be awarded to the respondent whose submittal is deemed most advantageous to the City of Colleyville, as determined by the selection committee, upon approval of the Colleyville City Council. The City of Colleyville reserves the right to contact any respondent for clarification, interviews or to negotiate if such is deemed desirable by the City. All respondents are prohibited from making any contact with any City personnel, City Council, or City Manager with regard to the RFP, other than in the manner and to the person designated herein. The City of Colleyville reserves the right to disqualify any respondent found to have contacted anyone other than the designee.

https://comptroller.texas.gov/purchasing/publications/divestment.php


Responders should be aware that the RFP and the contents of the successful RFP will become part of any subsequent contractual document that may arise from this Request. In cases of discrepancy between the RFP and the responder’s submittals, the RFP will rule. Submittals cannot be altered or amended after the closing date. Submittals will be publicly acknowledged in the City Hall Finance Department located at 100 Main Street, Colleyville, Texas 76034 at the time and date specified. All interested parties may be present. There will be no disclosure of contents to competing vendors, and all Statements of Proposals will be kept confidential during the evaluation and negotiation process. By submitting, vendor certifies that they have fully read and understood this Request for Proposals and has full knowledge of the scope and quality of the services to be furnished and intends to adhere to the provisions described herein. Failure to do so will be at the vendor’s own risk. Any submittal which does not contain all of the information requested herein will be considered incomplete and may be rejected. The City reserves the right to retain all submittals and to use any idea in a submittal regardless of whether the vendor is selected. Submission indicated acceptance by the vendor’s terms and conditions contained in the Request for Proposals unless clearly and specifically noted in the submission and confirmed in the contract between the City and the selected vendor. The City reserves the right to waive any informalities and technicalities and to accept the offer considered most advantageous in order to obtain the best value for the City. Causes for rejection of a submittal may include but shall not be limited to:

The vendor’s current violation of any City Ordinance The vendor’s current inability to satisfactorily perform the work or service The vendor’s previous failure to properly and timely perform its obligations

under a contract with the City Vendor may be disqualified and rejection of submittals may be recommended for any (but not limited to) of the following causes:

Failure to use the forms furnished by the City (if any) Lack of signature by an authorized representative Failure to properly complete the submittal requirements Evidence of collusion among vendors Any alterations of the language contained within the RFP.

The City of Colleyville reserves the right to waive any minor informality or irregularity. The City may conduct reference checks as needed to evaluate submittals. The City may contact those listed, and inclusion of this listing in your submittal is an agreement that the City may contact the named reference. The City reserves the right to contact other companies or individuals that can provide information to the City that will assist in the evaluation of the capability of the vendor. The City of Colleyville operates and is funded on a fiscal year basis; accordingly, the City reserves the right to terminate, without liability, any contract for which funding is not available.


The City of Colleyville is exempt from Federal Excise and State Sales Tax; therefore, tax must not be included in any contract that may be awarded from this Request for Proposals. The City reserves the right to negotiate all elements that comprise the successful vendor’s response to ensure that the best possible consideration can be afforded to all concerned. The vendor may not assign its rights or duties under an award without the prior written consent of the City. Such consent shall not relieve the assignor of liability in the event of default by its assignee. Vendor will not be allowed to take advantage of any errors or omissions in this Request for Proposals. Vendor shall promptly notify the City of any omission, ambiguity, inconsistency or error that they may discover upon examination of the documents. The City assumes no responsibility for any errors or misrepresentations that result from incomplete Proposals. No plea of ignorance of conditions that exist, or difficulties or conditions concerning the work to be performed, or execution of the work shall be accepted as an excuse for any failure or omission on the part of specifications documents governing the work. The vendor awarded the contract shall not be allowed any extra compensation by reason of any matter or aspect prior to the Proposal. Any ambiguity in the Request as a result of omission, error, lack of clarity or noncompliance by the vendor with specifications, instructions and all conditions shall be construed in the favor of the City.


III. PROJECT INTENT The City of Colleyville is soliciting requests for proposals from qualified vendor preferably with Munis experience to provide data processing, printing, folding, inserting, sorting and mailing. Each Month, approximately 10,500 residential and commercial accounts receive utility billing bills and inserts.

1. The City of Colleyville, Texas is soliciting proposals to provide Utility Bill and insert printing and mailing Services. The service shall include but are not limited to data processing, printing and mailing utility bills and inserts, delinquent notices and final bills.

2. The City of Colleyville currently outsources the printing process and mails approximately 10,500 bills and inserts. The City expects to transmit data electronically. The provider is expected to acknowledge receipt of the data, to print and mail bills within 24 hours of receipt. The provider should report non-certified addresses to the City for correction in future billings. The City of Colleyville CIS/Billing software is Munis. The type of files that will be exported are as follows XML and PDF.

3. The Utility Billing Statements are single sided color printed on white 24 lb. 8.5 x 11 perforated paper; folded and inserted into a white double window # 10 envelope with black ink and a white #9 single window return envelope with black ink; postage and processing included. Monthly inserts are double sided full color 60 lb. glossy paper and are to be mailed with regular utility billing statements.

4. Custom programming logic to be implemented by Vendor:

a. Yellow Highlight effect:

- Accounts with message: “**PRENOTE BILLING – PLEASE PAY ALL CHARGES**”

- Accounts with message:

“*DO NOT PAY AUTOMATIC DRAFT PAYMENT SCHEDULED*”

b. Selective #9 conditions:

- #9 envelopes are suppressed from accounts enrolled in auto pay

c. Add consumption graph:

- Data within “HISTORY PERIOD” and “BILLED USAGE” table is converted to a consumption graph

d. Remittance Name:

- CITY OF COLLEYVILLE is printed in blue font for blue statements

- CITY OF COLLEYVILLE is printed in red for red statements

e. House-holding:

- When an exact match of customer name and address is found, all records are grouped together and mailed in a single envelope.

f. Identify shut-off notices

g. Suppression of email bills


h. Suppression of Inserts into Final Bills and Delinquent Notices

5. Vendor will be required to print, insert, meter and mail utility bills via first class postage

within 24 hours of receipt. Confirmation of utility bill file receipt must be provided. This

schedule must be contractually guaranteed.

6. Bill messages and bill inserts are included in each statement billing

IV. ITEM OF FUTURE ENHANCEMENT: Delinquent notice statements are single sided color printed on white 24 lb. 8.5 x 11 perforated paper folded and inserted into a white double window #10 envelope with blank ink and a white #9 single window return envelope with black ink; postage and processing included. We estimate around 500 every 2 weeks will be sent to the vendor for printing and processing, these will not have an insert. So total monthly would be 1,000 to 1,200 delinquent notice bills sent to vendor for processing.


V. PROPOSAL REQUIREMENTS AND CONTENTS

1. PROPOSAL SCHEDULE The anticipated schedule is below. If it becomes necessary to change any part of this schedule, all RFP recipients will be notified. RFP published September 09, 2018 & September 16, 2018 Pre-proposal Conference September 20, 2018 9:00 am Proposal due September 24, 2018 11:00 am Open Proposals September 24, 2018 1:00 pm Interview of top vendors October 1, 2018 Selected Vendor Notified October 5, 2018 Contract to Council October 16, 2018 Project start date November 1, 2018

1. PROPOSAL CONTENTS

The proposals submitted for this project by the Vendor are to include the sections described below and must address all requested information. Any additional information that the vendor wishes to include should be included in an appendix to the proposal.

SECTION 1 – Introduction Provide a brief description of the vendor and a statement of qualifications for performing the requested services.

The proposal shall be signed by an official authorized to bind the vendor and shall expressly state that the proposal is valid for 90 days.

SECTION 2 – Experience

Provide a summary of the vendor’s prior experience with similar projects and the city’s assigned representative experience. Vendors should have a minimum of 5 years providing service to clients of comparable size. This section should include specific and detailed descriptions of similar projects performed previously, project results, client name and year completed.

SECTION 3 – Scope of Work

Respond to all requirements defined in the Scope of Work. If any of the requirements cannot be supported, those items should be listed as exceptions. For exceptions, provide a recommendation for an alternative approach. Provide a description of the required tasks for the implementation and post-production support. Include the tasks needed to complete the project and any recommended additions to the requirements. Also document assumptions used in development of the work tasks, including assistance needed from City of Colleyville staff, and required hardware and software.

SECTION 4 – Term

Include a brief initial period for term of contract and renewal terms of contract.


SECCTION 5 - Project Schedule

Include a project schedule for each key focus area of the project, as identified in the Scope of Work. This schedule should contain key project milestones and timelines for deliverables. Identify assumptions used in developing the schedule.

SECTION 6 – Project Cost

Refer to the Project Cost.

SECTION 7 – Ancillary Services Please list other services you may want to offer. This section is optional. ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________ ____________________________________________________________________________

____________________________________________________________________________ ____________________________________________________________________________

SECTION 8 – References Provide 5 references for municipal clients with a similar setup. Include client names, addresses, and telephone numbers. Also provide a list of customers who stopped service prior to the original contract expiration date, with the reason for the contract termination. Also, please list how many government agencies have discontinued your services for because of a quality, production, or breach of contract issue within the last 5 years.

SECTION 9 – Conflicts of Interest

Vendors submitting a proposal in response to this RFP must disclose any actual, apparent, direct, indirect, or potential conflicts of interest that may exist with respect to the vendor, management, or employees of the vendor or other persons relative to the services to be provided. If a vendor has no conflicts of interest, include a statement to that effect in the proposal.

2. PROPOSAL SUBMITTAL

Submit an original and six copies of the proposal to in a sealed envelope:

City of Colleyville 100 Main Street Colleyville, Texas 76034 ATTN: Jennifer Newman

The deadline for submittal is 11:00 am on September 24, 2018. Proposals delivered after the deadline or to the wrong location may be rejected and returned un-opened.


3. PROPOSAL TERMS AND CONDITIONS Assurance of designated project team: In order to assure that the designate project team is used for the project, the City of Colleyville shall have an unconditional right of refusal for any departure or reassignment of, or substitution for, any member of the designated project team. The City of Colleyville will not pay any costs incurred by the vendor in preparing or submitting the proposal. The City of Colleyville reserves the right to modify or cancel, in part or in its entirety, this RFP. The City of Colleyville reserves the right to reject any or all proposals, to waive defects or informalities, and to offer to contract with any vendor in response to any RFP. This RFP does not constitute any form or offer to contract.

4. TERM

This Agreement shall commence on the date it is fully executed by the parties (the “Effective Date”). It shall remain in full force and effective for an initial period of one (1) year from such Effective Date and will be automatically renewed for a one (1) year term on each subsequent anniversary date for 5 additional years unless either party provides written notice of its intent to terminate the Agreement on or before sixty (60) days prior to such anniversary date. Colleyville shall have the right to immediately terminate this agreement in the event of a material breach of any of the obligations or undertakings set forth in this Agreement by Vendor or a highly significant degradation of service levels in terms of timeliness or accuracy of production and billing, which is not corrected by Vendor.

5. SELECTION PROCESS Subject to approval by The City of Colleyville, the selection of the most highly qualified vendor will be based upon the following criteria:

Methodology and work plan

Understanding of the project

Completeness of proposal submitted

Direct experience and qualifications of project team and vendor

Information obtained from references

Total project cost If a vendor cannot be selected based solely on the proposals submitted, up to three vendors will be interviewed the week of October 1, 2018. The vendors will be notified about the outcome of the interview process, and the City of Colleyville will then enter into contract negotiations with the highest rated vendor. Following successful negotiations, a recommendation will be made to the award the contract. In the event the pricing negotiations are not successful, the City of Colleyville reserves the right to enter into negotiations with the other ranked vendors.


6. PROPOSER WARRANTIES

A. Proposer warrants that it is willing and able to comply with State of Texas laws with respect

to foreign (non-state of Texas) corporations. B. Proposer Warrants that is willing and able to obtain an errors and omissions insurance policy

providing a prudent amount of coverage for the willful or negligent acts, or omissions of any officers, employees or agents thereof.

C. Proposer warrants that it will not delegate or subcontract its responsibilities under an

agreement without the express prior written permission of the City of Colleyville. D. Proposer warrants that all information provided in connection with this proposal is true and

accurate.

Signature of Official:

Name (typed):

Title:

Firm:

Date:


VI. SCOPE OF WORK: INSTRUCTIONS All requirements in the following Scope of Work must be provided solely by the Vendor. Subcontracting any parts of the solution to another vendor will be deemed non-responsive and the proposal rejected. Proposers must respond to all Scope of Work requirements listed in the following sections. The word “must” in a requirement indicates a required feature, and the word “should” indicates a desired feature. Vendor must provide a description on the areas of the requirement that are marked “N” (No) or “P” (Partial). The Vendor must clearly indicate whether or not each requirement will be provided in the solution for the City of Colleyville. Please respond with “Y” (Yes), “N” (No), or “P” (Partial) answer, as defined using the criteria below.

“Y” (Yes) – indicates the item will be supplied as specified and is part of the Vendor’s base price proposal

“N” (No) – indicates the item will not be supplied

“P” (Partial) – indicates that the item will not be supplied as specified, but may be provided by Vendor in a partial way.

The Functional Requirements/Scope of Work Requirements must be completed using the above designations at the start of each requirement answer below each requirement with vendor discussion/explanation verbiage after the above letter designation if applicable. For evaluation, requirements that are left blank will be assumed to be unavailable as specified.

VII. SCOPE OF WORK: QUALIFICATIONS Terms Conditions or Optional: Public Agency Clause: It is intended that other public agencies (e.g., city districts, public authorities, municipal utilities, public school districts and other political subdivisions or public corporations of Texas) shall have the option to participate in any award made as a result of this solicitation. The City of Colleyville shall incur no financial responsibility for their order placement and payments to the vendor. This option shall not be considered in proposal evaluation.

State whether said option is granted: __________YES/NO

A. Experience: 1. Vendor must have multiple print and mail production facilities that are operated by the vendor (not

subcontracted out to another vendor). Indicate Y/N/P: ____ 2. Vendor must have been in continuous business for a <minimum of 10 years> and under the same

principal ownership for a <minimum of 3 years>. Indicate Y/N/P: ____


3. Vendor must through its written proposal submission, demonstrate their ability to perform and must have Munis or other software experience.

Indicate Y/N/P: ____ 4. Vendor must have at least 3 current Munis utility billing clients processing at least 10,000 bills per

month each. Indicate Y/N/P: ____ 5. Vendor must produce the mail in a location that is able to achieve 24 hour delivery from the USPS. Indicate Y/N/P: ____ 6. Vendor must provide a client retention rate of at least 85% over the past 10 years of operation. Indicate Y/N/P: ____ B. Security, Compliance and Disaster Recovery: 1. Vendor must be “Red Flag Rules” compliant per the Fair and Accurate Credit Transactions Act of

2003 (FACTA). Indicate Y/N/P: ___ 2. Vendor must be SSAE16 audited with either a SOC 1 Type II or SOC2 Type II report. Vendor will

provide details on the audit in response, including name of the auditor and most recent report date. Indicate Y/N/P: ____

3. Vendor must have a comprehensive Information Security policy and complete set of procedures. Vendor must provide details on policies and procedures in the response.

Indicate Y/N/P: ____


4. Vendor must have a disaster recovery plan to process Agency billing if the main facility becomes inoperable. Provide locations and information about all disaster recovery facilities.

Indicate Y/N/P: ____ 5. Vendor must own and operate at least one disaster recovery facility that must be located in a

geographically diverse location from the main production site. Indicate Y/N/P: ____ 6. The vendor must allow periodic site visits by Agency personnel. Indicate Y/N/P: ____ C. Customer Support 1. Vendor must provide unlimited customer support to City of Colleyville personnel during vendor’s

business hours. Indicate Y/N/P: ____ 2. Vendor must provide a dedicated project manager for implementation and ongoing change request

support after project go-live. Additional support representatives must be available as well to perform routine support work such as canceling a file uploaded in error or pulling a printed document before it’s mailed.

Indicate Y/N/P: ____ 3. Vendor must provide weekly status updates during all project implementations. Indicate Y/N/P: ____

4. Vendor must provide an online, two-way communication tool for City of Colleyville staff to open

support tickets. Support tool must include the ability to assign an open or closed status. Indicate Y/N/P: ____


VIII. SCOPE OF WORK: DATA PROCESSING, PRINT AND MAIL A. File Transfer, Data Processing, Printing, Quality Control:

1. Vendor must have the ability to accept electronic bill files using an HTTPS upload or a standard

FTP or SFTP transmission with PGP encryption support. City of Colleyville must be able to log into the Vendor’s server and transmit the files 24/7.

Indicate Y/N/P: ____ 2. Vendor must be able to accept City of Colleyville files in their current format, as the City of

Colleyville may be unable to change the bill file format without manual intervention and/or a modification to the billing system. Vendor must be able to handle:

a. Data files are XML, PDF files, CSV, TXT files, etc... b. Data files are to be transmitted through a secured site or secure email

Indicate Y/N/P: ____ 3. Vendor must be able to process multiple data files that all contain data related to the same batch

upload. May have two separate batches for one billing cycle. Vendor must have prior experience with these types of implementations and live clients today who send more than one data file per batch of bills.


4. Vendor must have at least three full-time programmers on staff who can perform complex implementations and transform Munis billing data into modern-looking bills. Programmers must have the ability to work around limitations with Munis data during document processing.

Indicate Y/N/P: ____ 5. Vendor must backup all client document processing programs at least once per week and also

perform monthly backups. Vendor must be able to restore a backup copy if a live document processing application has any sort of issue that makes restoring to backup necessary.



6. The vendor must provide a web-based interface to: o Track the status of job types through the production process o View reports o Manage inserts o Process exception or special handling of documents o Manage ad hoc messages displayed on job output o Upload test files o Contact vendor customer service

Indicate Y/N/P: ____ 7. Vendor must provide The City of Colleyville the ability to view and approve sample bills online

before they are printed and mailed. Included with the sample bills must be a summary of the total counts of printed bills, suppressed bills, and a count of any inserts included with the batch.

Indicate Y/N/P: ____ 8. Vendor must mail documents within one business day of receipt of file transfer. Indicate Y/N/P: ____ 9. Vendor must have the capability to suppress the printing of bills and/or envelopes for certain

customers, based on agency requirements. Suppression could be on a one-time or ongoing basis. Indicate Y/N/P: ____

10. Vendor must configure the remittance stub to work with the remittance processing equipment and software used to process the incoming checks.

Indicate Y/N/P: ____ 11. Vendor must be capable of producing remittance coupon compatible with Honeywell barcode

scanner 1900. Indicate Y/N/P: ____


12. Vendor must be capable of presorting documents and including the Full-Service Intelligent Mail Barcode (IMB). Vendor must also list lowest available First-Class presort rate including USPS discounts.


13. Vendor must provide an interface that will allow agency to update requirements for bill messages and bill inserts on an ad-hoc basis. Interface must allow the City of Colleyville to include/exclude inserts and messages based on city of Colleyville requirements including customer type, account number, or other parameter within the data file.

Indicate Y/N/P: ____ 14. Vendor must have in place and provide as part of the response a comprehensive Quality Control

plan for ensuring the data, printing and mailing is error free. Please describe. Indicate Y/N/P: ____

15. Vendor must provide a process of “pulling” a bill from live production file. Vendor must indicate in the response whether fees apply.

Indicate Y/N/P: ____ 16. Vendor must have procedures for ensuring that the bill file transmissions are completed

successfully. Vendor must provide in the response details on what happens if file transfer errors. Indicate Y/N/P: ____ 17. Vendor must have mailing equipment that can keep track of mail piece sequencing to prevent

mailing errors and explain how redundancy is achieved in the event of equipment failure at the facility.



B. Materials 1. Vendor must support the following paper stock: forms are 8.5” x 11”, 24# white paper stock. The

vendor must be able to reproduce the preprinted and perforated paper stock that matches or exceeds the quality of the current stock.

Indicate Y/N/P: ____ 2. Vendor must be able to provide:

a) A double window #10 mailing envelope, b) A single window #9 return envelope, c) 24# white paper stock

Indicate Y/N/P: ____ 3. Vendor must provide the ability to print monthly inserts on 60 # Glossy paper and full color,

newsletters or other notices to be included with regular mailings. Indicate Y/N/P: ____ 4. Vendor must agree to receive inserts in pdf format, print and store/warehouse all forms and

envelopes used to process the City of Colleyville bills. Indicate Y/N/P: ____ 5. Vendor must be able to perform intelligent/selective inserting based on customer type or other

parameters provided in the data. Indicate Y/N/P: ____ 6. Vendor must be able to optionally print 8.5x11” inserts “on demand”. These inserts must print in

line with the bills and letters as additional pages and folded and inserted by the mail inserter instead of being printed and folded separately. On demand insert printing should be available to support simplex and duplex printing, black or grayscale printing, and full color printing.



C. Archived Documents

1. Vendor must be able to archive as PDF files of document images. PDF images must be available on the same day that data files are processed.


2. Vendor must supply an online interface to agency to view the document images produced. Must be capable of indexing at least 5 data fields for searching via online interface. Vendor must provide details about the interface capabilities.

Indicate Y/N/P: ____ D. USPS Presort and Mail

1. Vendor must mail via presorted First-Class mail to maximize postal discounts. Indicate Y/N/P: ____ 2. Vendor must use the USPS Full-service Intelligent Mail Barcode for all outgoing mail pieces.

Vendors must pass on the $0.003 discount per mail piece applied by the USPS for all Full-service IMB barcoded mail pieces.

Indicate Y/N/P: ____ 3. Vendor must provide the NCOALink service. Indicate Y/N/P: ____ 4. Vendor must be able to provide proof of delivery to the USPS on an as-requested basis. Indicate Y/N/P: ____ 5. Vendor must be able to match multiple bills destined to the same customer and mailing address in

the same batch. Matched bills must be inserted into one appropriate size envelope and metered first-class separately, and delivered to the USPS at the same time as all other bills are delivered.



6. Vendor must prepay for postage on City of Colleyville behalf and bill City of Colleyville for actual postage used on a monthly basis.

Indicate Y/N/P: ____ 7. Vendor must be able to optionally provide outbound USPS tracking data for individual mail pieces.

Vendor must provide an interface in its online account management portal to facilitate searching for and viewing tracking data for individual mail pieces. The tracking data source must come from the USPS (IMb Tracing data).

Indicate Y/N/P: ____ E. Reporting 1. Vendor must provide an email confirming receipt of file transmission for data processing. Indicate Y/N/P: ____

2. Vendor must provide daily production confirmation reports. This report should contain the following details, at a minimum:

Number of bills received for processing

Number of bills printed

Number of suppressions

Postage presort breakdown including actual rates

Inserts used and insert counts

Total dollar value of bills contained in data file Indicate Y/N/P: ____ 3. Vendor must provide an NCOA or ACS Move update report that includes customer name, account

number, previous address, updated (new) address. Indicate Y/N/P: ____

IX. Proposed project Cost Data Processing, Printing, and Mailing Provide a cost proposal for print and mail development, implementation, and ongoing maintenance. This section adheres to the provided table form. Identify all costs to be billed to the project, including out-of-pocket expenses such as travel and office support.

Initial and Ongoing Service Fees: One-Time Implementation Fee Include all phases of the project prior to the production phase: initial programming, set up, Testing, and implementation. $________________________


Statement Base Cost & Materials

Statement processing – including Data Processing – 8.5 x 11 24 # paper stock with perforated coupon Simplex 2-color laser printing statement (blue & black ink), $_________Per Sheet # 10 Window Envelopes (mailing bills & inserts) $________________Per Sheet # 9 Return Window Envelope (payments mailed) $________________Per Sheet

Folding, Inserting and delivery to USPS $________________Per Sheet

CMYK (full color) statement printing includes everything above $________________Per Sheet

Colleyville Communicator-Inserts

Full Color double sided

8.5 x 11 60 # Gloss Bond Paper (94 brightness)

Fold to 8.5 x 3.67, Inserting and Mailing $________________Per Sheet

Postage – Per Mail Piece Cost of postage, based

on 10,000 or more 5-digit zip code $ _______Per Piece

Cost for each additional statement page $ _______Per Sheet

Initial CPL Set Up $ _______________

(custom program logic)

NCOA address corrected/updated per each item $ _______Per Item_

Additional Costs to Base Cost

Large Flat Outgoing 9 x 12 Envelope per each $ ___ Per Envelope

(used for multiple page statements that do not fit in the #10 envelope) Large Flat 9 x 12 Mail piece Surcharge per each $_______ _____ Per Item

Cost to Change CPL (custom program logic) $ ______________Per Change (Example: stop suppressions so all invoices are printed & mailed for the month; Suppression’s are reinstated at a later date for no additional cost) Cost for Suppression of Inserts and Envelopes in Auto Draft Accounts And Email customers $______________Per Item_

E-Mail – E-billing $_______________Per Email


Email – E-billing transaction with attachment $______________ Per Email

Additional Programming Changes Hourly Rate $ __________________Per Hour

Graphics Design hourly rate $ ________ Per Hour

Additional full color Insert and Fee – $ __________Per Sheet

a. Single-sided $ ____ _Per Sheet

a. Double-sided $ ____ _Per Sheet Additional Cost: Annual License Fee $_________________ Cost Per Year Monthly Email Support Fees $________________Cost Per Month Email Set up Fees $_________________One Time Fee Print Image Archive $_________________Cost per Item Indicate Number of month’s retention __________________________


I. Samples

City of Colleyville

Envelopes, Statements, Communicator

Statement Mailing Envelope

Statement Return Envelope


Current Blue Statements with Automatic Bill Payment

Uploaded to Vendor (For example purpose only, not true print quality or size)


PDF Current Blue Statements Uploaded to Vendor

(For example purpose only, not true print quality or size)


PDF Past Due – Delinquent Notification Statements Uploaded to Vendor

(For example purpose only, not true print quality or size)


PDF COLLEYVILLE COMMUNICATOR UPLOAD TO VENDOR

(For Example purpose only, not true print quality or size)


PDF COLLEYVILLE COMMUNICATOR

UPLOAD TO VENDOR (For Example purpose only, not true print quality or size)


End of Proposal