HomeMy WebLinkAboutStaff Report 3.B 01/08/2007CITY OF PETALUMA, CALIFORNIA
AGENDA BILL
3.B
January 8, 2007
Agenda Title:
Resolution authorizing the City Manager to sign an agreement with MeetinL7 Date:
Infosend, Inc. to provide off-site invoicing services January 8, 2007
Meetine Time: ® 3:00 PM
❑ 7:00 PM
Category: ❑ Presentation X❑ Consent Calendar ❑ Public Hearing ❑ Unfinished Business ❑ New Business
Department:
Admin Services
Cost of Propasal:
$81,500
Amount Bud-aeted:
$87,000
Director: Contact Person: Phone Number:
Steven Carmichael Steven Carmichael 707-778-4352
Account Number:
Varies
Name of Fund:
General, Water, Sewer
Attachments to Agenda Packet Item:
Resolution authorizing City Manager to sign agreement to provide utility billing and other billing services
RFP (Attachment 1)
Vendor's Response (Attachment 2)
Summary Statement:
The City has been outsourcing its utility and other billing processes for marry years. The contract with the current
vendor will expire and an RFP process was initiated.
Based upon bids received and subsequent interviews with vendors, staff is recommending that an agreement with
Infosend, Inc. be entered into. The total amount currently projected to be paid to this vendor is $81,500.
Recommended City Council ActionlSu22ested Motion:
Approve resolution authorizing the City Manager to sign an agreement with Infosend, Inc. to process the various
billings for the City.
Reviewed by Admin, Svcs. Dir:
r
Date: t z�Z
Reviewed by City Attorney:
Date: 0
Approved by City Manager:
Date:
CITY OF PETALUMA, CALIFORNIA
JANUARY 8, 2007
AGENDA REPORT FOR
RESOLUTION AUTHORIZING THE CITY MANAGER TO SIGN AN AGREEMENT WITH
INFOSEND, INC. TO PROVIDE OFF --SITE INVOICING SERVICES
1. EXECUTIVE SUMMARY:
The City of Petaluma issued a Request for Proposal for off-site billing services. There were 5
responses and Infosend, Inc. submitted the lowest bid. The recommendation is to authorize the
City Manager to sign an agreement with Infosend, Inc. to provide off-site invoicing and web
page services to the City.
Z. BACKGROUND:
The City of Petaluma has been outsourcing utility and other bills for the past several years.
These bills are calculated by the Administrative Services staff and then sent electronically to the
vendor who prints and mails them. This saves staff time and reduces the need to purchase and
store the paper and envelopes needed to send invoices to our customers.
Based upon bids received, staff is recon -unending that an agreement be made with Infosend, Inc.
at the rates in the proposal. Infosend, Inc. has offered a unit cost of .445 for printing and mailing
services. The total amount paid to the current vendor during the last fiscal year was $72,742 and
it is projected that the estimated cost with the new vendor would be $81,500, including web page
payment and electronic bill presentment services.
There continues to be a substantial savings in having the bills outsourced versus completing this
task in house. The service that will be provided by this contract include the following invoicing:
Utility Bills
Utility Delinquent Notices
Monthly Bills for Airport and Marina Tenants
Business Tax Renewals
BID Renewals
Other Miscellaneous Bills
Web Page payment, billing history and bill printing
In addition, new services will be available for the citizens. As an example, the new vendor will
be able to allow the citizens access to their account, pay a bill on-line and print a copy of their
bill.
The Administrative Services Department will continue to provide customer service and maintain
the utility and other accounts. The responsibility for calculating the amount due and producing
the billing data will remain with the City. Administrative Services staff will answer any
questions regarding the bills. The billing format is being modified to include water conservation
format.
ALTERNATIVES:
Do not support staff s recommendation to enter into an agreement with Infosend, Inc. and lose
the added value services received via the billing web page on the City's website.
4. FINANCIAL IMPACTS:
The cost has been budgeted for the current year in the General Fund, Water Utility and
Wastewater Utility Funds in the amount of $87,000. The total cost based upon the new
agreement is estimated to be $81,500
5. CONCLUSION:
Infosend, hie, will provide the most cost effective means of producing, mailing City invoices and
web page services through the City website.
6. OUTCOMES OR PERFORMANCE MEASUREMENTS THAT WILL IDENTIFY SUCCESS OR
COMPLETION:
The vendor will be provided with billing information on a regularly scheduled basis. This will
enable the vendor to process the billing information from the City within 48 of the receipt of
data.
7. RECOMMENDATION:
Adopt the resolution.
5:/agenda/1-8-07 billing services award
RESOLUTION AUTHORIZING THE CITY MANAGER TO ENTER INTO AN
AGREEMENT WITH INFOSEND, INC. TO PRODUCE AND MAIL THE CITY'S UTILITY
AND OTHER RELATED INVOICES AND PROVIDE WEB PAGE SERVICES
WHEREAS, the City currently uses Emdeon Business Services to produce and mail the
City's utility and other related invoices; and
WHEREAS, requests for price quotes were issued and 5 proposals were received; and
WHEREAS, of the 5 proposals received and evaluated, staff recommends Infosend, Inc.
with a price of .445 per unit produced, including postage. There are additional web page costs
depending on the total number of people using the Web.
NOW, THEREFORE BE IT RESOLVED, that the City Council hereby authorizes the
City Manager to enter into a 3 year agreement with Infosend, Inc. for said production and
mailing of the City's invoices and other related web page services.
CITY OF PETALUMA, CALIFORNIA
REQUEST FOR PROPOSAL
OFF-SITE BILLING SERVICES
PROPOSAL DATA
A+a c In vv&rLC..
Purchasing Office
Administrative Services
Department
Stever Carmichael
Administrative Services
Director/Purchasing Officer
RFP NUMBER: 07-001
RFP TITLE: Off-site Billing Services
CONTACT: Sue Simmons, Administrative Services Department
TELEPHONE: 707-778-4322 Fax 707-778-4428
ISSUE DATE:
PROPOSAL DUE DATE/TIME
DAYIDATE:
TIME:
LOCATION/
MAIL ADDRESS:
Tuesday, October 24, 2006
2:00 PM
City Clerk's Office
City of Petaluma
11 English Street
Petaluma, CA 94952
PROPOSAL CONTENTS
Section A:
Section B:
Section C:
Section D:
Section E:
Section F.-
Additional
:Additional Information:
Instructions
Terms and Conditions
Specifications
Proposal
Exceptions to Specifications
References
Insurance Requirements — Exhibit B2
Billing Samples (6)
Sealed written responses must be received at the address above no later than the date, time and
location indicated for the proposal opening. Submittal by fax is not acceptable. Do not send
proposals to the Purchasing Office.
RFP 07-001 1
12/28/06
SECTION A
INSTRUCTIONS
RFP 07-001
The City of Petaluma is accepting bids for the production and mailing of the City's utility bills
and other related community invoicing applications.
The contractor will receive an electronically delivered file containing billing data. The contractor
will provide bill stock, mailing envelopes and return envelopes of the City's choosing, which will
be used to print and mail out customers' bills and notices. The contractor will sort the mail to
achieve the best possible postal rates and deliver the mail to the United States Postal Service
within 2 business days of the receipt of the billing file. The City anticipates using this service for
three separate billing applications. Their annual volumes and frequencies are outlined below:
Utility Bills, Finals, and Delinquency Notices 135,000 per year 36 times per year
General Accounts Receivable 7,000 per year 12 times per year
Business Tax Renewals and Delinquency Notices 6,000 per year 2 times per year
The quantities shown in this Request for Proposals are an estimate only. Since the exact
quantities cannot be determined, the City reserves the right to adjust quantities as deemed
necessary to meet its requirements.
The City of Petaluma also is interested in the ability of the contractor to handle electronic bill
payments. Contractors should fully describe their capability to perform this function.
The City reserves the right to make a site visit, at the City's expense, to the facility producing and
mailing the City's data.
The proposal award resulting from the Request for Proposal will be a firm fixed three-year term
contract with two (2) one-year City renewal options.
1. Proposal Preparation
A. Proposal format: Proposals must be typewritten or prepared in ink and must be submitted
on the forms provided in this Request for Proposal. No oral, telegraphic, telephone or
facsimile proposals will be accepted.
B. Conformance to proposal requirements: Proposals must conform to the requirements of
the Request for Proposal. All necessary attachments must be submitted with proposal and in
the required format. Bill samples must be submitted with your proposal (see Section C
Specifications, specification #24). Failure to comply with all proposal requirements may
result in proposal rejection.
C. Proposals must be signed in ink by an authorized representative of the contracting
company. Signature on a proposal certifies that the proposal is made without connection with
any other person, firm or corporation malting a proposal for the same project and is in all
respects fair and without collusion fraud. Signature on the proposal also certifies that
contractor has read and fully understands all proposal specifications, plans, terms and
conditions.
RFP 07-001 2 12/28/06
[f�
D. Modifications: Modifications or erasures made before proposal submission must be
initialed in ink by the person signing the proposal. Proposals once submitted may be
modified in writing before the time and date set for proposal closing. Any modifications
shall be prepared on company letterhead, signed by an authorized representative and state the
new document supersedes or modifies the prior proposal. Modification must be submitted in
a sealed envelope clearly marked "Proposal Modification" and identifying the RFP number
and closing date. Proposals may not be modified after the proposal deadline.
E. Proposal withdrawals: Proposals may be withdrawn in writing on company letterhead
signed by an authorized representative and received by the City Clerk's office prior to the
deadline. Proposals may be withdrawn in person before proposal closing time upon
presentation of appropriate identification.
2. Proposal Submission
Proposals must be received prior to the deadline noted on the cover sheet and below. No
proposal received after the deadline time and date will be considered. To assure vour
proposal is properly received, note the RFP number (07-001), date and time of the
deadline in the lower left hand corner of vour envelope.
3. Proposal opening: The proposals received will be opened after the 2:00 PM deadline on
Tuesdav, October 24, 2006.
4. Proposal Evaluation and Award
The criteria to be used in the evaluation of proposals will be/but not limited to the following:
A. Contractor's experience and expertise in the subject industry.
B. Cities' perception of the contractor's understanding of the City's stated needs and
specifications, as evidenced by the contractor's proposal response and bill samples.
C. Contractor's service references. A minimum of three is required in Section F.
D. Costs. Proposals will be evaluated on the bidder's demonstrated ability to provide
suitability to purpose, quality service, previous experience, price, ability to deliver, or any
other factor deemed by the City to be in the best interest of the City, not just the low price.
E. Before a Contract will be awarded for the services described herein, the City may conduct
an investigation as is necessary to determine the performance record and ability of the
Contractor to perform all requirements specified under this Contract. Upon request, the
bidder will submit such additional information as deemed necessary by the City to evaluate
the bidder's qualifications.
5. The City Council shall reserve the right to reject any or all proposals in whole or in part and
may waive any irregularities or informalities in any proposals.
6. SECTIONS C (Specifications), D (Proposal), E (Exceptions) AND F ( References) ARE
TO BE COMPLETED IN FULL AND SUBMITTED. Failure to complete all sections
and submit all required sample information prior to the deadline will result in your proposal
RFP 07-001 3 12/28/06
not being considered for evaluation. Please retain Sections A (Instructions) and B (Terms
and Conditions).
7. Questions/Problems: If you have questions and/or problems with this Request for Proposal,
fax your questions and/or problems to the City of Petaluma Administrative Services
Department. Please type your questions and/or problems on your company letterhead or fax
cover sheet and fax to 707-778-4428. The letterhead or fax sheet shall include the person to
contact, telephone number, fax number, address of the company, e-mail address and the date
of the request. Note, the same information shall be provided to other vendors.
RFP 07-001
M
12/28/06 9
SECTION B
TERMS AND CONDITIONS
RFP 07-001
1. Proposals
This Request for Proposal shall result in a firm, fixed price contract.
In case of default by the contractor, the City of Petaluma, California may procure the articles or
services from other sources and may deduct from, any monies due, or that may thereafter become
due to the contractor, the differences between the price named in the contract or purchase order
and actual cost thereof to the City of Petaluma. Periods of performance may be extended if the
facts as to the cause of delay justify such extension in the opinion of the Purchasing Officer.
2. Competency of Contractors
No proposal will be accepted from or contract awarded to a contractor who is not licensed in
accordance with the law, who does not hold a license qualifying him to perform work under this
contract, to whom a proposal form has not been provided and who has not successfully
performed on projects of similar character and scope. The contractor may be required, before the
award of any contract, to show, to the complete satisfaction of the City, that it has the necessary
facilities, ability, experience, and financial resources to provide the services specified herein in a
satisfactory manner. Generally, contractor history and references are required at a minimum.
The City may make reasonable investigations deemed necessary and proper to determine the
ability of a contractor to perform the work, and the contractor shall furnish the City all
information requested for this purpose.
3. Award
The City of Petaluma reserves the right to accept proposals on individual items listed, on group
items, or on the proposal as a whole; to reject any and all proposals; to waive any informality in
the proposals; and to accept the proposal that appears to be in the best interest of the City. The
City intends to award all bid items to a single contractor.
Contractor shall submit to the City, for approval, within ten (10) days from notice of contract
award, all Certificates of Insurance evidencing the required coverage as required by the City's
Risk Manager. A City business license is also required.
The contractor shall not commence work under the terms and conditions of the contract until the
City has approved all Certificates of Insurance and he has received notice to proceed in writing
and an executed copy of the contract from the City of Petaluma.
4. Payment to the Contractor
Payment will be made on a calendar -month basis in arrears. The contractor shall submit his
invoices to the City of Petaluma, Accounts Payable, P. O. Box 61, Petaluma CA 94953. In the
event this contract becomes effective or terminates during the course of month, the amount paid
to the contractor for the part month shall be determined by prorating the amount on the basis of
the number of calendar days involved.
RFP 07-001 5 12/28/06 n
In connection with any cash discount specified on this proposal, time will be computed from the
date correct invoices are received in the City Finance Department. For the purpose of earning the
discount, payment is deemed to be made on the date of mailing of the City check.
5. Modification
This agreement shall not be modified, except in writing, by contract amendment, executed by all
parties. Oral change orders are not permitted. No change in this Request for Proposals or
resulting contract shall be made unless the City of Petaluma give its prior written approval
therefore. The contractor shall be liable for all costs resulting from, and/or satisfactorily
correcting, any specification change not properly ordered by written modification to the contract
and signed by the City of Petaluma.
6. Termination of Contract
If at any time, in the opinion of the Administrative Services Director, 1) seller fails to conform to
the requirements of this contract; 2) seller seeks relief under any law for the benefit of insolvents or
is adjudicated bankrupt; 3) any legal proceedings are commenced against seller which may interfere
with the performance of the contract; or 4) seller has failed to supply an adequate working force, or
material of proper quality, or has failed in any other respect to prosecute the work with the diligence
and force specified and intended in any by the terms of the contract, notice thereof in writing may
be served upon him; and should he neglect or refuse to provide means for a satisfactory compliance
with the contract as directed by the Purchasing Officer within the time specified in such notice, the
Administrative Services Director in any such case shall have the right and power, at its option and
without prejudice to any other right it may have, to terminate the contract. Any excess of the cost
arising there from will be charged against the supplier and his sureties, who will be liable thereof. In
the event of such termination, all monies due the supplier or retained under terms of the contract
shall be forfeited to the City; but such forfeiture will not release the supplier or his sureties from
liability for failure to fulfill the contract. Notwithstanding the provisions herein, the agreement
between the City and Seller may be terminated or suspended by the City of Petaluma upon ten (10)
days written notice. Said notice will be commenced by the Administrative Services Director. Upon
receipt of such notice, Seller shall immediately stop all work in process under this agreement. In
the event the City delivers such notice, the Seller shall be entitled to payment for all services
performed to date of termination to the extent they were actually performed in accordance with the
agreement.
7. Assignment and Subcontracting
The contractor shall not assign or subcontract the work, or any part thereof, without the previous
written consent of the City, nor shall he assign, by power of attorney or otherwise, any of the
money payable under this contract unless written consent of the City has been obtained. No right
under this contract, nor claim for money due or to become due hereunder shall be asserted
against the City, or persons acting for the City, by reason of any so-called assignment of this
contract or any part thereof, unless such assignment has been authorized by written consent of the
City. In case the contractor is permitted to assign monies due or to become due under this
contract, the instrument of assignment shall contain a clause subordinating the claim of the
assignee to all prior liens for services rendered or materials supplied for the performance of work.
RFP 07-001 6 12/28/06
Insurance
During the performance of any services under this Agreement, Contractor shall maintain
insurance coverage issued by a company satisfactory to the City's Risk Manager. The Contractor
shall, prior to performance of any services, file with the City's Risk Manager evidence of
insurance coverage as required by City's Risk Manager. Maintenance of proper insurance
coverage by Contractor is a material element of this Agreement. Contractor's failure to maintain
or renew insurance coverage or to provide evidence of renewal may be considered as a material
breach of this Agreement. Please see City's Insurance requirements (Exhibit B2 in this packet.)
9. Indemnify and Hold Harmless Agreement
Contractor agrees to accept all responsibility for loss or damage to any person or entity, and to
defend, indemnify, hold harmless and release the City, its officers, agents and employees, from
and against any and all actions, claims, damages, disabilities, or costs of litigation that may be
asserted by any person or entity, arising out of or in connection with the negligent or willful
misconduct in the performance by contractor hereunder, whether or not there is concurrent,
passive or active negligence on the part of the City, but excluding liability due to the sole active
negligence or willful misconduct of the City. This indemnification obligation in not limited in
any way by any limitation on the amount or type or damages or compensation payable to or for
Contractor or its agents under Workers Compensation act, disability benefits acts or other
employee's benefits acts.
10. Federal and Mate Tax
Prices quoted shall not include Federal Excise Tax. California Sales Tax of seven and three
quarters percent (7.75%) will be paid on material discretely priced in accordance with the
contract payment schedule. Sales Tax will not be applied to services.
11. Legality
If any provisions of this agreement shall be held to be invalid, illegal or unenforceable, the
validity, legality and enforceability of the remaining provisions shall not in any way be affected
or impaired thereby.
12. California Law
This agreement shall be governed according to the laws of the State of California.
13. Immigration Reform Control Act Of 1986
Contractor shall be responsible for compliance with the Immigration Reform Control Act of
1986.
14. Compliance with Laws and Regulations
All materials, parts and equipment finrnished pursuant to these specifications shall be in
compliance with the laws and regulations of the State of California and OSHA. The contractor
shall, if requested by the City, supply certification and evidence of such compliance.
RFP 07-001 7 12/28/06
1 S. Legal Requirements and Permits
The contractor agrees to full comply with all local, City, State and Federal laws, regulations and
ordinances governing performance of contractual services required hereunder, and it will be the
responsibility of the contractor to obtain any and all necessary licenses, permits and/or
clearances.
16. Retention of Records
The contractor shall be required to retain any records necessary to document the charges for
goods to be provided or services to be performed and make such records available to the City for
inspection at the City's request for a period of four (4) years.
17. Independent Contractor
The parties contend that contractor in performing the services herein specified, shall act as an
independent contractor and shall have control of its work and the manner in which it is
performed. It shall be free to contract for similar services to be performed for other employers
while it is under contract with the City. Contractor is not be considered an agent or employee of
the City and is not entitled to participate in any pension, medical or dental plan, or any other
benefits provided by the City to it employees.
18. Non -Collusion Affidavit
The contractor declares, by signing and submitting a proposal, that the proposal is not made in
the interest of, or on behalf of, any undisclosed person, partnership, company, association,
organization, or corporation; that the proposal is genuine and not collusive or sham; that the
contractor has not directly or indirectly induced or solicited any other contractor to put in a sham
proposal, or.that anyone shall refrain from bidding; that the contractor has not in any manner,
directly or indirectly, sought by agreement, communication, or conference with anyone to fix the
proposal price of the contractor or any other bidder, or to fix any overhead profit, or cost element
of the proposal price, or of that of any other contractor, or to secure any advantage against the
public body awarding the contract of anyone interested in the proposed contract, that all
statements contained in the proposal are true; and, further, that the contractor has not, directly or
indirectly, submitted his or her proposal price or any breakdown thereof, or the contents thereof,
or divulged information or data relative thereto, or paid, and will not pay, any fee to any
corporation, partnership, company association, organization, proposal depository, or to any
member or agent thereof to effectuate a collusive or sham proposal.
19. Security of Data
The contractor agrees that any data, reports or information provided by the City shall not be
disclosed to third parties without the prior written approval of the City. The contractor further
agrees that any data, reports or information provided by the City shall not be used in the
production, or design of any product, service, report or press release, without the prior written
approval of the City of Petaluma.
RFP 07-001 8 12/28/06
12--
20. Patents and Royalties
The contractor, if his bid is accepted, shall defend any and all suits and assume all liability for the
use of any patent process, device or article forming a part of the apparatus or any appliance
furnished under the contract. All costs involved in fees, royalties or claims for any patented
invention, article, process or method that may be used upon or in any manner connected with the
supply of this material/equipment shall be paid by the contractor. Should the contractor, his agent
or employees or any of them be enjoined from furnishing or using any invention, article, material or
plans supplied or required to be supplied or used under the contract, the supplier shall promptly
substitute other articles, materials or appliances in lieu thereof equal finish, efficiency, quality,
suitability and market value, and satisfactory in all respects to the City. Or in the event that the City
elects, in lieu of such substitution, to have supplied and to retain and use any such inventions,
articles, materials or plans as may be required to be supplied, the supplier shall pay such royalties
and secure such valid licenses as may be requisite for the City, its officers, agents, and employees,
or any of them to use such invention, article, materials or appliances without being disturbed or in
any way interfered with by any proceeding in the law or equity on account thereof. Should the
contractor neglect or refuse to make the substitution promptly or to pay such royalties and secure
such licenses as may be necessary, then in the event the City shall have the right to make such
substitution or the City may pay such royalties and secure such licenses and charge the contractor
even though final payment under the contract may have been made.
RFP 07-001 9 12/28/06
SECTION C
SPECIFICATIONS
RFP 07-001
The specifications listed below are minimum requirements and are intended to govern, in
general, the size and type of bills, envelopes and bill inserts printed and mailed. Your proposal
should address the attached specifications providing any additional information deemed
necessary to demonstrate your company's ability to perform the required tasks. Copies of sample
bills, envelopes and bill inserts are attached for your reference.
Specification Requirements Yes No
1. Produce and mail merge a predefined bill format that is 8 '/2 by 11 inches in
black and blue with one perforation for return by customer. Must also be
capable of printing in color. The quality of the bill's barcode line must be
readable and accepted by the City's processing equipment.
2. Provide, and stock, pre-printed custom 8 % by 11 inch color forms, and
custom #9 and #10 envelopes. Forms must utilize laser stable, heat resistant
inks.
3. Must be able to provide output in multi -font, multi -point format. It will be
required to move data fields from their current placement on the page and
change font types and sizes.
4. Provide selective inserting capabilities and be able to print and fold inserts
from electronic Word, Excel, Adobe, etc. files.
5. Must have the ability to MICR/OCR laser print.
6. Outgoing mail shall include ZIP + 4 bar coding.
7. It is strongly preferred for the company to have offices and the principal
laser printing location in the State of California and to mail invoices from
California.
8. The company who is imaging and mailing the bills must have a back-up
facility for disaster recovery. Must back-up all software, processing
instructions, and paper product negatives in a secure off-site location. The
location of the back up facility is required:
RFP 07-001 10 12/28/06 1
9. The manufacturing facility must have a quality control process for imaging
and inserting. The quality control procedures must have a process in place to
account for all documents that are imaged and mailed. Bar code readers
and/or cameras are required. The facility must have redundant servers and
imaging equipment.
10. Must be able to accept bills by electronic medium, FTP, e-mail, etc.
Bidder must also be able to send bills out via USPS, e-mail and fax.
11. It is strongly preferred for the bidder to be able to handle electronic bill
payments (ACH or credit card). Please submit information describing your
bill payment program.
12_ The manufacturing company must be able to sort data in zip code order.
Must have capability to CAS S/PAVE/NCOA certify mail pieces to obtain the
lowest possible USPS rates.
13. Must be capable of doing custom programming as needed. Must be able
to send test files if billing file format changes.
14. The bidder must be able to provide acceptable commercial references
(municipal preferred).
15. Must have ability to accept data transmission anytime during 24 hours.
Received data must be utilized for mailing bills within 48 hours, including
printing folding, inserting, and mail preparation.
16. The company awarded the contract must have a representative that is
located in Northern California.
IT The manufacturing facility must have a security policy in place that
includes a locked data center and minimum security standards that include
controlled employee entry, secure handling of confidential data and a
published security policy.
18. The bidder may submit any additional/further information, with their fee
proposal, to highlight their services.
19. Must be able to print free form notes to the bill on an as needed basis.
20. Must provide a total bill count and audit check prior to mailing.
RFP 07-001 11 12/28/06 1s-
21. It is desirable for the bidder to provide access to web based reports
showing the date/time the data was received and date/time the bills were
mailed. A billing information web page is highly preferred.
22. The bidder must be able to convert numerical information into graphs.
23. The bidder should describe process, timing, and pricing for making
subsequent minor changes to the bill.
24. Proposal must include print quality samples of the City's six bill types.
(See City bills included in this packet. Note: The enclosed bills are for
sample purposes only. Actual bill formats will be re -designed under the new
billing contract. Actual bills will resemble, but not exactly match the enclosed
bill samples.)
25. Contractor must satisfy the City's insurance requirements. See City
Insurance Requirements (Exhibit 132) included in this packet.
RFP 07-001 12 12/28/06 /
SECTION D
PROPOSAL
RFP 07-001
A. Set UD or Prommminv Charees: Price
1. ASCII File
2. Printer Output File
3. Subsequent bill format changes per hour
B. Printine and MailinLy Charges:
1. Laser Printing (black, 1 sided)
per image
2. Laser Printing (black, 2 sided)
per image
3. Laser Printing (2 color, I sided)
per image
4. Laser Printing (2 color, 2 sided)
per image
5. Mail Management
per mail piece
6. Inserting (1 page plus 49 envelope)
per mail piece
7. Extra Inserts (inserting only)
per insert
S. Extra Inserts (print, fold, insert)
per insert
9. Postage
per 1 oz piece
Paper Products:
C. Form Stock
8 112"
x 11"
24# stock
per sheet
8 112"
x 11"
20# stock
per sheet
S 112"
x 11"
24# stock (recycled)
per sheet
S 112"
x 11"
20# stock (recycled)
per sheet
D. Sending Envelopes with City Return Address
#10 single window left side per envelope
410 single window left side (recycled) per envelope
E. Remit Envelopes with from Lines
#9 single window right side per envelope
#9 single window right side (recycled) per envelope
RFP 07-001 13 12/28/06
1
SECTION E
EXCEPTIONS TO THE SPECIFICATIONS
RFP 07-001
Exceptions to the specifications of any items state herein shall be fully described in writing by
the contractor in the space provided below:
RFP 07-001
14
12/28/06 1
SECTION F
REFERENCES
RFP 07-001
Contractors shall provide the names, locations and a description of the work performed for a
minimum of three (3) contracts during the past five (5) years.
1. Company Name:
Contact:
Phone:
Address:
Work Performed:
2. Company Name:
Contact:
Phone:
Address:
Work Performed:
3. Company Name:
Contact:
Phone:
Address:
ITna ll riii0 - i`o
RFP 07-001
15
12/28/06
/9
SECTION C
SPECIFICATIONS
RFP 07-001
The specifications listed below are minimum requirements and are intended to govern, in
general, the size and type of bills, envelopes and bill inserts printed and mailed. Your proposal
should address the attached specifications providing any additional information deemed
necessary to demonstrate your company's ability to perform the required tasks. Copies of
sample bills, envelopes aLid bill inserts are attached for your reference.
Specification Requirements
Yes No
1. Produce and mail merge a predefined bill format that is 8 '/ by 1 I inches
in black and blue with one perforation for return by customer. Must also be
capable of printing in color. The quality of the bill's barcode line must be
readable and accepted by the City's processing equipment. X
2. Provide, and stock, pre-printed custom 8 '/2 by 11 inch color forms, and
custom #9 and #10 envelopes. Forms must utilize laser stable, heat resistant
inks. X
3. Must be able to provide output in multi -font, multi -point format. It will be
required to move data fields from their current placement on the page and
change font types and sizes. X
4. Provide selective inserting capabilities and be able to print and fold inserts
from electronic Word, Excel, Adobe, etc. files. X
5. Must have the ability to MICR/OCR laser print.
6. Outgoing mil shall include ZIP + 4 bar coding.
0
7. It is strongly preferred for the company to have offices and the principal
laser printing location in the Sate of California and snail invoices from
California. X
8. The company who is imaging and mailing the bills must have a back-up
facility for disaster recovery. Must back-up all software, processing
instructions, and paper products negatives in a secure off-site location. The
location of the back up facility is required.
Location of back-up facility: Redlands, California
RFP 07-001 2
0
9/22/06
Specification Requirements
Yes No
9. The manufacturing facility must have a quality control process for imaging
and inserting. The quality control procedures must have a process in place to
account for all documents that are imaged and mailed. Bar code readers
and/or cameras are required. The facility must have redundant servers and
imaging equipment. X
10. Must be able to accept bills by electronic medium, ITP, e-mail, etc.
Bidder must also be able to send bills out via USPS, e-mail and fax. X
11. It is strongly preferred for the bidder to be able to handle electronic bill
payments (ACH or credit card). Please submit information describing your
bill payment program.
InfoSend provides this service. Please see Appendix for more
information. X
12. The manufacturing company must be able to sort data in zip code order.
Must have capability to CASS/PAVE/NCOA certify mail pieces to obtain
the lowest possible USPS rates. X
13. Must be capable of doing custom programming as needed. Must be able
to send test files if billing file format changes. X
14. The bidder must be able to provide acceptable commercial references
(municipal preferred). X
15. Must have ability to accept data transmission anytime during 24 hours.
Received data must be utilized for mailing bills within 48 hours, including
printing folding, inserting, and mail preparation.
InfoSend's maximum turnaround for utility bills is 24 hours from
receipt of data file. Your files will be mailed the same-day they are
received whenever possible. X
16. The company awarded the contract must have a representative that is
located in Northern California.
InfoSend's sales representatives are frequently in Northern California.
We will commit to sending a representative to meet with you within 3
business days when requested. X
RFP 07-001
9122106
a-1
Specification Requirements
Yes No
17. The manufacturing facility must have a security policy in place that
includes a locked data center and minimum security standards that include
controlled employee entry, secure handling of confidential data and a
published security policy. X
18. The bidder may submit any additional/further information, with their fee
proposal, to highlight their services. X
19. Must be able to print free form notes to the bill on an as needed basis.
Please see Appendix — Message Manager. X
20. Must provide a total bill count and audit check prior to mailing. X
21. It is desirable for the bidder to provide access to web based reports
showing the date/time the data was received and date/time the bills were
mailed. Billing information web page is highly preferred. X
22. The bidder must be able to convert numerical information into graphs. X
23. The bidder should describe process, timing, and pricing for making
subsequent minor changes to the bill.
A major programming request can be made via email. Upon
submission of request, InfoSend will respond within two days as to the
feasibility and turn around time. InfoSend will then provide a quote for
the client's approval.
Minor changes will go through the same process, but free of charge. X
24. Proposal must include print quality samples of the City's six bill types.
(See City bills included in this packet. Note. The enclosed bills are for
sample purposes only_ Actual bill formats will be re -designed under the new
billing contract. Actual bills will resemble, but not exactly match the
enclosed bill samples.)
InfoSend has provided several different samples of current client
formats on actual forms. The City of Petaluma did not provide data files
to print the current bills using InfoSend's facilities. Should the City
contract with InfoSend it will receive full statement redesign services. X
25. Contractor must satisfy the City's insurance requirements. See City
Insurance Requirements (Exhibit 82) included in this packet. X
RFP 07-001 4 9/22/06
C
SECTION D
PROPOSAL
RFP 07-041
A. Set Un or Prourammine Charges: Price
1. ASCII File $0.00
2. Printer Output File $0.00
3. Subsequent bill format changes per hour $125.00
R. Printing and Mailing Charges:
I. Laser Printing (black, 1 sided) [INCLUDES STATIC BACKER]
per image
$0.039
2. Laser Printing (black, 2 sided) ]VARIABLE DATA BACKER]
per image
$0.044
3. Laser Printing (2 color, 1 sided)
per image
$0.041
4. Laser Printing (2 color, 2 sided)
per image
$0.045
5. Mail Management
per mail piece
$0.000
6. Inserting (1 page plus 49 envelope)
per mail piece
$0.010
7. Extra Inserts (inserting only)
per insert
$0.010
8. Extra Inserts (print, fold, insert) 1713 PAGE I SIDED INSERT]
per insert
$0.040
9. Postage
per 1 oz piece
$0.293
Paver Products:
C. Form Stock
8 '/z" x 11" 244 stock per sheet $0.020
8 '/" x 11" 204 stock per sheet $0.020
8 '/�" x 11" 24# stock (recycled) per sheet $0.024
8 `/�" x 11" 20# stock (recycled) per sheet $0.024
D. Sending Envelopes with City Return Address
410 single window left side per envelope $0.03
#10 single window Ieft side (recycled) per envelope $0.04
E. Remit Envelopes with from Lines
#9 single window right side per envelope $0.020
#9 single window right side (recycled) per envelope $0.030
RFP 07-001
5
9/22106
SECTION E
EXCEPTIONS TO THE SPECIFICATION
RFP 07-001
Section D -D: Double window #10 envelopes can be used instead of 410 single window to sage
the City cost. The cost will drop to $0.020 for regular and $0.027 for recycled.
Section C-15: "The company awarded the contract must have a representative that is located in
Northern California." lnfoSend would like the City to consider the offer of face-to-face meetings
within 3 business days notice compliant with the requirements.
RFP 07-001
0
9122106 Qq
Cost of ESP; Electronic Bill Presentment for Document Archiving
Archival fee is a flat fee. To calculate your monthly charges multiple the approximate monthly statement
volume by the unit price. For example — if you choose 3 months retention and your statement volume is
10,000 then your monthly fees will be 10,000 x $0.012 = $120.
3 Months Retention
6 Months Retention
12 Months Retention
18 Months Retention
r4 Months Retention
36 Months Retention
48 Months Retention
Cost of EBPP Service
$0.012 Per statement archived.
$0.016 Per statement archived.
$0.020 Per statement archived.
$0.023 Per statement archived.
$0.026 Per statement archived.
$0.031 Per statement archived.
$0.034 Per statement archived.
The following prices are contingent upon the use of one of InfoSend's online payment
processors. Using other processors is possible but can incur additional fees.
Maintenance Fee $130.00 Per month. Application monitoring, maintenance, and
minor text edits to web pages or email templates.
Presentment Fee $580.00 Includes 1,000 bill presentments. Overage billed at $0.20
each. Pricing is per electronic bill presented. Bills are only
presented for customers who enroll for the service.
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