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Home My WebLink AboutAddendum 1 - RFP - 9993 Utility Bill Creation Presentment & Delivery Servicesc�ty of F ' ort o �ns Purchasing ADDENDUM NO. 1 Financial Services Purchasing Division 215 N. Mason St. 2"d Floor PO Box 580 Fort Collins, CO 80522 970.221.6775 970.221.6707 fcgov. com/purchasing Description: RFP 9993 Utility Bill Creation Presentment & Delivery Bids Due: 3:00 PM MT on June 21,2024 To all prospective proposers under the specifications and contract documents described above, the following changes/additions are hereby made and detailed in the following sections of this addendum: Exhibit 1- Questions and Answers Please contact Moutaz Badawi, Buyer II, abadawi@fcgov.com with any questions regarding this addendum. RECEIPT OF THIS ADDENDUM MUST BE ACKNOWLEDGED BY A WRITTEN STATEMENT ENCLOSED WITH THE RFP STATING THAT THIS ADDENDUM HAS BEEN RECEIVED. Addendum 1 RFP 9993 Utility Bill Creation Presentment & Delivery Exhibit 1 Questions and Answers 1. Please provide a copy of your current vendor pricing for utility bill and notice printing and mailing, in addition to document storage and presentment costs. a. Printing, Design, Creation: all done in house (City) b. Mailing: United Mailing, 13k/month c. Storage: Kubra, $500/mo d. Presentment: Kubra, .1365/view 2. Is the City's current vendor for printing/mailing services inducing mail from a Colorado location? Yes. 3. What type of data files can the vendor expect to receive from the VertexOne CIS? The preferred file type is .xml. 4. Is the City interested in working with the vendor to design utility bills and additional notices? Yes. 5. In A. SCOPE OF WORK, item 1) Bill/Document Creation and Administration, can the City please provide current day examples of document design edits that are made prior to files being released for printing? Are these document edits made directly by the City or by interfacing with the current print vendor's project team? There are no design edits, only data adjustments, potentially. Example provided in RFP is what is used in house, and there is no interface with the print vendor. 6. In A. SCOPE OF WORK, item 3) Bill and Data Storage: will the City require the vendor to preload historical bills from either Banner or KUBRA? If so, how many months of bill history will be provided? Are PDFs of the bill history available? No. 7. Are internal tools subject to CO HB21-1110? Examples include job tracking, data upload tools, reporting, etc. Yes. S. Is the City looking for utility bill and notices re-designs? Yes. 9. Is the City willing to reconsider the red paper for delinquency notices in lieu of red (or other color) printing onto white paper? We utilize roll-fed inkjet printing technology that print all document elements on demand without pre-ordering stock. Red paper is not able to be accommodated. Yes. Addendum 1 RFP 9993 Utility Bill Creation Presentment & Delivery 10. Can you please provide samples of the custom outgoing envelope #10 and return envelope #9 for review? Yes — photos and specs attached below in addendum for #9 and #10 envelopes. 11. Is the City willing to entertain standard window envelopes as a cost-savings alternative? Yes. As long as they are secure. 12. A proposal response limited to 20 pages is extremely tight given the scope of work, SLAs, data security, and sustainability. Is the City willing to expand this requirement? There is some flexibility with the number of pages, as long as the response is comprehensive and succinct. 13. What will the initial term of the Agreement be, and will there be any extension options? 1 year with 4 possible extension options for a total of 5 years. 14. Please confirm that the Dust Control item in the sample agreement is not applicable. The Dust Control item is an optional section dependent upon the project type. 15. Is the City looking for proposals to include physical lockbox services, where the vendor accepts inbound checks/payments and processes them for deposit in the City's bank account? No. 16. Is the City aiming to have the print vendor present electronic invoices in email, text and web- view form? Or will the City leverage Vertex solutions to present electronically composed documents via API web-services from the print vendor? First option would be the vendor to provide email and text notification that a bill is ready to be viewed via the customer portal. The portal would then use an API to view the stored bill. We can discuss other options if that does not work, including notifications and storage handled by vertexone. 17. Is there a di�erence in statement format between residential and commercial? If so, will you provide a commercial sample? To be determined after discussion with VertexOne. 18. In the RFP it mentions presenting graphical usage — do you have an example of how that is presented today? We don't currently have graphical usage capability, but the intent is that future bills will include usage graphics. 19. Will there be a requirement for historical backload of documents? If so, how many months and estimated documents/images? No historical backload of bills. Addendum 1 RFP 9993 Utility Bill Creation Presentment & Delivery 20. What are your current SLAs for each communication type, as well as file presentment for review? I do not believe we have an SLA at this time, but we could reference the SLA that broadband has with Directworx if need be for the bill presentment. 21. Will you provide a volume breakout between printed vs digital/electronic and page count? Currently 49% for electronic bill print, and 1 sheet (duplex) for all bills. 22. Will inserts be purchased/delivered by Fort Collins or graphics generated, shared, and then supplier will purchase/supply — possibly a mix? The City will provide all graphics and share with vendor. 23. Do your current #10, #9, and oversized envelopes contain any overprint/overspray, postal endorsements, or custom printing? Please see attached photos and specs. 24. Will the new provider deliver eNotices or will they go through the VertexOne systems? If the new provider, will you provide samples of the digital communications delivered today? First choice would be vendor to provide notifications, but not the only option we have. 25. Will the new provider deliver SMS notices or will they go through the VertexOne systems? If the new provider, will you provide samples of the SMS notices delivered today? First choice would be .xml. 26. In Attachment 1, Utilities Billing Schedule, Broadband is listed — is there an opportunity for providing services for the Connexion/Broadband platform or is this specifically for Utilities? At this time, the intent for Utilities only, but there is a possibility for Connexion. 27. Will you please confirm the decisioning timeline for award of this contract, as well as term? The intent is to have award notifications out by the end of July. Term is 1 year with 4 possible extension options for a total of 5 years. 28. How many customers are currently receiving e-bills? Refer to question 20; average of 44,000 per month. 29. What is the reason for issuing the RFP? Please refer to the RFP, Background. 30. Will the City provide a pricing sheet for required fees and services? The intent of the RFP is to have respondents provide their pricing and fees; the City will not provide such a sheet. Addendum 1 RFP 9993 Utility Bill Creation Presentment & Delivery 31. What type of file will the City provide for its billing data upload? This is yet to be determined. 32. What time will the file be available for processing? This is yet to be determined. 33. What is the required mail time or SLA for mailing the utility bills, next day? Refer to RFP. 34. Can you provide a copy of the #10 and #9 mailing envelopes currently used? Yes. 35. Are statements typically 1 or 2 pages? One currently. 36. Are statements simplex or duplex and are they printed full color? Currently, bills are two-sided, two-color, with standard template information on the front and back. Data is printed on the template. 37. Is the delinquent bill printed simplex? If duplex, how many colors print on the backside? We do not have "delinquent bills." There is a line item that has past-due amount, but we don't have a different bill for delinquent bills. 38. Who is the incumbent vendor? Internal, United Mailing, Kubra, USPS. 39. How does the City handle the current postage for utility bill processing? Currently there is a#1 permit paid to USPS, plus we pay postage to USPS, as well as postage to United Mailing for out-of-cycle bills. There is also a returned mail permit paid to USPS. Addendum 1 RFP 9993 Utility Bill Creation Presentment & Delivery � ■ � su��o� �a � f� �}�� FORT COLLINS UTILI7IES Po Box 7 saa FORT COLLINS CO 80522-1580 PLACE POSTAGE 5T1WPl�ERE Poa� a�ca � �� aw.e, �mou� paWt post�pc. �l��III�I��I�'��Lll��u��li„Illl'fPlll�ll"i'�I inod �ue41 'lll9 afIOA �0 NOIlaOd 8f11S 3SOl�N3 3SV31d `1N3WAtld bf10A li0� 1103li� a3d0ad �liflSN3 Ot �iNb1HOdWl � � � � � BlACK PROOF DATE: >>�e+zo�3 tDd o0385588 GI7YFTCDLiINS CUSTOMEW. Cenveo Dallas pp.� UTILITIES CSR: pCannaC�y ENVELOPESTYLE OpenSide-OISS SIZE 37B'XB7lB' DIE�wiQ079�en SU657PATE 24rWW WIN I 112'X3" LEFT� 41S/16�OTTOM: 1' WIN 2 LEFT�_ BOTTOM� _ WIN 3: �EF�1'-_ BUTTOAL _ COLORS-. Black TINTrANDCULOR. @ASNETWE�VE Blad� APPAOVED A515 WITHCHANGES Q CORRECTBRE-PFOOF Q BY DATE�, � ATTENTION: This proof is tor canstruction, placarrtent ot window and copy, and color separatlon,your approval instructs us to proceed wi[h this project as-is per your sfgned request,or as Is speciGcally Inditated by the'Appioved with changes"information furnished by you above t REVISIQN � / 9 1 /2" \ � � 1 1 /4" X 4" L: 7/8„ B: 1 /2„ ■ � PRESORTED FIRSTCLASS MAIL U.S. POSTAGE PAID FORT COLLINS, CO Permit Number 1 �sai�i�i�n�wo�no�6��MMM }� ��i8-a uo �{�il� uaa}s�(s aan�as `�uaivanuo� `asn-o�-�(s�a ano `��i8-a u�inn �(��iuoa��a�a s��iq �(�i�i�n ano�( a��u�w � PANTONE 301 FClty Of � CUSTOMER SERVICE OFFICE ort Coll�ns 222 LAPORTE AVE /v'�, FORT COLLINS, CO 80524 Utilities FORWARDING SERVICE REQUESTED PROOF DATE:g/20/2016 ORDER / FORM / ID #:396818_COFC-LAPORTE CUSTOMER: City of Fort Collins PO#: CSR:vpolendo QTY: SIZE: 4 1/8" X 9 1/2" STYLE: Open Side - DISS GUM: PAPER: 24# WW WIN 1 1 1/4" X 4" LEFT:7�8�� BOTTOM: 1�2�� WIN 2: LEFT: BOTTOM: WIN 3: LEFT: BOTTOM: JOB COLORS: Black, PANTONE 301 INSIDE COLOR &TINT#: Black CVO 1 DIE#: w10058-en APPROVED: AS IS � WITH CHANGES � CORRECT& RE-PROOF � BY: DATE: IMPORTANT: This proof is presented to you for your review so YOU can be sure your job is set correctly. Please check CAREFULLY for any errors or issues including misspellings, grammatical errors, missing fonts, missing or re-wrapping text, or misplaced images (both in your supplied electronic files and generated design/composition) that may appear. Cenveo will not be responsible for errors you neglect to bring to Cenveo's attention. Unless otherwise specified on the proofs, throat depths, knife angles, adhesive and patch layouts, and other construction specifics are approximations for reference only and may not be matched exactly during production. 2 REVISION OPERATORINITIALS:JS � �