2-Appendix B Technical Proposal Response RFP 25-01.xlsx
XLSX spreadsheet 23 KB Posted
- Attached to
- RFP 25-01 Print & Mail Statement State and local contract opportunity
- Solicitation number
- RFP 25-01 / Print & Mail Statement
- Issued by
- Bath County, Kentucky
About this file
This document is a technical proposal response template for RFP 25-01 issued by Louisville Water Company in Kentucky, seeking a comprehensive print and mail services provider. The request for proposal covers a wide range of technical requirements including print production, system capabilities, mail processing, electronic presentment, data transmission, archival services, implementation planning, training, maintenance, and support. The proposal requires detailed responses across 16 technical areas (A1-A16), with 102 specific questions covering capabilities such as multi-language print profiles, insertion capabilities, electronic bill fulfillment, data security, disaster recovery, and system performance standards.
The proposal emphasizes technical competency, requiring respondents to provide extensive details about their print and mail facilities, including facility addresses, capacities, employee counts, production equipment, USPS relationships, and technological infrastructure. Key evaluation areas include data transmission security, cyber attack history, business continuity planning, implementation methodology, training approaches, and maintenance support levels. The document seeks a vendor capable of handling Louisville Water's billing system integration, particularly with Oracle's CC&B software, and demonstrates a comprehensive approach to selecting a print and mail services partner that can ensure reliable, secure, and efficient document processing and delivery.
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Other files for this state and local contract opportunity
| File | Type | Posted |
|---|---|---|
| 3-Appendix C - References Form.xlsx | XLSX spreadsheet | |
| 4-RFP 25-01 Print Mail Statements Final (002).pdf | ||
| 6-Appendix D - Cost Proposal (Excel) rev (3).xlsx | XLSX spreadsheet | |
| 5-Submission Instructions - RFP 25-01 Print Mail Statement.pdf | ||
| 1-Appendix A - Minimum Requirements (Excel).xlsx | XLSX spreadsheet |
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Text version
Response Sheet
| Enter your Company Name |
| Proposer must complete all requirement/question responses. If more room is needed or additional information must be provided, please provide file name (in the response/comment section) and upload the file thru this portal in the Exhibit B Technical Proposal Response area. |
Proposer shall not change any of the Requirement Description/Questions. You may adjust the rows height if necessary.
| # | Requirement Description/Question | Response / Comments |
| A1 | Print & Insertion | |
| 1 | Describe your capability to manage multiple print profiles in various languages for both print and electronic communication, where each profile specifies the items to be printed? | |
| 2 | Describe your methods of print suppression during batch processing. | |
| 3 | Describe your intelligent insertion capabilities i.e. additional inserts, flyers, or targeted messaging (based on specific criteria). | |
| 4 | Describe your capability to insert special marketing and informational notices, both with and without prior notification? | |
| 5 | Describe your capabilities for processing non-bill items such as termination notices, miscellaneous customer correspondence and post cards. | |
| 6 | Provide the lead times for Louisville Water produced inserts? | |
| A2 | Print Production | |
| Provide the following information about each of your Print & Mail Facilities Operated by your Company | ||
| 7 | Address of each facility | |
| 8 | Size of each facility | |
| 9 | Number of Employees at each facility | |
| 10 | If Facility is Owned or Leased (Provide information for each facility) | |
| 11 | Annual Capacity at each Facility | |
| 12 | Which site(s) will process the work for Louisville Water Print & Mail orders? | |
| 13 | List the nearest USPS hub(s) to your Print & Mail facilities | |
| 14 | Will you need to subcontract any of the functions necessary to meet the requirements of our Print & Mail Services? If yes, explain and provide information on the subcontractors and describe the functions and or services they will be providing. | |
| 15 | What is the present production capacity of your primary site? What is the current capacity utilization? How many shifts do your facilities currently operate? | |
| 16 | Describe how your company can ensure that it meets the agreed upon service level commitments. | |
| 17 | Describe your escalation procedures and pathway for various functions (production, IT, inventory) | |
| 18 | Describe processes for pulling a document order once in production. Is there fees for the bill pull? If yes please provide the cost on the Cost Proposal. | |
| 19 | Describe the types of Print & Mail services your company supports. | |
| 20 | Describe what equipment is currently used in each step of print production and mail preparation. | |
| 21 | Describe your relationship with paper, and envelope suppliers and USPS. | |
| 22 | Describe your approach to electronic bill fulfillment. | |
| 23 | Louisville Water has specific color & font requirements for both print and electronic billing materials. Can your company guarantee the ability to match our color & font schemes and produce these schemes consistently on all documents? | |
| 24 | Describe your recommended quality control procedures to facilitate logging, tracking, and checking of art items from the time they enter your system through the time they are fully processed satisfactory to Louisville Water. | |
| A3 | System | |
| 25 | Provide an overall description of your technology while including the following: | |
| Print composition platforms. | ||
| Software applications | ||
| File transfer capabilities | ||
| Data encryption capabilities | ||
| Data storage | ||
| Data Backup | ||
| 26 | What programming resources will be required to support our Company’s needs? | |
| 27 | Describe how you manage file receipt and steps taken if a file transmission is disrupted or not received according to schedule. What processes do you have of acknowledging receipt of the files and that they are error free? | |
| A4 | Procurement & Inventory Management | |
| 28 | Describe your company’s experience in purchasing standard paper forms, envelopes and inserts. | |
| 29 | Describe recent innovations in materials that may enhance our print & mail objectives. | |
| 30 | What is your current warehouse capacity? | |
| 31 | How does your company ensure that adequate inventory levels are maintained? | |
| 32 | 5. | Describe your inventory management procedures include the following: |
Incoming inspection Warehouse Management Physical auditing
| A5 | Mail Processing |
| 33 | Describe your security procedures for mailing. |
| 34 | Describe your reconciliation procedures for verifying that all documents are produced and mailed. |
| 35 | How many mail pickups per day? |
| 36 | Describe if USPS maintains an office in the facility to ensure postal sorts and mailing. |
| 37 | What address cleaning or verification processes are available and how would you notify us of non-conforming and national change of address (NCOA) information? Does your company offer Delivery Point Validation (DPV)? |
| 38 | What software do you use and is it CASS certified? |
| 39 | Do you have onsite presorting at your recommended facility? If so, what are the hours of operation? |
| 40 | Can your software build barcodes? If so, how many different types are available? |
| 41 | How will Louisville Water receive notification (view/notify) when bills, notices and letters are entered into the mail stream? |
| 42 | Is your facility a USPS certified Detached Mail Unit (DMU)? |
| 43 | Can you combine customer statements and other mailings to be mailed together? |
| 44 | Detail your company’s ability to achieve postal discounts. |
| 45 | Describe your capabilities with regards to utilizing the USPS Confirm Tracking Service. |
| 46 | Describe process of notification to customers if mail delivery is delayed, include any alert or applications for tracking. |
| 47 | Describe your processes, if any, for accepting returned mail and attempting to readdress / redeliver. |
| 48 | What is your success rate for re-mailing returned mail? |
| A6 | Archival Services |
| 49 | Do you support online viewing of print images? If so, how long are the images available for viewing? Are they accessible via API call over HTTPS? |
| 50 | What are the system protocols necessary to view print images? |
| 51 | How soon after submission of data are the online images available? |
| 52 | What response times are guaranteed for active images? |
| 53 | What capabilities does your customer support team have with regards to emailing a document? |
| A7 | Electronic Presentment |
| 54 | Describe your method of presenting bills, notices, and letters in an electronic format. Describe how a bill insert is presented electronically with a bill. |
| 55 | Describe the technology and formatting requirements used to present bills in an electronic format. |
| 56 | Can paper documents be suppressed from printing if a customer chooses the electronic presentation options? Please explain the process for suppressing printed documents. |
| 57 | Can customers move between paper and electronic presentation? |
| 58 | Describe support practices regarding online presentation. Is 24/7 customer support available? |
| 59 | Explain how customers would register online for presentation services. |
| 60 | Please provide the following information of the current version of your electronic presentation: |
-Length of time the current version of software has been in production -Number of monthly billers currently using system -Average number of monthly bills, notices and letters presented by customer -Largest number of monthly bills, notices and letters presented for a single customer
| 61 | How has your company helped migrate your client’s customer base over to electronic billing? Please elaborate on strategies to help support this customer base transition. |
| A8 | Data Transmission / Communication |
| 62 | Louisville Water requires transmission of data/images 5-6 times per week. Can you meet these requirements on a 24/7, 365 days a year basis? |
| 63 | What secure data transmission method/technologies does your organization support? Describe your methods for protecting Louisville Water and customer information. |
| 64 | What is your preferred method for data transmission? Describe your ability to transmit and receive data via XML & FTP. |
| 65 | Do you support leased lines and /or transmission via the internet? |
| 66 | Describe your ability to merge multiple data streams into one document to drive postal savings. |
| 67 | Describe your systems data transfer security method. |
| 68 | Describe the firewall protection for your systems that would protect our data. |
| 69 | Provide information on any cyber-attacks that your firm was a viction of in the past 3 years, please dislose the impact and the outcome. Regardless if you have been a victim of a cyber-attack, describe your network security practices to prevent cyber-attacks in the future. |
| 70 | Are you compatible with all major browsers? |
| A9 | Service Interruption & Disaster Recovery Services |
| 71 | Please include a copy of your Business Continuity Plan with your proposal. Please indicate it is included and give the file name in the comments. |
| 72 | Identify the criteria for a service interruption or disaster declaration. Explain notification procedures. |
| 73 | Provide a description of critical services and functions including critical hardware and software that may be impacted by a service interruption. |
| 74 | How quickly can service be restored in the event of a declared service interruption or disaster? |
| 75 | Describe recovery procedures including the company’s responsibilities/Is there a guarantee for no loss of data? |
| 76 | Does your service interruption and disaster recovery plan involve any 3rd parties? If so, please explain. |
| A10 | Third Party Services |
| 77 | Are you using any products and/or services provided by third party companies for any component of your solutions in this proposal for Louisville Water? Please describe and provide information on the 3rd parties, partnerships, subcontractors etc. Describe the products and/or services they will provide, full names of the entity, contact name, telephone #, and mailing address, your experience with them on similiar projects and provide information on their experience on similiar projects for this or other water utilities. |
| A11 | Implementation & Testing Experience |
| 78 | In addition to the overall request for your firms Experience and Expertise in the RFP and reference form (Appendix B), please describe two projects demonstrating your firm’s experience with implementation and testing of a billing system like Oracle’s CCB software. Please provide details on the customer including name, customer industry, and number of bills generated each month. |
| 79 | Describe two projects demonstrating your firm’s experience with Oracle CC&B if applicable. |
| A12 | Implementation & Testing Plan |
| 80 | Describe your proposed project approach. |
| 81 | Describe all proposed project methodologies and automated tools. |
| 82 | Louisville Water is interested in generating a new bill image and potential notices / letters / inserts during this new contract. Describe your process for assisting Louisville Water in the authoring and design of all bills, notices, letters and other documents through their transition. |
| 83 | Describe your testing plan to ensure all Louisville Water bills, notices, letters and other documents are successfully integrated with our current CC&B software. |
| 84 | How many resources will be dedicated to the design, test and implementation phase of this project? |
| 85 | How many Louisville Water resources outlining skill set will need to be dedicated to the design, test and implementation phase for this project? |
| 86 | Describe how Louisville Water roles and security will be set up and who’s responsible for updating throughout the testing implementations and production. |
| 87 | Provide a carefully planned implementation plan and associated work breakdown structure. The implementation plan shall align with the project timeline provided in the terms and conditions section. The implementation pland and associated work breakdown structure must show the tasks to be performed by Louisville Water and by the proposer, including respective resource requirements. The plan shall address the following: |
| - | All predecessor activities necessary to adhere to and comply with Louisville Water’s function al Requirements and Technical Specifications prior to going live . | |
| - | Include milestones and logical breakpoints during which Louisville Water and the proposer shall assess the progress to date and prepare for the next phase. The implementation plan should provide as much detail (work breakdown structure) as possible and highlight all major milestones for each component of the project. This first milestone of your implementation Plan should be the contract signing. | |
| - | Proposer shall also breakdown milestones and task assignments for each of the proposers project team with the individual team member named. | |
| - | Describe all key assumptions made in developing the implementation plan, as well as any dependencies and constraints of which the proposer is aware. | |
| A13 | Training Plan | |
| 88 | Describe your training plan outlining the content of instruction and verification of learning for users and system administrators, including details on modules, new business process, recommended location, duration and how training is matched to personnel skill levels, Louisville Water desires that the vendor proposes project team training and user training well in advance of implementation. |
| 89 | Provide sample training curriculum within your response. Please indicate in the comments/response that the curriculum has been uploaded, and provide file names. |
| A14 | Maintenance & Support |
| 90 | Describe your maintenance and support service level targets and the expertise of the individuals providing support. This must include hours of availability, onsite services provided, problem reporting and escalation procedures and the office location and staff that would support Louisville Water. |
| 91 | Provide proposed maintenance agreements, licensing requirements and any other agreements/suscriptions required in this proposal. Please indicate the file names in the comments so we can easily identify. Please note they should also be noted on the Proposer Exception form. |
| 92 | Provide an overview of their user group, including how the user group is involved in prioritizing system changes for future releases. |
| 93 | Provide an overview of future release strategy, including details on their scheduled product release, date and key product enhancements. |
| 94 | Describe all warranties on software and services. |
| 95 | Describe how transition services will be handled when the contract ends or if the contract is terminated for either cause or convenience. |
| 96 | Describe how Louisville Water historic image data will get transitioned to Louisville Water should the contract end or be terminated for either cause or convenience. (Louisville Water would need to present the bill images to the customer using either in-house or an alternative our sources solution). |
| 97 | Contact for Contractual Matters, name, email, title, telephone #, and address. |
| 98 | Contact for Technical Maters, name, email, title, telephone #, and address. |
| A15 | System Performance & Availability |
| 99 | Discuss the performance characteristics (response time, benchmarked transaction capabilities, etc.) of the software applications being proposed, if the proposers recommended computer solutions are implemented and assuming that no other applications are being run on the proposed computer equipment. The proposer may be expected to include system performance standards as part of the contract and such standards will become an element of acceptance and criteria for the system. |
| 100 | If performance does not meet expectations upon installation and implementation of the new system, please describe the remedies available to obtain the standards offered. |
| 101 | Provide how many hours of the day the system is available for user inquiry. |
| 102 | Describe any processing windows and run times. |
| A16 | Key Differentiators: |
| 100 | Describe any key differentiators that sets your proposal apart from others doing this type of service. Provide information on any new methods and ways to make the process easier, and more efficient, as well as savings on postage for Louisville Water. |
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