26GEN040G Bill Printing and Mailing Services IFB.pdf

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Town Manager Needham Town Hall

1471 Highland Avenue Needham, Massachusetts 02492

Telephone 781-455-7500

Acknowledgement of Receipt

Release Date June 26, 2025

Bid Title Bill Printing and Mailing Services

Bid Number 26GEN040G

Number of Documents The Bid Package consists of one (1) PDF document.

Informational Session None

Questions Due July 10, 2025 at 4:00 p.m.

Bids Due 10:00 a.m., July 17, 2025 bids are due to the Office of the Town Manager, Town Hall, 1471 Highland Avenue, Needham, Massachusetts 02492

Please provide the requested information below as acknowledgment that you have received our bid package noted above and your intention is to submit a bid. It is recommended that interested bidders complete this acknowledgment and return via email to pcentral@needhamma.gov. Only by doing this, will the Town be able to provide notification of addenda* or answered questions relating to this Bid. Only those companies and individuals shown on the Distribution Register will be sent addenda to this Bid and whose written questions will be addressed. By completing and returning this acknowledgement will ensure you are recorded on the Distribution Register.

Bids from companies or individuals not acknowledging the addenda may be rejected as not responsive.

Name of Company or Individual (Print)

Name / Title of Contact (Print)

Address (line 1) (Print)

Address (line 2) (Print)

Community, State and Zip Code (Print)

E-mail Address (Print)

Telephone Number

Signature

Date

* Addenda will be posted to the website. Please check the website for addenda before submitting your bid to the Town. Bidders who access the bid package from the Town’s website are responsible for checking the website periodically for any addenda that may be issued by the Town.

mailto:pcentral@needhamma.gov

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Intentionally Blank

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(Advertised in the Hometown Weekly issue of Thursday, June 26, 2025) (Advertised in Goods and Services Monday, June 23, 2025)

(Advertised in COMMBUYS Thursday, June 26, 2025)

LEGAL NOTICE

Town of Needham Invitation for Bid

Bill Printing and Mailing Services

26GEN040G

The Town of Needham is accepting sealed bids for Bill Printing and Mailing Services. Copies of the Invitation for Bid (IFB) will be available beginning June 26, 2025 online at the Town’s web site https://www.needhamma.gov/bids.aspx or by calling the Town Manager’s Office 781-455- 7500 between the hours of 9:00 a.m. – 4:00 p.m. Monday - Friday, and will be available until submission deadline. Sealed bids must be submitted no later than 10:00 a.m., July 17, 2025 to the Office of the Town Manager, Town of Needham, Town Hall, 1471 Highland Avenue, Needham, MA 02492. LATE BIDS WILL NOT BE CONSIDERED. Bids will be publicly opened after the submission deadline at 10:00 a.m. in Town Hall. This legal notice is also posted on the Massachusetts Newspaper Publishers Association’s (MNPA) website at http:// masspublicnotices.org/. The Town reserves the right to reject any and all bids as determined to be in the best interests of the Town and to waive minor informalities.

Kate Fitzpatrick Town Manager June 26, 2025 https://www.needhamma.gov/bids.aspx

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ABOUT NEEDHAM

The Town of Needham is located in Norfolk County, 10 miles southwest of Boston. It is bordered on the west and northwest by the Town of Wellesley, on the north and northeast by the City of Newton, on the east by the West Roxbury section of the City of Boston, on the southeast by the Town of Dedham, and on the south by the Towns of Westwood and Dover. Needham has a population of 32,091 (2020 U.S. Census) and occupies a land area of approximately 12.75 square miles. Established as a town in 1711, Needham is governed by a representative form of town meeting and a five member Select Board. The day-to-day management is under the direction of a Town Manager.

School affairs are administered by a seven-member School Committee and a Superintendent of Schools. The Town is classified as an economically developed suburb with above average wealth levels and higher education attainment.

The Town has an “AAA” credit rating from Standard and Poor’s.

The Town provides a full range of governmental services including police and fire protection; emergency medical services; collection, disposal, and recycling of solid waste; sewers; streets; water services; health and human services;

town library; and recreation. The Town also provides public education in grades kindergarten through twelve. The Town operates 1 pre-school, 5 elementary schools (K – 5), 1 sixth-grade center, 1 middle school (7 – 8), and a senior high school (9 – 12). Technical education is offered to grades nine through twelve by the Minuteman Regional Vocational Technical School District. The total expenditures in the most recent fiscal year exceeded $200 million.

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Technical Production Services

INDEX

Description Page

Acknowledgement of Receipt 1 Legal Notice 3 About Needham 4 Index 5 Procurement In Brief 7 Part 1 General Information

1.01 Quantities 9

1.02 Questions regarding the Bid 9

1.03 Information about Changes to the RFP (Addenda) 9

1.04 Bonds, Insurance, and Indemnification 9

1.05 Execution of the Contract 10

1.06 Payment and Discount Terms, Adjustments for Incomplete or Unacceptable Work 10

1.07 Bid Modifications or Withdrawals 10

1.08 Premature Opening of a Bid 10

1.09 Unexpected Closure or Delays 10

1.10 Late Submissions 10

1.11 Rejection of Bids 11

1.12 Taxes 11

1.13 Public Records 11

1.14 Conflict of Interest 11

1.15 Tie Bids 11

1.16 Contract Award 11

1.17 Other Notices 12

1.18 Clarification of Terminology 12

Part 2 Scope of Services/Product Specifications

2.01 Overview 13

2.02 Details

2.03 Quality Requirements

Part 3 Submission Requirements

3.01 Submission Requirement

Part 4 Checklist and Forms for Submission

• Checklist

• Bidder Information Response (3 pages)

• Certificate of Good Faith

• Certificate of Compliance with Massachusetts Tax Laws

• Promise to Execute Contract

• Professional References

• Certificate of Authority

• Bid Price Form (X pages)

• Non-Submittal Response Form

Specimen Contract After Last Page

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Procurement in Brief

Primary Procurement Contact Cecilia Simchak, Assistant Director of Finance email: Pcentral@needhamma.gov

Event Details

Bid Title Bill Printing and Mailing Services

Contract Number 26GEN040G

Invitation for Bids (BID ) Available

Information and details of bidding requirements may be obtained at Office of the Town Manager, Needham Town Hall, 1471 Highland Avenue, Needham, Massachusetts 02492, or on-line at the Town’s website https://www.needhamma.gov/bids.aspx

Informational Session None

Written Questions*

Deadline: 12:00 p.m., July 09, 2025

By Delivery: Office of the Town Manager, Needham Town Hall, 1471 Highland Avenue, Needham, Massachusetts 02492

By Email: Pcentral@needhamma.gov

Questions are to be clearly labeled as: Bill Printing and Mailing Services 26GEN040G - Questions

Generally, the Town will reply to written questions in writing within 48 business hours.

Exceptions

Bidders must disclose in detail any exceptions to the specimen contract and such exceptions must be specific. The bidder must state a reason for each exception and propose alternative language. The purpose of the exception process is to permit the Town to correct, prior to the opening of the bids, any technical or contractual requirement, provision, ambiguity, or conflict in the bid package. Exceptions must be submitted by the deadline for written questions stated above. Unless timely submitted as an exception, any such ambiguity, conflict or problem shall be resolved in favor of the Town of Needham.

Addenda

If any changes are made to this bid, an addendum will be issued. Addenda will be emailed to all bidders on record as having received the bid package and have provided an email address to the Town to notify the bidder. All bidders are responsible for checking the Town’s website to determine if the Town issued any addenda.

When and Where Bids are Due*

10:00 a.m., Thursday, July 17, 2025 Office of the Town Manager Town Hall 1471 Highland Avenue Needham, Massachusetts 02492 LATE SUBMISSIONS WILL NOT BE CONSIDERED (Per State Law)

Number of Required Copies One (1) original signed copy.

Bid Opening 10:05 a.m., Thursday, July 17, 2025 in the Select Board Chambers Town Hall 1471 Highland Avenue, Needham, Massachusetts 02492

Bid Surety (bond) Requirements A Bid bond is NOT required

Contract Length This will be a three year contract, starting October 1, 2025 and ending September 30, 2028.

Contract Award** The target date for award is August 2025

Approval of Town Manager and Town Counsel are REQUIRED mailto:Pcentral@needhamma.gov https://www.needhamma.gov/bids.aspx mailto:Pcentral@needhamma.gov

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Procurement in Brief

Primary Procurement Contact Cecilia Simchak, Assistant Director of Finance email: Pcentral@needhamma.gov

Event Details

Upon Award of Contract

Payment Bond Will NOT be Required

Performance Bond Will NOT be Required

Insurance Refer to contract terms

Honesty Bond Will NOT be Required

Payment Terms The Town is open to a payment structure under the contract awarded from this RFP that will be based on milestones tied to outcomes. However, the Town will consider proposals to structure payments in a different manner and reserves the right to select any payment structure that is in the Town’s best interest.

* Written inquiries must be sent prior to the above date and time deadlines. The Town will respond to written questions submitted by individuals/companies who intend to submit a bid. Individuals/companies will demonstrate their intention to bid by completing and returning the Acknowledgement of Receipt form. The time/date stamp machine located in the Town Manager’s Office will govern the date and time requirements mentioned in the table above and throughout this document. Please allow enough time for hand delivery.

** The Bidder agrees that the offer is effective for (a) at least 90 calendar days from the opening date of the bids (b) a contract is executed, or (c) this bid is cancelled, whichever of (a), (b), or (c) occurs first. The time for award may be extended by the Town. The Town reserves the right to change, delay, cancel, or expedite the contract award date. The Town reserves the right to reject any and all bids as determined to be in the best interests of the Town and to waive minor informalities.

mailto:Pcentral@needhamma.gov

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PART 1

GENERAL INFORMATION

1.01 Quantities

Unless otherwise stated, the quantities set forth herein are ESTIMATES ONLY. Any quantities indicated on the Bid Form or elsewhere in the bid package are estimates only and are given solely as a basis for the comparison of bids. The bidder shall have no claim for additional compensation, or refuse to do the work called for, or provide the requested items, by reason of the actual quantities involved being greater or lesser by any amount than those called for in the bid.

1.02 Questions Regarding the Bid

The bidder shall be satisfied as to the requirements to enable intelligent preparation of your bid. The bidder shall be familiar with all the bid material requirements and documents before submitting the bid to avoid any misunderstanding. Bidders shall promptly raise the issue of any ambiguity, inconsistency, or error, which they may discover upon examination of the bid documents, specifications, services, worksite, or any other conditions which may apply. No allowance will be made for any claim that the bid is based on incomplete information.

The Town will respond to written questions submitted by individuals/companies who intend to submit a bid. Individuals/companies will demonstrate their intention to bid by completing and returning the Acknowledgement of Receipt form.

Inquiries concerning any part of this bid shall be directed to the individual(s) listed under the Procurement in Brief. Bidders should note that oral communications are not binding on the Town and only written responses by the Town will be considered. All requests/questions must be submitted in writing. Questions may be delivered by hand or email as referenced under the Procurement in Brief by the deadline. Questions that may be asked during any pre-bid conference should also be sent in writing in order to receive an official response. Requests properly presented that in the opinion of the Town require interpretation, correction, or change in the bid documents will result in an issuance of an addendum to the bid documents. The Town will forward responses to all persons who are on record as receiving the bid package. Questions received after the due date will not be responded to unless the Town determines it is necessary. Bidders, please allow enough time for hand delivery.

1.03 Information about Changes to the Bid

In the event that changes/additions are made to this bid, an addendum will be issued. Addenda will be emailed if an email address was provided. Addenda will also be posted to the Town’s website where the bid package was made available. Please check back on the website for addendums before submitting your bid to the Town. Bidders may not be notified individually of Addendums.

1.04 Bonds, Insurance, and Indemnification

Bonds Bidders should refer to the Procurement in Brief for any bond (Bid (surety) Bond, Honesty Bond, Payment Bond, and/or Performance Bond) requirements.

Insurance Bidder awarded a contract under this bid must provide proof of insurances in at least the minimum amounts required in the contract and when requested shall name the Town of Needham as an additional insured for the amounts written.

The Bidder awarded a contract shall deposit with the Town Certificates of Insurance for the coverage required, in form and substance satisfactory to the Town, and shall deliver to the Town new policies and certificates thereof for any insurance about to expire at least ten (10) days before such expiration. All such insurance policies shall contain an endorsement requiring thirty (30) days written notice to the Town prior to cancellation of change in coverage, scope, or amount of any such policy or policies.

Compliance by the bidder with the insurance requirement, however, shall not relieve the Bidder from liability under the indemnity provisions.

Indemnification The bidder shall indemnify, defend, and save harmless the Town and all of the Town’s officers, agents and employees from and against all suits and claims of liability of every name and nature, including costs of defending any action, for or on account of any injuries to persons or damage to property of the Town or any person, consultant, corporation or association arising out of or resulting from any negligent act, omission, or negligence of the bidder, its subcontractors and its and their agents or employees in the performance of the work covered by the contract and/or failure to comply with terms and conditions of the contract, but only in respect to such injuries or damages sustained during the performance and prior to the completion and acceptance of the work covered by the contract and to the extent such injuries or damages are not covered by the Town’s insurance. The foregoing

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1.05 Execution of the Contract

The awarded bidder agrees and will execute the approved contract electronically. The Town will forward the contract to be executed via DocuSign.

1.06 Payment and Discount Terms, Adjustments for Incomplete Work

Payment Terms The unit bid price shall be the basis for payment for purchased items or services. Payment shall be based on the items or services purchased. Invoicing may be performed after delivery, work has been completed, or monthly, for items or services that have been fulfilled.

Invoices are to itemize charges for labor, equipment, supplies, and services. The Town will not be responsible for payment of any charges not itemized to the Town’s satisfaction. Pre-payment is NOT allowed. Invoices should include the Town’s purchase order number. The Purchase Order number may change with each fiscal year.

Invoices for additional services must include the date and times of the work, the type of services performed; the number of hours or units to be charged, and the name of the person who authorized the work. They are to be sent in duplicate directly to the Town’s designee for processing and are not to be included on the regular monthly invoice.

Invoices for additional supplies and/or materials must include the quantity, date and times of delivery, a description of the supplies or materials, unit price, shipping, and handling charges as applicable, and the name of the person who placed the order. They are to be sent in duplicate directly to the Town’s designee for processing and are not to be included on the regular monthly invoice.

Adjustments for Incomplete or Unacceptable Work The Town reserves the right to withhold payment for incomplete or unacceptable work. The Town shall provide notice of any work that is deemed to be incomplete or unacceptable. The vendor shall rectify that condition to the satisfaction of Town. The Town will also reduce the bill for any services deemed unsatisfactory. At no time will penalty assessment be recoverable by the vendor.

The vendor shall take all proper precautions to protect the Town and private property from damage and/or loss. Should any damage to, and/or loss of, property be caused by the vendor, the vendor will be required to make repairs and/or restitution immediately at its expense.

Refer to the Procurement in Brief for other payment term considerations.

1.07 Bid Modifications or Withdrawals

Bids may be corrected, modified, or withdrawn prior to the submission deadline. Requests to do so must be received in writing by the Town Manager. After the submission deadline, bids may not be changed. Minor mistakes may be waived by the Town.

1.08 Premature Opening of a Bid

The Town will not be responsible for the premature opening of any bid not properly identified. The Town may reject bids which are incomplete, not properly endorsed, not signed, or are otherwise contrary to these instructions.

1.09 Unexpected Closure or Delays

If, at the time of the scheduled bid submission deadline, the designated location for delivery of the bid is closed due to uncontrolled events such as fire, snow, ice, wind, building evacuation or other, the deadline will be postponed until 11:00 a.m. on the next normal business day (Monday through Friday, excluding Holidays). Bids will be accepted at the same location until that date and time.

1.10 Late Submissions

Late bids will not be considered. The Town assumes no responsibility for late submissions due to mail, courier, or delivery problems.

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1.11 Rejection of Bids

The bid must satisfy all the submission requirements in order to be considered for award. Failure to complete the required forms, answer any questions, or provide the required documentation will be deemed NON-RESPONSIVE and result in rejection of the bid unless the Town determines that such failure constitutes a minor informality that can be corrected without prejudice to other bidders. A bid may be rejected if the Bidder:

Fails to adhere to one or more of the provisions established in the bid package.

Fails to submit its bid by the time or in the format specified herein or to supply the minimum information requested herein.

Fails to submit its bid to the required address on or before the specified submission deadline.

Misrepresents its service or provides demonstrably false information in its bid or fails to provide material information.

1.12 Taxes

Purchases made by the Town are exempt from the payment of all Federal excise tax and the payment of Commonwealth of Massachusetts sales tax and any such taxes must not be included in the bid prices. If requested, the Town will provide the awarded bidder with a copy of the Certificate of Exemption.

1.13 Public Records

Under the Massachusetts General Laws, the Town cannot assure the confidentiality of any materials or information that may be submitted by the bidder in response to this Bid. Thus, bidders who choose to submit confidential information do so at their own risk. All bids or other materials submitted by the bidder in response to this Bid will be open for inspection by any person and in accordance with M.G.L. c.66 (Public Records Law). Any statements reserving any confidentiality or privacy rights in the submitted responses or otherwise inconsistent with these statues will be void and disregarded.

1.14 Conflict of Interest

By execution of a contract with the Town of Needham, the Bidder acknowledges that the Town of Needham is a municipality for the purposes of M.G.L. c.268A (the Massachusetts conflict of interest statue), and agrees, as circumstances require, to take actions and to forbear from taking actions so as to be complying at all times with the obligations of the contractor based on said statute.

1.15 Tie Bids

In the event that there is a tie bid between two (2) responsive and responsible bidders, the award of the contract will be determined by a coin toss. The bidder’s whose submission was received earliest shall be assigned “Heads” in the coin toss. In the event that there is a tie bid with three (3) or more responsive and responsible bidders, the award shall be made by a draw by lot limited to those bidders. The coin toss/draw by lot shall be scheduled within two (2) business days from when it was determined by the Town to be a tie bid. The bidders involved shall be given an opportunity to attend. The coin toss/drawing shall be witnessed by at least three (3) Town officials. The tie breaker event shall be held at the Needham Town Hall during regular business hours.

1.16 Contract Award

The Town reserves the right to reject any and all bids as determined to be in the best interests of the Town and to waive minor informalities.

A contract is anticipated to be executed by the date indicated under Procurement Schedule for this bid. However, the Town reserves the right to change, delay, cancel, or expedite the contract execution date. The selected bidder is required to furnish all bonds and certificate of insurances required under the contract, in a form acceptable to the Town prior to the execution date.

The award may be subject to further discussions with the bidder. The making of a preliminary award to a bidder does not provide the bidder with any rights and does not impose upon the Town any obligations. The Town is free to withdraw a preliminary award at any time and for any reason. A bidder has rights, and the Town has obligations, only if and when a contract is executed by the Town and the bidder.

Changes to the terms of the Town’s contract may be requested by the bidder in writing and submitted with the bid and if, in the opinion of the Town, the requested inclusion(s) and/or deletion(s) does not materially affect the bid, they may be allowed at the sole discretion of the Town. Bidders shall NOT be allowed to request any changes to the contract terms once award of contract has been announced.

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The Town herein declares its express purpose not to award the contract to any bidder unable to furnish evidence, satisfactory to the Town, that it has sufficient ability, experience, and capital to execute and complete the work in accordance with the contract. If requested, any bidder may be required to demonstrate financial stability satisfactory to the Town.

The Town Manager is the awarding authority for the contract. Further, the contract will not be binding until it has been approved as to form by Town Counsel. Award, payment, and performance obligations shall depend on the availability and appropriation of funds.

The Town reserves a period up to 90 calendar days following the opening of the bids in which to evaluate and award the contract.

1.17 Other Notices

The consideration of all bids and subsequent selection of the successful applicant shall be made without regard to race, color, sex, age, handicap, religion, political affiliation, or national origin.

The bidder shall adhere to the provisions of the Fair Employment Practices Law of the Commonwealth (M.G.L. c.151B).

The provisions relating to non-discrimination and affirmative action in employment shall flow through all contracts and subcontracts that the successful bidder may receive or award as a result of this contract.

Any services provided by the bidder shall be rendered through a professional services contract. The bidder will not be considered an employee of the Town and will not receive any benefits of an employee.

The bidder shall comply with M.G.L. c.66A if the bidder becomes a "holder" of "personal data". The bidder shall also protect the physical security and restrict any access to personal or other Town data in the bidder's possession or used by the bidder in the performance of the contract, which shall include, but is not limited to the Town's public records, documents, files, software, equipment, or systems.

1.18 Clarification of Terminology

All references in this Bid to features, functions, services, or deliverables that “should”, “must”, “will”, “has ability to”, etc. be provided by the bidder are to be construed as mandatory. Similarly, all references in this Bid to information that “should”, “must”, “will”, “has ability to”, etc. be provided in the bidder’s proposal are to be construed as mandatory.

Bidders may be referred to alternatively as “bidders”, “offerors”, “respondents”, “successful offerors”, “successful bidders”, “vendors”, etc. All such references (except for those explicitly defined otherwise) are to the primary contractor who submits a response to this bid and, if successful, who will be responsible for the successful completion of all required deliverables.

References to days are to workdays unless otherwise explicitly stated.

Reference to time as stated in this bid is based on local Eastern Standard Time.

End of Section

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PART 2

SCOPE OF SERVICES/PRODUCT SPECIFICATIONS

2.01 – OVERVIEW

The Town is seeking proposals for bill printing and mailing services for personal and real estate property tax bills (tax), and sewer and water bills (utility). The successful bidder will be responsible for creating the bills from an XML file and to fold, insert the folded bill, reply envelope, and other required documents, apply postage (discounted), and deliver them to the US Post Office for on-time delivery to residents and taxpayers. The Town is currently using Quality Data Systems (QDS) billing and collection software. The bidder must be able to convert bill files created by the QDS software to print the bills.

The Town issues tax bills on a set quarterly schedule with bills mailed approximately five to six weeks before each due date. Tax bills are due August 1, November 1, February 1, and May 1. The Town issues the tax bill every quarter and does not “double up” tax bill mailings (i.e., issuing the 1st and 2nd quarter real estate tax coupons together).

Residential utility bills are issued quarterly with approximately 1/3 of the quarterly bills issued each month;

commercial bills are issued monthly. The Town issues approximately 87,000 bills annually. Wording on the tax bills changes twice a year and from time to time with the utility bills. The Town also issues once a year a demand bill for real estate and personal property taxes which have different wording and layouts. The demand bill form color is red.

The Town also issues from time to time demand notices for past due utility bills.

The bidder must demonstrate the capability to accept from the Town, in an electronic form, all data and other information necessary to produce the bills. Bidder must provide an acceptable method for secure data transmission and have a contingency plan in place should the bidder’s facility go offline or is otherwise unable to provide printing and mailing services as described in this IFB. The successful bidder is expected to store all forms and envelopes at their facility. A scan line must be provided on each bill which is acceptable to the Town and its Lockbox service provider (currently Leader Bank). The successful bidder must provide a method to pull bills prior to mailing, if needed, based on the sequence that is provided by the Town.

The bidder must include samples of tax and utility bills that you provide for other customers with the bid submission.

The actual bill design for Needham must be approved by the Town in writing before printing.

The bidder must disclose all sub-contractors that will have a material role in the rendering of these services to the Town. Incidental third parties may be allowed at the sole discretion of the Town.

2.02 – DETAILS

Bidder will need to provide a post-consumer recycled material courtesy reply envelope with the Town’s remittance address printed courtesy donation reply envelope with the requested printed information (samples of what is currently used can be provided upon request). The Bidder is to store the envelopes at its location and maintain sufficient stock in order to mail the bills by the Town’s required dates. The Town may choose not to award the contract inclusive of the envelopes, and if so, the Town will request its selected envelope provider to drop ship the envelopes to the bidder’s location for storage. The bidder will confirm receipt of all deliveries to the Town including date of receipt, type(s) of envelopes, quantity, and condition, and will notify the Town when any envelope inventory drops below the required minimum thresholds. The bidder is NOT to accept damaged product and must notify the Town immediately if any envelopes were damaged. If the Town is not notified within 24 hours of receipt of delivery of envelopes any claim of damage or missing envelopes shall become the responsibility of the bidder to replace at its own cost.

The Town may occasionally include informational pieces that may be on 8½ x 11 paper or smaller and may have printing on one side or both. The bidder will upon request produce informational inserts for bill mailings. The bidder will upon request insert Town provided informational pieces into bill mailings. The Town will provide any information insert that is to be mailed out with bill mailing electronically, at least seven days prior to the scheduled release date.

Real Estate and Personal Property bills are time sensitive. The issuance of these bills is strictly governed under Massachusetts law and failure to mail the bills no later than the required date may cause the Town financial loss. The Town may seek restitution from the Bidder for any such loss

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Tax bills are to be mailed not later than the last business day (Monday – Friday) on or before:

1st Quarter June 30 2nd Quarter September 30 3rd Quarter December 31 4th Quarter March 31

Utility bills are to be mailed no later than the issue date shown on the bill. The issue date is determined by the Town.

The Town may provide an advance payment for the estimated postage expense, seven (7) days in advance of the issue date, to be reconciled on a separate invoice from invoices for service under this contract. Every attempt must be made to use the lowest first-class allowed postage rate available and hence the estimated payment will be based.

The bidder is to provide Proof of Mailing to the Treasurer/Tax Collector within two business days from when the bills are mailed.

The Town prohibits the bidder from distributing the data received as a result of this bid to any third party without the expressed written permission of the Town. All information supplied to or obtained by the bidder and/or any subcontractor in connection with this bid shall be considered proprietary and shall not be disclosed to any other party other than the Town. The Town may disclose any such information without any form of compensation due to the bidder.

ALL INFORMATION SUPPLIED TO THE SUCCESSFUL BIDDER IN CONNECTION WITH THIS BID IS

PROPRIETARY AND SHALL AT NO TIME BE DISCLOSED TO ANY OTHER PARTY OTHER THAN THE

TOWN OF NEEDHAM, WITHOUT THE SPECIFIC PRIOR WRITTEN AUTHORIZATION BY THE TOWN

MANAGER.

The bidder is to bill the Town monthly, based upon actual units of service. The volume of monthly activity being billed will be illustrated on the bill face, by type of payment, volume, and cost. The Town will make payment of approved invoices within thirty (30) days of receipt. The Town does allow payment by Paymode, any fee borne is the responsibility of the bidder. Any charges not billed within 60 days from the month which the goods and services were provided may be forfeited by the Bidder.

It is strongly suggested that marketing or promotional materials be provided in a clearly identified section of the Bidder’s submission.

2.03 - QUALITY REQUIREMENTS (Minimum Criteria)

The bidder demonstrates the ability to commence and perform required work promptly upon award of contract.

The bidder must have a minimum of three (3) years of experience providing services the same as or similar to those specified in this bid.

The bidder must be providing services similar to those requested in this IFB to five (5) or more clients.

The bidder must have demonstrated experience providing bill printing services to municipalities using QDS to issue their bill file.

The bidder must provide proof that it has or can provide all required insurance in the amounts stated in the IFB.

The bidder must have possession of all permits, licenses, and professional credentials necessary to perform the services as specified in this IFB.

The bidder must agree to execute the Town’s standard 30B Short Form Agreement.

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PART 3

SUBMISSION REQUIREMENTS

3.01 Submission Requirements

The bid is to be submitted and addressed as follows: Office of the Town Manager, Town Hall, 1471 Highland Avenue, Needham, Massachusetts, 02492. The bidder is to provide one (1) original signed paper copy.

The bid is to be clearly marked: “Enter Bid Title Enter Bid Number”

Bidder should acknowledge all addenda related to this IFB, if any. Failure to receive or acknowledge any addenda does not relive the bidder of any changes, conditions, quantities, methods, requirements that may result by the issuance of the addenda. Bidders are encouraged to check the Town’s website www.needhamma.gov/bids.aspx for addenda before submitting your bid to the Town.

Bidder must submit a completed Bidder Information Response form with the contact information and questions answered.

A signed Certificate of Good Faith.

A completed Certificate of Compliance with Massachusetts Tax Laws or Certificate of Good Standing issued by the Massachusetts Department of Revenue.

A completed Promise to Execute Contract form which states the bidder is aware and agrees that the final contract to be executed by the parties will be done remotely via the method determined and chosen by the Town. Currently the Town uses DocuSign to execute contracts.

The Bidder MUST provide a minimum of three (3) references. For each, provide the following: a contact person and title, customer’s name, address, telephone number, email, and a brief description of the actual items/services provided (sample format included in bid package). Do not use the names of relatives or Town of Needham Employees as references. You may use previous Town contracts as a record of your experience only. The Town has provided a Professional References Form (attached) that the bidder may use but is not required to use this form; however, the Bidder is required to provide in whatever format at least the requested information that is stated on the Professional Reference Form. If any of the requested information is not available, the bidder is to disclose this fact and why.

Bidder must submit a completed Bid Form or an exact copy, signed by an individual authorized to negotiate for and contractually bind the Bidder. All prices must be reflective of all costs for delivery. Any and all damages that may occur due to packaging or shipping will be the sole responsibility of the Bidder. No price adjustments will be allowed. Fuel surcharges or vehicle surcharges or adjustments will not be allowed. Failure to fully complete the form, or provide the requested information, or making any alterations will be deemed a conditional bid and the proposal will be rejected.

A completed Certificate of Authority (attached) or Corporate Resolution; if applicable.

Bids must be received, and time stamped no later than the deadline stated in the Procurement in Brief (Where and When Bids are Due). LATE BIDS WILL NOT BE CONSIDERED.

A Bid Bond if required is stated in the Procurement in Brief.

Delivery will be at the expense of the bidder. Any and all damages that may occur due to packaging or shipping will be the sole responsibility of the bidder.

The Town reserves the right to reject any and all bids as determined to be in the best interests of the Town and to waive minor informalities.

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PART 4 – CHECKLIST AND FORMS FOR SUBMISSION

Checklist

Company Name: ___________________________________________________________

Checklist

Bidder Name: ___________________________________________________________

Bidder has completed and returned the Acknowledgement of Receipt form (prior to bid submission).

Bidder has completed, signed, and enclosed the Bidder Information Response.

Bidder has completed, signed, and enclosed the Certificate of Good Faith.

Bidder has completed, signed, and enclosed the Certificate of Compliance with Massachusetts Tax Laws or provided the Certificate of Good Standing by the Department of Revenue.

Bidder has completed, signed, and enclosed the Promise to Execute Contract.

Bidder has provided a minimum of three (3) references.

If the bid submission is signed by someone other than the Owner/President of the company, a completed Certificate of

Authority or Corporate Resolution for the person who signed the proposal stating the individual has the authority to submit the proposal on behalf of the Bidder and can bind the Company to the contract if awarded.

Bidder has completed, signed, and enclosed the Bid Price Form.

Bidder has identified the individual to be assigned to this account (on Bid Price Form).

Bidder has provided a PDF copy of the bid on a thumb drive (not required but helpful if you do).

Bidder acknowledged all addenda if any Addendum Number 1 dated ____________________ Addendum Number 2 dated ____________________ Addendum Number 3 dated ____________________ Addendum Number 4 dated ____________________ Addendum Number 5 dated ____________________

THIS FORM MUST BE FILED WITH BID SUBMISSION

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Bidder Information Response

26GEN040G

Legal Name of the Bidder: _______________________________________________________________

Company Name: (if different) ____________________________________________________________

Company Address _____________________________________________________________________

City State Zip: ________________________________________________________________________

Company Web Address: ________________________________________________________________

Company Telephone: _____________________ Toll Free Number: _____________________________

State of Incorporation (Date): _________________________________________________ (__________)

If the bidder is a partnership, give full names and addresses of all partners; and if an individual, give residential address if different from business address.

Company Contacts - Required Individual Submitting the Bid:

Name: _______________________________________________ Title: __________________________

Mailing Address ______________________________________________________________________

City State Zip: ________________________________________________________________________

Telephone: _____________________________

Email Address: ________________________________________________________________________

Individual to be contacted about the Bid:

Name: ________________________________________________________ Title: __________________________

Mailing Address _______________________________________________________________________________

City State Zip: ________________________________________________________________________________

Email Address: ________________________________________________________________________________

Telephone: _____________________________ Best Times to Contact: ___________________________________

It is the Bidder’s responsibility to monitor the email address for the Bidder’s contact person, provided in the Submission. The TOWN may need to contact the Bidder’s contact person with clarification requests or for other reasons. The Town assumes no responsibility if a Bidder’s designated email address is not current, or if technical problems, including those with the Bidder’s computer, network, or internet service provider (ISP), cause e-mail communications between the Bidder and the Town to be lost or rejected by any means including email or spam filtering.

Individual Authorized to Contractually Bind the Company (This will be the individual whose name and title will appear in the contract and will execute the contract if the contract is awarded to the company):

Name: ________________________________________________________ Title: __________________________

Mailing Address _______________________________________________________________________________

City State Zip: ________________________________________________________________________________

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Email Address: ________________________________________________________________________________

Telephone: _____________________________ Best Times to Contact: ___________________________________

1. Has the bid been signed by a person legally authorized to commit the bidder (Company) to contract, if awarded?

Yes No

2. Is the bidder a legally define small/woman/minority owned business? Yes No If yes, please attach the documentation to this form.

3. Has the bidder placed any conditions and/or restrictions on that which is called out by the Town in its bid package or any addendum? Yes No

4. If the answer to #3 (above) was YES, have the conditions and/or restrictions been put in writing and included with the submission? Yes No N.A. (A “No” response may be cause for rejection)

5. Are there any exceptions to the Town’s specifications? Yes No

6. If the answer to #5 (above) was YES, have the exceptions been put in writing and included with the submission?

Yes No N.A. (A “No” response may be cause for rejection)

7. Is the bidder presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from any activity contemplated by this bid by and Federal or State department or agency in the last five (5) years preceding this bid? Yes No If yes, please describe the situation(s). Please attach the writing to this form.

8. The bidder confirms that neither it, nor any of its members, directors, officers, shareholders, partners, managers, principal officers, or employees have, within the three (3) years preceding this bid, in their current or former job, been convicted of, or had a civil judgment rendered against them or any of their current partners or managers, principal officers or any person who would perform any services contemplated by this BID, for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State or local) transaction or contract.

This includes, but is not limited to, violation of Federal or state antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification, or destruction of records, making false statements, or receiving stolen property?

Yes No. If yes, please describe the situation(s), disclose whether the individual(s) is/are still engaged with the company. Please attach the writing to this form.

9. Has the bidder had any contract with a municipality terminated (whether for convenience, non-performance, or any other reason), or has the bidder entered into legal action with a customer, on or after July 1, 2022? Yes No. If yes, please describe the situation(s) and include the name and address of the municipality(ies). Please attach the writing to this form.

10. Has the bidder requested any changes to the Town’s contract? Yes No (if “yes” the changes must be attached to this form).

11. Is the Bidder prepared to execute the Town’s contract as written if awarded? Yes No

12. The bidder confirms that they have provided bill printing services to municipalities using QDS to create their bill file.

Yes No

13. The bidder confirms that the Town reserves the right to change their billing and collections software company and/or their lockbox company at any time during the contract and that if necessary, the bidder will adjust their services to accommodate the Town’s new vendors. Yes No

Signature of the Bidder: _____________________________________________________

Printed Name and Title of Signatory: ___________________________________________

Date: ______________________

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CERTIFICATE OF GOOD FAITH

The undersigned hereby certifies that s/he will comply with all laws and regulations applicable to awards made subject to Massachusetts General Laws, Chapter 30B.

The undersigned certifies under penalties of perjury that this bid or proposal has been made and submitted in good faith and without collusion or fraud with any other person. As used in this certification, the word "person" shall mean any natural person, business, partnership, corporation, union, committee, club, or other organization, entity, or group of individuals.

Signature of individual submitting the bid or proposal

Individual Full Name (Print/Type)

Name of Business (Print/Type) (Date)

Two Witnesses or Notary

Witness One Signature Witness Two Signature

Witness One Full Name (Print/Type) Witness Two Full Name (Print/Type)

Witness One Primary Address Witness Two Primary Address

OR

Commonwealth of Massachusetts County of ____________________

On this ____ day of ________, 20____, before me, the undersigned notary public, personally appeared

_____________________(name of document signer), proved to me through satisfactory evidence of identification, which were

_______________________, to be the person whose name is signed on the preceding or attached document, and acknowledged to me that (he) (she) signed it voluntarily for its stated purpose.

as partner for ________________, a partnership.

as _______________ for ______________, a corporation.

as attorney in fact for ___________________, the principal.

as _____________ for ________________, (a) (the) _____________________.

___________________________ (official signature and seal of notary)

My commission expires: ______________________

THIS FORM MUST BE COMPLETED AND FILED WITH THE SUBMISSION

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CERTIFICATE OF COMPLIANCE WITH MASSACHUSETTS TAX LAWS

Certificate of Good Standing issued by the Massachusetts Department of Revenue dated no earlier than 90 days before the bid submission deadline may be submitted in place of this certificate.

Pursuant to M.G.L. c.62C, §49A , the undersigned acting on behalf of the Contractor* certifies under the penalties of perjury that the Contractor is in compliance with all laws of the Commonwealth relating to taxes including payment of all local taxes, fees, assessments, betterments and any other local or municipal charges (unless the Contractor has a pending abatement application or has entered into a payment agreement with the entity to which such charges were owed), reporting of employees and contractors, and withholding and remitting child support.**

• Contractor: _________________________________________ Date: _______________

Print Name: __________________________

Social Security Number: ____________________

Corporation, Association or Partnership:

_________________________________________ (Print)

Federal Tax ID Number or Social Security Number:

• By: _________________________________________ Date: _______________ (Authorized Corporate Signature)

Title: _________________________________

Note to Contractor***: Please sign at (1) or (2), whichever applies.

In order to comply with all laws of the Commonwealth relating to taxes, the undersigned certifies that Contractor (check applicable item):

1. _____ has filed all tax returns and paid all taxes required by law; or

2. _____ has filed a pending application for abatement of such tax; or

3. _____ has a pending petition before the appellate tax board contesting such tax; or

4. _____ does not derive taxable income from Massachusetts Sources such that it is subject to taxation by the Commonwealth

* As used in this certification, the word “Contractor” shall mean any natural person, business, partnership, corporation, union, committee, club, or other organization, entity, or group of individuals.

* The provision in this Certification relating to child support applies only when the Contractor is an individual.

*** Approval of a contract or other agreement will not be granted until the Town of Needham receives a signed copy of this Certification.

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PROMISE TO EXECUTE CONTRACT

The undersigned hereby certifies that following individual(s) is/are authorized to execute and bind the firm to a contract with the Town of Needham, and that if awarded* the contract will be executed electronically. It is understood that the Town will forward the contract to be executed via DocuSign to the identified individual(s) and that no other person on behalf of the firm must sign the contract to become binding on the firm.

Signature of individual submitting the bid (Date)

Individual Full Name (Print/Type)

Name and title of the individual who will execute the contract on behalf of the company if the Town awards the contract to the company (please print/type information):

Name: _____________________________________

Title: _______________________________________

Email address to send the Contract: ___________________________________________________

Name of the Individual who will sign CERTIFICATE OF COMPLIANCE WITH MASSACHUSETTS TAX LAWS section of the contract, if…