Addendum 1 WS505-05 Document
195 KB Posted
- Attached to
- Utility Bill Printing and Mailing Services
- Solicitation number
- WS505-05
- Issued by
- Dade County, Georgia
About this file
This is Addendum No. 1 to RFP WS505-05 issued by the City of Fayetteville, Georgia for Utility Bill Printing and Mailing Services, dated June 1, 2022. The addendum documents responses to eighteen written questions submitted by prospective bidders prior to the May 31, 2022 question deadline. The City seeks qualified firms to provide printing and mailing services for approximately 7,000+ printed utility bills monthly and business license renewal notices billed annually. Utility customers are billed monthly with an average of 1,768 customers per week, generating 1-2 files weekly, while approximately 3,000 businesses will receive annual billing for the first time. The RFP due date is June 9, 2022 at 2:00 PM, with submissions to be sent to the Office of Finance & Administrative Services at 210 Stonewall Avenue W, Fayetteville, Georgia 30214. The addendum clarifies that proposals must acknowledge receipt of this addendum to be considered valid. Bidders are permitted to submit proposals for print and mailing services only, though the City encourages alternative service options such as e-billing, texting, and robo calling to provide customers with cost-effective delivery methods.
The City's current annual printing and mailing costs are approximately $56,095.56, driven by recent increases in postage and paper costs. The incumbent vendor is Enco Utility Services, with Harris Computers as the prior vendor. The City has approximately 8,000 utility customers and 3,000 businesses in its service area. Of note, about 3,000 customers are currently signed up for in-house e-billing, though half continue to receive printed bills. The addendum confirms that inline printing without preprinted stock is acceptable and that variable bar chart colors should be included on bills. Bills include a perforation line for payment coupons, and the City logo is single-color as shown in the document heading. Appendix B forms that are not applicable to out-of-state bidders should be completed and marked as "N/A." The City is motivated to seek alternative vendors and service options to address recent delays in postal delivery and rising material costs while providing customers with more economical billing options.
Text of this file
CITY OF FAYETTEVILLE, GEORGIA
RFP WS505-05
UTILITY BILL PRINTING AND MAILING SERVICES
ADDENDUM NO. 1
June 1, 2022
BELOW ARE ITEMS THAT CREATE AN AMENDMENT TO CONTRACT DOCUMENTS FOR THE
PROJECT LISTED AVE:
ITEM NO. 1:
A deadline for all perspective Bidders to submit written questions for the project was established in proposed documents as 5:00 PM on Tuesday, May 31,2022. Below is a list of all questions received by that deadline and the formal response to each question.
1. Has this service been outsourced before? Yes If so, who was the prior vendor? As stated in the RFP, our current vendor is Enco Utility Services, before that it was Harris Computers.
2. Can you provide samples of the current bill? Please find attached, the only difference is that our current bill has our current logo and mailing address. The layout has not changed.
3. Will the city logo be one, two or multiple colors? Please refer to logo in the heading of this document.
4. How has the City managed texting services to customers in the past? Only through robo calls for disconnection reminder.
5. Can you provide a general breakdown of the number of customers that receive printed bills, emails, or text messages? We have about 3,000 customers signed up for in house e-bill, however, half of those are still receiving printed bills, so our printed bills are still in the 7,000 + range. We do not currently do text message.
6. Are we able to bid for just the print and mailing, or is the e-billing, texting and robo calling required to be encompassed? Yes you are able to bid for just print and mailing, however, due to raising cost of postage and paper, we would like to provide other options to our customers.
7. Does the utility billing and mailing RFP had a projected value? No
8. In the project overview you mention 8,000 customers and 3,000 business. Are these good estimates to use for yearly volume. Our 8,000 utility customers are billed monthly and our 3,000 businesses are billed annually.
9. How often will files be sent, weekly, monthly, annual. How many files will be sent. We bill utility customers weekly about 1 – 2 files per week. On average about 1,768 customers weekly. For business, this will be our first time billing out renewals and the files will be sent annually.
10. Who is your current provider and why are you making a change? Again, as stated in the RFP, our current vendor is Enco. With delayed mail with the postal service and also with the rise in cost of materials, we are wanting to offer our customers as many options as possible to receive their mail in a timely manner in the most cost effective way.
11. What are your current costs/rates: Current rate due to paper cost increase and postage increase is about $56,095.56 annually.
12. We print all bills inline, not preprinted stock will be used, is this acceptable? Yes
13. Are the specifications for the business license renewals the same as the utility bills? If not, can you please provide a sample, envelope samples (if applicable), and any other necessary business license renewal information for us to price this accordingly? The specifications for the business license renewals are the same. Please attached sample renewal.
14. Is the variable data text messages printed in the highlight color ink customer specific? Meaning, is the color portion variable by each bill? No. Is the bar chart currently variable color by utility bill? Yes If bar chart is not currently in color is that a near term goal?
15. Is the City of Fayetteville aware of the volatility of pricing and availability in the paper market? Yes, hence the reasoning we are wanting other cost effective options.
16. Does the current bill have a perforation line for a payment coupon? Yes
17. Project Approach and related experience of the firm/team with similar projects comparable in type, size, and complexity. Overall experience in planning, drafting zoning codes and design guidelines, real estate market analysis and forecasts, and community engagement. Is this applicable to this RFP? Correction to Section 6.0 Evaluation Criteria Project Approach item. It should read: Proposer must present a clear and concise understanding of the overall Project and its objectives based on the available information.
Proposer should list and describe the significant issues and concerns that need to be addressed.
Other potential issues not previously indicated herein should be presented, along with any innovative or unique solutions. Include an explanation of how a collaborative relationship with the City will be established, including methods for communicating and sharing information and materials, as well as facilitating meetings and building consensus.
18. In Appendix B, since we are not located in the state of Georgia, do we only return the forms that are applicable to our company? Do we need to provide them and fill them out as N/A or not applicable?
Please provide and fill out as N/A
19. RFP document does not include Exhibits A,B,and C that are referenced in 1.0 Project Overview. Can you direct me to where I can get them? Please disregard - strike that sentence from the RFP
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