RFP-25-017-RS_Addendum_1_Final.pdf

RFP-25-017-RS

PRINTING AND MAILING SERVICES

Addendum No. 1

DATE: January 29, 2025 TO: All Interested Bidders and Other Interested Parties FROM: Gabriela Ruela, Procurement Specialist

The City makes the following changes, additions, deletions, information, and/or clarifications and now considers the addendum a part of the Request for Proposal (RFP) Document. Proposers must acknowledge receipt of this addendum by indicating receipt in the space provided on the Proposal Bid Form. If the Proposer has already submitted the Proposal Bid Form to the City’s Procurement Division, the Proposer should sign and return this addendum in a sealed envelope or revise their electronic submission to include this addendum. The envelope should include the company name and address, the solicitation number, opening date and time, and "Addendum No: 1". In any case, the submission of a proposal is acknowledgment of receipt of the addendum.

The City will construe all proposals received as though the Respondent has received and acknowledged the addendum.

Below is the City’s reply to RFIs (Request for Information – a/k/a bid inquiries or questions) submitted by interested parties by the posted deadline to submit RFIs.

Q1: What is the reason for going out to bid at this time?

A1: The City would like to have its own Contract in place. The City was previously “piggyback” off another agencies contract.

Q2: Are there any service-related issues with the current vendor?

A2: No.

Q3: Is the City looking for something specific that the current vendor does not provide?

A3: No.

Q4: Is it possible to obtain a scan or PDF copy of the #10 and #9 envelops currently in use?

A4: Please refer to Exhibit A-1: City of Altamonte Springs Utility Bill Envelope #9 and Exhibit A-2:

City of Altamonte Springs Utility Bill Envelope #10.

Q5: Would the City be agreeable to use a #9 reply window envelope whereby the return address shows through the window instead of a pre-addressed envelope since this would save on the cost of imprinting and also allow for same-day disaster recovery at no additional cost since the #9 window envelopes are pre-staged at all 5 of our production locations?

Q5: No. The City prefers to keep the envelope requested within the Solicitation document.

Q6: Since proximity and postal transit times are a factor – does the City prefer the vendor’s primary facility to be located in Florida with multiple disaster recovery sites located out of state?

A6: The City prefers this but it is not a requirement.

Q7: Please confirm that the contract will be fixed for the initial 3-year term and that the annual CPI reviews cannot be performed or adjusted until after the initial term.

A7: Yes. The contract will be fixed for an initial 3-year term and the CPI review will not be performed or adjusted until the initial term.

Q8: Is it possible to obtain a scan or PDF copy of the monthly bills, final bills, and delinquency notices – front and back and in color if applicable?

A8: Please refer to Exhibit A-3: Delinquency Notice and Exhibit A-4: Utility Billing Statement Redesign. The monthly and final bill formatting is currently undergoing a re-design and the final copy is not available at this time. Exhibit A-4 is the sample and formatting are the same for both monthly and final billing.

Q9: With regards to inserts- does the City wish for the proposers to include insert pricing with this response or will inserting projects be quoted on a case by case basis? If inserts are to be quoted, is it possible for the City to provide specifications or a sample or the insert to be quoted?

A9: Please provide a standard insertion cost. Projects will vary depending on the type pf project (i.e., buck slip, brochure, etc.).

Q10: What time of day are data files sent to the vendor in order to adhere to the next day mailing SLA and is there a cutoff time?

A10: The PDF files are sent by 9:00 A.M. the day after a bill run. Bills must be sent within a 24-hour period.

Q11: Does the City require or prefer the selected vendor to be able to print periodic marketing messages onto the face of the envelope?

A11: No, this is not a requirement.

Q12: With regards to householding or merging multiple bills – do you have any metrics available on how many groupings are currently being produced and are there any bills longer than 7 pages which would require hand inserting and a 9x12 flat envelope?

A12: No, the City does not have this information at this time.

Q13: What is the desired implementation time frame for this project or when would the City like to “Go Live”?

A13: November 1st, 2025.

Q14: Who is the current vendor providing this service?

A14: Cathedral Corporation.

Q15: What is the cost that the City is currently paying to produce a monthly bill, final bill and delinquency notice?

A15: The City is currently paying $0.1325 per piece.

Q16: Is the City interested in receiving information on electronic bill payment and presentation as part of this response?

A16: No, not at this time.

Q17: Does the City require the selected vendor to archive bills online for CSR view or customer view and if so for how long – 12, 24 or 36 months?

A17: No, this is not a requirement.

Q18: What are the City’s standard payment terms – will the City be able to pay invoices in Net 30 days?

A18: The City’s standard payment terms is Net 30 days.

Q19: Does the City require or prefer a vendor that can provide same-day disaster recovery services at no additional cost in the event of a hurricane, power outage or other emergency?

A19: Preferred but not required.

Q20: With regards to paying for postage does the City maintain an escrow account with the current vendor since postage is due to USPS at the time of mailing or does the City have it’s own postal permit?

A20: The City maintains an escrow account.

Q21: Does the City require sample approval prior to each mailing?

A21: Yes, during the transition phase. At the City’s request, this will be suspended once the City is confident that the awarded vendor is performing to the City’s standards.

Q22: Can you please send a copy of a previous months invoice for these services to the addendum?

A22: Please refer to Exhibit A-5 for the City’s current bill.

The attached documents are hereby added to this solicitation:

- RFP-25-017-RS Exhibit A-1: City of Altamonte Springs Utility Bill Envelope #9

- RFP-25-017-RS Exhibit A-2: City of Altamonte Springs Utility Bill Envelope #10

- RFP-25-017-RS Exhibit A-3: Delinquency Notice

- RFP-25-017-RS Exhibit A-4: Utility Billing Statement Redesign

- RFP-25-017-RS Exhibit A-5: City of Altamonte Springs Utility Bill

ACKNOWLEDGMENT - Addendum No. 1

RFP-25-017-RS

Company Name

Signature of Officer

Type/Print Officer's Name & Title

PLACE

STAMP

HERE

CITY OF ALTAMONTE SPRINGS

ATTN: REVENUE COLLECTION DIVISION

225 NEWBURYPORT AVE

ALTAMONTE SPRINGS FL 32701-3697

Exhibit A-1: City of Altamonte Springs Utility Billing Envelope #9

Proof

#10 ( 4-1/8 X 9-1/2”) Window Size: 1-1/8 X 4-1/2 Position: 7/8 from left , 1/2 from BottomPrint: PMS 298 Exhibit A-2: City of Altamonte Springs Utility Billing Envelope #10

DELINQUENT NOTICE

REMIT PORTION

Utility Billing Division 225 Newburyport Avenue Altamonte Springs, FL 32701

(407) 571-8044 www.Altamonte.org

OUR RECORDS INDICATE THAT WE HAVE NOT RECEIVED PAYMENT ON YOUR ACCOUNT. PAST DUE AMOUNTS MUST BE RECEIVED IN OUR OFFICE BY 4:30 P.M. ON THE DUE DATE OF THIS NOTICE TO AVOID SERVICE INTERRUPTION. A RECONNECT FEE OF $25.00 WILL BE IMPOSED WHEN SERVICE IS DISCONNECTED.

MAKE CHECKS PAYABLE TO:

CITY OF ALTAMONTE SPRINGS

PLEASE WRITE YOUR ACCOUNT NUMBER

ON YOUR CHECK AND ENCLOSE THIS

PORTION OF BILL WITH YOUR PAYMENT.

SERVICE ADDRESS

CUSTOMER ID - ACCOUNT ID DUE DATE PAST DUE AMOUNT CUSTOMER ID - ACCOUNT ID

DUE DATE PAST DUE AMOUNT

DELINQUENT NOTICE

REMIT PORTION

Utility Billing Division 225 Newburyport Avenue Altamonte Springs, FL 32701

(407) 571-8044 www.Altamonte.org

OUR RECORDS INDICATE THAT WE HAVE NOT RECEIVED PAYMENT ON YOUR ACCOUNT. PAST DUE AMOUNTS MUST BE RECEIVED IN OUR OFFICE BY 4:30 P.M. ON THE DUE DATE OF THIS NOTICE TO AVOID SERVICE INTERRUPTION. A RECONNECT FEE OF $25.00 WILL BE IMPOSED WHEN SERVICE IS DISCONNECTED.

MAKE CHECKS PAYABLE TO:

CITY OF ALTAMONTE SPRINGS

PLEASE WRITE YOUR ACCOUNT NUMBER

ON YOUR CHECK AND ENCLOSE THIS

PORTION OF BILL WITH YOUR PAYMENT.

SERVICE ADDRESS

CUSTOMER ID - ACCOUNT ID DUE DATE PAST DUE AMOUNT CUSTOMER ID - ACCOUNT ID

DUE DATE PAST DUE AMOUNT

DELINQUENT NOTICE

REMIT PORTION

Utility Billing Division 225 Newburyport Avenue Altamonte Springs, FL 32701

(407) 571-8044 www.Altamonte.org

OUR RECORDS INDICATE THAT WE HAVE NOT RECEIVED PAYMENT ON YOUR ACCOUNT. PAST DUE AMOUNTS MUST BE RECEIVED IN OUR OFFICE BY 4:30 P.M. ON THE DUE DATE OF THIS NOTICE TO AVOID SERVICE INTERRUPTION. A RECONNECT FEE OF $25.00 WILL BE IMPOSED WHEN SERVICE IS DISCONNECTED.

MAKE CHECKS PAYABLE TO:

CITY OF ALTAMONTE SPRINGS

PLEASE WRITE YOUR ACCOUNT NUMBER

ON YOUR CHECK AND ENCLOSE THIS

PORTION OF BILL WITH YOUR PAYMENT.

SERVICE ADDRESS

CUSTOMER ID - ACCOUNT ID DUE DATE PAST DUE AMOUNT CUSTOMER ID - ACCOUNT ID

DUE DATE PAST DUE AMOUNT

523 E HIGHLAND ST

622261 - 000050 12/27/2024 $59.23 622261 - 000050

12/27/2024 $59.23

CAMPBELL, JULIET D

523 E HIGHLAND ST

ALTAMONTE SPRINGS, FL 32701 CAMPBELL, JULIET D

523 E HIGHLAND ST

ALTAMONTE SPRINGS, FL 32701

12272024 622261000050 00005923

155 CRANES ROOST BLVD

732329 - 000370 12/27/2024 $556.45 732329 - 000370

12/27/2024 $556.45

PEQ UPTOWN LLC

BURKE, ROSS

1818 E ROBINSON ST

ORLANDO, FL 32803

PEQ UPTOWN LLC

BURKE, ROSS

1818 E ROBINSON ST

ORLANDO, FL 32803

12272024 732329000370 00055645

601 E ALTAMONTE DR

500255 - 000390 12/27/2024 $3,595.36 500255 - 000390

12/27/2024 $3,595.36

FLORIDA HOSPITAL

C/O ENGIE INSIGHT

PO BOX 2440

SPOKANE, WA 99210

FLORIDA HOSPITAL

C/O ENGIE INSIGHT

PO BOX 2440

SPOKANE, WA 99210

12272024 500255000390 00359536

Exhibit A-3: Delinquency Notice

10142024 622261000050 00001379

Utility Billing Division 225 Newburyport Ave. | Altamonte Springs, FL 32701

(407) 571-8044 | www.Altamonte.org

ACCOUNT INFORMATION

ACCOUNT #: 000050

CUSTOMER ID: 622261

CUSTOMER NAME: JULIET D CAMPBELL

SERVICE ADDRESS: 523 E HIGHLAND ST, ALTAMONTE SPRINGS, FL 32701

METER NUMBER(S): 77890017

BILLING INFORMATION

SERVICE DESCRIPTION

PREVIOUS

READ DATE

CURRENT

READ DATE

PREVIOUS

METER

READING

CURRENT

METER

READING

READ

CODE

USAGE

TGAL CHARGE

WATER FACILITY CHARGE $4.39

WATER CONSUMPTION 07/26/2024 08/27/2024 1287 1288 A 1 $1.57

STORMWATER $6.75

RECLAIMED AVAILABILITY $5.47

RECLAIMED WATER USE $11.54

GARBAGE $25.00

UTILITY TAX $0.48

TOTAL CURRENT CHARGES $13.79

MESSAGE: Total Current Charges: $13.79 Previous Balance: $58.59 Adjustments: $0.00 Payment(s) Received: $58.59 Deposit Refund: $0.00

TOTAL AMOUNT DUE 10/14/2024: $13.79

………………………….…………..…………………. DETACH AND RETURN THE PORTION BELOW WITH YOUR PAYMENT …………………………………..…………………….

Utility Billing Statement Remit Portion

Make Checks Payable to:

Utility Billing Division 225 Newburyport Ave.

Altamonte Springs, FL 32701

(407) 571-8044 | www.Altamonte.org City of Altamonte Springs

SERVICE ADDRESS BILL NUMBER ACCOUNT ID CUSTOMER ID

523 E HIGHLAND ST 1072000 000050 622261

CURRENT CHARGES PREVIOUS BALANCE DUE DATE TOTAL AMOUNT DUE

$13.79 $0.00 10/14/2024 $13.79

JULIET D CAMPBELL PLEASE SEE REVERSE SIDE FOR MORE INFORMATION

523 E HIGHLAND ST

ALTAMONTE SPRINGS, FL 32701

UTILITY BILLING STATEMENT

ACCOUNT #: 000050

CUSTOMER ID #: 622261

SERVICE ADDRESS: 523 E HIGHLAND ST

BILL DATE: 09/23/2024

DUE DATE: 10/14/2024

TOTAL AMOUNT DUE: $13.79

Exhibit A-4: Utility Billing Statement (Redesign)

Payment Policy

Payment is due by due date shown. Any unpaid balance(s) 28 days from the bill date will be subject to a 10% penalty.

Should the balance be 35 days past the bill date, services shall be discontinued and subject to a $25 reconnection fee.

The full delinquent balance and reconnection fee must be paid in full prior to services being restored. Payments made after 3 p.m. are subject to a $25 after-hours fee for same day reconnection.

Same day service connection is available for applicants who have submitted the required documents, along with the deposit, if received before 12 p.m. A same-day-service fee of $10 will be due along with the deposit. Applications received after 12 p.m. may be connected the next business day.

Emergency After-Hours

In the event of an emergency (e.g., sewer backup, water leak, flooding, etc.), contact Public Works at (407) 571-8686 after normal business hours (including holidays and weekends). Services provided after-hours may be subject to a non-refundable $25 after-hours fee which will be included in your monthly utility billing statement.

Garbage Services

For assistance with garbage pickup, contact Solid Waste at (407) 571-8607. The City collects on holidays that fall on normal collection days. The 2025 dates include:

• New Year’s Day (January 1)

• Martin Luther King Jr. Day (January 20)

• Memorial Day (May 26)

• Independence Day (July 4)

• Labor Day (September 1)

• Thanksgiving Day (November 27)

• Christmas Day (December 25)

Ways to Pay

Online Auto Pay Pay By Phone Pay by Mail Payment Locations

Payment Type Accepted

• Credit or Debit Card

• eCheck

Automatic Withdrawal

• Credit or Debit Card

• eCheck

Check or Money Order.

Do NOT mail cash.

City Hall or Drop Box with Utility Payment Stub

Fee • 2% for Credit or Debit Card

• $1.50 eCheck

• 2% for Credit or Debit Card

• $1.50 eCheck (Free If Easy Pay Is Completed)

• 2% for Credit or Debit Card

• $1.50 eCheck

Free • 2% for Credit or Debit Card

• Cash or Check Free

Source (How To)

Register at Altamonte.org

Register at Altamonte.org or In Office With Checking or Savings Account

Automated System Available 24/7 at

(407) 571-8044

City of Altamonte Springs 225 Newburyport Ave.

Altamonte Springs, FL 32701

225 Newburyport Ave.

Altamonte Springs, FL 32701

Contact Us

• Phone: (407) 571-8044 (Monday - Friday 7:30 a.m. - 4:30 p.m.)

• After-Hours Phone: (407) 571-8686 (Available after business hours and holidays.)

• Email: UtilityBilling@altamonte.org (Available 24/7. Only monitored during normal business hours.)

CUSTOMER NAME SERVICE ADDRESS

BILL NUMBER BILL DATE CUSTOMER ID - ACCOUNT ID CURRENT BILLING DUE DATE

READ CODE

A = Actual

E = Estimate

F = Final

Total Current Billing

Previous Balance

Adjustments

Less Payments Received

Deposit Refund

Total Amount Due

SERVICE DESCRIPTION METER

PREVIOUS

READ DATE

CURRENT

READ DATE

PREVIOUS

METER READING

CURRENT

METER READING

READ

CODE

USAGE

TGAL

CHARGE

DETACH AND RETURN THE PORTION BELOW WITH YOUR PAYMENT

Utility Billing Division 225 Newburyport Ave Altamonte Springs, FL 32701

(407) 571-8044 Mon - Fri 7:30 AM to 4:30 PM www.Altamonte.org

SERVICE ADDRESS BILL NUMBER CUSTOMER ID - ACCOUNT ID

CURRENT CHARGES DELINQUENT BALANCE CURRENT BILLING DUE DATE TOTAL AMOUNT DUE

Pay any DELINQUENT balance immediately to avoid disconnection.

PAYABLE UPON RECEIPT. IF NOT PAID BY 4:30 P.M.

WITHIN 28 DAYS FROM BILLING DATE, SUBJECT TO

10% PENALTY. IF NOT PAID BY 4:30 P.M. 35 DAYS

FROM BILLING DATE: SERVICE SHALL BE

DISCONTINUED AND A FEE OF $25.00 WILL BE

CHARGED PRIOR TO RECONNECTION PLUS DEPOSIT

MUST BE INCREASED TO CURRENT LEVELS.

FINAL UTILITY BILL

Customer Copy

Keep this portion for your records

ROGERS, MARY G… 834 HAULOVER DR

08/08/20241050322 08/29/2024577550 - 019220

$132.29

82.95

0.00

-82.95

-$0.00

$132.29

WATER FACILITY CHARGE RI $4.39

WATER CONSUMPTION RI 06/13/2024 08/05/2024 F $24.3597549006 515 524 9

SEWER FACILITY CHARGE RI $8.75

SEWER CONSUMPTION RI $43.74

REFUSE DISPOSAL $25.00

STORMWATER $6.75

AVAILABILITY CHARGE RI $5.47

RECLAIMED WATER USE RI $11.54

UTILITY TAX $2.30

FINAL UTILITY BILL

Remit Portion

Make Checks Payable to:

City of Altamonte Springs

834 HAULOVER DR 1050322 577550 - 019220

$132.29 $0.00 08/29/2024 $132.29

ROGERS, MARY G

C/O BRIAN ROGERS

PO BOX 431

OOLTEWAH, TN 37363

08292024 577550019220 00013229

Exhibit A-5: City of Altamonte Springs Utility Bill Utility Billing Division 225 Newburyport Ave Altamonte Springs, FL 32701

(407) 571-8044 Mon - Fri 7:30 AM to 4:30 PM www.Altamonte.org