Utility_Billing_Statements-Process_File,_Print,_Insert_and_Mail_Services_(Addendum_#1_Revision).pdf

City of Beaverton

UTILITY BILLING STATEMENTS-PROCESS

FILE, PRINT, INSERT AND MAIL SERVICES

Solicitation #: 26-010

DATE & TIME PROPOSALS ARE DUE:

September 3, 2025, 2:00 pm

SUBMIT PROPOSAL ELECTRONICALLY VIA THE PROCUREMENT PORTAL AT:

https://secure.procurenow.com/portal/beavertonoregon

This document is available in alternate formats, such as large print, audiotape, oral presentation, and electronic format. To request an alternate format, email the City of Beaverton at bidmail@beavertonoregon.gov or TDD 503-526-2506.

https://secure.procurenow.com/portal/%7bproject.government.code%7d mailto:bidmail@beavertonoregon.gov

TABLE OF CONTENTS

I. Legal Advertisement II. Introduction and Background

III. Scope of Work IV. Proposal Content and Format V. Proposer's Special Instructions

VI. Proposal Submittals VII. Proposal Evaluation & Contract Award

VIII. Evaluation Phases IX. Beaverton Equity Procurement Program Requirements

Attachments:

A - Personal Services Sample Contract

B - Form - 3 Personal-Professional Contract - Monthly Sub-consultant Payment and Utilization Report

C - Form_1._Personal_Professional_Sub-consultant_Disclosure_Form

D - Billing and Past Due Statements Samples

Request For Proposal #26-010 Title: Utility Billing Statements-Process File, Print, Insert and Mail Services

1. 1. Legal Advertisement

The City of Beaverton is seeking sealed proposals from qualified consultants for Utility Billing

Statements-Process File, Print, Insert and Mail Services. Consultants are invited to submit a proposal outlining their experience and qualifications in performing work directly related to the services required.

Proposals must be received electronically by Wednesday, September 3, 2025, no later than 2:00 pm, via the City's e-procurement portal ("portal") at https://procurement.opengov.com/portal/beavertonoregon/projects/186560.

There will be no formal opening. Facsimile proposals will not be accepted. Proposals will not be accepted after the stated opening date and time. Late proposals will not be considered.

Solicitation information may be downloaded from the portal at https://procurement.opengov.com/portal/beavertonoregon/projects/186560

Proposers are required to certify non-discrimination in employment practices in accordance with ORS

279A.110(4), and identify resident status as defined in ORS 279A.120(1). All Proposers are required to comply with the provisions of Oregon Revised Statutes and the City’s Contract Review Board Policy.

The City of Beaverton reserves the right to:

A. Reject any or all proposals not in compliance with public bidding procedures.

B. Postpone award of the contract for a period not to exceed ninety (90) days from date of proposal opening.

C. Waive informalities in the proposals.

D. Select the proposal which appears to be in the best interest of the City.

PUBLISHED: Daily Journal of Commerce DATE: Monday, August 11, 2025

2. 2. Introduction and Background

Located in the heart of the Tualatin Valley, midway between Mt. Hood and the Oregon coast, Beaverton combines the best of a big city and the peaceful surroundings of a small town. Just seven miles west of

Portland, Oregon, Beaverton is Oregon’s seventh largest city and the second - largest incorporated city in Washington County.

Home to more than 98,000 people of all ages and backgrounds. One in three Beaverton residents identify as a person of color, roughly 20 percent were born outside of the U.S. and more than 100 languages are spoken in the Beaverton School District. This richness of cultural diversity is what makes

Beaverton such a vibrant city.

2.1. 2.1. Summary

The City of Beaverton (“City”) bills approximately 25,300 water, sewer and stormwater customers on a monthly basis. In addition to regular monthly bills for service, the City also sends out five types of past https://procurement.opengov.com/portal/beavertonoregon/projects/186560 https://procurement.opengov.com/portal/beavertonoregon/projects/186560

Title: Utility Billing Statements-Process File, Print, Insert and Mail Services due statements throughout the month. The five types of past due statements are: past due water, past due sewer, shut offs, final reminders for closed accounts, past due owner letter (sent to the owner if the customer is a tenant). The City generates about 23 files monthly between billing and past due statements.

The City is seeking proposals from qualified consultants (vendors) for the processing, printing, inserting, and mailing of water, sewer, stormwater billing and past due statements. Our current billing software uses PDF as the file format for billing and past due statements. The consultant should be able to receive file data through electronic secure file protocol (sftp) in the format of PDF, .csv, .xlsx, .txt, and adapt to new technologies and formats as they emerge. The consultant will provide formatting, processing, printing in color, stuffing, sorting, labeling, and mailing for the previously mentioned correspondences.

They should confirm receipt of file data; process and mail within 24 hours of receipt of files; reconcile the number of bills processed, the number of bills mailed by postal category/rate, and date mailed.

Billing and past due statements should be mailed out in a double window security envelope #10 and include a return security envelope #9 along with any inserts when needed. Billing and past due statements should include the City of Beaverton logo with our return address. In addition, the consultant should accept preprinted inserts; accept electronic inserts that the consultant will print in black and white or in color; and send proofs when there are changes to the format and layout of billing and past due statements.

2.2. 2.2. Contact Information

Brenda Gonzalez Pacheco

Utility Billing Supervisor

12725 SW Millikan Way

Beaverton, OR 97005-1678

Email: bgonzalez@beavertonoregon.gov

Phone: (503) 526-2630

Department:

Finance

Department Head:

Debbi Launcher

Finance Director

2.3. 2.3. Timeline

The City reserves the right to modify this schedule at the City’s discretion. Proper notification of changes will be made to all interested parties.

Advertisement and Release of Proposals August 11, 2025 mailto:bgonzalez@beavertonoregon.gov tel:(503)526-2630

Title: Utility Billing Statements-Process File, Print, Insert and Mail Services

Deadline for RFP Protests or Requests for

Changes

August 18, 2025, 4:00pm

Question Submission Deadline August 27, 2025, 5:00pm

Deadline for Submission of Proposals September 3, 2025, 2:00pm

Interviews (If necessary) September 15, 2025

Award of Contract by Contract Review

Board

October 7, 2025

Commencement of Services November 1, 2025

3. 3. Scope of Work

3.1. 3.1. Scope of Work

The City is seeking proposals from qualified consultants (vendors) for the processing, printing, inserting, and mailing of water, sewer, stormwater billing and past due statements. The past due statements include past due water, past due sewer, shut off, final reminders, and past due owner letters. Each month, the City generates about 23 files between billing and past due statements. A breakdown of these files and their approximate volumes is provided below. The consultant should be able to receive file data through electronic secure file protocol (sftp) in the format of PDF, .csv, .xlsx, .txt, and adapt to new technologies and formats as they emerge. Our current billing software uses PDF as the file format for billing and past due statements. The consultant will provide formatting, processing, printing in color, stuffing, sorting, labeling, and mailing for the previously mentioned correspondences. They will confirm receipt of file data; process and mail within 24 hours of receipt of files; reconcile the number of bills processed, the number of bills mailed by postal category/rate, and date mailed. In addition, they will accept preprinted inserts; accept electronic inserts that the consultant will print in black and white or in color; and send proofs when there are changes to the format and layout of billing and past due statements.

Here is a breakdown of the monthly files:

• 4 Regular Billing files, each with approximately 4,000 accounts

• 1 Sewer and Surface Water Management billing file, with approximately 600 accounts

• 5 Past Due Water bill files, each with approximately 1,200 accounts

• 2 Past Due Sewer bill files, each with approximately 60 accounts

Title: Utility Billing Statements-Process File, Print, Insert and Mail Services

• 5 Shutoff Notice files, each with approximately 400 accounts

• 5 Past Due Owner letter files, each with approximately 200 accounts

• 1 Final Reminders file, with approximately 100 accounts

3.2. 3.2. Services to be Provided

Services to be provided include, but are not limited to the following seven deliverables below:

Receiving Data

Vendor must be able to receive file data through a secure file transfer protocol (sftp) in the format provided by City which currently is PDF, but vendor should still be able to accept other formats such as

.csv, .xlsx, .txt, and adapt to new technologies and formats as they emerge.

The following schedule outlines the standard transmission timeline for utility billing and past due statement files:

By End of Business Day Thursday:

• Regular Billing Files

• Past Due Water Files

• Past Due Sewer Files

By End of Business Day Friday:

• Shutoff Notice Files

• Past Due Owner Letter Files

On the First Business Day of Each Month:

• Final Reminder Files

This schedule is subject to change in observance of holidays, which may require earlier transmission of files. Additionally, the City reserves the right to modify the file transmission schedule as needed. Such adjustments may be required due to utility software issues, staffing limitations, or other operational considerations. In these instances, files may be distributed on a different weekday than originally scheduled.

Statement Formatting

The billing and past due statements are printed on 8 ½” X 11” and they are double sided. The past due statements include past due water, past due sewer, shut off, final reminders, and past due owner letters. The City provides the front of the bill data via a PDF file, while the back contains predetermined text initially supplied by the City. The vendor will store this predetermined text for printing on

Title: Utility Billing Statements-Process File, Print, Insert and Mail Services statements. The format of the billing and past due statements may change from time to time based on the needs of the City. Examples of the billing and past due statements are attached as Attachment “D”.

Statement Processing

Vendor shall provide the following:

• Vendor shall receive an electronic PDF file via sftp. Vendor should still be able to accept other formats such as .csv, .xlsx, .txt, and adapt to new technologies and formats as they emerge.

• The vendor shall separate the regular printed bills from the printed bills on auto pay (of which, do not receive a return envelope stuffed with the statement).

• Address verification, including Zip+4, through CASS/PAVE/NCOA or any other USPS approved software.

• After processing each billing and past due statements, the vendor will create an exception report for any addresses that are incorrect in the City's database. This report will include the updated, verified addresses. The City will use this report to update its utility system database.

• Vendor shall send an email notification to the City of the number of records received and processed at the time of processing.

Printing, Stuffing, Sorting, Labeling and Mailing

The vendor shall be responsible for maintaining reasonable image quality.

After each billing and past due statement files are processed, vendor shall:

• Use the PDF file provided by the City to print the front page of all statements processed and print the predetermined text on the back of the statements. The predetermined text will be initially provided by the City but the vendor will store this predetermined text for printing on statements.

• Format printed statements with correct placement of data for legible reading by customer.

• Vendor shall separate the regular printed bills from the printed bills on auto pay (of which, do not receive a return envelope stuffed with the statement).

• Print “Past Due” in red font on the following past due statements: past due water, past due sewer, and past due owner letter. Print "Urgent" in red font on the shut off notices, and “Final

Notice” in red font on final reminders.

• Prepare and stuff the printed billing and past due statements in a double window security envelope #10 along with a return security envelope #9 and include insert(s) as needed. The vendor will supply the envelopes and return envelopes.

Title: Utility Billing Statements-Process File, Print, Insert and Mail Services

• Ensure the customer address and return address are fully visible in a double window security envelope # 10.

• Combine billing and past due statements for the same customer and address into one envelope.

Some may require a large flat envelope, which vendor will supply. This is process is sometimes known as “bill batching."

• Sort to the level that will achieve the lowest possible postage rate and apply postage.

• Deliver the statements to the US Postal Service (USPS) within 24 hours of receiving file from the

City. Statements must be mailed from a local postal location with a 1-day mail transit time to

Beaverton, Oregon, under ordinary circumstances.

• Prepare all required documentation to deliver statements to the USPS.

• Apply postal bar codes to all printed statements.

• Use OCR-A font for account and amount due line item and any other item such as a check digit that may be required by the City’s lock box vendor.

• Use printer ink that is laser compatible.

Acceptance of Preprinted and Electronic Inserts

Vendor must accept shipment of preprinted inserts within 3 days prior to printing of statements for inclusion of the insert. From time to time, other City departments or outside agencies may wish to include an insert in the City’s utility bills. These are printed in-house or by a separate vendor. City needs to be able to deliver inserts to vendor on short notice. Typically, this is done by courier service. Electronic inserts will be sent as an electronic file such as a PDF within 3 days prior to the printing of billing statements and the vendor will send the City proofs, print, and include with statements.

Reconciliation of Bills

A detailed report or invoice for each job or Billing Group (processing, printing, imaging and mailing costs), must be emailed to the City but have the option for mail if needed later on. The report or invoice shall include:

• Number of billing and past due statements processed.

• Number of billing and past due statements mailed, broken down by postal category/rate (e.g. 1st class-5 digit, 1st class Flats, 1st class-Mixed AADC, etc.), and the date and time delivered to USPS.

• City requires a detailed invoice for each production job, Utility Billing Group, or a single monthly invoice with each production job broken out in detail by number and cost per item (# and cost of statements processed, # and cost of inserts, # and mailed at each postage rate, etc.).

Title: Utility Billing Statements-Process File, Print, Insert and Mail Services

• Separate charges as follows: billing and past due statements files sent at the end of the month but are subsequently mailed out at the beginning of the next month need to be invoiced separately from the new month’s files. To achieve this, use the file’s stamp date from when the

City sent the file to vendor through a secure file transfer protocol (sftp).

Miscellaneous

• Vendor must be a “Full Service” vendor capable of providing all services requested with no subcontracting of any portions, unless prior written authorization has been given by the City for the project including presorting, programming, etc.

• All billing and past due statements must be processed and mailed out within 24 hours after receiving the electronic file(s) from the City.

• The City reserves the right to reschedule billing and past due statements to a different weekday than initially planned, due to problems with utility software, staff shortages, etc. Under these circumstances, vendor will process and mail out statements within 48 hours after receiving the delayed electronic file(s) from the City, unless another time frame is mutually agreed.

3.3. 3.3. Schedule of Work

The City expects the proposer selected for award of contract to start work as soon as a contract is signed. Please refer to Attachment A for the City’s standard form of contract.

The contractor shall have all print formats and necessary programming in place to start performing the work no later than November 1, 2025.

4. 4. Proposal Content and Format

Proposals must address all submission requirements set forth in this RFP, and must describe how the services will be provided. Page limits are noted, when relevant, and assume 81/2 x 11 – inch paper and single-spaced lines. Unless otherwise specified, no particular form is required. In order to be considered for selection and possible contract, the proposal must be complete and include the following. Joint proposals will not be accepted. Proposals that merely offer to provide services as stated in this RFP will be considered non-responsive.

4.1. 4.1. Proposal Format and Administrative Requirements

The City’s proposal format and administrative requirements are set out below. These are intended to facilitate City’s ability to quickly and accurately evaluate proposals. Failure to follow these formats and administrative requirements may affect the scoring of proposals.

A. Cover Page

Include a cover page with the submitted proposal. The cover page is counted in the total page count unless stated otherwise. Include the following information on the cover page:The RFP

Title;

Title: Utility Billing Statements-Process File, Print, Insert and Mail Services

The name, title, address, telephone number, fax number, e-mail address of Proposer’s primary contact person; and

The date of submission.In addition to the above information, but not in lieu thereof, Proposers may include other information on the cover page.

B. Table of Contents

Include a table of contents with the submitted proposal. All material items comprising the proposal should be clearly identified and easily located. The table on contents page is counted in the total page count unless stated otherwise.

C. Page Limit

The limit cannot exceed 30 pages on proposals submitted in response to this procurement. This page limit does not include the cover page or résumés. If providing résumés or proposing changes to the Contract (Exhibit A - Sample contract), please include those at the end of the proposal.

4.2. 4.2. Substantive Requirements

The following information is requested to allow the City to evaluate Proposer responsibility and responsiveness to perform work described under the “Scope of Work” heading. If a contract is awarded, City of Beaverton shall award the contract to the responsible Proposer whose proposal it determines in writing to be the most advantageous to the City based on the evaluation process and evaluation factors described in Section 5 of this RFP, any applicable preferences described in ORS 279A.120 and 279A.125 and, when applicable, the outcome of any negotiations authorized by the RFP. Other factors may not be used in the evaluation.

Knowledge & Experience-Background Of The Firm

A comprehensive history of your firm and its experience in receiving, processing, printing, stuffing, and mailing services. Include the following information by uploading your documents:

• The total number of years the firm has been in business, the general scope of services the firm provides, the current number of employees, and current principal areas of expertise.

• A narrative description of the firm’s organization and relationship to any larger business entity. Include an organizational chart depicting the information provided.

• A description of similar work performed involving the items called out in the Scope of Work.

• A summary of the firm’s management and organizational capabilities, particularly regarding organizational resources to deliver complex projects on short notice and/or a hard deadline.

• Location of business and proximity to Beaverton, Oregon.

Knowledge & Experience-Key Personnel

Title: Utility Billing Statements-Process File, Print, Insert and Mail Services

Identify by name and title, the key staff members who will be assigned to work with the City, if the City awards the Proposer the contract contemplated by the RFP. Key staff members are those people who provide substantive work for the City. Provide a biography for each identified key staff person.

Biography must include but need to be limited to, a description of the education, qualifications, experience, and training of each key staff person. The description would likely include information about the key staff person’s work history, range of duties, project management history, key responsibilities on previous projects, and any professional designations, licenses, or certifications. Include the following information by uploading your documents:

• A resume for the key personnel to be assigned to this project, showing such education and experience as may be relevant to this particular project.

• A description of each key personnel’s proposed roles and responsibilities on the project team.

• An organizational chart of the proposed project team.

Knowledge & Experience-Sub Consultant Qualifications

A statement of whether you intend to use sub-consultants to fulfill any part of the tasks described under the scope of work. To the extent you intend to use sub-consultants to fulfill any of the required tasks, include the following information by uploading your documents:

• Scope of the services that the sub-consultant will perform to fulfill the tasks described under the scope of work.

• If the scope of services is to be performed by a specified team of the sub-consultant, a description of the sub-consultant's key personnel in that team and a resume for each of them, showing such education and experience as may be relevant to the services to be performed.

• A description of the proposed roles and responsibilities of each of the sub-consultant's key personnel for this project.

Project Approach & Understanding

With the Scope of Work in mind, submit statements of project approach and understanding that include the following, by uploading your documents:

• A description of fulfilling the proposed work tasks and activities, the methodology that will be used to accomplish them, and identify the team members who will work on each task.

• A description of the proposed work products that will result from each task or activity.

• A description of any points of input and review with the City of Beaverton staff.

• A description of the time frame estimated to complete each task.

• A description of how you will meet the goals of the project and the characteristics described in the scope of work.

Title: Utility Billing Statements-Process File, Print, Insert and Mail Services

• A description of a practical approach to meeting the City’s specific deadlines is set out in Section

3.2 of this RFP.

• A description of the process or tools required by the scope of work.

• To the extent applicable, a description of and a stated rationale for any proposed alternative approaches to the stated objectives of this project.

Relevant Experience & References

Provide a description of the expertise and recent experience you have in the areas described under the

Scope of Work section of this RFP. Briefly describe other contracts executed by the Proposer that demonstrate relevant experience. Include by uploading your documents:

• A description of your experience in receiving, processing, printing, stuffing, and mailing services.

• A list of at least three (3) current references for the most relevant completed contracts that directly relate to the scope of services. The reference list should state the reference’s company name, address, contact name and title, phone number, email address, and description of the service provided to the reference.

Beaverton Equity Procurement Program

The City is dedicated to increasing opportunities for enterprises that have been certified by the State of

Oregon, through the Certification Office for Business Inclusion and Diversity (COBID). A directory of these state-certified firms is available at www.oregon4biz.com/certification.

The City would like to achieve 15 percent of firms certified by COBID in its overall dollar amount of contracting and purchasing activities. In evaluating proposals, the City will consider firms that will be able to help the City achieve this goal.

Therefore, the proposal shall address the following:

A. Is your firm currently certified through the State of Oregon COBID? If yes, indicate all certification types and your firm’s certification number(s). If Proposer is a COBID-certified firm, 4 points are awarded. If Proposer is not a COBID-certified firm, 0 points will be awarded.

B. Provide a narrative description of your firm’s experience, including any innovative or successful measures, promoting COBID-certified enterprises as partners, subcontractors, or suppliers on previous projects. (1 point)

C. Provide a list and percentage of total contract dollars spent with COBID-certified enterprises with which the Proposer’s firm has had a contractual relationship during the last 12 months. (2 points)

D. Describe the actions the Proposer will take to include COBID-certified enterprise participation in this project. Of the subcontractors (if any) identified in the Proposal, specify which subcontractors are COBID-certified enterprises and what certification they hold, if any. (3 points) http://www.oregon4biz.com/certification

Title: Utility Billing Statements-Process File, Print, Insert and Mail Services

E. State the participation goal the Proposer believes it can realistically achieve on this project using

COBID-certified enterprises identified above. A percentage level is preferred. If Proposer states

Zero percent, 0 points will be awarded. (2 points)

Additional Services (optional)

To the extent you believe you can provide the City additional services in matters relevant to the City’s interests, provide a brief description of those services and an approximation of the charge for each service of this type. Such services would be contracted for on an “as needed” basis, to be provided and billed for separately. Offers and/or pricing of additional goods or services included under this heading are not a factor in the evaluation of Proposals.

4.3. 4.3. Contract Price

Submit a cost proposal for the services described under the “Scope of Work” heading at of this RFP. The

City anticipates the cost proposal will be based on a pricing model of services provided on an hourly rate and/or a per unit rate. In which instance, include a table of the hourly rates for each member of the project team. Break the cost proposal down by each of the deliverables described in the Scope of Work section (e.g. cost per statement for receiving, processing, printing, cost per insert, postage, etc.). Include cost of vendor printing inserts in black and white or color. For each of the deliverables, estimate the per unit rate and number of hours of work for each team member to complete the deliverable, plus any other anticipated expenses, direct or indirect, for each category.

While the City anticipates the cost proposal will be based on a services-provided-on-an –hourly-rate or per unit pricing model, a cost proposal may be based on any desired pricing model, including, without limitation: (i) services provided on retainer or for a flat fee, (ii) services provided on an hourly basis, (iii) services provided on a combination of a retainer, flat fee or hourly rate, or (iv) some other method of payment. In any event, provide sufficient information to allow the City to estimate total contract price for services described under the “Scope of Work” heading of this RFP. To this end, please comply with the following requirements when preparing the cost proposal if based on a cost model other than services provided on an hourly basis:

• If some or all services will be provided on a retainer or flat fee basis, identify the services provided and state who will perform the services.

• If some or all services will be provided at an hourly rate, identify each of those services and provide the hourly rate for each key staff person available to perform the service.

• Identify how travel expenses (travel, meals and lodging) are billed and any reimbursement limits placed on such expenses.

• Identify any other anticipated expenses, direct or indirect, that affect cost.

Title: Utility Billing Statements-Process File, Print, Insert and Mail Services

• Provide sufficient information about such additional expenses so that City may estimate the annual cost of such other additional expenses.

5. 5. Proposer's Special Instructions

5.1. 5.1. Proposal Submittal

Proposals will be received until 2:00 pm on Wednesday, September 3, 2025. Late or faxed transmitted proposals shall not be accepted. Proposals will only be accepted electronically through OpenGov. the

City accepts no responsibility for non-receipt and/or delays in receipt caused by transmission and reception problems, equipment failure, or any other similar cause.

5.2. 5.2. Minimum Requirements

The scope of work outlines specific parameters the City must have from the chosen vendor. Below are listed five priority elements, that if not met, the Vendor will be deemed non-responsive:

A. Vendor must be able to receive data electronically in specified formats as identified in the scope of work, through secure file transfer protocol.

B. Vendor must print double-sided bills with City data on one side and predetermined text on the other, as specified in the scope of work.

C. Vendor must deliver statements to the United States Post Office within 24 hours of receipt of data, as specified in the scope of work.

D. Statements must be mailed from a postal location with a 1-day mail transit time to Beaverton, Oregon, under ordinary circumstances, as specified in the scope of work.

E. Vendor must provide address verification including Zip+4, through CASS/PAVE/NCOA or any other USPS approved software, as specified in the scope of work.

5.3. 5.3. Pre-Qualification of Proposers

Pre-qualification of Proposers is not required for this procurement.

5.4. 5.4. Pre-Proposal Conference

There will be no Pre-Proposal Conference.

5.5. 5.5. Clarification of Solicitation

All questions regarding this project shall be directed through the Question-and-Answer (Q and A) section of this solicitation in OpenGov.

Please note that downloaded copies of this solicitation will not contain the Q and A section referenced above.

Title: Utility Billing Statements-Process File, Print, Insert and Mail Services

5.6. 5.6. Procurement Method the City is conducting this RFP pursuant to ORS 279A.050 and Beaverton Purchasing Code Section 46-

0100. the City seeks proposals that will enable the City to determine which service provider and solution will best meet the City’s needs. the City expects this RFP will result in a single contract with a single vendor for the preferred solution.

5.7. 5.7. Proposals not available for Public Inspection At The Opening

No formal opening will occur in connection with this procurement. In accordance with ORS

279B.060(6)(a) only the names of the Proposers shall be disclosed at the opening. Notwithstanding ORS

192.410 to 192.505, proposals are not required to be open for public inspection until after the Notice of

Intent to Award a Contract is issued.

5.8. 5.8. Distribution of Proposals the City intends to publish the names of all Proposers on its portal within 24 hours of the opening of

Proposals. Proposals will be distributed to members of the City’s evaluation team. In submitting a proposal, each Proposer agrees that the City may post the proposal on the City’s Portal for evaluation and ranking and reveal any trade secret or other confidential materials contained in the proposal to City staff and to any outside consultant or third party retained by the City for purposes of evaluating and ranking proposals.

5.9. 5.9. Proposal Validity Period

Proposals must remain open and valid for at least 180 days from the deadline specified for submission of

Proposals. In the event award is not made within 90 days, the City will send a written request to all

Proposers deemed susceptible for award, asking Respondent(s) to hold their price firm for a longer specified period of time.

5.10. 5.10. Withdrawal of Proposals

If a Proposer wishes to withdraw a submitted proposal, it shall do so prior to the Closing date and time.

5.11. 5.11. Cost of Preparing Proposals

All costs incurred in preparing and submitting a proposal in response to the RFP is the responsibility of the Proposer and shall not be reimbursed by Agency.

5.12. 5.12. Interpretations and Addenda

All questions regarding this project shall be directed through the Question and Answer section of this solicitation in OpenGov. If necessary, interpretations or clarifications in response to such questions may be made by issuance of an addendum to all prospective proposers within a reasonable time prior to proposal closing, but in no case less than 72 hours before the proposal closing. If an addendum is necessary after that time, the Citywill extend the closing date.

Title: Utility Billing Statements-Process File, Print, Insert and Mail Services

Any addendum issued as a result of any change in the RFP must be acknowledged via OpenGov's addenda acknowledgement feature.

Only questions answered by formal addenda or through the OpenGov Q and A section of this listing are binding. Oral and other interpretations or clarifications are without legal effect.

5.13. 5.13. Protests

Address any protests to:

The Beaverton Building, City of Beaverton

Michael Phillips, Purchasing Manager email to: mphillips@BeavertonOregon.gov

Name of Solicitation: Utility Billing Statements-Process File, Print, Insert and Mail Services-PROTEST

Closing date and time: Wednesday, September 3, 2025, 2:00 pm

5.14. 5.14. Specification/Term Protest

Ambiguities or problems with this RFP, its contract terms, or specifications may be resolved by asking questions, seeking clarification, requesting changes, or filing a formal protest. The information provided below describes the appropriate process to pursue these options, should the need arise.

A. RFP Protest or Request for Change of Specifications or Terms

A Proposer who believes any proposal specifications or terms detailed in this RFP (including its addenda, if any) are unnecessarily restrictive or limit competition must submit a protest or request for change, in writing, to the Purchasing Office. A request for change regarding the terms of this RFP must be submitted through the Question and Answer section of this solicitation in OpenGov. A request for change to any of the terms of the Contract (Exhibit A -

Sample Contract) must be submitted in writing with the proposal submission. Failure to submit any requested changes to the Contract (Exhibit A - Sample Contract) foregoes the right to negotiate changes to the Contract terms upon contract award.Any protest or request for change regarding the terms of this RFP shall include the reasons for the protest or request and shall detail any proposed changes to the specifications or terms. The Purchasing Office shall respond to any protest or request for change and, where appropriate, shall issue any revisions, substitutions, or clarification via addenda to all interested Proposers. To be considered, protests or requests for change regarding the terms of this RFP must be submitted before the deadline detailed in Section 2.

B. Exclusion Protest

Upon the City’s issuance of the notice of (a) Proposers to be interviewed or (b) Proposers invited to engage in discussion, a Proposer may protest its exclusion from the top tier as set forth in mailto:mphillips@BeavertonOregon.gov

Title: Utility Billing Statements-Process File, Print, Insert and Mail Services

Beaverton Purchasing Code Section 47-0720. An Affected Proposer may protest, for any of the bases set forth in Beaverton Purchasing Code Section 47-0720(B). Failure to so protest shall be considered the Proposer’s failure to pursue an administrative remedy made available to the

Proposer by the City.

C. Intent to Award Protest the City intends to announce its intent to award prior to the Contract award by posting the tabulation sheet of Proposal results and Intent to Award Letter on the City’s portal and/or by email to Proposers. The notice shall serve as notice to all Proposers that the City intends to negotiate and to make an award. Adversely affected or aggrieved Proposers shall have seven (7) calendar days from the date of the Intent-to-Award Notice within which to file a written protest.

Protests submitted after that date shall not be accepted. Protests shall specify the grounds upon which the protest is based. (Refer to Beaverton Purchasing Code Section 47-0740.) Failure to so protest shall be considered the Proposer’s failure to pursue an administrative remedy made available to the Proposer by the City. the City intends to respond by email to properly filed intent-to-award protests submitted by adversely affected or aggrieved Proposers. Any response provided by the City, however, is not intended to, and may not in and of itself constitute, confirmation that the Proposer is in fact adversely affected or aggrieved and therefore entitled to protest intent to award. After the expiration of the seven (7) calendar-day intent-to-award protest period and resolution of all protests, the City intends to proceed with negotiations and, where appropriate, the final award.

5.15. 5.15. Business License/Taxpayer ID Number

A Proposer awarded a contract shall obtain a City of Beaverton business license as required by

Beaverton Code Section 7.01 prior to beginning work under this contract and must pay all fees due under the Business License Law during the term of the contract.

A Proposer awarded a contract shall complete an IRS Form W-9 for the City and provide the City with either the Proposer’s Social Security Number or federal taxpayer ID number. This number is requested pursuant to BPC 47-0770 of the Beaverton Purchasing Code. Social Security numbers provided pursuant to this requirement will be used for the administration of state, federal, and local tax laws.

5.16. 5.16. Contract Administrator

The Contract Administrator will be Brenda Gonzalez Pacheco, who can be reached by telephone at (503)

526-2630 or by e-mail at mphillips@beavertonoregon.gov.

5.17. 5.17. Insurance Requirements

The contractor will be expected to meet the insurance requirements set forth in Section 18 and Exhibit 1 of the contract (Attachment “A”). Proposers taking exception must submit a request for a change with their proposal.

Title: Utility Billing Statements-Process File, Print, Insert and Mail Services

5.18. 5.18. Term of Contract & Availability of Funds

A contract awarded is expected to commence on or about expected to commence on or about 1st of

November 2025 and end on or before 30th of November 2030. Any contract awarded pursuant to the

RFP that has a term of more than one year must include a non-appropriation clause. Continuation or extension of the contract after the end of the fiscal period in which the contract takes effect shall be contingent upon a new appropriation for each succeeding fiscal period. If sufficient funds are not provided in future City Council-approved budgets of the City (or from applicable federal, state, or other sources) to permit City in the exercise of its reasonable administrative discretion to continue the contract, the City may terminate the contract without further liability by giving Proposer reasonable notice.

5.19. 5.19. Multi-Year Contract

At the conclusion of the first contract term, the contract may be renewed under similar terms for up to 5

+ additional one-year terms at the option of the City.

5.20. 5.20. Intergovernmental Permissive Cooperative Procurements

Pursuant to ORS 279A.215 and City of Beaverton procurement rules, other public agencies may purchase goods and services under the terms, conditions, and prices of any contract resulting from this solicitation if the Consultant agrees to extend the terms, conditions, and prices of the contract resulting from this solicitation to such agencies.

Any such purchases shall be between the Consultant and the participating public agency and shall not impact the Contactor’s obligation to the City of Beaverton. Any estimated purchase volumes listed herein do not include estimated purchase volumes of other public agencies. The City of Beaverton makes no representation or guarantee as to the volume of such additional purchases by other public agencies.

Any Proposer, by written notification included with their solicitation response, may decline to extend the terms, conditions, and prices of a resultant contract to any and/or all other public agencies.

5.21. 5.21. Nondiscrimination

The consultant agrees that, in performing the work called for by this proposal, the consultant shall comply with all federal, state, and local civil rights and rehabilitation laws prohibiting discrimination because of race, sex, national origin, religion, age or disability, and shall comply with all applicable provisions of ORS 279C.500 through 279C.565.

5.22. 5.22. Public Records

All proposals and all protests shall become the property of the City and a public record, subject to public disclosure as provided under Oregon’s Public Records Law. During the evaluation and selection process, the City shall treat proposals as exempt from public inspection. the City shall treat all protests as exempt from public inspection until the protest is finally resolved or the period ends. After the selection process is completed and notice of intent to award a contract has been issued, the City shall treat proposals as

Title: Utility Billing Statements-Process File, Print, Insert and Mail Services open to public inspection, unless exempt from public inspection by provision of applicable state or federal law.

If it is necessary to submit trade secrets or other confidential information to comply with the terms and conditions of this RFP, Proposers shall upload an additional copy of the proposal that contains redactions of information it wishes to protect from disclosure to third parties as a trade secret under ORS 192.345(2) in the Proposal Submittals section of the RFP.

the City shall take reasonable measures to hold in confidence all such labeled information but shall not be liable for the release of any information when required by law or court order to do so, whether pursuant to the Oregon Public Records Law or otherwise, and shall also be immune from liability for disclosure or release of information under the circumstances set out in ORS 646.473(3).

In submitting a proposal, each Proposer agrees that the City may; (a) reveal any trade secret or other confidential materials contained in the proposal to City staff and to any outside consultant or third party who is hired by the City and (b) post the proposal on the City’s intranet for purposes related to its evaluation and ranking. Furthermore, each Proposer agrees to indemnify and hold harmless the City and each of its officers, employees, and agents from all costs, damages, and expenses incurred in connection with refusing to disclose any material that the Proposer has designated as a trade secret and/or as confidential information. Any Proposer that designates its entire proposal as a trade secret may be disqualified.

6. 6. Proposal Submittals

Substantive Requirements

The following information is requested to allow the City to evaluate the Proposer's responsibility and responsiveness to perform work described under the “Scope of Work” heading. If a contract is awarded, the City shall award the contract to the responsible Proposer whose proposal it determines in writing to be the most advantageous to the City based on the evaluation process and evaluation factors described in Section 8 (Proposal Evaluation & Contract Award) of this RFP, any applicable preferences described in

ORS 279A.120 and 279A.125 and, when applicable, the outcome of any negotiations authorized by the

RFP. Other factors may not be used in the evaluation.

*Please note that downloaded copies of this solicitation will not contain active links to required documents; you must be in the OpenGov portal in order to download and/or upload required solicitation documents to be determined responsive.

6.1. 1. Proposal* Please refer to the Scope of Work & Proposal Content and Format.

*Response required https://procurement.opengov.com/portal/beavertonoregon/projects/186560/document?section=1725366 https://procurement.opengov.com/portal/beavertonoregon/projects/186560/document?section=1725356

Title: Utility Billing Statements-Process File, Print, Insert and Mail Services

6.2. 2. Good Faith Effort Program Form 1 - Subcontractor & Self Perform List*

Please download the below documents, complete, and upload.

• Form_1._Personal_Profession...

*Response required

6.3. 3. Authorized Signatory Name & Title* *Response required

6.4. 4. ATTESTATION of COMPLIANCE with TAX LAWS* By confirming, the authorized signatory, hereby attest that:

A. I am an authorized agent of Bidder/Proposer, and I have full authority from Bidder/Proposer to submit this attestation and accept the responsibilities stated herein.

B. I have knowledge regarding payment of taxes of Bidder/Proposer, and to the best of my knowledge, Bidder/Proposer is not in violation of any Oregon tax laws, including, without limitation, ORS 305.620 and ORS chapters 316, 317 and 318.

C. Bidder/Proposer shall provide written notice to City within two business days of any change to its compliance with tax laws.

☐ Please confirm

*Response required

6.5. 5. By confirming, the authorized signatory verifies that they are a duly authorized officer of the company, and that their confirmation attests that information provided in response to this Request for Proposal Solicitation is accurate.*

Request For Proposal 26-010 Utility Billing Statements-Process File, Print, Insert and Mail Services

☐ Please confirm

*Response required

6.6. 6. By confirming, the authorized signatory certifies that the proposal has been arrived at independently and has been submitted without any collusion designed to limit competition.

☐ Please confirm

6.7. 7. Is authorized signatory a Resident Proposer as defined in ORS 279A.120(1)?*

☐ Yes https://government-project.s3.us-west-2.amazonaws.com/186560/964d9f30-c2c0-429a-8567-1cebf18c3b93_Form_1._Personal_Professional_Sub-consultant_Disclosure_Form_%281%29.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4CUDUVX2T%2F20250820%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250820T233414Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEJf%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJHMEUCIEGQWJp4KJIq1cV8eIY1nU7jVNfEuYOcYdK3iu1Nq%2BVAAiEAtzb6rOBOE1HBlSZFEy3oTflkkNuEm2cqa2qRfOj4z%2B4qkwUI4P%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FARACGgw4OTIzNjQ2ODc2NzIiDAmauq3NMo0kvWcM3irnBLQfqQjVZ9broqYszzkBZ%2BfUJwE1JZni81plz5ae6HZONOYbkYTW2rp%2Bp8wKI28%2BSd55mmmjsVlFTEP%2FIIqBxo3F9MpMde%2BzSaIJ13Aw2JCue9fj%2FJLVtbrYwD7UBkawzBC%2FUuPRV5ySVWUmI6%2Fu%2F92or3USe7Zhq4ykxH01iFm5ms4Jpoaq0dbNtLfIMoV6g%2FkWhQs8%2F0gAS5IxERCYsxoXJYUA%2Fpa%2F6l%2B%2F6dLuHrbrOSGJYB%2BrOGORmHKlJWUeXvCZ6Ur3Gr0Fmbri3tgZKQiX64yjjELPqDV%2BivZFK5IzD8O7Dn40r%2BPMMT09qc%2FfOxIudK%2FVq4T3lsTifpApRqhBrdbfjs%2BbiX6q2SgJU%2Fkb2wUhNHcvQCabaGZKVts10%2BQX8qMCisz3%2FmK5%2FeGGyQHqhyykY52zSmm5Xm75rCEV%2FQRVtlmsQ2zir7mlOOaxm%2FFFs5Pgzz%2BrcjaqnLKdRnd%2BnBy%2BAPpuRZrMRU9O1YaOolZ%2FI%2Fh8Ky2rPutKmU9odrd3tJ9YsnZdaSP4xBlAwt%2B6SBWJjDzoimaMCVLC5y%2B6we0HPVMzzHzpR4%2FKY3Cc4egsRnNVjdNWR%2F31KtaNUCK%2BkQmInAke3%2FGwxfJ22GW5GPbNkFw27cIAucoltCy4RjT%2BUZqmTSKTnfVIRhEi2ABKa5fvaUMTkgZ%2FsWdm8%2BcZGD3hJC9PyO63pMznc04IQByXoynTth1OObZ2lTUr4rPlp3XEqmW6HiUKqKfLyU8OzhSuNyxqYmUGyGT2jxP2BX1u%2B5ZsRV0a%2BhGbKuor4BCGPSEBHLnF8Nl2pz9UAIdVIiAJqpxGeTDCp5nFBjqbAchqFVfADnSCX9mc25okK%2BhQEpTBvcanfEjYTo5GGshbFjh0F3gDLP0bs0DpF1V5HLYOrT6%2Bw5bmxenbjcjIpT9VcqUJA%2BqlBIrLXEZ2lpSam3f20Ov68Wnk4HH69OcSPbxCS4EyDSFsYQGg4TqhN2acDmSu5kifj1TmBa68pM0yDPyMUXWV7I9W0hggZEUzIvVF5scs9W2nS7W9&X-Amz-Signature=4e5fa2802f1d0c78c9f881b820f1513e967fb251d1e8417ddcf37cbad2de7976&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Form_1._Personal_Professional_Sub-consultant_Disclosure_Form_%281%29.pdf%22&x-id=GetObject

Title: Utility Billing Statements-Process File, Print, Insert and Mail Services

☐ No

*Response required

6.8. 8. The authorized signatory certifies non-discrimination in accordance with ORS 279A.110(4).*

☐ Yes

☐ No

*Response required

6.9. 9. If awarded a contract pursuant to this solicitation, will Proposer participate in Intergovernmental Permissive Cooperative Purchasing (extend the terms, conditions and prices of such contract to other public agencies)?*

☐ Yes

☐ No

*Response required

6.10. 10. If no, please explain why you will not participate in Intergovernmental Permissive Cooperative Purchasing.

6.11. 11. Is your firm currently certified by the State of Oregon COBID office?* ☐ Yes

☐ No

*Response required

6.12. 12. If yes, what Certifications do you hold and provide certification number.

6.13. 13. Redacted Response (Optional) If you have portions of your proposal that has a trade secret or confidential information, please upload a redacted copy of your proposal here. (Please refer to the Public Records portion of the Proposer's

Special Instructions section.)

7. 7. Proposal Evaluation & Contract Award

7.1. 7.1. Evaluation Criteria

A selection committee of City staff with relevant expertise in the subject matter of this solicitation will review and evaluate submitted proposals to determine which best meets the City's needs.