Utility Bill Printing & Mailing

The City of West Sacramento is requesting proposals for utility bill printing and mailing services, with proposals due May 12, 2023 at 5:00 p.m. through the City's ProcureNow portal.

The scope covers printing, folding, inserting, barcoding, and sorting utility bills for approximately 16,800 customers monthly across six billing cycles (water, sewer, and refuse utilities); secure data transmission between the City and contractor; and electronic bill presentment and online payment options. Bills must be printed on recycled 8.5" x 11" paper. Proposers must demonstrate a minimum of five years' experience providing utility bill printing and mailing services to public agencies in California and provide five references from clients served within the last three years.

The estimated contract value is $88,200 for the three-year initial term. The contract includes an option for two additional one-year extensions, potentially totaling five years at the same terms and conditions. Pricing adjustments during extension periods are limited to the annual change in the Consumer Price Index for Pacific Cities, West. Proposals must include proof of California business registration and current W-9 forms. All contracts exceeding $10,000 are subject to federal award requirements, including termination for convenience and default clauses, equal employment opportunity compliance, and debarment verification.

Evaluation criteria are transmittal letter quality (10 points), proposer qualifications and experience (20 points), proven ability to complete the scope of work (25 points), technical approach (15 points), acceptance of the City's standard contract with minimal qualifications (10 points), and cost-effectiveness (20 points). Cost is not the sole determining factor, and the lowest proposer is not guaranteed contract award. Questions are due April 28, 2023. Proposers must comply with insurance requirements outlined in the City's insurance checklist prior to contract execution.