REQUEST FOR PROPOSALS (RFP)

By
THE CITY OF WALLA WALLA, WASHINGTON
FOR
Printing, Insertion & Mailing of Utility Bills
RFP ISSUE DATE:

October 22, 2010

RFP DUE DATE:

4:00 p.m., PDT, Tuesday, November 9, 2010

RFP DELIVERY
INSTRUCTIONS:

Three (3) COPIES ENCLOSED IN AN ENVELOPE

ADDRESSED AS FOLLOWS:
Sara Humbert
Accounting Supervisor I
City of Walla Walla
15 North Third Avenue
P.O. Box 478
Walla Walla, WA 99362-0216

Estimated Timeline
Issue RFP:
Response Due:
Contract Award Target Date:

October 22, 2010

November 9, 2010
December 1, 2010

TABLE OF CONTENTS
SECTION 1 - INSTRUCTIONS TO PROPOSERS ............................................................................... 3
1-1
1-2
1-3
1-4
1-5
1-6
1-7
1-8
1-9
1-10
1-11
1-12

SCOPE OF WORK ..................................................................................................................3

PROPOSAL SUBMISSION .......................................................................................................3
REQUEST FOR PROPOSAL SCHEDULE ....................................................................................3
INQUIRIES...........................................................................................................................3
INTERPRETATION, CORRECTIONS, OR CHANGES IN RFP ........................................................4
ACKNOWLEDGMENT OF AMENDMENTS OF RFP ......................................................................4
OFFER ACCEPTANCE PERIOD ................................................................................................4
REJECTION OF PROPOSALS ..................................................................................................4
PROPOSAL PRICE .................................................................................................................4
TERM OF AGREEMENT ..........................................................................................................4
AWARD OF AGREEMENT .......................................................................................................4
PROPOSAL CONFIDENTIALITY ..............................................................................................5

SECTION 2 2-1
2-2

INSTRUCTIONS FOR PREPARING PROPOSALS ...................................................... 5

GENERAL .............................................................................................................................5
RFP RESPONSE OUTLINE ......................................................................................................5

SECTION 3 - TECHNICAL SPECIFICATIONS................................................................................... 6

3-1
3-2

MINIMUM QUALIFICATIONS .................................................................................................6

ONLINE BILL PAYMENT SYSTEM ...................................................................................................6

SECTION 4 - PROCUREMENT PROCESS ......................................................................................... 8

4-1
4-2

PROPOSER LIST AND EVALUATION CRITERIA ........................................................................8

PROPOSER INVESTIGATION .................................................................................................8

SECTION 5 - EVALUATION PROCESS ............................................................................................. 8

ATTACHMENT A PROPOSAL RESPONSE CERTIFICATION..9

INSTRUCTIONS TO PROPOSERS
1-1

SCOPE OF WORK
The City of Walla Walla, Washington (herein referred to as the City) is soliciting proposals to obtain a
vendor with the necessary experience and knowledge to provide printing, inserting and mailing services
for utility bills.
Utility Billing data is processed bi-weekly with all accounts billed on a monthly basis. The number of bills
mailed out bi-weekly fluctuates based on the cycles being billed. There are approximately 1,400 bills
mailed out on a bi-weekly basis, and approximately 11,000 bills mailed to utility customers each month.
In addition there can be additional runs of approximately 100 closing bills per week sent as separate
batches from the regular utility bills.
The vendor selected must be able to integrate with the citys billing system and maintain the look and feel
of the Citys Utility Bills. Bills are currently duplex laser printed utilizing a two color process to highlight
key data (ie: amount due, past due bills, etc). They contain perforation for a tear off payment stub, bar
coding of account numbers and are horizontal tri-fold to fit a # 10 envelope window. Utility bills are
mailed in a #10 double window envelope with a #9 single window return envelope that does not include
return postage, and a monthly newsletter insert.
The vendor selected must be able to provide a secure hosted web service with a browser based search
utility to look up accounts by account number, customer name, address, and bill date. The hosted web
service should include 12 months of historical data along with the ability of the City staff to remotely
reprint statements on a real-time basis.
The City is also considering the option of electronic bill presentment and is interested in a secure hosted
web service and e-mail notification system for electronic bill presentment to customers on a subscription
basis. This service would be for electronic bill presentment only, and would not include a payment
option. The City currently has a service for customers to pay their utility bills online.
This RFP contains instructions governing the requirements for a proposal and includes the proposal
format; the material to be included with the proposal; and how the entire proposal is to be submitted to
the Finance Division for consideration. This RFP also addresses the requirements that companies must
meet to be eligible for consideration as well as addressing proposers responsibilities.
Proposers assume responsibility for comprehending the entire RFP. If clarification is desired, it is the
responsibility of the proposer to submit questions in writing to the City Official listed in Section 1-4. It is
the proposers responsibility to ensure that all procedures and requirements of the RFP are accurately
followed and appropriately addressed. The proposer should carefully read the entire RFP before
submitting a proposal.

1-2

PROPOSAL SUBMISSION
Proposal must be SEALED and CLEARLY IDENTIFIED with the Request for Proposals title, City of
Walla Walla Printing, Insertion & Mailing Services, proposers name and address, and submitted no later
than 4:00 p.m., Pacific Time, on November 9, 2010 to City of Walla Walla, P.O. Box 478, 15 N. 3rd
Avenue, Walla Walla, Washington, 99362-0216. A facsimile response or an electronic response to this
Request for Proposals does not meet the requirement of a sealed proposal and will not be accepted.
Proposals received after the exact time specified for receipt will not be considered.

1-3

1-4

REQUEST FOR PROPOSAL SCHEDULE

October 22, 2010

Request for Proposals issued

November 9, 2010

Proposals Due @ 4:00 p.m.

December 1, 2010

Contract Award Target Date

INQUIRIES
All inquiries concerning this request shall be submitted in writing and received by the Citys Finance
Division no later than 4:00 p.m., Pacific Time, on November 4, 2010 to:
Sara Humbert
Accounting Supervisor I
P.O. Box 478
15 N. 3rd Avenue
Walla Walla, WA 99362-0216
Telephone: (509) 527-4423
Fax:
(509) 524-7921
E-mail:
shumbert@ci.walla-walla.wa.us
Proposers should consider the Finance Division as the first and prime point of contact on all matters
related to the procedures associated with this RFP. If additional information is needed from any source,
Finance will work with the proposer and with the various offices of the City to gather that information.

1-5

INTERPRETATION, CORRECTIONS, OR CHANGES IN RFP by Addendum

Any interpretation, correction, or change in the RFP will be made by addendum by the City.
Interpretations, corrections, or changes to the RFP made in any other manner will not be binding, and no
proposer may rely upon any such interpretation, correction, or change.

1-6

ACKNOWLEDGMENT OF ADDENDUMS TO RFP

Receipt of an addendum to this RFP must be acknowledged by a proposer on the Proposal Response
Certification (Attachment A).

1-7

OFFER ACCEPTANCE PERIOD

Submitted proposal shall constitute an irrevocable offer even if the City makes one or more counter
offers.

1-8

REJECTION OF PROPOSALS
The City in its sole discretion, expressly reserves the right to reject any or all proposals or portions
thereof, to reissue a Request for Proposal, and to waive informalities, minor irregularities, discrepancies,
and any other matter or shortcoming.

1-9

PROPOSAL PRICE
The prices submitted in the proposal shall include everything necessary for the prosecution and
completion of the bill printing, mailing and insertion services including, but not limited to, furnishing all
materials and all management, supervision, labor and service. The vendor will provide detailed costs of
all services pertaining to Section 3 Technical Specifications Prices quoted by suppliers will be firm
prices, not subject to increase during the term of the contractual agreement arising with the City as a
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result of the proposal. Quoted prices shall include any applicable state and federal taxes. The City will
evaluate the total price for the basic requirements with any options(s) exercised at the time of award.
Evaluation of options will not obligate the City to exercise the option(s).
1-10 TERM OF AGREEMENT
The initial term of the agreement for Printing, Insertion, & Mailing of Utility Bills, if awarded, shall be a
minimum of five (5) years, commencing on or about December 1, 2010. The term of this Agreement may,
if mutually agreed upon in writing, be extended by one- (1) year increments for a total of five (5)
additional years, provided written notice of each extension is given to the proposer at least thirty (30)
days prior to the expiration date of such term or extension. In the event funding approval is not obtained
by the City, this Agreement shall become null and void effective the date of renewal. During extension
periods, all terms and conditions of this Agreement shall remain in effect.
1-11 AWARD OF AGREEMENT
The City shall make the award to the responsible proposer whose proposal will be most advantageous to
the City with respect to price, conformance to the specifications, quality, and other factors as evaluated
by the City. The City is not required or constrained to award the Agreement to the proposer proposing
the lowest price.
The City may award an Agreement on the basis of initial offers received, without discussion; therefore,
each initial offer should contain the proposers best terms from a cost and technical standpoint.
1-12 PROPOSAL CONFIDENTIALITY
Each proposer agrees that the contents of each proposal submitted in response to this RFP is confidential,
proprietary, and constitutes trade secret information as to all technical and financial data, and waives any
right of access to such proposals, except as provided for by law. Except as determined by the City's
Finance Division, in its sole discretion, no information will be given regarding any proposals or evaluation
progress until after an award is made, except as provided by law.
SECTION 2 - INSTRUCTIONS FOR PREPARING PROPOSALS
2-1

GENERAL
To aid in the evaluation process, it is required that all responses comply with the items and sequence as
presented in paragraph 2-2, RFP Response Outline. Paragraph 2-2 outlines the minimum requirements
and packaging for the preparation and presentation of a response. Failure to comply may result in
rejection of the response. The proposal should be specific and complete in every detail, prepared in a
simple and straightforward manner.

2-2

RFP RESPONSE OUTLINE

This RFP is designed to allow proposers to submit proposals in basically the same format in which the RFP
is issued.
Submit three (3) copies of the proposal.
Cover Letter
The proposal Cover letter shall be attached to the front of the proposal and shall include the following
information/statements:
That your company agrees to all the terms and conditions of the RFP.
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That your company agrees to execute contract, if awarded.

Describe proposer's experience in performing the requested services.
Include the contact person for the solicitation process and the persons phone, fax, and email
information.
RFP Outline
A. Response Sheet: The proposal Response Sheet Attachment A shall be attached to the front of the
proposal and shall contain the Proposer's certification of the submission. An official who has full
authority to enter into an Agreement shall sign it.
B.

Background and History: Describe the company, organization, officers or partners, number of
employees, and operating policies that would affect this Agreement. State the number of years your
organization has been continuously engaged in business. (It is the Citys preference that the proposer
has been in business for a minimum of ten years from the date of this RFP, providing the services
offered in the proposers proposal, to be eligible for participation in this RFP.)

C. Financial Stability: Describe the financial status of the company.

D. Experience and Support: Describe proposer's professional credentials and affiliations indicating their
capabilities to provide services of this nature, size, and scope as well as the credentials of the
personnel assigned to the project. Describe qualification of project management, appropriateness and
completeness of implementation plan, physical resources available and availability of technical
support
E. Relationship Management: Describe the team that will be assigned to service our relationship.
Provide the name, title, and experience of each individual and the roles, responsibilities and brief
account of their credentials and related utility billing experience. Give the name(s) of the person(s)
who will be authorized to make representations for the vendor, their title(s), address and telephone
numbers.
F. Pricing Schedule: Vendor must provide a per statement fee that includes data processing, bill printing,
mail preparation and delivery to USPS. Vendor must also provide an itemization of setup fees,
including initial programming, testing and implementation. The Pricing Schedule Attachment B shall
be attached to the proposal and should itemize all applicable charges.
G. Pricing Terms and Conditions: Describe all proposed terms and conditions, including, with limitation,
written warranties, maintenance/service agreements and license agreements.
H. References: Provide a minimum of three references for similar projects.
SECTION 3 - TECHNICAL SPECIFICATIONS
3-1 PREFERRED QUALIFICATIONS
It is the Citys preference that the proposer has been in the bill printing and mailing business for a minimum
of 10 years as of the release date of this RFP to be eligible to participate.
3-2 UTILITY BILL PRINTING, MAILING AND INSERTION
The City currently bills its utility customers through monthly printed statements.
1. Vendor must be a full service vendor who is capable of providing all services requested with no
subcontracting of any portions of the project, including presorting, artwork, programming, and
electronic presentment of bills and statements.
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2. Vendor should be in continuous operation for a minimum of 10 years.

3. Vendors predominant business function shall be laser imaging and complete mailing services.
4. Vendor will be required to print, insert, meter, and mail via first class postage the completed
statements the same business day. Vendor must make every effort to mail it the same-day, and if
this is not possible the bills must be mailed the next business day. Vendor must contractually
guarantee this schedule.
5. Statements must be duplex laser printed utilizing two [2] color process in order to color highlight
key data and information as specified by the city [ie: amount due, past due bills, etc.]
6. The vendor must support bill inserts printed by the city or a third party vendor and provide insert
printing services as well.
7. Vendor to provide #10 double window mailing envelope with security tinting to mask bill contents.
Return envelope should be a single window #9 with security tinting.
8. Vendor will be responsible for storage/warehousing of the forms and envelopes until needed or
used. Any costs or fees must be clearly stated in the vendors response.
9. Vendor must provide a means of secure data transmission and confirm receipt of the data.
10. Vendor will be responsible for sorting the data file submitted for printing by the City into two groups
based on account aging data provided in the data file and printing the utility bills on the appropriate
form accordingly. These two groups are as follows:
a. Regular bills 0 25 days
b. Past Due Bills - > 26 days
11. Vendor must be able to apply a special billing message to the printed utility forms for two months
out of the year based on data files submitted by the city. For instance in the months of January &
July the city will submit a data file of accounts that are eligible for a landfill pass billing message
and a data file of accounts that are not eligible for a landfill pass. The selected vendor must be
able to apply the appropriate billing message to the accounts based on the data files and
information sent by the city.
12. The vendor must provide for the City to view and approve sample bills online, via a secure hosted
web service with searchable pdf files of each identical record before and after mailing.
13. Vendor must provide a secure hosted web service with a browser based search utility to look up
accounts by Account#, Name, Address, and Bill Date. This hosted web service will include 12
months of historical data along with the ability of the City staff to remotely reprint statements on a
real-time basis.
14. All work shall be done at a location that provides security and supervision from start to finish,
including a well-defined quality control assurance program.
15. Vendor will be able to handle a high volume production on a daily basis and double that amount on
a minimum of two days per month.
16. Utility bill job functions must be handled start to finish on the same premise; this includes in-house
presorting.
17. Vendor must have disaster recovery facility to process City bills if the vendors main facility becomes
inoperable. List locations and information on all facilities.
18. Experience with the Citys Eden Utility Billing System is preferred. List references.
19. Vendor must provide NCOALINK postal service not other ACS services. Must be able to forward
mail to address in initial mailing.
20. Vendor must comply with the Citys Red Flags policy.

2. Core Elements of Proposal:

Ability to provide bill printing, insertion and mailing service from start to finish without
subcontracting.
Ability to provide a secure hosted web service with a browser based search utility so the City can
look up pdf files of utility bills in real time.
Ability to accept data transmission anytime during a 24 hour period; received data must be utilized
to prepare bills for same day mailing, including printing, folding, inserting, and mail preparation.
Ability provide uninterrupted service if the vendors main processing facility becomes inoperable.
Ability to provide NCOALINK postal service not other ACS services.
Ability to comply with the Citys Red Flags policy.

SECTION 4 - PROCUREMENT PROCESS

4-1

PROPOSER LIST AND EVALUATION CRITERIA

After the established date for receipt of proposals, a listing of submitting proposers will be available for
public inspection. Qualifications and proposals submitted by interested proposers will be reviewed and
evaluated based on the evaluation factors set forth in the RFP.
1. Functional and Technical Requirements

Degree to which the proposal meets the functional and technical requirements of the RFP.

2. Costs

Fees and Compensation.

3. Proposer's Previous Performance, Qualifications and Technical Support

4-2

Proposer's experience with other projects similar in scope.

Proposer's experience under contract with local governments.

Proposers professional credentials and affiliations indicating their capabilities to provide

services of this nature, size, and scope.

Qualification of project management, appropriateness and completeness of implementation

plan, physical resources available and availability of technical support

Proposer's evidence of financial stability.

Responses to reference checks.

PROPOSER INVESTIGATION
The City will make such investigations as it considers necessary to obtain full information on the
proposers selected for further consideration, and each proposer is expected to cooperate fully in such
investigations.
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SECTION 5 - EVALUATION PROCESS

The City reserves the right to reject any or all proposals or portions thereof. The selection of a successful
Proposer, if any, will be made based upon which proposal the City determines would best meet its requirements
and needs.

CITY OF WALLA WALLA REQUEST FOR PROPOSALS UTILITY BILLING PRINTING, INSERTION AND MAILING
ATTACHMENT A - PROPOSAL RESPONSE CERTIFICATION
___________________
DATE
The undersigned, as proposer, declares that they have read the Request for Proposals and that the following
proposal is submitted on the basis that the undersigned, the company, and its employees or agents, shall meet,
or agree to, all specifications contained therein. It is further acknowledged that addenda numbers _____ to
_____ have been received and were examined as part of the RFP document.

Name of Proposer

Tax ID Number

Signature of Proposer
Title
Name of Firm
Street Address
City, State, Zip
/
Telephone / Fax Number
E-mail Address
State of Incorporation
Business Classification Type (Please check mark if applicable):
Minority Business Enterprise (MBE)
Women Owned Business Enterprise (WBE)
Small Business Enterprise (SBE)
Veteran Business Enterprise (VBE)
Disadvantaged Business Enterprise (DBE)

Business Classification Type is used for tracking purposes, not as criteria for award.

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CITY OF WALLA WALLA REQUEST FOR PROPOSALS UTILITY BILLING PRINTING, INSERTION AND MAILING
PRICING SCHEDULE ATTACHMENT B

___________________
DATE
Submit pricing on the basis of a volume of 11,500 bills per month and specifications listed above,
including a statement (perforated) duplex on 8.5x11 white paper, two color printed on one side (one of
the colors being black) and with back printing on the other side with a #10 double window mailing
envelope and #9 single window return envelope included. Price will also include laser imaging,
processing, CASS/PAVE Certification, folding, logic inserting, bar-coding, metering and delivery to USPS.
SERVICE/PRODUCT

VOLUME

UNIT PRICE

MONTLY PRICE

Monthly Volume

per unit price

__________

________________

One-time programming/setup charge

__________

________________

NCOALink

per Address Correction

__________

________________

Additional Impressions

per page/impression

__________

________________

Search & View Service

per unit price

__________

________________

Programming Changes

per hour

__________

________________

each

__________

________________

Vendor Supplied Insert(s):

One sided, printed, folded, insert each

__________

________________

Two sided, printed, folded, insert each

__________

________________

__________

________________

Inserts
Client Supplied Insert(s)

Add-On / Option Pricing

E-bill presentment

per unit price

Please itemize all other applicable charges

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Request for Proposals (RFP) for Online Bill Payment System

The City of Walla Walla, Washington is soliciting proposals to obtain a vendor with the necessary experience
and knowledge to provide utility bill printing, insertion, and mailing services. To receive a copy of the RFP,
contact Sara Humbert, Accounting Supervisor I, P.O. Box 478, Walla Walla, WA 99362-0216; telephone: (509)
527-4423; Fax: (509) 524-7921; E-mail: shumbert@ci.walla-walla.wa.us or visit the City web site at
http://www.ci.walla-walla.wa.us/. Proposals are due 4:00 p.m., PDT, Tuesday, November 9, 2010.

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