Summary of Specifications:
The City sends between 45,000 – 55,000 bills to residential and commercial customers for sewer and storm drainage annually in mid-June. Mock-up of bill and envelope stock to be approved by June 1st. Reminder notices are sent out in mid-July for any unpaid account balances greater than $20.00. Estimated between 20,000 – 22,000 pieces. An initial 10% delinquency fee bill is mailed out in late August. Estimated between 2,500 – 5,000 pieces. A second 10% delinquency fee bill is mailed out in late September. Estimated between 2,500 – 5,000 pieces. All bills are double-sided with a perforation of the lower 1/3rd of the paper for detachable remittance coupon. There are no return envelopes or other inserts for any of the billings. Due to the service level required in conjunction with this Solicitation, the Vendor will be preferred to maintain an office within the Metro Denver, Colorado area.
PRINTER/MAILER SERVICES REQUIRED Mock-up of bill and envelope is sent to the printer/mailer. Bills have the City logo and address in red and black ink. Envelopes have the City logo and address in black only. A proof is sent back to the City for approval. Once approved, the bill and envelope stock can be printed. CSV files are created by the City and sent to the printer/mailer for data conversion. Proofs of the final bill are sent to the City for approval. The printer/mailer will laser print the bills, fold, insert, sort, add postal documentation and deliver to the post office for mailing. The City requires a receipt from the post office documenting the number of pieces mailed. The City requires a searchable PDF file of late fee bills sent. One file for each late fee mailing is required. We are requesting a turn-around time of 1-3 business days from receipt of the final bill approval of proof by the City to being mailed. To summarize, the printer/mailer will be responsible for data conversion of CSV files, proofs and sign-offs, supplying paper and envelopes, laser printing bill and envelope stock, laser printing of final bill from City-sent files, folding, inserting, postal documentation, pick-up, delivery and searchable PDF files for each late fee mailing. Required materials provided by printer/mailer: 8.5x11 2/1 perforated paper (weight to be determined), (printed with City logo and address in red and black ink) #10 Window envelopes (printed with the city logo and address in just black). Bulk Postage will be provided by the printer/mailer and invoiced to the City. PDF files of late fee bills.
