WAT-2021-21 - Water Utility Billing Printing and Mailing Services

SECTION 4:  SCOPE OF SERVICES:
 

1. 1. The Albany Water Board is soliciting Proposals from capable firms to provide an all-inclusive printing and mailing system with the following capabilities/features. All-inclusive means postage is included in the contract prices, as well as printing, perforating, folding, envelope stuffing, insertion, etc.

1. 2. Receive electronic PDF files from the Albany Water Board which contain the billing information for each customer.

1. 3. Utility billing software is Springbrook by Accela.

1. 4. Print the bills (invoices) for each individual customer (see example of current billing template in Exhibit A of this document).

1. 5. Print billing inserts for each individual customer (see examples of past billing inserts in Exhibit B of this document).

1. 6. Fold the bill and add inserts (occasionally) and insert material into envelopes.

1. 7. Mail the bill to the appropriate customer address.

1. 8. Envelope printing is also included in this contract.

1. 9. Field formatting should not be required.

1. 10. Monthly invoice batches are approximately 6,500 unique addresses. Each piece consists of:

1. 1. 1. One 8 ½” x 11” bill (invoice)
      2. Invoices are normally one page front and back in color ink on 70 LB bond paper
      3. One #9 return envelope
      4. One #10 mailing envelop
      5. Inserts will be required in almost every cycle and will require printing and folding
         1. The size of inserts vary from 1/3 page, ½ page, to full page
         2. All are printed on 70 LB bond and printed in color ink
      6. Contractor shall place bill, inserts (when applicable), and #9 return envelope in the #10 mailing envelope, which will then be sealed.
      7. Bundle, prepare for carrier route discount, mail, complete the appropriate paperwork and deliver to Post Office.
      8. Provide the Albany Water Board with a copy of the paperwork from the Postal Service.

1. 11. Contractor will be required to follow current Post Office procedures and pursue available discounts.

1. 12. The awarded contractor shall provide a comprehensive automated printing system that is compatible to all existing Albany Water Board owned computer equipment and software. Contract must be able to accept the electronic PDF file in a format Albany Water Board systems are capable of producing.

1. 13. The awarded contractor shall:

1. 1. 1. Receive, print, warehouse and inventory #10 window envelopes, #9 return envelops, preprinted/perforated statements as directed by the Albany Water Board.

1. 1. 2. Receive electronic PDF files from the Albany Water Board, monthly.

1. 1. 3. Sort data as needed, certify mailing addresses, and print received billing data onto statements. Add insert materials as required. Fold statements and inserts (if required) and insert into #10 window envelopes along with a #9 return envelope, and any other inserts as directed.

1. 1. 4. Use CASS software that verifies and corrects defective addresses such as misspelled street names, missing directional, incorrect suffix, etc. to obtain the lowest postage rate.

1. 1. 5. Provide the most cost effective mail sort processing.

1. 1. 6. Deliver to Post Office within one working day of file receipt. Contractor shall provide next day mail service.

1. 1. 7. Fax or email copies of US Postal Service acknowledgement of mailing certificates.

1. 1. 8. Provide monthly report detailing how many bills were mailed.

1. 1. 9. Provide information on quality control measures.

1. 14. Contractor shall maintain confidentiality on all data collected or processed in administration of this contract. Data shall not be released to any 3rd party without prior written consent from the Albany Water Board.

1. 15. Contractor shall have the ability to update/correct customer information upon request and notification from the Albany Water Board. Their system shall comply with all applicable laws and regulations, including but not limited to Health Insurance Portability and Accountability Act (HIPAA).