A. Utility Bill Printing and Distribution 1. The proposed bill print and distribution services must allow Bartlett to provide an accurate, timely and user-friendly bill to all customers. Current bills are on 8 ½” x 11” paper with return envelopes. The specifications of this RFP will require the Contractor to create identical billing. Any proposed changes in the current format must be clearly indicated in the Proposer’s RFP and agreed upon by the City of Bartlett. The Contractor shall provide mailing envelopes and return envelopes for all mailings. Stationery pricing shall be specified in the cost proposal for comparison to the City's pricing. The City will retain the right to approve all new billing documents prior to printing. 2. Bills and envelopes shall be designed to be consistent with billing system requirements and shall meet USPS regulations. The Contractor shall process mail through a presort routine and will attach and interface the CASS certified barcode for all qualified pieces and satisfy all documentation requirements of the USPS. All work will then be qualified for appropriate postal discounts and the Contractor shall produce the required postage reports. 3. To the greatest extent feasible, multiple statements shall be matched by last name and address and be inserted into one envelope. The new bills should have the ability to convey special/targeted messages and the ability to include promotional inserts and/or advertisements. Bills will be required for both delinquent and service cut off notices. Utility account numbers and customer information are subject to red flag rules compliance. 4. Bills should also contain a barcode suitable for potential lockbox use at a bank or in-house. Bills are mailed within forty-eight (48) hours of receipt of file. Bills should be presorted for lowest qualifying postage rate at Post Office. Disclosure of postal rates and location of postmarking is required. 5. Contractor must be able to use the City's Tyl e r Te chnologi e s Munis utility software data to generate bills. 6. Use of customer lists: The Contractor agrees that all information, including customer lists, provided by the City or obtained by the Contractor through performance of their duties shall not be disclosed or otherwise provided to any other person. 7. Contractor shall provide reference documentation for the billing services provided and the Contractor will be required to provide training to City personnel for the implementation of billing services. 8. Return envelopes for the submission of utility payments shall indicate a remittance address provided by the City.
