Utility Billing Print Services

The City of Wichita is seeking proposals from firm(s) for Utility Billing Print Services for the Public Works & Utilities Department.

The selection of the consulting firm by the City’s Staff Screening and Selection Committee will be based on several factors, including: (1) ability to meet proposal terms and conditions, (2) project understanding/presentation, (3) technical qualifications/resources, (4) references/past performance, (5) cost, and (6) small & emerging business enterprise program participation.

The City of Wichita sends out approximately 5,500 bills each printing cycle totaling 113,000 a month. In addition to utility bills, letter files average between 1 and 150 daily with higher volume in late Spring with about 24,000 letters being sent in the span of 2 weeks. Postcard count also varies throughout the month between 1 and 3,500 per day.

The Public Works & Utilities Department of the City of Wichita uses Infinity CIS application to produce water bills. The Bill Print process in Infinity CIS creates a pdf file that is used to produce bills.

The Public Works & Utilities Department’s bills are double sided with a standard backer, printed in black & white only using an 8.5 X 11 24lb white paper. [...] The first page of each bill is printed on a perforated page. Bills are then folded and stuffed using a 9 x 12, No. 10 envelope, with a No. 9 return envelope included in the mailing for those customers who need to remit payment. Letters are printed using an 8.5 X 11 24lb white paper. Double secured postcards are printed two per page on an 8.5 X 11 65lb Accent Opaque digital white stock, requiring a cut to finish the product.

Data Transmission

The City of Wichita desires the capability to send bill files through FTP or the Web 24 hours a day 365 days a year. [...] Expected delivery to USPS no later than the next business day.

Processing

The City of Wichita requires output in Postscript, Metacode, and PDF. The City of Wichita requires vendor to be able to handle single and multi-page bill printing.

CASS Certification, Address Correction and Mailing

The City of Wichita requires the use of CASS Certification software (or equivalent industry standard software) for address verification, correction, postal sorting and reporting. [...] Further, the use of the USPS National Change of Address System (NCOA) is required to forward mail.

Inventory Management

The City of Wichita requires the vendor to purchase and manage all types of paper consumable supplies, including paper and envelopes.

Security and Disaster Recovery

The City of Wichita requires the vendor to have disaster recovery capability such that the City will experience no disruption in service and see no loss of functionality. As part of this RFP a complete Disaster Recovery Plan needs to be submitted.

Proposals are to be submitted electronically through the City’s Procurement Portal (wichita.gov/procurementportal) using a secure login/password. **One (1) electronic copy of the proposal is required.**

Proposal responses will be evaluated on the following criteria:

• Ability to Meet Proposal Terms and Conditions (10%)
• Project Understanding/Presentation (30%)
• Technical Qualifications/Resources (30%)
• References/Past Performance (10%)
• Cost (10%)
• Small & Emerging Business Enterprise Program participation (10%)

The term of this contract shall be for a one (1) year period with four (4) one (1) year options to renew under the same terms and conditions by mutual agreement of both parties.

The Successful Bidder will be required to furnish a Certificate of Insurance (prior to the Purchase Order, Agreement, or Contract being issued). Commercial General Liability minimum limits are **$1,000,000** Each Occurrence and **$2,000,000** Annual Aggregate. Comprehensive Automobile Liability minimum limits are **$1,000,000** Each Occurrence. Workers' Compensation to meet Statutory requirements. Employers Liability is **$1,000,000** Each Accident.

Proposals may not be withdrawn for a period of 120 days following the opening of this Request for Proposal.