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City of Lewiston Finance Department Norman Beauparlant, Director of Budget/Purchasing 2013-022 Water, Sewer & Stormwater Bill Outsourcing April 3, 2012 Sir/Madam: Sealed bids will be received in the office of the Director of Budget/Purchasing on Thursday, April 18, 2013 until 2:00 p.m. at which time they will be publicly opened and read aloud on the enclosed specifications for Water, Sewer & Stormwater Bill Outsourcing for the Finance Department. The Finance Committee reserves the right to accept or reject any and all proposals. Please use the enclosed envelope or a clearly marked envelope with the bid name and number when submitting your bid. Only sealed bids will be accepted. Faxed bids will not be considered. Sincerely, Norman J. Beauparlant Director of Budget/Purchasing NJB/syt ---PAGE BREAK--- CITY OF LEWISTON, MAINE WATER, SEWER & STORMWATER BILL OUTSOURCING BID NO.: 2013-022 BID DATE: April 18, 2013 SPECIFICATIONS General Scope: The City of Lewiston hereby solicits proposals from interested and qualified firms to provide full services as it relates to the data processing, printing, stock warehousing and mailing of Water, Sewer & Stormwater Bills. The term of the contract will be for a three year period. A materials price increase will be accepted for the third contract year if identified in advance, supported by industry documentation proving materials price increases, and agreed to by both parties. The following three material parts: manufactured for a one year inventory level (50,000 pieces) and stored by the vendor on-site (where statement printing occurs) for use in the completion of the weekly bill processing and mailing, must be included in the winning bid. No additional costs related to the manufacturing, storage, or shipping of these materials will be entertained unless destruction of existing stock is required by the City to incorporate new information required to be communicated by the City to its Water, Sewer & Stormwater customers. A copy of change to each part will be an option prior to the manufacturing of each part for the one year inventory. Notification prior to the manufacturing of the individual parts must be provided: One-year stock inventory of the following: Water, Sewer & Stormwater Bill • Specification: size is 8.5" X 11", stock is 24# white bond, ink is 1/0 PMS Reflex Blue with no bleeds, one full horizontal micro perforation, chipboard and shrunk- wrapped in 500s, carton packed 2,500 per. Water, Sewer & Stormwater Envelope • Specification: size is (#10) 9.5" X 4.125", style is standard window, stock is 24# white wove, ink is 1/1 PMS Reflex Blue with no bleeds plus inside security blue moss tint, boxed in 500s, carton packed 2,500 per Water, Sewer & Stormwater Reply Envelop • Specification: size is 8.875" X 3.875", style is regular, stock is 24# white wove, ink is 1/0 PMS Reflex Blue with no bleeds plus inside security blue moss tint, boxed in 500s, carton packed 2,500 per Estimate of Activity: # Utility Accounts billed quarterly 12,127 # of Bills per year 48,508 Average per week processed (range from 760-1,385/week) 933 ---PAGE BREAK--- Services to include: Receive two billing data files from Lewiston Water, Sewer & Stormwater Division weekly by way of upload to vendor’s FTP site Process data files through vendor’s VB program/JMS/MM2010 and map to preprinted stock (Water, Sewer & Stormwater Bills) Image Water, Sewer & Stormwater Bill on Water, Sewer & Stormwater Bill stock Fold and insert bills into Water, Sewer & Stormwater envelopes Insert Water, Sewer & Stormwater Reply Envelope into Water, Sewer & Stormwater Envelope Apply presort zip + 4 and bar code on Water, Sewer & Stormwater Envelope Apply postage and mail- NOTE: City to assume cost of postage at most advantageous rate Provide audit trail reports via e-mail after each event. Programming: Vendor shall be responsible for: Water, Sewer & Stormwater design at the direction of the Water, Sewer & Stormwater Divisions. Data Conversion Audit Trail Reports Data Transmission: The City of Lewiston will transmit Water, Sewer & Stormwater data e- mail in ASCII format. NOTE: As part of bid response the bidder shall supply a list of three or more current customers utilizing their data processing, stock printing, stock storage and mailing services. The list should be of similar sized accounts within the New England Region. Please use the attached bid form when submitting your proposal. The City of Lewiston Finance Committee reserves the right to accept or reject any and all bids when deemed in the best interest of the City of Lewiston. ---PAGE BREAK--- City of Lewiston Water, Sewer & Stormwater Divisions 27 Pine Street Lewiston, ME 04240 (207)513-3140 City of Lewiston Water, Sewer & Stormwater Divisions 27 Pine Street Lewiston, ME 04240 (207)513-3140 BILL NUMBER CUSTOMER SERVICE ADDRESS BILL NUMBER DESCRIPTION Replaced Meter PRESENT READ DATE PREVIOUS READ DATE PRESENT METER READING PREVIOUS METER READING READ TYPE USAGE CHARGE PAYMENTS BILL IS DUE WITHIN 30 DAYS OF THE BILL DATE The "Due Date" is the last day the bill must be paid in order to avoid the initiation of collection action for any overdue amount up to disconnection of water services and/or a lien filed against your property. A maximum late charge of 15.50% per year will be charged on overdue amounts in excess of 45 days from the billing date. Water, Sewer & Stormwater rates may be obtained by calling the Water, Sewer & Stormwater Divisions during office hours or visit our website at www.lewistonmaine.gov. Keep Lead FREE — Flush Taps Daily! 100 CU. FT. = 748 Gallons If you are mailing payment, mail to: City of Lewiston Water, Sewer & Stormwater Divisions 27 Pine Street Lewiston, ME 04240 For payment in person: City of Lewiston Water, Sewer & Stormwater Divisions 27 Pine Street Lewiston, ME 04240 Payment Hours: 8:00AM to 4:30PM Monday through Friday Office hours for billing inquiries: Monday through Friday 8:00AM to 4:30PM Call: (207)513-3140 Consumption billed in hundreds of cubic feet for water & sewer. Non-receipt of issued bill not deemed excuse for failure to pay. Property owner responsible for protection of meter from loss and from freezing or other damage. PENALTY FEES SINCE LAST BILL PAST DUE AMOUNT CURRENT CHARGES AMOUNT DUE BILL DATE ACCOUNT NUMBER DUE DATE BILL DATE ACCOUNT NUMBER PAST DUE PENALTY FEES CURRENT CHARGES DATE DUE –Remit Copy– –Customer Copy– Please write your account number on your check and enclose this portion of bill with your payment. Make checks payable to: City of Lewiston AMOUNT DUE Detach and return the above portion with your payment. Keep this portion for your records. WATER, SEWER & STORMWATER BILL WATER, SEWER & STORMWATER BILL 604546 286 BLUE 6/28/11 ---PAGE BREAK--- CITY OF LEWISTON, MAINE WATER, SEWER & STORMWATER BILL OUTSOURCING BID NO.: 2013-022 BID DATE: 04/18/13 PROPOSAL FORM TO: Director of Budget/Purchasing City Hall 27 Pine Street Lewiston ME 04240 Dear Sir/Madam: The undersigned hereby declares that he/she has carefully examined and understands the scope of work required to perform the complete services specified. The undersigned further declares that the cost to provide the services shall be at the rate hereby stated. DESCRIPTION YEAR 1 YEAR 2 YEAR 3 Price/complete mailed unit (no postage) $ $ Postage shall be provided by a prearranged account from which to draw funds for postage or reimbursed to the vendor at USPS cost. No markup or postage will be accepted! Should the bidder take exception to the bid requirements he/she should state here: Company Signature Printed Name Address Telephone # Fax # E-mail ---PAGE BREAK--- References (List 3) Name/Company Contact Person Telephone #