Specifications include, but are not limited to: 1. Must be able to work with the PDF file format, and intelligently not insert return envelopes when on auto pay. 2. The mailing service company must warehouse/hold/inventory enough supply of the envelopes and utility bill paper ordered and received by the mailing service company before inventory runs out. 3. The mailing service must be flexible. If a PDF file is sent before 12:00 pm (noon) the mailing service must mail the utility bill no later than the first business day following receipt of the file, otherwise known as the next business day. If the PDF file is sent after 12:00 pm (noon) the mailing service must mail the utility bill no later than the second business day following receipt of the file. The mailing service will need to return proof to be approved before printing can begin. Approval of the proof will be done in a timely manner so as to allow the mailing service to meet the mailing deadline. As per this contract, a business day will be defined as Monday through Friday, and mail is defined as postmarked by the post office. 4. There may be a newsletter inserted monthly. The newsletter will be printed by the Vendor from a PDF and will be delivered to the Vendor in a timeframe that will allow you to meet your mailing deadline. The City will provide the address for any newsletters sent outside of the Utility bills. these newsletters and the mailing service will need to print the address on an envelope, insert the newsletter into the windowed envelope, and mail them. Also, there are many times a year when an additional insert or multiple inserts are inserted into one utility bill envelope and mailed at the same time. 5. The mailing service must be proactive in helping the City reduce mailing costs, such as working with the newsletter printer; trimming inserts and bills; suggesting different paperweights, etc. Including address scrub to verify and addresses provided. 6. Print and mail a Shut-Off Notice. This notice is mailed out weekly. There are approximately 600 first notices and 300 urgent 48-hour notices sent out weekly. The utility billing clerks will send the PDF listing the resident’s information, the mailing service will print the information on a pre-approved form using 20# bond paper (form and information printed at the same time), insert it in a green windowed delinquent envelope and then mailed to the residents. The first notice must be postmarked 10 days before the shut-off day. The second notice must be postmarked 48 hours before the shut-off day. 7. Print and mail public hearing notices. This notice is mailed as issues arise, to be done on an as-needed basis. The number of notices will vary depending on how many residents need to be notified. The mailing of this notice is time-sensitive and must be mailed no later than the next business day after the receipt of the file. The Planning Department or City Recorder will send a list of addresses and a copy of the notice, the mailing service will print the notice on a 20# bond, insert it in an envelope, and then mail it to the residents. 8. Print and mail business license renewal and delinquent notices. This notice is mailed monthly. The number of notices will vary depending on how many businesses need to renew their license. The mailing of this notice is time-sensitive and must be mailed no later than the next business day after receipt of the file. The Business License Representative will send a PDF of the notices and the mailing service will print the notice on a 20# bond, insert it in an envelope, and then mail it to the businesses.