Scope of Services The successful vendor will be responsible for: • Receiving monthly utility billing files exported from the City's Springbrook utility billing software in CSV or compatible format. • Providing a secure method of file transmission (e.g., encrypted portal or secure FTP). • Formatting the data into a City-approved utility bill template with front and back printing. • Including a perforated payment stub on the bottom portion of each bill for customer return. • Printing, folding, inserting, and mailing approximately 2,000 statements monthly via FirstClass Mail. Both the utility bill and insert are double sided with color ink. • Supplying and inserting a #9 return envelope with each mailing. • Printing and inserting at least one full-page insert with each billing cycle, as directed by the City. • Providing pricing for additional inserts, including but not limited to: o 1/3-page inserts o 1/2-page inserts o Full-page inserts (folded) o Postcards (which may be inserted or mailed separately) o Utility late notices of approximately 225 per month • Ensuring all billings are CASS-certified and prepared to meet USPS mailing standards. • Providing sample bills (PDFs) to the City for review and approval before full-scale production each cycle. • Providing a PDF file with all bills issued that is OCR searchable. • Providing a timeline and turnaround schedule, including: o Deadline for receipt of billing files o Timeline for producing samples o Turnaround for printing and mailing upon approval o Timeline for receiving insert PDF files • Identifying the location of the production/mailing facility and estimating USPS delivery times to Sultan, Washington. • Disclosing any one-time setup costs for designing or formatting the billing template. • Optionally, quoting costs for layout or basic design work on inserts (content will be provided by the City).
