Printing, Insertion & Mailing Services of Utility Billis, Past Due Notices and Disconnect Notices

General Solicitation

Finance

Project ID: 2024-GEN-054

Release Date: Wednesday, September 4, 2024

· Due Date: Tuesday, September 24, 2024 2:00pm

Posted Wednesday, September 4, 2024 9:30am

All dates & times in Pacific Time

Question & Answer

Questions and clarifications about the project

The question submission deadline has passed. No more questions can be submitted.

Anonymous Sep 6 2024 at 2:58 AM
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How many monthly bills does the City anticipate printing?
Sep 9 2024 at 11:31 AM
Washougal, WA
3,000 Residential and Commercial bills every month 500 Past due notices monthly 300 Disconnect notices monthly

Anonymous Sep 6 2024 at 2:58 AM
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What is the City currently paying for these services?
Sep 9 2024 at 11:32 AM
Washougal, WA
The city mails all utility bills, past due and disconnect notices in house, this will be the first time the City of Washougal outsources these services.

Anonymous Sep 6 2024 at 2:58 AM
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Who is the current provider of these services?
Sep 9 2024 at 11:33 AM
Washougal, WA
City staff currently provide all utility billing services.

Anonymous Sep 9 2024 at 2:44 PM
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Is it possible to get a sample dummy copy of the data file for each statement type? We would need this before we can come up with an estimate for development time and costs.
Sep 9 2024 at 2:46 PM
Washougal, WA
Please download the RFP located in attachments, the RFP has the example utility bill, late notice, and disconnect notice. You will also need to submit the E-Verify form with your proposal, the form is the last page of the RFP.

Anonymous Sep 10 2024 at 11:39 AM
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The RFP mentions a few times the use of Custom Forms, and specifies Laser printing. We use roll-fed Inkjet printing, eliminating the need for custom forms as everything, front and back, is printed on the fly. Is this acceptable?
Sep 10 2024 at 12:29 PM
Washougal, WA
Ink-jet print and or laser printing is acceptable.

Anonymous Sep 10 2024 at 11:12 AM
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You have a requirement that all bidding vendors be a member of the MRSC Roster, which is a Washington State small business organization (from what I can see). Do you have an in-state requirements for bidding vendors? Or, is there a percentage based advantage for in-state vendors?
Sep 11 2024 at 1:32 PM
Washougal, WA
There are no state requirements for the MRSC Roster, the city's procurement policy does require all potential vendors to be registered prior to a bid/proposal being submitted. It is free to join, all that is required is a Washington State business license to join. Below is the website to register. There is no advantage for in state vendor, consulting services are qualification based. https://members.mrscrosters.org/register

Anonymous Sep 10 2024 at 11:21 AM
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Page 4 of the RFP mentions vendors being allowed to submit electronically. On the same page it asks for 3 copies of the response. Can bidders only submit the response electronically?
Sep 11 2024 at 1:33 PM
Washougal, WA
I will be revising the RFP to one copy submitted electronically, there will be an addendum issued shortly with the RFP updates.

Anonymous Sep 11 2024 at 8:28 AM
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In the "Vendor Reminder List" in the RFP document, it is stated that the vendor needs to include "Example Utility Statement & Late Notices" from Appendix D. Can you clarify what this requirement entails? Would you like us to submit an example of utility statement & late notices from our current clients? Or would you like us to create a template that mimics your current documents shown in Appendix D? Please elaborate.
Sep 11 2024 at 1:35 PM
Washougal, WA
We would like a template that would mimic our current documents to get an idea of what our residents would be receiving.

Anonymous Sep 10 2024 at 11:34 AM
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On page 11 of the RFP, item 62 references Tyler Eden as the vendor and XML data as the data type. Is this the case? Is the City not using Tyler Incode, and if so, will the City be sending the successful vendor PDF data for processing?
Sep 11 2024 at 1:36 PM
Washougal, WA
This has been removed in the revised RFP being release shortly.

Anonymous Sep 9 2024 at 4:44 PM
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Is it possible to get a sample dummy copy of the data file for each statement type? We would need this before we can come up with an estimate for development time and costs. Not the examples of the items in the RFP - actual sample data file - we need to see how the data will be sent.
Sep 17 2024 at 1:12 PM
Washougal, WA
I am not able to release a dummy data file, there is no way for us to clear out customer information.

Anonymous Sep 10 2024 at 11:07 AM
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Do you have a word or non-scanned PDF version of this RFP? Currently what is posted appears to be a scan which adds some difficulty to the response.
Sep 17 2024 at 1:13 PM
Washougal, WA
I can attach PDF files, that is how they are downloaded from Tyler.