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HomeMy WebLinkAboutWater Billing and Mailing Services QA RevisedVILLAGE OF OAK BROOK Water Billing Printing and Mailing Services Request for Quotes Q&A Memo This memo is meant as a supplement to the Water Billing Printing and Mailing Services Request for Quotes dated November 2023, and is in response to questions asked by interested firms. Questions concerning this memo should be addressed to Rania Serences, Purchasing and Budgeting Coordinator, rserences@oak-brook.org. CORRECTIONS TO THE REQUEST FOR QUOTES: 1.THE VILLAGE NO LONGER INCLUDES RETURN ENVELOPES FOR WATER BILL CUSTOMERS. 2.THE VILLAGE USES STANDARD #10 SINGLE WINDOW MAILING ENVELOPES ONLY. 3.THE VILLAGE PROVIDES OUR CURRENT VENDOR ACCESS TO OUR EPS POSTAL ACCOUNT. THE SUCCESSFUL FIRM CAN USE THIS FOR POSTAGE OR CAN USE THEIR POSTAL ACCOUNT AND BILL THE VILLAGE SEPARATELY FOR POSTAGE. 1.Does your #10 Standard Double Window Envelope have to be on sustainably logged paper or is this negotiable? We only use the standard #10 single window envelope with our logo and return address (see attached). We will review all quotes submitted. If your quote includes an alternative envelope, form, or method of printing and billing services, please note that in your submittal and include samples. 2.On the mailing envelope, it states postage paid stamp and return address. Would we not be metering it? Yes. The successful firm will use their postal account and bill the Village separately for postage. The attached sample envelope is what we currently use. 3.Are you currently in-house with this work, or are you outsourcing? We currently outsource. 4.If you are outsourcing, who is the current vendor? Third Millennium Associates Incorporated. 5.What is your Utility Billing System (the data provider you would send the winning vendor data from)? Munis is our Financial Accounting Software. 6.On page 1 of the RFQ, the Scope mentions the Village using their own Pre-Paid postal account for use with each mailing. We meter the mail for our clients, and invoices exact pass-thru postage. We are unable to utilize your postal account. Would this be acceptable? Yes, this is acceptable, or the firm can use the Village's EPS Postal Account. 7.On page 1 of the RFQ, the General Description mentions a #10 standard double window envelope. This indicates the envelope is NOT custom, and the return address shows through the top window. However, on your pricing charts (pages 2- 4) the mailing envelope description says ‘Window, Postage Paid stamp, and return address’. This indicates a custom envelope with a return address on it. We utilize standard blank #10 double window envelopes, not custom. Is this acceptable? Please see correction #2 on the previous page. 8.On page 1 of the RFQ, the Genal Description mentions the successful company providing a return envelope with each water bill. I have a few questions for this: a.Is this indeed the case? Do you use a return envelope? Please see correction #1 on the previous page. b.We utilize a single window standard blank #9 return envelope (not custom). Is this acceptable? We will review all quotes submitted. If your quote includes an alternative envelope, form, or method of printing and billing services, please note that in your submittal and include samples. c.Your pricing charts (pages 2-4) do not mention a return envelope. Should we add that pricing into the cost of the Itemized Water Bill? No, please see correction #1 on previous page. 9.We do not use custom forms. We print all bill features on the fly onto white perforated paper, including a backer if you have one. Is this acceptable? Please see answer to Question 8 b. 10.On page 5, the Optional Services chart, you mention matching current VOB document design. Do you have a sample of your current bill we can review? See attached. 11.You’ve included a long list of insert formats for production and inclusion into the mail piece, but not a run volume for each (which typically dictates pricing). Would the pricing on page 6 for the inserts listed assume a volume of 3,530 for each run? If not, what would the volume be for each insert? Yes 12.On page 5, the Optional Services chart, you have a row for Click and Pay. Are you looking for a customer payment portal from the print vendor? Or, are you asking that we be able to email bills, with a link out to your current customer payment portal vendor? We currently do not have Click and Pay as an option and would like firms to submit pricing and available options, if available. All other provisions contained in the November Request for Proposals Package remain the same.