Arlington County Government Sealed Solicitation
Title: 23-DES-ITB-596 Bill Printing Services
Deadline: 10/16/2023 3:00 PM (UTC-05:00) Eastern Time (US & Canada)
Status: Awarded
Solicitation Number: 23-DES-ITB-596
Description: FOR THE PROVISION OF BILL PRINTING SERVICES
Pre-Bid Meeting Date: 5/31/2023 10:00 AM
Documents:
| Documents as of 5/23/2023 |
|---|
| 23-DES-ITB-596 Bill Print.pdf |
Addition 1
Posted: 6/1/2023
Type of Addition: Attendance Sheet & Minutes
Documents:
Addition 2
Posted: 6/13/2023
Type of Addition: Addendum 1
Deadline: 10/16/2023 3:00 PM
Solicitation #: 23-DES-ITB-596
Documents:
Addition 4
Posted: 11/3/2023
Type of Addition: Award Information
Overview: BID/PROPOSAL AWARD NOTICE ON THE 3RD DAY OF NOVEMBER 3, 2023, ITB 23-DES-ITB-596 AFTER DUE AND PROPER ADVERTISEMENT AND EVALUATION OF ALL DOCUMENTS SUBMITTED PERTAINING TO THE REQUEST, WAS AWARDED AS FOLLOWS: DataProse, LLC For: Utility Bill Printing Services FOR REVIEW OF DOCUMENTS, YOU MAY CONTACT THE PROCUREMENT OFFICE, Purchasing@arlingtonva.us PLEASE REGISTER TO DO BUSINESS WITH ARLINGTON COUNTY GOVERNMENT HTTPS://VRAPP.VENDORREGISTRY.COM/VENDOR/REGISTER/INDEX/ARLINGTON-COUNTY-GOVERNMENT-VA-VENDOR-REGISTRATION
Documents:
Question 1
Posted: 5/24/2023
Question: Who is your current print and mail provider?
Response: Dataprose, which is now owned by Matrix, is our current bill print vendor.
Question 2
Posted: 5/24/2023
Question: Please provide a recent invoice for services and materials or the current contracted pricing structure.
Response: Link to current contract is now included in Attendance and Minutes post. Invoices aren't available.
Question 3
Posted: 5/24/2023
Question: What software are you using to generate data for the outsource vendor?
Response: Our CIS is a Harris Computer product called Cayenta. Their native reporting system and WordPress are required to generate our outsource file, which is produced in a PDF format.
Question 4
Posted: 5/24/2023
Question: Please provide samples of all documents and envelopes pertaining to this RFP. Please provide images of both back and front of documents and envelope and in color if color if it is to be used.
Response: Copies of regular cycle bills are included in the ITB and the envelopes etc that we require are included in the ITB by reference.
Question 5
Posted: 5/24/2023
Question: On your scope of work, Paragraph 1: What is the length of archival? Is access only to City of Arlington personnel, or to customer?
Response: Just for the billing team and other customer service staff. i.e. less than 20 County staff people.
Question 6
Posted: 5/24/2023
Question: For NCOA access: Will a data file and a PDF file of all changed records meet your requirements?
Response: a data file and PDF file will meet our requirements.
Question 7
Posted: 5/24/2023
Question: You mention colored paper for bills – when will the colored paper be used?
Response: Our regular bills and delinquent notices use different colors but are printed on white paper. Disconnection notices are printed on colored paper and may be needed for bill inserts and ancillary tasks.
Question 8
Posted: 5/24/2023
Question: Same business day mailing requirements. Can all input files be received by 8AM?
Response: This is probably a logistical consideration that would have to be worked out. Our bill file is generally ready early in the morning but I am not sure that we could commit to having it done every month before 8. Perhaps the awardee can provide a point of no return, beyond which time on a business day the bills will have to wait until the subsequent day?
Question 9
Posted: 5/24/2023
Question: Do all the approximately 13,000 monthly bills get sent out the same day or are there batches sent each week?
Response: Monthly bills should all be sent out on the same day.
Question 10
Posted: 6/1/2023
Question: Can you provide some insight as to why the county has decided to go out to RFP?
Response: This is an ITB - not RFP.
Question 11
Posted: 6/1/2023
Question: Does the county require a specific format they would like us to use/follow when we submit. Is there is a page length, do you require us to follow a format to submit a Cover letter, Executive summary, technical response, etc?
Response: Please review the solicitation carefully. Every item required is listed in the Invitation to Bid.
Question 12
Posted: 6/2/2023
Question: Will you please provide your current pricing. “since the contract states in item #6 you can request a pricing adjustment, is the current contract pricing still at the same rates from 2013”
Response: Whatever price is established for the resulting contract will have a price adjustment option every year.
Posted: 6/13/2023
Type of Addition: Addendum 1
Deadline: 10/16/2023 3:00 PM
Solicitation #: 23-DES-ITB-596
Documents:
Posted: 11/3/2023
Type of Addition: Award Information
Overview: BID/PROPOSAL AWARD NOTICE ON THE 3RD DAY OF NOVEMBER 3, 2023, ITB 23-DES-ITB-596 AFTER DUE AND PROPER ADVERTISEMENT AND EVALUATION OF ALL DOCUMENTS SUBMITTED PERTAINING TO THE REQUEST, WAS AWARDED AS FOLLOWS: DataProse, LLC For: Utility Bill Printing Services FOR REVIEW OF DOCUMENTS, YOU MAY CONTACT THE PROCUREMENT OFFICE, Purchasing@arlingtonva.us PLEASE REGISTER TO DO BUSINESS WITH ARLINGTON COUNTY GOVERNMENT HTTPS://VRAPP.VENDORREGISTRY.COM/VENDOR/REGISTER/INDEX/ARLINGTON-COUNTY-GOVERNMENT-VA-VENDOR-REGISTRATION
Documents:
Posted: 5/24/2023
Question: Who is your current print and mail provider?
Response: Dataprose, which is now owned by Matrix, is our current bill print vendor.
Posted: 5/24/2023
Question: Please provide a recent invoice for services and materials or the current contracted pricing structure.
Response: Link to current contract is now included in Attendance and Minutes post. Invoices aren't available.
Posted: 5/24/2023
Question: What software are you using to generate data for the outsource vendor?
Response: Our CIS is a Harris Computer product called Cayenta. Their native reporting system and WordPress are required to generate our outsource file, which is produced in a PDF format.
Posted: 5/24/2023
Question: Please provide samples of all documents and envelopes pertaining to this RFP. Please provide images of both back and front of documents and envelope and in color if color if it is to be used.
Response: Copies of regular cycle bills are included in the ITB and the envelopes etc that we require are included in the ITB by reference.
Posted: 5/24/2023
Question: On your scope of work, Paragraph 1: What is the length of archival? Is access only to City of Arlington personnel, or to customer?
Response: Just for the billing team and other customer service staff. i.e. less than 20 County staff people.
Posted: 5/24/2023
Question: For NCOA access: Will a data file and a PDF file of all changed records meet your requirements?
Response: a data file and PDF file will meet our requirements.
Posted: 5/24/2023
Question: You mention colored paper for bills – when will the colored paper be used?
Response: Our regular bills and delinquent notices use different colors but are printed on white paper. Disconnection notices are printed on colored paper and may be needed for bill inserts and ancillary tasks.
Posted: 5/24/2023
Question: Same business day mailing requirements. Can all input files be received by 8AM?
Response: This is probably a logistical consideration that would have to be worked out. Our bill file is generally ready early in the morning but I am not sure that we could commit to having it done every month before 8. Perhaps the awardee can provide a point of no return, beyond which time on a business day the bills will have to wait until the subsequent day?
Posted: 5/24/2023
Question: Do all the approximately 13,000 monthly bills get sent out the same day or are there batches sent each week?
Response: Monthly bills should all be sent out on the same day.
Posted: 6/1/2023
Question: Can you provide some insight as to why the county has decided to go out to RFP?
Response: This is an ITB - not RFP.
Posted: 6/1/2023
Question: Does the county require a specific format they would like us to use/follow when we submit. Is there is a page length, do you require us to follow a format to submit a Cover letter, Executive summary, technical response, etc?
Response: Please review the solicitation carefully. Every item required is listed in the Invitation to Bid.
Posted: 6/2/2023
Question: Will you please provide your current pricing. “since the contract states in item #6 you can request a pricing adjustment, is the current contract pricing still at the same rates from 2013”
Response: Whatever price is established for the resulting contract will have a price adjustment option every year.