26-AA21 Utility Invoice Mailing Services

Purchasing Division, Finance Department
218-730-5340 | purchasing@duluthmn.gov
Room 120 | 411 West First Street | Duluth, Minnesota 55802
www.duluthmn.gov
INVITATION TO BID
UTILITY INVOICE MAILING SERVICES
BID NUMBER: 26-AA21 BIDS DUE: TUESDAY, AUGUST 25, 2026 AT 2 PM CT
PROJECT DESCRIPTION:
ComfortSystems, a division of the City of Duluth Public Works & Utilities Department, provides the citizens of
Duluth with water, sewage, and natural gas services. The Division issues approximately 300,000 utility invoices
for these services each year.
Comfort Systems is seeking a mailing service provider that can accept an electronic invoice file in txt/xml format,
print, fold, sort, insert, barcode, seal, add the correct postage, and mail the invoices. The vendor must also be
able to provide additional services such as address change notification.
The specification includes five minimum requirements that must be met for a bidder to be considered responsible.
Before a final award decision is made, the selected vendor will be asked to do a paid invoice processing and
printing "trial run" to verify capabilities and quality. Reference checks may also be required.
The selected contractor will be issued a one (1) year service contract with three (3) optional one-year renewals.
ANTICIPATED START DATE:
January 2027
PRE-BID MEETING:
There will be no pre-bid meeting.
QUESTIONS:
Please submit any questions regarding this project via e-mail to Purchasing@duluthmn.gov. Responses will be
issued as an addendum to this solicitation. Deadline to submit questions is Thursday, August 20, 2026 by 4:00
PM CT.
Proposal forms, contract documents, plans and specifications may also be on file at the following offices:
Minnesota Builder's Exchange and Builder's Exchange of Wisconsin.
INSTRUCTIONS TO BIDDERS
All bids must be complete, signed and transmitted in a sealed envelope plainly marked with the bid number,
subject matter and opening date and mailed or dropped off at the Purchasing Office, City Hall, 411 W. 1st
Street, Room 120, Duluth, MN 55802. E-MAIL BIDS WILL NOT BE ACCEPTED.
The City Purchasing Agent or their designee will conduct a public bid opening immediately after the deadline
for receiving bids. Bidders may view the opening by going to https://duluthmn.gov/purchasing/bids-request-for-
proposals/ and selecting the appropriate link.
The City of Duluth is an Equal Opportunity Employer.

No alternatives to the specification will be considered unless specifically requested. Erasures or other changes
to the bid must be initialed and dated, however no special conditions shall be made or included in the bid form
by the bidder.
The City of Duluth reserves the right to split the award where there are savings to the City, to waive
informalities and to reject any and all bids. Price may not be the only consideration for bid award. Bids must be
firm for a minimum of 60 days.
THE FOLLOWING DOCUMENTS MUST BE SUBMITTED WITH YOUR BID:
1. Exhibit A, Bid Form - including acknowledgement of any/all addenda and a signature from an authorized
representative.
2. Exhibit B, Unit Price Bid Form
3. Exhibit C, Vendor Criteria Form -Vendor must be able to check 'YES' to all criteria to be deemed
responsive.
Please note that the following requirements also apply to this project, and any additional required
documents must be submitted prior to award/contract execution.
1. Insurance - Vendor must provide proof of Public Liability and Automobile Liability Insurance with limits not
less than $1,500,000 Single Limit prior to the commencement of work. The City of Duluth must be named as an
additional insured. Please refer to the draft Contract, Section 8.
The City of Duluth is an Equal Opportunity Employer. Contractor shall comply with all applicable Equal
Employment Opportunity laws and regulations.
CITY OF DULUTH
Patrice Stalvig
Purchasing Agent

Purchasing Division
120 City Hall, 411 W. 1st Street
GENERAL BID SPECIFICATIONS Duluth, MN 55802-1189
TEL. 218-730-5340
purchasing@duluthmn.gov
1. General. This document covers quotes or bids requested by the bidder; the quality of the bidder's performance of previous contracts
City of Duluth ("City"), including those requested on behalf of its or services; the sufficiency of the financial resources, equipment
Agents and Authorities. Each authority may issue their own available and ability of the bidder to perform the contract; the
purchase order or contract and will be responsible for it. The City quality, availability and adaptability of the supplies or contractual
of Duluth Authorities are as follows: services to the particular use required; the ability of the bidder to
a. Duluth Airport Authority provide future maintenance and service for the use of the subject
b. Spirit Mountain Recreational Area Authority of the contract; and the number and scope of conditions attached
c. Duluth Entertainment and Convention Center to the bid. Bidders shall furnish to the City all such information and
d. Duluth Transit Authority data for this purpose, when requested.
e. Duluth Economic Development Authority Minnesota law requires that, in order to transact business in the
f. Duluth Housing and Redevelopment Authority State, including submitting a response to this request for
bids/proposals, a corporate entity of any kind must either be
2. Investigation by Bidders. Bidders are responsible for thoroughly
organized under Minnesota law or have a Certificate of Authority
reading and understanding the information, instructions, and
from the Minnesota Secretary of State to do business in Minnesota
specifications contained in the Invitation for Bids, and for
(M.S. 303.03). By submitting this bid/proposal as a corporation,
investigating the site conditions at the Project location(s), if
you are certifying that the responding corporation complies with this
applicable. At bid opening, each bidder will be presumed to have
requirement.
read and to be thoroughly familiar with the plans, specifications and
contract documents (including all Addenda). The failure or 11. Rejection of Bids. The City of Duluth reserves the right to reject any
omission of any bidder to examine any form, instrument, or and all bids or portions thereof and to waive any informalities or
document shall in no way relieve the bidder from any obligation in irregularities in bids received whenever such rejection or waiver is
respect to their bid. in its best interests.
3. Bidder Questions. Responses to general questions regarding the The City reserves the right to reject any bid if the evidence obtained
by the City through such investigation fails to satisfy the City that
Invitation for Bids may be made at the discretion of the City. Every
the bidder is properly qualified to carry out the obligations of the
request for such interpretation should be in writing and delivered
contract and to complete the work as required by the plans and
via e-mail or postal mail to the Purchasing Division before the
specifications.
deadline indicated on the Invitation for Bids, or if no deadline is
specified, at least five (5) days prior to the scheduled bid opening. 12. Liquidated Damages for Failure to Enter into Contract. The
Responses will be issued in writing in the form of Addendum or e- successful bidder, upon their failure or refusal to accept a purchase
mail to prospective bidders. order or execute and deliver the contract, proof of insurance and
4. Changes, Corrections & Withdrawal of Bids. Erasures or other bonds required within 10 days after receipt of a notice of the
acceptance of their bid, shall forfeit to the City, as liquidated
changes to the bid must be initialed and dated, however no special
damages for such failure or refusal, the security deposited with
conditions shall be made or included in the bid form by the bidder.
their bid (if required).
Bidders may make requests to withdraw/replace their bids by
13. Equal Employment Opportunity. Contractor will be required to
notifying the Purchasing Division in writing prior to the bid opening
date and time. comply with all applicable Equal Employment Opportunity (EEO)
laws and regulations. Affirmative action must be taken to insure
5. Unit Pricing. If the total bid price is based on unit pricing, the City
that the employees and applicants for employment are not
will verify the extended bid price for each item (obtained by
discriminated against because of their race, color, creed, sex or
multiplying the unit bid price by the bid item quantity). If any item is
national origin. The City of Duluth is an equal opportunity
incorrectly calculated, the City will use the unit bid price to
employer.
recalculate the extended item price and the total bid price.
14. Quantities. The City reserves the right to increase or decrease the
6. Sales Tax. Do not include sales tax in the unit price. A sales tax
quantities of items within reason, unless otherwise noted.
exemption certificate will be provided upon request.
15. Prevailing Wages. Per Sec. 2-26 of Duluth City Code, payment of
7. Bid Submission. Bids may be mailed to the Purchasing Office, City
not less than the prevailing wage and salary rates specified in the
Hall, 411 West 1st Street, Room 120, Duluth, MN 55802, or
contract documents and the conditions of employment with respect
dropped off in person at the same address. Bids must be received
to certain categories and classifications of employees is required
by Purchasing before the time and date specified in the invitation
for all construction type projects estimated to exceed $2,000.
for bid.
Contractor will be required to submit certified payrolls with all
8. Non-Collusion Clause. By submitting a bid, the bidder, their agent requests for payment. This does not apply to off-site production and
and/or employee(s) hereby affirm that the attached bid or bids have manufacturing of parts and supplies.
been arrived at by the bidder independently and have been
16. Validity of Bids. All bids must remain firm for 60 days from the date
submitted without collusion with, and without agreement,
of bid opening, unless another period is noted in bid documents or
understanding or planned common course of action with any other
otherwise agreed to in writing.
vendor of materials, supplies, equipment or services described in
the Invitation for Bids, designed to limit independent bidding or 17. Insurance. All vendors doing work on City property, except vendors
competition making routine deliveries, shall submit an insurance certificate
verifying insurance coverage as per current City requirements.
9. Award. Award, if made, will be to the responsible bidder submitting
18. Reports. Contractors will be required to provide all data required by
the lowest bid which complies with the conditions of the Invitation
for Bids and specifications. A bid summary will be posted on the the city, state or federal funding source(s) for reporting purposes;
City website immediately following the bid opening. Awards over including, but not limited to job creation and retention data, itemized
$150,000 must be approved by City Council. invoices, payroll records, certifications and licenses.
10. Bidder Qualifications. Per Sec. 41.23(e) of Duluth City Code,
contracts shall be awarded to the lowest responsible bidder. In
determining the lowest responsible bidder, the City will make such
investigations as deemed necessary to determine the ability,
capacity and skill of the bidder to perform the work and perform it
in the time specified without delay or interference; the character,
integrity, reputation, judgment, experience and efficiency of the

SPECIFICATIONS
26-AA21 UTILITY INVOICE MAILING SERVICES
ComfortSystems, a division of the City of Duluth Public Works & Utilities Department, provides
the citizens of Duluth with water, sewage, and natural gas services. The Division issues
approximately 300,000 utility invoices for these services each year.
Comfort Systems is seeking a mailing service provider that can accept an electronic invoice file
in .csv format, and print, fold, sort, insert, barcode, seal, add the correct postage, and mail the
invoices. The vendor must also be able to include additional inserts and provide notice to the City
of any returned mail or address changes.
Data files are currently sent by 2:00 PM CST Monday through Friday and must be processed and
mailed the next day. The City requires that the vendor provide an auto confirmation of every
electronic file received to ensure accuracy.
Invoices are printed on 8 12" by 11" paper, double sided, two color (gradations of blue and black)
as shown on the attached sample invoice. The variable data is currently printed on the front of
the invoice pages only, and is not in color. Static contact and billing information, policy
statements, and payment instructions are currently printed on the back of each page. The invoice
is tri-folded and perforated so that the bottom third of page 1 can be removed and returned with
the payment. All materials required to create the printed invoice are currently provided by the
mailing service.
The printed invoice is inserted into a #10 left window envelope, 22# white woven with 23 gray tint,
with the City of Duluth logo and the return address for ComfortSystems pre-printed in the upper
left-hand corner, as shown on the attached sample envelope. It has black and blue print. The
window is 1 14" x 4 14" placed 5/8" from the bottom. This envelope is currently provided by the
mailing service.
In addition to the invoice, a standard #9 right window return envelope is inserted into the mailing
envelope. The return envelope is currently provided by the mailing service.
Vendors must meet the attached minimum criteria to be considered responsible detailed in Exhibit
C. On the checklist, please indicate whether you can currently meet the requirement by checking
YES, if you cannot currently meet the requirement, check NO. The Vendor and Equipment Criteria
form must be submitted WITH your bid.

EXHIBIT A - BID FORM
26-AA21 UTLIITY INVOICE MAILING SERVIES
ITEM TOTAL
1) Total annual estimated cost for standard mailing (from Exhibit B) $
2) One time initial setup fee (if applicable) $
Total first year estimated cost $
________________________________________________________________________________________
TOTAL FIRST YEAR COST IN WRITING
ACKNOWLEDGMENT OF ADDENDA
ADDENDUM # INITIAL/DATE
ADDENDUM # INITIAL/DATE
ADDENDUM # INITIAL/DATE
ADDENDUM # INITIAL/DATE
BIDS MUST BE SIGNED BY AN AUTHORIZED REPRESENTATIVE
Signature _______________________________________________________ Date ___________________
Name/Title ______________________________________________________________________________
Company Name ___________________________________________________________________________
Address _________________________________________________________________________________
City, State, Zip ___________________________________________________________________________
Tel. ____________________________________ E-Mail _________________________________________

EXHIBIT B - UNIT PRICE BID FORM
26-AA21 UTILITY INVOICE MAILING SERVICES
ALL QUANTITIES ARE ESTIMATES USED FOR COMPARISON AND ARE NOT GUARANTEED
UNIT PRICE
ITEM QTY (per invoice) TOTAL
Cost to create the invoice, including receiving the
data file, paper, printing, return envelope, & prep to
mail. 300,000 $
Cost for one additional insert 300,000 $
Cost for postal presort 300,000 $
Postage (standard one page invoice) 300,000 $
TOTAL ANNUAL ESTIMATED COST FOR STANDARD MAILING
(Copy this number onto line 1 on Exhibit A) $
UNIT PRICING FOR ADDITIONAL SERVICES
PLEASE ADD ANY ADDITIONAL SERVICES & UNIT PRICES NOT ALREADY LISTED
UNIT PRICE
ITEM (per invoice)
Non-bar coded postage
Two or more inserts (price per additional insert)
Return postage
Address change service
Cost to provide printed mailing envelope (#10 left window with Duluth logo and return
address)
Foreign mail charge

EXHIBIT C - VENDOR CRITERIA FORM
26-AA21 UTILITY INVOICE MAILING SERVICES
THE CHECKLIST MUST BE SUBMITTED WITH BID. VENDOR MUST BE ABLE TO CHECK 'YES' TO ALL
CRITERIA TO BE DEEMED RESPONSIVE.
1. Vendor is able to provide and perform all functions in-house; no subcontracting is permitted.
YES NO

2. Invoices will be printed on a printer with a minimum 600 x 600 DPI resolution.
YES NO

3. Vendor has the capability to fold into tri-fold.
YES NO

4. Please indicate whether you have on-site technicians to perform maintenance on inserting equipment.
YES NO

5. Data files are currently sent by 2:00 PM CST Monday through Friday and must be processed and mailed
the next day. Please indicate whether vendor can print up to 1,500 invoices and envelopes, insert each
invoice along with any additional bill inserts, and apply postage and mail all 1,500 invoices on the same
business day.
YES NO

Please state the latest time (Central Standard Time) that the invoice file can be sent electronically by City of
Duluth and still guarantee next day mailing of invoices.
Time: ____________________________________
THE CITY RESERVES THE RIGHT TO REQUEST AND CHECK REFERENCES PRIOR TO MAKING AN
AWARD DECISION. AT LEAST THREE REFERENCES ARE REQUIRED TO BE DEEMED A RESPONSIVE
BIDDER
NAME COMPANY PHONE NO. EMAIL

[ Account No. | Service Address | Billing Date | CowmfortSy. stems
00004 07/02/2026 =" Serving the City of Duluth
Be: [S ervice Period Meter Readings
05/28/2026 - 06/26/2026 10 HEAT GAS RESIDENTIAL HEATING Unit of
Meter No Read Dates Days Previous Current Rate Usage Measure
[Previous Balance ] 53467622 08/27/2026-06/26/2026 29 S812 5932 0.934 120 CCFG
$585.14 PGA ;
[Pe nalties Meter No Read Dates Days Previous Current Rate Usage Measure
53467622 08/27/2026-06/26/2026 29 5812 5932-0424 120 CCFG
$0.00 144-1 12 R2 WAT INFRA SURCHARGE
[Adjustments ] Meter No Read Dates Days Previous Current ~-=sRate~--Usage Measure
$0.00 8230134824 06/27/2026-06/26/2026 29 814 B42 5.660 28 CCFW
: 01 CLASS | SANITARY SEWER
[ Payments Received Meter No Read Dates Days Previous Current Rate Usage Measure
$585.14 CR___-Bz30734824 05/27/2026-06/28/2026 29 a4 842 7.650 28 CCFW
[Balance at Billing ] WAT INFR SURCH
$0.00 Meter No Read Dates Days Previous Current Rate Usage Measure
[Current Billing | 5230134824 06/27/2026-06/26/2026 29 814 842 0.918 28 CCFW
Charge Code Amount Charge Code Amount
SAFE WATERFEE..
ST LOUIS CO TAX...
WATER INFRASTRUCTURE SURCHAI
WATER FIXED CHG.
SEWER ... eee 214.20
WATER BILLS INCLUDE THE MN STATE MANDATED SAFE DRINKING WATER FEE OF $15.22
[Current Charges ]
$578.87
[Balance Due
$578.87
[Due Date | Amount Due l
07/23/2026 $578.87
[Account No. | Due Date | Amount Due | Amount Paid |
. 07/23/2026 $578.87
[Service Address ]
[ Mai ling Address _ IF MAILING PAYMENT PLEASE INCLUDE THIS STUB
000001_1000,
hO
EXHIBIT D - STATEMENT SAMPLE
123456789-001 1234 Main St
1234 Main St
Duluth, MN 55802
Joe Customer CITY OF DULUTH COMFORT SYSTEMS
1234 Main St = PO BOX 860643
Duluth, MN 55802-1234 MINNEAPOLIS, MN 55486-0643
VdadeadaabesM cals allacTacclbscclolaellabalallitll
4b1515260007 OO0005788? OO

EXHIBIT E - BILL BACKER SAMPLE
Phone Numbers
Natural Gas Emergencies, 24-hour response 218-730-4100
Water and Sewer Emergencies, 24-hour response 218-730-4000
Customer Service, Budget Billing, EasyPay, Rates 218-730-4050
Comfort Policy, Home Energy Loans 218-730-4050
Energy Audits 218-525-3078 or 218-336-1038
Pay by Phone 833-327-6285
Correspondence Mailing Address
Public Works & Utilities Department, 520 Garfield Ave, Duluth, MN 55802
Payment Mailing Address
Public Works & Utilities Department, P.O. Box 860643, Minneapolis, MN 55486-0643
Customer Copy
The upper portion of this statement is your copy and itemizes the details of your account since your last billing. Please
save for your records
Meter Reading Policy
Each gas and water meter shall be read monthly except when inclement weather or lack of access to the meter prevents
reading on the scheduled date. This may cause an estimated reading to be used on the bill.
Billing Payment Dropboxes
Garfield Service Center 520 Garfield Ave, Duluth, MN 55802
Finance Office Room 120City Hall (during regular business hours)
Explanation of Abbreviations on Statement
* An asterisk indicates a correction factor was applied to the metered usage on the bill.
interest Charge
Interest is charged at 1.33 percent per month (annual effective rate of 17.23 percent) on all charges or budget payments
billed and not paid prior to the date of your next bill.
Checks
make checks payable to "Duluth Public Utilities." A $30 fee will be charged on all dishonored checks.
Payments using Credit Card or Debit Card
Visit www.comfortsystemsduluth.com to pay your bill with a credit card or eCheck.
Charges and Payments
The due date shown is for current charges only. Previous balances are due upon receipt of this bill. Payments are
applied to the oldest balance first.
Assistance in Paying Your Billing
Contact AEOA at 623-3011, St. Louis County at 726-2101, or the Salvation Army at 722-7934 to determine eligibility for
assistance.
Reinstatement of Services Shut Off for Non payment
Services shut off for nonpayment will be restored the next business day following payment of all required charges and
fees.

EXHIBIT F - ENVELOPE SAMPLE