Utility Billing Statements-Process File, Print, Insert and Mail Services

The City of Beaverton (“City”) bills approximately 25,300 water, sewer and stormwater customers on a monthly basis. In addition to regular monthly bills for service, the City also sends out five types of past due statements throughout the month. The five types of past due statements are: past due water, past due sewer, shut offs, final reminders for closed accounts, past due owner letter (sent to the owner if the customer is a tenant). The City generates about 23 files monthly between billing and past due statements.

The City is seeking proposals from qualified consultants (vendors) for the processing, printing, inserting, and mailing of water, sewer, stormwater billing and past due statements. Our current billing software uses PDF as the file format for billing and past due statements. The consultant should be able to receive file data through electronic secure file protocol (sftp) in the format of PDF, .csv, .xlsx, .txt, and adapt to new technologies and formats as they emerge. The consultant will provide formatting, processing, printing in color, stuffing, sorting, labeling, and mailing for the previously mentioned correspondences. They should confirm receipt of file data; process and mail within 24 hours of receipt of files; reconcile the number of bills processed, the number of bills mailed by postal category/rate, and date mailed. Billing and past due statements should be mailed out in a double window security envelope #10 and include a return security envelope #9 along with any inserts when needed. Billing and past due statements should have the City of Beaverton logo on with our return address. In addition, the consultant should accept preprinted inserts; accept electronic inserts that the consultant will print in black and white or in color; and send proofs when there are changes to the format and layout of billing and past due statements.