Request for Proposals
Utility Billing – Printing and Mailing Services

The Village of South Holland is seeking proposals from qualified vendors who are capable of providing monthly utility billing printing and mailing services associated with approximately 7,000 Village customer accounts. Beginning with the contract that results from this proposal, accounts will be billed on the last day of each month. The Village utility bills include charges relating to water, sewer, refuse, storm water and certain other fees.

The successful Vendor must have the capability to perform all services required to print and mail an estimated 7,000 routine utility bills and an estimated 1,500 late/shutoff notices each month. These services include, but are not limited to, printing, folding, sorting, inserting, sealing, validating, preparing, transporting, and mailing. Vendor will receive electronic data files from the Village and will process this data to generate printed Village utility bills and late/shutoff notices. It is the preference that all associated Services be performed by the Vendor “in-house” at the Vendor’s production facility. It is the Vendor’s responsibility to assure the services are performed completely and in a timely manner.

The Vendor must identify and use lowest cost postage alternative for each item mailed based upon size, weight, zip code and other pertinent considerations. The Vendor must deliver printed and sorted bills to the nearest US post office within the next business day after the data files are transmitted. The Vendor’s proposal must identify the anticipated time required for delivery to addresses with a 60473 zip code.

Vendors’ proposals must include unit costs for the estimated quantities of envelopes and paper stock indicated below. The Village will determine whether to procure these supplies from the Vendor or from an alternate source after its review of submitted proposals. The successful Vendor must be capable of adapting to either potential source of envelopes and paper stock.

Three (3) hard copies of your proposal must be received by 2:00 p.m. CST time on Monday, March 21, 2016 to the following address:

Pat Mahon
Deputy Village Administrator
Village of South Holland
16226 Wausau Avenue
South Holland, IL 60473

Proposals must be submitted in a sealed envelope marked “Utility Billing – Printing and Mailing Services Proposal” in the lower left hand corner. It is the sole responsibility of respondents to the Request for Proposal to deliver the proposal by the stated deadline. Each proposal must be submitted with all required documentation.

For a complete copy of the Village of South Holland Request for Proposal which includes proposal requirements, proposal submission, evaluation and selection criteria, anticipated project schedule, and other information/items please contact:

Pat Mahon
Deputy Village Administrator
Phone: 708-210-2904
Email: pmahon@southholland.org