Forms Management Services (Printing and Mailing Services)

Agency: City of Davenport
State: Iowa
Level of Government: State & Local
  • R - Professional, Administrative and Management Support Services
  • S - Utilities and Training Services
Opps ID: NBD16313706597280901
Posted Date: Nov 15, 2019
Due Date: Nov 25, 2019
Solicitation No: 20-62
Source: Members Only
Bid Number Bid Title Bid Type Bid Issue Date Bid Close Date/Time
20-62 Addendum 1 Forms Management Services (Printing and Mailing Services) RFP The City of Davenport, Iowa 10/29/2019 11/25/2019 02:00:00 PM (CT)

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The City of Davenport, Iowa wishes to establish a partnership with a private contractor that will design,
print, and mail various invoice and envelope forms for the City as described herein. Proposals will be
accepted from qualified firms until November 25, 2019 @ 2:00 PM CT .
This solicitation is a Request for Proposals (RFP). Proposals will be reviewed by a Selection Committee
that will evaluate each proposal according to the listed selection criteria. Interviews may be requested with
one or more firms responding to the RFP. All costs incurred in preparing the proposal and any travel for
the interview are at the vendors expense. The City will not make reimbursements for those costs.
Award of this contract, if any, will be to the firm or firms deemed most qualified, in accordance with the
selection criteria, to perform the services outlined in this RFP and related services as needed. Pricing, while
an important factor, will be only one criterion used to evaluate the responses to the RFP.
The City may reject any proposal not in compliance with all prescribed public bidding procedures and may
reject any or all proposals. The City reserves the right to waive any requirement or condition of the RFP
upon finding that it is in the public’s best interest to do so. The City reserves the right to award to one
vendor, or to multiple vendors if most advantageous to the City.
Pricing shall be submitted under the “Line Items” tab of the electronic bid at
The City of Davenport is exempt from all sales taxes. Please refer to the attachment that is titled “Davenport
Envelopes Dimensions” file for a detailed expectation of document size and features of each of the line
Pricing submitted shall include all incidental costs, including design, setup, typesetting, printing, and
mailing. It is our intent to award the contract to a single vendor; however the City reserves the right to
award to multiple vendors if deemed in the City’s best interest to do so.
The contract shall be for three years, with two additional one-year extensions possible with satisfactory
performance. Prices quoted in bids shall remain in effect for the three-year pricing period and shall be
adjusted at the percentages given on the electronic Pricing Proposal Form under the “Line Items” tab per
each year. At the end of the three year term, the contractor will either be granted additional extensions and
pricing, negotiable, will be quoted for the remainder of the extension(s).
If at any time during the contract period the City determines that service is unsatisfactory, or if mutually
agreed upon pricing for subsequent years cannot be reached, the City reserves the right to cancel the
contract. The vendor will be notified of such action in writing and the cancellation will be effective
Sealed electronic proposals will be received at the City of Davenport’s eBidding site until November 25,
2019 @ 2:00 PM CT. Vendors must be registered on the eBidding site in order to submit a proposal. This
is a one-time no-fee registration. This doesn’t take long, but we encourage you to start early. Any
attachments that you make will be saved. The system will not accept late submissions.
Proposals received after the stated date and time will not be accepted by the eBidding system. Faxed,
mailed, or emailed proposals will not be accepted.
All questions regarding this request for proposals must be submitted in writing via email All inquiries must be received by 3:30 PM CT on November 12, 2019.
Questions received by the deadline will be posted with answers, in the form of an addendum, to the City’s
eBidding website in conjunction with the original proposal documents on or before November 15, 2019 @
3:00 PM CT.
Be advised that any conversation (in reference to this Bid/RFP) between bidders and any City
employee, City official or City Project Manager, outside of the Purchasing Division, during the
entire competitive bidding process is strictly prohibited. Such actions will result in removal of
the vendor from the bidder’s list and rejection of the vendor’s bid. The ONLY official position
of the City is that position which is stated in writing and issued by the Purchasing Division.
No other means of communication, whether written or oral, shall be construed as a formal or
official response statement.
Responses shall be prepared as follows, in this order and attached under the “Response Attachments” tab:
A. Title Page: Each Proposal shall begin with a Title Page. It should display the words: “RFP 20-
62 - PROPOSAL FOR FORMS MANAGEMENT SERVICES”. It should also have the name of
the company, and the name, title, business address and telephone number of the person authorized
to sign on behalf of the company.
B. Table of Contents: The Proposal should contain a Table of Contents identifying each of the
following sections and its page number.
C. Project Approach: Vendors shall indicate how the project will be accomplished; the process,
methodologies, and specific conditions necessary to complete each job.
D. Key Personnel: Include the names of persons who will perform each stage of the project – who
will design the forms; who will be responsible for printing the forms; who will mail the forms.
E. Indicate the proof process including the frequency, method and type of proofs to be provided to
the City.
F. Reference Statement: Vendor shall submit a listing of projects similar to this project. The
reference statement shall include a brief description of the work completed, location of the client,
and identify a principal contact including the name, title, address, and telephone number.
G. Schedule of Work: Vendor shall identify the proposed schedule of how they will accomplish the
work under this contract. Include a statement that the two day turnaround timeframe can be met,
or if not, what the proposed alternate schedule would be.
H. Mailing Procedures: Vendor shall identify its mailing procedures, stating how the various forms
will be processed for mailing and where the mail will be delivered for postal processing.
I. Samples of Similar Work: Vendor shall submit samples of similar forms designed and produced
for other clients. Samples shall have sufficient detail to provide the City with enough information
to properly evaluate prior work and to ensure its quality.
J. Cost: Vendor must submit pricing per thousand for each form listed in the “Line Items” tab of
the RFP package. The price for each form shall include all costs to design, print, and mail the
K. Sub-consultants: Include a list of any sub-consultants that would be used for any portion of this
work. Include firm name and address and contact person for each. If no sub-consultants would
be used, include a statement to this effect.
L. Vendor Owned Equipment: Include a list of all vendor equipment that will be used for this project.
This list shall include design equipment, printing equipment and mailing equipment.
Proposals will be evaluated on the following criteria:
Experience and Qualifications (Possible 20 points)
The ability to provide quality products and services as determined by qualifications and past work
completed for similar projects.
Resources (Possible 20 points)
Resources available to perform the requested services.
Pricing (Possible 20 points)
Proposed cost of services.
Scope of Work (Possible 15 points)
Vendor’s understanding of services to be provided under this contract.
Proposal Quality (Possible 10 points)
Overall responsiveness to the RFP and adherence to Proposal format outline.
Location (Possible 10 points)
Geographic location of firm with relation to Davenport.
References (Possible 5 points)
Past projects completed and information obtained from references.
The City of Davenport, Iowa is seeking proposals from qualified vendors to design, print, and mail forms
for the City as listed on the enclosed proposal pricing form. Samples of our current forms are provided in
attachments in the RFP package. The design of each form will be per the City’s specifications. The selected
vendor will be required to design the form at the beginning of the project, print, provide proofs and mail
these forms for the City of Davenport on a regular basis.
The following are the minimum requirements for this project. Vendors should address each point in the
1. Invoices shall be designed to the City’s specifications.
2. Invoices will include white, black and one color. The color will only be used on one side.
3. Vendor shall supply a secure FTP site that the City can transmit bill files to the vendor.
4. Vendor shall supply a secure FTP site that all invoices proofs will be so the City can download.
These files will be available for a minimum of 12-months on this site.
5. Invoices shall be produced with billing information supplied in xml format.
6. Vendor shall have the ability to complete calculations from the file with the results being printed
on the form.
7. Vendor shall have the ability to extract data from an excel spreadsheet as it relates to data in the
file and be able to calculate the correct amount to be invoiced, with this amount printing on the
8. Vendor shall have the ability to extract invoices from the main file based on the value of specific
field(s) so they are not mailed. Accounts pulled from main file will be included in a “pulled” proof
file saved on the ftp site.
9. Vendor print and mail invoices with the same name and mailing address in one envelope even
though the bills may appear in random order in the file.
10. Turnaround time for production shall be a maximum of two business days:
11. Vendor shall supply proofs at no extra charge to the City on a secure FTP site. Proofs shall be in
pdf format. Proofs shall be provided prior to mailing.
12. Vendor will need to generate images of invoices that are being pulled due to the fact they have
already been paid or invoices for customers who receive their bills electronically.
13. Vendor shall supply return envelopes with invoices and delinquent notices mailed.
14. All forms must be printed on recycled paper per City ordinance which includes in the recycling
15. Software used must comply with all United States Postal Office Regulations to ensure the lowest
postage rate.
16. Must be able to generate a scan line on the bottom of remittance stub using Check Digit Modulus
10 (Double-Add-Double) to be used by remittance scanner.
17. Slight wording changes to forms shall be allowed to be made without additional cost to the City.
18. The City and Vendor will establish a naming convention to ensure files are printed on the correct
The City of Davenport often receives Freedom of Information Act (FOIA) requests regarding how
taxpayers’ money is spent. The public asks for copies of proposals that are submitted for RFPs. Per
Iowa code, vendors have an opportunity to remove any proprietary information (trade secrets) prior to
their proposal being made public. Sometimes these requests come in months after the original RFP we
issued or due. We ask our vendors to attach a copy of their proposal with all proprietary information
removed. We call this your Public Copy. This is the copy we will make public, should we receive a
FOIA for this RFP.
This is the opportunity summary page. You are currently viewing an overview of this opportunity and a preview of the attached documentation. For more information, please visit the Publication URL Web page.


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