City of Farmington Ionwave #27-169199 Addendum 1

Farmington FEUS Utility Statement Processing, Printing, and Mailing

The City of Farmington is seeking a provider to process and mail utility bills and notices for the Farmington Electric Utility System (FEUS). - Government buyer: City of Farmington, FEUS Customer Service, with the Purchasing Department managing the solicitation; Buyer Sharon L Tohtsoni is named in the bid invitation. - OEMs and named vendors/platforms: No product OEM is identified. Matrix Imaging Solutions is named as the incumbent. Other named organizations and platforms include Tri-City Record, TCR 4C Marketplace Online, Central Square, Invoice Cloud, and IonWave. - Requested print and mailing items: 500,000 three-color duplex utility statements; 60,000 two-color overflow pages; 1,100 blank utility statements; 188 blank disconnect notices; 60,000 two-color shut-off notices, with final notices printed on pink paper; 145 blank shut-off notices; 500,000 sheets of white 24-pound perforated paper; 500,000 white double-window #10 carrier envelopes; 60,000 preprinted white double-window #10 carrier envelopes; and 420,000 white single-window #9 remittance envelopes. - Services and volumes: Statement processing, printing, folding, inserting, and mailing; 500,000 additional inserts for folding and inserting; postage based on 500,000 units and 250 mailing days per year; and one setup/programming unit. The provider must generate bills for approximately 46,000 accounts monthly, including PDF bills for approximately 20,000 paperless customers for upload to the web platform. The RFP also estimates approximately 5,000 suppressed pages and 4,869 monthly disconnect notices. - Notable requirements: Same-business-day delivery of City mail to USPS; postal-rate optimization and pass-through of postage discounts; support for the City’s Central Square platform and Invoice Cloud; daily reporting; OCR and Code 128 Subset C barcodes; secure data handling, off-site backups, disaster recovery, and a test run before mailing. Shut-off notices are mailed separately from regular bills and disconnect notices, and may include additional inserts during the winter moratorium season. - Other named services in the attachments: A Tri-City Record public legal notice and a TCR 4C Marketplace Online Class Liner NonRecruitment listing are included in a separate quoted campaign attachment. - Contract structure: One-year initial term, renewable for up to nine additional one-year periods, subject to appropriation and nonrenewal provisions. Pricing is firm for the first year; later price adjustments require City approval.

Description

The City of Farmington is requesting proposals from qualified firms to provide utility statement processing, inserting and folding, printing, and mailing services for the Farmington Electric Utility System (FEUS) Customer Service. The solicitation includes utility statements, overflow pages, shut-off notices, inserts, envelopes, postage, and setup and programming fees. Proposals must be submitted through the City’s IonWave online bidding system. The response deadline is November 17, 2026, at 2:00 PM MT.

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