City of Chicago Clarifying Questions Template. Key Question Input No Input. Clarifying Questions

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1 ID Question RFP Name Does the vendor need to support Chicago EZ Pay Stations? 001 Software? Mailings? Point of Sale Payment Terminal? 002 How many on-line accounts do they have today? 182,492 registered accounts (cumulative during life of system). 003 What systems and software do they use today to host on-line accounts today? A custom software application is used to create and manage online accounts today. The application is built with Java, WebLogic and Oracle on Linux/Solaris platforms. 004 Do on-line accounts have to be accessible by mobile phones and I-pads? Yes, through a web browser. 005 If mobile phone access is required, are they expecting a downloadable application? No downloadable mobile application exists today. This capability may be desirable in the future, subject to a clear definition of functionality, usability, accessibility and security requirements. 006 Does the city charge on-line convenience fee for customers paying on-online with credit cards, debit card. If so, what is it? If the city absorbs the cost of credit cards, can the vendor bid on the ability to provide credit card processing as part of their RFP? If the vendor can take over credit card payments and eliminates the city costs associated with credit cards, can the vendor charge a convenience fee? What is the current number of residents who pay with credit cards on-line each month? A) Number that pay with a Visa per month? B) Number that pay with a Mastercard per month? C) Number that pay with Debit cards per month? D) What is total dollars paid with debit cards and credit cards in 2011? E) What is the total number of credit card transactions Can the vendor in 2011? bid on taking over payments over the phone? If so, can the vendor charge residents to pay over the phone? If not, can city be charged a fee per phone payment? Water and Sewer Billings and Other Printed Materials Water and Sewer Billings and Other Printed Materials 1.1, , What is the average bill for metered? $ (includes all residential, commercial, and industrial) - Frequency varies from monthly to bimonthly). ClarifyingQuestions RFP_102989_7_2_12_FINAL.xls Page 1 of 8

2 ID Question RFP Name What is the average bill for non-metered? 012 $ (includes all residential, commercial, industrial - Frequency is semi-annually). 013 What is the average bill for commercial businesses? $ (metered) $ (non-metered) - Frequency varies from monthly to bi-monthly). 014 What is the average bill for non-commercial business (residents)? $50.57 (metered) -Frequency bi-monthly. $ (non-metered) -Frequency semi-annually 015 What is the current number of residents who pay over the phone? In 2011: 71,423 payments were made via IVR Does the city prefer to be charged an annual fee for software, services, and hosting or can the vendor charge per on-line account? How are we getting reports of payments made at all various Chicago locations? Annual fee and time/material as applicable. Daily/Monthly/Yearly Balancing Reports. 018 Who is responsible for compiling all payments received to decide balances for next bill? CIS System will calculate payments and provide balances. 019 What kind of payment reports does the city need? 020 What kind of delinquency reports does the city need? 021 How do we get new move in and move outs of customers? Not needed. 022 Who is responsible for all customer questions on bills - incorrect meter reading, etc.? Water and Sewer Billings and Other Printed Materials Department of Finance Call Center. 023 How do we handle change of address? Water and Sewer Billings and Other Printed Materials Respondent should provide in proposal and utilize available USPO processes. ClarifyingQuestions RFP_102989_7_2_12_FINAL.xls Page 2 of 8

3 ID Question RFP Name indicates that there may be additional extracts requiring data to be pulled from the original input file. What is the required timeframe for data retention? Materials - Specification No Page 26, The City's vendor that supports Banner keeps data for two years. Typically, the City wouldn't request data be processed that the current vendor has had longer than two weeks Please confirm if the OME for the Water-related Notices should be priced as 1/0 or 4 color. Please confirm that the letterhead for the Water-related Notices is 1/0. Please confirm if inserts are constant or selective. Materials - Specification No Materials - Specification No Materials - Specification No Page 34, Current Printing Requirements, Part B Page 34, Current Printing Requirements, Part B Page 28, 1.3 Printing Services City expects to have option to change. City expects to have option to change. The mailing inserts are constant over a period of time, but they may be selective for some of the mailing types Do you have the ability to provide message tables for content management, or would you require an automated online solution? Will all job types be in the same data format? For the 70 notices that are required in the RFP: - Are the variable components (text, numbers, etc.) contained within the letters? - What format are the 70 notices currently provided? - Will the data for each of the 70 notices be provided in a single data file or up to 70 different data files? Materials - Specification No Materials - Specification No Materials - Specification No Please clarify the following statement: In the event that the Vendor pre-prints forms in anticipation of future orders which are never realized, then all such costs incurred for such unordered stock shall be incurred at the Vendor s risk and its own Materials - Specification No cost. Does the fact that data files are received daily and in the future for all Water Bill types and delinquent notices are future orders, mean that the City of Chicago is not responsible for any inventory other than what is needed to process each single daily file? Page 28, 1.3 Printing Services Page 31, Reporting Page 34, Current Printing Requirements, Part B Page 27, 1.3 The City does not understand the question. No. Bills, Reminder Letters and Form Letters all have different file layouts currently. All variable data necessary for mailing exists within the data file. Data files are sent in fixed length text format. In some cases data extracted for specific mailings may be sent format. There are multiple data files that will be sent to the vendor. There are not 70 different files sent. The City should have a reasonable expectation for inventory, which can be negotiated. ClarifyingQuestions RFP_102989_7_2_12_FINAL.xls Page 3 of 8

4 ID Question RFP Name 032 If the vendor is a supplier and has a current EDS Certificate in place with the City of Chicago, do we need to provide a new EDS Certificate for this? Materials - Specification No If you have already completed an EDS template and are bidding on a new contract or have been awarded a Page 15, IV, item 13. contract, you will need to fill out an EDS for a contract. For every contract with its own PO requires its own EDS. 033 Will the City provide a raw data file for each print job submitted? If not, what format will the City provide the data file. Exhibit Data Processing Services All variable data necessary for mailing exists within the data file. Data files are sent in fixed length text format. In some cases data extracted for specific mailings may be sent format. There are multiple data files that will be sent to the vendor. There are not 70 different files sent Does the City anticipate the vendor to provide one-time or recurring payment processing services in addition to print and electronic presentment? If payment processing is included in the scope of work, please provide transaction volumes for commercial, industrial, and residential customers Please provide the average transaction amount for each customer category. Please provide the breakdown of credit, debit, and electronic payments made online. Does the City anticipate charging a convenience fee to process payments? We partner with a MWE/MBE business to provide consumables that is not located in Illinois. Will the City require the MWE/MBE vendor be located in the City of Chicago or the State of Illinois? Must the MWE/MBE vendor be certified with the City of Chicago? MBE/WBE firms utilized in your MBE/WBE compliance plan must be currently certified by the City of Chicago. Please review Exhibit 5: Special Conditions Regarding Minority and Women Owned Business 4.2 Required Content of the Enterprise (M/WBE) Commitment in the RFP. Proposal Minority and Women Business Enterprises 040 Please confirm the City's anticipated historical bill storage length. 1.5 Web Hosting Services Customer Access to Customer Account The City's anticipated historical bill storage length is 2 years. 041 Please provide the list of questions and attendees from the Pre- Proposal Conference held on May 24th. 3.1 Communications Between the City of Chicago and Respondents B. Pre- Proposal Conference The list of Pre-Proposal Conference attendees are available on the City's website at ClarifyingQuestions RFP_102989_7_2_12_FINAL.xls Page 4 of 8

5 ID Question RFP Name Please detail the license(s) required to do business in the City 042 of Chicago and be in compliance with the City's RFP. 4.2 Required Content of the Proposal 3. Professional Qualifications and Specialized Experience of Respondent and Team Members Committed to this Project (iv) Business License/Authority to do Business in Illinois See 4.2, Number 3(iv) of the RFP Do any of the eight water bill types include more than 1 personalized statement sheet (sheet = one 8.5 x11 per fed paper) per outgoing envelope? If 001 is yes, please provide the average number of personalized statement sheets per envelope? Web Hosting, Printing & Mail Management Services for Water & Sewer Billing & Other Printed Materials Spec. No Not currently, but this may change Are there any water bills with more than 7 personalized statement sheets (sheet = one 8.5 x11 per fed paper) per outgoing envelope? Do any of the three delinquency notice types include more than 1 personalized sheet (sheet = one 8.5 x11 paper) per outgoing envelope? If 046 is yes, please provide the average number of personalized statement sheets per outgoing envelope? Not currently, but this may change. Yes. The City currently average 1 sheet, but reserve the right to increase the number. 048 Are there any of these notices with more than 7 statement sheets (8.5 x11 paper) per outgoing envelope? No Do any of the seventy water-related notice types include more than 1 personalized sheet (sheet = one 8.5 x11 paper) per outgoing envelope? If 008 is yes, please provide the average number of personalized statement sheets per outgoing envelope? Yes. ClarifyingQuestions RFP_102989_7_2_12_FINAL.xls Page 5 of 8

6 ID Question RFP Name Are there any of these notices with more than 7 statement 051 sheets (8.5 x11 paper) per outgoing envelope? No. 052 Will the supplier be able to place OMR marks, 2D, or other machine control barcodes on the personalized document? Yes, with City approval. 053 Page 37 describes 3 examples miscellaneous inserts that are inserted along with ware bills and/or delinquency notices. The City does not understand what is being asked. 054 What is the maximum number of miscellaneous inserts that are included with any one outgoing envelope? Historically the maximum number has been 3, however the City reserves ability to change. 055 What is the average number of miscellaneous inserts that are included with each outing envelope? The average of miscellaneous inserts included in each outgoing envelope is 1 or less, but may vary depending on a special project. 056 Is the Outgoing Envelope commonly used for all Water Bills, Delinquency Notices, and Water-Related Notices? No, there are currently 2 outgoing envelopes used, standard or meter save. However, the City reserves the right to change. 057 Is the Return Envelope common used for all Water Bills and Delinquency Notices? Yes. However, the City reserves the right to change on page 94 talks about the living wage required to be paid to Covered Employees. Can you define what are considered Covered Employees? How is your current vendor satisfying the MBE/WBE requirements (5 & 25%)? What MBE/WBE vendors are being used? The City's position is that the "Covered Employees" explanation is clear. If further explanation is required, it is advised that an attorney be consulted. Go to the following link to search for PO #18505 and PO #15795 to view pdf of the contract of current vendors and their listed MBE/WBE vendors: What are the dollars outsourced to these MBE/WBE vendors? The actual spend information is not available. 061 You are assuming that 30% of total dollars can be outsourced. What if this is not the case? Please review Regulations Governing Reduction To or Waiver of MBE/WBE Goals in Exhibit 5: Special Conditions Regarding Minority and Women Owned Business Enterprise (M/WBE) Commitment. 062 What is the current pricing for printing and mailing services? Current contract is available for viewing via City website. ClarifyingQuestions RFP_102989_7_2_12_FINAL.xls Page 6 of 8

7 ID Question RFP Name 063 I would like to request the separate e-folder with PDF's if such folder has color images. Exhibit #9 on the current PDF does not have color images. A PDF containing color images of Exhibit 9 (Current Forms Required For Water Bills and Letters) is included as apart of Addendum # Please specify the types of market data and trend reports you are requesting Market data and trend reports are not a critical aspect of this RFP. Any support a potential vendor can offer will be noted For pricing, please specify total number of "pre-printed" colors, front and back, and total number of variable colors front and back for each document. So far, the City has used 4 color. Vendor should provide a price quote based on the quantity. We would like to see envelope samples. Respondents should base their response on the detailed specifications given in the RFP per Exhibit 1- Scope of Services You request that inserts printed by the City be picked up by the vendor at no cost. What if the vendor is not local? Do you prefer local vendor? In the RFP, it is stated that the City will "sustain the printing and mailing operations." Is this RFP looking for the vendor to provide print and mail services or ONLY online viewing and payment? If print and mail is included, we only focus on online viewing and payment - can we bid for online only? Specification No : Web Hosting, Printing, and Mail Management Services for Water and Sewer Billings and Other Printed Materials Sec 1.1 Background and General Requirements, pages 1-2 The cost should be borne by the vendor. City wants both print and online options. ClarifyingQuestions RFP_102989_7_2_12_FINAL.xls Page 7 of 8

8 ID Question RFP Name 069 In reading the RFP, The City is seeking a traditional bill presentment and payment system to be implemented. doxo is the next generation model that spans across all household businesses and City departments (bills and non-bills), therefore going beyond the scope of this RFP That said, should we be answering this RFP or talking more broadly about the full scope of services and benefits for the City? Specification No : Web Hosting, Printing, and Mail Management Services for Water and Sewer Billings and Other Printed Materials Vendor should respond within the scope of the advertised RFP and present best business options to the City. For reference: (1) doxo allows consumers to connect with multiple businesses and government entities, including the City of Chicago nd all its departments, (2) nothing has to be built - The City would simply connect to doxo to make itself accessible to residents already connected to doxo, (3) the City only pays for residents/users that connect to the City via doxo, offering quick ROI, (4) doxo can be the primary paperless channel or a complimentary channel to leverage consumer preferences for interacting on the web. Sec 1.1 Background and General Requirements, pages Who is the current vendor for these services? The current vendors for these services are Workflow One PO #18505 and Mailtech, LTD d/b/a World Marketing Chicago PO # What is the anticipated timeframe for vendor selection and "go live" date? The effective start or "go-live" date of the contract will be determined once a contract is negotiated with selected vendor and executed by all parties. 072 What are the specification numbers on the previous 2 bids? Web Hosting Printing & Mailing 1.1 The specification numbers associated with the current services provider are Specification No A and Specification No ClarifyingQuestions RFP_102989_7_2_12_FINAL.xls Page 8 of 8