**As of July 26, 2024, there will be a new RFP going out for this project. No definite date yet. Water & Sewer Mailhouse Question Deadline 08/28/2024 at 5:00 PM ET All RFP questions, requests for information or clarification regarding the RFP or RFP process from registered Offerors shall be emailed to the contact person listed Brandi Day:
Email Address: brandi.day@bcohio.gov The Butler County Board of County Commissioners, (County), located at 315 High
Street is seeking a Request for Proposal (RFP) for the solicitation of Printing and
Mailing of utility bills for its Water and Sewer Department (BCWS) for a three-year
period commencing on or about August 1, 2024, through July 31, 2027, with 2 oneyear renewal options exercisable at County's discretion unless otherwise terminated
as provided by this document. The successful proposer will be the proposer whose
solution is determined to be the most advantageous to the County's Water & Sewer
Department, affords the least risk, and provides the most functionality and
accessibility, and can integrate with current software.
SCOPE OF SERVICES
Butler County Water and Sewer Department (BCWS) is an enterprise agency
within the County. The Water and Sewer Department is responsible for
providing the highest quality water and sewer service ata reasonable cost to the
citizens. Thearea served by theDepartment ismostlylocatedin the southeast
corner of the County and generally includes the area that lies south of the City of
Middletown andeast of the City of Hamilton. The principal service area includes
all or portions of West Chester, Fairfield, Liberty and Lemon townships,
wastewater treatment for all of the City of Trentonand the CityofMonroe and
providing wholesale water to the southernportionof the Cityof Monroe. The
Department alsoservesa smallportionof theCityofFairfieldandSaintClair
Township in Butler County, and a small portion of the City of Sharonville,
Sycamore Township in Hamilton County. The total area servedis approximately
80-100 square miles. The department alsoprovides wastewater treatment for the
LebanonandWarrenCorrectionalInstitutions,anOhioDepartment of
Transportation maintenance garage and two retirement homes and a portion of
Turtle Creek Township, all of which are located in WarrenCounty.
BCWS has 42,640 water customer accounts and 48,179 sewer customer accounts
that are billed using Cogsdale CMS running on a Microsoft Dynamics platform.
The large majority of these accounts are billedmonthly. Mostcustomers have
botha water anda sewer account andarebilled together on the same invoice.
BCWS has 20 billing cycles, each cycle consisting of 3 routes. Meters are read
daily, and bills are produced and mailed 20 days per month. BCWS inserts past
due notices with bills (average of 11,000 disconnect letter inserts annually). High
usage and Final Bill notices are sent as a separate letter to customers (average of
5,600 high usage and average 2,300 final bills mailed annually). Currently BCWS
handles the County's parking billing consisting of approximately 2,000 invoices
annually. This service will be a part of the contract but may be eliminated prior to
the expiration of the agreement due to automation.
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