Loading...
HomeMy WebLinkAbout4689 Resolution - Infosend Inc Utility Bill Printing & Mailing Services PSA Resolution – Utility Bill Printing & Mailing Services – InfoSend Inc Agreement - 1 RESOLUTION NO. 4689 A RESOLUTION OF THE CITY OF PASCO, WASHINGTON, AUTHORIZING THE CITY MANAGER TO EXECUTE A PERSONAL SERVICES AGREEMENT WITH INFOSEND INC. FOR UTILITY BILL PRINTING & MAILING SERVICES. WHEREAS, the City of Pasco (City) issued a Request for Proposals (RFP) for Utility Billing Printing and Mailing Services to obtain qualified vendors capable of providing secure, efficient, and cost-effective services for printing and mailing monthly utility statements and delinquent notices; and WHEREAS, five proposals were received by the submission deadline, which were reviewed and evaluated by a selection committee based on established criteria, including experience, qualifications, data security, implementation approach, and cost; and WHEREAS, following a comprehensive evaluation and scoring process, the committee determined that InfoSend, Inc. provided the proposal that best met the City’s operational, technical, and long-term service needs; and WHEREAS, InfoSend’s proposal offered multiple production facilities across the United States providing redundancy and service reliability, extensive experience with Tyler Technologies’ New World system, and a large municipal client base demonstrating proven capability in sim ilar services; and WHEREAS, the City Council of the City of Pasco, Washington, has after due consideration, determined that it is in the best interest of the City of Pasco to enter into a Personal Services Agreement for Utility Bill Printing & Mailing Services with InfoSend, Inc. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PASCO, WASHINGTON: That the City Council of the City of Pasco approves the terms and conditions of the Personal Services Agreement between the City of Pasco and InfoSend, Inc. as attached hereto and incorporated herein as Exhibit A. Be It Further Resolved, that the City Manager of the City of Pasco, Washington, is hereby authorized, empowered, and directed to execute said Personal Services Agreement on behalf of the City of Pasco; and to make minor substantive changes as necessary to execute said Agreement. Be It Further Resolved, that this Resolution shall take effect immediately. Resolution – Utility Bill Printing & Mailing Services – InfoSend Inc Agreement - 2 PASSED by the City Council of the City of Pasco, Washington, on this 1st day of December, 2025. _____________________________ David Milne Mayor ATTEST: APPROVED AS TO FORM: _____________________________ ___________________________ Debra Barham, MMC Kerr Ferguson Law, PLLC City Clerk City Attorneys InfoSend Inc PSA Utility Bill Printing & Mailing Services Page 1 of 16 PERSONAL SERVICES AGREEMENT InfoSend, Inc. THIS AGREEMENT is made and entered into between the City of Pasco, a Washington Municipal Corporation, hereinafter referred to as “City”, and InfoSend, Inc., hereinafter referred to as “Contractor”, on _____________________________________. [date of execution] RECITALS WHEREAS, the City desires to have certain services and/or tasks performed as set forth below requiring specialized skills, training, equipment, and other supportive capabilities; and WHEREAS, the Contractor represents that it is qualified and possesses sufficient skills, experience, equipment, and necessary capabilities, including: technical and professional expertise, when required, to perform the services and/or tasks as set forth in this Agreement upon which the City is relying. NOW, THEREFORE, in consideration of the mutual covenants, and performances contained herein, the parties agree as follows: 1. Scope of Services. The Contractor shall perform such services and accomplish such tasks, including the furnishing of all labor, materials, facilities and equipment necessary for full performance thereof, as identified and designated as Contractor’s Responsibilities throughout this Agreement, and as more particularly described in Scope of Work detailed in Exhibit A, attached hereto and incorporated herein (the “Project”). 2. Term. This Agreement shall begin on the execution date listed above and shall remain effect for a period of three (3) years, with two, one-year optional renewals at the City’s discretion and upon yearly appropriations by Council. 3. Compensation and Payment. 3.1 Payment for services provided hereunder shall be made following the performance of such services. Such payment shall be full compensation for work performed or services rendered, and for all labor, materials, supplies, equipment, and incidentals necessary to complete the Project. 3.2 No payment shall be made for any services rendered by the Contractor except for services identified and set forth in this Agreement except as may be authorized by a written supplemental agreement approved by the City. InfoSend Inc PSA Utility Bill Printing & Mailing Services Page 2 of 16 3.3 The City shall pay the Contractor for work performed under this Agreement upon timely submitted invoices detailing work performed and expenses for which reimbursement is sought. The City shall approve all invoices before payment is issued. Payment shall occur within thirty (30) days of receipt and approval of an invoice. 3.4 The City shall pay the Contractor for all work performed and expenses incurred under this Agreement, as follows. ☒ Multiple Rate: Such rates as identified on Exhibit B , plus actual expenses incurred as provided under this Agreement, but not to exceed a total of $600,000 without the prior written authorization by the City. 3.5 Beginning on the second anniversary of the Effective Date, the Contractor may increase its Fees annually to reflect reasonable increases in its costs of providing the Services, including but not limited to materials, labor, or other operating expenses. The City will receive at least thirty (30) days’ prior written notice of any such adjustment. No formal amendment to this Agreement shall be required unless other terms or conditions are also modified. Postage rates are subject to change at any time in accordance with USPS regulations and do not require an amendment or prior notice. 3.6 If the Contractor experiences an extraordinary or unexpected increase in the market cost of paper or related materials that materially impacts production costs for Services, the Contractor may adjust paper, form, or envelope Fees upon thirty (30) days’ written notice to the City. Any such adjustment shall be limited to the amount reasonably necessary to offset the increased cost and shall not constitute an annual adjustment. 3.7 The Contractor’s pricing is based on the City’s representations of expected transactional volumes and frequencies. If actual, ongoing volumes or frequencies deviate by more than thirty percent (30%) from those representations, the Contractor may invalidate the Fees set forth herein. In such case, the Contractor will promptly notify the City and negotiate in good faith to establish revised Fees reflecting actual usage. If the Parties are unable to agree on updated pricing under any of the circumstances described above, either Party may terminate this Agreement without penalty upon 60 day written notice. 4. Reports and Inspections. 4.1 The Contractor at such times and in such forms as the City may require, shall furnish to the City such statements, records, studies, surveys, reports, data, and information as the City may request pertaining to matters covered by this Agreement. 4.2 The Contractor shall, at any time during normal business hours and as often as the City or the Washington State Auditor may reasonably deem necessary, upon reasonable prior written notice, make available for examination only those records InfoSend Inc PSA Utility Bill Printing & Mailing Services Page 3 of 16 and data that are directly related to Contractor’s performance of the Services under this Agreement and reasonably necessary to verify compliance with this Agreement. The Contractor shall permit the City, or its designated authorized representative, to audit and inspect such limited data solely for purposes of confirming Contractor’s obligations under this Agreement. The City shall receive a copy of all audit reports made by the agency or firm as to the Contractor’s activities to the extent such reports relate to the Services performed under this Agreement and are not legally prohibited from disclosure. The City may, at its discretion, conduct an audit at its expense, using its own or outside auditors, of the Contractor’s activities to the extent such activities relate directly to the Services performed under this Agreement. Contractor shall be provided a copy of such reports. Notwithstanding the foregoing, any audit or inspection shall (i) comply with Contractor’s/Consultant’s reasonable security, confidentiality, and data-privacy requirements; (ii) not unreasonably interfere with Contractor’s/Consultant’s operations; (iii) exclude access to information pertaining to other clients or Contractor’s/Consultant’s internal proprietary data; and (iv) be conducted in a manner that maintains the security and confidentiality of all records reviewed. 4.3 The Contractor, during the term of this Agreement, shall obtain all permits and registration documents necessary for the performance of its work and for the execution of services at its own expense, and shall maintain its validity. Upon request, the Contractor shall deliver to the City copies of these licenses, registration documents, and permits or proof of their issuance or renewal. 4.4 Contractor shall maintain books, records and documents, which sufficiently and properly reflect all direct and indirect costs related to the performance of this Agreement and shall maintain such accounting procedures and practices as may be necessary to assure proper accounting of all funds paid pursuant to this Agreement. These records shall be subject, at all reasonable times, to inspection, review, or audit as provided above. 4.5 The Contractor shall retain all books, records, documents or other material relevant to this Agreement for three (3) years after its expiration. Contractor agrees that the City, or its designee, shall have full access and right to examine any of said materials at all reasonable times during this period. 5. Ownership and Use of Documents. 5.1 All research, tests, surveys, preliminary data, information, drawings and documents made, collected, or prepared by the Contractor for performing the services subject to this Agreement, as well as any final product, collectively referred to as “work product,” shall be deemed as the exclusive property of the City, including copyright as secured thereon. Contractor may not use them except in connection with the performance of the services under this Agreement or with the prior written consent of the City. Any prior copyrighted materials owned by the Contractor and utilized in the performance of the services under this Agreement, or embedded in with the materials, products and services provided thereunder, shall remain the property of the Contractor subject to a license granted to the City InfoSend Inc PSA Utility Bill Printing & Mailing Services Page 4 of 16 for their continued use of the products and services provided under this Agreement. Any work product used by the Contractor in the performance of these services which it deems as “confidential,” “proprietary,” or a “trade secret” shall be conspicuously designated as such. 5.2 In the event of Contractor’s default, or if this Agreement is terminated prior to its completion, the work product of the [Contractor/Consultant], along with a summary of the services performed to date of default or termination, shall become the property of the City, and tender of the work product and summary shall be a prerequisite to final payment under this Agreement. The summary of services provided shall be prepared at no additional cost, if the Agreement is terminated through default by the Contractor. If the Agreement is terminated through convenience by the City, the City agrees to pay [Contractor/Consultant] for the preparation of the summary of services provided. 6. Public Records. 6.1 Contractor acknowledges that the City is an agency subject to Chapter 42.56 RCW “Public Records Act.” All preliminary drafts or notes prepared or gathered by the Contractor, and recommendations of the Contractor are exempt prior to the acceptance by the City or public citation by the City in connection with City action. 6.2 If the Contractor becomes a custodian of public records of the City and request for such records is received by the City, the Contractor shall respond to the request by the City for such records within five (5) business days by either providing the records, or by identifying in writing the additional time necessary to provide the records with a description of the reasons why additional time is needed. Such additional time shall not exceed twenty (20) business days unless extraordinary good cause is shown. 6.3 In the event the City receives a public records request for protected work product of the Contractor/Consultant within its possession, the City shall, prior to the release of any protected work product or as a result of a public records request or subpoena, provide Contractor/Consultant at least ten (10) business days prior written notice of the pending release and to reasonably cooperate with any legal action which may be initiated by the Contractor/Consultant to enjoin or otherwise prevent such release. 7. Independent Contractor Relationship. 7.1 The parties intend that an independent contractor relationship is created by this Agreement. The City is interested primarily in the results to be achieved; subject to the scope of services and the specific requirements of this Agreement, the implementation of services will lie solely with the discretion of the Contractor. No agent, employee, officer or representative of the Contractor shall be deemed to be an employee, agent, officer, or representative of the City for any purpose, and the employees of the Contractor are not entitled to any of the benefits or privileges the City provides for its employees. The Contractor will be solely and entirely responsible for its acts and for the acts of its agents, employees, officers, subcontractors or representatives during the performance of this Agreement. InfoSend Inc PSA Utility Bill Printing & Mailing Services Page 5 of 16 7.2 In the performance of the services provided in this Agreement, Contractor is an independent contractor with full authority to control and direct the performance of the details of the work, however, the results of the work contemplated herein must meet the approval of the City and shall be subject to the City’s general rights of inspection and review to secure the satisfactory completion thereof. 7.3 The Contractor shall comply with all applicable State and Federal laws including, but not limited to: 7.3.1 The definition requirements of RCW 50.04.140 (Employment Security). 7.3.2 RCW 51.08.195 (Industrial Insurance). 7.3.3 Obtain a City of Pasco business license. 7.4 The City may, at its sole discretion, require the Contractor to remove any employee, agent or servant from employment on this Project who, in the City’s sole discretion, may be detrimental to the City’s interest. 7.5 Contractor as an independent contractor and not an employee shall not be entitled to any employee benefits including but not limited to vacation time, sick leave, paid time off, or paid holidays. 8. Indemnification. 8.1 The Contractor shall defend, indemnify, and hold harmless the City, its officers, officials, employees, and volunteers harmless from any and all claims, injuries, damages, losses or suits including attorney fees, arising out of or resulting from the acts, errors or omissions of the Contractor in performance of this Agreement, except for injuries and damages caused by the sole negligence of the City. 8.2 However, should a court of competent jurisdiction determine that this Agreement is subject to RCW 4.24.115, then, in the event of liability for damages arising out of bodily injury to persons or damages to property caused by or resulting from the concurrent negligence of the Contractor, and the City, its officers, officials, employees, and volunteers, the Contractor’s liability, including the duty and cost to defend, hereunder shall be only to the extent of the Contractor’s negligence. It is further specifically and expressly understood that the indemnification provided herein constitutes the Contractor’s waiver of immunity under Industrial Insurance, Title 51 RCW, solely for purposes of this indemnification. This waiver has been mutually negotiated by the parties. The provisions of this section shall survive the expiration or termination of this Agreement. 8.3 No liability shall attach to the City by reason of entering into this Agreement except as expressly provided herein. 8.4 This indemnification shall include damages, penalties and attorney fees caused by Contractor’s delayed or failed performance of Section 6 above. InfoSend Inc PSA Utility Bill Printing & Mailing Services Page 6 of 16 9. Limitation of Liability Clause. Except for damages arising from a Party’s willful misconduct or gross negligence, Contractor’s total cumulative liability arising out of or relating to this Contract shall not exceed an amount equal to the total fees paid by the City to Contractor during the six (6) months immediately preceding the event giving rise to the claim. In no event shall Contractor be liable for any indirect, incidental, consequential, special, exemplary, or punitive damages, including without limitation loss of data, loss of revenue, loss of profits, or loss of goodwill, even if Contractor has been advised of the possibility of such damages. This limitation of liability applies to all claims, damages, liabilities, and indemnity obligations under this Contract. 10. Insurance. The Contractor shall procure and maintain for the duration of the Agreement, insurance against claims for injuries to persons or damage to property which may arise from or in connection with the performance of the work hereunder by the Contractor, its agents, representatives, employees, or subcontractors. The Contractor’s maintenance of insurance as required by the Agreement shall not be construed to limit the liability of the Contractor to the coverage provided by such insurance, or otherwise limit the City’s recourse to any remedy available at law or in equity. 10.1 Minimum Scope of Insurance. Contractor shall obtain insurance of the types and coverage described below: 10.1.1 Automobile Liability insurance covering all owned, non-owned, hired and leased vehicles. Coverage shall be at least as broad as Insurance Services Office (ISO) form CA 00 01. 10.1.2 Commercial General Liability insurance shall be at least as broad as ISO occurrence form CG 00 01 and shall cover liability arising from premises, operations, stop-gap independent contractors and personal injury and advertising injury. The City shall be named as an additional insured under the Contractor’s Commercial General Liability insurance policy with respect to the work performed for the City using an additional insured endorsement at least as broad as ISO endorsement form CG 20 26. 10.1.3 Workers’ Compensation coverage as required by the Industrial Insurance laws of the State of Washington. 10.1.4 Professional Liability insurance appropriate to the Contractor’s profession. 10.2 Minimum Amounts of Insurance. Contractor shall maintain the following insurance limits: 10.2.1 Automobile Liability insurance with a minimum combined single limit for bodily injury and property damage of $1,000,000 per accident. 10.2.2 Commercial General Liability insurance shall be written with limits no less than: ☒ $2,000,000 each occurrence; and ☒ $2,000,000 general aggregate; InfoSend Inc PSA Utility Bill Printing & Mailing Services Page 7 of 16 10.2.3 Professional Liability insurance shall be written with limits no less than: ☒ $2,000,000 per claim; and ☒ $2,000,000 policy aggregate limit; 10.3 Other Insurance Provision. The Contractor’s Automobile Liability and Commercial General Liability insurance policies are to contain or be endorsed to contain that they shall be primary insurance as respect the City. Any insurance, self-insurance, or self-insured pool coverage maintained by the City shall be excess of the Contractor’s insurance and shall not contribute with it. 9.3.1 The Contractor’s insurance shall be endorsed to state that coverage shall not be cancelled by either party, except after thirty (30) days prior written notice by certified mail, return receipt requested, has been given to the City, unless the exception of cancellation for non-payment which shall require ten (10) days prior written notice. 10.4 Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best rating of not less than A: VII. 10.5 Verification of Coverage. Contractor shall furnish the City with original certificates and a copy of the amendatory endorsements, including, but not necessarily limited to, the additional insured endorsement, evidencing the insurance requirements of the Agreement before commencement of the work. 10.6 Notice of Cancellation. The Contractor shall provide the City with written notice of any policy cancellation within two (2) business days of their receipt of such notice. 10.7 City Full Availability of Consultant Limits. If the Contractor maintains higher insurance limits than the minimums shown above, the City shall be insured for the full available limits of Commercial General and Excess or Umbrella liability maintained by the Contractor, irrespective of whether such limits maintained by the Contractor are greater than those required by this Agreement or whether any certificate of insurance furnished to the City evidences limits of liability lower than those maintained by the Contractor. 10.8 Failure to Maintain Insurance. Failure on the part of the Contractor to maintain the insurance as required shall constitute a material breach of contract, upon which the City may, after giving five (5) business days’ notice to the Contractor to correct the breach, immediately terminate the Agreement or, at its discretion, procure or renew such insurance and pay any and all premiums in connection therewith, with any sums so expended to be repaid to the City on demand, or at the sole discretion of the City, offset against funds due the Contractor from the City. 11. Nondiscrimination. In the performance of this Agreement, the Contractor will not discriminate against any employee or applicant for employment on the grounds of race, creed, color, national origin, sex, marital status, age or the presence of any sensory, mental or physical handicap; provided that the prohibition against discrimination in employment because of handicap shall not apply if the particular disability prevents the proper performance of the particular worker involved. The Contractor shall ensure that InfoSend Inc PSA Utility Bill Printing & Mailing Services Page 8 of 16 applicants are employed, and that employees are treated during employment in the performance of this Agreement without discrimination because of their race, creed, color, national origin, sex, marital status, age or the presence of any sensory, mental or physical handicap. The Contractor shall take such action with respect to this Agreement as may be required to ensure full compliance with local, State and Federal laws prohibiting discrimination in employment. 12. Covenant Against Contingent Fees. The Contractor warrants that it has not employed nor retained any company, firm, or person, other than a bona fide employee working exclusively for the Contractor, to solicit or secure this Agreement; and that it has not paid or agreed to pay any company, person or firm, other than a bona fide employee working exclusively for the Contractor, any fee, commission, percentage, brokerage fee, gift, or other consideration contingent upon or resulting from the award or making of this Agreement. For breach or violation of this warranty, the City shall have the right to terminate this Agreement. 13. Assignment and Subcontracting. 13.1 The City has awarded this Agreement to the Contractor due to its unique qualifications to perform these services. The Contractor shall not assign (or subcontract other than as specifically identified in Exhibit A) its performance under this Agreement or any portions of this Agreement without the prior written consent of the City, which consent must be sought at least thirty (30) days prior to the date of any proposed assignment. 13.2 Any work or services assigned or subcontracted hereunder shall be subject to each provision of this Agreement including Section 6, Public Records; Section 10, Nondiscrimination; proper bidding procedures where applicable; and all local, State and Federal statutes, ordinances, and guidelines. 13.3 Any technical or professional service subcontract not listed in this Agreement, must have prior written approval by the City. 14. Termination. 14.1 Termination for Convenience. Either party may terminate this Agreement for any reason upon giving the other party no less than sixty (60) business days written notice in advance of the effective date of such termination. 14.2 Termination for Cause. If the Contractor fails to perform in the manner called for in this Agreement, or if the Contractor fails to comply with any other provisions of this Agreement and fails to correct such noncompliance within five (5) business days of written notice thereof, the City may terminate this Agreement for cause. Termination shall be affected by serving a notice of termination on the Contractor setting forth the manner in which the Contractor is in default. The Contractor will only be paid for services and expenses complying with the terms of this Agreement, incurred prior to termination. InfoSend Inc PSA Utility Bill Printing & Mailing Services Page 9 of 16 15. General Provisions. 15.1 For the purpose of this Agreement, time is of the essence. 15.2 Notice. Notice provided for in this Agreement shall be sent by: 15.2.1 Personal service upon the Project Administrators; or 15.2.2 Certified mail to the physical address of the parties, or by electronic transmission to the e-mail addresses designated for the parties below. 15.3 The Project Administrator for the purpose of this Agreement shall be: 15.3.1 For the City: Precilla Jiménez , or his/her designee Utility Billing Manager 525 N 3rd Ave Pasco, WA, 99301 Jimenezp@pasco-wa.gov 15.3.2 For the Contractor: Josue Martinez, or his/her designee Project Administrator 4240 E La Palma Ave Anaheim, CA 92807 Josue.m@infosend.com 16. Dispute Resolution. 16.1 This Agreement has been and shall be construed as having been made and entered into and delivered within the State of Washington and it is agreed by each party hereto that this Agreement shall be governed by the laws of the State of Washington. 16.2 In the event of a dispute regarding the enforcement, breach, default, or interpretation of this Agreement, the Project Administrators, or their designees, shall first meet in a good faith effort to resolve such dispute. In the event the dispute cannot be resolved by agreement of the parties, said dispute shall be resolved by arbitration pursuant to RCW 7.04A, as amended, with both parties waiving the right of a jury trial upon trial de novo, with venue placed in Pasco, Franklin County, Washington. The substantially prevailing party shall be entitled to its reasonable attorney fees and costs as additional award and judgment against the other. 17. Nonwaiver. Waiver by the City of any provision of this Agreement or any time limitation provided for in this Agreement shall not constitute a waiver of any other similar event or other provision of this Agreement. 18. Force Majeure. Neither party shall be liable, or deemed in default, for any failure or delay in performing its obligations under this Agreement to the extent caused by circumstances beyond its reasonable control (“Force Majeure Event”). Force Majeure Events include, but are not limited to, natural disasters, acts of war or terrorism, civil unrest, labor strikes or shortages, material or utility interruptions (including InfoSend Inc PSA Utility Bill Printing & Mailing Services Page 10 of 16 telecommunications), regulatory actions or changes in law, pandemics, supply-chain disruptions that materially increase costs or limit availability of required materials, and acts or omissions of common carriers. A Force Majeure Event shall not excuse Client from paying any amounts that accrued prior to the Event. 19. Integration. This Agreement between the parties consists in its entirety of this document and any exhibits, schedules or attachments. Any modification of this Agreement or change order affecting this Agreement shall be in writing and signed by both parties. 20. Authorization. By signature below, each party warrants that they are authorized and empowered to execute this Agreement binding the City and the Contractor respectively. IN WITNESS WHEREOF, the parties have caused this Agreement to be executed on the date first written above. CITY OF PASCO, WASHINGTON INFOSEND, INC. Harold L. Stewart II, City Manager Russ Rezai, President ATTEST: APPROVED AS TO FORM: Debra C. Barham, City Clerk Kerr Ferguson Law, PLLC, City Attorney InfoSend Inc PSA Utility Bill Printing & Mailing Services Page 11 of 16 EXHIBIT A SCOPE OF SERVICES 1. The Vendor shall be responsible for the printing and mailing of Municipal Utility Billing department’s regular billing statements, past-due notices for water and other utility services for residents and businesses on a monthly basis. Additionally, the Vendor must be able to print and mail other reports as requested by the City. 2. Billing data files will be generated by the City and transmitted electronically to the Vendor several times throughout the month. The Vendor must be able to accept standard electronic file formats (e.g., .pdf, .txt, .pcl, .afp, .xml, or other mutually agreed formats) via secure transfer methods. The City will provide print-ready files. Prior to full production, the Vendor, by the request of the City, shall provide sample proofs for City review and approval. In providing this service, the following shall be applicable: the Vendor must assure the City of confidentiality in handling customer information. Discarded billing statements must be shredded in a crosscut or confetti manner and properly disposed of in a private dumpster or refuse receptacle. Under no circumstances shall customer data be discarded in an un-shredded condition or discarded in a public dumpster or refuse receptacle. 3. Vendor must be SSAE18 audited with either a SOC1 Type II or SOC2 Type II report. Vendor will provide details on the audit in response, including name of the auditor and most recent report date. Vendor must have a comprehensive Information Security policy and complete set of procedures. Vendor must provide details on policies and procedures in the response. 4. The Vendor must provide a means for secure data transmission to and from the City, and a method to confirm receipt of any or all data transmissions. Vendor must have the ability to accept daily bill files using a HTTPS upload or a standard FTP or SFTP transmission with PGP encryption support. City must be able to log into the Vendor’s server and transmit the files 24/7. 5. Vendor must be able to combine multiple data files that all contain data related to the same batch upload, and combine it to create a single mailing. Vendor must have prior experience with these types of implementations and live clients today who send more than one data file per batch of bills. 6. The Vendor must have the capability, staffing and resources necessary to print, fold, insert, sort and mail the bills generated each day by the following business day. InfoSend Inc PSA Utility Bill Printing & Mailing Services Page 12 of 16 7. The Vendor must employ electronic pre-sorting in order to attain postal discounts and provide for the mailing of City regular billing statements and past due notices, and special mailings at the lowest rate possible. Each statement is bar-coded prior to printing with each address CASS and PAVE certified to USPS requirements. Additionally, Delivery Point Validation (DPV) is incorporated into the process to validate that the provided address information is a physical address served by the Postal Service. Vendor must be able to optionally provide outbound USPS tracking data for individual mail pieces. Vendor must provide an interface in its online account management portal to facilitate searching for and viewing tracking data for individual mail pieces. The tracking data source must come from the USPS (IMb Tracing data). 8. The Vendor must at all times, maintain an adequate workforce and an adequate supply of paper, forms, envelopes, etc. to enable the execution of the work on this contract without delay due to lack of manpower, supplies or materials. Inability to perform the services required due to lack of manpower, supplies or materials may result in termination of the contract. 9. The Vendor must be capable of printing full-color duplexed statements, graphics, charts, and variable usage graphs in order to make the City statements eye-catching, easy to understand, informative and fully functional. 10. The Vendor must be able to procure and warehouse any and all materials that shall be used in the execution of this agreement. The City shall not be invoiced for nor pay any reimbursement cost for paper, forms, envelopes, or other supplies and materials used by the Vendor to provide the services required. 11. For mailing purposes, the Vendor must provide and make use of standard number ten (#10) window envelopes with interior tinting or printing for visual security. Additionally, the Vendor shall be able to enclose in each bill one (1) number nine (#9) envelope with interior security tinting or printing as a convenience to residents and businesses for the return of payments and up to five inserts. Multiple page statements are collated then folded and machine inserted into the window envelope. Inserts are very often selectable. The City indicates which statements are to receive selected inserts. Vendor must be able to perform intelligent/selective inserting based on customer type or other parameters provided in the data. Vendor must provide the ability to print inserts, newsletters or other notices to be included with regular mailings. 12. As a cost-savings measure the Vendor must have the ability to exclude the return envelope in the mailings to customers who usually pay via bank draft, online or in person, or upon request by the City. 13. The Vendor must have a disaster recovery plan, which includes backup power, offsite data centers, redundancy of equipment and a formal disaster recovery plan to process City documents if main facility becomes inoperable. Vendor must own and operate at least one disaster recovery facility that must be located in a geographically diverse location from the main production site. InfoSend Inc PSA Utility Bill Printing & Mailing Services Page 13 of 16 14. The vendor must offer a return mail service to assist with the handling of return mail. This service should include detailed reporting; which is available on demand through an online portal. 15. The Vendor must have the ability to mail multiple bills with the same mailing address in one package, incorporating the IMB (intelligent mail Barcode) and Full Service Submission. These services must be available through an online portal with twenty-four (24) hour and seven (7) day a week access. 16. The Vendor must have page level tracking in the production environment with a closed loop quality system. This system must identify suspect mail pieces and out sort any document that is not successfully scanned at insert. Any suspect documents should be automatically repaired and require no human intervention. A mail run data file should be employed to provide the job instructions to production equipment. 17. Statement form is produced using roll-fed full color (CMYK) inkjet printing, printing both variable and static information on white 20# paper. 18. The Vendor must have the ability to accommodate business rules for statements that need to be removed prior to mailing. Additionally, the Vendor must have the functionality for statement review and approval processed by City staff prior to print and mail. 19. Postage is billed after each cycle. The City is not required to prepay postage. 20. Utility statements should be available electronically though a secure Web based portal, allowing City customer service access, as well as optional electronic delivery of utility statements in lieu of a printed and mailed utility statement. Statements may be viewed, downloaded, saved, e-mailed and/or printed. Automated e-mail notification of statement availability should be included as well as an online 24-months statement history. 21. Statement archiving- On a billing cycle to cycle basis, the City’s utility statements can be archived to pdf for referenced by the Utility Billing of the Finance Department. Archived records should include the following: statements are imaged “as printed and mailed,” including corrections to address due to postal optimization processing, in order to represent statement received by the City’s utility customers. 22. Search indexes should include the following; Name, Account Number, Service Address and Billing Date. Compound and relational searches across indexes should be available as well as full text search capability across the entire database. Search retrieval speed should not exceed three seconds. 23. Customization and Programming as required. 24. Logical processing on data as required by the City. 25. Vendor must produce the mail in a location of the City that is able to achieve 1-3-day delivery from USPS. InfoSend Inc PSA Utility Bill Printing & Mailing Services Page 14 of 16 26. The Vendor must demonstrate the ability to interface with the City’s New World (Tyler Technologies) utility billing software, or other future systems as required. InfoSend Inc PSA Utility Bill Printing & Mailing Services Page 15 of 16 EXHIBIT B FEE STRUCTURE Se r v i c e s Printing & Mailing Service Utility Statements & Closing Utility Statements Setup Fee $0.00 WAIVED Data Processing/QC Mail Prep Fee $0.015 per document Printing Service Fee $0.050 per document Est Volume 19,000/month Include price for simpex printing of variable data on the front of the page in black ink. The static backer is currently printed in one color. Static form elements are also currently printed in color. Final/Delinquent Notices Setup Fee $0.00 WAIVED Data Processing/QC Mail Prep Fee $0.015 per document Printing Service Fee $0.050 per document Est Volume 300/month Include price for simpex printing of variable data on the front of the page in black ink. The static backer is currently printed in one color. Static form elements are also currently printed in color. Excess Pages Handwork Surcharge (per mail piece) $0.35 Postage (for all job types) Pass Through Ma t e r i a l s Forms All Bills: List all costs, which includes all materials needed to comply with Section 2 in the Scope of Work. Per Sheet $0.015 Standard Window Envelopes Standard Window Envelopes Per Standard Envelope #10 Standard Double $0.025 Window Outgoing #9 Standard Single $0.022 Window Return Envelope InfoSend Inc PSA Utility Bill Printing & Mailing Services Page 16 of 16 9x12 Large Flat Envelope Per Envelope $0.17 Op t i o n a l S e r v i c e F e a t u r e s Additional Services Electronic Address Updates - NCOALink or ACS Per Update $0.30 Drop-Shipped Inserts Per Insert $0.01 Online Printing Image Archiving Per PDF $0.02 Optional Color Variable Data Printing Per Page Black Plus up to 2 spot colors (currently used) $0.045 Full Color Variable Data Printing $0.50 Professional Services Per Hour $150.00 Please list the per hour cost associated with Professional Services.