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Home My WebLink AboutContract 48948 A p CITY SECRETARY CONTRACT NO. It 0 CONTRACT BY AND BETWEEN p� CITY OF FORT WORTH, TEXAS AND DATAPROSE, LLC THIS CONTRACT is made and entered into by and between DATAPROSE, LLC, a Texas Limited Liability Company, whose address is 1122 W. Bethel Rd., Suite 100, Coppell, TX 75019, hereinafter referred to as "Contractor," and the CITY OF FORT WORTH, TEXAS, a home-rule municipal corporation, hereinafter referred to as "City," to be effective upon approval of the Fort Worth City Council and subsequent execution of this Contract by the Fort Worth City Manager or his duly authorized designee. For and in consideration of the covenants and agreements contained herein, and for the mutual benefits to be obtained hereby, the parties agree as follows: I. SCOPE OF SERVICES Contractor shall provide all labor, supervision, materials, and equipment necessary for utility bill printing, mailing and offset printing services. These products and services shall be provided at the City's request in accordance with the Specifications for Utility Bill Printing, Mailing and Offset Printing Services, a copy of which is attached hereto and incorporated herein as Exhibit "A," and the Contractor's Bid in response thereto, a copy of which is attached hereto and incorporated herein for all purposes as Exhibit "B." The Contract consists of this written agreement and the following items which are attached hereto and incorporated herein by reference: (a) Solicitation for Utility Bill Printing and Mailing Services and Insert Printing Services (Exhibit "A"); (b) Contractor's Bid (Exhibit "B"); (c) Quote for Utility Bill Printing, Mailing and Offset Printing Services (Exhibit "C"); (d) Insurance Requirements (Exhibit "D"); and (e) Conflict of Interest Questionnaire (Exhibit "E"). These documents make up the Contract documents and what is called for by one shall be as binding as if called for by all. In the event of an inconsistency or conflict in any of the provisions of the Contract documents, the inconsistency or conflict shall be resolved by giving precedence first to this written agreement then to the contract documents in the order in which they are listed above. These documents shall be referred to collectively as "Contract Documents." II. TERM OF CONTRACT The initial term of this Contract shall be a period commencing on February 22, 2017, and ending on February 21, 2018. The parties may mutually agree to extend the term hereof by one (1) additional twelve (12) month periods, City shall give written notice to Contractor of City's request to extend the term hereof, such notice to be given not more than ninety (90) days prior to the expiration of the then current term. If the parties do not mutually agree to an extension prior to the expiration of the current term, the parties shall mutually agree on the effective date CONTRACT BETWEEN CFW AND DATAPROSE LLC PAGE 1 OF 7 of termination of this Contract, but in no event will the effective date of termination be later than six (6) months after the date of Contractor's rejection hereunder. III. WARRANTY Contractor warrants and covenants to City that all goods and services provided by Contractor, Contractor's subcontractors, and agents under the Agreement shall be free of defects and produced and performed in a skillful and workmanlike manner and shall comply with the specifications for said goods and services as set forth in this Agreement and the Bid Specifications attached hereto and incorporated herein as Exhibit "A." Contractor warrants that the goods and services provided to City under this Agreement shall be free from defects in material and workmanship, for a period of one (1) year commencing on the date that City issues final written acceptance of the project. IV. PAYMENT Payments hereunder shall be made to Contractor following City's acceptance of the work and within thirty (30) days of receiving Contractor's invoice for the products and services delivered. Contractor will bill City for services at the rates included in the attached Quote for Utility Bill Printing, Mailing and Offset Printing Services, a copy of which is attached hereto and incorporated herein for all purposes as Exhibit "C." Total annual compensation under this contract shall not exceed the sum of $1,401,931.00. However, this amount is not to be construed as a guarantee that the City will request this amount of services under this Contract. Contractor recognizes that this Contract shall commence upon the effective date herein and continue in full force and effect until termination in accordance with its provisions. Contractor and City herein recognize that the continuation of any contract after the close of any given fiscal year of the City of Fort Worth, which fiscal year ends on September 30th of each year, shall be subject to Fort Worth City Council approval. In the event that the Fort Worth City Council does not approve the appropriation of funds for this contract, the Contract shall terminate at the end of the fiscal year for which funds were appropriated and the parties shall have no further obligations hereunder. V. PROTECTION AGAINST ACCIDENT TO EMPLOYEES AND THE PUBLIC Contractor shall at all times exercise reasonable precautions for the safety of employees and others on or near the work and shall comply with all applicable provisions of Federal, State, and Municipal safety laws. The safety precautions actually taken and the adequacy thereof shall be the sole responsibility of the Contractor. Contractor shall indemnify City for any and all losses arising out of or related to a breach of this duty by Contractor pursuant to paragraph VII. INDEMNIFICATION and paragraph VIII. COMPLIANCE WITH APPLICABLE LAWS set forth herein. VI. LOSSES FROM NATURAL CAUSES Unless otherwise specified, all loss or damage to Contractor arising out of the nature of the work to be done, or from the action of the elements, or from any unforeseen circumstances CONTRACT BETWEEN CFW AND DATAPROSE LLC PAGE 2 OF 7 in the prosecution of the same, or from unusual obstructions or difficulties which may be encountered in the prosecution of the work, shall be sustained and borne by the Contractor at its own cost and expense. VII. INDEMNIFICATION CONTRACTOR AGREES TO DEFEND, INDEMNIFY AND HOLD THE CITY AND ITS RESPECTIVE OFFICERS, AGENTS AND EMPLOYEES, HARMLESS AGAINST ANY AND ALL CLAIMS, LAWSUITS, JUDGMENTS, FINES, PENALTIES, COSTS AND EXPENSES FOR PERSONAL INJURY (INCLUDING DEATH), PROPERTY DAMAGE, INTELLECTUAL PROPERTY INFRINGEMENT CLAIMS (INCLUDING PATENT, COPYRIGHT AND TRADEMARK INFRINGEMENT) OR OTHER HARM OR VIOLATIONS FOR WHICH RECOVERY OF DAMAGES, FINES, OR PENALTIES IS SOUGHT, SUFFERED BY ANY PERSON OR PERSONS THAT MAY ARISE OUT OF OR BE OCCASIONED BY CONTRACTOR'S BREACH OF ANY OF THE TERMS OR PROVISIONS OF THE CONTRACT, VIOLATIONS OF LAW, OR BY ANY NEGLIGENT, GROSSLY NEGLIGENT, INTENTIONAL, OR STRICTLY LIABLE ACT OR OMISSION OF THE CONTRACTOR, ITS OFFICERS, AGENTS, EMPLOYEES, INVITEES, SUBCONTRACTORS, OR SUB- SUBCONTRACTORS AND THEIR RESPECTIVE OFFICERS, AGENTS, OR REPRESENTATIVES, OR ANY OTHER PERSONS OR ENTITIES FOR WHICH THE CONTRACTOR IS LEGALLY RESPONSIBLE IN THE PERFORMANCE OF THE CONTRACT. THE INDEMNITY PROVIDED'FOR IN THIS PARAGRAPH SHALL NOT APPLY TO ANY LIABILITY RESULTING FROM THE SOLE NEGLIGENCE OF CITY, AND ITS OFFICERS, AGENTS, EMPLOYEES OR SEPARATE CONTRACTORS. CITY DOES NOT WAIVE ANY GOVERNMENTAL IMMUNITY OR OTHER DEFENSES AVAILABLE TO IT UNDER TEXAS OR FEDERAL LAW. THE PROVISIONS OF THIS PARAGRAPH ARE SOLELY FOR THE BENEFIT OF THE PARTIES HERETO AND ARE NOT INTENDED TO CREATE OR GRANT ANY RIGHTS, CONTRACTUAL OR OTHERWISE, TO ANY OTHER PERSON OR ENTITY. CONTRACTOR, AT ITS OWN EXPENSE, IS EXPRESSLY REQUIRED TO DEFEND CITY AGAINST ALL SUCH CLAIMS. CITY RESERVES THE RIGHT TO PROVIDE A PORTION OR ALL OF ITS OWN DEFENSE; HOWEVER, CITY IS UNDER NO OBLIGATION TO DO SO. ANY SUCH ACTION BY CITY IS NOT TO BE CONSTUED AS A WAIVER OF CONTRACTOR'S OBLIGATION TO DEFEND CITY OR AS A WAIVER OF CONTRACTOR'S OBLIGATION TO INDEMNIFY CITY PURSUANT TO THIS AGREEMENT. CONTRACTOR SHALL RETAIN DEFENSE COUNSEL WITHIN SEVEN (7) BUSINESS DAYS OF CITY'S WRITTEN NOTICE THAT CITY IS INVOKING ITS RIGHT TO INDEMNIFICATION UNDER THIS AGREEMENT. IF CONTRACTOR FAILS TO RETAIN COUNSEL WITHIN THE REQUIRED TIME PERIOD, CITY SHALL HAVE THE RIGHT TO RETAIN DEFENSE COUNSEL ON ITS OWN BEHALF AND CONTRACTOR SHALL BE LIABLE FOR ALL COSTS INCURRED BY CITY. IN ADDITION TO CONTRACTOR'S INTELLECTUAL PROPERTY INFRINGEMENT INDEMNIFICATION AND DEFENSE REQUIREMENTS HEREIN, IF AN INFRINGEMENT CLAIM OCCURS, OR IN CONTRACTOR'S OPINION IS LIKELY TO OCCUR, CONTRACTOR SHALL, AT ITS EXPENSE: (A) PROCURE FOR CITY THE RIGHT TO CONTINUE USING THE PRODUCT; (B) REPLACE OR MODIFY THE PRODUCT SO THAT IT BECOMES NON- INFRINGING WHILE PROVIDING FUNCTIONALLY EQUIVALENT PERFORMANCE; OR (C) ACCEPT THE RETURN OF THE PRODUCT AND GRANT CITY A REIMBURSEMENT FOR CONTRACT BETWEEN CFW AND DATAPROSE LLC PAGE 3 OF 7 THE PRODUCT. CONTRACTOR WILL PROCEED UNDER SUBSECTION (C) ABOVE ONLY IF SUBSECTIONS (A) AND (B) PROVE TO BE COMMERCIALLY UNREASONABLE. THE INTELLECTUAL PROPERTY INFRINGEMENT INDEMNIFICATION HEREIN APPLIES TO ALL PRODUCTS PROVIDED, SUPPLIED OR SOLD UNDER THIS AGREEMENT BY CONTRACTOR TO CITY WHETHER MANUFACTURED BY CONTRACTOR OR A THIRD PART. CONTRACTOR REPRESENTS THAT, TO THE BEST OF ITS KNOWLEDGE, CITY'S USE OF PRODUCTS THAT ARE PROVIDED, SUPPLIED, OR SOLD BY CONTRACTOR TO CITY AS PART OF THIS AGREEMENT DOES NOT CONSTITUTE AN INFRINGEMENT OF ANY INTELLECTUAL PROPERTY RIGHTS AND CITY HAS THE LEGAL RIGHT TO USE SAID PRODUCTS. CITY ENTERS INTO THIS AGREEMENT RELYING ON THIS REPRESENTATION. THE INDEMNIFICATION HEREIN SURVIVES THE TERMINATION OF THE CONTRACT AND/OR DISSOLUTION OF THIS AGREEMENT INCLUDING ANY INFRINGEMENT CURE PROVIDED BY THE CONTRACTOR. OTHER THAN CLAIMS FOR INTELLECTUAL PROPERTY INFRINGEMENT OR CONFIDENTIALITY, CONTRACTOR'S INDEMNIFICATION OBLIGATION SHALL NOT INCLUDE BREACH OF CONTRACT CLAIMS BROUGHT BY THE CITY. VIII. COMPLIANCE WITH APPLICABLE LAWS Contractor shall at all times observe and comply with all Federal, State and local laws, ordinances and regulations including all amendments and revisions thereto, which in any manner affect Contractor or the work, and SHALL INDEMNIFY AND SAVE HARMLESS CITY AGAINST ANY CLAIM RELATED TO OR ARISING FROM THE VIOLATION OF ANY SUCH LAWS, ORDINANCES AND REGULATIONS WHETHER BY CONTRACTOR, ITS EMPLOYEES, OFFICERS, AGENTS, SUBCONTRACTORS, OR REPRESENTATIVES. If Contractor observes that the work is at variance therewith, Contractor shall promptly notify City in writing. IX. VENUE The laws of the State of Texas shall govern the interpretation, validity, performance and enforcement of this Contract. The parties agree that this Contract is performable in Tarrant County, Texas, and that exclusive venue shall lie in Tarrant County, Texas or the United States District Court for the Northern District of Texas, Fort Worth Division. X. ASSIGNMENT The Contractor shall not sell, assign, transfer or convey this contract in whole, or part, without the prior written consent of the City. Notwithstanding the above, if the contractor sells, assigns, transfers or conveys this contract in whole, or part, without the City's consent, then the City may terminate this contract for convenience as described in the section entitled "Annual Contract Verbiage." CONTRACT BETWEEN CFW AND DATAPROSE LLC PAGE 4 OF 7 XI. INDEPENDENT CONTRACTOR Contractor covenants and agrees that Contractor is an independent contractor and not an officer, agent, servant or employee of City; that Contractor shall have exclusive control of and exclusive right to control the details of the work performed hereunder and all persons performing same, and shall be responsible for the acts and omissions of its officers, agents, employees, contractors, subcontractors and consultants; that the doctrine of respondeat superior shall not apply as between City and Contractor, its officers, agents, employees, contractors, subcontractors and consultants, and nothing herein shall be construed as creating a partnership or joint enterprise between City and Contractor. XII. INSURANCE AND CERTIFICATES OF INSURANCE Contractor shall procure and maintain for the duration of the contract insurance coverage as set forth in the Insurance Requirements marked Exhibit "D" attached hereto and incorporated herein by reference. Contractor shall provide a signed insurance certificate verifying that they have obtained the required insurance coverage prior to the effective date of this Contract. XIII. HINDRANCES AND DELAYS No claims shall be made by Contractor for damages resulting from hindrances or delays from any cause during the progress of any portion of the work embraced in this Contract. XIV. CONFLICT OF INTEREST QUESTIONNAIRE Contractor acknowledges and represents it is aware of all applicable laws, City Charter, and City Code of Conduct regarding prohibited interests and that the existence of a prohibited interest at any time will render the Contract voidable. Contractor has executed the Conflict of Interest Questionnaire, attached and incorporated herein as Exhibit"E." XV. SEVERABILITY The provisions of this Contract are severable. If any paragraph, section, subdivision, sentence, clause, or phrase of this Contract is for any reason held to be contrary to the law or contrary to any rule or regulation having the force and effect of the law, such decisions shall not affect the remaining portions of the Contract. However, upon the occurrence of such event, either party may terminate this Contract by giving the other party thirty (30) days written notice. XVI. TERMINATION City may, at its option, without cause, and without penalty or prejudice to any other remedy it may be entitled to at law, or in equity or otherwise under this Contract, terminate further work under this contract, in whole or in part by giving at least thirty (30) days prior written CONTRACT BETWEEN CFW AND DATAPROSE LLC PAGE 5 OF 7 notice thereof to Contractor with the understanding that all services being terminated shall cease upon the date such notice is received. XVII. ENTIRE AGREEMENT This Contract and its attachments embody the entire agreement between the parties and may only be modified in writing if executed by both parties. XVIII. CONTRACT INTERPRETATION Although this Contract is drafted by Fort Worth, should any part be in dispute, the parties agree that the Contract shall not be construed more favorably for either party. XIX. SUCCESSORS AND ASSIGNS This Contract shall be binding upon the parties hereto, their successors, heirs, personal representatives and assigns. XX. AUTHORITY TO SIGN The undersigned officers and/or agents of the parties hereto are the properly authorized officials and have the necessary authority to execute this Contract on behalf of the parties hereto. XXI. HEADINGS The headings of this Contract are for the convenience of reference only and shall not affect in any manner any of the terms and conditions hereof. XXII. EFFECTIVE DATE This Contract shall be effective on February 22, 2017, regardless of the date of execution. XXIII. NOTICE Notices required pursuant to the provisions of this Contract shall be conclusively determined to have been delivered when (1) hand-delivered to the other party, its agents, employees, servants or representatives, (2) delivered by facsimile with electronic confirmation of the transmission, or (3) received by the other party by United States Mail, registered, return receipt requested, addressed as follows: CONTRACT BETWEEN CFW AND DATAPROSE LLC PAGE 6 OF 7 To The City: To Contractor: City of Fort Worth DataProse, LLC Attn: Jay Chapa Attn: Curtis Nelson Assistant City Manager Chief Operations Officer 200 Texas Street 1122 W. Bethel Road Fort Worth TX 76102-6311 Coppell, TX 75019 Facsimile: (817) 392-6134 Facsimile: (972) 462-5428 With Copy to the City Attorney at the same address. IN WITNESS WHEREOF, the parties have executed this Contract by signing below. CITY OF FORT WORTH, TEXAS DATAPROSE, LLC. By: By: Jay apa Bill Murray Assistant City Manager Title: Date: 7 Date: Z - z APPROVED AS TO FORM AND LEGALITY Jessica Sangsvang ! ` Assistant City Attorney Form 1295: 2017-167839 ATTEST VOF By: .� � .' M 0 Kaser U City Secretary CONTRACT AUTHORIZATION: M&C: P-12001AS Date Approved: 2/21/17 Contract Compliance Manager: By signing, I acknowledge that I am the person responsible for the monitoring and administration of this contract, including ensuring all performance and reporting requirements. LIN�� - / Name: ►C.ufu�5 ��(' ��+ Q C , C(n ( eJ' Title: CONTRACT BETWEEN CFW AND DATAPROSE LLC PAGE 7 OF 7 City of Plano Bid 2016-0370-C Solicitation 2016-0370-C . . Utility Bill Printing and Mailing Services and Insert Printing Services Bid Designation: Public Affik p I a n o City 6 Excellence f, City of Plano 11!3/2016 8:47 AM P.1 City of Plano Bid 2016-0370-C Bid 01 ®0 Utility ill Prinfing and MailingServices Insert PrintingServices Bid Number 2016.0370-C Bid Title Utility Bill Printing and Mailing Services and Insert Printing Services Bid Start Date Sep 29,2016 4:39:46 PM CDT Bid End Date Oct 31,2016 3:00:00 PM CDT Question&Answer Oct 13,2016 12:00:00 PM CDT End Date Bid Contact Vemle Rambo Senior Buyer Purchasing 972941.7549 vernler@plano.gov Contract Duration 1 year Contract Renewal 4 annual renewals Prices Good for Not Applicable Pre-Bid Conference Oct 12,2016 2:00:00 PM CDT Attendance is optional Location:Building Inspection Training Room at Municipal Center,1520 K Avenue;Piano,TX 76074 Bid Comments The City of Plano Is soliciting proposals for printing and marling of utility HIS and inserts.This service Includes receiving and processing a data transfer daily,CASS certification,printing and folding of bills and Inserts,envelope Inserting,presorting,metering,and mailing. Pre-Proposal Meeting will be held at 2:00 PM Central Time on Wednesday,October 12,2016 In the Building Inspection Training Room at Municipal Center;1520 K Avenue;Plano,TX 75074 Questions Deadline: 12:00 Noon Central Time on Thursday,October 13,2016 All proposals must be delivered or mailed to the following locationi�r ar to 3:00 pm(CT)on Monday,October 31,2016. City of Plano—Purchasing Division 1620 Avenue K,Suite 370 Piano,TX 76074 Added on Oct 13,2016; Changed Prices Good For time frame to Not Applicable. Added on Oct 21,2016: Addendum No.1 has been uploaded. Addendum 01 Previous Price Duration 90 days New Price Duration Not Applicable Addendum 0 2 ffNewDocv:me:nts RFP 2016.370•C Addendum No—l.pdf Item Response Form I_-� r j s f, 11/3/2016 8:47 AM p.2 City of Plano Bid 2016-037D-C Item 2016.0370-C--01.01 -Start-Up Cost:Start-Up Cost Lot Description One time charges Incurred at contract start. Quantity 1 lump sura Unit Price F ..I Delivery Location City of Piano No Location Specified Qty 1 Description One time charge for startup costs. Provide a description of all items included in this charge in the Comments to Buyer or as an attachment to your offer, Item 2016.0370-C-02.01 -Bill Processing:Process/Print/Mall Lot Description Sill Processing Quantity 1015345 each Unit Price Fi Delivery Location City of Piano No LorAjign Specified N/A Plano TX 75086.0358 Qty 1015345 Description Cost for each bill to process data,create PDF,print,collate,fold,insert,seal,mail,and perform all other services speed, Item 2016.0370-C-03.01 -Insert Printing-Uncoated Paper:Small,IC,1-sided Lot Description Insert Printing-Uncoated Paper Quantity 82 thousand Unit Price F Delivery Location City of Piano No Location Specified NIA Piano TX 75086-0358 Qty 82 Description 8.5 x 3.5 Printed 82,000 per lot,110 on 60#uncoated offset,See specifications for details.Enter price per thousand. Item 2016.0370-C-03.02-Insert Printing-Uncoated Paper.Small,1C,2-sided Lot Description Insert Printing-Uncoated Paper Quantity 82 thousand Unit Prig F Delivery Location City of Plano No Location Specified N/A Plano TX 75086-0358 Qty 82 Description 8.5 x 3,5 Printed 82,000 per lot,1!1 on 60#uncoated offset.See specifications for details. Enter price per thousand. Item 2016.0370-C--03-03-Insert Printing-Uncoated Paper:Medium,IC,1Nal ed 11/3/20168:47 AM aE'` P.3 City of Plano Bid 2016-0370-C Lot Description insert Printing-Uncoated Paper Quantity 82 thousand Unit Price r 7s Delivery Location City of Plano No Location Specified NIA Piano TX 75086-0358 Qty 82 Description 8.5 x 5.5 Printed 82,000 per lot, 1/0 on 60#uncoated offset.See specifications for details.Enter price per thousand. Item 2016.0370-C-03.04•Insert Printing-Uncoated Paper:Medium,1C,2-sided Lot Description Insert Printing-Uncoated Paper Quantity 82 thousand Unit Price F Delivery Location City of Piano No Location Specified N/A Piano TX 75086-0358 Qty 82 Description 8.5 x 5.5 Printed 82,000 per lot,1/1 on 60#uncoated offset.See specifications for details.Enter price per thousand. Item 2016.0370-C-0305-Insert Printing-Uncoated Paper:Large,1C,1-sided Lot Description Insert Printing-Uncoated Paper Quantity 82 thousand Unit Price Delivery Location City of Plano No Lavation Specified NIA Plano TX 75086-0358 Qty 82 Description 8.5 x 11 Printed 62,000 per lot,110 on 60#uncoated offset.See specifications for details.Enter price per thousand. Item 2016.0370-C-03.06-Insert Printing-Uncoated Paper:Large,1C,2-sided Lot Description Insert Printing-Uncoated Paper Quantity 82 thousand Unit Price . Delivery Location CW of Plano No Location Specified NIA Piano TX 75086.0358 Qty 82 Description 8.5 x 11 Printed 82,000 per lot,1/1 on 60#uncoated offset See specifications for details.Enter price per thousand. Item 2016.0370•C-03.07-Insert Printing-Uncoated Paper:Small,2C,1-sided Lot Description Insert Printing-Uncoated Paper 111312016 8:47 AM 4 `�`'�� y _ .___ _ _ p.4 City of Piano Bid 2016-0370-C Quantity 82 thousand Unit Price Delivery Location City of Piano htQ,Location Sep clued N/A Plano TX 75086-0358 Qty 82 Description 8.5 x 3.5 Printed 82,000 per lot,2/0 on 601#uncoated offset.See specifications for details.Enter price per thousand. Item 2016-0370-C-03-08.-insert Printing-Uncoated Paper:Small,2C,2-sided Lot Description Insert Printing-Uncoated Paper Quantity 82 thousand Unit Price F Delivery Location City of Plano No Location Specified N/A Piano TX 75086-0358 Qty 82 Description 8.5 x 3.5 Printed 82,000 per lot,2/2 on 60#uncoated offset.See specifications for details.Enter price per thousand. (tem 2016.0370-C-03.09-Insert Printing-Uncoated Paper:Medium,2C,1-sided Lot Description Insert Printing-Uncoated Paper Quantity 82 thousand Unit Price Delivery Location City of Plano No Location Specified N/A Plano TX 75086-0358 Qty,82 Description 8.5 x 5.5 Printed 82,000 per tot,2/0 on 60#uncoated offset.See specifications for details.Enter price per thousand. Item 2016.0370-C-03.10-Insert Printing-Uncoated Paper.Medium,2C,2-sided Lot Description Insert Printing-Uncoated Paper Quantity 82 thousand Unit Price Delivery Location ,City of Piano No Lorafion Soed& NIA Piano TX 75086-0358 Qty 82 Description 8.5 x 5.5 Printed 82,000 per lot,2/2 on 60#uncoated offset.See specifications for details.Enter price per thousand. Item 2016.0370-C-03.11 -Insert Printing-Uncoated Paper:Large,2C,1-sided Lot Description Insert Printing-Uncoated Paper Quantity 82 thousand 11/3/2016 8:47 AM '��` ` ' P.5 City of Piano Bid 2016-0370-C Unit Price Delivery Location iCity of Plano NQ Location Specified N/A Plano TX 75086-0358 Qty 82 Description 8.5 x 19 Printed 82,000 per lot,2/0 on 60#uncoated offset.See specifications for details.Enter price per thousand. item 2016.0370-C-03.12-Insert Printing-Uncoated Paper:Large,2C,2-sided Lot Description Insert Printing-Uncoated Paper Quantity 82 thousand Unit Price _ Delivery Location City of Piano No Location Soeclfied NIA Plano 7X 75086.0358 Qty 82 Description 8.5 x 11 Printed 82,000 per lot,2/2 on 60#uncoated offset.See specifications for details.Enter price per thousand. Item 2016.0370•C-03.13-Insert Printing-Uncoated Paper.Small,4C,1-sided Lot Description Insert Printing-Uncoated Paper Quantity 164 thousand Unit Price Delivery Location .CRY of Piano No Location Specified NIA Plano TX 75086.0358 Qty 164 Description 8.5 x 3.5 Printed 82,000 per lot,4/0 on 60#uncoated offset.See specifications for details.Enter price per thousand. Rem 2016.0370-C-03.14-Insert Printing-Uncoated Paper:Small,4C,2-sided Lot Description Insert Printing-Uncoated Paper Quantity 410 thousand Unit Price Delivery Location City of Plano No Location Speclfied NIA Plano 7X 75086-0358 Qty 410 Description 8.5 x 3.5 Printed 82,000 per lot,4/4 on 60#uncoated offset See specifications for details.Enter price per thousand. Item 2016.0370-C-03-15-Insert Printing-Uncoated Paper:Medium,4C,1-sided Lot Description Insert Printing-Uncoated Paper Quantity 82 thousand Unit Price ( � r 11/312016 8:47 AM P' ' � w _.� _. p.e City of Plano Bid 2016-0370-C Delivery Location City of Piano No Location S® cified N/A Piano TX 75086-0358 Qty 82 Description 8.5 x 5.5 Printed 82,000 per lot,4/0 on 609 uncoated offset.See specifications for details. Enter price per thousand. Item 20160370-C-03-16-Insert Printing-Uncoated Paper.Medium,4C,2-sided Lot Description Insert Printing-Uncoated Paper Quantity 164 thousand Unit Price Delivery Location City of Plano No Location S13991fild N/A Plano TX 75086-0358 Qty 164 Description 8.5 x 5.5 Printed 82,000 per lot,4/4 on 60#uncoated offset.See specifications for details.Enter price per thousand. Item 2016-0370-C-03.17-Insert Printing-Uncoated Paper.Large,4C,1-sided Lot Description Insert Printing-Uncoated Paper Quantity 82 thousand Unit Price Delivery Location ,City of Plano No Location Specified NIA Plano TX 75085-0358 Qty 82 Description 8.5 x 11 Printed 82,000 per lot,4/0 on 60#uncoated offset.See specifications for details.Enter price per thousand. Item 2016-0370•C-03.18-Insert Printing-Uncoated Paper:Large,4C,2-sided Lot Description Insert Printing-Uncoated Paper Quantity 574 thousand Unit Price F Delivery Location City of Plano No Location Specified NIA Plano 7X 75086-0358 Qly 574 Description 8.5 x 11 Printed 82,000 per lot,4/4 on 60#uncoated offset See specifications for details.Enter price per thousand. Item 2016.0370-0-03.19-Insert Printing-Uncoated Paper:Mail Out Envelope,IC Lot Description Insert Printing-Uncoated Paper Quantity 328 thousand Unit Price Delivery Location City of Plano 11/3/2016 8:47 AM i �, w . " _ . _ �. p.7 City of Piano Bid 2016-0370-C Na Location Specified N/A Piano TX 75086.0358 Qty 328 Description Mail Out Envelope, I C Item 2016.0370-C-03-20-Insert Printing—Uncoated Paper.Mail Out Envelope,2C Lot Description Insert Printing—Uncoated Paper Quantity 328 thousand Unit Price Delivery Location City of Piano No Locafign Specified NIA Piano TX 75086-0358 Qty 328 Description Mail Out Envelope,2C Rem 2016-0370-C-03.21 -Insert Printing—Uncoated Paper.Mail Out Envelope,AIC Lot Description Insert Printing—Uncoated Paper Quantity 328 thousand Unit Price F- Delivery Location 'City of Plano No Location SMIfipd NIA Plano IX 75086-0358 Qty 328 Description Mail Out Envelope,4C Item 2016-0370-C-04-01 -Insert Printing—Coated Paper:Small,IC,1-sided Lot Description Insert Printing—Coated Paper-This lot Wit not be used In the cost evaluation. Quantity 82 thousand Unit Price Delivery Location City of Plano No Loggi2n Specified NIA Plano TX 75086-0358 Qty 82 Description 8.6 x 3.5 Printed 82,000 per lot,1/0 on 609 gloss coated text.See specifications for details.Enter price per thousand. Item 2016.0370-C-04-02-Insert Printing—Coated Paper Small,IC,2-sided Lot Description Insert Printing—Coated Paper-This lot will not be used In the cost evaluation. Quantity 82 thousand Unit Price Delivery Location City of Plano Locetion_Sni 1113/2016 8.47 AM K P.8 City of Plano Bid 2016-0370-C N/A Plano TX 75086.0358 ft82 Description 8.5 x 3.5 Printed 82,000 per lot,1/1 on 60#gloss coated text.See specifications for details.Enter price per thousand. hem 2016.0370-C-04.03-Insert Printing-Coated Paper:Medium,11C,1-sided Lot Description Insert Printing-Coated Paper-This tot will not be used in the cost evaluation. Quantity 82thousand Unit Price Delivery location City of Plano No Location S ecified N/A Plano TX 75086-0358 Qty 82 Description 8.5 x 5.5 Printed 82,000 per lot, 1/0 on 60#gloss coated text.See specifications for details.Enter pace per thousand. Item 2016.0370-C--04-04-Insert Printing-Coated Paper:Medium,1C,2-sided Lot Description Insert Printing--Coated Paper-This lot will not be used in the cost evaluation. Quantity 82 thousand Unit Price Delivery Location City of Plano No Lgggtloo Specified N/A Plano TX 75086-0358 Qty 82 Description 8.5 x 5.5 Printed 82,000 per lot,1/1 on 60#gloss coated text.See specifications for details.Enter price per thousand. Item 2016.0370-C-04.05-Insert Printing-Coated Paper:Large,1 C,1-sided Lot Description Insert Printing-Coated Paper-This lot will not be used in the cost evaluation. Quantity 82 thousand Unit Price F- Delivery Location City of Plano NQ Location Specified NIA Plano TX 75086.0358 Qty 82 Description 8.5 x 11 Printed 82,000 per lot, 1/0 on 60#gloss coated text.See specifications for details.Enter price per thousand. Item 2016.0370-C-04-06-Insert Printing-Coated Paper:Large,IC,2-sided Lot Description insert Printing-Coated Paper-This lot will not be used in the cost evaluation. Quantity 82 thousand Unit Price Delivery Location City of Plano No Location Spe ified N/A i 11/3/2016 8:47 AM . _ �. _ '. P.9 City of Piano Bid 2016-0370-C Plano TX 75086-0358 Qty 82 Description 8.5 x 11 Printed 82,000 per lot, 111 on 60#gloss coated text.See specifications for details.Enter price per thousand. Item 2016.0370-C-04.07-Insert Printing-Coated Paper:Small,2C,1-sided Lot Description Insert Printing-Coated Paper-This lot will not be used in the cost evaluation. Quantity 82 thousand Unit Price F � Delivery Location City of Plano Ala L catipn Specified NIA Plano TX 75086.0358 Qty 82 Description 8.5 x 3.5 Printed 82,000 per lot,2/0 on 60#gloss coated text.See specifications for details.Enter price per thousand. Item 2016.0370-C-04.08-Insert Printing-Coated Paper:Small,2C,2-sided Lot Description Insert Printing-Coated Paper-This lot will not be used In the cost evaluation. Quantity 82 thousand Unit Price F � � - Delivery Location 'City of Plano No Location Specified WA Plano TX 75086-0358 Qty 82 Description 8.5 x 3.5 Printed 82,000 per lot,2/2 on 60#gloss coated text.See specifications for details.Enter price per thousand. Nem 2016.0370-C-04-09-Insert Printing-Coated Paper:Medium,2C,1-sided Lot Description Insert Printing-Coated Paper-This lot will not be used in the cost evaluation. Quantity 82thousand Unit Price Delivery Location City of Plano No Location Specified NIA Plana TX 75086-0358 Qty 82 Description 8.5 x 5.5 Printed 82,000 per lot,2/0 on 60#gloss coated text.See specifications for details.Enter price per thousand. Item 2016.0370-C-04.10-Insert Printing-Coated Paper:Medium,2C,2-sided Lot Description Insert Printing-Coated Paper-This lot will not be used in the cost evaluation. Quantity 82 thousand Unit Price Delivery Location City of Plano No Location Specified NIA Piano TX 75086.0358 t ,t, 0 1113/2016 8,47 AM p.10 City of Piano Bid 2016-0370-C Qty 82 Description 8.5 x 5.5 Printed 82,000 per lot,2/2 on 60#gloss coated text.See specifications for details.Enter price per thousand. Item 2016.0370-C-04.11 -Insert Printing-Coated Paper:Large,2C,1-sided Lot Description Insert Printing-Coated Paper-This lot will not be used in the cost evaluation. Quantity 82 thousand Unit Price p 0.0 Delivery Location City of Piano N Locat'o� n Soeaed N/A Plano TX 75086-0358 Qty 82 Description 8.5 x 11 Printed 82,000 per lot,2/0 on 60#gloss coated text See specifications for details.Enter price per thousand. Item 2016.0370-C-04.12-Insert Printing-Coated Paper:Large,2C,2-sided Lot Description Insert Printing-Coated Paper-This lot will not be used In the cost evaluation. Quantity 82 thousand Unit Price Delivery Location City of Plana No Location Specified WA Plano TX 75086.0358 Qty 82 Description 8.5 x 11 Printed 82,000 per lot,2/2 on 60#gloss coated text.See specifications for details.Enter price per thousand. Item 2016.0370-C-04-13-Insert Printing-Coated Paper:Small,4C,1-sided Lot Description Insert Printing-Coated Paper-This lot wilt not be used in the cost evaluation. Quantity 82thousend Unit Price Delivery Location City of Plano No Locetion Specified WA Plano TX 75086.0358 Qty 82 Description 8.5 x 3.5 Printed 82,000 per lot,4/0 on 60#gloss coated text.See specifications for details.Enter price per thousand. Item 2016.0370-C-04-14•Insert Printing-Coated Paper:Small,4C,2-sided Lot Description Insert Printing-Coated Paper-This lot will not be used in the cost evaluation. Quantity 82 thousand Unit Price _ � Delivery Location City of Plano blQ LogW&a32p&W N/A Plano TX 75086-0358 Oty 82 . r t 11/312016 8:47 AM � p 11 City of Plano Bid 2016-0370-C Description 8.5 x 3.5 Printed 82,000 per lot,4/4 on 60#gloss coated text.See specifications for details.Enter price per thousand. Item 2016.0370-C-04.16-Insert Printing-Coated Paper:Medium,4C,1-sided Lot description Insert Printing-Coated Paper-This lot will not be used in the cost evaluation. Quantity 82 thousand Unit Price Delivery Location City of Plano No Location Specified N/A Piano TX 75086-0358 Qty 82 Description 8.5 x 5.5 Printed 82,000 per lot,4/0 on 60#gloss coated text.See specifications for details.Enter price per thousand. Item 2016.0370-C-04.16-Insert Printing-Coated Paper:Medium,4C,2•slded Lot Description Insert Printing-Coated Paper-This lot will not be used In the cost evaluation. Quantity 82 thousand Unit Price Delivery Location :City of Plano Ng Location Specified NIA Piano TX 75086-0358 Qty 82 Description 8.5 x 5.5 Printed 82,000 per tot,4/4 on 60#gloss coated text.See specifications for details.Enter price per thousand. Item 2016.0370-C-04-17•Insert Printing-Coated Paper:Large,4C,1-sided Lot Description Insert Printing-Coated Paper-This lot will not be used In the cost evaluation. Quantity 82 thousand Unit Price _.______. ' Delivery Location ;City of Plano No Location Specified N/A Plano TX 75086.0358 Qty 82 Description 8.5 x 11 Printed 82,000 per lot,4/0 on 60#gloss coated text See specifications for details.Enter price per thousand. Item 2016.0370-C-04-18•Insert Printing-Coated Paper:Large,4C,2-91ded Lot Description Insert Printing-Coated Paper-This lot will not be used In the cost evaluation. Quantity 82 thousand Unit Price F. Delivery Location City of Plano No Location Specified N/A Plano TX 75086-0358 Qty 82 EY Description �:�Y 11/312016 8:47 AM p.12 City of Plano Bid 2016-0370-C 8.5 x 11 Printed 82,000 per lot,414 on 60#gloss coated text.See specifications for details.Enter price per thousand. 1113/2016 8:47 AM _..._ m, p.13 City of Plano Bid 2016-0370-C Plano Ci4/ of-Excellence RFP ' 2016-0370-C oB Utility 111 Printing and MailingInsert Printing Services DOCUMENTS ARE DUETO THE PURCHASING DIVISION T : October 31., 2016s ( NO LATE PSL ILL BE ACCEPTED ***VENDOR ST SUBMIT ONE (I) ORIGINAL. HARDCOPY PROPOSAL. AND T'4�O l2) SOFTCOPIES ON ELE DIA. PRINTED HARDCOPY SECTIONS MUST BE TABBED AND LABELED WITH PAGES NUMBERED AT THE BOTTOM OF EACH PAGE. THE COST PROPOSAL IS NOT TO BE INCLUDED IN THE SOFTCOPIES, WHICH MUST OTHERWISE BE A DUPLICATE OF THE ORIGINAL HARDCOPY EXACTLY. IF THE REQUESTED NUMBER OF "SOFTCOPLES" MXAWLE. FLASHDRIVE, TRAVEL DRIVE, JUMP DRIVE, ETC.) IS NOT S ED WITH THE ORIGINAL, YOUR PROPOSAL MAY BE CONSIDERED AS "NON-RESPONSIVE TO SPECIFICATIONS" AND Y NOT BE CONSEDERED FOR FURTHER EVALUATION. Lime_ Critical Proposal Deliveries: The City of Plano, Texas cannot guarantee, due to Internal procedures, any proposals sent Priority Mail will be picked up and delivered by the closing date and time. It is recommended that critical proposal deliveries be made either In person or via an alternate delivery method. FOR ADDITIONAL INFORMATION CONCERNING THl PROPOSAL PLEASE CONTACT: Vernie Rambo, Sr. Buyer vemier@plano.aov . .F.f sF .rE l G 11/3/2016 8:47 AM �.�. a -_. _. p.14 City of Plano Bid 2016-0370-C RFP .: 2016-0370-C Utility Bill Printing and Mailing and Insert Printing Services Introduction The City of Plano is soliciting proposals for printing and mailing of utility bills and inserts. This service includes receiving and processing a data transfer daily, CASS certification, printing and folding of bills and Inserts, envelope inserting, presorting, metering, and mailing. inserts are printed directly from industry-standard electronic files (e.g.,Adobe Photoshop, Illustrator, InDesign, and PDF) on uncoated or coated paper and are mailed with utility bills. The City intends to award the contract to a single firm. The term of the contract will be for one year with four City-optional one-year renewals. Question Concerning Proposal To ensure that all prospective respondents have accurately and completely understood the requirements, questions must be submitted online through www.bldsync.com under the questions and answer section. There will be no questions accepted and/or answered via email or telephone. Pre-Proposal Meeting will be held at 2:00 PM Central Time on Wednesday, October 12, 2016 In the Building Inspection Training Room at Municipal Center; 1520 K Avenue; Piano, TX 75074 Questions Deadline: 12:00 Noon Central Time on Thursday, October 13, 2016 Pricing Submit proposed pricing as Instructed in the RFP Specification package. The cost proposal is not to be included in the softcoples which must otherwise be a 'duplicate of the original bardeopy. Delivery of Proposal Instructions Mark proposal package(s): "RFP No. 2016-0370-C, RFP Utility Bill Printing and Mailing and Insert Printing Services". All proposals must be delivered or mailed to the following location rp for to 3:00 pm(C7) on Monday, October 31, 2016. City of Plano— Purchasing Division 1520 Avenue K, Suite 370 Plano, TX 75074 Public Openina Proposals will be publicly opened In the Purchasing Division, Municipal Center, 1520 Avenue K, Municipal Center 3B Conference Room, Plano, TX 75074 at 3:00 pm (CT) on Monday, October 31, 2016. Only the names of the firms submitting proposals will be read aloud at the public opening. 11/3/2016 8:47 AM �� _ _n P.16 City of Piano Bid 2016-0370-C Plano City of&cellence October 21, 2016 Prospective Bidders Re: Addendum #1 RFP No.2016-0370-C Utility Bill Printing and Mailing and Insert Printing Services Addendum #1 is issued. The following items take precedence over the initial bid specifications and documents, where supplemented here. The original requirements not affected by this addendum shall remain in effect. Questions from BidSvnc Question 1 • As a Non Resident bidder, the bid requirements state that our bid must be less than any resident bidder. • Can you share your current contract pricing for each of these items? Answer 1 • This statement does not apply to this Request for Proposal process. • See Attachment A for contract pricing. Question 2 • Who is your current vendor and what is the length and value of the contract? Answer 2 • The current vendor is DP2 Billing solutions, LLC d/b/a DATAPROSE. The contract was 1 year with 3 renewal options at an annual value of$158,761.00. Question 3 • Are you happy with your current vendor? Answer 3 • Yes. Question 4 • What company is currently providing these services? Answer 4 • The current vendor is DP2 Billing solutions, LLC d/b/a DATAPROSE. Question 6 • How much is the City paying to print and mail a one page bill? ewer 5 ® See response to question#1. Page 1 of 9 0-5 41/312016 8:47 AM p.16 City of Plano Bid 2016-0370-C Question • Are you wanting payment processing also as an online service? AnswerlS • No. Question 7 • What is the window size & position on the 9 x 12 Booklet? nsw r 7 • The 9 X 12 envelope Is used with a cover sheet, therefore, offerors should propose window size and placement that will work with their cover sheet. Question 8 • What is the anticipated go-live date if a new vendor is selected? Answer 8 • February 2017. Question 9 • The RFP displays scans of a #10, an 8 5/8 and a 9 x12, but only pricing is requested for the #10, 1/0, 2/0 and 4cp/0 (although they all have a blue inside tint). The current form does not permit pricing additional envelopes? Please clarify. Answer • Per the descriptions in the Item Response Form, the cost of all envelopes is to be included in the price bid for bill processing. The pricing for the envelope listed under insert printing is an additional charge for printing an ad on the outside of the envelope. Question 10 • What does the Bill Processing quantity of 1,015,345 reflect? is It individual bills, standard packages or a combination or standard and bulk packages? Answerl0 This is an estimated annual quantity that reflects Individual bills that are mailed in a combination of standard and bulk packages. Less than 1% of the bills are mailed in bulk packages. Page 2 of 9 1113QOIO 8:47 AM �}_ ��=' �. _... �. � "�.n.`_h��_ � . p.17 City of Plano Bid 2016-0370-C Question 11 For the purpose of pricing Bill Processing: o Should pricing be for a standard package? Is there a place to price a bulk package? o What does an average standard package contain? o Should we price this for a single bill, or should househoiding be factored in? o Should Bill Processing include the addition of inserts? If so, what is the average number of inserts per package? Answer 11 Pricing should be for a standard package. No,there is not a place for bulk pricing. A bulk package decreases the number of#10 and 8 518 envelopes that are used. However, offers can propose a different pricing model. • See specification 10.3 for description of a standard package. • Pricing should be for a single bill. • As specified in the item response form, bill processing includes the cost for each bill to process data, create PDF, print, collate, fold, insert, seal, mail, and perform all other services sped#ed. We average two to three inserts per month. See specification 10.3. Printing of Inserts are to be priced separately per the Item Response Form. Question 12 • How many sheets are in a utility bill? If there is a range, what is the average sheet count? Answer 12 Normally one page. Question 13 • Does the City require NCOA or ACS? Answer 13 • We do not want NCOA. You can choose whether to offer ACS In your proposal. Question 14 • Is this work being done In-house today or out-sourced? Answer 14 • It is currently outsourced. Question 15 • If outsourced today, how many files do you send? For instance, do you send a file per statement template? Or one file which includes a statement template ID? Answer 15 • Per Specification Section 4, we currently send one data file which includes all of the statement information. Question 16 • Can the City provide sample files used today? Answer 16 • A sample data file will be provided to the intended awardee for testing and validation prior to award. Page 3 of 11/3/2016 8.47 AM p.18 City of Plano Bid 2016-0370-C Question 17 • Average number of statements that go over one page? ewer 17 • Year to date, there has been 1. Question 18 • For a-bill presentment®one or two sided? Answer18 • One sided. Question 1 • E-bili- is this broken out residential vs commercial? Answer 19 • No. Question 20 • Can the City provide physical copies of the inserts? Answer 20 • Yes, samples are available to be viewed in the Purchasing Department at 1520 K Avenue, Suite 370 In Plano, TX 75074. Question 21 • Is there a static backer on the statements?Can a sample be provided? Answer 21 • No, the back is blank. Question 22 • Is the City currently using or interested in targeted or intelligent inserts? Answer 22 • The City is not currently using these; however, you may choose whether to offer this in your added value proposal. Question 23 • Please confirm that electronic submission through BidSync is acceptable. The cover sheet references hard and soft copies while later in the response electronic submission is listed Answer 23 • Responses may be made through BidSync or by hard and softcopies. Question 24 • You list different quantities on the various inserts. Is this the estimated annual usage for each? Is the monthly quantity 82,000? Answer24 Yes, those quantities are based on recent annual usage for each insert size. 82,000 is the lot size for each insert (refer to the descriptions in the Item Response Form). There may be more than one insert in a given month. Page 4 of 9 i 11/3/2016 8:47 AM v _. LL M" P.19 City of Plano Bid 2016-0370-C Question 25 • Do we include the folding cost for the medium and large insert when providing the per thousand price? Answer 25 • As this is a proposal, give us your best pricing but it is preferred that the folding cost of the insert not be submitted as a separate item. Question 26 • is it requisite to use the "pistol" window envelope? This is a generic outgoing envelope. Will a generic double window envelope, serving the same purpose be acceptable? Answer 26 • These are the envelopes that we currently use, but offerors may propose alternatives. Question 27 • Can additional detail be provided about this statement in the scope? "Accept upgrades to current customer billing system" Answer 27 • The awarded vendor must have the ability to make changes in their system should there be a change in the City's billing system that would affect the bill printing. Question 28 • Will secure email be required or will an email with a link to an e-presentment system be preferred? Answer 28 • If you are referring to the PDF's, a link to an e-presentment system would be preferred. Question 29 • Is there printing on the back of the bills?Can a sample be provided? Answer 29 • There is no printing on the back of the bill. Question 30 • Please Indicate current contractor for the services in this RFP as well as annual contract value for FY2015 and for FY2016 Answer 30 • The current vendor Is DP2 Billing solutions, LLC d/b/a DATAPROSE. Question 31 ® What is the current pricing by item type for the services in this RFP? Answer 31 • See Response to#1. Question 32 • Will the vendor be allowed to electronically upload the RFP response and pricing for this initiative or does Piano require hardcopy responses? Answer 32 Responses may be made through BidSync or by hard and softcoples. .: A Page 5 of 9 11/3/2016 8:47 AM E' �. r �.� p.20 City of Piano Bid 2016-0370-C Question 33 • Please clarify custom messages/images on envelopes ("Custom message image — May be used on envelope..." RFP pg 52). Are custom images required on demand for envelopes? Or, would the contractor be given notification on any envelope artwork required to be able to provide the material offset? Answer 33 • Custom messages on the outside of the envelope follow the same leadtime given for a regular insert. Question 34 • Will the City of Plano accept a combination of Professional Liability (E&O) Insurance and Crime insurance instead of both Professional Liability(E&O) and a Fiduciary Bond if coverage and protection for your interests are identical? Answer34 • Professional Liability coverage will suffice. Question 35 • Who is the current vendor providing these services and at what cost breakdown is the City of Plano currently paying for these services? Answer 35 • The current vendor is DP2 Billing solutions, LLC d/b/a DATAPROSE. See response to 1. Question 36 • Should the pricing Include the emalling of a bill to customers who opt to receive an electronic copy of their bill? Answer 36 • No,we currently handle all of our own e-bllls. Question 37 • Are you looking for electronic presentment pricing to be Included In this bid? Answer 37 • No, however, offerors may submit pricing in the added value portion. Question 38 • Please elaborate more on what is being asked for In regards to General Services 3.13 - provide a web service or a type of API to allow for the extraction of statements. o Is this a request for the City of have access to an online portal to stop a bill from being printed and mailed? o is this for online presentment? Please clarify. Answer38 • No it is not used to stop a bill from being printed and mailed. • It is used for online presentment when retrieving statements by online users and for sending a-bills to our customers. Question 3 • Where is the pricing sheet located for this proposal? Answer 39 • The Item Response form located BidSync is the pricing sheet. Page 6 of 9 126 t 11/3/2016 8.47 AM - - p.21 City of Piano Bid 2016-0370-C Question 40 • Is there printing on the back of the bill? Answer 40 • There is no printing on the back of the bill. Question 41 e What is the overall annual quantity of bills mailed? Answer4l • See question and answer 10 above. Question 42 • How often does the City require a courier service? What is the require turnaround time for the courier service? Answer 42 • We have not had to utilize a courier in recent years. Provide information in your proposal about available turnaround time(s)as an added value service. Question 43 • Is the city open to using a double window envelope? Answer 43 • The envelopes listed are what we use currently, however, offerors may propose alternative envelopes. Question : Who are the samples to be sent to? Answer44 • Send Samples to the same address the responses are sent to in Purchasing at City of Piano; 1520 K Avenue, Suite 370; Plano, TX 75074. Question 44 Are 8.5 x 11 samples acceptable for bill samples? Answer • Yes. Question 46 • Would the City be open to reformatting the paystub? Answer 46 • It's not our preference but we would consider it to obtain best value. Question 47 • Is the current vendor using recycled envelopes? Answer 47 • No, but the envelopes have an SFI Certified Fiber Sourcing label. Page 7 of 9 11/3/2016 8:47 AM p.22 City of Piano Bid 2016-0370-C Questions from Pre-Pr MgSgLeetiM October 1 a 201 Question 1 • Should the bill processing pricing include the cost of envelopes? Answer 1 • Yes. Question 2 • In Item 3-20 In the Item Response Form, 2C and 4C, should the pricing of overprinting be Included in the price? Answer 2 • Yes. Question Can the windows be redesigned on the large envelope? Answer3 • Yes Question 4 • How does the statement get folded to fit the large envelope? Answer 4 + Currently a cover page is printed for the statement and the statement Is folded at the payment stub to assist in the folding of the statement to fit the envelope. Question 5 + The current vendor uses one type of#10 envelope they purchase in bulk. Can we use a different#10 envelope we purchase in bulk in our proposal? Answer 5 • Yes. Question 6 • How should we propose recycled materials, i.e. the more we use the higher the price? Answer 6 • This is an RFP and will be awarded based on all the evaluation criteria including price and services. The vendor should propose the best value for their solution. Question 7 • If you are to change vendors, what is the timeline for transition? Answer 7 • The new contract will need to be in place in February 2017. Question 6 What is the estimated number of 9X12 booklet envelopes used? Answer8 • Approximately 150,000 per month. Question 9 • The quantities are different for several of the items including inserts. Please clarify. Answer 9 + The different quantities were put in to show the estimated usage for different size inserts. Page 3 of 9 C 111=018 8:47 AM p.23 City of Piano Bid 201&0370-C Vendors who may have already submitted a response and feel this addendum may change their response may pick up their packet and return it prior to the due date and time. If you have any questions regarding this addendum, please contact the City of Plano Purchasing Division, (972) 941-755T ar:p gtgf: F A� Page 9 of 9 24 � ( M 11/3/2016 8:47 AM p.24 City of Plano Bid 2016-0370-C CITY OF PLANO INSTRUCTIONS I 1. Cf F P O GENE L TERMS AHD CCH®ITICHS PLY TC AHY PitCCURBMFfdT FPR®DUCTS OR SERVICES Y THE CI CFP C lCl „� 2. Big NOTIFICATION: City of Plano utilizes the following procedures for notification of bid opportunities: www.bidsync.com and the Dallas Morning(News:www,dallasnews.com. These are the only forms of notification authorized by the City. City of Plano shall not be responsible for receipt of notification and information from any source other than those listed. It shall be the bidder's responsibility to verify the validity of all bid information received by sources other than those listed. 3. REQUIRED INFORMATION: City of Plano (City) bid/proposal packets contain various sections requiring completion. The bid form section of the bid packet must be completed prior to the date and time set for bid opening and included with the bid packet or the bidder may be found non-responsive.Vendors may be required to complete and supply all information contained in the "supplemental information" portion of the packet at a date after bid opening. Failure to complete "supplemental Information" requirements in a timely manner, prior to council award, may be used by the City in determining a vendor's responsibility. 4. MINIMUM STANDARDS FOR RESPONSIBLE PROSPECTIVE BIDDERS: a prospective bidder must affirmatively demonstrate their responsibility.The City of Piano may request representation and other Information sufficient to determine bidder's ability to meet these minimum standards Including but not limited to: A. Have adequate financial resources,or the ability to obtain such resources as required; B. Be able to comply with the required or proposed delivery schedule; C. Have satisfactory record of performance; D. Have a satisfactory record of Integrity and ethics; E. Otherwise qualified and eligible to receive an award. 5. CORRESPONDENCE: the number of this bid packet must appear on all correspondence, or inquiries, pertaining to this quotation. 6. PREPARATION COST: the City will not be liable for any costs associated with the preparation, transmittal,or presentation of any bids or materials submitted in response to any bid,quotation,or proposal. 7. NOTICE OF PUBLIC DOCUMENTS: any and all materials initially or subsequently submitted as part of the bid process shall become the property of the City, and shall be treated as City documents subject to typical practice and applicable laws for public records. S. ADDENDA: any interpretations,corrections or changes to this bid packet will be made by addenda.Sole issuing authority shall be vested in the City of Plano purchasing division.Addenda will be sent to all who are known to have received a copy of this bid packet, if the addenda contain changes to the "specification" or "bid form", bidders shall acknowledge receipt of all addenda or they may be declared non-responsive. 9. REVISED BIDS: the bid that is submitted last will supersede any previous versions. 10. NONRESIDENT BIDDERS: Pursuant to Texas government code,chapter 2262,subchapter A. A bidder whose principal place of business, ultimate parent company or majority owner's principal place of business Is not in Texas, is considered a nonresident bidder.A nonresident bidder must underbid the lowest responsible resident bidder by an amount that is equal to, or less than, the amount by which a Texas resident would be required to underbid in the nonresident bidder's state. This provision does not apply to a contract Involving federal funds. 11. INSURANCE: the City requires vendor(s) to carry the minimum Insurance as required by state laws, and Insurance requirements outlined in the bid/proposal documents. 12. NO PROHIBr[ED INTERESTICOMPLIANCE WITH EQUAL RIGHTS ORDINANCE: Bidder acknowledges and represents that they are aware of the taws, City Charter,and City Code of Conduct regarding conflicts of interest.The City Charter states that"no officer or employee of the City shall have a financial Interest, direct or indirect, in any contract with the City, nor shall be financially Interested, directly or indirectly, in the sale to the City of any land, or rights or interest In any land, materials, supplies or service.....". Bidder agrees to comply with Section 2-11(F)of the City Code of Ordinances,which reads as follows: "It shall be unlawful for an employer to discriminate against any person on the basis of race, color,sex,religion, age,national origin, genetic information, sexual orientation, gender identity, disability status or United States military/veteran status by the following actions or inactions: Page 1 of 4 Revised 3/24/2016 - — _ - 11/3/20168:47 AM p.107 City of Plano Bid 20165-0370-C CITY OF PLANO INSTRUCTIONS BIDDING (a) for an employer to fail or refuse to hire,or to discharge,any person; (b) for an employer to discriminate against any person with respect to compensation,terms, conditions or privileges,of employment; (c) for an employer to limit,segregate or classify employees or applicants for employment in any that would deprive or tend to deprive a person of employment or employment opportunities,or that would otherwise adversely affect a person's status as an employee; (d) for an employment agency to fall or refuse to refer for employment,or to otherwise discriminate against,any person because of a protected employment characteristic; (e) for an employment agency to classify or refer for employment any person,on the basis of a protected employment characteristic; (f) for a labor organization to exclude or expel from its membership, or to otherwise discriminate against, any person because of a protected employment characteristic; (g) for a labor organization to fall or refuse to refer for employment any person because of a protected employment characteristic; (h) for a labor organization to limit, segregate or classify its members or applicants for membership, In any way that would deprive!or tend to deprive a person of employment or employment opportunities, or that would otherwise adversely affect a person's status as an employee or as an applicant for employment;or (1) for a labor organization to cause or attempt to cause an employer to discriminate against a person In violation of this subsection; (j) for an employer, a labor organization or a joint labor-management committee, to discriminate against any person because of a protected employment characteristic in the admission to,or employment in,any program established to provide apprenticeship or other training; (k) for an employer to print or publish,or cause to be printed or published, any notice or advertisement relating to employment by the employer that Indicates any preference, limitation, specification or discrimination, based on a protected employment characteristic, (1) for an employment agency to print or publish, or cause to be printed or published, any notice or advertisement relating to membership in or any classification or referral for employment by the employment agency that indicates any preference,limitation,specification or discrimination,based on a protected employment characteristic;or (m) for a joint labor-management committee to print or publish, or cause to be printed or published, any notice or advertisement relating to admission to, or employment In, any program established to provide apprenticeship or other training by the joint labor-management committee that indicates any preference, limitation, specification or discrimination,based on a protected employment characteristic." I am aware that my company, its directors, officers and employees must comply with Section 2-11(F) of the City Code of Ordinances unless an exclusion applies,as indicated below.Further, I understand that if Section 2-11(F)applies,I am entitled to apply to the City Manager for a waiver from signing this section of the affidavit based on a conflict with state or federal law. The contract will not be executed prior to the waiver issue being resolved. Raving made reasonable inquiry,I affirm that my company,Its directors,officers and employees agree to comply with Section 2-11(F);or my company Is excluded from this Ordinance because it is: 1)a religious organization;2)a political organization;3) an educational institution;4)a branch or division of the United States government or any of its departments or agencies;5)a branch or division of the State of Texas or any of Its departments,agencies or political subdivisions;6)a private club that is restricted to members of the club and guests and not open to the general public;7)not an"employer'under Section 2-11(F) because it has not had 15 or more employees for each working day In each of 20 or more calendar weeks In the current or preceding calendar year. 13. SILENCE OF SPECIFICATION: the apparent silence of these specifications as to any detail or to the apparent omission from it of a detailed description concerning any point, shall be regarded as meaning that only the best commercial practices are to prevail.All interpretations of these specifications shall be made on the basis of this statement. 14. SAMPLE4:. any catalog, brand names,or manufacturer's reference in this bid packet Is descriptive and not restrictive,and is used to indicate type and quality level desired for comparison purposes unless specifically excluded.Please quote as listed or give equal. If item offered is other than as indicated, bidder must state make, model,`and part number of product quoted. Equality will be determined by the City, per the specifications. Samples, if required,shall be furnished free of exPense to the City.Samples should not be enclosed with bid unless requested. 15. TESTING; testing may be performed at the request of the City or any participating entity, by an agent so designated,without expense to the City. 16. TAXES: the City of Plano is exempt from federal manufacturer's excise and state sales and use tax. Tax must not be Included In bid.Tax exemption certificates will be executed by the City and furnished upon request. Revised 3/24/2016 �.�.E �e �t -i � ,..��. A Page 2 of 4 11/3/2016 8,47 AM �. _ ..,a. . ,_ �. a n o p.108 City of Plano Bid 2016-0370-C CITY OF PLANO INSTRUCTIONS FOR BIDDING 17. PRI ING: bid price(s) quoted, must be held firm for ninety (90) days to allow for evaluation unless otherwise stated in this document. 18. ERROR:QUAHTML, bid price must be submitted on units of quantity specified, extended, and total shown, in the event of discrepancies in extensions,the unit prig shall govern. 19. WARRANTY/GUARD TEE LAWS AND REGULATIONS: By submittal of this bid, in addition to the guarantees and warranties provided by law,vendor expressly guarantees and warrants as follows: A. That the articles to be delivered hereunder will be In full conformity with the specifications or with the approved sample submitted,and agreed that this warranty shall survive acceptance of delivery and payment for the articles and that the vendor will bear the cost of inspecting and/or testing articles rejected. B. That the articles to be delivered hereunder will not infringe on any valid patent,trademark,trade name, or copyright, and that the vendor will,at vendor's own expense,defend any and all actions or suits charging such infringement and will save and hold harmless the City, Its officers, employees, agents, and representatives from any and all claims, losses,liabilities and suits arising there from. C. That the articles to be delivered hereunder will be manufactured, sold and/or installed in compliance with the provisions of all applicable federal,state and local laws and regulations. D. That nothing contained herein shall exclude or affect the operation of any implied warranties otherwise arising in favor of the City. 20. PACKAGING: unless otherwise indicated, items will be new, unused, and in first rate condition in containers suitable for damage-free shipment and storage. 21. F.O.B./DAMAGE: quotations shall be bid F.O.B. delivered, designated location, and shall include all delivery and packaging costs.The City of Plano assumes no liability for goods delivered in damaged or unacceptable condition.The successful bidder shall handle all claims with carriers, and in case of damaged goods, shall ship replacement goods immediately upon notification by the City of damage. 22. DELIVERY PROMISE-PENALTIES: quotations must show the number of calendar days required to place the materials In the possession of the City.Do not quote shipping dates.When delivery delay can be foreseen,the bidder shall give prior notice to the purchasing division,who shall have the right to extend the delivery date if reasons for delay appear acceptable.Default In promised delivery,without acceptable reasons,or failure to meet specifications,authorizes the purchasing division to purchase goods elsewhere,and change any increase In cost and handling to the defaulting bidder. 23. PAYMENT TERMS: payment terms are net 30 unless otherwise specified by the City in the bid/proposal packet. 24. ELECTRONIC BIDS: the City of Piano uses BidSync to distribute and receive bids and proposals. For cooperative bids and reverse auctions only,responding vendors agree to pay BidSync a transaction fee of one percent(1%)of the total awarded amount of all contracts for goods and/or services awarded to the vendor. Cooperative bids and reverse auctions will be clearly marked on the bid documents. To assure that all vendors are treated equally,the fee will be payable whether the bid/proposal Is submitted electronically or by paper means. Refer to www.bidsvnc.com for further information. 25. ELECTRONIC SIGNATURE-UNIFORM ELECTRONIC TRANSACTION ACT- the City adopts Vernon Texas'Statutes and Codes, Annotated Business and Commerce Cade Chapter 43. Uniform Electronic Transaction Act, allowing individuals, companies, and governmental entities to lawfully use and rely on electronic signatures. 26. PRESENTATION OF BIDS — PAPER SUBMISSION: complete bid packets must be presented to the Purchasing Division in sealed envelope unless otherwise Indicated. 27. ALTERING_BIDS-PAPER SUBMISSION: bid prices cannot be altered or amended after submission deadline.Any Inter-lineation alteration,or erasure made before opening time must be initialed by the signer of the bid,guaranteeing authenticity. 28. LATE BIDS—PAPER SUBMISSION: bid packets received in the purchasing division after submission deadline shall be returned unopened and will be considered void and unacceptable. The City of Piano Is not responsible for the lateness of mail carrier, weather conditions,etc. 29. WITHDRAWAL OF BIDS: bidder agrees that a bid price may not be withdrawn or canceled by the bidder for a period of ninety (90)days following the date designated for the receipt of bids without written approval of the City. 30. BID oPENING5z all bids submitted will be read at the City's regularly scheduled bid opening for the designated protect. However,the reading of a bid at bid opening should not be construed as a comment on the responsiveness of such bid or as Page 3 of 4 Revised 3/24/2016 ', 11/3/2016 8:47 AMt _ _ �' _ ..�e.w.e�_.. P.109 City of Plano Bid 201&0370-C CITY OF PLANO INSTRUCTIONS f 1 any indication that the City accepts such bid as responsive. The City will make a determination as to the responsiveness of bids submitted based upon compliance with all applicable laws, City of Plano purchasing guidelines,and project documents, including but not limited to the bid/proposal specifications and required submittal documents.The City will notify the successful bidder upon award of the contract and,according to state law all bids received will be available for inspection at that time. 31. BID SUMMARY SHEET: bid summary results will be made available forty-elght(48)hours after bid opening.Bidders desiring a copy of the bid summary sheet may view the results online forty-eight hours (48) hours after the bid opening at www.bidaync.com[Bid Sync website]. No results will be given over the telephone. 32. MINOR DEFECT: the City reserves the right to waive any minor defect,irregularity,or Informality in any bid.The City may also reject any or all bids without cause prior to award. 33. EVALUATION: bids/proposals will be evaluated as outlined in the bid/proposal document. 34. SPLIT AWARD: the City reserves the right to award a separate contract to separate vendors for each Item/group or to award one contract for the entire bid. The City reserves the right to take into consideration contract administration costs for multiple award contracts when determining low bid. 35. PROTESTS:all protests regarding the bid solicitation process must be submitted in writing to the Purchasing Manager within five (5)working days following the opening of bids.This includes all protests relating to advertising of bid notices, deadlines, bid opening, and all other related procedures under the local government code, as well as any protests relating to alleged Improprieties or ambiguities In the specifications.The limitation does not include protests relating to staff recommendations as to award of this bid. Protests relating to staff recommendations may be directed to the City council by contacting the City Secretary prior to council award.All staff recommendations will be made available for public review ninety-six(96)hours prior to consideration by the City council. Pa e 4 of 4 alt ;w�P g Revised 3/24/2016 11/3/2016 8:47 AM � �� " p.110 City of Piano Bid 2016-0370-C 1. HESE T SAP' C ANY PRCC RE PRC CT PLANO fC 2. ADDITIONAL TERMS:Notwithstanding acceptance by the City of the goods or services ordered hereby, no additional terms or conditions of vendor,whether contained within vendor's invoice or otherwise,shall be accepted by City,unless agreed upon in writing through a proposal process. 3. CONFLICTS: In the event the terms and conditions herein expressed conflict with the terms and conditions of any specifications issued by the City in conjunction with this purchase,the specifications shall supersede these terms and conditions to the extent of the conflict. 4. AUTHORIZATION:The City of Plano will not accept or pay for articles delivered or services performed without a specific written Purchase Order. 5. CONFORMITY OF GOODSISERVICES:All goods to be delivered or services to be performed shall conform in every respect to the specifications Issued by the City in conjunction with Its solicitation of bids or proposals. In the event no such specifications were issued,the goods or services shall conform to the proposal submitted by the vendor. 6. WARRANTYIGUARANTEE LAWS AND REGULATIONS:By acceptance of this order,In addition to the guarantees and warranties provided by law,contractor expressly guarantees and warrants as follows: A that the articles to be delivered hereunder will be in full conformity with the specifications or with the approved sample submitted,and agreed that this warranty shall survive acceptance of delivery and payment for the articles and that the contractor will bear the cost of inspecting and/or testing articles rejected. B. that the articles to be delivered hereunder will not infringe on any valid patent,trademark,trade name, or copyright, and that the contractor will,at contractor's own expense,defend any and all actions or suits charging such infringement and will save and hold harmless the City, Its officers,employees, agents,and representatives from any and all claims,tosses, liabilities and suits arising there from. C. that the articles to be delivered hereunder will be manufactured,sold and/or installed in compliance with the provisions of all applicable federal,state and local laws and regulations. D. that nothing contained herein shall exclude or affect the operation of any implied warranties otherwise arising in favor of the City. 7. IPR CING:Unit pricing shall be in strict conformity with the bid or proposal submitted by vendor,unless a price Increase is authorized by the City. 8. ERJQE ESCALATION:price escalations may be permitted by the City of Plano during the term of the contract.All requests for price escalation shall be in written form and shall demonstrate Industry-wide or regional Increases in the contractor's costs.Include documents supporting the price escalation,such as manufacturer's direct cost,postage rates,railroad commission rates,federal/state minimum wage laws, federallstate unemployment taxes, FICA,etc. Increases will apply only to the products(s)and/or service(s) affected by an Increase in raw material,labor,or another like cost factor.The City of Plano reserves the right to accept or reject any/all price escalations. S. PRICg REDUC71ON:if during the life of the contract,the contractor's net prices to other customers for the same product(s)and/or servios(s)are lower than the City of Plano's contracted prices,an equitable adjustment shall be made in the contract price. 10. JAXES:the City of Plano is exempt from federal manufacturer's excise and state sales and use tax.Tax exemption certificates will be executed by the City and furnished upon request. 11. PACKAGING:unless otherwise indicated, items will be new,unused, and in first rate condition in containers suitable for damage-free shipment and storage. 12. F.O.BJDAMAGE:all orders shall be F.O.B.delivered, designated location,and shall include all delivery and packaging costs.The City of Plano assumes no liability for goods delivered in damaged or unacceptable condition.The contractor shall handle all claims with carriers,and In case of damaged goods,shall ship replacement goods immediately upon notification by the City of damage. 11/3/2016 8:47 AM Z,- €€- p.112 City of Plano Bid 2016-0370-C 13. DE ERYTiMES:deliveries will be acceptable only during normal working hours at the designated location. 14. DELIVER ROMiSE-PENALTIES:default in promised delivery without acceptable reasons,or failure to meet specifications,authorizes the purchasing division to purchase goods/services elsewhere,and charge any increase in cost and handling to the defaulting contractor. 15. INSPEC]3QN,RE,E00N.AND EXCESS SHIPMENT:In addition to other rights provided by law,the City reserves the right(a)to inspect articles delivered and to return those which do not meet specifications or reasonable standards of quality,(b)to reject articles shipped contrary to instructions or in containers which do not meet recognized standards,and(c)to cancel the order if not filled within the time specified.The City may return rejected articles or excess shipment on this order,or may hold the articles subject to the vendor's order and at vendor's risk and expense,and may in either event charge the vendor with the cost of shipping,unpacking, inspecting,repacking,reshipping and other like expenses. 16, jf MICES:invoices must be submitted by the contractor to the City of Piano,Accounting Department,P.O.Box 860279,Plano,TX,75086-0279.The City Purchase Order number must appear on all invoices,delivery memoranda, bills of lading,packing and correspondence. 17. PAYMENT TERMS:payment terms are net 30 unless otherwise specified by the City. Upon receipt of a property executed invoice and verification of delivery from the consignee,payment will be processed for items or services delivered. 18. PATENT RIGHTS:the contractor agrees to Indemnify and hold the City harmless from any claim involving patent right infringement or copyrights on goods supplied. 19. FUN) :the contractor recognizes that any contract shall commence upon the effective date and continue in full force and effect until termination in accordance with its provisions.Contractor and City herein recognize that the continuation of any contract after the close of any given fiscal year of the City of Piano,which fiscal year ends on September 306 of each year,shall be subject to Plano City Council approval. In the event that the Plano City Council does not approve the appropriation of funds for the contract,the contract shall terminate at the end of the fiscal year for which funds were appropriated and the parties shall have no further obligations hereunder. 20. ASSIGNMENT:the contractor shall not sell,assign,transfer or convey this contract in whole,or part,without the prior written consent of the purchasing division. 21. AUDiT:the City of Plano reserves the right to audit the records and performance of contractor during the contract and for three years thereafter. 22. INSURANCE:the City requires contractor to cavy the minimum Insurance as required by state laws and insurance requirements outlined in the bid/proposal documents. 23. CHANGE ORDERS:no oral statement of any person shall modify or otherwise change, or affect the terms, conditions or specifications stated In this contract.All change orders to the contract will be made In writing by the City of Plano. 24, INDEMNI CFi ATION:contractor agrees to defend,indemnify and hold the City and its respective officers, agents and employees,harmless against any and all claims,lawsuits,judgments,fines,penalties,costs and expenses for personal injury(including death),property damage,Intellectual property infringement claims(including patent,copyright and trademark Infringement)or other harm or violations for which recovery of damages,fines,or penalties Is sought,suffered by any person or persons that may arise out of or be occasioned by contractor's breach of any of the terms or provisions of the contract,violations of law,or by any negligent,grossly negligent,Intentional,or strictly liable act or omission of the contractor, Its officers,agents,employees,Invitees,subcontractors,or sub•subcontractors and their respective officers,agents,or representatives,or any other persons or entities for which the contractor Is legally responsible In the performance of the contract.The indemnity provided for in this paragraph shall not apply to any liability resulting from the sole negli9ence of City,and its officers,agents,employees or separate contractors.City does not waive any governmental immunity or other defenses available to it under Texas or federal law.The provisions of this paragraph are solely for the benefit of the parties hereto and are not intended to create or grant any rights,contractual or otherwise,to any other person or entity. Contractor,at its own expense,is expressly required to defend City against all such claims.City reserves 1113/2016 8:47 AM p.113 6 x City of Plano Bid 2096-0370-C the right to provide a portion or all of its own defense; however,City is under no obligation to do so.Any such action by City is not to be construed as a waiver of contractor's obligation to defend City or as a waiver of contractor's obitgation to Indemnify City pursuant to this agreement.Contractor shall retain defense counsel within seven(7)business days of City's written notice that City is Invoking its right to indemnification under this agreement.if contractor falls to retain counsel within the required time period, City shall have the right to retain defense counsel on its own behalf and contractor shall be liable for all costs incurred by City. In addition to contractor's intellectual property infringement indemnification and defense requirements herein,If an Infringement claim occurs,or In contractor's opinion is likely to occur,contractor shall,at Its expense:(a)procure for city the right to continue using the product;(b)replace or modify the product so that it becomes non-infringing white providing functionally equivalent performance;or(c)accept the return of the product and grant city a reimbursement for the product-Contractor will proceed under subsection(c)above only if subsections(a)and(b)prove to be commercially unreasonable. The Intellectual property Infringement indemnification herein applies to all products provided,supplied or sold under this agreement by contractor to City whether manufactured by contractor or a third party. Contractor represents that,to the best of ite knowledge,City's use of products that are provided supplied,or sold by contractor to City as part of this agreement does not constitute an infringement of any intellectual property rights and City has the legal right to use said products. City enters into this agreement relying on this representation. The Indemnification herein survives the termination of the contract and/or dissolution of this agreement Including any infringement cure provided by the contractor. 25. (NATION:the City may,at its option,with or without cause,and without penalty or prejudice to any other remedy It may be entitled to at law,or in equity or otherwise under this Contract,terminate further work under this contract,in whole or in part by giving at least thirty(30)days prior written notice thereof to Contractor with the understanding that all services being terminated shall cease upon the date such notice is received unless otherwise Indicated in writing by the City. 26. TERMINAEON_FOR DEFAULT:the City of Piano reserves the right to enforce the performance of the contract in any manner prescribed by law or deemed to be in the best interest of the City In the event of breach or default of the contract.The City reserves the right to terminate the contract immediately in the event the contractor fails to 1)meet delivery schedules or,2)otherwise perform in accordance with these specifications.Breach of contract or default authorizes the City to award contract to another contractor, purchase elsewhere and charge the full increase In cost and handling to the defaulting contractor. 27. SEMEDIM:the contractor and the City of Plano agree that each party has rights,duties,and remedies available as stated in the uniform commercial code and any other available remedy,whether in law or equity. 28. MUE:this agreement will be governed and constructed according to the laws of the state of Texas.This agreement is performable in Collin/Denton County,Texas. Exclusive venue shall be in Collin County, Texas. 28. NO PROHIBITi NTERE3TICO,MPWANCE WITH EQUAL RiGHTS ORDINANCE: contractor acknowledges and represents that they are aware of the laws,City Charter,and City Code of Conduct regarding conflicts of Interest. The City charter states that'no officer or employee of the City shall have a financial interest,direct or indirect,in any contract with the City,nor shall be financially interested,directly or indirectly,in the sale to the City of any land,or rights or interest in any land, materials,supplies or service.....' Contractor agrees to comply with Section 2-11(F)of the City Code of Ordinances,which reads as follows: 'it shall be unlawful for an employer to discriminate against any person on the basis of race,color,sex,religion, age, national origin,genetic Information,sexual orientation,gender Identity,disability status or United States military/veteran status by the following actions or inactions: (a) for an employer to fail or refuse to hire,or to discharge,any person; (b) for an employer to discriminate against any person with respect to compensation, terms,conditions or privileges,of employment; (c) for an employer to limit,segregate or classify employees or applicants for employment In any way that would deprive or tend to deprive a person of employment or employment opportunities,or that would otherwise adversely affect a person's status as an employee; (d) for an employment agency to fail or refuse to refqr,)at,yfp(gyment,or totherwise L ®€ 646' € _ 11/3/2016 8:47 AM i l f i p.114 1 City of Plano Bid 2016-0370-C discriminate against,any person because of a protected employment characteristic; (e) for an employment agency to classify or refer for employment any person,on the basis of a protected employment characteristic; (f) for a labor organization to exclude or expel from its membership,or to otherwise discriminate against, any person because of a protected employment characteristic; (g) for a labor organization to fall or refuse to refer for employment any person because of a protected employment characteristic; (h) for a labor organization to limit,segregate or classify its members or applicants for membership,in any way that would deprive or tend to deprive a person of employment or employment opportunities,or that would otherwise adversely affect a person's status as an employee or as an applicant for employment;or (i) for a labor organization to cause or attempt to cause an employer to discriminate against a person in violation of this subsection, (!7 for an employer,a labor organization or a Joint labor-management committee,to discriminate against any person because of a protected employment characteristic in the admission to,or employment in,any program established to provide apprenticeship or other training; (k) for an employer to print or publish,or cause to be printed or published,any notice or advertisement relating to employment by the employer that indicates any preference, limitation,specification or discrimination,based on a protected employment characteristic, (l) for an employment agency to print or publish,or cause to be printed or published,any notice or advertisement relating to membership in or any classification or referral for employment by the employment agency that indicates any preference,limitation, specification or discrimination,based on a protected employment characteristic;or (m)for a joint labor-management committee to print or publish,or cause to be printed or published,any notice or advertisement relating to admission to,or employment in, any program established to provide apprenticeship or other training by the joint labor- management committee that indicates any preference, limitation,specification or discrimination,based on a protected employment characteristic.' I am aware that my company, its directors,officers and employees must comply with Section 2-11(F)ofthe City Code of Ordinances unless an exclusion applies,as indicated below.Further, i understand that If Section 2-11(F) applies, I am entitled to apply to the City Manager for a-waiver from signing this section of the affidavit based on a conflict with state or federal law.The contract will not be executed prior to the waiver Issue being resolved. Having made reasonable inquiry, I affirm that my company,Its directors,officers and employees agree to comply with Section 2-11(F);or my company is excluded from this Ordinance because it is:1)a religious organization;2)a political organization;3)an educational Institution;4)a branch or division of the United States government or any of its departments or agencies;5)a branch or division of the State of Texas or any of its departments,agencies or political subdivisions;S)a private club that is restricted to members of the club and guests and not open to the general public;7)not an 'employer'under Section 2-11(F)because it has not had 15 or more employees for each working day in each of 20 or more calendar weeks in the current or preceding calendar year. 30. DEUNOUENT TAXES:section 2-2 of the City Code of Ordinances prohibits the payment of public funds to persons that owe delinquent taxes to the City of Plano.Therefore,payment to a contractor for goods or services provided to the City under contract or Purchase Order may be withheld in the event the contractor owes delinquent taxes to the City. 31. KQRKEQM A. The Contractor shall employ only orderly and competent workers,skilled in the performance of the services which they will perform under the Contract. B. The Contractor,Its employees,subcontractors,and subcontractor's employees may not while in the course and scope of delivering goods or services under a City of Plano contract on the City's propel; use or possess a firearm, including a handgun that is licensed under state law,except as required by the terms of the contract;who hold a license to carry a handgun or who otherwise lawfully possess a firearm and ammunition may keep such Items in their locked personal vehicle while parked on City Property;or use or possess alcoholic or other intoxicating beverages, Illegal drugs or controlled substances, nor may such workers be Intoxicated,or under the influence of alcohol or drugs,on the job. 11/312016 8:47 AM City of Plano Bid 2016-0370-C C. If the City or the City's representative notifies the Contractor that any worker is Incompetent, disorderly or disobedient,has knowingly or repeatedly violated safety regulations,has possessed any firearms,or has possessed or was under the influence of alcohol or drugs on the job,the Contractor shall Immediately remove such worker from Contract services,and may not employ such worker again on Contract services without the City's prior written consent. D.The immigration reform and control act of 1986(IRCA)makes it illegal for employers to knowingly hire or recruit immigrants who do not possess lawful work authorization and requires employers to verify their employees'work eligibility on a U.S.department of justice form 1.9. The contractor warrants that contractor is in compliance with IRCA and will maintain compliance with IRCA during the term of the contract with the City.Contractor warrants that contractor has included or will include a similar provision in all written agreements with any subcontractors engaged to perform services under this contract. 11/312016 8:47 AM P.116 City of Plano Bid 2016-0370-C ANNUAL CONTRACT VERBIAGE This agreement will contain a fixed pricing structure for the term of the agreement. Quantities shown are estimates and NOT a commitment to buy any specific quantity. Orders will be placed on a non-exclusive, "as needed",basis. Orders placed by the City of Plano will be done so utilizing Contract Release Orders(CRO's). All invoices must reference City of Plano CRO number. The City will have the right and option to extend the term of the agreement for four additional one(1) year periods upon the same terms and conditions. The City will also have the right and option to terminate the agreement upon thirty(30) days written notice. - IF t 11/312016 8:47 AM P.119 City of Piano Bid 201&0370-C 2016-0370-C Utility Sill Printing and Mailing and Insert Printing Services Specifications 1. INTRODUCTION AND SCOPE OF SERVICES 1.1. The City of Plano is soliciting proposals for printing and mailing of utility bills and inserts. This service includes receiving and processing a data transfer daily, CASS certification, printing and folding of bilis and inserts, envelope inserting, presorting, metering, and mailing. Inserts are printed directly from industry-standard electronic files (e.g., Adobe Photoshop, Illustrator, InDesign, PDF) on uncoated or coated paper and are mailed with utility bills. 1.2. Daily production averages approximately 3,750 bills but may be as many as 12,000 bills on occasion. A billing schedule will be provided to the contractor monthly. 1.3. The term of the contract will be for one year with four City-optional one-year renewals. 2. OBJECTIVES 2.1. Provide a high-quality, accurate, and timely printed water bill to our citizens. 2.2. Obtain the lowest possible postage costs. GENERAL3. SERVICES 3.1. All materials are to be furnished by the contractor. Data are to be provided by the City of Plano. 3.2. Provide security of information and supervision from start to finish. 3.3. Provide a single point of contact representing the account. 3.4. Warehouse envelopes in climate-controlled conditions. 3.5. Contractor must have the ability to manipulate data into proper bill format. 3.6. Accept upgrades to current customer billing system. 3.7. Accept electronic data transmissions 24/7. 3.8. Perform custom programming as needed. 3.9. Have an emergency backup plan to avoid out-of-service situations. 3.10. Provide secure access for online transmission through SSL. 3.11. Provide capability to enable batch printing of selectively excluded bilis. 3.12. Provide means for the City to add custom messages to bills on selected date range. Custom messages may include text or images or both. (See pages A-3 and A-17.) 3.13. Provide a web service or a type of API to allow for the extraction of statements for automation purposes and displaying content online. This web service or API should provide methods to pull individual statements by bill date and account number and should allow for the statements to be returned to the client in a byte array or provide a URL to the statement online. Minimally, 12 months of statement data should be available via this web service or API. 4. DAILY TRANSMISSION OF ELECTRONICT 4.1. ASCII data files will be provided. 4.2. Provide a secure electronic means for file transmission. 6t 11/3/2016 6:47 AM p.122 City of Plano Bid 2016-0370-C 4.3. Confirm receipt of file daily by return email to person specified when the file is received. 4.4. Provide a report daily when file has been processed for printing. 4.4.1. File size and billing cycle will be utilized as confirming data. 4.4.2. Provide, as part of this report, the amount of postage charges for the billing included in the report. 4.5. Data may be transmitted in multiple files throughout the day. Files received prior to noon should be processed and mailed the same day. S. DATA PROCESSING AND MAIL PREPARATION 5.1. Selectively exclude bill types from printing(PULL, EBILL, CITY, and others identified in the file). 5.2. Bills that are excluded from printing are to be provided in PDF format for electronic distribution to customers. 5.3. CASS certification to ensure lowest possible postage costs. 5.4. Carrier route sort in compliance with latest USPS standard. 5.5. Bills going to same mailing address are to be inserted up to three into the standard mail- out envelope or four to fifty merged for stuffing into one bulk envelope. 5.6. All outgoing mail shall include ZIP+4 bar coding conforming to postai requirements for automated processing. 6. ACCESS TO ELECTRONIC BILL IMAGE 6.1. Provide access for city staff via password-secured Internet site to exact replicas of customer bills in PDF Format for a period of 12 months. 6.2. Provide search capability based on account number, date, and date range. 6.3. Have capability to email bill image from contractor site. 6.4. Provide PDF image of each statement processed after mailing is completed. 7. APPROVAL OF FORMS AND ENVELOPE ORDERS 7.1. The City will approve print stock and envelopes.Any changes during the contract must have City approval. 7.2. Proofs will be provided for approval prior to first printing and at any time a change in format is made. 7.3. All artwork remains the property of the City of Plano. 8. BILL PRINTING 8.1. Pre-printed forms of any kind will not be used. 8.2. High quality print with 600 DPI or better,full-color, one-sided. 8.3. Bill print fonts include OCRA for automated scanning and processing. 8.4. 8-112 inch x 14 inch with perforation. (See pages A-2—A-4.)Statements may vary in layout and format. 8.5. Paper weight is 24-pound bond. 8.6. Top portion of bill is for customer retention and contains billing information. 2016-0370-C Specifications 216 11/3/2016 8.47 AM €- � �� p.123 City of Piano Bid 20160370-C 8.7. Perforate bottom portion to produce a return stub 8-1/2 inch x 3-5/8 inch to be returned by customer with payment. 8.8. Fold to fit a#10 window envelope with required information visible. Bills to be inserted in a bulk envelope are to be folded to fit the bulk envelope. ENVELOPES9. Envelope descriptions below are what is currently being used. Offerors may propose alternatives. 9.1. Mail Out Envelopes 9.1.1. #10 pistol window, 24 pound white wove printed one color(black ink) plus inside security tint. (See pages A-5–A-6 and A-18.) 9.1.2. Window size must comply with USPS for utilization of bar code. 9.1.3. Ability to Include return mail processing codes if required. 9.2. Return Envelopes 9.2.1. #8-5/8 window reply envelope, 20 pound white wove printed one color(black ink) plus inside security tint. (See pages A-7-A-8.). 9.2.2. Bar coded for return address. 9.3. Bulk Envelope(Mail Out) These envelopes are used to mail bills to customers such as apartment complexes who have multiple accounts going to the same address in a single envelope. 9.3.1. 9"x 12" booklet envelope, 28#white wove. (See page A-9.) 9.3.2. May use mailing label or window envelope with cover page. 9.3.3. Additional contents include one return envelope and one of each additional informational insert. 1 . UTILITY BILL FOLDING AND INSERTING 10.1. Fold statement to fit mail out or bulk envelope, as appropriate. 10.2. Must have multiple page and selective inserting capabilities. 10.3. Contents include statement, return envelope, and up to three additional inserts. 11. OFFSET PRINTING 11.1. Inserts may be printed one-sided or two-sided, one-, two-, or four-color, and may have full bleeds. Sized as follows: 11.1.1. Small-8-112"x 3-1/2" (Seepages A-10–A-12.) 11.1.2. Medium--8-1/2"x 5-1/2" (See pages A-13–A-14.) 11.1.3. Large-8-112"x 11"(Seepages A-15--A-16.) 11.2. One-, two-, or four-color imprinting maybe ordered on Mail Out envelope. (Seepage A- 18.) 12. MAILING 12.1. Daily(5 days per week) 12.2. Tumaround—data in by noon, process same business day and deliver to USPS bulk processing center. 2016-0370-Cin P / 11/3/2016 8:47 AMC,aFP p.124 City of piano Bid 201"370-C 12.3. The City of Piano will provide a monthly postage check to be held by the contractor in a postage-on-hand account and drawn from as needed. The contractor will obtain the best possible postage rates for bulk mailing. 12.4. Provide a postage usage report monthly. Usage information will be utilized by the City to adjust the monthly postage check amount as needed. If at the end of the contract a credit balance is realized,the City should be reimbursed within 30 business days. 13. INVOICING 13.1. Monthly 13.2. Only invoice for work completed. 13.3. Insert Printing should be invoiced separately from bill printing. 13.4. Invoicing should itemize services according to proposal form. 13.5. Specify details of special handling bills. 13.6. List number of bills printed for the period. 14. TRAINING Contractor is required to provide training to City of Plano staff as needed to insure continuity of the process. 15. WARRANTY Contractor is responsible for all costs associated with errant printing and mailing of bills due to no fault of the City. 16. ADDED VALUE 16.1. Preference will be given to companies providing high-quality in-house insert printing. 16.2. Provide occasional courier service for special delivery and pick up requests. 16.3. The City of Plano encourages offerors to provide Environmentally Preferable Products. Options of interest include: 16.3.1.Vegetable-based and recycled (filtered) inks; avoid inks containing heavy metals. 16.3.2. Papers and envelopes made with post-consumer fiber and other environmentally preferable paper fibers. 16.3.3.Processed chlorine-free papers. 17. QUALIFICATIONS Have a predominant business function,facilities and equipment related to the scope of work. 18. WORK HiSTORY Offeror should have successful work history with companies or governmental agencies of this scope and size within the last three years. 19. INSURANCE Upon request,the successful offeror must submit proof of meeting necessary insurance requirements within ten(10) business days of notification by the City of Piano. Failure to respond within ten (10)business days may be grounds for declaring the offer non-responsive to specifications. 2015®0370-C Specifications P...-,, . 416 11/3/2016 8:47 AM r i fs�. s 3 ( p.125 e�; City of Piano Bid 2016-0370-C 20. PROPOSAL RESPONSE FORMAT Proposals may be submitted electronically through BidSync.Complete the Item Response Form online and upload the remainder of your proposal as an attachment by following the instructions provided. If you are not submitting your proposal electronically, then submit one original hardcopy proposal and two softcoples on electronic media(CDs or USB drives).All pages should be numbered.The Item Response Form for the fee schedule can be printed from BidSync and should be included only in the hardcopy. Responses should be written to answer this request rather than merely reiterating the objectives or reformulating the requirements specified in the solicitation. Standard sales and marketing materials should not be included in this section, but may be included in an appendix if desired. Any terms and conditions printed on any such materials will be considered null and void. Provide the following information in the order stated below. SECTION 1--COMPANY PROFILE Overview Provide an overview of your company, including at minimum its history, size,structure, longevity, and primary business function. If insert printing is outsourced, submit information regarding proposed subcontractor. Include name of subcontractor, address, phone number, and a brief description of the working relationship between your company and theirs. References Provide references from the past three years that are most relevant in demonstrating your ability to perform the scope of work described in these specifications. Offerors are cautioned that the City may use information obtained from other sources in addition to information provided in this section in evaluating past and present performance. SECTION 1I--DETAILED SOLUTION AND WORK PLAN PROPOSAL Address each of the services listed in sections 3 through 15 of the specifications and explain how you propose to meet or exceed the City's needs. Label each item with the corresponding specification number. SECTION Ill—ADDED VALUE Address the Added Value requested in section 16 of the specifications, as well as any other enhancements or services which are offered but were not specifically requested. SECTION 1V OST Use the Item Response Form provided in BidSync. SECTION V—SAMPLES: Provide samples of your printed work produced on the paper and envelope stock offered in your proposal. If insert printing is to be outsourced, provide samples of the subcontractor's work as well. In order to facilitate the award process, offerors are requested to submit samples to the Purchasing Division prior to proposal opening date and time. Otherwise, samples must be received within five business days of notification by the City of Piano. Failure to comply within five business days may be grounds for declaring offer non-responsive to specifications. APPENDIX A REQUIRED RFP DOCUMENTS Provide the completed Vendor Acknowledgement Form and any other required documents. 2016-0370-C Specifications F `:IT 516 11/3/2016 8:47 AM p. 126 ac ! City of Plano Bid 2016-0370-C 21. EVALUATION CRITERIA The City of Plano will select the proposal that is determined to be the most advantageous to the City, considering the relative importance of the following criteria and weights and any other facts considered relevant by the City. The City reserves the right to request presentations or demonstrations from some or all offerors in order to further develop evaluation scores. Cost for bill p )cessina. printing. and mailing 35% Cost for insert printing 16% Qualifications and Work History 15% (Section 1) Solution and Work Plan 20% (Sections li and V) Insert Printing 10% (Sections If and V) Added Value 6% (Section 111) 22. BEST AND FINAL OFFER The City of Piano reserves the right to request a best and final offer from any or all offerors. 2016-0370-C Specifications E "'H 3 - 6/6 11/3/2016 8:47 AM .Q a4,0 p.127 City of Piano Bid 201M370-C APPENDIXL IMAGES Physical samples are available for examination in the City of Plano Purchasing Division, 1520 K Avenue, Suite 370, Plano,TX 75074. CONTENTS Bill samples.............................................A-2 Envelope samples ..................................A-5 Insert samples ......................................A-10 Envelope imprint(ad)samples ............A-17 fJ 2016,0370-C pecifrc tion Y• � Aµ1 11/3/2016 8:47 AM �¢ � P.128 City of Piano Bid 201"370-C 1520 i;Ave sta t120 � 1'1V1 E l"FMODtROE1C1rJ2W�t�it� tc�(r>l:41!(asta o ,f u'mHo i PO Box 1 0 F "<TX i 10 0CA 1 1 � 9MI . _ M6,27 .. Office Phase:072-0414105 ACCOUNT NAME: JOHN 0 SAMPLE Hou m:Monnday-Friday,80"M SERVICE ADDRESS: 501 MAIN ST,PLANO ftht deposMory avallabta ACCOUNT TYPE: RESIDENTIALEnvir, fc 6 a P72-704160 n-4laura an :972- -1623 CYCLE-ROUTE,32.1651 BILLING DATE: 09/09f2016 Pay it 102, Pay PyPho e° 972-goem IASI ll.L $13g.15 FIAIMMl-M—"(f-1,44K YOU r�-1X51.is V_1.€-. M" 1=`MIUV'ARS Wpsis M _ L. eft 1 s 1 rr N C a 1 v � 11, SEWER $049 DRAINAGE .16 REFUSE-95 GAL MAD REFUSE SVC SALES TAY, $1 95 .' r ,A' ,'1 _.Il TOTAL NLww cwmew S111627 .. .E � •., 2M OE FORWARD 00 210GA TOTAL NEW CHARGES 11r3 27 � .. PAYTHISM f 110.27 noo r '. .. .. ` AS=TER DUE DATE YOU PAY '127.77 a ..... U Jo F Deed s 60 current rgONLY. Purbw 7PMVIM � days far 1rla!WV your payment 1 a1, 1i, Wilar n0 ApA 1u1,eft ofoo9porido red"Mquemt adovAl be dkcmfthxl.In tlso tiftm,Ifyour wmW b degrqmrC you Will m a rod on youtr u rblf _ t Beghrrlmg AptN i,custxosm maywells r m two pea k. a ft Is urglf* m to ane only as needed,Addmaw endkig with zem and evan nwnbm may wow on Monclays and Thursdays, erg addleam�d1ng with add may War at T ye and f YV with V?mldere from 10a.m.to 6 pm is"Imsd.Mali &no.coybalar for nxm irfxmatk n an welerino IMMorWakft 6diodulo begins Nog.1. dorms and bualfiUmM WW 0 P.M.to reducatim dak ofct l Jmre freming and pruvwd loysidawoft PITT or L `1 and rowkvays, €arorsmalls vAth WMance"wtm widaft is we&datWhferWYwdM,ern WMedWakring 6RIMdarld ffoRablo at pla-.9-Avarior, KwV fop pcxtlon for your rocads ark!tem the fern atub vdl#t yore payment MpqWg to:M 0f Flmtea u SERVICE ADDRESS: 501 MAIN ST,PLANO � �, 152D K Ave 120 CYCLE--ROUTE,32-1551 BILLING DATE O9fU112016 ,. PO Box 6610 &. 1M. Piano,TX7 1 M ° T �R 1 SE E D ArTER,DUE DATF YOU tYi+ X127.?? sb$INGLE-PIECE 1 SSL T.PLC-MRC-A,®br; 2 1 SP 0,465 ntE� on and r!rlirl irt!lr�r,lrlrrr irrtl�,Ilf,r�r�rarn rrlrrrrr!l tr remit payment b, JOHN to MAKE01 �{ oTX760758722 til!►rrt®$rrrrllrGlrl�rinitarryrgaat!'rrt!!!lr Urlgrrrrr CITY OF PLANO PO Bax 881M 2016-0370-C 11/3/2016 8:47 AMS m r _,.. .M._ p.129 City of Plano Bid 20"10370.0 mujok IM K aGro tan € ala . {L-{K)D FVI M{tie,", 9 WMI UO t Piano, 75 8-990® � 0 Office w ? Phone:072-041-7106 ACCO E; Hours.M y-Friday 8.0 .� JOHN C SAMPLE Not depoeitory ovallable SERVICE ADDRESS: 100 MAIN ST,PLANO EnvIro"no"W Wage SoMe"'.0'72-7 4 150 ACCOUNT TYPE: RESIDENTIAL Afty-Hours E nwb .DT2 -1628 CYCLE-RO :821764 BILLING DATE, 112016 E 'Py RSR phew,��<. t �. dAVi81L[ t Vik? ,�,� $4� F �•t`.�.ry X94;.. i t �.."< 4F t � t YVAT n r � ,, sty v a, 104.0 81il"' P $281.73 UitAI AGE $4,16 REFUSE,.,OL col $1126, RE-Ft MSE SVCE8 1Al 0 w 1 t? s �k € sR T .. CHS 1fi 4ua0p 82000 .. _ .... aa. .a........ ........ y n3 PAST r"E SNCL: $121,02 P4oae a _.__ ._...... i TOTAL NEW CPIARE 1 .0 ri 1 .,71 a ... AFTER DUE MATE YOU PAY $340.51 Sop Cwt Nov bw Jan Feb Mor AK MW.Xan id Aug � C� � 3��t � � �t t f R � m as D d S I &I 7 raw Law Vbbr u�+p Ar days for t 16 37 jcm'r your payment Boo ar01e 0rgcd� nt (text) in fla 0 Last 0aq tali u ros0lny h y �d # imaCustge mCsscfty 9 :Y AL Wdbrin ftadLqo turntom a ks 10 ruNov.1. and . €Y' t WFI Md 8pmt Pin, the ofnig t t4%1 k 93a t FIAVO nd Medways.Sign tap/tar or wa&vAlb Wilftnoo w'eYd . a d.orq.An u d ring cdondor ther m0 at I ` ` I" t t i, e Cka.z'e§t Keep top Wft foryourroaards and mium lhaboWm rl. 9 `efty ofpt ng N SERVICE ADDRESS: 100 MAIN ST,PLANA � e� : 1 8tv120 CYCLE-ROUTE $2.1784 BILLING DATE 0910i/20f8 1 — PSa,TM 7 1 t� ;xs�a I 121 AW 1 AFTER DUE DATE YOU PAY ; b i aeSY7@LLE^PY@Cf 1 SSL Y.pLC.89031omA«1 P6MA Write milt a b zp n.ybs number on climck and (IIlalllpnlilln�l ll�k�lal�!llltdaeal(Bele��lu!'I�IIN�aII R pant to: l e. J014N 0 SAMPLE 1100 MAINOT PLANO TX 76076M2 CRY OF PLANO PO BOM Balwo PLANO TM 7sowlm 2016-0370-C � ;�~ �� : 00001214410 MV07b 11!3/2018 8:47 AM _ P.130 p City of Piano Bid 2018-0370-C Ge11W ofw, g 1523 KAve St 12.8 LAVIt E pr Riot?H-1011,11,01 UTJ1 0160 Qb 7MIC' My Cr, ��°r let Pa Box wf i PLarl6,TX 76086-IM r t r c r t e € 1 iI r2- iii sz, Offlce Porro:972441-71C$ ACCOUNT NAME: JOHN 0 SAMPLE HtvM day-PPIday 8,, .0 SERVICE ADDRESS., 500 MAIN ST,PLANO NWht depanibry avvWl ACCOUNT TYPE: RESIDENTIAL Envlmrtmmtwer .972-704160 CYCLE-ROUTE:32-Ml BILLING DATE: MM92016 A r-Hou ert :072-727-1 Pay By Pharm, 41 l d T;ILL mli i/tir L t Ta IANK YOU 4M -0 o 0 'ia lAssm _ _ I vu1t%:4 G is 4 0 �WAWA WATER W.67 SEWER $3124 DRAINAGE $4.16 REFUSE-06 GAL $15.10 REFUSE SVC SALES TAX 51,2 'TOTAL NEW C $74. 1 2400° BALANCE FO . 1 _. TOTAL NEW Ctmess SMAI 1200d .,,..x.................... _. PAS IM-5 AMOUNT BY 6 $74.41 Al" FTER DUE DATE Ytx!PAY $81.730 $" s SV 00 Wo An Rh mw An Mg evDue d app! t0 Wre it ONLY. 7 days for mailing your payment. 1 i.bC-UKRfR pv.YM l Ftp . #00 11101[V.y €gam v �odu�v lr� : n ng W 1e#mlktg or a Wwtft red d `nt w9ce vdll �. dk=Mftd.In ,ff to M11 am a md measw box on ywr mQuwr bung S&hymt BesRoMp Apdt 1.Walolners may webr up to bffi tkrrea per reek. fire Ctfy a urgkrg n,ab rraM to end only as s ftfi ending wum and men Wray an and Thu Ya. and e&msm endkrp wffi add nunhem may ymbr m Tusulays a1d Ride".WsMngg wfttr eprfnk*s from f0 am.la B pm to pi b V1dt plemom Amalor for nmre trd n an ng daye, Wintarfttaft w(um to once a awls b r fh a X14 a,m. p@ i3 p.nr.Pys�.SIP up for of n .„�, 1�� ww i•^SIP up o or wit Quid on wauft b (to"at WhW4WardmAn c*Wm Is molable at RF st€!<THIM STUR f tuft YOUR CC ua _ embF OHS" SERVICE ADDRESS: N ST,P O an T520 Ave& 0 CYCLE-ROUTE.,32-1651 SILL/ DATE: 1/2916 PO 60)(9i"No 1/ 17 II . 1 •1 awET" RI�SERME 21 ETD - - -�,- AETER DUE DPATE YOU PAY X81.78 IAI SP o also x sir :: t a ll >V-A.-P,Mv r K .SL,DO h1bTF :Y Grtid�n�ih4+nlil�(+►i+�►i;tlll't+�i+hn�ilr+ih+lUirti» JOHN 0OMPL9 pMAIN M t+bill++�r►6111+1(�,Ita�i9�11+(d+11911+t��re�lr,�r(rrrir,rt CRY Of:PLANO I� Cdr •�� `w. ry n 2016-0370-C .� 1113!2818 6:x17 Ohl A 4'r"a"° __ p.131 IU Wi,,il >iai c;r7vr four. City of Piano Bid 2016-0370-C rry/►+�AW, �%y 1'/V�1/✓ ✓''iViY%✓ri1/ Y� �! Yrr,'j rVr Nr/V./rVi.%V+,N+r%yi• ;�6'i.%V, rNri /yam 1,Y�y+i%�r:Jv 4w- ! y/ r' Al I ,33 A ;u- En -IX. i v, m rn m � r 2016-0370-C A-5 1113/2016 8:47 AM p.132 City of Piano Bid 2016-0370-C 10 Mail Out envelop f i a .ems 2016-0370-ice , A-6 1113/2016 8:47 AMp-133 City of Piano Bid 2016-0370-(; Return envelope 41 � r f� � 1r 2016-0370-C A-7 11/3)2016 8=47 AM 1.1 City of Plano Bid 2016-0370-C rL rpt s qjID g i 2016-0370-C A-S 111312016 8:47 AM r. P,135 City of Plano Bid 2016-0370-C Y 'Ov� N . 41 NNw � rev .N .N .v w N •� �y �yw ry a ' 2016-0370-C r� A-s 11/UM%8:47 AM p.136 City of Piano Bid 2016-0370-C Smali insert 2 sides bleed�� . vreen n hau Live Green in Plano provides residents with information and resources to Improve the environment and conserve natural resources through green lifestyle practices. tuppwt Li en In Plano-througha monthly (Irk ` t;i! 1J! =l Return this form with your utility payment or mail to: Live Green in Plano PO Box 860358 Plano, 7X 75086-0358 ONE-TIME CONTRIBUTION of$, Please,add this amount to my utility bill. OR I enclosed a separate check made payable to Live Green In Plano MONTHLY PLEDGE: $1 $5 $10 Other$ My pledge amount is circled above. I understand itwill,be added to my utility bill and doesn't require separate check. Name Utility Account# Address: ZIP Code Phone Ernaii Signature Date €r5ji lP. ri0— omri irrs, X72 Cr1, °7 2016-0370-C A-10 11/3!2016 8:47 AM fir.137 City of Piano Bid 2016-0370-C rSmall Inert ull bl ed nom ® Vin ® rs @fid o Ria 0 Ot VSs CM Coo 0 tj 0 �— cc3 ::rc® ® ` �:� X 0 0 -gym ° CD x -o !Q3 a w : m ' na c p 0 00 ro CrJ m u/ 0 v Q m cr9 r0a C2 W C2-1 w s In rn 2016-0370-C _. A_11 11/3/2016 8:47 AM p.138 City of Plano Bid 2016-0370-C =bleeds v v v v v v v' e� co Ma i� ra CZ M- M CN 0 a C2CL MI M 2E cog cOFJ L42 vi -� ® v v v v v v v M ai ED CN � m �a r e v v v v c CL.* �+' O i13 cr c `� ,'� ,..w y ,• n r o Dm �. en Ocr j c g -7 j N t7 O h r y 2016-0370-C � A-12 1132016 8:47 AM P.139 City of Plano Bid 2016-0370-C Medium insert I�'M K 3 sides bleed I C- w - v --i —� is 00 OL o. CCDDis r�c!� (D R Oo `c; S n :3 5" -n to rn a cD = �' W o O <D K9,14 o o C7 av N -cc" `, ' c Pr o g w w (50 ch 4 =W oil CD Sl a m 10 kand to cr to O w , OD 0 0 CD 9 m 111 S � S a CDD m .. � v qw E vw CD Q C 20163701 -- A-13 11MI2016 8:47 AM 4'; ►:';r� 5 3 O f�i p.140 City of Piano Bid 201$-0370-C Medium, insert 3 i� V W T --A X 0 t'U a t. n rtEr ig f r ro tCZ Q rr m 8 0 M 00 q 0 o V fit' v a o � 00 Sr � � °?lr cr S n� �v memo C NL Or lb • A YL JO m 0 cr 0 0 -0 m ci g cr m � . j Er 1 C i 201370- k _ s YA-14 11/312018 8:47 AM -- p.141 City of Plano Bid 2016-0370-C I :urge Insert No bleeds L = III`t t aj1L • °w a A ��"If•�� l�)(aa!U,I��1�11�11,.; ilnl%lll�h4alll��dlia7�! � F�l'.ial(� � � • � � °� '� - � � � .'i!+tl`+�!'41!litlrs►f�'h� l,'-}�J`;IIPI��) ?l�llril;+li-�i�:jli}I�;ti-j wit- i. ,. -• r • � � � �e�, �lnuri`.�/f"„�'�.� �llnl 7�Ifb:� `:71U11(Yf1110f1Y•�al ink"-�«nf�� ®)rif-'��i��,>,�,/r.;i' i ,Y� - ' `;r; �w� «�h q' �'� '�`� y�'. � P �'"' I I I ;. , , I r I� Ij lia; :sill , • rl � -;.,* j : ter' �,�-=� .� � _f 3V/(*c Ijj Yjlo) I. 1 nl al? �Av/l A.,I �� 4'"`�.�� i .�* .y •�f t� /°�”,fir. Y ' yy •� ;�',:L'. UI i ��. -I '-1:1 ''I ,.ii IAI:II III `.11 j'I;I Iii -I,j: I.I 7 � A �� :I• !['.i ��, 'SII I .r .+r I I i s ; • ..- .`�-.. !,1'.:I, Ir�.�, _ �.�.A,°• II I..-I;:I Ir r. �': ;I, I Y. A`t i.:,ll I �� _ '- i► -;_ I- ,, i is -,c'II II �. ''. I")ln)1�11E�alf' .i::f;l:; : dTMP j i N Y "I live greexl mil , Plano 2016 0370-C ' in planes t. t7tI;:1;,1r• gj c hence A-15 11/3/2016 8:47 AM fA�t Sry G,+ p,142 _ City of Piano Bid 2016-0370-C Large insert EDUCATION �. 4116 W. PLANOY, 75093 REGISTERT LIVE GREENINPLANIHOSRES.CBMI � r f u E This hands-on five-class series provides a guide for planning a Texas-friendly, low maintenance landscape. Contents include successful soil practices, water capture, water conservation and plant selection. The classes are free with the option to purchase the course book for$20. y r b E fhV r r u .1� r F�s 2 e 1 a/ r �� r F➢.,Oq,,- ,-_.-. .- "-yds ' /. '�' .��- ��-Y! �' h,-" '�.J'" l'" r Enjoy a morning of FREE family fun celebrating the fall monarch butterfly migration! Join us at 10:30am to learn about the monarch butterflies' migration and what you can do to support them. Consult with butterfly and landscape experts about which plants are preferred and help us plant milkweed in our garden. Learn about butterflies and how to attract them to your backyard through activities: >Build a butterfly feeder > Create milkweed seed bombs > Count pollinators for the Great Sunflower Project >Join our butterfly migration parade >Prizes for the best butterfly costume or mask 2016-0370-C __. _ - A-18 11/3/2016 8:47 AM P Aw , p.143 City of Piano Bid 2016-0370-C P C .. I Custom message image— May be used on envelope or bill. fr i t 6 2016-0370-C a �,I A-17 11/3/2016 8:47 AM p.144 City of Piano Bid 2016-0370-C enVi®� Wit} -CoIc►r imprint f V Y/1!N /Y V.yV Y •v -vw' ry y rorV v �/VY 1Y`Y �r .rir W /V � r kv r /t '7 "Y 1� � �'�/rp�• 'r ' �/! Ar If N 'syr r � N i r 04 " m m F r 2016-0370-C A-18 11/3/2078 8'47 AM _. _� p,146 City of Plano Bid 2016-0370-C Question and Answersi 1 -037 - - Utility Bill Printing and Mailingis nd Insert PrintingServices x. _10-1.N Em =W 4 Question 1 As a Non Resident bidder,the bid requirements state that our bid must be less than any resident bidder.Can you share your current contract pricing for each of these items? Thank you(submitted:Sep 30,2016 2:68:02 PM CDT) Question 2 Who is your current vendor and what is the length and value of the contract? Are you happy with your current vendor?(submitted:Sep 30,2016 6:08:14 PM CD7) Question 3 What company is currently providing these services? How much is the City paying to print and mail a one page bill?(submitted:Oct 3,2016 10:36:56 AM CDT) Question 4- Are you wanting payment processing also as an online service? (submitted:Oct 3,201612:24:32 PM CDT) Question 5 How many Booklet envelopes where used over the past year? Me? #8'6?(Submitted:Oct 3,2016 3:52:40 PM CDT) t Question 6 Was is the window size&position on the 9 x 12 Booklet? What is the anticipated go-live date if a new vendor is selected? (submitted:Oct 4,2016 9:43:64 AM CDT) Question 7 What is the window size&position on the 9 x 12 Booklet? What Is the anticipated go-live date if a new vendor Is selected?(submitted:00 4,2016 9:49:43 AM CDT) Question 8 The RFP displays scans of a#10,an 8 5/8 and a 9 x12,but only pricing is requested for the#10,1/0,2/0 and 4cp/0(although they all have a blue inside tint).The current form does not permit pricing additional envelopes? Please clarify. (Submitted:Oct 5,201610:11:37 AM CDT) Question 9 What does the Bill Processing quantity of 1,015,345 reflect?Is it individual bills,standard packages or a combination or standard and bulk packages? (submitted:Oct 6,201610:11:59 AM CDT) Question 10 For the purpose of pricing Bill Processing: A@¢Should pricing be for a standard package?Is there a place to price a bulk package? fi€¢What does an average standard package contain? it€¢Should we price this for a single bill,or should householding be factored in? ACO Should Bill Processing include the addition of Inserts?If so,what is the average number of inserts per package?(submitted:Oct 5,201610:1218 AM CDT) Question 11 How many sheets are in a utility bill?If there is a range,what is the average sheet count? (Submitted:Oct 6,2016 10:12:37 AM GDT) Question 12 Does the City require NCOA or ACS?(submitted:Oct 6,201610:13:03 AM CDT) Question 13 1.Is this work being done in-house today or out-sourced?=Submitted:Oct 10,2016 8:3017 AM CDT) Question 14 :l, �;g 1113/20168:47 AM r �� _ ;�,�. �. p.163 City of Plano Bid 2016-0370-C 2.If outsourced today, how many files do you send?For instance,do you send a file per statement template? Or one file which includes a statement template ID? (Submitted:Oct 10,2016 8:30:26 AM CDT) Question 16 Can the City provide sample files used today?(submitted:Oct 10,2016 8:30:44 AM CDT) Question 16 Average number of statements that go over one page?(submitted:Oct 10,2016 8:30:59 AM CDT) Question 17 For a-bill presentment A€"one or two sided? (Submitted,Oct 10,2016 8:31:16 AM CD7) Question 18 E-bill-is this broken out residential vs commercial?(Submitted:Oct 10,2016 8:31:29 AM CDT) Question 19 Can the City provide physical copies of the inserts?(submitted:Oct 10,2016 8:31:43 AM CDT) Question 20 Is there a static backer on the statements?Can a sample be provided? (Submitted:Oct 10,2016 8:31:53 AM CDT) Question 21 Is the City currently using or interested In targeted or intelligent Inserts?(submitted:Oct 10,2016 8:32:02AMCDT) Question 22 Please confirm that electronic submission through BidSynch is acceptable.The cover sheet references hard and soft copies while later in the response electronic submission is listed(Specs, item 20). (submitted:Oct 10, 201612:48:09 PM CDT) Question 23 You list different quantities on the various inserts.Is this the estimated annual usage for each?Is the monthly quantity 82,000? Do we include the folding cost for the medium and large insert when providing the per thousand price?(submitted: Oct 11,2016 3:44:07 PM CDT) Question 24 Is it requisite to use the'pistol'window envelope?This is a generic outgoing envelope.Will a generic double window envelope,serving the same purpose be acceptable?(submitted:Oct 12,2016 2:04:10 PM CDT) Question 26 1.Can additional detail be provided about this statement in the scope?A€oeAccept upgrades to current customer billing systemA€ (Submitted:Oct 13,2016 7:22:25 AM CDT) Question 26 Will secure email be required orwill an email with a link to an e-presentment system be preferred?(6.3.Have capability to email bill image from contractor site)(Submitted:Oct 13,2016 7:22:53 AM CDT) Question 27 Is there printing on the back of the bills?Can a sample be provided?(submitted:Oct 13,2016 7:23:10 AM CDT) Question 28 Please clarify custom messages/images on envelopes(AEceCustom message image A€,May be used on envelopeAE;BE RFP pg 52).Are custom images required on demand for envelopes?Or,would the contractor be given notification on any envelope artwork required to be able to provide the material offset?(RFP pg 30&pg 52) (Submitted:Oct 13,2016 7:23:34 AM CDT) Question 29 Please indicate current contractor for the services in this RFP as well as annual contract value for FY2015 and for FY2016(Submitted:Oct 13,2016 7:23:51 AM CDT) Question 30 What is the current pricing by item type for the services in this RFP?(submitted:Oct 13,2016 7:24:04 AM CDT) Question 31 Will the vendor be allowed to electronically upload the RFP response and pricing for this Initiative or does Plano require hardcopy responses?(submitted:Oct 13,2016 7:24:20 AM CDT) t A , r � F 1113/2016 8.47 AM z"q:'=r", E M p.164 City of Piano Bid 2016-0370-C Question 32 Will the City of Piano accept a combination of Professional Llabiiity(E&O)Insurance and Crime insurance instead of both Professional Liability(E&O)and a Fiduciary Bond if coverage and protection for your interests are Identical? (submitted:Oct 13,2016 8:57:25 AM CDT) Question 33 Who is the current vendor providing these services and at what cost breakdown Is the City of Piano currently paying for these services?(submitted:Oct 13,2016 9:03:29 AM CDT) Question 34 Should the pricing include the emailing of a bill to customers who opt to receive an electronic copy of their bili? (Submitted:Oct 13,2016 9:04:10 AM CDT) Question 35 Are you looking for electronic presentment pricing to be included in this bid?(submitted:Oct 13,2016 9:04:28 AM CDT) Question 38 Please elaborate more on what is being asked for in regards to General Services 3.13-provide a web service or a type of API to allow for the extraction of statements.is this a request for the City of have access to an online portal to stop a bill from being printed and mailed?Is this for online presentment?Please clarify. (submitted:Oct 13, 2016 9:05:65 AM CDT) Question 37 Where is the pricing sheet located for this proposal?(submitted:Oct 13,2016 9:06:20 AM CDT) Question 38 What is the overall annual quantity of bills mailed? (Submid:Oct 13,2016 9:06:34 AM CDT) Question 39 Is there printing on the back of the bill?(submitted:Oct 13,2016 9:06:49 AM CDT) Question 40 How often does the City require a courier service?What is the require turnaround time for the courier service? (Submitted:Oct 13,2016 11:35:14 AM CDT) Question 41 Is the city open to using a double window envelope?(submitted:Oct 13,2010 11:35:39 AM CDT) Question 42 Would the City be open to reformatting the paystub?(submitted:Oct 13,2016 11:36:16 AM CDT) Question 43 Who are the samples to be sent to?Are 8.5 x 11 samples acceptable for bill samples? (submitted:Oct 13,2016 11:37:00 AM CDT) Question 44 Is the current vendor using recycled envelopes?(submitted:Oct 13,201611:46:25 AM CDT) 11/12016 8:47 AM ' �m _ ._, . ._ p.185 m 0 Z in 2 O N 57 Lm ct dN O M e-I O N m rn 0 coo W tri 4^ v} arLn Q a a a co V> .n G a c E Iwo ui 0 CID ri — o o c `� in a` U M 01 tH d E- cu CL a �a v m u C M 0 o ao 99 C V a` C5 M M � Xtr—_Yxr F 6'yam"' m o 0 0 <... 2L' N N J m 0 Z 0 � to m 0 H 0 0 L Q u 40 g o CLfu V C ® a C E � H ® V Cm = C LLro ai G V 6/9 m C •� 7 C V m O tw M CL HQ CL t.7 ® V1 ri O 0 M CL 5 O P® M N j% 4 rq Om N y', A c o o Z N N crl � 8 Go CLo as F- 44 0 000 c ® g a W in M a •a ao F"' ro c aA N s c C = u c a cmi E CL coLn m ® � � � � Q c � 1 ® N ® d d c v S • v cn c Ch Im 2 o - v _ ® fq g v 4 u = en N L ro 0 +° 6 u y drn d 'O t1G mo V O Ln tn i fV C •td � en a o CL 6C a o ®- en d �. _ R'ttime� �.� , � Bid#2016-0370-C Utility Bill Printing and Mailing Services and Insert Printing Services Lot:Insert Printing--Uncoated Paper BAFO Pricing Tabulation eta rose Item 9 Item Product C Qty Unit Prod Code Price Total 2016-0370-C--03-01 Small IC 1-sided 82 thousand $9.30 $762-60 2016-0370-C--03-02 Small IC 2-sided 82 thousand $10.54 $864.28 2016-0370-&-03-03 Medium IC 1-sided 82 thousand $13.80 $1,131.60 2016-0370-C-03-04 Medium IC 2-sided 82 thousand $16.46 $1,349.72 2016-0370-C--03-05 Large IC 1-sided 82 thousand $21.52 $1,764.64 2016-0370-C--03-06 Large IC 2-sided 82 thousand $24.45 $2,004.90 2016-0370-C--03-07 Small 2C 1-sided 82 thousand $12.11 $9_93.02 2016-0370-C03-08 Small 2C 2-sided 82 thousand $13.92 $1,141.44 2016-0370-C- 53'--09 Medium► 2C 1-sided 82 thousand $16.39 $1,343.98 2016-0370-C--03-10 Medium 2C 2-sided 82 thousand $20.17 $1,653.94 2016-0370-C--03-11 Large 2C 1-sided 82 thousand $25.10 $2,058.20 2016-0370-C--03-12 Large 2C 2-sided 82 thousand $29.49 $2,418.18 2016-0370-C--03-13 Small 4C 1-sided 164 thousand $15.18 $2,489.52 2016-0370-C--03-14 Small 4C 2-sided 410 thousand $16.83 $6,900.30 2016-0370-C--03-15 Medium 4C 1-sided 82 thousand $19-33 $1,585.06 2016-0370-C--03-16 Medium 4C 2-sided 164 thousand $23.04 $3,778.56 2016-0370-C-03-17 Large 4C 1-sided 82 thousand $27.81 $2,280.42 516-0370-&-03-18 Large 4C 2-sided 574 thousand $31.87 $18,293.38 2016-0370-C--03-19 Mail Out Envelope 1( 328 thousand $7.30 $2,394.40 2016-0370-C-03-20 Mail Out Envelope A 328 thousand $8.501 $2,788.00 12016-0370-C-03-21 Mail Out Envelope 4q 328 thousand 1 $15.001 $4,920.00 $62,916.14 40 a� 0 Z 0o et 0 00 N O tD to N 00 pp O 0 et to N to h k 47 Oct c1 C1 N rl L'i M o M . 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Our response has been developed to meet your specified requirements for printing, mailing and archiving services for the City's water statements and inserts. We believe the key to success is building long-term relationships with our clients as not just a vendor, but a partner. DataProse offers decades of experience in the.critical transactional document production industry, including more than twenty-five (25) years serving city and county governments and municipal utilities. We currently provide output billing services to over 350 clients across the U.S. including more than 300 municipal utilities, courts and taxing agencies. Although we are large enough to offer you comprehensive solutions,we are small enough to provide you with the one-on-one service and attention you should expect. I can personally assure you that DataProse will provide you with the highest level of quality and responsive service available in the market today. Please note the following as it relates to our response: DataProse Is in receipt of all formal RFP related documents as provided through BidSync. Including Addendums#1 and#2. DataProse is taking no exceptions to the terms,conditions,specifications or other requirements listed in the RFP. DataProse does not have a Conflict of Interest with the City,the City's current Council Members or staff members. - DataProse is in compliance with the insurance coverage requirements listed. DataProse will provide the required certificate and provision should we be the selected vendor. - DataProse has not been released or removed from a job prior to job completion In the last three years. Our team thanks you for the opportunity and we welcome your questions and input. We also thank you for your business in the past and look forward to continuing our business relationship with the City. Best Regards, William K.Murray,CEO fr FY DataProse,LLC bmqrray@dataprose.com I ' 2 I P A G E DataProse-Ali ldormation contained herein is proprietary-any unauthorised disclosure,copying,distribution is prohibited and maybe an/awfdl. DAMA- PrOSC PROPOSAL FOR SERVICES Table of Contents I. Section I—Company Profile 11. Section 11—Detailed Solution and Work Plan Proposal 111. Section III—Added Value IV. Section IV-Cost V. Section V-Samples VI. Appendix A—Required RFP Documents 0 3 1 P A G E DotaPlose-AllInformotion contained herein is proprietary-any unauthorized disclosure,copying,distribution Is prohibited and maybe unlawful Irl-101 "im,Alk"JI-)-rose'!K, PROPOSAL FOR SERVICES Section I—Company Profile Executive Summary DataProse is a Texas based company and proudly employs 50 employees in our Coppell location. We have been fortunate to have produced the City of Piano's statements for over fifteen (15) years. DataProse is also a significant Texas sales tax producer and renewing with DataProse keeps "the money' in Texas. Since our inception, the DataProse team has managed document design, composition, print and electronic delivery capabilities by serving the most demanding transaction-oriented consumer markets. We have made the production of customer documents a core part of our business and understand how mission critical it is for all of our clients. Our history of designing, implementing and managing complex applications has been praised by many of our business partners. in an effort to exceed your expectations,we will work closely as a team to ensure the entire process is handled in a professional and timely manner consistent with The City's specifications. Our advanced technology and expertise,coupled with the variety of services we offer can dramatically reduce costs and risk. Our goal is to exceed your expectations in quality,timeliness and responsive customer service. ® Organization and Experience: DataProse has over 25 years of experience (twenty in Texas) in providing outsourced print,mail and e-billing services to a broad range of industries. DataProse is headquartered In Coppell,Texas which is also our primary production facility. Additional processing facilities are located in the Los Angeles area (Oxnard, CA) and the Chicago area (Buffalo Grove, IL). Our design, corporate operations and customer management teams are centered in Coppell,TX. (Dallas). Our Coppell,Texas facility is one mile from DFW airport and the USPS Regional Center. We also have a USPS Full Service Postai Unit (DMU) in our Coppell and Buffalo Grove facilities which allows us to process, package and deliver mail directly into the USPS mail stream within twenty-four hours of processing, thus reducing mail time. Summary of ProiectApproach and Work Plan: Once a decision is reached,we are prepared to implement the solution for printing and mailing your Utility Bilis,Notices, Newsletters and Inserts with the tracking and reporting functionality provided by our DPAuto customer portal within the stated Implementation timeline. We will also setup the secure Archive providing complete access to and print-off capabilities for all exact bill Archived documents as specified by you. Our Work Plan is attached for your review. Overview of Functional&Technical Aspects of Proposed Proiect: DataProse utilizes the"best-of-breed" industry software: Exstream —Dialogue, to compose and develop applications for print and electronic solutions. This technology allows us to accept data in virtually all file formats and expeditiously create the desired output documents. Future document changes can also be made easily and at lower cost. Our DPAuto customer Portal provides 24/7 file downloading, real time job tracking and detailed processing reports including processing and postage costs by job upon job completion. DPAuto also provides document proofing on-line prior to printing as well as variable messaging onto selected documents. Address updates/corrections reports are also provided from CASS and NCOA through DPAuto. Weekly and monthly summary reporting is also available. DataProse will also provide The City of Plano with an on-line Archive with the ability to access and view all documents on-line 24/7 and print- off documents with our Search&View document archiving service. yk JS R g t l ✓I��1 ��.."» 10 4 1 P A 6 E DataProse-All/nfonnat/on contained herein is proprietary-any unauthorized disclosure,copying,distribution is prohibited and may be unlawful D'AT- Aprose PROPOSAL FOR SERVICES i Review of Distinctive & Desirable Features: DataProse has the years of successful design, implementation,operational experience,and industry leading resources to provide a reliable,responsive and cost effective document management and print/mail solution. The DPAuto customer portal provides complete 24/7 access into all processing and cost information and can track mail through the USPS system If desired. The additional ability to proof documents Online prior to printing, further enhances DPAuto's value to our customers. Below are some examples of what makes DataProse the leading provider of critical document management and print/mail services in the state of Texas: ® Completely integrated electronic and printed output options. • A primary focus on critical transactional document services(Not bulk or marketing mail). • Highest quality processing with secure and auditable processes. ® Online customer portal, DPAuto,for 24/7 file uploading, proofing,job tracking,CASS and NCOA online detailed reporting,detailed processing and postage cost reports by file,customer service, and SLA& production details. • Hosted document archive with print-off and web presentment options. ® Full Service USPS Postal Unit(DM U)in-house—two locations. • Expandable processing/mailing capacity to insure SLA's are always met or exceeded. Current daily imaging capacity of 1,595,160. Inserting capacity of 829,000 mail pieces daily. ® Experienced, professional programming,implementation and account management team (See attached resumes). • Streamlined electronic bill presentment and payment(EBPP)options available. • A 25+year background of designing high quality customer communications that get results. ® Long standing partnerships with many of the key industry software and solution providers including: Tyler,SunGard, Harris,and many others. • Financially secure company that extensively invests in technology, infrastructure, security, quality,equipment and new services and solutions each and every year. ffi 51PAGe DotaProse-Ail information contained herein is proprietary-any unauthorized disclosure copying,distribution Is prohibited and maybe unlawful. e" PROPOSAL FOR SERVICES n Corporate Headquarters: 1122 W. Bethel Road,Suite 100,Coppell,TX 75019 -Southeast Production (2M--U) (800)876-5015-Phone (972)462-5429- Fax MMM.dataprose.com 0 Employees ShiftL.five daysLeek Mail Entry Point: U.S. Postal Service Bulk Mail Center 951 W. Bethel Road Coppell,TX 75099 Midwest Production DMU 900 Asbury Drive, Buffalo Grove, IL 60089 17 EMAloyees Shifts-five daysLweek West Coast Production: 2001 Cabot Place,Oxnard,CA 93030 Employees Shift five daW jweek Primary Point of Contact: Tim Zomblk (972)462-5479 tzombiLk@dataprose.com dataprose.com z F 61PArF AatoProse-All information contained herein Is proprietary-any unauthorized disclosure,copying,dwribution is prohibited and maybe unlawful. DAMAProse DataProse works with a large base of municipalities. Here are a few cities that we work with: Dana Mitchell Revenue Collections Manager City of Irving 825 W. Irving Blvd. Irving,TX 75060 IRVING Tel 972.721.4965 T F X A 5 dmitchell@cityofirving.org cityofirving.org Contract Period: 4 years(customer since 2014) Scope of work: Billing Statements. Charmaine Baylor City of Fort Worth Water Department FORTWORTH 1000 Throckmorton St. Ft.Worth,TX 76101 Tel 817.392.6629 Charmaine.baylor@fortworthtexas.eov Contract Period: 1 year(customer since 2006) Scope of work: Billing Statements and direct mail. April Spann Revenue Collections Manager is City of Frisco s 6101 Frisco Square Blvd. - Frisco,TX 75034 Tel 972.292.5525 asps n n@friscotexas.goV Contract Period: 4 years Scope of work: Billing Statements. Kathy Chamberlain Utility Billing Manager City of Allen 305 Century Parkway Allen,TX 75013 CMOFALLEN Tel 214509.4134 kchamberlain Ocitvofailen.ore Contract Period: 5 years(customer since 2006) Scope of work: Billing Statements. :£=pH13�� 7fPaer Dotaftse-All Information contained herein is proprietary-any unauthorized disclosure,copying,distribution Is prohibited and may be unlawful. r:-t -- ,--A "- ,--e"I PROPOSAL FOR SERVICES a<T Section 11Detailed Solution and Work Plan Proposal General Service Questions 3.1. All materials are to be furnished by the contractor. Data are to be provided by the City of Plano. A: DataProse is in compliance and will continue to provide all materials. 3.2. Provide security of information and supervision from start to finish. A: DataProse currently provides security of information and supervision from start to finish. 3.3. Provide a single point of contact representing the account. A: DataProse currently provides and assigned Account Manager who acts as the single point of contact representing the City of Plano. 3.4. Warehouse envelopes in climate-controlled conditions. A: DataProse will continue to on-site warehouse the City's envelopes and forms in a climate-controlled condition. 3.5. Contractor must have the ability to manipulate data into proper bill format. A: DataProse will continue to provide the City with this capability. 3.6. Accept upgrades to current customer billing system. A: DataProse will continue to be able to accept upgrades to the City's current customer billing system. 3.7. Accept electronic data transmissions 24/7. A: DataProse will continue to accept electronic data transmissions 24/7/365. 3.8. Perform custom programming as needed. A: DataProse will continue to provide the City with custom programming as needed. 3.9. Have an emergency backup plan to avoid out-of-service situations. A: DataProse will continue to provide the City with an emergency backup plan to avoid out-of-service situations. Please see detailed plan found elsewhere in our response. 3.10. Provide secure access for online transmission through SSL. A: As is the case today,DataProse will provide the City secure access for online transmission through SSL via the DPAuto Connect portal. 3.11. Provide capability to enable batch printing of selectively excluded bills. A: DataProse will continue to define filters which batch out bilis based on coding or some criteria in the data to filter certain"pulls"that are required. The City's dedicated project manager can also be contacted to pull bills out of the Job run. Because every page of every bill is"fingerprinted"with sequencing numbers and characters, the project manager can pull any bill requested up to the time it is physically delivered to the USPS. 3.12. Provide means for the City to add custom messages to bills on selected date range.Custom messages may Include text or Images or both.(See pages A-3 and A-17.) A: DataProse will continue to provide the City with custom messaging via the Message Manager tool found in our DPAuto Connect portal. 3.13. Provide a web service or a type of API to allow for the extraction of statements for automation purposes and displaying content online. .c.' DataProse-All Information contained herein is proprietary-any unauthorized disclosure,copying,distributran is prohibited and moy be unlawful. DATAJ)iusee PROPOSAL FOR SERVICES This web service or API should provide methods to pull individuai statements by bill date and account number and should allow for the statements to be returned to the client in a byte array or provide a URL to the statement online. Minimally,12 months of statement data should be available via this web service or API. A: As is the case today,DataProse will continue to provide the web service API to allow all customer bills to be viewable for a minimum of twelve(12)months. DAILY TRANSMISSION OF ELECTRONIC DATA 4.1. ASCII data files will be provided. A: DataProse will continue to accept ASCII data files from the City. 4.2. Provide a secure electronic means for file transmission. A: As is the case today,the City can continue to upload files directly through the secure DataProse website. Note —the City alternatively can send files vis SFTP. 4.3. Confirm receipt of file daily by return email to person specified when the file is received. A: DataProse confirms receipt of the file daily by return electronic mail to the person specified when the file is received. 4.4. Provide a report daily when file has been processed for printing. 4.4.1 File size and billing cycle will be utilized as eonfirmingdata. 4.4.2 Provide,as part of this report,the amount of postage charges for the billing Included in the report. A: Following is current City of Plano dally report containing the above referenced information: I rnmessn=DESCRMION -REP= 10/20116 10;12 ____La=.�—==—T�FeaCaeeasmae-.C____C_eeCBa G_samt�C�Ca C^3EYS�=C:wT==Ca ss'} II Client: Plano, city of a jrile procensed: Stat t_1GiH3H8d651.tMt Project Deecription; statemEnte pwjecY 6: 9803000 ------------—---------- __------- --—--------------------- Hailing __ _Failing crcap J @ of sills J s of I 'emaiuvm J Vantage ------------------------------•----------------—--------------•---------------- A (1 ounce) J 1207 J 3.3851,210.66 J b (2 ounce) 7 35 $4.7! c le to @9 pageeJ 8 207 {,H.OD D (Y00 to 499 page;) 0 0 $O.OH B (900+ paQee) @ D sD.Oo J 1 (International) D o Man J Y (Hold B131%Invalid)f 0 0 50.66 .(Bills Buppreased) Aal - del TOTAis J 1222 ( 1d8H TIM=SPRY i-------------------------------------------------------------------- -------- J Invert Deae�ript ioa ___ Weight _ __-_J d of Inaarta J" "- ------ 0.13_ _ - }`__`--"---"22A8- ME Texan Retyclea Bay __..0_06_ _r3222-� .-----_______________________ -____-..-.-----_-_+____...._..- .paTAL,=2=1 5470 seaccaaccee�_c.ace.aaaescav�ac—r_=aa—asaccar_ccac==cam=zsee=�c==_ee_aear4 OOie__d ABDITIOEMLI` SfIOR Record: Pamected J Recarde Psocesaed J pietas Pracroxd J Piety^Printed ---—_—-----------+_.. .-__------------+-------------------a- _-.--_..�.._ _ 39AD J 3949 ) 3703 3222 ----—-----------------------_-------------------______----_------------_------- Total_Plots pagan In Output =-I J ----- ----_-----____------__ _________________ -------- ------ --- ------ - - - -+--------------------------------------- -e:aaccted ail/ Date - 1H/aD/a0Y6 J AetuAl Bial tante - 10/20/2016 ------------- -------------------------------------------- - ----------.---------------------------------.------------------------ ------------ Total Currem charges at Retards Processed 5602.467.17 Total)am—t:Due at Records woceaaeai 56@5.704.42 Total Aunt Due of War&Praaeoced two credits) $705,689.51 Due Date {From source Data pile) J --Havmd= 8. 2016 -----------------•---------•-------------------------------- -------------- ' MMU PIC1101010meG101 3990 wee_==sxu�c>c�=r=>===—eacoasesw�=======ea=ee=sssnc===,==c—eeam�==c_c�♦ 3239 !d 198 0 0 H D 481 4.5. Data may be transmitted in multiple files throughout the day.Files received prior to noon should be processed and mailed the same day. `s.a ".11'1' _m Bry� c 91PAG' F DataProse-All Information contained herein is proprietory-any unauthorized disclosure,copying,distribution is prohibited and may be unlawful. 0 PROPOSAL FOR SERVICES A: DataProse confirms capability and service level requirement. DATA PROCESSING AND MAIL PREPARATION 5.1. Selectively exclude bill types from printing(PULL,EBILL,CITY,and others Identified in the file). A: DataProse is able to selectively exclude the above mentioned bill types from printing. 5.2. Bills that are excluded from printing are to be provided in PDF format for electronic distribution to customers. A: DataProse confirms this requirement as part of standard processing routine. 5.3. CASS certification to ensure lowest possible postage costs. A: DataProse confirms this requirement as part of standard processing routine. 5.4. Carrier route sort in compliance with latest USPS standard. A: DataProse confirms ability to sort to carrier route level. 5.5. Bills going to same mailing address are to be inserted up to three into the standard mail-out envelope or four to fifty merged for stuffing into one bulk envelope. A: DataProse is able to mail merge up to three(3)bills going to the same mailing address into a#10 envelope and four(4)to fifty(50)merged for stuffing Into one large envelope. 5.6. All outgoing mail shall include ZIP+4 bar coding conforming to postal requirements for automated processing. A: DataProse confirms Zip+4 bar coding conforming to postal requirements on all outgoing mail for automated processing. ACCESS TO ELECTRONIC BILL IMAGE 6.1. Provide access for city staff via password-secured Internet site to exact replicas of customer bills in PDF Format for a period of 12 months. A: DataProse will continue to provide access for City staff via password secured Internet site to exact replicas of customer bills in PDF Format for a period of 12 months via the DPAuto Search&Viewbill tool. 6.2. Provide search capability based on account number,date,and date range. A: DataProse confirms search capability based on account number,date,or date range. 6.3. Have capability to email bill image from contractor site. A: DataProse confirms capability to email bill images directly from Search&ViewBill site. 6.4. Provide PDF image of each statement processed after mailing is completed. A: DataProse will continue to provide PDF images of each statements processed as required. APPROVAL OF FORMS AND ENVELOPE ORDERS 7.1. The City will approve print stock and envelopes.Any changes during the contract must have City approval. A: As part of our current process with the City,approval is required for all orders for print stock and envelopes. 7.2. Proofs will be provided for approval prior to first printing and at any time a change in format is made. A: DataProse will furnish proofs for approval prior to sending to print. 7.3. All artwork remains the property of the City of Plano. A: DataProse confirms that all artwork is the property of the City of Plano. 101PAGr DataProse-AU information contained herein is proprietary-any unauthorized disclosure,copying,distribution is prohlbited and may be unlawful DATAPiuse PROPOSAL FOR SERVICES_ BILL PRINTING 8.1. Pre-printed forms of any kind will not be used. A: DataProse confirms adherence to the requirement. 8.2. High quality print with 600 DPI or better,full-color,one-sided. A: DataProse will continue to provide full-color variable printing at this level. 8.3. Bill print fonts include OCRA for automated scanning and processing. A: DataProse will continue to utilize bill print fonts including OCRA for automated scanning and processing. 8.4. 8-1/2 inch x 14 inch with perforation.(See pages A-2-A-4.)Statements may vary in layout and format. A: DataProse will continue to meet this paper size requirement and understand the statements may vary to layout and format. 8.5. Paper weight is 24-pound bond. A: DataProse will continue to meet this paper stock requirement. 8.6. Top portion of bill is for customer retention and contains billing information. A: DataProse will continue to meet this requirement. 8.7. Perforate bottom portion to produce a return stub 8-1/2 inch x 3-5/8 inch to be returned by customer with payment. A: DataProse will continue to meet this requirement. 8.8. Fold to fit a#t10 window envelope with required information visible.Bills to be inserted in a bulk envelope are to be folded to fit the bulk envelope. A: DataProse will continue to meet this requirement. ENVELOPES 9.1. Mail Out Envelopes 9.1.1. #10 pistol window,24 pound white wove printed one color(black ink)plus inside security tint.(See pages A-5-A-6 and A-18.) A: DataProse will continue to furnish the outgoing mail envelope meeting these specifications. 9.1.2 Window size must comply with USPS for utilization of bar code. A: DataProse confirms and will comply with this requirement. 9.1.3 Ability to include return mail processing codes if required. A. DataProse has the ability to include return mail processing codes If required. 9.2. Return Envelopes 9.2.1. #8-5/8 window reply envelope,20 pound white wove printed one color(black Ink)plus inside security tint.(See pages A-7-A-8.). A: DataProse will continue to furnish the return mail envelope meeting these specifications 9.2.2 Bar coded for return address. B`H A: DataProse will continue to comply with this requirement. 'i - -- l 111 PAGE DataProse-Ari Information contained herein is proprietary-any unauthorized disclosure,copying,distribution is prohibited and maybe unlowful. 0 -PROPOSAL FOR SERVICES 9.3. Bulk Envelope(Mail Out) These envelopes are used to mail bills to customers such as apartment complexes who have multiple accounts going to the same address In a single envelope. 9.3.1. 9"x 12" booklet envelope,28#white wove.(See page A-9.). A: DataProse will continue to furnish the outgoing mail(Bulk)envelope meeting these specifications. 9.3.2. May use mailing label or window envelope with cover page. A: DataProse will continue to comply with this requirement. 9.3.3. Additional contents include one return envelope and one of each additional informational insert. A: DataProse will continue to comply with this requirement. UTILITY ILL FOLDING AND INSERTING 10.1. Fold statement to fit mail out or bulk envelope,as appropriate. A: DataProse will continue to comply with this requirement. 10.2. Must have multiple page and selective inserting capabilities. A: DataProse currently has multiple page and selective inserting capabilities. 10.3. Contents include statement,return envelope,and up to three additional Inserts. A: DataProse currently provides the City with the ability to insert the statement,return envelope and up to three(3)additional inserts. OFFSET PRINTING 11.1. Inserts may be printed one-sided or two-sided,one-,two-,or four-color,and may have full bleeds. Sized as follows: 11.1.1. Small-8-1/2"x 3-1/2"(Seepages A-10--A-12.) 11.1.2. Medlum-8-1/2"x 5-1/2"(Seepages A-13–A-14.) 11.1.3. Large-8-1/2"x 11"(Seepages A-15--A-16.) A: DataProse confirms Its ability to meet these requirements. 11.2. One-,two-,or four-color Imprinting may be ordered on Mail Out envelope.(See page A-18.) A: DataProse confirms its ability to continue providing the City with this capability. MAILING 12.1. Daily(5 days per week). A: DataProse confirms its ability to meet this requirement on a daily basis(5 days per week), excluding holidays. 12.2. Turnaround—data in by noon,process same business day and deliver to USPS bulk processing center. A: DataProse will continue to meet the City's requirement in this area based upon the already established file transfer cutoff. 12.3. The City of Plano will provide a monthly postage check to be held by the contractor In a postage-on-hand account and drawn from as needed.The contractor will obtain the best possible postage rates for bulk mailing. A: DataProse will handle postage directly with the City,and understands that the City will provide a monthly postage check as described. DataProse will provide the best possible postage rates for bulk mailing. ',iea it s 121AAG DataProse-All Information contained herein Is proprietary-any unauthorized disclosure copying,distribution is prohibited and maybe unlawful. �. r: 0 -PROPOSAL FOR SERVICES 12.4. Provide a postage usage report monthly.Usage Information will be utilized by the City to adjust the monthly postage check amount as needed. If at the end of the contract a credit balance Is realized,the City should be reimbursed within 30 business days. A: DataProse will continue to meet the City's postage reporting requirement. INVOICING 13.1. Monthly. A: DataProse will continue to invoice monthly as required. 13.2. Only invoice for work completed. A: DataProse will continue to conform to this requirement. 13.3. Insert Printing should be invoiced separately from bill printing. A: DataProse will continue to conform to this requirement. 13.4. Invoicing should Itemize services according to proposal form. A: DataProse will continue to conform to this requirement. 13.5. Specify details of special handling bills. A: DataProse will continue to conform to specifying details of special handling bills. 13.6. List number of bills printed for the period. A: DataProse invoices will continue to reflect number of statements printed for the period. TRAINING Contractor is required to provide training to City of Plano staff as needed to insure continuity of the process. A: DataProse will provide training as needed to insure continuity of the process. WARRANTY Contractor is responsible for all costs associated with errant printing and mailing of bills due to no fault of the City. A: DataProse will continue comply with this requirement. 4r Y I qr 13j'PACE DotoProse•All IMOrmation contained herein is proprietary-any unauthorized disclosure,copying,distribution is prohibited and may be unlawful. A-TA '-)n)se- f, J, PROPOSAL FOR SERVICES Section 11—Continue Project implementation Plan The general scope associated with any new project is estimated at twelve(12)weeks understanding that all requested items are returned to DataProse in the timeframe stated. Any changes to the Project Schedule will be documented and updated on your plan and provided to all parties involved. in order to begin your implementation,the following items will be required: Test Data File Data Layout Client Logo New Client Checklist NCOA-rink documentation Mockup(if applicable) Your Project Manager will provide you with all documentation necessary to begin development and is able to assist you with any questions you may have from the items listed above. After the completion of the initial development,you will receive samples from DataProse. You and your Project Manager will complete a series of correction and revisions as deemed necessary in order to create your desired new statement design. Once the design of the statement is complete, you will be asked to perform a Parallel Test. For each project implemented by DataProse,you will be assigned a dedicated Account Manager to tacilitate all client communication and funnel all questions or concerns. Your Account Manager will represent DataProse and will be equipped with the necessary information to complete the project. In turn,we ask that one point of contact be established at the client level to facilitate client changes,revisions and final approval for the application to be built. Although various components of the project may be assigned to specific individuals on your team,it 1s ultimately the main point of contact that the Account Manager will consult regarding format changes and final decisions that may arise while the project is in production. Each project is also assigned a DataProse developer. This person is responsible for the data programming associated with your application including data mapping and bill design. The Project Manager and Developer work closely to produce your final product. The developer is the person that will be a technical resource for the development of your application in the event data specific questions arise. It Is imperative that all items be received and returned In a quick and efficient manner. Failure to return items as requested may result in a delayed live date. Your project cannot begin until a test data file,data layout and checklist are received. Your project completion date will be assessed once all components are returned and submitted for scheduling. A conference call may be needed within two weeks of project submission in order to answer questions regarding your data set by the assigned development programmer. In most cases,an initial sample of the project can be expected within two to three weeks from project submission. Again,this date is subject to change and will be defined on your project plan from the point of receipt of requested Items. There may be components of your project that will need to be assessed outside of printing and mail delivery. If this Is the case,this project will receive its own timeline and requirements in order to obtain the desired product. This Includes,but is not limited to NetBill Development—online bill presentment and payments. As with any new change,you may see a need to alter the Initial sample as presented by DataProse. Your Project Manager will provide you with a Corrections and Revisions Form in order to alter the Initial sample. This form is necessary to obtain your final desired project. Your preference may be to Increase the font of one section,or add your website and office hours. In any case,be sure to clearly define your requested revisions to your PM and on the correction and revisions 141PAce llatoPrase-All Information contained herein is proprietary-any unauthorized disclosure,copying,distribution is prohibited and may be unlawful. m p (� D-A-0, . form. We understand that it may be necessary to complete a series of corrections and revisions. As a general rule,we anticipate a maximum of three rounds of corrections and revisions. 151PAGe DotaProse-All Information contained herein is proprietary-any unauthorized disclosure,copying,distribution Is prohibited and maybe unlawful. PROPOSAL FOR SERVICES Prolect Ti el ne Project Plan Phase 1—Project Overview and Scope Defined—Three(3)Weeks ® Schedule a project kick-off session with the City's team. ® identify client stakeholders involved and confirm overall project scope. Review selected documents components and process. Identify any future changes/recommendations if applicable. Review project Input checklist(format,fonts,color,messaging,graphing,etc.). Following kickoff,build the project schedule and review and gain agreement on project calendar and due dates with key stakeholders. ® Weekly,documented updates will be provided by the DataProse Project Manager assigned to the implementation. These updates will detail the progress made each week as well as review responsibilities and accountability of each stakeholder. Updates will also identify any potential risks to project completion. Project Development Phase 2—Application Development—Six(6)Weeks ® Working collaboratively with the City's team,create/review layouts,present, refine,and gain final approval(sign-off)regarding offset materials if applicable. ® Working collaboratively with the City,design technical specs, map/code test data, and gain final approval on data map. Included In this segment—scan line testing and preliminary approval of lock box processor. Project Execution Phase 3—The City and DataProse Staff work together to finalize the project. Estimated time is three(3)weeks. • Custom stock ordered and received If applicable. ® Postage deposit received or verified with USPS. • Create"live samples",present,and gain approval. Lock box approves remit samples. • Schedule parallel production and confirm cycle schedule with the City. ® Train client contact(s)on DPAuto—your online dashboard for process management,available 24/7 from any internet-connected computer. Includes - FTP Process,Archive,Job Tracking, Proofing and Custom Message Management. • Receive final sign off to proceed. Project LIVE Final Phase--LIVE Production Run a 45, 161PAcf Datoprose-All lrifarmation contained herein Is proprietary-any unauthorized disclosure,copying,distribution Is prohibited and maybe unlawful. DATAPrOse PROPOSAL FOR SERVICES In Production... All programs implemented by Data Prose have been automated to the fullest extent possible.Upon the receipt of your data,the following process will automatically begin: ✓ An email notification will be sent to key DataProse individuals responsible for your application ✓ Your data file(s)will be transmitted to the appropriate location for processing. ✓ The program will begin ✓ We will perform predefined verification steps(Developed application by application) ✓ once your files have been automatically verified for accuracy,the processing will continue. ✓ Print files will be prepared ✓ PDF files will be generated ✓ Electronic data will be downloaded for presentation on the internet ✓ Upon completion of the processing,you will be emailed a processing report(usually within 4 hours of receiving your flies) ✓ And at the time your bills have been delivered to the USPS,you will receive a 2nd confirmation of delivery(Usually within 4 hours of mail delivery) s MRS R, a 8 ¢¢ "" it is only out of our continually changing efforts to meet our client needs that we have purposely added several manual steps for verification in order to ensure that the proper attention is given to the accurate and current insert and insert weight verification and processing verification. g , 171 PAGE DatoProse-All information contained herein is proprietary-any unauthorized disclosure,copying,distribution is prohibited and maybe unlawful. 7 iPROPOSAL FOR SERVICES DataProse Production Flowchart Client Saotwrkti � E n � r d ion It bt �rfi � � Flowchart, Jet ry r DP Auto FTP Predefined ":' �.e sfa"rsr�gtr�s'ri �, Verification asci}ie ri to C-lip'st X" FAIL0 -c Processing Ofewa PP'dtlfa-A Continues ppression erw� itt4 Yr> PerkWM su it t' gent"d Generate P Output4 office 0r� and t image,Lower _aId end Insert Irk. f �u F=7tra ar. F"rtfa as,,;g {#fritsstt�� F�sa,- of lA-at'a$+t°"r3,►Ksa �^dpyr A'S Pr.-)t B" rs: 18iPAGr DataProse•All Information contatnedherein Is proprietary-any unauthorized disclosure,copying,distribution is prohibited and maybe unlawful. DAMAI-mose PROPOSAL FOR SERVICES Variable Data/Highlight Color Laser Printing—Coppell,TX Production DataProse employs the most advanced Xerox Highlight Color Laser Printers with the ability to print simplex or duplex statements in crisp 600x600 resolution Currently,DataProse has five(5)Xerox DT180's to print statements at a rate of up to 10,000 pieces per hour. Availability:Instantaneous l' DataProse utilizes a Xerox iGen 4 to print inserts. I n Mailing—Finishing—Coppell TX Production DataProse utilizes Bell&Howell and Pitney Bowes inserting equipment which can produce a wide variety of statements. Using bar-coding techniques that keep each run in order. 100%output verification is becoming the standard of service for all intelligent mail applications.Document Reliability System(DRS)delivers better service to your customers through automated mail piece verification. DRS utilizes an Innovative camera system to read and report each document as it is processed, providing correct sequence assurance,and producing a full audit trail verifying each envelope's completion.The system allows us to quickly identify and fix any doubles,missing documents,or insertion errors mid-stream without compromising the production process or audit trail. Currently,DataProse has six(6)Pitney- Bowes Mailstream Evolution inserting System 12's for inserting and finishing at a rate of up to 12,000 pieces per hour. Availability:instantaneous 191 PAGE DatoProse-All information contained herein Is proprietary-any unauthorized disclosure,copying,distribution is prohibited and maybe unlawful. PROPOSAL FOR SERVICES Automated Document Factory/Inserting Integrity DataProse utilizes a camera verification system to track and verify document specific data to ensure the integrity of each mail piece. The camera captures images of the mall pieces(address window)as they travel through the inserting process In a predefined sequence.The Images are transmitted to our system and OCR software reads the Barcodes to spot any breaks in the sequence or document specific information. The information that we check and verify includes: **AUT0**5-DIGIT 76230 1 PSS 92332AB10-A-1 3 3 AV 0.360 �nbiFllp�l,iynl��i�lll'�IgIl,�iylPl��li�®�i'Ipl,gli�ui JOHN SMITH " it 1122 MASON AVE a ANYTIME,TX 77735 Envelope id Job Id Print id -Address Type id First Page Indicator -Client Id Envelope Sequence Id -Custom Stock -Component Id Preprocessing to Maximize Postage Savings To insure the highest postage discounts while guaranteeing the accuracy of the addresses and zip codes supplied by you, DataProse will: Utilize our software to verify valid addresses from the client's data Create a data stream for documents with missing zip codes or bad addresses Sort data into mail streams required by the USPS for postage discounts Add and verify Zip+4 Post-Net barcode to all addresses to aid presorting,If necessary Quality Assurance—Guaranteed Performance The success of an alliance with DataProse would be based on a consistent level of excellence in ongoing service dependability. Equally important is the assurance of long-excellence in customer service responsiveness,problem solving, and solutions. SIF DataProse has in place measures to ensure: * Quality control Availability and uninterrupted work flow On-time delivery * Pricing and contract adherence * Corporate identity and specification adherence Strict data security and confidentiality Customer service responsiveness * Accurate and verifiable billing and cost allocation * Accurate history and usage reports 201PAGe DataProse-AR Informotion contained herein is proprietary-any unauthorized disclosure,copying,distribution Is prohibited and maybe unlov+fai. A-X- ose PROPOSAL FOR SERVICES After-Hours Support&Escalation DataProse after-hours support guarantee defined below: STANDARD PRODUCTION URGENT PRODUCTION REQUESTS: AFTER-HOURS PRODucTioN REQUESTS: REQUESTS: Contact your assigned Email—DPLIst- Email—DPLjst- Account Manager FirstaesponseTean@—dataprose.com FirstResponseTeam!Tdataprose.com Phone— 972.462.5411 Phone— 972.462,5411 Escalation Contact—your Escalation Contact—your Strategic IF NO RESPONSE IN 30 MINS, Strategic Account Manager Account Manager Call After-Hours HOTLINE Secondary Escalation—Client Secondary Escalation—Client Relations 888.856.3185 Relations Manager Manager HIPAA DataProse has established a dedicated team whose focus Is to ensure that every aspect of our business is in compliance with the applicable legislation and Its required effective dates.Our continuing goal Is ongoing interpretation of the HIPAA regulations and their applicability to the DataProse printing's operations. Ic Wsoc C SSAE 16 Under our SSAE 16 Compliance,all process are certified to Guarantee 100%delivery. 211 P A G E DotoProse-Affinformation contolnedherein isproprietury-any unauthorized disclosure,copying,distribution is prohibited and maybe unlaKut. (,-.),see, -PROPOSAL FOR SERVICES An Overview of the DataProse Quality control process® Quality is at the forefront of the DataProse business model. DataProse will provide quarterly,bi-annual or annual account reviews depending on the client's business needs,which allow DataProse to gauge the satisfaction level of our customers. A typical meeting will address any processing issues and establish planning for product enhancements,document changes or quality control procedures. in addition,we expect open communication and encourage our clients to keep regular contact. Ultimately,the measure of value is left to our customers. With the extremely high contract renewal rate that DataProse has sustained,we have confirmed that our services add value to our clients and are high quality. DataProse feels the key to a successful vendor customer relationship is matching resources. Having key resources in place that understands the client and their business needs will ensure continued success. DataProse will match resources at the operational level for dally activity,as well as at the executive level for primary decision-making,strategy and key development tasks. Our ADF(Automated Document Factory)utilizes a Problem Fault Management system called ITSM(IR"Incident Report" System). Each problem,or IR,is tracked as a ticket using an internal computer program. Tickets are entered,updated and closed within this system,allowing users to trace the IR from the reporting of the problem to its closure. Clients are given ticket information,including the ticket number,so that they can call their Account Manager for information regarding a ticket's status. DataProse's mindset of"zero defects"is the high standard to which DataProse holds itself.The zero defects philosophy encourages everyone to accept no mistakes,delays or rework as a business practice,but rather to learn from the mistakes,set an obtainable goal,develop a plan to reach that goal,and then raise the goal.As employees utilize their quality training,the results have proven to be beneficial to both the employee and more importantly-to the customer.At our Production Centers,quality issues are tracked on a weekly basis and evaluated by management. DataProse has constructed the Production Centers to have key checkpoints throughout the facilities where each job is scanned and the data is automatically integrated into a database that is available to our customers 240. Automated Document Factory(ADF)has been installed and is an internal platform that provides the ability to track mail to the piece level versus job level,presenting greater quality and mail piece integrity for our clients. ADF provides an enhanced level of tracking for documents and related materials for our customers,improving quality of products produced and operational efficiencies. DataProse also employs both manual and automate checks to facilitate our total quality management as well. First there are several manual checks where a print operator may stop and review the output for errors,streaks,alignment,etc. The Insert operators also pauses production to review output like checking for sealed envelopes. We use in house engineers to do regular machine maintenance. We also employ software and hardware audits to ensure quality. For example,there is software running on each inserter that tracks the total number of documents in addition to cameras scanning the documents as they process. It's this combination of human,machine and software,each auditing each other,that provides the highest quality. Along with manual and automated cross checks by production managers and supervisors,our facilities utilize a report known as the"JOBS IN PROGRESS"report. This production related report allows management a physical check-off for all jobs residing within our production centers and aids in maintaining our high quality standards. DataProse also utilizes a unique feature known as"storyboards",which follows each and every job throughout the facility and is a physical reporting tool used to ensure quality processing for all customers. The storyboard contains specific information related to the job such as SI-As,time stamps,quantities,materials,visual references for production personnel, and customer Information. During each phase of the job,It is scanned into the database and the personnel or operator is required to Initial the physical storyboard. f 221 PAGE DataProse-All Information contained herein is proprietary-any unauthorized disclosure,copying distribution is prohibited and may be unlawful, DATAp-rose co PROPOSAL FOR SERVICES DataProse Quality Control Process cont'd: In summary,the zero defects philosophy encourages everyone to accept no mistakes,delays or rework as a business practice,but rather to learn from the mistakes,set an obtainable goal,develop a plan to reach that goal and then raise the goal.As employees utilize their quality training,the results have proven to be beneficial to both the employee and more importantly-to the customer. Data Security& Businessnttlltitty Plan DataProse is HIPPA,PCI and SSAE 16 Compliant DataProse a-bili delivery and on-line payment solutions migrate through our system of networks that are PCI Level 1 compliant. Allowing DataProse to handle your a-bill delivery and/or payments keeps you from having to be PCi Compliant and thus reducing your liability. 1.Business Continuity Planning Strategy Business Continuity Planning(BCP)aims to prevent or minimize damage from disruptions in operations. DataProse Business Continuity Plans are intended to: Prevent a minor incident from becoming a major issue Clearly outline roles and responsibilities Minimize loss of data and revenue Protect the DataProse reputation Satisfy the DataProse obligations to Its employees,customers,and community Comply with applicable laws and regulations 2.DataProse Business Continuity Policy It is the policy of DataProse that plans are developed and maintained to ensure adequate continuity in the event of a disaster.DataProse business continuity plans are designed to protect the interest of our customers,and employees. 3.Assumptions a) Not all incidents or events will lead to a disaster declaration.The declaration of a disaster will be reserved for major system and/or infrastructure failures(network,facility or computer hardware/software)where initiation of BCP recovery procedures is required. b) BCP Plans and recovery procedures are developed around a single disaster or event impacting the DataProse business-critical functions. c) Alternate sites/vendors/resources will be available to DataProse at the time of need. d) Qualified personnel in sufficient quantities are available to perform recovery activities. e) organizations external to DataProse,such as vendors and government agencies will be reasonably cooperative during the recovery period. 4.Recovery Sites ZA 231 PAGE DataProse-All information contained herein is proprietary-any unauthorized disclosure,copying,distribution is prohibited and maybe unlawful. PROPOSAL FOR SERVICES Our DataProse business continuity strategy integrates alternate DataProse facilities(CovRell,TX,Buffalo Grove.IL and Oxnard,CA)and 3rd Party Alternate Work Site Agreements. .Recovery Strategy Recovery facilities are stand-alone production facilities encompassing statement production,warehousing and administrative departments.All plans are developed so that work can be moved from facility to facility and In this way serve to back one another up. Business Continuity Plans are consistent with the following steps: Declaration: a DataProse will communicate to all customers that a disaster has been declared and that DataProse is operating in disaster recovery mode. DataProse will be responsible for vendor notification-obtaining additional forms and materials for transport to the alternate processing facilities. V All statements from the impacted facility will be transferred and processed through one of the alternate processing facilities where printing,inserting and mailing functions will take place. Data Transmission: • Upon a disaster declaration by DataProse,customers will not need to make any change to their statement file transmission method.Customers with dedicated circuits would have to provide statement data via tape or over the Internet.(DataProse will provide assistance to those customers wishing to use the Internet to ensure connectivity). Printing: 0 Printing will be performed by the alternate processing facilities or the third party print and mail vendor. 6 DataProse will attempt to use all available custom forms;however,we may elect to use plain white forms without logos to ensure mail is processed in as timely a manner as possible. DataProse will make every attempt In a disaster to print utilizing the same type/model of printers as used in non-disaster situations but may elect not to provide highlight color or full business color as an option. Inserting: • Inserting will be performed by the alternate processing facilities or the third party print and mail vendor. Custom inserts will not be included as part of the inserting process.Dynamically created inserts can be included.The decision to include/not to include inserts will be reviewed as the resumption process continues. DataProse will continue to handle and be responsible for special handling needs-processing holds,etc. Generic carrier and remit envelopes will be used at the onset of the disaster declaration.The decision to include/not to include custom carrier and remit envelopes will be reviewed as the resumption process continues. Zip Sorting: • DataProse will continue to process mail pieces in zip code order for presentment to the USPS to ensure the best Postal rate is achieved. • DataProse will provide a report of volume for work processed each day. Production Services: ® DataProse will continue to perform job reconciliation and postage payment functions -,bPu * DataProse will continue to perform reprint capabilities. r.t, 241PAGE DataProse-All Information contained herein Is proprietary-any unauthorized disclosure,copying,distribution Is prohibited and maybe unlawful. D A m I mis e —PROPOSAL FOR SERVIGES Warehousing: All Incoming,receiving,and warehousing functions will be performed by the alternate processing facilities or the third party print and mail vendor. 6.Client Communications As part of a comprehensive communications plan that outlines the management,escalation and communication processes during a disaster situation,the facility general manager will coordinate communications to its internal customers.Working together and in accordance with the overall business continuity plans, communications will share information and/or impacts with clients as timely as is possible. DPAuto—Your Secure Customer Portal 24/7 DPAuto DPAuto is our 24/7 printing and mailing Secure Customer Portal service. You send your data files to the DataProse Secure DPAuto Internet site.The billing documents are printed,inserted,and mailed within one business day of receiving your data or same day if specified.DPAuto provides a full menu of processing tracking,cost and CRSS/NCOA reports.In addition,you may proof documents and add messages to your documents through DPAuto. DPAuto—Job Processing at your finger tips: Secure Access: POP _,._ ftn In to your account 251PAGe DatoProse-All lnformotion contained herein is proprietary-ony onouthorired disclosure,copying,distribution Is prohibited and maybe unlawful. PROPOSAL FOR SERVICES Secure FTP: ti > s U tiro�� JobTrax Aw 261PAGr DataProse-Aliltiformation contained herein is proprietary-any unauthorized disclosure,copying,distribution is prohibited and maybe unlawful, DATra,sse PROPOSAL FOR SERVICES_ A, Comprehensive Reporting JIO Rewc-0 WMT IVAMO l lftmum amu, tluo W f"O'm f tl ra.-'sa Alt t r'4-CIA tor Wyk Reports DataProse provides a wide range and types of reporting for client reconciliation for each job/project submitted for production. The most important report that most easily details the breakdown of records received and processed is the "DPSYS Report". This report is presented in a PDF format and is available immediately after processing is complete. Although this is the only report that has been included In the RFP response,there are many others available after processing that provide additional detail. • DPSYS Report—PDF(Appendix C) ® MU Output Summary Report—PDF(Move Update) * MU Output Report—DAT(Move Update) ® MU Summary—PDF ® Client Reports—TXT(invalid address report) MOVE UPDATE Summ@y Put DATAt4YV1W- put Pop.t GO P WHAM Popp.S Nobb mg. JAA=WAN" 3 S i Muf2um 8 V t M aw»e.«a.............w�..aaae�.awr»ffi�.vea a. . .awwopda .®�.ovnv a. ... mro-wea«v*.mwsraa.aa.c wp.zam....a,..�arw�aac.a®mna.aama.. =Aec -r0 3 s EflWiWe a §1J NDM TYPO.p March Fft.A atv u s PaaOY �ny�r s ..<.®..... �a, ,a pis c�13 W �.�tv , IN utat B ;3 ®..... ..........a.$..��.. . ...........� .......aa .,....... ��. $.i . . � ........ ......................... 271PAGE PotaProse-All Information contained herein Is proprietary-any unauthorized disclosure,copying,distribution Is prohibited and maybe unlawful. , PROPOSAL FOR SERVICES _ ,_ _ u Manage your statement messaging: '' � � a Binz.: s ,� � N .,1M �'tn�ac�*t3s��a 9�`5¢;� ar.�7 ,,aaY+ �-ta.,e,lu6 � ,�s, p;•,�.,,,,¢r �,esrr.ft,�€_��e 4:tb 6. l=�a. ,. as. e•+ �,gl.a9re-9 gYm rejred et a,w;&d B? The Message Manager tool is found inside the DPAuto Client Portal. it allows DataProse customers to create ad hoc messages that will appear in a message field on the bill itself. Customers can determine if messages appear in a complete bill cycle group or a subset of the bill cycle group. The typical size of the message can be up to 500 characters. Graphics can also be added with the message. DataProse Account Managers assist our customers at no cost regarding the graphic requirements for bill messaging. J 281PAGr DataProse-Aft Information contained herein Is proprietary-any unauthorized disclosure,copying,distribution Is prohibited and maybe unlawful. DATA,pro-se —PROPOSAL FOR SERVICES Section Iii®Added Value 16.1 Preference will be given to companies providing high-quality in-house Insert printing. A: DataProse will continue to comply with this requirement. Our In-house leen 4 provides excellent output quality for inserts. For certain large runs or specialized paper,DataProse utilizes trusted printers in the Dallas Metro Area. 16.2 Provide occasional courier service for special delivery and pick up requests. A: DataProse will continue to comply with this requirement 16.3 The City of Plano encourages offerors to provide Environmentally Preferable Products. Options of interest include: 16.3.1.Vegetable-based and recycled(filtered) Inks;avoid inks containing heavy metals 16.3.2. Papers and envelopes made with post-consumer fiber and other environmentally preferable paper fibers. 16.3.3. Processed chlorine-free papers. A: DataProse will continue to comply with this requirement. All materials that DataProse utilizes for the City of Plano are chlorine free. All inserts utilize soy or vegetable based inks and all papers used are SFI Certified. STAJNABLE FORESMY INITIATNE Additional Added Value Options: PRODUCT OVERVIEW: DP eBiil DataProse provides several different electronic delivery products. These product offerings provide email delivery of either a link to the bill payer's bill or attachment of a PDF(with or without security options). The email itself Is delivered in HTML i format and can be customized to include graphical content and variable data. The core product is intended to be one email template per application,but multiple templates may be set up at the fee structure defined below. This product offering does not Include any Electronic Bill Presentment/Payment(EBPP)functionality, although the option is available. There is a robust reporting module in support of all documents delivered electronically. This reporting includes information such as, when the documents are delivered,which email messages were returned as undeliverable,which email documents were opened,and more. PRODUCT FEATURES: DP-eBlll Lite— Email delivery with a link back to the original bill-payer invoice. This link and the source document are stored by DataProse and is made available seamlessly to the bill-payer. DP-eBlll Gold—Email delivery of a PDF attachment of the original bill-payer invoice. The bill-payer can open the PDF invoice without requiring any password. This product is useful for clients having bilis/invoices that contain no personally Identifiable information. f" 291PAGF OotoProse-AYInformation contained herein is proprietary-ony unauthorized disclosure,copying,distribution is prohibited and maybe unlawful. A . e PROPOSAL FOR SERVICES DP-eBill Secure— Email delivery of a PDF attachment of the original bill-payer invoice—the PDF will have security applied to it in which the bill-payer Is required to enter a password to open the document. This security will be determined and configured by business rules defined by the client and DataProse. This product is useful for clients having bilis/invoices containing personally Identifiable information and/or where the client simply has requirements for this type of security. Standard Features All reporting(described above)is standard with all DP-eBill Products, OPTIONS: Custom pricing can be negotiated,depending on the amount,complexity,#of templates,or customization to each email templates. PRODUCT IMPLEMENTATION TIMINGS Standard implementation time for one email template into the DataProse normal process is 2-3 weeks. Each additional email template can be added in the same 2-3 week time frame. PRODUCT PRICING: Implementation(includes one email template)and Initial Setup' Waived One Time Annual License/Subscription Fee $1,500.00 Annually" Additional Email Template Setup $250.00 Per Email Template Standard Email Transaction $0.050 Per Email Email Transaction with Attachment—PDF $0.07 Per Email Email Transaction with Secure Attachment—Password Protected PDF $0.10 Per Email Setup Fee will be Invoiced and due prior to the completion of the project as set forth in a mutually agreed upon Statement of Work Annual Fee will be invoiced every year,after the Initial year of service,on the first day of the calendar month which the Initial services were implemented. .h 30 P A G F DataProse-All Information contalned hereln is proprietary-any unauthorized disclosure,copying,distribution is prohibited and maybe unlawful. DAT I A P r Us e-0 PROPOSAL FOR SERVICES PRODUCT VERVIE : DIP Return Mail Solution ■FIRST CLASS RETURNED MAIL IS GROWING AS A%OF OUTBOUND FACTS MAIL 76%OF ALL RETURNED MAIL HAS TO DO WITH MOVERS ■MOST COMPANIES LOSE MILLIONS OF DOLLARS ANNUALLY DUE TO THE ISSUE Returned Mall Solutions(RMS)is an integrated suite of post-mail What IS ? solutions,that efficiently manages all workflow,data and Customer contact issues associated with undeliverable mail and bad addresses. The solution provides the following benefits to any organization that Why should 1 be interested? mails First Class documents B2B and B2C.This is why every Company should utilize RMS: •Provides operations savings and cash flow improvements better than market—including internal operations and outsourced handling of Customer accounts •Automatically turns paper to data,updates Host(s)with new Customer data •Easily integrated solution with 30 day implementation,in-house or outsourced •Minimal staff required for implementing NCOA is the National Change of Address database,administered by the MOW do you differ from NCOA? USPS.Approximately 50%of Consumers and Businesses complete Address Changes with the USPS. RMS is a fully integrated paper and data workflow solution,including proprietary software and technologies,that more efficiently manages physical returned mail and the required resolution of address Issues.NCOA is a database that resolves a small percent of the overall Issue.RMS is completely different than NCOA. While every Customer has different outcomes based on their individual How much can I expect to Save? Issue,average annual net savings for implementing RMS is$500,000+. RMS is live within 30 days of requirements.There is no need to wait How fast can I Start? months or years while you are working on other mailing and data changes.Savings begin day one,and the solution is fully migratable as your systems,documents and platforms change. The original enterprise workflow process was developed in 2002 and RMS Credentials has been providing the solution to B2C and B2B Customers since 2006. a Manage 300,000—1,000,000 physical returned First Class Mail Pieces monthly *Have managed and resolved in excess of$1.2 Billion in customer AR ■Validated as the most comprehensive solution in the US for the issue 311PAGE Dotaprose-A/!information contained herein is proprietary-any unauthorized disdosore,copying,distribution&prohibited and maybe unlawful. PROPOSAL FOR SERVICES Basic Workflow FYeddaJd � Ae�tkerAd �. .�. fi. °Rctdrrasd PoYa�, s mw �.- raPim ShutPd�tfc� A , xn 7 ' to ,. • ..��tt RS�"s€s� C�.rr. r. �tt�B C.p'4Jrt 020�R-5p@r9 Pati! ,� Pray- ,�itad ,ffaTrarror,scrAPI-i8 kV:t.�1 S�statbs s` AYSt RawStk$rr— - s� X Traf"I;om assUM _ . R4U5vnfP7 fSbr,aelYYYrY 'RA emmo t Ce.,sserrdaz to tY�kl)€eam a Pte. I, Ctt�tarte lif clwww "Am $Wormm PAM w�taPYM-SI) .. .A A[Ty* bw[e�k:aitd Cvbtart�e �1Wmedur:ludnt_7 ...,...e.... 5 u�5#rrad �e Non to 53n9cm+ C�'a'ctl�aUate � .a,-- iOltevx 4.,. fe Wlit SecrtltY✓s�°'t DataProse will be providing technology for managing workflow, processing and reporting for mail that is undeliverable as addressed,as outlined below: CAPTURE o Customer changes return address to SERVICE PROVIDER UNDELIVERABLE MAIL ONLY 417 BRIDGE ST#00000(Customer Number supplied by SERVICE PROVIDER) DANVILLE VA 24541-1403 o Upon daily entry,sort mail into multiple batch types based on: a Statements[ADD IN ANY OTHER DOCUMENTS HERE] M Correspondence—exception mail in Payments—exception mail I ,, x10 < . 321PAGE DotoProse-Ali information contained herein is proprietary-any unauthorized disclosure,copying,distribution is prohibited and may be unlawful. DATrose PROPOSAL FOR SERVICES h3 o Bar coded mail pieces IN Bar coded mail pieces will be scanned IN Data will be extracted from each bar code scan. Bar codes will be 2D Data Matrix 10 mil and will maintain a consistent record layout. Bar codes will contain the following information: • Customer ID • Customer Name • Customer Primary Address ® Customer Secondary Address • Customer City,State,ZIp+4 • Account Number • Amount Due • Statement Date ® Letter Type o Returned Mail documents are staged for Re-mail after Bar coded mail pieces are scanned SEARCH o Upload by batch,the secure file containing information from each Statement to SERVICE PROVIDER'S Proprietary Address Management Software RMSLink o Drop any Duplicates with Exact Account Number Match during pre-processing, per the individual batch, and report as dropped o Remove any destroyed or mutilated pieces which can be scanned yet not fully data captured and record and move to Unknown o Record and provide the following reporting segments: Postal Change of Address Updates Proprietary Change of Address Updates • Duplicates ® Suspect Updates ® Unknown Records—includes records that could not be found through any address management update process • Customer Review Updates(as applicable) ® Analysis a A Comma Delimited feedback file containing updated information will be posted through a SFTP process for access and upload REMAIL o After RMSLink concludes,a re-mail file containing any updated addresses are posted for pulls from staged returned mail pieces o A Standard Security Insert is included with the original returned mail piece,and inserted into a new outgoing mail envelope o All original returned mail not re-mailed will be stored in secure storage for 30 days o Secure document destruction for all non-re-mailed items after 30 days includes shredding up to 1 oz.weight per piece. Documents are commingled for destruction 331PAGe Dato?rose-All Information contained herein is proprietary-any unauthorized disclosure,copying,distribution is prohibited and maybe unlawful. PROPOSAL FOR SERVICES REBOUND o Scan all bar codes from returned Re-mail envelopes, data enter yellow return-to-sender(RTS) sticker information for either forwarding service expired(FSE)address,or nixie reason for non- delivery o Data uploaded to SERVICE PROVIDER web portal as a separate Excel Rebound File REPORTING o Batch files,metrics and analysis are available via the SERVICE PROVIDER web portal o Output reporting will adhere to the SERVICE PROVIDER Standard Record Layout EXCEPTION ITEMS o Customer Letters and Payments are excluded from the returned mail process and treated as Exception Items. These items are not tracked,nor reported by SERVICE PROVIDER. o Customer Letters and Payments will be shipped daily to the following address via the customer, FedEx account number,and sent 2-Day Priority Attention: [NAME] [STREET ADDRESS] [CITY,STATE. ZIP] Pricing TBI): DataProse would need to consult with the City to gauge opportunity size prior to providing a cost summary. 4 341PArr_ Potaftse-AH Information contained herein is proprietary-any unauthorized disclosure,copying,distribution is prohibited and maybe unlawful. DATAP, mse PROPOSAL FOR SERVICES Section IV®Cost Item Response Form Item 2016-0370-C--01-01-Start-Up Cost:Start-Up Cost Lot Description One time charges incurred at contract start. Quantity 1 lump sum Unit Price Waived Delivery location City of Plano No Location Specified Qty 1 Description One-time charge for startup costs. Provide a description of all items included in this charge in the Comments to Buyerorasan attachment to your offer. Item 2016-0370-C--02.01 -Bill Processing: Process/Print/Mail Lot Description Bill Processing Quantity 1015345 each Unit Price 0.094 Delivery Location City of Plano No Location Specified N/A Plano TX 75086-0358 Qty 1015345 Description Cost for each bill to process data,create PDF,print,collate,fold,insert,seal,mail,and perform all other services specified. This unit price includes archiving fee and inserting fee for up to 3 additional inserts rnonthly Item 2016-0370-C--03-01-Insert Printing--Uncoated Paper:Small,IC,t-sided Lot Description Insert Printing--Uncoated Paper Quantity 82 thousand Unit Price $Q.00975 Price per M$2.75 Delivery Location City of Plano No Location Specified N/A Plano TX 75086-0358 82 - Qty 351PAGF DotaProse-All Information contained herein is proprietary-any unauthorized disclosure,copying,distribution is prohibited and maybe unlawful PROPOSAL FOR SERVICES Description 8.5 x 3.5 Printed 82,000 per lot, 1/0 on 60#uncoated offset.See specifications for details. Enter price per thousand. Item 2016-0370-C•-03-02-Insert Printing--Uncoated Paper.Small,IC,2-sided Lot Description Insert Printing--Uncoated Paper Quantity 82 thousand Unit Price $0.01103 Price per M 11.03 Delivery Location City of Plano No Location Specified N/A Piano TX 75086-0358 Qty 82 Description 8.5 x 3.5 Printed 82,000 per lot, 1/1 on 60#uncoated offset.See specifications for details. Enter price per thousand. Item 2016-0370-C--03-03 -Insert Printing--Uncoated Paper: Medium,1C, 1-sided Lot Description Insert Printing--Uncoated Paper Quantity 82 thousand Unit Price $0.01380 Price per M13.80 Delivery Location City ofPlano No location Specified N/A Plano TX 75086-0358 Qty 82 Description 8.5 x 5.5 Printed 82,000 per lot,1/0 on 60#uncoated offset.See specifications for details. Enter price per thousand. Item 2016-0370-C--03-04 -Insert Printing--Uncoated Paper: Medium, IC,2-sided Lot Description Insert Printing--Uncoated Paper Quantity 82 thousand Unit Price $Q.01743 Price per M ftZ.43 Delivery Location City of Plano � a 36IPA ct DotaProse-AllI*rmation contained herein is proprietary-any unauthorized disclosure,copying,distribution isprohibited and may be unlav&l. DAUAPro,se PROPOSAL FOR SERVICES No Location Specified N/A Plano TX 75086-0358 Qty 82 Description 8.5 x 5.5 Printed 82,000 per lot, 1/1 on 60#uncoated offset.See specifications for details. Enter price per thousand. Item 2016-0370-C--03-05-Insert Printing--Uncoated Paper:Large,IC,1-sided Lot Description Insert Printing--Uncoated Paper Quantity 82 thousand Unit Price $0.02317 Price per M$g.17 Delivery Location City of Plano No Location Specified N/A Plano TX 75086-0358 Qty 82 Description 8.5 x 11 Printed 82,000 per lot,1/0 on 60#uncoated offset.See specifications for details. Enter price per thousand. Item 2016-0370-C--03-06-Insert Printing--Uncoated Paper,Large,1C,2-sided Lot Description Insert Printing--Uncoated Paper Quantity 82 thousand Unit Price 0.02585 Price per M 25.85 Delivery Location City of Plano No Location Specified N/A Plano TX 75086-0358 Qty 82 Description 8.5 x 11 Printed 82,000 per lot, 1/1 on 60#uncoated offset.See specifications for details. Enter price per thousand. Item 2016-0370-C--03-07-Insert Printing--Uncoated Paper:Small,2C,1-sided Lot Description Insert Printing--Uncoated Paper 371 PACE Dotoftse-All l*rmatian contained herein is proprietary-any unauthorized disclosure,copying,distribution is prohibited and maybe unlawful. D_AT,A,P_'Y Z e----- PROPOSAL FOR SERVICES Quantity 82 thousand Unit Price 0.0125 Price per M12.50 Delivery Delivery Location city of piano No Location Specified_ N/A Piano TX 75086-0358 Qty 82 Description 8.5 x 3.5 Printed 82,000 per lot,2/0 on 60#uncoated offset.See specifications for details. Enter price per thousand. Item 2016-0370-C--03-08-Insert Printing--Uncoated Paper.Small,2C,2-sided Lot Description Insert Printing—Uncoated Paper Quantity 92 thousand Unit Price 0.0145 Price per M14.50 Delivery Delivery Location City of Plano No Location§keg .�Ifiecl N/A Plano TX 75086-0358 Qty 82 Description 8.5 x 3.5 Printed 82,000 per lot, 2/2 on 60#uncoated offset.See specifications for details. Enter price per thousand. Item 2016-0370-0-03-09 -Insert Printing--Uncoated Paper: Medium,2C, 1-sided Lot Description lnsertPrinting--Uncoated Paper Quantity 82 thousand Unit Price $0.0176 Price per M J17.60 Delivery Location City,of Plano No Location Specified N/A Plano TX 75086-0358 Qty 82 Description 8.5 x 5.5 Printed 82,000 per lot,2/0 on 60#uncoated offset.See specifications for details. Enter price per thousand. DatoProse-All Information contained herein is proprietary-any unauthorized disclosure,copying,distribution Is prohibited and maybe unlawful. DATA,j)?DSe —PROPOSAL FOR SERVICES Item 2016-0370-C--03-10 -Insert Printing--Uncoated Paper: Medium,2C,2-sided Lot Description Insert Printing--Uncoated Paper Quantity 82 thousand Unit Price 0.0216 Price per M 21.60 Delivery Location City of Piano No Location Specified N/A Plano TX 75086-0358 Qty 82 Description 8.5 x 5.5 Printed 82,000 per lot,2/2 on 60#uncoated offset. See specifications for details. Enter price per thousand. Item 2016-0370-C--03-11-Insert Printing--Uncoated Paper:Large,2C,1-sided Lot Description insert Printing--Uncoated Paper Quantity 82 thousand Unit Price $0.0270 Price per M27.00 Delivery Location City of Plano No Location Specified N/A Piano TX 75086-0358 Qty 82 Description 8.5 x 11 Printed 82,000 per lot,2/0 on 6D#uncoated offset. See specifications for details. Enter price per thousand. Item 2016-0370-C--03-12-Insert Printing--Uncoated Paper:Large,2C,2-sided Lot Description Insert Printing—Uncoated Paper Quantity 82 thousand Unit Price $0.0316 Price per M $31.60 Delivery Location City of Plano No Location Specified N/A Plano TX 75086-0358 G }"7"( Qty 82 E k F 3:E 391PAGF DatoProse-Ali information contained herein is proprietary-any unauthorized disclosure,copying,distribution Is prohibited and maybe unlawful. TI PROPOSAL FOR SERVICES _ - _,. - Description 8.5 x 11 Printed 82,000 per lot,2/2 on 60#uncoated offset.See specifications for details. Enter price per thousand. Item 2016-0370-C--03-13-Insert Printing--Uncoated Paper:Small,4C,1-sided Lot Description insert Printing--Uncoated Paper Quantity 164thousand Unit Price $0.0156 Price per M gj.60 Delivery Location City of Piano No Location Specified N/A Plano TX 75086-0358 Qty 164 Description 8.5 x 3.5 Printed 82,000 per lot,4/0 on 60#uncoated offset.See specifications for details. Enter price per thousand. Item 2016-0370-C--03-14-Insert Printing--Uncoated Paper:Small,4C,2-sided Lot Description Insert Printing--Uncoated Paper Quantity 410thousand Unit Price 0.0173 Price per M 117.30 Delivery Location City of Plano No Location Specified N/A Plano TX 75086-0358 Qty 410 Description 8.5 x 3.5 Printed 82,000 per lot,4/4 on 60#uncoated offset.See specifications for details. Enter price per thousand. Item 2016-0370-C--03-15 -Insert Printing--Uncoated Paper: Medium,4C, 1-sided Lot Description InsertPrinting--Uncoated Paper Quantity 82 thousand Unit Price 0.0206 Price per M 0.60 Delivery Location City of Plano ypa 5 i'F No Location SpecifiedA------ J11"- 401 P A G I u401PAGI DatoProse-All Information contained herein is proprietary-any unauthorized disclosure,copying,distribution It prohibited and maybe unlawful. DATAProse PROPOSAL FOR SERVICES _ N/A Plano TX 75086-0358 Qty 82 Description 8.5 x 5.5 Printed 82,000 per lot,4/0 on 60#uncoated offset.See specifications for details. Enter price per thousand. Item 2016-0370-C--03-16 -Insert Printing--Uncoated Paper: Medium,4C,2-sided Lot Description Insert Printing--Uncoated Paper Quantity 164thousand Unit Price 0.0244 Price per M24.40 Delivery Location City of Plano No Location Specified N/A Piano TX 75086-0358 Qty 164 Description 8.5 x 5.5 Printed 82,000 per lot,4/4 on 60#uncoated offset.See specifications for details. Enter price per thousand. Item 2016-0370-C--03-17-Insert Printing--Uncoated Paper:Large,4C,1-sided Lot Description Insert Printing--Uncoated Paper Quantity 82 thousand Unit Price $0.0297 Price per M jZ9.70 Delivery Location City of Piano No Location 5pecified N/A Plano TX 75086-0358 Qty 82 Description 8.5 x 11 Printed 82,000 per lot,4/0 on 60#uncoated offset.See specifications for details. Enter price per thousand. Item 2016-0370-C--03-18-Insert Printing--Uncoated Paper:Large,4C,2-sided 41 PAGE Dataprose-Ali Information contained herein is proprietary-any unauthorized disclosure,copying,distribution is prohibited and my`be`u'�ldi V/a --°-�--- i'-:xavTA,,p_. t _.:. 9eeil —PROPOSAL FOR SERVICES Lot Description Insert Printing—Uncoated Paper Quantity 574thousand Unit Price $q.0338 Price per M$13.80 Delivery Location City of Piano No Location Specified N/A Plano TX 75086-0358 Qty 574 Description 8.5 x 11 Printed 82,000 per lot,4/4 on 60#uncoated offset.See specifications for details. Enter price per thousand. Item 2016-0370-C--03-19-Insert Printing--Uncoated Paper:Mail Out Envelope,1C Lot Description Insert Printing--Uncoated Paper Quantity 328thousand Unit Price $0.0073 Price per M$2.30 Delivery Location City of Plano No Location Specified N/A Plano TX 75086-0358 Qty 328 Description Mail Out Envelope, IC Item 2016-0370-C--03-20-Insert Printing--Uncoated Paper:Mail Out Envelope,2C Lot Description Insert Printing—Uncoated Paper Quantity 328thousand Unit Price 0.0085 Price per M 8.50 Delivery Location City of Plano No Location Specified N/A Plano TX 75086-0358 Qty 328 Description Mail Out Envelope, 2C 421PAt E Datoprose-All information contained herein is proprietary-any unauthorized disclosure,copying,distribution is prohibited and may be unlawful. DAMA-Prose Item 2016-0370-C--03-21-Insert Printing--Uncoated Paper;Mail Out Envelope,4C Lot Description Insert Printing--Uncoated Paper Quantity 328thousand Unit Price 0.015 Price per M$15.00 Delivery Location City of Piano No Location Specified N/A Plano TX 75086-0358 Qty 328 Description Mail Out Envelope,4C Item 2016-0370-C--04-01-Insert Printing--Coated Paper:Small,IC,1-sided Lot Description Insert Printing--Coated Paper-This lot will not be used in the cost evaluation. Quantity 82 thousand Unit Price $0.0088 Price per M 8.80 Delivery Location City of Piano No Location Specified N/A Plano TX 75086-0358 Qty 82 Description 8.5 x 3.5 Printed 82,000 per lot,1/0 on 60#gloss coated text.See specifications for details. Enter price per thousand. Item 2016-0370-C--04-02-Insert Printing--Coated Paper:Small,1C,2-sided Lot Description Insert Printing--Coated Paper-This lot will not be used in the costevaluation. Quantity 82 thousand Unit Price $0.0100 Price per M$k0.00 Delivery Location City ofPlano No Location S e,� cified N/A Plano TX 75086-0358 Qtv 82 '. Of t�, .� 431 P A G e DatoProse-All Information contained herein is proprietary-any unauthorized disclosure,copying,distribution is prohibited and maybe unlawful. -PROPOSAL FOR SERVICES D__ AT. ,At__)r(___)___S C-�_ 01;a Description 8.5 x 3.5 Printed 82,000 per lot,1/1 on 60#gloss coated text.See specifications for details. Enter price per thousand. Item 2016-0370-C--04-03-Insert Printing--Coated Paper:Medium,IC, 1-sided Lot Description InsertPrinting--Coated Paper-This lotwill not be used in the cost evaluation.Quantity 82 thousand Unit Price $0.0138 Price per 13.80 Delivery Location City of Plano No Location Specified N/A Piano TX 75086-0358 Qty 82 Description 8.5 x 5.5 Printed 82,000 per lot, 1/0 on 60#gloss coated text.See specifications for details. Enter price per thousand. Item 2016-0370-C--04-04-Insert Printing—Coated Paper:Medium,IC, 2-sided Lot Description Insert Printing—Coated Paper-Thislotwili not be used In the costevaluation.Quantity 82 thousand Unit Price $0.0164 Price per M 116.40 Delivery Location City of Piano No Location Specified N/A Piano TX 75086-0358 Qty 82 Description 8.5 x 5.5 Printed 82,000 per lot,1/1 on 60#gloss coated text.See specifications for details. Enter price per thousand. Item 2016-0370-C--04-05 -Insert Printing--Coated Paper: Large,IC,i-sided Lot Description InsertPrinting--Coated Paper-Thislotwill notbe usedin the costevaluation. Quantity 82 thousand Unit Price $k.0277 Price per M jg7.70 Delivery Location City of Plano No Location Syecified 441PAG DataProse-All information contained herein is proprietary-any unauthorized disclosure,copying,distribution is prohibited and maybe unlawful. r PROPOSAL FOR SERVICES N/A Plano TX 75086-0358 Qty 82 Description 8.5 x 11 Printed 82,000 per lot, 1/0 on 601t gloss coated text.See specifications for details. Enter price per thousand. Item 2016-0370-C--04-06 -Insert Printing--Coated Paper: Large,1C,2-sided Lot Description Insert Printing--Coated Paper-This lotwilinotbeused Inthe cost evaluation. Quantity 82 thousand Unit Price $k.0317 Price per M31.70 Delivery Location City of Plano No Location S ecified N/A Plano TX 75086-0358 Qty 82 Description 8.5 x 11 Printed 82,000 per lot,1/1 on 60#gloss coated text. See specifications for details. Enter price per thousand. Item 2016-0370-C-04-07-insert Printing--Coated Paper:Small,2C,i-sided Lot Description Insert Printing--Coated Paper-This lot will not beused in the cost evaluation. Quantity 82 thousand Unit Price $0.0116 Price per M 511&2 Delivery Location City of Plano No Location Specified N/A Plano TX 75086-0358 Qty 82 Description 8.5 x 3.5 Printed 82,000 per lot,2/0 on 60#gloss coated text.See specifications for details. Enter price per thousand. Item 2016-0370-C--04-08-Insert Printing--Coated Paper:Small,2C,2-sided Lot Description Insert Printing--Coated Paper-Thislotwill not be used inthe costevaluation. Quantity 82 thousand tasF,,yi Unit Price 0.0133 Price per M$13.30 451PAGE DataPmse-All information contained herein is proprietary-any unauthorized disclosure,copying,distribution is prohibited and maybe unlawful. PROPOSAL FOR SERVICES r.—as` ? Delivery Location City of Piano No Location Specified N/A Plano TX 75086-0358 Qty 82 Description 8.5 x 3.5 Printed 82,000 per lot,2/2 on 60#gloss coated text.See specifications for details. Enter price per thousand. Item 2016-0370-C--04-09-Insert Printing--Coated Paper:Medium,2C, 1-sided Lot Description Insert Printing--Coated Paper-This lotwill not be used in the costevaluation.Quantity. 82 thousand Unit Price $Q.0164 Price per M gfi.40 Delivery Location City of Piano No Location Specified N/A Plano TX 75086-0358 Qty 82 Description 8.5 x 5.5 Printed 82,000 per lot,2/0 on 60#gloss coated text.See specifications for details. Enter price per thousand. Item 2016-0370-C--04-10-Insert Printing--Coated Paper:Medium,2C, 2-sided LotDeseription Insert Printing--Coated Paper-This lot will not be used In the costevaluation.Quantity 82 thousand Unit Price 0.0202 Price per M$gQ.20 Delivery Location City of Plano No Location Specified N/A Piano TX 75086-0358 Qty 82 Description 8.5 x 5.5 Printed 82,000 per lot,2/2 on 60#gloss coated text.See specifications for details. Enter price per thousand. Item 2016-0370-C--04-11 -Insert Printing--Coated Paper: Large,2C, I-sided CZ 461PAGF DataProse-All information contained herein is proprietary-any unauthorized disclosure,copying,distribution is prohibited and may be unlowful, DAMA P--* ro-se PROPOSAL FOR SERVICES Lot Description Insert Printing--Coated Paper-This lotwill not be used in the cost evaluation. Quantity 82 thousand Unit Price $q.0249 Price per M g1.90 Delivery Location City of Piano No Location Specified N/A Piano TX 75086-0358 Qty 82 Description 8.5 x 11 Printed 82,000 per lot,2/0 on 60#gloss coated text.See specifications for details. Enter price per thousand. Item 2016.0370-C-=04-12 -Insert Printing--Coated Paper: Large,2C,2-sided Lot Description InsertPrinting--CoatedPaper-This lotwill not be used in the cost evaluation. Quantity 82 thousand Unit Price SO.Q292 Price per M gi.20 Delivery Location City of Plano No Location Specified N/A Plano TX 75086-0358 Qty 82 Description 8.5 x 11 Printed 82,000 per lot,2/2 on 60#gloss coated text.See specifications for details. Enter price per thousand. Item 2016-0370-C--04-13-Insert Printing--Coated Paper:Small,4C,1-sided Lot Description Insert Printing--Coated Paper-This lotwill not be used in the cost evaluation. Quantity 82 thousand Unit Price $0.0147 Price per M 14.70 Delivery Location City of Piano No Location Specified N/A Plano TX 75086-0358 Qty 82 Description WNa . �� g 471 PAGE DatoProse-All Information contained herein is proprietary-any unauthorised disclosure,copying,distribution is prohibited and maybe unlawful. DAT7 ,A.]Yr PROPOSAL FOR SERVICES 8.5 x 3.5 Printed 82,000 per lot,4/0 on 60#gloss coated text.See specifications for details. Enter price per thousand. Item 2016-0370-C--04-14 -Insert Printing--Coated Paper:Small,4C,2-sided Lot Description Insert Printing--CoatedPaper-Thislotwillnot be used in the cost evaluation. Quantity 82 thousand Unit Price $q.0162 Price per M A16.20 Delivery Location City of Piano No Location Specified N/A Plano TX 75086-0358 Qty 82 Description 8.5 x 3.5 Printed 82,000 per lot,4/4 on 60#gloss coated text.See specifications for details. Enter price per thousand. Item 2016-0370-C--04-15-Insert Printing--Coated Paper:Medium,4C, 1-sided Lot Description Insert Printing—Coated Paper-This lot will not be used in the costevaluation.Quantity 82 thousand Unit Price $0.0195 Price per M gj,50 Delivery location City of Plano No Location Specified N/A Plano TX 75086-0358 Qty 82 Description 8.5 x 5.5 Printed 82,000 per lot,4/0 on 60#gloss coated text.See specifications for details. Enter price per thousand. Item 2016-0370-C--04-16-insert Printing--Coated Paper:Medium,4C, 2-sided Lot Description Insert Printing--Coated Paper-This lot will not be used in the costevaluation.Quantity 82 thousand Unit Price $k.0229 Price per 22.90 Delivery Location City of Plano No Location Specified [T" N/A F. " t 481PAGI: DataProse-Aliinformotion contained herein is proprietary-any unauthorized disclosure,copying,distribution Is prohibited and maybe unlawful. D_ WIAP, r n s e--a PROPOSAL FOR SERVICES Plano TX 75086-0358 Qty 82 Description 8.5 x 5.5 Printed 82,000 per lot,4/4 on 60#gloss coated text.See specifications for details. Enter price per thousand. Item 2016-0370-C--04-17-Insert Printing--Coated Paper:Large,4C,1-sided Lot Description Insert Printing--Coated Paper-This lotwillnotbe used in the cost evaluation. Quantity 82 thousand Unit Price $0.0277 Price per M27.70 Delivery Location City of Plano No Location Specified N/A Plano TX 75086-0358 Qty 82 Description 8.5 x 11 Printed 82,000 per lot,4/0 on 60#gloss coated text.See specifications for details. Enter price per thousand. Item 2016-0370-C--04-18 -Insert Printing--Coated Paper:Large,4C,2-sided Lot Description Insert Printing--Coated Paper-This lot will not be used in the costevaluation. Quantity 82 thousand Unit Price $0.0317 Price per M 31.70 Delivery Location City of Plano No Location S ecified N/A Plano TX 75086-0358 Qty 82 Description 8.5 x 11 Printed 82,000 per lot,4/4 on 60#gloss coated text.See specifications for details. Enter price per thousand. Optional Charges/Services: Additional Impressions—one color $0.03 Ea. Oversized bills (8-99 pages)—includes 9 x 12 envelope $0.20 Ea. Oversized bills (100+pages)—includes box $4.00 Ea. Additional programming—client requested/approved $125 Ea. µ gEt HI NCOALink(Address Correction/Update) $0.30 Foci ;y a i" 491Pnce Datoprose-All information contained herein is proprietary-any unauthorized disclosure,copying distribution is prohibited and maybe unlawful. %I PROPOSAL FOR SERVICES ngrAa w, w Bill Suppression (Data Processing only) $0.05 Correction Offline folding $0.005 Record Special Handling—Overnight+ FedEx Cost Ea. 13ps} f r t 501PAc F: Dotaft se-All Information contained herein is proprietary-any unauthorized disclosure,copying,distribution is prohibited and maybe unlawful. j Isee PROPOSAL FOR SERVICES Section V®Samples DataProse samples were provided to Vernie Rambo by DataProse Regional Manager Tim Zombik at Pre-Bid Conference—October 1211, 2016. 14 511 PAGE DataProse-All Information contained herein is proprietary-any unauthorhed disclosure,copying,distribution is prohibited and maybe untati4ul. r� i � pair �� ants PROPOSAL FOR SERVICES t 521PAGr DatuProse-Alf Information contained herein Is proprietary-any unauthorized disclosure,copying,distribution is prohibited and maybe unlawful. CONFLICT OF INTEREST QUES77ONNAME FORAN CIO g .1 ft§WW&WWI P wto 17801(1-e) f ad Sm eodm �r 1)p ; 8 o 2 ") sr,* , f nd gmwmrmd e 01w Om kMWMmft r yes IL gwmmww Yes No Cheakible y t�� Z Supplier Remponse Form AcknowledgmentVendor car The undersigned hereby certifies that he/she understands the specifications, has read the doc nt in its entrety and ffiat the prices submitted in this bid! al have been careflally reviewed and are Submitted as correct and . Vendor flirther certifies and agms to fianish any or all upon which prices are extended at the price offered, d upon conditions in the specifications of the Invitafion for Bi oposal. The following information must be filled out in its entinty for your proposal to be considered. Company Name: DetaProw, LLC Addrem of Principal ppm of Business: ff1112s;Bothel d.,Suits100 Go ld, M 75DIlD Phone/Fax ofPrrncipalPlaceofBusiness: 1(972)462-5428 Address,Fhone and Fax of Majority 11 .,Sub 100 � Owner Principal Place of Business: dl, YX 76019 — IldMurray� .w � E-mail Address of Representative: I bmu tri Ault entative: S' idl Title: �. . Date- E, . Printed Name: --W Emile-mun Acknowledgement of Addenda: #1 ® #2 PI #3 C1 #4 �I #s❑ #6 Pleme enter your to and click Save to saveyour Please t typing in your password acts as your ekMmnla signekw, whichIs just as legal and binding tie an original signature. (See fbr more EX-P-NI =ytlT i . Supplier Response Form Dffl t Quampki PLS ria � l LEMNMQ"-sllg - MMQM&nM.NotwW;e1andIng acc"n*s by the City Of the goods or services ordered hereb%no additional terrins or Conditions Of vendor,whether contalned within vendors iftivoice or othenylsq,shaM be a0l by CN4 uniess agreed Upon In writing through a proposal process, 3. PDAEL—IM,In the event the terms and conditions herein expressed cmnfDt with the terms and conditions of any specifications Issued by the City In cOnfunCtIon with this purchase,the specifications shall supersede them terms and conditions to the extent of the conflil 4. &MMEMM:The City of Plano will not accept or pay for articles deftwed or WX*"pefformed without 8 SPsc*Written Purchase Order. S. i9ANOWMICER:All goods to be delivered or services tD be performed shall conform In respect to the specifications Issued by the City in conjunction with its soI of bids or proposals.In the event no such waclfilcetlone were Issued,the goods or services al corrill to the Propose[submitted by the vendor. 6. LMAAWLM1=:By acceptance of this order,in addition to the guarantees and warranties provided by Iawl,contractor expreaWy guarantees and warrants as follows: A. that the afflicles to be delivered hereunder will be in full conformity wfth Vw spedfications or with the approved SOMP10 submitted.and agreed that this warranty"I sunrive acceptance of delivery and payment for the arliclas and that the contractor will bear the cost of Inspeong and/or tssft articles rejected. 13. that the articles to be dallivered heral will not Wnge on any valid paterrill,trademad;,trade name,or copyright and that the c""clor will,at contractorig own expense,defend any and all actions or sufts charging SuCh Infflngement and will gave and hold harmless the Cityits officars, employees,agents,and Wresentatives from any and all claims,losses,HabillIdes an,d sub arielm there from, C. that Me articles to be delivered hereunder will be manuftictured,sold an Installed in cOMPIWOO with the provisions of all applicable fi9dem1,state and to MM and reguldons. D. that nothing Contained herein shall exclude or all the operation of eny implied warranties otherwise arising In favor of the City. 7. EMMM—rp,Unit pricing shall be In strict conformity with the bid or proposal submitted by vendor,unless a price ini Is authorized by the City, P 'C City of Plano during the term ofAil for tse I shall bg In tim and shall dernionsbate Industry-wide or supporting the price escalation,such as n rates,fadereVetste minimum WOW laws, d n in in only to the productsl(s)larxViorservice(s) Lem: rim cost factor.The City of Plano reserves the right to accept:or 9. ME M,N during the Its of ft cool the contractoris riot pdcas to other customers for the same PtOduct(s)sndfcr"MOD(s)are lower then the City of piano's contraded prices.an equbble adlustment shall be made In the contract price. 10. 7 the City Of Plano Is exempt fronli Ill man excise and stategales and use t@x,Tax exemption cartillicates vAI be executed by the CRY and fumlshed upon rel � :.�ItG . i t:': - •- � ra : :-• ♦•:. 1 - :t trate 1 r t r: i l! Y#:1: t # ',.: t :# { f''+I••{: # ' ':1 / :i1:{ 1 ` f f:►•F:t.• 07 :::f:. ..{ ,:7:. •.' # F f �. { It :-. H. :- t {#:...t Y/ f :.-. i! . #'.. NIf ♦ hf F: ,. #/ t .. _ ht s I:;t f: 1 { :. # 11 f: •Y:. (..... ► # t :.I F.... 1 f _... t^._ ::�# I�Z! t"u� 1...«:+: : 1: : 1 t:=i { 1 : r♦. 1 / i [: I t: ' : t `rYe _t • �-::.t: 1 _ ... .. • ' It, ': 1 i?.: : r•: - 1:-..... : : c " : -i :;: #Y :::C ;,{:. "�• t : t# o-r: 1 1 z F cl. - tlx: 1 : �• N :a:.t... ,t":' 1. I:: .,...{ {._{ i , t i 1.i1l i-..: ri• 1 i{ ♦ ?a ^...t- I 1 h':♦ : !._ l f:♦ t (# { /:.'Y Y.(• .- .Y•. :.{ 1 H♦ 1 ::r ' M .: I: 1 #- : 1♦ ( : YI 1 :« 1: .:1 i r- v 3 3' Intentional,or strictly liable art or omfoolon of the contractor, its officem,agents,amploymm, Invitm,subcontractors,or sub-subcontraclors and their respective officere,agonig,or reprnerriatim,Or any or P&MORS Or entities for which the conbractur Is legally re3ponsible In the perfortnance of the cDnbacL The Indemnity provided for in Ode paragraph shelf not Opply to any liability resulting from the sole negligence of City,and Ito ofters,offorft,emptoym or 6011wate contractors.City does not waive any governmonjol immunity or alber deftness ovallabls to It under Texas or fadsvel low.The PrOvielons of this paragraph are solely fbr the benefit of the pardso hersto and OW not Intended to MAD or grant any rights,contmctual or o&erwk%to any other Person or entity. Contractor,st Its Wn expense,Is expressly required to deftnd City aat all such cWnUL City reserves the right to provide a porilon or all of Its own defense®h r,City Is under no obligation to do so.Any such action by City In not to be consbued as a waiver of contractor's obligation to defend City or as a waiver of contractoes obligation to inffy City pursuant to this agreement ConbacW shall wtidn deftnee counsel within seven(7)business days of Cilys written nolloo that City In Involdrip He right to Indemnification under this agreemorrL If contractor telI s to retain counsel within the required time period,City shelf have the eight to robin dsbn" counsel an Ila own behalf and contractor shall be liable for all costs Incurred by I . in addition to contractor's Intellectual property Infringement Indernniticatton and deftes requirements herein,If an Infringement claim ®or In contrackWe opinion Is likely to occur, contractor shall,at its expense.,(a)procure far city the Fight to continue using do product;(b) replace Or modify the product so that It becornes non-Infringing while providing functionally equivalent;perflormance;or(c)accept the return Of tha product and grant city a reimbursement far the product Contractor will proceed under sub"Wore(c)show only N subsections(a)end(b) prove to be comneerdidly unreasonable, The Intellectual property Infringement Indemnification herein applies to all products provided, supplied or sold under this agreement by contractor to City whether manufactured by contractor or a third party.C'untERWar FSPreawft thak to the best of M knowletigs,City's use of products that am provided supplied,or sold by contractor to City as part of this&grownOnt does not constitute an laffingamant of any Intellectual Property rights and City has the legal right to use said products. City enters Into this agreement relying on this repressobellon. The Indemnification heroin survives the termination of the contract andfor dissolution of this agreement Including any Infringement cure provided by the contractor. 25. IEMUNAT-10:the City May,at Its option,with or without cause,and without penalty or prejudice to any other remedy it may be entitled to at law,or in equity or otherwise and this Contract,terminate further work under this contract,In whole or In part by giving at least thirty(30)days prior written notice thereof to Contractor with the understanding Indithat In writinall services being tenninated shall cease upon the data wish notice is received unless otherwise cated g by the City. 26, 118WHAWBOMMEAM:111119 City Of Piano reserves the right toe the perfonnence of the contract In any manner prescribed by law or dearned to be In the beg Interest of the City In the event of breach or debult of the oonVact.The City reserves the right to terminate the contact Immediately In the event the contractor We to 1)most delivery schodulas or,2)otherwise perform in ace with the specifications. Breach of contract or deftull authadeas the City to word contract to another contractor,purchase elsewhere and charge the full Increase In cad and handling to the dalbulling contractor. 27. -PAR=:the contractor and the City of Piano Ogres#0 each party has rights,dulls%and remedies available as stated In the unilbrin commercial code and any other evallable remedy,whether in low or equity. 28. JMM:this agreement:will be governed and constructed according to the laws of the state of Tans."is agreement Is perforrnable In Colfin/Denton County,Tons. Exclusive venue shall be In Collin County,Texas. 2& 1 _NQ I! 2HUTEo I , 092MAJUG—Mj 0RRLKA LIMCE VATH E =:contractor acknowledges and represents that they are aware of the lam,C harter,an—dClty Code of Conduct regarding conflicts of Interest The City charter sWas that moo officer Of OMPIWOO Of the City&Wi have a financial Interest direct or Indirect,In any contract with the City,nor shall be financially interested,directly or Indirectly,In the sale to the City of any land,or rights or Interest in any land,materials,supplies or sendoo.....2 Contrador agress to comply with Sedon 2-11(F)of the t;ity Code of Ordinances,which made as follows: Olt shall be unlawful for an employer to discriminate ainst any person on the basis of race, color,sox,religion, age,national origin,genetic Information,sexual orientation,gander idientity,disability status or United States mllbryAfetmn status by the fallowing actions ort ns: (a) for an employer to fail or refuse to hire,or to discharge,any n; (b) for an employer to discriminate against any person with respect to compensation, terms,conditions or privileges,of employment; (c) for an employer to limit,segregate or classify employees or applicants for employment in any way that would deptive or tend to deprive a person of employment or employment opportunities,or that would otherwise adversely affect a `s status as an employee; (d) for an employment agency to fall or refuse to refer for employment or to otherwise discriminate against,any person because of a protected employment characteristic; (9) for an employment agency to dassWy or refer for employment any person,on the basis of a protected employment charactsrlsttc; (f) for a Wmr organization to exclude or expel from Its membership,or to otherwise discriminate against,any pawn because of a protected employment characteristic; (g) for a labor organization to fail or refuse to refer for employment any person because of a protected employment die stir; (h) for a labor organization to limit,segregate or classify Its members or applicants fpr membership,in any way that would deprive or tend to deprive a person of employment or ernploymerd opportunities,or that would otherwise adversely affect a p n)s status as an employee or as an applicant for employment;or (1) for a labor organization to cause or attempt to cause an employer to discriminals against a person In violation of this subsection; (j) for an employer,a labor organization or a Joint tabor-management committee,,to discriminate against any person because of a protected employment characteristic in the admission to,or employment in,any program estabilshsd to provide apprenticeship or other training; (k) for an employer to print or publish,or cause to be printed or published,any notice or advertleanent relating to employment by the employer that indicates any preference,limitation,specification or discrimination,based on a protected employment characteristic; (1) for an employment agency to print or publish,or cause to be printed or published, any notice or advertieernent relating to membership In or any classification or referral for employment by the employment agency that indicates any prefierence, limitation,specification or discrimination,based on a protected employment characteristic;or (m)for a Joint h3bor-managernent committee to print or publish,or cause to be printed or published,any notice or advertisement relating to admission to,or employment In,any program established to provide apprenticeship or other training by the joint labor-management committee that Indicates any preference,limitation, specification or discrimination,basecl on a pmtected employment cha I am aware that my company,its directors,oftem and employees must comply with Section 2-11(F)of the tatty Code of Ordinances unless an occlusion applies,as Indicated below.Further,I undersand that if Section 2- 11(F)applies,I am entitled to apply to the City Manager for a waiver from signing this section of the affidavit based on a c:oniliat with state or federal law.The contract will not be executed prior to the waiver issue being resolved. Having made reasonable Inquiry,I affirm that my company,its directors,offters and er nployess agree to comply with Section 2-11(Fr or my company is excluded from this Ordinance because it Is:1)a reiigious organization;2)a political organization;3)an educational Institution;4)a branch or division of the United States government or any of Its departments or agencies;5)a branch or dlvislon of the State of Tom or any of its departments,agencies or political subd' •6)a private club that is restricted to members of the dub and guests and not open to the general public;T)not an"employee under Section 2-11(F)bemuse it has not had 15 or more employees for each worldrig day In each of 20 or more calendar weeks in the current or lnag calendar year. r qr_i'"fig` s � 30- -— 7 n 2-2 of the City Code Of Ordinances prohibits thepayment of public tundo o persons d nqu t to City tit .Tbarefte,payment to a conbaclor for goo&or services din under contract or a may td in theevent the r owes City. 31. A' The C *hall employ onlyorderty and compatentworkera,skilledIn the performance of the Wish they will perform under the ContraCL B. The Contractor,its employees, ,and subcontractorls employees y not While In the course and ODOM of dellvering goods or services under s City of Piano contract on the MO p dy; us@ orpossum a firearm,in l a handgun that Is licensed under state low, Mopt as reored by the tairms of the contract; hold a license to cany a handgun orwhootherwiselawfully POBNM a flMWM and ammunition may keep such Nerns in their locked personal vehicle while parked on City P ,or use or possum alcoholic or other InkWeaft beverages,Illegal drugs or controlled substances,nor may such workers be Intmdeateti,or under the Inf!uence of alcohol or drugs,on the Job. C. If the City orthe CWG representative notifies the Contractor that any worker Is nt, disordedy or disobedleK has knowingly or repeatedly violated SONY regulations, PD"eswd any the Job,the Contractor fl '®p or a and InIlu of a or drugs such Cwtrad services,and may not employ such worker again on COTftd serAoss without the C r written conseft D.The Immigration rebmi 9M control Dd Of 1 (IRCA)makes It Illegal for employers to knowlngto or lawful work authorization Nrequires em r$ their em worteligibility on a US. rtment aquaticsorm 1-0. The contractor warrants that r Is In compliance mft IRGA and will maintain cornpliance with IRCA during the berm of the contract with the that m h Inc) or will include a similarprovision in e0 City.Written agreements with n any subcontractors engaged to perlbrin services under this contracL Please enter your Panword belowI ur Please be amwe that typing in your password 8018 88 Your eloCbVnic signature,Mich Is just as legal and binding as an original signature. (SW Els nic t ne in to an i i nim Act for more' a ' n.) completingBy i form, your,bidnot yep been submitted. Plem click on the placeton to finish filling Oil your bid. Ussmame WHIMM Munzy Password Q-0 Vendor Name.- fro 9 a pro n €t Does Product Ye's No r Details Contain recycled material Reduce ns y consumption Certified by oartifitcation programs c as Energy Star, C Green 1, Ecologo, EPEAT, etc, Reduce oAlcillyy, �..... _ g ® Including emissions r � Reduce a Contain RecyclafAe 2 El Materials . Reduce s consumption Have other environmental 0 0 impacts (Attach supportingdocuments if needed) enterPleaes your pwswowd belbw and click Save to save your response. t typing in your password ads as your electronlo signature,which Is just as lepl and binding as an ofigInad signature. (See fbr more in flan.) By completing this ,your bid Yms not yet been submifted. Plegym click on the phice, o button to finM filling out Your ri p Usemame Vmffltl Pasmrdh Sere Close Required fields rgi � { 9n kC 5 a •� r Supplier Response Form WIERLWJkLAGREEMM Contractor agrees to extend prices and terrns to all entities who have entered into or Will enter lntD joint purchasing Interlocal cooperation agreernents with the City of Plano. YES D NO Please enter your password below and click Save to save your response. Please be mare ftt typing In your passmrd acts as your electronic Wgnature,which is W as legal and binding as an origInal signature. (See Be infornuition.) By completing this fonn,your bid has not yet been submined. Please click on the phm offer button to finish filling out your bid. Usernarne vVillfam Murray Password Save�Qlose Required fields RfWEL 0 EXHIBIT C QUOTE FOR UTILITY BILL PRINTING, MAILING AND OFFSET PRINTING SERVICES Service Current Revised Dunning Bill package $ 0.085 $ 0.0715 Per Bill Statement Bill package $ 0.085 $ 0.0720 Per Bill Additional Impressions $ 0.030 $ 0.0350 Per IMP NCOA $ 0.300 $ 0.5000 Per Record Bill Suppression $ 0.050 $ 0.0280 Per Bill Oversized Group C $ 0.200 $ 0.4000 Per Bill Oversized Group D &E $ 4.000 $ 4.0000 Per Bill Additional inserts after 3,3 or under N/C $ 0.010 $ 0.0040 Per piece Offline folding $ 0.005 $ 0.0050 Per piece Technical Services $ 125.00 $ 125.00 Per Hour C? EXHIBIT C PAGE 1 OF 1 EXHIBIT D INSURANCE The Consultant shall carry the following insurance coverage with a company that is licensed to do business in Texas or otherwise approved by the City: 1. Commercial General Liability a. Combined limit of not less than $2,000,000 per occurrence; $4million aggregate or b. Combined limit of not less than $1,000,000 per occurrence; $2,000,000 aggregate and Umbrella Coverage in the amount of $4,000,000. Umbrella policy shall contain a follow- form provision and shall include coverage for personal and advertising injury. c. Defense costs shall be outside the limits of liability. 2. Automobile Liability Insurance covering any vehicle used in providing services under this Agreement, including owned, non-owned, or hired vehicles, with a combined limit of not less than $1,000,000 per occurrence. 3. Professional Liability (Errors & Omissions) in the amount of $1,000,000 per claim and $1,000,000 aggregate limit. 4. Statutory Workers' Compensation and Employers' Liability Insurance requirements per the amount required by statute. 5. Technology Liability (Errors & Omissions) a. Combined limit of not less than $2,000,000 per occurrence; $4million aggregate or b. Combined limit of not less than $1,000,000 per occurrence; $2,000,000 aggregate and Umbrella Coverage in the amount of $4,000,000. Umbrella policy shall contain a follow- form provision and shall include coverage for personal and advertising injury. The umbrella policy shall cover amounts for any claims not covered by the primary Technology Liability policy. Defense costs shall be outside the limits of liability. (a) Coverage shall include, but not be limited to, the following: (i) Failure to prevent unauthorized access (ii) Unauthorized disclosure of information (iii) Implantation of malicious code or computer virus (iv) Fraud, Dishonest or Intentional Acts with final adjudication language (v) Intellectual Property Infringement coverage, specifically including coverage for intellectual property infringement claims and for indemnification and legal defense of any claims of intellectual property infringement, including infringement of patent, copyright, trade mark or trade secret, brought against the City for use of Deliverables, Software or Services provided by Consultant under this Agreement. Technology coverage may be provided through an endorsement to the Commercial General Liability (CGL) policy, a separate policy specific to Technology E&O, or an umbrella policy that picks up coverage after primary coverage is exhausted. Either is acceptable if coverage meets all other requirements. Technology coverage shall be written to indicate that legal costs and fees are considered outside of the policy limits and shall not erode limits of liability. Any deductible will be the sole responsibility of the Consultant and may not exceed $50,000 without the written approval of the City. Coverage shall be claims-made, with a retroactive or prior acts date that is on or before the effective date of this Agreement. Coverage shall be maintained for the duration of the contractual agreement and for two (2) years following completion of services EXHIBIT D PAGE 1 OF 2 provided. An annual certificate of insurance, or a full copy of the policy if requested, shall be submitted to the City to evidence coverage. 6. Any other insurance as reasonably requested by City. General Insurance Requirements: 1. All applicable policies shall name the City as an additional insured thereon, as its interests may appear. The term City shall include its employees, officers, officials, agents, and volunteers in respect to the contracted services. 2. The workers' compensation policy shall include a Waiver of Subrogation (Right of Recovery) in favor of the City of Fort Worth. 3. A minimum of Thirty (30) days' notice of cancellation or reduction in limits of coverage shall be provided to the City. Ten (10) days' notice shall be acceptable in the event of non-payment of premium. Notice shall be sent to the Risk Manager, City of Fort Worth, 200 Texas St., Fort Worth, Texas 76102, with copies to the City Attorney at the same address. 4. The insurers for all policies must be licensed and/or approved to do business in the State of Texas. All insurers must have a minimum rating of A-VII in the current A.M. Best Key Rating Guide, or have reasonably equivalent financial strength and solvency to the satisfaction of Risk Management. If the rating is below that required, written approval of Risk Management is required. 5. Any failure on the part of the City to request required insurance documentation shall not constitute a waiver of the insurance requirement. 6. Certificates of Insurance evidencing that the Consultant has obtained all required insurance shall be delivered to and approved by the City's Risk Management Division prior to execution of this Agreement. EXHIBIT D PAGE 2 OF 2 EXHIBIT E CONFLICT OF INTEREST QUESTIONNAIRE FORM CIQ For vendor or other person doing business with local governmental entity OFFICE USE ONLY This questionnaire is being filed in accordance with chapter 176 of the Date Received Local Government Code by a person doing business with the governmental entity. By law this questionnaire must be filed with the records administrator of the local government not later than the 7th business day after the date the person becomes aware of facts that require the statement to be filed. See Section 176.006, Local Government Code. A person commits an offense if the person violates Section 176.006, Local Government Code. An offense under this section is a Class C misdemeanor. 1. Name of person doing business with local governmental entity. 4 2. Check this box if you are filing an update to a previously filed questionnaire. (The law requires that you file an updated completed questionnaire with the appropriate filing authority not later than September 1 of the year for which an activity described in Section 176.006(a), Local Government Code, is pending and not later than the 7th business day after the date the originally filed questionnaire becomes incomplete or inaccurate.) 3. Describe each affiliation or business relationship with an employee or contractor of the local governmental entity who makes recommendations to a local government officer of the local governmental entity with respect to expenditure of money. 4. Describe each affiliation or business relationship with a person who is a local government officer and who appoints or employs a local government officer of the local governmental entity that is the subject of this questionnaire. EXHIBIT E PAGE 1 OF 2 CONFLICT OF INTEREST QUESTIONNAIRE FORM CIQ For vendor or other person doing business with local governmental entity Page 2 5. Name of local government officer with whom filer has affiliation or business relationship. (Complete this section only if the answer to A, B, or C is YES.) This section, item 5 including subparts A, B, C & D, must be completed for each officer with whom the filer has affiliation or business relationship. Attach additional pages to this Form CIQ as necessary. A. Is the local government officer named in this section receiving or likely to receive taxable income from the filer of the questionnaire? ❑ Yes ❑" No B. Is the filer of the questionnaire receiving or likely to receive taxable income from or at the direction of the local government officer named in this section AND the taxable income is not from the local governmental entity? ❑ Yes Cl 'No C. Is the filer of this questionnaire affiliated with a corporation or other business entity that the local government officer serves as an officer or director, or holds an ownership of 10 percent or more? ❑ Yes D,/No D. Describe each affiliation or business relationship. 6. Describe any other affiliation or business relationship that might cause a conflict of interest. 7. Signature of person doing b s' ess with the governmental entity bate EXHIBIT E PAGE 2 OF 2 M&C Review Page 1 of 2 Official site of the City of Fort Worth,Texas 11 CITY COUNCIL AGENDA FORTw - COUNCIL ACTION: Approved on 2/21/2017 DATE: 2/21/2017 REFERENCE NO.: **P-12001 LOG NAME: 13P17-0194 UTILITY BILLING SB WATER CODE: P TYPE: CONSENT PUBLIC NO HEARING: SUBJECT: Authorize Execution of a Contract with DataProse, LLC, Using a Cooperative Contract in the Total Amount Up to $1,401,931.00 for the First Year for Utility Bill Printing and Mailing Services for the Water Department (ALL COUNCIL DISTRICTS) RECOMMENDATION: It is recommended that the City Council authorize the execution of a contract with DataProse, LLC, using City of Plano Contract No. 2016-0370-C in the total amount up to $1,401,931.00 for the first year to provide utility bill printing and mailing services for the Water Department. DISCUSSION: In 2009, the Water Department entered into a contract with DataProse, LLC, to produce utility billing statements and delinquency letters for the Water Department and to manage mailing of the correspondence. The City's current contract will expire on February 9, 2017 and the Water Department recommends entering into another contract with the same vendor for continued services. In 2016, the City of Plano completed another Request for Proposals (RFP) process and again selected DataProse, LLC, for utility bill printing and mailing services. Sixteen companies submitted proposals. DataProse, LLC, offered the best pricing and services. The City of Plano currently uses the same SunGard Public Sector billing system as the City of Fort Worth. Plano's RFP process meets the City of Fort Worth's standards for competitively selecting a vendor. Furthermore, Plano's selected vendor meets specifications related to the Water Department's SunGard Public Sector billing system and complies with United States Postal Service regulations. The Water Department desires to enter into a new contract with DataProse, LLC, for continued utility bill printing and mailing services based off the established cooperative purchasing contract with the City of Plano. Entering into a new contract with DataProse, LLC, will reduce the Water Department's costs for bill printing and mailing of its 3.1 million assorted pieces by over$76,650.00 per year. It is estimated that the Water Department will spend $1,401,931.00 during the initial term of the new contract. Of that amount, approximately $1,131,205.00 will be spent on postage. This figure includes projected increases in the number of customer accounts. With 80 percent of the contract expense being postage, it should be noted that because the Water Department staff is unable to predict whether or not a postage increase will occur, the overall amount of the Agreement could increase. COOPERATIVE PURCHASE - State law provides that a local government purchasing an item under a Cooperative Purchasing Agreement satisfies state laws requiring that the local government seek competitive bids for purchase of the item. The City of Plano's Contract No. 2016-0370-C was competitively bid to increase and simplify the purchasing power of local government entities. PRICE ANALYSIS -There is a 33 percent price decrease compared to the Agreement awarded on June 2, 2015 (M&C P-11757). The Water Department has reviewed the pricing and determined it fair and reasonable. http://apps.cfwnet.org/council_packet/mc_review.asp?ID=24386&councildate=2/21/2017 4/5/2017 M&C Review Page 2 of 2 M/VVBE OFFICE -A waiver of the goal for MBE/SBE subcontracting requirements was requested by the Purchasing Division and approved by the M/WBE Office, in accordance with the BIDE Ordinance, because the purchase of goods or services is from sources where subcontracting or supplier opportunities are negligible. ADMINISTRATIVE CHANGE ORDER -An administrative change order or increase may be made by the City Manager or his designee for the amount up to $100,000.00 and does not require specific City Council approval as long as sufficient funds have been appropriated. AGREEMENT TERMS - Upon City Council approval, the initial term of this Contract will begin immediately upon the expiration of the existing contract on February 22, 2017 and will continue through February 21, 2018 to coincide with the dates of the City of Plano's Contract No. 2016-0370-C. RENEWAL OPTIONS - This Contract may be renewed for one additional one year term at the City's option, in accordance with the terms of the City of Plano's contract. This action does not require specific City Council approval provided that the City Council has appropriated sufficient funds to satisfy the City's obligations during the renewal term. FISCAL INFORMATION/CERTIFICATION: The Director of Finance certifies that funds are available within the existing appropriations of the participating departments for these expenditures and that prior to an expenditure being made, the participating department has the responsibility to validate the availability of funds. BQN\17-0194\SB TO Fund Department Account Project Program Activity Budget Reference# Amount ID ID Year Chartfield 2 FROM Fund Department Account Project Program Activity Budget Reference# Amount ID ID Year Chartfield 2 Submitted for City Manager's Office by: Jesus J. Chapa (5804) Originating Department Head: Aaron Bovos (8517) Additional Information Contact: Jack Dale (8357) Sheila Baker (8356) ATTACHMENTS Dataprose LLC.pdf http://apps.cfwnet.org/council_packet/mc_review.asp?ID=24386&councildate=2/21/2017 4/5/2017 CERTIFICATE OF INTERESTED PARTIES FORM 1295 1of1 Complete Nos.1-4 and 6 if there are interested parties. OFFICE USE ONLY Complete Nos.1,2,3,5,and 6 if there are no interested parties. CERTIFICATION OF FILING I Name of business entity filing form,and the city,state and country of the business entity's place Certificate Number: of business. 2017-167839 DATAPROSE, LLC Coppell,TX United States Date Filed: 2 Name of governmental entity or state agency that is a party to the contract for which the form is 02/16/2017 being filed. City of Fort Worth Date Acknowledged: 3 Provide the identification number used by the governmental entity or state agency to track or identify the contract,and provide a description of the services,goods,or other property to be provided under the contract. 17-0194 Statement Output Solutions Services 4 Nature of interest Name of Interested Party City,state,Country(place of business) (check applicable) Controlling intermediary Nelson, Curtis Coppell,TX United States X Murray,William Coppell,TX United States X 5 Check only if there is NO Interested Party. ❑ 6 AFFIDAVIT I swear,or affirm,under penalty of perjury,that the above disclosure is true and correct. �p GABR=JEFFERSON�NNotary asMy C J—'," Signature of authorized agent of contracting business entity AFFIX NOTARY STAMP/SEAL ABOVE Sworn to and subscribed before me,by the said A athis the_ day of 20to certify which,witness my hand and seal of office. A"�J]d - 1-24 W -��Aloe Ile, / .- Signature of officer fdmWstering oath Printed name of officer administering oath Title of officer administe4 oath Forms provided by Texas Ethics Commission www,ethics.state,tx.us Version 70.277