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Contract 39777
TY C'� RACT NO SECRETARY CONTRACT BY AND BETWEEN CITY OF FORT WORTH, TEXAS AND DATAPROSE, INC. THIS CONTRACT is made and entered into by and between DATAPROSE, INC., a California corporation, whose address is 1451 N. Rice Avenue, Oxnard, CA 93030, 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 and mailing services. These products and services shall be provided in accordance with the Specifications for utility bill printing and mailing services, 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." For these services, City hereby agrees that it shall pay the rates stated in pages one (1) and two (2) of Exhibit "B", as amended. The Contract consists of this written agreement and the following items which are attached hereto and incorporated herein by reference: (a) Specifications for utility bill printing and mailing services (Exhibit "A"); (b) Contractor's Bid (Exhibit "B"); and (c) Insurance Requirements (Exhibit "C"). 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." rsGH2301980 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX r II. TERM OF CONTRACT The initial term of this Contract shall be a period of twelve (12) months commencing upon the effective date hereof ("Initial Term"); provided however, that the City shall have the right and option to extend the term hereof by four (4) additional twelve (12) month periods by giving written notice to Contractor of City's election to extend the term hereof, such notice to be given not more than ninety (90) days prior to the expiration of the initial term. During the Initial Term of this Contract, the City agrees to furnish data and documentation for, and Contractor agrees to produce a minimum monthly quantity of 200,000 statements ("Minimum Commitment"), based upon the rates and terms provided herein. The term statements as used in this section shall include the City's utility bills and delinquency statements. In the event that the City does not fulfill the Minimum Commitment, then City shall pay to Contractor a Minimum Processing Fee in an amount that shall be calculated based upon the Minimum Commitment and the rates and terms provided herein. The City shall have the right to change its Minimum Commitment, such change to be effective after the Initial Term, only if City provides written notice of its intent to exercise such right no later than sixty (60) days from the end of the Initial Term. If City exercises its right to change its Minimum Commitment, Contractor shall have the right, at its sole discretion, to accept or negotiate the changed Minimum Commitment, or to terminate this contract if Contractor provides at least sixty (60) days notice of the termination date. III. WARRANTY Contractor warrants and covenants to City that all goods and services provided by Contractor, Contractor's subcontractors, and agents under the Contract 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 Contract and the specifications attached hereto and incorporated herein as Exhibit "A." Contractor warrants that the goods and services provided to City under this Contract 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 within thirty (30) days of receiving Contractor's invoice for the products and services delivered. Total annual compensation under this Contract shall not exceed the sum of ONE MILLION CSG#2301980 Page 2 EIGHT HUNDRED THIRTY-SEVEN THOUSAND FOUR HUNDRED AND ELEVEN DOLLARS ($1,837,411.00). 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 301h 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 not 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 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 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 SHALL RELEASE, DEFEND, INDEMNIFY AND HOLD THE CITY, ITS ELECTED OFFICIALS, OFFICERS AND EMPLOYEES HARMLESS FROM AND AGAINST ALL CLAIMS, DAMAGES, INJURIES (INCLUDING DEATH), PROPERTY DAMAGES (INCLUDING LOSS OF USE), LOSSES, DEMANDS, SUITS, JUDGMENTS AND COSTS, INCLUDING ATTORNEY'S FEES AND EXPENSES, IN ANY WAY ARISING OUT OF, RELATED TO, OR RESULTING FROM THE SERVICES PROVIDED BY CONTRACTOR UNDER THIS AGREEMENT OR CAUSED BY THE NEGLIGENT ACT CSG#2301980 Page 3 OR OMISSION OR THE INTENTIONAL ACT OR OMISSION OF CONTRACTOR, ITS OFFICERS, AGENTS, EMPLOYEES, SUBCONTRACTORS, LICENSEES, INVITEES OR ANY OTHER THIRD PARTIES FOR WHOM CONTRACTOR IS LEGALLY RESPONSIBLE (HEREINAFTER "CLAIMS"). CONTRACTOR IS EXPRESSLY REQUIRED TO DEFEND CITY AGAINST ALL SUCH CLAIMS. CITY SHALL HAVE THE RIGHT TO APPROVE, SUCH APPROVAL OF WHICH SHALL NOT BE UNREASONABLY WITHHELD, DEFENSE COUNSEL TO BE RETAINED BY CONTRACTOR IN FULFILLING ITS OBLIGATION HEREUNDER TO DEFEND AND INDEMNIFY CITY, UNLESS SUCH RIGHT IS EXPRESSLY WAIVED BY CITY IN WRITING. CITY RESERVES THE RIGHT TO PROVIDE A PORTION OR ALL OF ITS OWN DEFENSE AT ITS OWN EXPENSE; 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 OBLIGATION TO INDEMNIFY CITY PURSUANT TO THIS CONTRACT. 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 CONTRACT. IF CONTRACTOR FAILS TO RETAIN COUNSEL WITHIN SUCH 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. VIII. LIMITATION OF LIABILITY Except for any damages caused solely by a DataProse violation of the Federal Trade Commission's Red Flag Rules, as applicable to DataProse under this Contract, the damages owed to the City for any failure by Contractor to provide the goods and/or services as required under this Contract shall in each case be limited to the compensation paid to Contractor for the defective goods or services. CONTRACTOR IS NOT LIABLE FOR INCIDENTAL, INDIRECT OR CONSEQUENTIAL DAMAGES, INCLUDING LOST PROFIT OR INCOME, even if Contractor has been advised of the possibility of such loss or damage. While Contractor shall correct any defect or replace any defective work product in compliance with Exhibit A, at no additional cost to City, no Limitation of Liability provision shall be affected by Contractor's failure to correct any defect or replace any defective work product to City's satisfaction. City has accepted this restriction on its right to recover consequential damages as a part of its bargain with Contractor. City acknowledges what Contractor charges for its goods and services would be higher if Contractor were required to bear responsibility for City's damages. CSG#2301980 Page 4 IX. 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. If Contractor observes that the work is at variance therewith, Contractor shall promptly notify City in writing. X. CONFIDENTIALITY Each party agrees that any and all data, reports and documentation supplied by the disclosing party or its affiliates or third parties on the disclosing party's behalf, which are confidential shall be, subject only to the disclosure required for the performance of the receiving party's obligations hereunder, held in strict confidence and shall not be disclosed or otherwise disseminated by the receiving party without the consent of the disclosing party. XI. 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. XII. ASSIGNMENT AND SUBLETTING Contractor agrees to retain control and to give full attention to the fulfillment of this Contract, that this Contract shall not be assigned or sublet without the prior written consent of City, and that no part or feature of the work will be sublet to anyone objectionable to City. Contractor further agrees that the subletting of any portion or feature of the work, or materials required in the performance of this Contract, shall not relieve Contractor from its full obligations to City as provided by this Contract. XIII. 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 "C" 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. CSG#2301980 Page 5 XIV. 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. 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, 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. 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 Should any part be in dispute of this Contract, the parties agree that the Contract shall not be construed more favorably for either party despite this Contract being in the same form as the Contract between Dataprose, Inc. and the City of Plano. CSG#2301980 Page 6 •k • � XIX. SUCCESSORS AND ASSIGNS This Contract shall be binding upon the parties hereto, their successors, heirs, personal representatives and assigns. XX. 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 condition hereof. IN WITNESS WHEREOF, the parties have executed this Contract by signing below. CITY OF FORT WORTH, TEXAS By:� Name: Femando Costa Aaart �T �Rager —— Title: Date �O1O APPROVED AS TO FORM: -City Attorney i 7A by: y Hendrix, City 4tary —��0-1 I Contra t. Authorization CSCj#2301980 Date DATAPROSE, INC., A Calif is cor atio By: I r Name: PdKE• Kill President Title: Date: CSG SYSTEMS, IN7 Reviewed by r OFFICIAL RECORD CITY SECRETARY FT WORTH, PTX7 I 'i f, ij L Oct 5, 2009 3:30:27 PM CDT City of Plano Solicitation 2009-66-C UTILITY BILL PRINTING AND MAILING SERVICES City of Piano Bid 2009-66-C { EXHIBIT rNpk PAGE �F/ P. , -1 l i.� Bid Number Bid Title { j Bid Start D-c Bid End Dat Question & , Bid Contact Pre -Bid Con (-1 L� City of Piano Bid 2009-66-C UTILITY BILL PRINTING AND MAILING SERVICES 2009-66-C UTILITY BILL PRINTING AND MAILING SERVICES Mar 6, 2009 9:04:41 AM CST Apr 8, 2009 3:00:00 PM CDT ;wer End Date Mar 25, 2009 12:00,00 PM CDT Zahid Khan Buyer Purchasing Division ;nce Mar 17, 2009 10:00,00 AM CDT Attendance Is optional Location: CITY OF PLANO PURCHASING DEPARTMENT (CONFERENCE ROOM # 3B) 1520 AVENUE K PLANO, TX 75074 1 Changes made on Mar 10, 2009 2:52:31 PM CDT `-� New Documents 2009-66-C Addendum 1,pdf Changes were made to the following items: ( UTILITY BILL PRINTING AND MAILING SERVICES r-�Changes made on Mar 13, 2009 4:38:08 PM CDT New Documents 2009-66-C Addendum 2.pdf I Changes were made to the following items: U ILITY BILL PRINTING AND MAILING SERVICES r` Changes made on Mar 25, 2009 4:58:46 PM CDT New Documents 2009.66-C Addendum 3,pdf Changes were made to the following Items: UTILITY BILL PRINTING AND MAILING SERVICES E� Changes made on Mar 27, 2009 4:50:56 PM CDT r'r New Documents 2009-66-C Addendum 4.pdf LJ Changes were made to the fallowing items: UTILITY BILL PRINTING AND MAILING SERVICE, EXHIBIT PAGE „O F Bid 2009-66-C Oct 5.2009 3:30:27 PM CDT p. 2 L L City of Piano Changes made on Mar 30, 2009 2:55:33 PM CDT Previous End Date Mar 31, 2009 3:00:00 PM CDT Changes made on Apr 1, 2009 11,21:01 AM CDT New Documents 2009-66-C Addendum 5.pdt Changes were made to the following Items: UTILITY BILL PRINTING AND MAILING SERVICES Bid 2009.66-C New End Date Apr 8, 2009 3:00:00 PM CDT Description THE CITY OF PLANO CUSTOMER AND UTILITY DEPARTMENT IS REQUESTING A SEALED PROPOSAL FOR THE UTILITY BILLING AND MAILING SERVICES. Added on Mar 10, 2009: Acknowledge receipt of this addendum by initialing In the appropriate space on the Vendor Acknowledgment Page. Added on Mar 13, 2009: Acknowledge receipt of this addendum by Initialing in the appropriate space on the Vendor Acknowledgment Page. Added on Mar 25, 2009! Acknowledge receipt of this addendum by initialing In the appropriate space on the Vendor Acknowledgment Page. Added on Mar 27, 2009: Acknowledge receipt of this addendum by Initialing In the appropriate space on the Vendor Acknowledgment Page. Added on Apr 1, 2009: Acknowledge receipt of this addendum by initialing in the appropriate space on the Vendor Acknowledgment Page Changes made on Mar 10, 2009 2:92:31 PM CDT Changes made an Mar 13, 2009 4:38:08 PM CDT Changes made on Mar 25, 2009 4:58:46 PM CDT Changes made on Mar 27, 2009 4:50:56 PM CDT Changes made on Apr 1, 2009 11.21:01 AM CDT V 1 ..J Oct 5, 2009 3:30:27 PM CDT EXHIBIT et PAGE 3 'OF „sE p 3 1 City of Plano ! Cf I OF PLANOr C X A S COMPETITIVE SEALED PROPOSAL No.: 2009-66-C CSP — UTILITY BILL PRINTING AND MAILING SERVICES DOCUMENTS ARE DUE TO THE PURCHASING DIVISION PRIOR TO: 3:00 PM (CDT) on TUESDAY, MARCH 39, 2009 I NO LATE PROPOSALS WILL BE ACCEPTED r-} I f 1 i ***VENDOR MUST SUBMIT ONE (1) ORIGINAL WITH ALL SUPPORTING PROPOSAL DOCUMENTS AND FOUR (4) COPIES ARE REQUIRED TO FACILITATE EVALUATION. IF "COPY (IES)" ARE NOT SUBMITTED WITH THE ORIGINAL, YOUR CSP MAY BE CONSIDERED AS "NON -RESPONSIVE TO SPECIFICATIONS" AND MAY NOT BE CONSIDERED FOR FURTHER EVALUATION. Time Critical Reauest For Proposal Deliveries: The City of Plano, Texas can not guarantee, due to internal procedures, that any documents sent Priority Mail will be picked up and delivered by the closing date and time. It Is recommended that critical document deliveries be made either in person or via an alternate delivery method. NOTE TO PERSPECTIVE BIDDERS REGARDING REGISTRATION ON WWW.BIDSYNC.COM: THE CITY OF PLANO UTILIZES THE E-PROCUREMENT SYSTEM CSP DEPOT (www.bidsvnc.com) TO RECEIVE AND DISTRIBUTE REQUESTS FOR PROPOSALS AND BIDS. THERE IS NO CHARGE TO THE VENDOR FOR USING THIS E- PROCUREMENT SYSTEM. TO REGISTER AS A VENDOR GOTO www.bidsvne.com THE USE OF THIS SYSTEM IS TOTALLY FREE FOR VENDOR BIDDING ON CITY OF PLANO POSTED BIDSICSP/RFQ/BEST VALUE BIDS, ETC. FOR ADDITIONAL INFORMATION CONCERNING THIS CSP PLEASE CONTACT: Oct 5, 2009 3:30:27 PM CDT Zahid Khan Senior Buyer Purchasing Division (972) 941-7376 Bid 2009-66-C EXHIBIT PAGE y 0 Lz p. 4 City of Piano "'GENERAL INFORMATION"' CITY OF PLANO, TEXAS -I COMPETITIVE SEALED PROPOSAL NO.: 2009-66-C ( CSP - UTILITY BILL PRINTING AND MAILING SERVICES QUESTIONS CONCERNING CSP i- t, The City of Plano requires that all questions relating to this CSP be entered through the "Create 1 New Question" option available through www.bidsvnc.com or directed via email to Zahid Khan, i Senior Buyer at Zahidk@plano.gov 12:OOPM (CDT) on Wednesday, March 25, 2009 by Noon. Ll Questions will be accepted until the stated deadline. 1 "NO QUESTIONS WILL BE ANSWERED VIA TELEPHONE." DELIVERY OF CSP Mark CSP package(s): "CSP No. 2009.66-C, CSP — "UTILITY BILL PRINTING AND MAILING SERVICES". All CSP's must be delivered or mailed to the following location prier to 3:00 pm C (CDT) on Tuesday, March 31, 2009. 1 Deliver/Mail to: City of Plano — Purchasing Division 1520 Avenue K, Suite 370 Plano, TX 75074 Lj PRE -PROPOSAL CONFERENCE A. A pre-proposal/bid conference will be conducted on Tuesday, March 17, 2009 r� at 10:00 AM at the following address: L + CITY OF PLANO PURCHASING DEPARTMENT (CONFERENCE ROOM — 3B) i 1520 AVENUE "K", i PLANO, TX 75074 Attendance at the pre—bidlproposal conference is optional. Lr PUBLIC OPENING CSP's will be publicly opened in the Purchasing Division, Municipal Center, 1520 Avenue K, Suite 370, Plano, TX 75074 on Tuesday, March 31, 2009 at 3:00 pm (CDT). Only the names ^j of the firms submitting CSP's will be read aloud at the public opening. u LJ EXHIBIT )Pr a3o��ay 2 PAGE OF Oct 5, 2009 3:30:27 PM CDT _ Bid 2009.66-C P. 5 City of Plano P1 Tentative Timetable The following schedule provides you with key events and tentative completion dates. _ ' No. I Activity Tentative Completion Date __ _..._t. _-........_.__ __......_. _._.._._ _ 11. E CSP Issued Mar 06, 2009 1 r' 12. i Pre-B(d/Proposal Meeting i Mar 17, 2009 at 10:00am ' 3. Questions Deadline ! Mar 26, 2009 at 12:00 Noon (CDT) 4. i CSP Responses Due Mar 31 2009 r(or to 3:00 pm (CDT) f Public Opening Mar 31, 2009 at 3:00pm (CDT)_- _...___..i is ! I , ii SMWBE POLICY P-1 IT IS THE POLICY OF THE CITY OF PLANO TO INVOLVE SMALL BUSINESSES AND MINORITYMOMAN OWNED BUSINESSES TO THE GREATEST EXTENT POSSIBLE IN THE PROCUREMENT OF GOODS, EQUIPMENT, SERVICES AND CONSTRUCTION PROJECTS. TO 19 ASSIST US WITH OUR RECORDKEEPING, VENDORS SHOULD IDENTIFY ANY SMALLIMINORITY/WOMAN-OWNED COMPANY BEING UTILIZED IN THIS BID AND NOTE THE MONETARY INVOLVEMENT. f✓� WRITE THE CSP NUMBER ON YOUR ENVELOPE IN THE LOWER LEFT CORNER. INSURANCE VERBIAGE L1 Upon request, the successful vendor 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 will be grounds for declaring vendor �! non -responsive to specifications. s ANNUAL CONTRACT VERBIAGE L This agreement will contain a fixed pricing (man hour per event) structure for the term of the agreement. Orders will be placed on a non-exclusive, "as needed", basis. Orders placed by the City of Plano will be �l done so utilizing Contract Release Order (CRO's). All invoices must reference City of Plano CRO number. r-n WRITTEN CONTRACT VERBIAGE ,i The successful vendor must execute a CONTRACT within ten (10) days after receipt of documents. ProposerNendor agrees to submit to the City, a corporate resolution, certificate of j partnership, partnership agreement or Joint venture agreement which identifies the person(s) authorized to execute a contract on behalf of the corporation, partnership or Joint venture. =-y r i. .i a3�1$ay HOct 5, 20N 3:30:27 PM CDT Bid 2009-66-C EXHIBIT PAGE _ O P. 6 City of Plano PRINTING/MAILING SERVICES UTILITY BILLS j CUSTOMER AND UTILITY SERVICES DEPARTMENT CITY OF PLANO, McKINNEY, FRISCO, ALLEN AND THE TOWN OF FLOWER i ii MOUND, TEXAS SPECIFICATION I. Introduction and Scope of Services { The City of Plano is soliciting Competitive Sealed Proposals for the printing and mailing L of utility bills and delinquent notices. This service Includes the receiving and processing of data transfer on a daily cycle, print, CASS certify, fold, envelope insert, City supplied f� inserts, presort, meter and mail. (i The contract will be awarded as a Cooperative Purchasing Contract in which the City of ` Plano will be the Lead Agency. Other entities participating In this contract and whose requirements are incorporated herein are the Cities of McKinney, Frisco, Allen and the n �1 Town of Flower Mound. The contract will be awarded based on the evaluation criteria as stated herein. The term of the contract will be for one year with four optional one-year renewals. r-1 j 11. Pre -Proposal Conference f- B. A pre-proposallbid conference will be conducted on Tuesday, March 17, 2009 at 10:00 AM at the following address: CITY OF PLANO r� PURCHASING DEPARTMENT (CONFERENCE ROOM — 3B) r _l 1520 AVENUE "K", PLANO, TX 75074 r� Attendance at the pre—bid/proposal conference Is optional. 1 111. Requirements I-� The Vendor shall provide the following services and meet or exceed any requirements listed in this section. In general, the requirements are the same for each City, except for I f where noted. All quantities are estimates only and orders will be placed on an as needed basis. � A. General Services and Requirements Ij 1. Provide security of information and supervision from start to finish. ii. The following volume estimates are listed by City: ? i Plano: Be able to handle high volume production on a daily basis from v 3,750 bills and up to 12,000 bills on occasion. Estimated annual requirement: Utility bill statement: 850,000 Delinquent bill statement: 70,000 Flower Mound: Be able to handle high volume production on a daily basis from 2,300 bills and up to 4,150 bills on occasion. ' Estimated annual requirement: Utility bill statement; 255,000 Delinquent bill statement: 28,800 J McKinney: Be able to handle high volume production on a daily basis from 3,000 bills and up to 8,000 bills on occasion. Estimated annual requirement: Utility bill statement: 504,000 Delinquent bill statement: 84,000 Bid 2009-66-C a EXHIPAGEBI►'' 0� � `� OU 5, 2009 3:30:27 PM CDT p. 7 -1 City of Piano Frisco: Be able to handle high volume production on a daily basis from 2,000 bills and up to 6,000 bills on occasion. Estimated annual requirement: Utility bill statement: 442,000 Delinquent bill statement: 35,000 L' Allen: Be able to handle high volume production on a daily basis from 2,000 bills and up to 6,750 bills on occasion. Estimated annual requirement: i ! Utility bill statement: 250,000 Delinquent bill statement: 6000 Combined for Five (5) Cities: .. i r Be able to handle high volume production on a daily basis from 13,050 bills and up to 36,900 bills on occasion. _ Estimated annual requirement: t ' Utility bill statement: 2,301,000 �..i Delinquent bill statement: 223,800 r; ill. Provide courier service for special delivery and pick up requests. L; Iv. Provide a single point of contact representing the account. v. Have the ability to preprint forms, envelopes and flyers. A. Be able to warehouse forms and envelopes in climate -controlled conditions. vii. Be able to household merge/purge multiple statements into same envelope (up to 3 Into the Standard Mail Out envelope). viii. Be able to accept upgrades to current customer billing system. �i ix. Be able to accept electronic data transmissions 24/7/365. L; x. Be willing and able to establish a business partner relationship with the following: Plano, McKinney and Allen H T E Inc. (SunGard) I; Flower Mound and Frisco i Tyler Technologies (Incode) I ' A. Be able to do custom programming as needed. -1 Al. Have an emergency back up plan to avoid out of service situations. xlli. Provide secure access for on line transmission through SSL. r� xiv. Provide a system password per customer that is vendor controlled and will not allow unauthorized access. xv. Provide capability to enable batch printing of selectively excluded bills at each City's Customer and Utility Services Office. j xvi. Provide selective/dynamic messaging via secure site for customer messages to be included on bills. n i B. Daily Transmission of Electronic Data Requirements i. AS400, ASCII data files are the ones City of Plano utilizes, but will vary by each participating entity. �. Ii. File transmitted via modem line or courier by tape as zip file "ProComm" or Internet, or email attachments. Method to be determined by each participating entity. III. Vendor shall confirm receipt of file daily by return electronic mail to persons specified by each participating entity when the file is received. iv. Vendor shall provide second report daily when file has been processed for printing. �1 EXHIBIT a3vlgay 5 PAGE OF -� Oct 5, 2009 3:30:27 PM CDT Bid 20D9-66-C P. 6 City of Plano v. Vendor shall provide as part of the second report, the amount of postage charges 3 for the billing included in the report. A. File size and billing cycle will be utilized as confirming data. vii. Data will be transmitted prior to 10am everyday bills are needed to be processed. 1 C. Preprint Requirements Fit i. Selectively exclude bill types from printing (PULL, EBILL, CITY and others Identified in the print file). f ii. CASS certification to ensure lowest possible postage costs. I Ili. Must be able to sort to carrier route level. iv. Presorts must conform to latest USPS notification. r i v. Mail merging of bills going to same mailing address up to three into regular #10 1 I mailing envelope and four to one hundred merged for stuffing into one large envelope. Placement of sorter codes must be approved each City. A. Vendor must have the ability to manipulate print ready data into proper bill format. Fill Al. All -outgoing mail shall include Zip +4 bar coding conforming to postal requirements for automated processing. r! D. Access to Electronic Bill Image Requirements 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. ii. Provide access via secured internet site from each City's website to customers electing to view exact replicas in PDF format for a period of 12 months. Ili. Provide search capability based on account number, date or date range. •� iv. Have capability to email bill image from vendor site. i. v, Provide images for one month electronically trough CD or PDF after 12 month period. r� E. Approval of Forms and Envelope Orders Requirements 1. All orders for print stock and envelopes shall be approved by each City. ii. Proofs will be fumished.for approval prior to sending to print. L ill. All artwork becomes the property of each participating entity at the termination of this contract, r' LJ iv. Pre-printed forms of any kind will not be used. F. Printinci Requirements n 1. All printing shall be laser imaging high quality print with 600 DPI or better. J ii. 2/0 ink colors; BLUE and Black, approved by each City. f� ill. Print form single sided with occasional two-sided (duplex). Iv. Bill print fonts include OCRA for automated scanning and processing. - v. Proofs must be approved by each City with any programming change prior to implementation of changes. LJ G. Envelope and Print Stock Requirements Bid 2009-66-C 1. Original and Delinquent Utility Bills -� Vendor to furnish. See attached Sample # 1 and # 4. The sample is for original and delinquent statements and may vary in layout and format. �1 ;i EXHIBIT a/gad 6 PAGE G Of -j5'-/ Li Oct 5, 2009 3:30:27 PM CDT P. 9 I City of Plano -_1 1. 8 A2 inch X 11 inch White bond stock. ii. Paper weight is 24160 pound. iii. Top Portion of bill Is for customer retention and contains billing information. 7) iv. Bottom portion shall be perforated to produce a return stub 8'/2 inches X 3 518 i inches to be returned by customer with payment. ' V. Tri fold on perforation to fit a #10 window envelope ii. Envelopes Vendor to furnish. See attached Sample # 2 L; a. Vendor may be requested to deliver up to 4,000 additional envelopes (BRE #10) one time per contract period to each City for in-house use. n b. Delivery is F.O.B. Freight Pre -paid to each participating City's delivery address j set up at time of order. Ili. Mail Out Envelopes r Vendor to furnish a. Standard BRE #10 window per attached Sample # 2. 1 b. Window size must comply with USPS for utilization of bar code. c. Ability to include return mail processing codes if required. j iv. Return Envelopes Vendor to furnish J a. 3 7/8 in x 8 7/8 in per attached Sample # 3. Must include security cross- hatching. b. Bar coded for return address. Ll v. Mail Merging Envelope (Mail Out) I L' a. Sufficient size to insert 100 bills into one envelope. b. May use mail label rather than bulk print, prefer addressing on the run with bill printing, r c. Additional inserts include (1) return envelope and one of each additional Informational insert. �? I H. Utility Bill Folding and Insertinq Li i. Tri Fold statement to fit in Standard #10 mail out envelope. I ii. One fold shall be on the perforation creating the bill stub. iii. Must have multiple page and selective inserting capabilities. 1 iv. Inserts include statement, return envelope and up to three additional flyers. i r t. Mailing ` i. Daily, (5 days per week) ii. Turnaround —data in by 10:00 am, mail out same business day and delivered to USPS bulk processing center. �30 lay 7 EXHIBIT - Oct 5. 2009 3:30:27 PM CDT PAGE l Q O� I Bid 2009-66•C P. 10 l lr City of Piano Ill. Postage Is not required for the City of Plano. The City of Plano will handle postage directly with the USPS. Other participating entitles may require vendor to pay and bill for postage. uJ. Involcina i. Monthly or Biweekly. ii. Invoicing should reflect separate services according to proposal form. ill. Specify details of special handling bills. L.i Iv. List number of statements printed for the period. v. Only invoice for work completed. IV. Cooperative Additional Terms and Conditions The City of Plano is issuing this CSP as a lead agency in cooperation with the Cities of (� McKinney, Frlsco, Allen and the Town of Flower Mound. By mutual consent, the I I successful vendor and the other participating entities may formally establish separate '— contracts that reference the terms and conditions and resultant contract. Purchasing limits and authorities may be modified by the participating entities to conform to their own policies, regulations and guidelines. �i NOTE: In no situation, would the City of Plano be involved In the resultant contract between the vendor and the other Cities, other than the City of Plano cooperative Pcontract being referenced by the other resultant contracts. Each City is responsible for LJ administering their respective contracts, Invoices, payments and other correspondence. V. Environmental Attributes Option The City of Plano encourages vendors to offer Environmentally Preferable Products (EPP) according to the City's Environmental Purchasing Policy that can be found on the City of Plano Purchasing website. Vendor should propose options in support of the policy for the following: LThe . Vegetable -based and recycled (filtered) Inks; avoid Inks containing heavy metals • Papers and envelopes made with post consumer fiber (30 percent minimum) and other environmentally preferable paper fibers • Processed chlorine -free papers GVI. Training � I i Vendor is required to provide training as needed to insure continuity of the process. VII. Warranty " Be responsible for all costs associated with errant printing and mailing of statements u due to no fault of the City. r" Vill. Qualifications 1 Have a predominant business function, facilities and equipment related to laser imaging and complete mailing services. Vendor can be located anywhere within the United i States. �I IX. Work History Vendor shall have successful work history with companies or governmental agencies within the last three years of this scope and size. Bid 2009-66-C X. Insurance Upon request, the successful vendor must SUBMIT PROOF OF MEETING NECESSARY INSURANCE REQUIREMENTS within ten (10) business days of EXHIBIT I Oot 5. 2009 3:30:27 PM CDT PAGE JLLF .§�- P- 11 City of Piano 1 notification by the City of Plano. Failure to respond within ten (10) business days will be grounds for declaring vendor non -responsive to specifications. XI. Questions Deadline: March 25, 2009 by 12:00 Noon i� r� X11. Submittals ' Vendors shall submit the following information that will be used in the evaluation process noted in Section XIII i A. Title page showing the proposal subject, the vendors name and title, address and `f phone number and the date of submission. ! B. Detailed solution and work plan proposal that meets and/or exceeds the ' requirements and service specifications. ( C, Equipment list and facilities description to be utilized on this contract as I referenced in Section VII. Submit on Equipment List and Facilities Worksheet, Attachment "B" D. Work history references of up to three Clients within the past three years as referenced In Section Vill. Submit on the Client Work History Worksheet, Attachment "A". E. Price Proposal Form, which Includes start up and other costs. Optional pricing for Environmental Attributes as referenced in Section V. Price must be submitted y under separate sealed envelope and marked clearly as such. r- Xlil. Evaluation Criteria i This is a Competitive Sealed Proposal and award is based on the following criteria and associated weighting: A. Price submitted on Price Proposal Form which includes start up and other costs from Submittal Section XII.E. Price must be submitted under separate sealed envelope and marked clearly as such. 60% B. The extent to which the Vendor meets or exceeds the needs of the City as referenced in Section XII.B. 2 C. Reputation based on Client Work History as referenced in Section XII.D 20% D. Equipment list and facilities as referenced in Section XII.0 90% ' I XIV. Best and Final Offer The City of Plano reserves the right to request a best and final offer from any or all proposers Bid 2009-66-C �i �3n fg�y 9 EXHIBIT J Oct 5, 2009 3:30:27 PM CDT PAGE F t p. 12 I City of Plano SAMPLE # 'I L IS Lj 1 D, 1 L L rti J L r r, �a Lj 10 Oct 5.2009 3:30:27 PM CDT Bid 2009-66-C EXHIBIT V� PAGE _L--)2, 06 _EL p.13 P B1of1 I I land 6-C ..: FIN, L In Municipal Center Office Building A 1520 K Ave Ste 120 Adjacent to Maribelle Davis Library PO Box 861990 Account Name: KIM D HITT 7501 N. Independence Pkwy Plano, TX 75086-1990 Account Number: 324751-41786 Hours: Monday -Friday 8:00-5:00 f 972-941-7105 Service Address 3121 GRAPEVINE LN Drive by payment box available Hours: Monday -Friday 8:00-5:00 Account Type RESIDENTIAL Drive -In -Window available Night depository available Bill Date 01/08/2009 Pay By Phone: 972-941-5040 Service Period: 12/01/2008 to 12/10/2008 Environmental Waste Services: 972-769-4150 i www.plano.gov After hours emergencies: 972-727-1623 2 14f 212.68 .00 .00 212.68 -144.27 F2.00 - 68.41 MINFORMATION ACCOUNT ACTIVITY ETER 1}( Meter number Service Current Read Previous Read Consumption LAST BILL 212.68 A Type (gallons) TOTAL PAID SINCE LAST BILL 00 Q01511479 W 1208110 1207070 140 ADJUSTMENTS 00 BALANCE FORWARD 212.60 NEW CHARGES WATER 13.79 SEWER 29.65 DRAINAGE 2.25 REFUSE 4.53 Consumption Same Period—P—revio—us _ LATE CHARGE 6.14 a i REFUSE SVC SALES TAX .37 C( 0.14 7.56 5.44 DEPOSIT APPLIED-201.00 TOTAL NEW CHARGES A44.2 a Current Daily Average Usage (in gallons) -16 { IMPORTANT MESSAGMISCELLANEOUS .00 PI ACCOUNTBALANCE Be green, save time and postage, pay online at www.piano,gov, or by PAY THIS AMOUNT BY: 021021200D 68411 phone at 972/941-5040 with your Master Card, Visa, Discover or I I American Express. Also receive recent account Information. These �. services are available 24 hours a day, 7 days a week. J Due date applies to current charges ONLY. Any balance forward is due now. ! I Please allow 7 days for mailing your payment. PLEASE FOLD ON PERFORATION BEFORE TEARING, RETURN BOTTOM PORTION WITH YOUR PAYMENT, MAKE CHECKS PAYABLE TO THE CITY OF PLANO UTILITIES. I I I Municipal Center Office Account Number: 324751-41786 1520 K Ave Ste 120 Service Address: 3121 GRAPEVINE LN PO Box 861990 Cycle -Route # 17-83 Plano, TX 75086-1990 �.� DUE DATE 02/02/2009 AMOUNT,DUE: 68.411, •*AUTO**3-DIGIT 750 14 AADC 50742D-A-2 3475 1 As 1.351 III rIIII IIIII I1 III III III nlulilt III I% IIffllfifldlff till f III] flIfll lilt llf111lfflrl11t,lilt III II111 CITY OF PLANO KIM D HITT P O BOX 861990 i; 3121 GRAPEVINE LN PLANO TX 75086-1990 PLANO TX 75074.3122 a30i�a`� 0032475100041786000000684100000000003 EXHIB!�kno OclS, 2009 3:30:27 PM CDTPAGE p. 14 i hgWie, © !.T 34 77 35bd aa. 1181HX3 n lCity of Plano (� SAMPLE # 3 li 1� Q 1� L! !S i I a3t,/fay 12 J Oct 5, 2009 3:30:27 PM CDT Bid 2009-66-C EXHIBIT PACE 1_t.LY— P. 18 IN U .0 j�h 3�M auras 30rra City of Plano SAMPLE # 4 U in i L i �l �l a�r�ay t 13 Oct 5. 2009 3:30:27 PM CDT Bid 2009-66-C ExHI6fi PAGE , Q .y, OF„5-1 P. 21 City of Plano s City of Piano Uti]itios 1520 K. Avenue t z 7501 N. Independence Pkrvy P.O. Box 961990 Plano, TX 75086-1990 ACCOUNT NUMBER 305311-110914 SERVICE ADDRESS 1000 WINDY MEADOW DR CYCLE NO.(ROUTE NO. 19.70 Bid 2009-66-C Offfee Hours: 8a.m. - Sp.m. Mon - Fri Night depository available at both offices LAST PAYMENT t, � .�• ,.y..i,�, ,t,� ��, a��, RECEIVED ON Ilj;"rl?y!`��Q�g.tsfit'� r I DELINQUENT NOTICE THE DELINQUENT AMOUNT DOES NOT INCLUDE LATE FEE AND/OR CURRENT BILL. r, Is lam+ DELINQUENT AMOUNT DUE DUE DATE TO AVOID TERMINATION OF SERVICE AND ADDITIONAL CHARGES, THE PAST DUE AMOUNT MUST BE RECEIVED IN OUR OFFICE ON THE DUE DATE. IF THE FULL AA10UNT HAS BEEN PAID, PLEASE DISREGARD THIS NOTICE. THANK YOU. SHOULD YOUR SERVICE BE DISCONTINUED: • ADDITIONAL SERVICE CHARGES WILL APPLY. • SECURITY DEPOSIT IS SUBJECT TO INCREASE. FOR BILLING INQUIRIES CALL: 972-941-7105 PAYrYIENT IS DUE IN OUR OFFICE ON OR BEFORE THE DUE DATE, PLEASE RETURN THIS PORTION WI"t"YOUR.PAYMENT. MAKE CHEC PAYABLE TO THE CITY OF PLANO. DELINQUENT NOTICE Plano City of Plano Utilities P.O. Box 861990 Plano, TX 75086-1990 **SINGLE -PIECE 1 SGL 49556E-A-1 1W 1 SP 0.420 L 11111111111111111111�uIsII111111111111111111111111111111111 AMBER M/H6RB W HARMON j IOW 14INDYMEADOW DR ! PLANO TX 75023-4955 J LJ Oct 5, 2009 3:30:27 PM CDT SERVICE ADDRESS 1000 WINDY MEADOW DR ACCOUNT NUMBER 305311-110914 CYCLL NOJROUTE NO, 19-70 DELINQUENT 5��.��+ryr�:� F� AMOUNTDUE :SS:ISS b1 ret `z min• n 1S.t'n I PAYMENT IS DUE IN OUR OFFICE ON OR BrFORETHE DUI; DATE. DUI; DATE 111111111 hall I 111111111 1111111111111 CITY OF PLANO P O BOX 961990 PLANO TX 75086-1990 0030531100110914000 N �f2400000085115 PAGE :2,15 / p. 22 I City of Plano Attachment "A" CLIENT WORK HISTORY Vendor is to list up to three contracts approximately the same scope and size during the past three years. 1. Client Name: Contact Name: Phone Number: Dates of Service: Brief description of service provided: ij L: 2. Client Name: Contact Name: Phone Number: L Dates of Service: Brief description of service provided: i L _1 I L.. 3. Client Name: Contact Name: Phone Number: Dates of Service: Brief description of service provided: �i. i L! �I i a�30 l�d� 14 Oct 5, 2009 3:30:27 PM CDT Bid 2009-66-C EXHIBIT PAGE ' OF P. 23 {; } I City of Plano Attachment "B" Equipment List and Facilities Worksheet PEQUIPMENT: P' t r: t` n J f� r,f 14r� 1 ~ I� 1 4� 1 ! 1 l� L' 130ffa ,5 Oct 5, 2009 3:30:27 PM COT Bid 2009-66-C EXHIB!YIF PAGE p. 24 City of Plano GENERAL CONDITIONS OF BIDDING s ELECTRONIC AND/OR PAPER BASED BIDS 1. REgUIRED INFORMATION: CITY OF PLANO BID PACKETS CONTAIN VARIOUS SECTIONS REQUIRING COMPLETION. THE BID FORM SECTION OF THE BID PACKET MUST BE COMPLETED PRIOR TO TI IE DATE AND TIME SET FOR BID OPENING AND INCLUDED WITH THE BID PACKET OR THE VENDOR WILL BE FOUND NOW RESPONSIVE. VENDORS MAY BE REQUIRED TO COMPLETE AND SUPPLY ALL INFORMATION CONTAINED IN ` t 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. 2. tN$jD14C7 Q, ANY THEBSE INSTRUCTIONS D PACKET SUBMITTED Y TO ALL QUOTATIONS AND BECOME A PART OF TERMS AND 3. THESE GENERAL CONDITIONS APPLY TO ANY PROCUREMENT OF PRODUCTS OR SERVICES BY THE CITY OF PLANO. 4. Ej �ROR•QUANTITY: BID PRICE MUST BE SUBMITTED ON UNITS OF QUANTITY SPECIFIED, EXTEND, AND TAL SHOWN, IN THE EVENT OF DISCREPANCIES IN EXTENSIONS, THE UNIT PRICE SHALL GOVERN. 5 IEEBIDDEROMUST STATEPLEASE MAKEES OTHER THAN AS INDICATED, MODEL, AND PART NUMBER AS LISTED OR GIVE EQUAL. IF IOF PRODUCT OFFERED /QUO ED. EQUALITY WILL BE Lt DETERMINED BY THE SPECIFICATIONS. 6. SPLIT AWARD: THE CITY OF PLANO RESERVES THE RIGHT TO AWARD A SEPARATE CONTRACT TO f ` SEPARATE VENDORS FOR EACH ITEM/GROUP OR TO AWARD ONE CONTRACT FOR THE ENTIRE BID. THE j CITY RESERVES THE RIGHT TO TAKE INTO CONSIDERATION CONTRACT ADMINISTRATION COSTS FOR 1 MULTIPLE AWARD CONTRACTS WHEN DETERMINING LOW BID. { 7. PRICING: BID PRICE(S) QUOTED, MUST BE HELD FIRM FOR NINETY (90) DAYS TO ALLOW FOR EVALUATION r i UNLESS OTHERWISE STATED IN THIS DOCUMENT. 8. F.O.B./DAMAGE: QUOTATIONS SHALL BE BID F.O.B. DELIVERED, MUNICIPAL FACILITY, PLANO, TX, AND SHALL INCLUDE ALL DELIVERY AND PACKAGING COSTS, THE CITY OF PLANO ASSUMES NO LIABILITY FOR GOODS s DELIVERED IN DAMAGED OR UNACCEPTABLE CONDITION. THE SUCCESSFUL BIDDER SHALL HANDLE ALL 1 E CLAIMS WITH CARRIERS, AND IN CASE OF DAMAGED GOODS, SHALL SHIP REPLACEMENT GOODS t_7 IMMEDIATELY UPON NOTIFICATION BY THE CITY OF DAMAGE, _ 9. INVOICES: INVOICES MUST BE SUBMITTED BY THE SUCCESSFUL BIDDER TO THE CITY OF PLANO, { I ACCOUNTING DEPARTMENT, P.O. BOX 860279, PLANO, TX, 75086-0279. — 10, PAYRRT TERMS: PAYMENT TERMS ARE NET 30 UNLESS OTHERWISE SPECIFIED BY THE CITY IN THIS BID PAC{ (? - if. TAXES: THE CITY OF PLANO IS EXEMPT FROM FEDERAL MANUFACTURER'S EXCISE AND STATE SALES TAX. TAX MUST NOT BE INCLUDED IN BID. TAX EXEMPTION CERTIFICATES WILL BE EXECUTED BY THE CITY AND _ FURNISHED UPON REQUEST. 12, SPE JFICATION-SAMPLES: ANY CATALOG, BRAND NAMES, OR MANUFACTURER'S REFERENCE IN THIS BID I PACKET IS DESCRIPTIVE AND NOT RESTRICTIVE, AND IS USED TO INDICATE TYPE AND QUALITY LEVEL ' -- DESIRED FOR COMPARISON PURPOSES UNLESS SPECIFICALLY EXCLUDED. SAMPLES, IF REQUIRED, SHALL BE FURNISHED FREE OF EXPENSE TO THE CITY. SAMPLES SHOULD NOT BE ENCLOSED WITH BID UNLESS r-..� REQUESTED. I 13. DELIyERY Pf�QIv�ISE — PE[f�J(,JALTIES: QUOTATIONS MUST SHOW THE NUMBER OF CALENDAR DAYS REQUIRED TO PLACE TF(E ATERIHLS 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 i ACCEPTABLE, DEFAULT IN PROMISED DELIVERY, WITHOUT ACCEPTABLE REASONS, OF FAILURE TO MEET SPECIFICATIONS, AUTHORIZES THE PURCHASING DIVISION TO PURCHASE GOODS ELSEWHERE, AND CHARGE INCREASE IN COST AND HANDLING TO THE DEFAULTING BIDDER. IANY 14 UNLESS OTHERWISE INDICATED, `TEMS WILL BE NEW, UNUSED, AND IN FIRST RATE CONDITION IN CONTAINERS SUITABLE FOR DAMAGE: F EE SHIPMENT STORAGE. 15. CpQITIR O L�E�((` TAINHE NUMBER OF THIS ING TO THIS QUOTATION. D PACKET MUST APPEAR ON ALL CORRESPONDENCE, N ((JJ�� ppEE I � �. 16, DELIVERY TIMES: DELIVERIES WILL BE ACCEPTABLE ONLY DURING NORMAL WORKING HOURS AT THE DESIGNATED CITY MUNICIPAL FACILITY, Bid 2009.66-C ' 17 OLVINGK NTHE VENDOR AGREES TO T RIGHT INFRINGEMENT ORINDECOPYIRI COPYRIGHTS ON GOODS SUPPLIEDRMLESS FROM ANY CLAIM NIFY AND HOLD THE CITY INd �30 ray 16 EXHIBIT Oct 5, 2009 3:30:27 PM CDT PAGE OF J-1 p. 25 City of Plano 18, EVALUATION: BIDS/PROPOSALS WILL BE EVALUATED AS OUTLINED IN THE BIDIPROPOSAL DOCUMENT. 19, FUNDING: THE CITY OF PLANO IS A HOME -RULE MUNICIPAL CORPORATION OPERATED AND FUNDED ON AN OCTOBER 1, TO SEPTEMBER 30, BASIS; ACCORDINGLY, THE CITY RESERVES THE RIGHT TO TERMINATE, WITHOUT LIABILITY TO THE CITY, ANY CONTRACT FOR WHICH FUNDING IS NOT AVAILABLE. 20. n 21. Ls 22, L.i Bid 2009-66-C A&Nf�AC�IN: THE SUCCESSFUL BIDDER SHALL NOT SELL, ASSIGN, TRANSFER OR CONVEY THIS CON A N WHOLE, OR PART, WITHOUT THE PRIOR WRITTEN CONSENT OFTHE PURCHASING DIVISIONINTERLO. WHO HAVEL Effl TO OR WILL BIDDER ENTER INTOES TO JOINTSXTEND PRICESTOMS93M PURCHASING INTERLOCALTO ALL ENTITIES COOPERATION AGREEMENTS WITH THE CITY OF PLANO. AUDIT: THE CITY OF PLANO RESERVES THE RIGHT TO AUDIT THE RECORDS AND PERFORMANCE OF SUCCESSFUL BIDDER DURING THE CONTRACT AND FOR THREE YEARS THEREAFTER. 23, Il(j1JRANCE: THE CITY REQUIRES VENDOR(S) TO CARRY THE MINIMUM INSURANCE AS REQUIRED BY STATE S. 24. PROTESTS: ALL PROTESTS REGARDING THE BID SOLICITATION PROCESS MUST BE SUBMITTED IN WRITING TO THE CHIEF PURCHASING OFFICER (C.P.O.) 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. ALL STAFF RECOMMENDATIONS WILL BE MADE AVAILABLE FOR PUBLIC REVIEW PRIOR TO CONSIDERATION BY THE CITY COUNCIL. 25 R CANCELED BY THE 81 ER PERIOD OF NINETY ( 0) DAOF BIDS: BIDDER AGREES YS FOLLOW FOLLOWING THE DATE DESIGNATED ORT A BID PRICE MAY NOT BE WITHDRAWN OTHE RECEIPT OF BIDS WITHOUT WRITTEN APPROVAL OF C.P.O. 26. C��AM1�aT ORDERS: NO ORAL STATEMENT OF ANY PERSON SHALL MODIFY OR OTHERWISE CHANGE, OR AFFECT THE TERMS, CONDITIONS OR SPECIFICATIONS STATED IN THE RESULTING CONTRACT. ALL CHANGE ORDERS TO THE CONTRACT WILL BE MADE IN WRITING BY THE CITY OF PLANO. 27, 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 CONTAINS CHANGES TO THE 'SPECIFICATION" OR `BID FORM", BIDDERS SHALL ACKNOWLEDGE RECEIPT OF ALL ADDENDA OR THEY WILL BLE DECLARED � NJYON-RESPONSIVE. 28. AFFIRI 1viAtIVEIYSTANDARDS DEMONS RATES BIDDER4S FIESOENSIBILEITYIDTHES CITY POP SPECTIVE PLANOMAYDER MUST REQUEST REPRESENTATION AND OTHER INFORMATION SUFFICIENT TO DETERMINE BIDDER'S ABILITY TO MEET THESE MINIMUM STANDARDS INCLUDING BUT NOT LIMITED TO: 29. 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; F RF nTNFRWISF (ItIAI IFIFn AND FI Inim F TA RFCFIVF AN AWARD j ( a30NNy 17 EXHIBIT t Oct 5, 2009 3:30,27 PM CDT PAGE �_ F P. 26 City of Piano Bid 2009.66-C L , TERMI TN FOR DEFAULT: THE CITY OF PLANO RESERVES THE RIGHT TO ENORCE ERFORMANCE (� 30. OF THIS CONTRACT N ANY MANNER PRESCRIBED BY LAW OR DEEMED TO BEEN THET EST INTEREST F THE CITY IN THE EVENT OF BREACH OR DEFAULT OF THIS CONTRACT. THE CITY RESERVES THE RIGHT TO TERMINATE THE CONTRACT IMMEDIATELY IN THE EVENT THE SUCCESSFUL BIDDER FAILS TO 1) MEET DELIVERY SCHEDULES OR, 2) OTHERWISE PERFORM IN ACCORDANCE WITH THESE SPECIFICATIONS. I 1 BREACH OF CONTRACT OR DEFAULT AUTHORIZES THE CITY TO AWARD TO ANOTHER BIDDER; ` FJ.SFlAtYaFi7F—RND'i.}�ARG�TH� c,�i, uVocnor_ ,�, r�pT=AN9��t�:�rTliY� � � I �EI98L�= i r 31. 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. 32. REME2ES, THE SUCCESSFUL BIDDER AND THE CITY OF PLANO AGREE THAT EACH PARTY HAVE RIGHTS, DUTI S, AD REMEDIES AVAILABLE AS STATED IN THE UNIFORM COMMERCIAL CODE AND ANY OTHER AVAILABLE REMEDY, WHETHER IN LAW OR EQUITY, I 1 33, VENUE: THIS AGREEMENT WILL BE GOVERNED AND CONSTRUCTED ACCORDING TO THE LAWS OF THE STATE OF TEXAS. THIS AGREEMENT IS PERFORMABLE IN COLLINIDENTON COUNTY, TEXAS. EXCLUSIVE VENUE SHALL BE IN COLLN COUNTY, TEXAS. ( 34 SILENCE OF EN AIL OR TO THE APPART OECIMS104TI0NNFROM AIT OF A DETAILED DESCRIPTION CPPARENT SILENCE OF THESE ONCERNING ANY FICATIONS AS TO ANY INT,TSHALLL 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. � I 35. NO PR"IBITED INTEREST: BIDDER 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....: i ( 1I 36. ASSOCIATED TOIAEO,�R�PATTANSMITTAL, OR PRESENTATION OF ANY BIDS OR MATERIALS SUBMITTEDNRESPONSE TO L. ANY BID, QUOTATION, OR PROPOSAL. 37. MINOR DEFECT: THE CITY RESERVES THE RIGHT TO WAIVE ANY MINOR DEFECT, IRREGULARITY, OR i i INFORMALITY IN ANY BID. THE CITY MAY ALSO REJECT ANY OR ALL BIDS WITHOUT CAUSE PRIOR TO AWARD. L J 99. OH THE ($: ALL BIDS DESIGNATED PROJECT. TO EED IVER,LL ETHE READING OF READ AT THE SBID AT 1310 OPENINGS SHREGULARLY SCHEDULED OULD DNOTOPENING j CONSTRUED AS A COMMENT ON THE RESPONSIVENESS OF SUCH BID OR AS ANY INDICATION THAT THE j } 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 j DOCUMENTS, INCLUDING BUT NO LIMITED TO THE PROJECT SPECIFICATIONS AND CONTRACT DOCUMENTS. i 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. 39 ATER BID OPENING. Y I BIERS DDSIRING AA COPY OFS SUMMRY RESULTSTHE 610 SUMMARYA ASHWILL BE MADE E ET MAY VIEW THE RESULTS ONFLINE FORTY-EIGHT HOURS (48) HOURS AFTER THE BID OPENING AT THE FOLLOWING LOCATIONS: htlp:/lyvww.Plano.00v/Denartments/Purchasln[�/BI Onformatienlbidavat.him (PURCHASING WEBSITE) OR htto:l/w�vw.bldsvnc.com (BID SYNC LNEBS{7 A BIDDER MAY ALSO REQUEST A COPY VIA EMAIL AT purchasinainfor0o(ano.00v. NO RESULTS WILL BE GIVEN OVER THE TELEPHONE. (' 41. ENE( GY DYtTI�JJ AND RECYCLED P CIQUCT,S� BIDDERS ARE ENCOURAGED TO OFFER ENERGY CE IF(ED p O UCTS ANDIOR PRODUCTS THAT MEET FEpEj2AL ENERGY MANAGEMENT PROGRAM STANDARDS 1 NCOURAGES BIDDERS TO OFFER F�t0��C, THAT ARE PRODUCED WITH RECRGY.GOVIFEMP) FOR ENERGY CYCLED MATERIALS, MFTION, THE WHERTY E APPROPRIATE, UNLESS OTHERWISE REQUESTED IN THE SPECIFICATIONS. E 'aODUCTS ICES: BIDDERS ARE ENCOURAGED TO OFFER 42 ENCOURAGES BIDDERS TO OFFER PRODUCTS AND DSERVICES THAT ARE PRODUCED OR DELIVERED WITH f- G AND (- MINIMAL USE OF VIRGIN MATERIALS AND MAXIMUM USE OF RECYCLED MATERIALS AND REDUCE WASTE, ENERGY USAGE, WATER UTILIZATION AND TOXICITY IN THE MANUFACTURE AND USE OF PRODUCTS. 43. NON-RESIDENT BIDDERS: TEXAS GOVERNMENT CODE, CHAPTER 2252: NON-RESIDENT BIDDERS. TEXAS LAW PROHIBITS CITY AND GOVERNMENTAL UNITS FROM AWARDING CONTRACTS TO A NON-RESIDENT UNLESS THE AMOUNT OF SUCH BID IS LOWER THAN THE LOWEST BID BY A TEXAS RESIDENT BY THE AMOUNT A TEXAS RESIDENT WOULD BE REQUIRED TO UNDERBID IN THE NON-RESIDENT BIDDERS STATE. 44, ELECTRONIC BIDS: THE CITY OF PLANO USES RFP DEPOT TO DISTRIBUTE AND RECEIVE BIDS AND PROPOSALS. FOR COOPERATIVE BIDS AND REVERSE AUCTIONS ONLY, RESPONDING VENDORS AGREE TO PAY RFP DEPOT A TRANSACTION FEE OF ONE PERCENT (1%) OF THE TOTAL AWARDED AMOUNT OF ALL 18 EXHIBIT �} Oc( 5, 2009 3:30:27 PM CDT PAGE - OF P. 27 City of Plano 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.BIDSYNG.COM FOR FURTHER INFORMATION. 45, OPTS VERNON TEXAS' STATUTES AND CO S ANNOTAf�DMB�J��I�ES$ ANDTCOMMERCE OCODE N ACT:CHAPTER 43.THE CITY DUNIFORM ELECTRONIC TRANSACTOIN ACT, ALLOWING INDIVIDUALS, COMPANIES, AND GOVERNMENTAL ENTITIES TO LAWFULLY USE AND RELY ON ELECTRONIC SIGNATURES 45. DINANCS PROHIBITS THE PAYMENT O PU LIC FUNDSUENT ATOSPERSONSOTHAT OWEHE CITY CODE OFDELINQUENT TAXEOSRTO THEE CITY OF PLANO. THEREFORE, PAYMENT TO A CONTRACTOR OR VENDOR FOR GOODS OR SERVICES PROVIDED TO CITY UNDER CONTRACT OR PURCHASE ORDER MAY BE WITHHELD IN THE EVENT THE CONTRACTOR OR VENDOR OWES DELINQUENT TAXES TO THE CITY. 46. PRICI ESCALATION: PRICE ESCALATIONS MAY BE PERMITTED BY THE CITY OF PLANO DURING THE TERM OF T E 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, FEDERAUSTATE MINIMUM WAGE LAWS, FEDERAL/STATE 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 ANYIALL PRICE ESCALATIONS. i na owvic 1-m v, rtdf C.J,,in i t:wui iAotff AD F BID 48 d�1PORTU�ITIES: ON: WWW.BI S NC.CCOMUTILIZES AND THE PLANO STAR OURIE'RPROCEDURES ".P AN03TARNOTIFICATION COM).OTHESE ARE THE ONLY FORMS OF NOTIFICATION AUTHORIZED BY THE CITY. PLANO SHALL NOT BE RESPONSIBLE FOR RECEIPT OF NOTIFICATION AND INFORMATION FROM ANY SOURCE OTHER THAN THOSE LISTED. IT SHALL BE THE VENDOR'S RESPONSIBILITY TO VERIFY THE VALIDITY OF ALL BID INFORMATION RECEIVED BY SOURCES OTHER THAN THOSE LISTED. GENERAL CONDITIONS OF BIDDING ADDITIONAL INSTRUCTIONS FOR PAPER BIDS ONLY 1 �P�tdING. BIDDERBLE FORTY-EIGHT (48) HOURS AFTER BID S DESIRING ArCOPY OF THE BID RY RESULTS LSUMMARY SHEEL BE MADE T MAY VIEW THE RESULTS ONLINE FORTY- EIGHT HOURS (48) HOURS AFTER THE BID OPENING AT THE FOLLOWING LOCATIONS: httoJlwww.oleno.aov/Dartartments/Purchaslnit l d+formatiop/bideval.htrp [PURCHASING WEBSITE] OR httD:/iw%-Av.bidsvnc.com RFP DEPOT WEBSITE . . A BIDDER MAY ALSO REQUEST A COPY VIA EMAIL AT mrchasinainforaolano.aov. NO RESULTS WILL BE GIVEN OVER THE TELEPHONE. 2, ,ATE BIDS: BID PACKETS RECEIVED IN THE PURCHASING DIVISION AFTER SUBMISSION DEADLINE SHALL BE RETURNED UNOPENED AND WILL BE CONSIDERED VOID AND UNACCEPTABLE. THE CITY OF PLANO IS NOT RESPONSIBLE FOR THE LATENESS OF MAIL CARRIER, WEATHER CONDITIONS, ETC. 3. (ALTERING BIDS: 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. 4. PR,StD%Wt PE BIDS: COMPLETE BID PACKETS MUST BE PRESENTED TO THE PURCHASING DIVISION IN A r ' Revised: AUGUST 15, 2008 r- L_ ti L .) Oct 5, 2009 3:30:27 PM CDT Bid 2009-66-C 19 EXHIBIT ft PAGE /I Ql- OF p. 28 City of Plano Local Government Officers City of Plano, Texas For purposes of completion of the required Conflict of Interest Questionnaire for the City (" of Plano Texas (required by all Vendors who submit bids/proposals), Local Government Officers are: r-� r" L. n i. �f Li n i� t �j t_J 1 i, "t Lj F"r t., r- a3o(ga�( Oct 5, 2009 3:30:27 PM CDT Mayor: Pat Evans Councilmembers: Jean Callison, Mayor Pro Tern Harry LaRosiliere, Deputy Mayor Pro Tem Pat Miner Scott Johnson Mabrie Jackson Sally Magnuson Lee Dunlap City Manager: Thomas H. Muehlenbeck Bid 2009-66-C 28 EXHIBIT PAGE 7 Q OF _!E-L p. 37 City of Plano Bid 2009-66-C 1 i = ;cITY..61=, PLANO' -- .' COMPETITIVE :SEALED PROPASAL N0. 2009�6S=C::` _":;.' I , CSP �. UTILITY BILL PRINTING AND MAILING SERVICE THIS FORM' MUST, BE THE LAST PAGE OF YOUR BID -PACKET,; r, La Vendor Acknowledgment Form Lr The undersigned hereby certifies that he/she understands the specifications, has read the document in its entirety and that the prices submitted in this offering have been carefully reviewed and are submitted as L., correct and final. Vendor further certifies and agrees to furnish any or all products/services upon which prices are extended at the price offered, and upon conditions contained In the specifications of the �- Invitation for Offer. L 'r_1 L: The following information must be filled out in Its entirety for your quote to be considered: Company Name: t� Address of Principal Place of Business: U Phone/Fax of Principal Place of - Business: f-1 i, t_1 Address, Phone/Fax Number of Majority 1 Owner Principal Place of Business: �-� E-mail Address of Representative: Authorized Representative: Name Date t ' Title `� Acknowledgement of Addenda: #'( #2 #3 #4 #5 t'1 L_J 29 a�o(�ay EXHIBIT IL) Oct 5, 2009 3:30:27 PM CDT PA09 p. 38 1 City of Piano 4n `1 I� LJ f r; L) rl t U n ., U i� ,J U f� 'I ,. lUl r-� n 4..J 30 lOct 5, 2009 3:30:27 PM CDT Bid 2009.66-C EXHIi6� PAGE p.39 i l i March 10, 2009 - Prospective Bidders Re: Addendum #1 City of Plano city of Plano Page 1 of 1 L Bid/CSP No. 2009-66-C n t CSP-UTILITY BILL PRINTING AND MAILING SERVICES j Addendum #1 is issued, Please see the following for changes/additions/deletions to the t. 1 Specifications: n SECTION- IV — PAGE # S; Cooperative Additional Terms and Conditions IJ Additions: 1_ The Lead Agency, City of Plano restricts the use of the resulting cooperative contract. Other Agency will be allowed to access and use this contract as a cooperative agreement or contract with written authorization from the City of Plano Purchasing Division. L 1 If you have any questions regarding this addendum, please contact the City of Plano Purchasing Department, (972) 941-7376. f i t_ Acknowledge receipt of this addendum by initialing in the appropriate space on the Vendor Acknowledgment Page. r I; Bid 2000.66-C `-1 L: g30 KAJ PAGE _j Oct5. 2009 3:30:27 PM CDT PAGE F -/ p. 40 March 13, 2009 Prospective Bidders Re: Addendum #2 City of Plano city of Plano Bid/CSP No. 2009-66-C Page I of 1 CSP-UTILITY BILL PRINTING AND MAILING SERVICES Addendum #2 is issued. Please see the following for changes/additions/deletions to the Specifications: Ouestion: Can vou please confirm which of the o(ja I articivatliaL, cities will or will not renuire the vendor to vav and bill for POSTAGE? F-1 I IYOW-R. j If you have any questions regarding this addendum, please contact the City of Plano Purchasing Department, (972) 941-7376. !J Acknowledge receipt of this addendum by initiating in the appropriate space on the Vendor Acknowledgment Page. 11 � ja3©lgay Ocl 5, 2009 3:30:27 PM CDT Bid 2009-66-C EXHIBIT fi PAGE U OF.ZL P.41 City of Piano !i f � rl AM L; city of plQno PMarch 25, 2009 L= Prospective Bidders Page 1 of 1 I I Re: Addendum #3 Bid/CSP No. 2009-66-C n CSP-UTILITY BILL PRINTING AND MAILING SERVICES Addendum #3 is issued, Please see the following for changes/additions/deletions to the Specifications: U ADDITION: ! THE CITY OF LEWISVILLE & CITY OF WACO ARE JOINING WITH OUR CSP/BID PROPOSAL PROCESS: _J CITY OF LEWISVILLE: rl �j Here is their information as follows: nn I' File format Tvoe: STW i Dailv Billine 2.000 and up to 7,200 on occasion I ' Estimated annual requirement: U Utility bill statement for the vear: 252,000 r- ! DeUnauent bill statement: 78,000 LJ CITY OF WACO: f-� L► File format Tvne: ASCII Daily Billin>a 2,000 City of Waco does not send delinquent notices lust the next month bill Estimated annual reauiq ent: t Utility bill statement for the year: 480.000 If you have any questions regarding this addendum, please contact the City of Plano Purchasing Depaztment,_(972) 941 7376. —' Acknowledge receipt'of this addendum by wif►ahugm the appropr;tate space on fhe Vendor _Acknowledgment ,Pages' a3� 15fC?q Oct 5, 2009 3:30:27 PM CDT Bid 2009-66-C EXHIBIT /I PAGE OF P. 42 I i I-1 L �J March 27, 2009 Prospective Bidders Re: Addendum #4 City of Piano City of plono Page 1 of 1 Bid/CSP No. 2009-66-C CSP-UTILITY BILL PRINTING AND MAILING SERVICES Addendum #4 is issued. Please see the following for changes/additions/deletions to the rl Specifications: FF 2 U i u 1) CStP # 200ADUETi: PRI8O 3:OPM (Cj 08, 2009. PRO�OIAL OPENS AT 3:00PM (CST) 2) One additional addendum will be issued the week of March 30", 2009 to I ' clarify/expand on the questions previously asked/answered. No additional questions will be allowed at this time. =J if you have any questions regarding this addendum, please contact the City of Plano Purchasing Department, (972) 941-7376. Bid 2009.66-C U `Acknowledge receipt of this addendum, byanthahng > nitlie apprapri�ate space on the °Vendor:'AcknoWledgment 7age �J �J �.i u EXHIBIT AI i Oct 5, 2009 3:30:27 PM CDT PAGE --^ �`� p. 43 1 City of Piano Bid 2009-66-C 1 city of piano n J April 01, 2009 Prospective Bidders Page 1 of 3 l J LJ Re:. Addendum # 5 ,. Bid/CSP No. 2009-66-C CSP-UTILITY BILL PRINTING AND MAILING SERVICES Addendum # 5 is issued. Please see the following for changes/additions/deletions to the Specifications: A) VENDOR QUESTIONS: Lit Q # 1: In the RFP, you provide'samp!e of the bill from -Piano, will the other cities have different looking bills from Piano's or the same set up? Please see sample below for: Allen, Flower Mound, Frisco and Lewisville Did not answer question # 1 LJ City of McKinney, City of Waco Q # 2: in the RFP the following question is asked (11. Provlde'accegs via secured Internet site from each U City`s website to customers electing to view exact replicas In PDF format for a period of 12 months) but In an answer a few questions above you state that only Internal personnel will need access to the bill _l images. Should we' be Ignoring this question in the RFP7 Il. Provide access via secured Internet site from LJ each Oty's website to customers electing to vlew-exact replicas In PDF format for a period of 12 months. (Submitted: Mar 20, 200912:40:30 PM CDT) ( ANSWER: I City of Allen: City of Allen. customer sees the pdf is In NetBlll. Allen customer signs up for netbill they will be, able to see and pay their bill. This function is also available to us the COA. So yes, the answer Is the City of Allen customer would needs access to view the exact replica of the document via Internet access. Again, this is how It is currently set up, City of Allen customer hopes nothing will change, City of Flower Mound: Flower Mound Needs internal access to view and print an exact replica of the bill. City of Frisco: It would be nice to have access to the pdf for a period of 12 months for ourstaff only, if the price Is the same, It would be nice to have that feature for the citizens as well. I City of Lewisville: i J City of Lewisville bffers'the ability for customers to view their account history on line and make payments on line. We provide a pin number to them so they can register and they go to OUR site (1 to see this info. The exact replica of the bill is NOT available; only account info. J Did -not answer Questions # 2 City of McKinney, City of Waco,, U i� a�(gay EXHIBIT I I } Oct 5, 2009 3:30:27 PM CDT PAGE Q p. 44 i { City of Plano 4 Q # 3: Who was the last contractor? Last price paid and last quantities ordered? PJ Clty of Mexinnev: DateProse The City of McKinney spent $268,759.26 In 2008 with Data Pros. G Utility Bill Statements 604,000 Delinquent Sill Statements 84,000 City of Frisco: Lj The City of Frisco spent $228,000.00 in 2008 with Data Pros. Utility Bill Statements 450,000 Delinquent Bill Statements 30,000 1 City of Flower Mound: I DaiaProse City'of Flower Mound spends $139,078,00 per year City of Waco: [� DataProso City of Waco spends about $65,000 City of Lewisville: (I City of Lewisville spends $135869.96 u Did not answer Questions # 3 City of Waco a *Estimated quantities for each entity provided in CSP; 0have tfif'� zoo. �. a "air r e a r1ral'- r-T� �. .,�A P bt �,�.�„,�O�a_a� r - L _1 • Lj Oct 5. 2009 3:30:27 PM CDT 2 of 3 0 Bid 2009-66-C EXHIBIT PAGE_,�"f .r4 P. 45 City of Piano r'4 3 of 3 B) PRICE SHEET: L4 L+ SUBMIT YOUR PRICING AS FOLLOWS: With Postage / Without Postage CITY OF PLANO. Estimated Annual Reaulrements: Utility bill statements: 850,000 Delinquent bill statement: 70,000 t GRAND TOTAL: $.. _ ......_., $........._. _... L PLOWER MOUND: Estimated Annual Reauirements: Utility bill statements: 255,000 G Delinquent bill statement: 28,800 GRAND TOTAL: MCKINNEY: L1 L' Estimated Annual Reauirements: Utility bill statements: 504,000 Delinquent bill statement: 84,000 G GRAND TOTAL: 5--------------- $--------------- 1 + b FRISCO: Estimated Annual Reauirements: Utility bill statements: 442,000 Delinquent bill statement: 35,000 j 1 GRAND TOTAL: $.--------------- $----.._.-_._.. ALLEN:* C Estimated Annual Requirements: Utility bill statements: 250,000 Delinquent bill statement: 6,000 GRAND TOTAL: $................ $_.._..__ LEWISVILLE: Estimated Annual Reauirements; a Utility bill statements: Delinquent bill statement: 252,000 78,000 GRAND TOTAL: ---------------- WACO: Estimated Annual Reaulrements; Utility bill statements: 480,000 •� Lj Delinquent bill statement: GRAND TOTAL: 0 s._....._...-.. $................ rj Lj If you have any questions regarding this addendum, pleas* contact the City of Plano Purchasing Department, (972) 941-7376. WE .lz .1 ag i� J Oct 6, 2009 3:30:27 PM CDT Bid 2009-66-C EXHIB! T PAGE 3 F , P• 46 Wkaff0l ALLEN CIVIC PLAZA 306 CENTURY PARKWAY CrrV 0FALL•EN ALLEN TEXAS 75013 Contact inquiries Utility Billing Department: (214) 509-4560 Community Waste Disposal (CWD): (972) 392-9300 OlOoe Hours: Monday - Friday 8:00 am - 6:00 pm Website: YAw.cRyofellen.org City of Piano Bid 2009-66•C Pere 1 of 2 ACCOUNT: SERVICE ADDRESS: RATE CLASS: CYCLE/ROUTE: 01/15 13ILLING DATE: 02/0612009 DUE DATE: 02126/2009 "'See other side of statement for additional important city information"' rY'v.La9f_6iil `Due date applies to current charges ONLY."' Any pest due amount is novwdue. • , Servlco Period; 1211012608l roiII21100e N Deyer 63 LAST BILL 65.15 Motor Service Currant Previous ConSU71ion TOTAL PAID SINCE LAST BILL •66,15 76597713 WA B14 598 1,600 ADJUSTMENTS 0.00 BALANCE FORWARD L..•. p,00.i 1 • e a a Ba is ... NEW CHARl3EI, to ....................... ........... ... WA BASE RATE 0 -1,500 8.47 b M.- WA 1501-1500D G $2.36 0.24im ' Aff SW BASE RATE 0 -1,500 19.43 FEE 3A11DEC n0V OCr SEP AVG JUL 3U4 MAY APR MAR FEB SW OVER 1,500 0 $1.11 0.11 WASTE SERVICES 13.78 This Year Cast Year t EXTRA POLY -CART 8.31 Current Daily Average Usage (in gallons) - 45 HAZARDOUS WASTE FEE 0.07 • . DRAINAGE 3.00 ' SALES TAX 1 B7 ' TOTAL NEW CHARGES 8081 ACCOUNTgALAM I Customers are responsible for verifying billing for trash and recycling carte. Please notify the City of Allen at (214) 609-4600 Ifyour bill reflects discrepancies. PLEASE FOLD ON PERFORATION BEFORE TEARING - RETURN BOTTOM PORTION WITH YOUR PAYMENT MAKE CHECKS PAYABLE TO: CITY OF ALLEN - UTILITIES Account Number: ALLEN CIVIC PLAZA Service Address: -le mom 305 CENTURY PARKWAY CjwOFALLEN ALLEN TEXAS 75013 DUE DATE: 02120120091 Return Service Requasted AMOUNT DUE: I 55.751 AMOUNT ENCLOSED: i 18AUTOies-1,I6Ir 1I002 A PSS 48051AAOi-A-i E131 1 AV 0.324 III nitbhiIts Il_I111I1111111111►111111IM1fllr11HeIIntel 11 AFTER DUE DATE PAY: 61.17 It rills 11111 Be fillip llltl i Miller1111t11►IJI11 lllr11t111/ CITY OF ALLEN ALLEN CIVIC PLAZA 305 CENTURY PKYVY ALLENTX 76013.8042 000082273000057338000000O55785 a3ol,6a y EXHIBIT Oct 5, 2009 3:30:21 PM CDT PAGE OF p. 47 L l� ALLEN CIVIC PLAZA 305 CENTURY PARKWAY GTTYO ALLEN ALLEN TEXAS 76013 Contact Inquiries Utility Billing Department: (214) 509-4560 Community Waste Disposal (CWD): (972) 392-9300 office Hours: Monday- Friday 800am-5:00pm Website: www.cityofallen.org Account Number; Service Address: `'ce Deer Customer. City of Plano Bid 2009-66-C Pepe 10! 1 AST V_ E NOTI.O�� NOTICE DATE: 01123/09 CUT OFF DATE: 02120109 Reconnect Fee $20.00 After Hours Reconnect Fee $40.00 If water service Is cut off more theri-once In a calendar year, you must pay an additional $60.00 deposit In addition to any reconnect fees prior to having water service reconnected. Our records Indicate that there has been an apparent oversight in the payment of your account which Is now past due. Currently, your balance is $184.82, of which'$702.28 Is past due. You must pay the past due portlon on or before the cut off date shown above to prevent the discontinuation of your water service. If your water service Is disconnected, there will be additional fees required to be paid prior to restoration of water service. This fee may include an additional $50.00 Increase in your deposit Your prompt response to this matter will be appreciated. If you are unable to pay the past due balance, there may be options available to you to bring your account current. If you have any questions regarding this notice or if your records reflect a different payment status than ours, please feel free to contact the Ullllty Bllling Department during normal business hours at (214) 509-4560. Sincerely, Utility Billing Department City of Allen PLEASE FOLD ON PERFORATION BEFORE TEARING - RETURN BOTTOM PORTION WITH YOUR PAYMENT MAKE CHECKS PAYABLE TQ;, QiTY.OF ALLEN-`tlT14IT1Ef# .. �il{IJ�iiJ9Llh ALLEN CIVIC PLAZA 305 CENTURY PARKWAY ACCOUNT: 112105.35752 CITYOFr1LLEN ALLEN TEXAS 75013 SERVICE ADDRESS: NOTICE DATE: 01i=09 �tCUT OFF�.F DATE: 02/20109 $102.281 s ► $ I. �, eeAUT0*sS-P1GXT 74002 0 PSS 4l041OAB2-A-1 M 1 AY 0.3a4 IIIIlhh6tfrulhnuLLnlltnlndhhlnulhhlmdld i. am a3o/¢ai Oct 5.2009 3:30:27 PM CDT „�Lh1�16nuJhrl6L�hlhonbA�J�IIIunIiL�Lt�! CITY OF ALLEN ALLEN CIVIC PLAZA 3D5 CENTURY PKWY ALLEN TX 75013.5042 00011210500003575200GUao102287 EXHIBIT PAGE L'2 pE p. 48 Town of Flower Mound 2121 Cross Timbers Rd -' - Flower Mound, TX 75028 tLID R OCJ�ID (972)674s000 **AUTO►rSCH 5-DIGIT 75027 1 AUTOMATION 5-DIGIT 1 1 AV 0.324 506117AA30-A-1 III IIII IIIIII I1111I1IIIIIIi1111II11Jill IIfIII[IIIIII III IIIII It KEN/MARGARET CASSELL PO BOX 270013 FLOWER MOUND TX 76027-0013 0r ,� �• Account Statement I�Aelel:1l'11i+i�'11d;a1fC9sleiaY•1L7[Ili c�� 1a�t•1e1.^.1r_..Ivlu►rlb"r 360M tesco .................... .. .;.... 4000 0 J F M A IA J J A S O N 0 Last Year Thts Year Residential Customers - Sewer Rates: Winter averaging wlll occur 11120 - 2120. The actual read date may occur 2.4 days prior to the 201h of the month. Inclement Weather - Utility Billing may open late or close early due to weather conditions. For more Information visit the Town's webaite at www.flower-mound.comlutilities &� \ Bid 2009-66-C ACCOUNT: 76-1920-01 SERVICE ADDRESS: 4112 GEORGETOWN DR LAST PAYMENT: 12/16/2008 -132.01 SERVICE PERIOD: 11/20/2008 TO: 12/20/2008 BILLING DATE: 12/29/2008 DUE DATE: �hr1Ci[IaYlllh'a G1CiC3A.Y1H'1:�19Cir 01/20/2009 Meter Previous Current Usane Amount 84751473 186550 198050 11500 48.36 �eJ1l.I q Y h ■ rL I:irJ R--11 Descriplion Amount SEWER 34.88 STORM WATER UTILITY SYS 3.65 GARBAGE 10.90 SALES TAX 0.90 TOTAL CURRENT CHARGES 98.69 TOTAL AMOUNT DUE BY 01120/2009 98.69 TOTAL DUE IF PAID AFTER 01/20/2009 108.48 There will be a $25.00 charge on all returned checks. If a previous balance appears on your bilk service Is subject to Immediate disconnection. A $25.00 charge will be required for reconnectlon during business hours, Monday through Friday, 7:30 AM, to 5:30 P.M. A $35.00 charge will be required for reoonnecllon after business hours from 5:30 P.M. to 7:30 A.M. For after hours reconnection, please call (972) 639.0525. For your convenience, we accept payment by bank draft, credit cards, and night depository. If you prefer to mall your payment, please mall at least 7 days In advance of the due dale. Payments are posted when received from the Post Office and not by ostmerk -ddte. For more Informal_lon, please contact Customer Service at (972) 874-6010, (TOM 1-500-RELAY-TX). Failure to receive bill does not waive past due. -------------------------------------------------------------------------------------------------------- -------------------- Payment PLEASE RETURN THIS PORTION ALONG WITH YOUR PAYMENT TO THE TOWN OF FLOWER MOUND. Coupon -Submit this with your payment. e-ll'n"'r� vivo 1oi:1:1•teleti►i •1- • TOTAL AMOUNT DUE BY 01/20/2009 98.69 - TOTAL DUE IF PAID AFTER 01/20/2009 108.48 ACCOUNT. 76=1920.01 - SERVICE ADDRESS: 4112 GEORGETOWN DR ' • ' 'ii� SERVICE PERIOD: 11/20/2008 TO:12/20/2008 REMIT PAYMENT TO: BILLING DATE: 12/29/2008 O Payment Rounded Up for LIBRARY ROUND -UP DUE DATE: 01120/2009 Over payment can be applied to Library by checking the box. KENIMARGARETCASSELL PO BOX 270013 FLOWER MOUND TX 75027-0013 a3or5ay Oct 5, 2009 3:30:27 PM CDT IIIIIIIIIIJII11111I1II11I111I1I1Hill Ifill d[IIIloll IIII1IlIli TOWN OF FLOWER MOUND 2121 CROSS TIMBERS RD FLOWER MOUND TX 76028-2602 761920010000098690000108487 EXHIBIT PAGE _ F 55L p. 49 j City of Piano Bid 2009.66-C 7 " CITY OF FRISCO P.O. BOX 2730 FRISCO, TX T5034 rn0oproo 11! MCilall please-292-5 cell For IrvIce; 7 Customer Bervfce; 972-282-5575 Office Hours: MdrFrl &DO AM: 5:00 P.M. 1 rtSINGLE—PIECE ] 26L 50428C20—A-1 14s 1 SP a.420 --- Ilurl1LLrllnurl1filnllirrdlmrlrinnlbrllrllrnnlrll CITY JOB CiP #05-0018 MARIO SINACOLA & SONS ONF/H MTR# 70147898 PO BOX P730 Fi FRISCO TX 75034.0051 DFans 0*411iiijid AA-1 ACCOUNT: 99.3131-00 CYCLE: 20 SERVICE ADDRESS: F/H MTR# 70147898 LAST PAYMENT: 02127/2009 -482.84 SERVICE PERIOD: 0113112000 TO: 02128/2009 BILLING PATE: 0310612009 DUE DATE: March 30, 2009 a!I emyloue Current V-909-0 Amoun 70147898 14676300 14600100 148OU 141.06 TOTAL CURRENT CHARGES 141.00 TOTAL AMOUNT DUE 141.08 TOTAL DUE IF PAID AFTER 03130/2009 141.08 s�DOD ........................... ....... r000D ... . -1 50a0 .............. Ell P] 0 N 0 9 A 7 J M A M F This year LastYaar Water til•`I:�x�ll'tr�li�lk:fJlr'1�I' + '4' i i!. C F1 Clly Web Site: �rv�[�(rlscolexas.cov L t Fax: 972-Z M85 . FAILURE TO R&GENE BILL DOES NOT WA►VB PASTDUE PENALTY. PAY 0 YDUEDATR TO AVOID PENA LTY -------- -------- -------•------------- ,-. `-------- -----._ .__---- ........ 'ay me+�nt PLEASE RETURN THIS PORTION ALONG WITH YOUR PAYMENT AND MAKE YOUR CHECK PAYAI3LE TO CITY OF FRISCO. Coupon TOTAL eAMOUNT DUE 141.06 _ ACCOUNT: 99.3131.00 TOTAL DUE IF PAID AFTER 03/30/2009 141.D8 ' CYCLE: 20 SERVICE ADDRESS: FM MTR#70147898 I' SERVICE PERIOD: 0113112009 TO: 02/2812009 II DUE DATE: March 30, 20D9 CITY JOB CIP 1/06.001 B MARIO SINACOLA & SONS FIH MTR# 70147698 P7 5034-OD51 11ruIfItIIII fill rllrrlrrltlrrrlllrnlrl1Hr1Lc11111rrnll911 � T FRISCO TX T CITY OK FRISCO PO BOX 2730 FRISCO TX 76034 illllllllllllllllll111IIIIlllllillllll1111111i11i �-; 993131060000191060000141065 EXHIBIT L j Oct 5.2009 3:30:27 PM CDT PAGE P- 50 151 W. church-Streel P.O.Oox 290002, Lewisville, 7X 76020.9002 RBIsIITO: P.O:flo%P51g17,DRnaa,TX'75395.1e1.7 (072).219.3440 - Fax (972) 210.5007 City of Plano Account yStatement ISL�1�! t!S 9 10 901C•�1'!)LiZI!! f'It ACCOUNT: PIN#r 'SffkV)M-iA1J 0 RESS: SERVICE PER10b: B)LLINQ DATE, **AUTO■s5-P10-T' 75t167 4. PS5, d11Lag3r -2 29;1 L X%o D.se4 CURRENT-AMOU.NT.DUE DATE: 111�f1a1„I�J�n rllrtltrfLll'nllrhhrifhlrnlihnrlhrlrll tr►u'�{art�ti�►+�K'.1�1.L�l�In���1►� u„ 26').TEAKWOOD LN Meley/cods PPOVIOU LEWISVILLC-TX 75057.6570 WTI 1 • tail�l� t�lft�i�t:f: K� , Bid 2009.66-C Pe0D.1 Of 1 03?•OQUQ440-010 2417EAKWOOD LN DSN2109 7Q 011291.09 021)712009 •0310612009• Current Useste. 73 72go Willer $27-AS • Server .$"�Q;7 Ralttse t1:4 . •- '. Sales•fibx 50s2 61 •�I�1i�.�,si�nvo, le'ftDlr7:l's�s�t�t�Irrlt.5rf.4,Yhativ�..... - •.., • l - ; _ i6i 7200' Current Wonlh D0e' $QD:60 5700 'Voluntary Cbnidbuttons M00- 4320 • Past liue 73;04, .. .28so Total DWI $U3.5:4 1440. o MOM corrrpletdlyvotuhtety.l'ogmakdestgnafe•anafftounllo"` "F hT A M 1.. J A S 0-. N D. J F'-" ' be:added.lo yolir blff each month, For more tnformallon, please call Keep 0 4st.Yoai ntd yist 'Levi(svllle:&eaugful at (972 .4ab-5.1;00' or visit us:eL +'t1+4*S1_i�lrrM r`l.ialslai wwwkesplewlsvlllebeautifuLorg. "PAST UUE SALANQEr'If this statement rallecls a pesFduB balance & ICI1r h6t pold. by Tlrpsdey,. Februa y-24, 2009, your. hater service Is subject to Iminedlala disconnool. 'Tho Cly has Insliluted.a new procedure. When you prgvide a 0eok ea paymnrit, you aulhortze us either to use lhformallgn from you7•check to rilake it ono -tine electronic fund tran5Ter from Your Account or to prdcess the payment as a check transflotion, Funds -may be wlthdrawn from your account as:soonzas the same day & you•wlll not Tecefve the check Vack From your ftnenclal P lnslllullon.. `You can pay a roster bill gnlfne using VISA or MASTERCARD, Log onto vM)y;dlyo6ewisvillemmlUUIUyBIlling,'or-call the LINK system at 8 972-21P-5000(message aode.5600). You.wlll be.Ated to give,a PIN number'&. Lhis-is provided on your bill below the account number. An additional $1 •rill fee. R -..__.:.._._...._.. _.. -- .._ ...._.:..............:.._--..-------------................--------.............._......,_._,.....,. Paj�fll6Ct ...... ..... .: .. ..... PLEASE P5TU.RN TH19001 MON AL•ONgWrrF1'1'0UR'f7�c�' ty'}iANt PLEASE MAKE YOUR CHECK PAYABLE TO CITY I LE4VI5' LLS C+�upo:n fy,:��t.(aItld�/_u3�is+'Ir_d�teit'd .,, NAME: , Total.DUar $133.54 ACCOUNT: 032.000A440.03� 0.URREN7ANL0UNT-DUEOA1E: 03106120.09 PINiI: - S58V.ICE.ADORESS: 251: TEAKWOOD 0. s + e SERVICE PERIOD: Ult02109 -TO: 01729109 -BILLING DATE: '02111.7C1009 .. ..u,,n • COAnste rim •I IY.lf4J8IibgD.6,R.VISA 111... . {C)teck:Onri) , 0 tJlaslefCerd. ..[] VJ1ia ` :+:roxunseert• - - - roue on ezaeD bz30 ($a I Oct 5, 2009 3:30:27 Phil CDT F.Y.P. Mt6 0320000440010 .fliti14.1 nlhltl1111rlilftrrlit,dl.ts•Irrdin1111+1Ilidill OITY-OFUNSVILLe VO B[iX951917 DALLASTX 75395+9001• a0aaon�13354 +� EXHIBIT PAGE 4f 3 F_fZ_ P. 51 City of Plano Bid 2009-66-C Account- POUR 101 Sta 't tw.v alsvill... Te -M an Rwit To qoi 5ibi Ajpcoumn 03Z0000440-010 j 2611TEAKWOOD FINAL DUE DATE: T3/17/2069 AUTO** S-PIGIT 76067- 4 -PS5 5111301)4-1 823 L AV 0,924 TOTAL AMOUNT DUE 560.60 11111,I)lfillnhllmllhlu111111111dIII Ltltll �' *` i I * 01M IA 2561 tg 0. LN L I EWfSVIIILtITX 759,67-6579 L L LJ ***REMINDER NOTICE*** If payment hos -beep Tade pleage disregard. fbis. qqqcti, '*-cred �G.RekrNE�Wsl'You can now pay yburvater bill online using yo4r:M�deii06rd or Visa bard.'. t I" 'This tva be dQno hy, liDDglngb.n.to-lbeettywe�sII6orbyu51ngy0urpb ne *To'p� o I a web, *0 address is www..glty(�evivllle,toffi/ufll4BIling,or you-may-tdil the; LINK sysfem at 972-21L965000.(•me$qE40opo.p. 5600)WYGUVIII b.&Iaskad tQ give a PIN' number and this Rirprovided on your bill belo.w1h@ q&ouMth1xrnbQr.' Please-ridid.thetal$1.0 conVerilefice, fee vvill. be dharged. 1**'we-)am.bqpP Ovidpr-a Pout' Water -bill kpa6tdue. Call Cuptom q. to &'r or SeN ' Ice[ joda?'(97 �21. �3440)aj)d fwrn1sh-.yoUrphbnd mm5er-shd Ww,.Wili.det -you tat. up Immediately.: In'accordance With 61tyOrdInance, Failure to ay b the . Rafe indicated could result!q additional rkophodtion charges la Payment PLEASE ALONG. -WITH YOUR PAYMENT Coupon. PLEB% MAKE YOUR (jHEOK PAYABLE TO' QffY (fF LEVVISVII.Lt. 16 kl ) fial TOTAL AMd.UmYiDuE NAME: ACCOUNT: 8tk\f10E..ADDRtSS: 26.1 TEAKQD'L FINAL DUE DATE: 0310200; (Check Ono) U MasterCard 0 VIsa .WRINMR. 1AY,6 ON ww _00 t5,j.l _0 Oct 5, 2009 3:3Q-.27 PIVI CDT EXP. 04TB '03290004 40.010 11111 * III CITY -OF LEW1,5VILLE PO BOX 9519.17 DALLA8TX 76395e()001 DURG110'.0:61)5O . 7 EXHIBIT PAGE OF P. 52 Cl L) L r1 I L City of Plano Bid 2009-68-C Question and Answers for Bid #2009-66-C - UTILITY BILL PRINTING AND MAILING SERVICES OVERALL BID QUESTIONS Question 1 Who was the last contractor? Last price paid and last quantities ordered? (Submitted: Mar 9, 2009 11:24:47 AM COT) Answer - Dataprose, The last paid was $126,500. The Last quantities ordered were 18,000, (Answered: Mar 13, 2009 2:51:14 PM CDT) - approximately 80,000 bills per month. (Disregard 18,000) (Answered: Mar 25, 2009 11:56:19 AM CDT) Question 2 Will the city accept bids for the envelopes only? (Submitted: Mar 11, 2009 10:18:24 AM CDT) Answer - No (Answered: Mar 12, 2009 8:32:45 AM CDT) Question 3 Will the city accepts bids for the envelopes only or is the bids for all or none. I am an envelope manufacturer. (Submitted: Mar 11, 2009 10:19:36 AM CDT) Answer - No envelopes only. All or none. (Answered: Mar 12, 2009 8:32:45 AM CDT) Question 4 Does the meeting on the 17th have a call In number? Is It mandatory? Will you accept bids from companies with locations outside of Texas? We have 2 facilities Atlanta and Birmingham. (Submitted: Mar 12, 2009 9:35:34 AM CDT) Answer - No, there Isn't a call in number. Attendance at the pre -proposal conference meeting Is optional. (Answered: Mar 13, 2009 2:51:14 PM CDT) - Yes, page # 8 section VIII; qualification states that vendor can be located anywhere with in the United States. (Answered: Mar 27, 2009 11:49:57 AM CDT) Question 5 Is it possible to get a copy of the bid tabulations from when this bid was last awarded? (Submitted: Mar 12, 2009 10:34:06 AM CDT) Answer - Yes, After our council approval which will take 30-45 days. (Answered: Mar 13, 2009 2:51:14 PM CDT) - Correction: here Is CSP proposal tabulation: 80,000 bills per month for $126,500.00 and awarded to Dataprose. (Answered: Mar 27, 2009 11:49:57 AM CDT) Question 6 Do any of the statements require highlight printing of the variable data? (Submitted: Mar 12, 2009 10:57:36 AM j CDT) Answer r 1 Yes,page 8, Section VIII. Qualifications states that vendor can be located anywhere within the United States. tx3oJgay 1A►��r ---i-- P. 53 Oct 5, 2009 3:30:27 PM CDT City of Piano (Answered: Mar 13, 2009 2:51:14 PM CDT) - (Please diregards the Answer as follows: ( Yes,page 8, Section VIII. Qualifications states that vendor can be located anywhere within the United States. (Answered: Mar 13, 2009 2:51:14 PM CDT)) ANSWER FOR THE QUESTION # 6 IS : NO (Answered: Mar 13, 2009 3:44.23 PM CDT) Question 7 Bid state all statments are 2/0 black and blue, the Piano samples for delinquent notices are in red, are all delinquent nto!ces in red? (Submitted: Mar 12, 2009 12:01:40 PM CDT) Answer - Yes, all delinquent notices are in red, (Answered: Mar 13, 2009 2:51:14 PM CDT) Bid 2009-56-C Question 8 You state on page 6 printing requirements that there are occassionai two-sided forms, please explain, please advise of % of volume that is two sided? (Submitted: Mar 12, 2009 12:03:07 PM CDT) Answer - Typically, we will only put a message on the back of the bill maybe one month out of the year at most, If we do, all 80,000 bills for that month would need two-sided printing (Answered: Mar 13, 2009 2:51:14 PM CDT) Question 9 Section I - Mailing. It 'states in this section that the requested turnaround is with data in by 10:00 am CST, vendor to mail out the same day and deliver to USPS bulk processing center. Since our Printing Plant is on the East Coast, which would be 11:00 am EST that we receive the data, this only gives us half a day to fully process all of your utility bills for mailing. Can the Cities get the data to the vendor any sooner in the day or previous evening to allow more time for same day processing? Alternatively, if the Cities cannot provide the data any sooner than 10:00 am CST will the Cities consider next day processing from the time the data is received? (Submitted: Mar 13, 2009 2:54:17 PM CDT) Answer �j - Requested turnaround remains for us to provide data by 10:00 am CST and have the vendor mall out same day. ! 1. I Typically, we can provide the data before 10:00 am (usually by 8:00 am), but we would like the flexibility to be i able to provide data by 10:00 am at times and still get the mail out the same day. (Answered: Mar 13, 2009 2:59:23 PM CDT) I I - City will not consider next day delivery. (Answered; Mar 17, 2009 10:59;05 AM CDT) Question 10 J Section I - Mailing. It also states In this section that postage Is not required for the City of Plano and that the City of Plano will handle postage directly with the USPS. We normally provide that function for our clients and wanted to know why the City of Plano wants to handle postage directly with the USPS when the other participating cities may have the vendor pay and bill for postage? (Submitted: Mar 13, 2009 2:55:16 PM CDT) i I1 Answer �J i Please see addendum # 2 (Answered: Mar 13, 2009 3:00:19 PM CDT) I Question 11 Can you please confirm which of the other participating cities will or will not require the vendor to pay and bill i �1 for postage? (Submitted: Mar 13, 2009 2:58:26 PM CDT) { I Answer J - Please see addendum # 2 (Answered: Mar 13, 2009 3:00:19 PM CDT) f(7 i j Question 12 i Will there be multiple awards for the cities referenced or just one award with multiple contracts? (Submitted; r-� Mar 13, 2009 3:03:06 PM CDT) _ aid+<gay EXHIBIT _A LI Oct 5, 2009 3:30:27 PM CDT fA� OF p. 54 J (1 1 J City of Plano Answer - We will award best interest of the City. (Answered: Mar 13, 2009 3:44:23 PM CDT) Bid 2009-66-C - And please See page 8, Section IV. Cooperative Additional Terms and Conditions: By mutual consent, the successful vendor and the other participating entities may formally establish separate contracts that reference the terms and conditions and resultant contract. Purchasing limits and authorities may be modified by the participating entities to conform to their own policies, regulations and guidelines. Note: In no situation, would the City of Plano be involved in the resultant contract between the vendor and the other Cities, other than the City of Plano cooperative contract being referenced by the other resultant contracts. Each City Is responsible for administering their respective contracts, invoices, payments and other correspondence. (Answered: Mar 13, 2009 3:49:37 PM CDT) Question 13 Page 5, "Provide Courier Service" Can that be Fed Ex, UPS or other carters of post? (submitted: Mar 13, 2009 3:05:15 PM CDT) Answer - YES (Answered: Mar 13, 2009 3:44.23 PM CDT) Question 14 Page 5, " Establlsh partnership with HTE, Inc and Tyler Technologies" What is the meaning of this statement? (Submitted: Mar 13, 2009 3:06:51 PM CDT) Answer - We expect the vendor to work closely with our billing vendor, HTE, Inc. (Now called Sungard Public Sector) to ensure the smoothest possible transfer of data. I assume Tyler Technologies is a billing vendor for another city? (Answered: Mar 13, 2009 3:44:23 PM CDT) - Correction: Tyler Technology is a billing vendor for another city. (Answered: Mar 27, 2009 11:49:57 AM CDT) Question 15 Page 6, "Access to Electronic Bill Image Requirements" What Is the historical view of this activity? Number of accesses? Number and type of accesses? (Submitted, Mar 13, 2009 3:12:15 PM CDT) Answer - We expect to be able to access electronic images of all bills for a minimum of 12 months. Office staff accesses these images several times daily and we provide customers with the ability to view historical bills for a minimum of 12 months. (Answered: Mar 13, 2009 3:44:23 PM CDT) Question 16 Page 7, "Turnaround - same business day to Bulk Mail Center. How critical is this? Is a 24 hour turn on the processing and delivery acceptable? (Submitted: Mar 13, 2009 3:13:44 PM CDT) Answer - This Is very critical. It is date sensitive and therefore mandatory. (Answered: Mar 13, 2009 3:44:23 PM CDT) - Add: Same day delivery to Bulk Mail Center so It can be processed on the same day for mall out. (Answered: Mar 27, 2009 11:49:57 AM CDT) Question 17 Page 8, " Postage not required for Piano." Are you Indicating that the PAF forms, Indicia and permit number will be provided to the vendor for Imprinting of envelopes? (Submitted: Mar 13, 2009 3,16:09 PM CDT) Answer - Please see addendum # 2;and A check request Is made payable to DataProse to handle postage on our behalf. (Answered: Mar 13, 2009 3:44:23 PM CDT) - Add: No, It does not require us to provide to PAF forms or others to the vendors. (Answered: Mar 27, 2009 11:49:57 AM CDT) a3o ��ay EXHIBIT ' PAGE Al 1Y 6P CZ - Oct i� 5, 2009 3:30:27 PM CDTP. 55 rCity of Plano Bid 2009 66-C U Ei 0 J r-� J Question 18 General, Has this contract been awarded previously? If so, what are the figures and who Is the vendor? If not, what Is budgeted for this exercise? (Submitted: Mar 13, 2009 3:18:11 PM CDT) Answer - Yes, the contract was awarded previously to DataProse In the amount of $126,500. (Answered: Mar 13, 2009 3:24:33 PM CDT) Question 19 We notice the 2D bar code on envelopes, is this something that was put there by the current vendor for stock tracking purposes or Is this at the request of the city of Plano? (Submitted: Mar 17, 2009 9:22:16 AM CDT) Answer - Existing vendor personal identification for the City of Plano (Answered: Mar 17, 2009 10:59:05 AM CDT) Question 20 Detailed envelope specifications are not listed in the bid, can you provide the paper weight and provide the window placement specifics please? (Submitted: Mar 17, 2009 9:24:52 AM CDT) Answer - Paper weight 24 pound. Window's exemple provided in the CSP Proposal, window depends on envelope sizes. It Is standard size. (Answered: Mar 17, 2009 10:59:05 AM CDT) Question 21 Can you tell us the average number of statements that are In excess of 6 pages? (Submitted: Mar 17, 2009 9:27:10 AM CDT) Answer - 99.5% are one page 0.05% maybe 2pages. (Answered: Mar 17, 2009 10:59:05 AM CDT) Question 22 In the RFP, you provide samples of the bill from Piano. Will the other titles have different looking bills from Plano's or the same set up? (Submitted: Mar 18, 2009 10.23:01 AM CDT) Answer - I assume the other cities involved will have similar bills. (Answered: Mar 1B, 2009 3.42:01 PM CDT) - ADD: Other Cities bills are similar to Plano. (Answered: Mar 27, 2009 11:49:57 AM CDT) Question 23 Page 6, "Access to Electronic Bill Image Requirements" Q: You said In a previous answer that you provide customers with access to these historical bills. Are you doing this through a link to this document store or do you actually offer Electronic Bill Presentment & payment (EBPP)? If so, is EBPP part of this rfp as well? Or Is the document store you are asking for to be accessed only by your Internal personnel? (Submitted: Mar 18, 2009 10:28:26 AM CDT) Answer - Sorry, the earlier response was misstated. The electronic bill Image will only be accessed by internal personnel. (Answered: Mar 18, 2009 3:42:01 PM CDT) Question 24 In the RFP you state "no pre-printed forms". Could you explain the rational behind this requirement? Will you entertain pre-printed forms as an alternative In the pricing matrix? (Submitted: Mar 18, 2009 10:36:29 AM CDT) Answer - Answer: The City of Plano does not want to use pre-printed forms. (Answered: Mar 23, 2009 1:50:24 PM CDT) 1 GE Jiol�ay EXHINT PAGE_.... OF �� Oct 5, 2009 3:30:27 PM CDT P. 56 CHy of Plano Bid 2009-66-C j Question 25 I have a couple of questions regarding bid 2009-66-C. 1. Are we allowed to subcontract out any portion of this bid? 2. Under Item C. Preprint Requirements sub category VI. "Vendor must have the ability to manipulate print ready data Into proper bill format." EDoes this mean that all or a portion of the data will be in a fixed PDF file format that we will need to manipulate? (Submitted: Mar 18, 2009 1:20:52 PM CDT) �i II1I Answer - We would prefer no subcontracting. As far as I know this just means vendor must be able to take our data file and format It Into a bill format that LI L meets our specs. (Answered: Mar 18, 2009 3:42:01 PM CDT) Question 26 �j Please identify the file formats for each of the 4 other cities. f j u (Piano states ASCII) (Submitted: Mar 19, 2009 9:57:32 AM CDT) Answer C- I Plano, Frisco, Mckinney and Allen - file format type is ASCII Flowermound - XML, Lewlseville - STW, WACO - ASCII (Answered: Mar 25, 2009 10:14:21 AM CDT) Question 27 i f Is there a way for us to get a sample of the data? (Submitted: Mar 20, 2009 11:17:05 AM CDT) L Answer - Answer: No, due to the fact there is confidential customer Information Involved. We will work with the winning �s bidder on the data file. (Answered: Mar 25, 2009 11:07:59 AM CDT) Question 28 J In the RFP the following question is asked (i1. Provide access via secured internet site from each City's website to customers electing to view exact replicas in PDF format for a period of 12 months.) but in an answer a few questions above you state that only Internal personnel will need access to the bill images. Shout we be ignoring this question in the RFP?: 11. Provide access via secured Internet site from each City's website to customers electing to view exact replicas In PDF format for a period of 12 months. (Submitted: Mar 20, 2009 12:40:10 PM CDT) Answer - Answer: Speaking on behalf of City of Plano, It would be nice to have the ability to let our customers access exact 1 copies of their bill from our website. However, we will accept at a minimum the ability for City of Plano internal ` employees to access the bills. (Answered: Mar 23, 2009 1:50:24 PM CDT) �( Question 29 As a follow up to question 24 above, you also say in the RFP: "iv, Pre-printed forms of any kind will not be j used." But elsewhere you make reference to the vendor housing envelopes and forms. Are pre-printed forms ok or yS not allowed? (Submitted: Mar 23, 2009 10:14:46 AM CDT) r Answer I j - Answer: The City of Plano does not want to use pre-printed forms. (Answered: Mar 23, 2009 1:50:24 PM CDT) (—. Question 30 ? Is there a "Price Proposal Form" that Is to be completed? (section XII, Item E). I do not have a "Price Proposal Form" in the CSP I downloaded and printed. (Submitted: Mar 23, 2009 12:42:55 PM CDT) i- Answer EXHIBIT - Oct 5, 2009 3:30:27 PM CDT PAGE P. 57 City of Plano Bid 2009.66-C i - You make one and submit in a seperate envelope. (Answered: Mar 23, 2009 1:50.24 PM CDT) Question 31 Can we attach Exhibits to requested "Attachment B" and "Attachment A" (section XII, item C & D - Equipment list, facilities description, References). We are a large print and mail company and our equiqrnent and services will need much more space to be fully detailed. (Submitted: Mar 23, 2009 12:43:19 PM CDT) Answer - Yes, please do. (Answered: Mar 23, 2009 1:50:24 PM CDT) rl 1 j Question 32 *10 Win mailing envelope, The CSP notes "see sample 42" which shows that the envelope has a security cross- hatching pattern. But the specifications for the #110 do not explicitly note "security cross -hatching." However, security cross -hatching is specifically noted in the return envelope specifications. So... question Is: Does the #10 mailing envelope need to have security cross -hatching? (Submitted: Mar 23, 2009 12:43:40 PM CDT) i 1 Answer - Answer: Security cross -hatching is preferred on both envelopes, but only required on the return envelope. (Answered: Mar 23, 2009 2:38:06 PM CDT) Question 33 Can we make suggestions to the process to help save the City of Plano money? We see that you are missing an opportunity to save money on this process and would like to bring It to your attention. (Submitted: Mar 23, 2009 12:44:09 PM CDT) r ij Answer L - Answer: If you can save us money within our specifications, then bid In a manner that saves us money. (Answered: Mar 23, 2009 2:38:06 PM CDT) 1�, ` " Question 34 Was the award amount of $126,500 for all 5 cities, just as noted In the CSP (apples to apples)? Or is that amount for the City of Plano, TX only? (Submitted: Mar 23, 2009 1:00:55 PM CDT) i Answer - This Is for City of Plano only. Please see question # 1 (Answered: Mar 25, 2009 10:14:21 AM CDT) i J Question 35 I saw that in Addendum #2 you addressed the Issue regarding our question #2 below concerning postage. However, I did not see anything answering our question #1 regarding turnaround time. Will the City be addressing ( this question in another addendum? (Submitted: Mar 23, 2009 2:06:30 PM CDT) 1 Answer i - Ref. to question # 9; City will not consider next day delivery. (Answered: Mar 23, 2009 2:08:56 PM CDT) Question 36 Could you please clarify what portion of the project the $126,500 was for Including how many total statements E where mailed for that price. (Submitted: Mar 24, 2009 2:07:59 AM CDT) J Answer (� - This is for City of Plano only. Please see question # 1 (Answered: Mar 25, 2009 10:14:21 AM CDT) - Add: It is approximately 80,000 bills per month. (Answered: Mar 27, 2009 11.49:57 AM CDT) i Question 37 Do all 5 cities currently use the same output formatting for bills and delinquent notices, and for mailing and return envelopes (window sizes & positions)? If not, are PDFs available similar to what was provided in the CSP? r� !.J 17 tl00y EXHIBIT Oct 5, 2009 3:30:27 PM CDT PAGE . 6 Q OF P. 58 City of Piano Bid 2009-58-C i L.; What are the data formats for the cities other than Piano (ex: AS400 ASCII)? (Submitted: Mar 24, 2009 12:35:22 PM CDT) n I L? Answer - Please see question # 26 (Answered: Mar 25, 2009 10:14:21 AM CDT) ! Question 38 Could you please clarify the answer to numbers 1,26,36. $126,500 Is not likely to be for only 18,000 pieces. (Submitted: Mar 25, 2009 10:44:19 AM CDT) i ij Answer - You are correct. It Is approximately 80,000 bills per month. (Disregard 18,000) (Answered: Mar 25, 2009 12:08:11 PM CDT) J Question 39 Will you consider a reusable envelope Instead of a #10 and #9? (Submitted: Mar 25, 2009 10:45:00 AM CDT) i l Answer - Answer: No, not at this time. We would like to stay with a separate return envelope. (Answered: Mar 25, 2009 li 11:07:59 AM CDT) Question 40 Since postage is to be separate on this contract will give weight to companies that will be eligible for the full service discount in November? (Submitted: Mar 25, 2009 10:45:57 AM CDT) Answer - Answer: Price Is one of the factors that will be calculated to determine the winning bid, so if a vendor's postage price will be less due to being "eligible for the full service discount" then it will be considered, PLEASE SEE ADDENDUM # 2 (Answered. Mar 25, 2009 11:07:59 AM CDT) ...) JQuestion 41 in the RFP you say that Plano wants to pay for postage itself. But in the attached envelope example the indicia has DataProse on it signifying that DataProse is paying for the postage currently. is this a change in direction or do you want to continue postage as it has apparently been operating in the past? (Submitted: Mar 25, 2009 11:19:51 AM 1 CDT) Answer � -The vendor should pay postage and we will pay the vendor. Also, Please see addendum # 2 (Answered: Mar 25, 2009 12:08:11 PM CDT) Question 42 1) Is the 2D barcode on the #9 envelope static (the same for all #9 envelopes? t 2) If no preprinted forms are allowed, the laser printer is required to print the black and red. Are these 2 the only colors? 3) Is there a target goal for MWBE participation? (Submitted: Mar 25, 2009 11:42,01 AM CDT) Answer i - The 2D barcode Is an Internal code used by the current vendor. Bills are printed In Blue and Black, Delinquent Notices are printed In Red and Black (Answered: Mar 25, 2009 2:54:45 L ) PM CDT) - No, City of Plano encourages MWBE participation. (Answered: Mar 25, 2009 5:14:OB PM CDT) i- Li 1 Oct 5, 2009 3:30:27 PM CDT EXHIBIT r PAGE_ s — P. 59 CSG agrees that it shall provide the products/services herein to the City pursuant to the Contract and the City agrees that it shall pay the prices listed herein for the below products/services. A. The products/services in the below table shall be included in the base price of $0.0875: Bose 'Mail -out' package $0.0875 Per Record Data processing, 2-color 600 DPI(or better) Laser Imaging processed of 8.5x11 white form with perf, folding (with one fold on perf), inserting into a #t10 Window Envelope along with a #9 Reply Envelope and up to 3 inserts as specified by the client, and delivery to the USPS. Search&ViewBill On-line access to City Staff for retrieval of exact replicas of customer bills in PDF format. These files will remain accessible for a period of 12 months from the date processed. This archive (In PDF format - one month at a time) will be transmitted electronically to the client at the end of the initial 12-month period B. The products/services in the below table shall not be included in the base price, but are products/services referenced in the RFP which City can utilize in addition to the base package: Product/Description Unit Price Unit Description j Oversize Surcharge $0.22 Per Mail -Out Up to 100 pages - This fee includes necessary materials package (9x12 envelope) and inserting services consistent with the requirements for the Base Mail -out package Courier Service (as requested by City) $15.00 Per trip C. The products/services in the below table were either not mentioned or required by the RFP and shall not be included in the base price, but are products/services which City can utilize in addition to the base package. These products/services will have to be documented and approved by the City before these services are completed. Additional Impressions $0.035 Per Impression If additional pages are requested to print as a 2�d page to the actual Bill Folding (Inserts only and as requested by $0.005 Per piece Only if requested to the client) fold an insert that has been provided unfolded Shipping (as requested by the client) Cost Per Shipping If requested to send a request CD back to the City via Overnight delivery Custom programming request (as $125.00 Per Hour Changes to the bill requested by the client) format as requested by the City. CSC, #2301480 F Rllkbit 11 Page I of'31 IArriendedj M D. The following items were not included in the Plano contract and shall not be included in the base price, but are products/services which City can utilize in addition to the base package and will be invoiced as separate line items: Oversized Surcharge - Over 100 pages This fee includes necessary materials and inserting services consistent with the requirements for the Base Mail -out package Bill Suppression Additional Inserts (over 3 inserts which are included in the package price above) NCOALink Web -service Setup — Hosting of PDF for third -party access CSG #2301980 $4.00 Per Mail -Out $0.05 Per suppression $0.01 Per Insert $0.50 Per Correction $1,000.00 Setup [THE REMAINDER OF THIS PAGE INTENTIONALLY LEFT BLANK] Exhibit B Page 2 of 31 (Amended) Proposal, Lia, GA, � PI P�e' Last updatea. 43.2009 A M" COMPE111Y I! ififif A Proposal Designed Lj Specifically for the .Olano April 6, 2009 Dataprose, A CSG COMPMY 1122 W Bethel Road Coppell, TX 75019 Prepared by: Lokle Perez Account Executive 469-36t-6486 d4o Mg Y EXHIBIT PAGE QF '-�L t. ri_aA.TiA,, " se, Pr� 0sa�l A M Company Last update 4.8.2009 r-� Company Backgrounder About CSG Headquartered in Englewood, Colorado, CSG is a leading provider of outsourced solutions that facilitate customer interaction management on the behalf of our clients, generating a large percentage of [_. revenues from the North American cable and Direct Broadcast satellite ("DBS") communications markets. Our solutions also support an increasing number of other industries such as financial services, utilities, telecommunications, and home security, Our solutions manage key customer Interactions such as set-up and activation of customer accounts, sales support and marketing, order processing, invoice calculation (i.e., customer billing), production and mailing of monthly customer invoices, management reporting, electronic presentment and payment of invoices, automated and interactive messaging, and deployment and management of the client's field technicians to the customer's home. Our unique combination of solutions, services, and expertise ensure that our clients can rapidly launch new service offerings, improve operational efficiencies, and deliver a high -quality customer experience in a Li competitive and ever -changing marketplace. For more information, visit our webs!te at www.csgsystems.com. i About DataProse, A CSG Company �J overview Co-founded In 1990 by Xerox veteran Glenn Carter and Kinko's founder Paul Orfalea, DataProse Billing Solutions helps companies market more effectively through improved billing statements and personalized direct mail. With core competencies in the effective use of data, database management and cost-effective print technology, DataProse Billing Solutions provides Integrated turnkey solutions for blif presentment. The S company operates production facilities in Oxnard, California and Coppell, Texas, as well as sates offices in San Francisco, Phoenix, Memphis and Seattle. f _ integrated Database and Personalized Print -Mail Expertise Businesses need to ensure that vital communications are noticed, understood and quickly acted upon in order to get the best return on Investment. DataProse specializes in highly personalized documents that attract attention and are clear, streamlined, and easy to respond to. DataProse`s proven one-to-one methodology has been highly successful In letters, notices, statements, transaction -marketing statements, and commercial and non- profit direct mail. l Tl Markets I DataProse.serves a variety of markets including private businesses, collections, property management, I! counties, cities, financial institutions, newspapers, health organizations, universities and colleges, water, gas, electric, trash and telecommunications companies. { f Security DataProse understands that your data is your most valuable asset! With this In mind DataProse has developed secure measures that data and facility security Is safe! Site security measures such as on - site security guard, zoned access security, onsite cameras, and other theft deterrents ensure your 1-7Information and materials are only handled by approved DataProse personnel. _ Facilityrwe-have a key -tag security system which restrict entry -at each_location,-and.logs. Umes-of. entry and exit. After hours breaches are monitored and investigated by our local police. We also have security cameras with complete coverage of all operations. c Co-workers: our co-workers are required to undergo profile and drug screening checks prior to hire, and are Instructed on security and confidentiality of client data. Il l ;_ , a3ofgay EXHIBIT l PAGE LA_ OF 3 ( ►,.: ose, A CSG Company �roposai Last updated: 4,8,2009 �l Business Partners DataProse Billing Solutions proudly partners with leading CIS organizations. SunGard - H.T.E. Inc., Tyler Technologies -- Incode Division, and slw, Inc., all partner with DataProse to help their cities provide end to end billing statement solutions. No other print and mail organization will understand P your data, how It works, and ensure updates are implemented to guarantee uninterrupted service. SlJNG;RAR®' Partnership formed in 2001 DataProse is a Preferred Partner 5' jj•I r "1 y� ' Attend local and regional user groups DataProse serves 58 R.T.E. clients i_J _ Partnership formed In 2001 DataProse is an exclusive Incode partner r 1 TEG)11.1AL0 11.5 Attend local and regional user groups r DataProse services 106 Tyler clients / (� L Partnership formed in 2001 J f;5 DataProse is an stw partner 1 Attend local and regional user groups J DataProse services 31 stw clients _I Organizational Curtis Nelson - Vice President of OSC Operations (97i 462-5410 Description Responsible of overall achievement of Region goals for profitability (gross margin), quality, delivery and ^ Client satisfaction. Management of the Project Management and Production Teams, expense budgets, r direct labor and cost of goods sold budgets. Additional responsibility of managing the facility to insure Jall co-workers have adequate work environment. With a Bachelor's degree from California Lutheran University, Curtis Nelson has managed multiple people and locations for over 15 years. Since 1993, Nelson has applied his experience to the Improvement of systems, processes, quality, and teamwork at DataProse. Nelson has been a key figure In the development of specialized products like CltyBili and f online applications Including Search &View Bill and Message Manager, Dan Mossakowski - Operations Manager (972) 462-5412 This position is responsible for the overall coordination and production of each project, This includes { ' production scheduling of all projects, coordination of the receipt of project materials and actual i� submitting of each project, monitoring quality throughout the entire production process, postage accounting and reconciliation and project completion and reconciliation. The Operations Manager will also staff, monitor and evaluate the performance of each member of the Production Staff. With a Graduate's Degree from Texas A&M, Mossakowski has over 10 years experience in production printing I and mailing, Dan Mossakowski is instrumental in the day -today operations. Ultimately, ensuring all " projects leave the facility error free. t Elizabeth Williams — IT Manager (972) 462-5434 ► i Elizabeth (Beth) Williams came to DataProse in January 2008.with nearly 20 years of IT Management experience. Prior to becoming a member of the DataProse family Beth was responsible for the development and implementation of end -user support for one of the Big 4 Accounting firms, Beth's —, responsibilities within DataProse are to manage the Information Technology and Development teams as a cohesive unit enabling DataProse to provide the best possible client satisfaction In the Industry. Beth brings With -lief a Bachelor's Degree In Computer Information Systems -from the —University —of Texas, — — — -- — — Yolanda Thomas — Project Manager (972) 462-5439 This position is responsible for the overall management and coordination of each DataProse project. The I)roject"Manager is responsible to meet or exceed the cllenl's expectations for quality, timeliness Li and overall satisfaction of the specified service. This includes effective communication with Account Executives, management of the client, to collect and analyze statistics, and perpetual client education 1 and consulting. With a Bachelor's of Science from the University of Texas at Austin, Yolanda Thomas has a unique "hand -on" approach to project management. Every client that she has ever worked with has glowing reviews and enjoys working with her. i• U Lokie Perez - Account Executive (469) 361-6486 Responsible for identifying, recruiting, and maintaining new and existing accounts. With over 14 years of production experience and 8 years of sales experience, Lokie Perez has a unique sales approach, Understanding the operational aspects of statement processing allows him to consult with clients in the sales phase ultimately creating a smooth sales -to -production transition, 1 EXHIBIT i PAGE� . OF _;� L i A LSO Company ri DATAPT�Ge' Proposal Last Upda 4.8.2009 L S DP Auto Connect The following is an overview of the DataProse On -Line Access Client Site. Tills site is comprised of a suite of applications designed to provide DataProse clients with a variety of information to assist them In their business and Interaction with DataProse. P DP JobTrax - Provides access to a variety of information dealing with production of your projects at DataProse. You have access to all current projects as well as information on past projects. This Includes.., Live — Real-time — updates for all current production projects l t Production reports History and analysis Search & ViewBili -Allows you to access ViewBll) files DataProse has generated. Asa support mechanism to your CRM operations — this module provides you with direct access to exact replicas of your customers` bills, enabling you to provide prompt, accurate and top quality service. User Administration - Manage your DP Auto/Connect account by adding, deleting al< editing Users 1., and applying a variety of rights to specific users. Using your administrative account and password, you can set up users and rights based on your Individual needs. DP Message Manager — Manage your messages on-line] By entering and submitting messages R within predetermined time frames, this module allows you to submit and manage the messages to be L dynamically printed on your bills. Feedback/Contact Us— Provide DataProse with feedback directly from within the DP Auto/Connect System. ' DP/FT — Submit data directly from any workstation that has a connection to the Internet. With DP/FT, you get the same securlty of DataProse email and FTP transmissions while enjoying the ease of using F1 your favorite Web -browser. l We are constantly Istening to our clients and developing helpful tools to help make the billing process easier, faster, and more user friendly. As we develop new tools, we will make them available to you. P J [i f•1 E)(I-IfBIT PAGE__(, 4F , DAT, A.Prose j A CS3 Company Proposal Last updated: 4.8.2009 0 Job Trax JobTrax is the foundation for the entire DPAuto/Connect System, providing live updates on the LJ production of each project, This allows all DataProse clients access to a variety of Information dealing with production within DataProse. Including... ✓ Live — Real-time — for current production projects (i ✓ Production reports 1t ✓ History and analysis NetBlll support, administration and analysis ( Overview LDataProse clients can "drill down" to a variety of information regarding each project. Job Trax will provide: 1. A complete list of current projects 2. A graphical view of the production process of each phase of each project t ! 3. A listing of each file within each project within each stage of production L..1 ii Job Trax Overview: L? J •� .]MMIW M.A tl.N {� ✓✓✓. 111���9iii 1 r�u.tlwJkn.11.Owulx Ci/!T 2.007 Y.GM.TJKrwliu) �, dQ GAvPA PU Pk Pr fY 7�PP una...r .lX MIKb�Mlp.n.. Pn•veflrFOd PnNt 7F;D u. II.WTY 1!u]IA L., ReedYNrProO c �utk II farcestlnp @� V A 110 r•, - fro7aD turn 7,060 Ymgc 7D0 - 6-90 P10 All r� - / (IYrW10.YMr.1F aQ.N1.MN1]Y N411\l NllK.,4u.n 1` f PUR •) F]r.nanr.Y.IH. wJOn.]Y 1. q.0 . ]Ys .M4wM..1.yv N.r]M 4nY. Wt6.Y.tlpLAM l ueu(tNb11l•]N7u)apwt� =]oo]W NiM a7e.lul.=1 e:..i�]e]]Y.p.M1 - 4N>.le0babw]C n.l SCOpY N.fY (Illlj IW INI. ].Yr.Yw>0 G..O.ItOO..MtM Ytl a.YY MIM.+.1K ill l�]s) t4 i (id11�i 4.q laago) r� LI a3olga� EXHIBIT PAGE I OF JL rJ c } r pse, Proposal i n "Y company Last updated: 4.8.2009 r� Archival — Search & DataProse Search & VlewB01 offers fast electronic access to a searchable database of billing statements ViewHili within hours of receiving your data. r Your Customer Service Representatives get... • Fast access from any Internet -connected computer • An exact replica of the customer's printed bill ! The option to instantly send a copy of the bill via a -mall Search & VlewBill Is a turnkey solution... t , • No hosting or storage Issues - Data can be stored on our servers and accessed via the Internet • No software issues - Search & View9ill uses standard web browsers and Adobe's free Acrobat Reader • No disaster recovery worries - DataProse maintains multiple, redundant servers and an out-of-state f� back-up facility r' Search & VieWBlll impacts the bottom line... • Prompt, accurate customer service • Faster dispute resolution . Faster payments rr� ' CSR I) r .�... CSR ws s..•.. f ' cSR I . r r MIR V a'k tt"^ .wHlbnatl ��%M� I•••eNb kcal I } . !aln aakuua f � fi I! C� ( i :l `-' a3or�ay EXHIBIT PAGE O[ .� i� DATA ose? Proposal A M Company Lest Upm ! 4.82009 n UDP/Fr - Data FTP (File Transfer Protocol) has become the 'Internet standard' For transferring data. DataProse Transmission employs similar technology, masked by your Web Browser, in order to simplify the process of sending data Hies. n Put very simply — DP/FT is the "DataProse way" to securely transmit data. Utilizing DP/Fr provides three key benefits: �) Ease of use in transferring data Hies i ! Comfort & Security of SSL i__) Automated processing — Files will be deposited directly to a secure location designated specifically for your company. Utilizing DP/FT to transmit data files Is a simple process consisting of the following 4 steps: 1. Open DP/FT (After logging in to DP Auto/Connect) 2. Browse to and select file(s) to transmit 3. Fill In required processing verification Information (# of statements and bill date) 4. Confirm files and begin file transmission L5. Wait for file transfer to complete and confirm file transmission ' I � nmo rL Ue.\q to vioccssiq tYelkfu!on� ",t n` vo CY.vl Hoilcai6n 6t7. FalVcrlcalbn ck(1 m n�[zl tntaNp, iM vnacunn nM'rM.mAYI (kr..w(1) Va(sv fcaron ..... ..... I uua l..Iw nrw\Mm ,«n0lM[.W 12M, aw,In. 1[I iau ti ox[O�Y [n(VA[ S �.Wrs 'NItl 8g L� u[suvnrn \Iw(aa+ [ , ..J w; o•�ra so ups nonTM �K\. a tU PAGE 3� E ? 4--� Ajpr Se, A M Company Pry osaf Last update? 4.8.2009 i� A. General Services and i, Provide security of information and supervision from start to finish. Requirements Supported i It. The following volume estimates are listed by City: Plano: Be able to handle high volume production on a dally basis from 3,750 bills and up to 12,000 bills r on occasion. Estimated annual requirement: ` - Utility bill statement: 850,000 Delinquent bill statement: 70,000 r " The City of Piano and DataProse entered Into a relationship approximately eight years ago. We have �) worked hard to establish specific guidelines to ensure fast turn around with error free service. Enhancements include: Statement enhancement, data transfer via FTP protocol, provide PDF's, late f notices, DPSys Report to ensure non duplication of statements, and message manager. yFlower Mound: Be able to handle high volume production on a dally basis from 2,300 bills and up to 4,150 bills on occasion. Estimated annual requirement: r Utility bill statement: 255,000 j Delinquent bill statement: 28,800 1 Client since 9/08. Helped convert postcard to statement, r Positive feedback from bill payers on statement design. ; ; L j McKinney: Be able to handle high volume production on a dally basis from 3,000 bills and up to 8,000 bills on occasion. Utility bill statement: 504,000 i j Delinquent bill statement: 84,000 t - Client since 8/02. Streamlined billing process. Provided exact duplicate of statements via Search & ViewBlll ultimately assisting customer service representatives to speak more Intelligently to bill payers rf when discussing bills. l Frisco: Be able to handle high volume production on a dally basis from 2,000 bills and up to 6,000 bills on occasion. Estimated annual requirement: Utility bill statement: 142,000 Delinquent bill statement: 35,001) Client since 11/02. Helped convert postcard to statement. 1r� Positive feedback from bill payers an statement design. L_) Allen: Be able to handle high volume production on a daily basis from 2,001) bills and up to 6,75D bills on occasion. l Estimated annual requirement: Utllity_ bill statement: 250,000 Deling6entbill is Eafefnb'K60 00-- - - - -- Client since 2008. r_ Positive feedback from bill payers on statement design. lr i Extremely satisfied with the smooth conversion. Implemented NetBill to assist bill payers to view and/or pay their bill online via Check or Credit Card. f� Lewisville I Estimated annual requirement: L _l Utility bill statement: 252,000 Delinquent bill statement: 78,000 l Client Since 2003 i Waco Estimated annual requirement: Utility bill statement: 480,000 j Delinquent bill statement: 0 Client since 2005 am,/Q ' EXHIBIT PAGE 1 pF DAT. i Aprose r 1 A CS'd Company Proposal Last update : 9.8.2009 1 j General Services and ill. Provide courier service for special delivery and pick up requests. Requirements Su Otte - DataProse have delivery personal and since we are local we can deliver or pickup items in Continued a moment's notice. (� iv. Provide a single point of contact representing the account. L ort- For new applications, 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. However, since the City of Piano an mentioned accounts are already an developed and in production, we will I' 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 (trial product. In the event that a technical person is needed to answer data specific questions, this developer is the person that will be a technical resource for the development of your application. There may he components of your project that will need to be assessed outside of printing and mail f I delivery. If this is the case, this project will receive its own timeline and requirements in order to { i obtain the desired product. This includes, but Is not limited to NetBill Development - Online bill U presentment and payments. As with any new change, you may see a need to alter the Initial sample as presented by DataProse. n ? 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 webslte and office hours, In any case, be sure to clearly define your requested revisions to your PM and on the correction and revisions form. We understand that it may be necessary to complete a series of corrections and revisions. As a general rule, we i U anticipate a maximum of three rounds of corrections and revisions. After the completion of all corrections and revisions, DataProse asks that you submit your parallel test. This test is considered a chance to catch any circumstance that may have been overlooked during initial development. A generous amount of statements will be printed and delivered to your office, It is very important that you and your team review the statements produced for accuracy prior to mailing the live data set. Electronic statements will also be available online in the event that a particular account is needed for your internal review process. Once all statements are reviewed and accurate, you will then receive an Approval Document to signify your final approval of the application as produced by DataProse. Your approval represents that the application generated has been reviewed as deemed accurate to the best of your ability and that you are approving the printing and mailing of the application. No application can be printed or mailed without your written consent. v. Have the ability to preprint forms, envelopes and flyers, SiADVOrteg vi. Be able to warehouse forms and envelopes in climate -controlled conditions. Supported - DataProse will purchase and warehouse all forms and envelopes. DataProse warehouse facilities are on -site in a climate -controlled environment. DataProse utilizes automated inventory _ - software for storing and tracking supplies. Auto alerts are generated and received by the project manager'for low Inventory and re°order.-- - - - - "- - a�V'/ ea q Al. Be able to household merge/purge multiple statements into same envelope (up to 3 into the Standard Mail Out envelope). Supported viii. Be able to accept upgrades to current customer billing system. Supported - DataProse has FORMAL partnerships with H.T.E., Tyler Technologies, and STW. We are in constant communication with each company ensuring we are aware of any update or modification to the billing software. EXHIBIT PAGE OF A Apr se, A M Company Proosal Last updated: 4.8.2009 P General Services and ix. Be able to accept electronic data transmissions 24/7/365. _ Requirements 1 Continued Yes, DataProse can receive files via T-1 connection, VPN and most commonly through secure FTP 1..1 utilizing DP Auto.Connect, FTP (File Transfer Protocol) has become the'internet standard' for transferring data, DataProse employs similar technology, masked by your Web Browser, in order to simplify the process of sending data files. U Put very simply - DP/FT is the "DataProse way" to securely transmit data. Utifizing DP/FT provides three key benefits: Case of use in transferring data files Comfort & Security of SSL Automated processing - Flies will be deposited directly to a secure location designated specifically for your company. Utilizing DP/Fr tp transmit data files is a simple process consisting of die following 4 steps: �- 1. Open DP/Fr (After logging in to DP Auto/Connect) 2. Browse to and select flle(s) to transmit 3, Fill in required processing verification information (ff of statements and bill date) 4. Confirm files and begin file transmission Walt for file transfer to complete and confirm file transmission x. Be willing and able to establish a business partner relationship with the following: L.) Plano, McKinney and Allen H T E Inc (SunGard) Flower Mound and Frisco Tyler Technologies (Incode) 1 1 5unoorted - DataProse has FORMAL partnerships with H.T.E., Tyler Technologies, and STW, We are l _I in constant communication with each company ensuring we are aware of any update or modification to the billing software. Please see attached press releases. n A Be able to do custom programming as needed, j Supported - DataProse employs on site programmers that work specifically on custom programming requirements requested by clients, n f LJ { i EXHIBIT " PAGE ! 1 G_ndit TA Plm Sl . t } A CSJ Company l_ Proposal Last updated; 4.6,2009 General Services and ' xii. Have an emergency back up plan to avoid out of service situations. Requirements DataProse understands that your data is your most valuable asset. With this in mind, we have Continued developed comprehensive measures to ensure our data and facility security is fail-safe. Physical site security measures suds as zoned access, cameras and other theft deterrents ensure your information and materials are handled only by approved personnel. Meanwhile, transmission and storage of your data is protected by state-of-the-art firewall software, data integrity audits, intrusion detection, data encryption, and password -secure application access. Additionally, DataProse maintains two production facilities, California and Texas, for business continulty as well as for the growing needs of our customers. Also, as part of CSG Systems, DataProse will be integrating data processing, file transfers, print and distribution with three additional facilities'located in Nebraska, New Jersey and Florida. The current DataProse facility platforms have mirrored processes and equipment. We also have a tested disaster recovery plan and a secure off -SILL data center. DataProse production centers are located in Coppell, Texas and Oxnard, California. In the event of a disaster or long-term down time DataProse will maintain constant communication with client. DataProse will communicate the level of crisis, which will include the escalation contacts, anticipated downtime at the primary facility (partial or complete), methodology for work transfer and the timing for resuming the client's projects at the back-up facility. Below is'a summary of the business continukIry plan: Background; Our disaster recovery strategy is founded primarily on having multiple, geographically separated and linked locations, with excess capacity and redundant systems at each, For each client processed, a minimum of two cycles' worth of stock (forms and envelopes) are warehoused at the supporting production site. Client Notification: Within 24 hours of disaster declaration, all affected customers must be notified and provided with the following information: 1. Cause of disaster; 2. Scope of disaster; 3. Estimated duration of business continuation procedures; 4, Address/phone/fax of Business Continuation Site; 5. Name of Business Continuation Site General Manager, 6. Name of account contact at recovery site; 7. Any changes to normal production procedures that affect the customer; B. An explanation of mailing procedures from the Recovery Sfte; 9. A request, If necessary, for funds required for metered mailings Crisis Processing: Immediately following declaration of a Crisis, DataProse is responsible for the following: j. Aldrf ail persorinel at the affected -production site; - - - - - - - 2. Prioritize all jobs at the affected production site; 3. Inform affected customers of expected delays In their processing; 4. Continual monitoring operations at the affected production site; 5. Provide affected customers with updates as status changes; 6. Alert vendors to the possibility of a need for additional materials Return to Normal Operating Procedures: Within 24 hours of disaster ending, all affected customers must be notified and provided with the following information: 1. Notice that processiny has returned to normal; 2. A summary of the effects of the Gisis on the Customer's processing; 3, A notice that no other communications on the Crisis will be forthcoming; 4. Rer-ommendations for prevenHnn strategies to avoid similar failures in the future when possible. EXHIBIT 13 PAGE I OF n DA-TApao e' Proposal-► A CSIs Company Last updated: 4.13.2009 General Services and Back-up Procedures: Requirements' n Continued Each production site performs a full network backup weekly, All backups are fully automated. Backups IL include: li 1. All client production processing systems; r ; fug 2. 3. All electronic set-ups for postage; Ninety days of client input files; I. Client output files - length of term/client; 5. Third party software required for processing; 6. Job processing specifications and Printer resources n 7. Network and printer backup tapes are stored offske at the following location. Location is 11 11 ri U U. I� � equipped with UPS and multiple generators: InfvMart Dallas, TX Each production site has UPS systems that will automatically provide power to the local network, processors, and peripherals for at least 30 minutes without interruption in the case of power failure. Other processing equipment, such as printers and finishing equipment, are not supported. In the event of a power outage, APC SmartUPS Powerchute software wi!I do controlled shutdown of critical servers on the network. All. Provide secure access for on line transmission through SSL. Yes, DataProse can receive files via T-1 connection, VPN and most commonly through secure FTP utilizing DP Auto.Connect, FTP (File Transfer Protocol) has become the Internet standard' for transferring data. DataProse employs similar technology, masked by your Web Browser, in order to simplify the process of sending data files. Put very simply - DP/FT is the "DataProse way" to securely transmit data. Utilizing DP/FT provides three key benefits: Ease of use in transferring data files Comfort & Security of SSL Automated processing - Files will be deposited directly to a secure location designated specifically for your company. Utilfzing DP/FT to transmit data files is a simple process consisting of the following 4 steps: 1, Open DP/FT (After logging in to DP Auto/Connect) 2. Browse to and select file(s) to transmit 3. Fill in required processing verification information (# of statements and bill date) 4, Confirm files and begin file transmission Wait for file transfer to complete and confirm file transmission - -' xN: Provide a system password per customer -that -is vendor controlled and will not-allow.unauthorized access. Supported - You will manage your DPAuto/Connect account by adding, deleting & editing Users and applying a variety of rights to specific users. You will be issued an administrative account and password. Before getting started you will need to setup users and rights based on your individual needs: xv. Provide capability to enable batch printing of selectively excluded bills at each City's Customer and r 1 Utility Services Office. LJ DataProse can define filters which batch out bills based on coding or some criteria In the data to filter certain "pulls" that are required, Also, you will have a dedicated project manager who can be contacted to pull bills out of the job run. Because every page of every bill is "fingerprinted" with rl sequencing numbers and characters, the project manager can pull any bill requested up to the time It is physically delivered to the U5135. - �J EXHIBIT PAGE ,� �} OF „Y DA-7,Aprose' A CS +Company Pr©osat Last upda 4.8,2009 Ll General services and xvi. Provide selective/dynamic messaging via secure site for customer messages to be Included on bllis, Requirements DataProse prides itself on helping its clients communicate through dynamic and effective billing Continued statements. The robust nature of the composition and rendering tools we use allows for statements to I shrink and grow based on data and content. Messaging is generally handled in a few different ways. You may send message content in the data Ales which are mapped to appear In defined areas on the hill. Messages may be processed in separate C files to qe merged with data records. Messages may be held electronically In a table format and be triggered by certain criteria In the data. Finally, DataProse has a bill message management tool for ad hoc messages to a single bill, all bills or a certain group of bills. Bill Message Manager Is a useful tool for managing message campaigns online. n B. Daily Transmission of 1. AS100, ASCII data files are the ones City of Plano utilizes, but will vary by each participating entity. L Electronic Data Supported — DataProse works with AS400 and PC based systems. Requirements 11. file transmitted via modem line or courier by tape as zip file "ProComm" or Internet, or email attachments. Method to be determined by each participating entity. I Supported — In addition to our FTP method (listed above), DataProse has the ability to accept files �• through a number of different interfaces. .� 91. Vendor shall confirm receipt of file daily by return electronic mail to persons specified by each participating entity when the fife Is received. Supported - DataProse provides this validation report via e-mail as well as made available online within the customer Web portal, DP/Auto. el n iv. Vendor shall provide second report daily when file has been processed for printing. J Supported - A DPSYS Report for each job provides specific Information as it relates to the project processed at a given time. Each client provides the estimated number of statements prior to data processing. This report will provide the actual statements processed by DataProse after successful data processing. If the counts are incorrect, the client will be contacted. Again, this report sums the current charges and total amount due for all statements processed, allowing you to reconcile dollar amounts within the file. This report can be customized upon request If additional Information is needed for balancing purposes. C v. Vendor shall provide as part of the second report, the amount of postage charges for the billing included In the report. Supported — see above. 1. A, File size and billing cycle will be utilized es confirming data. Sup o ed — see above. vii. Data will be transmitted prior to 10am everyday bills are needed to be processed. D supported C. Preprint 1. Selectively exclude bill types from printing (PULL, EBILL, CITY and others identified in the print file). Requirements Supported ii, CASS certification to ensure lowest possible postage costs. - -Subp6tt6d IIi, Must be able to sort to carrier route level, (� Sonvorte f iv. Presorts must conform to latest USPS notification. Supnorted v, Mall merging of bills going to same mailing address up to three Into regular 410 mailing envelope and four to one hundred merged for stuffing Into one large envelope. Placement of sorter codes must be approved each City. Supported vl. Vendor must have the ability to manipulate ready data Into bill format, All print proper vii. -outgoing mail shall include Zip +4 bar coding conforming to postal requirements for automated processing. Supported j vii. All -outgoing mail shall include Zip +4 bar coding conforming to postal requirements for automated u processing. Supported JpkpeAq EXHIBIT PAGE Jj5 QF / 1 ),ose pr Proposal CSG Cantpany Last updated: 4.8,2009 i D. Access to Electronic I. Provide access for city staff via password secured Internet site to exact replicas of customer bills in Bill Image PDF Format for a period of 12 months. Requirements Supported - Search & ViewBill - Allows you to access ViewBill files DataProse has generated. As a support mechanism to your CRM operations - this module provides you with direct access to exact replicas of your customers' bllls, enabling you to provide prompt, accurate and top quality service. !; DataProse Search & ViewBill offers fast electronic access to a searchable database of billing statements within hours of receiving your data. Your Customer Service Representatives get... • Fast access from any Internel-connected computer/ • An exact replica of the customer's printed bill • The option to Instantly send a copy of the bill via a -mall , L; Search & ViewBill is a turnkey solution— - • No hosting or storage issues - Data can be stored on our servers and accessed via the Internet • No software issues - Search & ViewBill trsjes standard web browsers and Adobe's free Acrobat Reader maintains n • No disaster recovery worries - DataProsd multiple, redundant servers and an out -of -stale j back-up facility Search & ViewBill impacts the bottom line. FI • Prompt, accurate customer service • Faster dispute resolution LJ Ftpayments "I' P-i L I L! U LA If. Provide access via secured Internet slte from i=.ach City's website to custorriefs-electing to view -exact replicas in PDF format for a period of 12 months. Supported Lj M. Provide search capability based on account number, date or date range. Supported Iv. Have capability to email bill image from vendor site, �J Sapporte v, Provide images for one month electronlcally trough CO or PDF after 12 month period. i-� u a P o ed -1 a3nrga`� L EXHIBIT PAGE i _ F DATA ' PA'M rvosa l� 4.8.2009 LI E. Approval of Forms i. All orders for print stock and envelopes shall be approved by each City, and Envelope Orders Supported GSU Requirements 6, Proofs will be furnished for approval prior to sending to print. , ported M. All artwork becomes the property of each participating entity at the termination of this contract. j Comply Iv. Pre-printed forms of any kind will not be used. Sow HI H 0 J . ri �J EXHIBIT PAGE 12 OF. . pse. Proposal A M Company Last updated: 4.8.2009 i F. Printing I. All printing shall be laser imaging high quality print with 600 DPI or better. Requirements Su o d - All statements are printed in 600 DPI or better. Please see list below for a complete summary of all printing equipment listed by facility. r- 4 Coppell, TX . Facility Machine _Make Model Descrintion 9.11— Rated sueed Comments highlight color (HLC), cut - r sheet production Xerox DT180 laser printer 5 180 cpm black or HLC I HLC, roll fed production j laser printer; �! auto Oce' 9220 _ duplexinq 1 853 c m ?PM black only 426 HLC highlight color (HLC), cut - sheet production Xerox 92C laser printer 1 92 cpm black or HLC I Oxnard, CA Facility I Descrjpf•ipn MY Rated Comments Mi3RQ Model speed Highlight {� color (HLC), IL it cut -sheet production Xerox DT190 laserprinter 5 180 cpm Black or HLC Highlight color (HLC), cut -sheet production 1 Xerox 92C laserprinter 2 92 cpm I Black or HLC I — ' 11, 2/0 ink colors; BLUE and Black, approved by each City, comply Ill. Print form single sided with occasional two -hided (duplex). —' comply iv. BiB print fonts include OCRA for automated scanning and processing. C mn y Y. Proofs must be approved by each City with any programming change prior to Implementation of Changes. Comply �I Ls I L! j—i d3�r$a`f !� E}CHlalt PACE i .OF - D,, �T!A rose 1 A 's Company Proposal Last updated: 4.8.2009 n l I i G. Envelope and Print , 1. Ortoinal and Delinquent Utilltv Bills Stock Requirements Vendor to furnish. See attached Sample # 1 and li 4. The sample is for original and delinquent statements and may vary in layout and format. 1.8 Vz Inch X 11 inch White bond stock. Cartr aly / nli. Paperweight Is 24/60 pound, L.: comply IR, Top Portion pf bill is for customer retention and contains b1111ng information. E om I iv. Bottom portion shall be perforated to produce a return stub 0'/z inches X 3 518 Inches to be returned by customer with payment. f Com r L v. Tri fold on perforation to fit a #10 window envelope Comply Ii. Envelopes :J Vendor to furnish. See attached Sample # 2 om ) `-1 a. Vendor may be requested to deliver up to 4,0b0 additional envelopes (BRE #10) one time per ' ! contract period to each City for in-house use. i✓ om I b. Delivery is F.O.B. Freight Pre -paid to each participating City's delivery address set up at time of order. J Comaiv III, Mall Out Envelones Vendor to furnish L a. Standard BRE #10 window per attached Sample # 2, b. Window size must comply with USPS for utilization of bar code. c. Ability to include return mall processing codes if required. {� comply Iv. Return Envelopes Vendor to furnish a. 3 718 in x 8 718 In per attached Sample # 3. Must include security cross -hatching. b. Bar coded for return address. L { Comply / v. Mail Merainn Envelope (Ma11Out) a. Sufficient size to Insert 100 bills Into one envelope. _ -b.'May use moll label-rather,than bulk print, prefer-addressing-on-the•run-w)th bill printing.- c. Additional inserts include (1) return envelope and one of each additional informational insert. Comply i H. Utility Bill Folding i. Tri Fold statement to fit in Standard #10 mail out envelope. ' and Inserting om !yC 11, One fold shall be on the perforation creating the bill stub. ! comply M. Must have multiple page and selective inserting capabilities. comply + L� Iv, Inserts include statement, return envelope and up to three additional flyers. it Comply r a3o f (_ f EXHIBIT a PAGE 0 c���amAprose' I A ME Company Proposal Last updated: 4.8.2009 I. Mailing I. Daily, (S days per week) Comply ii. Turnaround — data in by 10:00 am, mail out same business day and delivered to USPS bulk processing center, DataProse does provide "short window" processing and delivery to some clients. In regards to a guaranteed service level agreement, DataProse would like to discuss this requirement and mutually beneficial standards before agreeing to a same day turn. Having said this, it Is the common practice for DataProse to accurately process bills for distribution as quickly and efficiently as possible, Li some cases, even with the normal service level of one business day, the bills can be mailed out the same day the file is transmitted, Ili. Postage is not required for the City of Plano. The City of Piano will handle postage directly with the USPS. Other participating entities may require vendor to pay and bill for postage. J. Invoicing 1. Monthly or Biweekly. Surivorted II. Invoicing should reflect separate services according to proposal form. Supporte 11). Specify details of special handling bills. Supported Iv. list number of statements printed for the period. Supported v. Only Invoice for work completed, SuRported V. Environmental The City of Piano encourages vendors to offer Environmentally Preferable Products (EPP) according to Attributes Option the Clty's Environmental Purchasing Policy that can be found on the City of Plano Purchasing website. The Vendor should propose options In support of the policy for the following: • Vegetable -based and recycled (filtered) Inks; avoid Inks containing heavy metals • Papers and envelopes made with post consumer fiber (30 percent minimum) and other environmentally preferable paper fibers • Processed chlorine -free papers. Please see attached documents regarding DataProse's Green Initiative, VI. Training Vendor Is requtr d to provide training as needed to Insure continuity of the process. u rte VII. Warranty ( Be responsible for all costs associated with errant printing and mailing of statements due to no fault of (` the City. Sul2ported VIII. Qualifications Have a predominant business function, facilities and equipment related to laser imaging and complete mailomngservices. Vendor can be located anywhere within the United States. I / IX. Work History Vendor shall have successful work history with companies or governmental agencies within the last three years of this scope and size. — --- — comply ^-- — --- X. Insurance Upon request, the successful vendor must SUBMIT PROOF OF MEETING NECESSARY INSURANCE REQUIREMENTS within ten (10) business days of notification by the City of Plano. Failure to respond within ten (10) business days will be grounds for declaring vendor non -responsive to specifications. comply o3vfgAq EXHIBIT /t_..0 PAGE x2 ,L OF , r R1 s For Immediate Release: I" February 2001 ril Contact: Glenn Carter, Presideni, DataProse 800-927-7634 �i Pam Kelly, Director of Marketing & Communications, HTE 407-304-3235 HTE Chooses DataProse as Preferred Provider of Statement Printing Services F Lake Mary, Fla., February 1, 2001 — FITE inc. (NASDAQ: HTBI), a leading provider of ' enterprise -wide software solutions for public sector organizations and utilities worldwide, today �j announced the selection of DataProse, Inc. as a preferred provider of statement printing services. "DataProse's in expertise statement printing and mailing provides our clients a convenient and cost-effective way to distribute their billing statements," according to Cristina Lindgren, HTE's i� Director of Utility Systems Group. "DataProse has demonstrated attention to detail and quality, which will serve our clients well." / r HTE provides customer information systems to 350 public and private utilities throughout the r' United States, Canada and the Caribbean. nII According to DataProse President Glenn Carter, "HTE's ease -of -use and extensive capabilities, L 1 combined with DataProse's printing and distribution expertise, gives clients tremendous flexibility in managing their utility statements. Our close relationship with HTE means that f clients don't have to worry about system compatibility. It makes outsourcing a more logical choice." n HTE Ine. HTE, Inc., a proven leader in government information technologies, provides a broad range of L3 innovative s oft wa re's ol u ti ons to more than 2,100 government offices, agencies and utility r companies throughout North America. The company's products address the wireless computing requirements of a rapidly changing public sector market and support the end -to -end delivery of e- . ff government access to citizens. f i� r Founded in 1981, the company is headquartered near Orlando, Florida. Additional information is available at www.iiteinc.coin or by calling FITE Marketing Services at 1.800.727.8088.EXHIBIT rt -- - PFlGG .(Lj OF �`f w Except for the historical information contained herein, the matters discussed in this news release are forward -looking statements that involve risks and uncertainties detailed in HTE's filings with the Securities and Exchange Commission,.irrcluding risks summarized in HTE's Annual report. on Form IO-K for its fiscal year ended December 31, 1999./' DataProse, Inc. Ventura, California based DataProse, inc., founded in 1990 by Olenn Carter and Kinko's founder Paul Orfalea, specializes in database management and variable -data printing and mailing for customized bill presentment, commercial direct mail, and non-profit fundraising. DataProse has production and distribution facilities in Dallas and Ventura, as well as sales offices in Dallas, San Francisco, Denver, Seattle, and Fort Lauderdale. / www.liteinc.com www.dataprose.com a3offal Exli)BIT rat PAGE s22-- OF Fj INCODE Selects DataProse° Billing Solutions as Exclusive Provider of Statement Print and Mail Lubbock, TX, February 2008 — Tyler Technologies I INCODE Division chose DataProse Billing CSolutions as its exclusive provider of billing statement services. Tyler Technologies' INCODE Division is a software development and services company providing i technology solutions to local governments, authorities and utilities. DataProse has been a Tyler Technologies partner for over seven years and offers high -quality print and mail services as well as online bill presentment and payment, complementing Tyler's philosophy of providing exceptional client services, "DataProse's expertise in statement print and mail and online bill output and payment services offers our clients a more convenient and cost-effective method of statement distribution," according to INCODE President, Dustin Womble, "DataProse has demonstrated attention -to -detail and an obsession with quality which are valuable assets for our existing and future clients." �! DataProse President Glenn Carter adds, "INCODE's ease -of -use and extensive capabilities, combined with DataProse's printing and statement distribution expertise gives clients tremendous flexibility In managing their utility statements. Our user-friendly and cost-effective printing and I online billing and payment services provide users with added value and flexibility, Additionally, our ' close relationship with INCODE means clients don't have to worry about system compatibility." F *Tyler Technologies is a leading supplier of integrated, end -to -end information management ' solutions and services to local governments. Headquartered in Dallas, TX, It provides software and professional IT services to more than 6,000 local government offices throughout all 50 states, Canada, Puerto Rico and the United Kingdom. After nearly 20 years of business, Tyler Technologies is now the largest company supporting clients with consulting, network design and management, Installation, conversloni customization, training, and ongoing support, —DataProse Billing Solutions, headquartered-irr-Oxnard; eA; offersthe DP-Gov8i//Sf"-sulte-services------ — — — — including streamlined utility billing, personal and property tax statements, appraisal notices, Il collection letters and other personalized communications. DataProse provides effective print mail J and online payment services that reduce bill payer errors and questions, ultimately improvi�g collection efforts. li " Contact; Alan Denton, V,P, of Marketing DataProse, Inc. 1451 N. Rice Oxnard, CA 93030 (888)214-6680 a www.dataprose.com EXHIBIT {� PACE L--)-��_4__ �i DocumentTRle: For Immediate Release t ; l:�.0 l 1CJ J l• press reiease.doc � Stnnrur Stntetnenu 0) fleltcr fiuufis STW AND DATAPROSE FORM STRATEGIC PARTNERSHIP TO PROVIDE 'UTILITY PRINTING & MAILING SERVICES t_) n Grapevine, Texas and Dallas, TX — July 1, 2000 — STW, Inc., a leading developer Lof software for municipal governments, today announced their partnership with DataProse, Inc. to provide utility statement printing services. "DataProse's expertise in 1 statement printing and mailing provides our clients a more convenient and cost-effective way to distribute their billing statements," according to STW President David Johnson. "DataProse has demonstrated the technical understanding of the utility market that will compliment and serve our clients well. This will be a valuable asset to our existing and future clients." i� l_1 According to DataProse President Glenn Carter, "STW's ease -of -use and extensive It capabilities, combined with DataProse's printing and distribution expertise, gives clients tremendous flexibility In managing their utility statements, Our close relationship with STW means that clients don't have to worry about system compatibility. It makes L.J outsourcing a more logical choice." n LJ P. IJ F' i DATAPRosE, INcORFORATEO r, : .._i About: STW, Inc. Grapevine, Texas based STW, Inc., develops, Implements, and supports software and computer systems for municipal governments. SNV currently has over 50 software installations. More information please call: 817-329-1711 About DataProse, Inc. Ventura, California based DataProse, Inc., founded in 199D by Glenn Carter and Kinko's founder Paul Orfalea, specializes In database management and variable -data printing and mailing for customized bill presentment, commercial direct mail, and non-profit fundraising. DataProse has production and distribution facilities in Dallas and Ventura, as well as sales offices in Dallas, San Francisco, Seattle, and Fort Lauderdale. For more information, please call 800-876-5015 or visit the website at www.dataDrose.com. EXHIBIT PAGEaL OF 37 I, i L� p DA.�T;-,,,ry,Se• Document Title: For Immediate Release .!!££"JJ �� ((JJJII.• Press release.doc 3nartrr5mci�eniz i01 13encrttrsidc� rij t 1 STW AND D,A.TAPROSE FORM STRATEGIC PARTNERSHIP TO r� PROVIDE UTILITY PRINTING & MAILING SERVICES Contacts: j� 51W,Inc. ' David Johnson President 817-329-1711 DataProse, Inc. Glenn Carter President Pi 800-927-7634 L.1 1 DATAPROsE,IMCORPORAMD i 1 EXHIBIT� PAGE s22 OF �/� j DataProsem Renews Environmental Commitment by Replenishing Forests Ravaged by Wildfires r-� Oxnard, CA March 29, 2007 -- DataProse, a leading provider of billing statements for s utility companies and personalized fundraising mail for non-profit organizations, announces its renewed effort to improve the environment through an additional contribution to American Forests, the country's oldest nonprofit conservation organization. DataProse, through American Forests' Wildfire ReLeaf program, will plant r trees on their clients' behalf to provide habitat for wildlife, and help clean our air, land and water. American Forests' Global ReLeaf initiative is one of the biggest, most effective environmental movements. in the United States and around the world. Based in Washington, DC, American Forests helps people plant and care for trees in order to restore the ecosystem and build healthier communities. .� i j The original idea for DataProse to plant trees came from the VP of Operations Fred Fleet back in 2001. "We are heavy paper.users and we have a special obligation to replenish those resources," stated Mr. Fleet. "For every mailing we send, DataProse } and American Forests can plant trees in forests that have been damaged by either natural causes or human abuse. We're very excited about our renewed relationship with American Forests and look forward to what we can do together in the future." According to DataProse President, Glenn Carter "Most of our billing clients, including many water and power utilities, are very aware of natural resource management issues. They recognize the long-term global benefits of programs such as this. We have a heightened sense of responsibility to begin with, and we can minimize the environmental impacts of our clients' mail programs with the help of American Forests," r- DataProse Billing Solutions uses state-of-the-art technology to present billing statements for finance, utility and telecommunications companies, on the web or i..t through the mail. DataProse maintains secure production facilities in Dallas, Texas and Oxnard, California. [- � __ —' ^ Another division of`the ccompany, DataPr6Te-Dtrect,-specializes-in -high ly-personalized— — — — — donor and member acquisition campaigns and renewal appeals for universities, hospitals, arts and cultural organizations, and national community services . organizations. For every dollar donated by DataProse, American Forests plants a tree in a forest L; damaged by wildfire. They have planted trees in over 500 projects in every state and territory in America, as well as 21 countries worldwide. . �7ni�ay EXHIBIT 3 PAGE �-1(,2 of About American Forests American Forests 910 17TH ST. NW, Suite 600 Washington, DC 20006 PH: 202/955-4500 FAX: 202/955-4588 www.americanforests.ora About DataProse DataProse, Inc. founded in 1990, is a leading provider of direct mail and billing statement services to municipal and private utility companies, financial services, retailers, telecommunications, healthcare providers and higher education. DataProse. produces and distributes mission -critical documents for over 600 clients across the country. The company operates production facilities in Oxnard, California and Dallas, Texas, as well as sales offices throughout Arizona, California, Texas and Washington. Contact: Alan Denton, VR of Marketing (805) 278-7433 adenton()datar)rose.com www.dataK)rc)se.com i FXHIBIT "/J PAGE.2.7�OF-��L r AMAprQS(2r i; A ',it Company +� News Release DataProse Joins the Enterprise Rent-A-Car, 50 Million Tree Pledge to Replenish Forests Oxnard, CA (February 20, 2008) -- DataProse, a CSG Company is dedicated to being a socially -conscious, ri corporate citizen by replenishing more natural resources than it uses in its printing and mailing services. At the cornerstone of its program, DataProse has joined the Enterprise Rent-A-Car, 50 Million Tree Pledge that is dedicated to planting one million trees per year for the next 50 years. Enterprise made l J this donation to the Arbor Day Foundation which will manage the tree planting program. DataProse also contributes to Penny Pines and American Forests, two nonprofit programs focused on reforestation. Penny Pines is administered by the National Garden Club which works with the USDA l� Forest Service. Penny Pines plants trees in forests across the U.S. in any state that the donor designates. American Forests, having been formed in 1875, is the oldest nonprofit citizens' conservation !r, organization in the U.S. Healthy forests are essential to the well-being of the environment as they filter water, remove air pollution, sequester carbon, and provide homes for wildlife. Wild fires, clear -cutting, timber harvesting and irresponsible forest management have had a catastrophic impact on the world's forests. For these reasons, DataProse is committed to being part of the solution of forest replenishment. r DataProse commits to plant nearly 35,000 trees in 2008. To put this in perspective, New York's Central U Park has 25,000trees; therefore, DataProse will plant more than 1.3 Central Parks this year alone. I According to Glenn Carter, Vice President of DataProse, a CSG Company, "We feel a social obligation to replenish the natural resources that we use In the course of our operation. It's important to us as a company and to our current and prospective clients. We believe without reservation that it's the right . 1 thing to do. We invite others, individuals and businesses, to join us in helping to protect our environment." J In addition to its donation program, DataProse uses recycled paper and envelopes and recycles waste material to minimize environmental impact. About DataProse uLJ---------DataProse,—Inc.; founded -in 1990,—is-a-leading prQvider_o.f-dir_ect-ma!Land.billing-stateme-nt_saL ces` DataProse provides billing statement design, print, mail and electronic presentment and payment for municipal and private utility, financial services, cable, telecommunications and waste management I� companies. DataProse renders direct mail fundralsing and membership acquisition services for nonprofit J organizations in the healthcare, higher education, zoos and aquariums, and social/cultural market 1 segments. LI Integrated with CSG Systems, DataProse produces and distributes mission -critical documents for over 600 clients across the country. The company operates production facilities in Oxnard, CA, Dallas, TX, Li Omaha, NE, Tallahassee, fL and Fairfield, NJ as well as sales offices throughout the country. C Ii EXHIBIT '1 PA+GE:� OF,5/ Contact: Alan Denton, Executive Director, Marketing (ass) 214-6680 alan_denton@csgsystems.com www.dataprose.com About Arbor Dav Foundation The Arbor Day Foundation is a nonprofit conservation organization of nearly one million members, with a mission to Inspire people to plant, nurture, and celebrate trees. More information on the Foundation and Its programs can be found at www.arborday.orp. About American Forests American Forests is a world leader in planting trees for environmental restoration, a pioneer in the science and practice of urban forestry, and a primary communicator of the benefits of trees and forests. American Forests is the nation's oldest nonprofit citizens' conservation organization. Citizens concerned about the waste and abuse of the nation's forests founded American Forests in 1875. The organization is proud of its historic roots in the development of America's conservation movement and proud of the new approaches the organization has developed to help people improve the environment in the 22't century. www.americanforests.ore, About Pennv Pines Penny Pines is a reforestation/forest education program administered by National Garden Clubs, Inc. in conjunction with the USDA Forest Service and state foresters throughout the-U.S. and its territories. National Garden Clubs Inc. is a not -For -profit organization. With more than 209,000 members and 6,300 member clubs across the U.S., the NGC is the largest -volunteer organization of its type in the world. Founded in 1929, the NGC offers extensive educational programs and resources to promote gardening and environmental responsibility. The NGC Is headquartered in St. Louis, MO., adjacent to the world- famous Missouri Botanical Garden. www.gardenclub.com #4# ,Oruq EXHIBIT '"� t Attachment "A" CLIENT WORK HISTORY Vendor is to list up to three contracts approximately the same scope and size during the past three years. 1. Client Name: City of Piano Contact Name: Mark israelson Phone.Number: (972) 941-6112 Dates of Service: 2000 - Current Brief description of service provided: Statement Printing & Mailing 2. Client Name: City of Frisco Contact Name: Angela Fair Phone Number: (972) 292-5525 Dates of Service: 2002 - Current Brief description of service provided: Statement Printing '& Mailing 3. Client Name: City of Allen Contact Name: Kathy Chamberlain Phone Number: (214) 509-4561 Dates of Service: 2008 - Current Brief description of service provided: Statement Printing & Mailing Pao K$ q 14 EXHIBIT J� PAGE OF ZI CITY OF PLANO COMPETITIVE SEALED PROPASAL NO.2009.66-C CSP—UTILITY BILL PRINTING AND MAILING SERVICE THIS FORM MUST BE THE LAST PAGE OF YOUR BID PACKET. Vendor Acknowledgment Form The undersigned hereby certifies that he/she understands the specifications, has read the document in its entirety and that the prices submitted in this offering have been carefully reviewed and are submitted as correct and final. Vendor further certifies and agrees to furnish any or all produclslservices upon which prices are extended at the price offered, and upon conditions contained in the specifications of the Invitation for Offer. The following information must be filled out in its entirety for your quote to be considered: Company Name: DCi (i i C SC`' , A L 5 C, L o t„` �o,," q Address of Principal Place of Business: tiZ-L W 5a-4-itJ (24_ Phone/Fax of Principal Place of Business: 40-30t--[ qy 6 On 2 - '-1 2-- Address, Phone/Fax Number of Majority Owner Principal Place of Business: E-mail Address of Representative: L� f e 2—CO. Authorized Representative: W U)"''''`-' ` 1% 9 1 I o i Name V ate Title k r11-- w 1� Acknowledgement of Addenda: 0 f __ �#7N" #3%_#4��7 29 a3 al'faY EXHIBIT j PAGE OFj F1, Fil F'113 1 P'll F11 ri� L1 n Pi ti LJ L City of Piano Insurance Requirements Reauirements Contractors performing work on City property or public right-of-way for the City of Piano shall provide the City a certificate of insurance evidencing the coverages and coverage provisions identified herein. Contractors shall provide the City evidence that all subcontractors performing work on the project have the same types and amounts of coverages as required herein or that the subcontractors are included under the contractor's policy, The City, at its own discretion, may require a certified copy of the policy. All insurance companies and coversEes must be authorized by the Texas Department of Insurance to transact business in the State of Texas and must be acceptable to fire City of Piano, Listed below are the types and amounts of insurance required, .The City reserves the right to amend or require additional types and amounts of coverages or provisions depending on the nature of the work, Tvpe oflnsurance 1. Commercial General (Public) Liability to include coveraee for, a) Premises/Operations b) Products/Completed Operations c) Independent Contractors d) Personal Injury e) Contractual Liability . 1. Business Auto Liability Workers' Compensation & Emplovers' Liability Amount of Insurance Provisions $500,000 each occurrence, City AND CITY'S $1,000,000 general aggregate; CONSULTANT to be listed as additional insured and Or provided 30-day notice of cancellation or material $1,000,000 combined single change in coverage, limits City prefers that insurer be rated B+VI or higher by A.M, Best or A or higher by Standard & Poors As required bx State of Texas Statutory Limits City AND City's $100,000 each accident CONSULTANT to be provided a waiver of subregatior, Questions regarding this insurance should be directed to the City of Plano Purchasing Department at (972) 941-7557 A PURCHASE ORDER WILL NOT BE ISSUED WITHOUT EVIDENCE OF INSURANCE, F' LJ a3o f,� a� L EXHIBIT C 20 PAGE OF . OTHER A - Property #3578-87-28 - Effective:11/30/09-11/30/10 Blanket Limits: • Personal Property - $69,606,130 • EDP - $42,468,623 • Business Income/Extra Expense - $19,797,249 B - Computer Errors & Omissions #HUTMT23175349 - Effective:11/30/09-11/30/10 $2,000,000 per Claim/$2,000,000 per Aggregate Miscellaneous Attachment: M452242 Master ID: 1313797 Page 1 of 2 City of Fort Worth, Texas Mayor and Council Communication COUNCIL ACTION: Approved on 12/15/2009 DATE: Tuesday, December 15, 2009 LOG NAME: 13P09-0269DATAPROSEAG SUBJECT: REFERENCE NO.: P-11072 Authorize a Contract with Data Prose, Inc., to Provide Utility Bill Printing and Mailing Services Utilizing a Cooperative Purchasing Agreement Between the City of Plano and the City of Fort Worth for the Water Department for an Amount Up to $1,837,411.00 RECOMMENDATION: It is recommended that the City Council authorize a Contract with Data Prose, Inc., to provide utility bill printing and mailing services for an utilizing a cooperative purchasing agreement between the City of Plano and the City of Fort Worth for the Water Department for an amount up to $1,837,411.00, with payments due 30 days from receipt of invoices. DISCUSSION: The Water Department has evaluated the use of a third party to produce monthly utility billing statements for customers. The Water Department produces approximately 2.8 million utility billing statements and 800,000 delinquency letters annually. Authorization of this Contract will allow the transfer of production of utility billing statements and delinquency letters from the Water Department to a third party dedicated to utility bill production and delivery while ensuring compliance with changing United States Postal Service (USPS) regulations and postage charge increases. During the development of the Fiscal Year 2010 budget, the Water Department recommended outsourcing of the bill print function. Upon adoption of the Budget, the department reviewed the most effective methods of selecting a third party vendor that would meet all the specifications related to the Sungard Public Sector billing system currently in place to produce monthly utility bills and letters. It is estimated that the Water Department will spend $1,837,411 over a 12-month period for these services. Of that amount, $1,226,768 will be spent on postage. This includes projected increases in the number of customer accounts. The cost of the bill production and mailing contract will be offset by the $1.74 million in costs currently incurred by the City for printing, postage, supplies, and maintenance of the bill printers required to produce billing statements and delinquency letters internally. That includes approximately $90,240.00 in personnel -related costs, eliminating the long-term cost of staffing to support bill production operations. The City of Plano currently contracts with Data Prose, Inc., to produce and deliver monthly bills and uses the same Sungard Public Sector billing system as the City of Fort Worth. The City of Fort Worth can utilize the City of Plano's contract to receive the benefit of an already established vendor, selected through a competitive proposal process. The Water Department certifies that the services provided under City of Plano's Contract No. 2009-66-C meet the City of Fort Worth's requirements. 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. 2009-66-C was competitively bid to increase and simplify the purchasing power of local government entities. PRICE ANALYSIS - The City of Fort Worth has no purchase history for this type of service. The Water http://apps.cfwnet.org/ecounciUprintmc.asp?id=12865&print-true&DocType=Print 1/27/2010 ,,b �Fv -fir Paget ot2 Department's utility bill printing and mailing services were handled in-house by City staff. The pricing was obtained from City of Plano's Contract with Data Prose, Inc., reference City of Plano's Competitive Sealed Bid No. 2009-66-C. Overall, the pricing is considered fair and reasonable. M/WBE - A waiver of the goal for M/WBE subcontracting requirements was requested by the Purchasing Division and approved by the M/WBE Office because the purchase of goods or services is from sources where subcontracting or supplier opportunities are negligible. ADMINISTRATIVE INCREASE — An administrative increase or change order for this Contract may be made by the City Manager, or his designee, for an amount up to $25,000.00 and does not require specific City Council approval so long as sufficient funds have been appropriated. AGREEMENT TERMS — This Contract shall begin upon City Council's approval and execution of the Contract and shall expire October 26, 2010, to coincide with the expiration date of the City of Plano's Contract No. 2009-66-C. RENEWAL OPTIONS — This Contract may be renewed for up to four additional one year terms at the City's option, in accordance with 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 Financial Management Services Director certifies that funds are available in the current operating budget, as appropriated, of the Water and Sewer Fund. BQN\09-0269\AMG FUND CENTERS: TO Fund/Account/Centers FROM Fund/Account/Centers PE45 539120 0604003 $918.705.50 PE45 539120 0704003 $918.705.50 CERTIFICATIONS: Submitted for Pity Manager's_ Office by: Karen Montgomery (6222) Oriqinatinq Department Head: Lena Ellis (8517) Jack Dale (8357) Additional Information Contact: Angela Gonzales (7648) ATTACHMENTS 1. funding pdf (CFW Internal) 2. MWBE.Waiver.09-0269._D_ata Prose.pdf (CFW Internal) 3. Water Dept Notification. msg (CFW Intemal) http://apps.cfwnet.org/ecouncil/printmc.asp?id=12865&print=true&DocType=Print 1/27/2010 5 �r FoRT WORTH SPECIFICATIONS..� ac 1NT AND •• CONTRACT DOCUMENTS ;r *�„4• FOR CITY SECRETARY V .. CITY SECRETARY D.O.E. FILE PROJECT NAME CONTRACT NO. ��c111 GREENWAY PARK ROAD AND PARKING LOT IMPROVEMENTS i� CONTRACTOR'S BONDING CO. PROJECT NUMBER CONSTRUCTION'S COPY C200 / 541600 / 802370029480 .. C282 / 541600 / 802370029480 CLIENT DEPARTMENT r. D.O.E. NO. 6244 IN THE CITY OF FORT WORTH .. TEXAS MICHAEL A. MONCRIEF DALE A. FISSELER, P.E. MAYOR CITY MANAGER no w w mi 0 RICHARD ZAVALA, DIRECTOR PARKS AND COMMUNITY SERVICES DEPARTMENT PARKS AND COMMUNITY SERVICES DEPARTMENT PLANNING AND RESOURCE MANAGEMENT DIVISION, a @��c, •°F•00..0 � �P.• •00 �C e e FUNDING OF PROJECT BY j �� „e.•..•......e......uRN CITY OF FORT WORTH e••}{�`YNN HI��,•e..; 2004 CAPITAL IMPROVEMENT PROGRAM �� GAS REVENUE FUNDS �.� 55591 .� DULY 2009 �o^ems t/ •ibis OFFICIAL RJETARY CITY SECR FT. WORT ZIP II!_ NEEL—SCHAFFER = Solutions you can build upon Texas Reg. No. F — 2697 M&C Review t Page 1 of CITY COUNCIL AGENDA Official site of the City of Fort Worth, Texas FORT NVoRm COUNCIL ACTION: Approved on 12/15/2009 - Ord. No. 18974-12-2009 DATE: 12/15/2009 REFERENCE NO.: **C-23990 LOG NAME: 80GREENWAY-MCC CODE: C TYPE: CONSENT PUBLIC NO NO SUBJECT: Authorize a Contract in the Amount of $273,756.00 with McClendon Construction Company, Inc., for Greenway Park Road and Parking Improvements and Adopt Appropriation Ordinance RECOMMENDATION: It is recommended that the City Council: 1. Adopt the attached appropriation ordinance increasing estimated receipts and appropriations by $35,306.10 in the Park Gas Lease Project Fund from Gas Well Pipeline Easement Revenues; 2. Authorize the City Manager to execute a contract with McClendon Construction Company, Inc., in the amount of $273,756.00 for Road and Parking Lot Improvements at Greenway Park. DISCUSSION: The purpose of this M&C is to authorize the award of a construction contract for road and parking improvements at Greenway Park. The 2004 Capital Improvement Bond Program (2004 CIP) allocated $306,000.00 for roadway and parking improvements at Greenway Park. In addition, gas lease bonus funds and fees collected from gas pipeline license agreements have been allocated for Greenway Park in the amount of $237,883.67 (M&C L-16142 and L-14536). The total of all funds available for improvements to Greenway Park amount to $543,BB3.67. On November 11, 2008, (M&C C-22071) the City Council authorized the City Manager to execute a contract with Neel -Schaffer, Inc., in the amount of $57,015.00 for the development of construction documents for road and parking improvements (City Secretary Contract No. 36715). The design contract has been administratively amended adding $1,000.00 for additional survey work, thus increasing the total contract amount to $58,015.00. This project was advertised for bid on July 3, 2009, and August 6, 2009, in the Fort Worth Star- Telearam. On August 20, 2009, the following bids were received: BIDDERS BASE BID McClendon Construction Company, Inc. $273,756.00 Jackson Construction, Ltd. $278,656.00 AUI Contractors, Inc. $314,625.00 Advanced Paving $320,026.25 JRJ Paving, LP $324,011.15 Cates, Courtney and Roebuck, Inc. $338,733.50 Northstar Construction, Inc. $340,635.00 Ed A. Wilson, Inc. $359,245.00 Ratliff Hardscape, Ltd. $449,849.77 It is recommended that the base bid in the amount of $273,756.00, as submitted by McClendon Construction Company, Inc., be approved for award of contract. The contract time is 50 working days. http://apps.cfwnet. org/council_packetlmc_review.asp?ID=12459&councildate=12/ 15/2009 2/2/2010 M&C Review Page 2 of In addition to the contract costs, associated contingency funding for construction inspection and administration total $24,108.76. There will be no impact on the annual maintenance budget associated with this project. The project consultant's estimated construction cost totaled approximately $407,000.00. However, due to local economic conditions, bids received were much lower than expected. As a result, upon completion of phase improvements remaining project funds will be used for design and construction of a second phase of parking improvements. M/WBE — McClendon Construction Company, Inc., is in compliance with the City's M/WBE Ordinance by committing to 21 percent M/WBE participation. The City's goal on this project is 15 percent. Construction is anticipated to commence in December 2009, and be completed in March 2010. Greenway Park is located in COUNCIL DISTRICT 2. FISCAL INFORMATION/CERTIFICATION: The Financial Management Services Director certifies that upon approval of the above recommendations and adoption of the attached appropriation ordinances, funds will be available in the current capital budget, as appropriated, of the Park Gas Lease Project Fund. TO Fund/Account/Centers (1) C282 446300 801929990100 $35,306.10 (1) C282 541600 801929990100 $35,306.10 Submitted for Citv Manaaer's Office bv: Oriainatina Department Head: Additional Information Contact: ATTACHMENTS 80GREENWAY-MCC Ordinance.doc FROM Fund/Account/Centers l2) $35.867.33 C200 541600 802370029480 �2) $237.888.67 C282 541600 802370029480 Charles Daniels (6183) Richard Zavala (5704) Carlos Gonzalez (5734) http://apps.cfwnet.org/council_packetlmc_review.asp?ID=12459&councildate=12/ 15/2009 2/2/2010 .r 08/14/09 08:49 FAX 871 5724 CITY OF FT WORTH 002/009 ADDENDUM #1 Greenway Park Road and Parking Lot Improvements C200 / 541600 f 802370029480 C282 / 541600 / 802370029480 DOE# 6244 August 13, 2009 TO ALL BIDDERS: Please attach to your specifications_ This addendum is hereby made a part of the Contract Documents and is issued to modify explain or correct the original drawings and/or project manual. REFER TO SPECIFICATIONS AND CONTRACT DOCUMENTS MANUAL A. The removal, storing, furnishing (if necessary) and placement of Topsoil shall be in accordance with Item 302 `Topsoil"— Section 02300 — Earthworm, and shall be subsidiary to the pay items for "Site Preparation", "Seeding" and "Sodding". B. The "Sidewalk Bridge" located south of the Handicap Panting area shall be paid _ for by the square yard (S�) as "6" Reinforced Concrete Flume". The revised pay quantity for I " Reinforced Concrete Flume" is 8 square yards. C. The pay item for "8" Reinforced Concrete Pavement" is being deleted. TxDOT has agreed that the paving on the TxDOT Right -of -Way shall be 7"Reinforced Concrete Pavement" The approximate quantity for "8" Reinforced Concrete Pavement" is 0.0. The revised quantity for "7" Reinforced Concrete Pavement" is 748 square yards. Bidders are reminded that concrete in the TxDOT right-of-way shall be 5 / sack cement and 3600 psi comprehensive strength at 28 days and rebars shall have 100% ties and be 44 bars on 18" centers, all ways. There shall be a construction joint in the 7" pavement at the TxDOT right-of-way line. D. The revised quantity for "Flex Base -- 2' x 6" Shoulder" shall be 180 LF. E. Bidders shall use the revised attached Bid Proposal to submit bids. we END OF ADDENDUM # 1 Bid Opening Date: August 20, 2009 Acknowle h� rec7,Projiect is Addendum on your Proposal. By: w Carlos Gonza Manager Release Date: August 13, 2009 08/14/09 08:49 FAX 871 5724 CITY OF FT ►FORTH Z003/009 PROPOSAL TO: Mr. Dale A_ Fisseler, P.E. City Manager Fort Worth, Texas FOR: Road and Parking Lot Improvements at Greenway Park C200 1541600 1802370029480 DOE NO. 6244 C20216416001802370029480 Pursuant to the foregoing "Notice to Bldders,'the undersigned has thoroughly examined the plans, specifications, and the site. understands the amount of work to be done, and hereby proposes to do all the work and furnish all labor, equipment, and materials necessary to fully complete all the work as provided In the plans and specifications. and subject to the inspeulon and approval of the Parks and Community Services Department Director ofthe City of Fort Worth. The "approximate quantity" category Is for information purposes only. The Contractor shall be paid on the basis of actual installed quantities on non lump sum Items. Additionally, the Contractor shall be aware that the Proposal contains both Lump Sum and Unit Price items. If the lowest bid racalved exceede the funds budgeted for the project, the City reserves the right to decrease the quantities contained in any line Item or to eliminate any spe0c line items before award of the contract in order to bring the work within budget. By submitting a bid, the bidder acknowledges the City's right to adjust or eliminate fine items prior to the award of contract Further, by submitting a bid, the bidder agrees to honor each line item bid price without recourse to the City In the event line items are adjusted or eliminated. Upon acceptance of thie proposal by the City Council, the bidder Is bound 10 execute a contract and furnish, If applicable, Performance, Payment, and Maintenance Bonds approved by the City of Fort Worth for performing and completing the said work within the time stated and for the following sums, to wit: PAY APPRdX UNIT 0EBCRfPTId1M T�F fld UAT 40TAL ITEM ❑Ty - PRICE WRITTS-N IN WORDS PRICE _ _.A► PUNT BID BASE BID UNIT ONE - GREENWAY PARK 1. 1 LS Mobilization (See 5pedficaW Rpm for) Dollars & - Cents per LS $ $ 2. 1 LS Demolition, Clearing And Grubbing (See Sheet 3 of 28; Scebw 02200A of this dvcumenf; ' pe*Wradbn Itams 102 and 104) Dollars & Cents per LS $ $ 3. 1 LS Stormwater Pollution Prevention Plan and Erosion Control Implementation (See VmufS 2, 15 trod 16 of26) j' Dollars & Cents per LS S g 4. 1 LS Traffic Control Plan and Implementation (Sea Sheets 19 rhry 26; 'Sped50a&m stern 624) Dollars & Cents per LS $ $ 5. 1 LS Miscellaneous Excavation, Fill, Grading and Cleanup (Soo Sheets 4, 5. It end 8 of 26; Section 02300A ofrhls documminr) Dollars & Cents per LS S $ 5pagntston dam Number found in Ina Ga of Pun WOrlh &andald SpedficMi01?'+ ra 5veet and 5twm Dann conatuut w PROPOSAL 7 08/14/09 08:50 FAX 871 5724 CITY OF FT WORTH 004/009 PAY APPROX UNIT DESCRIPTION OF ITEMS WITH BID UNIT TOTAL ITEM OTY PLACE WRITTEN IN WORDS PRICE _ _ _. ILM9UN7 IP 6. 630 LF Trencn Safety (ForSkfmWain IrsmMaf w l Dollars & Cents per LF S $ 7, 3,790 SY 6" Reinforced Concrete Pavement (See Sfwht 4 and 5 of 26; *Spearicabbn ROM 314) Dollars & Cents per SY $ $ 9- 74B SY 7" Reinforced Concrete Pavement (See Sheet 4 or 20: Item Ho of Texas DepeAment of TrwWodatkm Standarl Speorxatkm for -P'W(UdW and Mainkr ou to u Highways, Stroats, and B6dgcz'SpedfkaWn Item 214) Dollars 8 Cents per SY S $ B. 0 SY 6" Reinforced Concrete Pavement (See Sheet 4 or 26; Item 360 of TCOS r]aparbnent of Trsnspodaabn Standard SpPoTmallons for Conshvdion and Marnienance or Highways. Streets, and Brtdpea; ' Spe0*afion Item 914) Dollars & Cents per SY $ $ 10. 1,420 LF 6" x 6" Add -On Concrete Curb (Sue Shrers 4 and of 26; -Specirration item 502) Dollars & Cents per LF $ _ S 11. a SY 6" Reinforced Concrete Flume (See Sheets 4 and 5 of 2e; 'Specncsuon Item 3}4) Dollars a Cents per 5Y $ S 12. 91 SY 5" Reinforced Concrete Sidewalk (Sea Shoots e, 13 and 14 of 26; 'Spec*,4ipn item 504) Dollars & Cents per SY $ S 13, 8 5Y Remove and Replace 5" Reinforced Conerele Sidewalk (See Sheet A of 76; "Spedficalion Item 104) Dollars & Cents per 5Y S $ 14_ 20 5Y 5" Reinforced Concrete Median (See Street 4 of 26; lspo &M oa Item 312) Dollars & Cents per 5Y $ $ Spadrot"on Iwm Nurnnar found in Ue CIty of Fan Worth StanUto apaottl%ilk)ns Ior3hae4 en4 Slam OrsYn CaMRINon PROPOSAL 2 08/14/09 08:50 FAX 871 5724 CITY OF FT WORTH 0 005/009 PAY AOROX UNIT DESCRIPTION OF ITEM$ WITH BID UNIT TOTAL ITEM ,Q-rY LwORDs —,�F �T BID�N 15, 180 LF Flex Base - 2' x 6" Shoulder (See ShoW 5 of 26;'Spea(watiw+ hem 20) Dollars & _ Cents per LF S S 16. 4,890 SY Lime Treatment - Existing Material (6 inch - 30 LB)SY) (See Sheet 10 of26; •Spec*atian Item& 204 and 210) Dollars & Cents per SY 5 $ 17. 101 LF 12" Schedule 40 PVC Pipe for Storm Drainage (Sea Sheet a of 26) Dollars $ Cents per LF $ S 4• is. 288 LF 21" RCP Culvert Pipe (See SAWS 7 and 6 of 26; •Spedf align Item 440) ' Dollars $ Cents per LF $ _ $ 19. 224 LF 24" RCP Culvert Pipe s (See Sheet 7 o(26; •Spodscafion Item 440) Dollars $ Cents per LF S $ 20, 1 EA 24" Sloping Reinforced Concrete Headwall (See Sheet 7 of 26; Section 03300 of INS document •Spac,&afian Itom 406) r Dollars $ _ Cents per EA $ $ 21. 3 E-A 30" x 30" Surface Grate Inlet (See Shaer a of 26; SM*n 03300 of INS document, -Spw0k.,tbn Item 405) Dollars & Cents per EA 5 5 22. 1 FA Slandard 10' Curb Inlet (SeaSheer 7 M 26; Seddon 03300 of Kris doaunenl; •SpecMfcedon ttsm 406) Dollars & Cents per EA $ $ 23. 1 EA Connect to Existing Area Prain (See Sheer 5 of 26) ... Dollars & Cents per EA $ $ • Spedr�caYan INm NWlber round In me Gb of Fan worm etorbird 5pedfiwfiax let etraal one Sloan Drnin GMlrtacllen MIRMn, 3 08/14/09 08:50 FAX 871 5724 CITY OF FT WORTH 16006/009 PAY APPROX UNIT DESCRIPTION OF ITEW WITH BID UNIT TOTAL ITEM .0Ty PRICE WRITTEN IN WORDS _ _PRICE _ AMOUNT BID 24. 10 TN Hot Mix Asphalt for Tie -Ins (see Sheet 5 of 20;-SOadlcadon Item 212) �, -- Dollars & Cents per TN $ $ 25. 1 EA 5 Foot Square Manhole (Sae Sheet 6 of 26;-gpedrearton Nam 444 and 450) Dollars S Cents per EA $ $ 26. 1 EA Furnish and Install Project Sign - per specifications (Sea Prod sign Designation offh4 documeng Dollars & Cents per EA S $ 27. 8,000 SY Seeding - per specifications (See Sheela 7 and 9 of 26; Section 02930 of tMe document,, Sjxdffca6an Ifem 120) — Dollars & Cents per SY $ $ 28, 400 SY Sodding - per spWficatlons (See Sheets 7 and 9 of 26. Seam 02640 df thl8 document 'Specification Item 119) - Dollars & Cents per SY $ $ 29. 120 LF 3" PVC Schedule 40 Conduit y (See Sheets d, and 13 020;-Specdbafan Item 522) Dollars & — Cents per LF $ $ 30. 4 EA 12"x 5"x 6' Concrete Wheel Stops (See Sheet 13 and 14 of 26) Dollars & Cents per EA $ $ 31. 2,100 LF Striping - Hot Applied Thermoplastic Reflective Pavement Markings -100 MIL - 4' White W/ Type if Beads (TxDOT DMS 8220) (Beads - TxDOT DMS 8290) (see Sheets 13 and 14 of 26) — Dollars & Cents per LF $ $ 32. 200 LF Striping - Hot Applied Thennoplastle Reflective Pavement Markings -100 MIL - 4' Yellow WI Type 11 Beads (TxDOT DMS 8220) (Beads -TxDOT DMS 8290) (sea Sheets 13 or 26) Dollars & Cents per LF $ $ • spedri ;a6m Hem Numlr kund In Inc Gy of Foil WOI6M 51MUrd 8pe itImtk m for Steel and Sprm Crtln Conwwlion PROPO3AL 4 08/14/09 08:51 FAX 871 5724 CITY OF FT WORTH 2 007/009 PAY APPROX UNIT DE$C�� ITEM _QTY PRICE VlrRfTTEN IN WORDS PRICE AMOUNT BID 33. 5 EA Hot Applied Thermoplastic Reflective Pavement Markings ADA Symbol W/ Type II Beads -100 MIL - (TxDOT DMS 8220) (Beads - TxDOT DMS 8290) fSce Sheets 13 offd 14 OF 26) Dollars & Cents per FA S $ r 34, 2 EA Hot Applied Thernoplasllc Reflective Pavement Markings Straight Ahead Arrow W/ Type 11 Beads - 100 MIL - (TxDOT DMS 8220) (Beads - TxDOT DMS 8290) (8co Sheet 13 0126) Dollars & Cents per EA $ S " 35. 1 EA Hot Applied Thermoplastic Reflective Pavement Markings Righl Tum Arrow Wl Type II Beads -100 MIL. (TxDOT DMS 8220) (beads - TxDOT DMS 6290) (See Sheet 13 or 26) Dollars & Y Cents per EA S S 36, 3 PEA Hat Applied Thermoplastic Reflective Pavement Markings The Word "Only" W/ Type 11 Beads -100 MIL - (TxDOT DMS a220) (Beads - TxDOT DMS 8290) (See Sheet i3 of 26) Dollars & Cents per EA $ $ s - 37. 5 EA Handicap Parking Sign (,See sheet 14 of 26) Dollars & Cents per EA S S 38. 1 EA Van Accessible Sign With Fine Advisory Panel (See Shah 14 of 26) Dollars & Cents per EA S 39. 2 6A NO Truck Sign (Sex sheers 6 and 13 or 26) .Ir Dollars & Cants per EA S $ 40. 2 Construction Change Allovrance $ $ 20,000.00 TOTAL BASE BID • specirmlim Item Number burnd it I M MY of Fan Wroth Slandefd SpeGMAUans for Sas"t ead 910rm ohm Canelrw en PROPOSAL 5 t� 08/14/09 08:51 FAX 871 5724 CITY OF FT WORTH 048/049 PAY APPROX UNIT bdb>IP-- n-63 OF I T EM WITH 131D UNIT TOTAL. ITEM QTY PRIDE WRITTEN IN WORDS PRICE AMOUNT BID DEDUCT ALTERNATE OMITTING 24 PARKING STALLS & ADDING FLEX BASE SHOULDER 41 A. 480 SY Lime Treatment - Existing Material (6 inch - 30 LB/SY) (See ShacM 4 en0 5 of 26J Dollars & Cents per SY S $ 42A. 434 SY 6" Reinforced Concrete Pavement (See Sheets 4 and 5 er26) Dollars & Cents per SY $ $ 43A. 260 LF 6' x 6' Add -On Concrete Curb (Soo Shm a 4 end 5 CI20) Dollars & a� Cents per LF $ g 44A. 230 LF Flex Base - 2' x 6" Shoulder (Scc Sheets 4 and 5 of 2e) Dollars & —Cents per LF $ $ TOTAL DEDUCT ALTERNATE BID g (Sum of Items 41A, 42A & 43A less Item 44A) TOTAL BASE BID MINUS DEDUCT ALTERNATE 810 $ M ra VNE M spadf -a" Liam Nw"r faun In Ina Cly of Pan Worn aiwxk d Syubfrmreps far 2ML end' n Drain Conetuafo„ PROPoaAL 0 100 - 08/14/09 08:51 FAX 871 5724 CITY OF FT WORTH 009/009 tt� TOTAL BASE BID MINUS ALTERNATE BID It is anticipated that all of the proposed pavement and parking well be constructed, but the parks and Community Services Department may choose to omit the parking Identified on the Plan Sheets as "Alternate Parking". The Deduct Altemate shown above is provided In order that the City may adjust final paving quantIves. a A. This contract issued by an organization that qualifies for exemption pursuant to the provisions of Article 20,04 (F) of the Texas Limited Sales, Exciee and Use Tex Act 13. The Contractor performing this contract may purchase, rant or lease all materials, supplies, equipment used or consumed in the performance of the contract by Issuing to his supplier an exemption certificate In lieu of the tax, said exemption certificate complying with state Comptroller's ruling tax, said exemption certificate complying with State Comptroller's ruling #9"-07. Any such exemption carUflcate issued by the Contractor In lieu of the tax shall be subject to the provisions of the State Comptroller's ruling 0995.09 as amended to be effective October 2, 1988. C. The undersigned assures that Its employees and applicants for employment and those of any labor organ'tzatlon, subcontractor or employment agency in either furnishing or referring employee applicants to the undersigned are not discriminated against as prohibited by the terms of City Ordinance 7278, ss amended by City ordinance 7400 (Fort Worth City Code Sections 13-A-21 through 13-A-29), prohibiting discdminadon in employment practices. D. The undersigned agrees to complete all work covered by these contract documents within Fifty Lso Working pays after the date for commencing work as set forth in the Notice to Proceed to be issued by the Owner and to pay not less than the Federal Wage Rates. E. Within ten (10) days of receipt of notice of accaplance of this bid, the undersigned will execute the format contract and will deliver applicable Surety Bonds for the faithful performance of this contract. The attached deposit check in the sum of Dollars (3 ) Is to become the property Of the City of Fort Worth, tt� Texas, or the attached Bidder's Bond is to be forfetted in the event the contract and applicable bonds are not executed within the time set form, as liquidated damages for delay and additional work caused thereby. F. In case of ambiguity or lack of clearness in stating prices in the Proposal. the City reserves the right to adopt the most advantageous price for construction thereof to the City or to reject the proposal. G. Receipt is hereby acknowledged of the following addenda: No. t No- 2 - No. 3 No. 4 M Respectfully submitted, (Company Name) By (Authorized Signature) Date: Address: Telephone: ( ) - $paclrkaUon item Nw,oer round to the City or Fan wonh Slw.i+rd sp=L1=6w* far $y"t and Slow„ DrWg r..onstrudan PROPOSAL 7 08/19/09 12:17 FAX 871 5724 CITY OF FT WORTH Z 002/003 ADDENDUM #2 -r Greenway Park Road and Parking Lot Improvements C200 / 541600 / 802370029480 C282 / 541600 / 802370029480 •• DOE# 6244 August 19, 2009 .. TO ALL BIDDERS: Please attach to your specifications. This addendum is hereby made a part of the Contract Documents and is issued to modify explain or correct the original drawings and/or project manual. REFER TO SPECIFICATIONS AND CONTRACT DOCUMENTS MANUAL A. Replace Bid Proposal Sheet 5. Refer to Attached (Pay Item No. 40, 9LS) END OF ADDENDUM # 2 Bid Opening Date: August 20, 2009 Acknowledge the receipt,5tNs Addendum on your Proposal, By: - Carlos Gonzal roject Manager Release Date: August 19, 2009 •{