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Home My WebLink AboutContract 39516 ITY CON RACT NO 951 Letter of Intent Between DataProse,Inc. and City of Fort Worth. This Letter of Intent ("LOI") is made by and between DataProse, Inc. ("DataProse") and City of Fort Worth ("City"). This LOI will confirm the parties' intentions and prior discussions regarding City's intent to retain DataProse for the processing and output services for the formatting of raw data for the purposes of long term archival and physical piece mail printing(the"Proposed Transaction"). The parties hereto agree as to the following: 1. Basic Terms of the Proposed Transaction and Interim Arran eg ment. The City seeks to obtain City Council approval to enter into and execute an agreement with DataProse for the Proposed Transaction.. The basic terms of the Proposed Transaction("the Agreement")are anticipated to be similar to those set forth in the City of Plano's contract, attached hereto as Exhibit A, subject to mutually agreed-upon changes, and pursuant to the Texas Government Code Section 791.025. In the event that City's city council does not approve an agreement with DataProse,the parties acknowledge and agree that neither DataProse nor City are obligated to enter into the Agreement. Provided however, in an effort to prepare for the execution of a definitive agreement by City and DataProse,DataProse and City have agreed to an interim arrangement that will allow DataProse to perform essential and necessary development work to ensure a timely start of the Proposed Transaction on behalf of City prior to City entering into such definitive agreement with DataProse (the"Interim Arrangement"). In the event that DataProse and City are not able to negotiate and execute an agreement on or before November 23, 2009, City shall compensate DataProse $3,000 as compensation for its developmental efforts contemplated in the Interim Arrangement. 2. Confidentiality. Any discussions,negotiations and exchange of information between DataProse and City in connection with the Proposed Transactions shall be subject to the terms and conditions of the confidentiality agreement executed between DataProse and City with an effective date of November 10,2009. 3. No Other Proposals. Until the Proposed Transaction is consummated or terminated as provided herein, City nor any of its respective officers and directors shall cause their employees, agents and representatives to, initiate or solicit, directly or indirectly, any inquiries or the making of any proposal with other vendors with respect to any services which are contemplated to be provided by DataProse to City pursuant to the Proposed Transaction. 4. Definitive Agreement;Binding Effect. (a) This LOI does not create, and is not intended to create an offer and acceptance regarding the provision services contemplated by the Proposed Transaction,but is intended to facilitate the preparation, execution and delivery of a definitive agreement containing terms similar to those provided in Exhibit A, subject to mutually agreed-upon changes. Provided however, the Interim Arrangement regarding the provision of development services does create an offer and acceptance. This LOI may be terminated by either party at any time prior to the execution and delivery of the Agreement upon written notice to the other party of its intent to abandon further negotiations; provided however that City shall compensate DataProse for development and setup work in the fixed amount of$3,000.00. (b) Upon execution and delivery of the Agreements, this LOI shall be superseded thereby and the rights and obligations of the parties with respect to the Proposed Transaction shall thereafter be governed by the Agreement. 5. No Other Agreements. The parties agree that as of this date there are no oral or written representations, agreements or understandings concerning the subject matter of this LOI or the transactions contemplated herein. OFFICIAL RECORD CITY SECRETARY `"""0111.1 1 FT. WORTH, TX CONFIDE:NTLV.AND PROM IE EARN INFORNIA I ION FO I'IIF:EXTENT ALLOWED DV LAW -FOR I SE RN ALTHORILED EMPLONTE24 FOR I IIF.PAR HE:S HERE 10 ON IA AND IS NOT FOR GE:N ERA I.DIS'IRIRLTION W ITIIIN OR of rsIDE E COMPANIES 6. Limitation of Liability. In the event that either party should become liable to the other in conducting the activities contemplated in this LOI, neither party will be liable to the other for any indirect, special, incidental, consequential, exemplary or punitive damages or for any form of damages other than direct damages, except for any administrative fines or penalties assessed by the United States Government for any acts or omission resulting from the performance of this LOI. In no event, except for any administrative fine or penalty assessed by the United States Government for any acts or omission caused by DataProse, shall DataProse be liable to City for any amount in excess of the payment DataProse receives under this LOI. 7. Independent Contracts. The relationship of the parties under this LOI shall be, and at all times remain, one of independent contractors. This LOI does not constitute either party as the agent, legal representative, partner, or employee of the other party. Neither party is granted the right or authority to assume or to create any obligation or responsibility on behalf of or in the name of the other party or to bind the other party in any manner whatsoever. 8. Assignment. The rights and obligations under this LOI may not be transferred or assigned to a third party by either party without the prior written consent of the other party. 9. Governing Law. This LOI shall be governed by the laws of the State of Texas without regard to its conflicts of laws provisions. IN WITNESS WHEREOF,the parties have caused this LOI to be executed by their duly authorized representatives. City of Fort Worth DataProse,Inc. Fernando Costa Name: Assistant Ci Manager Title: W� Date: // O! Date: 1Tk 1(9 b 4 Recommended By: Frank Crumb,Water Department Director Approved as to legality: C - ' /I- u kAj hrista R. eynolds Assistant City Attorney Attest: OFFICIAL RECORD Marty LHend CITY SECRETARY City Secretary NO M&C REQUIRED FT. WORTH, TX CONFIDEN'ITAL AND PROPRIETARY INFORMA FION TO THE EX'I ENT ALLON ED BI'LAW -FOR USE BY AUTIIORIZED EMPLOYEES FOR I IIF:PARTIES I]ERE FO ONLY AND IS NOT FOR GF.NF.RAL DISTRIBUTION W'1"LIIIN OR OUTSIDE THEIR RESPECTIVE COMPANIES EXHIBIT A „., 3 CONF'IDENT'IAL AND PROPRIFTARI IN FORMA"FION 1011IF.EXTENT ALLOWED Bl'LAW -FOR LSE,Bti'AC'I'IIORIZED EMPLOYF,ES FOR IF It!PARTIES IIERETO ON IA AND IS No F FOR GENERAL DISFRIBt PION WITIIIN OR OI'TSIDE TIIF,IR RESPECTIVE.COMPANIES J . J CONTRACT BY AND BETWEEN �+ CITY OF PLANO,TEXAS AND DATAPROSE, INC. _! BID NO. 2009-66-C THIS CONTRACT is made and entered into by and between DATAPROSE, INC., corporation, whose address is 1122 W. Bethel Road, Coppell, Texas 75604, hereinafter referred to as "Contractor," and the CITY OF PLANO, TEXAS, a home rule municipal corporation, hereinafter referred to as "City," to be effective .upon approval of the Plano City Council and subsequent execution of this Contract by the Plano City Manager or his duly authorized designee. I 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. I� SCOPE OF SERVICES Contractor shall p rovide 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, a copy of which is attached hereto and incorporated herein as Exhibit "A," and the Contractor's Bid in response thereto, a copy of which Is attached hereto and incorporated herein for all purposes as Exhibit u "B." The Contract consists of this written agreement and the following items which are i� attached hereto and incorporated herein by reference: (a) Specifications for utility billing printing and mailing services(Exhibit"A!'); 'J (b) Contractor's Bid (Exhibit"B"); (c) Insurance Requirements (Exhibit"C"); and rl (d) Affidavit of No Prohibited Interest (Exhibit"D"). Li These documents make up the Contract documents and what is called for by one shall nn be as binding as if called for by all. In the event of an inconsistency or conflict in any of the I� provisions of the Contract documents, the inconsistency or conflict shall be resolved by giving precedence first to the 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." TERM OF CONTRACT i J The initial term of this Contract shall be a period of twelve (12) months commencing upon the effective date hereof; 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 ! i ninety(90)days prior to the expiration of the initial term. i `1 CONTRACT PAGE1 NACONTRACTS\Servlce Agreements\DataProse Inc.doc(08/24109 VH) N a3vl�a`I III. WARRANTY Contractor warrants and covenants to City that all goods and services provided by Contractor, Contractor's subcontractors, and agents under the Agreement shall be free of L) defects and produced and performed in a skillful and workmanlike manner and shall comply with the specifications for said goods and services as set forth in this Agreement and the Bid I Specifications attached hereto and incorporated herein as Exhibit "A'. Contractor warrants j that the goods and services provided to City under this Agreement shall be free from defects in material and workmanship, for a period of one (1) year commencing on the date that City issues final written acceptance of the project. IV. PAYMENT ,Payments hereunder shall be made to Contractor following City's acceptance of the work and within thirty (30) days of receiving Contractor's invoice for the products and services delivered. Total annual compensation under this contract shall not exceed the sum of THREE HUNDRED EIGHTY EIGHT THOUSAND SEVEN HUNDRED AND N01100 DOLLARS n ($388,700.00). I` Contractor recognizes that this Contract shall commence upon the effective date herein and continue in full force and effect until termination in accordance with its provisions. Contractor and City herein recognize that the continuation of any contract after the close of any U given fiscal year of the City of Plano, which fiscal year ends on September 30th of each year, shall be subject to Plano City Council approval. In the event that the Piano City Council does not approve the appropriation of funds for this contract, the Contract shall terminate at the end of the fiscal year for which funds were appropriated and the parties shall have no further obligations hereunder. V. rr PROTECTION AGAINST ACCIDENT TO EMPLOYEES AND THE PUBLIC u� Contractor shall at all times exercise reasonable precautions for the safety of employees and others on or near the work and shall comply with all applicable provisions of Federal, State, and Municipal safety laws. The safety precautions actually taken and the adequacy thereof I, shall be the sole responsibility of the Contractor. Contractor shall indemnify City for any and all losses arising out of or related to a breach of this duty by Contractor pursuant to paragraph VII. i INDEMNIFICATION and paragraph VIII. COMPLIANCE WITH APPLICABLE LAWS set forth herein. VI. LOSSES FROM NATURAL CAUSES Unless otherwise specified, all loss or damage to Contractor arising out of the nature of the work to be done, or from the action of the elements, or from any unforeseen circumstances J in the prosecution of the same, or from unusual obstructions or difficulties which may be J CONTRACT PAGE 2 NACONTRACTS\Service Agreements0ataProse Inc.doc(06/24/09 VH) a3o J$Aj i encountered in the prosecution of the work, shall be sustained and borne by the Contractor at its own cost and expense. VII. INDEMNIFICATION _I 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, J RELATED TO, OR RESULTING FROM THE SERVICES PROVIDED BY CONTRACTOR UNDER THIS AGREEMENT OR CAUSED BY THE NEGLIGENT ACT OR OMISSION OR THE INTENTIONAL ACT OR OMISSION OF CONTRACTOR, ITS OFFICERS, AGENTS, U 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 El SUCH CLAIMS. IN ITS SOLE DISCRETION, CITY SHALL HAVE THE RIGHT TO SELECT OR TO APPROVE 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; 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 `J 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 —i BEHALF,AND CONTRACTOR SHALL BE LIABLE FOR ALL COSTS INCURRED BY CITY. VIII. COMPLIANCE WITH APPLICABLE LAWS i 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 j F manner affect Contractor or the work, and shall indemnify and save harmless City against any claim related to or arising from the violation of any such laws, ordinances and regulations whether by Contractor, its employees, officers, agents, subcontractors, or 1 1 representatives. If Contractor observes that the work is at variance therewith, Contractor shall J promptly notify City in writing. �i CONTRACT PAGE 3 NACONTR/ACT&Service AgreementsMataProse Inc.doc(08/24/09 VH) ii IX. VENUE The laws of the State of Texas shall govern the interpretation, validity, performance and r i enforcement of this Contract. The parties agree that this Contract is performable in Collin i County, Texas, and that exclusive venue shall lie in Collin County, Texas. X. ASSIGNMENT AND SUBLETTING Contractor agrees to retain control and to give full attention to the fulfillment of this IJContract, 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 J required in the performance of this Contract, shall not relieve Contractor from its full obligations to City as provided by this Contract. Pi A. INDEPENDENT CONTRACTOR J Contractor covenants and agrees that Contractor is an independent contractor and not an officer, agent, servant or employee of City; that Contractor shall have exclusive control of and exclusive right to control the details of the work performed hereunder and all persons j performing same, and shall be responsible for the acts and omissions of its officers, agents, employees, contractors, subcontractors and consultants; that the doctrine of respondeat superior shall not apply as between City and Contractor, its officers, agents, employees, contractors, subcontractors and consultants, and nothing herein shall be construed as creating a partnership or joint enterprise between City and Contractor. XII. INSURANCE AND CERTIFICATES OF INSURANCE Contractor shall procure and maintain for the duration of the contract insurance Ccoverage 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 Jthis Contract. XIII. P! 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. P �I CONTRACT PAGE 4 NACONTRACTS\Service AgreementsTataProse Inc.doc(08/24/09 VH) XIV. I—' AFFIDAVIT OF NO PROHIBITED INTEREST u City Charter, Contractor acknowledges and represents it is aware of all applicable laws, ty I I and City Code of Conduct regarding prohibited interests and that the existence of a prohibited L_) interest at any time will render the Contract voidable. Contractor has executed the Affidavit of No Prohibited Interest, attached and incorporated herein as Exhibit"D". 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 U City may, at its option, with or without cause, and without penalty or prejudice to any U 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. l ENTIRE AGREEMENT JJ 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. jJ CONTRACT INTERPRETATION Although this Contract is drafted by City, should any part be in dispute, the parties agree that the Contract shall not be construed more favorably for either parry. XIX. SUCCESSORS AND ASSIGNS This Contract shall be binding upon the parties hereto, their successors, heirs, personal representatives and assigns. I i i :__J I CONTRACT PAGE 5 NACONTRACTMervlce AgreementsMataProse Inc.doc(08/24/09 VH) J XX. IrI 'II HEADINGS Ll The headings of this Contract are for the convenience of reference only and shall not affect in any manner any of the terms and conditions hereof. IN WITNESS WHEREOF, the parties have executed this Contract by signing below. LcsGMTEMS INC. DATAPROSE, INC. a amid Reviewed -, by corporation ��FP M Name: Jo�nhT 81618 Date: { .D Title: CITY OF PLANO, TEXAS Date: By: homas H. Muehl beck CITY MANAGER IJ A ;the�r TO FORM eD14ane . e, CITY ATTORNEY I i Ij J CONTRACT PAGE6 NACONTRACTS\Service AgreementsTataProse Inc.doc(08124109 VH) j a3 ACKNOWLEDGMENTS STATE OF-%)bhffC0LJDftA L1 § COUNTY OF § This i strument was n wledged before me o the 15- of 2 by DSp2�� U 1e- �' �°- of DATAPROSE, INC., a , corporation, on behalf of said corporation. Ell o ary ublic, S ate f--TROW�a& My Commission Expires Oct.31,2010 j I 7087 Sod i Grape Way Centenniai,CO 80122 STATE OF T i § COUNTY OF COLLIN § 1 "j This instrument was acknowledged before me on thegf 1 day of U 20 6 by THOMAS H. MUEHLENBECK, City Manager of the CITY OF PLANO, TEXAS, a homb-rule municipal corporation, on behalf of said corporation. J ota Public, State of�Texas a,�arr�s,; CYNTHIA D PIERCE 'i °. °c Notary Publla,State of Texas L-s lac My Commission Expires %,oll,� �� May 08.2010 Imo' U I I li ,I _ I I � — CONTRACT PAGE? NACONTRACTS\Service Agreements\DataProse Inc.doc(08/24/09 VH) C Bid 2009-66-C City of Piano f C Solicitation 2009-66-C C UTILITY BILL PRINTING AND MAILING SERVICES HE OF A N O A S City of Plano � 1 C Fil I � I o f�a`� EXHIBIT we 1 PAGE�_OF P. � Oct 5,2009 3:30:27 PM CDT — City of Plano Bid 2009-66-C i i Bid 2009-66-C l UTILITY BILL PRINTING AND MAILING SERVICES Bid Number 2009-66-C F1, Bid Title UTILITY BILL PRINTING AND MAILING SERVICES i Bid Start Date Mar 6,2009 9:04:41 AM CST L� Bid End Date Apr 8,2009 3:00:00 PM CDT Question&Answer End Date Mar 25, 2009 12:00:00 PM CDT Bid Contact Zahid Khan Buyer Purchasing Division y Pre-Bid Conference Mar 17, 2009 10:00:00 AM CDT Attendance Is optional {� Location:CITY OF PLANO L` PURCHASING DEPARTMENT(CONFERENCE ROOM #3B) 1520 AVENUE K PLANO,TX 75074 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 Changes made on Mar 13, 2009 4:38:08 PM CDT New Documents 2009-66-C Addendum 2.pdf CChanges were made to the following items: r UTILITY BILL PRINTING AND MAILING SERVICES Changes made on Mar 25, 2009 4:58:46 PM CDT New Documents 2009-66-C Addendum 3.pdf Ci Changes were made to the following Items: TI ITY BILL PRINTING AND MAILING II Changes made on Mar 27, 2009 4:50:56 PM CDT nn New Documents 2009-66-C Addendum 4.pdf Changes were made to the following items: UTILITY BILL PRINTING AND MAILING SERVICES EXHIBIT PAGE OF P'2 Oct 5.2009 3:30:27 PM CDT City of Plano Bid 2009-66-C -1 - Changes made on Mar 30,2009 2:55:33 PM CDT _ Previous End Date Mar 31, 2009 3:00:00 PM CDT New End Date Apr 8,2009 3:00:00 PM CDT I ( U Changes made on Apr 1,2009 11:21:01 AM CDT (— New Documents 2009-66-C Addendum 5.pdf Changes were made to the following items: UTILITY BILL PRINTING AND MAILING SERVICES �S L, Description THE CITY OF PLANO CUSTOMER AND UTILITY DEPARTMENT IS REQUESTING A SEALED PROPOSAL FOR THE UTILITY r BILLING AND MAILING SERVICES. U 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: LAcknowledge 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. rAdded on Apr 1, 2009: J Acknowledge receipt of this addendum by initialing in the appropriate space on the Vendor Acknowledgment Page Changes made on Mar 10,2009 2:52:31 PM CDT Changes made on Mar 13,2009 4:38:08 PM CDT Changes made on Mar 25, 2009 4:58:46 PM CDT UChanges made on Mar 27, 2009 4:50:56 PM CDT Changes made on Apr 1,2009 11:21:01 AM CDT L ` i I _ I EXHIBIT PAGE=OF p.3 !� Oct 5,2009 3:30:27 PM CDT City of Plano Bid 2009-66-C P THI P l A S n 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 31, 2009 1�1 � NO LATE PROPOSALS WILL BE ACCEPTED Li ***VENDOR MUST SUBMIT ONE (1) ORIGINAL WITH ALL SUPPORTING j PROPOSAL DOCUMENTS AND FOUR (4) COPIES ARE REQUIRED TO l 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 L EVALUATION. Time Critical Request 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 n' I WWW.BIDSYNC.COM: THE CITY OF PLANO UTILIZES THE E-PROCUREMENT SYSTEM UI CSP DEPOT (www.bidsyn2.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.bidsvnc.com THE USE OF THIS SYSTEM IS TOTALLY FREE FOR VENDOR BIDDING ON CITY OF PLANO POSTED BIDS/CSP/RFQ/BEST VALUE BIDS, ETC. FOR ADDITIONAL INFORMATION CONCERNING THIS CSP PLEASE CONTACT: Zahid Khan f Senior Buyer Purchasing Division (972)941-7376 J i - a3o day EXHIBIT �� Oct 5,2009 3:30:27 PM CDT PAGE�-1—OF_5:Z_ p.4 L._ City of Plano Bid 2009-66-C *****GENERAL INFORMATION" 'k CITY OF PLANO, TEXAS n L COMPETITIVE SEALED PROPOSAL NO.: 2009-66-C r CSP -UTILITY BILL PRINTING AND MAILING SERVICES Pi QUESTIONS CONCERNING CSP The City of Plano requires that all questions relating to this CSP be entered through the "Create New Question" option available through www.bidsvnc.com or directed via email to Zahid Khan, Senior Buyer at Zahidk @plano.gov 12:OOPM (CDT) on Wednesday, March 25, 2009 by Noon. [J Questions will be accepted until the stated deadline. "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 prior to 3:00 pm (CDT) on Tuesday, March 31, 2009. Deliver/Mail to: (i City of Plano—Purchasing Division 1520 Avenue K, Suite 370 j Plano,TX 75074 ;U PRE-PROPOSAL CONFERENCE A. A pre-proposal/bid conference will be conducted on Tuesday, March 17, 2009 at 10:00 AM at the following address: CITY OF PLANO PURCHASING DEPARTMENT(CONFERENCE ROOM—313) 1520 AVENUE "K", l PLANO,TX 75074 Attendance at the pre—bid/proposal conference is optional. L I_ C-1 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 1 of the firms submitting CSP's will be read aloud at the public opening. U U EXHIBIT -.� a30�-6ay 2 PAGE 7 OF P 5 Oct 5,2009 3:30:27 PM CDT ` � � nme�V�o i ��mp�nu | | ( \ \ Tentative Timetable / completion dates. The following schedule provides you with key events and tentative Activity Tentative Completion Date Issued IMar 06, 2009 17, 2009 at 10:00am /Proposal Meeting 57—ns Deadline Mar 25, 2009 at 12:00 Noon (CDT) CSP Responses Due 2009 RrLor to 3:00 prn (CDT) LJ 5. i;[CSP—Public Opening Mar 31, 2009 at 3:00prn (CDT) Ell ............. --------- SMWBE POLICY U IT IS THE POLICY OF THE CITY OF PLANO TO INVOLVE SMALL BUSINESSES AND N\|NORO-YVVOMAN OWNED BUSINESSES TO THE GREATEST EXTENT POSS18LE IN THE PROCUREMENT OF GOOD8, EOU|9K8ENT, SERVICES AND CONSTRUCTION PROJECTS. TO ' ASSIST US WITH OUR RECORONEEP|NG, VENDORS SHOULD IDENTIFY ANY | \ SMALUW4|NOR|TY8AK]MAN-OWNED COMPANY BEING UTILIZED IN THIS BID AND NOTE THE MONETARY INVOLVEMENT. WRITE THE C8P NUMBER ON YOUR ENVELOPE|N THE LOWER LEFT CORNER. INSURANCE VERBIAGE Upon request,the successful vendor must SUBMIT PROOF(]F MEETING NECESSARY INSURANCE REQUIREMENTS within ten (10)business days of notification by the City of Plano. Failure to respond within ten (1D) business days will bo grounds for declaring vendor L non-responsive tospecifications. ANNUAL CONTRACT VERBIAGE U This agreement will contain ufixed ^ ��p��o��e�rt��mof the agreement. | ^~ Ozd*mw�lbupluuudoou000'uxu'non-exclusive, "as needed",basis. Orders placed bvthe City of Plano will bo r done so utilizing Contract Release Order (CR]'s). All invoices must reference City of Plano CBO \ ` onuoboc L) r | ) The nucoaaafu| vendor must execute oCONTRACT within bon (10) days after receipt of | documents. PnoponanNandoragrmaa to submit tothe [|Ux, o corporate nano|ubon, certificate of , partnership, partnership agreement or joint venture agreement which identifies the person(s) � < authohzedto execute a contract onbah� |fofthacorporaton. po�nanohipor|ointv�ntuno. - ` ' ! ! j ow/u v » EXHIBIT~ 1 [] Oct 5,2009 3:30:27 PM CDT City of Plano Bid 2009-66-C PRINTING/MAILING SERVICES UTILITY BILLS CUSTOMER AND UTILITY SERVICES DEPARTMENT CITY OF PLANO, McKINNEY, FRISCO, ALLEN AND THE TOWN OF FLOWER i MOUND, TEXAS SPECIFICATION I. Introduction and Scope of Services The City of Plano is soliciting Competitive Sealed Proposals for the printing and mailing C! 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 inserts, presort, meter and mail. 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 Town of Flower Mound. The contract will be awarded based on the evaluation criteria as �j stated herein. The term of the contract will be for one year with four optional one-year renewals. n II. Pre-Proposal Conference B. A pre-proposal/bid conference will be conducted on Tuesday, March 17, 2009 j� at 10:00 AM at the following address: U CITY OF PLANO PURCHASING DEPARTMENT(CONFERENCE ROOM—313) 1520 AVENUE "K", PLANO,TX 75074 n u Attendance at the pre—bid/proposal conference Is optional. �r III. Requirements 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 Fi where noted.All quantities are estimates only and orders will be placed on an as needed basis. A.General Services and Reouirements L ' J I. Provide security of information and supervision from start to finish. ii. The following volume estimates are listed by City: J Plano:Be able to handle high volume production on a daily basis from 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 F) Delinquent bill statement: 28,800 McKinney. able to handle high volume production on a daily U basis from 3,000 bills and up to 8,000 bills on occasion. Estimated annual requirement: 1 Utility bill statement: 504,000 Delinquent bill statement: 84,000 a iva� a EXHIBIT PAGE.!j OF L p.7 Oct 5,2009 3:30:27 PM CDT � City of Plano Bid 2009-66-C I Frisco:Be able to handle high volume production on a daily i 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 LJ 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: PH Utility bill statement: 250,000 Delinquent bill statement: 6000 r� Combined for Five(5) Cities: LJ Be able to handle high volume production on a daily j l basis from 13,050 bills and up to 36,900 bills on occasion. `IJ Estimated annual requirement: F)I Utility bill statement: 2,301,000 _.i Delinquent bill statement: 223,800 L III. Provide courier service for special delivery and pick up requests. iv. Provide a single point of contact representing the account. v. Have the ability to preprint forms, envelopes and flyers. vi. 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 L 3 into the Standard Mail Out envelope). viii. Be able to accept upgrades to current customer billing system. G ix. Be able to accept electronic data transmissions 24/7/365. x. Be willing and able to establish a business partner relationship with the following: Plano. McKinney and Allen n H T E Inc. (SunGard) � I L) Flower Mound and Frisco Tyler Technologies (Incode) A. Be able to do custom programming as needed. iJ xii. Have an emergency back up plan to avoid out of service situations. xiii. Provide secure access for on line transmission through SSL. nxiv. Provide a system password per customer that is vendor controlled and will not Jallow unauthorized access. xv. Provide capability to enable batch printing of selectively excluded bills at each n City's Customer and Utility Services Office. 1 xvi. Provide selective/dynamic messaging via secure site for customer messages to be included on bills. r-� 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. I EXHIBIT a3o lg ay 5 PAGE OF i - Oct 5.2009 3:30:27 PM CDT i City of Plano Bid 2009-66-C I -� v. Vendor shall provide as part of the second report, the amount of postage charges i for the billing Included in the report. A. File size and billing cycle will be utilized as confirming data. II� vii. Data will be transmitted prior to 10am everyday bills are needed to be processed. L C.Preprint Requirements i LA I. Selectively exclude bill types from printing (PULL, EBILL, CITY and others identified in the print file). C ii. CASS certification to ensure lowest possible postage costs. iii. Must be able to sort to carrier route level. I iv. Presorts must conform to latest USPS notification. n v. Mail merging of bills going to same mailing address up to three into regular#10 L 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. vii. All-outgoing mail shall include Zip +4 bar coding conforming to postal requirements �i for automated processing. r-1 D.Access to Electronic Bill Image Requirements L' i. Provide access for city staff via password secured Internet site to exact replicas of n 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. iii. Provide search capability based on account number, date or date range. Iv. Have capability to email bill image from vendor site. v. Provide images for one month electronically trough CD or PDF after 12 month period. n E.Approval of Forms and Envelope Orders Requirements i. All orders for print stock and envelopes shall be approved by each City. J ii. Proofs will be furnished-for approval prior to sending to print. iii. All artwork becomes the property of each participating entity at the termination of this contract. I iv. Pre-printed forms of any kind will not be used. J F. Printing Requirements I I. All printing shall be laser imaging high quality print with 600 DPI or better. i_j ii. 2/0 ink colors; BLUE and Black, approved by each City. iii. 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. I G.Envelope and Print Stock Requirements I. 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. EXHIBIT_ J org�� 6 PAGE C OF Oct 5,2009 3:30:27 PM CDT P.9 City of Piano Bid 2009-66-C 1 -� I. 8'/z inch X 11 inch White bond stock. ii. Paperweight is 24/60 pound. iii. Top Portion of bill is for customer retention and contains billing information. iv. Bottom portion shall be perforated to produce a return stub 8'/2 inches X 3 5/8 inches to be returned by customer with payment. L V. Tri fold on perforation to fit a#10 window envelope (� ii. Envelopes J Vendor to furnish. See attached Sample#2 ' 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 set up at time of order. L, iii. Mail Out Envelopes J Vendor to furnish D 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 mail processing codes if required. iv. Return Envelopes Vendor to furnish Ua. 3 7/8 in x 8 7/8 in per attached Sample#3. Must include security cross- hatching. b. Bar coded for return address. LI v. Mail Merging Envelope (Mail Out) i C' a. Sufficient size to insert 100 bills into one envelope. I ' b. May use mail label rather than bulk print, prefer addressing on the run with bill printing. c. Additional inserts include (1) return envelope and one of each additional LJ informational insert. � H.Utility Bill Foldina and Inserting I , U I. Tri Fold statement to fit in Standard#10 mail out envelope. ii. One fold shall be on the perforation creating the bill stub. �i iii. Must have multiple page and selective inserting capabilities. �i iv. Inserts include statement, return envelope and up to three additional flyers. r i I. Mailing I. Daily, (5 days per week) il. Turnaround-data in by 10:00 am, mail out same business day and delivered to USPS bulk processing center. a30/lay 7 EXHIBIT Oct 5,2009 3:30:27 PM CDT PAGE iQ OF 5-1 P.10 qI1jI City of Plano Bid 2009-66-C `. A iii. Postage is not required for the City of Plano.The City of Plano will handle postage I directly with the USPS. Other participating entities may require vendor to pay and bill for postage. H J. Invoicing i. Monthly or Biweekly. ii. Invoicing should reflect separate services according to proposal form. iii. Specify details of special handling bills. L 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 n McKinney, Frisco,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 I 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. The Vendor should propose options in support of the policy for the following: L . 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 IJ VI. Training Vendor is required to provide training as needed to insure continuity of the process. VII. Warranty F Be responsible for all costs associated with errant printing and mailing of statements due to no fault of the City. VIII. Qualifications Have a predominant business function, facilities and equipment related to laser imaging and complete mailing services.Vendor can be located anywhere within the United States. Lj IX. Work History Vendor shall have successful work history with companies or governmental agencies within the last three years of this scope and size. X. Insurance Upon request, the successful vendor must SUBMIT PROOF OF MEETING NECESSARY INSURANCE REQUIREMENTS within ten (10) business days of 8 EXHIBIT lJ Oct 5,2009 3:30:27 PM CDT PAGE kk OF 57 P.11 City of Plano Bid 2009-66-C �} 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 r I ' I '. XII. Submittals Vendors shall submit the following information that will be used in the evaluation process noted in Section XIII A. Title page showing the proposal subject, the vendors name and title, address and phone number and the date of submission. {� B. Detailed solution and work plan proposal that meets and/or exceeds the LJ requirements and service specifications. a C. Equipment list and facilities description to be utilized on this contract as referenced in Section VII. Submit on Equipment List and Facilities Worksheet, Attachment"B" Vf D. Work history references of up to three Clients within the past three years as referenced in Section VIII.Submit on the Client Work History Worksheet, Attachment"A". LE. Price Proposal Form, which includes start up and other costs. Optional pricing for Environmental Attributes as referenced in Section V. Price must be submitted Funder separate sealed envelope and marked clearly as such. n. J XIII. Evaluation Criteria 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. 50% B. The extent to which the Vendor meets or exceeds the needs of the City as referenced in Section XII.B. 20% j C. Reputation based on Client Work History as referenced in Section XII.D 20°0 D. Equipment list and facilities as referenced in Section XII.0 10% 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. 9 EXHIBIT J Oct 5,2009 3:30:27 PM CDT PAGE °)- OF P• 12 City of Plano Bid 2009-66-C SAMPLE#1 J F1 rl L l Ll r-, J lI i i i 'I3o tgay 10 EXHIBIT_ Oct 5,2009 3:30:27 PM CDT PAGE_ OF p 13 I� lano FINA s B-C 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 8:00-5:00 972-941-7105 Service Address 3121 GRAPEVINE LN Drive by payment box available Hours:Monday-Friday 8:00-5:00 Drive-In-Window available Account Type RESIDENTIAL Night depository available BIII 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 www.plano.gov After hours emergencies:972-727-1623 Balance ACCOUNT (Credits) I Adjustments Forward NewCharges Miscellaneous BALANCE 1 212.68 .00 .00 212.68 -144.27 .00 11 68.41 METER INFORMATION ACCOUNT ACTIVITY Meter number Service Current Read Previous Read Consumption LAST BILL 212.68 Type (gallons) TOTAL PAID SINCE LAST BILL .00 Q01511479 W 1208110 1207970 140 ADJUSTMENTS .00 {i7 BALANCE FORWARD ?-212.6 ILtI� NEW CHARGES WATER 13.79 SEWER 29.65 DRAINAGE 2.25 REFUSE 4.53 LATE CHARGE 6.14 0 •Billing• REFUSE SVC SALES TAX 37 Current Consumption 0.14 7.56 Period 5.44 �j DEPOSIT APPLIED -201.00 LastYear Consumption L . Current Daily Average Usage(in gallons)-16 TOTA NEW CHARGES :-1 44.2 � . MISCELLANEOUS .00 >a ACCOUNT BALANCE Be green,save time and postage,pay online at www.plano.gov,or by PAY THIS AMOUNT BY:02102/2009 68.49 phone at 9721941-5040 with your Master Card,Visa,Discover or American Express.Also receive recent account Information.These ' .� services are available 24 hours a day,7 days a week. E Due date applies to current charges ONLY. Any balance forward is due now. 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. 11� Lam. Municipal Center Office Account Number: 324751-41786 1520 K Ave Ste 120 Service Address: 3121 GRAPEVINE LN T; PO Box 861990 Cycle-Route M 17-83 III Plano,TX 75086-1990 !J, DUI= DATE:. 02/02/2009 AMOUNT DUE: 68.41 ssAUT0ss3-DIGIT 750 14 AADC 50742D-A-2 3475 1 AD 0.351 -- ILiililiLllii�Li�IJiJiJIn��II��Llr�lilulili�illilliil CITY OF PLANO KIM D HITT P O BOX 861990 i 3121 GRAPEVINE W PLANO TX 75086-1990 IJ PLANO TX 75074-3122 0032475100041786000000684100000000003 EXHIBIT IP'i Oct 5,2009 3:30:27 PM CDT PAGE V4 OF p• 14 r 4 Oil Al kll 0, Ml L,I 1�•JI=�c1to��ItF tl .fj��,1�.1��rl �= It It •�� Jt•�' --IL! EXHIBIT a PAGE( OF toq 1 � i I i I i i y EXHIBIT _ { PAGE OF a,ol$a y r-; City of Plano Bid 2009-66-C n SAMPLE#3 Li i i `1 l� J -i i i )3 C7 12 EXHIBIT^ _ _J Oct 5,2009 3:30:27 PM CDT PAGE._OF P.18 I I I I I 1 I I i 1Vr/yL„•L/rY �t/•�itrl Ilt1l�i-, may -`-,��•M%Mkt EXHIBIT PAGE \ - � ii �3o/Say i i d a N i n� m 1 �c I ] rM 1 EXHIBIT PAGE 4,O, O QF X30 l�a�j f City of Plano Bid 2009-66-C SAMPLE#4 i r II 1 ii i1 � I II i a3or�a i 13 EXHIBIT PAGE Oct 5,2009 3:30:27 PM CDT OF p.21 1 n i City of Plano Bid 2009-66-C City of Plano Utilities 15201C Avenue Office Hours: 8a.m.-5p.m. Mon-Fri L 7501 N.Independence Pkwy Night depository available at both offices P.O.Box 861990 Plano,TX 75086-1990 UMUMMINWO I Im ulowmilim ACCOUNT NUMBER 305311-110914 SERVICE ADDRESS 1000 WINDY MEADOW DR LAST PAYMENT 1- 5895 CYCLE NO./ROUTE NO. 19-70 RECEIVED ON 2�/ DELIN DENT NOTICE 1 THE DELINQUENT AMOUNT DOES NOT INCLUDE LATE FEE AND/OR CURRENT BILL. DELINQUENT AMOUNT DUE 850 M�11 L DUE DATE .3 .f : 9 TO AVOID TERMINATION OF SERVICE AND ADDITIONAL CHARGES,THE PAST DUE AMOUNT MUST BE RECEIVED IN OUR l� OFFICE ON THE DUE DATE. L IF THE FULL AMOUNT HAS BEEN PAID,PLEASE DISREGARD THIS NOTICE. � ( THANK YOU. I C PeR Y SHOULD YOUR SERVICE BE DISCONTINUED: `1 • ADDITIONAL SERVICE CHARGES WILL APPLY. • SECURITY DEPOSIT IS SUBJECT TO INCREASE. PAYMENT IS DUE IN OUR OFFICE g ON OR BEFORE THE DUE DATE. FOR BILLING INQUIRIES CALL: 972-941-7105 0 iII l � PLEASE RETURN THIS PORTION WITH YOUR PAYMENT. MARE CHECKS PAYABLE TO THE COPY OF PLANO, DELINQUENT NOTICE Plano SERVICE ADDRESS 1000 WINDY MEADOW DR Clty of Plano Utilities ACCOUNT NUMBER 305311-110914 P.O.Box 861990 CYCLE NOJROUTE NO. 19-70 I Plano,TX 75086-1990 DELINQUENT 7 M rS85�1:1 AOUNT DUE ti PAYMENT IS DUE IN OUR OFFICE ON OR BEFORE THE DUE DATE. j DUE.DATE 011 2/W s:SINGLE-PIECE 1 SGL 49556E-A-1 y 192 1 SP 0.420 Ills'IIIIIII111I IIIIIIIIIIIIIIIIIIIIIIIIIIIIIIIII II IIIIIIIIII II I1111IIIIIIIIIIII 111111 IIIIIIIIIIIIIIIIIIIIIII IIII CITY OF PLANO AMBER M/HERB W HARMON P O BOX 861990 -; loon WINDY MEADOW DR PLANO TX 75086-1990 PLANO TX 75023-4955 �3o1�ay 0030531100110914000Nbf2400 00085115 L� Oct 5,2009 3:30:27 PM CDT PAGE��.OF , p.22 City f Plano Y Bid 2009-66-C r , 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: L Contact Name: Phone Number: F7 Dates of Service: Brief description of service provided: i ' L 2. Client Name: Contact Name: } Phone Number: Dates of Service: Brief description of service provided: S L: 3. Client Name: I Contact Name: Phone Number: Dates of Service: Brief description of service provided: L i r- I r- II I � r- ! j a3o ray 14 EXHIBIT Oct 5,2009 3:30:27 PM CDT PAGE OF p.23 j I City of Plano Bid 2009-66-C j Attachment "B" Equipment List and Facilities Worksheet EQUIPMENT: f LI i l L r7 J L! _ I � I I � f ; a3 o r$a y ,5 EXHIBIT /9 J Oat 5,2009 3:30:27 PM CDT PAGE Q OF�� p.24 I City of Plano Bid 2009-66-C GENERAL CONDITIONS OF BIDDING j ELECTRONIC AND/OR PAPER BASED BIDS �l 1. REQUIRED INFORMATION: CITY OF PLANO BID PACKETS CONTAIN VARIOUS SECTIONS REQUIRING COMPLETION.THE BID FORM SECTION OF THE BID PACKET MUST BE COMPLETED PRIOR TO THE DATE AND TIME SET FOR BID OPENING AND INCLUDED WITH THE BID PACKET OR THE VENDOR WILL BE FOUND NOW RESPONSIVE.VENDORS MAY BE REQUIRED TO COMPLETE AND SUPPLY ALL INFORMATION CONTAINED IN THE"SUPPLEMENTAL INFORMATION"PORTION OF THE PACKET AT A DATE AFTER BID OPENING.FAILURE TO COMPLETE "SUPPLEMENTAL INFORMATION" REQUIREMENTS IN A TIMELY MANNER, PRIOR TO COUNCIL AWARD,MAY BE USED BY THE CITY IN DETERMINING A VENDOR'S RESPONSIBILITY. 2. INSTRUCTIONS: THESE INSTRUCTIONS APPLY TO ALL QUOTATIONS AND BECOME A PART OF TERMS AND LI CONDITIONS OF ANY BID PACKET SUBMITTED. 3. THESE GENERAL CONDITIONS APPLY TO ANY PROCUREMENT OF PRODUCTS OR SERVICES BY THE CITY OF PLANO. 4. ERROR-QUANTITY: BID PRICE MUST BE SUBMITTED ON UNITS OF QUANTITY SPECIFIED, EXTEND, AND L '' TOTAL SHOWN,IN THE EVENT OF DISCREPANCIES IN EXTENSIONS,THE UNIT PRICE SHALL GOVERN. 5. MAKE-MODEL: PLEASE QUOTE AS LISTED OR GIVE EQUAL.IF ITEM OFFERED IS OTHER THAN AS INDICATED, BIDDER MUST STATE MAKE, MODEL, AND PART NUMBER OF PRODUCT QUOTED. EQUALITY WILL BE j DETERMINED BY THE SPECIFICATIONS. 6. SPLIT AWARD: THE CITY OF PLANO RESERVES THE RIGHT TO AWARD A SEPARATE CONTRACT TO SEPARATE VENDORS FOR EACH ITEM/GROUP OR TO AWARD ONE CONTRACT FOR THE ENTIRE BID. THE f CITY RESERVES THE RIGHT TO TAKE INTO CONSIDERATION CONTRACT ADMINISTRATION COSTS FOR J 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 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 r DELIVERED IN DAMAGED OR UNACCEPTABLE CONDITION. THE SUCCESSFUL BIDDER SHALL HANDLE ALL CLAIMS WITH CARRIERS, AND IN CASE OF DAMAGED GOODS, SHALL SHIP REPLACEMENT GOODS IMMEDIATELY UPON NOTIFICATION BY THE CITY OF DAMAGE. 9. INVOICES: INVOICES MUST BE SUBMITTED BY THE SUCCESSFUL BIDDER TO THE CITY OF PLANO, �) ACCOUNTING DEPARTMENT,P.O.BOX 860279,PLANO,TX,75086-0279. 10. PAYMENT TERMS: PAYMENT TERMS ARE NET 30 UNLESS OTHERWISE SPECIFIED BY THE CITY IN THIS BID PACKET. 11. 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. SPECIFICATION-SAMPLES: ANY CATALOG, BRAND NAMES, OR MANUFACTURER'S REFERENCE IN THIS BID ( PACKET IS DESCRIPTIVE AND NOT RESTRICTIVE, AND IS USED TO INDICATE TYPE AND QUALITY LEVEL DESIRED FOR COMPARISON PURPOSES UNLESS SPECIFICALLY EXCLUDED.SAMPLES, IF REQUIRED,SHALL BE FURNISHED FREE OF EXPENSE TO THE CITY.SAMPLES SHOULD NOT BE ENCLOSED WITH BID UNLESS REQUESTED. I, 13. DELIVERY PROMISE—PENALTIES: QUOTATIONS MUST SHOW THE NUMBER OF CALENDAR DAYS REQUIRED TO PLACE THE MATERIALS IN THE POSSESSION OF THE CITY. DO NOT QUOTE SHIPPING DATES. WHEN DELIVERY DELAY CAN BE FORESEEN, THE BIDDER SHALL GIVE PRIOR NOTICE TO THE PURCHASING (7 DIVISION,WHO SHALL HAVE THE RIGHT TO EXTEND THE DELIVERY DATE IF REASONS FOR DELAY APPEAR ACCEPTABLE. DEFAULT IN PROMISED DELIVERY, WITHOUT ACCEPTABLE REASONS, OF FAILURE TO MEET SPECIFICATIONS, AUTHORIZES THE PURCHASING DIVISION TO PURCHASE GOODS ELSEWHERE, AND CHARGE ANY INCREASE IN COST AND HANDLING TO THE DEFAULTING BIDDER. r I 14. PACKAGING: UNLESS OTHERWISE INDICATED, ITEMS WILL BE NEW, UNUSED, AND IN FIRST RATE CONDITION IN CONTAINERS SUITABLE FOR DAMAGE-FREE SHIPMENT AND STORAGE. 15. CORRESPONDENCE: THE NUMBER OF THIS BID PACKET MUST APPEAR ON ALL CORRESPONDENCE, —, INQUIRIES,ETC.PERTAINING TO THIS QUOTATION. i � 16. DELIVERY TIMES: DELIVERIES WILL BE ACCEPTABLE ONLY DURING NORMAL WORKING HOURS AT THE DESIGNATED CITY MUNICIPAL FACILITY. 17. PATENT RIGHTS: THE VENDOR AGREES TO INDEMNIFY AND HOLD THE CITY HARMLESS FROM ANY CLAIM INVOLVING PATENT RIGHT INFRINGEMENT OR COPYRIGHTS ON GOODS SUPPLIED. i a30 tO ,s EXHIBIT J Oct 5,2009 3:30:27 PM CDT PAGE OF P.25 i ! City of Plano Bid 2009-66-C ( 18. EVALUATION: BIDSIPROPOSALS WILL BE EVALUATED AS OUTLINED IN THE BID/PROPOSAL DOCUMENT. II t,) 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. ASSIGNMENT: THE SUCCESSFUL BIDDER SHALL NOT SELL, ASSIGN, TRANSFER OR CONVEY THIS CONTRACT IN WHOLE,OR PART,WITHOUT THE PRIOR WRITTEN CONSENT OF THE PURCHASING DIVISION. ( 21. INTERLOCAL AGREEMENT: SUCCESSFUL BIDDER AGREES TO EXTEND PRICES TO ALL ENTITIES �- I f WHO HAVE ENTERED INTO OR WILL ENTER INTO JOINT PURCHASING INTERLOCAL COOPERATION AGREEMENTS WITH THE CITY OF PLANO. 22. 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. -I' 23. INSURANCE: THE CITY REQUIRES VENDOR(S)TO CARRY THE MINIMUM INSURANCE AS REQUIRED BY STATE LAWS. f 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. J 25. WITHDRAWAL OF BIDS: BIDDER AGREES THAT A BID PRICE MAY NOT BE WITHDRAWN OR CANCELED BY THE BIDDER FOR A PERIOD OF NINETY(90)DAYS FOLLOWING THE DATE DESIGNATED FOR THE RECEIPT OF BIDS WITHOUT WRITTEN APPROVAL OF C.P.O. 26. CHANGE 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. I. 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 r-� ADDENDA CONTAINS CHANGES TO THE "SPECIFICATION" OR"BID FORM", BIDDERS SHALL ACKNOWLEDGE I) i RECEIPT OF ALL ADDENDA OR THEY WILL BE DECLARED NON-RESPONSIVE. 28. MINIMUM STANDARDS FOR RESPONSIBLE PROSPECTIVE BIDDERS: A PROSPECTIVE BIDDER MUST AFFIRMATIVELY DEMONSTRATE BIDDER'S RESPONSIBILITY. THE CITY OF PLANO MAY REQUEST n REPRESENTATION AND OTHER INFORMATION SUFFICIENT TO DETERMINE BIDDER'S-ABILITY TO MEET THESE i MINIMUM STANDARDS INCLUDING BUT NOT LIMITED TO: A. HAVE ADEQUATE FINANCIAL RESOURCES, OR THE ABILITY TO OBTAIN SUCH RESOURCES AS REQUIRED; B. BE ABLE TO COMPLY WITH THE REQUIRED OR PROPOSED DELIVERY SCHEDULE; L C. HAVE SATISFACTORY RECORD OF PERFORMANCE; D. HAVE A SATISFACTORY RECORD OF INTEGRITY AND ETHICS; E. BE OTHERWISE QUALIFIED AND ELIGIBLE TO RECEIVE AN AWARD. I 29. CONTRACTORS SHALL: RELEASE, DEFEND INDEMNIFY AND HOLD HARMLESS THE CITY AND ITS OFFICERS, AGENTS AND EMPLOYEES FROM AND AGAINST ALL DAMAGES, INJURIES (INCLUDING DEATH), CLAIMS, PROPERTY DAMAGES (INCLUDING LOSS OF USE), LOSSES DEMANDS, SUITS, JUDGMENTS AND COSTS, INCLUDING REASONABLE ATTORNEY'S FEES AND EXPENSES,IN ANY WAY ARISING OUT OF,RELATED TO,OR RESULTING FROM THE PERFORMANCE OF THE WORK OR CAUSED BY THE NEGLIGENT ACT OR OMISSION OF t_J 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. j IN ITS SOLE DISCRETION,CITY SHALL HAVE THE RIGHT TO SELECT OR TO APPROVE 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; HOWEVER, CITY IS UNDER NO OBLIGATION TO DO SO. 1 ANY SUCH ACTION BY CITY IS NOT TO BE CONSTRUED AS A WAIVER OF CONTRACTOR'S OBLIGATION TO INDEMNIFY CITY PURSUANT TO THIS CONTRACT. CONTRACTOR SHALL RETAIN CITY APPROVED DEFENSE L- 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. Li X30��aH 17 EXHIBIT uOct 5,2009 3:30:27 PM CDT PAGE,2(�OF 5 j p.26 1 I I City of Piano Bid 2009-66-C L_ (� 30. TERMINATION FOR DEFAULT: THE CITY OF PLANO RESERVES THE RIGHT TO ENFORCE THE PERFORMANCE i OF THIS CONTRACT IN ANY MANNER PRESCRIBED BY LAW OR DEEMED TO BE IN THE BEST INTEREST OF L.) 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 I DELIVERY SCHEDULES OR, 2) OTHERWISE PERFORM IN ACCORDANCE WITH THESE SPECIFICATIONS. rl BREACH OF CONTRACT OR DEFAULT AUTHORIZES THE CITY TO AWARD TO ANOTHER BIDDER,PURCHASE ELSEWHERE AND CHARGE THE FULL INCREASE IN COST AND HANDLING TO THE DEFAULTING SUCCESSFUL BIDDER. (� 31. TESTING: TESTING MAY BE PERFORMED AT THE REQUEST OF THE CITY OR ANY PARTICIPATING ENTITY,BY I I AN AGENT SO DESIGNATED,WITHOUT EXPENSE TO THE CITY. L.J I 32. REMEDIES: THE SUCCESSFUL BIDDER AND THE CITY OF PLANO AGREE THAT EACH PARTY HAVE RIGHTS, DUTIES, AND REMEDIES AVAILABLE AS STATED IN THE UNIFORM COMMERCIAL CODE AND ANY OTHER i AVAILABLE REMEDY,WHETHER IN LAW OR EQUITY. I � 33. VENUE: THIS AGREEMENT WILL BE GOVERNED AND CONSTRUCTED ACCORDING TO THE LAWS OF THE STATE OF TEXAS. THIS AGREEMENT IS PERFORMABLE IN COLLIN/DENTON COUNTY, TEXAS. EXCLUSIVE n VENUE SHALL BE IN COLLIN COUNTY,TEXAS. 34. SILENCE OF SPECIFICATION: THE APPARENT SILENCE OF THESE SPECIFICATIONS AS TO ANY DETAIL OR TO THE APPARENT OMISSION FROM IT OF A DETAILED DESCRIPTION CONCERNING ANY POINT, SHALL BE REGARDED AS MEANING THAT ONLY THE BEST COMMERCIAL PRACTICES ARE TO PREVAIL. ALL (� INTERPRETATIONS OF THESE SPECIFICATIONS SHALL BE MADE ON THE BASIS OF THIS STATEMENT. {{ I L� 35. NO PROHIBITED 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....". r 36. PREPARATION COST: THE CITY WILL NOT BE LIABLE FOR ANY COSTS ASSOCIATED WITH THE I I PREPARATION,TRANSMITTAL,OR PRESENTATION OF ANY BIDS OR MATERIALS SUBMITTED IN RESPONSE TO L ANY BID,QUOTATION,OR PROPOSAL. 37. MINOR DEFECT: THE CITY RESERVES THE RIGHT TO WAIVE ANY MINOR DEFECT, IRREGULARITY, OR INFORMALITY IN ANY BID.THE CITY MAY ALSO REJECT ANY OR ALL BIDS WITHOUT CAUSE PRIOR TO AWARD. L J 38. BID OPENINGS: ALL BIDS SUBMITTED WILL BE READ AT THE CIlYS REGULARLY SCHEDULED BID OPENING FOR THE DESIGNATED PROJECT. HOWEVER, THE READING OF A BID AT BID OPENING SHOULD NOT BE CONSTRUED AS A COMMENT ON THE RESPONSIVENESS OF SUCH BID OR AS ANY INDICATION THAT THE CITY ACCEPTS SUCH BID AS RESPONSIVE. THE CITY WILL MAKE A DETERMINATION AS TO THE RESPONSIVENESS OF BIDS SUBMITTED BASED UPON COMPLIANCE WITH ALL APPLICABLE LAWS, CITY OF PLANO PURCHASING GUIDELINES, AND PROJECT (� DOCUMENTS,INCLUDING BUT 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 1. STATE LAW,ALL BIDS RECEIVED WILL BE AVAILABLE FOR INSPECTION AT THAT TIME. 39. BID SUMMARY SHEET: BID SUMMARY RESULTS WILL BE MADE AVAILABLE FORTY-EIGHT(48)HOURS AFTER BID OPENING. BIDDERS DESIRING A COPY OF THE BID SUMMARY SHEET MAY VIEW THE RESULTS ONLINE t FORTY-EIGHT HOURS (48) HOURS AFTER THE BID OPENING AT THE FOLLOWING LOCATIONS: http:16vww.plano.aov/Departments/Purchasing/Bid+Information/bideval.htm [PURCHASING WEBSITE] OR http://www.bldsvnc.com (BID SYNC WEBSITE). A BIDDER MAY ALSO REQUEST A COPY VIA EMAIL AT � I Durchasinainforanplano.00v. NO RESULTS WILL BE GIVEN OVER THE TELEPHONE. 41. ENERGY CONSERVATION AND RECYCLED PRODUCTS: BIDDERS ARE ENCOURAGED TO OFFER ENERGY STAR CERTIFIED PRODUCTS AND/OR PRODUCTS THAT MEET FEDERAL ENERGY MANAGEMENT PROGRAM r STANDARDS MM.EERE.ENERGY.GOWFEMP) FOR ENERGY CONSUMPTION.THE CITY ALSO ENCOURAGES BIDDERS TO OFFER PRODUCTS THAT ARE PRODUCED WITH RECYCLED MATERIALS,WHERE APPROPRIATE, L! UNLESS OTHERWISE REQUESTED IN THE SPECIFICATIONS. 42. ENVIRONMENTALLY PREFERABLE PRODUCTS AND SERVICES: BIDDERS ARE ENCOURAGED TO OFFER ENERGY STAR, GREEN SEAL, ECOLOGO AND/OR EPEAT CERTIFIED PRODUCTS. THE CITY ALSO ENCOURAGES BIDDERS TO OFFER PRODUCTS AND SERVICES THAT ARE PRODUCED OR DELIVERED WITH L-% 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 L_: PAY RFP DEPOT A TRANSACTION FEE OF ONE PERCENT(1%) OF THE TOTAL AWARDED AMOUNT OF ALL c ,t3olfay 16 EXHIBIT tJ Oct 5,2009 3:30:27 PM CDT PAGE pF j / P•27 City of Plano Bid 2009-66-C I -� 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.BIDSYNC.COM FOR FURTHER INFORMATION. (� 45. ELECTRON IGNATURE—UNIFORM ELECTRONIC TRANSACTION ACT: THE CITY ADOPTS VERNON TEXAS' STATUTES AND CODES ANNOTATED BUSINESS AND COMMERCE CODE CHAPTER 43.UNIFORM ELECTRONIC L} TRANSACTOIN ACT, ALLOWING INDIVIDUALS, COMPANIES, AND GOVERNMENTAL ENTITIES TO LAWFULLY USE AND RELY ON ELECTRONIC SIGNATURES 45. DELINQUENT TAXES: SECTION 2-2 OF THE CITY CODE OF ORDINANCES PROHIBITS THE PAYMENT OF ' PUBLIC FUNDS TO PERSONS THAT OWE DELINQUENT TAXES TO THE CITY OF PLANO. THEREFORE, L, 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. 1.� 46. PRICE ESCALATION: PRICE ESCALATIONS MAYBE PERMITTED BY THE CITY OF PLANO DURING THE TERM OF THE CONTRACT. ALL REQUESTS FOR PRICE ESCALATION SHALL BE IN WRITTEN FORM AND SHALL DEMONSTRATE INDUSTRY-WIDE OR REGIONAL INCREASES IN THE CONTRACTOR'S COSTS. INCLUDE n DOCUMENTS SUPPORTING THE PRICE ESCALATION, SUCH AS MANUFACTURER'S DIRECT COST, POSTAGE RATES, RAILROAD COMMISSION RATES, FEDERAUSTATE MINIMUM WAGE LAWS, FEDERAUSTATE 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 I CITY OF PLANO RESERVES THE RIGHT TO ACCEPT OR REJECT ANY/ALL PRICE ESCALATIONS. l ;Ffb46 t='t1FL''c7 NTH �ii�-C3� 48. BID NOTIFICATION: CITY OF PLANO UTILIZES THE FOLLOWING PROCEDURES FOR NOTIFICATION OF BID U OPPORTUNITIES: WWW.BIDSYNC.COM AND THE PLANO STAR COURIER(WWW.PLANOSTAR.COM). THESE 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 U 1. BID SUMMARY SHEET: BID SUMMARY RESULTS WILL BE MADE AVAILABLE FORTY-EIGHT(48)HOURS AFTER BID (� OPENING.BIDDERS DESIRING A COPY OF THE BID SUMMARY SHEET MAY VIEW THE RESULTS ONLINE FORTY- EIGHT HOURS (48) HOURS AFTER THE BID OPENING AT THE FOLLOWING LOCATIONS: U httoitiwww.plano.gov/Departments/Pu hasing/Bid+lnformation/bideval.htm [PURCHASING WEBSITEj OR hftp://www.-Lidsyno.c_om [RFP DEPOT WEBSITEj. . A BIDDER MAY ALSO REQUEST A COPY VIA EMAIL AT gurchasinaintr- oiano aov. NO RESULTS WILL BE GIVEN OVER THE TELEPHONE. L; 2. LATE 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. U 3 LINEATION AT ERATION,I OR ERASURE MADE BEFORE OPENING TIME MUST BEINSITIIALE BY THE SI SIGNER OF THE BID,GUARANTEEING AUTHENTICITY. 4. PRESENTATION OF BIDS: COMPLETE BID PACKETS MUST BE PRESENTED TO THE PURCHASING DIVISION IN A SEALED ENVELOPE. Revised: AUGUST 15,2008 L v�day 19 EXHIBIT ` Oct 5,2009 3:30:27 PM CDT PAGE OF P'28 I City of Plano Bid 2009-66-C :_1 n Local Government Officers I ; City of Plano,Texas i i For purposes of completion of the required Conflict of Interest Questionnaire for the City �r of Plano Texas (required by all Vendors who submit bids/proposals), Local Government L; Officers are: rl J Mayor: Pat Evans n L) Councilmembers: Jean Callison, Mayor Pro Tern n Harry LaRosiliere, Deputy Mayor Pro Tern L 1 Pat Miner n Scott Johnson Mabrie Jackson CSally Magnuson Lee Dunlap i �l U City Manager: Thomas H. Muehlenbeck I Pi U �1 l.! ii U U i ! l_ r" 26 EXHIBIT �_._.__ a�ofga►� Oct 5,2009 3:30:27 PM CDT PAGES OF„� p 37 1 City of Plano Bid 2009-66-C I' CITY M PLAN O- COMPETITIVEy3EALED PROPASAL NO:2P&.66- CSP UTILITY:BILL PRINTING AND MAILING SERVICE THIS FORM MUST:BE THE LAST PAGE OF YOUR BID:PACKET q. F) LJ n Vendor Acknowledgment Form i l_l The undersigned hereby certifies that he/she understands the specifications, has read the document in its n 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 products/services upon which prices are extended at the price offered,and upon conditions contained in the specifications of the P Invitation for Offer. U Ir The following information must be filled out in its entirety for your quote to be considered: U Company Name: n I LJ Address of Principal Place of Business: 1� U Phone/Fax of Principal Place of L! Business: LJ Address, Phone/Fax Number of Majority r--) Owner Principal Place of Business: U Li E-mail Address of Representative: j Authorized Representative: Date Name 1 Title Acknowledgement of Addenda: #1 #2 #3 #4 #5 29 �1 EXHIBIT p.38 Oct 5,2009 3:30:27 PM CDT �A 0 9F 1 City of Piano Bid 2009-66-C I -1 n t_; L n r-� LJ r- Li r� r� L� (�I I`.J r � L� r� 30 EXHIBIT a3v i�a j PAGE i P.39 _, Oct 5,2009 3:30:27 PM CDT 3 Clry of Plano Bid 2009-66-C I -1 1 cite of Plano P L1 March 10, 2009 Prospective Bidders Page 1 of 1 r1 Re: Addendum#1 U BidICSP No. 2009-66-C CSP-UTILITY BILL PRINTING AND MAILING SERVICES Addendum#1 is issued. Please see the following for changes/additions/deletions to the Li Specifications: F-1. SECTION-N—PAGE#8: Cooperative Additional Terms and Conditions U Additions: F—J� 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 nn Division. L� If you have any questions regarding this addendum,please contact the City of Plano Purchasing Department,(972)941-7376. Acknowledge receipt of this addendum by initialing in the appropriate space on the Vendor Acknowledgment Page. `l I � iJ LJ ' i ago 101 EXHIBIT PAGe QF lam/ P.40 �I Oct 5,2009 3:30:27 PM CDT City of Plano Bid 2009-66-C Ij rl city of piano n L) March 13, 2009 'Lj Prospective Bidders Page 1 of 1 -� Re: Addendum#2 L) BidlCSP No. 2009-66-C n LJ CSP-UTILITY BILL PRINTING AND MAILING SERVICES ! l Addendum#2 is issued. Please see the following for changes/additions/deletions to the Specifications: n uestion: Can you vlease confirm which of the other artici atin cities will or will not require the vendor to qay and bill for POSTAGE" LI ANSWER Submit your pr>icu�g_WT$THE POSTAGE'AND°WITH OUT fiIE f-1 POSTAGE. L If you have any questions regarding this addendum,please contact the City of Plano p nn Purchasing Department,(972)941-7376. LJ I � Acknowledge receipt of this addendum by initialing in the appropriate space on the Vendor Acknowledgment Page. i I i1 Lj r� I� �I /-1 1 1 LJ EXHIBIT a36 tray PAGE OF p.41 �, Oct 5,2009 3:30:27 PM CDT City of Plano Bid 2009-66-C I � L� n -' city of piano March 25, 2009 CProspective Bidders Page 1 of 1 (� Re: Addendum#3 Bid/CSP No. 2009-66-C CSP-UTILITY BILL PRINTING AND MAILING SERVICES Addendum#3 is issued. Please see the following for changes/ad ditions/deletions to the n Specifications: U ADDITION: THE CITY OF LEWISVILLE&CITY OF WACO ARE JOINING WITH OUR CSP/BID PROPOSAL PROCESS: jJ CITY OF LEWISVILLE: tJ Here is their information as follows: n File format Type: STW Daily Billing 2,000 and up to 7,200 on occasion I ' Estimated annual requirement: ' U Utility bill statement for the year: 252,000 Delinquent bill statement: 78,000 U CITY OF WACO: L� File format Type: ASCII Daily Billing 2,000 City of Waco does not send delinquent notices just the next month bill Estimated annual requirement: i Utility bill statement for the vear: 480,000 If you have any questions regarding this addendum,please contact the City of Plano Purchasing De artxnent, 972 941 7376 - p _ );, - - Acknowledge receipt'.of this addendum bymihaling m:the appropriate space on the Vendor Acknowledgment Page: EXHIBIT 4 PAGE OF r p.42 J Oct 5,2009 3:30,27 PM CDT City of Plano Bid 2009-66-C city of P14300 March 27, 2009 Prospective Bidders Page 1 of 1 Re: Addendum#4 C Bid/CSP No. 2009-66-C n _ CSP-UTILITY BILL PRINTING AND MAILING SERVICES L, Addendum#4 is issued. Please see the following for changes/additions/deletions to the Specifications: 1) CSP#2009-66-C• HAS BEEN EX TO OOPM CST)APRII.08 2009. PROPOSAL DUE TIME:PRIOR PROPOSAL OPENS AT 3:OOPM(CST) 2) One additional addendum will be issued the week of March 30th,2009 to clarify/expand on the questions previously asked/answered.No additional questions will be allowed at this time. If you have any questions regarding this addendum,please contact the City of Plano Purchasing Department, (972)941-7376. A` 4 cknowledge rece>tpx of th><s addendum by mttaluig m the appropr>t#te space on the Vendor,'Acknowledgment Page: a a EXHIBIT X3v��y PAGE OF. ^'I p.43 lI Oct 5,2009 3:30:27 PM CDT 1 City of Plano Bid 2009-66-C• city of plain 0 April 01, 2009 Prospective Bidders Page 1 of 3 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 X316 Q#1: in the RFP,you provide•sampie 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 �j Did not answer question#1 u City of McKinney,City of Waco n Q#2: Tn the RFP the following question Is asked(ll.Provide,access via secured Internet site from each J City's website to customers electing to view exact replicas In PDF fon'nat 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.Should we be Ignoring this question in the RFP?II.Provide access via secured intemet site from a each City`s website to customers electing to view exact replicas In PDF format for a period of 12 months. (submitted:Mar 20,200912:40:10 PM CDT) -� ANSWER: LJI �ti'of Allen: City of Allen.customer sees the pdf is in NetBlil.Allen customer signs up for netblll they will be.abte to see and pay their bill.This function Is also available to ps 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 our staff only.if the price Is the same,it would be nice to have that feature for the citizens as well. City of Lewisville: City of Lewisville offers 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 n to see this Info. The exact replica of the bill is NOT available; only account info. JDid'not answer Questions#2 City of McKinney,City of Waco,' a3a iga Y EXHIBIT f� �(Q OF p.as IOct 5,2009 3:30:27 PM CDT PAGE-- — -- C Bid 2009-66-C City of Plano U 2of3 Q#3:Who was the last contractor?Last price paid and last quantities ordered? DCity of McKinney: DataProse The City of McKinney spent$268,759.26 in 2008 with Data Pros. Utility Bill Statements 504,000 Delinquent Bill Statements 84,000 G City of Frisco: 'The City of Frisco spent$228,000.00 in 2008 with Data Pros. Utility Bill Statements 450,000 Delinquent Bill Statements 30,000 a city of Flower Mound: DatAProse City of Flower Mound spends$139,678.00 per year City of Waco: LJ DataProse LJ City of Waco spends about$65,000 . City of Le_ sville: City of Lewisville spends$135869.96 Did not answer Questions#3 ti City of Waco n L� *Estimated quantities for each entity provided in CU. ' •Op ;0 1 'rn - U ' i n U i I i r� EXHIBIT P•45 Oct 5.2009 3:30:27 PM CDT PAGE OF JCity of Plano Bid 2009-66-C • 3 of 3 B)PRICE SHEET: CSUBMIT YOUR PRN'ING AS FOLLOWS: With Postage/Without Postage i. CITY OF PLANO; gctimated Annual Requirements; ' Utility bill statements: 850,000 Delinquent bill statement: 70,000 GRAND TOTAL: $----.--------- $------__�_. C. fIWER MOUND• Estimated Annual Requirements: Utility bill statements: 255,000 —� Delinquent bill statement: 28,800 GRAND TOTAL: MCIMMY: Estimated Annual Reauir— ements: Utility bill statements: 504,000 (� Delinquent bill statement: 84,000 U GRAND TOTAL: FWSCO: t� Estimated Annual Requirements; } Utility bill statements: 442,000 Delinquent bill statement: 35,000 F,� GRAND TOTAL: ALLEN: Estimated Annual Requirements; C Utility bill statements: 250,000 Delinquent bill statement: 6;000 GRAND TOTAL: U LEWISVILLE: Estimated Annual Requirements; Utility bill statements: 252,000 Delinquent bill statement: 78,000 GRAND TOTAL: WACO: Estimated Annual Requirements; Utility bill statements: 480,000 Delinquent bill statement: 0 !� GRAND TOTAL: If you have any questions regarding this addendum,please contact the City of Plano Purchasing Department, (972)941-7376. =110M 9191M 9 g_ r; • ' i U ;?3v ffol EXHIBIT Oct 5,2009 3:30:27 PM CDT PAGE 4F, P•48 City of Piano Bid 2009-66-C :n MOs 1 of 2 ALLEN CIVIC PLAZA 305 CENTURY PARKWAY • GTI'Y UFAI I.EIV ALLEN TEXAS 75013 ACCOUNT: SERVICE ADDRESS: FLI, RATE CLASS: Contact Inquiries CYCLEIROUTE: 01116 Utility Billing Department (214)509-4560 BILLING DATE: 02012009 Community Waste Disposal(CWD): (972)392-9300 DUE DATE: 02126/2008 Offloe Hours: Monday-Friday 8:00 am-5:00 pm D Website: www.cilyyofallen.org 'See other side of statement for additional important city information."' ""Due date applies to current charges ONLY,"` Any past due amount is now•due. 65.15 -65.15 0100 r 0.00 55.78 55.78 service Period: 1211012008 W0111101009 P Days: 31 LAST BILL 65.15 Meter ServWo Current Previous Consumption TOTAL PAiD SINCE LAST BILL -65.15 D 78597713 WA 614 598 1000 ADJUSTMENTS 0.00 BALANCE:FORWARD SC,00. • z e e • D 20 ....... ......... .. is NEW CHARGES to i WA BASE RATE 001,500 8,47 5 WA 1501-15000 Q$2.36 0.24 s f, O 5W BASE RATE 0-1.500 19.43 d.. No 3Aa DEC acv w w Aus as IN MAY APR MAR M SW OVER 1,600 0$1.11 0.11 LJ WASTE SERVICES 13.78 This Year LastY•er 1EXTRAPOLY-CART 8.31 Current Dally Average Usage on gallons)-48 HAZARDOUS WASTE FEE 0.67 C DRAINAGE 3.00 - SALES TAX 1.87 TOTAL NEW CHARGES 66 8 ACCOUNT BALANCE 6S•78 F-1 El Customers are responsible for verifying billing for trash and recycling carts. Please notify the City of Allen S at(214)609.4880 If your bl II reflects discrepancies. PLEASE FOLD ON PERFORATION BEFORE TEARING-RETURN BOTTOM PORTION WITH YOUR PAYMENT MAKE CHECKS PAYABLE TO: CITY OF ALLEN-UTILITIE8 Account Number: r ALLEN CIVIC PLAZA Service Address: 305 CENTURY PARKWAY DUE DATE: 02126/2009 CrrYOFALLEN ALLEN TEXAS 75013 l ReWm Servioe Requested AMOUNT DUE: 55.78 _( AMOUNT ENCLOSED: IJ AFTER DUE DATE PAY: 81.17 r� I L1 esAUTSiaa-e1GIT 7500E A PS5 W351AA05-A-Z ilurlriririinnniiniiriulriluuininiriiinuiriniriri E33O 3 AV 0.314 CITY OF((ntLir.(1((nd(nnrirUlu>Ir�ur�(nnt(�ru(((n(nrti(( ALLEN ALL EN CIVIC CIVIC _ .. ALL PLAZA 305 CENTURY PKWY l ALLEN TX 75013.8042 rj 000082273000057338000000055785 a30 f ga EXHIBIT r p.a7 Oct 5,2009 3:30:27 PM CDT PAGE OF S. City of Piano Bid 2009-66-C L ) pop 7dt �.. ALLEN CIVIC PLAZA �_� .., T � 305 CENTURY PARKWAY CMOFALLEN ALLEN TEXAS 76013 1 Contact Inquiries NOTICE DATE: 01123/09 C` Utility Billing Department: (214)609 4560 CUT OFF DATE: 02120/09 J Community Waste Disposal(CWD):(972)392-9300 Office Hours: Monday-Friday 8;00am-5:00pm L Website: www.cilyofallemorg Reconnect Fee$20.00 After Hours Reconnect Fee$40.00 If water service Is cut off more than once In a calendar year,you must pay an addltional$50,00 deposit In addition to any reconnect fees prior to having water service reconnected. Account Number Service Address: r Dear Customer. LOur 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,whichl'!0228 Is past due, You must pay the past due portion on or before the cut off date shown above to prevent the dlacontlnuation of your water service. If your water service Is disconnected,there will be additioral fees required to be paid prior to restoration of water service.This fee may include an additional$50.00 Increase In your deposit. Ci Your prompt response to this matter will be appreciated. If you are unable to pay the past due balance,there may be optlons available to you to bring your account current. If you have any questions regarding this notice or if your records reflect a different payment status than ours,please feel free to contact the Utlllty Billing Department during normal business hours at(214)509-4560. ; L; Sincerely, ( Utility Billing Department City of Allen PLEASE FOLD ON PERFORATION BEFORE TEARING-RETURN BOTTOM PORTION WITH YOUR PAYMENT MAKE CHECKS PAYABLE TQ;.QITY-OF ALLEN-:U.TIr lTI1 .. ALLEN CIVIC PLAZA ACCOUNT: 112105.35752 ~ 305 CENTURY PARKWAY SERVICE ADDRESS: CT>'YOFALLEN ALLEN TEXAS 75013 01/23109 NOTICE DATE: CUT OFF DATE: .• 02120109 3102.28 L **AUT0**J-DIGIT 75004 a Pib 4i041BAi7 -S ll,ul,I,1,il,It �II��II�I��I�IIn��I,Ili�l�ill�u�I,l,ti�ll 413 1 AV 0.834 CITY OF ALLEN iinr6�ddlndlnmhlmiUn�nJid�iuu�irirlrndhl ALLEN UIRYPKWY �lALLEN Tx 76013-e042 000112105000035752000000102267 EXHIBIT_ �l a3of¢a� PAGE 410 OF E-1 p.48 i Oct 5,2009 3:30:27 PM CDT V60 Q Bid 2009-66-C �N,tonN Town of Flower Mound if�• Account 2121 Cross Timbers Rd Statement Flower Mound,TX 75028 OWER OUND (972)874-6000 .• . ACCOUNT: 76-1920-01 SERVICE ADDRESS: 4112 GEORGETOWN DR _i LAST PAYMENT: 12/16/2008 -132.01 SERVICE PERIOD: 11/20/2008 TO:12/20/2008 C BILLING DATE: 12/29/2008 stAUTO$*SCH 5—DIGIT 75027 1 AUTOMATION 5-)IGIT J 1 1 AV 0.824 3007AA30-A-1 DUE DATE: 01/20/2009 IlurblrhllnurlrllndllrrdlrnudlnllrrrJLdlrurlll r: � ._c _ KENIMARGARET CAS8ELL t PO BOX 270013 Meter Previous Current gmoun FLOWER MOUND TX 75027-0013 84751473 186550 198050 11500 48.36 1 Descriptio Amount L I SEWER 34.88 STORM WATER UTILITY SYS 3.65 GARBAGE 10.90 D • ' ' ' ' SALES TAX 0.90 30600• ) ' C TOTAL CURRENT CHARGES 98.69 I 1h� ieaoo TOTAL AMOUNT DUE BY 01120!2009 98.89 TOTAL DUE IF PAID AFTER 01/20/2009 108.48 D J F M A M J J A 6 0 N rastYsu This Yawn Ma 1 Residential Customers-Sewer.Rates: Winter averaging will occur 11120-2120. The actual read date may occur 2-4 days I prior to the 20th of the month. LJ Inclement Weather-Utility Billing may open late or dose early due to weather conditions. For more Information visit the Town's webslte at www.flower-mound.com/utilitles C � There will be a$25.00 charge on all returned checks. •I a previous balance appears on your bill,service Is subject to immediate disconnection. A$25.00 charge will be required for reconnactbn during business hours,Monday through Friday,7:30 AM.to 5:30 P.M. A$36.00 charge will be required for reconnection after business hours from 5:30 P.M.to 7:30 A.M. For after hours rsconneotlon,please cell(972)639.0525. For your convenience,we accept payment by bank draft,credit cards,and night depository. I you prefer to mail your payment,please mall at least 7 days In advance of the due date.Payments ere posted when received from the Post Office and not by postmark ¢yyk. For more Information,please contact Customer 8ervlce at(972)674-6010,(TDD:1-800-RELAY-TX). Failure to receive bill does not walve past due. -- --- --------more---------------------•---------------- -------------------------------- Payment PLEASE RETURN THIS PORTION ALONG WITH YOUR PAYMENT TO THE TOWN OF FLOWER MOUND. Coupon-Submit this with your payment. ' TOTAL AMOUNT DUE BY 01120/2009 98.69 I, =911911111000100 TOTAL DUE IF PAID AFTER 01/20/2009 108.48 ACCOUNT: 7&1920-01 C1 SERVICE ADDRESS: 4112 GEORGETOWN DR j SERVICE PERIOD: 11/20/2008 TO:1212012008 REMIT PAYMENT TO: BILLING DATE: 1212912008 0 payment Rounded Up for LIBRARY ROUND-UP DUE DATE: 0112012009 Over payment can be applied to Library by checking the box. Li KEN/MARGARET CASSELL PO BOX 270013 IIurLlddlnurhllnlnrlr611nllnurlrinlr6n161Jd r 1 FLOWER MOUND TX 76027-0013 TOWN OF FLOWER MOUND L I 2121 CROSS TIMBERS RD 1 FLOWER MOUND TX 75028-2602 r_�� IIII�IIIIIIIIIIIIIIIIIIiIIIIII III 761920010000098690000108487 I- Q r5a1 EXHIBIT iq I Oct 5.2009 3:30:27 PM CDT PAGE OF p 49 ' t I City of Plano Bid 2009-66-C J e e• a —f CITY OF FRISCO ACCAUNT: 99-3131-08 p.0.BOX 2730 20 jl CYCLE: FRISCO,TX 75034 SERVICE ADDRESS; FM MTR#70147898 �nomAO iwueriw LAST PAYMENT: 0212712009 4B2.84 SERVICE PERIOD: 01!31!2009 TO: 02128/2009 D For Inquiries.please call 0 310 612 0 0 9 Customer GeM=9TZ•292.5575 BILLING DATE; Office Hours:Mon-Fri 8:00 A.M.-5:00 P14 DUE DATE: March 30,2009 s#SINGLE-PIECE I SGL 50425CM-A-1 star- Previoue Current Ussaa Amou]1 Fill w 1 SP 0.420 70147898 14875300 14690100 14800 141.08 Iluih11Lllnu1161r3111nd6nrl�lnnllnlLllnmltll CITY JOB CIP#05.0018 r e MARIO SINACOLA&SONS TOTAL CURRENT CHARGES 141.06 F F/H 'OS 70147898 PO BOX 2730 TOTAL AMOUNT DUE 141.08 FRISCO TX 75034-0051 TOTAL DUE IF PAID AFTER 03130/2009 141.08 c � • e e Iwo moo U a F 3 D N 0 S A ] ] M A M CThU Your LaWst r El City Web Sits: www.friscotexas.00v Fax: 972-292-5585 FAILURE TO RECEIVE BILL DOES NOT WAIVE PAST DUB PENALTY. PAYBYDU8DATN TO AVOID PENALTY ••----- ..................•----------•-•-----•---------•-------- ,aymen# PLEASE RETURN THIS PORTION ALONG WITH YOUR PAYMENT AND MAKE YOUR CHECK PAYABLE TO CITY OF FRISCO n coupon e r 11 oil TOTAL AMOUNT DUE WAS ACCOUNT: 99-3131-DB TOTAL DUE IF PAID AFTER 03/30/2009 141.08 CYCLE: 20 SERVICE ADDRESS: FM MTR#70147898 IT e e e L SERVICE PERIOD: 0113112009 TO: 02/2812009 DUE DATE: Maroh 30,2009 CITY JOB CIP#05-0018 L 1 MARIO sINACOLA&SONS FIM MTR#70147898 r) PO SOX 2730 Ilnr dlnlulllndhrnlrluirllrilhllnnrlrlf FRSCO TX 78034.0051 CITY OF FRISCO i PO BOX 7130 1 FRISCO TX 75034 r-i III�II�I�I�II,III��`Ill„'ll'III�I'(I��l��ll 993131060000141060000141065 I ` ` EXWIBIT P p.50 Oct 5.2009 3:30:27 PM CDT r} B I City of Plano id 2009-66-C ( i MR 10 kowt f 91 W.church street Statement P.O.box 299002.Lewlevile,rX 79029.9002 I RemltTo: P.O,9ok991�17.Dallea,1X79395-181a r r .t i (972)219.3440-Fax(972)210.9097 I ACCOUNT: 032.OpQQ440-010 L I PIN#- 2 N?ERKtN SEltVf0i1]R6 &S: .5 ER-VICE Pr:RI'OD. Of/02109 TO: 09129/09 B14LINQ DAM 02/17/2000 1 l *«AUTO=s5-HIft-T'75d47 9,bsa,911;434-4 CWRRENT.AMOII.NTDUE'DATE: •0310612009• 24}1 L AV h•924 1 11�I,� I t�,►tIItYlin'IrIIYuIrC[Itn'I�t�iltl•Ylurrllttlrlr ereYlOU Current 25 •T00D LN �6 EN tl98Qe. . [j LEWISVILLETX75057.6579 W'r 1 73 7200 i. .. Mira i C; Water ..$27,88 gewer - _. . ... . . _--..• "_ ,$02 r I, 72DO' Current Month Dire $00:60 6750 •voluntary Cbntrfbutrons Vi00. C 1 . 4320 Past Due 2680 11101tol OUO' St33.5i4 , 1440. n WWI t�M� 'TWs cbntrIbutlgn•ls complaWly voluhLary Yoij may.desfgna(e-a"''fnount fb' 2 j F' M A •IM 1. X A'$ o N D. J, 'P tre:addecl to yourbhi.eanh nwnus For more tnfiormallon,please call isoep ., u+t ro,r TrtN Yoar 't:awlsVllle:BeagrdfaI at(8.713)438=5:100'or visit us at ymw keeplewisvlllebeautirul.org, "PAST DU.E SALANCErif this statement reflects a paat'due balance H fig ridl a C 1 psld by Tpestfayr February-24,2069,your water service Is sub)ertt to Immediate l discdnndot I The City has Irstituted:a new procedure.When you prmWa a dheck as ayrnsnt,you adthorize us elther to use,Ihformptign from'yoVr phadli to rrte&e ne-0me oleatronle fund transfer from your 9ccount or to prdoess•the payment s a check transaction,Funds may be withdrawn from your account as span as the sama day&you•Mll notreceW the Check bads fitom your financial InsUtutibn.• *You can pay.a•water W gnlfne acing Vlb°A or MASTERCARD,l:og Qn to www dlyotlewlsvlllq:comlUtilltyBlUing,or•cah the UNK•system at 972�19-600o(message code.5600).Yauwlli be.66ked to give-h PIN number& thle-Is provided on your bIfl below the account number.An additional$1:230 fee. -------------------------------------------------- _ _ FiLEA E:F IEUftN1'HISPt?RTRQNAL'ONGF'Wf -HY0UR;P 'Elie 17t61'l P.LEAASE MAKE Y.OUR.CH ECK PAYABLE TO CITY©F LEWI LLP COUPO'n Totlat DUB 513154 NAME r 2 ACCOUNT: 0$2-000 CURFi1=N'f.EiNLOUNT'DLIE GATE: 08106120.09 PIN It: L i 8FP.ICE.ADDRE3$: 251:TEAKWO • r SERVICE PERIOD: 01102/09'T•O: 01'129/09 BILLING DATE: 0211.7009 rh I li WUnEre r1�'EGit10W1 Ne.OMMIF.IM11'YiQdY.4ir(AT1�1CMlp�RVJYA. . �I (Qheck Ong). 0 MaslerCerd. ' i7 V15a. II�r i Ii.I't}irtill rlrl�it It'I YI I't rtI In iI(tYtl riI Irrr[II•rl r��tI;'II r OITYO6•LEWISVILLe PQ R(�X 51917 DALLA&TX 75396,004- 5 032QG00440010 000000'13354 4 � 930 Kay EXHIBIT Oct 5,2009 3:30:27 PM CDT PAGE 3 OF p.51 City of Plano Bid 2009-66-C Pop 1 pt 1 Arycount -9tn*-ft-M Jit 1 1W, Nmh areel. i P.O.em �,vAnAre.nC��diss�tbz i.e11�.`�i'i�I:�`.7:ors t +" . T(ar§.Oi 5j0j7,l�x@�ags16:i011 :ACOOUNT: 032 0000440.010 PAA •S,ERV(W,AIDMtSS: 261'TEA K►Pf 0 LNLN FINAL DUE DATE: '0311712009 **AdT0**6-1IGIT 751367 4 VS5 5311300-A l L. aaa 1 AV 0.924 fOTAL•A IOUNTDUE $80.80 Il�rrlll�l►ll�i:,►IIidtrdtIItidtIthiArliiddistJItdrll �w 251: K!A(OOR LN .114Wks WX 75Q67-6579 'REMINDER NOTICE*** If payment hie been mad ;pl>ea a dtsr� Ord. Y�l .09004 C( VA'rNEW***Y-OU can now payyburvater bill on.line using ygtkr:M� 10r arg orlfJsa ar it arc:• fihi� n ba dog t y+logg o -tothe citywe4sita.ar by.asfngYovr phorle J.Pa -0n•the uetl de i0bss- V B)lllbg,or you'maywdll the; system a972- �=5� •(massago c,b Js vw�lty4l�N&vllie•toU F' 560t))1You V111 beesked t4 give a NN,number ant this(s•Provided on +our bill below ttCe a�Qtlht t`►urrtbsr: L 'lease 1lotethatia I40 eorWen1shco,fee vAll be•cha-rged. ***%VeAre:-bop to p:.rpvide.a(winder oalttd•you whah yotot WaWr�bill Is.past due.Gall QUptomar$eNI_- r, tod8 r J *4#i-3440)aftd furrllsht•yrour.phbne rLamliArohd�We:Wlll-&tyou setup Immediately : C g' i *In accordance with Gty'Ordinange, i ...................Fa) ato pay by thebate Intllcated could result In additional reconhectlon charges of$26jQ0......... _"" n PLEME RETURNTHIS.PORTION ALbj`fG WITH YOUR FVIV181sly Px yFll @fit PLr_%$$bAA.K-E YOUR OHEOK PAYAtI,E TO'C-Fff OF I EWISVILLE. -Coupon Now ....�. i .,_ + ._ s.. .. _._.._•_ . s . Vf1CLA1iALtlJNT DtIE ACCOUNT: 02-006 PIN'h e e L I SE RVICI !.-AbDRES3; 251 TEAKVkOO,D•LN IFINAL DUE DATE: 03/1712006 � OOILMn+1FOU&, NnONLY9PAYMerluAaWdvW'0eWSA (Check One) 0 MasterCard b Vise list 4rl111111.1 14 11 1161 ill,„Il1.ttll,mrrl.Imt.Ih1t11lIll[ CITY OF LEWISVILLE PO BOX 951947- . DALLAS TX 76996=0001 rl1 11320'0011440'010 O'D0,00 0:0:6050 7 Aso ha H EXHIBIT . Oct 5.2009 3:3Q27 PM CDT PAGE OF P•52 n I City of Plano Bid 2009-66-C IL L Question and Answers for Bid #2009-66-C - UTILITY BILL PRINTING AND MAILING SERVICES C 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 L CDT) Answer C -DataProse,The last paid was$126,500.The Last quantities ordered were 18,000. (Answered: Mar 13,2009 2:51:14 PM CDT) L -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) CQuestion 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) i Answer � I Li -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) F11 -Yes, page*8 section VIII; qualification states that vendor can be located anywhere with in the United States. U (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 LJ 10:34:06 AM CDT) R Answer Li -Yes,After our council approval which will take 30-45 days. (Answered: Mar 13, 2009 2:51:14 PM CDT) n -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) LI Question 6 Do any of the statements require highlight printing of the variable data? (Submitted: Mar 12, 2009 10:57:36 AM CDT) �J Answer t -Yes,page 8, Section VIII. Qualifications states that vendor can be located anywhere within the United States. L_ RA& Oct 5,2009 3:30:27 PM CDT *� Qf p.53 City of Plano Bid 2009-66-C (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 n located anywhere within the United States. (Answered: Mar 13, 2009 2:51:14 PM CDT)) I�JI ANSWER FOR THE QUESTION # 6 IS : NO (Answered: Mar 13,2009 3:44:23 PM CDT) L Question 7 Bid state all statments are 2/0 black and blue,the Plano samples for delinquent notices are in red, are all delinquent ntoices in red? (Submitted: Mar 12,2009 12:01:40 PM CDT) n Answer i -Yes, all delinquent notices are in red. (Answered: Mar 13, 2009 2:51:14 PM CDT) Question 8 JYou state on page 6 printing requirements that there are occassional two-sided forms, please explain, please advise of%of volume that is two sided?(Submitted: Mar 12, 2009 12:03:07 PM CDT) f�I Answer u -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 �j 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 J 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) u Answer n -Requested turnaround remains for us to provide data by 10:00 am CST and have the vendor mail out same day. i J Typically, we can provide the data before 10:00 am(usually by 8:00 am), but we would like the flexibility to be 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) -City will not consider next day delivery. (Answered: Mar 17,2009 10:59:05 AM CDT) Question 10 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 LISPS. 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 F, Answer Li -Please see addendum # 2 (Answered: Mar 13, 2009 3:00:19 PM CDT) Question 11 Can you please confirm which of the other participating cities will or will not require the vendor to pay and bill for postage? (Submitted: Mar 13,2009 2:58:26 PM CDT) Answer -Please see addendum # 2 (Answered: Mar 13,2009 3:00:19 PM CDT) Li Question 12 . Will there be multiple awards for the cities referenced or just one award with multiple contracts?(Submitted: Mar 13,2009 3:03:06 PM CDT) _I ago(gay EXHIBIT_ L Oct 5,2009 3:30:27 PM CDT PAGE p.54 l�Lf O� � City of Plano Bid 2009-66-C J Answer -We will award best interest of the City. (Answered: Mar 13,2009 3:44:23 PM CDT) -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 cariers of post? (Submitted: Mar 13, 2009 3:05:15 PM CDT) Answer .J -YES (Answered: Mar 13,2009 3:44:23 PM CDT) I I Question 14 L' Page 5, " Establish partnership with HTE,Inc and Tyler Technologies"What is the meaning of this statement? n (Submitted: Mar 13,2009 3:06:51 PM CDT) IAnswer u -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? J (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) U Question 15 Page 6, "Access to Electronic Bill Image Requirements" What is the historical view of this activity? Number of n accesses? Number and type of accesses?(Submitted: Mar 13,2009 3:12:15 PM CDT) IAnswer -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 1, Page 7, "Turnaround-same business day to Bulk Mail Center. How critical is this?Is a 24 hour turn on the 1 processing and delivery acceptable?(Submitted: Mar 13,2009 3:13:44 PM CDT) Answer r ; J -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 mail out. (Answered: Mar 27,2009 11:49:57 AM CDT) I Question 17 Page 8, " Postage not required for Plano."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) it -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) I 0140 0601 EXHIBIT y PAGES/OFD Oct 5,2009 3:30:27 PM CDT p.55 City of Piano Bid 2009-66-C u r 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 LJ -Yes,the contract was awarded previously to DataProse In the amount of$126,500. (Answered: Mar 13,2009 �} 3:24:33 PM CDT) Ilf 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) J Answer 7) -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 ill window placement specifics please? (Submitted: Mar 17,2009 9:24:52 AM CDT) Answer n -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) J Question 21 Can you tell us the average number of statements that are in excess of 6 pages?(submitted: Mar 17, 2009 i 9:27:10 AM CDT) Answer C -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 Plano. Will the other cities have different looking bills from Plano's or the same set up? (Submitted: Mar 18,2009 10:23:01 AM CDT) Answer r-1 -I assume the other cities involved will have similar bills. (Answered: Mar 18, 2009 3:42:01 PM CDT) } -ADD: Other Cities bills are similar to Plano. (Answered: Mar 27,2009 11:49:57 AM CDT) ra Question 23 J 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) r� 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?WIII you entertain pre-printed forms as an alternative in the pricing matrix? (Submitted: Mar 18, 2009 10:36:29 AM CDT) Answer J -Answer:The City of Plano does not want to use pre-printed forms. (Answered: Mar 23,2009 1:50:24 PM CDT) EXHIBIT i X30(gay PAGE / OF 2L/ p.56 I Oct 5,2009 3:30:27 PM CDT L City of Piano 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? C 2. Under Item C. Preprint Requirements sub category VI. "Vendor must have the ability to manipulate print ready data into proper bill format." Does this mean that all or a portion of the data will be in a fixed PDF file format that we will need to manipulate? E (Submitted: Mar 18,2009 1:20:52 PM CDT) 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 meets our specs. (Answered: Mar 18,2009 3:42:01 PM CDT) Question 26 Please identify the file formats for each of the 4 other cities. i (Plano states ASCII) (Submitted: Mar 19, 2009 9:57:32 AM CDT) �1 Answer I I -Plano, Frisco, Mckinney and Allen -file format type Is ASCII Flowermound -XML, Lewiseville -STW, WACO-ASCII (Answered: Mar 25,2009 10:14:21 AM CDT) DQuestion 27 Is there a way for us to get a sample of the data? (Submitted: Mar 20,2009 11:17:05 AM CDT) Answer FU -Answer: No, due to the fact there is confidential customer Information involved. We will work with the winning bidder on the data file. (Answered: Mar 25, 2009 11:07:59 AM CDT) r Question 28 iIn the RFP the following question is asked (II. Provide access via secured internet site from each City's website J 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. 'i vide access via secured internet site from each City's website Shoul we be ignoring this question in the RFP?: ii. Pro 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) Fl- Answer -Answer: Speaking on behalf of City of Plano, It would be nice to have the ability to let our customers access exact copies of their bill from our webslte. However, we will accept at a minimum the ability for City of Plano Internal j 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 used." But elsewhere you make reference to the vendor housing envelopes and forms. Are pre-printed forms ok or not allowed? (Submitted: Mar 23,2009 10:14:46 AM CDT) Answer � l 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 j Is there a Price Proposal Form"that is to be completed? (section XII, item E). I do not have a "Price Proposal J Form" in the CSP I downloaded and printed. (Submitted: Mar 23,2009 12:42:55 PM CDT) Answer EXHIBIT PAGE / OF p.57 Oct 5,2009 3:30:27 PM CDT i C Bid 2009-66-C City of Plano -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 equipment and services will need much more space to be fully detailed. (Submitted: Mar 23,2009 12:43:19 PM CDT) —1 Answer L -Yes, please do. (Answered: Mar 23,2009 1:50:24 PM CDT) Question 32 #10 Win mailing envelope: The CSP notes"see sample #2"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 speciflcaily 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) 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) Answer -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) C 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 Piano,TX only? (Submitted: Mar 23, 2009 1:00:55 PM CDT) IAnswer -This is for City of Piano only. Please see question # 1 (Answered: Mar 25,2009 10:14:21 AM CDT) Question 35 J 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) lul Answer i -Ref. to question # 9; City will not consider next day delivery. (Answered: Mar 23, 2009 2:08:56 PM CDT) LJ Question 36 Could you please clarify what portion of the project the$126,500 was for including how many total statements where mailed for that price. (Submitted: Mar 24,2009 2:07:59 AM CDT) J Answer {� -This is for City of Plano only. Please see question # 1 (Answered: Mar 25,2009 10:14:21 AM CDT) -Add: It is approximately 80,000 bills per month. (Answered: Mar 27, 2009 11:49:57 AM CDT) Question 37 J Do all 5 cities currently use the same output formatting for bills and delinquent notices, and for mailing and return envelopes (window sizes&positions)?If not,are PDFs available similar to what was provided in the CSP? r� U EXHIBIT -� a3nr$�ti PAGE b F..I:�-L p.58 Oct 5.2009 3:30:27 PM CDT C Bid 2009-66-C City of Plano L What are the data formats for the cities other than Plano (ex:AS400 ASCII)?(Submitted: Mar 24,2009 12:35:22 PM CDT) F7 i Answer LJ -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) C� Answer -You are correct. It is approximately 80,000 bills per month. (Disregard 18,000) (Answered: Mar 25,2009 12:08:11 PM CDT) Q uestion 39 Will you consider a reusable envelope instead of a#10 and #9? (Submitted: Mar 25,2009 10:45:00 AM CDT) �l I Answer -Answer: No, not at this time. We would like to stay with a separate return envelope. (Answered: Mar 25,2009 j 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 (�f -Answer: Price is one of the factors that will be calculated to determine the winning bid, so if a vendor's postage LI 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) Question 41 in the RFP you say that Plano wants to pay for postage itself. But in the attached envelope example the indicla has DataProse on it signifying that DataProse is paying for the postage currently.is this a change in direction or do a you want to continue postage as it has apparently been operating in the past?(Submitted: Mar 25, 2009 11:19:51 AM CDT) Answer 'U -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? 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 -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 PM CDT) -No, City of Plano encourages MWBE participation. (Answered: Mar 25, 2009 5:14:08 PM CDT) 14 LL a-;olgaH EXHIBIT Oct 5,2009 3:30:27 PM CDT PAGE OF P•59 i l D ArAprosep A M Company l i J April 8,2009 City of Piano Zahid Khan 1520 Avenue K,Suits 370 Plano,TX 75074 F-)RE:2009-66-C;Utility Bill Prindng and Mailing Services—Best and Final Offer Li Below is the breakdown of our pricing for each city.In an effort to show our willingness to earn your business,we have reduced the unit cost by$0.002 per statement. r� RFP Proposed Pricing Best&Final Service Service Postage Postage City of Piano @$0.0895 @$0.324 @$0.0875 @$0.335 Utility bill statements 850,000 i J Delinquent bill statements 70,000 Grand Total '$ 52,340.00 $ 298,080.00 1 80,500.00 $ 308,200.00 CFlower Mound 255,000 Utility bill statements Delinquent bill statements 28,800 $ 91,951.20 $ 24,632.50 :$ 95,073.00 Grand Total $ 25,400.10 J� McKinney EI Utility bill statements 504,000 . Delinquent bill statements 84,000 $ 190,512.00 S 51,450.00 $ 196,980.00 Grand Total $ 52,626.00 f Frisco Utility bill statements 442,000 Delinquent b81 statements 35,000 GrandTotgl !$42,691.50 $ '154,548.00 $ 41,737.50 $ 159,795.00 Allen I� Utility bill statements 250,000 I t J Delinquent bill statements 6,000 i $ 22,912.00 $ 82,944.00 $ 22,400.00 $ 65,780.00 Grand Total jl L Lewisville Utility bill statements 252,000 Delinquent bill statements 78,000 $ 110,550.00 Grand Total I l $ 29,535.00 ; 106,920,00 $ 26,675.00 , r, Waco � I Utility bill statements 480,000 1 Delinquent bill statements Grand Total $ 42,960.00 $ 155,520.00 $ 42,000.00 $ 160,800.00 $298,464.60 $1,080,475.20 $291,795-00 :t 1,408,953.00 Total $u ' Sincerely, �J Lokle Perez EXHIBIT �301�a� PAGE�_OF 1 ' Best& Final Volume Service Postage Total City of Plano @$0.0875 @$0.335 Utility bill statements 850,000 Delinquent bill statements 70,000 Total $80,500.00 $308,200.00 $ 388 700.00 Flower Mound Utility bill statements 255,000 Delinquent bill statements 28,800 Total $24,832.50 $ 95,073.00 $ 119,905.50 McKinney Utility bill statements 504,000 C Delinquent bill statements 84,000 Total $51,450.00 $196,980.00 $ 248,430.00 Frisco Utility bill statements 442,000 Delinquent bill statements 35,000 Total $41,737.50 $159,795.00 $ 201 532.50 Allen Utility bill statements 250,000 Delinquent bill statements 6,000 Total $22,400.00 $ 85,760.00 $ 108,160.00 Lewisville Utility bill statements 252,000 Delinquent bill statements 78,000 LL' Total $28,875.00 $110,550.00 $ 139 425.00 Waco Utility bill statements 480,000 Delinquent bill statements - Total $42,000.00 $160,800.001_$_ 202,800.00 Grand Total FLI i J I ' I I I� I I EXHIBIT PAGE --1 i I , Proposal t-�, A s Last updated:4 S 2009 I � L! A Proposal Designed L Specifically for the la n o • Aprll 8,2009 DataProse,A CSG Company 1122 W Bethel Road Coppell,TX 75019 Prepared by: Lokie Perez Account Executive 469-361-6486 Il �I r� i r J r� i L: - 2�o rga EXHIBIT 1 PAGE .rQF . .�._ i DAT, ,.q�se' Proposal 1 I A Uw"Company Last updated.4.8.2009 Company Backgrounder About CSO 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 l— 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(Le.,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 i offerings,improve operational efficiencies,and deliver a high-quality customer experience in a Cj competitive and ever-changing marketplace,For more Information,visit our website at - www.csgsystems.com. About DataProse,A CSG Company 1 rJ 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 n technology,DataProse Billing Solutions provides Integrated turnkey solutions for bill presentment. The i f company operates production facilities in Oxnard,California and Coppell,Texas,as well as sales offices u in San Francisco,Phoenix,Memphis and Seattle. / Integrated Database and Personalized Print-Mail Expertise Businesses need to ensure that vital communication 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. Markets [water,DataProse.serves a variety of markets including private businesses,collections,property management, J counties,cities,financial institutions,newspapers,health organizations,universities and colleges, gas,electric,trash and telecommunications companies. Security DataProse understands that your data is your most valuable asset! With this in mind DataProse has L 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 information and materials are only handled by approved DataProse personnel. ` r^ 1 ; — —----- ---- - --— --- --— Fad lity:-we have akey-tag security system-which xestr-icts-entry-ateach-location,-and logs-times_o . Jentry and exit.After hours breaches are monitored and investigated by our local police.We also have i 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. i it I i I a30[15Aq EXHIBIT l3 PAGE L _ OF i ! DAmAp?"OSe' Proposal i C A cw Company Last updated.4,8.2009 Business Partners DataProse Billing Solutions proudly partners with leading CIS organizations,SunGard- H.T.E.Inc,, L, Tyler Technologies-Incode Division,and stw,Inc.,all partner with DataProse to help their titles provide end to end billing statement solutions.No other print and mail organization will understand n your data,how It works,and ensure updates are implemented to guarantee uninterrupted service. L 1 Partnership formed in 2001 SUNGARD a DataProse is a Preferred Partner r N c Attend local and regional user groups C � DataProse serves 5B H.T.E.clients I y I e t Partnership formed In 2001 DataProse is an exclusive Incode partner Attend local and regional user groups IEC:HWOL.OGILS DataProse services 106 Tyler clients / Partnership formed In 2001 (� DataProse is an stw partner ILIJ Attend local and regional user groups J DataProse services 31 stw clients Organizational Curtis Nelson-Vice President of OSC Operations(972)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, direct labor and cost of goods sold budgets.Additional responsibility of managing the facility to Insure all 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 CltyBlll and online applications including Search&View Bill and Message Manager. Dan Mossakowski-Operations Manager(972)462-5411 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 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 and mailing,Dan Mossakowskl Is instrumental In the day-to-day operations.Ultimately,ensuring all L projects leave the facility error free, Elizabeth Williams-IT Manager(972)462-5434 Elizabeth(Beth)Williams came to DataProse in January 2008.with nearly ZD years If Management experience,Prior to becoming a member of the DataProse family Beth was responsibble for the development and Implementation of end-user support for one of the Big 4 Accounting firms.Beth's r~ 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-her a Bachelor's Degree in Computer Information Systems from the-University-o Texas. - - — J Yolanda Thomas-Project Manager(972)462-5439 TNs position is responsible for the overall management and coordination of each DataProse project. The Project'Manager Is responsible to meet or exceed the client's expectations for quality,timeliness 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 {� and consulting.With a Bachelor's of Science from the University of Texas at Austin,Yolanda Thomas F I f 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. 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. U aid 0`1 EXHIBIT V-�> _ PAGE r OF I i I A.7, 5 p1"ose Proposal_ sal_ �1 A($'J Company Last updated; 4.8.2009 I , DP Auto Connect The following is an overview of the DataProse On-Line Access Client Site. This 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. DP 7obTrax-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 I Production reports �- History and analysis (� Search&ViewBiil-Allows you to access ViewBlll files DataProse has generated. As a support I I mechanism to your CRM operationsto this module provides you and top it ct access ss to exact replicas of Uyour customers'bills,enabling y P prompt, User Administration-Manage your DP Auto/Connect account by adding,deleting&editing Users 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 within predetermined time frames,this module allows you to submit and manage the messages to be dynamically printed on your bills. L� Feedback/Contact Us—Provide DataProse with feedback directly from within the DP Auto/Connect System. DP/F?—Submit data directly from any workstation that has a connection to the Internet. With DP/FT, you get the same security of DataProse email and FTP transmissions while enjoying the ease of using your favorite Web-browser. L'' easier,faster,anld Imoreluserofriendly clients As we develop lnew top tools ols,wewill ma t make them available oryou. D �J r� L� i I J i LJ ol�a� EXHIBIT 3 PAGE OF r� L ,I DAI) prose Proposal F A M company Last updated 4 t3 2009 nJob Trax JobTrax is the Foundation for the entire DPAuto/Connect System,providing live updates on the L) 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 v r ✓ Production reports L ✓ History and analysis NetBill support,administration and analysis r-; Overview DataProse clients can"drill down"to a variety of Information regarding each project. Job Trax will U provide: 1. A complete list of current projects 2. A graphical view of the production process of each phase of each project 3. A listing of each file within each project withln each stage of productlon L1 Job Trax Overview: SEEpr1��YL~I�gqMUud lr..,1. Gmu Per f1. OD Y.rYEY Ui wMNM. `O♦ pA ►CHI 7,000 rwr'�"1'~n.arr.l.f Pr lr 7p00 ��Cr u.w TMY.I(n.bfl Pa"Grined P.Fb f1 ..'' Ready for Proeestln0 ^ 7Aoo o �r G.WB P.F. ea �� '. r7�� 4MLWml1 061RD6 pMO1T cm Lip t rrw Gaup P 100 pr 101 I`� G-fE 41R.w11w YMr.1Y1pL4uMNMYr M.i Yr YrMl.ldr.n lb fn rrrrel M. I.d Or.YYS.IR YI. Il IWi.MbwM.11.YW fYMVi�YrMb{bYrW l p.r(Tfgotl ld r.rrl.r.rF Yn.r.•ifUOIIYpeM 1. sa.urnrr.HiiwiY:a:ni WOOIY rfM >.rrhrl YM.YfMrO Yr./W1W dY M.M IWI.M F•P..rt Yn.rbl�rrM Ei olw(1oy(� pY.wYYrfJiwr(soY..l iI r 111 r, I� II L J i 1 l� PAGE L, 9 _ r, i J C )TA.�j7'OSe` Proposal } A a Company Last updated 4 8 2009 I, Archival—Search& DataProse Search&View8111 offers fast electronic access to a searchable database of billing statements `) ViewBlli within hours of receiving your data. Your customer Service Representatives get... rl •Fast access from any Intemet-connected computer •An exact replica of the customers printed bill ' -The option to Instantly send a copy of the bill via e-mail L Search&VlewBlil 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&VlewBill uses standard web browsers and Adobe's free Acrobat Reader No disaster recovery worries-DataProse maintains multiple,redundant servers and an out-of-state back-up facility j Search&V'ieWBill impacts the bottom line... •Prompt,accurate customer service •Faster dispute resolution n •Faster payments csa . Waiw a/ CSR CSR L wee CSR L_1 oc�w Owe CSR Li i J • L) I i L: i, i t r� J EXHIBIT 1 PAGE QF r� 1 �� E ►, `A, OSe Proposal A CM Company Last updated.4.8.2009 nDIP/FT-Data FfP(File Transfer Protocol)has become the'Internet standard'for transferring data. Data Prose Transmission employs similar technology,masked by your Web Browser,in order to simplify the process of sending data flies. n 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 flies Comfort&Security of SSIL Automated processing—Files will be deposited directly to a secure location designated specifically for your company. M Utilizing DP/FT to transmit data flies 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)W transmit 3, Fill in required processing verification Information(#of statements and bill date) 4. Confirm flies and begin file transmission i 5. Walt for file transfer to complete and confirm file transmission L 1 1 Auto ftrW hWaoub➢WOrplNbn ;IL.JII Auto CWIL Nolitatbn Ckd ��FMVar777i"Glbn or.Rer L�sM o�eWn VafcYbn n .'."„ r FW"i MNM MtW\Mp.re MRL\O��M MY4M,fb POl/Y. YC�IV"Y! e160wY t s es U VIM \FrIIY L) f-1 ' ets tnUSPs M�wlCOw/NY i_ Li In i r-, I I I EXHIBIT PAGE OF i it t ! A CY Company Last updated 4 8 2009 - A.General Services and 1.Provide security of information and supervision from start to finish. Requirements supported li.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. IEstimated annual requirement: L) Utility bill statement:850,000 Delinquent bill statement:70,000 F" The City of Plano and DataProse entered into a relationship approximately eight years ago.We have L 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 notices,DPSys Report to ensure non duplication of statements,and message manager. Flower Mound:Be able to handle high volume production on a dally basis from 2,300 bills and up to L) 4,150 bills on occasion. Estimated annual requirement: Utility bill statement:255,000 d Delinquent bill statement:28,800 i L Client since 9/08.Helped convert postcard to statement. Positive feedback from bill payers on statement design. r McKinney:Be able to handle high volume production on a dally basis from 3,000 bills and up to 8,000 L1 bills on occasion. Utility bill statement:504,000 Delinquent bill statement:84,000 L j Client since 8/02.Streamlined billing process.Provided exact duplicate of statements via Search& ViewBlil ultimately assisting customer service representatives to speak more intelligently to bill payers when discussing bills. L i 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:442,000 C Delinquent bill statement:35,000 Client since 11/02.Helped convert postcard to statement. Positive feedback from bill payers on statement design. GAllen:Be able to handle high volume production on a dally basis from 2,000 bills and up to 6,750 bills on occasion. Estimated annual requirement: Utility bill statement:250,000 - Delinquent bill statement:6000- Client since 2008. Positive feedback from bill payers on statement design. i Extremely satisfied with the smooth conversion. Implemented NetBiil to assist bill payers to view and/or pay their bill online via Check or Credit Card. Lewisville nEstimated annual requirement: L , Utility bill statement:252,000 Delinquent bill statement:78,000 (+ Client Since 2003 Waco Estimated annual requirement: Utility bill statement:480,000 I Delinquent bill statement:0 L) Client since 2005 a3v do 1 EXHIBIT `-� PAGE 1 p OF it n ) ;` "ose' Proposal L j A company Last updated:4.8.2009 n General Services and ill.Provide courier service for special delivery and pick up requests. L Requirements supported-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. Supported-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 Plano an mentioned accounts are already an developed and in production, we will L Each project is also assigned a DataProse developer. This person is responsible for the data programming associated with your application including data mapping and bill design. The Project Manager and Developer work closely to produce your final product. In the event that a technical person is needed to answer data specific questions,tills developer is the person that will be a technical resource for the development of your application. There may be components of your project that will need to be assessed outside of printing and mail delivery. If this is the case,this project will receive Its own timeline and requirements in order to obtain the desired product. This includes,but is not limited to NetBiil 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. �l Your Project Manager will provide you with a Corrections and Revisions Form in order to alter the initial ti 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 rianticipate a maximum of three rounds of corrections and revisions. L.1 • 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 i 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. r� ! I 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 (n( without your written consent. LJ V.Have the ability to preprint forms,envelopes and Flyers. %"orted Li vl.Be able to warehouse forms and envelopes in climate-controlled conditions. Suavort ed-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 lbw Inventory and-re=order.- -- vii,Be able to household merge/purge multiple statements Into same envelope(up to 3 into the ,r Standard Mail Out envelope). Supported L-% viii.Be able to accept upgrades to current customer billing system. I Supported-DataProse has FORMAL partnerships with H.T.E„Tyler Technologies,and STW.We are I in constant communication with each company ensuring we are aware of any update or modification to the billing software. I1 i L.! EXHIBIT ! PAGE f OF _ J L i I E)AT,Apr P ro p osa Loe Last I A S Company General Services and ix.Be able to accept electronic data transmissions 24/7/365. Requirements ncontinued Yes. DataProse can receive files via 7-1 connection,VPN and most commonly through secure FTP I ' utilizing DP Auto.Connect. FTP(File Transfer Protocol)has become tile'Internet standard'for transferring data. DataProse employs similar technology,masked by your Web Browser,in order to simplify the process of sending 1 data files. L Put very simply-DP/FT is the"DataProse way"to securely transmit data. Utilizing DP/FT provides three key benefits: j ) Ease of use in transferring data files Comfort E.Security of SSL 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: I 1. Open DP/FT(After logging in to DP Auto/Connect) L-) 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 i L l Walt for file transfer to complete and confirm file transmission X.Be willing and able to establish a business partner relationship with the following: it L� Plano,McKinney and Allen H T E Inc.(SunGard) Flower Mound and Frisco Tyler Technologies(Incode) rl uppOrted-DataProse has FORMA 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 L_I the billing software.Please see attached press releases. f 1 xi.Be able to do custom programming as needed. I Su o ed-DataProse employs on site programmers that work specifically on custom programming requirements requested by clients. n L r�1 ;-j F-1 LJ r-I � I �i U l r� a36r�aq EXHIBIT _ PAGE 0 F .- J f c - rose, proposal L l A Mr company Last updated 4 8 2009 L) 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 such as zoned access,cameras and other theft deterrents ensure your information LJ 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 California and Texas,for business continulty as well as for the growing needs of our facilities, U customers.Also,is 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 and current DataProse facility and aasecureloff-silmrdata center. DataProse p production centers are located in F-1 disaster recovery p Coppell,Texas and Oxnard,California, L-1 In the event of a disaster or long-term down time DataProse will maintain constant communication with i 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 C1 the timing for resuming the client's projects at the back-up facility. Below Is'a summary of the business contlnulty plan: I � L,� Background: Our disaster recovery strategy is founded primarily on having multiple,geographically separated and D 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: Pi within 24 hours of disaster declaration,all affected customers must be notified and provided with the following Information: (1 1, Cause of disaster; I I 2. Scope of disaster; L I 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; 8. An explanation of mailing procedures from the Recovery Site; 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: F1 I- - -- - - - " `""" Y. Alert all persbnnel at the affected-production site;- - — - U 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; L 5. Provide affected customers with updates as status changes; 6. Alert vendors to the possibility of a need for additional materials .r Return to Normal Operating Procedures: J within 24 hours of disaster ending,all affected customers must be notified and provided with the following information: F 1 1. Notice that processing has returned to normal; 2. A summary of the effects of the Crisis on the Customer's processing; ! I 3. A notice that no other communications on the Crisis will be forthcoming; 1. Recommendations for prevention strategies to avoid similar failures in the future when possible. a3©11,�k EXHIBIT 13 PAGE 3 OF I r DA-TA. Proposal _I A M Company Last updated.4.8.2009 General Services and Back-up Procedures: Requirements Continued Each production site performs a full network backup weekly. All backups are fully automated. Backups L 1 include: LJ / 1. All client production processing systems; 2. All electronic set-ups for postage; 3. Ninety days of client input files; 4. Client output files—length of term/client; 5. Third party software required for processing; 6. lob processing specifications and Printer resources %. Network and printer backup tapes are stored offsite at Uie following location. Location is equipped with UPS and multiple generators: InfoMart Dallas,TX Each production site has UPS systems that will automatically provide power to the local network, I 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 will do controlled shutdown of critical servers on the network. xiii.Provide secure access for an line transmission through SSL, i 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 simpllfy 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.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. FIII in required processing verlfication information(fl of statements and bill date) 4. Confirm files and begin file transmission Walt for file transfer to complete and confirm file transmission -xiv,Provlde-a-system password per customer-that-Is vendor controlled and.will.not-allow.unauthorized access. 5u orte —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 C 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 F1 Utility Services Office, DataProse can define filters which batch out bills based on coding or some criteria in the data to filter LJ 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 I� sequencing numbers and characters,the project manager can pull any bill requested up to the time It is physically delivered to the USPS. II i 83a��a y EXHIBIT PAGE OF / �p�p�S�D� � A osn La dd 9 Genera Requirement DataProse prides itself' on helping messaging tsel tints communicate dynamic an d effectivebl Included on bills. Continued sn statements.The robe on data and e c ntosition and rendering tools we use allows for statements to Messaging is generally handled in a few different ways. You may send message content in the ata P, files which are mapped to appear in defined areas on the bill. Messages may be processed in separate files to be 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. BIII Message Manager is a useful tool for managing message campaigns online. g,gaily Transmission of i.A5400,ASCII data files are the ones City of Plano utilizes,but will vary by each participating entity. a Electronic Data Suanorted—DataProse works with AS400 and PC based systems. Requirements 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 DataProse has the ability o accept Files n ,uo_oorted—In addition to our FfP method(listed above), L11 through a number of different interfaces. III.Vendor shall confirm receipt of file dally by return electronic mall to persons specified by each participating entity when the file is received. supported-DataProse provides this validation report via a-mall as well as made available online within the customer Web portal,DP/Auto. Iv.Vendor shall provide second report daily when file has been processed for printing. Su o e -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 within ethe file. This amount report can fbeacus customized upon request If allowing additional Information Is needed for balancing purposes. v.Vendor shall provide as part of the second report,the amount of postage charges for the bllling El included In the report. Supported—see above. 1. vi.File size and billing cycle will be utilized as confirming data. Supported—see above. vii.Data will be transmitted prior to 10am everyday bills are needed o be processed, Supported C.Preprint !.Sete Nely exclude bill types from printing(PULL,EBILL,CrIY and others IdentiFled in the print file). Requirements 'Supported it.CASS certification to ensure lowest possible postage costs. Iii, Must be able to sort to carrier route level. Su o iv.Presorts must conform to latest USPS notification. Su orte (� v. Mail merging of bills going to same mailing address up to three Into regular#10 mailing envelope Lj and four to one hundred merged for stuffing Into one large envelope. Placement of sorter codes must be approved each City. Supported vi.Vendor must have the ability to manipulate print ready data into proper bill format.vii.All-outgoing mail shall include Zip+4 bar coding conforming to postal requirements for automated processing. Sg ported vii.All-outgoing mail shall include Zip+4 bar coding conforming to postal requirements for automated F', processing. c`i�„gported EXHIBIT ' 3 PAGE 1 OF � DAMAP'Y' !' Proposal A CSC Company Last updated:4.8.2009 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 o e -Search&VlewBill-Allows you to access VlewBill files DataProse has generated. Asa support mechanism to your CRM operations-this module provides you with direct access to exact a replicas of your customers'bills,enabling you to provide prompt,accurate and top quality service. DataProse Search&VlewBill offers fast electronic access to a searchable database of billing statements within hours of receiving your data. r (—! Your Customer Service Representatives get..,' ILA •Fast access from any Intemet-connected computer/ •An exact replica of the customer's printed bill-1 •The option to Instantly send a copy of the bill via e-mail C Search&ViewBlll 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 uses standard web browsers and Adobe's free Acrobat Reader •No disaster recovery worries-DataPrOSdmalntains multiple,redundant servers and an out-of-state �j back-up facility L� Search&VlewBill impacts the bottom line/. •Prompt,accurate customer service •Faster dispute resolution •Faster payments ,3 CSR CSR CSR ® M I WrFlt�� ' ' dl N•t� 11V1 �� lM CSR O�MIed1I 1 CSR �M'YMY N•uM�MIW li.Provide access via secured Internet site from each Cfty's webslti3 to-customers electing to view exact- ---- — replicas In PDF format for a period of 12 months. Supporteg U Iii. Provide search capability based on account number,date or date range. Suoporte iv.Have capability to email bill Image from vendor site. v.Provide Images for one month electronically trough CD or PDF after 12 month period. G L11 a3o�gay EXHIBIT U PAGE l _ OF D • DAT'Apr frSG Company Last updated, 4.8.2009 D E.Approval of Forms I.All orders for print stock and envelopes shall be approved by each City, and Envelope Orders Su000rted Requirements I Proofs will be furnished for approval prior to sending to print. �I Supaorted u iii.All artwork becomes_the property of each participating entity at the termination of this contract. comply Ell Iv.Pre-printed forms of any kind will not be used. Comply Fill D D D . D LJ D D D D iJ 1- aim/day 9XIIIBIT PAGE�_ OF I� �,�rG`,,�,Pa��' proposal F1 A Last updated 4 8 2009 C F.Printing L All printing shall be laser imaging high quality print with 600 DPI or better. Requirements 5unnorted—All statements are printed in 600 DPI or better.Please see list below for a complete summary of all printing equipment listed by facility, Coppell,TX Faclilty Ase Make Model Des t'on Co me is hig hlight color (HLC), cut- sheet C production Xerox DT180 laser 5 180 c m black or HLC HLC,roll fed production G laser printer; auto OCe 9220 du lexin 1 426 CPM black HLCnI highlight color (HLC), cut- sheet production Xerox 92C laser 2rinter 1 92 c m black or HLC Oxnard,CA Facili o el esc I a ed s e d ommen Highlight color(HLC), cut-sheet production Xerox DT180 lase rinter 5 180 c m Black or HLC n I ighllght U color(HLC), cut-sheet producton aXerox 92C laser rinter 2 92 c m Black or HLC li.2/0 ink colors;BLUE and Black,approved by each City. r� om I I W.Print form single sided with occasional two-sided(duplex). J Com i iv.Bill print fonts include OCRA for automated scanning and processing. QM"I v.Proofs must be approved by each City with any programming change prior to implementation of changes. Comply ( 1�1 EXHIBIT !� PAGE _OF - DAmnpr pSe Proposal y A M Company Last updated:4,8,2009 Ci G.Envelope and Print !,origin al and Delinaue to Utility Bills Stock Requirements Vendor to furnish.See attached Sample#1 and#4.The sample is for original and delinquent statements and may vary in layout and format. I.8'/2 inch X 11 Inch White bond stock. Co � Ii.Paper weight is 24/60 pound, Ei 9-OM& iii.Top Portion of bill is for customer retention and contains billing information. comyl I Lj IV.Bottom portion shall be perforated to produce a return stub B�/i inches X 3 5/8 inches to be returned by customer with payment. 99011211Y Dv.Tri fold on perforation to fit a#10 window envelope Co D rr Fnvelooes Vendor to furnish.See attached Sample#2 Comply a.Vendor may be requested to deliver up to 4,000 additional envelopes(BRE#10)one time per Ell contract period to each City for in-house use. comply b.Delivery is F.O.B.Freight Pre-pald to each participating City's delivery address set up at time of j� order. DUI Com cry Matl Out Fnvelooes L Vendor to furnish 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. Co Civ Return Envelaoes Vendor to furnish a.3 7/B in x 8 7/8 in per attached Sample#3. Must Include security cross-hatching, �? b.Bar coded for return address. y Mail Mero Envelope f II u a.Sufficient size to insert 100 bills into one envelope, __----.—------------------- --- .- -b May us-e mail la bulk print,-prefer-addres sing on the run-with bill printing bl- ther-tha - e and one of each additional informational insert, c.Additional inserts Include(1)return envelop Cam H,Utility Bill Folding i.Tri Fold statement to fit in Standard#10 mail out envelope. J and Inserting Complyz ii.one fold shall be on the perforation creating the bill stub, iii, Must have multiple page and selective inserting capabilities. 0MRIY C iv,Inserts include statement,return envelope and up to three additional Flyers. Conn I ri I ;90 r Qk EXHIBIT ll PAGE �X"%_QF LI I c�A7A,P rose ��®��e � [ J A GSG Company Last updated 4 8 2009 C Mailing I.Daily,(5 days per week) C-om°iv ii.Turnaround—data in by 10:00 am,mail out same business day and delivered to USPS bulk processing center. CI DataProse does provide"short window"processing and delivery to some clients. In regards to a I 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. In some r1 cases,even with the normal service level of one business day,the bills can be mailed out the same day Ljthe file is transmitted. Ill.Postage is not required for the City of Plano.The City of Plano will handle postage directly with the USPS.Other participating entities may require vendor to pay and bill for postage. ].Invoicing I.Monthly or Biweekly. Lujagged I!.Invoicing should reflect separate services according to proposal form. ,r supported iii.Specify details of special handling bills. &D 2 ed Iv.List number of statements printed for the period. {� Supported L J v.Only invoice for work completed. supported V.Environmental The City of Plano encourages vendors to offer Environmentally Preferable Products(EPP)according to Attributes Option the City's Environmental Purchasing Policy that can be found on the City of Plano Purchasing webslte. n 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 Fj chlorine-free papers. �, Please see attached documents regarding DataProse's Green Initiative. )r VI.Training Vendor Is required to provide training as needed to Insure.continuity of the process. L� SU p� OrtCd / VII.Warranty Be responsible for all costs associated with errant printing and mailing of statements due to no fault of the City. ? su ed L VYI.L.qualifications mailing services.Vendor can be located fanywhe e n within�p aser imaging and complete he United States, IX.Work History Vendor shall have successful work history with companies or governmental agencies within the last three years of this scope and size. Corn ---- ---------- ------------.—.-------=---------------------- - 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 Piano. Failure to respond { within ten(10)business days will be grounds for declaring vendor nonresponsive to specifications. i � -Comply / { J J I r-7 �I J f i - i EXHIBIT PAGE ,Z OF, i I For Immediate Release: 1"February 2001 L 1 Contact: 800-927-7634 Glenn Carter,President,DataProse � Pam Kelly,Director of Marketing&Communications,HTE 407-304-3235 L, HTE Choos es DataProse as Preferred Provider of Ell Statement Printing Services Lake Mary,Fla.,February 1,2001 —HTE Inc. (NASDAQ:HTEI),a leading provider of FLenterprise-wide software solutions for public sector organizations and utilities worldwide,today announced the selection of DataProse,Inc.as a preferred provider of statement printing services. Ell "DataProse's expertise in statement printing and mailing provides our clients a convenient and cost-effective way to distribute their billing statements,"according to Cristina Lindgren,FITE's Director of Utility Systems Group."DataProse has demonstrated attention to detail and quality, which will serve our clients well." j I ! HTE provides customer information systems to 350 public and private utilities throughout the United States,Canada and the Caribbean; C.J According to DataProse President Glenn Carter,"HTE's ease-of-use and extensive capabilities, combined with DataProse's printing and distribution expertise,gives clients tremendous flexibility in managing their utility statements.Our close relationship with HTE means that clients don't have to worry about system compatibility.It makes outsourcing a more logical choice." HTE Inc. _ HTE,Inc. a roven leader in government information technologies,provides abroad range of — — — — — Fl- innovative software'solutions to more than 2,100 government offices,agencies and utility Lj companies throughout North America.The company's products address the wireless computing i t L1 requirements of a rapidly changing public sector market and support the end-to-end delivery of e- . government access to citizens. / I Founded in 1981,the company is headquartered near Orlando,Florida.Additional information is available at www.hteinc.com or by calling HTE Marketing Services at 1.800.727.8088. 1J I � �3o rsa.� EXHIBIEOF_ PAGE I f f P l information contained herein,the matters discussed in this news release Except for the historical F311 are forward-looking statements that involve risks and uncertainties detailed in HTE's filings with the Securities and Exchange Commission,.incl Lid ingrisks summarized in HTE's Annual report on P Form 10-K for its fiscal year ended December 31, 1999.j I� DataProse,Inc. L.� Ventura,California based DataProse, Inc.,founded in 1990 by Glenn Carter and Kinko's founder Paul Orfalea,specializes in database management and variable-data printing and mailing for Elcustomized 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 CFrancisco,Denver,Seattle,and Fort Lauderdale. j n www.hteinc.com Jwww.dataprose.com LJ L FjL 1 L� r� u �3ofga� EXHIBIT L_ PAGE OF 'U- CINCODE 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 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 n client services. l "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-6f-use and extensive capabilities, E 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. r 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 So 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, conversion;customization, training, and ongoing support. ` -- Data rose Billing Solutions, headquarte�`ed-iri-Oxnard,,—CAS offers-the DP-GovBi//—"m-suite-ser-vices------— — — including streamlined utility billing, personal and property tax statements, appraisal notices, collection letters and other personalized communications. DataProse provides effective print// mail L and online payment services that reduce bill payer errors and questions, ultimately improvi�5g _J collection efforts. f � ' Contact; Alan Denton, V.P. of Marketing DataProse,Inc. ( I 1451 N. Rice U Oxnard, CA 93030 (888)214-6680 www.dataprose.com .J EXHIBIT -� ! PAGED r� LJ Document Title: For Immediate Release E),4nAprose, Press release.doc 12 1 a INN 10 1;53T,711 1911MI Smnrter Stmements.0 Better ReSIt115 L.! LJ STW AND DATAPROSE FORM STRATEGIC PARTNERSHIP TO �? PROVIDE UTILITY PRINTING & MAILING SERVICES Grapevine,Texas and Dallas,TX—July 1,2000—STW,Inc., a leading developer of software for municipal governments,today announced their partnership with DataProse,Inc. to provide utility statement printing services. "DataProse's expertise in P1 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 Li compliment and serve our clients well. This will be a valuable asset to our existing and n future clients." LJ According to DataProse President Glenn Carter,"STW's ease-of-use and extensive C j capabilities, combined with DataProse's printing and distribution expertise,gives clients tremendous flexibility in managing their utility statements.Our close relationship with n STW means that clients don't have to worry about system compatibility. It makes II Lj outsourcing a more logical choice." I About STW,Inc. Lj Grapevine,Texas based STW, Inc., develops, Implements,and supports software and 1 computer systems for municipal governments.STW currently has over 50 software installations.More information please call: 817-329-1711 u About DataProse,Inc. F] Ventura, California based DataProse, Inc.,founded in 1990 by Glenn Carter and Kinko's Lj founder Paul Orfalea, specializes in database management and variable-data printing and mailing for customized bill presentment, commercial direct mail, and non-profit rill 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.data prose,co m. r� a3©ma' �( DATAPROSE,INCORPORATED EXHIBIT _ Li PAGE '� OF i L ) Document Title; For Immediate Release � Press release.doc 1 _ r ■ Srnrnuh Statements Q) Better Rowlts Fill C' STW AND DATAP]EtOSE FORM STRATEGIC PARTNERSHIP TO PROVIDE UTILITY PRINTING& MAILING SERVICES [ j Contacts: STW,Inc. jI David Johnson u President 817-329-1711 FjDataProse,Inc. Glenn Carter n President C800-927-7634 L{ 11 U C1 It L_ LJ f� Li J { L. r L� a3o pq DATAPROSE,INCORPORATED EXHIBIT L.� PAGE .,2.5y. OF Li DataProse® Renews Environmental Commitment by Replenishing Forests Ravaged by Wildfires Oxnard, CA March 29, 2007 -- DataProse, a leading provider of billing statements for L i 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 trees on their clients' behalf to provide habitat for wildlife, and help clean our air, land r, 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 L! Washington, DC, American Forests helps people plant and care for trees in order to restore the ecosystem and build healthier communities. DThe 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 F11 replenish those resources," stated Mr. Fleet. "For every mailing we send, DataProse L 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 L many water and power utilities, are very aware of natural resource management issues. LJ 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 II environmental impacts of our clients' mail programs with the help of American Forests." DataProse Billing Solutions uses state-of-the-art technology to present billing ( statements for finance, utility and telecommunications companies, on the Web or through the mail. DataProse maintains secure production facilities in Dallas, Texas and Oxnard, California. �~ Anot er ivi—Sion of`the company, DataPro—Di rL-ct—sp-ecializes-in-highiy-personalized— ---A LJ donor and member acquisition campaigns and renewal appeals for universities, n hospitals, arts and cultural organizations, and national community services L 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. J II ' Li I i L_; I 0�7ol�ay EXHIBIT _; PAGE 2L_OF Fj �i About American Forests 1. American Forests 910 17TH ST. NW, Suite 600 (� Washington, DC 20006 PH: 202/955-4500 FAX: 202/955-4588 www americanforests,org About DataProse Fil DataProse, Inc. founded in 1990, is a leading provider of direct mail and billing statement services to municipal and private utility companies, financial services, FJretailers, telecommunications, healthcare providers and higher education. DataProse. produces and distributes mission-critical documents for over 600 clients across the country. The company operates production uArizona,ll Cali California, California and and Washington. Texas, as well as sales offices throughout FJ Contact: Alan Denton, V.P. of Marketing L (805) 278-7433 1 adenton aC-)dataprose.com 1 Cwww datagrose,com � i L! I� �J 1 I l L_ I i C EXHIBIT �J _ L a30��d� PAOEal . OF N A'.`s3 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, 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 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 LJ Forest Service. Penny Pines plants trees in forests across the U.S. in any state that the donor designates. LJ American Forests, having been formed In 1875,is the oldest nonprofit citizens' conservation 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. �j DataProse commits to plant nearly 35,000 trees in 2008.To put this in perspective, New York's Central u Park has 25,000 trees;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 i 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 thing to do.We invite others,individuals and businesses,to join us in helping to protect our environment." In addition to its donation program,DataProse uses recycled paper and envelopes and recycles waste material to minimize environmental impact. About DataProse DataProse,-Inc.,founded-in 1-990,-is-a-leading provider-of_dir_ect-malLand-billing-statemera�ervlces__ --_ 'DataProse provides billing statement design,print,mail and electronic presentment and payment for municipal and private utility,financial services,cable,telecommunications and waste management companies.DataProse renders direct mail fundraising and membership acquisition services for nonprofit organizations in the healthcare,higher education,zoos and aquariums,and social/cultural market segments. 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, Omaha,NE,Tallahassee,FL and Fairfield, NJ as well as sales offices throughout the country. nI u EXHIBIT _ J PAGE OF L L.i Contact: Alan Denton, Executive Director, Marketing (888)214-6680 alan—denton@csgsystems.com nwww.dataprgse.com L.J About Arbor Day 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.or�. About American Forests American Forests is a world leader in planting trees for environmental restoration,a pioneer in the n science and practice of urban forestry,and a primary communicator of the benefits of trees and forests. L 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 St new approaches the organization has developed to help people improve the environment in the 21 century.www americanforests.org About Penny 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. Flil 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 J and environmental responsibility.The NGC is headquartered in St.Louis,MO.,adjacent to the world- famous Missouri Botanical Garden. www.gardenclub.com n I II i L r-, f EXHIBIT 1 J PAGE OF a jl ; I u L Attachment"A" CLIENT WORK HISTORY Vendor is to list up to three contracts approximately the same scope and size during the past three years. n 1. Client Name: City of Plano Lj Contact Name: Mark Israelson Phone.Number: (972) 941-5112 Dates of Service: 2000- Current C Brief description of service provided: Statement Printing & Mailing 2. Client Name: City of Frisco Pill Contact Name: Angela Fair Phone Number:(972)292-5525 U Dates of Service: 2002-Current u Brief description of service provided: Statement Printing & Mailing C 3. Client Name: City of Allen Contact Name: Kathy Chamberlain C Phone Number:(214) 509-4561 Dates of Service:2008-Current Brief description of service provided: Statement Printing & Mailing E.I� CJ rJ 030 ray F7 '" EXHIBIT J L J PAGE , Q OF / n I : L ! nCITY OF PLANO n COMPETITIVE SEALED PROPASAL NO.2009-66-C L� CSP—UTILITY BILL PRINTING AND MAILING SERVICE THIS FORM MUST BE THE LAST PAGE OF YOUR BID PACKET. C 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 products/services.upon which prices are extended at the price offered,and upon conditions contained in the specifications of the Invitation for Offer. L.1 The following information must be filled out in its entirety for your quote to be considered: GCompany Name:Dc p Address of Principal Place of Business: Cam' -Ctl s-V •-I S C�i 1 G Phone/Fax of Principal Place of Business: Address, Phone/Fax Number of Majority Owner Principal Place of Business: E-mail Address of Representative: t Pt,r.e �; � c�-�� -�e�� C D F,'i � Authorized Representative: 1'`"t' Name y� pate Vie-C Title �L V"7 ►- ,� I El Acknowledgement of Addenda: #1 #?�' #3 � _#5 C 29 a3 o�4ay n EXHIBIT 3 PAGE _OF n • � i � 1 n �1 City of Piano Insurance Requirements Requirements . Contractors performing work on City property or public right-of-way for the City of Plano shall provide the encing the coveraes and coverage provisions City a certificate of Insurance evidevidence that all su bcon tractors performing work on tl he project have Fl Contractors shall provide the City the same types and amounts of coverages as required herein or that the subcontractors are of the policy. under the contractor's policy. The City,at its own discretion,may require a certified copy FiJ, All insurance com anies an covers es must be authorized b,the Texas De artmet�t or Insurance to transact business in the State Of Texas and must be aece table to file Q'or Plano. Fit 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 L 1 nature of the work. Type oflnsurance Amount of Insurance Provisions LJ commercial General(Public) $500,000 each occurrence, City AND CITY'S 1' $1,000,000 general aggregate; CONSULTANT to be listed as Liabilih�to include covers a or: additional insured and a) PremiseslOperations Or provided 30-day notice of b) Prod cancellation cancellation or material Operations c) Independent Contractors $1,000,000 combined single change in coverage. C Personal Injury limits prefers that insurer be d) P City e) Contractual Liability rated B+VI or higher by A.M. Best or A or higher by Standard & Poors rl 1. Buslness Auto Liabili v As re uired by State c, Texas City AND City's LJ Wor_ k�rs�(omaen�sation& Statutory Limits CONSULTANT to be E-rkersr�bill ' $100,000 each accident provided a waiver of -sabre-ation — i [j Questions regarding this insurance should be directed to the City of Plano Purchasing i �? Department at (972) 941-7557 � I LJ; A PURCHASE ORDER WILL NOT BE ISSUED WITHOUT EVIDENCE OF INSURANCE. LJ (1 I , LJ a30 K a4 n EXHIBIT 20 PAGE_L OF DATE(MMIDD/YYYY) PRODUCER ACORD. CERTIFICATE OF LIABILITY INSURANCE 11/30/2009 11/25/2008 1 Dckton Companies,LLC Denver THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION B110 E Union Avenue ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER.THIS CERTIFICATE DOES NOT AMEND, EXTEND OR r Suite 700 I Denver 80237 ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. i t J (303)414-6000 INSURERS AFFORDING COVERAGE NAIC# INSURED CSG Systems International,Inc. INSURER A: FEDERAL INSURANCE COMPANY F1055794 DataProse,Inc, INSURER 8: i 6012 W. Campus Circle,Sulte 260 Irving,TX 75063 INSURER C: INSURER D INSURER E COVERAGES THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING CSGSY01 NG U ¢ PRODUCER AND CERTIFICATE DER THE POLICIES OF INSURANCE LISTED BELOW AVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED.NOTWITHSTANDING ANY REQUIREMENT,TERM OR COND)TION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN,THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,EXCLUSIONS AND CONDITIONS OF SUCH POLICIES-AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. 1NSR ADD'L POLICY EFFECTIVE POLICY EXPIRATION LTR INSRD TYPE OF INSURANCE POLICY NUMBER DATE(MM/DD/YY) DATE(MMIDD/YY) LIMITS X GENERAL LIABILITY EACH OCCURRENCE $ 1,000,000 A COMMERCIAL GENERAL LIABILITY 3578-87-28 11/30/2008 11130/2009 DAMAGE TOREN7EO EM re c S 1,000,000 Fjj, CLAIMS MADE X OCCUR MED EXP(Any one person) S 10,000 PERSONAL&ADV INJURY S 1,000,000 GENERAL AGGREGATE S 2,000,000 L J GEN'L AGGREGATE LIMIT APPLIES PER: PRODUCTS-COMPIOP AGG S 2,000,000 PRO- X POLICY JECT F LOC EgA AUTOMOBILE LIABILITY 7351-94-12 11/30/2008 11130/2009 COMBINED SINGLE LIMIT 1,000,000 (Ea accident) J X ANY AUTO ALL OWNED AUTOS BODILY INJURY $ }DX7CX (Per person) I Fill SCHEDULED AUTOS HIRED AUTOS BODILY INJURY $ X)C)CX �XX NON-OWNED AUTOS (Per accident) PROPERTY DAMAGE S XXX3,= (Per eccldenl) ' AUTO ONLY-EA ACCIDENT $ XXJ:XXXX u GARAGE LLABILITY NOT APPLICABLE ANY AUTO OTHER THAN EAACC S XX3IXXXX AUTOONLY: AGG S XXX XXX CEXCESBRIMBRELLA LIABILITY EACH OCCURRENCE S 15.000.000 A }�' OCCUR t CLAIMS MADE 7982-16-47 11/30/2008 11/30/Z009 AGGREGATE S 15,000,000 b XXXXXXX UMBRELLA DEDUCTIBLE X FORM S XXXXX}X RETENTION S $ X�X�XX A WORKERS COMPENSATION AND 7165-57-91 11/30/2008 I1130/2009 X OR, OTH- E-MPLDYERS'LIABILITY EL EACH ACCIDENT $ 1,000,000 C(-——ANY PROPRIETORIPARTNEROMOUTIVE--- —� OFFICERIMEMBER EXCLUDED? E.L.DISEASE-EA EMPLOYEE $ 1,000,000 If R SPECIAL PROVISIONS belw NO E.L.DISEASE-POLICY LIMIT $ 1,000,000 OVER . DESCRIPTION OF OPERATIONSILOCATIONS NEHICLESIEXCLUSIONS ADDED BY ENDORSEMENTISPECIAL PROVISIONS f City of Plano and City of Plano's consultant are named Additional Insured as their interests may appear. Waiver of Subrogation applies to the Workers' Compensation policy. LJ Ll 'CERTIFICATE HOLDER CANCELLATION 10627938 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION CITY OF PLANO DATE THEREOF, THE ISSUING INSURER WILL ENDEAVOR TO MAIL-30 DAYS WRITTEN L ATTN: Zahid Kahn,Senior Buyer NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT.BUT FAILURE TO DO SO SHALL P.O.Box 860358 IMPOSE ND OBLIGATION OR LIABILITY OF ANY KIND UPON THE INSURER ITS AGENTS OR Plano,TX 75086-0358 REPRESENTATIVES. j AUTHORIZED REPRES wpk E ZHIBIT LA a3©(fal r e ° r8GE OF Arnan grz r9nn41rIR1 .e,.....ne.....,em.mnumnon....eunrr.munwru.Ltlinue rmtloe.r..c7lcsebo,..na.oeary n.aLmeotl.'C8oevor. ACORD CORPORATIr)N iPRR —'- Email Certificate Page 1 of 1 I n 1 Below is an email confirmation for Holder ID: 10627938 To: terry_anderson @csgsystems.com l ; From: klee @lockton.com Sent: 8/14/200911:46:59 AM l Please print this confirmation If needed as this message will not appear in your sent items. Fil F 1 L.l Li L.i J C� J r, I li J i I ILJ EXHIBIT (�f a3n r�a� PAGE _,,,? OF I/Y Li httns•//ndfnet.lncicten.com/email.asnx?h1D=1062793 8&Ddfhame=6E419D534C81E8174E... 8/14/2009 ' INSURANCE REQUIREMENT AFFIDAVIT (To be completed by appropriate Insurance Agent) Fji I, the undersigned agent, certify that the insurance requirements contained in this proposal F! document have been reviewed by me with the below identified vendor. If the below identified vendor is awarded this contract by the City of Plano, I will be able, within ten (10) working days after being notified of such potential award, to furnish a valid insurance certificate to the Clty meeting all of the requirements contained in this proposal. 1.j J Agent's Signature Agent's Name Printed Fi N�.me of Insurance C mer aG,tL-rD Pi 11 a E GLNIoAI A-Y rZ40 Address of Agency City, State,Zip A3 -41�-(0 4 `� Phone number where Agent may be contacted L D S TUC C Vendor's Name(please print or type) F-j,l �Ck-P7G(C iC� I�� nk (°•� SUBSCRIBED AND SWORN to before me by the above named G m C on this the 0 day of (4yru L , 20 U a. KIMBERLY A BABEL L Notary Pk"Ic We of C060r6do F�------ t Notary-Public-in-and-for-the-State-of— , F�i NOTE TO AGENT: IF THIS TIME REQUIREMENT IS NOT MET, THE CITY HAS THE RIGHT TO DECLARE THIS VENDOR NONRESPONSIVE AND AWARD THE CONTRACT TO THE NEXT LOWEST PROPOSER MEETING THE SPECIFICATIONS. IF YOU HAVE ANY QUESTIONS Fi� CONCERNING THESE REQUIREMENTS, PLEASE CONTACT THE CITY OF PLANO El f� L.J �1 ((--, a�o EXHIBIT l� PAGE X7 OFD AFFIDAVIT OF NO PROHIBITED INTEREST Fi. "D I, the undersigned declare and affirm that no person or officer of n (herein "Contractor") is either employed by the City of Plano or is U an elected official of the City of Piano and who has a financial interest, direct or indirect, in any contract with the City of Plano or has a financial interest, directly or indirectly, in the sale to the F City of Plano of any land, or rights or interest in any land, materials, supplies or service. As per Section 11.02 of the Plano City Charter, interest represented by ownership of stock by a City of Plano employee or official is permitted if the ownership amounts to less than one (1) per cent of the corporation stock. El I further understand and acknowledge that the existence of a prohibited interest at any time during the term of this contract will render the contract voidable. Name of Contractor Y: Signature Name -Q Print c C � 'r •� � ��z D�r�cv � aaj Title A --- n Date II LJ STATE OF AIIED11 1A § COUNTY OF COUNTY OF SANTA CIJIRA § § r, ta• L) SUBSCRIBED AND SWORN TO before me this day of C /2009. C �nanlmunnuummuntmnm DOUG SHON C COMM.4 1671203 No F : NOTARY PUBLIC•CALIFORNIA , SANTA CLAR BCD 5 X10 Foy Comm.Exp. C! uuwuuuwuuluua�uuumaiur�uuxuunmuimuwnm�nwna► i I � J a3ofIaH 22 EXHIBIT' PAGE - OF