HomeMy WebLinkAboutContract 39516 (2)I
Letter oflntent
Between
DataPro se, Inc . and City of Fort Worth .
This Letter oflntent ("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 :
I. Basic Terms of the Proposed Transaction and Interim Arrangement.
The City seeks to obtain City Council approval to enter into and execute an agreement with DataProse for the
Proposed Transaction .. The basic tem1s of the Proposed Transaction ("the Agreement") are anticipated to be similar to
thos e set forth in the City of Piano '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 s uch 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. Co nfidentiality.
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
herei n , City nor any of its respective officers and directors shall cause their employees, agents and representatives to ,
initiate or so licit, directly or indirectly, any inquiries or the making of any propo sal with other vendors with respect to
any service s 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 sinlilar 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 an1ount 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 Propo se d 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 thi s LOI or the transactions
contemplated herein.
CSG/1 2:l0 19M
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
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
:=>A. :.-'~ -
Fernando Costa
AssistantS::hMan~r
Date : ~ ?/fl,
Recommended Bu
.<~
Frank Crumb, Water Department Director
Approved as to legality:
~~o~-~Jfe
Assistant City Attorney
Attest:
(v\~
Marty~
City Secretary
CSG l!2.'t1 1984
Data~,~lnc.
By ;J,n _
Name : ________ _
Title : ___ SICa.1Mll18~1¥r----
Date :_-+f;....,._-l 0~·~0'-----'9 ---
CSG SYSlEMS INC -I
Reviewed
by
Cv'#Ali /l/101o9 I
LEGAL DEPARJlef i 1 ..._ ____ --'
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
2
CONFIDENTIAL AND PROPRIETARY INFORMATION TO THE EXTENT ALLOWED BY LAW • FOR USE BY AUTHORIZED EMPLOYEES FOR
THE PARTIES HERETO ONLY AND IS NOT FOR GENERAL DISTRIBUTION WITHIN OR OUTSIDE THEIR RESPECTIVE COMPANIES
EXHIBIT A
CSGl/2 ~11 1984 3
CONFIDENT IAL AND PROPRIETARY I N FORMATION TO THE EXTENT ALLOWED BY LAW -FOR USE BY AUTHORIZED EMPLOYEES FOR
THE PARTIES HERETO ONLY AND I S NOT FOR GENERAL DISTRIBUTION WITHIN OR OUTSIDE THEIR RESPECTIVE COMPANIES
-------·-------·-···-··. ~
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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., acqf,{orPI,:
· corporation, whose address is 1122 W. Bethel Road, Coppell, Texas 75604, hereinafter q ·
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.
For and in consideration of the covenants and agreements contained herein, and for the
mutual benefits to be obtained hereby, the parties agree as follows:
I.
SCOPE OF SERVICES
Contractor shall provide all labor, supervision, materials, and equipment necessary for
utility bill printing and mailing services. These products and services shall be provided in
accordance with the Specifications for utility bill printing and mailing services, a copy of which is
attached hereto and incorporated herein as Exhibit "A," and the Contractor's Bid in response
thereto, a copy of which is attached hereto and incorporated herein for all purposes as Exhibit
"B." The Contract consists of this written agreement and the following items which are
attached hereto and incorporated herein by reference:
(a)
(b)
(c)
(d)
Specifications for utility billing printing and mailing services (Exhibit "A");
Contractor's Bid (Exhibit ''B");
Insurance Requirements (Exhibit "C"); and
Affidavit of No Prohibited Interest (Exhibit "D").
These documents make up the Contract documents and what is called for by one shall
be as binding as if called for by all. In the event of an inconsistency or conflict in any of the
provisions of the Contract documents, the inconsistency or conflict shall be resolved by giving
precedence first to 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."
II.
TERM OF CONTRACT
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
ninety (90) days prior to the expiration of the initial term.
CONTRACT
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Ill.
WARRANTY
Contractor warrants and covenants to City that all goods and services provided by
Contractor, Contractor's subcontractors, and agents under the Agreement shall be free of
defects and produced and performed in a skillful and workmanlike manner and shall comply
with the specifications for said goods and services as set forth In this Agreement and the Bid
Specifications attached hereto and incorporated herein as Exhibit "A". Contractor warrants
that the goods and services provided to City under this Agreement shall be free from defects in
material and workmanship, for a period of one (1) year commencing on the date that City
issues final written acceptance of the project.
IV.
PAYMENT
.Payments hereunder shall be made to Contractor following City's acceptance of the
work and within thirty (30) days of receiving Contractor's invoice for the products and services
delivered. Total annual compensation under this contract shall not exceed the sum of THREE
HUNDRED EIGHTY EIGHT THOUSAND SEVEN HUNDRED AND N0/100 DOLLARS
($388,700.00).
Contractor recognizes that this Contract shall commence upon the effective date herein
and continue in full force and effect until . termination in accordance with its provisions.
Contractor and City herein recognize that the continuation of any contract after the close of any
given fiscal year of the City of Plano, which fiscal year ends on September 30th of each year,
shall be subject to Plano City Council approval. In the event that the Plano City Council does
not approve the appropriation of funds for this contract, the Contract shall terminate at the end
of the fiscal year for which funds were appropriated and the parties shall have no further
obligations hereunder.
V.
PROTECTION AGAINST ACCIDENT TO EMPLOYEES AND THE PUBLIC
Contractor shall at all times exercise reasonable precautions for the safety of employees
and others on or near the work and shall comply with all applicable provisions of Federal, State,
and Municipal safety laws. The safety precautions actually taken and the adequacy thereof
shall be the sole responsibility of the Contractor. Contractor shall indemnify City for any and all
losses arising out of or related to a breach of this duty by Contractor pursuant to paragraph VII.
INDEMNIFICATION and paragraph VIII. COMPLIANCE WITH APPLICABLE LAWS set forth
herein.
VI.
LOSSES FROM NATURAL CAUSES
Unless otherwise specified, all loss or damage to Contractor arising out of the nature of
the work to be done, or from the action of the elements, or from any unforeseen circumstances
in the prosecution of the same, or from unusual obstructions or difficulties which may be
·CONTRACT
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encountered in the prosecution of the work, shall be sustained and borne by the Contractor at
its own cost and expense .
VII.
INDEMNIFICATION
CONTRACTOR SHALL RELEASE, DEFEND, INDEMNIFY AND HOLD THE CITY, ITS
ELECTED OFFICIALS, OFFICERS AND EMPLOYEES HARMLESS FROM AND AGAINST
ALL CLAIMS, DAMAGES, INJURIES (INCLUDING DEATH), PROPERTY DAMAGES
(INCLUDING LOSS OF USE), LOSSES, DEMANDS, SUITS, JUDGMENTS AND COSTS,
INCLUDING ATTORNEY'S FEES AND EXPENSES, IN ANY WAY ARISING OUT OF,
RELATED TO, OR RESULTING FROM THE SERVICES PROVIDED BY CONTRACTOR
UNDER THIS AGREEMENT OR CAUSED BY THE NEGLIGENT ACT OR OMISSION OR THE
INTENTIONAL ACT OR OMISSION OF CONTRACTOR, ITS OFFICERS, AGENTS,
EMPLOYEES, SUBCONTRACTORS, LICENSEES, INVITEES OR ANY OTHER THIRD
PARTIES FOR WHOM CONTRACTOR IS LEGALLY RESPONSIBLE (HEREINAFTER
"CLAIMS"). CONTRACTOR IS EXPRESSLY REQUIRED TO DEFEND CITY AGAINST ALL
SUCH CLAIMS.
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
SHALL RETAIN DEFENSI; COUNSEL WITHIN SEVEN (7) BUSINESS DAYS OF CITY'S
WRITTEN NOTICE THAT CITY IS INVOKING ITS RIGHT TO INDEMNIFICATION UNDER
THIS CONTRACT. IF CONTRACTOR FAILS TO RETAIN COUNSEL WITHIN SUCH TIME
PERIOD, CITY SHALL HAVE THE RIGHT TO RETAIN DEFENSE COUNSEL ON ITS OWN
BEHALF, AND CONTRACTOR SHALL BE LIABLE FOR ALL COSTS INCURRED BY CITY.
VIII.
COMPLIANCE WITH APPLICABLE LAWS
Contractor shall at all times observe and comply with all Federal, State and loca l laws,
ordinances and regulations including all amendments and revisions thereto, which in any
manner affect Contractor or the work, and shall indemnify and save harmless City against
any claim related to or arising from the violation of any such laws, ordinances and
regulations whether by Contractor, its employees, officers, agents, subcontractors, or
representatives. If Contractor observes that the work is at variance therewith, Contractor shall
promptly notify City in writing.
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IX.
VENUE
The laws of the State of Texas shall govern the interpretation, validity, performance and
enforcement of this Contract. The parties agree that this Contract is performable in Collin
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
Contract, that this Contract shall not be assigned or sublet without the prior written consent of
City, and that no part or feature of the work will be sublet to anyone objectionable to City.
Contractor further agrees that the subletting of any portion or feature of the work ,· or materials · ·
required in the performance of this Contract, shall not relieve Contractor from its full obligations
to City as provided by this Contract.·
XI.
INDEPENDENT CONTRACTOR
Contractor covenants and agrees that Contractor is an independent contractor and not
an officer, agent, servant or employee of City; that Contractor shall have exclusive control of
and exclusive right to control the details of the work performed hereunder and all persons
performing same, and shall be responsible for the acts and omissions of its officers, agents,
employees, contractors, subcontractors and consultants; that the doctrine of respondeat
superior shall not apply as between City and Contractor, its officers, agents, employees,
contractors, subcontractors and consultants, and nothing herein shall be construed as creating
a partnership or joint enterprise between City and Contractor.
XII.
INSURANCE AND CERTIFICATES OF INSURANCE
Contractor shall procure and maintain for the duration of the contract insurance
coverage as set forth in the Insurance Requirements marked Exhibit "C" attached hereto and
incorporated herein by reference . Contractor shall provide a signed insurance certificate
verifying that they have obtained the required insurance coverage prior to the effective date of
this Contract.
XIII.
HINDRANCES AND DELAYS
No claims shall be made by Contractor for damages resulting from hindrances or delays
from any cause during the progress of any portion of the work embraced in this Contract.
CONTRACT
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XIV.
AFFIDAVIT OF NO PROHIBITED INTEREST
Contractor acknowledges and represents it is aware of all applicable laws, City Charter,
and City Code of Conduct regarding prohibited interests and that the existence of a prohibited
interest at any time will render the Contract voidable. Contractor has executed the 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
City may, at its option, with or without cause, and without penalty or prejudice to any
other remedy it may be entitled ta at law, or in equity or otherwise under this Contract, terminate
further work under this contract, in whole or in part by giving at least thirty (30) days prior written
notice thereof to Contractor with the understanding that all services being terminated shall
cease upon the date such notice is received.
XVII.
ENTIRE AGREEMENT
This Contract and its attachments embody the entire agreement between the parties
and may only be modified in writing if executed by bath parties .
XVIII.
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 party.
XIX.
SUCCESSORS AND ASSIGNS
This Contract shall be binding upon the parties hereto, their successors, heirs, personal
representatives and assigns.
LJ CONTRACT
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xx.
HEADINGS D
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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.
Date: [& 1('t·Ot
CSG SYSTEMS INC.
Reviewed
by
WJAI. /Oh.o/()9
LEGAL DEPAmMENT
Date: _l~-~?............_.k __
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TO FORM
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'---' CONTRACT
DATAPROSE, INC. a
corporation
£671~ By:
Name: JosephI Ruble
Title: . Secret:11y
CITY OF PLANO, TEXAS
By :
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STATE OF iBEA&CDLD~
§
ACKNOWLEDGMENTS
COUNTY oFj)d t,~/.tJ;s §
This ~strument was:::nqwledged before me o the ('f~day of (7~/»n, ,
2SQ9 ,by i,JosephT~b\e... , e; of DATAPROSE, INC., a
:_we.ii Ja.te., , corporation, on behalf of said corpor
COUNTY OF COLLIN
My Commission Expires Oct. 31, 201 o
7087 Soui:; Grap e Way
Centenniai, CO 80122
This instrument was acknowledged before me on the/J.-7 day of Oc:Jaf4.e!l) ,
20 b'1 by THOMAS H. MUEHLENBECK, City Manager of the CITY OF PLANO, TEXAS, a
honit-rule municipal corporation, on behalf of said corporation.
CYNTHIA D. PIERCE
Notary Pub llo, State ot Texas
My Commission Expires
Moy 08, 2010
n ~ CONTRACT
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Oct 5, 2 0 09 3:30:27 PM CDT
City of Pla no
Solicitation 2009-66-C
UTILITY BILL PRINTING AND MAILING
SERVICES
P ~NO T E X A S
City of Plano
EXHIBIT t~
Bid 2 009-66-C
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City of Plano
Bid 2009-66-C
UTILITY BILL PRINTING AND MAILING SERVICES
Bid Number
Bid Title
Bid Start Date
Bid End Date
Question & Answer End Date
Bid Contact
Pre-Bid Conference
2009-66-C
UTILITY BILL PRINTING AND MAILING SERVICES
Mar 6, 2009 9:04:41 AM CST
Apr 8, 2009 3:00:00 PM CDT
Mar 25, 2009 12:00:00 PM CDT
Zahid Khan
Buyer
Purchasing Division
Mar 17, 2009 10:00:00 AM CDT
Attendance Is optional
Location: CITY OF PLANO
PURCHASING DEPARTMENT (CONFERENCE ROOM# 3B)
1520 AVENUE K
PLANO, TX 75074
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
Changes were made to the following Items:
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
Changes were made to the following Items:
UTILITY BILL PRINTING AND MAILING SERVICES
Changes made on Mar 27, 2009 4:50:56 PM CDT
New Documents 2009-66-C Addendum 4.pdf
Changes were made to the following items:
UTILITY BILL PRINTING AND MAILING SERVICES
Bid 2009-66-C
q ~10 ('66.~
EXHIBIT fr
PAGEL OF ..11.
Oct 5. 2009 3:30 :27 PM CDT p. 2
.. ------------------------------
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City of Plano Bid 2009-66-C
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
Changes made on Apr 1, 2009 11:21:01 AM CDT
New Documents 2009-66-C Addendum S.pdf
Changes were made to the following Items:
UTILITY BILL PRINTING AND MAILING SERVICES
Description
THE CITY OF PLANO CUSTOMER AND UTILITY DEPARTMENT IS REQUESTING A SEALED PROPOSAL FOR THE UTILITY
BILLING AND MAILING SERVICES.
Added on Mar 10, 2009:
Acknowledge receipt of this addendum by Initialing In the appropriate space on the Vendor Acknowledgment Page.
Added on Mar 13, 2009:
Acknowledge receipt of this addendum by Initialing In the appropriate space on the Vendor Acknowledgment Page .
Added on Mar 25, 2009:
Acknowledge receipt ofthis addendum by Initialing In the appropriate space on the Vendor Acknowledgment Page .
Added on Mar 27, 2009:
Acknowledge receipt of th i s addendum by Initialing i n the appropriate space on the Vendor Acknowledgment Page .
Added on Apr 1, 2009:
Acknowledge receipt of this addendum by initialing in the appropriate space on the Vendor Acknowledgment Page
Changes made on Mar 10, 2009 2:52:31 PM CDT
Changes made on Mar 13, 2009 4:38:08 PM CDT
Changes made on Mar 25, 2009 4:58:46 PM CDT
Changes made on Mar 27, 2009 4:50:56 PM CDT
Changes made on Apr 1, 2009 11:21:01 AM CDT
Oct 5, 2009 3:30 :27 PM CDT
EXHIBIT fJ
PAGE___q___-=--+,o~F~~--z
p.3
l City of Pl a no Bid 2009-66-C
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P THE
CITY OF PLANO
T E X A S
COMPETITIVE SEALED PROPOSAL NO.: 2009-66-c
CSP -UTILITY BILL PRINTING AND MAILING SERVICES
DOCUMENTS ARE DUE TO THE PURCHASING DIVISION PRIOR TO:
3:00 PM (CDT) on TUESDAY, MARCH 31, 2009
NO LA TE PROPOSALS WILL BE ACCEPTED
·· ***VENDOR MUST SUBMIT ONE (1) ORIGINAL WITH ALL SUPPORTING
PROPOSAL DOCUME~TS AND FOUR (4) COPIES ARE REQUIRED TO
FACILITATE EVALUATION. IF "COPY (IES)" ARE NOT SUBMITTED WITH
THE ORIGINAL, YOUR CSP MAY BE CONSIDERED AS "NON-RESPONSIVE
TO SPECIFICATIONS" AND MAY NOT BE CONSIDERED FOR FURTHER
EVALUATION.
Time Critical 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
WWW.BIDSYNC.COM: THE CITY OF PLANO UTILIZES THE E-PROCUREMENT SYSTEM
CSP DEPOT (www.bidsync.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.bidsync.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
Senior Buyer
Purchasing Division
(972) 941-7376
1··, s.,o f<bcJ.~
i I Oct 5 , 2009 3:30 :27 PM CDT
EXHIBIT A I
PAGE .-=L OF .s:J_ ~ p.4
' I City of Plano Bid 2 009-66-C
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*****GENERAL INFORMATION*****
CITY OF PLANO, TEXAS
COMPETITIVE SEALED PROPOSAL NO.: 2009-66-C
CSP • UTILITY BILL PRINTING AND MAILING SERVICES
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.bidsync.com or directed via email to Zahid Khan,
Senior Buyer at Zahidk@plano.gov 12:00PM (CDT) on Wednesday, March 25, 2009 by Noon.
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:
City of Plano -Purchasing Division
1520 Avenue K, Suite 370
Plano, TX 7507 4
PRE~ROPOSALCONFERENCE
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 -3B)
1520 AVENUE "K",
PLANO, TX 75074 \
Attendance at the pre-bid/proposal conference is optional.
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
of the firms submitting CS P's will be read aloud at the public opening.
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Tentative Timetable
The following schedule provides you with key events and tentative completion dates.
~ N~. ·-JL .. ~.,----_ _ __ -A<:_~ivi~y --__ ___ __ __j [ T~ntati~e Co~?leti~n Dat~---______ J
l
!l .. 2.: ____ JI ~~~ lss_ue~ _ .. ___________ .. _ ____ -·--·--·-·--···-II ~a~_06'._?,~09____ __ _ ___ _ __ ····-. . .... _ .. ·------·-·-· J
[~_. __ ,_j [~r.~--~!d/~r.~!'~-~a~-Meet_~~g __ .. ·-·--··-·-· _ .J M~~--~!. • 2_00_9 ~ 1 O:O?_~~-__ -··-----·-···· ... .. __ '.
ll.~.:. ... J l9u~~!~<:>_~~-'?._~a~Une ______ __ . . ___ J l_~ar __ 2-~-~ 2~~~-~ _:I ~:~~ N_~_~n -~C'?._T) ·---····-···-· .J
1Dlcsp Responses Due····-·--··-····--··-----·-----''·Mar _31 . 2009 ruiru:_~o _3:09pm_(CDT) __________ J
II~.:.-!§sP_ -Pu~lic Opening _ . _ . JI ~ar 31, 2009 fil __ 3:00p_m ~CD~) _ ....... __ ..
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SMWBE POLICY
IT IS THE POLICY OF THE CITY OF PLANO TO INVOLVE SMALL BUSINESSES AND
MINORITY/WOMAN OWNED BUSINESSES TO THE GREATEST EXTENT POSSIBLE IN THE
PROCUREMENT OF GOODS, EQUIPMENT, SERVICES AND CONSTRUCTION PROJECTS. TO
ASSIST US WITH OUR RECORDKEEPING, VENDORS SHOULD IDENTIFY ANY
SMALUMINORITY/WOMAN-OWNED COMPANY BEING UTILIZED IN THIS BID AND NOTE THE
MONETARY INVOLVEMENT.
WRITE THE CSP NUMBER ON YOUR ENVELOPE IN THE LOWER LEFT CORNER.
INSURANCE VERBIAGE
Upon request, the successful vendor must SUBMIT PROOF OF MEETING NECESSARY
INSURANCE REQUIREMENTS within ten (10) business days of notification by the City of
Plano. Failure to respond within ten (10) business days will be grounds for declaring vendor
non-responsive to specifications.
ANNUAL CONTRACT VERBIAGE
This agreement will contain a fixed pricing (man hour per event) structure for the term of the agreement.
Orders will be placed on a non-exclusive, "as needed", basis. Orders placed by the City of Plano will be
done so utilizing Contract Release Order (CRO's). All invoices must reference City of Plano CRO
number.
WRITTEN CONTRACT VERBIAGE
The successful vendor must execute a CONTRACT within ten (10) days after receipt of
documents. ProposerNendor agrees to submit to the City, a corporate resolution, certificate of
partnership, partnership agreement or joint venture agreement which identifies the person(s)
authorized to execute a contract on behalf of the corporation, partnership or joint venture.
3
Bid 2009-66-C
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City of Plano
PRINTING/MAILING SERVICES UTILITY BILLS
CUSTOMER AND UTILITY SERVICES DEPARTMENT
CITY OF PLANO, McKINNEY, FRISCO, ALLEN AND THE TOWN OF FLOWER
MOUND, TEXAS SPECIFICATION
I. Introduction and Scope of Services
The City of Plano is soliciting Competitive Sealed Proposals for the printing and mailing
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
Town of Flower Mound. The contract will be awarded based on the evaluation criteria as
stated herein. The term of the contract will be for one year with four optional one-year
renewals.
II. Pre-Proposal Conference
B. 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 -38}
1520 AVENUE "K",
PLANO, TX 75074
Attendance at the pre-bid/proposal conference Is optional.
Ill. 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
where noted. All quantities are estimates only and orders will be placed on an as needed
basis.
A. General Services and Requirements
i. Provide security of information and supervision from start to finish.
ii. The following volume estimates are listed by City:
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
Delinquent bill statement: 28,800
McKinney: Be able to handle high volume production on a daily
basis from 3,·ooo bills and up to 8,000 bills on occasion.
Estimated annual requirement:
Utility bill statement: 504,000
Delinquent bill statement: 84,000
4
Bid 2009-66-C
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Frisco: Be able to handle high volume production on a daily
basis from 2,000 bills and up to 6,000 bills on occasion.
Estimated annual requirement:
Utility bill statement: 442,000
Delinquent bill statement: 35,000
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:
Utility bill statement: 250,000
Delinquent bill statement: 6000
Combined for Five (5) Cities:
Be able to handle high volume production on a daily
basis from 13,050 bills and up to 36,900 bills on occasion.
Estimated annual requirement:
Utility blll statement: 2,301,000
Delinquent bill statement: 223,800
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
3 into the Standard Mail Out envelope).
viii. Be able to accept upgrades to current customer billing system.
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
H T E inc. (SunGard)
Flower Mound and Frisco
Tyler Technologies (lncode)
xi. Be able to do custom programming as needed.
xii. Have an emergency back up plan to avoid out of service situations.
xiii. Provide secure access for on line transmission through SSL.
xiv. Provide a system password per customer that is vendor controlled and will not
allow unauthorized access.
xv. Provide capability to enable batch printing of selectively excluded bills at each
City's Customer and Utility Services Office.
xvi. Provide selective/dynamic messaging via secure site for customer messages to be
included on bills.
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.
Bid 2009-66-C
5
EXHIBIT (J. PAGE~~-1-,::.,0F~~~l~. i"] r__ Oct 5, 2009 3:30 :27 PM CDT p.8
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v. Vendor shall provide as part of the second report, the amount of postage charges
for the billing Included in the report.
vi. File size and billing cycle will be utilized as confirming data .
vii. Data will be transmitted prior to 1 Dam everyday bills are needed to be processed.
C. Preprint Requirements
i. Selectively exclude bill types from printing (PULL, EBILL, CITY and others
identified in the print file).
ii. CASS certification to ensure lowest possible postage costs.
iii. Must be able to sort to carrier route level.
iv. Presorts must conform to latest USPS notification.
v. Mail merging of bills going to same mailing address up to three into regular #1 O
. mailing envelope and four to one hundred merged for stuffing into one large
envelope. Placement of sorter codes must be approved each City.
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 .
D. Access to Electronic Bill Image Requirements
i. Provide access for city staff via password secured Internet site to exact replicas of
customer bills in PDF Format for a period of 12 months.
ii. Provide access via secured internet site from each City's website to customers
electing to view exact replicas in PDF format for a period of 12 months.
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.
E. Approval of Forms and Envelope Orders Requirements
i. All orders for print stock and envelopes shall be approved by each City.
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.
iv. Pre-printed forms of any kind will not be used .
F. Printing Requirements
i. All printing shall be laser imaging high quality print with 600 DPI or better.
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.
G. Envelope and Print Stock Requirements
i. Original and Delinquent Utility BIiis
Vendor to furnish. See attached Sample# 1 and # 4. The sample is for
original and delinquent statements and may vary in layout and format.
6
Bid 2009-66-C
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EXHIBIT _r(\--'-_
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i. 8 % inch X 11 inch White bond stock.
ii. Paper weight 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% inches X 3 5/8
inches to be returned by customer with payment.
v. Tri fold on perforation to fit a #10 window envelope
ii. Envelopes
Vendor to furnish. See attached Sample# 2
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.
b. Delivery is F.0.B. Freight Pre-paid to each participating City's delivery address
set up at time of order.
iii. Mail Out Envelopes
Vendor to furnish
a. Standard BRE #1 O 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
a. 3 7/8 in x 8 7/8 in per attached Sample# 3. Must include security cross-
hatching.
b. Bar coded for return address.
v. Mail Merging Envelope (Mail Out)
a. Sufficient size to insert 100 bills into one envelope.
b. May use mail label rather than bulk print, prefer addressing on the run with bill
printing.
c. Additional inserts include (1) return envelope and one of each additional
informational insert.
H. Utility Bill Folding and Inserting
i. Tri Fold statement to fit in Standard #10 mail out envelope.
ii. One fold shall be on the perforation creating the bill stub.
iii. Must have multiple page and selective inserting capabilities.
iv. Inserts include statement, return envelope and up to three additional flyers.
I. Malling
i. Daily, (5 days per week)
ii. Turnaround -data in by 10:00 am, mail out same business day and delivered to
USPS bulk processing center.
7
Bid 2009-66-C
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iii. 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.
J. Invoicing
i. Monthly or Biweekly.
ii. Invoicing should reflect separate services according to proposal form.
iii. Specify details of special handling bills.
iv. List number of statements printed for the period.
v. Only invoice for work completed.
IV. Cooperative Additional Terms and Conditions
The City of Plano is issuing this CSP as a lead agency in cooperation with the Cities of
McKinney, Frisco, Allen and the Town of Flower Mound. 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.
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:
• 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
VI. Training
Vendor is required to provide training as needed to insure continuity of the
process.
VII. Warranty
Be responsible for all costs associated with errant printing and mailing of statements
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.
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
Bid 2009-66-C
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8 EXHIBIT ___._A ___ _
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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
XII. Submittals
Vendors shall submit the following information that will be used in the evaluation process
noted in Section XIII
A.
B.
C.
D.
E.
Title page showing the proposal subject, the vendors name and title, address and
phone number and the date of submission.
Detailed solution and work plan proposal that meets and/or exceeds the
requirements and service specifications .
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"
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".
Price Proposal Form, which includes start up and other costs. Optional pricing
for Environmental Attributes as referenced in Section V. Price must be submitted
under sepa rate sealed envelope and marked clearly as such ..
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.
C.
The extent to which the Vendor meets or exceeds the needs of the City as
referenced in Section XII.B. 20%
Reputation based on Client Work History as referenced in Section XII.D 20%
D. Equipment list and facilities as referenced in Section XII.C 10%
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
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Municipal Center Office
1520 K Ave Ste 120
PO Box 861990
Plano, TX 75086-1990
972-941-7105
Hours : Monday-Friday 8:00-5:00
Drive-In-Window available
Night depository available
Account Name: KIM D HITT
Account Number: 324751-41786
Service Address 3121 GRAPEVINE LN
Account Type RESIDENTIAL
Bill Date 01/08/2009
Service Period: 12/01/2008 to 12/10/2008
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Building A
Adj acent to Maribelle Davis Library
7501 N. Independence Pkwy
Hours: Monday-Friday 8 :00-5:00
Drive by payment box available
q l fr--www.plano.gov
Pay By Phone: 972-941-5040
Environmental Waste Services: 972-769-4150
After hours emergencies: 972-727-1623
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METER INFORMATION ACCOUNT ACTIVITY
Meter number Service Current Read Previous Read Consumption LAST BILL
1-::-:~:-:-c:=---T.,_y,_pe ______________ (""g'-al_lo_n_,s)c-i TOTAL PAID SINCE LAST BILL
001511479 W 1208110 1207970 140 ADJUSTMENTS
BALANCE FORWARD
NEW CHARGES
WATER
SEWER
DRAINAGE
REFUSE
LATE CHARGE
REFUSE SVC SALES TAX
DEPOSIT APPLIED
TOTAL NEW CHARGES
MISCELLANEOUS
ACCOUNT BALANCE
212.68
.00
13.79
29.65
2 .25
4.53
6.14
.37
-201.00
.00
Be green, save time and postage, pay oniine at www.plano.gov, or by
phone at 972/941-5040 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.
PAY THIS AMOUNT BY: 02/02/2009 ! '.?; \::\,:"'.~: ;} 68:A~I
Due date applies to current charges ONLY.
Any balance foiward 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 .
•
Municipal Center Office
1520 K Ave Ste 120
PO Box 861990
Plano, TX 75086-1990
**AUT0**3-DIGIT 750 14 AADC 50742D-A-2
3475 J. AB 0,351
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KIMD HITT
3121 GRAPEVINE LN
PLANO TX 75074 -3122
Oct 5 , 2009 3 :30 :27 PM CDT
Account Number: 324751-41786
Service Address: 3121 GRAPEVINE LN
Cycle-Route#: 17-83
II, 11l,l,l ,II, 11l11lull11111l ll,l 11l, l11ll1111 I, I ,I
CITY OF PLANO
PO BOX 861990
PLANO TX 75086-1990
0032475100041786000000684100000000003
EXHIBIT \C\ -~------PAGE ~ OF .5_j_ p . 14
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DID YOU REMEMBER TO ...
• NOTE YOUR ACCOUNT NUMBER ON YOUR CHECK?
• ENCLOSE THE PAYMENT 5TUE'1
• 5/GN YOUR CHECK?
TH~NKYOUI
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City of Plano Bid 2009-66-C
City of Plano Utilities
1520 K. Avenue
7501 N. Independence Pkwy
P.O. Box 861990
Plnno, TX 75086-1990
Office Hours: 8a.m. -5p.m. Mon -Fri
Night depository available at both offices
ACCOUNT NUMBER 305311-110914
SERVICE ADDRESS 1000 WINDY MEADOW DR
CYCLENO./ROUTENO. 19-70
DELINQUENT NOTICE
THE DELINQUENT AMOUNT DOES NOT
INCLUDE LATE FEE AND/OR CURRENT BILL.
DELINQUENT AMOUNT DUE l~!Wil
DUE DATE l~~tt.Voi~lf§~WI -~~W'~~~ .. "fti.-J~~1;~r;;_
TO AVOID TERMINATION OF SERVICE AND ADDITIONAL
CHARGES, THE PAST DUE AMOUNT MUST BE RECEIVED IN OUR
OFFICE ON THE DUE DATE.
IF THE FULL AMOUNT HAS BEEN PAID, PLEASE DISREGARD THIS NOTICE.
THANK YOU.
SHOULD YOUR SERVICE BE DISCONTINUED:
• ADDITIONAL SERVICE CHARGES WILL APPLY.
• SECURITY DEPOSIT IS SUBJECT TO INCREASE. PAYJ.VIENT IS DUE IN OUR OFFICE
ON OR BEFORE THE DUE DATE.
FOR BILLING INQUIRIES CALL: 972-941-7105
PLEASE RETURN THIS PORTION WIT[{ YOUR PAYMENT. MAKE CHECKS PAYABLE TO THE cr.rv OF PLANO.
Plano
I DELINQUENT NOTICE I
•
City of Plano Utilities
P.O. Box 861990
Plano, TX 75086-1990
••SINGLE-PIECE 1 SGL 49SS&E•A•1
192 1 SP 0,420
ll111 l,l,l 1ll 11111 I I l11llnl11ll1 l111 I I l11l1l1ll 111ll111ll111I
AMBER M/HERB W HARMON
~·~ 1000 WINDY MEADOW DR
~ PLANO TX 75023-4955
SERVICE ADDRESS
ACCOUNT NUMBER
CYCLE NO./ROUTE NO.
1000 WINDY MEADOW DR
305311-110914
19-70
DELINQUENT r:::;:i::::=~~==o:=::::a::"""""""""=:::""
AMOUNT DUE
DUEDATE
II 111l.l1l1ll 111l11lnl I 11111 I ll1 l11l 1l 11ll 1111 Iii 11
CITY OF PLANO
PO BOX 861990
PLANO TX 75086-1990
0030S311001109140DO~x\4Jffif240000008S11S
8: ... "· \-; ;)30 ,~ J.1 J Oct 5, 2009 3:30:27 PM CDT PAGE ~OF SL,_ p. 22
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City of Plano
Attachment "A"
CLIENT WORK HISTORY
Vendor is to list up to three contracts approximately the same scope and size during the past
three years.
1. Client Name: ------------------------
Contact Name:------------------------
Phone Number:
Dates of Service: -----------------------
Brief description of service provided:-----------------
2. Client Name: _______________________ _
Contact Name: -----------------------
Phone Number:-----------------------
Dates of Service:-----------------------
Brief description of service provided: ----------------
3. Client Name: _______________________ _
Contact Name: -----------------------
Phone Number:-----------------------
Dates of Service:-----------------------
Brief description of service provided: ----------------
14 EXHIBIT A
Bid 2009-66-C
1·; , I :..J Oct 5 , 2009 3:30 :27 PM CDT PAGE .£?.3:...:;;-~~-~o,..,,,.F -!> ..... 7--P-23
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EQUIPMENT:
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City of Plano
Attachment "B"
Equipment List and Facilities Worksheet
15
Bid 2009-66-C
EXHIBIT ff .....
PAGE .c2£.. OF .5:.f._ p. 24 ~
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City of Plano
GENERAL CONDITIONS OF BIDDING
ELECTRONIC AND/OR PAPER BASED BIDS
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 NON-
RESPONSIVE . VENDORS MAY BE REQUIRED TO COMPLETE AND SUPPLY ALL INFORMATION CONTAINED IN
THE "SUPPLEMENTAL INFORMATION " PORTION OF THE PACKET AT A DATE AFTER BID OPENING . FAILURE TO
COMPLETE "SUPPLEMENTAL INFORMATION' REQUIREMENTS IN A TIMELY MANNER, PRIOR TO COUNCIL
AWARD , MAY BE USED BY THE CITY IN DETERMINING A VENDOR'S RESPONSIBILITY.
2. INSTRUCTIONS: THESE INSTRUCTIONS APPLY TO ALL QUOTATIONS AND BECOME A PART OF TERMS AND
CONDITIONS OF ANY BID PACKET SUBMITIED .
3 . THESE GENERAL CONDITIONS APPLY TO ANY PROCUREMENT OF PRODUCTS OR SERVICES BY THE CITY OF
~
4. ERROR-QUANTITY: BID PRICE MUST BE SUBMITIED ON UNITS OF QUANTITY SPECIFIED , EXTEND , AND
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
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
CITY RESERVES THE RIGHT TO TAKE INTO CONSIDERATION CONTRACT ADMINISTRATION COSTS FOR
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
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 SUBMITIED 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.
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
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 .
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.
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.
Bid 2009-66-C
fl '),30 ('6;,.. '1 ~ Oct 5, 2009 3:30 :27 PM CDT
16 EXHIBIT~tJ:~-
PAGE ilOF .£l_ p. 25
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City of Plano
EVALUATION : BIDS/PROPOSALS WILL BE EVALUATED AS OUTLINED IN THE BID/PROPOSAL DOCUMENT.
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.
ASSIGNMENT: THE SUCCESSFUL BIDDER SHALL NOT SELL, ASSIGN, TRANSFER OR CONVEY THIS
CONTRACT IN WHOLE, OR PART, WITHOUT THE PRIOR WRITIEN CONSENT OF THE PURCHASING DIVISION .
INTERLOCAL AGREEMENT: SUCCESSFUL BIDDER AGREES TO EXTEND PRICES twr I !le TO ALL ENTITIES
WHO HAVE ENTERED INTO OR WILL ENTER INTO JOINT PURCHASING INTERLOCAL COOPERATION
AGREEMENTS WITH THE CITY OF PLANO .
AY.QJI: THE CITY OF PLANO RESERVES THE RIGHT TO AUDIT THE RECORDS AND PERFORMANCE OF
SUCCESSFUL BIDDER DURING THE CONTRACT AND FOR THREE YEARS THEREAFTER.
INSURANCE : THE CITY REQUIRES VENDOR(S) TO CARRY THE MINIMUM INSURANCE AS REQUIRED BY STATE
LAWS .
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
TH IS 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.
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 WRITIEN APPROVAL OF C.P.O.
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 .
ADDENDA: ANY INTERPRETATIONS, CORRECTIONS OR CHANGES TO THIS BID PACKET WILL BE MADE BY
ADDENDA. SOLE ISSUING AUTHORITY SHALL BE VESTED IN THE CITY OF PLANO PURCHASING DIVISION .
ADDENDA WILL BE SENT TO ALL WHO ARE KNOWN TO HAVE RECEIVED A COPY OF THIS BID PACKET, IF THE
ADDENDA CONTAINS CHANGES TO THE "SPECIFICATION ' OR "BID FORM', BIDDERS SHALL ACKNOWLEDGE
RECEIPT OF ALL ADDENDA OR THEY WILL BE DECLARED NON -RESPONSIVE.
MINIMUM STANDARDS FOR RESPONSIBLE PROSPECTIVE BIDDERS : A PROSPECTIVE BIDDER MUST
AFFIRMATIVELY DEMONSTRATE BIDDER'S RESPONSIBILITY . THE CITY OF PLANO MAY REQUEST
REPRESENTATION AND OTHER INFORMATION SUFFICIENT TO DETERMINE BIDDER'S ·ABILITY TO MEET THESE
MINIMUM STANDARDS INCLUDING BUT NOT LIMITED TO:
A. HAVE ADEQUATE FINANCIAL RESOURCES, OR THE ABILITY TO OBTAIN SUCH RESOURCES AS
REQUIRED;
B. BE ABLE TO COMPLY WITH THE REQUIRED OR PROPOSED DELIVERY SCHEDULE ;
C. HAVE SATISFACTORY RECORD OF PERFORMANCE;
D. HAVE A SATISFACTORY RECORD OF INTEGRITY AND ETHICS;
E. BE OTHERWISE QUALIFIED AND ELIGIBLE TO RECEIVE AN AWARD .
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 (INCLUD ING LOSS OF USE), LOSSES DEMANDS, SUITS, JUDGMENTS AND COSTS,
INCLUDING REASONABLE ATIORNEY'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
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.
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
INDEMNIFY CITY PURSUANT TO THIS CONTRACT . CONTRACTOR SHALL RETAIN CITY APPROVED DEFENSE
COUNSEL WITHIN SEVEN (7) BUSINESS DAYS OF CITY'S WRITTEN NOTICE THAT CITY IS INVOKING ITS RIGHT
TO INDEMNIFICATION UNDER THIS CONTRACT. IF CONTRACTOR FAILS TO RETAIN COUNSEL WITHIN SUCH
TIME PERIOD, CITY SHALL HAVE THE RIGHT TO RETAIN DEFENSE COUNSEL ON ITS OWN BEHALF, AND
CONTRACTOR SHALL BE LIABLE FOR ALL COSTS INCURRED BY CITY.
Bid 2009 -66-C
17 EXHIBIT :::--'-ft~___,. i ·-;
I I L.) Oct 5, 2009 3:30 :27 PM CDT PAGE~ OF 5 i p.2s
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City of Plano
TERMINATION FOR DEFAULT: THE CITY OF PLANO RESERVES THE RIGHT TO ENFORCE THE PERFORMANCE
OF THIS CONTRACT IN ANY MANNER PRESCRIBED BY LAW OR DEEMED TO BE IN THE BEST INTEREST OF
THE CITY IN THE EVENT OF BREACH OR DEFAULT OF THIS CONTRACT. THE CITY RESERVES THE RIGHT TO
TERMINATE THE CONTRACT IMMEDIATELY IN THE EVENT THE SUCCESSFUL BIDDER FAILS TO 1) MEET
DELIVERY SCHEDULES OR, 2) OTHERWISE PERFORM IN ACCORDANCE WITH THESE SPECIFICATIONS.
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.
TESTING: TESTING MAY BE PERFORMED AT THE REQUEST OF THE CITY OR ANY PARTICIPATING ENTITY, BY
AN AGENT SO DESIGNATED, WITHOUT EXPENSE TO THE CITY.
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
AVAILABLE REMEDY, WHETHER IN LAW OR EQUITY.
VENUE: THIS AGREEMENT WILL BE GOVERNED AND CONSTRUCTED ACCORDING TO THE LAWS OF THE
s'i'Ai'EOF TEXAS . THIS AGREEMENT IS PERFORMABLE IN COLLIN/DENTON COUNTY, TEXAS. EXCLUSIVE
VENUE SHALL BE IN COLLIN COUNTY, TEXAS.
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.
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 .... .".
PREPARATION COST: THE CITY WILL NOT BE LIABLE FOR ANY COSTS ASSOCIATED WITH THE
PREPARATION, TRANSMITTAL, OR PRESENTATION OF ANY BIDS OR MATERIALS SUBMITTED IN RESPONSE TO
ANY BID, QUOTATION, OR PROPOSAL.
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 .
BID OPENINGS: ALL BIDS SUBMITTED WILL BE READ AT THE CITY'S 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.
THE CITY WILL NOTIFY THE SUCCESSFUL BIDDER UPON AWARD OF THE CONTRACT AND , ACCORDING TO
STATE LAW, ALL BIDS RECEIVED WILL BE AVAILABLE FOR INSPECTION AT THAT TIME.
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 :
http ://www.plano.gov/Departments/Purchasinq/Bld+lnformation/bideval .htm [PURCHASING WEBSITE] OR
http://www.bldsync.com [BID SYNC WEBSITE]. A BIDDER MAY ALSO REQUEST A COPY VIA EMAIL AT
ourchasinainfor@olano .gov. NO RESULTS WILL BE GIVEN OVER THE TELEPHONE.
ENERGY CONSERVATION AND RECYCLED PRODUCTS : BIDDERS ARE ENCOURAGED TO OFFER ENERGY
STAR CERTIFIED PRODUCTS AND/OR PRODUCTS THAT MEET FEDERAL ENERGY MANAGEMENT PROGRAM
STANDARDS (WWW .EERE .ENERGY.GOV/FEMP) FOR ENERGY CONSUMPTION. THE CITY ALSO ENCOURAGES
BIDDERS TO OFFER PRODUCTS THAT ARE PRODUCED WITH RECYCLED MATERIALS, WHERE APPROPRIATE,
UNLESS OTHERWISE REQUESTED IN THE SPECIFICATIONS .
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
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 .
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.
ELECTRONIC BIDS : THE CITY OF PLANO USES RFP DEPOT TO DISTRIBUTE AND RECEIVE BIDS AND
PROPOSALS. FOR COOPERATIVE BIDS AND REVERSE AUCTIONS ONLY, RESPONDING VENDORS AGREE TO
PAY RFP DEPOT A TRANSACTION FEE OF ONE PERCENT (1%) OF THE TOTAL AWARDED AMOUNT OF ALL
18 EXHIBIT ,,l}
Bid 2009-66-C
I \ LJ Oct 5, 2009 3:30:27 PM CDT PAGE .d:![c;;-!::::t-:0::-:-F -2-1-· p. 27
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City of Plano
CONTRACTS FOR GOODS AND/OR SERVICES AWARDED TO THE VENDOR. COOPERATIVE BIDS AND
REVERSE AUCTIONS WILL BE CLEARLY MARKED ON THE BID DOCUMENTS. TO ASSURE THAT ALL VENDORS
ARE TREATED EQUALLY, THE FEE WILL BE PAYABLE WHETHER THE BID/PROPOSAL IS SUBMITIED
ELECTRONICALLY OR BY PAPER MEANS . REFER TO WWW.BIDSYNC.COM FOR FURTHER INFORMATION .
ELECTRONIC SIGNATURE -UNIFORM ELECTRONIC TRANSACTION ACT: THE CITY ADOPTS VERNON TEXAS '
STATUTES AND CODES ANNOTATED BUSINESS AND COMMERCE CODE CHAPTER 43 . UNIFORM ELECTRONIC
TRANSACTOIN ACT, ALLOWING INDIVIDUALS , COMPANIES , AND GOVERNMENTAL ENTITIES TO LAWFULLY
USE AND RELY ON ELECTRONIC SIGNATURES
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 PLA NO. THEREFORE ,
PAYMENT TO A CONTRACTOR OR VENDOR FOR GOODS OR SERVICES PROVIDED TO CITY UNDER
CONTRACT OR PURCHASE ORDER MAY BE WITHHELD IN THE EVENT THE CONTRACTOR OR VENDOR OWES
DELINQUENT TAXES TO THE CITY.
PRICE ESCALATION: PRICE ESCALATIONS MAY BE PERMITIED BY THE CITY OF PLANO DURING THE TERM
OF THE CONTRACT . ALL REQUESTS FOR PRICE ESCALATION SHALL BE IN WRITIEN FORM AND SHALL
DEMONSTRATE INDUSTRY-WIDE OR REGIONAL INCREASES IN THE CONTRACTOR'S COSTS . INCLUDE
DOCUMENTS SUPPORTING THE PRICE ESCALATION, SUCH AS MANUFACTURER'S DIRECT COST, POSTAGE
RATES, RAILROAD COMMISSION RATES , FEDERAUSTATE MINIMUM WAGE LAWS , 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
CITY OF PLANO RESERVES THE RIGHT TO ACCEPT OR REJECT ANY/ALL PRICE ESCALATIONS .
BID NOTIFICATION : CITY OF PLANO UTILIZES THE FOLLOWING PROCEDURES FOR NOTIFICATION OF BID
OPPORTUNITIES : WWW.BIDSYNC .CO M 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
Bid 2009-66-C
SOURCES OTHER THAN THOSE LISTED . .
GENERAL CONDITIONS OF BIDDING
ADDITIONAL INSTRUCTIONS FOR PAPER BIDS ONLY
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 :
http ://www.plano .gov/Departments/Purchas ing/Bi d+lnformation/bid eval.htm [PURCHASING WEBSITE] OR
http ://www.bidsync.com [RFP DEPOT WEBSITE] .. A BIDDER MAY ALSO REQUEST A COPY VIA EMAIL AT
purchasinglnfor@olano .gov. NO RESULTS WILL BE GIVEN OVER THE TELEPHONE.
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 .
3. ALTERING BIDS: BID PRICES CANNOT BE ALTERED OR AMENDED AFTER SUBM ISSION DEADLINE. ANY INTER-
LINEATION ALTERATION , OR ERASURE MADE BEFORE OPEN ING TIME MUST BE INITIALED BY THE 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
19 EXHIBIT .f}-Cl
l ' L_J Oct 5 , 2009 3:30 :27 PM CDT PAGE~;-;:. ~'=oF=-57-1--· p. 28
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City of Pl ano
Local Government Office rs
City of Plano, Texas
For purposes of completion of the required Conflict of Interest Questionnaire for the City
of Plano Texas (required by all Vendors who submit bids/proposals), Local Government
Officers are:
Mayor:
Councilmembers:
City Manager:
Pat Evans
Jean Callison, Mayor Pro Tern
Harry LaRosillere, Deputy Mayor Pro Tern
Pat Miner
Scott Johnson
Mabrie Jackson
Sally Magnuson
Lee Dunlap
Thomas H. Muehlenbeck
28
Bid 2009-66-C
j Oct 5 , 2009 3:30:27 PM CDT
EXHIBIT -::-:l,--8~--
PAGE ~ OF .sL__ p . 37
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City of Plano Bid 2 009-66-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 t he
Invitation for Offer. '·
The following information must be filled out in its entirety for your quote to be considered:
Company Name:
Address of Principal Place of Business:
Phone/Fax of Principal Place of
Business: _____________________ _
Address, Phone/Fax Number of Majority
Owner Principal Place of Business:
E-mail Address of Representative:
Authorized Representative:-------------------
Name
Title
Acknowledgement of Addenda: #1
Date
#2 __ #3 __ #4 __ #5 __
29
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EXHIBIT /j:
PAGS ~~.f?-OF _p/' p. 3a LJ Oct 5 , 2009 3:30 :27 PM CDT
--------------·--·----·----------
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City of Piano Bid 2009-66-C
30
EXHIBIT A
PAG.S .3..f . QF 5;L_ p. 39
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March 10, 2009
Prospective Bidders
Re: Addendum #1
City of Plano
...
. cltv of plan,,,...f
Bid/CSP No. 2009-66-C
Page 1 of 1
CSP-UTILITY BILL PRINTING AND MAILING SERVICES
Addendum #1 is issued. Please see the following for changes/additions/deletions to the
Specifications:
SECTION-IV -PAGE # 8: Cooperative Additional Terms and Conditions
Additions:
The Lead Agency, City of Plano restricts the use of the resulting cooperative contract.
Other Agency will be allowed to access and use this contract as a cooperative
agreement or contract with written authorization from the City of Plano Purchasing
Division.
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.
Bid 200 9-66-C
~Jc>''",
Oct 5 , 2009 3 :30 :27 PM CDT P~~~~r-. ,r1-. ~OF,,_,:u__z_-'°'"" p. 40
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March 13, 2009
Prospective Bidders
Re: Addendum #2
City of Plano
cltv of plonf,
Page 1 of 1
Bid/CSP No. 2009-66-C
CSP-UTILITY BILL PRINTING AND MAILING SERVICES
Addendum #2 is issued. Please see the following for changes/additions/deletions to the
Specifications:
Question: Can you please confirm which of the other participating cities will or will
not require the vendor to pay and bill for POSTAGE?
m sM~uBm'it1xo.utr'.;R~icmg11W:!T-R;TlW.RIDST;~G:Bi:~~~TBY.OtJm:ffHE!
~0S)[4fGE.
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.
Bid 2009-66-C
,·· 1 'J-3() ('fd-.1 u Oct 5 , 2009 3:30 :27 PM CDT
EXHIBIT f}
PAGE :3~3--. O~F.3:2::.:---.... p.41
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March 25, 2009
Prospective Bidders
Re: Addendum #3
City of Plano
.,.
citv ol plonoJ,-f
Bid/CSP No. 2009-66-C
Page 1 of 1
CSP-UTILITY BILL PRINTING AND MAILING SERVICES
Addendum #3 is issued. Please see the following for changes/additions/deletions to the
Specifications:
ADDITION:
THE CITY OF LEWISVILLE & CITY OF WACO ARE JOINING WITH OUR CSP/BID
PROPOSAL PROCESS:
CITY OF LEWISVILLE:
Here is their information as follows:
File format Type: STW
Daily Billing 2,000 and up to 7,200 on occasion
Estimated annual requirement: '
Utility bill statement for the year: 252,000
Delinquent bill statement: 78,000
CITY OF WACO:
File format Type: ASCII
Daily Billing 2,000
City of Waco does not send delinquent notices inst the next month bill
Estimated annual requirement:
Utility bill statement for the year: 480,000
If you have any questions regarding this addendum, please contact the City of Plano m~r~!!~rirl~~~~~,bfililfilfliill!ri!!§lw~Bt!~iifo~~
EXHIBIT /}-
Bid 2009-66-C
r.--1 ~}01i~1 LJ Oct 5 , 2009 3:30 :27 PM CDT PAGE M OF 'fi.Z_ p.42
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March 27, 2009
Prospective Bidders
Re: Addendum #4
City of Plano
cltv of pkJnf, ·
Page 1 of 1
Bid/CSP No. 2009-66-C
CSP-UTILITY BILL PRINTING AND MAILING SERVICES
Addendum #4 is issued. Please see the following for changes/additions/deletions to the
Specifications:
1) CSP# 2009-66-C; HAS BEEN EXTENDED UNTIL APRIL 08, 2009.
PROPOSAL DUE TIME: PRIOR TO 3:00PM (CST)
PROPOSAL OPENS AT 3:00PM (CST)
2) One additional addendum will be issued the week of March 30t\ 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) 941-737 6.
Bid 2009-66-C
D Oct 5 , 2009 3:3!::: t!;;r EXHIBIT /4-
PAGE ~~-b-',(),.,,,.._F ~~--z
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April 01, 2009
Prospective Bidders
Re: . Addendum # 5
City of Plano
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cltv of plan~f
\.
Bid/CSP No. 2009-66-C
Page 1 of 3
CSP-UTILITY BILL PRINTING AND MAILING SERVICES
==r.==--=---==--------=nnmr ---=-=-=====------=---== =
Addendum# 5 is issued. Please see the following for changes/additions/deletions to the
Sp~cifications: . ·
A) VEl;ffiOR QUESTIONS:
Q # 1: In the RFP , you provide'sample of the bill from .Plano, will the other cities have different
looking bills from Piano's or the same set up?
Please see sample below for: Allen, Flower Mound, Frisco and Lewisville
Did not answer question# 1
City of McKinney, City of Waco
Q # 2: In the RFP the following question Is asked (ll, Provlde ·acce!!;s via secured Internet site from each
City's website to customers electing t.o 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 blll
Images. Should we· be Ignoring this question in the RFP? II. Provide access via secured Internet site from
each Cityis website to custome~s ele~lng to view ·exact replicas In PDF format for a period of 12 months.
(Submitted: Mar 20, 200912:40:10 PM CDT)
. ANSWER:
City of Allen: .
City of Allen. customer sees the pdf Is In NetBIII. Allen customer signs up for netblll they will be .able
to see arid pay their blll. This function ls also available to l!S 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 Lewlsville 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
to see this info. The exact replica of the bill ls NOT available; only account info.
Did ·not answer Questions# 2
City of McKinney, City of Waco,·
Bid 2009-66-C ·
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. Oct 5 , 2009 3:30:27 P M CDT
EXHIBIT ;1
PAGE 3_,,_/. __ o....._OF-5]_7,...,... p . 44
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City of.Plano
Q # 3: Who was the last contractor? Last price paid and last quantities ordered?
City of McKinney:
. DataProse . . .
The City of McKinney spent $268,759.26 in 2008 with Data Pros.
Utility Bill Stat~ments 504,000
Delinquent Bill Statements 84,000
City· of Frisco:
· The City of Frisco spent $228,000.00 in 2008 with Data Pros.
Utility Bili Statements 450,000
Delinquent Bill Statements 30,000
City of Flower Mound:
Data Prose
City ·of Flower Mound spends $139,678.00 per year
City of Waco:
DataProse
City of Waco spends about $65,000 .
City of Lewisville: .
· City of Lewisville spends $135869.9'6
Did not answer Questions# 3
_qtyofWaco
"'Estimated quantities for each entity provided in CSP;
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Bid 2009-66-C
2of3
EXHIBIT_~=-,,_q..___
PAGE .3.J_ OF ti p. 45
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City of Plano
B) PRICE SHEET:
SUBMIT YOUR PRICING A~ FOLLOWS:
CITY OF PLANOi
Estimated Annual Reguirements;
Utility bill statements: 850,000
Delinquent bill statement: 70,000
GRAND TOTAL:
FLOWER MOUND:
Estimated Annual Reguirementsj
Utility bill statements: 255,000
Delinquent bill statement: 28,800
GRAND TOTAL:
McKINNEY:
· Estimated Annu!ll Reguirements;
Utility bill statements: 504,000
Delinquent bill statement: 84,000
GRAND TOTAL:
FRISCO:
Estimated Annual Reguirementsj
Utility bill statements: 442,000
Delinquent bill statement: 35,000
GRAND TQTAL:
ALLEN:·
Jj;stlmated Annual Reguirllmilntsj
Utility bill statements: 250,000
Delinquent bill statement: 6;000
GRAND TOTAL:
LEWISVILLE:
Estimated .Annual ;Reguirementsj
Utility bill statements: 252,000
Delinquent bill statement: 78,000
GRAND TOTAL:
WACO:
Estimated Annual Reguirements;
Utility bill statements: 480,000
Delinquent bill statement: 0
GRAND TOTAL:
Bid 2009-66-C
3 of3
With Postage/ Without Postage
$---. --------$···----·----·
$------------$----------·
$-------··--· $--------------
$··············--$----···--·-·---
$--------$--·-. ·------
$·····--·--· $---···---·---
$----------·-$------------
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If yoµ have any questions regarding this addendum, please contact the City of Plano
Purchasing Pepartment, (972) 941-7376. .
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EXHIBIT I) PAGE~_....~O~F~~-,.I p.46
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City of Plano Bid 2009-66-C
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Contact Inquiries
ALLEN CIVIC PLAZA
305 CENTURY PARJ«,/AY
ALLEN TEXAS 75013
Utility Billing Department: (214) 509-4560
Community Waste Disposal (CWD): (972) 392-9300
Office Hours: Monday • Friday s:oo am • 5:00 pm
Website: www .cltyofallen .org
ACCOUNT:
SERVICE ADDRESS:
RATE CLASS :
CYCLE/ROUTE:
BILLING DATE:
DUE DATE:
P•g• 1 or2 ----~---.........,,.·
·. ·····•······ ,.·· 01/15
02/06/2009
02/26/2009
"*Sae other aide of statemant for add itional Important city Information ... • ***Due data applies to current charges ONLY.-
Any paet due ,mount la now-due.
. .. . .
S•rvlco Porlod: 12/10/200B tq'01/1212009 II Days: 33 LAST BILL
1--'M .. e ... te .... r ___ s_erv_l_c• ___ c_u .... rre""n ... t ___ P_re_vl,,,ou,.,.s_c_ons_u_m....,_,llo--in 1 TOTAL PAID SINCE LAST BILL
65.15
,65,15
o.oo · 78597713 WA 614 598 1,600 ADJUSTMENTS
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: ........ i . ' .. :-. ····· i 0
, ..
FEB JAIi DEC NOV DCr SEI' AUG JUL JUN MAY APR HAR FEB
ihls Year Last Y1&r
Current Dally Average Usage On gallons)· 48
BALANCE FORWARD ,.-.... . Q...00.!
' ' '•· : ,. c·u·s ro ~i'Eris ArlE'S Ul3 J°i:Cf-ro ·o1scoNNECTIOl~-1i .; ": .: '
·.· ,-_,· .. ,\ ·t?l!~·t P N.C!~rAv~1c;Nr ,oF ·r~~:ijuE·r.r,,i 9uNrs .. \ ;._ ~···.
NEW CHARGES
WA BASERATE 0•1,500
WA 1501-15000 @$2.36
SW BASE RATE 0-1,500
SW OVER 1,500 @$1.11
WASTE SERVICES
1 EXTRA POLY.CART
HAZARDOUS WASTE FEE
DRAINAGE
SALES TAX
YOTAL NEW CHARGES
ACCOUNT BALANCE
8.47
0 .24
19.43
0.11
13.78
8.31
0,67
3.00
1.87
'55.78 !
55.78!
Customers are responsible for verifying billing for trash
end recycling cart&. Please notify the City of Allen
at (214) 508-4560 If y,our bill reflects dls crepanclas.
PLEASE FOLD ON PE;RFORATION BEFORE TEARING· RETURN B01i0M PORTION WITH YOUR PAYMENT
MAKE CHECKS PAYABLE TO: CITY OF ALLEN• UTILITIES .n. ~i~~~~~~~WAY
CITY OF ALLEN ALLEN TEXAS 75013
Rewm Service Requested
.. AUTOi•5•UGIT 7S0Di! 6 PU UDUAAD5•A•i!
.21:a2 i AV a.n~
l_l 1111, 1,. I ,I l1, ,II, 111, l.lll111l,l ,ull, 111,ll111 I II,, l111, Ill
·----;:, • i ,1 -•• ·1 •. ,
Account Number:
Service Address:
DUE DATE: I 02/26/20091 :=========: AMOUNT DUE: I 55.781 . :========:
AMOUNT ENCLOSED: I I ________ _.
AFTER DUE DATE PAY:
111, ,I ,I, l, II 11111111,, 11,l,, 1, I I, u ,I u I,, I, 111, u, I, I, ,I, I, I
CITY OF ALLEN
ALLEN CIVIC PLAZA
305 CENTURY PKWY
ALLEN TX 76013-8042
DODD8227300D057338DDDDODD55785
61.17
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Oct 5, 2009 3:30:27 PM CDT
----· ··---·----
p .47
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City of Plano Bid 2009-66-C
... , . . . . '. ALLEN CIVIC PLAZA
• .. ... : 305 CENTURY PARKWAY
CITYOFALLEN ' ALLEN TEXAS 75013
P1g11 of1
Contact Inquiries
Utlllty BIiiing Department: (214) 509-4560
Community Waste Disposal (CWD): (972) 392-9300
Office Hours: Monday· Friday 8:00am-5:00pm
NOTICE DATE:
CUT OFF DATE:
01/23/09
02/20/09
Website: www.cilyofallen.org ..
. -..
Deer Customer.
Reconnect Fee $20.00
After Hours Reconnect Fee $40.00
If water service Is cut off more thari -once In a calendar
year, you must pay an additional $50.00 deposit In addition
to any reconnect fees prior to having water service reconnected •
Out records Indicate that there has been an apparent oversight In the payment of your account which Is now past due.
Currently, your balance Is $184.82, ofwhlch'$.102.28 ls past due. You must pay the past due portion on or !)afore the
cut off date shown above ~o prevent the dl.scontinuation of your water service.
If your water service Is disconnected, there will be additional fees required to be paid prior to restoration of water
service. This fee may include an additional $50.00 Increase In your deposit.
Your prompt response to this matter wlll be appreciated. If you are unable to pay the past due balance, there may
be options available to you to bring your account current. If you have any questions regarding this notice or If your
records reflect a different payment status than ours, please feel free to contact the Utility BIIUng Department during
normal business hours at (214) 509-4560.
Sincerely,
Utility Billing Department
City of Allen
PLEASE FOLD ON PERFORATION BEFORE TEARING· RETURN BOTTOM PORTION WITH YOUR PAYMENT
MAKE CHECKS PAYABLE TQ: CITY .OF .ALLEN •'U.T:ltlJIES, ..
.... ,. . : ALLEN CIVIC PLAZA
• ·-305 CENTURY PAAKWAY Cl'l'YOFALLEN, ALLEN TEXAS 75013
.• .fl ~. '.t
•, UAUT0•*5·UGif 7SODa a PSS uo~,BAH•A•l
~53 1 AY 0 ,3a~
II m Iii, I ,II 1111l11111 l I lm lll11 l111 ll 1l1 l, 1111111. I 1111 l l,I
ACCOUNT: 112105-35752
SERVICE ADDRESS:
NOTICE DATE:
l1111l1lal1 I I 1111111lnll1l11l11l1111 l11l11l 111l 1111l1 l11l I l1I
CITY OF ALLEN
ALLEN CIVIC PLAZA
305 CENTURY PKWY
ALLEN TX 75013-8042
01/23/09
02/20/09
$102.281
DOD112105DDD035752DODDDD1D2287
EXHIBIT ft -------
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·r"'TOWN a,
Town of Flower Mound
2121 Cross Timbers Rd
Flower Mound, TX 75028
(972) 874-6000
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~\ Bid 2009-66-C
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**AUTU•SCH S-DIGIT 7S027 l AUTOMATION 5-DIGIT
l l AV o.3a~ S0~37AA3D-A-l
ll 111 Ir I I I 1ll 11111 I Ill 111 Ill 111I I 111111 I I, 1 ll ,1111l111l 1111 l II
KEN/MARGARET CASSELL ef.i~ PO BOX 270013 W FLOWERMOUNDTX 75027-0013
@·:~c--~•
DJ MAMJ ASONO
Last Year This Year
liA=MM9Mfi-1Nt=f
Residential Customers -Sewer Rates: Winter averaging will
occur 11/20 -2/20. The actual ·read date may occur 2·4 days
prior to the 20th of the month.
Inclement Weather -Utility Billing may open late or close
early due to weather conditions.
For more Information visit the Town's website at
www.flower-mound.com/utllltles
Statement
t4i•N'lhlltii•1M'iiil•1H
ACCOUNT:
SERVICE ADDRESS:
LAST PAYMENT: 12/16/2008
SERVICE PERIOD:
E!ILLING DATE :
DUE DATE:
C9'!;JGMIGl@M+ili4iMI
.Mmm: Prev(ous ~
84751473 186550 198050
C•OM391M@f 1
Description
SEWER
STORM WATER UTILITY SYS
GARBAGE
SALES TAX
CMM•ihH•ht ·
TOTAL CURRENT CHARGES
TOTAL AMOUNT DUE BY 01/20/2009
TOTAL DUE IF PAID AFTER 01/20/2009
76-1920-01
4112 GEORGETOWN DR
-132.01
11/20/2008 TO: 12/20/2008
12/29/2008
Usage
11500
01/20/2009
Amount
48.36
Amount
34.88
3.65
10.90
0.90
98.69
98.69
108.48
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There will be a $25 .00 charge on all returned checks. · i
• If a previous balance appears on your blll, service Is subject to Immediate disconnection. A $25 .00 charge will be required for reconnection dur1ng business
1
.
hours, Monday through Friday, 7:30 AM . to 5:30 P.M. A $35.00 charge will be required for reconnection after business hours from 5:30 P.M. to 7:30 A.M . For
alter hours reconnection, please call (972) 539-0525. For your convenience, we accept payment by bank draft, cred it cards, and night depository. If you prefer ·
to mall your payment, please mall at least 7 days In advance of the due date. Payments era posted when racejyed from the Poat Office and not by postmark
____ !lili._ For mora'lnformatlon, please contact Customer Service at (972) 874-6010, (TDD:_1·800-RELAY-TX). _Fallure to receive bill does .not waive past due. ___ ~
ACCOUNT:
SERVICE ADDRESS :
SERVICE PERIOD:
BILLING DATE :
DUE DATE:
KEN/MARGARET CASSELL
PO BOX 270013
FLOWER MOUND TX 75027-0013
1111111111111111111111111111111111
;;J.3of'6B1
Oct 5, 2009 3:30 :27 PM CDT
PLEASE RETURN THIS PORTION ALONG WITH YOUR PAYMENT TO THE TOWN OF FLOWER MOUND.
75:1920-01
4112 GEORGETOWN DR
11/20/2008 TO: 12/20/2008
12/29/2008
01/20/2009
•MM'Hil•MI
TOTAL AMOUNT DUE BY 01/20/2009 98.69
TOTAL DUE IF PAID AFTER 01/20/2009 108.48 rM·11 ihl@iMM•a . I REMIT PAYMENT TO:
D Payment Rounded Up for LIBRARY ROUND-UP
Over payment can be applled to Library by checking the box.
ll 111l1 l1 l1l I 11111 lill 11 l111 l I l1 ll11l I 11111 l1 l11 l, l111 ll1 l 1l 1l
TOWN OF FLOWER MOUND
2121 CROSS TIMBERS RD
FLOWER MOUND TX 75028-2602
76192DD1DOODD98b9DDDD1D8487
EXHIBIT-"*""/d..,.___
PAGE ..£L OF££. p. 49
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City of Plano Bid 2009-66-C
..
CITY OF FRISCO
P.O. BOX 2730
FRISCO, TX 75034
pnoa1'1U u, MDTICH
f'or Inquiries, please call
Customer Service: 972·292-5575
Office Hours: Mon·Frl 8:00 A.M .-5:00 P.M
nIINGLE•PIECt l SGL 5D~c8Ci!D-A-l,
lU l, SP D,~20
II 11,l, I, I ,II 11111 ll II l,, Ill 11,ll1111 I, I 111,ll11ll ,II 11111 I ,II
i~~ CITY JOB CIP #05-001 B
~ MARIO SINACOLA & SONS
F/H MTR#70147B9B
PO BOX2730
FRISCO TX 75034-0051
,Y<ql:.IRMON;f:l;IL)"., USA!3E . . ·. · , ' , , , ;. . ':, '· .. , , · ·<:, :-.
l50DO
JDODO
Pl ONOSAJ JMAMF
Thll Yaar L.1111 Yaar
Water
f\CCOI.JNT ,iNF.ORM/\TIO~· : -' ',' .. ~ : ;, ' ; , ·,, ; < ,, : , ' ' .
ACCOUNT:
CYCLE:
SERVICE ADDRESS:
LAST PAYMENT: 02/27/2009
SERVICE PERIOD:
BILLING DATE:
DUE DATE:
M.§t!c
70147898
~ Current
14575300 14590100
99-3131-06
20
F/H MTR# 70147898
-482.84
01/31/2009 TO: 02/28/2009
03/06/2009
~
14800
March 30, 2009
8IImYnl
141 .0B
AMOUNT DUE . ., ,-, ;,~ , : , -:I , ·, · '· ·,. :.' ,; .. ' , ' , ,
' -' ~ ' • > • -•' • ' • ' ' • • • • ; -
TOTAL CURRENT CHARGES
TOTAL AMOUNT oue
TOTAL DUE IF PAID AFTER 03/30/2009
City Web Site: www.frTscotexas.gov
Fax: 972-292-5585
FAil.URE TO RECEIVE SILL DOES
NOT WAIVE PAST DUE PENALTY.
PAYBYDUEDATBTOAVOIOPENALTY
141.06
141.06
141.06
·-·---····-····-·--·-----·-------------------------------·---------~---------··---·-···------------------------------------·----···-···-•ayment PLEASE RETURN THIS PORTION Al.ONG WITH YOUR PAYMENT AND MAKE YOUR CHECK PAYABLE. TO CITY OF FRISCO.
Coupon
ACCOUNT:
CYCLE:
SERVICE ADDRESS:
SERVICE PERIOD:
oue DATE::
CITY JOB CIP #05-001 B
MARIO SINACOLA & SONS
F/H MTR# 70147898
POB0X2730
FRISCO TX 75034-0051
99-3131-06
20
F/H MTR# 70147898
01/31/2009 TO: 02/28/2009
Marah 30, 20011
All/10!:JN'f;_DqE .. _'. ·2,. ';:·.'_, -_. __ , ~-·/'-:' · -'.,'-.. < .. ,,.:._'::-··
TOTAL AMOUNT DUE
TOTAL DUE IF PAID AFTER 03/30/2009 f ?iM'HiiMt::·!3•
II, 11 l, I, I ,II 11111 I I 11l II II I,, ,II, rn I ,I 111, ll1, I Iii l 1111, I, II
CITY OF FRISCO
P0BOX2730
FRISCO TX 75034
141.06
141.06
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Pdg~ 1 or, Account
Statement
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. f51 w. Church Street·
P.O. e·ox 289002, LewlsviUe, 'TX 75029-9002
Remit To : P.O. Bo~.951917, Dalles, n(75S8G-191 ,7
(072).21'9·3440-• Fax (9727 219-5007
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. 2880
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••pAST OU.E Bi'\LANCE~·1r this atllrement ceflects a· past ·due. balance & Iris ~61 1
pqld. by TµJsday,. Februar:y·24, 2069,, your-water service ls subJeo.l lo lmm.ed,lale
disconneof.
•Toe City has lnl!tltuted :a new procedore. wtien you pravlde e dJieo~ as
paymerit, you 11.Ulhorize us elther lo 11se. lnform11lh;1n from yo\jr· ~ec~ to m:aklJI a
.one-time eleC:tronlc fµnd triin§'fer frorn y~ur sccoUfl\ or-!o process.the payment
as a check transaQtion • .F.unds· may be withdrawn from yo.Ur acco.unt aHoo:n ,as
uie same day & you -wlll not tecefve the cl:ieck bacldr.oi:n your financial
lnsll\utloo •.
*Yoo can pay a·wa.ter 61U· onlfne using Vl .$11-or MASTER CARI;), !;og ,on ·to
www,i::llyonawlsvllle ,comll:JUllly.Blll/ng;or.call the LlNK ,systeril at
97-2.,.?1f.l-5000(messag~ 90de.5600). You.will be .asketl to.gi ve.a PIN number&.
this-ls provided or.i your bill below lhe occounl number. An additional $1 ;'50 fee.
AGC'OUNT:
PIN .#;
SERV.fdE:}ibr;i8~S.$:
SER-\LICE PEFHOb.:
BJl.llNG DAT~;
Cl:JRRENT.AM'0.0.NT.'OUE 01\TE:
6P@DtitMM 1Bi@iNih
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WT' 1
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02/17/200~
· 0.3/05/2009 ·
Usage .
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current l'vft>nlh 'Due
•v.oluniary Conlrfbutrons
Pastlliue
Total oue·
$eo;so
. ·$Oi00
.S7-M4 , ...
$ta:ts.ki-
*T,lils,c~nJrlliutlqr;i ·ls c;.omeietely volontary. You_ ma51: d~signafe ·a~iimoanl t~~~ :~
·be,added l~ your·blll .eatl>l monlli. Forn1oc_e ,tnformaUon, please call-r<aep :E
l ewlsvllle :B.ea1c1Uro1 a.t (9.72):436-5:tOD' or visit us :at ;:;·
. YJWW;keeplewlsvlllebeautiful ,.org·, ~ •
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~ .., t¥1•MHl~D WM•Hilllii·MNAl\•Ut 1.11 .. 11111 ... 111.11.111.1 •• •-•i----------------
NAME: , ~".";'\ Total DU8' $133.54
ACCOUNT: 0'2ShJTh ,.
PIN#: ......
SERV.ICE.AD0R!;S$: 2µ1: 1'1;AKWOOO l,N
SERVICE P6Rl0D: 01/02/09 ·To: 01129/09
,BILLING DAT-E: •Q2/17(2009
COM~GTE· TJ,/fi'FOOOWING.ONl. l'IF.;,..;l'lNG. llY.M.(liT6li/:MD ,OFI. VJSA ..
(ynaok,Or.i11)·: p Maslercir~( · .. u Vfi.a ·.
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0320000440010
~URRENT. AM.OUNT't>UE OAT:E:
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01:rY ·OF •LEWISVILLE
·p._0 a-QX:1151917
DAL,LAS-TX 7~39Q°'00l>t
OOiJDOU:133'54 4
03/05/20.01).
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Oct 5, 2009 3:30 :27 PM CDT
EXHIBIT /rt . J
PAGE 4 3 OF :ffZ p. s1
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City of Plano
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FINAL Dl:JE DATE:
f1fiM'!Hh 1it
iOTAL AMOUNT ·ouE
Bid 2009-66 -C
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. ·03/17/2009
$6o.t!O-
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***'REM'IND:E·R N:OTIC.·E~**
...:-,;;;> .. >.-.,-. '. _ .. , · If payment h·as :bee IT! made ;please disregard. thJ.$. f1i;>~ic~. . . _.::~/ '\ 0 :.)?-it{~~1r: ... ·.-~ ? .. ~·~~REA~ N~~s~tt•You cam now pay ye~r ·~ater blil on• line usl1:1g YQlJ.r:Maslerb~r~ .or ~Isa '~~edit~:~?~('.·'.·'_.. . .: ... ! .
·rhl&-r::s:10: be. do.n~. b.~ lqgging M · to-the' city. webslta· .or b.y-lilsfng yovr phone. To:(P,~Y:Pn .th~ wet! thij aqdr.ess
js www..cltyolf~Wl.av111.e :coro/UfrlifY.B11lit!g, or y,ou ·may-call t~e; LINK SY.Stem ~t Q1.i-2m,.J~Q00 . (mess.c!ge. ¢.qr;le
560(1).· You wlll 'b.e·aske.d tQ gl'l,e a PIN: number and this i.s prnY.fded on your bill below ttw ~09QU.bt nu:mb~r: I'
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·, . . . ·!?-lease! note. that a $1.~0 G0n9en1ence;fee· will be · charged.
...... We::are:·b1;1ppy to p.r.-¢:vi!:1!3' ·a iemini:let' c:all to . y,au When tol!lr W.atert>1ll .is, past due. Gall 0u!3tomeir Ser\ilc-e.:
iocta~ ·{972:•2'..1:9°3440:).and f.urnrsm:, your phone n.l!Jmb.er·.and We:·Will .gatyou set. llP immediately;
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.• •• . . . ...••.•.•• __ •• _. ___ Failure to p~J by._the ·oats i~dlcateq co0d resuttln ~ddltlo~ai r.ti~onhedtlon charges of .$Z5 ,00_ ~-. ~--_ •.••••• _ ••.•.• , _ .~J
Payment PLE_As·E RETURN-TK1$ .P9RilON l'.Lb.N:G:Wii:ti Y9U.~ PAYMENT .:Co u,p;o n. . PL.EA$!:: MA.KE YOUR CHECK PAY.:ABL.E ro· CITY OF !.EWISVILL:E.
NN·J~iol-.1.1!1 'Pi\'lnii!m.HUWMMD . . -I . I .!!.
NP.iM.I:: . 'r,i11. Hli.,ii, r-0.l'ALAMO.iltil'roue Sli0,$0
ACCOt;Jt'.IT: 032-0000/140°0.10 ·
PIN4#; ~
.SERViCE,AbDRESS: 25.1 TE'At<Vi'00J;:fLN
FINAL DUE· DA TE.: Q:l/17/2009
00/,ll'l,!Tff 11<!-fOU.OWINQ ·OM.~:ll'·PA~INa ·BYll~STll/lOARO.OR V/54
(Check One) 0 MasterCard (J Vise
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CITY OF lEW1$VILLE
PO BOX 951,917' .
DALLAS TX 75!395-0001
no a:o!O a:a:bo so -7
EXHIBIT A .
PAGE YfL_ OF '?/.'··· p.52
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City of Plano Bid 2009-66-C
Question and Answers for Bid #2009-66-C -UTILITY BILL PRINTING
AND MAILING SERVICES
OVERALL BID QUESTIONS
Question 1
Who was the last contractor? Last price paid and last quantities ordered? (Submitted: Mar 9, 2009 11:24:47 AM
CDT)
Answer
-DataProse, The last paid was $126,500. The Last quantities ordered were 18,000. (Answered: Mar 13, 2009 2:51:14
PM CDT)
-approximately 80,000 bi lls per month.(Disregard 18,000) (Answered: Mar 25, 2009 11:56: 19 AM CDT)
Question 2
WIii the city accept bids for the envelopes only? (Submitted: Mar 11, 2009 10:18:24 AM CDT)
Answer
-No (Answered: Mar 12, 2009 8:32:45 AM CDT)
Question 3
Will the city accepts bids for the envelopes only or is the bids for all or none. I am an envelope manufacturer.
(Submitted: Mar 11, 2009 10 : 19:36 AM CDT)
Answer
-No envelopes only. All or none. (Answered: Mar 12, 2009 8:32:45 AM CDT)
Question 4
Does the meeting on the 17th have a call In number? Is It mandatory?
WIii you accept bids from companies with locations outside of Texas? We have 2 facilities Atlanta and Birmingham.
(Submitted: Mar 12, 2009 9:35:34 AM CDT)
Answer
-No, there isn't a call in number. Attendance at the pre-proposal conference meeting Is optional. (Answered : Mar 13,
2009 2:51:14 PM CDT)
-Yes, page # 8 section VIII; qualification states that vendor can be located anywhere with In the United States.
(Answered: Mar 27, 2009 11:49:57 AM CDT)
Question 5
Is it possible to get a copy of the bid tabulations from when this bid was last awarded? (Submitted: Mar 12, 2009
10:34:06 AM CDT)
Answer
-Yes, A~er our council approval which will take 30-45 days. (Answered: Mar 13, 2009 2:51:14 PM CDT)
-Correction: Here Is CSP proposal tabulation: 80,000 bills per month for $126,500.00 and awarded to Dataprose.
(Answered: Mar 27, 2009 11 :49:57 AM CDT)
Question 6
Do any of the statements require highlight printing of the variable data? (Submitted: Mar 12, 2009 10 :57 :36 AM
CDT)
Answer
-Yes,page 8, Section VIII. Quallflcatlons states that vendor can be located anywhere within the United States.
r·-1 JJo/i,9,i-1
. I ' ~~ 8 P~E .;l"""'-2-: ...... OF_£/____ p. 53 LJ Oct 5, 2009 3:30 :27 PM CDT
------"··----------· ··-----------
-,
I City of Plano Bid 2009-66-C
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(Answered: Mar 13, 2009 2:51:14 PM CDT)
-(Please diregards the Answer as follows: ( Yes,page 8, Section VIII. Qualifications states that vendor can be
located anywhere w ithin the United States. (Answered: Mar 13, 2009 2:51:14 PM CDT))
ANSWER FOR THE QUESTION # 6 IS : NO (Answered: Mar 13, 2009 3:44:23 PM CDT)
Question 7
Bid state all statments are 2/0 black and blue, the Plano samples for delinquent notices are in red, are all
delinquent ntolces in red? (Submitted: Mar 12, 2009 12:01:40 PM CDT)
Answer
-Yes, all delinquent notices are in red. (Answered: Mar 13, 2009 2:51:14 PM CDT)
Question 8
You 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)
Answer
-Typically, we will only put a message on the back of the bill maybe one month out of the year at most. If we do,
all 80,000 bills for that month would need two-sided printing (Answered: Mar 13, 2009 2 :51 :14 PM CDT)
Question 9
Section I -Mailing. It states In this section that the requested turnaround Is with data in by 10:00 am CST,
vendor to mail out the same day and deliver to USPS bulk processing center. Since our Printing Plant is on the East
Coast, which would be 11:00 am EST that we receive the data, this only gives us half a day to fully process all of
your utility bills for mailing. Can the Cities get the data to the vendor any sooner In the day or previous evening to
allow more time for same day processing? Alternatively, if the Cl.ties cannot provide the data any sooner than
10:00 am CST will the Cities consider next day processing from the time the data Is received? (Submitted: Mar 13,
2009 2:54: 17 PM CDT)
Answer
-Requested turnaround remains for us to provide data by 10:00 am CST and have the vendor mall out same day.
Typically, we can provide the data before 10:00 am (usually by 8:00 am), but we would like the flexiblllty 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 -Malling. It also states In this section that postage Is not required for the City of Plano and that the
City of Plano will handle postage directly with the USPS. We normally provide that function for our clients and
wanted to know why the City of Plano wants to handle postage directly with the USPS when the other participating
cities may have the vendor pay and bill for postage? (Submitted: Mar 13, 2009 2:55:16 PM CDT)
Answer
-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)
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)
,-, J:$O('ffj.,L/ , I '
EXHIBIT .{)_____
PAGE f//a._OG::Z._ u Ocl 5, 2009 3:30:27 PM CDT p.54
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City of Plano Bid 2009-66-C
Answer
-We wlll award best Interest of the City. (Answered : Mar 13, 2009 3:44:23 PM CDT)
-And please See page B, 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 FedEx, UPS or other cariers of post? (Submitted: Mar 13, 2009
3 :05:15 PM CDT)
Answer
-YES (Answered: Mar 13, 2009 3:44:23 PM CDT)
Question 14
Page 5, " Establish partnership with HTE, Inc and Tyler Technologies" What is the meaning of this statement?
(Submitted: Mar 13, 2009 3:06:51 PM CDT)
Answer
-We expect the vendor to work closely with our billing vendor, HTE, Inc. (Now called Sungard Public Sector) to
.ensure the smoothest possible transfer of data. I assume Tyler Technologies is a billlng vendor for another city?
(Answered: Mar 13, 2009 3 :44:23 PM CDT) ·
-Correction: Tyler Technology is a billing vendor for another city. (Answered: Mar 27, 2009 11:49:57 AM CDT)
Question 15
Page 6, "Access to Electronic BIii Image Requirements" What is the historical view of this activity? Number of
accesses? Number and type of accesses? (Submitted: Mar 13, 2009 3:12:15 PM CDT)
Answer
-We expect to be able to access electronic images of all bills for a minimum of 12 months. Office staff accesses
these images several times daily and we provide customers with the ablllty to view historical bills for a minimum of
12 months. (Answered: Mar 13, 2009 3:44:23 PM CDT)
Question 16
Page 7, "Turnaround -same business day to Bulk Mall Center. How critical is this? Is a 24 hour turn on the
processing and delivery acceptable? (Submitted: Mar 13, 2009 3:13:44 PM CDT)
Answer
-This is very critical. It is date sensitive and therefore mandatory. (Answered: Mar 13, 2009 3:44 :23 PM CDT)
-Add: Same day delivery to Bulk Mail Center so it can be processed on the same day for mail out. (Answered: Mar
27, 2009 11:49:57 AM CDT)
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)
-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)
-J.io ri J. J
Ocl 5 , 2009 3:30:27 PM CDT
EXHIBIT .,...,_A __
PAGE fi.1 OF £:L_ p.55
City of Plano Bid 2009-66-C
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Question 18
General, Has this contract been awarded previously? If so, what are the figures and who Is the vendor? If not,
what Is budgeted for this exercise? (Submitted: Mar 13, 2009 3:18:11 PM CDT)
Answer
-Yes, the contract was awarded previously to DataProse In the amount of $126,500. (Answered: Mar 13, 2009
3:24 :33 PM CDT)
Question 19
We notice the 20 bar code on envelopes, Is this something that was put there by the current vendor for stock
tracking purposes or Is this at the request of the city of Plano? (Submitted: Mar 17, 2009 9:22 :16 AM CDT)
Answer
-Existing vendor personal identification for the City of Plano (Answered: Mar 17, 2009 10:59:05 AM CDT)
Question 20
Detailed envelope specifications are not listed in the bid, can you provide the paper we ight and provide the
window placement specifics please? (Submitted: Mar 17, 2009 9:24:52 AM CDT)
Answer
-Paper weight 24 pound. Window's exemple provided In the CSP Proposal, window depends on envelope sizes. It Is
standard size. (Answered: Mar 17, 2009 10:59:05 AM CDT)
Question 21
Can you tell us the average number of statements that are in excess of 6 pages? (Submitted: Mar 17, 2009
9:27:10 AM CDT)
Answer
-99.5% are one page 0.05%, maybe 2pages. (Answered: Mar 17, 2009 10:59:05 AM CDT)
Question 22
In the RFP, you provide samples of the bill from Plano. Will the other cities have different looking bills from
Piano's or the same set up? (Submitted: Mar 18, 2009 10:23:01 AM CDT)
Answer
-I assume the other cities involved will have similar bills. (Answered: Mar 18, 2009 3:42:01 PM CDT)
-ADD: Other Cities bills are similar to Plano. (Answered: Mar 27, 2009 11:49:57 AM con
Question 23
Page 6, "Access to Electronic Bill Image Requirements" Q: You said in a previous answer that you provide
customers with access to these historical bills. Are you doing ·thls 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? (Subm itted: Mar 18, 2009
10:28:26 AM CDT)
Answer
-Sorry, the earlier response was misstated. The electronic bill Image will only be accessed by internal personnel.
(Answered: Mar 18, 2009 3:42:01 PM CDT)
Question 24
In the RFP you state "no pre-printed forms". Could you explain the rational behind this requirement? Will you
entertain pre-printed forms as an alternative In the pricing matrix? (Submitted: Mar 18, 2009 10 :36:29 AM CDT)
Answer
-Answer: The City of Plano does not want to use pre-printed forms. (Answered: Mar 23 , 2009 1:50:24 PM CDT)
r-;;.;o r<f;., LJ Ocl 5, 2009 3 :30:27 PM CDT
EXHIBIT fj_
PAGE Yo:,-,, .. <?ol;:-,:o=--F ---~--7
p.56
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City of Plano Bid 2009-66-C
Question 25
I have a couple of questions regarding bid 2009-66-C.
1. Are we allowed to subcontract out any portion of this bid?
2. Under Item C. Preprint Requirements
sub category VI. "Vendor must have the ability to manipulate pri nt 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 wil l need to manipulate?
(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.
(Plano states ASCII) (Subm itted: Mar 19, 2009 9:57:32 AM CDT)
Answer
-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)
Question 27
Is there a way for us to get a sample of the data? {Submitted: Mar 20, 2009 11:17:05 AM CDT)
Answer
-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)
Question 28
In the RFP the following question Is asked (II. Provide access via secured internet site from each City's website
to customers
electing to view exact repl icas 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.
Shaul we be ignoring this question in the RFP?: 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. (Submitted: Mar 20, 2009 12:40:10 PM CDT)
Answer
-Answer: Speaking on behalf of City of Plano, It would be nice to have the ability to let our customers access exact
copies of their bill from our website. However, we will accept at a minimum the ability for City of Plano internal
employees to access the bills. (Answered : Mar 23, 2009 1:50:24 PM CDT)
Question 29
As a follow up to question 24 above, you also say in the RFP: "iv. Pre-printed forms of any kind will not be
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
-Answer: The City of Plano does not want to use pre-printed forms. (Answered: Mar 23, 2009 1:50:24 PM CDT)
Question 30
Is there a "Price Proposal Form" that Is to be completed? (section XII, item E). I do not have a "Price Proposa l
Form" in the CSP I downloaded and printed. (Submitted : Mar 23, 2009 12:42:55 PM CDT)
Answer
f -i 'J-7() r1a-r
[__j Oct 5, 2009 3:30 :27 PM CDT
EXHIBIT A
PAGE .!L!l_,...... ..,..,._-OF-..~ ....... -7=~ p. 51
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Ci ty of Plano Bid 2009-66-C
-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)
Answer
-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 specifically noted in the return envelope specifications. So ... question is: Does the #10
mailing enve lope 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 on ly 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 m i ssing 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)
Question 34
Was the award amount of $126,500 for all 5 cities, just as noted In the CSP (apples to apples)? Or is that
amount for the City of Plano, TX only? (Submitted: Mar 23, 2009 1 :00:55 PM CDT)
Answer
-This is for City of Plano only. Please see question # 1 (Answered : Mar 25, 2009 10: 14:21 AM CDT)
Question 35
I saw that in Addendum #2 you addressed the issue regarding our question #2 below concerning postage.
However, I did not see anything answeri ng our question #1 regard i ng turnaround time. Will the City be addressing
this questi on in another addendum? (Subm itted : Mar 23, 2009 2 :06:30 PM CDT)
Answer
-Ref. to question # 9; City will not consider next day delivery. (Answered: Mar 23, 2009 2 :08:56 PM CDT)
Question 36
Could you please clarify what portion of the project the $126,500 was for including how many total statements
where mailed for that pri ce. (Subm itted: Mar 24, 2009 2:07:59 AM CDT)
Answer
-This i s for City of Piano only. Please see question# 1 (Answered: Mar 25, 2009 10:14:21 AM CDT)
-Add: It is approx i mately 80,000 bills per month. (Answered: Mar 27 , 2009 11 :49:57 AM CDT)
Question 37 _
Do all s cities currently use the same output formatting for bills and delinquent notices, and for malling and
return envelopes (window sizes & pos itions)? If not, are PDFs available si milar to what was provided in the CSP?
Oct 5, 2009 3:30:27 PM CDT
EXHIBIT __,I:}_,.___
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City of Plano Bid 2009 -66-C
What are the data formats for the cities other than Plano (ex: AS400 ASCII)? (Subm itted: Mar 24, 2009 12:35:22 PM
CDT)
Answer
-Please see question# 26 (Answ ered: 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)
Answer
-You are correct. It Is app roximately 80,000 bills per month. (Disregard 18,000) (Answered: Ma r 25, 2009 12:08: 11
PM CDT)
Question 39
Will you consider a reusable envelope Instead of a #10 and #9? (Submitted : Ma r 25, 2009 10 :45 :00 AM CDT)
Answer
-Answer: No, not at this time . We would like to stay with a separate return envelope. (Answered: Mar 25, 2009
11:07 :59 AM CDT)
Question 40
Since postage ls to be separate on this contract w i ll give we ight t o companies that wi ll be elig i ble for the full
service discount In November? (Submitted: Mar 25, 2009 10:45:57 AM CDT)
Answer
-Answer: Price Is one of the factors that will be calculated to determine the winning bid, so If a vendor's postage
price will be less due to being "elig i ble for the full service discount" then It will be cons i dered.
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 indicl a
has Data Prose on it signifying that DataProse Is paying for the postage currently . Is this a change i n direction or do
you want to continue postage as it has apparently been ope r ating in the past? (Subm itted: Mar 25 , 2009 11 :19 :51 AM
CDT)
Answer
-The vendor should pay postage and we wlll 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 prepri nted forms are allowed, the laser printer is requ i red 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 20 barcode Is an Internal code used by the current vendor.
Bills are pri nted In Blue and Black, Delinquent Notices are pri nted In Red and Black (Answered: Mar 25, 2009 2:54:45
PM CDT)
-No, City of Plano encourages MWBE participation. (Answered: Ma r 25, 2009 5:14:08 PM CDT)
l~ Oct 5, 2009 3:30 :27 PM CDT
EXHIBIT A §Z
PAGE£J_0F p.59
--------------------,, __________________ _
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~ .. '. A CSG Comp;my
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n City of Plano .
Zahid Khan
(_j 1520 Avenue K, Suite 370
Plano, TX 75074
n
1
-RE: .2009-66-C; Utility BIii Printing and Malling Services-Best and Final Offer
I I . . . .
LJ 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.
RFP Proposed Pricing Best& Final
Service Poslaqe Servic e Postaqe
City of Plano @$0.0895 @$0.324 @$0.0875 @$0.335
D Utility bill statements
Delinquent bill statements
850,000
70,000
Grand Total '.$ 82,340.00 $ 298,080.00 '.$ 80,500.00 :$ 308,200.00
Q Flower Mound
Utility bill statements .255,000
D Delinquent bill statements
Grand Total
28,800
$ 25,400.10 '$ 91,951.20 "$ 24,832 .50 :$ 95,073.00
McKinney
0 Utility bill statements
Delinquent bill stateme_nts
504,000 .
84,000
Grand Total -$ 52,626.00 "$ 190,512.00 .$ 51,450.00 $ 196,980.00
'/ ! t Frisco -L~
Utility bill statements 442 ,000 -
~ Delinquent bill statements
Grand Tota_!
~J
35 ,000
;$ -42,691.50 ·$ 154,548.00 .$ 41,737.50 ·.$ 159,795.00
ri
Allen
Utility bill statements lJ Delinquent bill statements
250,000
6,000
Grand Total $ 22,912.00 $ 82,944.00 $ .22,400.00 .$ 85,760.00 ,~
I I u Lewisville
Utility bill statements 252,000
~-I
I '
Delinquent bill statements 78,000
LJ Grand Total $ 29,535.00 .$ 106,920.00 $ 28,875.00 ' .$ 110,550.00
0 Waco
Utility bill statements
Delinquent bill statements
480,000
Grand Total $ 42,960.00 $ 155,520.00 '$ 42,000.00 $ 160,800.00 r~
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$298,464 60 $1,080,475 .20
Grand Total $ 1,378,939.80
$291,795.00 $1,117,158.00
$ 1,408,953.00
r~
; j Sincerely, u
Lokle Perez EXHIBIT_·_~~-
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City of Plano
Utility bill statements
Delinquent bill statements
Total
Flower Mound
Utility bill statements
Delinquent bill statements
Total
McKinney
Utility bill statements
Delinquent bill statements
Total
Frisco
Utility bill statements
Delinquent bill statements
Total
Allen
Utility bill statements
Delinquent bill statements
Total
Lewisville
Utility bill statements
Delinquent bill statements
Total
Waco
Utility bill statements
Delinquent bill statements
Total
Best & Final
Volume Service Postage Total
@$0.0875 @$0.335
850,000
70,000
$80,500.00 $ 308,200.00 $ 388,700.00
255,000
28,800
$24,832.50 $ 95,073.00 $ 119,905.50
504,000
84,000
$51,450.00 $196,980.00 $ 248,430.00
442,000
35,000
$41,737.50 $ 159,795.00 $ 201.532.50
250,000
6,000
$22,400.00 $ 85,760.00 $ 108,160.00
252,000
78,000
$28,875.00 $110,550.00 $ 139,425.00
480,000
-
$42,000.00 $ 160,800.00 $ 202,800.00
Grand Total $ 1,408,953.00
EXHIBIT b
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DJATAP!_OSe ' ------'--------~;:;:-;P~ro~p~oF'i'isTnai'icll
A CS6 Company Last updated : 4.8.2009
A Proposal Designed
Specifically for the
P.,lan°*
E S ,TAR !~'-TEXAS
April B, 2009
DataProse, A CSG Company
1122 W Bethel Road
Coppell, TX 75019
Prepared by: •
Lokie Perez
Account Executive
469-361-6486
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A tSG Company Proposal
Last updated: 4 .8.2009
Company Backgrounder About CSG
Markets
Security
Headquartered in Englewood, Colorado, CSG Is a leading provider of outsourced solutions that facilitate
customer Interaction management on the behalf of our clients, generating a large percentage of
revenues from the North American cable and Direct Broadcast satelllte ("DBS") communications
markets . Our solutions also support an Increasing number of other industries such as financial services,
utilities, telecommunications, and home security. Our solutions manage key customer Interactions such
as set-up and activation of customer accounts, sales support and marketing, order processing, Invoice
calculation (i.e., customer billing), production and mailing of monthly customer invoices, management
reporting, electronic presentment and payment of invoices, automated and interactive messaging, and
deployment and management of the client's field technicians to the customer's home. Our unique
·combination of solutions, services, and expertise ensure tllat our clients can rapidly launch new service
offerings, improve operational efficiencies, and deliver a high-quality customer experience In a
competitive and ever-changing marketplace . For more information, visit our website at
www.csgsystems.com.
About DataProse, A CSG Company
Overview
Co-founded in 1990 by Xerox veteran Glenn carter and Klnko's founder Paul Orfalea, DataProse BIiiing
Solutions helps companies market more effectively through Improved billing statements and
personalized direct mall. f
With core competencies In the effective use of data, database management and cost-effective print
technology, DataProse Billing Solutions provides Integrated turnkey solutions for blif presentment. The
company operates production facilities In Oxnard, califomia and Coppell, Texas, as well as sales offices
in San Francisco, Phoenix, Memphis and Seattle. 1
Integrated Database and Personalized Print-Mail Expertise
Businesses need to ensure that vital communications are noticed, understood and quickly acted upon In
order to get the best return on Investment. / · ·
DataProse specializes In highly personalized documents that attract attention and are clear,
streamlined, and easy to respond to. DataProse's proven one-to-one methodology has been highly
successful In letters, notices, statements, transaction -m arketing statements, and commerc ial and non-
profit direct mall. /
DataProse .serves a variety of markets induding private businesses, collections, property management,
counties, cities, financial institutions, newspapers, health organizations, universities and colleges,
water, gas, electric, trash and telecommunications companies . I'
DataProse understands that your data is your most valuable asset! With this In mind DataProse has
developed secure measures that data and facility security Is safe! Site security measures such as on-
site security guard, zoned access security, onslte cameras, and other theft deterrents ensure your
Information and materials are only handled by approved DataProse personnel.
Faclllty :-w e·have a key-tag -security ·system .which restricts..entr.y .at each.location,_and.logs. tlmes_of __ . ·-_ _ __ _ __
entry and exit. After hours breaches are monitored and Investigated by our local police . We also have
security cameras with complete coverage of all operations.
<.
Co-workers: our co-worke rs are required to undergo profile and drug screening checks prior to hire,
and are instructed on security and confidentiality of client data .
EXHIBIT b
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A CSG Company -------------------.-::.-Pc-::r-;-o-,-I;p_o~s...;a~I Last updated: 4.8.2009
Business Partners
Organizational
Description
DataProse Billing Solutions proudly partners with leading CJS organizations. SunGard -H.T.E. Inc.,
Tyler Technologies -Incode Division, and stw, Inc., all partner with DataProse to help their cities
provide end to end billing statement solutions . No other print and mall organization wlll understand
your data, how It works, and ensure updates are implemented to guarantee uninterrupted service.
SUNGARD"
MTE INC:.
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Partnership formed in 2001
DataProse is a Preferred Partner
Attend local and regional user groups
DataProse serves 58 H.T.E. clients
Partnership formed in 2001
DataProse Is an exclusive Incode partner
Attend local and regional user groups ,
DataProse services 106 Tyler clients /
Partnership formed In 2001
DataProse is an stw partner i
Attend local and regional user groups /
DataProse services 31 stw clients _;
Curtis Nelson -Vice President of OSC Operations (972) 462·5410
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 CltyBill and
onllne applications Including Search & View BIii and Message Manager.
Dan Mossakowskl • 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 mate rials 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, Mossakowskl has over 10 years experience in production printing
and mailing , Dan Mossakowski is instrumental in the day-to-day operations. Ultimately, ensuring all
projects leave the facility error free.
Elizabeth Williams -IT Manager (972) 462-5434
Elizabeth (Beth) Williams came to Data Prose In January 2008. with nearly 20 years of IT Management
experience. Prio r to becoming a membe r of the DataProse family Beth was responsible for the
development and implementation of end-user support for one of the Big 4 Accounting firms. Beth's
n responslblllties within DataProse are to manage the Information Technology and Development teams as
I I a cohesive unit enabling DataProse to provide the best possible client satisfaction In the Industry. Beth
:_J --· · ---------------··-·-----·--·------· brings Wlth -~er a Bachelor's Degree In-Computer Information Systems -from the -l:Jniversity ·of Texas. -
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Yolanda Thomas -Project Manager (972) 462-5439
This position is responsible for the overall management and coordination of each DataProse project.
The Project 'Manager is responsible -to meet or exceed the tlient'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
has a unique "hand-on" approach to project management. Every clieht 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 mainta ining new and existing accounts.
With over 14 years of production experience and 8 years of sales experience, Lokie Perez has a unique
sales approacl1 . 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.
EXHIBIT ·'0
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A CS{!Company --------------------,;-:--,.P_r;-o;--'p~o..,,,s-=-a=-=-1
Last updated : 4.8.2009
DP Auto Connect The following Is an overview of the DataProse On-Line Access Client Site. Th is 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 JobTrax -Prov ides access to a variety of information dealing wl tl1 production of your projects at
DataProse . You have access to all current projects as well as information on past projects .
Th is Includes ...
Live -Real-time -updates for all current production projects
Production reports
History and analys is
Search & ViewBill -Allows you to access VlewBIII files DataProse has generated. As a suppo rt
mechan ism to your CRM operations -th is module provides you with direct access to exact replicas of
your customers ' bill s, enabling you to provide prompt, accurate and top quality serv ice.
User Administration -Manage you r DP Auto/Connect account by add ing, de leting & editing Users
and applying a variety of rights to specific users. Using your administrative account and password , you
can set up use rs and rights based on your Individual needs .
DP Message Manager -Manage your messages on-line ! By entering and submitti ng messages
with in predeterm ined time frames, this module allows you to submit and manage the messages to be
dynamically printed on your bills.
Feedback/Contact Us -Provide DataProse with feedback directly from within the DP Auto/Connect
System.
DP /FT-Subrnlt data directly from any workstation that ha s a connection to the internet. With DP/Fr,
you get the same security of DataProse ema il and FTP t ransm issions while enjoying the ease of using
your favorite Web-b rowser.
We are constantly Ustenlng to our clients and deve loping helpful tools to help make the billing process
easier, faster, and more user friendly . As we deve lop new tools, we will make them available to you .
EXHIBIT b
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Job Trax JobTrax Is the foundation for the entire DPAuto/Connect System, providing live updates on the
production of each project. This allows all Data Prose clients access to a variety of information dealing
.with production within DataProse . Including ...
./ Live -Real-time -for current production projects
./ Production reports v
./ History and analysis
NetBill support, administration and analysis
Overview
DataProse clients can "drill down" to a variety of Information regarding each project.
provide :
1.
2.
3.
A complete list of current projects
A graph ical view of the production process of each phase of each project
A listlng of each file within each project within each stage of production
Job Trax Overview:
A
@~
Pre•verirled
Client Data
Ready for Processing
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A CSO Company ----------------------------,,--..,.....-,,---,-..--.,--,....,,.~~
Archival -Search &
ViewBill
Last updated: 4.8.2009
DataProse Search & VlewBIII offers fast electronic access to a searchable database of billing statements
within hours of receiving your data .
Your Customer Service Representatives get. ..
• Fast access from any Internet-connected computer
• An exact replica of the customer's printed bill
• The option to Instantly send a copy of the bill via e-mail
Search & View Bil l ls a turnkey solution .. ,
• No hosting or storage Issues -Data can be stored on our servers and accessed via the Internet
• No software Issues -Search & VlewBIII uses standard web browsers and Adobe 's free Acrobat Reader
• No disaster recovery worries -Da taProse maintains multiple, redundant servers and an out-of-sta te
back-up facility
Search & ViewBIII impacts the bottom line ...
• Prompt, accurate · customer service
• Faster dispute resolution
• Faster payments
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A CS<lCompan>'
DP/Fr· Data
Transmission
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Proposal
Last updated: 4.8.2009
FfP (FIie Transfer Protocol) has become the 'Internet standard ' for transferring data. DataProse
employs similar technology, masked by your Web Browser, in orde r to simplify the process of sending
da ta files.
Pu t very simply -DP/FT Is the "DataProse way" to secure ly transmit data.
Utili zing DP/FT provides three key benefits:
Ease of use In transferring data files
Comfort & Security of SSL
Automated processing -Flies will be depos ited directly to a secure location designated specifically for
your company ,
Utilizing DP/FT to transmit data files is a simple process con sis ting 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 verification information (# of state ments and bill date)
4. Confirm files and begin me transm ission
5. Wait for file transfer to complete and confirm file transmission
°= Bi; DoJ,e to USPS
EXHIBIT _j3__ _
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otr:rr~ose, Proposal
A C5'l Company ----------------------------,--:--..,.....,,---L-,---,--=--=-=-=-
A. General Services and
Requirements
I. Provide security of information and supervision from start to finish.
Supported
Ii. The following volume estimates are listed by City:
Last updated: 4.8.2009
Plano: Be able to handle high volume production on a dally basis from 3,750 bills and up to 12,000 bllls
on occasion.
Estimated annual requirement:
Utility bill statement: 850,000
Delinquent bill statement: 70,000
The City of Plano and DataProse entered into a relationship approximately eight yea rs ago . We have
worked hard to establish specific guidelines to ensure fast turn around with error free service .
Enhancements include: Statement enhancement, data transfer via FTP protocol, provide PDF's, late
notices, DPSys Report to ensure non duplication of statements, and message manager.
Flower Mound: Be able to handle high volume production on a dally bas is from 2,300 bills and up to
4,150 bllls on occasion.
Estimated annual requirement:
Utility bill statement: 255,000
Delinquent blll statement 28,800
Client since 9/08. Helped convert postcard to statement.
Positive feedback from bill payers on statement design .
McKinney: Be able to handle high volume production on a dally basis from 3,000 bllls and up to 8,000
bllls on occasion. ·
Utility blll statement: 504,000
Delinquent blll statement: 84,000
Client since 8/02 . Streamlined billing process. Provided exact duplicate of statements via Search &
ViewBlll ultimately assisting customer service representatives to speak more Intelligently to bill payers
when discussing bills.
Frisco: Be able to handle high volume production on a dally basis from 2,000 bllls and up to 6,000 bills
on occasion.
Estimated annual requirement:
Utility bill statement: 442,000
Delinquent bill statement: 35,000
Client since 11/02. Helped convert postcard to statement.
Positive feedback from bill payers on statement design.
Allen: Be able to handle high volume production on a dajly basis from 2,000 bills and up to 6,750 bllls
on occasion. ·
Estimated annual requirement:
Utility bill statement: 250,000
-~ -· 6e11riciuerit lilll statement: Gooo-------· --··· ------------· · -------------------------.. ------------. 0-------· ---... -----·------·-·-----
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Client since 2008 .
Positive feedback from bill payers on statement design .
Extremely satisfied with the smooth conversion.
Implemented NetBill to assist bill payers to view and/or pay their blll online via Check or Credit Card .
Lewisville
Estimated annual requirement:
Utility bill statement: 252,000
Delinquent bill statement : 78,000
Client Since 2003
Waco
Estimated annual requirement:
Utliity bill statement: 480,000
Delinquent blil statement: o
Client since 2005
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EXHIBIT ~p-=--::::--
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A CSC!Company --------------------;---.,....P_r~o-:-"--:p_o~s=a-=1,-Last updated: 4.8.2009
General Services and
Requirements
Continued
ill. Provide courier service for special delivery and pick up requests.
Supported -DataPro~e have delivery personal and since we are local we can deliver or pickup items in
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 productiori, we wi ll
Each project is also ass igned a DataProse developer . This person Is responsible fo r 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 teclin\cal
person is needed to answer data specific questions, this developer is the person that will be a technical
resource for the development of your application .
There may be corryponent:s 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 NetBIII Development -Online bill
presentment and payments .
As with any new change, you may see a need to alter the initial sample as presented by DataProse .
Your Project Manager will provide you with a Corrections and Revisions Form In order to alter the Initial
sample. This form is necessary to obtain your final desired project. Your preference may be to
increase the font of one section, or add your website and office hours. In any case, be sure to clearly
define your requested revisions to your PM and on the correction and revisions form. We understand
that It may be necessary to complete a series of corrections and revisions. As a general rule, we
anticipate a maximum .of three rounds of corrections and revisions . ·
After the completion of all corrections and revisions, DataProse asks that you submit your parallel
test. This test Is cons idered a chance to catch any circumstance that may have been overlooked
during initial development. A generous amount of statements will be printed and delivered to your
office. It Is very Important that you and your team review .the statements produced for accuracy prior
to malling the live data set. Electronic statements will also be available online in the event that a
particular account is needed for your Internal review process.
Once all statements are reviewed and accurate, you will then receive an Approval Document to signify
your final approval of the application as produced by DataProse. Your approval represents that the
application generated has been reviewed as deemed accurate to the best of your ability and that you
are approving the printing and mailing of the application. No application can be printed or mailed
without your written consent .
v. Have the ability to preprint forms, envelopes and flyers.
supported
vi. Be able to warehouse forms and envelopes in dimate-controlled conditions.
Supported • DataProse will purchase and warehouse all forms and envelopes. DataProse warehouse
facilities are on-site In a climate-controlled environment. DataProse utilizes automated Inventory
software fo r storing and tracking supplies . Auto alerts are generated and received by the project
----m·anager ·forlOWl nventoryand·re 'order.----:-·-------·· --·· ---··------·· ·-·-····--· -·------------· _, _
vii, Be able to household merge/purge multiple statements Into same envelope (up to 3 into the
Standard Mail Out envelope). · ·
Supported
viii. Be able to accept upgrades to current customer billing system.
Supported -DataProse has FORMAL partnerships with H.T .E,, Tyler Technologies, and snv. We are
in constant communication with each company ensuring we are aware of any update or modification to
the billing software.
EXHIBIT ·y
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A CSG Company
General Services ,t'nd
Requirements
Continued
Proposal
Last updated: 4 .8.2009
ix. Be able to accept electronic data transmissions 2'1/7 /365.
Yes. DataProse can receive files via T-1 connection, VPN and most commonly through secure FfP
utilizing DP Auto .Connect .
FTP (File Transfer Protocol) has become the 'internet standard' for transferr ing data . DataProse
employs similar technology, masked by your Web Browse r, in order to simplify the proces s of send ing
data files .
Pu t ve11• 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
you r company . Utilizing DP/FT t.o transmit data flies is a simple process consis ting of the following 4
steps:
1. Open DP/FT (After logging In to DP Auto/Connect)
2. Browse to and select flle(s ) to transm it
3. FIii In required processing verification Information Ut of statements and bill date)
'I. Confirm files and begin file transmiss ion ·
Wa lt for file transfer to complete and confi rm file transmiss ion
x. Be willing and able to establish a business partner relationship with the following:
Plano, McKinney and Allen HT E inc. (SunGard)
Flower Mound and Frisco Tyler Technologies (Incode)
Supported -DataProse has FORMAL partnerships with H.T.E., Tyler Technologies, and STW . We are
in constant communication with each company ensuring we are aware of any update or modifica ti on to
the billing software. Please see attached press releases .
xi. Be able to· do custom programm ing as needed.
Supported -DataProse employs on site programmers that work speclficall1 1 on custom programm i ng
requ irements requested by cl ients .
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EXHIBIT 3___
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Dt:(fAP'fose· Proposal
A C5', Company ---------------------,---------,-::-:::.:-".".==..a-.,......::-,;:-===-
General Services and
Requirements
Continued
Last updated: 4.8.2009
xii. Have an emergency back up plan to avoid out of service situations.
DataProse understands that your data is your most valuable asset. With this in mind, we have .
developed comprehensive measures to ensure our data and facility securlly is fail-safe . Ph)'sical site
security measures such as zoned access, cameras and other theft deterrent~ ensure your information
and materials are handled only by approved personnel. Meanwhile, transmission and storage of your
data is protected b11 state-of-the-art firewall software, data integrity audits, intrusion detection, data
encryption, and password-secure application access . Additionall11, DataProse maintains two production
facilities, California and Texas, for business continuity as well as for the growing needs of our
customers. Also, as part of CSG Systems, DataProse wlll be integrating data processing, file transfers,
print and distribution with three additional facilities ·located in Nebraska, New Jersey and Florida. The
current DataProse facility platforms have mirrored processes and equipment. We also have a tested
disaster recovery plan and c1 secure off-site data center. DataProse production centers are located in
Coppell, Texas and Oxnard, California .
In the event of a disaster or long-term down time DataProse will maintain constant communication with
client. DataProse will communicate the level of crisis, which will include the escalation contacts,
anticipated downtime at the primary facility (partial or complete), methodolo911 for work transfer and
the timing for resuming the client's projects at the back-up facility.
Below 1s ·a summary of the business continul.ty plan:
Background:
Our disaster recovery strategy Is founded primarll11 on having multiple, geographically separated and
linked locations, with excess capacity and redundant systems at each. For each client processed/a ·
minimum of two cycles' worth of stock (forms and envelopes) are warehoused at the supporting
production site.
Client Notification:
Within 24 hours of disaster declaration, all affected customers must be notified and provided with the
following Information:
1. Cause of disaster;
2, Scope of disaster;
3. Estimated duration of business continuation procedures;
4. Address/phone/fax of Business Continuation Site;
5. Name of Business Continuation Site General Manager;
6. Name of account contact at recovery site;
7. Any changes to normal production procedures that affect the customer;
8. An explanation of mailing procedures from the Recovery Site;
9. A request, If necessary, for funds required for metered mailings
Crisis Processing :
0--·------------
Immediately following declaration of a Crisis, DataProse is responsible for the following :
-· -·--·------· --------·i.---Ale-rf a11 ·pefSOn-nE?I at thEfaffeEted·prtfductlon-site~ -·-----· --_
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2. Prioritize all jobs at the affected production site;
3. Inform affected customers of expected delays in their processing;
4. Continual monitoring operations at the ·affected production site;
5. Provide affected customers with updates as status changes;
6. Alert vendors to the possibility of a need for additional materials
Retllrn to Normal Operating Procedures:
Within 24 hours of disaster ending, all affected customers must be notified and provided with the
following information:
1.
2 .
3.
4 .
Notice that processing has returned to normal;
A summary of the effects of the Crisis on the Customer's processing;
A notice that no other communications on the Crisis will be forthcoming;
Recommendations for prevention strategies to avoid similar failures in the future when
possible.
EXHIBIT B
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DATAV('_OSe '· Proposal
A CSG Company ----------------------------,---,---,-,---L-,--,--=-==--Last updated: 4.8.2009
General Services and Back-up Procedures:
---. -------. ·-
&-,r;/'trJ.1
Requirements ·
Continued . Ead1 production site performs a full network backup weekly. All backups are fully automated . Backups
include : ·
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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 process ing;
6. Job processing specifications and Printer resources
7. Network and printer backup tapes are stored off site at Lhe follow ing location. Location is
/ equipped with U_PS and multiple generators :
InfoMart
Dallas, TX
Each production site has UPS systems that will automatically provide power to the local network,
processors, and ·perlpherals 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 on line transmission through SSL
" ·Yes . DataProse can receive files via T-1 connection, VPN and most commonly through secure FTP
utilizing DP Auto.Connect.
-··-· ----
FTP (FIie Transfer Protocol) has become the 'internet standard' for transferring data . DataProse
employs similar technology, masked by your Web Browser, in order to simplify the process of sending
data files.
Put very simply -DP/FT Is the "DataProse way" to securely transmit data .
Utilizing DP/FT provides three key benefits:
Ease of use In transferring data files
Comfort & Security of SSL
Automated processing -Files will be deposited directly to a secure location designated specifically for
your company. Uti liz ing DP/FT to transmit data files is a simple process consisting of the following 4
steps: ·
1. Open DP/FT (Afte r logging in to DP Auto/Connect)
·2. Browse to and select file(s) to transmit
3. Fill in required processing verification information (# of statements and bill date)
4. Confirm files and begin file transmission ·
Walt for file transfe r to complete and confirm file transmission
·xiv ... Provlde-a·system ·password per customer-that-ls-vendor ,ontrolled and .will .not.allow .unauthorized --· ____ . __ _
access. .
Supported -You will manage you r DPAuto/Connect account by adding, deleting & ed iting Use rs and
applying a variety of rights to specific users. You will be issued an administrative account and
password . Before getting started you will need to setup users and rights based on your ind ividual
needs ;
xv. Provide capability to enable batth printing of selectively excluded bills at ead1 City's Customer and
Utility Services Office,
DataProse can define filters which batch out bills based on coding or some criteria in the data to filter
certain "pulls" that are required . Also, you will have a dedicated project manage r who can be
contacted to pull bills out of the job run . Because every page of every bill is "finge rprinted" with
sequencing numbers and characters, the project manager can pull any bill requested up to the time It is
physically delivered to the USPS .
EXHIBIT B
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DAJiAP!'_OSe' Proposal
A CSG Company ------------------,--------:---------,--,----:--,-.a.--,--e--:-=,..,,.,,-
General Services and
Requirements
Continued
B. Daily Transmission of
Electronic Data
Requirements
Last updated : 4.8.2009
xvi. Provide selective/dynamic messaging vla secure si te for customer messages to be Included on bills.
DataProse prides itself on helpin g its clients communicate throu gh dynamic and effective billing
statements. The robust nature of the composition and rendering tools we use allows for statements to
shrink and grow based on data and content .
Messaging is generally handled in u rew different ways . You may send message content in the data
mes which are mapped to uppear in defined areas on the bill. Messages may be processed in separate
files to qe merged with data records . Messages may be held electron ically in a table fo rmat and be
triggered by certain criteria in the da ta. Finally, DataProse has a bill message management tool for ad
hoc messages to a single blll, all bills or a certain group of bllls . BIii Message Manage r is a useful tool
for managing message campaigns online .
i. AS400, ASCII data files are the ones City of Plano utilizes, but wlll vary by each participating ent ity .
Supported -DataProse wo rks with AS400 and PC based systems . .,,.
ii . Ale 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.
Supported -In addition to our FrP method (listed above), DataProse has the ability to accept files
th rough a number of different interfaces. I"
111: 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 e-mail as well as made ava il able online
within the custome r Web portal, DP/Auto . (
Iv. Vendor shall provide second report daily when file has been processed for printing.
Supported -A DPSYS Report for each job provides specific information as it relates to the proj ect
processed at a given time . Each client provides the esti mated number of statements prior to data
processing . This report will provide the actual statements processed by DataProse afte r successfu l data
processing. If the counts are incorrect, the client will be contac ted . Again, this report sums the current
charges and total amount due for all statements processed, allowing you to reconcile dollar amounts
within the file . This report can be customized upon request If additional information is needed fo r
balancing purposes . (
v. Vendor shall provide as pait of the second report, the amount of postage charges for the billing
included In the report.
Supported -see above .
vi. File size and billing c.ycle wlll be utilized as confirm ing data.
Supported -see above. ·
(
vii. Data wlll be transmitted prior to 10am everyday bllls are needed to be processed.
Supported ·
c. Preprint i. Selectively exclude blll types from printing (PULL, EBILL, cm and others Identified In the print file).
Requirements -Supported
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ii . CASS certiflcatlon to ensure lowest possible postage costs .
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Supported
iv. Presorts must conform to latest USPS notif!ca ti on.
Supported
v. Mall merging of bills going to same mailing add ress up to th ree Into regular #10 mailing envelope
and four to one hundred merged for stuffing Into one large envelope . Placement of sorter codes must
be approved each City .
Supported
vi. Vendo r 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.
fum_ported
vii. All-outgoing mall shall include Zip +4 ba r cod ing confo rmin g to postal re qui rements for automated
processing.
Supported
EXHIBIT t3
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· A CSG Company
D. Access to Electronic
Bill Image
Requirements
·-----. ---· ·-----·-·· ·---· --·-
-;J..,-r;(rtg. ~
Proposal
Last updated: 4.8.2009
I. Provide access for city staff via password secured Internet site to exact replicas of customer bills in
PDF Format for a period of 12 months.
Supported -Search & ViewBili -Allows you to access ViewBill files DataProse has generated . As a
support mechanism to your CRM operations -this module provides you with direct access to exact
replicas of your customers' bills, enabling you to provide prompt, accurate and top quality service .
DataProse Search & ViewBill offers fast electronic access to a searchable database of bill ing statements
within hours of receiving your data. /
Your Customer Service Representatives get.. . ..-
, Fast access from any Internet-connected compute r/
• An exact replica of the customer's printed bill ,,.
, The option to instantly send a copy of the bill via e-mail · ,.
Search & ViewBIII 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 & ViewBIII us,es 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
Search & VlewBIII impacts the bottom line(.
, Prompt, accurate customer service
, Faster dispute resolution
, Faster payments /
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Ii. Provide access via secured Internet site from ·each Cfty's-webslte tcfciisto"rners ·electlhg· to vievvexact ------
replicas In PDF format for a period of 12 months.
Supported
iii . Provide search capability based on account number, date or date range .
Supported
iv. Have capability to email bill image from vendor site.
Supported
v. Provide Images for one month electronically trough CD or PDF after 12 month period .
Supported ·
EXHIBIT :B
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Last updated: 4.8.2009
E. Approval of Forms
and Envelope Orders
Requirements
I. All orders for print stock and envelopes shall be approved by each City.
Supported
Ji. Proofs will be furnished for approval prior to sending to print . .
supported
Iii. All artwork become~ the property of each participating entity at the terminat ion of this cont ract.
~ .
Iv. Pre-printed forms of any kind will not be used.
Comply
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F. Printing
Requirements
i. All printing shall be laser imaging high quality print with 600 DP! or better .
Supported -All statements are printed in 600 DP! or better. Please see list below for a complete
summary of all printing equipment listed by facility .
Coppell, TX
Facllltv
Machine
Make Model Desr.rintion Otv Rater! sneed Comments
highlight color
(HLC), cut-
sheet
production
Xerox DT180 laser printer 5 180 cpm black or HLC
HLC, roll fed
production
laser printer;
auto
Dee' 9220 duolexina 1 853 com black onlv
426 CPM HLC
highlight color
(HLC), cut-
sheet
production
Xerox 92C laser printer 1 92 com black or HLC
Oxnard, CA
Facility
M;ike Model Descrlntlon Otv Rated soeed Comments
Highlight
color (HLC),
cut-sheet
production
Xerox DT180 laserorinter 5 180 com Black or HLC
Highlight
color (HLC),
cut-sheet
production
Xerox 92C laserorlnter 2 92 com Black or HLC
-· --------. --------------------------·------·-. --··--·----···-· --·--·----·-.. -... ·----·----·-·--··"-·---···-·-·-··-
II. 2/0 ink colors; BLUE and Black, approved by each City ,
~
ii i. Print form single sided with occasional two-~ided (duplex).
Comply
jv. Bill print fonts include OCRA for automated scann ing and processing.
Qm1Q!y
v, Proofs must be approved by each Cit)' wlth any programming change prior to implementation of
changes.
Comply
EXHIBIT ~
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DATAl>!'_OSe'
A CSGCompany ------------------___,,---,.P_r,_o,-.lp~o~s~a~I
Last updated: 4.8.2009
G. Envelope and Print i. Original and Delinquent 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 1/2 Inch X 11 inch White bond stock.
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Ii. Paper weight Is 24/60 pound .
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iii . Top Portion of bill is for customer retention and contains billing information.
fQilJ.JID'.
Iv. Bottom portion shall be perforated to produce a return stub 81/2 inches X 3 S/8 inches to be
returned by customer with payment.
Comply
v. Tri fold on perforation to flt a #10 window envelope
~
II. Envelopes
Vendor to furnish. See attached Sample # 2
Comply .,
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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. ;:
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b. Delivery is F.O.B . Freight Pre-paid to each participating City's delivery address set up at time of
order.
Comply
iii. Mall Out Envelopes
Vendor to furnish
a. Standard BRE #10 window per attached Sample# 2.
b. Window size must comply wi th USPS for utilization of ba r code .
c. Ability to include return mall processing codes if required.
Q!nmJy
iy. Return Envelopes
Vendor to furnish
a. 3 7/8 in x 8 7/8 In per attached Sample # 3. Must Include security cross-hatching.
b. Ba r coded for return address.
~ ('
v. Mall Merging Envelope {Mall Out} l) _____________________________ ~'._S~~c!e_n! sl~e to lnse1t 100 bills into o~e envelope. . . . LJ ti. May use mail label ·rather ·than ·bulk pnnt;··prefer·address1ng ·on ·the-run -wlth bill printing . --.. -·---··---___ ·--·
c. Addit ional inserts Include (1) return envelope and one of each additional Informational insert.
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H. Utility Bill Folding i. Tri Fold statement to fit in Standard #10 mail out envelope .
and Inserting .Qmmly(
II. One fold shall be on the perforation creating the bill stub.
Comply
Iii . Must have multiple page and selective inserting capabilities.
~
iv. Inserts include statement, return envelope and up to three additional flyers .
Comply
EXHIBIT J3
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DATAP!_OSe'· .Proposal
A~ Company ---------------------------;---,---:--:-.&-.-:-::c-===-
I. Mailing
J. Invoicing
V. Environmental
Attributes Option
VI. Training
VII. Warranty
VIII. Qualifications
IX. Work History
i. Dally, (5 days per week)
!&!Jm1y
Last updated: 4.8.2009
ii. Turnaround-data in by 10:00 am, mail out same business day and delivered to .USPS bulk
processing center.
DataProse does provide "short window" processing ancl delivery to some clients . In regards to a
guaranteed service level agreement, DataProse would like to discuss th is 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 bllls for d.istributio11 as quickly and efficiently as possible . In some
cases, even with the normal service level of one business day, the bills can be malled out the same day
the 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.
I. Monthly or Biweekly .
Supported
Ii. Invoicing should reflect separate services according to proposal form.
Supported
Ill. Specify details of special handling bills .
supported
Iv. List number of statements printed for the period.
supported
v. Only Invoice for work completed .
Supported
The Oty 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 : • Vegetable-based and
recycled (filtered) inks; avoid inks containing heavy metals • Papers and envelopes made with post
consumer fiber (30 percent minimum) and othe r environmentally preferable paper fibers • Processed
chlorine-free papers .
Please see attached documents regarding DataProse's Green Initiative.
Vendor Is requ ired to provide training as needed to Insure . continuity of the process.
Supported / . . .
Be responsible for all costs associated with errant printing ano malling of statements due to no fault of
the City.
Supported /
Have a predominant business function, facilities and equipment related to lase r imaging and complete
malling services. Vendor can be located anywhere within the United States.
9ll!lllli I
n-------------·-·-------Vendor shall have successful work history with companies or governmental agencies within the last
three years of th is scope and size ,
Comply -----------. -----------------·----------------------------
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X. Insurance
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Upon request, the successful vendor must SUBMIT PROOF OF MEETING NECESSARY INSURANCE
REQUIREMENTS within ten (10) business days of notification by the City of Plano. Failure to respond
within ten (10) business days will be grounds fo r declaring vendor non-responsive to specifications.
~
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For Immediate Release: 1 •1 February 200 I
Contact:
Glenn Carter, President, DataProse
Pam Kelly, Director of Marketing & Communications, HTE
800-927-7634
407-304-3235
HTE Chooses DataProse as Preferred Provider of
Statement Printing Services
Lake Mary, Fla., February I, 200 I -HTE lnc. (NASDAQ: HTEl), a leading provider of
enterprise-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.
"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, HTE's
Director of Utility Systems Group. "DataProse has demonstrated attention to detail and quality,
which will serve our clients well." /
HTE provides customer info1mation systems to 350 public and private utilities throughout the
United States, Canada and the Caribbean. . .
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 proven leader in government information technologies, provides a broad range of
. -----·----·-------------------
innovative software ·solutions to more than 2,100 government offices, agencies and utility ______ -------· ---
companies throughout North America. The compan/s products ?-ddress the wireless computing
requirements of a rapidly changing public sector market and support the end-to-end delivery of e-
. government access to citizens. /
Founded in I 981, the company is headquartered near Orlando, Florida . Additional infonnation is
available at www.hteinc .com or by calling HTE Marketing Services at 1.800 .727.8088 .
--------------------------...
EXHIBIT _1i__
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Except for the historical information contained herein, the matters discussed in this news release
are forward-looking statements that involve risks and uncertainties detailed in HTE's filings with
the Securities and Exchange Commission, .including risks summarized in HTE's Annual report on
Form 10-K for its fiscal year ended December 31, 1999. /
DntnProse, Inc.
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
customized bill presentment, commercial direct mail, and non-profit fundraising. DataProse has
production and distribution facilities in Dallas and Ventura, as well as sales offices in Da11as, San
Francisco, Denver, Seattle, and Fort Lauderdale. /'
wWw .hteinc.com
www .dataprose.com
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INCODE Selects DataProse® Billing Solutions as Exclusive
Provider of Statement Print and Mail
Lubbock, TX, February 2008 -Tyler Technologies I INCODE Division chose DataPros~ Billing
Solutions 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
client services. /
"DataProse's expertise in statement print and mail and online bill output and payment services
offers our clients a more convenient and cost-effective method of statement distribution,"
according to INCODE President, Dustin Womble. "DataProse has demonstrated attention-to-detail
and an obsession with quality which are valuable assets for our existing and future clients.>
DataProse President Glenn Carter adds, "INCODE's ease-of-use and extensive capabilities,
combined with DataProse's printing and statement distribution expertise gives clients tremendous
flexibility in managing their utility statements. Our user-friendly and cost-effective printing and
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."
/
·Tyler Technologies is a leading supplier of integrated, end-to-end information management
solutions and services to local governments. Headquartered in Dallas, TX, it provides software and
professional IT services to more than 6,000 local government offices throughout all 50 states,
Canada, Puerto Rico and the United Kingdom. After nearly 20 years of business, Tyler /
Technologies is now the largest company supporting clients with consulting, network design and
management, installation, conversion ; customlzatia,n, training, and ongoing support.
0------Dal:a--ProseBfllingSolutions, neaaquartered -in--oxnard;-eA-,-offersihe --BP-GavBi//-s.m..sttite -~rviees-------. -.:_
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including streamlined utility billing, personal and property tax statements, appraisal notices,
collection letters and o_ther personalized communications . DataProse provides effective prin~ mail
and online payment services that reduce bill payer errors and questions, ultimately improving
collection efforts.
Contact: Alan Denton, V.P. of Marketing
DataProse, Inc.
1451 N. Rice
Oxnard, CA 93030
(888) 214-6680
www.dataprose.com
EXHIBIT _J3~-
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Document Title: For Immediate Release
Press release.doc
BILLING SOLUTIONS
Smnrccr Srarenienrs i0) Delli~· ficmlc s
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
statement printing and mailing provides our clients a more convenient and cost-effect ive
way to distribute their billing statemeflts," according to STW President David Johnson.
"DataProse has demonstrated the technical understanding of the utility market that will
compl iment and serve our clients well. This will be a valuable asset to our existing and
future clients."
According to DataProse President Glenn carter, "STW's ease-of-use and extensive
capabllltles, combined with DataProse's printing and distribution expertise, gives clients
tremendous flexlblllty In managing their utility statements. Our close relationship with
STW means that clients don 't have to worry about system compatibility. It makes
outsourcing a more logical choice ."
About STW, Inc.
Grapev ine, Texas based STW, Inc., develops, Implements, and supports software and
compu ter systems for mun icipal governments . STW current ly has over 50 software
installat ions. More Info r mation please call:
n-----• !
817-329-1711
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DATAPROSE, INCORPORATED
About Data Prose, Inc.
Ventura, California based Data Prose, Inc., founded in 1990 by Glenn Carter and Kinko's
founder Paul Orfalea, spec ializes In database management and variable-data pr inting
and malling fo r custom ized bill presentment, commercial di rect mail, and non-profit
fundraising . DataProse has production and distribution faclllties in Dallas and Ventura, as
well as sales offices in Dallas, San Francisco, Seattle, and Fort Lauderdale. Fo r more
Information , please call 800-876-5015 or vis it the website at www .datapros e.com.
EXHIBIT~
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DATAprose· Document Title:
Press release.doc
For Immediate Release
131LLING SOLUTIONS
.'irnorlL'l' Swrement.~ (0) Dcucr llcs11/rs
STW AND DATAPROSE FORM STRATEGIC PARTNERSHIP TO
I
PROVIDE ·UTILITY PRINTING .& MAILING SERVICES
Contacts:
SfW, Inc.
David Johnson
President
817-329-1711
DataProse; Inc.
Glenn Carter
President
800-927-7634
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DATAPROSE,lNCORPORATED
EXHIBIT 13
PAGE .cl-S-!-"-'. O;,,.-F -3/ ......
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DataProse® Renews Environmental Commitment by Replenishing
Forests Ravaged by Wildfires
Oxnard, CA March 29, 2007 -DataProse, a leading provider of billing statements for
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. Data Prose, through American Forests' Wildfire Releaf program, will plant
trees on their clients' behalf to provide habitat for wildlife, and help clean our air, land
and water. · /
American Forests' Global ReLeaf initiative is one of the biggest, most effective
environmental movements_ in the United States and around the world. Based in
Washington, DC , American Forests helps people plant and care for trees in order to
restore the ecosystem and build healthier communities . ./··
· The original idea for DataProse to plant trees came from the VP of Operations Fred
Fleet back in 2001. "We are heavy paper users and we have a special obligation to
replenish those resources," stated Mr. Fleet. "For every mailing we send, DataProse
and American Forests can plant trees in forests that have been damaged by either
natural causes or human abuse. We're very excited about our renewed relationship with
American Forests and look forward to what we can do together in the future." /
. /
According to DataProse President, Glenn Carter "Most of our billing clients , including
many water and power utilities, are very aware of natural resource management issues .
They recognize the long-term global benefits of programs such as this . We have a
heightened sense of responsibility to begin with, and we can minimize the
environmental impacts of our clients' mail programs with the help of American Forests."
("""'
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 maiLDataProse maintains secure production facilities in Dallas, Texas and
Oxnard, California .
Another divTsion oftfie company, DataPro--se-ninrct;-sp-e-cialize·s-in-highly-personalized
donor and member acquisition campaigns and renewal appeals for universities ,
hospitals, arts and cultural organizations , and national community services / .
organizations .
For every dollar donated by DataProse, American Forests plants a tree in a forest
damaged by wildfire . They have planted trees in over 500 projects in every state and
territory in America , as well as 21 countries worldwide.. .,
EXHIBIT J3
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About American Forests
American Forests
910 17TH ST. NW, Suite 600
Washington , DC 20006
PH: 202/955-4500 FAX : 202/955-4588
www .americanforests .org
About DataProse
DataProse, Inc . founded in 1990, is a leading provider of direct mail and billing
statement services to municipal and private utility companies, financial services,
retailers , telecommunications, healthcare providers and higher education. Data Prose .
produces and distributes mission-critical documents for over 600 clients across the
country . The company operates production facilities in Oxnard, California and Dallas ,
Texas, as well as sales offices throughout Arizona, California , Texas and Washington.
Contact:
###
Alan Denton, V.P. of Marketing
(805) 278-7 433
adenton@dataprose .com
www.dataprose.com
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EXHIBIT 73
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ov.:serAPT_ose~
A CS6 Company
News Release
Data Prose Joins the Enterprise Rent-A-Car, 50 Million Tree Pledge to Replenish Forests
Oxnard, CA (February 20, 2008) -Data Prose, 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, Data Prose 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
Forest Service. Penny Pines plants trees in forests across the U.S. in any state that the donor designates.
American Forests, having been formed In 1875, is the oldest nonprofit citizens' conservation
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, Data Prose is committed to being part of the solution of forest replenishment.
Data Prose commits to plant nearly 35,000 trees in 2008. To put this in perspective, New York's Central
Park has 25,000 trees; therefore, Data Prose will plant more than 1.3 Central Parks this year alone.
According to Glenn Carter, Vice · President of Data Prose, a CSG Company, "We feel a social obligation to
replenish the natural resources that we use In the course of our operation. It 's important to us as a
company and to our current and prospective clients. We believe without reservation that it's the right
thing to do. We invite others, individuals and businesses, to join us in helping to protect our
environment."
In addition to Its donation program, Data Prose uses recycled paper and envelopes and recycles waste
material to minimize environmental impact.
About DataProse
i 0-------DataProse,lne;,found-ed-in-1-99Q,-is-a-leadir-ig-pr:ovider-otdir:ecLmailaru:LbiUing_sta _teme.ot..s_eLvj_ces.
Data Prose provides billing statement design, print, mail and electronic presentment and payment fo r
municipal and private utility, financial services, cable, telecommunications and waste management D companies. Data Prose renders direct mail fundraising and membership acquisition services for nonprofit
organizations in the healthcare, higher education, zoos and aquariums, and social/cultural market
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segments.
Integrated with CSG Systems, Data Prose 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 .
EXHIBIT _:13..,...,, _____ _
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Contact: Alan Denton, Executive Director, Marketing
(888} 214-6680
alan_ denton@csgsystems.com
www.dataprose.com
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 .org.
About American Forests
American Forests is a world leader in planting trees for environmental restoration, a pioneer in the
science and practice of urban forestry, and a primary communicator of the benefits of trees and forest s.
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 1,875. The organization is
proud of its historic roots in the deve·lopment 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.
National Garden Clubs Inc. is a not-for-profit organization. With more than 209,000 members and 6,300
member clubs across ~he U.S., the NGC is the largestvolunteer organization of its type in the world.
Founded in 1929, the NGC offers extensive educational programs and resources to promote gardening
and environmental responsibility. The NGC is headquartered in St. Louis, MO ., adjacent to the world-
famous Missouri Botanical Garden . www.gardenclub.com
###
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Attachment "A"
CLIENT WORK HISTORY
Vendor is to list up to three contracts approximately the same scope and size during the past
three years .
1. Client Name: City of Plano
Contact Name : Mark Israelson
Phone .Number: (972) 941-5112
Dates of Service : 2000 -Current
Brief description of service provided : Statement Printing & Mailing
2. Client Name: City of Frisco
Contact Name: Angela Fair
Phone Number: (972) 292-5525
Dates of Service: 2002 -Current
Brief description of service provided: Statement Printing & Mailing
3. Client Name: City of Allen
Contact Name : Kathy Chamberlain
Phone Number : (214) 509-4561
Dates of Service: 2008 -Current
Brief description of service provided: Statement Printing & Mailing
14 EXHIBIT J3
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CITY OF PLANO
COMPETITIVE SEALED PROPASAL NO. 2009-66-C
CSP -UTILITY BILL PRINTING AND MAILING SERVICE
THIS FORM MUST BE THE LAST PAGE OF YOUR BID PACKET.
Vendor Acknowledgment Form
The undersigned hereby cert ifies 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 spec ifications of the
Invitation for Offer.
The following infonnation must be filled out in its entirety for your quote to be considered:
Address of Principal Place of Business:. .,.., J
\ t '2.. 2. W Bet'\J.:.. I ~'"'-·
Phone/Fax of Principal Place of
Business: y-1oq-30 i ~<o Y:B6
·c112 • L..I b2....-5y b '3
Address, Phone/Fax Number of Majority
Owner Principal Place of Business:
E-mail Address of Representative: \ 0 , -n .,., Q .lc . ..1,...n (),-...,,-e . \ 1.:, c.. "--·~Ci\. '-ll1 r · t "".-. C 'D >,'"1
Authorized Representative: W ~ k .1'1'\ ~ . Y j 1 j O q
· Name f"' 1 . "" , l r Date ,::: t e , ~ t-•v ,2.. 11 • "'~ c. . .)./ ~ ti. r:.e,s
. Title \L V'-.. AV. ~ \l "-\l ~ H.\ \z. , TY\
Acknowlec:lgement of Addenda: #L #2JV" __ #3~ #4lt___ #5_f"_-, __
29
,_ .. _________ ----------------------·
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Requirements
City of Plano
Insurance Requirements
Contractors performing work on City property or public right-of-way for the City of Piano shall provide the
City a certificate of insurance evidencing the coverages and coverage provisions identified herein . ·
Contractors shall provide the City evidence that all subcontractors performing work on the project have
the same types and amounts of coverages as required herein or that the subcontractors are included
under the contractor's policy . The City , at its own discretion, may require a certified copy of the policy.
All insurance compani es nncl coverages must be aufhorlzetl by fhe Texas Department of Insurance lo fr nnsncr bu sines s in the Sh1lc of
Tcxn s nnd musl be ncccplabic lo the Cily of Plnno .
Listed below are the types and amounts of insurance required. The City reserves the right to
amend or require additional .types and amounts of coverages or provisions depending on the
nature of the work.
Type of!nsurance
Amount of Insurance .Provisions
]. Commercial General (Public/ $500,000 each occurrence, City AND CITY 'S
LiabllitJ.• to include coverage [pr: $1 ,000,000 general aggregate; CONSULT ANT to be listed as
a) Premises/Operations additional insured and
b) Products/Completed Or provided 30-da y notice of
Operations cancellation or material
c) Independent Contractors $1,000,000 combined single change in coverage.
d) Personal Injury limits
e) Contractual Liability City prefers that insurer be
rated B+VI or higher by A.M.
Best or A or higher by
Standard & Poors
], Business Auto LiabilifJ! As required by State of Texas
Workers' Com11.e11satio11 & Statutory Limits City AND City 's
!2J1P..lovers ' Liabill{J• $100,000 ea ch accident CONSULTANT to be
provided a ~aiver of
s1:1br-0!,:latier-i
Questions regarding this insurance should be directed to the City of Plano Purchasing
Department at (972) 941-7557
A PURCHASE ORDER WILL NOT BE ISSUED WITHOUT EVIDENCE OF INSURANCE.
20
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Email Certificate
Below Is an email confirmation for Holder ID: 10627938
To : terry _anderson@csgsystems .com
From: klee@lockton.com
Sent: 8/14/200911:46:59 AM
Please print this confirmation If needed as this message will not appear In your sent items .
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INSURANCE REQUIREMENT AFFIDAVIT
(To be completed by appropriate Insurance Agent)
I, the undersigned agent, cert ify that the insurance requirements contained in this proposal
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 wil l be able, within ten (10) working days
after being notified of such potential award , to furnish a valid insurance certificate to the City
meeting all of the requirements contained in this proposal. ·
=4:~ Agent's Signature Agent's Name Printed
(/Ak(). M 'TN ~CF Qz !:'-LJ u.f'
Npme of Insurance CJlrrier 11 1-oc..k:...ro AJ ~ mPJCMJtc:5 LLL.-
811 D E:. l(..NION A-llE" ~ :l?J6
Address of Agency
~ll'f?;, &~ fb!LSJ
City, State, Zip
~3 -Lfl if-t!,c/() '1
Phone number where Agent may be contacted
~PR.as£. It.Jc
Vendor's Name (please print or type)
SUBSCRIBED AND SWORN to before me by the above named Pa,-hl{~r id. /J-c) knl;}(lc,L
on this the i ,'l'l day or--'frf'---'-_·,z."""l-=l~----· 20 cJ 0
/.
KIMBE~LY A BABEL
Notary Publli;:
State ~ Co+orac!O
N0tar:y-Pl:lblie-in-anEl-for-tl=le-State-ef::!Ci~" ltg~~4e~-ti.:-:=::=:-------
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
CONCERNING THESE .REQUIREMENTS, PLEASE CONTACT THE CITY OF PLANO
EXHIBIT (_
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AFFIDAVIT OF NO PROHIBITED INTEREST
I, the undersigned declare and affirm that no person or officer of 1) £.l. +G\ P11 10 s· -e 1111 t
---------(herein "Contractor") is either employed by the City o'f Plano or is
an elected official of the City of Plano 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
City of Plano of any land, or rights or interest in any land, materials, s_upplies 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.
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.
By:
't>tl+Gl t''f'tO,Se., Tnc @ cs cl ~'j':,+l?.""'-'j
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· Signature
w .' l i ,'"' ""' ),. ' t-1 V. ,. ,r ""l
Print Name
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Title
Ap~~,·\ 1-4:~ z.ooq
I Date
D SUBSCRIBED AND SWORN TO before me this -1+-tt,..-day of
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D 11111t11t11111!1HIIU1lllllll11tmnm111111mmu1111nmmmn~~ <~p i .1 oouG sH ., No __
,. COMM,# 1671203 :ii
lii • NOTARY PUBLIC· CALIFORNIA!!!
B: SANTACLARACOUNTY I ~ I · My eomm, ExJl. June 5, 2.010 I
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