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Home My WebLink AboutContract 46818 ,�qy SECROAM --OW RACX NCS. CONTRACT BY AND BETWEEN CITY OF FORT WORTH, TEXAS AND DATAPROSE, LLC THIS CONTRACT is made and entered into by and between DATAPROSE, LLC, a Texas Limited Liability Company, whose address is 1122 W. Bethel Rd.. Suite 100, Coppell. TX 75019, hereinafter referred to as "Contractor," and the CITY OF FORT WORTH, TEXAS, a home-rule municipal corporation, hereinafter referred to as "City," to be effective upon approval of the Fort Worth City Council and subsequent execution of this Contract by the Fort Worth City Manager or his duly authorized designee. For and in consideration of the covenants and agreements contained herein, and for the mutual benefits to be obtained hereby, the parties agree as follows: I. SCOPE OF SERVICES Contractor shall provide all labor, supervision, materials, and equipment necessary for utility bill printing, mailing and offset printing services. These products and services shall be provided at the City's request in accordance with the Specifications for Utility Bill Printing, Mailing and Offset Printing Services, a copy of which is attached hereto and incorporated herein as Exhibit "A," and the Contractor's Bid in response thereto, a copy of which is attached hereto and incorporated herein for all purposes as Exhibit "B." The Contract consists of this written agreement and the following items which are attached hereto and incorporated herein by reference: (a) Specifications for Utility Bill Printing, Mailing and Offset Printing Services (Exhibit d'A„); (b) Contractor's Bid (E=xhibit"B"), (c) Quote for Utility Bill Printing, Mailing and Offset Printing Services (Exhibit"C");. (d) Insurance Requirements (Exhibit"D"), and (e) Conflict of Interest Questionnaire(Exhibit"E"). These documents make up the Contract documents and what is called for by one shall be as binding as if called for by all. In the event of an inconsistency or conflict in any of the provisions of the Contract documents, the inconsistency or conflict shall be resolved by giving precedence first to this written agreement then to the contract documents in the order in which they are listed above. These documents shall be referred to collectively as "Contract Documents." II. TERM OF CONTRACT The initial term of this Contract shall be a period commencing on February 10, 2015, and ending on February 21, 2016. The parties may mutually agree to extend the term hereof by one (1) additional twelve (12) month periods, City shall give written notice to Contractor of City's request to extend the term hereof, such notice to be given not more than ninety (90) days prior to the expiration of the then current term. If the parties do not mutually agree to an extension prior to the expiration of the current term, the parties shall mutually agree on the effective date OFFICIAL RECORD CONTRACT BETWEEN CFW AND DATAPROSE LLC PAGE 1 OF 7 CITY SECRETARY FT,WORTH,TX of termination of this Contract, but in no event will the effective date of termination be later than six (0) months after the date of Contractor's rejection hereunder. III. WARRANTY Contractor warrants and covenants to City that all goods and services provided by Contractor, Contractor's subcontractors, and agents under the Agreement shall be free of defects and produced and performed in a skillful and workmanlike manner and shall comply with the specifications for said goods and services as set forth in this Agreement and the Bid Specifications attached hereto and incorporated herein as Exhibit "A." Contractor warrants that the goods and services provided to City under this Agreement shall be free from defects in material and workmanship, for a period of one (1) year commencing on the date that City issues final written acceptance of the project. IV. PAYMENT Payments hereunder shall be made to Contractor following City's acceptance of the work and within thirty (30) days of receiving Contractor's invoice for the products and services delivered. Contractor will bill City for services at the rates included in the attached Quote for Utility Bill Printing, Mailing and Offset Printing Services, a copy of which is attached hereto and incorporated herein for all purposes as Exhibit "C." Total annual compensation under this contract shall not exceed the sum of One million, five hundred sixty-seven thousand dollars ($1,567,000.00). However, this amount is not to be construed as a guarantee that the City will request this amount of services under this Contract. Contractor recognizes that this Contract shall commence upon the effective date herein and continue in full force and effect until termination in accordance with its provisions. Contractor and City herein recognize that the continuation of any contract after the close of any given fiscal year of the City of Fort Worth, which fiscal year ends on September 30`h of each year, shall be subject to Fort Worth City Council approval. In the event that the Fort Worth City Council does not approve the appropriation of funds for this contract, the Contract shall terminate at the end of the fiscal year for which funds were appropriated and the parties shall have no further obligations hereunder. V. PROTECTION AGAINST ACCIDENT TO EMPLOYEES AND THE PUBLIC Contractor shall at all times exercise reasonable precautions for the safety of employees and others on or near the work and shall comply with all applicable provisions of Federal, State, and Municipal safety laws. The safety precautions actually taken and the adequacy thereof shall be the sole responsibility of the Contractor. Contractor shall indemnify City for any and all losses arising out of or related to a breach of this duty by Contractor pursuant to paragraph VII. INDEMNIFICATION and paragraph VIII. COMPLIANCE WITH APPLICABLE LAWS set forth herein. CONTRACT BETWEEN CFW AND DATAPROSE LLC PAGE 2 OF 7 V1. LOSSES FROM NATURAL CAUSES Unless otherwise specified, all loss or damage to Contractor arising out of the nature of the work to be done, or from the action of the elements, or from any unforeseen circumstances in the prosecution of the same, or from unusual obstructions or difficulties which may be encountered in the prosecution of the work, shall be sustained and borne by the Contractor at its own cost and expense. VII. INDEMNIFICATION CONTRACTOR AGREES TO DEFEND, INDEMNIFY AND HOLD THE CITY AND ITS RESPECTIVE OFFICERS, AGENTS AND EMPLOYEES, HARMLESS AGAINST ANY AND ALL CLAIMS, LAWSUITS, JUDGMENTS, FINES, PENALTIES, COSTS AND EXPENSES FOR PERSONAL INJURY (INCLUDING DEATH), PROPERTY DAMAGE, INTELLECTUAL PROPERTY INFRINGEMENT CLAIMS (INCLUDING PATENT, COPYRIGHT AND TRADEMARK INFRINGEMENT) OR OTHER HARM OR VIOLATIONS FOR WHICH RECOVERY OF DAMAGES, FINES, OR PENAL'T'IES IS SOUGHT, SUFFERED BY ANY PERSON OR PERSONS THAT MAY ARISE OUT OF OR BE OCCASIONED BY CONTRACTOR'S BREACH OF ANY OF THE TERMS OR PROVISIONS OF THE CONTRACT, VIOLATIONS OF LAW, OR BY ANY NEGLIGENT, GROSSLY NEGLIGENT, INTENTIONAL, OR STRICTLY LIABLE ACT OR OMISSION OF THE CONTRACTOR, ITS OFFICERS, AGENTS, EMPLOYEES, INVITEES, SUBCONTRACTORS, OR SUB- SUBCONTRACTORS AND THEIR RESPECTIVE OFFICERS, AGENTS, OR REPRESENTATIVES, OR ANY OTHER PERSONS OR ENTITIES FOR WHICH THE CONTRACTOR IS LEGALLY RESPONSIBLE IN THE PERFORMANCE OF THE CONTRACT. THE INDEMNITY PROVIDED FOR IN THIS PARAGRAPH SHALL NOT APPLY TO ANY LIABILITY RESULTING FROM THE SOLE NEGLIGENCE OF CITY, AND ITS OFFICERS, AGENTS, EMPLOYEES OR SEPARATE CONTRACTORS. CITY DOES NOT WAIVE ANY GOVERNMENTAL IMMUNITY OR OTHER DEFENSES AVAILABLE TO IT UNDER TEXAS OR FEDERAL LAW. THE PROVISIONS OF THIS PARAGRAPH ARE SOLELY FOR THE BENEFIT OF THE PARTIES HERETO AND ARE NOT INTENDED TO CREATE OR GRANT ANY RIGHTS, CONTRACTUAL OR OTHERWISE, TO ANY OTHER PERSON OR ENTITY. CONTRACTOR, AT ITS OWN EXPENSE, 13 EXPRESSLY REQUIRED TO DEFEND CITY AGAINST ALL SUCH CLAIMS. CITY RESERVES THE RIGHT TO PROVIDE A PORTION OR ALL OF ITS OWN DEFENSE; HOWEVER, CITY IS UNDER NO OBLIGATION TO DO SO. ANY SUCH ACTION BY CITY IS NOT TO BE CONSTUED AS A WAIVER OF CONTRACTOR'S OBLIGATION TO DEFEND CITY OR AS A WAIVER OF CONTRACTOR'S OBLIGATION TO INDEMNIFY CITY PURSUANT TO THIS AGREEMENT. CONTRACTOR SHALL RETAIN DEFENSE COUNSEL WITHIN SEVEN (7) BUSINESS DAYS OF CITY'S WRITTEN NOTICE THAT CITY IS INVOKING ITS RIGHT TO INDEMNIFICATION UNDER THIS AGREEMENT. IF CONTRACTOR FAILS TO RETAIN COUNSEL WITHIN THE REQUIRED TIME PERIOD, CITY SHALL HAVE THE RIGHT TO RETAIN DEFENSE COUNSEL ON ITS OWN BEHALF AND CONTRACTOR SHALL BE LIABLE FOR ALL COSTS INCURRED BY CITY. IN ADDITION TO CON-1 RACTOR'S INTELLECTUAL PROPERTY INFRINGEMENT INDEMNIFICATION AND DEFENSE REQUIREMENTS HEREIN, IF AN INFRINGEMENT CONTRACT BETWEEN CFW AND DATAPROSE LLC PAGE 3 OF 7 CLAIM OCCURS, OR IN CONTRACTOR'S OPINION IS LIKELY TO OCCUR, CONTRACTOR SHALL, AT ITS EXPENSE: (A) PROCURE FOR CITY THE RIGHT TO CONTINUE USING THE PRODUCT; (B) REPLACE OR MODIFY THE PRODUCT $O THAT IT BECOMES NON- INFRINGING WHILE PROVIDING FUNCTIONALLY EQUIVALENT PERFORMANCE; OR (C) ACCEPT THE RETURN OF THE PRODUCT AND GRANT CITY A REIMBURSEMENT FOR THE PRODUCT. CONTRACTOR WILL PROCEED UNDER SUBSECTION (C) ABOVE ONLY IF SUBSECTIONS (A) AND (B) PROVE TO BE COMMERCIALLY UNREASONABLE. THE INTELLECTUAL PROPERTY INFRINGEMENT INDEMNIFICATION HEREIN APPLIES TO ALL PRODUCTS PROVIDED, SUPPLIED OR SOLD UNDER THIS AGREEMENT BY CONTRACTOR TO CITY WHETHER MANUFACTURED BY CONTRACTOR OR A THIRD PART. CONTRACTOR REPRESENTS THAT, TO THE BEST OF ITS KNOWLEDGE, CITY'S USE OF PRODUCTS THAT ARE PROVIDED, SUPPLIED, OR SOLD BY CONTRACTOR TO CITY AS PART OF THIS AGREEMENT DOES NOT CONSTITUTE AN INFRINGEMENT OF ANY INTELLECTUAL PROPERTY 'RIGHTS AND CITY HAS THE LEGAL RIGHT TO USE SAID PRODUCTS. CITY ENTERS INTO THIS AGREEMENT RELYING ON THIS REPRESENTATION. THE INDEMNIFICATION HEREIN SURVIVES THE TERMINATION OF THE CONTRACT AND/OR DISSOLUTION OF THIS AGREEMENT INCLUDING ANY INFRINGEMENT CURE PROVIDED BY THE CONTRACTOR. OTHER THAN CLAIMS FOR INTELLECTUAL PROPERTY INFRINGEMENT OR CONFIDENTIALITY, CONTRACTOR'S INDEMNIFICATION OBLIGATION SHALL NOT INCLUDE BREACH OF CONTRACT CLAIMS BROUGHT BY THE CITY. VIII. COMPLIANCE WITH APPLICABLE LAWS Contractor shall at aft times observe and comply with all Federal, State and local laws, ordinances and regulations including all amendments and revisions thereto, which in any manner affect Contractor or the work, and SHALL INDEMNIFY AND SAVE HARMLESS CITY AGAINST ANY CLAIM RELATED TO OR ARISING FROM THE VIOLATION OF ANY SUCH LAWS, ORDINANCES AND REGULATIONS WHETHER BY CONTRACTOR, ITS EMPLOYEES, OFFICERS, AGENTS, SUBCONTRACTORS, OR REPRESENTATIVES. If Contractor observes that the work is at variance therewith, Contractor shall promptly notify City in writing. IX. VENUE The laws of the State of Texas shall govern the interpretation, validity, performance and enforcement of this Contract. The parties agree that this Contract is performable in Tarrant County Texas, and that exclusive venue shall lie in Tarrant County, Texas or the United States District Court for the Northern District of Texas, Fort Worth Division. CONTRACT BETWEEN CFW AND DATAPROSE LLC PAGE 4 OF 7 X. ASSIGNMENT The Contractor shall not sell, assign, transfer or convey this contract in whole, or part, without the prior written consent of the City. Notwithstanding the above, if the contractor sells, assigns, transfers or conveys this contract in whole, or part, without the City's consent, then the City may terminate this contract for convenience as described in the section entitled "Annual Contract Verbiage." xl, INDEPENDENT CONTRACTOR Contractor covenants and agrees that Contractor is an independent contractor and not an officer, agent, servant or employee of City; that Contractor shall have exclusive control of and exclusive right to control the details of the work performed hereunder and all persons performing same, and shall be responsible for the acts and omissions of its officers, agents, employees, contractors, subcontractors and consultants, that the doctrine of respondeat superior shall not apply as between City and Contractor, .its officers, agents, employees, contractors, subcontractors and consultants, and nothing herein shall be construed as creating a partnership or joint enterprise between City and Contractor- XII. INSURANCE AND CERTIFICATES OF INSURANCE Contractor shall procure and maintain for the duration of the contract insurance coverage as set forth in the Insurance Requirements marked Exhibit "D" attached hereto and incorporated herein by reference. Contractor shall provide a signed insurance certificate verifying that they have obtained the required insurance coverage prior to the effective date of this Contract. x111. HINDRANCES AND DELAYS No claims shall be made by Contractor For damages resulting from hindrances or delays from any cause during the progress of any portion of the work embraced in this Contract. XIV. CONFLICT OF INTEREST QUESTIONNAIRE Contractor acknowledges and represents it is aware of all applicable laws, City Charter, and City Code of Conduct regarding prohibited interests and that the existence of a prohibited interest at any time will render the Contract voidable. Contractor has executed the Conflict of Interest Questionnaire, attached and incorporated herein as Exhibit "E." xv. SEVERABILITY The provisions of this Contract are severable. If any paragraph, section, subdivision, sentence, clause, or phrase of this Contract is for any reason held to be contrary to the law or contrary to any rule or regulation having the force and effect of the law, such decisions shall not CONTRACT BETWEEN CFW AND DATAPROSE LLC PAGE 5 OF 7 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. XV1. TERMINATION City may, at its option, without cause, and without penalty or prejudice to any other remedy it may be entitled to at law, or in equity or otherwise under this Contract, terminate further work under this contract, in whole or in part by giving at least thirty (30) days prior written notice thereof to Contractor with the understanding that all services being terminated shall cease upon the date such notice is received. XVII. ENTIRE AGREEMENT This Contract and its attachments embody the entire agreement between the parties and may only be modified in writing if executed by both parties. XVIII. CONTRACT INTERPRETATION Although this Contract is drafted by Fort Worth, should any part be in dispute, the parties agree t'iat the Contract shall not be construed more favorably for either party. XIX. SUCCESSORS AND ASSIGNS This Contract shall be binding upon the parties hereto, their successors, heirs, personal representatives and assigns. XX. AUTHORITY TO SIGN The undersigned officers and/or agents of the parties hereto are the properly authorized officials and have the necessary authority to execute this Contract on behalf of the parties hereto. XX 1. HEADINGS The headings of this Contract are for the convenience of reference only and shall not affect in any manner any of the terms and conditions hereof. XXII. EFFECTIVE DATE This Contract shall be effective on February 10, 2015, regardless of the date of execution. CONTRACT BETWEEN CFW AND DATAPROSE LLC PAGE 6 OF 7 XXill. NOTICE Notices required pursuant to the provisions of this Contract shall be conclusively determined to have been delivered when (1) hand-delivered to the other party, its agents, employees, servants or representatives, (2) delivered by facsimile with electronic confirmation of the transmission, or (3) received by the other party by United States Mail, registered, return receipt requested, addressed as follows.- To ollows:To The City: To Contractor: City of Fort Worth DataProse, LLC Attn� Fernando Costa Attn: Curtis Nelson Assistant City Manager Chief Operations Officer 1000 Throckmorton 1122 W. Bethel Road Fort Worth TX 76102-6311 Coppell, TX 75019 Facsimile: (817) 392-6134 Facsimile: (972) 462-5428 With Copy to the City Attorney at the same address. IN WITNESS WHEREOF, the parties have executed this Contract by signing below. CITY OF FORT WORTH, TEXAS DATAPROSE, LLC. By: By; t7 i,t 1 i+i•t�v Fernando Costa Bill Murray Assistant Ci M�Piager Title: t } Date: 7 r Date: APPROVEP)AS TO FORM AND LEGALITY ATTEST Jessica S, gsvang by: Assistant CiAttorney ATTEST � �0 .$ %tit Mary Kaysera 1 City Secretary )pex & © CONTRACT AUTHORJZATiON: M&C: ; Date Approved: OFFICIAL RECORD CONTRACT BETWEEN CFW AND DATAPROSE LLC PAGE 7 OF 7 CITY SECRETARY FT,WORTH, TX City of Plano Bid 2012-264-C P THE. V Fry OF SOLICITATION NO:2012-264-C RFP UTILITY BLGL PAI7VTING.MAIL17V G&OFFSET PRORTjVG SER MES DOCUMENTS ARE DUE PRIOR TO: Sep 14, 2012 10:00:OO AM CDT NO LATE BIDS WILL BE ACCEPTED s DOCUMENTS MAYBE SUBMITTED ELECTRONICALLY TO: www.bidgMq.com DOCUMENTS MAY BE DELIVERED TO: CITY OF PLANO PURCHASING DIVISION 1524 AVENUE K SUITE 374 THIRD FLOOR PLANO,TX 75474 DOCUMENTS MAY BE MAILED TO: CITY OF PLANO PURCHASING DIVISION ' P.O. BOA[860358 PLANO,TX 75086-0358 Bids wW be publicly opened and read in the office of the Purchasing Mauager.If mailed or delivered in person,write the bid number on the envelope in the lower left corner.Time Critical Bid/Pro osal Deliveries:The City of Plano cannot guarantee,due to internal procedures,that any bids/proposals sent Priority Mail will be picked up and delivered by the closing date and time.It I is recommended that critical bid/proposal deliveries be made either in person or via an alternate delivery method. I PAGE I OF Sep 7,2012 5708:03 PSA COT P.1 City of Piano Bid n`12-2V.-C Bid 2012-264-C RFP UTILITY BILL PRINTING, MAILING & OFFSET PRINTING SERVICES Bid Number 2012-264-C Bid Title RFP UTILITY BILL KUNTING, MAILING &OFFSET PRINTING SERVICES Bid Start Date Aug 29,2012 5:00:38 PM CDT Bid End Date Sep 14,2012 10:00:00 AM CDT Question&Answer Sep 6,2012 12:00,00 PM CDT End Date Bid Contact Earl Whitaker Buyer Purchasing earlw@plano.gov Contract Duration 1 year Contract Renewal 4 annual renewals Prices Good For Not Applicable Pre-Sid Conference Sep 4,2012 1:00:00 PIN CDT Attendance is optional Location:City of Plano Municipal Center Training Room A 1520 K Avenue Plana,TX 75074 Bid Comments Added on Sep 7, 2812: Addendum#1-September 7,2012- See Addendum 12012-264-C utility Bill Printing,Mailing &Offset Printing Services_ *x*ss i Changes made on Sep 7,2012 4:53:39 PM CDT New Documents Addendum 1 2012-264-C Utility Bill Printing,Mailing and Offset Printing Services.pcif Iters Response Form Item 2012-264-C-01-01 -ORIGINAL BILL STATEMENTS B 1/2 X 14 Quantity 1015345 each lJnit Price Delivery Location City of Plano Customer&Utility Services City of Plano 1520 Avenue K#120 Plano TX 7SO74 QtY 1015345 Description EXHIBIT PAGE_ 0- F,-Sep 7,2012 5:08:43 PISA CDT p 2 City of Plano Bid 2012-264-r, ALL QUANTITIES LTSTEO ARE ESTIMATED QUANTITIES. Item 2412-26+4-C-01-02-DELINQUEWT BILI.STATEMENTS 8 1/2 X II f Quantity 62877 each Unit Price i Delivery Location City of Plano Customer&Utility Services City of Plano 1520 Avenue K #120 Plano TX 75074 QtV 62877 Description ALL QUANTITIES LISTED ARE ESTIMATED QUANTITIES. Item 2012-264-C-01-03-TOTAL FROM INSERT PRICING WORKSHEET Quantity Ilot i Unit Pdoe Delivery Location City of Plano Customer&Utility Services C}ty of Plana 1520 Avenue K#120 Plano TX 75074 QN 1 Aesc dpbon ALL QUANTITIES LISTED ON WORKSHEETART_ESTIMATED QUANTITIES, P' EXHIBIT , PAGE OF SEP 7,2012 5:0a:03 PM CDT p-3 City of Plano Bid 2012-254-C P TUE_ I CAT F CLANO E X A S SEPTEMBER 7, 2012 Prospective Bidders Addendum 41 Bid No. 2012-264-C i Utility Bill Printing, Mailing & Offset Printing Services Addendum #1 is issued. Please see the following Questions &Answers- I QUESTIONS RECEIVED AT PRE BID MEETING ON SEPTEMBER 4 2012 (d) 1:00pm: Quesbon 1 Do you allow more than 3 bills in an envelope) Answer • No. Per the specifications, Section III A. viii - Be able to bousehaid merge/purge multiple statements into same envelope(up to 3 into the Standard Mail Out envelope. i Question Z Are you looking for payment:functionality? Answer • No. Question 3 Do you want customers to access archive information? Answer Yes, Question 4 Do you want laser printing on the back of bills? Answer • yes. Cm 8#T PAGE Sep T,2012 5.08.03 PM CDT p.4 City of Plano Bid 2012.254-C , Question 5 What type of envelopes are you requiring` Answer • Per the specifications, Section III G. lii a-Standard BRE 410 window per Sample #2 Per the spedffcations, Section III G. iv. a - 3 718 In x 8 7/8 in per attached Sample#3. Question 5 Is recycled paper utilized currently? Answer ■ Recycled paper is used For envelopes. Recycled paper is not used for bills. Question 7 Is preference given to local vendors? Answer • No. [�u€astion 8 Can you explain why other cities are not Included with this proposal? Answer • Ttre City of Plano decided to request proposals as a single entity. Question 9 There are 2 more renewals left on the current contract? Why did you decide to rebid contract? Answer • Renewals are at the City's options. The City decided to exerdse its right to not renew the contract. Question 14 Which cities are utilizing the cu rent contract? Answer • McKinney, Flower Mound, Frisco,Allen&Lewisville. PAGE QF Sep 7.2012 5:08.-03 PM CDT P-5 City of+Piano Bic!2012-264-C Question 11 Cao you want us to bid recycled virgin products? Answer Per the specifications Section N. Environmental Preferable Products -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 follow"rng: • Vegetable-based and recycled (filtered) inks; avoid inks containing heavv metals ON Papers and envelopes made with post-consumer fiber(30 percent minimum) and other environmentally preferable paper fibers. • Processed chlorine-free papers. Enviro n rn enta I Preferable Products is part of the evaluation crteria per the specifications, Section XI E - Environmental Preferable Products as referenced in Section X E -- 5%. Question 12 How often are dupiex bfils requested? Answer It varies_ It depends on the needs of the City at any given Ume. Question 13 What is the lead time for inserts? Answer • It varies. Requests for inserts are normally known in advance for the upcoming year, but schedule revisions are sometimes necessary - either requesting a cancellation, addition, or adjustments to the existing insert order. Question 14 Will postage qualification reports be available? Answer • No. C�I�1f PAGEOF Sep 7.2012 5:78:03 PM CD7 P-6 C+ly of Plano Bid 2012-264-, Queston 15 When does the current contract expire? Answer IN October 26, 2012. Question 16 How often Is courier services uSed? Answer = Courier services are rarely used. Quesraon 17 When duplexing statements, will the back be In the form of an informational text template, where a group of customers all get the same copy/message- (example; water conservation message) Or will they be duplexed with variable information different for each individual customer being pulled from the data file (example would be a usage graph). Answer • The back will be in the form of an i nforTn ation a I text template, where a group of customers all get the same copy/message. Ques an 17 Can you confirm that you want the vendor to provide a website that provides bill search and access by both cit, staff and customer? Answer Per the specifications, Section IST D. i & ii — 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, Provide access via secured internet site to customers electing to view exact replicas In PDF format for a period of 12 months. QUESTIONS RECEIVED THROUGH BIDSYNC Question 1 Ls the city interested in setting up option for customers to pay bills online or via Smartphone? (Submitted: Aug 30, 2012 11:17:16 AM CDT) Answer Bill payment was not Included in the specifications and is outside the scope of this project, ExHIN PAGE r_DF Sep 7,2012 5:08M PM CDT � � City of Piano Bid 2012-264x; Question In the Instructions for Eidding, Item 25 states cooperative bids will pay 1%to Bid Sync. Is this response considered a 'cooperative bid'and is the 111ts paid to Bid Sync applicable? (Submitted: Sep 4, 2012 6:12:10 AM CDT) Answer • This bid is not a "cooperative bid". In view of this fact, the 1% payment is not applicable. Question 3 Can we quote on the printing only, or is the printing and the mailing one package? (Submitted: Sep 4, 2012 9:24:28 AM CDT) Answer • No. The City is looking for a turnkey solution. Question 4 Where can I get an original espy of the water bill and the 2 envelopes to make sure bid matches correctly? (Submitted:Sep 5, 2012 12:47:10 PM CDT) Answer • The samples shown in the proposal packet are copies of water bills, delinquent bills and envelopes. Original copies can be requested by contacting the Put-chasing Department via email at eariwCa)piano.ttov. Original copies of envelopes are not available. Question 5 Please confirm how the City will be transmitting the data file to the vendor. (Submitted: Sep S, 2012 2:53:57 PM CDT) Answer • Per the specifications,Section III B. ii - File transmitted via modem line or courier by tape as zip file"ProComr'n"or Intemet, or email attachments. Question b Please confirm how the City will be transmitting the data file to the vendor. (Submitted: Sep 5, 2012 2:54:03 PM CDT) Answer • See answer to #5- Question 5.Question 7 What file type will the City transmit to the vendor- print ready or raw data file? If a print ready file, please confirm the file type. (Submitted: Sep 5, 2012 2:55:33 PM CDT) Answer - — EXHIBIT • Print ready text file. PAGE -_r OF Sep 7,2012 5:08.43 PSA CGT p 3 Cily vF Ptanc gid 2012.264 r Question 8 The Insert Pncing Worksheet includes a column titled "Estimated Quanpty," please detall the volume of each line tem requested by the City. (Submitted,Sep 5, 2012 3;36:56 PM CDT) Answer + The quantities listed are"estimated quantities"derived from an average usage over a three year period. Per the sped=nations, Section III Requirements—All quantities are estimates only and orders will be placed on an as needed basis. I Question 9 Is the City of Piano open to printing once or twice a week to reduce overall print and fu fill ment costs? CSubmitted: Sep S, 2012 9:34:08 PM CDT) Answer + No. Question 10 Is it possible to get a copy of the tabulations From the last award? (Submitted:Sep 6, 2012 8:58:00 ANI CDT) Answer • See attached Bid Recap& Pricing Sheets. Pricing totals for each vendor represents prang based on all entities participating on the previous contract. Question 11 You requested CRSS processing for the mail, do you also want NCOA processing? (Submitted: Sep 6, 2,012 1.0:26:05 AM CDT) Answer + No. Question 12 I. Will the quantities be printed at the same bme? What is the weight of the paper to be printed?Are there any perfs? 2. What is the quantity of the envelopes to be printed. Also, we need the dimensions of the windows. What is the ink colons)? (Submitted: Sep 6, 2012 9:13:20 AM CDT) PAG d� Sep 7,2012 5:08:03 PM CDT P.o fCity of Piano Bid 2012.264-C Answer • Per the specifications, Section III Requirements-All quantities are estimates only and orders will be placed on an as needed basis. f • Per the specifications,section III G. Hi - Paper weig ht is 24/60 pound. • Per the specifications, section III G, v-Bottom portion shall be perforated to produce a return stub 81/2 inches X 3 5/8 inches to be returned by customer with payment. • Per the specifications, section III A. ii- Be able to handle high volume production on a daily basis from 3,750 bills and up to 12,000 bills on occasion. ■ Per the specifications, Section III G. iii a- Standard BRE window #10 per Sample#2 • Per the specifications, Sermon IIT F. ii--2/0 ink colors; glue and Black. (question 13 Is the City open to placing the insert artwork on the back of the water bill In Four color process and eliminate the cost of the printed insert pieces? (Submitted: Sep 6, 2012 12,00:34 PM CDT) Answer Per the.specifications,Section III I. Offset Printing -Bills- Printing of insert information on the bark of bills is allowed,if feasible. I Vendors who may have already submitted a bid and feel this addendum may change their bid may pick up their bid and return it prior to Friday.September 14 2012,at 10.00 AM Acknowledge receipt of this addendum by initialing in the appropriate space on the Vendor Acknowledgment Page if you have not previously submitted a bid. EXHIM PAGE 0 4F Sep a,2012 5MA3 PM CDT P.10 City of Piano Md 2012-264-C city of plan CSP No. 2009-66-C CSP—Utility Bill Printing & Mailing Services RECAP Opening Date/Time*. April 08, 2009 @ 3:OOPM(CST) Number of Vendors Notified: 74 Vendors Submitting 'No Response" None Vendors Submitting Proposals: 17 Vendors Submitted Proposal MAghted Average MOSEND 4.24 UTELMC 3.84 AXIS 3.77 PINNACLE DATA SYS. 3.73 SOURCE LINK 3.70 SOUTHWEST DIRECT 3.59 QUESTMARK 3A7 ALLISON PAYMENT SYSTEMS 3.43 DATA CENTER 3.43 STRAID4 PRINTING 316 SURF,BILL 325 FSSI 3.24 A1H)WT,ST DIRECT 3.13 DIRECT MAIL PARTN-R 3.00 PRECISION POSTAL 2.95 NDS1 2.92 Recommended Vendor: Data Prose Phone(972)941-7375 Fax(972)461-6879 BAIT PAGE_j OF Sep 7.2012 5:08:03 PM CDT P.11 City of Plano Bid 2012-264-c t Without With Pricing Pricing Pricin Allison Payment Systeals 3.43 $ 1,433,620.00 1.02 AXIS 3.77 $ 1,523,003.10 1.50 Data Center 3.43 Y $ 1,443,968.00 1.04 Data Prose 4.81 s= ii " ;�39 00 2.31 Direct Mail Partner 3.00 $ 1,543,012.40 0.76 PSSI 3.24 $ 1,556 352.00 1.02 INFOSEND 4.24 $ 1,408,953.00 1.79 Niidwesi.Cli ect 3.13 $ 1,654,056M 1.04 NDS1 2.92 $ 1,552,853.00 0.70 Pinnacle Data SZsteM 3.73 $ 1,386,944.00 1.24 Predsio4 Flash 2.95 $ 1,640,677.60 0.71 tats,PA'a`k 3.4.7 $ 1,495„657.80 1.16 Slnev l:iii 3.70 $ 1,400,946.80 1.24 sure Bili - 3.25 $ 1,553,644.00 1.03 S vV.Direet. 3.59 $ 1,510,302.00 1.3 J 5trah`m .., 3.26 $ 1,464,324.00 0.9 Ulit[tec . '. - 3.84 $ 1,476,962.0'0 '1.5 i EXHIBff PAGE QF Sep 7.2412 5:09:03 PM CCT p.12 City of Plana Bid 2012.264-C M REQUEST FOR PROPOSAL NO.. 2012.264-C REQUEST FOR PROPOSAL FOR Utility Bill Printing, Mailing & Offset Printing Services DOCUMENTS ARE DUE TO THE PURCHASING, DIVISION PRIOR TO. NO LATE PROPOSALS WILL.BEA CCEPTED *`VENDOR MUST SUBMIT ONE (1) ORIGINAL RFP AND Four (4) RFP COPIES IF NOT SUBMITTING ELECTRONICALLY TO FACILITATE EVALUATION. IF "COPIES" ARE NOT SUBMITTED WITH THE ORIGINAL, YOUR PROPOSAL MAY BE CONSIDERED AS "NON-RESPONSIVE TO SPECIFICAI-IONS" AND MAY NOT BE CONSIDERED FOR FURTHER EVALUATION. Time Critical Proposal Deliveries. The City of Plana, Texas cannot guarantee, due to internal procedures, any proposals sent Priority Mail will be picked up and delivered by the closing date and time. It is recommended that critical proposal deliveries be made either in person or via an alternate delivery method. FOR ADDITIONAL INFORMATION CONCERNING THIS PROPOSAL PLEASECONTACT: Earl S.Whitaker Buyer Supervisor (972)941-7474 earlW a Dlano goy E,KH#N PAGE Of_ Sep 7.2012 5:0 8:03 PM C 0 T p.24 !� CE y of Plano Sid 2012.2&4-C I I REQUEST FOR PROPOSAL FOR UTILITY BILL PRINTING, MAILING, & OFFSET PRINTING SERVICES I RFP NO.: 2012-264-C The Customer and Utility Services Department for the City of Plano, Texas, (hereinafter referred to as City) is seeking proposals from qualified vendors to provide Utility Bill Printing, Mailing, & Offset Printing Services. The contract term will be one (1) year with four (4) additional one (1)year terms atter the initial term of the contract at City's option, subject to funding and approval by City management. Award will be determined based on the evaluation crleria as stated herein. Public Opening Proposals will be publicly opened in the Purchasing Division Ivlunici al Center 1520 Avenue K, Suite 37{] Plana, TX 75(174 on '1ayaSefrter3 l i € 3r. Only the names of the firms submitting proposals will be read aloud at the public opening. Delivery of Proposal Instructions If Not Submitting Electronically Mark proposal package(s): "RFP No. 2012-264-C, RFP for I.MLITY BILL PRINTING, MAILING,AND OF=FSET PRINTING SERVICES". All proposals, if riot submmitt�'electronically, must be delivered or mailed to the fallowing location prior to r Q s Q'f to n 4,2012. City of Plana—Purchasing Division Attn: Earl S.Whitaker— Buyer Supervisor 1520 Avenue K. Suite 370 Plano, TX 75074 Question Concernina Proposal To ensure that all prospective respondents have accurately and completely understood the � requirements,the City of Plano wilt accept questions up until - CurtFttrrsiiay;. September 6,iCffl Questions must be.submitted online through www.bidsvnc.com. Please do not email your questions or call with a question. You will be directed to submit your questions online through wwvv.bids nc.com AIS questions will be an5were f int>ze for A iii acidin durrf to tie issued thr i:lgh LLB 4,$yp(; atter the questions_deadline; EV.181T ~ 2 PAGE Sep 7,2012 5:08:03 PM CDT p-25 j City of Plano Bid 2312-254-C RFP No., 2012-264-C J UTILITY BILL PRINTING, MAILING, & OFFSET PRINTING SERVICES SPECIFICATION 11. Introduction and Scope of Services The City of Plano is soliciting Competitive Seated Proposals for the printing and mailing of utility twills, delinquent notices, and offset printing. "his service includes the receiving and processing of data transfer on a daily cycle, print, CASS certify, fold, envelope insert, presort, meter and mail; plus quality 4-color process printing directly from industry standard electronic files (Adobe Photoshop, Illustrator, InDesign, PDF) of varying sized ads or 'inserts' on standard weight or specialty paper with folding as required and included with mailing of utility bills. 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. Ill. Pre-proposal Conference A. A pre-proposaUbid conference will be conducted on Tuesday, September 4, 2012 at 1:00 PM at the following address_ CITY OF PLANO TRAINING ROOM A 1520 AVENUE"K" PLANO, TX 75074 Vendors are encouraged to attend the pre-proposal conference, however the meeting is not mandatory. Any questions asked during the conference will be answered in the form of an addendum issued through Bid Sync. Ill, Requirements The Vendor shall provide the following services and meet or exceed any requirements listed in this section. 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. Be able to handle high volume production on a daily basis from 3,750 bills and up to 12,000 bills on occasion. iii. Estimated annual requirement: • Utility bill statement= 1,015.345 Delinquent bill statement: 62,877 iv. Provide courier service for special delivery and pick up requests. v. Provide a single poin-t of contact representing the account. vi. Have the ability to preprint forms, envelopes and flyers. vii. Be able to warehouse forms and envelopes in climate-controlled conditions. viii. Be able to household merge/purge multiple statements into same envelope (up to 3 into the Standard Mail Out envelope). ix. Be able to accept upgrades to current customer billing system. UHIBI� 3 PAGE OF v'ep 7,2fl1�5-1]8:03 Ftvl CDT � 25 City of Mano Bid 2012•264-C x. Be able to accept electronic data transmissions 24171365. xi. Be willing and able to establish a business partner relationship with HTE Inc. (SunGard) xii. Be able to do custom programming as needed. xiii. Have an emergency backup plan to avoid out of service situations. xiv. Provide secure access for on line transmission through SSL. xv. Provide a system password per customer that is vendor controlled and will not allow unauthorized access. xvi. Provide capability to enable batch printing of selectively excluded bills. j xvii. Provide selective/dynamic messaging via secure site for customer messages to be included on bills_ xviii. Preference will be given to any company providing in-house printing as outlined in the evaluation criteria. S.Daily Transmission} of Electronic Data Requirements i. AS400,ASCII data files. ii. File transmitted via modem line or courier by tape as zip file"ProComm"or internet, or email attachments. iii. Vendor shall confirm receipt of file daily by return electronic mail to person specified when the file is received. iv_ Vendor shall provide second report daily when file has been processed for printing. 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 priorto 10am everyday bills are needed to be processed. i C.Preprint Re uirements i. Selectively exclude twill types from priating (PULL,EBILL,CE'TY 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 roust conform to latest USPS notification. v. Mail merging of bills going to same mailing address up to three into regular#10 mailing envelope and four to one hundred merged for stuffing into one large envelope. Placement of sorter codes must be approved_ 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 to customers Oectng 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. XHlP�T 4 PAGE 0 • Sep 7,2012 5:08.43 PM CDT p 27 City of Plano Bid 2012.2$4-C E.A�pproval of Forms and Envelope Orders Requirements i. All orders for print stock and envelopes shall be approved. ii. Proofs will be furnished for approval prior to sending to print. iii. All artwork becomes the property of the City of Plano 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. [ii. 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 with any programming change prior to implementation of changes_ G.Envelope and Print Stock Requirements i. Original and Delinquent Utility Bills Vendor to fumish. See attached Sample# 1 and#4.The sample is for original and delinquent statements and may vary in layout and format. i. Original Bills- 8 '/z inch x 14 inch White bond stock (sample# 1). ii. Delinquent Bills—8 %z inch x 11 inch White bond stock (sample#4). iii. Paper weight is 24/50 pound. iv_ Top Portion of bill is for customer retention and contains billing information. V. Bottom portion shall be perforated to produce a retum stub BV;,inches X 3 5/8 inches to be retumed by customer with payment. vi. Tri fold on perforation to fit a 910 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 for in-house use. b. Delivery is F.O.B. Freight Pre-paid to delivery address set up at time of order. ii. Mail Out Envelopes Vendor to furnish a. Standard BRE#10 window per attached Sample#2. b. Window size must comply with USPS for utilization of bar code. { c. Ability to include return mail processing codes if required. f I EXHIBIT 5 PAGE `� QF Rep 7,2012&08.03 PM COT s, 28 City of pt2no Bid 2016-25a-c iv_ Return Envelopes Vendor to furnish a. 3 7/8 in x 8 718 in per attached Sample 3. Must include security cross- hatching. b. Bar coded for return address. V. Mail Merging Envelope (Mail Out) i 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 Insertinci i. Tri Fold statement to fit in Standard#10 mail out envelope. ii. One fold shall be on the perforation creatine 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. Offset_P nting • Bills- Printing of insert information on the back of bills is allowed, if feasible, • Inserts—Inserts can be 'I side printing or 2 side printing. J. Ma_ ling i. gaily, (5 days per week) ii. Tumaround— data in by 10.00 am, malI out same business day and delivered to USPS bulk processing center. iii. Postage is not required for the City of Plano. The City of Plano will handle postage directly with the vendor. The City of Plana will provide a monthly postage check to be held in a postage on hand account and drawn from as needed. The vendor will provide the best possible postage rates for Bulk mailing. A monthly postage report shall be provided on a monthly basis. This report will he utilized by the City to determine monthly postage check amount. If at the end of the contract a credit balance is realized, the City should be reimbursed within 30 business days. K. Invoicing i. Monthly or Biweekly. ii. Offset Printing should be billed separately from bill printing & inserts. iii_ Invoicing should reflect separate services according to proposal form. iv. Specify details of special handling bills. v. List number of statements printed for the period. vi. Only invoice for work completed. i EXHIBI 6 PAGE p Sep T,2012 5:F}$:03 Pm COT p.29 City of Plano @id 2012-26" IV. Environmentai Preferable Products 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 Piano 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 consumerfiber(30 percent minimum) and other environmentally preferable paper fibers • Processed chlorine-free papers V. 'gaining Vendor is required to provide training as needed to insure continuity of the process. VI. Warranty Be responsible for all costs associated with errant prinking and mailing of statements due to no fault of the City. Vii. Qualifications Have a predominant business function, facilities and equipment related to laser imaging and complete mailing services. Vill. Worm History Vendor should have successful work history wrfh companies or govemmental agencies within the fast three years of this scope and size. tX. Insurance Upon request, the successful vendor must SUBMIT PROOF OF MEETING NECESSARY INSURANCE REQUIREMENTS within ten.(10) business days of notification by the City of Plano. Failure to respond within ten (10)business days will be grounds for declaring vendor non-responsive to specifications. X. Submittals Vendors shall submit the following information that will be used in the evaluation process noted in Section XIII A, Title page showing the proposal subject, the vendors name and title, address and phone number and the date of submission. B. Detailed solution and work plan proposal to include in-house printing that rreets and/or exceeds the requirements and service specifications. C_ If printing is outsourced, submit information regarding company on Attachment "B" Include name of contractor, address, phore number& brief description of working relationship. If awarded the proposal,upon request from the City, bidders must provide a sample of their printed work in reference to bills& inserts within five(5)working days of the City's request Failure to provide a sample upon receiving the request within the time stated may cause the City to consider that proposal as non-responsive. EXHI IT 7 IPAGE CSF Sep 7,2012 5-06:03 PM 0DY p 30 Citi of Piano Bid 261-1-2644, D. Work history references of up to three Clients within the past three years as referenced in Section VIII. Submit on the Client Work History Worksheet. Attachment°A". E. Environmental Preferred Products Attachment C. F. Price Proposal Form, which includes startup and other costs. Price must be submitted under separate sealed envelope and marked clearly as such. The Cit will select the proposal that is determined to be the most advantageous to the Ci considering the relative importance of the following criteria & weights and any other factors considered relevant-by the City. XI_ Evaluation Criteria This is a Competitive Sealed Proposal and award is based on the following criteria and associated weightirig.- A. Puce submitted on Price Proposal Form which includes start-up and other costs from Submittal Section X- F. Price must be submitted under separate seated envelope and marked clearly as such. 50% (35%printing, mailing of regular bills & delinquent bur's, 15% offset printing inserts) B. The extent to which the Vendor meets or exceeds the needs of the City as referenced in Section.X.13. 20% C. Reputation based on Client Work History as referenced in Section X-D 15% D, Printing in house as referenced in Section X- B. 10% E. Environmental Preferable Products as referenced in Section X -E. 5% XII. Best and Final Offer The City of Plana reserves the right to request a best and final offer from any or all proposers. XIII. Catalogue Pricing The City of Plano is requesting catalogue pricing for items outside of bidders proposal. Bidders should include a copy of their catalogue with pricing with their submittal. This pricing is for informational purposes only and will not be included in the evaluation process. EXHICT PAGE OF Sep 7.2012 5:06:03 PM C1 T P.31 City of Plano Sid 2012-264-C I ffff SAMPLE 0 1 G I I I 1 k I d f ExHIB: PAGE 0 Sep 7,2012 5:08:03 PM COT p 32 C` ?lano "n""r1 Bid 2012-2fi4-C muuft Opal Conner Oficv Dut>crun A 1530 ICA~Ste 12D AAamr4 to Maribek Dave Lowy PO Box 661990 Account Name: 75M N.Indepandence Plar+y M I-A 7508&19'90 Acteurrt Nern6ar. Finers Monday�fridsy 8.-00.5:00 4?mae-7105 Sorx9ce Address n(me by payrmrJ boxaraiiable F*fHoutKkr kavidla 13;a0S:00 AccountT RF-MatlE P8y'rnBnt lfkas3r availahks y>� N pFit depaastary sva0a Sia sm oatu Lem4r-.012 Pay By Fhorw 972-041-SO411 Se=rvice Pario& 07f05r2012 tri oWi37.20t2 EpvJmrxrtenW Wawo Servic»972-769-4160 Pity online m www,plano.gov Ager Myra emergendas 672-723-14x'3 4sa.ss7007 00 "�8&_"04 Qa 375.ss llrtar numbar S.rrice Cunwu Road Pm%3'rM Raw r-ws¢nptl011 LAST M L IM69 1' (92dbns TWAL PAID SINCE LAV BOLL ,000 IN m85o 13Da 27,6517 AAJl*rt FN75 .90 9ALAUCE FORWARD 1$$. NMOMCIZS WATER 79.39 SEWER 87.90 DPAINAGF. 33D WEKJS'E 15.10 REFUSE SVC SALE$TAX _ 125 TMAL m9N CHARMS f B6- Ism AO, eccou�eT nArrti►+eE 7T.GS 25.98 19.ai? PAY THE AIIOIONr°i3Y.t16YitO 222 Current Daly Average Ut Vo Cm gaborm)-TD9 9 Y i' A O r x A r o it d s A Due datp-.appGs iu wn-erd changes ONLY. Any balm c-e forward is due now. nw vow tpI Yur Please aiow 7 days for i7 your p ymenL BeOnning-Jtrw 1,21912,[vice a week watering is allowed ad filter rolca.Using Cse Lit digit of your address.wawdrtg br odd VumbeW address"wil ba w Toe%*ys tmd Fdda ys.Even f Ambered addrr;=C w&18riiV wv i be or Wondays and 7T41t19r}1ry5. 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PkkPC]8ax9alm SeMcm Addr� 4 F tarty,TK 751&AGi90 (yek-Rout~t; DUE DATE: Q9i101?412 RETURN SERvi E REQUESTED AMOUNT DUE: 37-5,6311 AFTER OUE DATE PAY: 394M a►uro:r5-b XC" 7503 2 765 7546%"-it-3 AAR 3 AV 0.330 Lu11}.seitrQrlralr.l�uulil•rI41'I tFil['i�,li.GFlilri iiil1lF-1,011IIIt.lilrriil�lll�' 'Elift•1•lilhl��IS�iLrr CITY OF PLANO Pp Box 851930 PLAhtD,X 71ZS 1%0 1100=9 �i00()039 sap 7.2012 5:08_0 f3 M-CraT PAGE i —OF= g 3 City of Plano 8!d 2012-264- :AMPLE#2 EVIBO PAGEQ4TbF-EZ Sep 7,2012 5.08.03 PM CDT P.M r 54, s 3 y{ • KyC.Y�ti@-nr::R�. '+r..-.tx-.a�.,.E .. +4'+1Ri`-. 4r�. �.��. �C1�5Yc .fi CRr Sep T.2012 5.08:03 PM cPAGE OF F.35 . ... �. _ 'S � `L +� l .. � .. r. _._ r _ _ ` .. --�_- .. _ .. .ti n - _ �+s = - - - r: - - - , .. V t_^ -_ � �-�' _ _ _ .:. - - - , _, s�..6 -. k. .- __ � - �' - _ .'� _ s. .. � � - _ _ - _ ._ -._ - - .. .. -. _ .-, ... � -.. ,..- .,. �. .: _..�. ., �c- ��-- _ ,� _ ..,� ,. a .. :, ..�... � . . _. .. _.._ .. ...� � • i �. � ■ CRy of Plane Sid 2012-264-0 I I 1 I I EXHIBIT PAGE Sep 7,2012 5.+38=03 Plot CDT P•37 Gilt'of Plana Bid 2012-264-C vel-lf-c 1 • :et'- '.�� .. _ - 4 � +_2.'k+. .'�`�•.-.:{;` r Mz- ` K� rte.:va{le ��++�� •. } .- ^•rf'.r•,:� -.4}�'� ru IXHIBIT CAGE �OF Sep 7,2012 5.-08:03 PM CDT P e 2412-�s�c i C'atY of PI3nfl , 1 � Uri 1 S 11111 _ - 1 IL r C F -k rtl r 7t ` ;fec Ia .ice. 'n EXH18 T PACE p.ss Sep 7,2012 5:08:03 PM CDT City of Plano Bid 2012-264-C SAMPLE#4 E�ril�fi S'P 7,2012 5:08:03 PM CDT PAGE OF. F.40 City of Ram BEd 2672-26+i-E Chy of Rano Btd 20DG-Mc r City of Plena merles f ! 1529 IC Avenue office X#owv. gxmm -Sp.m. Man-Fri -�— f�t� of 7501 N.Independence Pkwy P.C.Box 851996 igNht depasiiory araflal}le at beth offices Piano,TQC 75086-1994 ACCOUNT NUMBER SERVICE ADDRESS ]LAST PANT - CYCLE NOJR[)UTE NO. 19-70 RECTEI VED ON r DELINQUENT NOUCE THE DCLINQU NT AMOUNT DOES NOT INCLUDE-LATE I:ER AND/OR CU NT BIX I.. DELINQUENT AMOUNT DUE DUE DATE TO AVOID TERMINATION OF SERVICE AND ADDITIONAL CHARGES,TRE FAST DWC AMOUNT MITST BE RECEIVED IN OUR OFFICE ON THE DUL DATE. IF T>3E NTLI.AMOUNT HAS BEEN PAID,PLEASE DISREGARD THIS NOTICE. THANK YOU. � SHOULD YOUR SERVICE SLS DISCONTINUED: • ADDITIONAL SERVICE CHARGES WILL APPLY. C • SECCRITY DEPOSIT X.5 SUBJWT TO INCREAS& PAY?YIL+iV',R IS DUE IN OUR OFFICE ON OR BFFOTE THE]DUN FIATS. FOR BnX NG TNQUIlUES CALL. 972-94.14105 a I f � PLBa44X ArMM TW3 MORN Wl7-ffYOUlt PAYUMT.MARX CDSW PAYAWZTD THE Q17Y OF PLANO. D�IrrQU�r NOTICE PlanoM'vxcE ADDRESS City of Piano UttElttia �CC017I�11�IIIi1 P.O.I3ox 861990 CYCLE NQAOM NO. 19-70 Piano,TX 75N&-l"l DIUNQUVqT A67OMT Dt% PAYWNTis ID UE IN OTM OFFICS ON OR REFOIIE Tilt DUE DATE. DM DA-TZ =sszil6C.��PTE[F } sr� 4iS5e�-+�-s S9� } SP d•42a l�Iu,Isr,Idl�rrl��Iallinr�Ill�lr�ll,�ii,�hld_ llxe•&I�r�l,.affil.rliill,�lnllrlinlilul,l,1L.�11u,H„E! =OFPiA O PT.AN4 TX7568Cr194D flU00U16824Da9 0085115 Od 21,20M 125.35 PIN COT ��I I R.22 Sep 7,2012 5.68:03 PM COT ` PAGE :5OFgp p.41 City of Plano Bid 2012-264-C Question and Answers for Bid #2012-264-C - RFP UTILITY BILL PRINTING. MAILING & OFFSET PRINTING SERVICES OVERALL SID QUESTIONS Question 1 Is the city interested in setting up option for customers to pay bills online or Via Smartphone?(Submitted:Aug 30,2012 11:17:16 AM CDT) Answer -See Addendum 1. (Answered.Sep 7,2012 4:42:06 PM CDT) Question 2 In the Instructions for Bidding,Item 25 states cooperative bids will pay 1°/o to EidSync. Is this response considered a 'cooperative bid'and is the 1%paid to S1dSync applicable?(Submitted:Sep 4,2012 6:12:X0 AM CDT) Answer See Addendum.1. (Answered:Sep 7,2012+1:42:06 PM CDT) Question 3 C,an we quote on the printing only, or is the printing and the mailing one package?(submi"tted.,Sep 4,2012 9:24:28 AM CDT) Answer See Addendum 1. (Answered:Sep 7,2012 4:42:06 PM CDT) Quesdjon 4 Where cin I get an original copy of the waterhill and the 2 envelopes to make sure bid matches correctly?(Submitted: Sep S,2012 12:47:10 PM CDT) Answer -See Addendum 1.(Answered:Sep 7,2412 4:42:06 PM CDT) Question 5 Please confirm how the C ty will be transmitting the data file to the vendor.(Submitted:Sep S,2012 2:53:57 PM CDT) Answer -See Addendum 1.(Answered:Sep 7,2012 4:42.06 PM CDT) Question 6 Please confirm how the City will be transmitting the data file to the vendor.(Submitted:Sep 5,2012 2:54:03 PM CDT) Answer -See Addendum 1. (Answered:Sep 7,2012 4:42:06 PM CDT) Question 7 What file type will the City transmit to the vendor- print ready or raw data file?If a print ready File,please confirm the 5le type.(Submitted.Seip 5,20,12 2:55:33 PM CDT) Answer -See Addendum 1. (Answered:Sep 7,201.2 4:42:06 PM CDT) i Question 8 The Insert Pricing Worksheet Includes a calumn titled"Estimated Quantity,"please detail the volume of each 11ne item requested by the City.(Submitted:Sep S,2012 3:36:56 PM CDT) Answer -See Addendum 1.(Answered:Sep 7,2012 4.42:06 PM CBT) Quesbon 9 Is the City of Plano open to printing once or twice a week to reduce overall print and fulfillment costs?(Submitted:Sep 5,2072 9:34.08 PM CDT) Answer -See Addendum 1. (Answered:Sep 7,2012 4:42.06 PM CDT) Question 10 Is it possible to get a copy of the tabulations frons the last award?(Submitted:Sep 6,2012 8:58:40 AM CDT) Answer -See Addendum 1. (Answered.Sep 7,2012 4:42.06 PM CDT) Question 11 You requested CASS prxessing for the mail,do you also want t' CNA processing?(Submitted:Sep 6,2012 10:26!05 AM CDT) Answer -See Addendum 1. (Answered:Sep 7,2012 4:442:06 PM CDT) Question 12 IS the City open to placing the insert artwork on the back of the water bill in four color,process and eliminate the cost of the printed insert pieces?(Submitted:Sep 6,2012 12:00:27 PM CAT) Answer M181T PAGE -S OF Sep 7,2012 5:0&03 PM CDT p 57 City of Piano Bid 2012-26Z-C -See Addendum L.(Answered:Sep 7,2012 4;42:06 PM CUT) Question 13 L5 the City open to placing the insert artwork on the back of the water bill in fourorkrr prmess and eliminate the cost of the printed irsert pieces?(Submhtett:Sep 6,2013 12:00:34 Pi$CYT] Answer -See Addendum I.(Answered:Sep 7,2012 4:42:06 PM CDT) I 2012-264-C--01-01-ORIGINAL BILL STATEMENTS 8 1./2 X 14 Question 1 1.Will the quantities be printed at thesarne time?What is the weight of the paper to be printed?Are there any perfs? 2.What is the quantity of the envelopes to be printed.Also,we reed the dimensions of the windows.What Is the ink color (s)?(Submitted:Sep 6,2012 9:13.20 AM CDT) Answer J -See Addendum 1.(Answered;Sep 7,2012 4;47:06 PM CDT] I f E74�f8,'T PAGE OF Sep 7,2012 5:08;03 PM CDT P.58 i Earl Whitaker From. Mirek,Cathy<Cathy.Mirek@csgi.com> Sent: Friday, November 30, 2012 1:44 PM To, Earl Whitaker Subject, updated exceptions -CSG Good afternoon,Earl, Please see below for updated language regarding the exceptions CSG took to the Utility Bill Printing RFP.We believe we have addressed all of the City's concerns. Thanks for your patience as we worked through these. Cathy Instructions to Bidders_ RFP Page Section Exception 4 11 The parties agree to delete"and terms"from the RFP language 5 20(D) CSG agrees 5 22 CSG agrees General Terms and Conditions RFP Page Sections Exception 8 21 'The parties agree to delete"and terms"from the RFP language 7 6(D) CSGagrees 8 15 CSG agrees 7 9 The pasties agreed to strike this provision 8 14 Add. "In the event of a default as described herein,the City will give 9 26 contractor written notice of default and thirty(30)days'to cure such default to the City's reasonable satisfaction" C5G agrees to all other provisions. 20 Adel: "Notwithstanding the above, if the contractor sells,assigns, transfers or conveys this contract in whole, or part,without the City's consent,then the City may terminate this contract for convenience as described in the section entitled "Annual Contract Verbiage." S 22 CSG agrees 8 25 Add at the end of the first{paragraph: "Other than claims for intellectual property infringement or confidentiality,Contractor's indemnification obligation shall not include breach of contract claims brought by the City.pt I Cathy Mirek d Strategic Accounts Manager, Output Services T 972.462.5404 M 214.621..1253 F 972.462.5478 E cathy.mirek@c5g%com w vw,csgi.com CS INT ION AT PUMA EXHI��T PAGE a0F CITY OF PLANO GENERAL TERMS AND CONDITIONS 1, THESE TERMS AND CONDITIONS APPLY TO ANY PROCUREMENT OF PRODUCTS OR 85WCES EY nE CITY OF PLANO{CITY}. 2. ADDITl[3NAL TERMS: Notwithstanding acceplwce by the City of the goods or services ordered hereby,no additional terms at conditions o`vendor,whether contained within vendor's invoice or otherwise,shall be accepted by City. 3, CONFLICTS: In the event the terms and condit+ons herein expressed conflict with the terms and conditions of any specifications issued by the City in conjunction with this purchase, the specifications shall supersede these terms and conditions tc the extent of the conflict. 4. AUTHORIZATION: The City of Plano will not accept or pay for articles delivered or services performed without a specific written Purchase Order. 5. CONFORMITY OF GOODSI5ERVICES: Alt goods to be delivered or services to be performed shall conform in every respect to the specifications issued by the City in conjunction with its solicitation of bids or proposals. In the event no such specifications were issued, the goods or services shall conform to the proposal submitted by the vendor. c. WARRANTYIGUARANTEE LAWS AND REGULATIONS: By acceptance of this order,in addition to the guarantees and warranties provided by law,contractor expressly guarantees and warrants as follows: A. that the articles to be delivered hereunder will be in full conformity with the specifications orwith the approved sample submitted, and agreed that this warranty shall survive acceptance of delivery and payment for the articles and that the contractor will bear the cost of inspecting and/or testing articles rejected. B. that the articles to be delivered hereunder wlil not infringe on any valid patent, trademark,trade name, or copyright, and that the contractor Will, at centractoes own expense, defend any and all actions or suits charging such infringement and will save and hard harmless the City, its officers, employees, agents,and representatives from any and all claims,losses,liabilities and suits arising there from. C. that the articles to be delivered I-rereunder will be manufactured, sold anchor installed in compliance with the provisions of all applicable federal,state and local laws and regulations. D. that nothing contained herein shall exclude or affect the operation of any implied warranfies Otherwise arising in favor of tke City. 7, PRICING Unit pricing shall be in strict conformuty with the bid or proposal submitted by vendor, unless a price increase is authorized by the City- 8. 1PRtCE ESCALATION; price escalations may be permitted by the City of Plano during the term of the contract. All requests for price escalation shall be in written form and shall demonstrate industrywide 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, federal1state minimum wage laws, federat/state unemployment taxes, FICA, etc. Increases will apaiy 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 Piano reserves the right to accept or reject any/all price escalations. g. TAXES: the City of Piano is exempt from federal manufacturer's excise and state sales and use tax.Tax exemption certificates will be executed by the City and furnished upon request. 10, PACKAGING: unless otherwise indicated, items will be new, unused, acid -n first rate condition in containers suitable for damage-free shipment and storage. 11. F,0.13.113AMAGE: all orders shall be F.O.B. delivered, designated location, and shall include all delivery and packaging costs. The City of Pano assumes no liability for goods delivered in damaged or unaxeptable condition. The contractor shall handle all claims with carriers, and in case of damaged goods, shall ship replacement goods immediately upon notification by the City of damage. 12. OELNr5RY TIMES-. deliveries will be acceptable only during normal working ho6rs at the designated location. 13. DELIVERY PROMISE— PENALTIES:default in promised delivery without acceptable reasons, or failure to meet specifications, ision to purchase goods elsewhere, and charge any increase in cost and handling to the authorizes the purchasing dv defaulting contractor. (Verbiage added per meeting with CSG Legal&City of Plano Legal held on November 28,2012:"In the event of default as described herein,the City will give contractor written notice of default and thirty(30)days'to cure such default to the City's reasonable satisfaction.") bHlBIiT Pagel of 3 Revised 02/6112012 PAGE OF . j(� CITY OF PLANO GENERAL TERMS AND CONDITIONS 14, iNSPECTION,REJECTION,AND EXCESS SHIPMENT: in addition to other rights provided by law,the City reserves the right(a)to inspect articfes delivered and to return those which do not meet specifications or reasonable standards of qu ality, (b) to reject articles shipped contrary to instructions or in containers which do not meet recognized standards. and (c) to cancel the order if not filled within the time specified. The City may return rejected articles or excess shipment on this order. or may Bold the articles subject to the vendor's order and at vendor's risk and expense, and may in either event charge the vendor with the cost of shipping, unpacking,inspecting, repacking, reshipping and other like expenses. 15. INVOICES: invoices must be submitted by the contractor to the City of P;ano, Accounting Department, P.Q. Box 860279, Plano, TX, 75086-0279. The City Purchase Order number must appear on all invoices, delivery memoranda, bids of lading, packing and correspondence. 16. PAYMENT TERMS: payment terms are net 30 unless otherwise specified by the City. Upon receipt of a properly executed Invoice and verification of delivery from the consignee,payment will be processed for items or services delivered, IT PATENT NIGHTS: Vie contractor agrees to indemnify and hold the City harmless fium any claim involving patelit right infringement or copyrights on goods supplied. 18. FUNDING: the contractor recognizes that any contract shall commence upon the effective date and continue in full force and effect until termination in accordance with its provisions. Contractor and City herein recognize that the continuation of any contract after the close of any given fiscal year of the City of Plano,which fiscal year ends on September 30th of each year, shall be subject to Piano City Council approval, In the event that the Plano City Council does not approve the appropriation of funds for the contract, the contract shall terminate at the end of the fiscal year for which funds were appropriated and the parties shall have no further obligations hereunder. 19. ASSIGNMENT: the contractor shalt not sell, assign, transfer or convey this contract in whole, or part, without the prior written consent of the purchasing division. —(Verbiage added per meeting with CSG Legal&City of Plano Legal held on November 28,2012:"Notwithstanding the above,if the contractor sails,assigns,transfers or conveys this contract In whole,or part,without the City's consent,then the City may terminate this contract for convenience as described in the section entitled"Anr°ual Contract Verbiage.") 20. INTERLOCAL AGREEMENT: contractor agrees to extend prices to all entities who have entered into or will enter into Joint purchasing interfocal cooperation agreements with the City of Plano. I 21. AUDiT: the City of Plano reserves the sight to audit the records and performance of contractor during the contract and for three years thereafter. 22. INSURANCE: the City requires contractor to cavy the minimum insurance as required by state laws and insurance requirements outlined in the bidiproposal documents. 23. CHANGE ORDERS: no oral statement of any person shall modify or otherwise change, or affect the terms, conditions or specifications stated in this contract All change orders to the contract will be made in writing by the City of Plano. 24, INDEMNIFICATION: contractor agrees to defend, Indemnify and hold the City and its respective officers, agents and employees, harmless against any and all claims, lawsuits, judgments, fines, penalties, costs and expenses for personal injury (including death), property damage, intellectual property infringement claims (including patent, copyright and trademark infringement)or other harm or violations for which recovery of damages,fines, or penalties is sought,suffered by any person or persons that may arise out of or be occasioned by contractor's breach of any of the terms or provisions of the contract,violations of law,or by any negligent,grossly negligent,intentional,or strictly liable act or omission of the contractor, its officers, agents, employees, invitees, subcontractors, or sub- subcontractors and their respective officers,agents,or representatives,or any other persons or entities for which the contractor is legally responsible in the performance of the contract. The indemnity provided for in this paragraph shall not apply to any liability resulting from the sole negligence of City, and its officers, agents, employees or separate contractors. City does not waive any govemmental immunity or other defenses available to It under Texas or federal law. The provisions of this paragraph are solely for the benefit of the partes hereto and are not intended to create or grant any rights,contractual or otherwise, to any other person or entity, Contractor,at its own expense,is expressly required to defend City against all such claims. City reserves the right to provide a portion or all of its own defense; however, Clty is under no obligation to do so. Any such actlog,4 City is not to be construed as a waiver of contractor's obligation to defend City or as a waiver of contractor's obligatlon to indemnify City pursuant to this agreement'_ Contractor shall retain defense counsel within seven (7)business days of City's written notice that City is invoking its right to Indemnification under this agreement If contractor fails to retain W,IBHr Page 2 of 3 Revised 02JOI=12 PAGE ,�OF CITY OF PLANO GENERAL TERMS AND CONDITIONS counsel within the required time period, City shall have the right to retain defense counsel on its own behalf and con tractors hal[be Iiabfe for alt costs inc4rred by City. In addition to contractor's intellectual property infringemerlt indemnification and defense requirements herein, if an infringement claim occurs,or in contractcr's opsnion is likely to occur,contractor shaft,at its expense: (a)procure for city the right to continue using the product, (b)replace or modify the product so that it becomes non-infringing while providing functionally equivalent performance;or(c)accept the return of the product and grant city a reimbursement for the product Contractor will proceed under subsection (a) above only if subsections {a) and (b) prove to be commercially unreasonable. The intellectual property infringement indemnification herein applies to all products provided, supplied or sold under this agreement by contractor to City whether manufactured by contractor or a third party. Contractor represents that, to the best of its knowledge,City's use of products that are provided supplied, or sold by contractor to City as part of this agreement does not constitute an infringement of any Intellectual property rights and City has the legal right to use said products. City enters into this agreement relying on this representation. The indemnification herein survives the termination of the contract andlor dissolution of this agreement including any infringement cure provided by the contractor. "(Verbiage added per meeting with CSG Legal$City of Plano Legal hold on November 28,2012,'Other than claims for lntellectual property infringement or confidendatity,Contractor's indemnification obligation shall not include breach of c.oritract claims brought 1 by the City.`.) V-Po" wrIf'�•a+-ire C'4e a f �rt,.rtawhr 4-m d( -t-41{f^'r[3c)`'�' s��Cs�� F'i i as ns.-�i814 sa t,sTa•s2•► $tc ERMINATION FOR DEFAULT. the City of Plana reserv; the right to enforce the performance of the contract in any manner rescribed by law or deemed to be in the best interest f the City in the event of breach or default of the contract.The City eserves the right to terminate the contract tt�meialel in the event the contractor fails to 1 A meet delivery schedules or, 2} therwise perform in accordance with these specifications. Breach of contract or default authorizes the City to award contract o another contractor,purchase elsewhere and charge the full increase in cost and handling to the defaulting contractor. 26. REMEDIE57 the contractor and the City of Plano agree that each party has rights,duties,and remedies available as stated in the uniform commercial code and any other available remedy,whether in law or equity. 27. VENUE: this agreement will be governed and construded according to the haws of the state of Texas. This agreement is performable:n CollinlDenton County,Texas. Exclusive venue shall be In Coilin County,Texas. 28. NO PROHIBITED INTEREST: contractor acknowledges and represents that they are aware of the laws, City Charter, and City Code of Conduct regarding conflicts of interest The City charter states that 'no officer or employee of the City shall have a financial interest, direct or indirect, in any contract with the City, nor shall be financially interested, directly or indirectly, in the sale to the City of any land,or rights or interest in any land,materials,supplies or service.....' 29. OFLIN uENT TATs. section 2-2 or the City Code or Ordinances prohibits the payment of public funds to persons that owe delinquent taxes to the City of Piano. Therefore, payment to a contractor for goods or services provided to the City under contract or purchase Order may be withheld in the event the contractor owes delinquent taxes to the City. 30. EMPLOYMENT ELIGIBILITY VERIFICATION: the immigration reform and control act of 1986(1 RCA)makes it illegal for employers to knowingly hire or recruit immigrants who do not possess lawful work authorization and requires employers to verify their employees'work eligibility on a U.S.department of justice form 1-9- The contractor warrants that contractor is in compliance with IBCA and will maintain compliance with IRCA du.1ng the term of the contract with the City. Contractor warrants that contractor has included or will include a similar provision in all writers agreements with any subcontractors engaged to perform services under this contracL ExHim PAGE Of Page 3 of 3 Revised 0210112412 80: CSg accele&e bc+sm"&anywhere. Cathy Mirek INTERNATIONAL Strategic Accounts Manager Output Solutions January 30,2013 Cathy,Mirek@csgi.corn www.r-sgi.com Earl S.Whitaker VIA EMAIL. eariw@plano.gov City of Plana Buyer Supervisor Re: RI=P 201.2-254-C Utility Bill Printing, Mailing and Offset Printing Services/Pricing dear Mr.Whitaker, Following the conversations last week between CSG Systems, Inc. ("Contractor")and the City of Plana ("City")and the ambiguities identified during those conversations,Contractor is pleased to offer the Following clarification of billable charges,subject to the provisions set forth below. Contractor will invoice City only for the following billable charges as of the Commencement Date of a new contract between Contractor and City("Contract"): Description Unit of Measure Price Original Sill Statements on 8 %:N 14" Per-Statement $0.0720 paper—duplex printing Delinquent Bill Statements on 8%"x Per Statement $0.0715 11" paper—duplex printing Insert Pricing Each Piece See Insert Pricing Worksheet Manual Insertion Fee Per Mail Piece $0.4000 Programming and Development Per flour $325-00 Additional services provided after the Commencement Date,such as Secure eStaternents and Print Suppression,shall be provided in accordance with Contractor's Proposal, Exhibit B to tfie Contract, including pricing. Please acknowledge acceptance of this letter by signing below. Cm F P NO 'CI SYSTE (lv c alt") ay. By. Name: Name:" Pf1.Kft Title: Title; !� _ date: [.. P pate: 3� 1 d} CSG 42501287 auad Coppell TK 7'972 4EXHIBIT Diane C. Weth ATTf}RN -'� =�t ��' PAGE � QF_ l v:2 =avarate b1.sines&anywhere. INTERN 4TIONAL Canty Mirek Strategic Accounts Manager Output Sofutions Cathy.Mirek@csgl,ccm 912.462.5404 www'agLtom Earl S.Whitaker City of Plano Buyer Supervisor Vi Email:earlw@pIano.gov November 26.2012 RE:RFP 201.2-264-C Utility Bill Printing,Mailing&Offset Printing Services BEST AND RNAt OFFER Dear Mr.Whitaker, Thank you for the opportunity to present a Best and Final Offer fof the Utility Bill Printing,Malting&Offset printing Services.I am pleased that we are able to offer a 6%reduction in pricing for the Original and Delinquent Bill Statements: 1. Original Price Submitted with RFP Best and final Offer $0.0766 for Original Bill Statements on 8 K x 14"paper— $0.0720 for Original Bill Statements on 8 Y.x 14"paper- duplex printing duplex printing $0.0751 for Delinquent Bill Statements on 8 X x 11" $0.0715 for Delinquent Bill.Statements on 8 x x.11* paper—duplex printing paper—duplex printing I 2. The prices.submitted on the Insert Pricing Worksheet on October 12,2012 have already been lowered as much as possible and should be considered our Best and Final Offer_I have re-entered those prices on the Insert Pricing Worksheet that will be returned with this memo. In addition,as indicated in the Cover Letter in the original RFP response,CSG is offering the implementation of the Search&VewBilI webservice[API]at no additional cosi.We have also included a bank of+60 free Programming and development hours the City can use at its discretion. CSG has enjoyed servicing the Qty of Piano's Utility Bill Printing needs since 2001 and we Iook forward to continuing our long standing partnership. Sincerely, %4d . Cathy Mirek Strategic Account;Manager 1122 W Bethel Road,Coppell 7H j 7 972 462 5404 EXHIB�I PAGE 7 0F �Z C36 Ham mrd Fhol 2012,2s4 C Dalry&0 Pw*V,"kV 0+4x P**v Ss*A* Insert Pgcin worksheet I I, pqs B I FREOUEN 11�¢I TCO$ TOTAL ARHBAL CAST Q9 R 1COLOR snziowf(E' oK 1 EAOH PIECE S BE1O24 3 8405E 463'A3s 1COLOR MLBGLOSS ONE 1 E4CN1'lECar S U1000 S 84480 aSs33' 2COLOR 60LBHHRE ONE 1 EACH PIECE S 4811555 esSS.S 2COLORWLEI GLOSS' ONE I EACH F*CE i 061170 S 90A0 a.SxSS aZOLpR160 d8L81AJ4ITE O(k 6 Eoctm c i 6411385' S 04"S.S'x'S"' JCOLOR60L.aGLOSS ONE 4 EAGHPIECE $ 061390 S ♦55®10 S,5't 7,s 1 COLORM LB MITE T9(O 1 EACHPECE S 011180 S - 98780 ■.S'xS,S' 1COLOR40LB'SUOS3. IM I EAMPIECE S O61T85s fr1 A a.3'sS.S 2COL+QRL$MFM rM f FAW $ 001430 S Ijma0 8.5"S 7.S' 2 COLDR W LB(2-056 TOMO f EACH PIECE S 641435 1 1,276,70 AS xST d COLOR 0 LB PH11'E TM I EACH PEC. I 021875 S IMM R5'x 6.5' J COLOR 60 LB GLOSS TWO I 61CH PIECE ; 011600 ; f,3F(.d6 AY x Sr I COLOR doL$m T¢ OK S EACH PIED 1 0.01410 S f,15(L20 RT x&r IC IOLCR 6D LOQ.M O(&' I EACH PIECE 1 40(475 ; !,1&130 a.y'x 5,sI 2COLOR 0 LB 40462E 4(aE I EAON pem 6 w59f S 1~215.4,4 8S"x 5.S 2C0LOR 03 L9 GLOSS ONE f EACH WECE f 0.0450 S 1279.20 I ■,S%a,5' 4COLOR W1BMITE ONE a E004 PIKE 3 0.01850 $ 9.102.00 6.S t5s 4 CCLCR W I8 GLOSS ONE 1 WRPIE4'E S 6101655 S 1,21.10 �A't 5.5' 1 COLOR W LS V"TE TM I EACH PIECE 1 am5m S 11]07.:90 I.S x53 1 COLOR 6D LH GLOSS TWD 1 5101PIECE t m603 S 1,11;".06 aSx5.5` 2OCLCR dOLBwHrTF two I £ICNPIECE S 6.617401 S 1.428.80 d-S'xSS' 20OLOR do LaGUO S TM 1 EACHPFCE S U1745 S 1.4,30.90 CALOR a6 LS T"WE T4m I EACH Mm 1 0=35 S 1.668.70 as 4 Sar iy a tX]LOR 9}LB GLOSS rt TWO I EACH PIECE 1 6C7A+4 SSE L 8Tm as t 11' 1 COLOR Iq L8 w-KrE OHE 1 EAOH PECE 3 0=3 S UM-W' L5'x f7" 1 COLOR lja)L6 0.OSS GME I EACH PIECE S 0.02540 S $090-20 Ss x7r 2CCLOR j 60 LBVMfIEONE EACH PIECE ; 09M 5 2101.70 a.5"t11' 2C71L17R 90L$Ct= 014E 1 EAC,7I REM 1 002890 5 7285.80 4 C�I.OR a0 La"IFE OW 3 ETCH P'E� S 602890 S 7.109.40 axx it aCO, m LEI GLOSS ONE 1 ECN PIEC€ S oOQ493 s 7,3F]40 s.Si 71• I COLOR 80 LB"44mm PAC1 1 &ZH PIECE S 0.02710 S 2;7fA0 1 COLOR 60 LB GLf= TWO I FACH PIECE t 002715 S 2,275:0 J3•x rl" 2CMUM 00LDMILE TWO 1 EACH PIECE S OL6376 $ L+02l+6 as x 17" 2 COLOR W LB GLOM TWO f B%CH pea S 002955 S 2.A06.70 8sx71' 4=OR aOL9mrHm PND I IICHMOE S 6(p7B S 2.570.PO t5't 11' a COLOR SO LB CLOGS FWO I EACH MECE S 0AM S 2.57407 "C*w*@ p1cfrig baso anproduaian runs a7 Mm Csass I I 1'OTTAL AHNLIAL COSTI1 s 81.160 32 EXHIBIT----,B- PAGE--- XHIBI BPAGE OF 32- City of Piano Bid 2012-264-C CSG Bits Contact Cathy Mirek Address 1122 W.Bethel Rd,Suite 100 cathv.mirekr45srghcom Coppell,TX 75019 Ph 214-621-1253 Bid Hates CSG appreciates the opportunity to respond to this RFP and we look forward to discussing how we can continue to be a valued partner to the City of Plano. Please note there are two forms included in the Exceptions document,simply as a means of ensuring delivery to the City. Item# Line Item Motes Unit Price Qty/unit Total Price Attch. Docs 2012-264-C-01-01 ORIGINAL Supplier Product First Offer- $0.0766 1015345/each$77,775.427 Y Y BILL Cade. STATEMENTS Supplier Notes.Unit S 1/2 X 14 Nce includes data processing,duplex laser printing with black and highlight blue toner,folding and inserting Into#10 or 6x9 envelope.8.5 x 14"241b paper with perforation 3.5"from bottom,double window #10 carrier envelope and single window#9 reply envelope. 2412-264-C-01-02 Supplier Product First Offer- $0.0761 62877 f each $4,784.9397 Y Y VtE!-I VQIJENT Code; BILL Supplier Notes-.Unit STATEMENTS Price includes data 8 1/2 X 11 processing,duplex laser printing with black and highilght blue toner,folding and Inserting into 410 or 6x5 envelope.8_S x 11'241b paper with perforation 3.5"from bottom,double window #10 carrier envelope and single window 09 reply envelope. 2012-264-C--01-03 TOTAL Supplier Product First Offer- $1.6915 3 1W $1.6915 y FROM Code- INSERT Supplier PRICING Nates;Contractor has WORKSHEET provided prid ng for the Insert Prfdng Worksheet with the following assumptions: 1.Prices include ground shipping which requires a 2-week lead time after all approvals are recelved. 2. Prices are based an a volume of 82,000 pieces each(whidh Is current insert order volume CSG places for the City of Plano). 3. Prices are assurning each piece will have a bleed. 4.Any job that does not fall into any of the EXHIBIT Sep 14.2012 2:51:21 PM CDT SidSync.LLC PAGE, — OF 3L p ', Cily of Plano Bid 2012-264-C Categories quoted will be treated as one-off ]ohs and handfed by normal quoting process. 5.Line#8 on the worksheet is a duplkate of Line 46 ! (Medium 8.5'x 5.5" lx/4c/601b gloss).CSG repeated the price For Line#6 fvr Une*8,If a price for an Insert meeting a different specification is required,please contact Cathy Mlrek at CSG.(972.452.5404 or ca thy.m i rek*csg I.com) Supp{ter Total $82,552.0582 I EXHIQ�� Sep 14.24422:51.21 PM COT SldSync,LLC PAGE 5 OF 3 P.10 City or Plana Bid 2012-254-C ■NO NO 4za 400 41D ■ TNTERMAT10NAL eoeeferato&whew&"hem. I f Submission for: P, PLANO .T E X A S REQUI=ST FOR PROPOSAL Utility Bili Printing, Mailing, and & Offset Printing Services Solicitation No. 2012-264-C Date: September 13, 2012 NotMk a MxF J � NoI . Prepared by: Cathy Plirek, Strategic Accounts Manager CSG Systems International, inc. 1122 West Bethel Road, Suite 160 Coppefi, Texas 75719 972.462.5404 EXHIBIT Sep 14.2012 21-51,21 PM COT BidSyna,LLG PAGE---&_OF -3 Z. p.12 City of Flarx.� Bid 2012-264-C Q-0! a INTERNATIONAL COPYRIGHT @ 2012 CSG SYSTEMS INTERNATIONAL, INC.AND/OR ITS AFFILIATES("CSG").ALL RIGHTS RESERVED. The information contained within this document or application is the property of CSG,which is confidential and protected by international copyright laws and any unauthorized use of this document or application or its contents may violate copyright,trademark,and other taws.No part of this dorumpnt or application may be photocopied, reproduced or translated in any form or by any means, or stored in a retrieval system or transmitted electronically or otherwise,without the prior written consent of CSG. If you breach any of these terms,your authorization to use this document or application automatically terminates.You may not modify this document or application or its contents in any way or publicly display, perform,or distribute or otherwise use this document or application or its contents for any public or commercial purpose.Any use of this document or application or its contents for any other purpose other than as mutually agreed upon with CSG is prohibited. Although every endeavor has been made to ensure that the information contained within this document or application is up to date and accurate,CSG cannot be held responsible for any inaccuracy or error in th.e information contained within this document or application_CSG makes no warranty of any kind with regard to the information and CSG shall not be liable for any direct,indirect, incidental or consequential damages which may arise in connection with the furnishing,reliance or use of the information contained within this document or application. Specifications and statements as to performance in this document or application are CSG estimates, intendeo for general guidance.CSG reserves the right to change the information contained within this document or application and any product specification and/or availability dates without notice. Statements in this document or application are not part of a contract or program product license.Issue of this document or application does not entitle the recipient to access or use of the products described, and such access or use shall be subject to separate contracts or licenses. All th-ird party trademarks,service marks,and/or product names which are referenced in this document are the property of their respective owners,and all rights therein are reserved. 2 0 2012 CSG Systema 1ntetn:i100a1.int,Ct+fllaential and proprietary EXHIBIT 8 Sep 14,20122:51:21 PM CDT BidSync.LLC PAGE— -- -_�I OF P.13 clly of Plano Bid 2012-' C z rig 9�1 q + +NTERNATIC,NAL Cover Letter September 13,2412 Ear(Whitaker Buyer,City of Plano Purchasing Division 1520 Avenue K,Suite 370 Third Floor Plano,Texas 75074 RE:SEALED PROPOSAL for Bid Number 207.2-264--C,RFP for Utility Bill Printing,Mailing,& Offset Printing Services Dear Mr.Whitaker: Please find the enclosed response to the Utility Bill Printing,Mailing,and Offset Printing Services Request for Proposal. I am confident that our services are the exact sources for the City's requirements. CSG Systems International,Inc.(successor in interest to DataProse)has performed these services For the City of Plano since 2000 and has a print facility in Copped,Texas. We have adjusted our pricing to better align the services and brought new services to the agenda for your review. The pricing included in this response reflect a significant savings over the current rates for the billing statements and an average savings of 10-15%savings in insert costs. In addition,the implementation of the Search&ViewBill webservice(API)is being offered at no additional cost.Finally, we have included a bank of 60 free Programming and Development hours the City can use at its discretion.Our goal is to continue to provide outstanding quality and service to the City of Plano,and strengthen our partnership by providing value to the City and its residents. In addition,CSG Output Solutions has worked with HTE Inc(Su ngard)since 2002 providing municipal clients with a full service method for distributing billing statements. This gives us the ability to provide effective and Proactive billing solutions to the municipal utility marketplace and has been proven for over 11 years. Thank you for the opportunity to respond to this Request for Proposal.CSG values the City's business and I Kook forward to earning the right to retain your business. Sincerely, Cathy Mirek CSG International Systems,Inc. St ra tegic Acco u nts Manager Voice 972.452.5404 Cathy.Mirekcs i.com 3 0 3012 SG Syscems Intcr0tlonal,Inc.CwTHerr ai and P,cpnetao EXHIBIT PAGE� Sep 14,24122:.5'1:21 PM CDT Bid.Sync,LLC � �� p.14 City of Plano Bid 2012-2544; ■wo CS9 INT6fiNATIONAL f Contacts For more information regarding CSG Systems International, Inc.'s(dba CSG Systems,Inc,)background, feed free to visit: ht-tp:l/www.csgi.com/ Questions or comments related to this proposal should be directed to: Cathy Mirek Strategic Accounts Manager Voice:(972)462-5404 Mobile:(214)521-1253 Cathy.Mirek@csgi.com Amy Rongisch Director of Strategic Account Management Voice:(402)964-1620 Mobile:(402)415-5772 am .ran isch cs i.com Lee Reoh Saies Engineer II Voice:(402)964-1595 Mobile:(402)490-4796 lee.reoh@csei.com 4 C7 2911 aG Systems[nternational,we Canfidaniml and Proptferal EXHIBIT PAGE °E DF 3� Sep 14,2U12 2:51.27 PM GOT 13 dS c,LLC p.15 City of Plano tad 20-12-264-C amara w INTERMA74ONAL Table of Contents CoverLetter............................................................................................,..............,.........,..................,...3 Contacts—...............................................................................................................................................4 DETAILED SOLLi110N AND WORK PLAN..................................................................................•.................6 WorkPlan,....................... ................. ........—..........................--......................--............. ....................7 Inserts..........................................---....................................................................................._..............7 General Services and Requirements.................---..............,...................................................................D PreprintRequirements........--....................................................................._..---............................._..,.13 Access to Electronic Bill(mage Requirements............. .....,....,.,....13 Approval of Forms and Envelope Orders Requirements.........................................................................14 Printing Requirements--.,.... . ................,.........................•..................................14 Envelope and Print Stock Requirements....................... ..........15 Secure eStatements.........................---....................................... .__.....__...,...............I..........._.... -20 AdditionalServices Pricing......-----------.................................................................:..............................,.22 5 'D I.M2 UG Systems In:ernaC uvai,Inc.CcnNdertlai and P+opr+e.ary Sep 14,2012 2:5111 Phi COT SldSyne,LLC PAGE 10 OF �� P.16 City of Plano Bid 2012-2$4-C dor CSg r INTERNATIONAL f DETAILED SOLUTION AND WORK PLAN Overview One of CSGs Core businesses is Output Solutions,which is focused on bill,letter,and check print production and mailing.Our Output Solutions group has extensive experience with respect to data review,quality control,high volume processing, mailing and distribution.We operate from state-of-the- art facilities in Coppell,Texas;Omaha,Nebraska;and Crawfordville,Florida.In our Output Solutions group we have over 600 employees servicing the document output and transactional mail needs of over 500 clients. This allows us to offer to the City unparalleled capabilities for output products,services and brings you the benefits of over 25 years of experience in the business.Industry Certifications/Affiliations include—55AE 16(fka:SAS 70 Type ll),Major Mailers Association (MMA)Executive Board Member, Association for Mail Electronic Enhancement(AMEE)Executive Board Member, National Postal Policy Council(NPPC)Member,SOX 404,PCI-compliant,CRSS,NCOALink and Sustainable Forestry Initiative. We have been recognized as one of the"Top 1d' USPS first-class mailers In the United States for several years. With our proven,scalable,and reliable solutions,our centers process and mail seven days per week,365 days peryear. Each month,CSG mails more than 55 million documents to more than 113 of the US households.Our robust e-commerce solutions.support trate than.&million registered accounts with a continued rapid monthly enrollment. Headquartered In Denver,Colorado,we are a publicly traded company on NASD4(CSGS),with annual sales of over$736 million. The City will also benefit from our continued investment in the improvement of our products and services. Within the last three years,we have invested over$75 million to enhance our output services product line. We refined our management and print/mail capabilities,invested in state-of-the-art technology,and expanded our corporate vision. The CSG solution is a complete, proven technology solution that includes print/fnish/mail services,an enhanced print and delivery process through web-based archiving,and a number of different welrbased capabilities enabling the latest technologies and services forthe City and your customers. CSG provides unequalled quality,based on an ADF structure and a zero-defects philosophy. The CSG team is confident that our offering and the benefits presented herein will,provide the City and its customers with the greatest value in the market today and that a continued pa rtnership will be most i advantageous in meeting and exceeding your goals. i i iD 20E2 CSG 5yArm5 International,Inc CwrfldemW and Proo"eary EXH I BiT j Sep 14.20122.,51-21 PM CDT BidSync,LLQ, PAG E--'--0F �� P.'7 City of Plano Bid 2012-2&4-C MEN a CS(Y TNT E R 1`4 AT[ORA L Work Placa The City will continue to have access to the custom er portal CSG Auto Connect. This portal contains functionality for managing and viewing the process far billing cycles as well as obtaining reports,history and analysis. The JobTrax function within CSG Auto Connect allows the City to view the process and status of the cycles in real-time. This will allow authorized personnel to view and track all files from beginning to mailing. CSG has automated processes to receive the Citys data files. The City will upload data files with base information such as number of bilis and bill date. CSG will verrfy accuracy of files and begin to process data. Should an error in file transmission or data irregularity occur,the City will be notified by your dedicated Account Manager. When data processing is complete,the City will receive an e-mail confirmation validating thefile received. The Citywill also receive a production status e-mail determining all vitals to the actual production of the job. In order to provide added convenience,the City will be able to track the status of all jobs via CSG Auto Connect to view data processing start and finish, Completion of printing,finishing and delivery to the USPS as well as other reports in real time. Upon the receipt of your data,the-following process wiU automatically begin: • An email notification will be sent to key CSG individuals responsible for your application ■ Your data file(s)will be transmitted to the appropriate location for processing • The program will begin • We will perform predefined verification steps(developed application by application) ■ Once your files have been autornaticafly verified for accuracy,the processing will continue ■ Print files wilf be prepared • PDF files will be generated • Electronic data will be downloaded for presentation on the internet for client review and approval + Upon completion of the processing,you will be emailed a processing report(usually within 4 hours of receiving your files) And at the time your bills have been delivered to the USPS,you will receive a 2nd confirmation of delivery(usually within 4 hours of mail delivery) Inserts CSG currently provides design services through our dedicated Client Relations&Marketing Services Teams,which are supported by a specialized team of graphic artists. This team of artists speciadiaes in the design of bill stuffers,inserts,envelopes acrd ad pages. They have working @ 20,12 M systems dnternaponal,Inc-Conrrldenual and Pm2FIetary EXHIBIT Sep 14,2012 2.51:21 P.V CaT e;dsy„c,LLC PAGE _12- v-18 r City of Plano Bid 2012-2&-C CS IN TIE RNATtONAL, knowledge of the unique specs and requirements to support our equipment types in an efficient and productive process. CSG processes the City's inserts and uses Pitney Bowes Series 8 and Flowmaster intelligent inserters. CSG can accommodate your inserts of choice. Meeting the requirements for identification,size, paper stock and folds helps to ensure quality and level of service. "onserts" As an afternative or addition to the inserts,CSG.has the capability to laser print on the back of each statement.With the,pricing proposed,we are able to offer that capability to the City at no additional'impression"cost for the printing.This also eliminates additional insertion fees to put the insert into the mailing envelope. (Please note that there will be Programming Hours involved to add the"onsert"to the statement and additional requirements and specifications will be requested. This might be a good use of the free hank of hours included in this proposal.)CSG looks forward to the opportunity to discuss this in further detain with the City. S 0 2052 CSG Systems international,Inc.ConfideriWi and P-arr:etwry EXHIBIT Sep 14,2012 2:51:21 Pio{COT Bid5ynr.,LLL PAGE �'3 OF City of Piano Bid 2012-764-0- 11111112M 0 a M 0th264-0- ■0■ CSPr INTERNATI014AL I General Services and Requirements As the current vendor for the City's utility bill,insert printing and mailing services,CSG currently meets (and in many cases exceeds-)the requirements and will continue to do so. i. C5G currently provides security of information and supervision from start to finish. I ii, CSG is currently able to handle high volume production on a daily basis from 3,750 and up to 12,O00 bills on occasion. iif. CSG is currently able to handle the estimated annual volumes of 1,015,345 utility bills and 62,877 delinquent bill statements. iv. CSG)s currently able to schedule courier services when requested- v CSG currently provides an assigned Account Manager who acts as the single paint of contact representing the Citys account. vi. CSG is currently able to preprint forms,envelopes,and flyers. vii. CSG is currently able to warehouse forms and envelopes in climate-controlled conditions.The CSG warehouse is located on-site in a climate controlled environment. viii. CSG is currently able to household merge/purge multiple statements into the same envelope(up to 3 into the Standard Mail Out envelope). :x. CSG is currently able to accept upgrades to the City's current customer billing system_ X. CSG is currently able to accept electronic data transmissions 7.4/7/365 via CSG Auto Connect in pre-approved format. xi. CSG has vast experience in implementing SunGard's clients On all of its billing platforms- Cu rre ntly, latforms_Currently,we have implemented or are in the,process of implementing more than 60+ SunGard clients. l (ii. CSG is currently able to do custom programming as needed. xiii. CSG`s Business Continuity Plans are devised to avoid out of service situations for our clients.Business Continuity Plans are consistent with the following steps: V 2012 GG System:intempunrat.IIIc Canf-demiai and prorriat ry EXHIBIT I Sep 14,2012 2:51:21 PM OT WdSync.LLC PAIGE !4- OF � � p2 0 City of Piano Bili 2012-26d-c AM I NTIERN ATION AL Declaration: ■ In the event of an incident that renders any of the CSG OSC locations inoperable, SG assembles the Emergency Management Team (EMT)which will initiate the disaster declaration,as necessary. • CSG will communicate to all customers that a disaster has been declared and that CSG is operating in disaster recovery mode. • CSG will be responsible for vendor notification-obtaining addition@(forms and materials for transport to the alternate processing facilities. • All statements from the impacted facility will be transferred and processed through one of the alternate processing facilities.SLA's will be relaxed during adeclared disaster. Data Transmission: • Upon a disaster declaration by CSG,customers will not need to make any change to their statement file transmission method.Customers with dedicated circuits would have to provide statement data over the internet.(CSG will provide assistance to those customers wishing to use the internet to ensure connectivity). Printing: • Printing will be performed by the altemate CSG processing facilities or the third party print and mail vendor. • CSG will attempt to use all available custom forms;however,we may elect to use plain white forms without logos to ensure mail is processed in as timely a manner as possible.. ■ CSG will make every attempt in a disaster to print utilizing the same type/model of printers as used in non-disaster situations but may elect not to provide highlight color or full business color as an option. Inserting: ■ Inserts will not be included as past of the inserting process.The decision to include/not to include inserts will be reviewed as the resumption process continues. • CSG will continue to handle and be responsible for special handling creeds-processing holds,etc. • Generic carrier and remit envelopes will be used at the onset of the disaster declaration. The decision to include/not to include custom carrier and remit envelopes will be reviewed as the resumption process continues.(Vote:Timing for return to custom carrier and remit envelopes is dependent upon when the disaster would happen and what supplies were ire stock at the vendor at that tune. Zip Sorting: • CSG will continue to process mail pieces in zip code order for presentment to the USPS to ensure the best Postal rate is achieved. 10 0 1622 CSG Systems 01,wnatlanal,Inc.ConF enuai and Praprl2:ary EXHIBIT PAGE / S OF: 3 Z Sep td,2012 2:51721 PtA COT BidSync,LLC P.21 City of Plano Bid 2012.264-C f INTER NATI ONAL I Production Services: • CSG will continue to perform job reconciliation and postage payment functions. + CSG will continue to perform reprint capabilities but may choose to use plain white forms without logos to reprocess individual statements that result from being damaged at insert time_ Warehousing' • All incoming, receiving, and warehousing functions will be performed by the alternate CSG processing facilities or the third party print and mal vendor. CSG has developed Business Continuity PI ars; (BCP)for ah OSC locations:Omaha,Nebraska; Tallahassee,Florida,and Coppell,Texas. xiv. CSG pro Vides secure access for on line transmission through SSLvia the CSG Auto Connect web portal_This is the method by which the City currently submits data. xv. CSG provides an Administrative Account and system password per customer that is vendor controlled and will not allow unauthorized access.Through this Administrative Account access,the City will manage system Users,User Rights,and Passwords for CSG Auto Connect. xvi. CSG provides the capability to enable batch printing of selectively excluded bills by using defined filters that batch out bills based on coding or some criteria in the data to filter certain"pulls"that are required.In addition,because C56"fingerprints"every bill with unique sequencing nurnbers,we can manually pull any bill requested up to the time it is physically delivered to the USPS. xvii. CSG provides selectiveldynam is messaging via secure site for customer messages to be included on bills. This cart be handled through the Message Manager tool in CSG Auto Connect. xviii. CSG currently provides in-house printing services to the City at our state-of-the-art facility located in Cappell,Texas. 1� 0 7o1'.csu Systems intemavcnai,Int conndeiiwl and Prnirletary 15 EXHIBIT WAGE 16 DF '3-Z- Sep 14,2012 2'51:21 PM CDT Bid Sync,LLC P '"' city of Plano 6�d 2012-264-C e C S INTERNATIONAL I Daily Transmission of Electronic Data Requirements i. C5G currently accepts and will continue to accept A5400,ASCII data files from the City. ii. CSG currently successfully receives the City's"ProComm"zip fides transmitted via rile Transfer Protocol to the CSG Auto Connect web portal,but also has the ability to accept files through a number of different interfaces.CSG will work with the City if another method of file delivery Is needed. iii. CSG confirms receipt of file daily by return electronic mail to person specified when the file is received.Confirmation is also available through the CSG Ruta Connect web portal using the JobTrax function. iv. CSG provides second report daily when file has been processed for printing.Below is an example of a recent DPSYS report for the City of Plano: I PRL7C&SSI3iG AESCRIPTION R1S'1gRT �_ 9/5/13=05:557 1 a......rr._ :...... ........................ ...Y-.............x..=mom. Client: Plano File Processed: P1990512.zip Project Description: Regular StaMUMMLs Project 00 75369AA45 ----------------------------^-------- Ma11ing Group { q of Bills 1 0 of Isvressiona I postage �A {3 ounce} - 2664 2673 5943.B8 a {7 ounce) 48 137 $31.30 C (9 to 99 Pages) li 183 $0.00 D Me to 499 pages) a 0 Woo a 430. pages} a 0 $0.00 I (lctarnational) 0 0 $0.00 X (Hold Bills) a a - (Bills Suppreseed) 150 201 - ----------------------+------------------4---------------------•----- -`-------- 1^L'Tars 2723 I 2989 l ;975.06 1 1m5PRT S{W%RY -------------------------------------------------------------------------------- LUZ= Description Neight 1 Y ar xaseztz ---------------`--`------------ -------------------------- ---'--- Reply swmmlope 0.13 2146 SPS rake a Di€fereace/Pledge C 0.10 I 2723 Sept 2012 insert 0.19 2723 ---------------------------------------------------•-•-•--^-+----------"'----- TOTAI. INSERTS 1 7592 ............n - ......... ADDITIONAL INFOMATION I ---------------^-------^'------------------------------------------------------- Records 1Dcpected I Records Processed 1 pieces Processed I Pieces Printed -------------------t--------------------+-------------------y,_-_---------------- 3375 1 3175 1 2677 1 2723 --------- --------------`----`^------ Total Flaw Pages In output . 0 -------------------------- ------------------------............_.....y................_..---------._.- -y-1 Expected Hill Dake - 09/05/2013 I Actual-Bill Date -_09/05/2912 Total Current Charges of Records ProcessedI $91$,527.91 R ( Total Amount Due of ecordaa Processed 4 5958.226.91 Total Amount nut of Recordsr Processed JNo Credits} $962 260 1$ Due Ilte {Prom source Dots, 11,161 October1, 2432 -------------------.-------------------- ------------------------------------ S IMP1.EL PLAZ O6 2112CB5007 8 3175 _.�:.........................a. �-___.____________________________________-_-______-__.______----_.__.- _____-_-1 2672 111 171 0 0 0 0 201 12 0 2017 C3G Systems Ynternrtwnal,Inc Canfldentkal and ProvrleNry ETCH I B IT PAGE �� OF �- Sep 14,2012 2 51:21 FM CDT WdSync,LLC p.?3 City of Ralf) Bid 2012-264-rte was APS IN 7ER NAT%ON RI- V. CSG provides postage charges as pari of the DPSYS report. Please see sample above. I vi. CSG provides file size and billing cycle as confirming data in the QPSYS report. Please see sample above. vii. CSG supports data files being transmitted prior to 10;00am every day bills are needed to be proCessed.This excludes holidays. Preprint Requirements i. CSG is able to selectively exclude bili types from printing(PULL,ESfL1.,CITY and others identified in the print file). ii. CSG uses CASS certfcation to ensure lowest possible postage Costs.In addition, the Ci-y will continue to include the Ancillary Service Endorsement, "Return Service Requested",in order to comply with USPS Move Update requirements. if the City decides to meet the Move Update requirements in a different manner in the future,CSG will provide information regarding the different options to do so. iii. CSG is able to sort to carrier route level. i iv. CSG presorts conform to latest USPS notification using the Intelligent Mail Sarcode_ v. CSG is able to mail merge up to 3 bills going to the sarne mailing address into a regular#10 envelope and four to one hundred merged for stuffing into one large envelope. CSG allows for placement of sorter codes to be approved. V1. CSG has the ability to manipulate print ready data into proper bill format. vii. CSG includes Zip+4 bar coding conforming to postal requirements on all outgoing mail for automated processing. Access to Electronic Bill Image Requirements i. CSG provides access for city staff via password secured Internet site to exact replicas of customer bills in PDF Format for a period of 12 months Using the Search &ViewSill tool within CSG Auto Connect. 13 €3 2012 C5G Systems International,Inc.Con Rdenta]and Proprietary EXHIBIT PAGE— 10 0F Sen 14,2012 251:21 PM CDT 43idSyna,LLC N.24 City of Plana Bid 2012-2E1-C * I INTERNATIONAL ii. CSG provides access via secured internet site to customers electing to view exact replicas in PDF format for a period of 12 months using the Search&ViewBill API(Application Programming Interface).Once installed,this API will receive a call from the City's website to retrieve the requested PDF from CSG's hosted database_ iii. CSG provides search capab4ity in Search&ViewBiII based on account number, date,or date range. iv. CSG provides capability to email bill images directly from Search&VewBIIL v. CSG provides images for one month electronically Via CID or FTP after the 12 month period. Approval of Forms and Envelope Orders Requirements i. CSG requires all orders for print stock and envelopes to be approved by the City. ii, CSG will furnish proofs for approval prior to sending to print, HK CSG understands that ail artwork becomes the property of the City of Plano at the termination of this contract. IV. CSG understands that no pre-printed forms of any kind will be used. Printing Requirements V. CSG meets the requirement that all printing shall be laser imaging high duality print with 600 DPI or better_ vi. CSG has the ability to laser print 2/0 ink colors; BLUE and Black. i vii. CSG will print form single sided with occasional two-sided (duplex). viii. CSG will use bill print fonts including OCRA for automated scanning and processing. ix. CSG will furnish proofs with any programming change prior to implementation of changes for approval. 14 ID 2012 CSG Systems in! rnationai,Inc Ccrlfidennsi antl Prnpnmty EXHIBIT PAGE iq aF 3Z Sep 14.2012 2:51.21 PSA CIDT BidSync,LLC P.25 Oty of Plano Bid 2412-264-C ore �r Z CSg INTERN AlrtONAL Envelope and Print Stack Requirements X. Original and Delinquent Utility Bells CSG will continue to furnish formas for the Original and Delinquent Utility Sills meeting all of the below requirements: a. Original Bills-8 h inch x 14 inch White bond stock{sample## 1), b. Delinquent Sills—8%inch x 11 inch White bond stock(sample#4). c. Paper weight is 24160 pound. d, Top Portion of bili is for customer retention and contains billing information. e. Bottom portion shall be perforated to produce a return stub 8'X,inches X 3 518 inches to be returned by customer with payment, f. Tri fold on perforation to fit a#10 window envelope xi. Envelopes CSG will continue to furnish the envelopes meeting all of the below requirements: a, CSG will detiver up to 4,000 additional envelopes(BRE 99)one time per contrac period for in-house use upon request. b. Delivery is F_0.B_ Freight Pre-paid to delivery address set up at time of order. xii. Mail Out'Envelopes CSG will continue to furnish the outgoing snail envelopes meeting all of the below requirements: a. Standard BRE 99 window per attached Sample 1#2. b. Window size must comply with USPS for utilization of bar code. c. CSG has the ability to include return mall processing codes if required. xiii. Return Envelopes CSG will continue to furnish the return envelopes meeting all of the below requirements. a. 3 718 in x 8 718 in per attached Sample 4 3. Must include security crosshatching. L Bar coded for return address. xiv. Mail Merging Envelope(Mail Out) CSG will continue to furnish the Mail Merge envelopes meeting all of the below requirements: a. Sufficient size to insert 100 bills into one envelope, 1Z V 2012 CsG Systens intern;r,onal.Inc Caii`identmd ald PeoxtetAry EXHIBIT PAGE 26 OF Sep 14,2012 2,5t:21 PM CDTSidSynC,LLC P.25 Cay of piano Bid 2012.26d-C own ma CSg tNTERNAT10NAL b. May use mail label rather than bulk print,prefer addressing on the run with bill printing. c. Additional inserts include(?)return envelope and one of each additional informational insert. I D. utility Bili Folding and Inserting i. CSG currently tri-folds the statement to fit urs Standard#10 mail out envelope. ii. CSG currently folds on the perforation creating the bill stub. iii. CSG currently has multiple page and selective inserting capabilities_ iv_ CSG is currently able to insert the statement,return envelope and up to three additional flyers. E. Offset Printing i. CSG is currently able to laser print insert information on the back of bills when requested. ii. CSWs fn-house solutions allow for inserts to be printed on T sided or 7.sided. F. Mailing i. CSG meets the requirement of mailing bills on a daily basis,(5 days per week).Excluding holidays. ii. CSG meets the turnaround requirement of mailing the same business day by delivering to the USPS bulk processing center if data is received by 10.00am,excluding holidays. Hi. CSG will handle postage directly with the City,and understands that the City of Plano will provide a monthly postage check to be held in a postage on hand account and drawn from as needed.CSG will provide the best possible postage rates for bulk mailing. I V CSG will work with the City to design a postage report that will be provided on a monthly basis.This report will be utilized by the City to determine monthly postage check amount.If at the end of the contract a credit balance is realized,the City should be reimbursed within 30 business days. G. Invoicing i. CSG sends invoices out on a monthly basis. ii. CSG can bill Offset Printing separately from bill printing&inserts. i:i. CSG invoices will reflect separate services according to proposal form. id- CSG invoices will specify details of special handling bills. 1E C tat:CSG Systems IntelnailenaJ,Inc Cunriderrcs:and Nopnetary EXHIBIT � Z1 3� Se2p td,2012 51.21 PKI CDT Bid5ync,LLC PAGE OF _ p.27 City of Plano Bid 2012-2s-i-G a IM IN Kis0 CS INTERMAT10MAL I ' V. CSG invoices will list nurnberof statements printed for the,period. vi. CSG will only invoice for work completed. IV.Environmental Preferable Products Please see Attachment C. V.Training CSG will provide training as needed to insure continuity of the process. my dofeetiye�^+1.+tY'Jttnr will rn-pgdorM at nn mr4r7ti"all enc+Rn tbi y of placer. VN.Qualifications CSG has provided printing and mailing services for over 25 years out of our state-of-the-art facilities in Coppell,Texas;Oamaha,Nebraska;and Crawfordvil le,Florida.CSG is recognized as a"Top 10"first- class mailer by the USPS,and mails more than 65 million documents to more than 1/3 of U5 households each month. Below is an inventory of theessential equipment being usedto support production of the City of Plano's utility bills and delinquent statements.This is not a comprehensive list of the technology CSG has available, but is specific to the work currently being handled for the City of Plana. Machine 5/N Age Owned Maintenance /Leased item Production Printers Printer-A Xerox 180HLC PYW773 6 yrs Owned 240 884 Printer-i} Xerox 180HLC PYW774 5 yrs Leased 240 052 I Printer-C Xerox 180HLC PYW774 5 yrs Leased 240 146 - Printer-D Xerox 180H LC PYW774 4 yrs Leased 240 445 Printer-E Xerox 180HLC PYW774 5 yrs Leased 24x7 284 Printer-F Xerox 180H LC PYW773 6 yrs Owned 24x7 872 17 @ 2012 CSG Systems Igemsiional,Jnr.CanFidenWu and PropF mC EXHIBIT Sep 14.2012 151--21 PM GDT Bid Syne,LLC PAGE _ZZOF P.2S City of Rana Bid 2012.2644 �L-Z 1N TERN AT 10 NAL I Printer-G Xerox 19OHLC PYW774 4 yrs Leased 240 398 - I OCE VarioStream Printers 1 OCE Twin 7650(Printer 1) 86695 4 yrs Owned 240 Y OCE Twin 7650(Printer 2) 86696 4 yrs Owned 240 Inserters I Insert#1 Pitney Bowes F1owMaster 55570 5 yrs Owned 240 Insert#2 Pitney Bowes F1owMaster 55521 6 yrs Owned 24x7 Insert#3 Pitney Bowes 8 Series 3922 8 yrs Owned 24x7 Insert#4 Pitney Bowes FPS 146434 2 yrs Owned 24x7 Insert#5 Pitney Bowes FPS 106435 2 yrs Owned 24x7 Insert#t6 Pitney Bowes MSE 106556 1 yr Owned 24x7 Insert#7 Pitney Bowes FlowMaster 65723 5 yrs Owned 2.4x7 Other Equipment 1-Toyota Electric Pallet 20546 2 yrs Owre_d__F 240 Jack,model-6HBW20 1-Toyota Forklift,model- 12096 2 yrs Owned 24x7 7FBEU15 1-Crown StandlupLift, IA2116 4yrs Owned 247 I model-RR502G 45 73 1-Cardinal Pallet Scale 4 yrs Owned As Needed f I.-MBD Folder 4 yrs Owned As Needed I 1-Triumph 21" Paper 4 yrs Owned As Needed I Cutter 1-Neopost Mailing System, 5 yrs Owned 240 model I111.0 8-Manual Strapping 4 to 5 Owned As Needed 18 0 2012 C56 Systems Intemational,inc Cm lcieOlal and ProBrielary EXHIBIT Sep 14,2012 2:51:21 PM CDT BldSync.LLC PAGE 0F P.29 i City ofplar+o Bid 2012.254-C ■LIE ;� CSS` j )NTERNAT 1014AL Ij f i Machines yrs (models-JK@, DF20,& Eagle 200) Vill.Work History CSG has a successful work history with companies orgovernmental agencies within the last three years of this scope and size,and references are provided in Attachment A.the Client Work History Worksheet.Additional references can he provided upon request. Paragraphs IX,X,XI, and XII do not require speck responses. l i 1 0IDII CSG Systems In[emanona4,im[onfidenLlal and Proprietary EXHIBIT 'I Sep 14,2012 2=51,21 PM CDT Sk!Synr„LLC PAGE©F :3 p.30 City of Pfam Did 2012-264-C Aeg na . INTERNA1JONAL l X11 1.Additional Services&Pricing I Secure eStatements CSG is proud to introduce Secure eStatements.This product allows the City to save printing andoff, starve casts by emailing an encrypted PDF of a customers bill.This is also a great way for the City to encourage "going green"initiatives by reducing the amount of paper and envelopes needed for each month's billing. Overview. CSG Secure eStatement leverages our Precision eMail capability to deliver an encrypted bill in PDF form. Customers can view an exact replica of their printed bili without leaving theirinbox,providing additional convenience for them and reduced tali volumes to the Utility department. y+ - `.i : t.#pSG' R.�Or�119V[+YW aamk54f�s�lk�x'lSwV�/ ' ft O ...- f 1 - Water 421 Power Q. P.flr4 omm.K 0431 MoF•[(m ■a.a r hm a+Fbmnr^0W~.d Paws hw bwa.c -. 10ry b._hope,—d" .d.m AMA�.Iu.e6G Naaxu..a�h F daPwrd.bek 10KIW t.I.anc mW raarr amAve.W..er.pan.wx 175,000 caau..rx I.Ar. .mw.r.., -- Mam gown ond*trWy atatarwaz has anwrid wd Is ryes"rarl'en W vVW r�Padk,"a.. .I�c .bw._ 4 Y-.al be lamed rw p...MO.L OUR rkoaitl a 1 I—!-NumO+r.17R.5a8a _ y I The Secure PDF market is quickly becoming an attractive bill payment option for both Utilities and consumers.The concept is relatively simple—the customer receives an email with the PDF attachment that can be printed or downloaded as the customer sees fit_The email also includes a link to the City's site to make payment and to review that manth's bill inserts.Since Adobe PDF adoption rates are greater than 90%, replacing a paper bill with a PDF is a natural extension of product most consumers know well. I 20 ®201Z OG Systems Intematona6 Inc.ContlderWil and Proprietary EXHIBIT PAGE ZLO OF 37a Sep 14,2012 2:51:21 PM CDT MdSync,LLC p.31 City of'Piano Bid 2012-2r,S-C �RV 6�S INTERNATIONAL III, -Awl City of Plano CSG c5G prepares elllingsystem Gateway Oil lingsumtraryfvr alstR uticn i CuStt7mer City of Piano Predsinn Email web site Features: • Notify customers of bill through triggered events • personalize message to customer based on account parameters • Attach bill.pdf to the outbound email Secure the bill.pdf based on account credentials • Include color copy of bill.pdf ■ include link to payment options • Provide consistent branding and customer notifications within transactional emaiIs Benefits: • Rich Interactive communications delivered directly into an in box—not requiring a link to a website to retrieve • Higher e-mail bill adoption rates with convenient electronic document delivery • Simplified e-mail Dill access and presentation resulting in faster review of bills and accelerated payment ■ Targeted messaging based on segmentation criteria • Underlying technology and del!vera bility tools to ensure your messages reach the desired customer's inbox • Robust tracking and reporting tools provide visibility into the overall performance of e-mail communications, r r. -Unit of A.e mprion. N easurc Price' Secure e5tatem,ents vyithout Hbsted Registration-Stolt-gip RequesC` $ 4,500 Annual Subscription Fee Annually $ 2,504 Email Transaction Fees Pay As You Go Email $ 0.0705 21 to 7012 CSG Systems Internatwnal,Inc.Comrdentlal grid Nopdetary EXHIBIT B Sep 14,2012 2:51:21 PAA CDT BidSync,LLC PAGE 0F P.32 City of Planer Bld 2012-264-C man d"r alaa CS INTSRNATIONAC I 4 1 Additional Services Pricing to scriphon` pleasure Pr[ce Insertion Fees-automated insertion of optional marketing Insert $ 0.0040 material II Manual Insertion Fee-For hand insertion into 9x12 envelope Mail Piece $ 0.4000 or box Print suppression-data processed not printed (i.e.process for Document $ 0.0280 PDF only) Programming and Development(changes requested by client, Hour $ 125.00 I changes to data File,etc. Unit of I3escriiptivz� ., ='-Pries medgspre Search&ViewBill API-Start-up-CSG Hosted Request WAIVED image archival-CSG Hosted- Fee assessed once as image is [mage $ 0,0036 added to archive Search&ViewBili APE-Maintenance Fee-CSG Hosted Monthly $ 250.041 Historical Image Upload Image $ 0,0{]10 Monthly archive via CD or FTP Transmission Archive $ 50.00 I Pricing is for typical services required to print and mail invoices. Other one-affand/or optional services pricing can be 2] provided upon request,and will be incorporated into a written agreement 3) All postage,mailing and shipping services are pass-through expenses. 4) Internet transmission(SFfP)of all data files. CSG is providing a bank of 60 Programming and'Development he urs at,ng 051 to the Cliy to be used at the City's 5] discretion 22 d1 2412[5G Systefm InternaBonal,Inr-[vnRdential and Fropdetar) EXHIBIT Sep 14,2012 2:51-71 PM CCT BidSyne,LLC PAGE !_ OF ` P.13 i City of Plano Bid 2012-2W, Supplier: CSG Attachment"A" CLIENT WORK HISTORY Vendor is to iist up to three contracts approximately the same scope and size during the past three years_ 1. Client Name: City of Fort Worth Contact Name: John Riggs Phone Number: 817-392-8192 Brief description of service provided: Utility statement printing and mailing. 2, Client Name: City of Garland Contact Name: Mike Rader Phone Number: 972-205-2648 Brief description of service provided: Utility statement printing and mailing; Secure eStatements 3. Ghent Name: CoSery Contact Name. Janet Knight Phone Number: 940-321-7831 Brief description of service provided: Utility statement{printing and mailing. EXHIBIT PAG E �C}F. Sep 14,2012 2:51;21 PM CDT BidSync,LLC p.49 MY of Piano Bid 2072-26,—C Supplier: CSG Attachment "B" Printing Subcontractor Information (if Applicable) 1. Client Name: Leading Edge Printing Contact Name: Address_ 4303 Scutt, 90th Street; Omaha, NE 68127 Phone Number: 4023390400 Brief description of working relationship: Leading Edge printing prints inserts that are used in our mailing facilities. I f I t I I 1 EXHIBIT PAGE 0E � Sep id,2812 2:51:27 Pius C0; BidSync,LLC - p.5a I City vF Plano Bid 2012.264_- Supplier: CSG VVNDOR COMPLIANCE WITH RECIPROCITY ON NON-RESEDENT BIDDERS Govertnnent Code 2252.002 provides that,in order to be awarded a contract as low bidder,a non-resident bidder must bid projects for construction, improvements, supplies or services in Texas at an amount lower than the lowest Texas resident bidder by the same amount that a Texas resilient bidder would be required to underbid a non-resident bidder in order to obtain, a comparable contract in the state in which the non-resident's principal place of business is located. A non-resident bidder is a contractor whose corporate offices or principal place of business is outside of the state of Texas. This requirement does not apply to a contract involving Faderal funds, The appropriate blanks in Section A must be filled out by all out-of-state or non-resident bidders in order for I your bid to meet specifications. The failure of out-of-state or non-resident contractors to do so will automatically disqualify that bidder. Resident bidders must check the blank in Section B. A. Nun-resident vendors in Colorado(ave state), our principal place of business,are required to be 0 percent lower than resident bidders by state law_ A copy of the statute is attached. Nota-resident vendors in (give state),our principal place ofbusiness,are not required to underbid resident bidders. B_ Our principal place of business or corporate offices are in the State of Texas:. BIDDER: I CSG Systems,International Company Englewood Colorado 80112 City - State Zip Cathy Mirek By'(please print) Cathy I4Ttrek Signature Strategic Accounts Manager Title:{please print) EXHIBIT Sep.4.20122:51:21 PM COT BidSync,LLC PAG I~ 3o OF f City of Plano ®id 2012-264-C �,_� � Man ' a THE EATO IN TEP_RATl4NAL TE ;( AS 1errt& SOLICITATION NO. 2012-264-C RFP U77-LITYBLLL PAMI NG, MAILIMG&OFFSET PRINNTING SERVICES I Attachment: for Vendor Compliance to State Law r Colorado statutes: 8'.iS 1 Ot.Alsl,praXwcv�.+testa cD+✓,[rIICK. (1)(A)Pxoe-pr as provtda(1 in ps'tUrasph ib)01701W sutiwaeliurl (I)and on fee€ion 8-18-1C)3, w11CII a --oq -ascr Ir--rnt.,0d1CitZ 6r ffl +.Aces is-he a rva,tle+d[ea a bldda-,a ve%;clr -bidder es rle.nr 41 Irl axRnn 8' l°4-1112(2) b}sH be milowed s prarafaulca 4uui fan w nU n�Cildilir Dldcra¢'Oqual m the 15r®S�r{rep��(jvCtr.ar reypir-1 by Ib-tll",o In whiutr rho"6"V*aitWm btddm is a ooai4or_ [b)Natwi.slalc Fa*ld+s*N 7'^ra�urp'ii(]01-oris 115 -crit n(L) wlice an ia*i1miva ror bids Ibr rr t%o J nrl Tar•+the Pyrohttsa o7r CQtr1l17Gd(ries rvaaglts Fp a lcm.v LLC bad.as pc!'mad IA y.g4'tjpl}246-103-.1(11,1C P-3..aha Ip'Overone GS aaa cion Z4-143-�Ff2.�f�>>t lbPO - (tr)Frxr s1.a y rd�nmerl of tls:ssubt�miiun(Y]y"crarvnsoal)lieta"iewal"udm.s.ayylias.es drnnnri+u+eriian>Z+s- (2)If ri i%dcrc..iined ily the �o.CliDcr.raspDnsdt+lt Rxr�awas111a1s gibe bid [Ilnt mink ti—c,-ilk thi miction ulay cuutw dcx4at ar Lr.Swul t A:Inys wtdi h waWaL nWes-w[sa be+vaih,We plll cl)0 bc- htCarh8L6lVflL w11t1'1 ToyLt1.'PTrtGTllS QT f odaral la-r,IlAx ac:ctloal sha U tit fltoxPcodcd.bm atIV %a 144 C1ntY.L ndcueaery m prcvcnf lr-r IW to atiraifmµta tha.I—u ssitew-Y W^radere)reyviY4mclxr_e .(37 3-his ecction,appllpA to. taptr pa gvafonled by the pmovrevr c cadp lox wti.1-I'D 1 su Y'12.VI'1i[Lu 34_�]Z,S_ 3uvii.r.k W.Zmav-i.AiA44 RC—&REF y.37Q,I- cri V e Mrr 11.L 95-(1)ramnd-1 r.ne(3)Added,P• 26.1,affama"July 1.L.2004:Cl1t;oansn Jpd.P.2].9.1,rlf6rri+oo fSttpwr+l rarvaa mforcnvas:Par pcnarckxo wratorrai concord Ing slam psucruasinq.ase oh--Rwcurarn4eT CD4e"wl.glw 101 sp 112 c"O.34, err.s 2+�xe»cca.s evl_ar�a.ao R�if�>�s-rA "'••••Th'-b CI6tXJ lHMnt t'anacY$ohaisder 041111IliO4 Yt sawlll+nr►fan'a Frac �,ttYaOMtn Cory Suss ion of Vtle Sbrly-t~ighrh Gcrrerat Assembly or the 5tata or Golarado(2¢22-).•,a^ 7rME 34.G617Ei5Lr9 MINT- STATIC OROCYlACMEMM 0668 AoiJ K;Cr�,S>W l..t-CTSblll Apib CC]NYxfzAr=7"P4[LMATLC39V PRI�lC�.METNSIAS rJf.�f,]tJ IZL`�'SELEt.""['I�N 34~103-2023_ ILow u-'badw-;-ar a procad u»s and deta,rhTwntrots-bid p erbrnr.cia, C3.)If ha W°cbw bids are recesv■cr in pon-se to atr)gil ntprgian r[ar taMa r4ra aupply Cnr A4;(', the rw Jour lrsp Pr- eeu res am nael u►r'a�II C')Tr Hra lnw Yrs t1idF arra frnm a"tul+4drtt bidder and a ndnranlea nt bsddvr�my rayrdevrt bkloQ sisal]ba gtxen pmlPervoce ovyr that noarestclant Mlter; o (b) W the row Lia bid..are from rewldaht 6idpars.tfia procQnarnant arr.Ler;35alli (1)a_Jae a fair qna nmaagnapla procotlum for Eeiermining wstictl bidder mcefvt3 the Contract ewarrd debt at a rnin1murn Pr•ovida-v for the Dresevace,at the time and p+aum[tld r3titerm.naClot) is strode,of trio A3prxgra or Yne b[dd6rY'rsaprrdae rrtecivri mrrcL 8n impartial wttr7e-ss;i;tc�rpnated by enc orrlpumm-"of7Maer who la not an employme or deet pncln arartsnL otnoe,`%a¢qn Y'i and (CI)Giver the laldeara of lew,-t five tivain"=days'vfrltterr netlev by eer[I7'rrtd mall of tile d.7tc the deta,erninaativn Witt be made,or Ta prooedura(--alrleio the dotwr 3nat(on,and that the Dl4dora etr the t rClderY reprcarntativas may be p�an►u.herl the aetermirrutiorl Is made; (E)If tete low tla bids ar•rs only from honrasldent owders,rhea pro remanc efifl ar Shell follow the procsc7u m.0 In s boaragruoh9{I)anis(XI)of pa rag rap (ri)or thK subwetl w. [1): (d)^tl 0IL al pDl JCablo provrs.o ns df trate Code that are noc In co ns l at�-nt with%hia%Oct l on Snal1 De. ftai lowed. (2)Ir the procumm�nt nrrlcev iletawrnnlna4 that compliance wicli this ssacrlen w.lii "uSs tlCnlnl of red arar mcne YsThat-ou ld oth ar,-Ada ba ova l to boa or Would otharftft be In•conS+SVent with ftticral taw,thea sc4zlan Snall Lx Auspendad, but oniy to the extant n4eessa ry era prevent don$01 elf the mone"s or Lo all m Ina ie the InconAlsrancy with te47eral law. I+YSTORY=5nurer: L 95; Entire ootti on added,p.2$, § S,effective I-oy.k. W WWW.CSgi.com V 2OU C5Gi s erm Intrrrr213onal,Inc Cordide oaY P^eprL ary EXHIBIT ]] Sep 14,2012 2:54:21 PM CDT 9idSync,LLC PAGE E 'I OF 73r2— P.3a City of POno Bid 2612.264-C Supplier:. CSG 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 bid/proposal have been carefully reviewed and are submitted as correct and final. Vendor further certifies and agrees to famish .any or all products/services upon which prices are extended at the price offered, and upon conditions in the specifications of the Invitation for Bid/Proposal. The following information must be fWed out in its entirety for your proposal to be considered. Company Name; CSG Systems,Inc Address ofPrineipa]Place of Business., 9555 Maroon Circle Englewood,CO 80112 PhorzTax of Principal Place of Business: 303-796-2850 303-200-3333 Address,Phone and Fax of Majority Owner Principal Place of Business: E-mail Address of Representative: caLhy.mirek@csgixom Aulhodzed Representative: Signature: Cathy Nfkek Title: Strategic Accounts Manager Date. 911.2!2412 Printed Name: Cathy Mirek Acknowledgement of Addenda. ill C #2 C #13 C #4 C 95 G 96 G EXHIBT Sep 14.20122:51;21 PM COT Bid-Syne,LLC /'AGE OF—!`'` p.59 EXHIBIT C DOTE FOR UTILITY BILL PRINTING MAILING AND OFFSET PRINTING SERVICES Service Current Revised Dunning Bill package 5 0.0919 $ 0.0715 Per Bill Statement Bill package 3 0.0919 3 0.0720 Per Bill Additional Impressions 3 0.0368 3 0.0350 Per IMP NCOA 3 0.5250 3 0.5000 Per Record Bill Suppression $ 0.0525 3 0,02$0 Per Bill Oversized Group C $ 0.2310 $ 0,4000 Per Bill Oversized Group D&E $ 3.0000 $ 4,0000 Per Bill Additional inserts after 3,3 or under NIC S 0.0040 $ 0.0040 Per piece Offline folding 5 0.0050 $ 0.0050 Per piece Technical Services t r 125.00 $ 125,00 Per Hour jt+ -r k f�C 3_ C C;e C �` !� 0 e grit rt v" .4-4 G EXHIBIT C PAGE 1 OF 1 EXHIBIT Q INSURANCE The Consultant shall carry the following insurance coverage with a company that is licensed to do business in Texas or otherwise approved by the City: 1, Commercial General Liability a. Combined limit of not less than $2,000,000 per occurrence; $4million aggregate or In. Combined limit of not less than $1,000,000 per occurrence; $2,040,000 aggregate and Umbrella Coverage in the amount of $4,000,004. Umbrella policy shall contain a follow- form provision and shall include coverage for personal and advertising injury, c. Defense costs shall be outside the limits of liability. 2. Automobile Liability Insurance covering any vehicle used in providing services under this Agreement, including owned, non-owned, or hired vehicles, with a combined limit of not less than $1,000,000 per occurrence. 3. Professional Liability (Errors & Omissions) in the amount of $1,000,000 per claim and $1,400,000 aggregate limit. 4. Statutory Workers' Compensation and Employers' Liability Insurance requirements per the amount required by statute. 5. Technology Liability (Errors & ©missions) a. Combined limit of not less than $2,000,000 per occurrence; $4million aggregate or b. Combined limit of not less than $1,000,000 per occurrence; $2,000,000 aggregate and Umbrella Coverage in the amount of $4,040,000. Umbrella policy shall contain a follow-form prevision and shall include coverage for personal and advertising injury. The umbrella policy shall cover amounts for any claims not covered by the primary Technology Liability policy. Defense costs shall be outside the limits of liability. (a) Coverage shall include, but not be limited to, the following: (i) Failure to prevent unauthorized access (ii) Unauthorized disclosure of information (iii) Implantation of malicious code or computer virus (iv) Fraud, Dishonest or Intentional Acts with final adjudication language (v) Intellectual Property Infringement coverage, specifically including coverage for intellectual property infringement claims and for indemnification and legal defense of any claims of intellectual property infringement, including infringement of patent, copyright, trade mark or trade secret, brought against the City for use of Deliverables, Software or Services provided by Consultant under this Agreement. Technology coverage may be provided through an endorsement to the Commercial General Liability (CGL) policy, a separate policy specific to Technology E&O, or an umbrella policy that picks up coverage after primary coverage is exhausted. Either is acceptable if coverage meets all other requirements. Technology coverage shall be written to indicate that legal costs and fees are considered outside of the policy limits and shall not erode limits of liability. Any deductible will be the sole responsibility of the Consultant and may not exceed $50.000 without the written approval of the City. Coverage shall be claims-made, with a retroactive or prior acts date that is on or before the effective date of this Agreement. Coverage shall be maintained for the EXHIBIT D PAGE 1 OF 2 -duration of the contractual agreement and for two (2) years following completion of services provided. An annual certificate of insurance, or a full copy of the policy if requested, shall be submitted to the City to evidence coverage. 6. Any other insurance as reasonably requested by City. General Insurance Requirements: 1. All applicable policies shall name the City as an additional insured thereon,. as its interests may appear. The term City shall include its employees, officers, officials, agents, and volunteers in respect to the contracted services. 2. The workers' compensation policy shall include a Waiver of Subrogation (Right of Recovery) in favor of the City of Fort Worth, 3. A minimum of Thirty (30) days' notice of cancellation or reduction in limits of coverage shall be provided to the City. Ten (10) days' notice shall be acceptable in the event of non-payment of premium. Notice shall be sent to the Risk Manager, City of Fort Worth, 1000 Throckrnorton, Fort 'Worth, Texas 76102, with copies to the City Attorney at the same address. 4. The insurers for all policies must be licensed and/or approved to do business in the State of Texas. All insurers must have a minimum rating of A- VII in the current A,M_ Best Key Rating Guide, or have reasonably equivalent financial strength and solvency to the satisfaction of Risk Management. If the rating is below that required, written approval of Risk Management is required. 5. Any failure on the part of the City to request required insurance documentation shall not constitute a waiver of the insurance requirement. 6. Certificates of Insurance evidencing that the Consultant has obtained all required insurance shall be delivered to and approved by the City's Risk Management Division prior to execution of this Agreement. EXHIBIT D PAGE 2 OF 2 EXHIBIT E CONFLICT OF INTEREST QUESTIONNAIRE FORM CIQ For vendor or other person doing business with local governmental entity OFFICE USE ONLY This questionnaire is being tiled in accordance with chapter 176 of the Local Date Received Govemment Code by a person doing business with the governmental entity. By law this questionnaire must be fled with the records administrator of the local government not later than the 7th business day after the date the person becomes aware of facts that require the statement to be filed. See Section 176.005,Local Government Code. A person commits an offense if the person violates Section 175.006,Local Government Code. An offense under this section is a Class C misdemeanor. i. Name of person doing business with local governmental entity. 2. Check this box if you are filing an update to a previously filed questionnaire. (The law requires that you file an updated completed questionnaire with the appropriate filing authority not later than September l of the year for which an activity described in Section 175.006(a), Local Government Code, is pending and not later than the 7th business day after the date the originally filed questionnaire becomes incomplete or inaccurate.) I 3. Describe each affiliation or business relationship with an employee or contractor of the local governmental entity who makes recommendations to a local government officer of the local governmental entity with respect to expenditure of money. 4. Describe each affiliation or business relationship with a person who is a local government officer and who appoints or employs a local government officer of the local governmental entity that is the subject of this questionnaire. EXHIBIT E PAGE 1 OF 2 CONFLICT OF INTEREST QUESTIONNAIRE FORM CIQ For vendor or other person doing business with focal governmental entity Page 2 5. Name of local government officer with whom filer has affiliation or business relationship. (Complete this section only if the answer to A, B, or C is YES.) This section, item 5 including subparts A, B, C & D, must be completed for each officer with whom the filer has affiliation or business relationship. Attach additional pages to this Form CIQ as necessary. A. Is the local government officer named in this section receiving or likely to receive taxable income from the filer of the questionnaire? ❑ Yes ❑ No 8. Is the filer of the questionnaire receiving or likely to receive taxable income from or at the direction of the local government officer named in this section AND the taxable income is not from the local governmental entity? ❑ Yes ❑ No C. Is the filer of this questionnaire affiliated with a corporation or other business entity that the local government officer serves as an officer or director, or holds an ownership of 10 percent or more? ❑ Yes ❑ No D. Describe each affiliation or business relationship.. 6. Describe any other affiliation or business relationship that might cause a conflict of interest. rn I. Signature of person doing business with the governmental entity Date EXHIBIT E PAGE 2 OF 2 M&C Review Page i of Official site or the City of fan Waith,texas CITY COUNCIL AGENDA FoRTIVORT1111 COUNCIL ACTION: Approved on 61212015 DATE: 6/212015 REFERENCE NO,: P-11757 LOG NAME: 13P15-0201 DATAPROSE EW CODE: P TYPE: NON- PUBLIC CONSENT HEARING: NO SUBJECT: Authorize Execution of a Contract with DataProse, LLC, for an Estimated Amount of $1,567,000.00 for the Initial Term, Using a Cooperative Contract to Provide Utility Bill Printing and Mailing for the Water Department (ALL COUNCIL DISTRICTS) RECOMMENDATION: It is recommended that the City Council authorize the execution of a contract with DataProse. LLC, for an estimated amount of$1,567,000.00 for the initial term, using the City of Plano's Contract No. 2012-264-C to provide utility bill printing and mailing for the Water Department. DISCUSSION: In 2009, the Water Department entered into a contract with DataProse. LLC. to produce utility billing statements and delinquency letters for the Water Department and to manage mailing of the correspondence. The City's current contract expired on February 9, 2015 and the Water Department recommends entering into another contract with the same vendor for continued services. In 2012, the City of Plano completed another Request for Proposals (REP) process and again selected DataProse, LLC, for utility bill printing and mailing services. Sixteen companies submitted proposals, DataProse, LLC, offered the best pricing and services. The City of Plano currently uses the same SunGard Public Sector billing system as the City of Fort Worth. Plano's RFP process meets the City of Fort Worth's standards for competitively selecting a vendor. Furthermore, Plano's selected vendor meets specifications related to the Water Department's SunGard Public Sector billing system and complies with United States Postal Service regulations. The Water Department desires to enter into a new contract with DataProse, LLC, for continued utility bill printing and mailing services based off the established cooperative purchasing contract with the City of Plano. Entering into a new contract with DataProse, LLC, will reduce the Water Department's costs for bill printing and mailing of its 3.1 million assorted pieces by over '$62,000.00 per year. It is estimated that the Water Department will spend $1,567.000.00 during the initial term of the new contract. Of that amount. approximately $1,250.000.00 will be spent on postage. This figure includes projected increases in the number of customer accounts. With 80 percent of the contract expense being postage, it should be noted that because the Water Department staff is unable to predict whether or not a postage increase will occur, the overall amount of the Agreement could increase. COOPERATIVE PURCHASE - State law provides that a local government purchasing an item under a Cooperative Purchasing Agreement satisfies State laws requiring that the local government seek competitive bids for purchase of the item. The City of Plano's Contract No 2012-264-C was competitively bid to increase and simplify the purchasing power of local government entities. PRICE ANALYSIS - There is a 21 percent price decrease compared to the Agreement awarded on December 15, 2009 (M&C P-11072) The Water Department has reviewed the pricing and determined it fair and reasonable. http:llapps.cfwnet.orglcoluicil_packet1mc_review.asp`1D=?1038&councildate=612i 10l 6 _;i1'?111 M&C Revievv Page 2 of 2 MANBE OFFICE - A waiver of the goal for MBE/SBE subcontracting requirements was requested by the purchasing Division and approved by the MIWBE Office, in accordance with the BIDE Ordinance, because the purchase of goods or services is from sources where subcontracting or supplier opportunities are negligible. ADMINISTRATIVE CHANGE ORDER - An administrative change order or increase may be made by the City Manager or his designee for the amount up to $50,000.00 and does not require specific City Council approval as long as sufficient funds have been appropriated. AGREEMENT TERMS - Upon City Council approval, the initial term of this Contract will begin immediately upon the expiration of the existing contract on February 10, 2015 and will continue through February 20, 2016 to coincide with the dates of the City of Plano's Contract No. 2012-264-C. RENEWAL OPTIONS -This Contract may be renewed for one additional one year term at the City's option, in accordance with the terms of the City of Piano's contract. This action does not require specific City Council approval provided that the City Council has appropriated sufficient funds to satisfy the City's obligations during the renewal terns. FISCAL INFORMATIONICERTIFICATION: The approval of this action provides purchasing authority up to $1,567,000.00, as specified. The Financial Management Services Director certifies that funds are available in the current operating budget, as appropriated, of the Water Department and that prior to an expenditure being made, the Water Department has the responsibility to validate the availability of funds. BQN115-02011EW TO Fund/AccounVCenters FROM Fund/Account/Centers Submitted for City Manager's Office by: Susan Alanis (8180) Originating Department Mead: Aaron Bovos {8517} Jack Dale (8357) Additional Information Contact: Eryck Walker X6610) ATTACHMENTS http:l/apps.cfwnet.org/council_packet/mc_rev'lew.asp?ID=21038&councildate=6/2/201 s 6/30/2015