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101-21 - The Masters Touch - ContractCITY OF PORT ORCHARD PROFESSIONAL SERVICES AGREEMENT THIS Agreement is made effective as of the 26th day of October 2021, by and between the City of Port Orchard, a municipal corporation, organized under the laws of the State of Washington, whose address is: CITY OF PORT ORCHARD, WASHINGTON (hereinafter the "CITY") 216 Prospect Street Port Orchard, Washington 98366 Contact: Mayor Robert Putaansuu Phone: 360.876.4407 Fax: 360.895.9029 and The Master's Touch a corporation, organized under the laws of the State of Washington, doing business at: The Master's Touch (hereinafter the "CONSULTANT") 1405 N Ash Street Spokane, WA 99201 Contact: Jim Cote Phone:800-301-1347 Fax:509-326-7214 for professional services in connection with the following Project: Utility Bill Print, Insert, and MailingServices TERMS AND CONDITIONS 1. Services by Consultant. A. The Consultant shall perform the services described in the Scope of Work attached to this Agreement as Exhibit " A_." The services performed by the Consultant shall not exceed the Scope of Work without prior written authorization from the City. In performing such services, the Consultant shall at all times comply with all Federal, State, and local laws and regulations applicable to the performance of such services. The Consultant shall perform the services diligently and completely in accordance with professional standards of conduct and performance for Consultant's profession. B. The City may from time to time require changes or modifications in the Scope of Work. Such changes, including any decrease or increase in the amount of compensation, shall be agreed to by the parties and incorporated in written amendments to the Agreement. 2. Schedule of Work. A. The Consultant shall perform the services described in the Scope of Work in accordance with the tasks identified within Exhibit "_A " and the terms of this Agreement. If delays beyond the Consultant's reasonable control occur, the parties will negotiate in good faith to determine whether an extension is appropriate. City of Port Orchard and The Masters Touch Professional Service Agreement Contract No. 101-21 U:\_UB\Statement Outsourcing- RFA MASTER 2020 Prof Svcs templatadocx 1 of 10 Rev 7/18/2019 B. The Consultant is authorized to proceed with services upon receipt of a written Notice to Proceed. 3. Terms. This Agreement shall commence on November 1, 2021 ("Commencement Date") and shall terminate October 31. 2024 unless extended or terminated in writing as provided herein. The City reserves the right to offer five (5) one-year extensions prior to contract expiration to retain the selected company's services. 4. Compensation. ❑ LUMP SUM. Compensation for these services shall be a Lump Sum of $ ►I❑ TIME AND MATERIALS NOT TO EXCEED. Compensation for these services shall not exceed $12.000 1 per calendar year without written authorization and will be based on the list of billing rates and reimbursable expenses attached hereto as Exhibit "_A_." In addition to the per calendar cap, the City of Port Orchard will prepay a postage account in the amount $1,500 with The Master's Touch for postage costs charged by USPS for City of Port Orchard customers at the time of mailing. The city will then replenish the account for the cost of actual postage paid to USPS monthly. 5. Payment. A. The Consultant shall maintain time and expense records and provide them to the City monthly after services have been performed, along with monthly invoices in a format acceptable to the City for work performed to the date of the invoice. B. All invoices shall be paid by City warrant within thirty (30) days of receipt of a proper invoice. If the City objects to all or any portion of any invoice, it shall so notify the Consultant of the same within fifteen (15) days from the date of receipt and shall pay that portion of the invoice not in dispute, and the parties shall immediately make every effort to settle the disputed portion. C. The Consultant shall keep cost records and accounts pertaining to this Agreement available for inspection by City representatives for three (3) years after final payment unless a longer period is required by a third -party agreement. Copies shall be made available on request. D. On the effective date of this Agreement (or shortly thereafter), the Consultant shall comply with all federal and state laws applicable to independent contractors, including, but not limited to, the maintenance of a separate set of books and records that reflect all items of income and expenses of the Consultant's business, pursuant to Revised Code of Washington (RCW) 51.08.195, as required by law, to show that the services performed by the Consultant under this Agreement shall not give rise to an employer - employee relationship between the parties, which is subject to Title 51 RCW, Industrial Insurance. E. If the services rendered do not meet the requirements of the Agreement, the Consultant will correct or modify the work to comply with the Agreement. The City may withhold payment for such work until the work meets the requirements of the Agreement. 6. Discrimination and Compliance with Laws City of Port Orchard and—Maatera Touch Profession! Service Agreement Contract No. 101-21 U:\_UMStatement Outsourcing - RFPWASTER 2020 ProFSvcs template.docx 2of10 Rev 7/18/2019 A. The Consultant agrees not to discriminate against any employee or applicant for employment or any other person in the performance of this Agreement because of race, creed, color, national origin, marital status, sex, age, disability, or other circumstance prohibited by federal, state, or local law or ordinance, except for a bona fide occupational qualification. B. Even though the Consultant is an independent contractor with the authority to control and direct the performance and details of the work authorized under this Agreement, the work must meet the approval of the City and shall be subject to the City's general right of inspection to secure the satisfactory completion thereof. The Consultant agrees to comply with all federal, state and municipal laws, rules and regulations that are now effective or become applicable within the term(s) of this Agreement to the Consultant's business, equipment and personnel engaged in operations covered by this Agreement or accruing out of the performance of such operations. C. The Consultant shall obtain a City of Port Orchard business license prior to commencing work pursuant to a written Notice to Proceed. D. Violation of this Paragraph 6 shall be a material breach of this Agreement and grounds for cancellation, termination, or suspension of the Agreement by the City, in whole or in part, and may result in ineligibility for further work for the City. 7. Relationship of Parties. The parties intend that an independent contractor -client relationship will be created by this Agreement. As the Consultant is customarily engaged in an independently established trade which encompasses the specific service provided to the City hereunder, no agent, employee, representative or sub -consultant of the Consultant shall be or shall be deemed to be the employee, agent, representative or sub -consultant of the City. In the performance of the work, the Consultant is an independent contractor with the ability to control and direct the performance and details of the work, the City being interested only in the results obtained under this Agreement. None of the benefits provided by the City to its employees, including but not limited to compensation, insurance, and unemployment insurance, are available from the City to the employees, agents, representatives or sub -consultants of the Consultant. The Consultant will be solely and entirely responsible for its acts and for the acts of its agents, employees, representatives and sub -consultants during the performance of this Agreement. The City may, during the tern of this Agreement, engage other independent contractors to perform the same or similar work that the Consultant performs hereunder. 8. Suspension and Termination of Agreement A. Termination without cause. This Agreement may be terminated by the City at any time for public convenience, for the Consultant's insolvency or bankruptcy, or the Consultant's assignment for the benefit of creditors. B. Termination with cause. This Agreement may be terminated upon the default of the Consultant and the failure of the Consultant to cure such default within a reasonable time after receiving written notice of the default. C. Rights Upon 'termination. City of Port Orchard and 1"014ela -�a Pt Professional Service Agreement Contract No. 101-21 U:\_MStatement Outsourcing- RFP\MAST'ER 2020 Prof Svcs template.docx 3of10 Rev 7/18/2019 1. With or Without Cause. Upon termination for any reason, all finished or unfinished documents, reports, or other material or work of the Consultant pursuant to this Agreement shall be submitted to the City, and the Consultant shall be entitled to just and equitable compensation for any satisfactory work completed prior to the date of termination, not to exceed the total compensation set forth herein. The Consultant shall not be entitled to any reallocation of cost, profit or overhead. The Consultant shall not in any event be entitled to anticipated profit on work not performed because of such termination. The Consultant shall use its best efforts to minimize the compensation payable under this Agreement in the event of such termination. Upon termination, the City may take over the work and prosecute the same to completion, by contract or otherwise. 2. Default. If the Agreement is terminated for default, the Consultant shall not be entitled to receive any further payments under the Agreement until all work called for has been fully performed. Any extra cost or damage to the City resulting from such default(s) shall be deducted from any money due or coming due to the Consultant. The Consultant shall bear any extra expenses incurred by the City in completing the work, including all increased costs for completing the work, and all damage sustained, or which may be sustained, by the City by reason of such default. D. Suspension. The City may suspend this Agreement, at its sole discretion. Any reimbursement for expenses incurred due to the suspension shall be limited to the Consultant's reasonable expenses, and shall be subject to verification. The Consultant shall resume performance of services under this Agreement without delay when the suspension period ends. E. Notice of Termination or Suspension. If delivered to the Consultant in person, termination shall be effective immediately upon the Consultant's receipt of the City's written notice or such date as stated in the City's notice of termination, whichever is later. Notice of suspension shall be given to the Consultant in writing upon one week's advance notice to the Consultant. Such notice shall indicate the anticipated period of suspension. Notice may also be delivered to the Consultant at the address set forth in Section 15 herein. 9. Standard of Care. The Consultant represents and warrants that it has the requisite training, skill and experience necessary to provide the services under this Agreement and is appropriately accredited and licensed by all applicable agencies and governmental entities. Services provided by the Consultant under this Agreement will be performed in a manner consistent with that degree of care and skill ordinarily exercised by members of the same profession currently practicing in similar circumstances. 10. Ownership of Work Product. A. All data, materials, reports, memoranda, and other documents developed under this Agreement whether finished or not shall become the property of the City, shall be forwarded to the City at its request and may be used by the City as it sees fit. Upon termination of this Agreement pursuant to paragraph 8 above, all finished or unfinished documents, reports, or other material or work of the Consultant pursuant to this Agreement shall be submitted to the City. Any reuse or modification of such documents, reports or other material or work of the Consultant for purposes other than those intended by the Consultant in its scope of services under this Agreement shall be at the City's risk. B. All written information submitted by the City to the Consultant in connection with the services performed by the Consultant under this Agreement will be safeguarded by the Consultant to at least the same extent as the Consultant safeguards like information relating to its own business. If such City of Port Orchard and The Mastees Touch Professional Service Agreement Contract No. 707-21 U:\_UB\Statement Outsourcing - RPPWASTER 2020 Prof Svcs template docx 4of10 Rev 7/18/2019 information is publicly available or is already in the Consultant's possession or known to it, or is rightfully obtained by the Consultant from third parties, the Consultant shall bear no responsibility for its disclosure, inadvertent or otherwise. The Consultant is permitted to disclose any such information only to the extent required by law, subpoena or other court order. 11. Work Performed at the Consultant's Risk. The Consultant shall take all precautions necessary and shall be responsible for the safety of its employees, agents and sub -consultants in the performance of the work hereunder, and shall utilize all protection necessary for that purpose. All work shall be done at the Consultant's own risk, and the Consultant shall be responsible for any loss of or damage to materials, tools, or other articles used or held by the Consultant for use in connection with the work. 12. Indemnification. The Consultant shall defend, indemnify and hold the City, its officers, officials, employees, agents and volunteers harmless from any and all claims, injuries, damages, losses or suits, including all legal costs and attorneys' fees, arising out of or resulting from the acts, errors or omissions of the Consultant in performance of this Agreement, except for injuries or damages caused by the sole negligence of the City. Should a court of competent jurisdiction determine that this Agreement is subject to RCW 4.24.115, then, in the event of liability for damages arising out of bodily injury to persons or damages to property caused by or resulting from the concurrent negligence of the Consultant and the City, its officers, officials, employees, agents and volunteers, the Consultant's liability hereunder shall be only to the extent of the Consultant's negligence. The provisions of this section shall survive the expiration or termination of this Agreement. IT IS FURTHER SPECIFICALLY AND EXPRESSLY UNDERSTOOD THAT THE INDEMNIFICATION PROVIDED HEREIN CONSTITUTES THE CONSULTANT'S WAIVER OF IMMUNITY UNDER INDUSTRIAL INSURANCE, TITLE 51 RCW, SOLELY FOR THE PURPOSES OF THIS INDEMNIFICATION. THE PARTIES FURTHER ACKNOWLEDGE THAT THEY HAVE MUTUALLY NEGOTIATED THIS WAIVER. 13. Insurance. The Consultant shall procure and maintain for the duration of this Agreement, insurance against claims for injuries to persons or damage to property which may arise from or in connection with the performance of the work hereunder by the Consultant, its agents, representatives, or employees. A. Minimum Scope of Insurance Consultant shall obtain insurance of the types described below: 1. Automobile Liability insurance covering all owned, non -owned, hired and leased vehicles. Coverage shall be written on Insurance Services Office (ISO) form CA 00 01 or a substitute form providing equivalent liability coverage. If necessary, the policy shall be endorsed to provide contractual liability coverage. 2. Commercial General Liability insurance shall be written on ISO occurrence form CG 00 01 or a substitute form providing equivalent liability coverage and shall cover liability arising from premises, operations, independent contractors and personal injury and advertising injury. The City shall be named by endorsement as an additional City of Port Orchard and The Masters Touch Professional Service Agreement Contract No. 101-21 U:\_UB\Statement Outsourcing - RFP\MASTER 2020 Prof Svcs template doex 5 of 10 Rev 7/18/2019 insured under the Consultant's Commercial General Liability insurance policy with respect to the work performed for the City. 3. Workers' Compensation coverage as required by the Industrial Insurance laws of the State of Washington. 4. Professional Liability insurance appropriate to the Consultant's profession. B. Minimum Amounts of Insurance Consultant shall maintain the following insurance limits: 1. Automobile Liability insurance with a minimum combined single limit for bodily injury and property damage of $1,000,000 per accident. 2. Commercial General Liability insurance shall be written with limits no less than $1,000,000 each occurrence, $2,000,000 general aggregate. 3. Workers' Compensation Employer's Liability each accident $1,000,000, Employer's Liability Disease each employee $1,000,000, and Employer's Liability Disease — Policy Limit $1,000,000. 4. Professional Liability insurance shall be written with limits no less than $1,000,000 per claim and $1,000,000 policy aggregate limit. C. Other Insurance Provisions The insurance policies are to contain, or be endorsed to contain, the following provisions for Automobile Liability, Professional Liability and Commercial General Liability insurance: 1. The Consultant's insurance coverage shall be primary insurance as respect the City. Any insurance, self-insurance, or insurance pool coverage maintained by the City shall be excess of the Consultant's insurance and shall not contribute with it. 2. The Consultant shall provide the City with written notice of any policy cancellation, within two business days of their receipt of such notice. 3. The City will not waive its right to subrogation against the Consultant. The Consultant's insurance shall be endorsed acknowledging that the City will not waive their right to subrogation. The Consultant's insurance shall be endorsed to waive the right of subrogation against the City, or any self-insurance, or insurance pool coverage maintained by the City. 4. If any coverage is written on a "claims made" basis, then a minimum of a three (3) year extended reporting period shall be included with the claims made policy, and proof of this extended reporting period provided to the City. D. Acceptability of Insurers Insurance is to be placed with insurers with a current A.M. Best rating of not less than A: VII. City of Port Orchard and The Mestees Touch Professional Service Agreement Contract No. 101-21 U:\_UB\Statement Outsourcing - RFP\MASTER 2020 Prof Svcs template.docx 6of10 Rev 7/18/2019 E. Verification of Coverage The Consultant shall furnish the City with original certificates and a copy of the amendatory endorsements, including but not necessarily limited to the additional insured endorsement, evidencing the insurance requirements of the Consultant before commencement of the work. 14. Assigning or Subcontracting. The Consultant shall not assign, transfer, subcontract or encumber any rights, duties, or interests accruing from this Agreement without the express prior written consent of the City, which consent may be withheld in the sole discretion of the City. 15. Notice. Any notices required to be given by the City to the Consultant or by the Consultant to the City shall be in writing and delivered to the parties at the following addresses: Robert Putaansuu Mayor 216 Prospect Street Port Orchard, WA 98366 Phone: 360.876.4407 Fax: 360.895.9029 CONSULTANT The Master's Touch 1405 N Ash Street Spokane, WA 99201 Phone: 800-301-1347 Fax: 509-326-7214 16. Resolution of Disputes and Governing Law. A. Should any dispute, misunderstanding or conflict arise as to the terms and conditions contained in this Agreement, the matter shall first be referred to the Mayor, who shall determine the term or provision's true intent or meaning. The Mayor shall also decide all questions which may arise between the parties relative to the actual services provided or to the sufficiency of the performance hereunder. B. If any dispute arises between the City and the Consultant under any of the provisions of this Agreement which cannot be resolved by the Mayor's determination in a reasonable time, or if the Consultant does not agree with the Mayor's decision on a disputed matter, jurisdiction of any resulting litigation shall be filed in Kitsap County Superior Court, Kitsap County, Washington. C. This Agreement shall be governed by and construed in accordance with the laws of the State of Washington. In any suit or action instituted to enforce any right granted in this Agreement, the substantially prevailing party shall be entitled to recover its costs, disbursements, and reasonable attorneys' fees from the other party. 17. General Provisions. A. Non -waiver of Breach. The failure of either party to insist upon strict performance of any of the covenants and agreements contained herein, or to exercise any option herein contained in one or more instances, shall not be construed to be a waiver or relinquishment of said covenants, agreements, or options, and the same shall be in full force and effect. City of Port Orchard and m, Mir. r-wn Professional Service Agreement Contract No. 101-21 U:\_UB\Statement Outsourcing - RFP\MASTER 2020 Prof Svcs templatcdocx 7of10 Rev 7/18/2019 B. Modification. No waiver, alteration, modification of any of the provisions of this Agreement shall be binding unless in writing and signed by a duly authorized representative of the City and the Consultant. C. Severability. The provisions of this Agreement are declared to be severable. If any provision of this Agreement is for any reason held by a court of competent jurisdiction to be invalid or unconstitutional, such invalidity or unconstitutionality shall not affect the validity or constitutionality of any other provision. D. Entire Agreement. The written provisions of this Agreement, together with any Exhibits attached hereto, shall supersede all prior verbal statements of any officer or other representative of the City, and such statements shall not be effective or be construed as entering into or forming a part of or altering in any manner whatsoever, the Agreement or the Agreement documents. The entire agreement between the parties with respect to the subject matter hereunder is contained in this Agreement and the Exhibits attached hereto, which may or may not have been dated prior to the execution of this Agreement. All of the above documents are hereby made a part of this Agreement and form the Agreement document as fully as if the same were set forth herein. Should any language in any of the Exhibits to this Agreement conflict with any language contained in this Agreement, then this Agreement shall prevail. 18. Title VI The City of Port Orchard, in accordance with Title VI of the Civil Rights Act of 1964, 78 Stat. 252, 42 U.S.C. 2000d to 2000d-4 and Title 49, Code of Federal Regulations, Department of Transportation subtitle A, Office of the Secretary, Part 21, nondiscrimination in federally assisted programs of the Department of Transportation issued pursuant to such Act, must affirmatively insure that its contracts comply with these regulations. Therefore, during the performance of this Agreement, the Consultant, for itself, its assignees, and successors in interest agrees as follows: 1. Compliance with Regulations: The Consultant will comply with the Acts and the Regulations relative to Nondiscrimination in Federally -assisted programs of the U.S. Department of Transportation, Federal Highway Administration (FHWA), as they may be amended from time to time, which are herein incorporated by reference and made a part of this Agreement. 2. Nondiscrimination: The Consultant, with regard to the work performed by it during this Agreement, will not discriminate on the grounds of race, color, national origin, sex, age, disability, income -level, or LEP in the selection and retention of subcontractors, including procurements of materials and leases of equipment. The Consultant will not participate directly or indirectly in the discrimination prohibited by the Acts and the Regulations as set forth in Appendix A, attached hereto and incorporated herein by this reference, including employment practices when this Agreement covers any activity, project, or program set forth in Appendix B of 49 C.F.R. part 21. 3. Solicitations for Subcontracts, Including Procurements of Materials and Equipment: In all solicitations, either by competitive bidding, or negotiation made by the Consultant for work to be performed under a subcontract, including procurements of materials, or leases of equipment, each potential subcontractor or supplier will be notified by the Consultant of the Consultant's City of Port Orchard and Tna master: Toth Professional Service Agreement Contract No. 101-21 U:\_UB\Statement Outsourcing - RPPWASTER 2020 Prof Svcs template docx Rev 7/18/2019 8 of 10 obligations under this Agreement and the Acts and the Regulations relative to Non-discrimination on the grounds of race, color, national origin, sex, age, disability, income -level, or LEP. Information and Reports: The Consultant will provide all information and reports required by the Acts, the Regulations and directives issued pursuant thereto and will permit access to its books, records, accounts, other sources of information, and its facilities as may be determined by the City or the FHWA to be pertinent to ascertain compliance with such Acts, Regulations, and instructions. Where any information required of the Consultant is in the exclusive possession of another who fails or refuses to furnish the information, the Consultant will so certify to the City or the FHWA, as appropriate, and will set forth what efforts it has made to obtain the information. Sanctions for Noncompliance: In the event of the Consultant's noncompliance with the Non- discrimination provisions of this Agreement, the City will impose such contract sanctions as it or the FHWA may determine to be appropriate, including, but not limited to: 1. withholding payments to the Consultant under the Agreement until the contractor complies; and/or 2. cancelling, terminating, or suspending the Agreement, in whole or in part. Incorporation of Provisions: The Consultant will include the provisions of paragraphs one through six in every subcontract, including procurements of materials and leases of equipment, unless exempt by the Acts, the Regulations and directives issued pursuant thereto. The Consultant will take action with respect to any subcontract or procurement as the City or the FHWA may direct as a means of enforcing such provisions including sanctions for noncompliance. Provided, that if the Consultant becomes involved in, or is threatened with litigation by a subcontractor, or supplier because of such direction, the Consultant may request the City to enter into any litigation to protect the interests of the City. In addition, the Consultant may request the United States to enter into the litigation to protect the interests of the United States. IN WITNESS WHEREOF, the parties have executed this Agreement on the day and year set forth above. CITY OF PORT ORCHARD, CONSULTANT WASI,NGTON r By: By: Robert Putaanstiu, Mayor Name: Jim Cote ATTEST/ACITH CATE: Owner Title: By: randy inearson, MMC \rrs rrrrr City Clerk SA ,% pQRT OR',*,., APPROVED AS TO FORM: r,�``y�. - ?,P By: f c am—= _; ' T - Charlotte A. Archer, Qty Att City of Port Orchard and The Maslefs Touch 101-21 Professional Service Agreement Contract No. U1_UB\Statement Outsourcing - RFP\MASTER 2020 Prof Svcs template docx 9of10 Rev 7/18/2019 APPENDIX A During the performance of this Agreement, the Consultant, for itself, its assignees, and successors in interest agrees to comply with the following non-discrimination statutes and authorities; including but not limited to: Pertinent Non -Discrimination Authorities: • Title VI of the Civil Rights Act of 1964 (42 U S.C. § 2000d et seq., 78 stat. 252), (prohibits discrimination on the basis of race, color, national origin); and 49 C.F.R. Part 21. • The Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, (42 U.S.C. § 4601), (prohibits unfair treatment of persons displaced or whose property has been acquired because of Federal or Federal -aid programs and projects); • Federal -Aid Highway Act of 1973, (23 U.S.C. § 324 et seq.), (prohibits discrimination on the basis of sex); ■ Section 504 of the Rehabilitation Act of 1973, (29 U.S.C. § 794 et seq.), as amended, (prohibits discrimination on the basis of disability); and 49 C.F.R. Part 27; • The Age Discrimination Act of 1975, as amended, (42 U S.C. § 6101 et seq.), (prohibits discrimination on the basis of age); ■ Airport and Airway Improvement Act of 1982, (49 USC§ 471, Section 4 7123), as amended, (prohibits discrimination based on race, creed, color, national origin, or sex); • The Civil Rights Restoration Act of 1987, (PL 100-209), (Broadened the scope, coverage and applicability of Title VI of the Civil Rights Act of 1964, The Age Discrimination Act of 1975 and Section 504 of the Rehabilitation Act of 1973, by expanding the definition of the terms "programs or activities" to include all of the programs or activities of the Federal -aid recipients, sub - recipients and contractors, whether such programs or activities are Federally funded or not); • Titles II and III of the Americans with Disabilities Act, which prohibit discrimination on the basis of disability in the operation of public entities, public and private transportation systems, places of public accommodation, and certain testing entities (42 U.S.C. §§ 12131-12189) as implemented by Department of Transportation regulations at 49 C.P.R. parts 37 and 38; • The Federal Aviation Administration's Non-discrimination statute (49 U.S.C. § 47123) (prohibits discrimination on the basis of race, color, national origin, and sex); • Executive Order 12898, Federal Actions to Address Environmental Justice in Minority Populations and Low -Income Populations, which ensures discrimination against minority populations by discouraging programs, policies, and activities with disproportionately high and adverse human health or environmental effects on minority and low-income populations; • Executive Order 13166, Improving Access to Services for Persons with Limited English Proficiency, and resulting agency guidance, national origin discrimination includes discrimination because of limited English proficiency (LEP). To ensure compliance with Title VI, you must take reasonable steps to -ensure that LEP persons have meaningful access to your programs (70 Fed. Reg. at 74087 to 74100); ■ Title IX of the Education Amendments of 1972, as amended, which prohibits you from discriminating because of sex in education programs or activities (20 U.S.C. 1681 et seq). City of Port Orchard and T^,',—T-1 Professional Service Agreement Contract No. 101-21 UA UB\Slatement Outsourcing - RFP\MASTER 2020 Prof Svcs template docx 10 of 10 Rev 7/18/2019 I1: Contact: Jim Cote ` (800) 301-1347 masters@themasterstouch.com NO I City of Port Orchard RFP for Utility Bill Printing and Mailing Services (800) 301 - 1347 Q www.themasterstouch.com Aff (509) 326- 7475 masters@themasterstouch.com Dear Kathy Cain and the City of Port Orchard, Date: 09/09/2021 The Master's Touch, LLC is pleased to present this response to the City of Port Orchard, WA, based on its request for proposal for Utility Bill Print, Insert, and Mail Services, due September 14, 2021. TMT is confident that our offering and benefits will continue provide the City and its customers with the greatest value in the market today. In addition to your core requirements, TMT has provided cost savings alternatives and made mention of added features we are able to provide, including our online statement presentment solution and IMb Trace technology. TMT has been in business since 1994 and provides utility bill printing and mailing services to hundreds of municipalities in 28 states across the country. Our clients range in size from 5,000 to over 1 million statements per year and we printed over 33 million statements in 2020. All of our work is completed in house with no subcontracting whatsoever. Why Choose The Master's Touch, LLC? • One of a small handful of mail service providers in the country that are USPS Full Service and Seamless certified, which guarantees the City of Port Orchard the lowest cost presort possible with postage rates that are never marked up. • Ability to provide statements electronically though our secure web -based eNotices portal.This opt -in system, which currently stores some 75 million statements for over 400,000 users across the country, allows City customer service access and provides automated email notifications when statements become available. • State of the art technology that allows you to update the look and feel of your statements, including the ability to add more color to your logo, along with bolded headlines and colored variable data. With these changes, you can encourage your customers to take action by drawing their attention to critical information, in addition to simplifing document navigation, supporting your branding efforts, and strengthening the aesthetic appeal of your statements at no additional cost! Even further, TMT is offering all graphics and data revisions required to fully utilize this new opportunity at no charge! ADDRESS: 1405 N. Ash Street, Spokane, WA 99201 (800) 301 - 1347 Q www.themasterstouch com Aff (S09) 326 - 747S masters@thernasterstouch.com • No need to order preprinted stock or worry about expensive inventory or product spoilage thanks to our full -color, "White Paper Factory" variable printing capabilities. Now you can print only what is needed rather than preprinting an excess number of forms based upon projections of how many parcels may be in the final data file. You pay only for what you use! • Our famous "Second Mile" customer service, which includes friendly, timely and personalized guidance from your current Mission Manager, Ann Cote, who will continue to give your jobs special attention to potential cost savings. Anne has decades of experience coordinating the design and printing of utility statement projects, including eight years of experience working with the City of Port Orchard. As a USPS-certified Mail Design Professional, Ann strives to consistently improve customer satisfaction through effective project management, proactive problem solving, and successful resolutions. TMT is an experienced and proven mail service vendor that provides unequalled technical support. We believe that efficiencies can be improved by introducing new thoughts and ideas. We are proud to say that in 27+ years we have never had a public agency client discontinue services with TMT due to programming, production, quality, customer service, or operational issues. We think that makes us pretty unique in our industry. We firmly believe that continuing our partnership with the City will result in an efficient and cost-effective solution for the people of Port Orchard and we thank you for this opportunity to continue to provide our services. JIM COTE President masters@themasterstouch.com ADDRESS: 14-OS N Ash Street, Spokane, WA 99201 ATTACHMENT A CITY OF PORT ORCHARD REQUEST FOR PROPOSALS — UTILITY BILL PRINT, INSERT, AND MAIL SERVICES PROPOSAL RESPONSE CERTIFICATION 09/09/2021 DATE The undersigned, as proposer, declares that they have read the Request for Proposals and that the following proposal is submitted on the basis that the undersigned, the company, and its employees or agents, shall meet, or agree to, all specifications contained therein. It is further acknowledged that addenda numbers 1 to 2 have been received and were examined as part of the RFP document. Jim Cotd Na f Proposer gnature of Proposer President Title The Master's Touch, LLC Name of Firm 1405 N Ash Street Street Address Spokane, WA, 99201 City, State, Zip (800) 301-1347/ (509) 326-7214 Telephone / Fax Number masters @themasterstouch.corn E-mail Address www.themasterstouch.com Website Address Washington State of Incorporation 14-1867056 Tax ID Number Business Classification Type (Please check mark if applicable): Minority Business Enterprise (MBE) _ Women Owned Business Enterprise (WBE) Small Business Enterprise (SBE) x Veteran Business Enterprise (VBE) Disadvantaged Business Enterprise (DBE) Business LYassification Type is used for tracking purposes, not as criteria for award. (800) 301 - 1347 Q www.themasterstouch com Aff (509) 326 - 7475 masters@themasterstouch.com TMT has been providing reliable, accurate, and easy to use print and mail services for our customers for over 25 years. What started in 1994 as a small-scale, envelope -stuffing operation in the spare room of our founder's family home has seen us grow into one of the leading mail service providers in the country, with 50 employees spread across our twin production facilities in Spokane, Washington and Tempe, Arizona, along with sales offices in Kaneohe, Hawaii and Des Moines, Iowa. We now have over 700 clients in 29 states and we continue to grow. We're proud of how far we've come, but never lose sight of our core principles and we are excited to prove to you why we're the best fit for your printing and mailing needs. Spokane, WA Headquarters Tempe, AZ Facility TMT mail volume has grown every year but one in our 25 year history. In 2020, TMT produced over 33 million statements and we expect to eclipse that number once again this year. TMT also provides its proprietary "eNotice" paperless statement services to over 400,000 users, but our bread and butter is printing and mailing statements for municipal and government entities, which makes up some 85% of our annual workload. MA Section C: Background and History (800) 301 - 1347 Q wwwthemasterstouch com Aff (509) 326 - 7475 mastersC themasterstouch.com DespiteTMT's steady growth, we remain committed to ensuring the needs of our current customers are never compromised. Each of TMT's state of the art production facilities can print 160,000 statements per eight -hour shift, for a total of 320,000 per shift between the two locations. Currently, TMT prints and mails an average of 75,000 statements per day per facility, which means we can comfortably maintain volume for the City of Port Orchard while still allowing for continued growth. TMT mailings involve no subcontracting whatsoever, so the coordination of your project is seamless and without interruptions or delays. TMT's completely self-contained services include graphic design, high-level data processing (including the ability to manipulate data when required), envelope printing at 60,000 per hour, on -demand print of both static and variable data in color at 50,000 bills per hour, mail preparation utilizing the latest 2d barcode technology, electronic statements (eNotices), and PDF fillable forms. All work is performed by TMT employees, with no outsourcing of any part of the work. This is a key reason how and why we can guarantee our mail dates and never miss. TMT sees itself as a Gold ilocks-sized service provider - big enough to manage the largest mailings, but still small enough where we can remain flexible and consistently meet the quick turnaround times that are inevitable in this business. And because 95% of TMT's mail is first class, as opposed to marketing mail, our processes and procedures are specifically tailored for clients like the Village of Hoffman Estates who require a knowledgeable, honest, and diligent printer who can efficiently and accurately print and mail bills and invoices that include confidential and PII data.Your mailings areTMT's top priority, and your mail dates are sacred. In spite of unique challenges, to the best of our knowledge,TMT has never missed your mail date and have every intention of keeping that record spotless! Section C: Financial Stability, Experience, and Support (800) 301 -1347 Q www.the1-nasterstouch.com Aff (509) 326 - 7475 mastersCaa themasterstouch.com Financial Stability TMT has been in business for over 25 years and is financially stable. All of our bills are paid on time, with payables averaging 20 days for payment. With TMT, you'll never have to worry about economic conditions or pandemics upending the promises we've made to you. A letter of recommendation from our bank can be provided upon request. USPS Certified Full -Service Mail Services Provider All print and mail vendors are either Basic Service providers or have been USPS certified as a Full -Service provider. The latter is a USPS-conferred certification that proves a vendor is knowledgeable and in compliance with all USPS procedures and requirements for CASS address validation, NCOA move update compliance, PAVE presort, IMb barcode, Seamless acceptance that will qualify your mail for the deepest automation postage discounts and special services such as IMb Trace to track the mail to the customer and ACS which entitles you to address updates at no charge. As of 2020, only 88 print and mail companies out of thousands operating nationally have been awarded this prestigious certification. TMT earned it in 2014. Do not be fooled! Basic preparation does not qualify for the same rates! This may be why many Basic preparers lower their prices on the print and mail services to make up for the additional postage they must charge for "Basic" preparation. TMT not only promises you the lowest postage rates but also proves by supplying you with a "receipt" for every mailing. That receipt is the USPS 3600 postage report which is submitted to the USPS for each and every mailing. This report itemizes your postage proving what you actually were charged for each mail piece. USPS Certified Seamless Provider TMT also earned the USPS Seamless status two years ago and is proud to be one of only a small handful of mail service providers in the country who have received this prestigious USPS certification. To earn the right to be Seamless, a mail service provider must undergo extensive and rigorous mail preparation testing by official US Postal Service auditors. Every mailing presented over a three-month period is scrutinized and verified for proper mail piece preparation, mail piece counts, barcode and presort accuracy. The vendor must obtain a 99 percent error -free rate for 90 consecutive days in order to earn Seamless status. It is tough, but worth it. (800) 301 -1347 Q www.themasterstouch com Aff (509) 326 - 7475 mastersC themasterstouch.com Since near perfection is proven during Seamless testing, your mail is allowed to bypass typical postal clerk verification and is, instead, inducted directly into USPS production lines. TMT's Seamless status provides you with assurance that your mail will always qualify for the lowest postage rates without penalties. Seamless certification is limited to vendors who first certify as a Full -Service mail service provider. TMT encourages the City of Port Orchard to consider utilizing a Seamless vendor for three critical reasons: This will become mandatory: The USPS has been steadily moving toward elimination of postal clerks who check in and verify bulk mail. In an ongoing effort to cut costs, eventually the USPS will no longer employ verification clerks at all and will instead make Seamless a requirement for those who wish to mail at discounted automation rates. This means that any vendor without a Seamless certification will receive no postal discounts! And here's the catch: if you are in the middle of your contract with a mail service provider who is not Seamless when this happens, your automation discounted postage rates will disappear. Postage rates for all non -seamless mail will rise by 6 - 7 cents each. Postage penalties: Seamless is essentially equal to "error free, which means you don't have to worry that your mail will ever be assessed postage penalties. Those who do not mail Seamless must have their mail verified by postal clerks. When an error is detected through spot-checking, the entire mailing is assessed a penalty, which could require forfeiting the automation postage discount - that's as much as 6.2 cents per mail piece! Beware - these penalties are often passed on to the customer unaware and without being itemized as a penalty. Rest assured, if TMT makes an error in preparation that winds up costing more postage than it should have been, TMT pays the penalty! Delivery time: Seamless acceptance reduces mail delivery by one to two days, since time-consuming postal clerk verification is avoided and your mail is inducted directly onto USPS production equipment. As a result, TMT mail is nearly always delivered in one to three days without respect to delivery destination. (800) 301 -1347 © www.themasterstouch.com Aff (509) 326 - 7475 masters@themasterstouch.com USPS Certified Mail Design Professional (MDP) Mail Design Professionals, or MDPs, are a critical component of compliance with the USPS Domestic Mail Manual (DMM). This USPS-conferred certification earned by mail service professionals shows expertise with mail preparation and design in compliance with the DMM. Compliance with DMM standards ensures maximum postage savings and expedited delivery through the USPS system. Small errors and less than thorough mail preparation can prevent mail pieces from delivering on time and reducing the postage discounts your mail may be entitled to. The USPS offers a rigorous training school for those who wish to become skilled in USPS compliance and requirements. USPS certification requires successfully completing an in-depth training and successful test completion that includes material covering the requirements of a mailable piece vs. a machinable piece, barcode specifications, clearance requirements, address verification, and reflectance testing for machine readability, among other complex USPS concepts. Most print and mail service providers have no MDP on staff - TMT has 17! TMT's MDPs, who are akin to postal clerks, are trained to inspect and verify each component of your mailing to ensure postal compliance at every step of the production process. TMT has more than one MDP on staff, because if you wish to qualify your mail for maximum postage discounts, you must comply with all USPS requirements outlined in their DMM governing mail piece design and automation processing. Deviation from any postal requirement can reduce postal discounts or incur penalties that could add significant cost to your mailing. MDP oversight helps to ensure accuracy in order to make sure your mail qualifies for the lowest postage rates and gets to its intended destinations quickly and accurately. USPS Certified Executive Mail Center Management (EMCM) The USPS offers the Executive Mail Center (EMCM) certification to recognize a mail professional who offers knowledge to increase productivity, reduce costs, and improve safety and security while managing mailing operations. Individuals earn this certification by attending an in-depth training program at the USPS education center in Norman, Oklahoma. TMT's president, Jim Cote, and Tempe production manager, Greg Gallagher, have completed this coveted USPS certification and employ the concepts learned in this course to ensure quality and timely mail at the lowest prices. (800) 301 - 1347 © www.themasterstoucl-).com (509) 326 - 7475 mastersCaa themasterstouch.com On -Demand Full -Color Printing TMT has recently purchased new, top of the line technology that will allow the City of Port Orchard to update the look and feel of your statements, including the ability to add more color to your logo, along with bolded headlines and colored variable data. With these changes, you can encourage your customers to take action by drawing their attention to critical information, in addition to simplifing document navigation, supporting your branding efforts, and strengthening the aesthetic appeal of your statements at no additional cost! Even further, TMT is offering all graphics and data revisions required to fully utilize this new opportunity at no charge! CASS Verification Only CASS-verified addresses are eligible for significant postage discounts. TMT has invested in the best mailing software available to ensure the highest CASS certification percentages — typically 98-99%. TMT's CASS software goes beyond declaring an address good or bad. It contains algorithms and logic that can actually fix many defective addresses, such as a missing or inaccurate directional or suffix, then adding the appropriate zip+4 that will qualify that piece for a postal discount. Remember: all non -certified addresses mail at the full retail postage rate (50 or 55 cents), which emphasizes the importance of validating and fixing as many addresses as possible, so you avoid paying full retail price whenever possible. Another significant benefit is that CASS-verified addresses get delivered, while non-CASS verified addresses are most often returned as undeliverable mail. National Change of Address (NCOA) Since 2008, the USPS has required "Move Update" on all mail pieces included in a presort mailing. Our NCOA software fulfills this requirement. Most software uses an 18-month look -back period to check for name and address changes, but TMT uses an enhanced NCOA-48 technology which looks back 48 months for these updates, yet another way TMT guarantees accurate mail piece delivery and reduced returned mail. Section C: Financial Stability, Experience, and Support (800) 301 -1347 0 www.themasterstouch.com (509) 326 - 7475 mastersCaathemasterstouch.com Real-time Address Correction Service (ACS) This service can be provided at a minimal additional charge on your mailings that require the most precision. ACS works in a similar fashion as NCOA, but instead of verifying addresses using directories that are up to 30 days old, it works in real-time. Note that mail prepared Basic Service will cost you 12 cents per correction, but because TMT is a USPS certified Full Service provider, there is no per piece correction fee. AEC Verification This optional service helps our clients find the most accurate addresses and corrects those that fail CASS scrutiny. AEC utilizes postal carrier knowledge to correct addresses that could not otherwise be corrected by CASS or ACS. AEC is a terriffic USPS service that could help you completely eliminate return mail. IMb Trace Would you like to eliminate the "I never received my statement" excuse? Would you like to know when the mail piece reached the post office and when the mail piece was delivered by the local mail carrier? With IMb Trace, TMT can provide that information for you. In conjunction with Full -Service mailing, we include an identifier for each mail piece that is unique and retrievable by the USPS. Because of this technology, we can request the USPS scan our tracking number and retain a copy of the scan for every mail piece at each step of their process. This means at a minimum, TMT can provide you with with a record of when each mail piece was first processed on USPS equipment and another record for when the mail carrier delivered each mail piece. A very small segment of mail cannot be tracked (i.e. foreign mail), but the vast majority of mail can be followed from induction into the USPS to delivery by the carrier. Additionally, TMT can provide this same tracking service for your remittance stubs. What that means is that not only can we track each mail piece going out, but we can also track mail pieces that are returned to you, so you can know when the USPS first processed a return payment envelope and when the carrier delivered that mail piece to your processing center. (800) 301 -1347 0 www.themasterstouch com Aff (509) 326 - 7475 masters@thernasterstouch.com eNotices In 2013 TMT deployed our proprietary eNotices service. To date TMT now has over 400,000 users across the country and is storing over 75 million documents for retrieval. eNotices is an 'opt -in" service that allows your customer to choose an electronic bill rather than paper. This service requires no IT support from you as it is managed completely by TMT. Even ownership changes are handled automatically by our system. Intelligent 2d Barcode Inserters Accuracy is a critical part of first class mail. Accidentally insert two statements for different customers into one envelope and one quickly discovers this truth. Since First Class mail remains 95% of all mail TMT processes, we made the decision to secure inserters that read 2d barcodes. This revolutionary technology virtually eliminates the possibility for multiple or wrong statements to be accidentally included in a common envelope. The 2d technology allows us to uniquely identify every piece of paper in your entire mailing and to ensure that only those pieces unique to each envelope are inserted. Our IT staff programs into every 2d barcode the unique notice number and the page within that notice set so that the inserter can "read" when pages are out of sequence and will cause the inserter to stop processing until the error is corrected. OMR or 3 of 9 marks are still used by many in the mailing industry, but only 2d technology can claim a zero error rate. These "intelligent" inserters are the only equipment TMT trusts to insert your statements. Equipment TMT places premium value on our equipment. We invest in the latest technology and once acquired, TMT keeps it up to date. TMT maintains a robust spare parts cabinet. Machine parts most vulnerable to wear and tear are kept on the shelf and replaced immediately upon use. It is not "if" but rather "when" a part fails, so we believe in being prepared. As a result, downtime is rare and if it does occur, it is almost never more than two to four hours. TMT maintains factory trained on -staff technicians who attend to mainte-nance and repair, which eliminates the expense and wait time for vendor repair personnel to fly in form other parts of the country. Most important, TMT utilizes the power of redundancy to ensure uptime is 99 percent. Every step of the mailing process is supported by a minimum of at least two of the same make and model equipment. MANAGEMENT APPROACH TMT's highly experienced personnel are a key reason for the company's continued success. TMT's Second Mile customer service values are upheld by the dedicated employees here who will always go above and beyond to exceed your expectations during every phase of your experience with us. TMT will continue to provide Port Orchard with one of our most experienced Mission Managers: Ann Cote, who is an expert on the specifications, quirks, and nuances of your mailings, so you can be assured that you will be in safe hands. Furthermore, as an MDP-certified expert, she will continue to offer insights and her expertise to capture maximum postage discounts while avoiding common issues and obstacles. As the USPS offers new services, you can count on her to recommend those that may work well for Port Orchard. Often, these new services will help improve delivery times and - lower postage costs, which is just another example of our Second Mile service in action. All of TMT's telephones are answered by a live person - no automated recordings - so immediate help and answers are always available right when you need them. TMT's policy is to respond to calls and emails as quickly as practical, but �'r" ('nti President / Contract Manager Jim is the founder of TMT and offers 30 years of experience in the print and mailing industry. He will act as the designated coordinator for this contract and manage staff every step of the way, from file download to mailing. Jim has earned certifications from the USPS, including Executive Mail Center Manager (EMCM) and Mail Design Professional (MDP). He also holds certifications in address management and Intelligent Mail Barcode. As a well-known and respected leader in the industry, Jim also speaks at seminars around the country, where he addresses many topics concerning the printing and mailing of statements and important government notices, including reducing undeliverable mail, adopting electronic billing, and securing obscure postage discounts. \CPn ArtPmnx/ Vice President, Information Systems Ven started with TMT in 2006 and, as a USPS-certified Mail Design Professional, offers a firm grasp of mailing requirements and data management. Ven will coordinate all graphics and data proessing. Ven is adept at accommodating the preferences of our clients while still meeting postal requirements for discounts and effectively managing our technological resources. Ven is no stranger to hard work; when he received his Bachelor of Science in Electronics Engineering, he made the President's List for Outstanding Academic Achievement. never longer than 4 hours after the receipt of your request. Fortunately, problems are rare, but when they do occur, you can count on prompt and complete resolution from our team. TMT's policy is that, when in doubt, the customer is right. If the fault lies with TMT, even if it is uncertain, you can expect us to cover the cost to fix it. The process for handling problems that may arise follows: 1. The issue is brought to the attention of the Mission Manager. Immediately, research into the matter will begin. Port Orchard can expect a call back right away on a serious issue or within 24 hours if the issue is not serious. The definition of serious, as always, rests with Port Orchard. 2. If the Mission Manager is unable to determine the reason for the issue and/or is unable to determine a solution, the issue will be brought to the attention of the President. Again, problems are always resolved in the favor of the customer. Even in situations where the fault lies squarely with the customer, TMT will do everything possible to minimize consequences, including covering as much financial damage as practical. It is not uncommon for TMT to reproduce a mailing at a significant discount in order to help customers through an unforeseen and challenging situation. At the end of the day, TMT values our relationships with our customers above all else and will do everything possible to meet and exceed your expectations. 4 ):4t 1-41 ii"Yy Vice President, Production Pat manages production once clients issue final approval of proofs. This includes printing, inserting, sorting, and all mail processing up to and including delivery to the USPS Sectional Center Facility for mailing. With over 20 years of experience in the industry, Pat is extremely consientious in verifying all necessary elements to ensure mailings go out on time. Pat, along with every lead in his department, is a USPS certified Mail Design Professional and prides himself on keeping his team working in a coordinated effort to process mail quickly while monitoring quality and ensuring 100% accuracy. Ann Cot( Mission Manager Ann coordinates the design and printing of assessment, tax, and utility statement projects. As a USPS-certified Mail Design Professional, Ann strives to consistently improve customer satisfaction through effective project management, proactive problem solving, and successful resolutions. Ann works closely with county and municipal governments and will personally work closely with Port Orchard through each specific detail of the print and mail process. CITY OF PORT ORCHARD REQUEST FOR PROPOSALS UTILITY BILL PRINT, INSERT, AND MAIL SERVICES 9/10/2021 DATE ATTACHMENT B UNIT PRICE MONTHLY PRICE Monthly Volume per unit price $ .24/each $ 624.00 (for 2,600) Submit pricing on the basis of a volume of 2,600 bills per month and specifications listed in detail in the RFP, including a statement (perforated) on 8.5 x 11 white paper, multicolor print on front, single color on back. Including a No. 10 custom printed single window envelope and No. 9 single window return envelope. Price will also include laser imaging, processing, CASS/PAVE Certification, folding, logic inserting, metering and delivery to USPS. UNIT PRICE MONTHLY PRICE Other Fees and Charges Postage price per unit $ .38 - 5 digit presort $ 988 (assuming 2,600) One-time programming/setup charge $ None $ None Programming Changes per hour $ 110.00 $ Inserts Client Supplied Inserts $ .005 $13 (assuming 2,600) Vendor Supplied Inserts One sided, 1/3 page, print, insert $ .015 $ 39 (assuming 2,600) One sided, print, fold, insert $ .035/each $ 91 (assuming 2,600) Two sided, print, fold, insert $ .04/each $ 104 (assuming 2,600) Please itemize all other applicable charges Please note: Postage is an estimate and will vary depending on presort ATTACHMENT C CITY OF PORT ORCHARD REQUEST FOR PROPOSALS — UTILITY BILL PRINT, INSERT, AND MAIL SERVICES CLIENT REFERENCES Client Reference #1 Client Name Clark County Regional Wastewater District, Washington Contact Name vikki Rowe Title Customer Account Supervisor Phone Number (360) 993-8805 Email Address vrowe@crwwd.com Type of Services Provided TMT provides printing and mailing services of utility bills for the Clark County Regional Wastewater District Does the client currently use Tyler Incode 10 software? ❑ Yes ❑ No Client Reference #2 Client Name City of Grand Junction, CO Contact Name Debi Overholt Title Customer Service Supervisor Phone Number (970) 244-1520 Email Address debbieo@gicity.org Type of Services Provided TMT provides electonic statement, printing and mailing services of statements and bills for the City of Grand Junction Does the client currently use Tyler Incode 10 software? ❑ Yes ❑ No Client Reference #3 Client Name Murray City, Utah Contact Name Brooke Smith Title Recorder Phone Number (801) 264-2662 bsmith@murray.utah.gov Email Address Type of Services Provided TMT provides printing and mailing services of statements and bills for Murray City Does the client currently use Tyler Incode 10 software? ❑ Yes ❑ No While we can not disclose specific clients software systems, we can share that we have worked closely with several clients who use the Tyler Incode 10 software ATTACHMENT E NON -COLLUSION DECLARATION I, by signing the proposal, hereby declare, under penalty of perjury under the laws of the United States that the following statements are true and correct: 1. That the undersigned person(s), firm, association or corporation has (have) not, either directly or indirectly, entered into any agreement, participated in any collusion, or otherwise taken any action in restraint of free competitive bidding in connection with the project for which this proposal is submitted. 2. That by signing the signature page of this proposal, I am deemed to have signed and agreed to the provisions of this declaration. By: (Authorized Signature) Title: President ATTACHMENT D QRCHARD CITY OF PORT ORCHARD 216 Prospect Street Port Orchard, WA 98366 (360)876-5139 www.cityofportorchard.us muniiio�uiiuuumoiimi NAME ADDRESS CITY STATE ZIP ��IIIIII�I�IIIII.�I�I�I��IIIII�IIIIIIIIIIII'll'I'lll'lllllllll��� Account Number AMOUNT DUE 12-345-67 $537.85 Due Date Penalty Date x/x/2021 x/x/2021 Service Period x/x/2021 to x/x2021 Service Address 111 Service Address Payments are delinquent 25 days from the due date. To enroll in automatic payments, complete reverse side. ��IIIIIIIILII'I'llllllll'III"'lllllllllll'llllllll'I'll'I'lllll CITY OF PORT ORCHARD 216 Prospect Street Port Orchard, WA 98366-5326 CUSTOMER ACCOUNT INFORMATION - RETAIN FOR YOUR RECORDS Name Service Address Account Number CUSTOMER NAME 111 Service Address 12-345-67 Status Read Dates Bill Date Penalty Date Due Date From To Active x/x/2021 t_x/TX_2021 x/x/2021 x/x/2021 x/x/2021 Ir Prior 5000 Current � 4000 3000 2000 1000 PJG oG� <) �PQ� SJI CURRENT PREVIOUS GALLONS READING READING USED xxx xxx xx PREVIOUS BALANCE PAYMENTS ADJUSTMENTS PENALTIES PAST DUE AMOUNT Water Service Sewer Service Storm Drainage CURRENT BILL AMOUNT DUE On 713112021, unless otherwise extended, late fees and penalties will resume on any outstanding balances. COVID-19 Utility Customer Support Program $0.00 ($0.00) $0.00 $0.00 $0.00 0.00 0.00 0.00 $0.00 $537.85 Governor Inslee has issued Proclamation 20-23, pertaining to Utility Ratepayer Assistance and Preservation of Essential Services. The City of Port Orchard is committed to keeping our customers connected to essential services during the COVID-19 pandemic emergency. If you are experiencing hardship as a result of the COVID-19 pandemic, you may be eligible for support, including long-term payment arrangements or bill assistance. This Proclamation does not relieve customers from the obligation to pay for utility services. To apply please go to the city's website and click the link for COVID-19 Utility Support Program. There you will find the Governor's proclamation, utility billing assistance information and resources. To view the City and McCormick Woods water quality reports, please visit our website at www.cityofportorchard.us. The amount billed includes a tax of 5% calculated on the gross revenue of the provided utilities and/or assessments. am Request for Proposals Addendum No. 1 City of Port Orchard Utility Bill Print, Insert, and Mail Services Date of Issue: September 2, 2021 Response Date; September 14, 2021 Notice To All Planholders: Addendum No. 1 contains the following answers to questions pertaining to the Request for Proposal (RFP) for Utility Bill Print, Insert, and Mail Services. It shall be attached to the RFP and shall be taken into consideration by the Bidders in submitting their bids. All conditions and provisions not affected by this addendum shall remain unchanged. Failure to do so may subject the Bidder to disqualification of their bid. 1) What is the term of agreement? a. The initial term of agreement for Utility Bill Print, Insert, and Mail Services, if awarded, shall be a minimum of three (3) years, commencing on or about November 1, 2021. The term of this agreement may, if mutually agreed upon in writing, be extended in one (1) year increments for a total of five (5) additional years, provided written notice of each extension is given to the proposer at least thirty (30) days prior to the expiration date of such term or extension. In the event funding approval is not obtained by the City, this agreement shall become null and void effective the date of the renewal. During extension periods, all terms and conditions of the agreement shall remain in effect. 2) What data system does the City of Port Orchard currently use? a. Tyler Incode 10 3) Who currently has the contract? a. The Master's Touch 4) Is there issues with the current vendor or is this a periodic request for proposals? a. This is a periodic RFP 5) Can the #10 envelopes have two windows, one for the sender as well and the customer rather than only the customer address window? a. No 6) Can the perforated billing paper stock have the reverse side of the billing statement pre-printed to avoid duplex printing from the PDF? a. Yes 7) What program does the City use to transfer the PDFs from? a. Currently the City uses WeTransfer, but we are flexible with use of other platforms. 8) Can the City also provide data instead of PDFs? a. The City prefers to send PDFs rather than sending data. 9) Do the past due statements receive a backer? a. No 10) What are the process colors in the city logo? IJZ.w. ORCHARD • Porte Ordawd: Wane Greana Wane Aqua: CMYK 76C 79C 36C 57C 20Y 52Y 7 M 94Y 1K RG8 Porb Ordw d: Wa►e Grem Wane Aqua: 0R 61 R 173R kR 16O G 117 G 195 G 202 G 219 B 1960 64 B 2458 PANT NE Port: Orchard: Wewe Green: Wawe Aqua: PMS 2995U PMS 3000 PMS 397U PMS 305U Request for Proposals Addendum No. 2 City of Port Orchard Utility Bill Print, Insert, and Mail Services Date of Issue. September 8 Response Date: September 14, 2021 Notice To All Planholders: Addendum No. 1 contains the following answers to questions pertaining to the Request for Proposal (RFP) for Utility Bill Print, Insert, and Mail Services. It shall be attached to the RFP and shall be taken into consideration by the Bidders in submitting their bids. All conditions and provisions not affected by this addendum shall remain unchanged. Failure to do so may subject the Bidder to disqualification of their bid. 1) Does the vendor need to be in the state of Washington? a. The city has no local preference requirement. Preference will be given to vendors who can meet the expectation of delivery to customers within 1-2 days. This preference is based on the time sensitivity of delinquent notices. 2) Can you confirm if custom envelopes are a requirement? a. At this time the City is requiring the #10 envelope to have one window and be custom printed. 3) The form for submitting pricing "Attachment B- Pricing Schedule" has been revised to correct an error, all bidders must submit on the updated submittal form (see attached).