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077-13 - The Master's Touch, LLC - ContractCITY OF PORT ORCHARD PROFESSIONAL SERVICES AGREEMENT Contract No. 077-13 THIS Agreement is made effective as of the 27nd day of October, 2013, by and between CITY OF PORT ORCHARD, WASHINGTON ("CITY") 216 Prospect Street Port Orchard, Washington 98366 Contact: Mayor Timothy Matthes Phone: 360.876.4407 Fax: 360.895.9029 and The Master's Touch, LLC ("CONSULTANT") 1405 N Ash St Spokane, WA 99201-2805 Contact: Jim Cote, President Phone: 1-800-301-1347 Fax: 1-509-326-7214 Tax Id No.: 14-1867056 for professional services in connection with the following Project: Printing, Insertion & Mailing of Utility Bills TERMS AND CONDITIONS 1. Services by Consultant A. 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. 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. Consultant shall perform the services described in the scope of work in accordance with the Schedule attached to this contract as Exhibit `B." If delays beyond Consultant's reasonable control occur, the parties will negotiate in good faith to determine whether an extension is appropriate. B. Consultant is authorized to proceed with services upon receipt of a written Notice to Proceed. Terms. This Agreement shall commence on October 27, 2013("Commencement Date") and shall terminate October 27, 2018 unless extended or terminated in writing as provided herein. Rev 8/15/2012 1 of 6 4. Compensation ❑ OTHER- Pricing Schedule -Attachment B of the Request for Proposal attached to this contract as Exhibit "C" 5. Payment A. Consultant shall maintain time and expense records and provide them to the City monthly, 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 within thirty (30) days of receipt of a proper invoice. C. 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. If the services rendered do not meet the requirements of the Agreement, Consultant will correct or modify the work to comply with the Agreement. City may withhold payment for such work until the work meets the requirements of the Agreement. 6. Discrimination and Compliance with Laws A. 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. Consultant shall comply with all federal, state, and local laws and ordinances applicable to the work to be done under this Agreement. C. Consultant shall obtain a City of Port Orchard business license prior to receipt of written Notice to Proceed. D. Violation of this Paragraph 5 shall be a material breach of this Agreement and grounds for cancellation, termination, or suspension of the Agreement by City, in whole or in part, and may result in ineligibility for further work for City. 7. Suspension and Termination of Agreement A. This Agreement may be terminated by the City at any time upon the default of the Consultant or upon public convenience, in which event all finished or unfinished documents, reports, or other material or work of Consultant pursuant to this Agreement shall be submitted to City, and 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. Consultant shall not be entitled to any reallocation of cost, profit or overhead. Consultant shall not in any event be entitled to anticipated profit on work not performed Rev 8/15/2012 2 of 6 because of such termination. Consultant shall use its best efforts to minimize the compensation payable under this Agreement in the event of such termination. 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. B. The City may suspend this Agreement, at its sole discretion, upon one week's advance notice to Consultant. Such notice shall indicate the anticipated period of suspension. 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 8. Standard of Care 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 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. 9. Ownership of Work Product All data materials, reports, memoranda, and other documents developed under this Agreement whether finished or not shall become the property of City, shall be forwarded to City at its request and may be used by City as it sees fit. Upon termination of this agreement pursuant to paragraph 6 above, all finished or unfinished documents, reports, or other material or work of Consultant pursuant to this Agreement shall be submitted to City. City agrees that if it uses products prepared by Consultant for purposes other than those intended in this Agreement, it does so at its sole risk and it agrees to hold Consultant harmless therefore. 10. Indemnification/Hold Harmless Consultant shall defend, indemnify and hold the City, its officers, officials, employees and volunteers harmless from any and all claims, injuries, damages, losses or suits including attorney fees, arising out of or resulting from the acts, errors or omissions of the Consultant, its agents, employees, or sub consultants in performance of this Agreement, except for injuries and damages caused by the sole negligence of the City. This indemnification and hold harmless shall apply regardless of whether the claim is brought pursuant to the Worker's Compensation Act, RCW Title 51, or otherwise, and the Consultant waives any immunity whatsoever with respect to such indemnification. 11. Insurance The Consultant shall procure and maintain for the duration of the Agreement, insurance against claims for injuries to persons or damage to property which may arise from or in connection with Rev 8/ 15/2012 3 of 6 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 O1 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 as an 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. 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's insurance shall be endorsed to state that coverage shall not be cancelled by either party, except after thirty (30) days prior written notice by certified mail, return receipt requested, has been given to the City. D. Acceptability of Insurers Rev 8/15/2012 4of6 12. 13 14. 15. 16. Insurance is to be placed with insurers with a current A.M. Best rating of not less than A:VII. E. Verification of Coverage 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. Assigning or Subcontracting 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. Independent Contractor Consultant is and shall be at all times during the term of this Agreement an independent contractor. Notice Any notices required to be given by the City to Consultant or by Consultant to the City shall be in writing and delivered to the parties at the following addresses: Timothy Matthes Mayor 216 Prospect Street Port Orchard, WA 98366 Phone: 360.876.4407 Fax: 360.895.9029 Disputes Jim Cote, President 1405 N Ash St Spokane, WA 99201-2805 Phone: 1-800-301-1347 Fax: 1-509-326-7214 Any action for claims arising out of or relating to this Agreement shall be governed by the laws of the State of Washington. Venue shall be in Kitsap County Superior Court. Attorneys Fees 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. Extent of Agreement/Modification 5 of 6 Rev 8/15/2012 This Agreement, together with attachments or addenda, represents the entire and integrated Agreement between the parties hereto and supersedes all prior negotiations, representations, or agreements, either written or oral. This Agreement may be amended, modified or added to only by written instrument properly signed by both parties. CITY OF PORT ORCHARD, WASHINGTON By: <. �a� ' fimothy Ma hes Mayor Date: 10 R -3 —RV /--� Attest: By: Brandy Rinearson, CMC City Clerk PORT p'% .•oaPOR •.•y, c% G '9� •9 • S�iQj • 9�Fn..; ER ; ate, CONSULTANT c By: �- f Name: yhr� Title: ! PiS'I Date: l 6 of 6 Rev 8/15/2012 Exhibit A REQUEST FOR PROPOSALS (RFP) QI THE CITY OF PORT ORCHARD, WASHINGTON FOR Printing, Insertion & Mailing of Utility Bills RFP ISSUE DATE: August 8, 2013 RFP DUE DATE: 3:00 p.m., PDT, Wednesday, August 28, 2013 RFP DELIVERY INSTRUCTIONS: Three (3) COPIES ENCLOSED IN AN ENVELOPE ADDRESSED AS FOLLOWS: City of Port Orchard City Clerk's Office 216 Prospect Street Port Orchard, WA 98366 Estimated Timeline Issue RFP: August 8, 2013 Response Due: August 28, 2013 Contract Award Target Date: September 10, 2013 TABLE OF CONTENTS SECTION 1 - INSTRUCTIONS TO PROPOSERS............................................................................... 3 1-1 SCOPE OF WORK..................................................................................................................3 1-2 PROPOSAL SUBMISSION.......................................................................................................3 1-3 REQUEST FOR PROPOSAL SCHEDULE....................................................................................3 1-4 INQUIRIES...........................................................................................................................4 1-5 INTERPRETATION, CORRECTIONS, OR CHANGES IN RFP........................................................4 1-6 ACKNOWLEDGMENT OF AMENDMENTS OF RFP......................................................................4 1-7 OFFER ACCEPTANCE PERIOD................................................................................................4 1-8 REJECTION OF PROPOSALS..................................................................................................4 1-9 PROPOSAL PRICE.................................................................................................................4 1-10 TERM OF AGREEMENT..........................................................................................................4 1-11 AWARD OF AGREEMENT.......................................................................................................5 1-12 PROPOSAL CONFIDENTIALITY..............................................................................................5 1-13 PERFORMANCE EXPECTATIONS....................................................................................I.......5 SECTION 2 - INSTRUCTIONS FOR PREPARING PROPOSALS...................................................... 5 2-1 GENERAL.............................................................................................................................5 2-2 RFP RESPONSE OUTLINE......................................................................................................6 SECTION 3 - TECHNICAL SPECIFICATIONS................................................................................... 7 3-1 PREFERRED QUALIFICATIONS..............................................................................................7 3-2 UTILITY BILL PRINTING, MAILING AND INSERTION...............................................................7 3-3 CORE ELEMENTS OF PROPOSAL............................................................................................9 SECTION 4 - PROCUREMENT PROCESS......................................................................................... 9 4-1 PROPOSER LIST AND EVALUATION CRITERIA........................................................................9 4-2 PROPOSER INVESTIGATION.................................................................................................9 SECTION 5 - EVALUATION PROCESS............................................................................................. 9 ATTACHMENT A - PROPOSAL RESPONSE CERTIFICATION...................................................... 10 ATTACHMENT B - PRICING SCHEDULE........................................................................................ it ATTACHMENT C - CLIENT REFERENCES...................................................................................... 12 ATTACHMENT D - SPRINGBROOK BILLING EXPORT FILE LAYOUT ............................................ 13 ATTACHMENT E - SAMPLE STATEMENTS, DELINQUENT NOTICES .............................................. 21 ATTACHMENT F - RED FLAG POLICY........................................................................................... 23 2 INSTRUCTIONS TO PROPOSERS 1-1 SCOPE OF WORK The City of Port Orchard, Washington (herein referred to as the City) is soliciting proposals to obtain a vendor with the necessary experience and knowledge to provide printing, inserting and mailing services for utility bills. The Utility accounts are divided into two cycles billed bi-monthly with one being billed each month. Utility Billing data is processed monthly with accounts billed on a bi-monthly basis. The number of bills mailed out monthly fluctuates based on the cycles being billed. There are approximately 2,200 cycle bills mailed out on a monthly basis, and approximately 400 delinquent statements mailed to utility customers each month. The vendor selected must be able to integrate with the city's billing system and maintain the look and feel of the City's Utility Bills. Bills are currently laser printed utilizing two tones to highlight key data (ie: amount due, past due bills, etc). They contain perforation for a tear off payment stub, and are horizontal tri-fold to fit a No. 10 custom printed window envelope. Utility bills are mailed in a No. 10 custom printed window envelope with a No. 9 single window return envelope that does not include return postage, and an occasional newsletter insert. This RFP contains instructions governing the requirements for a proposal and includes the proposal format; the material to be included with the proposal; and how the entire proposal is to be submitted to the City Clerk's Department for consideration. This RFP also addresses the requirements that companies must meet to be eligible for consideration as well as addressing proposer's responsibilities. Proposers assume responsibility for comprehending the entire RFP. If clarification is desired, it is the responsibility of the proposer to submit questions in writing to the City Clerk's Office listed in Section 1-4. It is the proposer's responsibility to ensure that all procedures and requirements of the RFP are accurately followed and appropriately addressed. The proposer should carefully read the entire RFP before submitting a proposal. 1-2 PROPOSAL SUBMISSION Proposal must be SEALED and CLEARLY IDENTIFIED with the Request for Proposals' title, "City of Port Orchard —Printing, Insertion & Mailing Services", proposer's name and address, and submitted no later than 3:00 p.m., Pacific Time, on August 28 ,2013 to the City of Port Orchard City Clerk's Office, 216 Prospect Street, Port Orchard, Washington, 98366. A facsimile response or an electronic response to this Request for Proposals does not meet the requirement of a sealed proposal and will not be accepted. Proposals received after the exact time specified for receipt will not be considered. 1-3 REQUEST FOR PROPOSAL SCHEDULE August 8, 2013 Request for Proposals issued August 28, 2013 Proposals Due @ 3:00 p.m. September 10, 2013 Contract Award Target Date 1-4 INQUIRIES All inquiries concerning this request shall be submitted in writing and received by the City's Clerk's Office no later than 3:00 p.m., Pacific Time, August 28, 2013 to: City of Port Orchard Clerk's Office 216 Prospect Street Port Orchard, WA 98366 Telephone: (360) 876-4407 Fax: (360) 895-9029 E-mail: cityclerk@cityofportorchard.us Proposers should consider the City Clerk's Office as the first and prime point of contact on all matters related to the procedures associated with this RFP. If additional information is needed from any source, the Clerk's office will work with the proposer and with the various offices of the City to gather that information. 1-5 INTERPRETATION, CORRECTIONS, OR CHANGES IN RFP by Addendum Any interpretation, correction, or change in the RFP will be made by addendum by the City. Interpretations, corrections, or changes to the RFP made in any other manner will not be binding, and no proposer may rely upon any such interpretation, correction, or change. 1-6 ACKNOWLEDGMENT OF ADDENDUMS TO RFP Receipt of an addendum to this RFP must be acknowledged by a proposer on the Proposal Response Certification (Attachment A). 1-7 OFFER ACCEPTANCE PERIOD Submitted proposal shall constitute an irrevocable offer even if the City makes one or more counter offers. 1-8 REIECTION OF PROPOSALS The City in its sole discretion, expressly reserves the right to reject any or all proposals or portions thereof, to reissue a Request for Proposal, and to waive informalities, minor irregularities, discrepancies, and any other matter or shortcoming. 1-9 PROPOSAL PRICE The prices submitted in the proposal shall include everything necessary for the prosecution and completion of the bill printing, mailing and insertion services including, but not limited to, furnishing all materials and all management, supervision, labor and service. The vendor will provide detailed costs of all services pertaining to Section 3 "Technical Specifications" Prices quoted by suppliers will be firm prices, not subject to increase during the term of the contractual agreement arising with the City as a result of the proposal. Quoted prices shall include any applicable state and federal taxes. The City will evaluate the total price for the basic requirements with any options(s) exercised at the time of award. Evaluation of options will not obligate the City to exercise the option(s). 1-10 TERM OF AGREEMENT The initial term of the agreement for Printing, Insertion, & Mailing of Utility Bills, if awarded, shall be a minimum of five (5) years, commencing on or about September 10, 2013. The term of this Agreement may, if mutually agreed upon in writing, be extended by 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 renewal. During extension periods, all terms and conditions of this Agreement shall remain in effect. 1-11 AWARD OF AGREEMENT The City shall make the award to the responsible proposer whose proposal will be most advantageous to the City with respect to price, conformance to the specifications, quality, and other factors as evaluated by the City. The City is not required or constrained to award the Agreement to the proposer proposing the lowest price. The City may award an Agreement on the basis of initial offers received, without discussion; therefore, each initial offer should contain the proposer's best terms from a cost and technical standpoint. 1-12 PROPOSAL CONFIDENTIALITY Each proposer agrees that the contents of each proposal submitted in response to this RFP is confidential, proprietary, and constitutes trade secret information as to all technical and financial data, and waives any right of access to such proposals, except as provided for by law. Except as determined by the City's Finance Department, in its sole discretion, no information will be given regarding any proposals or evaluation progress until after an award is made, except as provided by law. 1-13 PERFORMANCE EXPECTATIONS If the vendor has had a contract terminated for default during the past five (5) years, all such incidents must be described. "Termination for default" is defined as notice to stop performance due to the vendor's non-performance or poor performance, and the issue was either (a) not litigated; or (b) litigated and such litigation determined the vendor to be in default. Submit full details of all terminations for default experienced by the vendor during the past five (5) years, including the other parry's name, address and telephone number. Present the vendor's position on the matter. The City will evaluate the facts and may, at its sole discretion, reject the vendor's proposal if the facts discovered indicate that completion of a contract resulting from this RFP may be jeopardized by selection of the vendor. If the vendor has experienced no such termination for default in the past five (5) years, so declare. If the vendor has had a contract terminated for convenience, non-performance, non -allocation of funds or any other reason, which termination occurred before completion of the contract, during the past five (5) years, describe fully all such terminations, including the name, address and telephone number of the other contracting party. SECTION 2 - INSTRUCTIONS FOR PREPARING PROPOSALS 2-1 GENERAL To aid in the evaluation process, it is required that all responses comply with the items and sequence as presented in paragraph 2-2, RFP Response Outline. Paragraph 2-2 outlines the minimum requirements and packaging for the preparation and presentation of a response. Failure to comply may result in rejection of the response. The proposal should be specific and complete in every detail, prepared in a simple and straightforward manner. 2-2 RFP RESPONSE OUTLINE This RFP is designed to allow proposers to submit proposals in basically the same format in which the RFP is issued. Submit three (3) copies of the proposal. Cover Letter The proposal Cover letter shall be attached to the front of the proposal and shall include the following information/statements: • That your company agrees to all the terms and conditions of the RFP. • That your company agrees to execute contract, if awarded. • Describe proposer's experience in performing the requested services. • Include the contact person for the solicitation process and the person's phone number and email information. RFP Outline A. Response Sheet: The Proposal Response Certification Attachment A shall be attached to the front of the proposal and shall contain the Proposer's certification of the submission. An official who has full authority to enter into an Agreement shall sign it. B. Background and History: Describe the company, organization, officers or partners, number of employees, and operating policies that would affect this Agreement. State the number of years your organization has been continuously engaged in business. (It is the City's preference that the proposer has been in business for a minimum of ten years from the date of this RFP, providing the services offered in the proposer's proposal, to be eligible for participation in this RFP.) C. Financial Stability: Describe the financial status of the company. D. Experience and Support: Describe proposer's professional credentials and affiliations indicating their capabilities to provide services of this nature, size, and scope as well as the credentials of the personnel assigned to the project. Describe qualification of project management, appropriateness and completeness of implementation plan, physical resources available and availability of technical support E. Relationship Management: Describe the team that will be assigned to service our relationship. Provide the name, title, and experience of each individual and the roles, responsibilities and brief account of their credentials and related utility billing experience. Give the name(s) of the person(s) who will be authorized to make representations for the vendor, their title(s), address and telephone numbers. F. Pricing Schedule: Vendor must provide a per statement fee that includes data processing, bill printing, mail preparation, and delivery to USPS including postage. Vendor must also provide an itemization of setup fees, including initial programming, testing and implementation. The Pricing Schedule — Attachment B shall be attached to the proposal and should itemize all applicable charges. G. Pricing Terms and Conditions: Describe all proposed terms and conditions, including, with limitation, written warranties, maintenance/service agreements and license agreements. H. References: Provide a minimum of three references for similar projects. Client References - Attachment C shall be attached to the proposal. SECTION 3 - TECHNICAL SPECIFICATIONS 3-1 PREFERRED QUALIFICATIONS It is the City's preference that the proposer has been in the bill printing and mailing business for a minimum of 10 years as of the release date of this RFP to be eligible to participate. Vendor's predominate business function shall be laser imaging and complete mailing services. Experience with the City's Springbrook Utility Billing System is preferred. 3-2UTILITY BILL PRINTING, MAILING AND INSERTION The City currently processes utility billing data monthly with accounts billed on a bimonthly basis. Vendor must be a certified full service intelligent mail barcode vendor who is capable of providing all services requested with no subcontracting of any portions of the project, including presorting, artwork, programming, and electronic presentment of bills and statements. 1. Billing/Delinquent statement requirements: A. Must fit a number No. 10 single window envelope with mailing address showing clearly. B. Must include a No. 9 single window pull -tab envelope for mailing payment. Port Orchard does not want mail forwarded to a different address. We would like it returned to us with an address correction. C. Insertion and folding of statements and return envelopes included in pricing. D. Special inserts may be required and selective insertions should be an option. E. Statement will be printed on pre -perforated paper. F. Residential statements will contain a bar graph showing comparative usage. G. Statements will be easily read with the fewest amount of pages for favorable postage rates. H. The stub must have an available space to indicate that the amount due will be drawn from the customer's bank and no payment is necessary. I. Statements should easily be reproduced singly -upon request by Port Orchard. 1. A file layout is provided as Attachment D, indicating the structure of the bill print file. The vendor will be expected to render a statement acceptable to City of Port Orchard from the information on this file. K. The specific details of the statements are listed below: Billing Statement Specifics: a. Services are shown separately -not all customers have the same services b. There should be room for some narrative regarding each service c. Previous read and current read d. Usage graph -last year vs. current year e. Previous balance f. Payments g. Adjustments shown separate. h. Bill date i. Due date j. Billing Period k. Account Number I. Service Address m. Amount Due n. Box for Total Paid o. Two color—blue/black p. There is a space for bill messages that can be changed as required. q. Payment stub will indicate if the customer has a credit balance or if the customer is on a "Auto Pay" program and the money will be taken out of their account r. Perforated at bottom for easy tear off s. Payment stub will preferably be at the bottom of the page for ease in automatic processing Delinquent Notice Specifics: a. Date of Notice b. Account Number c. Service Address d. Bill Date e. Amount Billed f. Late Fee g. Total Due h. Two color—red/black i. Box for Final Date j. Perforated at bottom for easy tear off k. Payment stub at the bottom of the page for ease in automatic processing. I. Language regarding the delinquency fee. m. No return envelope is provided for the customer with the delinquent notice. 2. Vendor will be responsible for climate -controlled storage and warehousing of forms and envelopes until needed or used. Any costs for fees must be clearly stated in the vendor's response. 3. Un-deliverable statements will be returned to the City weekly. 4. Port Orchard will have the ability to have statement "pulled" from the run if necessary. 5. Port Orchard mailing addresses are not "clean". A "zip plus 4" for CASS certification is required for the best rate on postage. Additionally, postal bar coding visible through the envelope window will be the responsibility of the selected vendor. 6. The Port Orchard schedule for mailing bills (Last business day of the month) and delinquents (first business day of the month) must be strictly adhered to. Turnaround should be within 24 hrs of receiving electronic file. 7. The City expects to be able to pay postage to the selected vendor and to receive timely and appropriate accounting for the actual postage expense. 8. At the point the City receives the vendor's designed billing template, the City will conduct multiple, iterative, test runs. These tests must be deemed successful in order for the City to accept the billing statement design and programming. 9. The City of Port Orchard has enclosed scanned samples of current Utility statements and Delinquent Notices. (Attachment E) 10. Form creation, printing detail and placement of print is extremely important. Format for each statement must have the Port Orchard's final approval. 11. The Vendor will seal, bundle, meter and place utility bills in mailing trays that are in presort order, enabling us to get the lowest qualifying first class postal discounts rates possible. 12. Vendor will provide a breakdown of additional form printing, to include minimum quantities taking into consideration a maximum of six months total stock specified by the City. 13. The Vendor will provide programming for set up of each form creation and modifications. 14. Any additional or special programming may be requested by the City of Port Orchard and will be billed at a per hour rate with prior approval of quotes. 15. Vendor will have capability to allow City to view a searchable PDF file of each identical record before and after mailing. 16. Vendor must be a "Certified Full Service" Vendor capable of providing all services requested without subcontracting any portion of our project, including presorting, artwork, and programming. 17. Vendor will have a location for disaster recovery and must detail operations specific for processing statements should the Vendor's primary facility become in -operable. 18. All work shall be processed at a location that provides security and supervision including a well- defined quality control assurance program. 19. Vendor must provide a means of secure data transmission and confirm receipt of data. 20. The vendor must provide for the City to view and approve sample bills online, via a secure hosted web service with searchable pdf files of each identical record before and after mailing. 21. Vendor must comply with the City's Red Flags policy. (Attachment F) 3-3 CORE ELEMENTS OF PROPOSAL • Ability to provide bill printing, insertion and mailing service from start to finish without subcontracting. • Ability to provide a secure hosted web service with a browser based search utility so the City can look up pdf files of utility bills in real time. • Ability to accept data transmission anytime during a 24 hour period; received data must be utilized to prepare bills for same day mailing, including printing, folding, inserting, and mail preparation. • Ability provide uninterrupted service if the vendor's main processing facility becomes inoperable. • Ability to comply with the City's Red Flags policy. (Attachment F) SECTION 4 - PROCUREMENT PROCESS 4-1 PROPOSER LIST AND EVALUATION CRITERIA After the established date for receipt of proposals, a listing of submitting proposers will be available for public inspection. Qualifications and proposals submitted by interested proposers will be reviewed and evaluated based on the evaluation factors set forth in the RFP. 1. Functional and Technical Requirements ■ Degree to which the proposal meets the functional and technical requirements of the RFP. 2. Costs ■ Fees and Compensation. 3. Proposer's Previous Performance, Qualifications and Technical Support ■ Proposer's experience with other projects similar in scope. ■ Proposer's experience under contract with local governments. ■ Proposer's professional credentials and affiliations indicating their capabilities to provide services of this nature, size, and scope. ■ Qualification of project management, appropriateness and completeness of implementation plan, physical resources available and availability of technical support. ■ Proposer's evidence of financial stability. ■ Responses to reference checks. 4-2 PROPOSER INVESTIGATION The City will make such investigations as it considers necessary to obtain full information on the proposers selected for further consideration, and each proposer is expected to cooperate fully in such investigations. SECTION 5 - EVALUATION PROCESS The City reserves the right to reject any or all proposals or portions thereof. The selection of a successful Proposer, if any, will be made based upon which proposal the City determines would best meet its requirements and needs. CITY OF PORT ORCHARD REQUEST FOR PROPOSALS — UTILITY BILLING PRINTING, INSERTION AND MAILING ATTACHMENT A - PROPOSAL RESPONSE CERTIFICATION 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 to have been received and were examined as part of the RFP document. Name of Proposer Signature of Proposer Title Name of Firm Street Address City, State, Zip Telephone / Fax Number E-mail Address Website Address State of Incorporation Tax ID Number Business Classification Type (Please check mark if applicable): Minority Business Enterprise (MBE) Women Owned Business Enterprise (WBE) Small Business Enterprise (SBE) Veteran Business Enterprise (VBE) Disadvantaged Business Enterprise (DBE) Business Classification Type is used for tracking purposes, not as criteria for award. 10 CITY OF PORT ORCHARD REQUEST FOR PROPOSALS — UTILITY BILLING PRINTING, INSERTION AND MAILING PRICING SCHEDULE — ATTACHMENT B DATE SERVICE/PRODUCT VOLUME UNIT PRICE Monthly Volume per unit price MONTLY PRICE Submit pricing on the basis of a volume of 2,600 bills per month and specifications listed in detail above, including a statement (perforated) on 8.5x11 white paper, two color printed on one side (one of the colors being black) with a No. 10 custom printed window envelope and No. 9 single window pull - tab return envelope included. Price will also include laser imaging, processing, CASS/PAVE Certification, folding, logic inserting, metering and delivery to USPS, including postage. "Undeliverable" Processing per unit price One-time programming/setup charge Programming Changes per hour Inserts Client Supplied Inserts Vendor Supplied Inserts One sided, 1/3 page, print, insert One sided, print, fold, insert Two sided, print, fold, insert Please itemize all other applicable charges 11 CITY OF PORT ORCHARD REQUEST FOR PROPOSALS — UTILITY BILLING PRINTING, INSERTION AND MAILING CLIENT REFERENCES — ATTACHMENT C Client Reference #1 Client Name Contact Name Title Phone Number Email Address Type of Services Provided Does the client currently use S rinkbrook software? ❑ Yes ❑ No Client Reference #2 Client Name Contact Name Title Phone Number Email Address Type of Services Provided Does the client currently use S rinkbrook software? ❑ Yes ❑ No Client Reference #3 Client Name Contact Name Title Phone Number Email Address Type of Services Provided Does the client currently use S rinkbrook software? ❑ Yes ❑ No 12 V7.14 Billing Export Layout Instructions Springbrook Format There are 5 files for the Billing Export for Springbrook. They are named: 1. SS_Mailer.txt — This file contains information about the recipient of the bill, including the Recipient's name, address, whether their address is certified, Customer Number, Customer Sequence, and the Bill -To Customer Number. Notes about SS —Mailer a. Address 1 — 4. The address fields are created in such a way that they already include the City, State, and Zip information in the last applicable line. For example, if a customer has a Care -Of name listed, as well as 2 lines of address information, the Address lines in this table will be built so that the Care -Of is in Address 1, the 2 lines of address info will be in Address 2 and Address 3 respectively, and the City, State, and Zip information will be in Address 4. If a customer has no Care -Of name, and 1 line of address information, then the first line of Address information will be in Address 1, and the City, State, and Zip information will be in Address Line 2. Basically we have already structured this in such a way that you can just list Address 1 — 4 on the statement, and suppress it if it is blank, and don't include any additional City, State, and Zip information. b. The Bill -To Customer Number — If the customer is setup to have a bill sent to another person (for example, if the tenant is a renter, and the owner requests a copy of each bill), then the SS_Mailer file will have two different lines with the same Customer Number and Customer Sequence, but potentially different Recipient Names and addresses, and different "Bill -To" Customer Numbers. This is done so that the "Bill -To" customer will get the same general billing information (The main Customer Number and Sequence are used to map to the UB— Statement —MST file, and even though there will be two SS_Mailer records, they will link to the same one UB— Statement —MST line), but this additional statement will contain the correct recipients name and address. 2. UB_Statement _MST — This file includes the "Master" information respective to each customer. Such information includes the customer number (Cust—No) and customer sequence (Cust_Sequence) which are used to uniquely identify each customer account, and are also used to join to the SS —Mailer table. This table also contains information such as the customer name, service address, and charges incurred on the account including Payments, Adjustments, and Current Charges. 3. UB_Statement—DTL - This file includes the "Detail" information respective to each "Master" account. The records in this file are detailed line -items describing the transactions that have incurred on the account. Such information includes any transaction types (Payments, Adjustments, Billings, Refunds, Deposits), as well as respective dates and amounts for those transactions. This file also includes Meter information, found under the code "Meter", which 13 includes the Route number, Sequence Number, Serial Number, Current Reading, Previous Reading, Read Date and Consumption for each Active Meter found on the "Master" account. Notes about UB_Statement—DTL a. Current _Charge — This field is used to indicate if a line item should be included with the Current Charges. If Current —Charge = TRUE then this line item is a current billing charge. b. Code — This field indicates the type of detail line — there are 4 different codes i. FLAT — A flat charge ii. CONSUMPTION — A consumption charge iii. METER — a meter line — this line lists the details about the active meter on the account that is being used to calculate consumption and/or flat charges iv. BUDGET — indicates that the detail line is a budget -billing line item. 4. UB_Statement —AMT - This file includes a detailed list of itemized Billing Amounts, including, Beginning Balance, Payments, Adjustments, Additional Billings, Current Charges, and the Ending Balance (Total Amount Due) per service. 5. UB—Statement—CNS - This file includes 24 months of consumption history for each "Master" account. However, only 12 lines are created, listing the "Current Consumption" and "Historical Consumption" on the same line, so that the current consumption is the amount for the given month, and the historical consumption is the amount for the same month but for the previous year. If no consumption history is found for a given month, then that consumption is entered as 0. Each of these files has unique information that is necessary for creating bills. The SS_Mailer table is the primary table, and the UB_Statement—MST table is the main table to which the other UB—Statement—xxx tables are joined. They are joined as follows: SS —Mailer to LIB _ Statement _MST 1. SS_Mailer.Cust_No -> UB_Statement_MST.Cust_No 2. SS—Mailer.Cust—Sequence -> UB—Statement—MST.Cust—Sequence LIB —Statement _MST to UB— Statement _DTL 1. UB Statement MST.UB Statement MST ID -> UB Statement DTL.UB Statement MST ID UB—Statement_MST to UB_Statement —AMT 1. UB Statement MST.UB Statement MST ID -> UB Statement AMT.UB Statement MST ID UB—Statement_MST to UB_Statement —CNS 1. UB Statement MST.UB Statement MST ID -> UB Statement CNS.UB Statement MST ID Please see the "Springbrook — File Layouts.doc" for the list of fields in each file. 14 V7.14 Billing Export File Layout Springbrook File Layouts There are 5 files for the Billing Export for Springbrook. All files are comma -delimited and it is recommended to save them either as a text file (.txt) or a comma -separated list (.csv). A. SS Mailer Field Name Data Type Description 1. SS Mailer ID Character The unique identifier for each SS -Mailer row 2. Recipient Character Full name of recipient of bill 3. Address 1 Character Recipient's Address Line 1 4. Address 2 Character Recipient's Address Line 2 5. Address 3 Character Recipient's Address Line 3 6. Address 4 Character Recipient's Address Line 4 7. Address 5 Character Recipient's Address Line 5 8. City Character Recipient's City 9. State Character Recipient's State 10. Zip Character Recipient's Zip code 11. Certified Logical 'Yes' if address has been certified 12. Barcode Character Barcode of Zi code 13. Sort Character Sort Order 14. Tray Character Tray size 15. Package Character Package Dimensions 16. Piece Character Parcel Piece 17. Customer Number Integer Customer Number 18. Customer Sequence Integer Customer Sequence 19. Vendor Number Character Vendor's Number 20. Account Number Integer Recipient's Account Number 21. Bill -To Customer Number Integer Recipient's Customer Number 22. Index 1 Character Misc Index field 23. Index 2 Character Misc Index field 24. Character 1 Character Statement Name 25. Character 2 Character Statement "Copy" info - displays "Tenant Copy", "Owner Copy', or "Copy" if applicable and turned on in settings. 26. Integer 1 Integer Misc Integer field 27. Integer 2 Integer Misc Integer field 28. Decimal 1 Decimal Misc Decimal field 29. Decimal 2 Decimal Misc Decimal field 30. Date 1 Date Misc Date field 31. Date 2 Date Misc Date field 15 32. Logical 1 Logical Misc Logical field 33. Logical 2 Logical Misc Logical field 34. SS Mailer Header ID Character Internal use 35. Endorsement Character If address has been Certified, displays Certification Endorsement 36. Bill -To Message Character Unique Message for the specific Bill -To Customer 37. Use Alternate Address Logical Use Alternate Address? 38. Import Info Character Misc Import Info 39. Last Date Date Internal Use 40. Last Time Integer Internal Use 41. Last User Character Internal Use 42. Last Func Character Internal Use B. UB-Statement-MST Field Name Data Type Description 1. UB Statement MST ID Character Unique Identifier for each UB_Statement-MST row - used to join with CNS, AMT, and DTL tables. 2. Customer Number Integer (999999) This combined with Customer Sequence create the unique identifier for each customer, and is used as the main Account Number. Also used to join to the SS Mailer table. 3. Customer Sequence Integer (999) Sequence after the Customer Number to create a unique identifier for each customer. Also used to join to the SS Mailer table. 4. Customer Full Name Character First Name, Middle Name, Last Name 5. Service Address Character Address for which service is given 6. Connect Date Date Date Account is activated 7. Final Date Date Date Account is turned off 8. Period Begin Date Beginning of current Service Period 9. Period End Date End of Current Service Period 10. Billing Date Date Date of Current Billing 11. Due Date Date Date Bill is due to be paid 12. Statement Message Character Payment Message 13. Message 1 Character Standard Message 1 for all customers in batch 14. Message 2 Character Standard Message 2 for all customers in batch 15. Beginning Balance Decimal Balance after previous billing 9,999,999,999.99 16. Balance Forward Decimal Balance Forward on Account 9,999,999,999.99 17. Payments This Period Decimal Payments applied to account since last 9,999,999,999.99 billing 18. Adjustments This Period Decimal Adjustments applied to account since 9,999,999,999.99 last billing 19. Additional Billings This Decimal Any additional (or manual) Billing Period 9,999,999,999.99 charges incurred since last billing. 20. Current Charges Decimal Charges incurred for the current billing 9,999,999,999.99 batch. 21. End Balance Decimal Total Amount Due - calculated as (9,999,999,999.99) Beginning Balance - Payments + 16 Adjustments + Additional Billings + Current Charges 22. Refund Amount Decimal Amount to be Refunded 9,999,999,999.99 23. CR—Barcode Character Cash Receipts Payment Barcode, usually displayed in Code 39 font. 24. OCR—Scanline Character OCR Scanline for Payment receipts. Displayed in OCRA — EXT font. 25. Hold Status Character Displays if bill should be printed or held —"Hold", or "No Hold". 26. Character Miscellaneous Character Extra character field for Miscellaneous 1 use 27. Character Miscellaneous Character Extra character field for Miscellaneous 2 use 28. Character Miscellaneous Character Extra character field for Miscellaneous 3 use 29. Character Miscellaneous Character Extra character field for Miscellaneous 4 use 30. Character Miscellaneous Character Extra character field for Miscellaneous 5 use 31. Character Miscellaneous Character Extra character field for Miscellaneous 6 use 32. Character Miscellaneous Character Extra character field for Miscellaneous 7 use 33. Character Miscellaneous Character Extra character field for Miscellaneous 8 use 34. Character Miscellaneous Character Extra character field for Miscellaneous 9 use 35. Character Miscellaneous Character Extra character field for Miscellaneous 10 use 36. Decimal Miscellaneous Decimal Extra decimal field for Miscellaneous 1 9,999,999,999.99 use 37. Decimal Miscellaneous Decimal Extra decimal field for Miscellaneous 2 9,999,999,999.99 use 38. Decimal Miscellaneous Decimal Extra decimal field for Miscellaneous 3 9,999,999,999.99 use 39. Decimal Miscellaneous Decimal Extra decimal field for Miscellaneous 4 9,999,999,999.99 use 40. Decimal Miscellaneous Decimal Extra decimal field for Miscellaneous 5 9,999,999,999.99 use 41. Decimal Miscellaneous Decimal Extra decimal field for Miscellaneous 6 9,999,999,999.99 use 42. Decimal Miscellaneous Decimal Extra decimal field for Miscellaneous 7 9,999,999,999.99 use 43. Decimal Miscellaneous Decimal Extra decimal field for Miscellaneous 8 9,999,999,999.99 use 44. Decimal Miscellaneous Decimal Extra decimal field for Miscellaneous 9 9,999,999,999.99 use 45. Decimal Miscellaneous Decimal Extra decimal field for Miscellaneous 10 9,999,999,999.99 use 46. Meter Exchanged Character If a meter was changed out during the period, this field will say "METER CHANGE OUT" 47. Final Billing Statement Character If this is the Final statement for this account, this field will say "FINAL BILL" 48. Auto Pay Character If the customer is setup for auto -pay, this 17 field will say "AUTO PAY" 49. Index Character Miscellaneous Index Field (sometimes used for sorting) 50. Report Logo Character Report Logo - Internal link to logo 51. System Code Character Code to indicate if the batch is a New or Final Billing Batch (New = "U63", Final = "UB2" 52. Batch Year Integer Year of Batch Creation 53. Batch Month Integer Month of Batch Creation 54. Batch Number Integer Number of Batch 55. Date Miscellaneous 1 Date Extra date field for Miscellaneous use 56. Date Miscellaneous 2 Date Extra date field for Miscellaneous use 57. Date Miscellaneous 3 Date Extra date field for Miscellaneous use 58. Date Miscellaneous 4 Date Extra date field for Miscellaneous use 59. Last Date Date Internal Use 60. Last Time Integer Internal Use 61. Last User Character Internal Use 62. Last Func Character Internal Use C. UB-Statement-DTL Field Name Data Type Description 1. UB Statement DTL ID Character Unique Identifier for the UB Statement DTL file. 2. Code Character Indicates the type of line or charge (Flat, Consumption, Meter, or Budget) 3. Service Number Integer Service Number 4. Service Code Character Charge Code for this service 5. Tax Code Character Tax code for this service 6. Fee Code Character Fee Code for this service 7. Description Character Description of charges incurred 8. Amount Decimal Amount Billed 9. Bill Type Character Type of Billed Charge (Usually tied to a service number 10. Transaction Date Date Date transaction was incurred 11. Transaction Type Character Type of Transaction (Adjustment, Payment, Billing, Deposit, Refund 12. Transaction ID Integer (9,999,999,999) ID which uniquely ties each Bill Detail to it's respective History record. 13. Number of Units Decimal (999.99) Number of Dwelling Units from the Lot 14. Route Number Character Route Number of Meter 15. Sequence Number Character Sequence Number of Meter 16. Serial Number Character Serial Number of Meter 17. Prior Read Date Date Date of Previous Meter Read 18. Read Date Date Date of Current Meter Read 19. Prior Reading Integer Previous Meter Reading 20. Reading Integer Current Meter Reading 21. Consumption Integer Meter Consumption 22. Billable Consumption Integer Amount of Consumption that is billable 23. Percent of Period Decimal Percent of Period for the Meter Read 24. UB Statement MST ID Character Unique identifier to tie each DTL line to the respective MST line. 18 25. Index Character Misc Character field, sometimes used for sorting. 26. Current Charge Logical Used to distinguish Current Billing Charges from other charges incurred on account between billings — "TRUE" if current. 27. Estimated Read Logical TRUE if the reading was estimated, FALSE if it was an actual reading. 28. Decimal Miscellaneous 1 Decimal Extra decimal field for Miscellaneous 9,999,999,999.99 use 29. Decimal Miscellaneous 2 Decimal Extra decimal field for Miscellaneous 9,999,999,999.99 use 30. Decimal Miscellaneous 3 Decimal Extra decimal field for Miscellaneous 9,999,999,999.99 use 31. Decimal Miscellaneous 4 Decimal Extra decimal field for Miscellaneous 9,999,999,999.99 use 32. Character Miscellaneous Character Extra character field for 1 Miscellaneous use 33. Character Miscellaneous Character Extra character field for 2 Miscellaneous use 34. Character Miscellaneous Character Extra character field for 3 Miscellaneous use 35. Character Miscellaneous Character Extra character field for 4 Miscellaneous use 36. Date Miscellaneous 1 Date Extra date field for Miscellaneous use 37. Date Miscellaneous 2 Date Extra date field for Miscellaneous use 38. Date Miscellaneous 3 Date Extra date field for Miscellaneous use 39. Date Miscellaneous 4 Date Extra date field for Miscellaneous use 40. Logical Miscellaneous 1 Logical (Boolean) Extra Logical field for Miscellaneous use 41. Logical Miscellaneous 2 Logical (Boolean) Extra Logical field for Miscellaneous use 42. Last Date Date Internal Use 43. Last Time Integer Internal Use 44. Last User Character Internal Use 45. Last Function Character Internal Use D. UB—Statement AMT Field Name Data Type Description 1. UB Statement AMT ID Character Unique Identifier for each AMT Row 2. Service Number Integer Service Number 3. Beginning Balance Decimal 9,999,999,999.99 Balance after previous billing 4. Payments This Period Decimal 9,999,999,999.99 Payments applied to account since last billing 5. Adjustments This Period Decimal 9,999,999,999.99 Adjustments applied to account since last billing 6. Additional Billings This Period Decimal 9,999,999,999.99 Any additional (or manual) Billing charges incurred since last billing. 19 7. Current Charges Decimal Charges incurred for the current billing 9,999,999,999.99 batch. 8. End Balance Decimal Total Amount Due — calculated as (9,999,999,999.99) Beginning Balance — Payments + Adjustments + Additional Billings + Current Charges 9. UB Statement MST ID Character Unique identifier to tie each DTL line to the respective MST line. 10. Last Date Date Internal Use 11. Last Time Integer Internal Use 12. Last User Character Internal Use 13. Last Function Character Internal Use E. UB—Statement—CNS Field Name Data Type Description 1. UB Statement CNS ID Character Unique Identifier for each CNS row 2. Period Integer (99) Period (usually the Month) that the consum tion was recorded 3. Month Integer (99) Month that the consumption was recorded 4. Consumption Decimal 9,999,999,999.99999 Consumption for the current line's month 5. Prior Year Consumption Decimal 9,999,999,999.99999 Previous Year's consumption for the respective month 6. Bill Type Character Type of Billed Charge (Usually tied to a service number 7. Index Character Miscellaneous Index Field sometimes used for sorting) 8. UB Statement MST ID Character Unique identifier to tie each DTL line to the res ective MST line. 9. Last Date Date I Internal Use 10. Last Time Integer Internal Use 11. Last User Character Internal Use 12. Last Function Character Internal Use 20 CITY OF PORT ORCHARD REQUEST FOR PROPOSALS -UTILITY BILLING PRINTING, INSERTION, AND MAILING ATTACHMENT E-SAMPLE STATEMENTS, DELINQUENT NOTICES Account City of Port Orchard Statement 216 Prospect Street ACCOUNT•' • Port Orchard, WA 98366 L (360) 876-5139 ACCOUNT: 099999-000 www.cityofportorchard.us SERVICEADDRESS: 123 PRETEND ST SERVICE PERIOD 4/1/2013 to 5/31/2013 BILLING DATE: 5/31/2013 DUE DATE: 6/1/2013 JOHN SMITH 123 PRETEND ST PORT ORCHARD, WA 98366 PAYMENTS ARE DUE 25 DAYS FROM THE DUE DATE. A late fee of 10% will apply to overdue balances, if any. If left unpaid, the account is subject to final notice and turn off procedures when applicable. MAY JUN JUL AUG SEP OCT NOV DEC JAN FEB MAR APR Gurent Corns.':,: Payment Coupon PLEASE RETURN THIS PORTION ALONG WITH YOUR PAYMENT PLEASE MAKE CHECK PAYABLE TO: CITY OF PORT ORCHARD CITY OF PORT ORCHARD 216 PROSPECT ST. PORT ORCHARD, WA 98366 Previous Reading Current Reading Serial No Date Reading Date Reading Cons 03132400 2/12/2013 739740 4/9/2013 739740 0 Water 38.50 Sewer 98.00 Storm 14.00 TOTAL CURRENT CHARGES 150.50 PREVIOUS BALANCE 132.00 PAYMENTS RECEIVED -132.00 ADJUSTMENTS 0.00 ADDITIONAL BILLING 0.00 CURRENT CHARGES 150.50 TOTAL AMOUNT DUE 150.50 21 L AMOUNT DUE TOTAL AMOUNT DUE BY 06/01/2013 150.50 AMOUNT ACCOUNT: SERVICEADDRESS: SERVICE PERIOD: BILLING DATE: DUE DATE: 099999-000 123 PRETEND ST 4/1/2013 to 5/31/2013 5/31/2013 6/01/2013 JOHN SMITH City of Port Orchard 216 Prospect Street Port Orchard, WA 98366 (360) 876-5139 www.cityofportorchard.us JOHN SMITH 123 PRETEND ST PORT ORCHARD, WA 98366 DELINQUENT NOTICE RE: Account Number Account Name Service Location Past Due Amount Additional Charge Amount Due Due Date 009999-000 JOHN SMITH 123 PRETEND ST $4,951.27 $242.07 $5,193.34 Wednesday, July 10, 2013 Dear Customer: 07/01/2013 If you have water or sewer service it maybe interrupted for non-payment. Should service be interrupted, payment of all past due charges including a reconnection fee will be required to re-establish service. You can make payments online at www.cityofportorchard.us or at City Hall Monday -Friday 8AM - 4:30PM. Sincerely, Utility Billing CITY OF PORT ORCHARD 216 PROSPECT STREET PORT ORCHARD, WA 98366 Payment Coupon INFORMATIONACCOUNT PLEASE RETURN THIS PORTION ALONG WITH YOUR PAYMENT PAST DUE AMOUNT $4,951.27 PLEASE MAKE CHECK PAYABLE TO: LATE CHARGE $242.07 CITY OF PORT ORCHARD TOTAL AMOUNT DUE BY 07/10/13 $5,193.34 ACCOUNT: 009999-000 SERVICEADDRESS: 123 PRETEND ST AMOUNT ENCLOSED BILLING DATE: 07/01 /2013 REMIT PAYMENT TO: F CITY OF PORT ORCHARD DUE DATE: 07/10/13 216 PROSPECT STREET JOHN SMITH PORT ORCHARD, WA 98366 123 PRETEND ST PORT ORCHARD, WA 98366 22 CITY OF PORT ORCHARD REQUEST FOR PROPOSALS -UTILITY BILLING,INSERTION AND MAILING RED FLAG POLICY -ATTACHMENT F Introduced by: City Treasurer Requested by: City Treasurer Drafted by: City Treasurer Introduced: April 28, 2009 Adopted: April 28, 2009 RESOLUTION NO.043-09 A RESOLUTION OF THE CITY OF PORT ORCHARD, WASHINGTON AUTHORIZING THE MAYOR TO EXECUTE FOR IDENTITY THEFT PREVENTION PROGRAM - RED FLAG RULE WHEREAS, the Fair and Accurate Credit Transactions Act of 2003, Pub. L. 108-159 ("Red Flags Rule") requires certain financial institutions and creditors with "covered accounts' to prepare, adopt and implement an identity theft prevention program to identify, detect, respond to and mitigate patterns, practices or specific activities which could indicate identity theft; and WHEREAS, the City of Port Orchard operates water, sewer and storm drainage utilities and maintains certain continuing accounts with utility service customers and such accounts are "covered accounts' within the meaning of the Red Flags Rule; and WHEREAS, the Port Orchard Municipal Court maintains continuing accounts which involve multiple payments or transactions and such accounts are "covered accounts" within the meaning of the Red Flags Rule; and WHEREAS, in order to comply with the Red Flags Rule, City staff have prepared an Identity Theft Prevention Program to aid in the detection, prevention and mitigation of identity theft in connection with the opening of a covered account or an existing covered account; now therefore, THE CITY COUNCIL OF THE CITY OF PORT ORCHARD DOES HEREBY RESOLVE THE FOLLOWING: THAT: The Identity Theft Prevention Program attached as Exhibit A is hereby approved and adopted by the City Council of the City of Port Orchard and City staff are directed to implement the Program in accordance with its terms. PASSED by the City Council of the City of Port Orchard, APPROVED by the Mayor and attested by the Clerk in authentication of such passage this 28th day of April 20o9,.�� _ AI ATTP,�T:' atricia J. Kirl trick, City Clerk 23 IDENTITY THEFT PREVENTION PROGRAM I. PROGRAM ADOPTION The City of Port Orchard has developed this Identity Theft Prevention Program ("Program") pursuant to the Federal Trade Commission's Red Flags Rule ("Rule"), which implements Sections 114 and 315 of the Fair and Accurate Credit Transactions Act of 2003. This Program was developed with the oversight and approval of the City Council and the City Treasurer. After consideration of the size and complexity of the City's operations and account systems, and the nature and scope of the City's activities, the City Council determined that this Program was appropriate for the City, and therefore approved this Program by the adoption of Resolution No. 043-09 on the 28th day of April, 2009. II. PROGRAM PURPOSE AND DEFINITIONS A. Fulfilling requirements of the Red Flags Rule Under the Red Flags Rule, every financial institution and creditor is required to establish an Identity Theft Prevention Program tailored to its size, complexity and the nature of its operation. The Program must contain reasonable policies and procedures to: 1. Identify relevant Red Flags as defined in the Rule and this Program for new and existing covered accounts and incorporate those Red Flags into the Program; 2. Detect Red Flags that have been incorporated into the Program; 3. Respond appropriately to any Red Flags that are detected to prevent and mitigate identity theft; and 4. Update the Program periodically to reflect changes in risks to customers or to the safety and soundness of the City from identity theft. B. Red Flags Rule definitions used in this Program For the purposes of this Program, the following definitions apply: 1. Account. "Account" means a continuing relationship established by a person with a creditor to obtain a product or service for personal, family, household or business purposes. 2. Covered Account. A "covered account" means: a. Any account the City of Port Orchard offers or maintains primarily for personal, family or household purposes, that involves multiple payments or transactions; and b. Any other account the City of Port Orchard offers or maintains for which there is a reasonably foreseeable risk to customers or to the safety and soundness of the City of Port Orchard from identity theft. City of Port Orchard Identity Theft Prevention Program 24 Page I of G 3. Creditor. "Creditor" has the same meaning as defined in Section 702 of the Equal Credit Opportunity Act, 15 U.S.C. 1691 a, and includes a person or entity that arranges for the extension, renewal or continuation of credit, including the City of Port Orchard. 4. Customer. A "customer" means a person or business entity that has a covered account with the City of Port Orchard. 5. Financial Institution. "Financial Institution" means a state or national bank, a state or federal savings and loan association, a mutual savings bank, a state or federal credit union, or any other entity that holds a "transaction account" belonging to a customer. 6. Identifying Information. "Identifying information" means any name or number that may be used, alone or in conjunction with any other information, to identify a specific person, including name, address, telephone number, date of birth, government issued driver's license or identification number, alien registration number, government passport number, employer or taxpayer identification number or unique electronic identification number. 7. Identity Theft. "Identity Theft" means fraud committed using the identifying information of another person. 8. Program Administrator. The Program Administrator will be the City Treasurer. 9. Red Flag. A "Red Flag" means a pattern, practice, or specific activity that indicates the possible existence of identity theft. 10. Service Provider. "Service Provider" means a person or business entity that provides a service directly to the City of Port Orchard relating to or connection with a covered account. III. IDENTIFICATION OF RED FLAGS. In order to identify relevant Red Flags, the City of Port Orchard shall review and consider the types of covered accounts that it offers and maintains, the methods it provides to open covered accounts, the methods it provides to access its covered accounts, and its previous experiences with identity theft. The City of Port Orchard identifies the following Red Flags, in each of the listed categories: A. Suspicious Documents Red Flags 1. Identification document or card that appears to be forged, altered or inauthentic; 2. Identification document or card on which a person's photograph or physical description is not consistent with the person presenting the document; City of Port Orchard Page 2 of 6 Identity Theft Prevention Program 25 3. Other documents with information that is not consistent with existing customer information (such as a person's signature on a check appears forged); and 4. Application for service that appears to have been altered or forged. B. Suspicious Personal Identifying Information Red Flats I. Identifying information presented that is inconsistent with other information the customer provides (such as inconsistent birth dates); 2. Identifying information presented that is inconsistent with other sources of information (for instance, an address not matching an address on a driver's license); 3. Identifying information presented that is the same as information shown on other applications that were found to be fraudulent; 4. Identifying information presented that is consistent with fraudulent activity (such as an invalid phone number or fictitious billing address); 5. An address or phone number presented that is the same as that of another person; 6. Failing to provide complete personal identifying information on an application when reminded to do so; and 7. Identifying information which is not consistent with the information that is on file for the customer. C. Suspicious Account Activity or Unusual Use of Account Red Flaus 1. Change of address for an account followed by a request to change the account holder's name; 2. Payments stop on an otherwise consistently up-to-date account; 3. Account used in a way that is not consistent with prior use (such as very high activity); 4. Mail sent to the account holder is repeatedly returned as undeliverable; 5. Notice to the City of Port Orchard that a customer is not receiving mail sent by the City of Port Orchard; 6. Notice to the City of Port Orchard that an account has unauthorized activity; 7. Breach in the City of Port Orchard's computer system security; and 8. Unauthorized access to or use of customer account information. D. Alerts from Others Red Flag 1. Notice to the City of Port Orchard froth a customer, a victim of identity theft, a law enforcement authority or other person that it has opened or is maintaining a fraudulent account for a person engaged in identity theft. City of Port Orchard Identity Theft Prevention Program 26 Page 3 of 6 IV. DETECTING RED FLAGS. A. New Accounts In order to detect any of the Red Flags identified above associated with the opening of a new account, City of Port Orchard personnel will take the following steps to obtain and verify the identity of the person opening the account: Detect Red Flags 1. Require certain identifying information such as name, date of birth, residential or business address, principal place of business for an entity, driver's license or other identification; 2. Verify the customer's identity (for instance, review a driver's license or other identification card); 3. Review documentation showing the existence of a business entity; and 4. Independently contact the customer. B. Existing Accounts In order to detect any of the Red Flags identified above for an existing account, City of Port Orchard personnel will take the following steps to monitor transactions with an account: Detect Red Flags 1. Verify the identification of customers if they request information (in person, via telephone, via facsimile, via email); and 2. Verify the validity of requests to change billing addresses. V. PREVENTING AND MITIGATING IDENTITY THEFT In the event City of Port Orchard personnel detect any identified Red Flags, such personnel shall take one or more of the following steps, depending on the degree of risk posed by the Red Flag: Prevent and Mitigate Identity Theft l . Monitor a covered account for evidence of identity theft; 2. Contact the customer with the covered account; 3. Change any passwords or other security codes and devices that permit access to a covered account; 4. Not open a new covered account; 5. Close an existing covered account; 6. Reopen a covered account with a new number; 7. Notify the Program Administrator for determination of the appropriate step(s) to take; 8. Notify law enforcement; or City of Port Orchard Identity Theft Prevention Progranz 27 Page 4 of 6 4. Determine that no response is warranted under the particular circumstances. Protect Customer Identifying Information In order to further prevent the likelihood of identity theft occurring with respect to City of Port Orchard accounts, the City of Port Orchard shall take the following steps with respect to its internal operating procedures to protect customer identifying information: 1. Secure the City of Port Orchard website but provide clear notice that the website is not secure; 2. Undertake complete and secure destruction of paper documents and computer files containing customer information; 3. Make office computers password protected and provide that computer screens lock after a set period of time; 4. Keep offices clear of papers containing customer identifying information; 5. Maintain computer virus protection up to date; and 6. Require and keep only the kinds of customer information that are necessary for City of Port Orchard purposes. VI. PROGRAM UPDATES The Program will be periodically reviewed and updated to reflect changes in risks to customers and to the safety and soundness of the City of Port Orchard from identity theft. The Program Administrator shall at least annually consider the City of Port Orchard's experiences with identity theft, changes in identity theft methods, changes in identity theft detection and prevention methods, changes in types of accounts the City of Port Orchard maintains and changes in the City of Port Orchard's business arrangements with other entities and service providers. After considering these factors, the Program Administrator shall determine whether changes to the Program, including the listing of Red Flags, are warranted. If warranted, the Program Administrator shall present recommended changes to the City Council for review and consideration. VII. PROGRAM ADMINISTRATION. A. Oversight The City Treasurer shall be responsible for developing, implementing and updating the Program. The City Treasurer shall be responsible for the Program administration, for appropriate training of City of Port Orchard staff on the Program, for reviewing any staff reports regarding the detection of Red Flags and the steps for preventing and mitigating identity theft, determining which steps of prevention and mitigation should be taken in particular circumstances and considering periodic changes to the Program. B. Staff Training and Reports City of Port Orchard staff responsible for implementing the Program shall be trained either by or under the direction of the Program Administrator in the detection of Red Flags, and the responsive steps to be taken when a Red Flag is detected. City of Port Orchard Identity Theft Prevention Program 28 Page 5 of 6 C. Service Provider Arrangements In the event the City of Port Orchard engages a service provider to perform an activity in connection with one or more covered accounts, the City of Port Orchard shall take the following steps to require that the service provider performs its activity in accordance with reasonable policies and procedures designed to detect, prevent, and ►nitigate the risk of identity theft. Require, by contract, that service providers acknowledge receipt and review of the Program and agree to perform its activities with respect to City of Port Orchard covered accounts in compliance with the terms and conditions of the Program and with all instructions and directives issued by the Program Administrator relative to the Program; or 2. Require, by contract, that service providers acknowledge receipt and review of the Program and agree to perform its activities with respect to City of Port Orchard covered accounts in compliance with the terms and conditions of the service provider's identity theft prevention program and will take appropriate action to prevent and mitigate identity theft; and that the service providers agree to report pro►raptly to the City of Port Orchard in writing if the service provider in connection with a City of Port Orchard covered account detects an incident of actual or attempted identity theft or is unable to resolve one or more Red Flags that the service provider detects in connection with a covered account. D. Customer Identifying Information and Public Disclosure The identifying information of City of Port Orchard customers with covered accounts shall be kept confidential and shall be exempt from public disclosure to the maximum extent authorized by law, including RCW 42.56.230(4). The City Council also finds and determines that public disclosure of the City of Port Orchard's specific practices to identity, detect, prevent and mitigate identify theft may compromise the effectiveness of such practices and hereby directs that, under the Program, knowledge of such specific practices shall be limited to the Program Administrator, and those City of Port Orchard employees and service providers who need to be aware of such practices for the purpose of preventing identity theft. City of Port Orchard Identity Theft Prevention Program ago Page 6 of 6 Request for Proposals Addendum No. 1 City of Port Orchard Printing, Insertion & Mailing of Utility Bills Date of Issue: August 23, 2013 Response Due: August 28, 2013 Notice To All Planholders: This Addendum No. 1, containing the following additions, is hereby made a part of the Request for Proposal (RFP) for the Printing, Insertion & Mailing of Utility Bills. 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 its bid. Item No. i- Section 2-2 F shall be revised to read as follows: F. Pricing Schedule: Vendor must provide a per statement fee that includes data processing, bill printing, mail preparation, and delivery to USPS including postage. Vendor must also provide an itemization of setup fees, including initial programming, testing and implementation. The Pricing Schedule — Attachment B and/or B-1 shall be attached to the proposal and should itemize all applicable charges. Item No. 2- Section 3-2 1-A shall be revised to read as follows: A. Must fit a number No. 10 single window envelope with mailing address showing clearly. City will work with selected vendor to achieve discounted postage rates through Return Service Requested process or similar endorsement process, if required. Item No. 3- Section 3-2 1-B shall be revised to read as follows: B. Must include a No. 9 single window pull -tab or standard envelope for mailing payment. Item No. 4- Section 3-2 1-D shall be revised to read as follows: D. Special full color inserts may be required and selective insertions should be an option. Item No. 5- Section 3-2 1-K-d shall be revised to read as follows: d. Usage graph -last year vs. current year can be printed in two color- blue/black Item No. 6- Pricing Schedule Attachment B has been revised. Responders shall include the amended Attachment B and/or B-1 in their response to the RFP. See Attached. CITY OF PORT ORCHARD REQUEST FOR PROPOSALS — UTILITY BILLING PRINTING, INSERTION AND MAILING PRICING SCHEDULE — ATTACHMENT B Pull -tab No. 9 Envelopes DATE SERVICE/PRODUCT VOLUME UNIT PRICE MONTLY PRICE Monthly Volume per unit price Submit pricing on the basis of a volume of 2,600 bills per month and specifications listed in detail above, including a statement (perforated) on 8.5x11 white paper, two color printed on one side (one of the colors being black) with a No. 10 custom printed window envelope and No. 9 single window pull tab return envelope included. Price will also include laser imaging, processing, CASS/PAVE Certification, folding, logic inserting, metering and delivery to USPS, including postage. "Undeliverable" Processing per unit price One-time programming/setup charge Programming Changes per hour Inserts Client Supplied Inserts Vendor Supplied Inserts One sided, 1/3 page, print, insert One sided, print, fold, insert Two sided, print, fold, insert Please itemize all other applicable charges PA CITY OF PORT ORCHARD REQUEST FOR PROPOSALS — UTILITY BILLING PRINTING, INSERTION AND MAILING PRICING SCHEDULE — ATTACHMENT B-1 Standard No. 9 Envelopes DATE SERVICE/PRODUCT VOLUME UNIT PRICE MONTLY PRICE Monthly Volume per unit price Submit pricing on the basis of a volume of 2,600 bills per month and specifications listed in detail above, including a statement (perforated) on 8.5x11 white paper, two color printed on one side (one of the colors being black) with a No. 10 custom printed window envelope and No. 9 single window standard return envelope included. Price will also include laser imaging, processing, CASS/PAVE Certification, folding, logic inserting, metering and delivery to USPS, including postage. "Undeliverable" Processing per unit price One-time programming/setup charge Programming Changes per hour Inserts Client Supplied Inserts Vendor Supplied Inserts One sided, 1/3 page, print, insert One sided, print, fold, insert Two sided, print, fold, insert Please itemize all other applicable charges Exhibit B-Schedule of Work SECTION 3 - TECHNICAL SPECIFICATIONS 3-2UTILITY BILL PRINTING, MAILING AND INSERTION The City currently processes utility billing data monthly with accounts billed on a bimonthly basis. Vendor must be a certified full service intelligent mail barcode vendor who is capable of providing all services requested with no subcontracting of any portions of the project, including presorting, artwork, programming, and electronic presentment of bills and statements. 6. The Port Orchard schedule for mailing bills (Last business day of the month) and delinquents (first business day of the month) must be strictly adhered to. Turnaround should be within 24 hrs of receiving electronic file. V, 0 Exhibit C CITY OF PORT ORCHARD REQUEST FOR PROPOSALS — UTILITY BILLING PRINTING, INSERTION AND MAILING PRICING SCHEDULE — ATTACHMENT B Pull -tab No. 9 Envelopes 8/27113 DATE SERVICE/PRODUCT VOLUME UNIT PRICE MONTLY-PRICE Monthly Volume per unit price $0.261/ea.* $678 00t Submit pricing on the basis of a volume of 2,600 bills per month and specifications listed in detail above, including a statement (perforated) on 8.5x11 white paper, two color printed on one side (one of the colors being black) with a No. 10 custom printed window envelope and No. 9 single window pull tab return envelope Included. Price will also include laser imaging, processing, CASS/PAVE Certification, folding, logic inserting, metering and delivery to USPS, including postage. "Undeliverable" Processing per unit price Nonel One-time programming/setup charge Programming Changes per hour Inserts Client Supplied Inserts Vendor Supplied Inserts One sided, 1/3 page, print, Insert One sided, print, fold, insert Two sided, print, fold, insert $300A $75P/Hr Nonel No charge, as long as provided inserts meet TIV.[T high-speed inserter requirements. $0.018/ea. $40 A/Lot $0.041/ea. $90 °D/Lot $0.057/ea. $125 00/Lot Please itemize all other applicable charges * = First Class postage is in addition and ranges from $0.36/ea. to $0.405/ea., depending on how snail is sorted. Jim Cote' President August 27, 2013 Accepted Date 2