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HomeMy WebLinkAbout2013 06 24 Consent 204 AXIS Contract -Piggyback with City of MelbourneCOMMISSION AGENDA ITEM 204 REQUEST: Informational Consent X Public Hearings Regular June 24, 2013 KS SB Regular Meeting City Manager Department The Finance and Administrative Services Department is requesting authorization from the City Commission to piggy -back off of the City of Melbourne, Florida's contract with Axis Data Solutions for the printing and mailing of utility bills. SYNOPSIS: The purpose of the agenda item is to request authorization to piggy -back off of the City of Melbourne, Florida's contract with Advanced Xerographics Imaging Services, Inc., dba Axis Data Solutions per the attached billing services agreement (see Attachments 2 and 3). CONSIDERATIONS: Axis has provided billing services to the City of Winter Springs for the past five years and to the City of Melbourne for the past ten years. It is the desire of the Finance and Administrative Services Department to continue our relationship with Axis via the City of Melbourne, Florida's competitively bid recent RFP (RFP -12- 133 -0- 2012). If approved, City staff will work with the City Attorney's office to prepare and execute any all documents. FISCAL IMPACT: The financial terms of this piggy -back contract as stated in Attachment 2 result in no increased unit cost for our utility bill printing and mailing services. Funding for this contract is payable from the Utility Billing division of the Finance and Administrative Services Department (General Fund) and is reimbursed by the Water and Sewer Utility Fund for 100% of the fees charged. The contract will be approximately $32,000 annually (based on current customer count). Consent 204 PAGE 1 OF 2 - June 24, 2013 COMMUNICATION EFFORTS: This Agenda Item has been electronically forwarded to the Mayor and City Commission, City Manager, City Attorney /Staff, and is available on the City's Website, LaserFiche, and the City's Server. Additionally, portions of this Agenda Item are typed verbatim on the respective Meeting Agenda which has also been electronically forwarded to the individuals noted above, and which is also available on the City's Website, LaserFiche, and the City's Server; has been sent to applicable City Staff, Media/Press Representatives who have requested Agendas /Agenda Item information, Homeowner's Associations/Representatives on file with the City, and all individuals who have requested such information. This information has also been posted outside City Hall, posted inside City Hall with additional copies available for the General Public, and posted at five (5) different locations around the City. Furthermore, this information is also available to any individual requestors. City Staff is always willing to discuss this Agenda Item or any Agenda Item with any interested individuals. RECOMMENDATION: The Finance and Administrative Services Department recommends that authorization be granted to piggy -back off of the City of Melbourne, Florida's amended billing services agreement dated March 15, 2013 with Axis Data Solutions and to authorize the City Manager and City Attorney to prepare and execute any and all applicable documents. ATTACHMENTS: Please note: The attachment numbers for this agenda item are labeled in red in the upper right corner of the first page of each attachment. There are other attachment labels in the upper left -hand corner of these pages which are part and parcel of Melbourne's documentation. 1 — City of Melbourne, FL — Original Billing Services Agreement dated February 13, 2013 2 - City of Melbourne, FL — Amendment to Billing Services Agreement dated March 15, 2013 3 - City of Melbourne, FL - RFP Package with Addenda (RFP #12- 133 -0 -2012) Consent 204 PAGE 2 OF 2 - June 24, 2013 ¥Attachment 1 # 12-133-0-2012 OFT Award Date: February 12, 2013, by City Council Period of Contract: March 1, 2013 through May 31, 2014 tSubject to renewal for two (2) additional twenty - four (24) month periods by mutual agreement of both Parties.] THIS CONTRACT is entered into this 13th day of February, 2013 by and between the City of Melbourne, Florida, hereinafter referred to as the CITY, and ADVANCED XEROGRAPHICS IMAGING SERVICES, INC. dba AXIS DATA SOLUTIONS, hereinafter referred to as the CONTRACTOR, a corporation legally organized and existing under the laws of the State of Florida. NX m sue.® 5_ CITY CONTACT INFORMATION: UTILITY BILLING.-DIVISION 1? Wayne Rosser, Fin cis] 3yst, Admin. Admin. Wayne ° goo E. Strawbridge Avenue. Melbourne, FL 32901 Email: w tosser .'iE.�melboionefflorida.CiF's Phone: 321 - 608 -7170 / Fax: 321- 608 -7199 Whereas the CITY Issued Request for Proposal # RFP -12- 133 -0 -2012 on December 17, 2012; and Whereas the CITY wishes to award a contract pursuant to that process; and Whereas CONTRACTOR wishes to provide product and/or services requested in the RFP; NOW, THEREFORE, in consideration of the mutual premises, covenants, and agreements hereinafter set forth, CONTRACTOR and the CITY do hereby agree as follows: 1. CONTRACTOR agrees to supply and deliver such commodity or service in accordance with the terms, conditions, and specifications of the RFP, including Attachments and Addenda, and CONTRACTOR'S response, signed and dated January 8, 2013 for the prices stated in ATTACHMENT A. The RFP, all associated documents and CONTRACTOR'S response are incorporated and made a part of this contract, 2. The City further wish to clarify the following: a, In the event of any inconsistency In this Contract, the inconsistency shall be resolved in the following order of precedence: The terms and conditions of RFP number RFP -12 -133 -0 -2012 including all Appendices and Addenda Term Contract # 12-133-0-2012— [V4'203980] rage 1 of 1 IN WITNESS WHEREOF, the parties hereto have made and executed this Agreement on tha. Attest: Afte± By: By: Cathleen A. Wysor i C � C j le e* ty C & Term Contract# 12-133-0-2012 — [V#203980] ±7277 Attachment 2� March 15, 2013 David Salazar, President Axis Data Solutions 6851 TPC Drive Orlando, FL 32822 Rw Contract No. 12-133-0-2012 UTILITY BILLING SERVICES Dear Mr. Salazar, The City has reviewed, and agreed to, the changes and charges you submitted to the City (Attachment A). An Amendment to revise the Contract has been prepared for your execution. If you are in agreement to revise this Contract, please sign, date, and return the original Amendment to the Purchasing Division, City of Melbourne. We appreciate your support in providing service to the City of Melbourne. Should you have any questions pertaining to the above, please contact me at (321) 608-7062. Sincerely, David N. McCue, C.P.M., A.P.P Purchasing Manager www.melbourneflorida.org j 'I, 41 &OL-133-0-7.01A4 The parties agree to the following terms and conditions and expressly agree that if any of the following terms and conditions conflict with any of the terms and conditions of the Contract, then, notwithstanding any term in the Contract, the following terms and conditions govern and control the rights and obligations of the parties. Revisions: 1. The City agrees to the changes and charges CONTRACTOR submitted via email on March 12, 2013 (See Attachment A to this Amendment). The parties do hereby agree to revise the Contract under the same terms, conditions, covenants, agreements, and provisions, stipulations of said agreement. r2=111101MB& "TY 11121=01 City of Melbourne On Florida's SpsceCoast 900 East Strawbridge Avenue Melbourne, Florida 32901 . Is pp- t 3(1�JID13 David 1q. McCue, C.P.M., A.P.P. Date Purchasing Manager 5. Z, DATA SOLUTIONS ¥Attachment 1 # 12-133-0-2012 OFT Award Date: February 12, 2013, by City Council Period of Contract: March 1, 2013 through May 31, 2014 tSubject to renewal for two (2) additional twenty - four (24) month periods by mutual agreement of both Parties.] THIS CONTRACT is entered into this 13th day of February, 2013 by and between the City of Melbourne, Florida, hereinafter referred to as the CITY, and ADVANCED XEROGRAPHICS IMAGING SERVICES, INC. dba AXIS DATA SOLUTIONS, hereinafter referred to as the CONTRACTOR, a corporation legally organized and existing under the laws of the State of Florida. NX m sue.® 5_ CITY CONTACT INFORMATION: UTILITY BILLING.-DIVISION 1? Wayne Rosser, Fin cis] 3yst, Admin. Admin. Wayne ° goo E. Strawbridge Avenue. Melbourne, FL 32901 Email: w tosser .'iE.�melboionefflorida.CiF's Phone: 321 - 608 -7170 / Fax: 321- 608 -7199 Whereas the CITY Issued Request for Proposal # RFP -12- 133 -0 -2012 on December 17, 2012; and Whereas the CITY wishes to award a contract pursuant to that process; and Whereas CONTRACTOR wishes to provide product and/or services requested in the RFP; NOW, THEREFORE, in consideration of the mutual premises, covenants, and agreements hereinafter set forth, CONTRACTOR and the CITY do hereby agree as follows: 1. CONTRACTOR agrees to supply and deliver such commodity or service in accordance with the terms, conditions, and specifications of the RFP, including Attachments and Addenda, and CONTRACTOR'S response, signed and dated January 8, 2013 for the prices stated in ATTACHMENT A. The RFP, all associated documents and CONTRACTOR'S response are incorporated and made a part of this contract, 2. The City further wish to clarify the following: a, In the event of any inconsistency In this Contract, the inconsistency shall be resolved in the following order of precedence: The terms and conditions of RFP number RFP -12 -133 -0 -2012 including all Appendices and Addenda Term Contract # 12-133-0-2012— [V4'203980] rage 1 of 1 IN WITNESS WHEREOF, the parties hereto have made and executed this Agreement on tha. Attest: Afte± By: By: Cathleen A. Wysor i C � C j le e* ty C & Term Contract# 12-133-0-2012 — [V#203980] ±7277 Attachment 2� March 15, 2013 David Salazar, President Axis Data Solutions 6851 TPC Drive Orlando, FL 32822 Rw Contract No. 12-133-0-2012 UTILITY BILLING SERVICES Dear Mr. Salazar, The City has reviewed, and agreed to, the changes and charges you submitted to the City (Attachment A). An Amendment to revise the Contract has been prepared for your execution. If you are in agreement to revise this Contract, please sign, date, and return the original Amendment to the Purchasing Division, City of Melbourne. We appreciate your support in providing service to the City of Melbourne. Should you have any questions pertaining to the above, please contact me at (321) 608-7062. Sincerely, David N. McCue, C.P.M., A.P.P Purchasing Manager www.melbourneflorida.org j 'I, 41 &OL-133-0-7.01A4 The parties agree to the following terms and conditions and expressly agree that if any of the following terms and conditions conflict with any of the terms and conditions of the Contract, then, notwithstanding any term in the Contract, the following terms and conditions govern and control the rights and obligations of the parties. Revisions: 1. The City agrees to the changes and charges CONTRACTOR submitted via email on March 12, 2013 (See Attachment A to this Amendment). The parties do hereby agree to revise the Contract under the same terms, conditions, covenants, agreements, and provisions, stipulations of said agreement. r2=111101MB& "TY 11121=01 City of Melbourne On Florida's SpsceCoast 900 East Strawbridge Avenue Melbourne, Florida 32901 . Is pp- t 3(1�JID13 David 1q. McCue, C.P.M., A.P.P. Date Purchasing Manager 5. Z, DATA SOLUTIONS ATTACHMENT A To Amendment # I DATA SOLUTIONS CITY OF MELBOURNE AMENDMENT #1 TO SERVICE AGREEME CONTRACT NO. (12-133-0-2012) 1 The CUSTOMER agrees to the following changes and charges described in the original CUSTOMER SERVICE AGREEMENT dated February 13, 2013. 1. All assumptions from the original agreement remain the same except for the following itern(s). irwWAT NIMMM 3. if laser printing is required on the back either stagnant • variable, in black or with one highlight color, it will be charged at $,0125/impression. 4. AXIS will charge the following fee for formatting and processing of Regular/Final, email ant presentment of Statements based on the total volume for each CUSTOMER'S Cycle Size. This will be the total of all files received on each cycle. 4a. Quantities up to and including 12,000, the price listed below are based • a custom form preprinted one color on the front with one color on the back. This has variable laser printing in black -on one side. 000 Utility Notices $ 0.1630 per noti,-"- 3,001 ­ 9,000 Utility Notices $ 0.1250 per noti 9,001 - 12,000 Utility Notices $ 0.0810 per notil 4b Quantities over 12,000 the price listed below are based • a generic form printed one color on the front and one color an the back. This has variable laser printing in black on one side. lb 12,001 and over Utility Notices $ 0.0546 per noticZ .i,. AXIS will charge the following fee for #10 Single Window Mailing Envelopes printed one colqL Pricing is based • the volume mailed for each Customer's Cycle Size. 0 1-3,000 Utility Notices $0.0315 per notice 0 3,001 - 9,000 Utility Notices $0.0294 per notice U 9,001 - 11,000 Utility Notices $0.0249 per notice 0 11,001 and over Utility Notices $0.0190 per notice : F PC' F) i v, 1 -,i d � Page 1 of 3 ATTACH MENT A To Amendment I .. .. ... ... . ...... .... DATA 6. AXIS will charge the following fee for #9 Single Window Mailing Envelopes printed one color. Pricing is based on the volume mailed with a #9 for each Customer's Cycle Size: a 1-2,500 Utility Notices $0.0267 per notice 0 2,501 - 7,500 Utility Notices $0.0249 per notice Q 7,501 - 8,500 Utility Notices $0.0211 per notice , 8,501 and over Utility Notices $0.0166 per notice 7. AXIS will charge the following fee for email delivery of invoices/bills for each Customer's Cycle Size that has adopted email delivery. This fee is in addition to the formatting fee listed in Item #4a. or #4b above and includes the creation of the pdf for that notice. IIIIIIIIIIIINIM 501 -1000 1001 - 3,000 Utility Notices 3,001 - 9,000 Utility Notices 9,001 - 12,000 Utility Notices 12,001 and over Utility Notices $0.081 per notice $0.079 per notice $0.077 per notice $0.075 per notice $0.070 per notice $0.065 per notice Optional Items from Attachment A of RFP #12-133-0-2012 remain the same. Those are, 8. Any additional inserts that are requested for insertion into the mailing envelope will be charged a fee of $0.01/inserL �j 141 11 111 MIUMM it 11,01 allf-MILIHM PITA RMOR Wil 112414mir., I "Jve, 01,!andn, 1- AXI "I Page 2 of 3 Optional Upgrades over and above RFP #12-133-0-2012 requirements: 1 1.AXIS will charge the following fee for electronic hosting and presentment of invoices/bills for each Customer's Cycle Size that has adopted presentment services. This fee is in addition to the formatting fee listed in Item #4a or #4b above and includes the creation of the pdf for that notice. 1 - 500 50i - 1000 r. 1001 - 3,000 Utility Notices 0 3,001 - 9,000 Utility Notices 9,001 - 11,000 Utility Notices 11,001 and over Utility Notices $0.101 per notirm $0.099 per noti $0.097 per not! $0.095 per noti $0,090 per noti $0.085 per notil 12.AXIS does maintain an additional processing fee of $500 pef month for daily cycle processing for more than 5 cycles per month. The PARTIES agree to be bound by the terms and conditions documented in the original Customer Service Agreement. WE BB= Date: Z I W 1 7-Z 1 -3 jy B y: Title- President Date; March 12,2013 AX11';, inc. r vri. 4 311t Ir), F-I 5141 BfY.) A,17,1 lAttachment 3� 900 E. Strawbridge Avenue • Melbourne, Florida 32901 . (321) 608 -7062 . Fax (321) 608 -7070 tea, a RE(,2UCST�aFO'RP4R �� POSALCO�/ER1SHEET :....�L'f__.',,__ RFP TITLE: UTILITY BILLING SERVICES - TERM CONTRACT PROPOSAL #: RFP -12- 133 -0 -2012 ISSUED TE: DECEMBER 14, 2012 DUE DATE and TIME: JANUARY 10, 2013 3:00 PM EST Proposals will NOT be received after this time. PROPOSAL OPENING LOC: Purchasing Division, 900 E. Strawbridge Avenue, Melbourne, FL 32901 ANTICIPATED AWARD DATE: FEBRUARY 12, 2013 ANTICIPATED START: 1 SET UP MARCH 11,20-13 - BILLING TO COMMENCE JUNE 1, 2013 PRE - PROPOSAL CONFERENCE: ❑ YES ® NO MANDATORY: ❑ YES ❑ NO ® NOT APPLICABLE DATE: N/A - LIOCATION: I N/A Inquiries regarding this Proposal must be submitted January 3. 2013 by 1 PM All correspondence must reference the :00 in writing via email, fax, or mail on or before: i Proposal number. li Brigitte Bache, Buyer - - -- Melbourne City Hall Phone: (321) 608 -7063 PROPOSAL CONTACT: Fax: (321) 608 -7070 900 E. Strawbridge Ave E -mail: bbache @melbourneflorida.org Melbourne, FL 32901 PROPOSAL DYES - -- - - - _ - - - -- SECURITY: ®NO AMOUNT: N/A PERFORMANCE BOND: ❑ YES ® NO AMOUNT: N/A If proposal security is required as indicated above: Each Proposal MUST be accompanied by a certified check or cashier's check, treasurer's check or bank draft drawn on any National or State Bank (personal or company checks are not acceptable) or bid bond in the amount stated above, made payable to the City of Melbourne. The Proposal security provides evidence of good faith and insures that the successful OFFEROR will execute a contract in accordance with the terms, conditions, and prices contained in the Proposal. Proposal deposit checks will be returned following award of successful OFFEROR. Companies interested in doing business with the City are able to register and maintain their registration via the internet at www.DemandStar.com. Registration is not required but if you choose to register you will receive automatic initial notification from Demandstar of relevant opportunities with the City of Melbourne. This document is available via the internet at www.DemandStar.com. Adobe Acrobat@ Reader is required to view electronic documents on -line. Businesses without internet access may contact City of Melbourne's Purchasing Division at (321) 608 -7062 for these documents. The City is not responsible for the content of any bid package received through any 3rd party bid service or any source not listed above. It is the sole responsibility of the vendor to ensure the completeness of the documents received from any 3rd party. The City is not responsible for errors and omissions occurring in the transmission or downloading of any specifications from this website In the event of any discrepancy between information on this website and the hard copy specifications, the terms of the hard copy specification will control. ON -LINE PROVIDER DISCLAIMER: Demandstar.com has no affiliation with the City of Melbourne other than as a service that facilitates communication between the City and its vendors. DemandStar.com is an independent entity and is not an agent or representative of the City. Communications to DemandStar.com do not constitute communications to the City. V_ bavid YmcCue, C.P.M., A.P.P. Purchasing Manager RFP- UTILBILLSVCS12 RFP -12 -133 -0 -2012 Page 1 of 18 �`5'� INSTRUCTIONS /REQUIRED DOCUMENTS READ THE ENTIRE RFP DOCUMENT CAREFULLY IN ORDER TO KNOW EXACTLY WHAT WILL BE EXPECTED OF YOU SHOULD YOU BE AWARDED THE PURCHASE OR CONTRACT! Sealed proposals [one original — marked "ORIGINAL" - and THREE (3) COMPLETE copies + one (1) compact disc or USB flash drive] will be received in the Purchasing Division until the date and time indicated on RFP coversheet. It is the sole responsibility of the OFFEROR to insure that its proposal is delivered to the Purchasing Division in its entirety by the due date and time. The official clock to be used for submitting any proposal documents is the time /date stamp located in the Purchasing Division of Melbourne City Hall. All proposals shall be submitted in SEALED envelopes and mailed or delivered to: City of Melbourne Purchasing Division 900 E Strawbridge Avenue — 2nd floor l Melbourne, Florida 32901. The outside of the SEALED envelope shall plainly identify the Proposal by: COMPANY, PROPOSAL NUMBER, TITLE, AND DATE AND TIME OF PROPOSAL OPENING. Required Documents: The OFFEROR shall provide, with submission of their proposal, all required forms and documents listed below. Proposals will be subject to rejection if all required forms and documents are not submitted with proposal package. RETURN ONLY THE REQUIRED DOCUMENTS. 1 OFFEROR RESPONSE SHEET/ ADDENDUM RECEIPT VERIFICATION (Original signed, in ink, by authorized representative.) Page 3 2 DRUG FREE WORKPLACE CERTIFICATION - Page 4 3 SUBMITTAL REQUIREMENTS LISTED UNDER SECTION VI. OF THIS SOLICITATION 4 ATTACHMENT A — COST SERVICES ANALYSIS FORM OTHER REQUIRED DOCUMENTATION: 5 IF APPLICABLE: A COPY OF ALL LICENSES AND CERTIFICATES NECESSARY TO PERFORM THE WORK SPECIFIED IN THIS PROPOSAL MUST BE INCLUDED WITH THE PROPOSAL AT THE TIME OF SUBMISSION. If NOT responding to this Request for Proposal please complete, sign and return the following form: 6 STATEMENT OF NO PROPOSAL FORM - PAGE 5 RETURN ONLY THE REQUIRED DOCUMENTS. PLEASE DON T RETURN EVERY PAGE OF THIS REQUEST FOR PROPOSAL!!! NOTE: THE ITEMS LISTED ABOVE ARE REQUIRED FOR SUBMISSION WITH YOUR PROPOSAL PACKAGE. FAILURE TO SUBMIT ANY OF THE REQUIRED ITEMS MAY RESULT IN REJECTION OF THE PROPOSAL. PROPOSALS RECEIVED AFTER THE DUE DATE AND TIME WILL NOT BE CONSIDERED AND WILL BE PLACED, UNOPENED, IN PROPOSAL FILE. IT IS THE OFFEROR'S RESPONSIBILITY TO CONTACT THE PURCHASING OFFICE PRIOR TO SUBMITTING A PROPOSAL TO ASCERTAIN IF ANY ADDENDA HAVE BEEN ISSUED. PROMPTLY NOTIFY THE PURCHASING DIVISION OF ALL CONFLICTS, ERRORS, AMBIGUITIES, OR DISCREPANCIES THAT THE CONTRACTOR HAS DISCOVERED IN OR BETWEEN THE PROPOSAL DOCUMENTS AND SUCH OTHER RELATED DOCUMENTS. RFP- UTILBILLSVCS12 RFP -12 -133 -0 -2012 Page 2 of 18 }'� OFFEROR RESPONSE SHEET This sheet must be signed and returned with your proposal response RFP NO: RFP -12- 133 -0 -2012 PROPOSAL TITLE: UTILITY BILLING SERVICES — TERM CONTRACT OFFEROR'S CERTIFICATION: The signed OFFEROR certifies that the items of material or services offered in this invitation meet the required minimum specifications and that all required attachments are included in submitted proposal package. It is understood that any item offered as an alternate not meeting specifications may be rejected. OFFEROR further certifies that all information contained in this proposal is truthful to the best of OFFEROR'S knowledge and belief and that they are duly authorized to submit the proposal on behalf of the vendor /contractor and that the vendor /contractor is ready, willing, and able to perform if awarded the contract. OFFEROR offers and agrees to furnish the goods and /or services, specified in the invitation, at the prices or rates quoted in their proposal. Proposal prices and terms shall be firm for ninety (90) days from the date of proposal opening, unless otherwise specified in this Request for Proposal. Please indicate below, whether OFFEROR'S firm meets the drug -free workplace certification and has signed and returned certification form (page 8): EIDOES meet Drug -free Workplace Certification Does NOT meet Drug -free Workplace Certification ADDENDA: The OFFEROR hereby acknowledges receipt of the following Addenda: # Dated: # Dated: # I Dated: # I Dated: # Dated: (OFFEROR to insert # of each Addendum received). OFFEROR understands failure to acknowledge any addenda issued may cause the proposal to be considered non - responsive. Vendor may contact Brigitte Bache, Buyer at 321/608- 7063 in the Purchasing Division or email bbache @,melbourneflorida.org to confirm the number of addenda (if any) that have been issued. In signing this proposal, we have read and fully understand and agree to all terms, conditions and specifications and acknowledge that the City of Melbourne Purchasing Division proposal document on file shall be controlling. We certify that we have not, either directly or indirectly, entered into any contract or participated in any collusion or otherwise taken any action in restraint of free competition; that no attempt has been made to induce any other person or firm to submit or not to submit a proposal; that this proposal has been independently arrived at without collusion with any other OFFEROR, competitor or potential competitor; that this proposal has not been knowingly disclosed prior to the opening of proposals to any other OFFEROR or competitor; that this statement is accurate under penalty of perjury. The signature below authorizes the verification of this response sheet and also affirms that the original Request for Proposal document has not been altered in any way. TAXPAYER ID. FEDERAL EMPLOYER ID, OR SSN AREA CODE PHONE FAX COMPANY NAME AUTHORIZED OFFICER SIGNATURE (MANUAL) Sign here MAILING ADDRESS TYPED /PRINTED NAME CITY - STATE - ZIP TITLE E -MAIL ADDRESS DATE RFP- UTILBILLSVCS12 RFP -12 -133 -0 -2012 Page 3 of 18 �'� DRUG FREE WORKPLACE CERTIFICATE (Identical Tie Proposals) RFP -12- 133 -0 -2012 In accordance with Section 287.087 of the State of Florida Statutes, preference shall be given to businesses with drug -free workplace programs. Whenever two or more proposals, which are equal with respect to price, quality, and service, are received by the State or by any political subdivision for the procurement of commodities or contractual services, a proposal received from a business that certifies that it has implemented a drug -free workplace program shall be given preference in the award process. Established procedures for processing tie proposals will be followed if none of the tied vendors have a drug -free workplace program. In order to have a drug -free program, a business shall: Publish a written statement notifying that the unlawful manufacture, distribution, dispensing, possession or use of a controlled substance is prohibited in the workplace named above, and specifying actions that will be taken against violations of such prohibition. 2. Inform employees about the dangers of drug abuse in the work place, the firm's policy of maintaining a drug free working environment, and available drug counseling, rehabilitation, and employee assistance programs, and the penalties that may be imposed upon employees for drug use violations. 3. Give each employee engaged in providing commodities or contractual services that are under bid or proposal, a copy of the statement specified above. 4. Notify the employees that as a condition of working on the commodities or contractual services that are under bid or proposal, the employee will abide by the terms of the statement and will notify the employer of any conviction of, plea of guilty or nolo contendere to, any violation of Chapter 1893, or of any controlled substance law of the State of Florida or the United States, for a violation occurring in the work place, no later than five (5) days after such conviction, and requires employees to sign copies of such written statements to acknowledge their receipt. 5. Impose a sanction on, or requires the satisfactory participation in, a drug abuse assistance or rehabilitation program, if such is available in the employee's community, by any employee who is so convicted. 6. Make a good faith effort to continue to maintain a drug free work place through the implementation of the drug free workplace program. As a person authorized to sign this statement, I certify that the above named business, firm or corporation [ ❑ DOES ❑ DOES NOT ] comply fully with the requirements set forth herein. Company. Authorized Representative: Signature: Date: RFP- UTILBILLSVCSI2 RFP -12 -133 -0 -2012 Page 4 of 18 A�') STATEMENT OF NO- PROPOSAL If your company will NOT be submitting a proposal in response to this RFP, please complete and submit this Statement of No- Proposal response to: City of Melbourne Purchasing Division 900 E Strawbridge Avenue Melbourne, FL 32901 RFP Number RFP -12- 133 -0 -2012 RFP Title UTILITY BILLING SERVICES — TERM CONTRACT Company Name Mailing Address City- State -Zip COMPLETE THE FOLLOWING REASON(S) FOR NO- PROPOSAL Unable to comply with product or service specifications. Unable to comply with scope of work. Unable to quote on all items in the group. Insufficient time to respond to the Request for Proposal. Unable to hold prices firm throughout the term of the contract period. Our schedule would not permit us to perform. Unable to meet delivery requirements. Unable to meet bond requirements. Unable to meet insurance requirements. Other (Specify): Printed Name: Date: Signature: DON'T RETURN THIS FORM UNLESS YOU ARE NOT SUBMITTING A PROPOSAL! RFP- UTILBILLSVCS12 RFP -12 -133 -0 -2012 Page 5 of 18 �'� GENERAL TERMS AND CONDITIONS These instructions, requirements, and any special instructions contained in the specifications are a part of the terms and conditions of the OFFEROR'S Proposal. Any exceptions /deviations to these instructions /requirements or specifications must be specified and submitted with the OFFEROR'S Proposal. Failure to indicate any exceptions /deviations will be regarded as full acceptance of these reauirements and instructions. 1. EXAMINATION BY OFFERORS - The OFFEROR is required to examine carefully the site(s) of the work, specifications, drawings, schedules, special instructions and these general requirements prior to submitting a proposal and it will be assumed that the OFFEROR has investigated and is fully informed of the conditions and obstructions to be encountered, of the character, quality and quantities of work to be performed and materials to be furnished and of the requirements of the plans and other contract documents. The OFFEROR must inform himself fully of the conditions under which the work is to be performed in relation to both construction and labor conditions; failure to do so will not relieve a successful OFFEROR of his obligations to furnish all materials, equipment and labor necessary to carry out the provisions of the contract documents and to complete the work for the consideration set forth in his proposal. 2. SUBMISSION OF PROPOSAL PACKAGE- All proposals must be submitted and completed in ink or typewritten, on the forms provided by the City of Melbourne. The individual signing the proposal must initial any erasures or other changes. All bids /proposals will not be considered unless the OFFEROR or an authorized agent signs the OFFEROR response sheet. Failure to properly execute the proposal documents may result in rejection of the proposal. The wording of this proposal shall be used throughout, without damage, alteration or addition. Any change in wording may cause it to be rejected. All irregular proposal amounts or proposal forms may be deemed non- responsive by the City of Melbourne. All material submitted becomes the property of the City and may be returned only at the City's option. The City has the right to use any or all ideas presented in any reply to this ITB. Selection or rejection of any proposal does not affect this right. 3. AUTHORIZED SIGNATURE- If the OFFEROR is a corporation, the President shall execute the proposal. In the event that the proposal is executed by other than the President, a certified copy of that section of the corporate by- laws or other authorization by the corporation, which permits the person to execute the offer for the corporation, shall be submitted. If the OFFEROR is a partnership, all partners shall execute the proposal, unless one partner has been authorized to sign for the partnership, in which case, evidence of such authority satisfactory to the Procurement Manager shall be submitted. If the OFFEROR is a sole proprietor, the owner shall execute the proposal. OFFEROR'S operating the business under a Fictitious Name shall be registered with the State of Florida (FL Statute 865.09). 4. DESCRIPTIVE TERMS- Unless the term "no substitute" is used, the use of brand name, manufacturer, make, or catalogue designation in describing an item does not necessarily restrict OFFERORs to that particular brand name, etc. The term is simply to indicate the type, character, quality and /or performance equivalence of the item desired. However, the proposed substitution item must be of such character, quality and /or performance equivalence as that indicated in the specifications. A proposed substituted item must include complete data as to the manufacturer's name, type, model number, any descriptive bulletins and specifications. 5. EXCEPTIONS- Any deviations to these instructions or specifications must be submitted in writing with the OFFEROR'S proposal. Failure to indicate any deviations will be regarded as full compliance with these requirements, specifications and instructions and will be construed to mean that the OFFEROR proposes to furnish the exact commodity as described in the specifications /requirements. 6. REFERENCES- References will be contacted by the City to validate information provided by the OFFEROR and to determine the client's overall satisfaction with the services provided. OFFEROR is responsible for notifying their references that the City may contact them. If references cannot be reached, the proposal may be deemed non- responsive and rejected. If references obtained by the City are not favorable, the City will reject the proposal. FACTORS OF AWARD- In the determination of the lowest responsive and responsible OFFEROR, the City reserves the right to take into account and give reasonable weight to: (a) the OFFEROR'S past performance in the completion of other City or other governmental Agreements; (b) the probability of the Agreement being carried to successful completion, within the time specified, by the methods and with the equipment the OFFEROR proposes to use; (c) default under previous Agreements (d) the OFFEROR'S references (e) OFFEROR'S resources (f) experience. The City of Melbourne reserves the rights to: award by item, groups of items, or all items of the proposal; to reject any or all proposals in whole or in part; and, waive minor defects or variations, irregularities and /or omissions on a proposal from the exact requirements of the specifications that do not affect the price, quality, quantity, delivery or performance time of the services being procured. Proposal awards are subject to the Conflict of Interest provisions of Chapter 112, Florida Statutes. If insufficient information is submitted by a OFFEROR for City of Melbourne to properly evaluate the proposal, the City has the right to require such additional information as it may deem necessary after the time set for receipt of proposals, provided that the information does not change the price, quality, quantity, delivery or performance of the services being procured. RFP- UTILBILLSVCS12 RFP -12 -133 -0 -2012 Page 6 of 18 ��'� 8. FAILURE TO EXECUTE AGREEMENT- Failure of the successful OFFEROR to accept the Agreement as specified will be cause for cancellation of the award. In the event that the award is canceled, the award may then be made to the second lowest responsive and responsible OFFEROR, and such OFFEROR shall fulfill every stipulation embraced herein as if he were the original party to whom the award was made; or the Purchasing Manager may reject all proposals. Contractors who default are subject to suspension and /or removal from the OFFEROR'S List. 9. UNIT PRICES- A unit price for each unit proposal must be shown and include packaging and /or packing, if any, unless otherwise specified. If the quantity is an estimate, the unit price only shall be listed. On items where a quantity is specified, a total shall be entered in the appropriate column of the proposal schedule. If an error is made in extension of the price, the unit price shall prevail. Items or estimated quantity will be awarded on a "no guarantee" basis. Prices shall be extended in decimals, not fractions, and shall include transportation and delivery charges, prepaid by the OFFEROR to the destination specified in the special instructions of the specifications. 10. QUANTITIES SPECIFIED- The City of Melbourne reserves the right to increase or decrease the quantity of any or all proposal items as deemed appropriate. The unit price shall remain as accepted at proposal award. All items deleted will be deducted from all OFFEROR price sheets to determine the low OFFEROR. The proposal opening will result in an apparent low OFFEROR only and is not to construe as an award 11. NON - EXCLUSIVITY- The City reserves the right to competitively proposal any item on this contract or purchase it from another supplier when it is in the best interest of the City. 12. SAMPLES- If applicable, samples may be requested during evaluation process. If applicable, samples may be requested during evaluation process. These samples will, at OFFEROR'S request, be returned at OFFEROR'S expense after award has been made. Request for return of samples shall include shipping authorization and name of carrier, proposal #, item(s) description. If requests are not received within ten (10) business days of proposal due date, the commodities shall be disposed of by the City. 13. CERTIFICATES AND LICENSE- OFFEROR must maintain all valid licenses and certificates required for the performance of work where applicable. All companies submitting proposals shall be fully qualified companies, to include having access to all equipment, capable of performing any and all work normally encountered in this type operation. If requested, a OFFEROR shall be prepared to give full details as to the size and capability of his organization to fulfill the requirements of a potential contract with the City. The City reserves the right to reject any proposal if the evidence submitted by, or investigation of, the OFFEROR fails to satisfy the City that the OFFEROR is properly qualified to carry out the obligations of the contract and to complete the work described therein 14. EXEMPTIONS FROM TAXES- The purchase of equipment, materials, and /or service by the City of Melbourne are exempt from the payment of excise, transportation and sales tax imposed by the federal, state and /or other city governments. Such taxes must not be included in the proposal prices. Upon request, applicable federal excise exemption certificates will be furnished. 15. PAYMENTS AND DISCOUNTS - a. Payment for the materials, supplies, or equipment as specified in the contract shall be processed promptly after completion of delivery of items and after receipt of properly prepared invoice(s). b. Discounts for prompt payment will not be considered in proposal evaluations, unless otherwise specified. Offered discounts, however, will be taken if payment is made within the discount period. C. Late charges may be assessed against the City when payment is not made before the due date (forty -five (45) days after receipt of a proper invoice). 16. DELIVERY - a. All prices quoted shall be based on delivery F.O.B. Destination. Freight Pre -paid & allowed (unless otherwise stated in the special instructions) with all charges prepaid to the actual point of delivery. b. Proposals must show the number of days required for delivery under normal conditions. Unrealistically short or long delivery promises may cause bids /proposals to be rejected. A successful OFFEROR is required to keep the purchasing agent advised at all times of the status of the order. All materials, supplies, equipment, and /or service or equipment shall be delivered within thirty (30) days from the date of the award of the contract, unless specified otherwise. c. Inspection and acceptance will be at destination unless otherwise stipulated. Title and risk of loss of damage to all items shall be the responsibility of the shipper (vendor) until accepted by the City of Melbourne, unless loss of damage by the OFFEROR shall in no way be cause for relief from responsibility. 17. EEO STATEMENT- Vendors must ensure that employees and applicants for employment are not discriminated against for reasons of race, color, age, religion, sex, national origin, or handicapped status. Minority and female - owned businesses are encouraged to participate. The City is an Equal Opportunity/Veterans Preference employer. 18. BID BONDS- If required by the specifications, a bid bond (or a certified check or cashier's check) in the required amount must accompany the proposal. This bond may be retained by the contracting entity as liquidated damages should the successful OFFEROR fail to comply with the terms of this bid /proposal. The City will return all bonds or deposits to unsuccessful OFFERORS after the contract has been awarded. RFP- UTILBILLSVCS12 RFP -12- 133 -0 -2012 Page 7 of 18 19. PERFORMANCE BONDS- If required by the specifications, the successful OFFEROR must post a performance bond in the amount required prior to award of contract. The bid bond or deposit may be returned to the successful OFFEROR upon the posting of the performance bond. 20. COMPLIANCE WITH APPLICABLE LAW- Federal, State, County, and local laws, ordinances, rules and regulations that in any manner affect the item(s) covered herein apply. Lack of knowledge by the OFFEROR shall in no way be cause for relief from responsibility. 21. PROTECTION OF RESIDENT WORKERS -The City of Melbourne actively supports the Immigration and Nationality Act (INA), which includes provisions addressing employment eligibility, employment verification, and nondiscrimination. Under the INA, employers may hire only persons who may legally work in the United States (i.e., citizens and nationals of the U.S.) and aliens authorized to work in the U.S. The employer must verify the identity and employment eligibility of anyone to be hired, which includes completing the Employment Eligibility Verification Form (1 -9). The Contractor shall establish appropriate procedures and controls so no services or products under the Contract Documents will be performed or manufactured by any worker who is not legally eligible to perform such services or employment. 22. PUBLIC ENTITY CRIME INFORMATION STATEMENT- OFFERORS are subject to the provisions of Section 287.133, Florida Statutes, whereby the State maintains a convicted vendor listing which excludes those suppliers from proposal submittal for a period of thirty -six (36) months. 23. FEDERAL DEBARMENT- By signing this proposal, the OFFEROR certifies, to the best of its knowledge or belief, that the OFFEROR and its principals are not presently debarred, suspended, proposed for debarment, or declared ineligible for the award of contracts by any Federal agency; or have not within a three -year period preceding this offer, been convicted of or had a civil judgment rendered against them in connection with a public contract or subcontract; or are not criminally or civilly charged by a governmental entity with commission of offenses; or has not within a three year period preceding this offer had a contract terminated for default by any Federal agency. (Federal Acquisition Regulation 52.209 -5) 24. AUDIT- The City reserves the right to audit the records of the awarded Contractor for the commodities and /or services provided under the Contract at any time during the performance and term of the Contract and for a period of five (5) years after completion and acceptance by the City. If required by the City, said Contractor agrees to submit to an audit by an independent certified public accountant selected by the City. 25. ASSIGNMENT- The Contractor shall not assign, delegate, or otherwise transfer its rights and obligations as set forth in this Contract without the prior written consent of the City. 26. INDEMNIFICATION - As specified in Florida Statute Section 725.06, the OFFEROR agrees to save, defend, keep harmless, and indemnify the City of Melbourne and all of its officers, departments, agencies, agents, and employees from and against all liability, claims, suits, loss, damages, injury, fines, penalties, and costs (including court cost and attorney's fees, charges, liability, and exposure) resulting from, arising out of, or in any way connected with the Contractor's performance or nonperformance of the requirements of a purchase order /contract which may result from the proposal. 27. TERMINATION FOR CONVENIENCE- The performance of work under the contract may be terminated by the City of Melbourne in whole or in part whenever the City determines that termination is in the City's best interest. Any such termination shall be effected by the delivery to the Contractor of a written notice of termination at least fifteen (15) days before the date of termination, specifying the extent to which performance of the work under the contract is terminated. After receipt of a notice of termination, except as otherwise directed, the Contractor shall stop work on the date of receipt of the notice of termination or other date specified in the notice; place no further orders or subcontract for materials, services, or facilities except as necessary for completion of such portion of the work not terminated; terminate all vendors and subcontracts; and settle all outstanding liabilities and claims. 28. TERMINATION FOR DEFAULT- The contract shall remain in force for the full period specified and until the City of Melbourne determines that all requirements and conditions have been satisfactorily met and the City has accepted the work. Thereafter, applicable provisions of the contract shall remain in force until the City has determined that the Contractor has met all requirements and conditions such as guarantees and warranties that relate to the work following the contract term. The City shall have the right to terminate the contract sooner if the City determines that the contract has failed to perform satisfactorily the work required, as determined by the City. In the event the City decides to terminate the contract for failure to perform satisfactorily, the City shall give to the Contractor at least ten (10) days written notice before the termination takes effect. The 10 -day period will begin upon the mailing of the notice by the City. If the Contractor fails to cure the default within thirty (30) days specified in the notice and the contract is terminate for failure to provide satisfactory performance, the Contractor shall be entitled to receive compensation for all reasonable, allocable, and allowable contract services satisfactorily performed by the Contractor up to the date of termination that were accepted by the City prior to termination. In the event the City terminates the contract because of the default of the Contractor, the Contractor shall be liable for all excess costs that the City is required to expend to complete the work covered by the contract. After receipt of a notice of termination, except as otherwise directed, the Contractor shall stop work on the date of receipt of the notice of termination or other date specified in the notice; place no further orders or subcontracts for materials, services, or facilities except as necessary for completion of such portion of the work not terminated; terminate all vendors and subcontracts; and settle all outstanding liabilities and claims. RFP- UTILBILLSVCSI2 RFP -12 -133 -0 -2012 Page 8 of 18�� 29. CONTACT- Requests for interpretation or correction of the specifications MUST BE IN WRITING BY MAIL, FAX OR E -MAIL TO: Brigitte Bache, Buyer City of Melbourne 900 E. Strawbridge Avenue Melbourne, FL 32901 Fax #: 321 - 608 -7070 E -Mail Address: bbache(cDmelbourneflorida.orq In order to ensure fair evaluation of submittals, ex parte communication initiated by a OFFEROR is prohibited from the time the proposals are opened until a final decision has been made. OFFERORS may NOT initiate communication with any City official, staff, or employee with the exception of Purchasing staff. Any and all communication initiated by a OFFEROR after the submittals are opened must be in writing to the Buyer. Any communication initiated by a OFFEROR may disqualify that firm from consideration for this or future solicitations. 30. ADDENDA- Questions that may affect the OFFEROR'S response to the RFP and all corrections, interpretations and supplemental instructions will be in the form of written addenda to the proposal documents will be posted on www.Demandstar.com. The City will make every attempt to ensure that all parties recorded by the City as having received the proposal documents receive addenda. However, it shall be each OFFEROR'S responsibility to make inquiry as to the addenda that have been issued. Any questions received five or more days prior to the date fixed for the opening of Proposals will be given consideration. Only questions answered by formal written Addenda will be binding. Oral and other interpretations or clarifications will be without legal effect. All such addenda shall become part of the Request for Proposal, and all OFFERORS shall be bound by such addenda, whether or not received by the OFFERORS. No interpretation of the meaning of the proposal documents, attachments (if any), nor any other related documents, nor correction of any apparent ambiguity, inconsistency or error therein, will be made to any OFFEROR orally. The OFFEROR is responsible for making sure that any and all addenda have been received prior to submission of the proposal. Twenty -four (24) hours prior to the proposal due date the OFFEROR should: Call DemandStar By Onvia, Inc. Supplier Services at 800/711 -1712 to request addenda or visit www.demandstar.com or call City of Melbourne Purchasing Division at 321/608 -7063. If an addendum has not been received, the Potential OFFEROR is responsible for obtaining the addendum by one of the above methods. In case any OFFEROR fails to acknowledge receipts of any such addendum in the space provided on the OFFEROR Response Sheet, the proposal will nevertheless be construed as though the addenda have been received and acknowledged, and the submission of the proposal will constitute acknowledgment of the receipt of addenda. Only the interpretation or correction given by the Purchasing Manager or authorized representative, in writing, will be binding, and prospective OFFERORS are warned that no other source is authorized to give information concerning, or explaining or interpreting the proposal documents. If an addendum is issued, all terms and conditions that are not specifically modified shall remain unchanged. NOTE: ANY AND ALL SPECIAL CONDITIONS ATTACHED HERETO WHICH VARY FROM THE ABOVE SHALL HAVE PRECEDENCE. RFP- UTILBILLSVCSl2 RFP -12 -133 -0 -2012 Page 9 of 18 S'� Financial Services, Qepart ipnn Melbourne( util ity Q, us.t r V, C e: of lorida PROPOSAL SPECIFICATIONS RFP -12 -133 -0 -2012 INTENT The intent of this Request for Proposal (RFP) is to obtain competitive proposals from qualified firms capable of providing utility billing services with the purpose of establishing a term contract for those services. Qualified firms shall print and mail utility bills from a location in Florida. OFFERORS are strongly advised to carefully read the entire Request for Proposal [RFP]. To be considered, one (1) original [marked "original "] and THREE (3) complete copies plus one (1) compact disc or USB flash drive of complete proposal package must be received by the City of Melbourne, Purchasing Division, 900 East Strawbridge Avenue, Melbourne, Florida 32901 by 3:00 p.m. on or before January 10, 2013. Responses shall be submitted in sealed envelopes and clearly identified as "UTILITY BILLING SERVICES" and reference RFP # RFP -12- 133 -0 -2012 on the outside of the envelope. The CITY of Melbourne reserves the right to reject any or all proposals submitted. During the evaluation process, additional information or clarifications from OFFERORS may be required. II. BACKGROUND The City of Melbourne is located on east central Florida's Space Coast. The CITY'S Water Department is a municipally owned utility servicing the City of Melbourne and surrounding areas within Brevard County. It is a current function of the Finance Department. The CITY'S Utility Billing is utilizing Tyler's Munis Utility Billing Product. Updates to a newer version are in progress. Awarded vendor will be required to collaborate with the CITY and Munis staff to test the system prior to commencement of billing /mailing services. III. SCOPE OF SERVICE The Utility Billing and Collection Division currently has four (4) billing cycles per month which occur on Thursdays, with the exception of CITY Holidays. The billing data transmission from the CITY will be scheduled for release before 1:00 pm on each Thursday. The Utility Bill processing and the delivery of the statements to the Post Office are to be scheduled within twenty -four (24) hours of transmission, preferably that same day. The CITY reserves the right to increase or decrease the number of billing cycles per month and change the Billing day, as necessary. It is estimated that the average billing count will range between 56,000 and 57,000 per month. The four (4) billing cycles range between 12,500 and 16,600 individually each month. Quantities indicated are estimated for proposal purposes only and are not to be construed as the minimum or maximum quantities that the CITY is obligated to purchase. The successful OFFEROR must be able to do the following: A. Provide preliminary planning and testing of software — March /April 2013 RFP- UTILBILLSVCSI2 RFP -12 -133 -0 -2012 Page 10 of 18�'� B. Provide programming and bill design services as required — Prior to June 1, 2013 The CITY will provide artwork for the printed blue CITY logo which appears on the billing statement. All printed data and text is black in color BEGINNING JUNE 1, 2013: C. Receive data via the internet from a personal computer at the CITY any time of day, 365 days a year. The company is to notify the CITY upon receipt of the ASCII customer billing data in zip file format. Alternative methods of electronic data transfer will be considered. D. Receive the customer billing file data in the following mode /media: PRIMARY ASCII file in zip file format transmitted via ftp. The preference is for the vendor to have a secure ftp site that we can send the file to. 2. BACK -UP ASCII text file(s) in zip file format via the CITY'S ftp site ASCII text file(s) in zip file format via e-mail attachment ASCII text file(s) in zip file format via CD -ROM, DVD, USB drive E. Read data and print bills per CITY specifications. The CITY'S Munis software update will require XML format. Document totals need to be balanced and verified prior to printing. F. Utilize the best postal rates through the use of carrier routing combinations with the vendors other customer mailings. G. Deal directly with the postal service and either bill the CITY for charges relative to the postage or inform the CITY of the postal charges applied to the CITY'S postal permit the next working day. Provide a report, detailing the number of pieces mailed and its related cost to the CITY. H. Print a scannable OCR and barcode line on the remittance portion of the billing statement. Utilize a heat fusion laser printer and imprint certain generic information on the front of the bill - for example: certain heading information, CITY address, and phone numbers; payment information; late fee information; cut -off information; after hour assistance information; returned check information; billing cycle information; account finals or service transfers; and /or mailing address correspondence information. The CITY must be able to change this information within a Forty -eight (48) hour notice to the successful OFFEROR. Print any current customer billing information relative to types of services and related charges, due dates, cut -off date, past due amounts, read dates and consumption, service address, account number information relative to balance transfers, prior consumption history, and general messages to the public on the bill. K. Insert additional pre - printed documents as requested by the CITY (with adequate notice). L. Provide a standard 8.5" x 11" billing statement with a return window envelope (both white stock), reference (Attachment B). The statement must be perforated for a return portion and print a barcode line and an OCR for scanning payments. RFP- UTILBILLSVCS12 RFP -12 -133 -0 -2012 Page 11 of 18 M. Mail utility bills to the customers by the most direct method which should be at the customer's address within three (3) business days from transmission. This will give customers the time to mail payments back without receiving late fees. N. Data Security - The Contractor shall safeguard and protect the CITY'S customers' personal information and implement all necessary processes to endure against breaches of security as defined in Florida Statute 817.5681. Furthermore, should a Breach of Security occur, the Contractor shall immediately act in accordance with the procedures set forth in FL Statute 817.5681, including giving all required notice thereunder. In addition, OFFERORS are to provide with their offer submission, a copy of the Contractor's Data Security Policy with an explanation of how it will be applied to the Scope of Work provided under this contract. IV. EVALUATION OF PROPOSALS All timely submitted proposals will be evaluated by a selection committee who will make an award recommendation to the City Council for the OFFEROR whose proposal, conforming to the RFP, is most advantageous to the CITY. The ranking of proposals shall be based on the OFFEROR'S response to the following: A. Experience of the proposing firm to accurately print utility bills; provide mail processing services in the most expeditious manner. B. Electronic Billing Option: As part of the bid for printing services, the selected vendor must be capable of producing an electronic bill to those customers identified by the CITY as electronic billing customers. The vendor must be able to collect, verify and maintain customer email addresses for electronic delivery. The vendor will then produce an email to the customer with a link to a website hosted by the vendor which will display the bill and any inserts included with said mailing. The link must be secured so that the unique URL for each bill cannot easily or accidentally be accessed by someone other than the desired email recipient. The electronic notice must have the same format as the printed bill with a link to pay the bill directly from the website designated by the CITY. The vendor's system must be able to track which accounts have been successfully sent and which emails were "bounced back" due to an incorrect or invalid email address. The system should include a profile management option for customers to change opt -in status or make email changes. In addition, an administrative user interface should be available for the CITY to access account information, view reports, look up account history and manage individual accounts. C. Submit Disaster Recovery Plan. D. Submit any Qualification Certifications (eg. SSAE 16 Type II certification) E. Comparative Cost to the CITY. The selection committee will review responses to this Request for Proposal that meet the enumerated requirements and are received prior to the closing date. Upon review of the proposals, the selection committee will designate and shortlist not less than three (3) of the most qualified OFFERORS. The selection committee may request an oral presentation by the OFFEROR either at City Hall or at the OFFEROR'S facility. The selection committee will proceed to recommend a proposed agreement with the highest ranked OFFEROR. The recommendation will be submitted to the City Council for approval. RFP- UTILBILLSVCS12 RFP -12 -133 -0 -2012 Page 12 of 18 All proposals will be evaluated and ranked in accordance with the below listed evaluation criteria. Award will be based on a review of all information provided by the OFFEROR, plus a review of references submitted, and certain objective and subjective considerations. No. Evaluation Criteria Weight of Importance (Score) A Experience & Qualifications 30 B Electronic Billing Option 10 C Disaster Recovery Plan 20 D Qualification Certification 10 E Tom arative Cost to the CITY 20/5/5 Total Possible Points for Proposal Evaluation (Criteria A -E) 100 Total Possible Points for Oral Presentation Evaluation (if applicable) 20 *Section 2 of Attachment A: Lowest Price = 20 Pts; All other OFFEROR Pricing = Lowest Score /Other OFFEROR * 20 = X Points. Non - recurring fees [Section 1 & 3] of Attachment A will each be scored on a 0 -5 point system. Proposals MUST include all costs associated with providing proposed services. The fee for any unforeseen change in scope requested by the CITY will be negotiated if required. The CITY reserves the right to negotiate prices with the selected firm. Any agreement resulting from the evaluation and recommendation process must be approved by the City Council, must be governed by the laws of the State of Florida, and must have venue established in the Circuit Court of Brevard County, Florida. V. ANTICIPATED TIMETABLE Event Date Issue Reg uest for Proposal December 17, 2012 Deadline for Questions /Clarification Requests January 3, 2013 Proposal Due Date & Time January 10, 2013 by 3:00 PM Local Time Anticipated Committee Review Week of January 14, 2013 Anticipated Oral Presentations Week of January 21, 2013 Anticipated Council Award February 12, 2013 Anticipated Contract Start Date March 1, 2013 VI. PROPOSAL REQUIREMENTS Proposals shall be prepared simply and economically, providing a straightforward, concise description of the OFFEROR'S capabilities to satisfy the requirements of the RFP, and should be easily reproducible. OFFEROR shall explain the predictable consequences of any deficiencies and address solutions to correct them. OFFERORS are also encouraged to submit any information that indicates how their proposed solution would provide the CITY with existing features and enhancements that exceed the minimum requirements as set forth in this RFP. Should a prospective OFFEROR find discrepancy in or omissions from the specifications, or be in doubt as to their meanings, he /she shall at once notify the Buyer in Purchasing Division. If deemed necessary, a response will be issued to all prospective OFFERORS in the form of an addendum. The CITY will not be responsible for any oral responses. The successful OFFEROR will be bound by the representations made in its response to the RFP. The following material is required to be received by JANUARY 10, 2013 by 3:00 PM for a proposing firm to be considered. One (1) original and three (3) copies plus one (1) compact disc or USB flash drive of complete proposal package. Proposal shall include the following: RFP- U "TILBILLSVCSI2 RFP -12 -133 -0 -2012 Page 13 of 18,'� A. Title Page: Title page marked, "Proposal for Utility Billing Services ", the firm's name; the name, address, telephone number and e-mail address of a contact person; and the date of the proposal. B. Table of Contents — Include page numbers for sections listed. C. Required Forms: OFFEROR Response Sheet, Drug -Free Certificate, Attachment A. D. Transmittal Letter (maximum 2 pages): A signed letter of transmittal briefly stating the OFFEROR'S understanding of the work to be done, the commitment to perform the work within the time period — include proposed schedule, and statements why the OFFEROR believes itself to be best qualified to perform the engagement. E. Background: Provide a summary of the OFFEROR'S background, including, but not limited to, the founding date, history, names of principals, and relationship with any parent/subsidiary /affiliation of other firms. Identify nearest full service branch that will assist us with our immediate utility billing needs. F. Technical Proposal (criteria A -D]: The OFFEROR shall describe how services will be commenced, initial procedures, strategies for working with CITY consultants and staff, and strategy for the overall professional services for this program. The proposal shall include a description of the proposed services, with any exhibits or documentation deemed essential, and shall address the following items in addition to those listed above: 1. Describe Firm's experience in providing similar services to the public sector. 2. Describe overall approach and method to implement CITY'S Program. 3. Describe involvement of CITY staff. 4. Describe the Firm's and the Proposed Project Manager's current work load. 5. Experience of key personnel on proposed team including project manager, and other key staff assigned to the project. 6. Anticipated project timeline 7. Description of project deliverables 8. Conversion Plan: The Firm must provide on -sight training to our staff for the operation and use of its utility billing services. Describe the plan the Firm will coordinate to ensure a smooth transition 9. Service Enhancements: Based upon the information presented in this RFP and the Firm's knowledge of the public sector, describe any enhancements, technological or otherwise, that the CITY should consider to improve operational efficiency. G. Identification of Anticipated Potential Problems: The proposal should identify and describe any anticipated potential problems, the firm's approach to resolving these problems and any special assistance that will be requested from the City of Melbourne. H. Noncompliance with Proposal Specifications: The proposal should identify each specific incident of noncompliance with the Request for Proposals' specifications. Fees — Provide a completed Utility Billing Printing and Mailing Cost Services Analysis Form (Attachment A) References- Please provide a list of no less than five (5) clients /municipalities that have utilized the similar services within the past five (5) years. Include: Name, Address, Contact Telephone & Facsimile Number, E -mail address, Date of Contract. It is the responsibility of the OFFEROR to ascertain that the contact person will be responsive. Note: OFFERORS with less than five (5) years' experience may still qualify to submit a proposal. RFP- UTILBILLSVCSI2 RFP -12 -133 -0 -2012 Page 14 of 18 y K. Work Samples: Provide samples of similar work. L. Note: OFFERORS may submit brochures and /or other supplemental information as deemed appropriate. VII. GENERAL SOLICITATION INFORMATION A. Submission of proposal documents shall be the responsibility of the OFFEROR. Failure of the OFFEROR to provide any information requested in the RFP may result in rejection of the proposal. Submission of a proposal indicates acceptance by the OFFEROR of the conditions contained in this Request For Proposal unless clearly and specifically noted in the proposal submitted and confirmed in the contract between the CITY and the firm selected. The public may review responses after final selection and award have been made. B. The contents of this proposal shall become a part of the contract C. The City of Melbourne reserves the right without prejudice to reject any or all proposals, to request clarification of information submitted, and to request additional information of one or more OFFERORS. D. In the event only one responsive proposal is received, the CITY reserves the right to negotiate and award to the sole OFFEROR; re- advertise the request for proposal, with or without making changes to the evaluation factors; or elect not to proceed. E. There is no expressed or implied obligation for the CITY to reimburse OFFERORS for any expenses incurred in preparing proposals in response to this request. F. The CITY reserves the right to award the contract to the next most qualified firm if the successful firm fails to execute a contract within two weeks after the award. G. The CITY reserves the right to waive any informality or irregularities in any Proposal received, or reject any and /or all Proposals, or re- advertise. For and in consideration of the CITY considering Proposals submitted, the OFFEROR, by submitting its Proposal, expressly waives any claim to damages, of any kind whatsoever, in the event the CITY exercises its right to cancel the award in accordance herewith. H. The Evaluation Committee also reserves the right to waive mandatory requirements provided that all of the otherwise responsive proposals failed to meet the mandatory requirements and /or doing so does not otherwise materially affect the procurement. This right is at the sole discretion of the Evaluation Committee. In the event any governmental restrictions may be imposed which would necessitate alteration of the services offered in this submittal prior to their beginning of work, it shall be the responsibility of the successful OFFEROR to notify the Purchasing Division at once, indicating the specific regulation which required an alteration. The CITY may make an award within one hundred twenty (120) days after the date of the opening, during which period responses shall remain firm and shall not be withdrawn. If award is not made within one hundred twenty (120) days, the response shall remain firm until either the CITY awards the Contract or receives from the OFFEROR written notice that the response is withdrawn. Any response that expresses a shorter duration may, in the CITY'S sole discretion, be accepted or rejected. K. All questions and /or requests for clarification shall be directed, in writing via email /fax /mail, to Brigitte Bache, Buyer, City of Melbourne, 900 E. Strawbridge Avenue, Melbourne, FL 32901, fax (321) 608 -7070, E -mail: bbache(c melbourneflorida.org. Questions that may affect the OFFEROR'S response to the RFP will be answered in an addendum that will be distributed to RFP- UTILBILLSVCS12 RFP -12 -133 -0 -2012 Page 15 of 18 �'� everyone who received a copy of the original RFP. Any inquiry received five or more days prior to the date fixed for the opening of Proposals will be given consideration. Only questions answered by formal written Addenda will be binding. Oral and other interpretations or clarifications will be without legal effect. The CITY will make every attempt to ensure that all parties recorded by the CITY as having received the Proposal Documents receive addenda. However, it shall be each OFFEROR'S responsibility to make inquiry as to the addenda that have been issued. All such addenda shall become part of the Proposal, and all OFFERORS shall be bound by such addenda, whether or not received by the OFFEROR. L. In order to ensure fair evaluation of submittals, ex parte communication initiated by an OFFEROR is prohibited from the time the proposals are opened until a final decision has been made. No OFFEROR may initiate communication with any CITY official, staff, or employee who is participating in the evaluation process. Any and all communication initiated by a OFFEROR after the submittals are opened must be in writing to the associated buyer. Ex parte communication initiated by a OFFEROR may disqualify that firm from consideration for this or future Requests for Proposals. VIII. INSURANCE A. Before execution of the contract by the CITY and commencement of the operations and /or services to be provided, and during the duration of the contract, the Contractor shall furnish a certificate of insurance, on forms acceptable to the CITY, naming the City of Melbourne as an additional insured, the following: General Liability coverage of $1,000,000 combined single limit per occurrence for bodily injury, personal injury, and property damage; Professional Liability coverage with $1,000,000 combined single limit per occurrence; Automobile Liability coverage with $1,000,000 combined single limit per accident for bodily injury and property damage; and Workers' Compensation and Employers Liability limits of $1,000,000 per accident. Insurance requirements shall include the following provisions: 1. All insurance policies shall be issued by companies authorized to do business under the laws of the State of Florida and acceptable to the CITY. 2. The Certificates shall clearly indicate that the Contractor has obtained insurance of the type, amount and classification as required for strict compliance with this insurance section. 3. No material change or cancellation of the insurance shall be effective without thirty (30) days prior written notice to the CITY. 4. In the event the Contractor fails to keep in effect at all times the specified insurance coverage, the CITY may, in addition to any other remedies it may have, terminate the contract upon the occurrence of such event, subject to the provisions of the contract. 5. All such insurance required of the Contractor shall be primary to, and not contribute with, any insurance or self- insurance maintained by the CITY. 6. Any exceptions to the insurance requirements in this section must be approved in writing by the CITY. 7. Compliance with these insurance requirements shall not relieve or limit the Contractor's liabilities and obligations under this contract. Failure of the CITY to demand such certificate or other evidence of full compliance with these insurance requirements or failure of the CITY to identify a deficiency from evidence provided will not be construed as a waiver of the Contractor's obligation to maintain such insurance. RFP- UTILBILLSVCS12 RFP -12 -133 -0 -2012 Page 16 of 18 �J IX. ADDITIONAL TERMS AND CONDITIONS A. Contract: The Instructions to OFFERORS, Accepted Proposal, General Conditions, Special Conditions, Specifications and attached exhibits, together with the approved purchase order shall constitute the Contract. All items /services shall be supplied in strict accordance with the specifications The Contractor's performance under the terms of this Contract shall be to the satisfaction of the CITY. OFFERORS agree and understand that the contract shall not be construed as an exclusive arrangement and further agrees that the CITY may, at any time, secure similar or identical services at its sole option. B. Contract Term: The term of this contract, if awarded, shall be a fifteen (15) month period from the effective date of March 1, 2013. At the sole option of the CITY, this agreement may be renewed for four (4) additional one (1) year periods at the same terms and conditions. Renewal is contingent upon the satisfactory performance of the Vendor during the initial term of the contract and the needs of the CITY for the Vendor's service. C. Independent Contractor: The Contractor is, and shall be, in the performance of all work services and activities under this contract, an independent contractor, and not an employee, agent or servant of the CITY. All persons engaged in any of the work or services performed pursuant to this contract shall at all times, and in all places, be subject to the Contractor's sole direction, supervision, and control. The Contractor shall exercise control over the means and manner in which it and its employees perform the work, and in all respects the Contractor's relationship and the relationship of its employees to the CITY shall be that of an independent contractor and not as employees or agents of the CITY. D. Proprietary Information: OFFERORS are advised that all information disclosed as part of this RFP process is considered part of the public domain by the laws of the State of Florida and is subject to inspection by the public pursuant to Chapter 119, Florida Statutes, unless an exception applies. E. Compliance: Contractor must comply with all federal, state, county, municipal and local laws. If the Contractor performs any Work knowing it to be contrary to such laws, ordinances, rules and regulations and without such notice to the CITY, he will bear all costs arising from said Work. F. Failure to Perform: Time is of the essence in this contract, and failure to deliver as specified within the time period required should be considered a default. In the case of default, the CITY may procure the services /supplies from other sources and hold the company responsible for all costs occasioned thereby and may immediately cancel the agreement. In the event that Contractor performs services which do not comply with the requirements of this Agreement, Contractor shall, upon receipt of written notice from the CITY, re- perform the services (without additional compensation to the Contractor). If Contractor's failure to perform in accordance with this Agreement causes damages to the CITY, Contractor shall reimburse the CITY for the damages incurred (which may be charged as an offset to Contractor's payment). G. Subcontractors — Vendor must be a full service supplier who is capable of providing all services requested with no subcontracting of any portions of the project, including presorting, artwork, programming and electronic present of bills and statements. RFP- UTILBILLSVCSI2 RFP -12 -133 -0 -2012 Page 17 of 18"� H. Liens: Contractor shall not suffer any liens to be filed against any CITY property by reason of any work, labor, services or materials performed at or furnished to CITY property, to OFFEROR, or to anyone using CITY property through or under OFFEROR. Nothing contained in this Agreement shall be construed as consent on the part of the CITY to subject CITY property or any part thereof to any lien or liability under any Laws. Remedies: This contract shall be governed by the laws of the State of Florida. Venue for any litigation involving this contract shall be the Circuit Court in and for Brevard County, Florida. No remedy herein conferred upon any party is intended to be exclusive or any other remedy, and each and every such remedy shall be cumulative and shall be in addition to every other remedy given hereunder or now or hereafter existing at law or at equity or by statute or otherwise. No single or partial exercise by any party or any right, power, or remedy hereunder shall preclude any other or further exercise thereof. Sovereign Immunity: Nothing in the executed contract shall be interpreted that the CITY waives its sovereign immunity granted under Section 768.28, Florida Statutes. K. Non - Appropriation of Funds - In the event sufficient funds are not available for a new fiscal period, the CITY shall notify the Company of such occurrence and the contract shall terminate on the last day of the current fiscal period, without any penalty or expense to the CITY of any kind whatsoever. L. Delivery and Acceptance: Receipt of services /supplies shall not constitute acceptance. Final acceptance and authorization of payment shall be given only after thorough inspection indicates that the services /supplies delivered meet the specifications, terms and conditions. Should the services /supplies differ in any respect from the specifications, payment will be withheld until such time as the company takes necessary corrective action. If the proposed corrective action is not acceptable to the CITY or the company, final acceptance of the services /supplies may be refused, in which case the CITY shall not be liable for payment. Itemized invoices must be submitted for each bill run to Accounts Payable. The CITY must approve all invoices prior to payment. M. Payment: The CITY shall pay the Contractor upon the submission of proper invoices, the prices stipulated in this contract for supplies delivered and /or services rendered and accepted. It is the policy of the City of Melbourne to fully implement the provisions of the State of Florida "Prompt Payment Act ". For more information, please refer to Florida State Statute 218.70. Contractor shall invoice the CITY upon completion of the work. Please keep in mind that payments will not be processed until services have been accepted. By submission of an Application for Payment, the Contractor certifies that all suppliers have been paid for work performed. During the contract and upon completion of the contract the CITY may request documentation to certify payment to Contractor's suppliers. This provision in no way creates any contractual relationship between any supplier and the CITY or any liability on the CITY for the Contractor's failure to make timely payment to the supplier(s). RFP- UTILBILLSVCS12 RFP -12- 133 -0 -2012 Page 18 of 18 >'`� City of Melbourne, Florida _ _ Purchasin Division 900 E. Strawbridge Avenue ■ Melbourne, Florida 32901 • (321) 608 -7062 . Fax (321) 608 -7070 ADDENDUM :# 1 Addendum 1 R1'P -12- 133 -0 -2012 Pair I of'2 TITLE: 1JTILITY BILLING SERVICES BID #: RFP -12 133 -4 -2012 ISSUE DATE: DECEMBER 20, 2012 CONTACT: Brigitte Bache, Buyer Purchasing Division phone: ( 321 ) 608 -7063 (CONTACT LIMITED TO PURCHASING 900 E. Strawbridge Ave Fax: (321) 608 -7070 STAFF ONLY!) Melb, FL 32901 E -mail: bbache(dmelbournefiorida.org The intent and purpose of this addendum is to clarify, augment or modify the documents, specifications and/or drawings of which it is a part. This addendum shall in all cases supersede conflicting requirements of the documents, specifications and /or drawings. Offerors shall acknowledge receipt of this addendum in the space provided on the Offeror Response Sheet. Failure to do so may be cause for disqualification of Offeror. ITEM DESCRIPTION Q: As stated in I. INTENT: The RFP states "Qualified firms shall print & mail utility bills from a location in Florida ". Will the City of Melbourne allow Out of State vendors the full opportunity for 1 award? A: No, the City of Melbourne requires the utility bills to be delivered in the most expeditious manner and considers that mailing the bills inside Florida meets that re uirement. Q: As stated on Page 11 of 18 under Section I, "Utilize a heat fusion laser printer" -- 2. Why do you require "heat fusion "? _ A: We believe that method produces the best quality. Q: Would "cold fusion" be acceptable? 3• A: The City is open to acceptable alternatives as will be determined by the selection committee. Q: Also under Section I, the RFP states in reference to imprint of certain generic information on the front and requires the ability to change this information within 48 hours. In viewing the bill sample, that generic information is printed in BLUE and typically in order to 4 make a quick 48 hour change, that should be an Electronic Form (vs. a pre- printed form). To do that electronically, you would need to be laser printing in Highlight Color Blue. Do you require Laser Printing in Highlight Color? A: Yes. The City currently uses the same "blue" color from the sample bill to highlight "Delinquent Bills ". The optional Variable Highli hghtt color preferred would be red. Q: Can the Backer be printed in Black or a grayscale? 5. - A: Yes. Q: Your Optional Items requests Variable Highlight Laser Printing — Delinquent Bills and the number is 10,000. Is this an additional 10,000 Delinquent Bills Mailed? OR: Is the Highlight Color used on a regular bill cycle for those accounts that are delinquent within 6. that cycle? _ A: It is not an additional 10,000 delinquent bills mailed. We currently use the same "Blue" color from the sample bill to highlight "Delinquent Bills ". The optional Variable Highlight color preferred would be red. Q: Who is the Current Vendor that Prints & Mails for City of Melbourne? How long have they serviced you? How good has their service performance been? 7. A: Axis has provided the City with utility billing services for the past 10 years. The City rates their performance as excellent. Q: What is the current price paid for each of the RFP line items? 8. A: See attached pricing form. Addendum 1 R1'P -12- 133 -0 -2012 Pair I of'2 Q: What is the amount Budgeted for this project? 9• A: Our Current contract expires 5131113, so there will be approximately $30,000.00 of budget remaining for the last four months of our Fiscal Year Ending on 913012013. Q: Would it be acceptable to use a # 10 Double Window Envelope allowing for your return 10. address to appear in the top window? A: No. 11 Attached to this Addendum: current provider pricing and sample delinquent bill. For inquiries regarding this addendum, please contact Brigitte Bache, Buyer (telephone: 329- 608 -7083; fax: 321 - 608 -7070; e -mail: bbache(a),melbourneflorida.orq.) David N. McCue, C.P.M., A.P.P. Purchasing Manager END OF ADDENDUM # 1 Addendum 1 R FP- 12 -13 3 -U -201 Pa-c 2 42 d d u u^, 0 0 C s N ti G C Q C7 N � d d C r � M fd Q C+] 4 C) o Q LO iu r a o 0. C a d al. = u i, " N o Y C }Y C7 C C d d u^, 0 0 co C d C Q C7 C7 d d C 0 0 rn o Q LO d d v'' C3 o 6'+ C d d Q 0 o 0 0 C CT N o \0 C o C7 C C d Ir C�n a c d d Lf] `T U O y t0 N M ry d Lf] U) rfl co a a z p Q in 00 � Lr £ G C7 S7, - ro C y D td W V r_: u 0 a ❑ � r v. W y. � R 7 —ru 'N 7; r y., y bA � C � u G V C a� L E P 2 '. 1 I = r a c 0 v 7 C 7 u. sr 0 Oz v ac ❑ p x a u^, LO co C C C d Yr, O CD d C d d rn o d d ov�la d d in n u o o C H o o 0 C7 0 o 0 0 C Cd a o o mtMn C7 o �m ado � m C�n a c U N rfl a a z p y., y bA � C � u G V C a� L E P 2 '. 1 I = r a c 0 v 7 C 7 u. sr 0 Oz v ac ❑ p x a Yr, O CD d C d d d d d d d d d d d d d d o C C C C7 C C C CJ c y mtMn �m � -t C�n U N a a z p £ G C7 S7, - C y D td W V r_: u a ❑ � r v. W y. y., y bA � C � u G V C a� L E P 2 '. 1 I = r a c 0 v 7 C 7 u. sr 0 Oz v ac ❑ p x a _o U N C. G C7 S7, - C y D td W V r_: u a ❑ � r v. M n y. R 7 —ru 'N 7; Ln C 'N w >E w W V z- •a O N R3 m ❑_ � j y G OG E oc r m 4R v nc y �a L — aa¢ c ° e M v, 5A c cu � � G � ac L C a � � C ❑ ._ u N M City of Melbourne Utilities Division 900 E. Strawbridge Ave. Melbourne, 17L 32901 Telephone: (321) 608 -7100 3g - Fax: (321)608 -7199 Website: ivww.mclbourncflot•irla.nr•g Account Number: Bill Number: Customer Name: Service Address: Bill pate: Current Charges Due pate: Last Payment Amount/Date: 184933--251818 5327459 12/20/12 01/14/13 Service period Days Meter Number Current Previous Usage 11/09/12 to 12/10/12 31 06255454 $15.91 ❑ Enroll this account to ACH payment Option Service I Consumption I Total j WATER SEWER TOTAL CURRENT CHARGES PAST DUE BALANCE {Includes Late Fee TOTAL AMOUNT DUE Past due balances must be paid by d shown or service may he disconnecte without further notice. Service Wit resumed only after payment of the past due balance and a $30.00 reconnection charge has been mane. HAPPY HOLIDAYS? 6.89 9.02 15.91 4s2.14 498.05 H sconnection Date: 12/31/12 Please Detach end Return Bottom Portion with Your Payment -- Retain the Tap Portion for Your He cords Account Number: Bill Number: Customer Name: Service Address: Current Charges Due Date: Total Current Charges: Past Due Balance (Includes Late Fees) Total Amount Due= Disconnection Date 180933- 251818 C3 5327459 Mane Checks Payable to: City of Melbourne l] Change of Address (see reverse side) 01/14/13 $15.91 ❑ Enroll this account to ACH payment Option $482.14 Enclose current payment and voided check. $498.05 Allovv 60 days to activate. (see reverse side) 12/31/12. 18❑93320018kD420137, 05 12745930 0000tF980!; S rhdlll I I I I h�l I Ip.l I.I I I I I' III I I � I � � I Itru I ll rr rh rlllr� •� II r i - 1 City of Melbourne P U Box 30007 Tampa, FL 33630 -3007 00186❑420131053P74593000004.98 ❑55 BILLING CYCLE, City utility bills are rendered on a 1nonChly billing cycle. if you do not receive your rlEility bill or have questions about your utility bill, please contact Utility Customer Service at (321) 608 - 7100. CUSTOMER DEPOSITS The City retains comnnercial security deposits until service is tenrurultcd. Residential security deposits are retained by tic City until one year of good payment history and will be applied to the customer's account. Terminated accounts with retained deposits will be applied to die final bill and any balance retraining will be refunded. CITY WC13 SITE Visit tine City's web site at w%vw.melbounnellorida.org for Information about [lie City or view your account balance at www.iiielbourtieflorid,,k.org/tifilbill. PUBLIC RECORD Utility account records are considered "Public Record" and are subject to disclosure in accordance with Florida Statute Chapter 10. t1. LEAK DETECTION To determine if you have any I call s, turn off all water fin ice I" aIId ice [makers in your home and check the water ureter, Ir ]lie leak detector (small triangle) at (lac ]peter is not tnnving, you do not have ra serious leak. To citcck for slow leaks, note the position of the sweep hand and record niltlrbers Above. head [lie luck)[ again after I hour. If it has not moved, you have no leaks. If it has moved you need to look for the source of [lie lutL It is [lie property owner's responsibility to correct leaks as soon as possible. Office il[oul-O(Collfact: lllilbrillatlon Office Hours: Man -Fri 8:30 A. M. - 5:00 RM- Daytime Emergency: (321) 953 -6216 (Mon -Fri 7:30 A.M. - 4:00 P.M) After Hours Emergency: (321) 255 -4622 (Man -Fri 4:00 P.M. - 7:10 A.M., Weekends, :and Holidays) E -Mail: water /sewerbiI Is@ me] bourne florida. org City Web Site: www.melbourueflorida.org Change of Address (plcnse print): FIRST NAMI J LAS "l' NAME ADDRESS CITY, STATE, AND ZIP CODE PHONE NUMl3ER PAYMENT OPTIONS By mail - when paying by Inail, ple<asc allow sufficient little for mail delivery and processing. To ensure proper credit to your accounl, enclose the boltorn portion of your bill and include your account number on your check. Payment drop box - located on (lie norlb side of City [Mail on Palmetto Ave. Please insert check or nnoncy order and die bottom pordol l of your bill in the retum envelope. (NO CASH PLEASE) Automatic Debit (ACH) h,N1?01.1.MA?N'1' - Return (lie ACH "Authorirttion" form on Urc payincnt slut below with a VOIDED chock attached. Once enrolled, your bill statement will display tic bank draft dale and the message "Bank Draft - Do Not Pay ". The batik dtaft date will be approximately 25 days after the Bill Date oar your bill statelent. WIT11T11MWAT, - Complete and retrmr lire ACH "Termination" form available on tlic City's web site. Termination from the ACH payment will occur ones the current utility bill has been processed by your Financial insLitution. ACH payments returned for insufficient funds will be automatically wilhdrrwn from the ACH payinent option and the accou tit Iioidcr may mot re- enroll for one year - In lrcrson - Out- office is located at Lily ]-fall, 900 Li, Sfrmvbridgo Ave. Be sure to bring your utility bill statement with you wheel paying in person. Online Payments - Payments by Visa and Maslcruird can be, madc via the C:iLy's webs iIc www.melboitmcflorida.ork (No(e •- A $4.00 processing is charged by Lie City's payment processor.) Phone Payments -- Paymeuls May be madc over I 11 P110 lc at (32 1) 609 -7I00 (Option 3) (Note -- A $4.00 processing is charged by due City's payment Processor) Cash payments - Only accepted when paying; in person at City Hall, We accept no responsibility for UdSh p):lynunls lost in Etc mail Of placed in Ilse drop box. PAYRENT TERMS Due [late - Tlas dale applies to your current charges. All utility bills are due upon receipt. A minilmnn late fee of $5.00 or 1.5% will be assessed alter We due date. Past due balances - Must be paid within 10 days of bill dale or service will be subject to disconnection without further nolire. A $10.00 reconnection fee will be assessed to resnme service. Return check charges - Checks 1 Bank Dry :fis which are returned due to insuffIcicnl finds or closed bank accounts will teslrlt in a rebutted check charge in accordance wide Florida Statute Chapter 832. Automatic Debit (ACH) Authorization (please print): Plcnse C lice It one: C111iC:KINCi SAVINUS NAME: OF 13ANK 13ANK ACCOUNT11 T- Masi[ n13,V I aulhorixe the City of Mclboumc to iuiiiale debit cnfrie.,e flor payment of utility WIN each mouth mid if necessary, to initiate credit cntrics and ndjusiments Ibr any dchil cntrics in error to my hank account at Uic Iinancinl institution named above. This autlierity is to remain in force and 0cet until the City of MoIbonnie ImL. reccivcd written notification lion[ tnc of i1% terminal ion in such lime and mnnuer aL; to a Mot d the City of Melbourne atld the financial institution a reasonahle opportunity to act upon it. sIGKXI'tlltl: Divrr -: l'I IoNEW FORM MUST 131: SIGNED AND A VOIDED (AIRCK MUST I31: NI l'ACIIYn DILT 7SIT S1.11'S CANNOT 131, A(TI {I910) City of Melbourne, Florida Purchasinii Divisil 900 E. Strawbridge Avenue • Melbourne, Florida 32901 (321 ) 608 -7062 Fax (321 ) 608 -7070 ADp NI]ilM: -# 2 1 TITLE: UTILITY BILLING SERVICES BID #: RFP -12- 133 -0 -2012 ISSUE DATE: JANUARY 3, 2013 Brigitte Bache, Buyer Phone: 321 608 -7063 CONTACT: � f Purchasing Division (CONTACT LIMITED TO PURCHASING 900 E. Strawbridge Ave Fax: t321j 608 -7070 STAFF ONLYI) Melb. FL 32901 E -mail: bbacheOmelbourneflorida.orq The intent and purpose of this addendum is to clarify, augment or modify the documents, specifications and/or drawings of which it is a part. This addendum shall in all cases supersede conflicting requirements of the documents, specifications and/or drawings. Offerors shall acknowledge receipt of this addendum in the space provided on the Offeror Response Sheet. Failure to do so may be cause for disqualification of Offeror. IT DESCRIPTION Q: On page 11 of 18, under III Scope of Services, item E states: "The CITY'S Munis software update will require XML format." Could you clarify? Are we to submit something back to the City for "updating" to the City's software? Or is this the format needed for reports that we send back to you? A: XML will be the bill format that will be transmitted to the awarded Vendor. Q: Pg. 12, IV, B — Electronic Billing Options states that the vendor will produce an email with a link to the customer's bill. After extensive research, MCCa employed an ebill process that provides a custom ebill summary message, with an attached PIDF copy of the customer's statement. We can include links to payment sites, utility links and PDF copies of inserts that would otherwise be included in the hardcopy statement. Any customer response to these ebills will be directly emailed to the City, at the email address provided by the city. Our experience has shown that customers prefer the ease of receiving the statement as an email attachment, rather than having to log on to a website to view it. Will the Citv consider this type of ebill process? A: Melbourne's E -Bill customers are currently receiving an email with a PDF bill. The link is to make a credit card 1 ACH payment to a customer's account. END OF ADDENDUM # 2 For inquiries regarding this addendum, please contact Brigitte Bache, Buyer (telephone; 321 - 508 -7063; fax: 321- 608 -7070; e -mail: bbache(c�-melbourneflorida.orq.) David N. Mc ue, C.P.M., A.P.P. Purchasing Manager Addendkim 2 R FP- 12 -1 ± 3 -0 -201 ? 1 ot, 1