HomeMy WebLinkAboutArista Information Systems, Inc. Second Addendum to Arista Bill Printing and Mailing Service Schedule 2022 02 24 SECOND ADDENDUM TO
ARISTA BILL PRINTING AND MAILING SERVICE SCHEDULE
This Second Addendum to Arista Bill Printing and Mailing Service Schedule
("Second Addendum"), dated as of the - Iday of 2022, by and between
Arista Information Systems, Inc. ("Arista"), a Georgia corporation, whose address is 100
Ashford Center North, Suite 500,ATLANTA, GA, 30338-4865, and the City of Winter Springs
("City"), a Florida municipal corporation, whose address is 1126 E. State Road 434, Winter
Springs,Florida 32708.
WHEREAS, the City and Arista previously entered into the Arista Bill Printing and
Mailing Service Schedule ("Service Schedule I")on June 9,2015 for the purpose of securing and
outlining Arista's services relative to the printing and mailing of bill reminder notices and related;
and
WHEREAS, the City and Arista set forth their mutual understanding of the terms and
conditions of their agreement set forth therein; and
WHEREAS, Service Schedule I was subsequently amended by that"First Addendum to
Arista Bill Printing and Mailing Service Schedule" ("First Addendum"), pursuant to which the
term of Service Schedule I was extended for one year; and
WHEREAS, the City and Arista mutually desire to extend the term of Service Schedule I
for one(1)additional year and to implement certain revisions to the Statement of Work in order to
address the printing and mailing of bills in addition to the printing and mailing of bill reminders,
as set forth herein;and
NOW THEREFORE, in consideration of the mutual promises herein contained, and for
good and valuable consideration, the sufficiency of which is herein acknowledged, the Parties
hereto agree as follows:
1.0 Recitals. The foregoing recitals are hereby deemed true and correct and are
incorporated herein by this reference as a material part of this Second Addendum.
2.0 Extension of Term of Service Schedule I. In accordance with Section 3 of Service
Schedule I, the Term of Service Schedule I is hereby extended for an additional one (1) year,
commencing on December 9,2021 and terminating on December 9, 2022.
3.0 Statement of Work. Appendix A of Service Schedule I is deleted in its entirety
and replaced by the Appendix A—Statement of Work, attached hereto.
4.0 Other Terms and Conditions. Any other tern or condition of Service Schedule I
not expressly modified by this Second Addendum shall remain in full force and effect.
[Signatures on following page]
Page 1 of 2
City of Winter Springs
Second Addendum to Arista Bill Printing and Mailing Schedule I
IN WITNESS WHEREOF, the Parties hereto have executed under seal this Second
Addendum to Arista Bill Printing and Mailing Service Schedule by and through their daily
authorized representatives.
ARISTA:
By:
Printed name: Al 9—e-Z � (�
Title. C
Date: �- z Z
Attest:
Title: C.
(Corporate Seal)
CITY:
By:
Shawn Borryy�le, ity Manager
Date:
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City of Winter Springs
Second Addendum to Arista Bill Printing and Mailing Schedule I
Arista Service Schedule—City of Winter Springs, Florida
Appendix A—Statement of Work
Statement of Work—Printing and MailinE Services for Bill Reminders
1) Statement to be formatted based on Customer requirements.
2) Data will be received at Arista via electronic transfer initiated by Customer in a format
agreed upon by both Parties.
3) All addresses will be passed through certified postal-coding software for CASS (Coding
Accuracy Support System) certification and delivery point barcode for automated postage
discount.
4) Statement materials included: statement page, outside mailing envelope, courtesy-reply
envelope.
5) Processing, printing, collating, folding, inserting and mailing.
6) Preparation and delivery to USPS in automation stream.
Statement of Work—Bill Printing and Mailing
A. General Scope and Requirements
1) Arista shall print, insert and mail approximately 14,000 plus accounts per month,
divided into 4 billing cycles. Arista will provide a#10 double window envelope and
#8 5/8 window remit.
2) Arista shall mail all statements within 24 hours of receipt of data.
3) Arista shall design, in conjunction with the City, a full color inkjet,two-sided bill
form that is 8 1/2" x I in size. The back of the bill shall be a static information, as
provided for or as approved by the City in writing, for customer reference. The bill
design shall include an appropriate scan line for remittance processing, a message
area(variable data text messages shall be printed in the highlight color ink), different
sized fonts to enhance readability, a bar chart and a City logo. Arista shall purchase
and maintain a sufficient supply of billing forms and envelopes to ensure an
uninterrupted supply for printing requirements.
4) Arista shall notify the City in writing, and receive approval of any required changes
to forms or envelopes prior to implementation.
5) For additional mailing inserts,Arista agrees to receive a drop shipment of the inserts
necessary to supply for a time frame requested by the City. At the City's option, the
City shall either work with Arista to design the inserts to conform to the
specifications required for successful insertion by the equipment used by Arista, or,
the City shall provide Arista with a rough design of additional forms to be inserted
with the bills. Arista shall render a final design which shall be approved by the City
prior to the use thereof. Arista shall print and insert for a time frame requested by the
City.
6) Arista shall provide a secure File Transfer Protocol(FTP) site for the uploading of
data files.
7) All data/address files shall be CASS (Coding Accuracy Support System) certified
using certified postal software and barcode presorted to the lowest rate of automation.
8) Bills shall have a perforated remittance bill stub for return.
9) All bills shall print full color.
Appendix A—Statement of Work
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Arista Service Schedule—City of Winter Springs,Florida
10)All bills shall have latest IMB bar code and/or optional scan line on return stub.
11)Arista shall insert return envelopes with all bills, except as otherwise provided herein.
12)Arista shall maintain and utilize the ability to print, fold and stuff multiple pages, as
well as the ability to distinguish unique types of bills,unique classes of services, and
notices. Arista shall maintain the ability to segment inserts by unique types with the
ability to household merge/purge multiple bills into the same envelope. Arista shall
maintain the ability to identify unique customer coding, from the data transmission, of
customers not requiring a return envelope.
13)Arista shall use camera technology on inserting equipment to ensure mail piece
integrity. Cameras identify and stop a process if multiple inserts mistakenly get
inserted into one envelope. Line is shut-down and must be corrected to restart. This
assures only one bill goes into each envelope and any additional inserts properly
inserted.
14)Arista shall offer customized insert creation and print services to meet the City's
specific needs, while handling all the inventory and logistics. Arista shall design all
such inserts to comply with its high-speed, automated production environment and
USPS (United States Postal Service)weight limits.
B. Computer Related Processing Requirements
1) Utility data/print files will be transferred to Arista via FTP. It will be the
responsibility of Arista to assist the Utility during the configuration process of the
FTP link. The City will transmit 8 data/print files to Arista each month. The City uses
New World Systems utility billing software.
2) Currently the City bills four(4)cycles of approximately 3,500 bills per cycle and as
such will transmit eight (8) data/print files to Arista each month. Each one of these
data/print files will be treated as a separate billing, and each shall be subject to the
requirements set forth herein.
3) Before release of the bills for print,Arista will transmit a PDF file of the Bill Run to
the City for a Quality Assurance review. The City will direct Arista to release the
print only after the City is satisfied with the quality of the bill run.
4) Arista shall develop operation documents for printing, inserting and mailing- Arista
shall define procedures for quality control and shall also develop all automated
controls necessary to accurately process the data files when they are received.
5) Any "No-mail" notices, accounts with"bad" addresses or unused inserts will be
delivered back to the City.
6) The City is always seeking ways to be more efficient and to position itself for the
future utilizing the latest technology to meet the needs of the ever-growing variable
data applications. As is relevant, Arista should comment on ancillary services that it
is able to perform, for future use, such as on-line services and electronic bill
presentment, along with other existing or new features and offerings, etc.
C. Performance Requirements
1) Arista will print, insert and mail all water bills for the City within 24 hours after
successful receipt and approval of the data/print file for the City.
Appendix A—Statement of Work
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Arista Service Schedule—City of Winter Springs, Florida
2) Arista shall provide the City with a document, or another method confirmed as
acceptable to the City, indicating the number of bills received electronically for
printing, as well as the postage breakdown as USPS Automation Qualified starting at
First Class 5-Digit Rate of the billing cycle prior to the mailing of bills
3) Arista must be ready to accept the first production data/print file on or before
November 18, 2021.
D. Record Retention and Data Backup
1) Arista shall retain the City billing data/print file until Arista receives the next
data/print file. Arista shall comment on daily backup rotation and storage of data.
E. Postage Rates
1) Arista requires two months projected postage up front,then all actual postage costs
will be billed to the City as part of the monthly bill. The City will allow Arista to set
up an escrow account for postage, if needed. Arista shall provide to the City a
monthly manifest detailing the total bills printed,mailed and the dollars billed for
postage services. Arista shall mail the bills starting at the USPS 5-Digit Rate(or
lowest) as qualifies to obtain the largest postage discounts. Arista shall have postal
software in-house to process and sort. Arista must CASS certified each cycle.
2) Bar coding, arranging and sorting of the mail shall be utilized by Arista to qualify for
the lowest postage charges consistent with USPS standards. It is required that Arista
have an on-site Intelligent Mail Barcode [IMBI system for verifying mail quality
prior to entry into the USPS distribution system. The mail shall be delivered to the
USPS within 24 hours of receipt of FTP file(s) from the City.
3) Arista must be Optional Procedures Certified by the USPS,which shall allow for one
(1) and two (2)ounce mail pieces to go into the same mail-stream to maximize the
postal discounts.
4) Arista shall make periodic recommendations for improving mail delivery,postage
savings and reducing mailing costs.
F. Paper and Print Quality and Requirements
1) Printing shall be high quality with a resolution of at least 600 x 600 DPI. The paper
should be of a brightness factor to allow for a contrast ratio of paper to print to ensure
reliable OCR(Optical Character Recognition) scanning.
2) Bills shall be printed on 8 1/2"x 11", 24#bond, with perforation. Arista shall have
the capability to print a bar chart displaying the customer's usage over a 12-month
period.
3) Arista shall have the ability to print variable messages and data on the bills by
utilizing highlight color text when requested.
4) Envelopes shall be a double window (#10)that will allow for the outgoing address on
the bottom, with the return address and City's logo in the top window. Being that the
City is migrating from a different looking envelope statement, Arista shall supply(at
least on a temporary basis of no less than 3 months) an envelope with the following
wording on the on the envelope's exterior: "UTILITY BILL ENCLOSED". Payment
Appendix A—Statement of Work
Page 3 of 4
Arista Service Schedule—City of Winter Springs, Florida
stubs shall be designed with the City's payment address revealed when inserted into
the return window envelopes provided by Arista. The appropriate size return window
envelopes shall be security tinted on the inside.
5) The price per piece(bill) as provided by Arista is all-inclusive for the production of
the billing statement. Such price shall include the processing, inkjet printing in full
color on form, folding, inserting, remittance envelope, sorting, and delivery of bills to
the USPS.
G. Customer Service and Quality Controls
1) The customer service organizational structure for the services, including the chain of
command for problem resolution, shall be as described by Arista.
2) The quality assurance and control check points within the printing and inserting
operation shall be as described by Arista.
3) Data formatting on the customer bill/statement and return envelopes shall be in
accordance with the requirements of the U.S. Postal Service. Any data receipt
problems,print or insert errors shall be reported to the City immediately upon
recognition of such errors.
Statement of Work—PDF Services for Printins., and Mailing Customers
OPTIONAL SERVICE t
1) Data will be the same data as provided for Printing and Mailing Services.
2) A PDF image of the exact statement that is printed and mailed will be created.
3) PDF images are available for the Customer to view, print, and download.
Statement of Work—Electronic Bill Presentment
OPTIONAL SERVICE
1) Arista will provide a hosted website to the Customer to facilitate the electronic
presentment of Customer's statements to Customer's End Users.
2) The electronic bill statement, available through the website, is to be formatted based on
Customer requirements.
3) The data received at Arista to be used to generate the electronic statement will be
initiated by the Customer in a format agreed upon by both Parties.
4) Customer may suppress a paper bill for viewing electronically by the End User on the
Bill Presentment website.
5) The Arista Electronic Bill Presentment Website shall, as agreed between the Parties:
a) Allow the Customer's End User to view a bill statement.
b) Allow the Customer's End User to view an e-bill.
c) Allow the Customer's End User to pay a statement via a credit/debit card or
electronic check through the website. (If Customer elects to allow such
payments, Customer must also execute the Arista Third Party Payment
Processing Service schedule.)
Appendix A—Statement of Work
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