HomeMy WebLinkAboutAXIS (Advanced Xerographics Imaging Systems, Inc) - Utility Billing Invoicing - 2008 03 28Advanced Xerographics Imaging Systems, Inc. (AXIS) agrees to supply to CITY OF WINTER
SPRINGS (CLIENT), located at 1126 East S.R. 434, Winter Springs, FL 32708 and CLIENT agrees to
purchase from AXIS the CLIENT'S CASS Certification, Laser Printing and Mailing Services as outlined
below. This Agreement will remain in effect per the specifications of the City of Melbourne piggy -back
agreement (Contract # 12 -136 -0 -2007) dated March 26, 2008.
CITY OF WINTER SPRINGS
CUSTOMER SERVICE AGREEMENT
SEPTEMBER 7, 2010
GENERAL PROCESSING ASSUMPTIONS
AXIS will handle the laser printing and mailing of the CLIENT'S utility invoices. The volume
is approximately 13,400 multi- page invoices /month and approximately 80 -300 final bills per
month.
2. AXIS will charge rates based on the size of the Client's cycle size. This is the same pricing as
current rates in contract.
AXIS will receive data for the notices from the CLIENT weekly. CLIENT will supply a
schedule thirty (30) days prior to each month.
4. AXIS will receive data in a format determined mutually by AXIS and CLIENT. (In data
format). It is preferred that if the file is sent via electronic transmission that the CLIENT use
"FTP" (File Transfer Protocol) and that the CLIENT compress the file using compression
software.
5. AXIS will simplex (one side) laser print in black ink, the data on 8 'V2 X11, 60# offset or 24#
bond white paper. The paper will be pre- printed 2/1, black or blue ink. The paper will have a
horizontal perforation and will be "long- grain ". AXIS will supply the paper
6. AXIS will laser print a message that will print on the invoice. This message can be changed by
the CLIENT from one cycle to the next. The required text for the message is required 72 hours
prior to the printing and mailing of the invoices.
AXIS
DATA SOLUTIONS
AXIS will fold and insert the notices into #10, white, single window envelopes along with a #9
white, window envelope. The #10 and #9 envelopes will be pre - printed on the front in black or
blue ink. The #10 and #9 envelopes will be supplied by AXIS.
There may be periodic requests for inserts to be mailed with the invoices. All invoices will
receive the same insert. The CLIENT will supply the inserts to AXIS at least one week prior to
the mailing. CLIENT will have clear instructions with the insert detailing which print run
(cycle) requires the insert. All inserts supplied must be within the specifications supplied by AXIS to
meet the machine requirements for automated inserting.
AXIS CLIENT SERVICE AGREEMENT: City of Winter Springs
Corporate Headquarters
AXIS, Inc.
6851 TPC Drive
Orlando, Florida 32822 -5142
Phone: (407)351.0232
Fax: (407)363.4586
1
Toll Free: 1 (800) 852 -3174
www.axisdatasolutions com
West Coast Office
AXIS Albuquerque, Inc.
901 Menaul Blvd., NE
Albuquerque, NM 87107 -1658
Phone: (505) 822.8225
Fax: (505)852.5410
AXIS
DATA SOLUTIONS
9. Any additional set -up or special programming will be charged at $75.00/hour. This rate will also be
charged each time the message changes on the invoice.
10. AXIS is required to perform special programming on the data that CLIENT supplies. Some of
the programming that is required is:
A.) Process the files for CASS certification. (delivery point barcode)
B.) AXIS will create a "key- line" that will appear above the name and address block for quality
control purposes.
C.) 3 of 9 barcode for return payment processing (if applicable).
D.) Special message to be printed on the invoice for each cycle.
11. AXIS will supply all printouts to the postal service to document the postage discounts where
applicable (e.g. zip distribution reports, CASS certificates, and presort summary reports).
12. AXIS will provide a postage report to the CLIENT for each run.
13. Each job will be sorted and bundled to the lowest qualifying First Class rate for postal discounts
(U.S.P.S. CASS certified). NCOA and "MOVE UPDATE" requirements are the responsibility
of the CLIENT.
14. AXIS will develop operation documents for printing as well as inserting and mailing, define
procedures for quality control and develop all the automated controls that will be necessary to
accurately process the data files when they are received by AXIS.
15. Delivery of mail to the postal facility located physically nearest to or directly to the U.S. Postal
Service's Mid - Florida Processing and Distribution Center in Lake Mary Florida or to the
Orlando Tradeport postal facility will be supplied at no additional charge.
16.
17.
18.
19.
20.
Any "no- mail" notices, accounts with "bad" addresses or unused inserts will be delivered back
to the CLIENT.
Postage will be due one month in advance and a monthly report will be supplied to CLIENT to
reflect the current status.
PRICING
Client is responsible for all shipping and delivery charges.
All additional inserts (as defined in #7 above) will be processed at $10.00 /thousand inserts.
Until May 31, 2013, the price for the programming /development listed in items 8 A -D, simplex laser
printing, folding, inserting, metering, sorting, and delivery to the Mid - Florida postal facility in Lake
Mary Florida or the Orlando Tradeport postal facility is $0.15580 /notice. The price for the #9
AXIS CLIENT SERVICE AGREEMENT: City of Winter Springs
Corporate Headquarters
AXIS, Inc.
6851 TPC Drive
Orlando, Florida 32822 -5142
Phone: (407)351.0232
Fax: (407)363.4586
2
Toll Free: 1 (800) 852 -3174
www axisdatasolutions com
West Coast Office
AXIS Albuquerque, Inc.
901 Menaul Blvd., NE
Albuquerque, NM 87107 -1658
Phone: (505) 822.8225
Fax: (505)852.5410
AXIS
DATA SOLUTIONS
Remittance envelope is $.02762 /each. This pricing is in agreement with the City of Melbourne
Utilities agreement (piggy -back) dated March 26, 2008 (Contract #12 -136 -0 -2007) based on
current cycle sizes. This price does not include postage. AXIS does maintain a minimum shop
charge of $300.00 for this project. This charge is not in addition to the above price. It simply
means that if the total project is less than this amount, AXIS will charge this flat rate to cover
fixed costs. The break down for #9 envelopes based on the size of the CUSTOMER'S cycle size
is:
1 -3,000 Utility Notices= $.02468/ envelope
3,001 -9,000 Utility Notices= $.02303 /envelope
9,001 - 15,000 Utility Notices= $.01948 /envelope
The break down for the Utility Notices based on the size of the CUSTOMER "S cycle size is:
1 -3,000 Utility Notices= $.19637 /notice
3,001 -9,000 Utility Notices= $.15580 /notice
9,001- 11,000 Utility Notices= $.10653 /notice
11,001- 15,000 Utility Notices= $.10485 /notice
21. Terms are NET 45 upon delivery and acceptance.
SIGNATURES:
CITY OF WINTER SPRINGS
By:
Title:
Date: (1/1 ( 1 y
AXIS, INC.
By:
Title: Account Executive
Date: September 7 2010
AXIS CLIENT SERVICE AGREEMENT: City of Winter Springs
Corporate Headquarters
AXIS, Inc.
6851 TPC Drive
Orlando, Florida 32822 -5142
Phone: (407)351.0232
Fax: (407)363.4586
3
Toll Free: 1 (800) 852 -3174
�,vww axisdatasolutions com
City of Winter Springs
West Coast Office
AXIS Albuquerque, Inc.
901 Menaul Blvd., NE
Albuquerque, NM 87107 -1658
Phone: (505) 822.8225
Fax: (505)852.5410
AXIS
DATA SOLUTIONS
City of Winter Springs — Utility Billing
TERMS & CONDITIONS
SEPTEMBER 7, 2010
WARRANTY:
AXIS warrants that the services provided herein will result in products that are usable as
working records of the CLIENT. CLIENT agrees that such services shall not relieve it from any
obligation to maintain records and/or duplicate copies of source documents to mitigate against the
possibility of the loss of data resulting from any cause. If any documents furnished by CLIENT are
damaged or lost while in AXIS' possession, AXIS' sole obligation shall be to reprocess the documents for
mailing if CLIENT can provide a duplicate copy. AXIS shall not be liable for the loss of any information
on or the damage to any source documents or magnetic media. No claim will be allowed under this
warranty unless the CLIENT promptly notifies AXIS of such claim in writing within thirty (30) days of
such occurrence. The foregoing warranty is exclusive and in lieu of all other warranties whether
expressed or implied.
AXIS ASSUMES NO LIABILITY FOR ANY SPECIAL, INDIRECT, CONSEQUENTIAL,
INCIDENTAL OR OTHER DAMAGES OF ANY TYPE RESULTING FROM AXIS' PERFORMANCE
HEREUNDER. THE AFORESAID REMEDY OF THE CLIENT IS EXCLUSIVE AND THIS
PROVISION SHALL APPLY TO ANY AND ALL CLAIMS OR SUITS BROUGHT AGAINST AXIS
BY THE CLIENT. AXIS SHALL NOT BE RESPONSIBLE FOR DELAYS IN PROCESSING OR IN
THE DELIVERY OF THE COMPLETED PRINTING.
2.
CHARGES FOR SERVICES:
AXIS may vary the prices set forth in this Agreement to reflect increases in its labor and material
costs. All price increases are effective thirty (30) days after written notice by AXIS to the CLIENT.
Based upon receipt of a favorable credit application, Invoices are due NET45.
TAXES:
All federal, state, county, local or other excise, sales or use taxes will be paid by the CLIENT.
4.
CONFIDENTIALITY:
AXIS agrees to exercise caution and discretion in safeguarding CLIENTS information and data
which are confidential and are clearly so designated. AXIS shall be liable to CLIENT only in the event of
a willful and material disclosure of such information or data.
NON - SOLICITATION AGREEMENT:
Both parties agree that, during their contractual relationship, and for a period of two (2) years
from and after the termination, for whatever reason, of this contract, neither shall engage, hire, employ, or
solicit any employee from the other party or otherwise induce or attempt to induce any employee from the
other party to leave its employment or alter in any way the other party's relationship with its employees.
AXIS CLIENT SERVICE AGREEMENT: City of Winter Springs
Corporate Headquarters
AXIS, Inc.
6851 TPC Drive
Orlando, Florida 32822 -5142
Phone: (407)351.0232
Fax: (407)363.4586
4
Toll Free: 1 (800) 852 -3174
www axisdatasolutions com
West Coast Office
AXIS Albuquerque, Inc.
901 Menaul Blvd., NE
Albuquerque, NM 87107 -1658
Phone: (505) 822.8225
Fax: (505)852.5410
,
6.
BINDING EFFECT:
This Agreement shall be binding upon and inure to the benefit of and be enforceable by the
parties to this Agreement, and their respective successors and assigns. In the event that substantially all of
the assets of the CLIENT are sold to another company or the CLIENT is consolidated or merged with
another company, CLIENT agrees that this Agreement shall be assigned to and be binding upon such
other company. Further, if the data processing operations of CLIENT are transferred to a different
location, this Agreement shall remain in effect if AXIS is able to provide the same services at such
location as are provided hereunder. The CLIENT shall give AXIS sixty (60) days written notice of its
intent to transfer its operations elsewhere. AXIS shall then have thirty (30) days to inform CLIENT as to
whether it is able to continue providing services at the new location.
7.
TIME OF ESSENCE:
Time is of the essence with respect to each and every term and provision of this agreement.
GOVERNING LAWS:
The validity, construction, and effect of this Agreement shall be governed by the law of the state
within which the services are to be provided.
9.
DEFAULT:
If either party is in default under this Agreement and such default continues for thirty (30) days
after written notice thereof by the other party, this Agreement may thereupon be terminated by such other
party. In case suit is brought by either party due to such default, the prevailing party in the litigation shall
be entitled to recover against the other party a reasonable attorney's fee to be fixed by the court. In the
event of a default by CLIENT, the parties agree that the minimum monthly charge, if any, stated on the
front of this agreement shall not be used as the measure of damages.
10
EXCLUSIVE AGREEMENT:
AXIS
DATA SOLUTIONS
CLIENT and AXIS agree to be bound by the terms of this Agreement and further agree that it is
the complete and exclusive statement of the agreement between the parties, which supersedes all
agreements, proposals, oral or written, and other communications between the parties relating to the
subject matter of this Agreement. No amendment or modification to this Agreement and no waiver of any
provision shall be valid unless in writing and signed by both parties hereto. If Client issues a purchase
order or memorandum or other instrument covering the services provided herein, such purchase order,
memorandum or instrument shall be for CLIENTs internal purposes only, and any and all terms and
conditions contained therein, whether printed or written, shall not vary or add to the terms and conditions
of this agreement.
AXIS CLIENT SERVICE AGREEMENT: City of Winter Springs
Corporate Headquarters
AXIS, Inc.
6851 TPC Drive
Orlando, Florida 32822 -5142
Phone: (407)351.0232
Fax: (407)363.4586
5
Toll Free: 1 (800) 852 -3174
www axisdatasolutions com
West Coast Office
AXIS Albuquerque, Inc.
901 Menaul Blvd., NE
Albuquerque, NM 87107 -1658
Phone: (505) 822.8225
Fax: (505)852.5410
AXIS
DATA SOLUTIONS
The PARTIES agree to be bound by the terns and conditions documented in the original Client Service
Agreement.
Advanced Xerographics Imaging Systems Inc
(AXIS, Inc.)
Lori Foerster, Account Executive
9- -1- (0
Date
k e u f 1 Sn1 i--
Name (Type or Print)
t ,�
^ l IV JtA
Title
?// /0
Client:
By: (C p y Name)
Si afore
Date
AXIS CLIENT SERVICE AGREEMENT: City of Winter Springs
Corporate Headquarters
AXIS, Inc.
6851 TPC Drive
Orlando, Florida 32822 -5142
Phone: (407)351.0232
Fax: (407)363.4586
6
Toll Free: 1 (800) 852 -3174
www axisdatasolutions com
West Coast Office
AXIS Albuquerque, Inc.
901 Menaul Blvd., NE
Albuquerque, NM 87107 -1658
Phone: (505) 822.8225
Fax: (505)852.5410
City of Melbourne
AMENDMENT 2 TO AGREEME NT
Utility Billing Services
CONTRACT NO. (12 -136 -0 -2007)
This Amendment to the Agreement for Utility Billing Services is made and entered into
as of March 12, 2010, between the City of Melbourne and Advanced Xerographics
Imaging Systems (AXIS), Inc., 6851 TPC Drive, Orlando, Florida, 32822.
The Agreement, entered into on March 26, 2008, and amended on June 24, 2008, is
hereby amended to renew the agreement for an. additional thirty -six (36) month period, at
the same rate(s), by mutual agreement of both parties, through May 31, 2013.
The parties hereto duly execute this Amendment to become effective as of Mine 1, 2010.
CITY OF MELBOURNE
900 East Strawbridge Avenue
Melbourne, Florida 32901
David N. McCue, Purchasing Manager
(Signature) (Date)
Distribution:
Advanced Xerographics Imaging
Systems, Inc. (AXIS)
i
B y:
(Name /Title) �� �C= MCI1 / &110
*' :)3h
(Signature) (Date)
Department/Division File
Purchasing File
City of Melbourne
SERVICE AGREE (12 -136 -0 -2007)
Utility Billing Services
Award Date; Approved by Melbourne City Council on March 2S, 2008
THIS Agreement is entered into this 26th day of March, 2008 for the period June 1, 2008
through May 31, 2010 by and between the City of Melbourne, Florida, hereinafter
referred to as the City; and Advanced Xerographics Imaging Systems (AXIS) Inc.•6851
TPC Drive, Orlando, Florida, 32822, hereinafter referred to as the Contractor.
NOW THEREFORE, the Parties do mutually agree that:
1. Scope of Service: Contractor shall furnish all labor, materials, equipment,
facilities, and services to provide CASS certification, laser printing, and mailing
services to the City of Melbourne, in accordance with General Processing
Assumptions for the prices listed below:
Item Des cription
A. Non - recurrin fees
Unit Unit Cost
A -1 Initial development, data programming, Sum $ 0.00
data layout, form design, and. envelope design
A -2 Additional customer requested data
programming or set -up charges per /hr $ 75.00
B. Statement Materials/Proces Charges
B -1
First Page
Each
$.02200
B -2
Postal Optimization
Each
$.03903.
B -3
Uncoated, 8.5" x 11" Paper Stock with
Each
$.02322
City logo (24 lb)
B -4
#10 Single Window Mailing Envelope
Each
$.02228
with City logo (24 lb)
B -5
#9 Single Window Remittance Envelope
Each
$.01948
(24 lb)
Total 1111aterials /Processing Cost
Each
$32601
C. Optional Charges
C -1
Additional pages for inserts
Each
$.01000
C -2
Variable highlight laser printing
Each
$.00500
C-3
CD /DVD Archival
Each
$.01500
2. Performance: Performance under this Agreement shall be in accordance with the
Contractors RFP response, dated January 17, 2008, and General Processing
Assumptions as detailed below:
A. Contractor shall handle the laser printing and mailing of the City's utility
bills. The volume is approximately 57,000 per month.
B. Contractor will receive data for the utility bills from the City four (4)
times per month. The City will supply a monthly schedule one week
prior to the beginning of the first billing cycle of each month. The City
reserves the right to change the billing date and/or the number of billing
cycles, as necessary.
C. Contractor will receive data via ASCII file in zip file format transmitted
via FTP transmission. A record layout will be supplied by the City. All
data will be supplied in separate fields and the City shall compress the file
using compression software.
D. Contractor shall simplex (one side) laser print the data on 1/1 color pre-
printed 8.5" x 11 ", 249 bond white paper. The paper shall have a
horizontal perforation and shall be "long- grain ". The Contractor shall
provide the paper.
E. Contractor shall fold. and insert the utility bill(s) into a #10 white, single
window envelope. The Contractor shall insert a 99 white courtesy reply
envelope (CRE) for utility bills requiring a mailed remittance. Utility bills
that are designed for ACH payments will not require the #9 CRE. Both the
#10 and 49 envelope will be pre - printed on the front in blue ink and shall
be supplied by the Contractor.
F. Contractor shall set up the Utility Bill form and program to include scan
lines for multiple page matching (intelligent inserting). The City will
provide the matching criteria for the multiple page programming.
G. There may be periodic requests for inserts to be mailed with the utility
bills. The City shall supply the inserts to the Contractor at least one week
prior to the mailing. The City will provide clear instructions with the insert
detailing which print run (cycle) requires the insert. All inserts supplied
must: be within the specifications supplied by the Contractor to meet the
machine requirements for automated inserting.
l4. Contractor is required to perform special programming on the data that the
City supplies. Some of the programming that is required is:
(1) Process the files for CASS certification (delivery point barcode).
(2) Contractor creation of a "keyline" that will appear above the name
and address block for quality control purposes.
(3) Three (3) of nine (9) barcode for return payment processing (if
c�pplicuble).
(4) Special messages to be printed on the notice for each cycle (if
applicable).
L Contractor shall supply all printouts to the postal service to document the
postage discounts where applicable (e.g. zip distribution reports, CAS,`
certifications, and pre -sort summary reports).
J. The City will pre -pay one month of estimated postage to the Contractor
prior to the first of each month and Contractor shall provide a postage
report to the City for each billing run.
K. Each job will be sorted and bundled to the lowest qualifying First Class
rate for postal discounts (USPS CASS certified). NCOA and "MOVE
UPDATE" requirements are the responsibility of the City.
L. Contractor will develop operation documents for printing as well as
inserting and rnailing; define procedures for quality control; and develop
all the automated controls that will be necessary to accurately process the
data files when they are received by the Contractor.
M. Any "no- mail" notices, accounts with "bad" addresses or unused inserts
will be delivered back to the City at no extra charge.
3. Payment: Blai purchase orders will be issued by the using departments/
divisions for specific periods of time to cover invoices for contract service
performed for the City of Melbourne. The Contractor shall be paid within forty -
five (45) calendar days after receipt of an itemized invoice from the Contractor
and acceptance of the service /work by the City, less any deductions or
f
assessments.
4. Renewal of Agreement:
Three (3) year period,
Parties.
The Agreement may be renewed for one (1) additional
at the same rate(s), by mutual agreement of both
5. Terms and Conditions:
A. Deliven 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, terns and conditions. Should the services /supplies differ in
any respect from the specifications, payment will be withheld until such
time as the Contractor takes necessary corrective action. If the proposed .
corrective action is not acceptable to the City or the Contractor, 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.
Time is of the essence in this contract, and. failure to deliver as specified
within the time period required shall be considered a default. In the case of
default, the City may procure the services /supplies from other sources and
hold the Contractor responsible for al.1 costs occasioned thereby and may
immediately cancel the agreement.
B. :ion- ApEropriation of Funds
In the event sufficient budget funds are not available for a new fiscal
period, the City shall notify the Contractor 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.
C. Indemnificat
As respects acts, errors, or omissions in the performance of professional
service, the Contractor agrees to pay on behalf of and hold harmless,
indemnify, and defend the City of Melbourne, its officers, elected officials
and employees from and against any and all claims, action, loss, demands
defense costs, liability or consequential damages of any kind or nature
(including, but not by way of limitation, attorney's fees, and court costs)
arising out of, or incidental to, the performance of the contract to be
executed or service performed thereunder.
D Assignment
The Contractor, his/her assigns or representative, shall not enter into any
agreements with third parties to delegate any or all of the responsibilities
or rights herein set forth without prior written approval of the City.
E. independent Contractor
The Contractor shall perform the conditions of this Agreement as an
independent contractor and nothing contained herein shall be construed to
be inconsistent with this relationship of status. Nothing in this Agreement
shall be, in any way, construed to constitute the Contractor or any of his/
her agents or his /her employees as the agent, employee or representative
of the City.
F. :Insuranc
The Contractor agrees to furnish a certificate of insurance naming the City
of Melbourne as an additional insured with General Liability of
$1,000,000 combined single limit per occurrence for bodily injury,
personal injury, and property damage; Professional Liability with
$ 1,000,000 combined single limit per occurrence; Automobile Liability
$1,000,000 combined single limit per accident for bodily injury and
property damage; and Workers' Compensation and Emplo ers Liabilitv
limits of $1,000,000 per accident.
Go 'Termination for Convenience
The performance of service under this contract may be terrninated by the
City 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.
H. 'Termination for Default
The City shall have the right to terminate this Agreement if the City
determines that the Contractor has not satisfactorily perforrned the
service /work required, as determined by the City. In the event the City
decides to terminate the Agreement for failure to perform satisfactorily,
the City shall give the Contractor at least fifteen (15) days written notice
before the termination takes effect. The fifteen day period will begin upon
the mailing of notice by the City.
WITNESS these signatures:
CITY OF MELBOURNE
900 East Strawbridge Avenue
Melbourne, Florida 32901
4 Ja ckM.hluckebier, Ph.D. (Date)
City Manager MAR 3 1 2008
Attest: (Seal)
Cathy Wysor, City Clerk
Distribution:
Advanced Xerographics Imaging Systems, Inc
(AXIS)
6851 TPC Drive
Orlando, Florida 32822
Name /title of authorized representative
(Signature) , (Date)
Attest or Witness:
By '71 ��
Department /Division
Purchasing