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City of Tamarac Resolution R-2006-004
Temp. Reso 10877 December 22, 2005 CITY OF TAMARAC, FLORIDA RESOLUTION NO. 2006- A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF TAMARAC, FLORIDA AUTHORIZING THE APPROPRIATE CITY OFFICIALS TO EXERCISE THE FIRST RENEWAL OPTION TO THE EXISTING AGREEMENT TO PROVIDE UTILITY BILLING SERVICES BETWEEN THE CITY OF TAMARAC AND ADVANCED XEROGRAPHICS IMAGING SYSTEMS (AXIS), INC. FOR A PERIOD OF ONE YEAR COMMENCING ON JANUARY 1, 2006 AND ENDING ON DECEMBER 31, 2006, AT A UNIT COST OF $0.1314 PER BILL WITH ONE ADDITIONAL ONE-YEAR RENEWAL; PROVIDING FOR CONFLICTS; PROVIDING FOR SEVERABILITY; AND PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the City utilized due diligence in seeking responses for qualified firms to provide the Outsourcing of Utility Billing Services; and WHEREAS, Resolution R-2004-09 dated January 14, 2004, authorized execution of an agreement with Advanced Xerographics Imaging Systems (AXIS), Inc., to provide Utility Billing Services (a copy of said resolution and agreement is hereto attached as Exhibit "A"); and WHEREAS, the City has the option to renew the contract for two (2) additional one (1) year periods under the same terms and conditions as the original agreement; and WHEREAS, the City has received acceptable service from Advanced Xerographics Imaging Systems (AXIS), Inc., and desires to exercise the first one (1) year renewal option of the Agreement; and WHEREAS, AXIS has agreed to renew for a one-year period, a copy of said Agreement Amendment exercising the renewal option is attached hereto as Exhibit "B", at the same terms and conditions as the original term of the Agreement; and Temp. Reso 10877 December 22, 2005 WHEREAS, there will be no change to the current pricing of $0.1314 per bill; and WHEREAS, available funds exist in the current budget for said purpose; and WHEREAS, the Director of Finance recommends exercising the first renewal option to the existing Agreement with Advanced Xerographics Imaging Systems (AXIS), Inc., for a one-year period, effective January 1, 2006, through December 31, 2006; and WHEREAS, the City Commission of the City of Tamarac, Florida deems it to be in the best interests of the citizens and residents of the City of Tamarac to exercise the renewal option for the contract between the City of Tamarac, Florida, and Advanced Xerographics Imaging Systems (AXIS), Inc., for a one-year period, effective January 1, 2006, through December 31, 2006, to provide Utility Billing Services. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF TAMARAC, FLORIDA: SECTION 1: The foregoing "WHEREAS" clauses are hereby ratified and confirmed as being true and correct and are hereby made a specific part of this Resolution. SECTION 2: The appropriate City officials are hereby authorized to execute an Amendment Agreement (Exhibit "B") to exercise the first one (1) year renewal option of the January 14, 2006 Utility Billing Services Agreement between the City of Tamarac, Florida, and Advanced Xerographics Imaging Systems (AXIS), Inc., forthe period, effective January 1, 2006, through December 31, 2006 at a price of $0.1314 per bill. SECTION 3: All resolutions or parts of resolutions in conflict herewith are hereby repealed to the extent of such conflict. SECTION 4: If any clause, section, other part or application of this Resolution is held by any court of competent jurisdiction to be unconstitutional or invalid, in part or application, it shall not affect the validity of the remaining portions or applications of this Resolution. SECTION 5: passage and adoption. Temp. Reso 10877 December 22, 2005 This Resolution shall become effective immediately upon its PASSED, ADOPTED AND APPROVED this _day of , 2006. ATTEST: i MARION SWEN ON, CMC CITY CLERK 1 I HEREBY CERTIFY that I have approved this RESOLUTION as to form. V* r01A'�' AMUEL S. REN CITY ATTtf NEY 1 l % JOE SCHREIBYER MAYOR RECORD OF COMMISSION VOTE: MAYOR SCHREIBER AV e- DIST 1: COMM. PORTNER DIST 2: V/M TALABISCO ep- DIST 3: COMM. SULTANOF Alto DIST 4: COMM. ROBERTS TR10877 EXHIHI I A I hereby aorllly that thk doeueftft ka trees and correct copy d✓ the original of which Won file in CRY Het WITNESS MY HAND AND OFFICIALSI:AI. of THE CITY OF TAMA . FLORIDA. CITY OF TAMARAC, This day Zd� City CI ESOLUTION NO. Temp. Reso. # 10303 December 4, 2003 Revision # 1-December 22, 2003 Revision # 2-January 6, 2004 Page 1 FLORIDA R-2004- 07 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF TAMARAC, AWARDING BID NO. 03-28B ENTITLED "OUTSOURCING UTILITY BILLING SERVICES" AUTHORIZING THE APPROPIATE CITY OFFICIALS TO EXECUTE AN AGREEMENT BETWEEN THE CITY OF TAMARAC AND ADVANCED XEROGRAPHICS IMAGING SYSTEMS (AXIS), INC. FOR A TWO-YEAR TERM COMMENCING ON JANUARY 1, 2004, AND ENDING ON DECEMBER 31, 2005, AT A UNIT COST OF $0.1314 PER BILL, WITH TWO (2) OPTIONAL ONE-YEAR RENEWALS; PROVIDING FOR CONFLICTS; PROVIDING FOR SEVERABILITY; AND PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the City Commission of the City of Tamarac desires to provide a consistently high level of customer service; and WHEREAS, the City of Tamarac currently produces approximately 18,680 utility bills per month; and WHEREAS, Customer Service staff currently prints and then sends the city's utility bills to a mail processing firm to be folded, envelope stuffed and mailed; and WHEREAS, the Finance Department has determined that outsourcing printing and mailing of utility bills will produce a higher quality bill, increase customer satisfaction, and improve staff response time to customer concerns; and WHEREAS, the City of Tamarac publicly advertised Bid No. 03-28B for Outsourcing Utility Bill Services (hereto attached as Exhibit 1) in the Sun -Sentinel on September.28, and October 5, 2003; and aftw-mw�"" ea 4 2"'" Revision # 1-December_22 2(1 I WHEREAS, bids were received from • UBS, INC. • A.B. Data • Dataprose Advanced Xerographics Imaging Systems, Inc.; and WHEREAS, on October 29, 2003, four (4) bids were opened and reviewed in order to determine cost and responsiveness to the City's technical specifications (Copy of Bid Tabulation Sheet hereto attached as Exhibit 2); and WHEREAS, Advanced Xerographics Imaging Systems (AXIS), Inc. provided the lowest responsive and responsible bid (attached hereto as Exhibit 3) for outsourcing utility bill services; and WHEREAS, funding is available in the Finance Customer Service budget for this purpose; and WHEREAS, the City has the option to renew the contract for two (2) additional one (1) year periods under the same terms and conditions as the original agreement; and WHEREAS, the City Manager, Director of Finance and Purchasing and Contracts Manager recommend that Bid No. 03-28B be awarded to Advanced Xerographics Imaging Systems (AXIS),Inc. for outsourcing utility bill services at a unit cost of $0.1314 per bill, or approximately $29,452.44 per year or based on the Bid specification of 18,680 bills; and Temp. Reso. # 10303 December 4, 2003 Revision # 1-December 22, 2003 Revision # 2-January 6, 2004 Page 3 WHEREAS, the City Commission of the City of Tamarac, Florida deems it to be in the best interest of the citizens and residents of the City of Tamarac to award Bid 03-28B to Advanced Xerographics Imaging Systems (AXIS), Inc., for utility bill outsourcing services, and execute an agreement (attached hereto as Exhibit 4) to provide for outsourcing of the City's Utility billing function, in an approximate amount of $29,452.44 per year, based on 18,680 bills per month. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF TAMARAC, FLORIDA: SECTION 1. The foregoing "WHEREAS" clauses are hereby ratified and confirmed as being true and correct and are hereby made a specific part of this Resolution. SECTION 2: Bid No. 03-28B Entitled Outsourcing Utility Bill Services is hereby awarded to Advanced Xerographics Imaging Systems (AXIS), Inc. SECTION 3: The appropriate City Officials are hereby authorized to execute an agreement, (attached as Exhibit 4), between the City of Tamarac and Advanced Xerographics Imaging Systems (AXIS), Inc. for utility billing services, at a unit cost of $0.1314 per utility bill per month, for the period commencing on January 1, 2004, and ending on December 31, 2005, with the option for two (2) one-year renewals. The unit cost of $0.1314 shall remain fixed for the full term of the contract. Temp. Reso. # 10303 December 4, 2003 Revision #. 1-December 22, 2003 Revision # 2-January 6, 2004 Page 4 SECTION 4: All resolutions or parts of resolutions in conflict herewith are hereby repealed to the extent of such conflict. SECTION 5: If any clause, section, other part or application of this Resolution is held by any court of competent jurisdiction to be unconstitutional or invalid, in part or application, it shall not affect the validity of the remaining portions or applications of this Resolution. SECTION 6: This Resolution shall become effective immediately upon its passage and adoption. PASSED, ADOPTED AND APPROVED this 14t" day of January, 2004. ATTEST: MARION SWENSON, CMC CITY CLERK I HEREBY CERTIFY that I have approved this RESOLUTION as to form. r ' r MITCHELL %K FT !!// CITY ATTORN 1 � JOE SCHREIBER, MAYOR RECORD OF COMMISSION VOTE: MAYOR SCHREIBER DIST 1: COMM. PORTNER DIST 2: COMM. FLANSBAUM"ALAB DIST 3: COMM. SULTANOF DIST 4: V/M ROBERTS Temp Reso #10303 Exhibit 1 INVITATION.TO BID S S o� TA � P 1 OR10® S S S BID NO. 03-28B Outsourcing Utility Bill Services Issued on behalf of the Customer Service Division t Z S S City of Tamarac Purchasing Division 7525 NW 881h Avenue Room 108 S Tamarac, Florida 33321-2401 (954) 724-2450 c Y'.I'./'./`i%'�J'.I'./'�/'.I'�/'�/'i/�i/��%'�/'✓'rI"i/`�./'�.I'.I'f �.I'�./'d `��./'�/'�i'f rI'��%'.I'�%`��I"� Purchasing and Contracts Division City of Tamarac "Committed to Excellence ... Alwoys" INVITATION TO BID BID NO. 03-28B Sealed bids, addressed to the Purchasing and Contracts Manager of the City of Tamarac, Broward County, Florida, will be received in the Purchasing Office, 7525 NW 88th Avenue, Tamarac, Florida 33321-2401 until Wednesday, October 29, 2003 at 2:00 pm, at which time bids will be publicly opened and announced for: Outsourcing Utility Bill Services All bids received after the date and time stated above will be returned unopened to the Bidder. All Bidders are invited to attend the opening. The City of Tamarac is hereby requesting Bids, from qualified firms, to provide Outsourcing Utility Bill Services, as per the conditions and specifications contained in this document. One original bid must be submitted and two additional copies (2) of the bid should be submitted on the official Bid Form furnished with the bid package and those submitted otherwise may not be considered responsive. The bid submittal shall be plainly marked "BID NO. 03-28B, Outsourcing Utility Bill Services" on the outside of the envelope. The City reserves the right to accept or reject any or all bids, or any part of any bid, to waive any informalities, and to award in the best interest of the City of Tamarac. Bid documents may be obtained from the Purchasing Office at the above address. Bid documents may also be downloaded from the Citys website at h :/ .tams c.o a t/fin/ urch/solicitations.html. For non -technical inquiries, contact the Purchasing Office at (954) 724-2450: and for technical issues, contact Michael Cox, Customer Services Supervisor at (954) 724-1298. James Nicotra, CPPB Senior Procurement Specialist Publish Sun -Sentinel, 9/28 and 10/5/2003 7525 NW 88th Avenue ■ Tamarac, Florida 33321-2401 ■ (954) 724-2450 ■ Fax (954) 724-2408 n www.famorac.org Equol Opportunity Employer Ti T? ariji: �`. pii!C''<a5!!7�- & oillt - 's' - `! INSTRUCTIONS TO BIDDERS BID NO.03-28B It is the intent of the City to award this bid to the lowest responsible and responsive bidder as further detailed in the Determination of Award provision of this bid document. The City reserves the right to accept or reject any or all bids and to waive any informality conceming the bids when such rejection or waiver is deemed to be in the best interest of The City of Tamarac. The contract shall be for an initial period of two (2) years commencing with the City's Notice To Proceed to the awarded firm for such utility billing service. The City reserves the right to renew the contract for two (2) one (1) year periods providing all parties agree to the renewal and all of the terms, conditions, and specifications remain the same. GENERAL_ TERMS AND CONDITIONS These general terms and conditions apply to all offers made to the City of Tamarac by all prospective Bidders including but not limited to Request for Quotes, Request for Bids and Request for Proposals. As such the words "bid" and "proposal" are used interchangeably in reference to all offers submitted by prospective bidders. 1. SUBMISSION OF THE BID: The Bidder is directed to deliver sealed bids to the City's Purchasing Office, City of Tamarac, 7525 N. W. 88th Avenue, Tamarac, Florida 33321, on Wednesday, October 29, 2003, no later than 2:00 PM. At this time the bids will be opened, the names of all Bidders will be announced and all bids shall become a matter of public record. All Bidders and their representatives are invited to attend. The Bidder must show the bid number and bid name, on the outside of the sealed bid package. Delivery of the sealed bids to the Purchasing Office on or before the above date is solely and strictly the responsibility of the Bidder. Late bids will be returned unopened to the Bidder. It is the Bidder's responsibility to read and understand the requirements of this bid. Unless otherwise specified the Bidder must use the Bid Form furnished in the bid document. The Bidder must submit one (1) original and should submit two (2) additional bid copies to the City. The original bid must be manually and duly signed in ink by a Corporate Officer, Principal, or Partner with the authority to bind the bidding company or firm by his/her signature. All Bid Forms must be typewritten or filled in with pen and ink. The Bidder should initial in ink any erasures or corrections. All prices, terms and conditions quoted in the submitted bid will be firm for acceptance for ninety days from the date of the bid opening unless otherwise stated by the City. 2. BONDING Not applicable for this bid. City of Tamarac 3. WITHDRAWAL OF BID I` Purchasing & Contracts Civisior, l Any Bidder may withdraw its bid prior to the indicated opening time. The request for withdrawal must be submitted in writing to the City Purchasing Office. 4. PUBLIC ENTITY CRIMES STATEMENT A person or affiliate who has been placed on the convicted vendor list following a conviction for public entity crime may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017, for Category Two for a period of 36 months from the date of being placed on the convicted vendor list. 5. NON -COLLUSIVE AFFIDAVIT Each Contractor should complete the Non -Collusive Form and submit the form with the Bid however must submit within three (3) business days of City's request. CITY considers the failure of the Firm to submit this document to be a major irregularity and may be cause for rejection of the Proposal. 6. QUANTITIES Quantities shown are estimates only. No guarantee or warranty is given or implied by the City as to the total amount that may or may not be purchased from any resulting contract. The City reserves the right to decrease or increase quantities or add or delete any item from the contract if it is determined that it best serves the interests of the City. 7. PRICES PAYMENTS AND DISCOUNTS Bid prices shall be fixed and firm to the extent required under Special Conditions. Payment will be made only after receipt and acceptance of materials/services. Cash discounts may be offered for prompt payment; however, such discounts shall not be considered in determining the lowest net cost for bid evaluation. Bidders are encouraged to provide prompt payment terms in the space provided on the Bid Form. If no payment discount is offered, the Bidder shall enter zero (0) for the percentage discount to indicate net 30 days. If the Bidder does not enter a percentage discount, it is understood and agreed that the payment terms shall be 2% 10 days, net 30 days effective on the date that the City receives an accurate invoice or accepts the product, whichever is the later date. Payment is deemed made on the date of the mailing of the check. 8. DELIVERY All items shall be delivered F.O.B. destination, All delivery costs and charges must be included in the bid price unless otherwise noted in the bid. The City reserves the right to cancel orders or any part thereof, without obligation if delivery is not made at the time specified in the bid. s I of 7&1ra n,,c Purchasing & C'ontr rys Division 9. BRAND NAMES Manufacturers' name, brand name, model number or make if used in these specifications are for the sole purpose of establishing minimum requirements of quality, performance and design. 10. SAMPLES AND DEMONSTRATIONS When requested, samples are to be furnished free of charge to the City. If a sample is requested it must be delivered within seven days of the request unless otherwise stated in the bid. Each sample must be marked with the bidder's name and manufacture's brand name. The City will not be responsible for returning samples. The City may request a full demonstration of any product or service before the award of a contract. All demonstrations will be done at the expense of the Bidder. 11. CONDITIONS OF MATERIALS All materials and products supplied by the Bidder in conjunction with this bid shall be new, warranted for their merchantability, fit for a particular purpose, free from defects and consistent with industry standards. The products shall be delivered to the City in excellent condition. In the event that any of the products supplied to the City are found to be defective or do not conform to the specifications, the City reserves the right to return the product to the Bidder at no cost to the City. 12. COPYRIGHTS OR PATENT RIGHTS The Bidder warrants that there has been no violation of copyrights or patent rights in manufacturing, producing or selling the goods shipped or ordered as a result of this bid. The seller agrees to hold the City harmless from all liability, loss or expense occasioned by any such violation. 13. SAFETY STANDARDS The Bidder warrants that the product(s) supplied to the City conforms with all respects to the standards set forth in the Occupational Safety and Health Act and its amendments to any industry standards if applicable. 14. PERFORMANCE Failure on the part of the Bidder to comply with the conditions, terms, specifications and requirement of the bid shall be just cause for the cancellation of the bid award. The City may, by written notice to the Bidder, terminate the contract for failure to perform. The date of termination shall be stated in the notice. The City shall be the sole judge of nonperformance. 15. DEFAULT In the event that the Bidder defaults on the contract or the contract is terminated for cause due to performance, the City reserves the right to obtain the materials or services from the next lowest Bidder or other source during the remaining term of the contract. Under this arrangement the City will charge the Bidder any excess cost occasioned or incurred thereby and shall apply to any bid bond required. Of Tamarac —(• & cu7i!uur5 16. TERMINATION FOR CONVENIENCE OF CITY Upon .seven (7) calendar days written notice delivered by certified mail, return receipt requested, to the Bidder, the CITY may without cause and without prejudice to any other right or remedy, terminate the agreement for the CITY's convenience whenever the CITY determines that such termination is in the best interest of the CITY. Where the agreement is terminated for the convenience of the CITY the notice of termination to the Bidder must state that the contract is being terminated for the convenience of the CITY under the termination clause and the extent of termination. Upon receipt of the notice of termination for convenience, the Bidder shall promptly discontinue all work at the time and to the extent indicated on the notice of termination, terminate all outstanding sub -contractors and purchase orders to the extent that they relate to the terminated portion of the Contract and refrain from placing further orders and sub -contracts except as they may be necessary, and complete any continued portions of the work. 17. ASSIGNMENT The Bidder shall not transfer or assign the performance required by this bid without the prior written consent of the City. Any award issued pursuant to this bid and monies that may become due hereunder are not assignable except with prior written approval of the City. 18. EMPLOYEES The Bidder shall supply competent and physically capable employees. The City may require the Bidder to remove an employee it deems careless, incompetent, insubordinate or otherwise objectionable. Bidder shall be responsible to the City for the acts and omissions of all employees working under its directions. 19. TAXES The City of Tamarac is exempt from all Federal, State, and Local taxes. An exemption certificate will be provided where applicable upon request. 20. BID PREPARATION EXPENSE The Bidder preparing a bid in response to this bid shall bear all expenses associated with its preparation. The Bidder shall prepare a bid with the understanding that no claim for reimbursement shall be submitted to the City for the expense of bid preparation and/or presentation. 21. OMISSION OF DETAILS Omission of any essential details from these specifications will not relieve the Bidder of supplying such product(s) as specified. 22. INSURANCE REQUIREMENTS Bidder agrees to, in the performance of work and services under this Agreement, comply with all federal, state, and local laws and regulations now in effect, or hereinafter enacted during the term of this agreement that are applicable to Contractor, its employees, agents, or subcontractors, if any, with respect to the work and services described herein. of nwrtara; lw Pur:has:ng & C''omraus Division l / Bidder shall obtain at Bidder's expense all necessary insurance in such form and amount as required by the City's Risk & Safety Officer before beginning work under this Agreement. Bidder shall maintain such insurance in full force and effect during the life of this Agreement. Bidder shall provide to the City's Risk & Safety Officer certificates of all insurance required under this section prior to beginning any work under this Agreement. Bidder shall indemnify and save the City harmless from any damage resulting to it for failure of either Bidder or any subcontractor to obtain or maintain such insurance. The following are required types and minimum limits of insurance coverage, which the Bidder agrees to maintain during the term of this contract: Limits Line of Business/ Coverage Occurrence Aggregate Commercial General Liability $1,000,000 $1,000,000 Including: Premises/Operations Contractual Liability Personal Injury Explosion,. Collapse, Underground Hazard Products/Completed Operations Broad Form Property Damage Cross Liability and Severability of Interest Clause Automobile Liability $1,000,000 $1,000,000 Workers' Compensation & Employer's Liability Statutory The City reserves the right to require higher limits depending upon the scope of work under this Agreement. Neither Bidder nor any subcontractor shall commence work under this contract until they have obtained all insurance required under this section and have supplied the City with evidence of such coverage in the form of an insurance certificate and endorsement. The Bidder will ensure that all subcontractors will comply with the above guidelines and will maintain the necessary coverages throughout the term of this Agreement. All insurance carriers shall be rated at least A -VI I per Best's Key Rating Guide and be licensed to do business in Florida. Policies shall be "Occurrence" form. Each carrier will give the City sixty (60) days notice prior to cancellation. The Bidder's liability insurance policies shall be endorsed to add the City of Tamarac as an "additional insured". The Bidder's Worker's Compensation carrier will provide a Waiver of Subrogation to the City. The Bidder shall be responsible for the payment of all deductibles and self -insured retentions. The City may require that the Bidder purchase a bond to cover the full amount of the deductible or self -insured retention. If the Bidder is to provide professional services under this Agreement, the Bidder must provide the City with evidence of Professional Liability insurance with, at a minimum, a limit of $1,000,000 per occurrence and in the aggregate. "Claims -Made" forms are acceptable for Professional Liability insurance. of ? j pUr.'.;hd5!"C & Cun: ac:5 1 1'Jis7Gl1 23. INDEMNIFICATION The Bidder shall indemnify and hold harmless the City of Tamarac, its elected and appointed officials and employees from any and all claims, suits, actions, damages, liability, and expenses (including attorneys' fees) in connection with loss of life, bodily or personal injury, or property damage, including loss of use thereof, directly or indirectly caused by, resulting from, arising out of or occurring in connection with the operations of the Bidder or his Subcontractors, agents, officers, employees or independent contractors, excepting only such loss of life, bodily or personal injury, or property damage solely attributable to the gross negligence or willful misconduct of the City of Tamarac or its elected or appointed officials and employees. 24. CLARIFICATION TO TERMS AND CONDITIONS Where there appears to be variances or conflicts between the General Terms and Conditions and the Special Conditions and/or Detailed Specifications outlined in this bid, the Special Conditions and/or the Detailed Specifications shall prevail. The Bidder shall examine all bid documents and shall judge all matters relating to the adequacy and accuracy of such documents. Any inquires, suggestions, request concerning clarification or solicitation for additional information shall be submitted in writing to the City of Tamarac Purchasing and Contract Manager at least seven (7) prior to the bid opening date. The City shall not be responsible for oral interpretations given by any City employee or its representative. 25. BID TABULATION Bidders who wish to receive a copy of the bid tabulation can submit an e-mail to purchasing@tamarac.org. Or Bidders may download bid results from the City's website at htte;//www.tamarac.org/Dept/fin/r)urch/results.html. Bid results will not be given out by telephone. The City does not notify unsuccessful bidders of contract awards. Pursuant to Florida Statute Chapter 119, Section 7(m), sealed bids or proposals received by an agency pursuant to invitations to bid or requests for proposals are exempt from the provisions of subsection (1) and s. 24(a), Art. I of the State Constitution until such time as the agency provides notice of a decision or intended decision pursuant to s. 120.57(3)(a) or within 10 days after bid or proposal opening, whichever is earlier. 26. RECORDS/AUDITS The Contractor shall maintain during the term of the contract all books, reports and records in accordance with generally accepted accounting practices and standards for records directly related to this contract. The form of all records and reports shall be subject to the approval of the City's Auditor. The Contractor agrees to make available to the City's Auditor, during normal business hours and in Broward, Dade or Palm Beach Counties, all books of account, reports and records relating to this contract for the duration of the contract and retain them for a minimum period of one (1) year beyond the last day or the contract term. o!Ta...ranic 1\ 8 , o-a acts Grri.S.cn ATTACHMENT "A" TECHNICAL SPECIFICATIONS BID NO. 03-28B The City of Tamarac is hereby seeking formal bids from qualified firms to supply utility bill services, including complete production and mailing of approximately 18,680 utility bills per month. It is the intent of the City to award this bid in its entirety to the lowest responsible and responsive bidder as provisioned in the Determination of Award of this bid document. In order to be considered for this project and as required to be submitted as part of your firm's proposal, you must; 1. Evidence sufficient production capability to meet the City's utility billing needs currently and in the foreseeable future. 2. Evidence sufficient experience with performing this service (See Reference Form enclosed) for similar or greater volume services with other government agencies. 3. Evidence an emergency backup program to be used in the event the firm's primary production facility were to be deemed non -operational. (See enclosed) Determination for Award A. Except where City exercises the right reserved herein to reject any and all bids and subject to restrictions stated above, the Contract shall be awarded by City to the responsible Bidder who has submitted either the lowest responsive base bid, or the lowest responsive bid for City selected base bid items, including such alternate items as City determines to select in its own best interests. B. Bill data will be electronically delivered weekly, generated from the City's electronic software system known as H.T.E., by one of the following methods: 1. FTP 2. E-Mail 3, Internet 4. Floppy disk or CD ROM. C. Verification of bill mailing must occur the same day by one of the above methods D. One cycle per week will be delivered by no later than 11 AM on the billing day, however every effort will be made to deliver the data the night before. E. The City's specification is for bills to be produced on 20 LB light blue paper with a pre-printed front and back. However, pricing is also required for various 'Bid Alternates (See Bid Form), that the City may award in lieu of 20LB light blue paper specification. F. Customer payment stub will be perforated and adhere to Wachovia Bank (formerly First Union), Lockbox specifications (see Exhibit A). G. Both bill and stub will have proper bar coding for both Wachovia Bank and the US Postal Service. Uity car `r3rw; irtc t _ Pcr h.� K .^. ntra�,•s Di sine H. A "service termination notification must stand out on the bill. I. A bill message will be changed monthly. J. The Mailing Envelope specification shall be a white No.10 universal envelope with a double window. K. Return Envelope pricing is required as White No. 9 universal envelope with a double window; however, various Alternate pricing is also required in lieu of the White No. 9 universal double window return envelope. (See Bid Form) L. All bills shall be printed, folded, stuffed with return envelope and any other insert, and shall be mailed through the US Post Office, the same day. M. An emergency backup system or redundancy program must be in place for the same services to be considered for award of this bid. You are required to detail the specifics of your firm's backup system. Please fill out and return the enclosed form titled, "Emergency Backup System Detail Form", or similar evidence detailing the effectiveness of your backup system if your primary system were to fail. Backup system must be able to meet City's normal delivery schedule. N. Additional Pricing is required for periodic mailing services on an "as needed" basis as listed below. (See Bid Form). 1. Producing monthly inserts received by E-mail, to reflect printing, folding and insertion. 2. Delivered pre-printed material, which would require folding and inserting only. 3. Material that requires insertion only into the bills. O. Your bid must provide a specific representative of your Company by name and phone number that will handle the City of Tamarac's account (See Bid Form). P. The awarded supplier must have the utility billing system fully operational within 120 days from bid award. The contract will also require the awarded supplier to keep a minimum three 3 month suopI stock of pre-printed material on hand at all times. Q. To be eligible for award of this contract, your firm must provide a reference list of a minimum of five (5) government agencies your firm is currently services for utility billing. Use Bid Form enclosed titled, References. Ciiv of Tafnar.-.ic Cur tracts Divisirr, Emergency Back -Up System for Utility Bill Processing Service Please explain with as much detail as possible. This document was prepared by: Printed Name/Signature Title 10 Of TBr.r;wac COMPANY NAME: (Please Print): Phone:- 1 . ❑ 2. ❑ 3. ❑ 10. ❑ 1, Fun;ras,!ng & Cor,trac!s Division Fax: BEFORE SUBMITTING YOUR BID, MAKE SURE YOU... Carefully read the General Terms & Conditions and Special Conditions. Fill out and sign the Non -Collusive Affidavit and have it properly notarized. Sign the Certification page. Failure to do so will result in your Bid being deemed non -responsive. Fill out the Bidder's Qualification Statement. Fill out the References page. Sign the Vendor Drug Free Workplace Form. Fill out and sign the Certified Resolution. Include proof of insurance. Submit one (1) Original and two (2) copies of your bid, clearly marked with the Bid number and Bid Name on the outside of the package. Make sure your Bid is submitted PRIOR to the deadline. Late Bids will not be accepted. Failure to provide the requested attachments may result in your bid being deemed non -responsive. THIS SHOULD BE THE FIRST PAGE OF YOUR BID. c J J }m F J i^ W c CQ cc N en 0 a O w V u ti Xa v co C%l W to 6A 6q to w d co 6 co cxi N w a co c0 co d C%l cm Q %p 0 *Ln N N N u a N w N a p CD � a M co N qc W 0. Lu N w 4Ln Z Z In ►. a� 0 z O rn 0 O IL tU 3 0 m CL •� o v0 0- .0 O � th m J > N > -0 G 2 W W m c- CD c•E M E 2 F- - > > Z CD � p ar c W 0 0 o a CO 0 CO U CO 0 F- C 00; � � O (� r N m � w W N a m E 0 N ro O c 0 V a� a v CU N u CA O d1 i Z CO) w a w W J a J a N T N W H 00 W co Q m i 0 LL U) W in m O W F- w -j W N Temp Reso #10303 Exhibit 2 -o u N x V t0 W co go v C ! 1 co 0 N (1) Xa LO liCl ao � co -v G .V N CO N L. X ccc In N W 69 10 -00 (DRe a O A W d N J U J U tR Z Z N(2 a) CO � � (D Q'Qj C D C =— a c o. 0 0.2ca Z m 0 L • ►^^ Ci O Q .L a) CL .- a c 0 — m a CL 3 O U 30 CD J CD C'a j c'oCn w 3 w •3 O cn O O C) N MD D rn m 7+ c cn a vi a as .• v� 0 0 co 0 m (�D_ QDDF w d? d CEO Cn �- Cip N W cti Z) Temp Reso #10303 Exhibit 3 AXIS, INC. Outsourcing Utility Bill Services BID NO.03-28B City of Tamarac Florida Prepared for - City of Tamarac Florida Purchasing Division 7525 NW $8`" Avenue Room 108 r Tamarac, Florida 33321-2401 Prepared by. - Steve Platt Advanced Xerographics Imaging Systems Inc. AXIS, Inc. 6851 TPC Drive Orlando Florida 32822-5141 Tel: 800 852-3174 Tel: 407 351-0232 Fax: 407 363-4586 AXIS, Inc. Quotation to the City of Tamarac Purchasing Division 10/29/03 TABLE OF CONTENTS TAB A - Bid Requirements Bid Checklist - Bid Form Schedule of Prices Contingency Bid Items Form - Bid Form (p. 4 of 5) - Bid Form (p. 5 of 5) - Emergency Back -Up System for Utility Bill Processing Service - Non -Collusive Affidavit - Acknowledgement - Non -Collusive Affidavit - Certification - Bidder's Qualification Statement - References - Vendor Drug -Free Workplace - Corporate Acknowledgement Statements - Certificate of Insurance TAB B - Addendums - Addendum No. 1 - October 13, 2003 - Addendum No. 2 - October 21, 2003 TAB C - Corporate Documentation - Florida Statewide MBE Certification - Orange County Occupational License - S Corporation Certifications TAB D - Corporate Information AXIS, Inc. Quotation to the City of Tamarac Purchasing Division 10/29/03 '.._ �[--I �0.j .I'C_.... ... w COMPANY NAME: (Please Print): Advanced Xera ra hits Imaging Sys ems, Inc. (AXIS, In Phone: 407-351-0232 Fax: 407-363--4556 BEFORE SUBMITTING YOUR BID, MAKE SURE YOU... 1. © Carefully read the General Terms & Conditions and Special Conditions. 2. © Fill out and sign the Non -Collusive Affidavit and have it properly notarized. 3. x� Sign the Certification page. Failure to do so will result in your Bid being deemed non -responsive. 4. R Fill out the Bidder's Qualification Statement. 5. [K] Fill out the References page. 6. X❑ Sign the Vendor Drug Free Workplace Form. 7. x0 Fill out and sign the Certified Resolution. 8. [Tj Include proof of insurance. 9. x[] Submit one (1) Original and two (2) copies of your bid, clearly marked with the Bid number and Bid Name on the outside of the package. 10. 0 Make sure your Bid is submitted PRIOR to the deadline. Late Bids will not be accepted. Failure to provide the requested attachments may result in your bid being deemed non -responsive. THIS SHOULD BE THE FIRST PAGE OF YOUR BID. ' .. ts' tor '... ..........._....------ ...__.......... _.... ._------..._....... n: ,..._.;.•• •.: -11all ;to]NIT, BID NO.03-28B Submitted by: Advanced Xerographics Imaging Date Systems, Inc. (AXIS, Inc. THIS BID IS SUBMITTED TO: City of Tamarac Purchasing and Contracts Manager 7525 Northwest 88th Avenue Tamarac, Florida 33321 10/29/03 1. The undersigned Bidder proposes and agrees, if this bid is accepted, to enter into a contract with the City to perform and furnish all Work as specified herein for the Contract Price and within the Contract Period indicated in this bid. 2. This bid will remain subject to acceptance for NINETY (90) days after the day of bid opening. Bidder will sign and submit the necessary documents required by the City within fifteen (15) days prior to the date of the City's Award. a) Bidder has familiarized itself with the nature and extent of the contract documents, locality, and all local conditions and laws and regulations that in any manner may affect cost, progress, performance or furnishing of the Work. b) Bidder has given the City written notice of all conflicts, errors or discrepancies that it has discovered in the contract documents and the written resolution thereof by the City is acceptable to Bidder. c) This Bid is genuine and not made in the interest of or on behalf of any undisclosed person, firm or corporation and is not submitted in conformity with any agreement or rules of any group, association, organization or corporation; Bidder has not directly or indirectly induced or solicited any other Bidder to submit a false or sham Bid; Bidder has not solicited or induced any person, firm or corporation to refrain from bidding; and Bidder has not sought by collusion to obtain for itself any advantage over any other Bidder or over the City. 3. Bidder will complete the Work for the prices shown in the Bid Form. 4. Bidder agrees that the Work will be substantially performed and complete in accordance with the schedules established herein. ...... ..... ........ . .. "� .'v J .. ) r ti;il i SCHEDULE OF PRICES OUTSOURCING UTILITY BILL SERVICES BID 03-28B PRICING IS REQUIRED FOR ALL BASE BID & ALTERNATE ITEMS LISTED BELOW. Est'd Monthly Description Unit Cost Extended Quantit Price 1. 18,680pcs__ 20 lb Bill, Light Blue Paper, preprinted $.05227 $ 976.40 2. 18,680 pcs Mailing Envelope, White No. 10 $.04398 $ 821.55 Universal, double window 3. 18,680 pcs. Return Envelope, White No. 9 $, 0401 $ 749.07 Universal, double window BASE BID TOTAL 1$2,147.oz NOTE: Do not add in postage for purpose of this bid. The City may elect to have the awarded firm provide postage at the start of service; however, postage is not to be added to your bid amount. ALTERNATE BID ITEMS Est'd Monthly Quantit :[0 Description Unit Cost Extended Price lb Bill, White Paper 1a. 18,680 pcs. (May be chosen. by City in lieu of Base Bid $.04194 $ 783.44 Item No. 1 Return Envelope, White No 9 Universal, single window with pre- 3a. 18,680 pcs. printed City address and logo $.03514 $ 656.42 (May be chosen by City in lieu of Base Bid Item No. 3 ALTERNATE BID ITEMS Note: Determination of Award: Except where CITY exercises the right reserved herein to reject any and all bids and subject to restrictions stated herein above, the Contract shall be awarded by City to the responsible Bidder who has submitted either the lowest responsive base bid, or the lowest responsive bid for City selected base bid items including such alternates items as City determines to be in its own best interests. i CONTINGENCY BID ITEMS Pricing is requested for the following contingency items. These items are services the City may request on an "as needed" basis. The Contingency Bid Item pricing will not be a factor in determining the lowest bid price. However, "out of balance" pricing, compared to reasonable industry standard pricing for such services, may be cause for your bid to be deemed non -responsive. 1. Inserts received by e-mail to be printed, folded and inserted: $ .02327 EA. 2. Inserts received printed, to be folded and inserted $ .015 EA. 3. Inserts received to be insertedonly $ .005 EA. OPTIONAL BID ITEM (Not required for bid award consideration) 1. Customer can view current bill via the Internet and print out I $ .05 jr-� bill at home. Indicate. Name and Title of designated City of Tamarac account representative: Steve Piatt Name Senior Account Manager Title Name of Bidder. Advanced Xerograh�„p ;cs , Imaging Systems, Inc. (AXIS, Inc. ) Authorized Signature: of TErria ac ;j Purdiasirg rind C. ntr,... c(S Divisb,-, ..........__......._......._...._._...._..._._._._..,.-----a._._.._...._._._-----_._..__.....__._._ . BID FORM (continued) BID NO.03-28B The City reserves the right to reject any bid, if it deems that a vendor has deliberately provided erroneous information. The undersigned declare to have specific and legal authorization to obligate their firm to the terms of this bid, and further, that they have examined the Invitation to Bid, the instructions to Bidders, the Specifications, and other documents included in this bid request, and hereby promises and agrees that, if this bid is accepted, they will faithfully fulfill the terms of this bid together with all guarantees and warranties thereto. The undersigned bidding firm further certifies the product and/or equipment meets or exceeds the specification as stated in the bid package; and also agrees that products and/or equipment to be delivered which fail to meet bid specifications will be rejected by the City within thirty (30) days of delivery. Return of rejection will be at the expense of the bidder. J. Advanced Xerographics Imaging Systems, Inc. Company Name (AXIS, Inc.) Authorized Signature 6851 TPC Drive Steve Piatt Address Typed/Printed Name Orlando, Florida 32822-5141 Phone: 407-351-0232 Fax: 407-363-4586 City, State, ZIP Telephone & Fax Number Not: Applicable 59-3050232 Contractor's License Number Federal Tax ID# ......... ......... ....................... ....... .... .. ...... ...... . ....... Page 4 cJ 5 217 1 f�(.7t ._..... ......._.... C.,......._`i''`...... ............. w Bidders Name: TERMS BID FORM (continued) BID NO.03-28B .Advanced XeroQraphics„Ima&inngSystems, Inc. (AXIS, Inc.) % DAYS: i o Delivery/completion: 30-50 calendar days after receipt of Purchase Order To be considered eligible for award, one (1) original of this Bid Form must be submitted and two (2) copies should be submitted with the your Bid; however, additional copies must be submitted within 3 days of the City's request. NOTE: Bid submittals without the manual signature of an authorized agent of the Bidder shall be deemed non -responsive and ineligible for award. IF "NO BID" IS OFFERED, PLEASE PROVIDE THE FOLLOWING INFORMATION: Please indicate reason(s) why a Bid Proposal is not being submitted at this time. Return the Bid Form to avoid removal of Bidder from the City of Tamarac's vendor listing. ............ . +' .7 .5 of 5 DISASTER RECOVERY PLAN In case of a disaster, AXIS has identified the primary objective to be able to create the print image statements so that they can be printed on a standard high speed XEROX laser printer. STEP 1 - To this end, AXIS performs daily incremental backups that are kept offsite until weekly backups are complete. Backups of all of the internal computer systems are done on a weekly basis. One set is kept on site and the other is stored offsite. AXIS also performs full backups on a monthly basis. One set is kept on site and the other is stored offsite. Dependent upon the Customer's needs, AXIS can arrange a back up schedule for the project. The back ups enable AXIS to restore and recreate the environment in order to deliver the Customer's data in a print image format that can be printed on a standard XEROX high speed laser printer. The programs can be installed on a personal computer and the data processed. STEP 2 - Once the print image file is created, the opportunities for printing this file increase dramatically. AXIS is a member of XPLOR as well as ING. The members of ING are all laser print service bureaus throughout the United States. We have reciprocal agreements with these organizations for Laser Printing and Intelligent Inserting. STEP 3 - The print image information can be instantly transmitted or sent overnight via magnetic media to the back up site for disaster/recovery. In addition, AXIS has made arrangements with its vendors to keep at least one month's worth of stock at their facilities. This would allow them to overnight the necessary materials to the disaster/recovery site in order to complete the project on schedule. AXIS, Inc. Quotation to City of Tamarac Purchasing Division Page I of 1 10/29/103 9ty of Tar-)as-ac ... . . .. . ......... .... ... .... ........... & Co!ltr,_�irfs D;�,isiot7 . ....... ...... .. .. .... .... .... ................ Emergency Back -Up System for Utility Bill Processing Service Please explain with as much detail as possible. Please See Attached Disaster Recovery Information This document was prepared by: .Steve Piatt eL7f Printed Name/Signature Senior Account Manager Title _--- ._............_._....._ _.... ___ 4 �a;� � •........________.__........_._�.'`�:..... �.. NON -COLLUSIVE AFFIDAVIT State of Florida ) )ss. County of Orange T ) Terry Salazar being first duly sworn, deposes and says that: 1. He/she is the Officer , (Owner, Partner, Officer, Representative or Agent) of Advanced xerographics imaging the Offeror that has submitted the attached Proposal; Systems, Inc. AXIS, Inc. ) 2. He/she is fully informed respecting the preparation and contents of the attached Proposal and of all pertinent circumstances respecting such Proposal; 3. Such Proposal is genuine and is not a collusive or sham Proposal; 4. Neither the said Offeror nor any of its officers, partners, owners, agents, representatives, employees or parties in interest, including this affiant, have in any way colluded, conspired, connived or agreed, directly or indirectly, with any other Offeror, firm, or person to submit a collusive or sham Proposal in connection with the Work for which the attached Proposal has been submitted; or to refrain from bidding in connection with such Work; or have in any manner, directly or indirectly, sought by agreement or collusion, or communication, or conference with any Offeror, firm, or person to fix the price or prices in the attached Proposal or of any other Offeror, or to fix any overhead, profit, or cost elements of the Proposal price or the Proposal price of any other Offeror, or to secure through any collusion, conspiracy, connivance, or unlawful agreement any advantage against (Recipient), or any person interested in the proposed Work; 5. The price or prices quoted in the attached Proposal are fair and proper and are not tainted by any collusion, conspiracy, connivance, or unlawful agreement on the part of the Offeror or any other of its agents, representatives, owners, employees or parties in interest, including this affiant. Signed, sealed and delivered in the presence of: Witne _. Teresa Salazar Witness Printed Name Secretary Treasurer Title ecreta,_._--......� f 4' `i' Tc7 n'f7rcf • !• -. Purchasing nr::. ��nrrr:.c,-i.• C'+r ACKNOWLEDGMENT NON -COLLUSIVE AFFIDAVIT State of Florida County Of Orange On this the 270day of October , 2003 , before me, the undersigned Notary Public of the State of Florida, personally appeared Terly Salaz r and Steve Piatt and (Name(s) of individual(s) who appeared before notary) whose name(s) is/are Subscribed to within the instrument, and he/she/they acknowledge that he/she/they executed it. WITNESS my hand and official seal. NOTARY PUBLIC SEAL OF OFFICE: MELANIE IWOMI:1065%96 i.: MY COMMISSION I ExPIRES: AprN r �Atlw PAUIL NOTARY PUBLIC, STATE OF FLORIDA Melanie Hakimi our (Name of Notary Public: Print, Stamp, or Type as Commissioned) ® Personally known to me, or ❑ Produced identification: (Type of Identification Produced) ❑ DID take an oath, or ❑ DID NOT take an oath JG..... �7� �4i of J � fl'vQ ..��:/B � rt :.:� t..G.ar7 j n" . f T Ct7 v ,x: , tarac --- r , --- --.- -..P1rci nsF.. =:rn 7 Con :7c s �)7 75ir CERTIFICATION THIS DOCUMENT MUST BE SUBMITTED WITH THE BID We (1), the undersigned, hereby agree to furnish the items)/service(s) described in the Invitation to Bid. We (1) certify that we(I) have read the entire document, including the Specifications, Additional Requirements, Supplemental Attachments, Instructions to Bidders, Terms and Conditions, and any addenda issued. We agree to comply with all of the requirements of the entire Invitation To Bid. Indicate which type of organization below: INDIVIDUAL ❑ If "Other", Explain: Authorized Signature PARTNERSHIP ❑ Senior Account Manager Title Advanced Xerographics Imaging Company Name Systems, Inc. Orlando, FL 32822-5141 City/State/Zip. 407-363-4586 Fax Number CORPORATION tx OTHER ❑ Steve Piatt Name (Printed Or Typed) 59-3050232 Federal Employer I.D./Social Security No. 6851 TPC Drive, Orlando, FL 32822 , Inc . )Address 407-351-0232 'Telephone Steve Piatt Contact Person .............. ... ....... . f...._. ........ . vti dl Tr�J�'. 1............._..... ' ' lf'C!! !di 8%]� rr?.f;S l'(Slllti BIDDER'S QUALIFICATION STATEMENT The undersigned certifies under oath the truth and correctness of all statements and of all answers to questions made hereinafter: SUBMITTED TO: City of Tamarac Purchasing & Contracts Manager 7525 NW 881" Avenue Tamarac, Florida 33321-2401 CHECK ONE: ®Corporation ❑ Partnership ❑ Individual ❑ Joint Venture ❑ Other SUBMITTED BY (Company Name) Advanced Xero ra hics Imaging Systems, Inc. (AXIS, ADDRESS: 6851 TPC Drive CITY, STATE ZIP: Orlando, FL 32822-5141 1. State the true, exact, correct and complete name of the partnership, corporation, trade or fictitious name under which you do business and the address of the place of business: Correct Name of Bidder Advanced Xero ra hics Imaging Systems, Inc. (AXIS, Inc.) Principal address of Business 6851. TPC Drive City, State Zip Orlando, Florida 32822-5141 2. If Offeror is a corporation, answer the following: a. Date of Incorporation January 11, 1991 b. State of Incorporation Florida C. President's name David R. Salazar d. Vice President's name Not Applicable e. Secretary's name: Teresa Salazar f. Treasurer's name Teresa Salazar g. Name and address of Resident Agent Not Applicable 3. If Offeror is an Individual or a Partnership, answer the following: Date of Organization Not Applicable Name, address and ownership units of all partners (if necessary, use separate sheet): NAME ADDRESS OWNERSHIP UNIT David R. Salazar 6851 TPC Drive, Orlando 100% ................... ..... ..... . .. .......... ........................ tix. .... P-'ge 1 C.r, /�'�;%., -.`.... �'_..._.............__........ �__... -_._.. -- ---�' FUrcNirmct and Contracts D�visip;; State whether general or limited partnership Axis is an S-Corporation 4. If offer is other than an individual, corporation or partnership, describe the organization and give the name and address of principals: NAME Not Applicable ADDRESS 5. If Offeror is operating under a fictitious name, submit evidence of compliance with the Florida Fictitious Name Statute. 6. How many years has your organization been in business under its present name? 12 a. Under what former names has your organization operated? Not Applicable 7. Indicate registration, license numbers or certificate numbers for the businesses or professions that are the subject of the Bid. Please attach certificate of competency and/or state registration. Orange County Occupational License Number 2601-082495 State of Florida Corporation Number S24158 8. Have you ever failed to complete any work awarded to you? If so, state when, where and why: AXIS has never failed to complete any work awarded to us. 9. State the names, telephone numbers and last known addresses of three (3) owners, individuals or representatives of owners with the most knowledge of work that you have performed or goods you have provided (government owners are preferred as references): NAME ADDRESS PHONE Bob Shaw, Hughes Supply 501 Church Street, Orlando, F132805 _407-822-2470 Bill Cowles, Orange County 119 W. Kaley Street, Orlando 32806 407-254-6500 Supervisor of Elections John Power, Alachua County 12 SE 1st Street, Gainesville 32601 352-491-4436 Tax Collector Pt]�7e V� 3 i^] of Tarrra;_,r, - Purchasing and Contracfs Division 10. List the pertinent experience of the key individuals of your organization (continue on insert sheet, if necessary). Please see attached sheet 11. State the name of the individual who will have personal supervision of the work: Steve Piatt will be your Account Manager, A Project Manager will also be assigned. THE BIDDER ACKNOWLEDGES AND UNDERSTANDS THAT THE INFORMATION CONTAINED IN RESPONSE TO THIS QUALIFICATIONS STATEMENT SHALL BE RELIED UPON BY THE OWNER IN AWARDING THE CONTRACT AND SUCH INFORMATION IS WARRANTED BY BIDDER TO BE TRUE. THE DISCOVERY OF ANY OMISSION OR MISSTATEMENT THAT MATERIALLY AFFECTS THE BIDDER'S QUALIFICATIONS TO PERFORM UNDER THE CONTRACT SHALL CAUSE THE OWNER TO REJECT THE PROPOSAL, AND IF AFTER THE AWARD, TO CANCEL AND TERMINATE THE AWARD AND/OR CONTRACT (Signature) State of Florida County of Orange ACKNOWLEDGEMENT BIDDER'S QUALIFICATION STATEMENT On this the 27thday of October , 2003 , before me, the undersigned Notary Public of the State of Florida, personally appeared Salazar and Steve Piatt and (Name(s) of individual(s) who appeared before notary) whose name(s) is/are Subscribed to within the instrument, and he/she/they acknowledge that he/she/they executed it. WITNESS my hand and official seal. NOTARY PUBLIC SEAL OF OFFICE: PAN"", N� MEANIE HAIOMIPOUR .� MY COMMISSION N DD 106595 fy EXPIRES: ApM ), M ar ria•. Thti (VOYy Puk undammers NOTARY PUBLIC, STATE OFFLORIDA anie Hakimi our (Name of Notary Public: Print, Stamp, or Type as Commissioned) C7 Personally known to me, or ❑ Produced identification: (Type of Identification Produced) ❑ DID take an oath, or ❑ DID NOT take an oath Page 3 f i c, � i-3r:/der's �u�!Lr'::a°ror, StaiFr,�eri List the pertinent experience of the key individuals of your organization. KEY INDIVIDUALS The core Directors and Managers have all been employed by AXIS for 9 years or more. Working and growing together through the years, we have shaped and implemented changes in our company while increasing our customer base. Therefore, communicating this vision throughout the company is something we strongly believe is crucial to our continued success. We have weekly meetings to discuss production and internal issues. In addition, key production individuals meet daily to keep apprised of issues and priorities from our sales people, project managers and production staff. We also meet throughout the year with sales individuals to forecast our areas of growth to ensure that as we add customers and projects we can continue to provide the same level of support and product quality for our existing customer base. The combined experience of the 8 member management staff contains over 122 years of experience in laser printing and mailing services. SENIOR ACCOUNT MANAGER Mr. Steve Piatt has been employed by AXIS since 1997. He is the Senior Account Manager with extensive knowledge of multiple Utility projects, including Utility Billing. Mr. Piatt is responsible for drafting proposals/contracts for potential projects with customers. He specializes in the initial development of new projects and follows them through to completion. Mr. Piatt graduated from the University of Florida in 1997 with a Bachelors of Arts in Business Administration. PROJECT MANAGEMENT MANAGER/PROJECT MANAGEMENT STAFF Ms. Jeanne Tomey, the Manager of Project Management has been with AXIS since 2000. She received a Bachelors of Science in Business from the University of South Florida in 1995. Ms. Tomey oversees the hiring, development,. training and management of our Project Management (customer service) Department. Prior to working at AXIS, Ms. Tomey worked as a Supervisor in the Records Department of the Franklin Templeton Group where she began in 1995. A specific in-house Project Manager will be assigned to the City of Tamarac account. The Project Manager will be responsible for communicating project issues with our customers through phone, fax and e-mail. The Project Manager will be the primary interface for scheduling data receipt, requesting postage each month and maintaining project materials. Each of our Project Managers is familiar with Utility Billing accounts. AXIS, Inc. Quotation to City of Tamarac Purchasing Division 10/29/03 Page I of 1 ____a c r _ urchf ---- - ------.._.....- S ar Tar�rar,,c l'urciras;ng and Cnntracf,; Division, REFERENCES Please list name of a minimum of five (5) government agencies, utility software used, contact name, phone and fax numbers. Agency/Firm Name: city of Altamonte Springs Address 225 Newburyport Avenue City State Zip Altamonte Springs, Florida 32701 Phone/Fax Phone: 407-571-8092 Fax: 407-571-8046 .r Contact Name Jim Poulalion Utility Software Used HTE, Inc. \T I c,r Agency/Firm Name: City of Melbourne �JQ Address 900 East Strawbridge Avenue I City State Zip Melbourne, Florida 32901 V Phone/Fax ry� �y Phone: 321-953-6268 Fax: 321-674--5881 Contact Name 1 Wayne Rosser Utilitv Software Used In House software Agency/Firm Name: city of Longwood Address 175 West Warren Avenue City State Zip Longwood, Florida 32750 Phone/Fax Phone: 407-260-3476 Fax: 407-260-3451 Contact Name Steve Simpkins Utility Software Used HTE, Inc. Agency/Firm Name: city of Palm Bay Address 120 Malabar Road SE �v City State Zip Palm Bay, Florida 32907 (�4 Phone/Fax Phone: 321-952-3420 Fax: 321-727-0693 Contact Name Valorie Talbot rvq.l (117AC-CbOv 4e i Utilitv Software Used HTE, Inc. Agency/Firm Name: city of Sanford Address 300 N. Park Avenue City State Zip Sanford, Florida 32771 Phone/Fax Phone: 407-330-5649 Fax: 407-330-5646 Contact Name Bill Marcous -- -A Utilitv Software Used HTE, Inc. Pa:ae 41 of 1 ` flm-ir`,- r- , Y d V tt (� �il".'!ictSl;.C1 8f'IC CC: r;f"c9v.:S O..... '.)! VENDOR DRUG -FREE WORKPLACE Preference may be given to vendors submitting a certification with their bid/proposal certifying they have a drug -free workplace in accordance with Section 287.087, Florida Statutes. This requirement affects all public entities of the State and becomes effective January 1, 1991. The special condition is as follows: IDENTICAL TIE BIDS - Preference may be given to businesses with drug -free workplace programs. Whenever two or more bids that 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 bid 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 bids will be followed if none of the tied vendors have a drug -free workplace program. In order to have a drug -free workplace program, a business shall: 1. Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace and specifying the actions that will be taken against employees for violations of such prohibition. 2. Inform employees about the dangers of drug abuse in the workplace, the business's policy of maintaining a drug -free workplace, any available drug counseling, rehabilitation, and employee assistance programs, and the penalties that may be imposed upon employees for drug abuse violations. 3. Give each employee engaged in providing the commodities or contractual services. that are under bid a copy of the statement specified in subsection (1). 4. In the statement specified in subsection (1), notify the employees that, as a condition of working on the commodities or contractual services that are under bid, the employee will abide by the terms of the statement and will notify the employer of any conviction of, or plea of guilty or nolo contendere to, any violation of chapter 893 or of any controlled substance law of the United States or any state, for a violation occurring in the workplace no later that five (5) days after each conviction. 5. Impose a section on, or require 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 workplace through implementation of this section. As the person authorized to sign the statement, 1 certify that this form complies fully with the above requirements. _ Advanced Xero ra hics LiEaZing Systeu Authorized Signature Company Name Inc. (Axis, Inc.) • 9 , City of Tamarac i�u chasing and Contracts L7 Visio.f CORPORATE ACKNOWLEDGEMENT STATE OF FLORIDA & COUNTY OF pxan ee I HEREBY CERTIFY that on this day, before me, an Officer duly authorized in the State aforesaid and in the County aforesaid to take acknowledgments, personally appeared Teresa Salazar , ofAXIs , an s Corporation, to me known to be the person(s) described in and who executed the foregoing instrument and acknowledged before me that he/she executed the same. WITNESS my hand and official seal this. day of Actober 2z , 20 03 WAVE MY COMMISSION 1 DD 10M n-awdi*u N ftr e' 2006 Signature of Notary Public State of Florida at Large Melanie Hakimipour Print, Type or Stamp Name of Notary Public x❑ Personally known to me or ❑ Produced Identification Type of I.D. Produced ❑ DID take an oath, or ❑ DID NOT take an oath Tuesday, October 28, 2003 11:08 AM T. ..wanted 7erographics From: Linda Corkhill, 4W •8813 Page: 1 of 1 CSR HH ACORD CERTIFICATE OF LIABILITY INSURANCE CS! DATEtMMI IS-- 10/28/0/03 PRODUCER THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION Thomas E Corkhill Ins Agcy,LLC ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE P. 0. Box 538891 HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR 20 South Bumby Avenue ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. Orlando FL 32853 INSURERS AFFORDING COVERAGE Phone:407-898-8891 Fax:407-898-8813 INSURED IN$uPEF A Transcontinental ins. c2Tpany Ir+;LIREPe Auto -Owners_ Insurance PL/CL AXIS (dbal Advanced Xero- Irapphxcs Imaging Systems, Inc. IN'31IPEF, :� American Casualt Co. of _ i _ 6851 TPC Drive IWI_Ir•Er.I:, Continental Casualty G an °�_. Orlando FL 32822 -------..._ .._.-_..�------.-----__.__._. _... -Y.._.._.._..__.•.-...... IN:jI IFEF OVERAGES THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REOUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN I$ SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR-_.........__.__..._.. ._.-.._--..�---•.....•._ ...._POLCY EFFEECTIVE��OIICTY LIMITS__._._. LTR TYPE OF INSURANCE POLICY NUMBER DATE' MMIDDIYY DATE MMIDD/YY GENERAL LIABILITY EACH OI;C.IJRREI'+CE , 000 , 000 FIFIEDAMAr>E(Anyalnr,e) T 200,000 A X C-:IMInEP�_IAL,;ENERIALLIA61LITY 1069081416 06/27/03 06/27/04 LIED E:r.P (Any mne pet5on) W. T10,000 _ CLAIMS MADE F OCC I IR J PERSONAL 6 ALIV INJURY T 1,000,000 GE14EFAL AGGREGATE, f2,000,000 "+EN"L Ai=gRF,,ATE t IMIT APPLIF$ PER PP-:-0.K".7S - COMP/OP A +G T 2 , 000 , 000 FOLILY X JECT AUTOMOBILE LIABILITY COMAINED SINGLE LIMY T 1,000,000 B X ANY AUTO 43-780903-00 06/27/03 06/27/04 (Eaaccldenry BODILY INJURY T ALI <N,ndE I,i ALI'P?i 'm-HEOOLEL, AVh)S (Per pnrsrn) PODILY IN.ILIRY T H!REC'AUT':IS -- (Per arudelx) NQ' $-OWNED A! rt[r•; PROPEPT'f DAMAi•E T amdent) GARAGE LIABILITY AVTC' C ONLY - EA ACCIDENT T ,THE I, THAN AIJTI' JAIY AI,IT�_ ONLY A .G 'I EXCESS LIABILITY EACH T1,000,000 A(7,-REGATE 11,000,000 A X ap.L I_LAIMS M.aDE 169081416 06/27/02 06/27/03 T DEDu'_nrLl; i' T X RETENTn:IN T 10,000 WORKERS COMPENSATION AND WL A 1I � I H- X TfiRY LIMITS ER EL EACH ACCIDENT f 100,000 C EMPLOYERVLIABILITY WC 1 S6165329 06/27/03 06/27/04 EL DISEASE - EA EMFI-vYEEj T 1001000 E.L DISEASE • POLICY LIMIT $ 500 , 000 pTHER C E 6 0 Continental 1690925050 06/30/03 06/30/04 Per Claim 250,000 casualty re ate DESCRIPTION OF OPERATIONSA.00ATIONSNEHICLESIEXCLUSIONS ADDED BY ENOORSEMENTISPECIAL PROVISIONS CERTIFICATE HULUEK N I ADDITIONAL INSURED; INSUKLM Lt' Itn: CITXOT- SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, THE ISSUING INSURER WILL ENDEAVOR TO MAIL _U— DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT FAILURE TO DO SO SHALL City Of Tamarac IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE INSURER, ITS AGENTS OR Ms Leanne Williams 7525 MI 88th Ave REPRESENTATIVES. Tamarac FL 33221 AUTHORIZED REPRESENTATIVE Scott Corkhill MA054965 ACORD 25-S (7197) Purchasing Division City of Tamarac "Cornmitted to Excellence... Always" ADDENDUM NO. 1 OUTSOURCING UTILITY BILL SERVICES BID NO. 03-28B DATE OF ADDENDUM: OCTOBER 13, 2003 PLEASE NOTE: The following information is provided to clarify inquires received for the above referenced solicitation. 1. Under the bid's Contingency Bid Item page, a question was asked regarding what would be the physical characteristics of a typical insert? Response: Inserts printed (as a benchmark) would be black ink on color paper one -side. 2. Will the City accept proposals from out of state firms? Response: Yes 3. Is there current contract pricing for these services? Response: Previously, the City has always performed this service in house. 4. Relative to Bid.ltem 3a, does the outer envelope and return envelope require offset printing. If so, how many inks/colors would you require printed on them? Response: These envelopes would be pre-printed by bidder (address only) in green ink. 5. Can the City provide a sample of the bill, file structure and format? Response: The bill sample that we currently use is located on our web site at: www.Tamarac.org ,Customer Service /FAQ page. 7525 NW 88th Avenue n Tamarac. Florida 33321-2401 a (954) 724-2450 a Fax (954) 724-2408 a www.tomarac.org Equol Opportunity Employer o IF TA City of Tamarac "Committed to Excellence... Always" < p R I O Psa Purchasing Division 6. Can the City provide a sample of the past due notice? Response: We are eliminating past due notices. 7. Define the scope of work in the optional bid item / ability to view current bill via Internet. Response: With software installed at the bidder's end, a customer could, through use of account and PIN number, view their bill from home or anywhere. Some companies offer this service as included, or as an option. The Bid Opening date remains as October 29,2003. Please return or acknowledge receipt of this Addendum with you bid submittal and all subsequent addendums with your proposal. NAME OF PROPOSER:"� ,,-J ' Z� If you have any questions, please call the Purchasing Office at (954) 724-2450, 7525 NW 88th Avenue ■ Tamarac, Florida 33321-2401 ■ (954) 724-2450 ■ Fax (954) 724-2408 a www-tomorac.org Equol Opporlunity Employer Purchasing Division City of Tamarac "Committed to Excellence... Always" ADDENDUM NO. 2 OUTSOURCING UTILITY BILL SERVICES BID NO, 03-28B DATE OF ADDENDUM: OCTOBER 21, 2003 PLEASE NOTE: The following information is provided to clarify inquiries received for the above referenced solicitation. 1. Question was received regarding physical layout of the City's current bill. Response: Attached please find what our current bill looks like. 2. Question regarding the envelope. The No. 9 return envelope has very detailed specs for the single window envelope. Please advise spec for the double window placement. Response: The specs for a universal No. 9 double window envelope fall within Wachovia's specs, page 14. For clarity, please disregard the COMMENTS by the RETURN ADDRESS SECTION on page 17 of 22. 3. Question:_ What are the specs for the White No.10 double window envelope. Response: The specs are standard. in the industry for a universal size envelope, single or double window. The only requirement here is implied. It must fit the current bill, which is 8 '/z by 11. The City wishes to maintain its current bid opening date of October 29, 2003. Therefore the City is currently imposing a cutoff for any further inquiries for this solicitation at the close of business day Wednesday, October 22" . Please return or acknowledge receipt of this Addendum with your bid submittal and all subsequent addendums with your proposal. NAME OF PROPOSER:'- 7525 NW 88th Avenue ■ Tamarac, Florida 33321-2401 ■ (954) 724-2450 ■ Fox (954) 724-2408 ■ www.tomarac.org Equol Opportunity Employer r 'City of Tamarac t 1:130 r � l r� City of Tamarac KAIT Ell 1100 10 hl' wMar only is Wr 0 in 70,wny, fujus swe M Q,if PUMA of a punkow , �!. �C ry I .0s at a hqj; iliac! V a It! uk no Ream =d val a tv A v ; nbonan A novolonno; on osed, the anju is unjuja4v &SM To Mpol 0 Aw %ak Gr wer y0y! "� wasyl.alw "Marcal V own 0 En?�y "aw P"aseca" 1954) 721200. DUMP n,,� WWI hows sq, Me wymno polunow A&Q 72-2M, CHARM,,', May a"d nova WKO. aqaw are bass j "we"Se no! A a, avaiwbdky mop. 70 iyw msm ior u,", =Mawr ausan is read eun '00M A We ngh ISO r K a win rz the resw of press are SERVICE k I ti &, Ike MevonTne and :ypwr ct TESTIN(I OP WATER �AETERS A cusuamrs requent 13 SO Me ancxaq M wamr Me T&Ts a 1!ie w!emtfieni�rc wk be no mu tor,,- S�,;cro�d Ole let! Prove ke nine! a amu ata. Me deposit s'vn t�t� retaineo by th�', Oity- PAYMUIT WFORMAT11014 VVHEN T(") FAY -',`OUHP� ESID AN IMN b& to Ke wan uudarwi% Kwq� V,ithin days, so be assass&j a UK nup fen if possm 0; Kys, a P,ymerl ni,,St se 1MUM in poso, to We CaMM Mce a, Q, Fix 5', XTo,!Rf.4 ti zi chizu'k be a . . .... .. ... ... 0 Tice . ..... ... ................ Hnfw to PRY YOUr Bill: .. .. ..... ..... . .... . .... . 11-1- ... ..... .... . ............... to. .... ..... .. ............ ... ........ .. . . ... .. ............ .. ... ....... ........... . Me;; Boxes Nheck�; only Fli?ylkllf! at C'ity qC%1;; . . ..... .. ... ... ......... ... . ... . ... .......................... ... ... . ..... For Jt)' Ot 7500M ThKalao Coy Kk pmog ot My of Tamarac Manclay1hrougn HIS f';W Me! Romn lot! "724-1310 vesl i�! A . .... . .. ... ..... . . .. ............. .... ...... . . . . .. .. ... . .... .1 . . ...... . .. ...... ... .. ...... ..... .. ..... .. ... . ..... . . ..... .. . .. .. . .. . . . .... ...... . ... . .... ... .. ... . . .... . ...... .. . ...... . ... ...... ..... ....... .... .......... . ................ . .. lyinownM YWT�,� v0s = V rencMd n: Team any of sm Kmwu: . . .. .. .... ....... . .... .. J . .... ......... . . .......... . . . .. .. . . . .... .... . ....... .. . .. ....... No Text No Text tat of �r i0evartment of Otate certify from the records of this office that ADVANCED XEROGRAPHICS IMAGING SYSTEMS, INC. is a corporation organized under the laws of the State of Florida, filed on January 10, 1991. The document number of this corporation is S24158.. 1J 1 further certify that said corporation has paid all fees due this d[1L office through December 31, 1991, and its status is active. I further certify said corporation has not filed Articles of Dissolution. CR2EO22 (6-88) Oiben unber nip banb anb tbt Drat &eat of the btate of -- lorflba, at lgallaba!Uee, the vital, this the 1 4th bap of January, 1991. Tim smith jkcrctarg of 51ute tat.' �Y Department of Otate certify that the attached is a . true and correct copy of the Articles of Incorporation of ADVANCED XEROGRAPHICS IMAGING SYSTEMS, INC., a corporation organized under the Laws of ,the State of Florida, filed on January 10, 1991, as shown by the records of this office. The document number of this corporation is S24158. CR2EO22 (6-88) Qbiben under mp banb anb the Great Beal of dje 6tate of Sloriba, at WallaljUjee, the vital, tbi.9 tbt 11th bapof January, 1991. Tian Smith ,Serretary af jState EXPERIENCE Advanced Xerographic Imaging Systems, Inc. (AXIS, Inc.) was founded in 1991 by David R. Salazar. AXIS is an award winning, minority -owned, laser printing and mailing service bureau headquartered at 6851 TPC Drive, Orlando, Florida. In 2001, AXIS built and occupied its own 68,000 square ft. building in southeast Orange County. AXIS is open Za hours a day Monday - Friday and until noon on Saturday. During peak times, AXIS runs scheduled weekend and holiday shifts. All data, laser printing and mailing services will be performed in this facility. As a service bureau, we specialize in handling projects that are proprietary in nature, including data processing, printing and mailing services for Utility Companies, Tax Collectors, Property Appraisers and private industries throughout Florida. The core Directors and Managers have all been employed by AXIS for 9 years or more. Working and growing together through the years, we have shaped and implemented changes in our company while increasing our customer base. Therefore, communicating this vision throughout the company is something we strongly believe is crucial to our continued success. We have weekly meetings to discuss production and internal issues. In addition, key production individuals meet daily to keep apprised of issues and priorities from our sales people, project managers and production staff. We also meet throughout the year with sales individuals to forecast our areas of growth to ensure that as we add customers and projects we can continue to provide the same level of support and product quality for our existing customer base. BACKGROUND As a laser printing and mailing service bureau, AXIS' primary focus is the handling of proprietary first class mail projects. The foundation of our business was built on the successful processing of monthly statements for approximately 50 financial institutions throughout Florida. Our quality control measures were designed around the systematic handling of data, laser printing and mailing to ensure that every page and mail piece was accounted for through our process. Our Orlando location, attention to detail, excellent customer service and integrity have positioned AXIS to be a leader and valued business partner to our customers in these industries. AXIS, Inc. Quotation to the City of Tamarac Purchasing Division 10/29/03 ,.STAFFING FOR PROJECT AXIS works with approximately 40 Florida Government Entities with projects varying in size from 5,000 to 1,000,000 mail pieces per year, Assigned staff who will oversee the project on a monthly basis. The Management Team 1 Account Manager 2 Project Managers (Primary and back up) 1 Lead Programmer 1 Operator 1 Set up Supervisor ;. 1 Set up Technician 1 Print Shift Supervisor Multiple Print Operators across multiple shifts 1 Mail Supervisor Multiple inserter operators across multiple shifts 1 Postal liaison Multiple Sorters 1 Driver 1 Warehouse Supervisor for inventory control & management 'XXIS has years of experience with projects of equal or similar size and complexity as the one noted in this bid package. These years of experience have given us historical documentation on the development efforts for the creation of programs, testing, quality control steps and equipment throughput. This information allows AXIS to provide documented. production schedules of critical dates to our customers. This information also enables us to gauge our daily/weekly staff and equipment allocations to ensure all time sensitive dates are met. Approach and Work Plan During the initial stages of each project AXIS will establish meetings with the Account Managers, Project Managers and Technical staff along with contacts from the City of Tamarac's utility division. AXIS' Account Managers will meet with the City of Tamarac's personnel at their offices or at AXIS' location. Our customers are encouraged to tour and meet at AXIS at any stage during the project. During these initial meetings AXIS will address the schedules, transmission and receipt of data, form design and project point of contacts. One of the most beneficial developments for our company within the last 6 years was the creation of our Project Management department. These individuals are trained to schedule projects in our production window, review data programming and form layout instructions with our customers and impart this knowledge to our technical staff. Project Manager's also proof test and live data samples prior to sending to the customer for approval and monitor materials and postage levels. .They interact with our customers and production staff to keep all parties involved in project issues. The Project Managers have maintained our close AXIS, Inc. Quotation to the City of Tamarac Purchasing Division 10/29/03 partnerships with our customers as we have grown and are a critical part of our organization's success. For the City of Tamarac's utility notices, AXIS' Project Manager facilitates an internal "group review" proofing session. The group review is made up of a representative from each department that proofs the piece, providing department knowledge and feedback on programming, design or postal specifications. The Project Management department designed a checklist to ensure that these items are consistently verified. These representatives review test data and live data samples. Once these samples have been internally reviewed, they are then sent to the customer for changes or final approval. The Project Managers utilize an array of tracking tools to maintain our customers' projects. Each Project Manager references our inventory database and postage summaries to ensure our customers' resources are tracked. They communicate via email to our staff through daily structured status reports noting project volumes, critical dates, changes to schedules, materials and postage statuses and itemized project updates. Prior to beginning the project the Project Manager, Account Manager and representatives from the Data, Print and Mail Departments meet to review the project. During these meetings they discuss the scope of the project, identify roadblocks or questions and develop an approach to handling the project. Project questions are then documented by the Project Manager and sent via email to the customer requesting their response for additional information. This process will re -occur throughout the project life cycle as questions or concerns arise. In addition, our daily production meetings are used to discuss all projects with key personnel and all Project Managers. During peak times our Management team also meets daily to assess impacts and scheduling staff. EQUIPMENT AND QUALITY CONTROL PROTOCOL AXIS' goal for quality assurance is to reach a zero defect target. In the last 12 years, AXIS has implemented many quality control procedures in each department throughout the organization. The monthly volumes have gone from an average of 150,000 statements per month 12 years ago to an average today of over 2,500,000 statements and mail pieces per month. AXIS is known in the Florida marketplace as having very high quality control practices. This is because the primary nature of AXIS' business focus is statement processing versus direct mail. DATA PROCESSING The data processing phase performed by AXIS will employ several auditing steps that will accumulate control totals that are used for balancing purposes. The first is the accumulated total bytes of data received by AXIS that will be matched against the bytes of data that the City of Tamarac has documented sending to AXIS. These numbers are then balanced to what is printed and inserted by AXIS. These numbers will be balanced against the number of statements sent by the City of Tamarac and a report will be generated. AXIS, Inc. Quotation to the City of Tamarac Purchasing Division 10/29/03 LASER PRINTING PROCESS During the printing stage, the pages printed will be matched against the number of pages processed in the data processing phase by AXIS. Each page printed will have a sequence number to enable the print operator to keep all pages in order should there be a paper jam on the printer. We have implemented for all customers the use of quality control worksheets by our printer operators. Quality of address, general detail data, message areas and print quality are all verified. Printer logs with sample pieces are maintained on all projects. AXIS maintains service contracts on all equipment in its location. The eight laser printers are all under service contracts with XEROX. The service contract is 3 X 5. This means that AXIS has service 24 hou_rs_a day,_five d�a week. We have _service „on weekends based on time charged by XEROX. INSERTING/MAILING PROCESS The Manager or Shift Supervisor in this department sets up inserter quality control worksheets for every project handled by AXIS. This worksheet is completed by our Inserter Operators throughout the inserting process to maintain the quality of all AXIS handled projects. Once the inserting process begins, a Supervisor or Lead Operator verifies that the inserting machine is set up correctly. and that first pieces look correct. We now have Videk cameras fitted to three of our production inserting machines, which allows us to match a delivery point barcode (DPBC) on a mail piece to an ASCII file supplied from the Data department. The Manager or Supervisor in the Mail Operation department will send the file to the designated Inserter that has been assigned for that job. The pieces are printed and inserted in the same order as the ASCII file. The machine will stop with a "Mismatch Error" if the corresponding mail piece does not match the DPBC in the ASCII file and the operator will check the integrity of the mail piece, Because we are reading the DPBC with the camera it also allows us to catch any pieces of mail that have been masked by additional inserts. If the insert was in front of the address block on the piece masking the DPBC the inserter would stop with an error message, and the operator would repair the piece and continue. This is a problem that all mechanical inserting equipment has suffered with over the years and we now have a solution to the problem. On completion of each job an output file is created which includes any pieces that were missing or damaged during the inserting or printing process. This file can then be used to generate reprints more efficiently. The MSM system takes AXIS to a higher level of integrity. AXIS is the first company in the United States to implement software for integrity checking utilizing the delivery point barcode on our intelligent inserting equipment. In addition, the control number (key line) created in the data processing phase will be used as an audit check during the inserting process. While the statements are going through the inserting process the number of envelopes that are metered will be matched against the associated control number (key line) in the data processing phase. This comparison is matched one for one on the inserting process. This is done to accomplish one more level of quality control in the total process. AXIS, Inc. Quotation to the City of Tamarac Purchasing Division 10/29/03 There are occasions where the inserting process will damage some of the material. In these instances, AXIS has developed a process that enables the timely reprinting of those statements. Our process is not complete until all "damaged" statements are reprinted and mailed by AXIS. AXIS maintains service contracts on all 5 inserters „in, its location. The inserting equipment is under a service contract with either Pitney Bowes or Bell and Howell. This is a 1 X 5 contract which means one shift S - „5) Monday through_Friday. Coverage is available outside these hours on a time and materials basis AXIS maintains daily service and production logs on all mailing equipment. AXIS ADVANTAGES Location — Our Orlando, FL location will provide timely delivery of the printing and mailing of your Utility Bills. An experienced AXIS representative, based in Orlando is available to personally service your account. Experience — AXIS' 12+ years of experience with city and county government throughout Florida have built quality control standards you can trust and a dependable track record you can count on year after year. AXIS' staff is experienced in project development, including writing complex programs and offering cost effective project design options. AXIS has a full- time postal liaison that has been with AXIS since 1998. The postal liaison works on postal issues/ researches and handles postage documentation, while also supervising the daily production of ancillary services in the Mail Department. Support- AXIS' staff will support the City of Tamarac with 24-hour production in our data, laser printing & mailing departments. You will receive personalized attention from an in- house project manager that works with you to understand your project requirements and expectations. Quality Control — All data processing, laser printing, inserting and mail services are performed on site at AXIS' state-of-the-art facility. This enables AXIS to maintain complete control of your project from data receipt to post office delivery. Stability -- Since our founding in 1991, AXIS has enjoyed stability in our management team. Our sales and production managers provide consistency in our high level of quality as well as sound training for our staff. AXIS provides the technical "know how" and systematic quality control measures of a large company with the personalized attention of a small business. We encourage our customers to visit and tour our operational facility and meet with the people who will manage their next project with AXIS. AXIS, Inc. Quotation to the City of Tamarac Purchasing Division 10/29/03 AXIS Mission Statement.... We endeavor to cultivate long lasting, mutually beneficial relationships with our customers and continually provide results that exceed their expectations. We strive to maintain our sense of achievement and to out perform the competition. Our efforts result in creating the best solutions for our customers while providing a rewarding and enriching environment for our staff, enabling long-term growth, health and profitability. AXIS, Inc. Quotation to the City of Tamarac Purchasing Division 10M/03 AGREEMENT BETWEEN THE CITY OF TAMARAC AND Advanced Xerographics Imaging Systems. (AXIS), Inc. THIS AGREEMENT is made and entered into this,,, day of 14m q by and between the City of Tamarac, a municipal corporation with principal offices located at 7525 N.W. 88th Ave., Tamarac, FL 33321 (the "CITY") and Advanced Xerographics Imaging Systems (AXIS), Inc., a Florida corporation with principal offices located at 6851 TPC Drive, Orlando FL 32822-5141 (the "Contractor") to provide outsourcing of the City's utility billing function. Now therefore, in consideration of the. mutual covenants hereinafter set forth, the City and Contractor agree as follows: 1) The Contract Documents The contract documents consist of this Agreement, conditions of Bid 03-28B, "Outsourcing Utility Bill Services" (General, Supplementary and other Conditions), drawings, specifications, all addenda issued prior to, and all modifications issued after execution of this Agreement. These contract documents form the Agreement, and all are as fully a part of the Agreement as if attached to this Agreement or repeated therein. 2) The Work The Contractor shall perform all work for the City required by the contract documents as set forth below: a) Contractor shall furnish all labor, materials, and equipment necessary to supply utility bill services, including complete production and mailing of approximately 18,680 utility bills per month. b) Contractor shall possess sufficient production capability to meet the City's utility billing needs currently and in the future, provide same -day bill mailing verification, and possess ability to meet Wachovia Bank Lockbox Specifications. c) Contractor shall supervise the work force to ensure that all workers conduct themselves and perform their work in a safe and professional manner. Contractor shall comply with all OSHA safety rules and regulations in the operation of equipment and in the performance of the work. Contractor shall at all times have a competent field supervisor on the job site to enforce these policies and procedures at the Contractor's expense. d) Contractor shall comply with any and all Federal, State, and local laws and regulations now in effect, or hereinafter enacted during the term of this Agreement, which are applicable to the Contractor, its employees, agents or subcontractors, if any, with respect to the work and services described herein. 3) Insurance Contractor shall obtain at Contractor's expense all necessary insurance in such form and amount as required by the City's Risk and Safety Manager before beginning work under this Agreement including, but not limited to, Workers' Compensation, Commercial General Liability, and all other insurance as required by the City, including Professional Liability when appropriate. Contractor shall maintain such insurance in full force and effect during the life of this Agreement. Contractor shall provide to the City's Risk and Safety Manager certificates of all insurances required under this section prior to beginning any work under this Agreement. The Contractor will ensure that all subcontractors comply with the above guidelines and will retain all necessary insurance in force throughout the term of this agreement. Contractor shall indemnify and hold the City harmless for any damages resulting from failure of the Contractor to take out and maintain such insurance. Contractor's Liability Insurance policies shall be endorsed to add the City as an additional insured. Contractor shall be responsible for payment of all deductibles and self-insurance retentions on Contractor's Liability Insurance policies. 4) Term The contract shall be for an initial period of two (2) years commencing upon Contractor's receipt of the City's purchase order. The City reserves the right to renew the contract for two (2) additional one (1) year periods, providing all parties agree to the renewal and all of the terms, conditions, and specifications remain the same. The contract shall be effective January 1, 2004. �llf)110Y61101 , 5) Contract Sum 11D I { The Contract Sum for the above work is Two Thousand Four Hundred Fifty -Four Dollars and thirty-seven cents ($2,454.37) per month for Base Bid Items No. 1, 2 and selected alternate item 3a based on an estimated quantity of 18,680 bills per month, as per Contractor pricing submitted under Bid 03-28B, Outsourcing Utility Bill Services. The actual number of utility bills mailed shall nominally increase or decrease the actual monthly cost for service however, the unit price as bid shall be constant. 6) Payments City shall pay Contractor on a monthly basis upon submission of an approved invoice. City shall pay Contractor for work performed subject to the specifications contained in Bid 03-28B, and any additions or deductions will be paid only by written change order which has been approved by City. . 7) Waiver of Liens Prior to payment of the Contract Sum, a final waiver of lien shall be submitted by all suppliers, subcontractors, and/or Contractors who worked on the project that is the subject of this Agreement. 8) Warranty Contractor warrants the service and materials against defect or error for the active term of the Agreement. In the event that defect occurs during this time, Contractor shall perform such steps as required to remedy the defects. Contractor shall be responsible for any damages caused by defect or error. 9) Indemnification GENERAL INDEMNIFICATION: To the fullest extent permitted by laws and regulations, Successful Proposer shall indemnify, defend, save and hold harmless the CITY, its officers, elected officials, agents and employees, harmless from any and all claims, damages, losses, liabilities and expenses, direct, indirect or consequential arising out of or in consequential arising out of or alleged to have arisen out of or inconsequential arising of the products, goods or services furnished by or operations of the Successful Proposer or their subcontractors, agents, officers, employees or independent Consultants pursuant to the Contract, specifically including but not limited to those caused by or arising out of (a) any act, omission or default of the Successful Proposer and/or their subcontractors, agents, servants or employees in the provision of the goods and/or services under the Contract; (b) any and all bodily injuries, sickness, disease or death; (c) injury to or destruction of tangible property, including the loss of use resulting there from; (d) the use of any improper materials; (e) a defective condition in any goods provided pursuant to the Contract, whether patent or latent; (f) the violation of any federal, state, county or municipal laws, ordinances or regulations by Successful Proposer, their subcontractors, agents, servants, independent Consultants or employees; (g) the breach or alleged breach by Successful Proposer of any term, warranty or guarantee of the Contract. The Successful Proposer shall pay all claims, losses, liens, settlements orjudgments of any nature whatsoever in connection with the foregoing indemnifications including, but not limited to, reasonable attorney's fees (including appellate attorney's fees) and costs. CITY reserves the right to select its own legal counsel to conduct any defense in any such proceeding and all costs and fees associated therewith shall be the responsibility of Successful Proposer under the indemnification agreement. Nothing contained herein is intended nor shall it be construed to waive CITY's rights and immunities under the common law or Florida Statute 768.28 as amended from time to time. 10.) Non -Discrimination The Contractor agrees that it shall not discriminate against any of its employees or applicants for employment because of their age, handicap, race, color, religion, sex, or national origin, and to abide by all federal and State laws regarding non-discrimination. The Contractor further agrees to insert the foregoing provisions in all subcontracts hereunder except subcontracts for standard commercial supplies or raw materials. Any violation of such provisions shall constitute a material breach of this Agreement. 11) Independent Contractor Contractor is an independent Contractor under this Agreement. Personal services provided by the Contractor shall be by employees of the Contractor and subject to supervision by the Contractor, and not as officers, employees, or agents of the City. Personnel policies, tax responsibilities, social security and health insurance, employee benefits, purchasing policies and other similar administrative procedures applicable to services rendered under this Agreement shall be those of the Contractor. 12) Assignment and Subcontracting Contractor shall not transfer or assign the performance required by this Agreement without the prior consent of the City. This Agreement, or any portion thereof, shall not be subcontracted without the prior written consent of the city. 13) Notice Whenever either party desires or is required under this Agreement to give notice to any other party, it must be given by written notice, sent by registered United States mail, with return receipt requested, addressed to the party for whom it is intended at the following addresses. CITY City Manager City of Tamarac 7525 N.W. 88th Avenue Tamarac, FL 33321. With a copy to City Attorney at the same address. CONTRACTOR Steve Piatt, Senior Account Manager Advanced Xerographics Imaging Systems (AXIS), Inc. 6851 TPC Drive Orlando, FL 32822-5141 407-351-0232 14) Termination This Agreement may be terminated by City or Contractor for cause or by the City for convenience, upon seven (7) days of written notice by the terminating party to the other party for such termination in which event the Contractor shall be paid its compensation for services performed to termination date, including services reasonably related to termination. In the event that the Contractor abandons this Agreement or causes it to be terminated, Contractor shall indemnify the city against loss pertaining to this termination. Default by Contractor: In addition to all other remedies available to the City, this Agreement shall be subject to cancellation by the City should the Contractor neglect or fail to perform or observe any of the terms, provisions, conditions, or requirements herein contained, if such neglect or failure shall continue for a period of thirty (30) days after receipt by Contractor of written notice of such neglect or failure. 15) Agreement Subject to Funding This agreement shall remain in full force and effect only as long as the expenditures provided for in the Agreement have been appropriated by the City Commission of the City of Tamarac in the annual budget for each fiscal year of this Agreement, and is subject to termination based on lack of funding. 16) Venue This Agreement shall be governed by the laws of the State of Florida as now and hereafter in force. The venue for actions arising out of this agreement is fixed in Broward County, Florida. 17) Signatory Authority The Contractor shall provide the City with copies of requisite documentation evidencing that the signatory for Contractor has the authority to enter into this Agreement. 18) Severability; Waiver of Provisions Any provision in this Agreement that is prohibited or unenforceable in any jurisdiction shall, as to such jurisdiction, be ineffective to the extent of such prohibition or unenforceability without invalidating the remaining provisions hereof or affecting the validity or enforceability of such provisions in any other jurisdiction. The non -enforcement of any provision by either party shall not constitute a waiver of that provision nor shall it affect the enforceability of that provision or of the remainder of this Agreement. 19) Merger; Amendment This Agreement constitutes the entire Agreement between the Contractor and the City, and negotiations and oral understandings between the parties are merged herein. This Agreement can be supplemented and/or amended only by a written document executed by both the Contractor and the City. IN WITNESS WHEREOF, the parties have made and executed this Agreement on the respective dates under each signature. CITY OF TAMARAC, by and through its Mayor and City Manager, and Advanced Xerographics Imaging Systems (AXIS), Inc., signing by and through its Senior Account Manager, duly authorized to execute same. CITY OF TAMARAC Jae Schreiber, Mayor Date ATTEST: Jeffrey/U\Aillef, City Manager Marion Swenson, CIVIC City Clerk �? Date ATTEST: (C`orporate Secretary) Teresa Salazar Type/Print Name of Corporate Secy Date ppro ed ,to f and legal ficiency: Mitchell S, raft, j o / Date Advanced Xerographics Imaging Systems (AXIS), Inc. Company Name Signature of Senior Account Manager Steve Piatt Type/Print Name of Senior Account Manager November 26, 2003 (CORPORATE SEAL) Date r CORPORATE ACKNOWLEDGEMENT STATE OF FLORIDA SS COUNTY OF Orange I HEREBY CERTIFY that on this day, before me, an Officer duly authorized in the State aforesaid and in the County aforesaid to take acknowledgments, personally appeared Steve Piatt, Senior Account Manager, of Advanced Xerographics Imaging Systems (AXIS), Inc., a Florida Corporation, to me known to be the person(s) described in and who executed the foregoing instrument and acknowledged before me that he/she executed the same. WITNESS my hand and official seal this 261h day of November , 2003 MELANIE FWOMIPOUR MY COMMISSION # DO 10095 EXPIRES: April 7, 2006 Badw TtAu Nfty ft* Und WWM Signature of Notary Public State of Florida at Large Melanie E. Hakimipour Print, Type or Stamp Name of Notary Public ® Personally known to me or ❑ Produced Identification Type of I.D. Produced ❑ DID take an oath, or ❑ DID NOT take an oath 11/11/2003 05:56 407363^F86 AXIS INC PAGE 02 Aeivoneccl XrruArnpb;CA f.mnkinQ S"U"nA." November 1.0, 2003 Mr. Jim N.icotra City of Taanarac Purchasing Office 7525 NW 89a, Ave lle Tamarac, FL 33321-2401 RE: Bid No. 03-028B Outsourcing Utility Bill. Services Dear .'Mr. Nicotra, T vtt writing you to inform you. that AXIS has assigned Steve Piatt, Senior Account Manager to act as the representative Agent who will be responsible for signing and bidding all work in reference to Bid No. 03-28B, Outsourcing Utility Bill for. the City of Tamarac. We are excited. about the opportunity to work. with you. and please do not hesitate to contact me at 800-852-3174 should, you. have any questions. Sincerely, e David R. Salazar President DRS/rneh 6851 TPC Drive V Orlando FLS2822-5141 V Phone:4073,i1.0232 IF Fax.407363.4586 of Tamarac Purchasing and Contracts Division AGREEMENT AMENDMENT BETWEEN THE CITY OF TAMARAC ►_1z111 ADVANCED XEROGRAPHICS IMAGING SYSTEMS (AXIS), INC. The CITY OF TAMARAC ("City") and Advanced Xerographics Imaging Systems (AXIS), Inc., a Florida corporation, with principal offices located at 6851 TPC Drive, Orlando, FL 32822-5141, (the "Contractor:") agree to amend the original Agreement dated January 14, 2004 as follows: Perthe terms of Section 4. Term, of the original Agreement dated January 1, 2004, the City and Contractor exercise the first renewal option for the term January 1, 2006 through December 31, 2006. All other provisions of the original agreement remain in effect as written. Remainder of Page Intentionally Blank ... .._._.._ ......... ......... 7 City of rarnrara'° Pulrchasinq and Contracts Divisiar IN WITNESS WHEREOF, the parties hereby have made and executed this Amendment to Agreement on the respective dates under each signature, the City of Tamarac signing through its City Manager and its City Commission signing by and through its Mayor, Joe Schreiber, and Advanced Xerographics Imaging Systems (AXIS), Inc. signing by and through its Senior Account Manager, duly authorized to execute same. ATTEST- = Marlon. Swenson, WC -- City Clerk lllglo(a bate' ATTEST: Aorponat_6 Secr airy) Teresa Salazar Type/Print Name of Corporate Secy (CORPORATE SEAL) CITY OF TAMARAC Schreiber, Mayor ate Jew. Mill r, City Manager -�- ate Approved as to form and legal sufficiency: Yam&.I& Ci Attome / x1t,6. Date Advanced Xerographics Imaging Systems (AXIS), Inc. Company Name g Si nature of Senior Acco unt Manager Steve Platt Type/Print Name of Manager Date of Tapnw ac::._.,_......Pur„0,&,,:f"g and' Contr6icts Division CORPORATE ACKNOWLEDGEMENT STATE OF FLORIDA :SS COUNTY OF I HEREBY CERTIFY that on this day, before me, an Officer duly authorized in the State aforesaid and in the County aforesaid to take acknowledgments, personally appeared Steve Piatt, SeniorAccount Managerof, , Advanced Xerographics Imaging Systems (AXIS), Inc. a Florida Corporation, to me known to be the person(s) described in and who executed the foregoing instrument and acknowledged before me that he/she executed the same. WITNESS my hand and official seal this 21 day off , 20Q5 Signat re f Notary Public ...Mate Florida. at.Larae Comn*Wm N OW13413 Personally known to me or ❑ Produced Identification Type of I.D. Produced ❑ DID take an oath, or [?'—DID NOT take an oath. 9 .� ` . Er � r ,� �� 1��^ a,