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Home My WebLink AboutCity of Tamarac Resolution R-2004-009Temp. Reso. # 10303 [December 4, 2003 Revision # 1-December 22, 2003 Revision # 2-January 6, 2004 Page 1 CITY OF TAMARAC, FLORIDA RESOLUTION NO. R-2004- U � 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 Temp. Reso. # 10303 December 4, 2003 Revision # 1-December 22, 2003 Revision # 2-January 6, 2004 Page 2 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 14th day of January, 2004. ATTEST: MARION SWENSON, CMC CITY CLERK I HEREBY CERTIFY that I have approved this RESOLUTION as to form. MITCH`ELLCS. KRtAFT / CITY ATTORNEY �.i` JOt SCHREIBER, MAYOR RECORD OF COMMISSION VOTE: MAYOR SCHREIBER DIST 1: COMM. PORTNER 6C� DIST 2: COMM. FLANSBAUM-TAL DIST 3: COMM. SULTANOF DIST 4: V/M ROBERTS J 1 Temp Reso #10303 1 Exhibit 1 1 S I INVITATION TO BID � l � y q•Q r -LL� - 41* oR�o© 1 t BID NO. 03-28B S Outsourcing Ut ty ili Bill Services l Issued on behalf of the Customer Service Division S S l City of Tamarac Purchasing Division 7525 NW 881' Avenue Room 108 Tamarac, Florida 33321-2401 (954) 724-2450 /'rP./',/'�f'./'./'./'./'�/'�/'.I'.I'.I'./'./'�/'r/'./'./'�/'I'.I!r/'./',/'.I'./'i/'r/'�/'.I'�/'r/`.f�/'.f'�/'./'�'�/'✓'f'��% Purchasing and Contracts Division City of Tamarac "Committed to Excellence... Always" 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 City's website at hftp://www.tamarac,org/Dept/fLVpurch/solickations.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 0 www.tomaroc.org Equal Opportunity Employer Cit V of Ta!MIMC�` _p1.i?'...... lt1C� CCRir<:1i;,'S .�i'?Uti>Ri/1 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 concerning 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 Trtrr,rar, Purchasing ContractsTCi"vision 3. WITHDRAWAL OF BID 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. Cfy of Tamarac 9. BRAND NAMES T�9 Purchasing t%'.onfracts Dwislot') 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. .............._......... .-....,...........,,......,...,.....,,,.....,....,.......�.....,.,.......,......,,...fir.-...�....�.-f�.-.- �M1 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. ftz City of 7,:3:ilarGa;� Purchasing & 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. City of T,3171aroc .. c y�� t.J,";,t',3 'tC1C• & cuntiacts IliU'tSfG() 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 urchasin tamarac.or . Or Bidders may download bid results from the City's website at http://www.tmarac.orcg/Dept/fin/purch/resuIts_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. City o 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. City of 7,ar,rareac g P.rrdia:sr,g R C. nirac,,& Division ek 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 supply 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. City raf Tcar�<rrChaSir'sr - , OC 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 l s:11.i<ir<] purLhasin & C`,t7f:'1 acts Division COMPANY NAME: (Please Print): Phone: Fax: 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. ❑ Sign the Certification page. Failure to do so will result in your Bid being deemed non -responsive. 4. ❑ Fill out the Bidder's Qualification Statement. 5. ❑ Fill out the References page. 6. ❑ Sign the Vendor Drug Free Workplace Form. 7. ❑ Fill out and sign the Certified Resolution. 8. ❑ Include proof of insurance. 9. ❑ 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. ❑ 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. I City of i -,vr Irac Submitted by: THIS BID IS SUBMITTED TO: City of Tamarac Purchasing and Contracts Manager 7525 Northwest 88t" Avenue Tamarac, Florida 33321 { 9 1, Pim.hasmq Division BID FORM BID NO. 03-28B Date 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. 1 of 5 Bid Form �9 City or Taman ,; Purchasing and Contacts D.tvision 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 Quantity Price 1. 18,680 pcs 20 lb Bill, Light Blue Paper, preprinted $ $ 2. 18,680 pcs Mailing Envelope, White No. 10 $ $ Universal, double window 3. 18,680 pcs. Return Envelope, White No. 9 $ $ Universal, double window BASE BID TOTAL 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. /lm-t4:1L1_'%9:841NJk14►`,K Est'd Monthly QuantityPrice Description Unit Cost Extended 20 lb Bill, White Paper la. 18,680 pcs. (May be chosen by City in lieu of Base Bid $ $ Item No. 1 Return Envelope, White No 9 Universal, single window with pre- 3a. 18,680 pcs. printed City address and logo $ $ (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. City of Tamarac 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: $ EA. 2. Inserts received printed, to be folded and inserted $ EA. 3. Inserts received to be inserted only $ EA. OPTIONAL BID ITEM (Not required for laid award consideration) 1. Customer can view current bill via the Internet and print out $ bill at home. Indicate Name and Title of designated City of Tamarac account representative: Name Title Name of Bidder: Authorized Signature: AL&9 i of T,.gmara- { Purz;hasiog and Ccotract�3 DiVlSk)T? BID FORM (continued) 1�11► C��I;��l -3 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. Company Name Address City, State, ZIP Contractor's License Number Authorized Signature Typed/Printed Name Telephone & Fax Number Federal Tax ID# Page 4 of 5 Bid Form Cit/ Oi T"ar ralEi•:; Bidders Name: 11101C7TA69 Delivery/completion: % DAYS: ue,� Prrrrttasmgand Contrar,;� Crv,sron BID FORM (continued) BID NO. 03-28B 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. Page 5 of 5 Bid Form City ,f Tamarac 9 �• Purchasing and Contracts Division NON -COLLUSIVE AFFIDAVIT State of ) )ss. County of being first duly sworn, deposes and says that: 1. He/she is the , (Owner, Partner, Officer, Representative or Agent) of , the Offeror that has submitted the attached Proposal; 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: By Witness Witness Printed Name Title ... ........ ........ ......... ......... ........ ........ ......... ......... ......... Page 1 of 2 Nan -Collusive Affidavit City of Tamarac �ev'' {fit/rch,��iny and ACKNOWLEDGMENT NON -COLLUSIVE AFFIDAVIT State of Florida County of On this the day of , 20, before me, the undersigned Notary Public of the State of Florida, personally appeared 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: NOTARY PUBLIC, STATE OF FLORIDA (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 Page 2 of 2 Non -Collusive; Acknowledgement �ry of Tamarac; PSrrclra:sing and Contracts Division 1414Z49l11[4f_ 11101:I THIS DOCUMENT MUST BE SUBMITTED WITH THE BID We (1), the undersigned, hereby agree to furnish the item(s)/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 ❑ PARTNERSHIP ❑ If "Other", Explain: Authorized Signature Title Company Name City/State/Zip Fax Number CORPORATION ❑ OTHER ❑ Name (Printed Or Typed) Federal Employer I.D./Social Security No. Address Telephone Contact Person Page i of 1 Certif(C8W017 City of Tafr,.irac roc .'`�,,;nc as1!'tlg and Contrac;ts._.Division ---------._._._.....__....._......................, �.�---- ................ ._.............._..._.,r_._� 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 88th Avenue Tamarac, Florida 33321-2401 CHECK ONE: ❑Corporation ❑ Partnership ❑ Individual ❑ Joint Venture ❑ Other SUBMITTED BY (Company Name) ADDRESS: CITY, STATE ZIP: 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 Principal address of Business City, State Zip 2. If Offeror is a corporation, answer the following: a. Date of Incorporation b. State of Incorporation C. President's name d. Vice President's name e. Secretary's name: f. Treasurer's name g. Name and address of Resident Agent 3. If Offeror is an Individual or a Partnership, answer the following: Date of Organization Name, address and ownership units of all partners (if necessary, use separate sheet): NAME ADDRESS OWNERSHIP UNIT Page 1 of 3 Bidder's Qualification 5tatemeot V - G+ty of Tamarac � µmm Tr Pi;rchasrng and Contracts Divisionr State whether general or limited partnership 4. If offer is other than an individual, corporation or partnership, describe the organization and give the name and address of principals: NAME 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? a. Under what former names has your organization operated? 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. 8. Have you ever failed to complete any work awarded to you? If so, state when, where and why: 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 Page 2 of 3 Bidder's Qualification Statement of T amP rac Purchasing and Cr rt,"acts Divis1br, t-lj- -1 -- - - 10. List the pertinent experience of the key individuals of your organization (continue on insert sheet, if necessary). 11. State the name of the individual who will have personal supervision of the work: 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) ACKNOWLEDGEMENT BIDDER'S QUALIFICATION STATEMENT State of Florida County of On this the day of , 20 , before me, the undersigned Notary Public of the State of Florida, personally appeared 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: NOTARY PUBLIC, STATE OF FLORIDA (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 Page 3 of J Bidder's Qualification Statement "9 of Tamarac Purchasirg and Contract; D vi:s'bn _.—..__._..._._ ...._..__, —�. .__.._—---.__.......__._ REFERENCES Please list name of a minimum of five (5) government agencies, utility software used, contact name, phone and fax numbers. Agency/Firm Name: Address City State Zip Phone/Fax Contact Name Utilitv Software Used Agency/Firm Name: Address City State Zip Phone/Fax Contact Name Utilitv Software Used Agency/Firm Name: Address City State Zip Phone/Fax Contact Name Utilitv Software Used Agency/Firm Name: Address City State Zip Phone/Fax Contact Name Utilitv Software Used Agency/Firm Name: Address City State Zip Phone/Fax Contact Name Utilitv Software Used -- .............__ ..._.... � _..�..............,,...�. (7cigL I of i ._... ..,,,..._......_...,........ _. µRt:f(?rP/7GG5 of Tamara',,.,- PI1'clta in7) <3nd Confraci5 Division C 1T1A►111Z40]:a1]:11I01al:1=1.=l, to] N:4:2I�Iy4 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 contenders 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, I certify that this form complies fully with the above requirements. Authorized Signature Company Name Page 7 of 1 Drug -Free Workpiice Cly of ?ear?taar. c ---!' Porcl-asing and Cantracm Division _.._._..__....__............._. _....._..._._.___ ___._.__ . _—. .._..,...._.__ SAMPLE AGREEMENT BETWEEN THE CITY OF TAMARAC AND THIS AGREEMENT is made and entered into this day of , 20 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 , a corporation with principal offices located at (the "Contractor") to provide for outsource utility billing. 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. ..� 9 n'..'s. ' . C+ty' or r;jrrarac � �� i'rrrc!?asrr:g andCon.ra�ts �avr.>aur; 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 with the City's Notice To Proceed. 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. 5) Contract Sum The Contract Sum for the above work is Dollars and cents ( ). 6) Payments The City shall pay in full the Contract Sum to the Contractor upon completion of the work listed in Paragraph 2 of this Agreement unless the parties agree otherwise. The City shall pay the Contractor for work performed subject to the specifications of the job and subject to any additions and deductions by subsequent change order provided in the contract documents. 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. S) 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. of 7'arnarac and CoolractS blivlsion 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 or judgments 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. ;hl of Tamarac 12) Assignment and Subcontracting • 'w �ry ' - t.l,"Cl7t"i,�tl'j 7r;:7 �.t.�,i.7i,.o gilt)!' 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. [OR CA City Manager City of Tamarac 7525 N.W. 88th Avenue Tamarac, FI_ 33321 With a copy to City Attorney at the same address. CONTRACTOR 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. a 9 %did Gig T�i!?7c1lc1(i n PUrchal h',-) and i. omracis Division 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. 7'z. r •� • �R P Cif/ i.frif)c�Si77 c1C'rC� i�17/7I'F1C!S D)Vl��li_)/7 � 1 1� IN WITNESS WHEREOF, the parties have made and executed this Agreement on the respective dates under each signature. CITY OF TAMARAC, through its Mayor and City Manager, and , signing by and through its duly authorized to execute same. "1143161 Marion Swenson, CIVIC City Clerk Date ATTEST: (Corporate Secretary) Type/Print Name of Corporate Secy (CORPORATE SEAL) CITY OF TAMARAC Joe Schreiber, Mayor Date Jeffrey L. Miller, City Manager Date Approved as to form and legal sufficiency: Mitchell S. Kraft, City Attorney Date Company Name Signature of President/Owner Type/Print Name of President/Owner Date of Tatrhrac s Purchasing and Contracts Division CORPORATE ACKNOWLEDGEMENT STATE OF FLORIDA � 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 , of , a 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 120, Signature of Notary Public State of Florida at Large 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 EXHIBIT "A", BID 03-28B OCR Remittance Coupon Specifications OCR Remittance Coupons contain the information essential for processing. The remittance coupon information is captured electronically by high-speed OCR remittance processing equipment. Because OCR equipment is sensitive to variations in coupon size and encoding specifications, several factors should be considered when designing a new coupon for remittance processing. Detail specifications for the coupon design are provided in the table below. DETAILS COMMENTS SPECIFICATIONS PHYSICAL CHARACTER- The physical characteristics of the coupon ➢ Length Preferred Length: 7.00" ISTICS (quality of paper, including site, weight, and Minimum Requirements: 5.87" smoothness) determine how well and how Maximum Requirements: 8.75" consistently the coupon can be scanned. The si,e of the coupon ihould be dierant from the side of a personal andl or The coupon should be sired for a commercial size cheek. comfortable fit within the CRM envelope. A 6t, which is too tight, can cause folding and overage riZe ofpersonnel check: 6" Aiverage size ofcommerrial check. X" damage. A fit, which is too loose, requires a larger window. Hcight Preferred Height: 3.50" Minimum Requirements: 3.37" Pricing is predicated on test results. Maximum Requirements: 3.67" Y Coupons are required to have a 0.125" (1/8) shift space on both sides after inserting the coupon inside the envelope, ➢ Height to length ratio minimum is 1:3. Must not exceed 2:3. PAPER The paperweight is extremely important in ➢ yy'cight Preferred Weight: 24 lb. - New* reducing misapplications. Reunites, after Minimum Requirements: 20 lb, extraction track jams, are the primary reasons Maximum Requirements: 24 lb. for misapplications. Image clarity is greatly affected by the quality *Recycled paper must be 24 lb. or greater of the paper and the quality of print. ➢ Thickness Preferred Thickness: 0.009" Minimum Requirements: 0.007" Maximum Requirements: 0.0095" `i All coupons for a single box must be the same size and thickness. Variations exceeding 0.0004" will degrade the out sorting. A Color White paper is preferred with a reflectance greater than 70%. PAPER Continued... Stiffness Reading of 60-100 mg minimum (Gurley. Y Smoothness Reading of more than 200 mg Sheffield flow Units is preferred. Page 1 of 22 SECTION 4- OCR REMITTANCE COUPON SPECIFICATIONS WACHOVIA'S LOCKBOX NETWORK _] DETAILS COMMENTSSPECIFICATIONS ➢ Dirt level c 10 parts per million &150 marks per 1000" square. Y Avoid using high gloss, low porosity, and coated paper. ➢ Long grain paper is recommended for all paper weights but is a requirement for paper weights under 24 lbs. ➢ Short grain paper must be 28 Ibs or greater. Y Avoid background interference such as underlines, watermarks, and halftones. COUPON DESIGN The statement portion should not resemble ➢ No holes are allowed in the coupon. the coupon portion that will be remitted, or ➢ For quality controls, the customer's name must appear the scan line must be placed on both on the front of the coupon. portions. (It is not uncommon for customers to remit the wrong portion.) ➢ It is a requirement for multiple coupon types captured in the same lockbox to have a numeric scan line identifier. Documents can also be ID'd by scan line placement, document size, and scan line length. ➢ The lower reverse side of the coupon, 1.6 inches from the bottom edge, is used for the placement of the audit trail and should remain clear of any print. COUPON PRINTING Print vendors must retain an approved Y Impact printing produces unsatisfactory scanning original WACHOVIA OCR coupon and results and cannot be accepted. CRM envelope as a standard for judging ➢ Laser poor is required, free of smudges and voids. forms delivered in production quantities. ➢ if the coupon has printing on both sides, the opacity The ratio between print reflectance and must be greater than 85% to ensure the printing on background reflectance is measured using the reverse side does not show through when imaged. the print contrast signal (PCS). ➢ The scannable print (usedfor all information, including heading l caption on the coupon) must have a PCS of 0.60 or greater with respect to the background. SCANNABLE INK The high-speed sorters and extractors ➢ The characteristics for inks used in scanning and determine the check orientation by using the imaging: Matte -finished, lead free and non -reflective. MICR line on the check. ➢ Colors For OCR printing: Do not use blue, gray, or If MICR ink is used in printing the coupon, it red ink for the delivery address field, barcodes, or the can disable this valuable function. We scan line. See Appendix 11. bfor acceptable colors. cannot support using MICR ink for sites ➢ The PCS must be greater than 0.60 in order for an utilizing the high-speed sorters. image to appear during scanning. High iron content in ink may appear as MICR in the OCR line., Page 2 of 22 SECTION 4- OCR REMITTANCE COUPON SPECIFICATIONS WACHOVIA'S LOCKBOX NETWORK � r r • '•� r 1 .1 80% 32% 75 % 30 °/o 7O % 28 65% 26% 60 % 24 % DROP OUT INK Printing certain areas in dropout ink allows the scanning of handwritten/printed areas to he detected and read more accurately. Dropout print reduces image size and storage requirements, speeds image processing, and makes the images easier to view on an image display screen. It is less expensive to print a coupon with a single color of ink than two or more colors. The solution is to print the different portions of the coupon with different densities of the same color. See Appendix I I.B. Page 3 of 22 SECTION 4- OCR REMITTANCE COUPON SPECIFICATIONS WACHOVIA'S LOCKBOX NETWORK PLAIN ENGI.ISII FIELDS The Plain English fields must contain the necessary fields to validate the account number as well as direct the payment to the proper location in the output file. 80 % 64 % 75 % 60 % 70 °/o 56 % 65 % 52 % 60 % 48 ➢ Dropout ink must have a PCS of less than 0.20 for the print to disappear from the image. ➢ Drop -out ink is recommended in the following areas: ♦ Check block placed on the front of the coupon for change of address ♦ The lines provided to write the address changes ♦ The courtesy field for the customer to write in the amount remitted ♦ Instructions on how to remit payment ♦ Nonessential information such as the background, rules and graphics ♦ Any print that is within 0.250" (1 /4") of data that is to be captured. ➢ Desirable dropout ink colors are listed in Appendix 11.B. ➢ The Plain English fields should be 10-14 points with sans serif fonts. (Helmtica is a font that can be imaged well.) ➢ To reduce keying errors and to process check only(s), the check digit is required to be the last digit of the account number in the Plain English field. ➢ Each field on the coupon should have a clear caption such as "Amount Due" or "Account Number." ➢ The Plain English fields should be positioned on the right side of the coupon or across the top of the coupon, grouped by types. ➢ The Plain English field should read in the same order as the scan line. Page 4 of 22 SEGTION 4 OCR REMITTANCE COUPON SPECIFICATIONS WACHOVIA'S LOCKBOX NETWORK DETAILS COMMENTSI • MARK SENSE Mark Sense uses a user -definable pixel ➢ Check boxes must be a minimum of 0.125" (1 /8'� FOR ADDRESS percentage for each mark sense box or zone square and have a clear band of 0.250" (1 /4"). CHANGES OR to determine if an area has been checked or ➢ Do not shade the boxes and/or the areas unless MISC. FIELDS marked by a customer. dropout ink is used. See Appendix 1 f.Il OF DATA Mark Sense software has a greater scanning ➢ Horizontal lines for address changes are usually success rate if drop -out ink is used for the printed in dropout ink and positioned on the upper check box(es) for address changes or mist. back portion of the coupon. fields of data. (Examples of mist fields of data would include survys or request for additional ♦ Lines must be 0.250" (1 /4") from the top and information.) side edges of the coupon. By placing the check box on the front of the ♦ From the bottom edge of the coupon the address lines must be above 1.6 " from the coupon efficiencies are gained by operations by not having to handle the item a second bottom edge of the coupon. NOTE: time. If no field is designated for address cliai ages, a clear hand area can be Zoned The accuracy read rate depends on the desi8n of the coupon, i.e. layout, papenveixht, density, and reflectance. RECOGNITION The field should be a clear box with no fleliffelm w V!,1111 p • • FIELD FOR HANDWRITTEN decimal points or dollar signs. ➢ Placement from edge of Minimum. 0.25" DOLLAR coupon AMOUNT REMITTED ➢ From bottom edge of Rmmtrxrdtd 1-V' coupon ;Minimum: LOCI' Clear band around Minimum: 0.25" recognition field ➢ The Amount To Be Remitted Field should have a well-defined caption. The font should be 8 -10 points. ➢ fro not the shade the Amount To Be Remitted box or field unless dropout ink is used. Dropout ink is used to indicate the location of the dollar amount, RECOMMENDATIONS FOR CHARACTER BOXES ➢ Border Thickness Recommended: .150" Minimum: 0.125" ➢ Separator Bar Recommended: 0.030" Minimum: 0.020" ➢ Inner Height of Recommended: 0.220" Character Boxes Minimum: 0.180" ➢ Inner Width of Recommended: 0.180" Character Boxes Minimum: 0.150" Page 5 of 22 SECTION 4- OCR REMITTANCE COUPON SPECIFICATIONS WACHOVIA'S LOCKBOX NETWORK COMMENTSDETAILS • ➢ Height/Width Recommended: 1.2/ 1 Ratio for Boxes Minimum: 1.1/ 1 PLACING THE Not all inks used in printing barcodes arc ➢ The entire address and the postal barcodcs must appear BARCODE ON compatible with automated equipment. in the window when tapped to the full limit horizontally THE COUPON The US Postal Business Design Analyst and vertically. will test the reflection results. ➢ The background of the PRD (print reflectance difference) In the address block of the coupon, the must be 5011/o in the red and 45% in the green portion barcode can be placed in either location: of the optical spectrum. 1, Above the address line containingthe ➢ The black ink (l�C.K, print contrail) to be used in printing box name the barcode must be equal to or greater than 40%print 2. Below the city, state and zip code line contrast. Page 6 of 22 SECTION 4- OCR REMITTANCE COUPON SPECIFICATIONS WACHOVIA'S LOCKBOX NETWORK COMMENTS SPECIFICATIONS REQUIREDDETAILS •D ➢ The space between the first and last bar of the barcode must be 0.125" (1/8") from the side edges of the window. ➢ Space between the top of barcode and the window must be 0,040" (1 /25" ). ➢ Space between the bottom of the barcode and the address must he 0.040" (1/25"). ➢ A Full Bar Must be 0.125" high ➢ A Half Bar dust be 0.050" high (+/- .010") ➢ Both Bars Must be 0.020" wide (+/- .005") ➢ Bar Pitch :Must be limited to 22 bars per inch, measured over'/:" portion ➢ Clear Vertical Must have 0.012" and 0.040" between Space the barcode tines ADDRFSS The readability of the address format must ➢ Address Format Requirements: FORMAT meet the approval of the US PS Business Design Analyst. ♦ The dclivery address field should he 10-14 points with sans serif fonts. (Helveticu as afoot 1hal can be imaged well.) ♦ The left margin of address must be aligned. ♦ Use two letter state abbreviations. ♦ Use capital letters at least 3/16" . ♦ Address line spacing: three points to a full character apart and not skewed inure than five degrees. ♦ Use one character space between city and two -letter state abbreviation, use two spaces between state and zip code. ♦ if the company logo is used, it must not extend below the top of the delivery address line, unless the logo is printed in dropout ink. • lyo not use q-pc styles such as hold, italics, script -like fonts, and dot matrix characters. PERFORATION To eliminate the tearing of the coupon by ➢ Paper weight less than 24 lbs. requires atop the customer, the perforation placement is perforation on the coupon. extremely important.'T'o prevent torn edges a fine micro sheen perforation is required. ➢ If applicable, we prefer the fold of the statement and the perforation line on the coupon to be the same. Page 7 of 22 SECTION 4- OCR REMITTANCE COUPON SPECIFICATIONS WACHOVIA'S LOCKBOX NETWORK COMMENTSDETAILS I • OCR SCAN LINE Designing the OCR scan line is the most ➢ OCR -A Numeric: Must comply with ANSI X3.17 FONT important step in the quality process. specification. The scan line must be laser printed and ➢ OCR-B Numeric: Must comply with ANSI X3.49 must be free of smudges, voids, and have specification and requires Product approval. the smallest percentage of MICR ink that is ➢ OCR Alphanumeric: Must comply with ANSI X3.17 required to produce toner ink. specification and requires Product approval. CHARACTER- Fields that are not required to be in the > 'Total length of a scan line should not exceed 79 ISTICS OF THE output file should he excluded from the characters, based on length of coupon. OCR SCAN LINE scan line, unless required for validation or > Total length of m.,j n scan lines cannot exceed 120 characters. If the scan line exceeds the number of sortation. characters, multiple boxes will be required. ➢ Account number field cannot exceed 19 characters/spaces. ➢ To reduce potential misapplications, we prefer not to have alpha characters and symbols in the scan line. ♦ The alpha characters are to be converted to two -digit numeric value in the scan line (ex. A=01, 13=02). ♦ In order to correct scan line misreads the Plain English fields must also reflect the numeric value. ♦ The two -digit numeric value can be converted back to alpha characters before transmitting the file. ➢ However, if the use of alphas is a requirement. ♦ Alphas must be weighted so that they are included in the check digit routines. Page 8 of 22 SECTION 4- OCR REMITTANCE COUPON SPECIFICATIONS WACHOVIA'S LOCKBOX NETWORK COMMENTS• OCR SCAN LINE \K'e strongly recommend keeping the scan ➢ The OCR scan line position must conform to the PO5ITION line high to eliminate rejects if the high- following: speed extraction equipment needs adjusting because the bottom of the coupon is being Vertical placement of the scan line should be sliced. absolutely no closer than 0.G25" (5/$") to the bottom edge of the coupon. This dimension is measured from the bottom of the character to the bottom edge of the coupon. The scan line can be positioned from this point upward. The 0.625" (5/8") minimum between the bottom of the scan Gne and bottom edge of the coupon allows for the required .500" clear band around the scan line and provides an additional .0250" (1/4") margin for high- speed mail extraction equipment, in the event these devices fall out of adjustment and begin slicing the bottom of the coupon. There must be an absolute minimum clear band of 0.500" (1 /2") on the top of the scan line and on both sides of the scan line with reference to the coupon's side edges. ➢ Up to three different scan lines can be specified on the same length OCR coupon. It can only be done if scan line placement is different or scan line length is different. OCR SCAN LINE ➢ A single (1) character space between each Geld is POSITION recommended if the field is over four characters long, However, two characters is the maximum amount of space between fields. OCR CHECK Sec Section Five, OCR SCAN LINE ➢ To accurately apply payments, Wachovia requires the DIGIT VERIFIER CI-IECK DIGIT ROUTINE. use of check digit verifiers on at least the following fields: ♦ Account number ♦ Amount fields ♦ The entire scan Gne ➢ Check digits can be used on every field of data included in the transmission file, or for validation of other scan line data. ➢ The check digit verifier for the account number is required to be the last digit of the account number in the Plain English field. ➢ The customer is required to provide the detailed specifications on the check digit verifier as well as examples of the calculation performed on sample data. Page 9 of 22 SECTION 4- OCR REMITTANCE COUPON SPECIFICATIONS WACWOVIA'S LOCKBOX NETWORK COMMENTS• OCR SCAN LINE The site will contact IMG if the daily reject ➢ If the OCR scan line reject rate exceeds 3% a REJECTS rate is > 3%. IMG will contact the client surcharge will be applied to the AA statement. and notify Sales, the Product Specialist and ➢ Reject count of one per coupon rejected. The client ITS. will be charged For all rejects, not just the quantity The most common reasons for scan line over three percent. The client will be notified before rejects: being charged for any rejects. ♦ Unapproved revisions to the OCR coupon ♦ The print vendor fails to perform quality check points prior to mass printing, resulting in: 1. Skewed scan lines 2. Scan lines printed too high or too low 3. Poor quality printing REGISTRATION MARKS The print vendor can utilize registration ➢ The registration marks can be placed in opposing marks on the coupon or statements as corners and can be placed around data to be cutting indicators so the coupon or recognized. statement can be cut properly. REGISTRATIONi REQUIREMENTS FOR The registration marks also help detect Skewed images, scan lines, wrinkled paper ➢ l.ength Minimum - 0.250" (1 /4") and/or uneven stock paper. Thickness Minimum - 0.04" ➢ From leading edge Minimum - 0.250" (1 /4") From other fields Minimum - 0.250" Page 10 of 22 SECTION 4 - OCR REMITTANCE COUPON SPECIFICATION WACHOVIA'S LOCKBOX NETWORK Sample Of A High Quality OCR Remittance Coupon — —... — ..— — — — — — Tear —(do� liti' J:¢•rJor;77i!- .�... — — — — — — — Plum English Field EXHIBIT 4.7 Due Date: 01125IO2 Account® 85298310 - 7 - 4000 Corporate ID: 4000 Amount Due: $ 25.00 Address Change Amount Remitted 3.5" __J P.Ute' lilliilillnnllnililluliiilillilnilllilll Illiiillnliilluillluuululululunlnnll �a,°�� YOUR CUSTOMER ABC COMPANY 1234 MAIN ST PO BOX 99999 ANY CITY US 67891 CHARLOTTE NC 28269-9999 0925D 8529831 7 DD � 1 I I J Must have 118" clearance on bon A. Due Date E. Amount Due sides ofcoupo S. Account Number F. Amount Check Digit C. Acct # Check Digit G. Entire Scan Line Check Digit D. Corporate ID Number The boxes printed around certain fields represent the fields that require a clear band. See Section four, OCR REMITI"ANCE COUPON SPECIFICATION fur the clear band requirements. The Right Steps To Create A Properly Designed Coupon ❑ Place the perforation across the top of the OCR coupon. Top perforation is required if the paperweight is less than 24 lbs. ❑ To improve out -sorting of address changes/notations, print the address change check box in dropout ink. ❑ It is recommended to print character boxes to restrain the handwritten remitted amount. Drop -out ink will improve the accuracy read rate. ❑ Place the scan line towards the bottom of the OCR coupon. The scan line must have a minimum clear band of 0.500". See additional comments on the scan line position on page 33. ❑ Print the scan line font in OCR -A. The entire scan line cannot exceed 79 characters for a single scan fine per coupon. The account number field cannot exceed 19 digits. There should not he any alpha characters in the scan line. • For accurate keying of Check Only(s) and rejects, the Plain English field should have the check digit verifier as the last digit of the account number. (Above in the Plain English field, the '7' is the check digit.) ❑ The minimum number of fields requiring a check digit verifier: 1.) Account number 2.) Dollar amount 3.) Entire scan line. ❑ Ensure the address/barcode appear in the window and maintains the required 0,125" clear space when tapped to the full limit horizontally and vertically. ❑ Ensure every field has the minimum required clear band of 0.250" (1 /4") as indicated above. Page 11 of 22 Sample Of A Poorly Designed OCR Remittance Coupon Exmair 4.2 any city us 67891 atlanta eorgia,U.S.A.,12345_-_—�_:---- _ Addre ar along the dotW line 12121212 A52983b10 00002500 06039 What Not To Do When Designing A Coupon: OCR remittance coupons that do not comply with Wachovia's standards create rejects, misapplied payments and track jams. The following bullet items are considered non-standard and are subject to a non-standard surcharge if any one of the following exists: ❑ If the coupons arc printed on stock paper with horizontal lines, as it will interfere with the reading of the scan fine. ❑ If alpha characters are placed in the account number scheme without including a check digit verifier in the Plain English field. A check digit verifier is required on the entire scan line as well as the account number field and dollar amount field. ❑ If the courtesy Feld, for the handwritten amount to be remitted, is too small to legibly write the amount remitted. ❑ If the remitting address does not comply with LISPS Standards. ❑ if a scanline font is another font other than OCR A. ❑ If the change of address (COA) box is placed where a check mark could interfere with the reading of the scan line. The check box must have the required clear band of 1/. surrounding the box. ❑ If the miscellaneous data is printed on the same line as the OCR scan line and if the data is not included in the output file. ❑ If a high percentage MICR ink is printed in the OCR scan line where the automated cquipement can't tell the difference between the MICR on the check and the coupon. ❑ If the perforation line is placed at the bottom of the coupon and the paper weight is less than 24 lbs, Rsulting in the client posssibly tearing the coupon. Q A height below the minimum of 3.37" or over the maximum height of 3.67", or if the maximum length is greater than 8.87" or less than 5.87". Page 12 of 22 SECTION 5 -OCR SCAN LINE CHECK DIGIT SPECIFICATION WACHOVIA'S LOCKBOX NETWORK OCR Scan Line Check Digit Specifications A check digit routine is a mathematical method of verifying the accuracy of a series of numbers, reading left to right. Check digits are generated by consistently applying a set of rules, or an algorithm, to the series of numbers. For Wachovia to accurately read the scan line, a check digit is required for the following fields: account number, dollar amount and the entire scan line. Additionally, it is recommended that you have a check digit for each additional field that will be included in the output file. Up to ten - check digit routines may be accommodated on a single scan fine. To further reduce the possibility of a character substitution passing the check digit verification, varying weights and weight selections for multiple check digit fields are critical to the check digit accuracy. Check digit weights must have a rotating pattern of no more than 25 characters and 1 weight to the replacement value. Wachovia has preferred check digit routine is :Modulus 10, sum of digits, with weights of 7,5,3,2. Wachovia is able to accommodate other check digit calculation routines. But based on experience we prefer not to use weights of 1,2,1,2,1,2 or 2,1,2,1,2,1. Historically, these weights have proven to be very susceptible to errors when dealing with character substitutions. We have seen cases where the check digit calculation passed with one or more character substitutions. For those who are not versed in OCR (Optical Character Recognition), a character substitution occurs when the OCR read logic misreads a character; for example a "6" is misread as a "5". By utilizing varying weights for multiple check digit scan lines the likelihood of a character misread passing two check digits is very remote. If the same weights arc used for all check digits in a multiple check digit scan line and a character substitution passes one check digit, chances are that the character substitution will pass all further check digit routines. It is this fact that promotes varying the weights for check digits. An Example Of A Preferred Check Digit Calculation I-,xam le scare line data: 8529831 Identifv the series of numbers 8 5 2 9 8 3 1 T U Assigi weights 7 5 3 2 7 5 3 7 A \9uh ply each number by its 56 25 6 18 56 15 3 L assigned weight S Sum the digits of the result 5+6 = 11 2+5 = 7 6 1+8 = 9 5+6 =11 1+5 = 6 3 U M Sum 11 18 24 33 44 50 53 53 Divide the Sum by the ;Modulus 10 to determine the remainder: 53/10 = 5 with a remainder of 3. Subtract the remainder from the Modulus 10 to determine the check digit: 10.3=7 Exhibilt 5-1 The resulting check digit verifier is: 7 Page 13 of 22 SECTION 6 — COURTESY REPLY ENVELOPE SPECIFICATIONS WACHOVIA'S LOCKBOX NETWORK Courtesy Reply Envelope Specifications Courtesy Reply Mail (CRM) refers to business mailings sent to customers by the mailer to expedite payments. When the CRM is properly designed, responses will come back faster because the envelopes are designed with the correctly formatted address, the proper FIM and barcodcs, the correct paper weight and a design that will expedite the payments through the USPS automated processing and save on postage. Wachovia works closely with the USPS Mail Piece Design Analysts to ensure the CRIvi meets the USPS standards. Once the USPS and our high- speed equipment vendors have successful test results of the CRM, printing may begin. (Approvalfrom the USAY may take 7-10 business days.) COMMENTSDETAILS • OF •' Preferred Length: 7.25" PIiYSICAI. Properly designed envelopes reduce Length Minimum Requirement: 6.25" CHARACTER- potential damages created by the high- Maximum Requirement: 8.87" ISTICS speed sorting equipment at the US Postal Facility and in the Retail Lockbox operation. check: aerranalri (Ave I�e ck: 6") (Ave C'ommetrial si7,e check: 8" ) R Height g Preferred Height: 3" Minimum Requirement: 3.53.50" Maximum Requirement: 4.40" Pricing is predicated on final test results. Height to length ratio minimum is 1:3. Must not exceed 2:3. 51 Long Seal Flaps Must fall at least 0.500" from the bottom edge of the envelope. PAPER Paper containing dark fibers, background patterns, black Paper Weight Preferred Weight: 24 lbs, Minimum Requirement: 201bs. security/safety lining is not Maximum Requirement: 28 lbs. recommended. The extraction Note, Re ycled papermrrrt be 24 lbs. or morn equipment searches for contents left inside of the envelope and the dark pattern or safety paper can be mistaken as contents. 10 Thickness Preferred Thickness: 0.016" Minimum Requirement: 0.009" Maximum Requirement; 0.080" [j (:olor White is preferred with a reflectance greater than 70%. Stiffness High stiffness. Reading of 50 -100 minimum ((iurley). R1 Smoothness Reading of > 100 Sheffield flow units 0 Dirt Level <10 parts per million & 150 marks per 1000" square. Long grain paper is recommend for all paper weights but is a requirement for paper weight less than 24 lbs. O Ensure the paper is dense enough to prevent any print from showing through. - The background reflection of at least 50`yu in the red portion and PAPER Continued... 45% in the green portion of the spectrum. Fml Avoid using high gloss, high porosity, and uncoated paper. The paper must allow the USPS to apply water -based ink to dry within one second without smearing. Page 14 of 22 SECTION 6 — COURTESY REPLY ENVELOPE SPECIFICATIONS WACHOVIA'S LOCKBOX NETWORK COMMENTSDETAILS • OF •' CRM DESIGN Side end seams, on the courtesy reply Diagonal or cross seam design is the required style because mail envelopes, are discouraged checks cannot become trapped under the scams. However, if because the construction allows the following requirements are met, the side end seam design checks to become trapped under the may be approved: seams, which in many cases causes ♦ Paper weight of 24 Ibs or greater failed extraction or track jams. ♦ Envelope is less than 8.50" Envelopes to be run together as one ♦ High stiffness is maintained job must not exceed .001" in thickness variation. ♦ The glue is double beaded (douhleglw line) on the side flaps or the glue is placed 0.125" (1 /8") on the inside edge ♦ if heavy printing is not on the scams. (Hea:ry printing will prevent the glue from adhering properly and it not permitted.) • Side seams are not over 1" wide ♦ if the high-speed vendor and the LISPS test results are successful Q A taper throat enables full insertion and minimizes entrapment of the check. 0 Bangtads (advertising flaps) must be approved because the design creates exceptions that must be handled manually. If bangtails are approved, each time the design changes a production test must be performed again. DELIVERY The delivery point barcode should he See the details of the delivery point harcode recommendations POINT" placed in the address block on the in Section Four, The OCR RF,MITTANCF COUPON BARCODE coupon. SPECIFICATIONS. Equipment and software that print the 0 The USPS requires a clear band at the bottom of the envelope POST NET barcode arc available in order for their equipment to spray the POST NET delivery from many vendors. You can obtain a barcode for further processing. list of vendors from postal account representatives, postal centers or the USPS Web site. When purchasing any software or rcode Clear 72-d Height: 0.625" (5/8") l,cngth! 4.750" (41/.") equipment, make sure the software isZone certified by the USPS. Bottom Right Edge: Extends up 0.125" (1 /8") at least 4.750" leftward from the right edge of the cm•clope. ADDRESS N/A w❑ Sec the address format in Section Four, The OCR FORMAT REM11"I'ANCE COUPON SPECIFICATIONS. PREPRINTED With the automated pre-sorting❑ N/A ADHESIVE equipment utilized in our sites, we are LABELS not able to accept preprinted labels that the consumer would apply to any envelope. FIM The USPS requires the FIM (Facing;. [i?j FIM A pattern is the proper type for CRM. Identification Mark) to printed r The ink be in hIM have PCS 0.60 the upper left hand corner of every to used printing the must a of CRM envelope. The FIM is used so or greater with respect to the background. computerized cancellation equipment can align postmarks and direct the mail piece properly through the U5 postal system, O The FIM Clear The zone area is 1.250" (1-1/4") wide and Zone 0.625" (5/8") deep Page 15 of 22 SECTION 6 — COURTESY REPLY ENVELOPE SPECIFICATIONS WACWOVIA'S LOCKBOX NETWORK DETAILS COMMENTS SPECIFICATIONS OF O' The Boundary Of The right boundary of the clear zone must be 171M Clear zone 1 1/4" from the right edge of the envelope 0 FINT Clear Zone The left boundary of the clear zone must be 3" from the right edge of the envelope. [� The Right -Most FIXI Most be 2" (+ or - 0.125") from the right Bar edge Q Measurement Of Height: 0.625" (5/8") Bars Width: 0.03125" (1/32") [� The Top Of The Must be no lower than 0.125" (1 /8") from the Bars top edge. The Bottom Of The The bars should touch the bottom edge of Bars the FIM clear zone but must not be > 0.125" above or below the edge. WINDOW To expedite the mail flow, the entire L:ncovered windows are Pre fecr d, However, large address and postal barcodes must uncovered windows create: structure weakness. appear in the window with at least 1 /8" 0 Non -address information cannot show through the window from the window's side edges and unless the print is in dropout ink. 1 /25" from the window stop and bottom edges with the full LQvgLcd windows: Preferred only if the window must be range shift. See Exbibit 6.2 large. Covering must be non -tinted clear or transparent material (e.g., tellopbane,,glassine orpolystyrene). The print vendor must perform a vertical and horizontal address insert ad � (�lasstne covering holds much less static than most plastic shill test beforesubmittinghorizontal the coupon materials, but can be too opaque, making it difficult to read and envelopes for production testing. barcodes. The covering must be tested for reflectance. See Exbibit 6,2. [_uj It is recommended that the print vendor "control the static electricity" during manufacturing and insertion of coupon in The window position must be placed the envelope. correctly. The position must meet the requirements for the Opcx high-speed To prevent slivers from being created during the cutting equipment. See Exbibit 6.3. process, the material used for covering must not be located within 0.125" (1 /8") of any edge of the. envelope. REFLECTANCEICONTRAST GUIDELINES USED FOR THE WINDOWCOVERINGS [� PCR/ Print Contrast Must equal 40% or mare in both the red Ratio and green portions to reflect the address. NOTE: If glassine is used, the PCR must be equal to or > 45%, WINDOW [� PRD/ Print A difference must equal more than 30% Continued... Reflectance Difference in the red and green reflection to recognize barcodes Page 16 of 22 SECTION 6 —COURTESY REPLY ENVELOPE SPECIFICATIONS WACHOVIA'S LOCKBOX NETWORK COMMENTSDETAILS • OF O` Q Minimum PRD Ear 3U % reflect on barcodes OPEX REQUIREMENTS FOR WINDOW POSITION Position from leading right edge > 1" ❑+ Position from trailing left edge a 1.50" Top edge of window from top of envelope > 1" Bottom edge of window from bottom edge of > 1" envelope WINDOW••• •• 0 Between the barcode & Preferred Clearance: 0.040" the ton & bottom edges Minimum Requirement: 0.040" of the window Maximum Requirement: 0250" Butwccn the barcode and Preferred Clearance: 0.125" the left & right edges of Minimum Requirement: 0.125" the window after Maximum Requirement: 0.250" tapping ORIENTATION Orientation marks on the edges of the The marks can be any color and/or design. MARKS envelopes are highly recommended to Restriction on placing the orientation marks: The PIM and assist in confirming orientation during mail preparation. barcode clear zone areas and a minimum 0.250" (1 /4") from the corners of the envelopes. However, printing the orientation marks on the corner cdgu of the 0 Placing a priman, orientation mark across the top of the envelopes will prevent optical envelope and a secondary orientation mark along the bottom detection of folded corners inside the creates a very effective dual orientation mark system. envelope. Multiple boxes per client, within one site, are encouraged to use a different orientation mark for each box. Different color orientation marks are also recommended for multiple boxes, per client, within one site. RETURN The Return Address Field should be Q The area for the return address should be located 2'/4" higher ADDRESS left blank so the consumer can write than the bottom edge of the envelope. SECTION in their address. w� The return address area is 33% of the envelope height maximum. FMJ The width of the return address area should be no more than half of the envelope width. SUGGESTIONS Market research shows that customers 0 Place the company name or logo on the outside of the who are instructed on how to remit envelope so your customer will know which envelope they the payment and/or "thanked" are should use when remitting the payment. more likely to follow the guidelines. O Please apply postage stamp in the stamp field. "Thank you for not sending cash." "Thank you for not stapling or using paper clips." 0 "Thank you for sending your correspondence to the following address xxx" (Your company's customer service department.) Page 17 of 22 SECTION 6 — COURTESY REPLY ENVELOPE SPECIFICATIONS WACHOVIA'S L.00KBOX NETWORK Sample Of A Properly Designed Uncovered CRM Window Envelope 3.75 Prrfenxr! Ilerght 1 ,.o.. Not drawn to scale 5/8 " This area must remain free of any printing other than the appropriate barcode Pr furred Leng(h 7.11 Points For Ensuring The CRM Envelope Is Designed Properly Ensure the physical characteristic requirements are met for the construction of the Courtesy Reply Mail Envelope outlined in SECTION 6. 71 The USPS delivery barcode and the FIM barcode must have the required clear zone area. f The clear band area between the delivery point barcode and the remitting address on the coupon must have the required 0.125" (1 /8") clear band. See additional requirements listed on the next page under BARCODE/WINDOW CLEARANCE, (EXHIBIT 6.2). Ensure the format of the address meets the USPS requirements for alignment and formatting. =� Position the uncovered window at least 1" from the leading right edge, 1.50" from the left trailing edge, between 1.0" and 23/4" from the bottom edge of the envelope. Orientation marks on the edges of the envelope assist in confirming the orientation of the mail. Page 18 of 22 SECTION 6 -- COURTESY REPLY ENVELOPE SPECIFICATIONS WACHOVIA'S LOCKBOX NETWORK Barcode/ Window Clearance Vertical Barcode Insert Shift Test To test the vertical insert shift of the Barcode and window, do the following: • If the Barcode is the top line of the address block, check that a clear space of at least 1 /25" is maintained between the top of the barcode and the top edge of the window without tapping the envelope. Tap the envelope on a flat horizontal surface on its bottom edge to jog the insert as far down into the envelope as it can go. Chcck that a clear space of at least 1 /25" is still maintained between the last line of the address and the bottom edge of the window. If the barcode is the bottom line of the address block, check that a clear space of at least 1/25" is still maintained between the bottom of the barcode and the bottom edge of the window after tapping. Horizontal Barcode Insert Shift Test To test the horizontal insert shift of the barcode and window, do the following: • Tap the envelope separately on its left and right edges to jog the insert as far to the left and right as it can go. • As each side is tapped, check that a clear space of at least 1 /8" is still maintained between the left and right edges of the barcode and left and right window edges. Page 19 of 22 SECTION 6 - COURTESY REPLY ENVELOPE SPECIFICATIONS WACHOVIA'S LOCKBOX NETWORK Window Location While most windowed envelopes can run on automated equipment, optimum performance is achieved by proper window placement and construction. Improper placement of the envelope window can severely degrade the performance of high-speed automated extraction equipment. Two rules apply: 1. The opening mechanism (suction cup orfriction) must not overlap uncovered windows. 2. The area (and closely adjacent areas) where the opening mechanism operates must be structurally intact and free of damage. A common problem of this type occurs when an uncovered window is located too near to the edge of the envelope and is torn by Post Office sorting equipment. 3 Ft� stamp Of Hc ic Retum Address Area Mi Min. y IIIInInIIIIIIilnlilululnl IIIIIII►Ilulll 11 ABC Company PO Box 99999 .................. Charlotte NC 28296-9999 1.0 OT "... ,.. 1.5 Min. Suction Cup Confact Area n. --------------------- 7.25 to 8.00-inches ---_____-- Preferred Size of Envelope - 1.0 Page 20 of 22 SECTION 6 - COURTESY REPLY ENVELOPE SPECIFICATIONS WACHOVIA'S LOCK Sample Of A Poorly Designed Envelope ABC ASSOCIATES 23 FUNB VAN NUXS CA ---------------------------- L Exhibit 6.4 Not drawn to scale. 3"W PROMOX 323 Payment due FOALERY LTD Broadway st newyorkNY112211 5/8" x 4 3/4" Key Points That Make This A Poorly Designed Envelope Page 21 of 22 SECTION B - COURTESY REPLY ENVELOPE SPECIFICATIONS WACHOVINS LOCK 0 Company logo interferes with the address in the window. 0 The barcode strokes for delivery address and FIM barcodes are not uniform. [� Miscellaneous printing is showing through the window. F=J FIM bars are not located in the proper location and the wrong FIM barcode is used. 0 The delivery address line is not formatted correctly or in the proper order per the USPS guidelines. F-7 The window is too large for the address revealing miscellaneous information and the format of the address does not meet the clear band requirements within the window. The window is positioned less than the 1.00" requirement from the leading right edge. Page 22 of 22 J J m J H w Q a m Go N C'J C7 a m G N c 0 I c ti xa ti N qT � w � � i � w a)CD co Q a co oo co a w N � co N ❑ ER EA 6R 4f? Q) * N 00 N 49 49 qT N m H ,v ao X M o N qt ui `C O O w w a J J m x N N Mw � Z z � Lm� O 3 O) a) z O 0 (1)o 7t!-0 3 O m Q) � � N °. C:Lr 0 Q-0 O =3 O V) J 7 N ❑ Lu� a) w m � c � c 2 H c c — O z o a) 04 CL2 c� o e- a) .E CC D O 2 m w Q O C) CL 00 co OD co y Co U co U co U O r^� CLr Cl.O Q a � C! <-- N c6 00 w cn W c� co 0 CA E 0 Q) N O Q) co C O m U U N CL v a) Q a c O �n 0 0) CIL w a z w H J a J a N r cn 2 w in co w N a m a a O LL w H m w U w J W cn Temp Reso #10303 Exhibit 2 c .(D Re U a C Co w u .0 -00 d c 'L Go CD N d 42 co CO Xa W LO N TM dr} d} d4 'gyp 0 LO N N .0 N w N 0) L Xa ui ui w C. .L O ❑ ❑ v v wa z z co U) Co cn� E C C C7 V m CL N CL O z O co z �m O c '� Q O • CL a) °) Z) L L a) v CL — c O m Q o CL a) N � 0 _ W c W .3 O p 0 a) c c ro ui ui U CL Q CL `V 00 00 co 00 00 ao 00 Q NCY T- T W N (Y) 6fin M C) d M 0 a J J_ CO D w U O E- m co N m 0 O m CO CD 0 N 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 881h Avenue Room 108 Tamarac, Florida 33321-2401 Prepared by: Steve Piatt 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 Giiy 0' Tar-,7arac. Purchrsh-,a & GY!: rags Di,•iSiGl; COMPANY NAME: (Please Print): Advanced Xero ra hics Imaging Systems, Inc. (AXIS, Inc. Phone: 407-351-0232 Fax: 407-363-4586 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. Sign the Certification page. Failure to do so will result in your Bid being deemed non -responsive. 4. x[] Fill out the Bidder's Qualification Statement, 5. 0 Fill out the References page. 6. X❑ Sign the Vendor Drug Free Workplace Form. 7. Fill out and sign the Certified Resolution. 8. ® 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. M Fit �f �1/ 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 8$ffi 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. .................................................................. .............................. .....,!t !,i( ',:•' .......... !) r .fir=1, r t7 ir7•t ( srif"f1' F � _ 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 QuantityPrice 1. 18,680 pcs 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$2,547.02 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 Quantity..Price Description Unit Cost Extended 20 lb Bill, White Paper la. 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. rnR'. 1` r J r r :,.; . 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 inserted only $ .005 EA. OPTIONAL BID ITEM (Not required for bid award consideration) 1. Customer can view current bill via the Internet and print out $ .05 bill at home. Indicate Name and Title of designated City of Tamarac account representative: Steve Piatt 711 11iT- Senior Account Manager Title Name of Bidder: Advanced Xerographics Imaging Systems, Inc. (AXIS, Inc. ) Authorized Signature: Cii v -,T .J, of �^ 1 71cI aL ;'`..__.._...................—...._..------.. Puraias�� cir'7 r CGCit GTS '1JiS7(3:? 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. Advanced Xerographics Imaging Systems, Inc. Company Name (AXIS, Inc-) Authorized Signature 6851 TPC Drive Steve Piatt Address Orlando, Florida 32822--5141 City, State, ZIP Not Applicable Contractor's License Number Typed/Printed Name Phone: 407-351--0232 Fax: 407-363-4586 Telephone & Fax Number 59-3050232 Federal Tax ID# ................................................ Bid , nr n Cray V Timarczc Bidders Name: TERMS: z BID FORM (continued) BID NO.03-28B Advanced Xero ra hics Ima ing Systems, Inc. (AXIS, Inc.) DAYS: io 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. .. .................................. .................................................... . ............................ . ................... .... .......... pa_?= 5- n1 5 R3! Fp-rn 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 10/29/03 Page 1 of I C-11 d Ole iD I a C P,";'Ch3siog & CoWr.... z�cfs D�vi......siot�, -W . ..... . .... . ..... .. .. .. 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 bv: Steve Piatt Printed Name/Signature Senior AccountManager Title ._ .....s.. f• .. Ti: �'t<aSR,C <3/1'i C^ ,'rciGS?!;'?SICI?; NON -COLLUSIVE AFFIDAVIT State of Florida )ss. County of Orange ) Tarru 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: Witneffi) Witness ... Page i of 2 7 Teresa Salazar Printed Name Secretary Treasurer Title No,;-Goh'osive Af id jvitl i Cr ..7Tr. �. i7 -(,ha Ir f G.)'!Y ( �1ti4tQt' -- < ACKNOWLEDGMENT NON -COLLUSIVE AFFIDAVIT State of Florida County of Oran e On this the 27t�day of October , 2003 , before me, the undersigned Notary Public of the State of Florida, personally appeared TerrySalazar 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 HAIOMIPOUR MY COMMISSION N DD 106595 ='a= EXPIRES: April 7 2006 BMW Tiro No.,, P'tft UnCerwrNan N TARY 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 .............. ....................... . .......................... . ............................. .................... . F;vj% of s '�y ! <tr t%dre=C Purchrisir-K an ' Co,, ! icrfs Dtb'ttim-, _... _.._..... ....... ............ __ _...,_.—.. -- ' �o CERTIFICATION THIS DOCUMENT MUST BE SUBMITTED WITH THE BID We (1), the undersigned, hereby agree to furnish the item(s)/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: PARTNERSHIP ❑ CORPORATION �]x OTHER ❑ Steve Piatt Authorized Signature Name (Printed Or Typed) Senior Account Manager 59-3050232 Title Federal Employer I.D./Social Security No. Advanced Xerographics Imaging 6851 TPC Drive, Orlando, FL 32822 Company Name Systems, Inc. (AXIS, Inc.) Address Orlando, FL 32822-5141 407-351-0232 City/State/Zip Telephone 407-363-4586 Steve Piatt Fax Number Contact Person ... _ r'ige I r( 1 (.eit.tr 'fio n f_ ("' n y cdrt7a7f)*, y. MY ' c... �t rig! t,�:]i.L mf ] DIviio!1 �Y 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 881h Avenue Tamarac, Florida 33321-2401 CHECK ONE: ®Corporation ❑ Partnership ❑ Individual ❑ Joint Venture ❑ Other SUBMITTED BY (Company Name) Advanced Xerogral2hics Ima inE Systems, Inc. (AXIS, I, 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 G. 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% .... F' Igp 1 r` Bidders f r 99 l o v �- "�- Rirchasing at)d Contract$ DiVIS10/7 ....-_._.—_.__..._ _— - -- 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 ............. �'�7c�� ct 3 Ridcl2r's C;djr�;iificat;o:� St2.femtzr; `✓dY of rartmrac A ' Purchasir,,g and Contracts 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 CONTRAS r t�. (Signature) ACKNOWLEDGEMENT State of Florida BIDDER'S QUALIFICATION STATEMENT County of Orange On this the 27 th day of October , 20 03 , before me, the undersigned Notary Public of the State of Florida, personally appeared Teresa Silazar 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: M�.MIIE HAKIMIPOUR .= MY COMMISSION N w 106595 kf h EXPIRES: April i, 2006 ru No" Puk u�oe�wme,a NOTARY PUBLIC, STATE OF F ORIDA Melanie Hakimi our (Name of Notary Public: Print, Stamp, or Type as Commissioned) 10 Personally known to me, or ❑ Produced identification: (Type of Identification Produced) ❑ DID take an oath, or ❑ DID NOT take an oath Paye3 of 3 �IC�d':,''S '.�UB�:f�capc^ ,SfaIF'ri1E'Rt List the pertinent experience of the key individuals of your organization. 111100P►I01A I�1�I�>�� 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 :;.: , aT r amarac i Y _.._..__ urc�ia.,r. , ur?., antra. _l, Dviston nP REFERENCES Please list name of a minimum of five (5) government agencies, utility software used, contact name, phone and fax numbers. AA. Agency/Firm Name Address City State Zip Phone/Fax Contact Name Utilitv Software Used Agency/Firm Name: Address City State Zip Phone/Fax D� Contact Name Utilitv Software Used Agency/Firm Name Address City State Zip Phone/Fax Contact Name Utilitv Software Used Agency/Firm Name Address City State Zip Phone/Fax Contact Name Utilitv Software Used Agency/Firm Name: Address City State Zip Phone/Fax Contact Name Utilitv Software Used City of Altamonte Springs 225 Newburypoxt Avenue Altamonte Springs, Florida 32701 Phone: 407-571-8092 Fax: 407-571-8046 Jim Poulalion r� _ (5 HTE, Inc. U,� f C, J �- City of Melbourne 900 East Strawbridge Avenue Melbourne, Florida 32901 e - Phone: 321-953-6268 Fax: 321-674-5881,(<� Wayne Rosser In House Software City of Longwood 175 West Warren Avenue Longwood, Florida 32750 Phone: 407-260-3476 Fax: 407-260-3451 Steve Simpkins HTE, Inc. Citv of Palm Rav 120 Malabar Road SE Palm Bay. Florida 32907 Phone: 321-952-3420 Fax: 321-727--0693 Valorie Talbot e5r -AJ (V7,4C_T�ctyvgew f HTE, Inc. City of Sanford 300 N. Park Avenue Sanford, Florida 32771 Phone: 407-330-5649 Fax: 407-330-5646 Bill Marcous `�- '14 cam HTE, Inc. r Page 41 of ? I<e`ererces Cify o,' i am rr , ��archas ' 811 ntrar S �i6'l-:io i ......... 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, certify that this form complies fully with the above requirements. J.. Advanced Xerographics Imaging System: Authorized Signature Company Name Inc. (AXIS, Inc.) w� CifY o. Tamara T Purchasing and Catitracts U?Oision CORPORATE ACKNOWLEDGEMENT STATE OF FLORIDA :SS COUNTY OF oran e 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 Qrtober 27 , 2003 z : MY EXPIRES: 1 ES• APO 22006�5 gane.a TWy N=,y ' Signature of Notary Public State of Florida at Large Melanie 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 City of Tari�' rom I Purchi islOg <wid volitmc'ts Divis{o7, _....._...__..._...._..... ...... .... ............._......—.— ---- ` �F CORPORATE ACKNOWLEDGEMENT STATE OF FLORIDA SS COUNTY OF prance 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 , of AXIS , 81 S Corporation, tome 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 octo'ber 27tn , 2003 M�IE HOD7,2MM ?� r My COMMISSION EXPIRES: APIBanded TT- Notary Pum 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 1108 AM To. Advanced Zerographics From. Linda Corkhill, 407-898-8813 Page: 1 of 1 ACORD CERTIFICATE OF LIABILITY INSURANCE IC KH DATE(MMIDOIYY) IS -1L 10/28/03 PkODUCER THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION Thomas E Corkhill Ins Agcy,LLC ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE P.D. Box 538891 HOLDER- THIS CERTIFICATE DOES NOT AMEND, EXTEND OR 20 South Sumby Avenue ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. Orlando FL 32853 Phone:407-898-8891 Fax:407-898-8813 INSURERS AFFORDING COVERAGE INSURED INSURER A Transcontinental Ins. Company N,UPFl: P Auto -Owners Insurance PL/CL AXIS (dba Advanced Xero- graphics Imaging Systems, Inc- II.1514.E.F American Casualt Co. of _ .._ _- __.Y 6851 TPC Drive Continental Casualty Company Orlando FL 32822 —. IIJbI IF:EF E COVERAGES THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED, NOTWITHSTANDING ANY REQUIREMENT, 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 IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. NSRI POLICYEFFECTIVE ' POLICY EXPIRATION LTRI TYPE OF INSURANCE POLICY NUMBER DATE IMMi DATE MMIDOM/ LIMITS GENERAL LIABILITY 11 Oji;r_IJRHEb,C.E 'f- 1 , 000 ,-000 FiPE LAMAE lnnv 0n file) A X ntIHFR 1 ;FNFr,AI I IAFILITY 1069081416 06/27/03 06/27/04 6 100 100,000 CLAIM • MADE L--J 0�='.=I IP NIEE EdP (Af y.. I i ib) ) T 10,000 PER' GNA1. & ADV INJURY -GENCRAl tf 1,000,000 s2,0001000 A,X i.ATE FrPL Ad4E',ATF I IMIT APPI-IFS PEP PP,i COMP/OP AGG T 2 , 000 , 000 r_... PP,. "JLb_v X ,IECT VJl AUTOMOBILE LIABILITY iOM811dEp SINGLE LIMIT 11,000,000 B X AN,AUni 43-780903-00 06/27/03 06/27/04 I INJURY 1 ,,LI -,WNEI.; AI.I lflg CHEDULEL, AUP)= (Per persanl i?nDll Y )i --- HIRED AI IT,- ', - T 141-Ir I- vgldED AUTO. (i me Ident) PPC,PEPTY DAMAGE T' .-- —...._..---...--..___-• (FeI accident) GARAGE LIABILITY AUTO CINLY - EA k-- IDENT $ ,THFF, THAN EA ACC T. ;:NY Ai ITC Al fli AC:G .r EXCESS LIABILITY EA(,H i)�;(_ IIRRF NC.L- T 1, 000, 000 A CLAIMSW,DE 169081416 06/27/02 06/27/03 Ar;�;REC•AIF T 1,000,000 DID I-TIGLE $ t X PLTDPmC�IJ T 10,000 WORKERS COMPENSATION AND - X Vv'L S !� LI �E TORY LIMIT`_. ER C EMPLOYERS' LIABILITY � WC 1 56165329 06/27/03 06/27/04 T 100,000 EL EncHAo=luENr EL DISEASE - EA EMVL,:,'YEE T 100,000 EL DISEASE - POLICY LIMIT :r 500,000 OTHER C �F, & 0 Continental. 1698925050 06/30/03 06/30/04 Per Claim 250,000 Casualty Aggregate DESCRIPTION OF OPERATIONSILOCATIONS/VEHICLESIEXCLUSIONS ADDED BY ENOORSEMENTISPECIAL PROVISIONS CERTIFICATE HOLDER 1 N I ADDITIONAL INSURED; INSURER LETTER CITYOT- City of Tamarac Ms Leanne Williams 7525 NW 88th Ave Tamarac FL 33321 CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, THE ISSUING INSURER WILL ENDEAVOR TO MAIL 3-0— DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT FAILURE TO DO SO SHALL IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE INSURER, ITS AGENTS OR REPRESENTATIVES. AUTHORIZED REPRESENTATIVE Scott Corkhill #A054965 ACORD 25-S (7/97) (DACORD CORPORATION 1988 Purchasing Division City of Tamarac "Committed to Excellence... Always" ADDENDUM NO. 1 OUTSOURCING UTILITY BILL. SERVICES BID NO. 03-28B DATE OF ADDENDUM: OCTOBER 13, 2003 I=/sFy=1ill [01111 =9 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 Item 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 /F'AQ page. 7525 NW 88th Avenue m Tamarac, Florida 33321-2401 a (954) 724-2450 0 Fax (954) 724-2408 w www.tamorac.org Equal Opportunity Employer Purchasing Division City of Tamarac "Committed to Excellence ... Alway5" 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:, 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.tomarac.org Equol Opportunity 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 22n . 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 0 Tamarac, Florida 33321-2401 a (954) 724-2450 w Fax (954) 724-2408 w www.tomarac.org Equal Opportunity Employer i` "ity of Tarns rac BQx 1000C 00 Or / f " city of Tamarac WATER WAY , a AM �xo W j Oct Andmdo To Koh MW �v hwura AAFS 00 3541 W24A 5v f: 11 A R I N 1, ;o wal eveN 43,:wT PQ A� —cc LO CJY) m TA A pressm Wis SHIVISIT WAS 'rESTING OFYVATER METTRS A oq,Ae;j to test Aw accum, r�eiel a 0qns! 0 tll�� dz'-�jk�rj-�jf)&j�'� i'.'i t'�e 00 01 ryla MAg QM. SNUTA M To! Uwe 9n nine, , am Ae. he SpusR AN, be Maine by me CQ FAYMENT INIFORIVAT �ON. WHEN IT MV YOUR BU. t3v Patron W ;,..:o main 15 YQVS nm be Rsnssyt a 10% We ten V P;�T-A-j � h. Do Owmanow 9 josvore mme 94wv v d6co1ii•mmUon 1A pymery AQV, JiAF;(, C . ......... . .... . . .... .. . ..... ..... . . ... .... ... .......... .... .. .... . . . ..... .. . .... ... . . .. ... ........ ........... . Ywir EM11- 7-11". ...... . . hA at se -ice (.'�Ay ol: Tamarac fjorylay mrawy," P Kin, Tim,vwn WL 3WITSM 71 PON 61 Steel focan 102 P64) 721 1 &,�0 ........ ..... ... ... ..... No Text No Text Mate bevartment of Otate I 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. ` n� I further certify that said corporation has paid all fees due this tvg office through December 31, 1991, and its status is active. I further certify said corporation has not filed Articles of n Dissolution. RNM KNEEH V? CR2Eo22 (6-88) Oiben unber nip banb aub the Great §§Cal of the Mate of Ponta, at Tallabwre, the Capital, tbj!5 the 14th bap of January, 1991 Jim 015mith ,Serretare of State a f i r t aT f tba 19ppartmetlt of Otate I certify that the attached is a -true and correct copy of the Articles of Incorporation of ADVANCED XERQGRAPHICS 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) (Mm under mp banb anb the Great beat of theOtate ofPoriba, at Tallaba15ee, the C"itat, *!5 the 11 th Dap of January, 1991. Jim smith ,Secretarg of $tate EXPERIENCE Advanced Xerographic Imaging Systems, Inc. (AXIS, Inca 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 24 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 AXIS 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 hours a day, _five _days 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 insertincl e ui ment is under a service contract with either Pitney Bowes or Bell and Howell. This is a 1 X 5 contract which means one shift 8 - 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 10/29/03 Advanced Xeroqraphics Imaging Systems (AXIS). Inc. THIS AGREEMENT is made and entered into this `Y' day of by and between the City of Tamarac, a municipal corporation with principal officeg 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. N�4 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. 5) Contract Sum 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, / 2 v� u . 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. trtrt r 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. ATTEST: /h-A i Marion Swenson, CIVIC City Clerk Date ATTEST: (Corporate Secretary) Teresa Salazar Type/Print Name of Corporate Secy. (CORPORATE SEAL) CITY OF TAMARAC Jo chreiber, Mayor Date Jeffreye. M ler, City Manager l /zd/64. Date ovel as �,form;rnd leg I sufficiency: .. _....-- -............-- Mitchell S. raft, City Atto y Date Advanced Xerographics Imaging Systems (AXIS), Inc. ............. Company Name Signa ure of Senior Account Manager Steve Piatt _ Type/Print Name of Senior Account Manager November 26, 2003 Date 6 { 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 26th day of November , 2003 MELANIE HAIaMIPOUR A MY COMMISSION N DD 106595 EXPIRES: April 7, 2006 �+ Bawd Th. N., P�61 c undm rmm 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!200 05:56 4073634536 NiM4114 PAGE 02 November 10, 2003 A eivenrefl X.rruirnpbies fmngink SYStCma, l.nr. Mr. Jim Nicotra City of Tamarac Purchasing Office 7525 NW 88`" Avenue Tamarac, FL 33321-2401 RE: Bid No. 03-02813 Outsourcing Utility Bill. Services Dcar 14r. Nicotra. T -,un writing you to inform you that AXIS has assigned Stcve Piatt, Senior Account Manager to act as the representative Agent wbo will be responsible For signing and binding 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 800-852-3 l 74 should you Nave any questions. Sincerely, ��'Ile- David. R. Salazar President DRS rneh o851 TPC: Drive V Orlando FL 32822-5141 'V Phone. 4()7-151.0232 1V Fax- 407 83.4586 ,ed. Nov 12. 2Cr3 " =13ESS-T M ambest.com O ;.a-ing z d ?nalois p �n_,1u,� ,i �er•�,jr - v!nsurarce Nraour:us 4 A.bc u- A. V. 5ea. Rating SEARCH Enter room parry Nam e orA.td. Bes Number G(i Mnre Search Cotions Where in the ✓ world is A.M. BEST? Finc our lacatn_ns What do you ttdr* +� ?nrj us y qur corriman, S Accessing the pages on ambest.com constitutes the user's agreement to our terms of use; Information collected via this Web site is protected by our privacy statement; omments or concerns should be directed to our customer service _ group; For other matters refer to our contact us page. 02128 - Continental Casualty Company Member of CNA Insurance Companies A.M. Best #: 02128 NAIL #: 20443 View a list of group members or the group's rating rt+tta ww th M BEST 'Ratings as of 1111212003 09:53:11 AM E.S.T. Best's Rating A (Excellent)" Financial Size Category XV ($2 billion or more) Rating Category (Excellent): Assigned to companies that have, in our opinion, an excellent ability to meet their ongoing obligations to policyholders. Important Notice: Best's Ratings reflect our opinion based on a comprehensive quantitative and qualitative evaluation of a company's balance sheet strength, operating performance and business profile. These ratings are not a warranty of an insurer's current or future ability to meet its contractual obligations. View our entire notice for a complete details. Companies interested in placing a Best's Security Icon on their web site to promote their financial strength may register online. Copyright © 2003 by A.M. Best Company, Inc. ALL RIGHTS RESERVED No part of this information may be distributed in any electronic form or by any means, or stored in a database or retrieval system, without the prior written permission of the A.M. Best Company. Refer to our terms of use for additional details. J J ':'4ed Nov. 12. 2GO3 smbest.com Y Ravings d.�nsl',�si; Y Insuran�.e t+_soun:ea Y A,br u' H 1.7 5a4' Rating SEARCH OK Enter Corn pan), Noma or A.M. Best Nurrber GO More Search Options Where in the xorld is A.M. BEST? Fins our I[ a'n_•n5 what do you thirrk(g) :end Us 'y'Cl Ur COmm@n; Accessing the pages on ambest.com constitutes the user's agreement to our terms of use; Information collected via this Web site is protected by our privacy statement; Comments or concerns should be directed to our customer service group; For other matters refer to our contact us page. 02127 - American Casualty Company of Reading, PA Member of CNA Insurance Companies A.M. Best #: 02127 NAIC #: 20427 View a list of group members or the group's rating FIRMC131 h M BEST A fa~ 'Ratings as of 1111212003 09:53:11 AM E.S.T. Best's Rating A (Excellent)* Financial Size Category XV ($2 billion or more) Rating Category (Excellent): Assigned to companies that have, in our opinion, an excellent ability to meet their ongoing obligations to policyholders. Important Notice: Best's Ratings reflect our opinion based on a comprehensive quantitative and qualitative evaluation of a company's balance sheet strength, operating performance and business profile. These ratings are not a warranty of an insurer's current or future ability to meet its contractual obligations. View our entire notice for a complete details. Companies interested in placing a Best's Security Icon on their web site to promote their financial strength may register online. Copyright © 2003 by A.M. Best Company, Inc. ALL RIGHTS RESERVED No part of this information may be distributed in any electronic form or by any means, or stored in a database or retrieval system, without the prior written permission of the A.M. Best Company. Refer to our terms of use for additional details. R Wed. Nov 12.20C3 M :E3EST ambest.com 0 amr,;s & i.naly`.is u Nevis Public. nrn= 41 !nsur ln17 RC]our; e5 o Abr w A. Y Se -. Rating SEARCH Enter Com pang Nam cr A.M M. Best N u m ber G0 More Search Options Where in the j world is A.M. BEST? Fins: nur loco'ions What do you thfnk4p and usyour gomments Accessing the pages on ambest.com constitutes the user's agreement to our terms of use; Information collected via this Web site is protected by our privacy statement; Comments or concerns should be directed to our customer service group, or other matters refer to our contact us page. 00188 - Auto -Owners Insurance Company Member of Auto -Owners Insurance Group A.M. Best #: 00188 NAIC #: 18988 View a list of group members or the group's rating Best's Rating �n �E�'� A++ (Superior)* Financial Size Category A++ $Uvptw or XV ($2 billion or more) 'Ratings as of 11/12/2003 09:53:11 AM E,S.T. Rating Category (Superior): Assigned to companies that have, in our opinion, a superior ability to meet their ongoing obligations to policyholders. Important Notice: Best's Ratings reflect our opinion based on a comprehensive quantitative and qualitative evaluation of a company's balance sheet strength, operating performance and business profile. These ratings are not a warranty of an insurer's current or future ability to meet its contractual obligations. View our entire notice for a complete details. Companies interested in placing a Best's Security Icon on their web site to promote their financial strength may register online. Copyright © 2003 by A.M. Best Company, Inc. ALL RIGHTS RESERVED No part of this information may be'distributed in any electronic form or by any means, or stored in a database or retrieval system, without the prior written permission of the A.M. Best Company. Refer to our terms of use for additional details. .J 01 Wed. Nov 12.2003 "u BEST ambest.com • Eating-, &.Analr-is s Nevis r'ublica-icn> v Prc du- 4 Insuranr? Fleioufces v Abcw.A.V. Eas: Ratlr+g SEARCH Enter Company Name or A.M. Bes: Nurrbar G� More Search Options Where in the y world is A.M. REST? Finis ryur foca•icns What do yam tNnkQ wane us your commen•s Accessing the pages on ambest.com constitutes the user's agreement to our terms of use; Information collected via this Web site is protected by our privacy statement; Comments or concerns should be directed to our customer service group; For other matters refer to our contact us page. 02130 - Transcontinental Insurance Company Member of CNA Insurance Companies A.M. Best #: 02130 NAIC #: 20486 View a list of group members or the group's rating Ftinana1�115ttv11 h An BEST A Exao 'Ratings as of 1111212003 09:53:11 AM E.S.1. Best'sRating A (Excellent)* Financial Size Category XV ($2 billion or more) Rating Category (Excellent): Assigned to companies that have, in our opinion, an excellent ability to meet their ongoing obligations to policyholders. Important Notice: Best's Ratings reflect our opinion based on a comprehensive quantitative and qualitative evaluation of a company's balance sheet strength, operating performance and business profile. These ratings are not a warranty of an insurer's current or future ability to meet its contractual obligations. View our entire notice for a complete details. Companies interested in placing a Best's Security Icon on their web site to promote their financial strength may register online. Copyright © 2003 by A.M. Best Company, Inc. ALL RIGHTS RESERVED No part of this information may be distributed in any electronic form or by any means, or stored in a database or retrieval system, without the prior written permission of the A.M. Best Company. Refer to our terms of use for additional details. IN .:J Monday, November 10, 200" 12:18 PM To, Mehnle From: Sue A. Carlson, CIC. 407-89&8913 PBrae 2 of 2 ACORD E CERTIFICATE OF. LIABILITY INSURANCSR KH DATE (MMI0/0 zsC--1 11/l/D3 PRODUCER THIS CERTIFICATE 18 MUED AS A MATTER OF INFORMATION Thomas E Corkhill Ins Agcy,LLC ONLY AND CONFERS NO RIGHTS LIPON THE CERTIFICATE P.O. Sox 930991 HOLDFR_ THIS CERTIFICATE DOES NOT AMEND, EXTEND OR 20 South Bumby Avenue ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. Orlando FL 32853 Phone:407-898--8991 rax:407-890-8813 INSUR!RSAFFORDINGCOVERAGE INSUPIRD IN:.Ln;rPA Transcoxxtinental Ins. CCyGpan IIJ}1•IREN9 Nutc-01mex; Insurance PL/C, A IS dba Cad Xeere- p ng Syat�, Inc. N urer.: American Casualt Co, of UgqrappIIi(as S? Trc I-r Cre NsUnxr Conti,uental Casualty( Compare Orlando l<rL 3202,2 - II•rzj,OCF E COVERAGES THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY RFOUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITW RESPECT TO WHICH THI S CERTIFICATE MAY BE 15SUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN I5 SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. AGGREGATE LIMITS SHOWN MAY RAVE BEEN REDUCED BY PAID CLAIMS- SW LY7= TYPE OF INSURANCE POLICY NUMBER Op7E A rporYY LIMITS GENERAL LIABILITY 6AGN nrp.RRFNr F 1 1 r 000 , 000 FIRE DAIdMiE lMy on. er,I T 100 , OOD - A ]C : tlnu[�_IaL-,FNt RAL LIABILITY rI•nIM: MALE f !-:•:LC ftj 1069081416 06/27/03 06/27 /04 MCD EXP (Anv oro o6'5,x1 1 10,000 PERSONAL A AOv INJUPY 1 1 DOD, 000 .I _ ,ENFPAL AC-GRFr1ATF e 2 , DOO J OOD PRODUCTS -COMP/OP!•C-(= 1112,000,000 !/-L.PIL Ir�i-'WLjATF LIMIT APPI.IF "FR 00 r.�L li=V SC hRf. LGr, .IC•T AUTOMOBILE LIABILITY AnIl..I;V 43-700903-00 6/27 06/27/04 COMBINED ljINt;_ELIMIT ICeh; 11110001000R BODILY INJURY (P.r pmmnnl 1 nA.UvTrJCF, r.` M IYOi 3CHF,rdJLED NJT . S j BI)Du,r 1NJLRr (Porl6Clelnq ; HIRED AL-cI� nYIN,;�JINCDAIIT:; (•. Qiy\e�• Q�Wwr PROPERTY DAMASr Incl dontl s GARAGE LIAeaITY Aldo :JJTL6THEP Ce��a N\�j pc �et� AiITO ONLY - CA A_[cIOENT 1.-..�.-- 1 7KC44 EA A!'r ALTO ONLY A,_-, EXCESS LIABILITY A X,,I a �� rLAM$MADE X PF1I2Nn1N s 10 rO00 1690B11K 16 1,Qi t�27/02 a0 _ D6/27/03 CC(Jt+`l (/r�fie En H rrcl.elRc w.r_ c l 000 , 000 Ar,,r.,aEr:n e p 1 000, 000 I WDRHER?: COMPENSATION AND EMI"LOYER9' LIABILITY c V WC 1 56165 29 06/27/03 06/27/04 X T,''IRY EI. EA+'-I-IA,^IGENT - F 1o0,000 gl. DISCA.e•EcEHuLCYLC x 100 r000 FPOLICY LIMIT 1 500 000 I OTWFR e E 6 O Continental 16989250SO 06/30/03 06/30/04 Per Claim 250,000 casualt re ate GESeRW-I1ON OF OPERATIONBA.00ATON9NGHIC4EWEXCLUSIONS AOOEO BY ENOQRSRMENTr9PEC1AL PROV1910wB City of Tamarac it added as additional insured in respect& to aeneral Liability LCF( 1 Irr-81 t MLJLLP=K Y I ADDITIONAL INAUrIEO; INSURER LETTER: L.ANL: GLLAI TUN CITXOPZ- SkOULD ANYOF THE ABOVE 065CRIBEn POLICIES SE CANCELLED 6F.FORE THE EXPIRAnDN DATE THEREOF, THE ISSUNO INSURER WILL ENDEAVOR TO MAIL -3D— DAYS WRITTEN City of Tamarac NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT FAILLJRE TO DO SO SHALL Ms Leanne Williams IMPOSE ND OBLIGATION OR LIABILITY OF AMA kND UPON THC INSVRLR ITS AGENTS OR 7525 VIN 88th Ave REPREaENTATTVES, Tamarac 1rL 33321 AUTHORIZED REPRESENTATIVE Scott Corkhill #AO54965 AC0RD 25•3171'97) C ACORD CORPORATION 1988 -• ---- u. -- YU l JQ.]y Joo WA15 INU PAGE 02 November 1.0, 2003 Mr. Jim Nicotra City of Tamarac Purchasing Office 7525 NW 89"' Avenue Tamarac, FL 3 3321 -2401 RIC: Sid No. 03-028B Outsourcing Utility Bill. Services Dean- Mr. Nicotra, T -un 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 Binding all work in reference to Bid No. 03-29B, Outsourcing Utility Bill for. the City of Ta marac. 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, David. R. Salazar President DRS/.rnleh wi TPC Drive iij Orlando FL 32822-5141 V Phone, 407.351.0232 If Fam 407.3B3.4586 QXls IkIC ~ PAGE 02 AXIS Act-nnccd Xr,,g,.pb;, Imnk;n� 5valcma. Inc, NiOvcmbcr 4, 2003 Mr. ,Titan Nlcotl-,-t City of Tamarac Purchasing Offilce 7525 NW 88`" Avenue Tamarac, FL 33321-2401 RE: Bid No. 03-028B Outsourcinb Utility Bill Services Bear A,:Tr. Nicotra, AXIS has reviewed Bid No. 03-288. Outsourcing TJtility Sill Services alid has f6mid no errors in the schedule of prices provided to the City of Tamarac. In addition, AXIS 1•cvicwcd the technical specifications and can adhere to each item listed. We are excited about the opportunity to wol-lc with You and please do not liesita.te to contact .e at 800-852-3174 should you have any questions, Sincerely, Steve Piatt Senior Account Manager SNP/melt BS -1 TPC Drive V Orlando FTC 321322-5.14. Monday. MavemUer 10. 2003 12:18PM TO' Melanie F rbm. SUE A. Carlson, CIC, r ACORD CERTIFICATE OF, LIABILITY INSURANCE CSR Hu DATE(MWM" `7riXIS--1 11/1-0/03 PRODUCER THIS CERTIFICATE IS ISSUED As A MATTER OF INFORMATION Thamas 8 Corkhill Ins Agcy,LLC ONLY AND CONFERS No RIGHTS UPON THE CERTIFICATE P , O. Box 538091 HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEWD OR 20 South SumDy Avenue ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW Orlando rL 32853 INSURERS AFFORDING COVERAGE Phoae:407-896-8091 3ax:407-998-5$13 INsuRBo w"V.FR � Transcontinental Ins, Compare _ nJ31,IPEJ'L+ Auta-OTattoaCs insurance RX,/CL AXIS (dba ced Xer0— IN-UFEF,' ' American Casualty Co. ot— qq'rap bias qq Ttq Sy�tEriCer Inc. 6851 TYC 571Ge Nr.Ln Er•W continental Casualt�Campan Orlando rL 32822 _.._.. COVERAGES THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED To THE INSUREO NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANOING 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 Arroko 0 BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. ..� ..._ __...._._ ....._......._ _. --'-•--- lr6 p�pp KEfG€jp V Si�I�3i�"._.,�____.—___.....-._._.._...--.._.�� IL1T2 I -- _ .. TYPE OF rNOURANCE POLICY NUMBER DATE MM �Nr I R rbnm LIMITS GENERALLIABILIT'=ACHr)rCI.RRFNCF- $ 1,000,000 A X .,BNFPALLrAPIL1TY 1069001416 06/27/03 06/27/01 FIpFDnItADEIAnyan.nror t 100,0o0 " �MCp Err (Arw ono xrtr) L 10 , 000 � CLAIM.^.- MACE � ry'r"ur. _ PCPSONAL A AOv INJURY S 1 LODO1-0 00 -- ,rNFPALAC-GIFaATF 5 (00r_oan aonni imq. rn pmwAx'. It ODO.000 r-L:PI"L P�•i•wh pATF 1, IMIT APPI. F 5 "FP I rC,Lo-Y X ICrT LVI AUTOMOBILE LIABILITY n X ALIY nUrC, 43-790903-•00 %I_: rnVWr.' AI IT05 c ('Lr, l6D NJTt15 HIP6G ALTGG �Y_rN,OJJNCD AIJTp= 0�•' QJ \00 I, CAPACE LIABILITY V Ge('1N, ta��Rj A.,,, L,ifm pc YY�Gcgp` \ec I rXrE98 LIABILITY VA Q* e A XxCLIp <LAIMSMADE a6908Xa` ... - C'CGII�;TIhLG x PFTSNTv1N S 10 000 1 WORKER:' COMPENSIATTON AND PV C ENPLOYERTLIARILITY WC 1 56165329 - COMBINED rllw-c LIMIT IT �rOQO QQO 6/2 06/27/Or4 (ccwvlenfl J SODILY INJIJPY (P'r pnr. nn) BODILY INxPY = IPor mCiderq) " PPOPCRTY DAMn'r r rcldoiltl AUTO ONLY • EA ?.LCIpENT j f ITHE° 7K N^— AUTOONLY EACH r1rC'.FIH(N[I- t1 0p0,00D ,(27/02 06/27/03 AUGPEA-E i 7 , 000,000 06/27/03 06/27/04 E1. EnrrinrrlDENr F 100,000� K L DISEASE -EAE*• LF IYEIZ f 100100000 _- Iw', CITE4EE- POLICY LIMIT I1 500,000- OTHER C E 6 O Continental 1690925050 06/30/03 06/30/04 per Claim 250,000 Casualty re ate DESCRIPYInN DF OPERATIONBAOCAITON9NLHICLEWEXDLU9IONS ADDED 0Y ENbOiIISFiAENY/BPECIAI PROV19M7TIa City of Tamarac is added as additional insurcd in respects) to General Liability CERTIFICATE HOLDER Y I A013MONAL INSURED: INSURER LETTER: CITXOT- City of Tamarac M; Leanne Williams 7525 NW 88th Ave Tamarac PZ 33321 CANCELLATION WOULD ANY OF nIIE ABOVE 06SCRIBEO POUCIF,S BE CANCELLED BEFORE THE exPIRAnCYN DATE THEREOF, THE ISSUING INSURER WILL ENDEAV(M TO MAIL _3Q— DA- WRIT►EN NOTICE TO THE CERTIFICATE HOLDER NAMED TO T,4E LEFT, BUT FAILLJRE TO DO SO SHALL IMPOSE NO OBLIGATION OR LIABILrTY OF AW KMO UPON THE INSURER ITS AGENTS OR REPRE,aENTATTVES. AUrNORIZED RUrRESIENTArnE Scott Corkhill tAO54965 ACORD 25•3 pf97I �ACORD CORPORATION 1988