HomeMy WebLinkAboutC2024-174 - 9/10/2024 - Approved Docusign Envelope ID: B7D829A4-08FD-4F36-A933-1 EC1 E3A1 F6138
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> SERVICE AGREEMENT NO. 5842
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Utility Bill Printing, Mailing and Insert Printing Services
NO RPON Af
1852
THIS Utility Bill Printing, Mailing and Insert Printing Services Agreement
("Agreement") is entered into by and between the City of Corpus Christi, a Texas home-
rule municipal corporation ("City") and USIO Output Solutions, Inc. ("Contractor"),
effective upon execution by the City Manager or the City Manager's designee ("City
Manager").
WHEREAS, Contractor has bid to provide Utility Bill Printing, Mailing and Insert
Printing Services in response to Request for Bid/Proposal No. 5842 ("RFB/RFP"), which
RFB/RFP includes the required scope of work and all specifications and which RFB/RFP
and the Contractor's bid or proposal response, as applicable, are incorporated by
reference in this Agreement as Exhibits 1 and 2, respectively, as if each were fully set
out here in its entirety.
NOW, THEREFORE, City and Contractor agree as follows:
1. Scope. Contractor will provide Utility Bill Printing, Mailing and Insert Printing Service
("Services") in accordance with the attached Scope of Work, as shown in
Attachment A, the content of which is incorporated by reference into this
Agreement as if fully set out here in its entirety, and in accordance with Exhibit 2.
2. Term.
(A) The Term of this Agreement is one year beginning on the date provided in
the Notice to Proceed from the Contract Administrator or the City's Procurement
Division. The parties may mutually extend the term of this Agreement for up to
four additional one-year periods ("Option Period(s)"), provided, the parties do so
in writing prior to the expiration of the original term or the then-current Option
Period.
(B) At the end of the Term of this Agreement or the final Option Period, the
Agreement may, at the request of the City prior to expiration of the Term or final
Option Period, continue on a month-to-month basis for up to six months with
compensation set based on the amount listed in Attachment B for the Term or the
final Option Period. The Contractor may opt out of this continuing term by
providing notice to the City at least 30 days prior to the expiration of the Term or
final Option Period. During the month-to-month term, either Party may terminate
the Agreement upon 30 days' written notice to the other Party.
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Approved as to Legal Form October 29, 2021
Docusign Envelope ID: B7D829A4-08FD-4F36-A933-1 EC1 E3A1 F6138
3. Compensation and Payment. This Agreement is for an amount not to exceed
$925,670.00, subject to approved extensions and changes. Payment will be made
for Services performed and accepted by the City within 30 days of acceptance,
subject to receipt of an acceptable invoice. All pricing must be in accordance
with the attached Bid/Pricing Schedule, as shown in Attachment B, the content
of which is incorporated by reference into this Agreement as if fully set out here in
its entirety. Any amount not expended during the initial term or any option period
may, at the City's discretion, be allocated for use in the next Option Period.
Invoices must be mailed to the following address with a copy provided to the
Contract Administrator:
City of Corpus Christi
Attn: Accounts Payable
P.O. Box 9277
Corpus Christi, Texas 78469-9277
4. Contract Administrator. The Contract Administrator designated by the City is
responsible for approval of all phases of performance and operations under this
Agreement, including deductions for non-performance and authorizations for
payment. The City's Contract Administrator for this Agreement is as follows:
Name: Margaret Morin
Department: Finance Department, Utility Business Office
Phone: (361 ) 826-3628
Email: MargaretP@cctexas.com
5. Insurance; Bonds.
(A) Before performance can begin under this Agreement, the Contractor must
deliver a certificate of insurance ("COI"), as proof of the required insurance
coverages, to the City's Risk Manager and the Contract Administrator.
Additionally, the COI must state that the City will be given at least 30 days'
advance written notice of cancellation, material change in coverage, or intent
not to renew any of the policies. The City must be named as an additional insured.
The City Attorney must be given copies of all insurance policies within 10 days of
the City Manager's written request. Insurance requirements are as stated in
Attachment C, the content of which is incorporated by reference into this
Agreement as if fully set out here in its entirety.
(B) In the event that a payment bond, a performance bond, or both, are
required of the Contractor to be provided to the City under this Agreement before
performance can commence, the terms, conditions, and amounts required in the
bonds and appropriate surety information are as included in the RFB/RFP or as
Service Agreement Standard Form Page 2 of 8
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Docusign Envelope ID: B7D829A4-08FD-4F36-A933-1 EC1 E3A1 F6138
may be added to Attachment C, and such content is incorporated here in this
Agreement by reference as if each bond's terms, conditions, and amounts were
fully set out here in its entirety.
6. Purchase Release Order. For multiple-release purchases of Services to be
provided by the Contractor over a period of time, the City will exercise its right to
specify time, place and quantity of Services to be delivered in the following
manner: any City department or division may send to Contractor a purchase
release order signed by an authorized agent of the department or division. The
purchase release order must refer to this Agreement, and Services will not be
rendered until the Contractor receives the signed purchase release order.
7. Inspection and Acceptance. City may inspect all Services and products supplied
before acceptance. Any Services or products that are provided but not
accepted by the City must be corrected or re-worked immediately at no charge
to the City. If immediate correction or re-working at no charge cannot be made
by the Contractor, a replacement service may be procured by the City on the
open market and any costs incurred, including additional costs over the item's
bid/proposal price, must be paid by the Contractor within 30 days of receipt of
City's invoice.
8. Warranty.
(A) The Contractor warrants that all products supplied under this Agreement
are new, quality items that are free from defects, fit for their intended purpose,
and of good material and workmanship. The Contractor warrants that it has clear
title to the products and that the products are free of liens or encumbrances.
(B) In addition, the products purchased under this Agreement shall be
warranted by the Contractor or, if indicated in Attachment D by the
manufacturer, for the period stated in Attachment D. Attachment D is attached
to this Agreement and is incorporated by reference into this Agreement as if fully
set out here in its entirety.
(C) Contractor warrants that all Services will be performed in accordance
with the standard of care used by similarly situated contractors performing similar
services.
9. Quality/Quantity Adjustments. Any Service quantities indicated on the Bid/Pricing
Schedule are estimates only and do not obligate the City to order or accept more
than the City's actual requirements nor do the estimates restrict the City from
ordering less than its actual needs during the term of the Agreement and including
any Option Period. Substitutions and deviations from the City's product
requirements or specifications are prohibited without the prior written approval of
the Contract Administrator.
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Approved as to Legal Form October 29, 2021
Docusign Envelope ID: B7D829A4-08FD-4F36-A933-1 EC1 E3A1 F6138
10. Non-Appropriation. The continuation of this Agreement after the close of any
fiscal year of the City, which fiscal year ends on September 30th annually, is subject
to appropriations and budget approval specifically covering this Agreement as
an expenditure in said budget, and it is within the sole discretion of the City's City
Council to determine whether or not to fund this Agreement. The City does not
represent that this budget item will be adopted, as said determination is within the
City Council's sole discretion when adopting each budget.
11. Independent Contractor. Contractor will perform the work required by this
Agreement as an independent contractor and will furnish such Services in its own
manner and method, and under no circumstances or conditions will any agent,
servant or employee of the Contractor be considered an employee of the City.
12. Subcontractors. In performing the Services, the Contractor will not enter into
subcontracts or utilize the services of subcontractors.
13. Amendments. This Agreement may be amended or modified only in writing
executed by authorized representatives of both parties.
14. Waiver. No waiver by either party of any breach of any term or condition of this
Agreement waives any subsequent breach of the same.
15. Taxes. The Contractor covenants to pay payroll taxes, Medicare taxes, FICA
taxes, unemployment taxes and all other applicable taxes. Upon request, the City
Manager shall be provided proof of payment of these taxes within 15 days of such
request.
16. Notice. Any notice required under this Agreement must be given by fax, hand
delivery, or certified mail, postage prepaid, and is deemed received on the day
faxed or hand-delivered or on the third day after postmark if sent by certified mail.
Notice must be sent as follows:
IF TO CITY:
City of Corpus Christi
Attn: Margaret Morin
Title: Utility Business Office Manager
Address: 1201 Leopard Street, Corpus Christi, Texas 78401
Phone: (361) 826-3628
Fax: (361) 826-3174
IF TO CONTRACTOR:
USIO Output Solutions, Inc.
Attn: Sy Green
Title: SVP
Address: 2416 Brockton Street, Suitel05, San Antonio, Texas 78217
Phone: (210) 826-4994
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Approved as to Legal Form October 29, 2021
Docusign Envelope ID: B7D829A4-08FD-4F36-A933-1 EC1 E3A1 F6138
Fax: (210) 249-4130
17. CONTRACTOR SHALL FULLY INDEMNIFY, HOLD HARMLESS AND DEFEND
THE CITY OF CORPUS CHRISTI AND ITS OFFICERS, EMPLOYEES AND
AGENTS ("INDEMNITEES") FROM AND AGAINST ANY AND ALL LIABILITY,
LOSS, CLAIMS, DEMANDS, SUITS, AND CAUSES OF ACTION OF
WHATEVER NATURE, CHARACTER, OR DESCRIPTION ON ACCOUNT OF
PERSONAL INJURIES, PROPERTY LOSS, OR DAMAGE, OR ANY OTHER KIND
OF INJURY, LOSS, OR DAMAGE, INCLUDING ALL EXPENSES OF
LITIGATION, COURT COSTS, ATTORNEYS' FEES AND EXPERT WITNESS FEES,
WHICH ARISE OR ARE CLAIMED TO ARISE OUT OF OR IN CONNECTION
WITH A BREACH OF THIS AGREEMENT OR THE PERFORMANCE OF THIS
AGREEMENT BY THE CONTRACTOR OR RESULTS FROM THE NEGLIGENT
ACT, OMISSION, MISCONDUCT, OR FAULT OF THE CONTRACTOR OR ITS
EMPLOYEES OR AGENTS. CONTRACTOR MUST, AT ITS OWN EXPENSE,
INVESTIGATE ALL CLAIMS AND DEMANDS, ATTEND TO THEIR SETTLEMENT
OR OTHER DISPOSITION, DEFEND ALL ACTIONS BASED THEREON WITH
COUNSEL SATISFACTORY TO THE CITY ATTORNEY, AND PAY ALL
CHARGES OF ATTORNEYS AND ALL OTHER COSTS AND EXPENSES OF
ANY KIND ARISING OR RESULTING FROM ANY SAID LIABILITY, DAMAGE,
LOSS, CLAIMS, DEMANDS, SUITS, OR ACTIONS. THE INDEMNIFICATION
OBLIGATIONS OF CONTRACTOR UNDER THIS SECTION SHALL SURVIVE
THE EXPIRATION OR EARLIER TERMINATION OF THIS AGREEMENT.
18. Termination.
(A) The City may terminate this Agreement for Contractor's failure to comply with
any of the terms of this Agreement. The City must give the Contractor written
notice of the breach and set out a reasonable opportunity to cure. If the
Contractor has not cured within the cure period, the City may terminate this
Agreement immediately thereafter.
(B) Alternatively, the City may terminate this Agreement for convenience upon
30 days advance written notice to the Contractor. The City may also terminate
this Agreement upon 24 hours written notice to the Contractor for failure to pay or
provide proof of payment of taxes as set out in this Agreement.
19. Owner's Manual and Preventative Maintenance. Contractor agrees to provide a
copy of the owner's manual and/or preventative maintenance guidelines or
instructions if available for any equipment purchased by the City pursuant to this
Agreement. Contractor must provide such documentation upon delivery of such
equipment and prior to receipt of the final payment by the City.
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Docusign Envelope ID: B7D829A4-08FD-4F36-A933-1 EC1 E3A1 F6138
20. Limitation of Liability. The City's maximum liability under this Agreement is limited
to the total amount of compensation listed in Section 3 of this Agreement. In no
event shall the City be liable for incidental, consequential or special damages.
21. Assignment. No assignment of this Agreement by the Contractor, or of any right
or interest contained herein, is effective unless the City Manager first gives written
consent to such assignment. The performance of this Agreement by the
Contractor is of the essence of this Agreement, and the City Manager's right to
withhold consent to such assignment is within the sole discretion of the City
Manager on any ground whatsoever.
22. Severability. Each provision of this Agreement is considered to be severable and,
if, for any reason, any provision or part of this Agreement is determined to be
invalid and contrary to applicable law, such invalidity shall not impair the
operation of nor affect those portions of this Agreement that are valid, but this
Agreement shall be construed and enforced in all respects as if the invalid or
unenforceable provision or part had been omitted.
23. Order of Precedence. In the event of any conflicts or inconsistencies between this
Agreement, its attachments, and exhibits, such conflicts and inconsistencies will
be resolved by reference to the documents in the following order of priority:
A. this Agreement (excluding attachments and exhibits);
B. its attachments,
C. the bid solicitation document including any addenda (Exhibit 1 ); then,
D. the Contractor's bid response (Exhibit 2).
24. Certificate of Interested Parties. Contractor agrees to comply with Texas
Government Code Section 2252.908, as it may be amended, and to complete
Form 1295 "Certificate of Interested Parties" as part of this Agreement if required
by said statute.
25. Governing Law. Contractor agrees to comply with all federal, Texas, and City laws
in the performance of this Agreement. The applicable law for any legal disputes
arising out of this Agreement is the law of the State of Texas, and such form and
venue for such disputes is the appropriate district, county, or justice court in and
for Nueces County, Texas.
26. Public Information Act Requirements. This paragraph applies only to agreements
that have a stated expenditure of at least $1,000,000 or that result in the
expenditure of at least $1,000,000 by the City. The requirements of Subchapter J,
Chapter 552, Government Code, may apply to this contract and the Contractor
agrees that the contract can be terminated if the Contractor knowingly or
intentionally fails to comply with a requirement of that subchapter.
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Approved as to Legal Form October 29, 2021
Docusign Envelope ID: B7D829A4-08FD-4F36-A933-1 EC1 E3A1 F6138
27. Entire Agreement. This Agreement constitutes the entire agreement between the
parties concerning the subject matter of this Agreement and supersedes all prior
negotiations, arrangements, agreements and understandings, either oral or
written, between the parties.
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Approved as to Legal Form October 29, 2021
Docusign Envelope ID: B7D829A4-08FD-4F36-A933-1 EC1 E3A1 F6138
M2024-146
Authorized By
CONTRACTOR 9/10/2024
Council
Signature: Initial
Printed Name: Sy Green
Title: Senior Vice President ATTEST:
DocuSigned by:
Date: August 18, 2024
Rebecca Huerta
City Secretary
CITY OF CORPUS CHRISTI
DocuSigned by:
Josh ron ey
Assistant Director of Finance - Procurement
Date: 9/16/2024
Attached and Incorporated by Reference:
Attachment A: Scope of Work
Attachment B: Bid/Pricing Schedule
Attachment C: Insurance and Bond Requirements
Attachment D: Warranty Requirements
Incorporated by Reference Only:
Exhibit 1 : RFB/RFP No. 5842
Exhibit 2: Contractor's Bid/Proposal Response
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Approved as to Legal Form October 29, 2021
Docusign Envelope ID: B7D829A4-08FD-4F36-A933-1 EC1 E3A1 F6138
Attachment A - Scope of Work
1.1. General Requirements
1 . The Contractor is responsible for receiving and processing daily data file transfer,
printing, and folding of bills and inserts, envelope inserting, presorting, metering,
and mailing. Inserts are to be printed directly from industry-standard electronic
files (e.g., Adobe, Photoshop, Illustrator, InDesign, PDF) on uncoated or coated
paper and are mailed with utility bills.
2. Daily production averages approximately 108,802 monthly bills and 14,974
delinquency monthly bills. A billing schedule will be provided to the Contractor
monthly, which includes but not limited to delinquent notices, E-Bills and
cancel/rebills. Currently, there are 20 billing cycles and 20 delinquent notice
cycles generated daily based upon due date. Billing cycles may contain a
minimum of 6,000 to a maximum of 21 ,000 items.
3. The Contractor shall facilitate a re-design of the current utility bill form, front and
back pages, working in conjunction with city staff. The purpose of the re-design
is to make the utility bill more customer friendly.
4. The Contractor shall provide a high quality, accurate and timely printed bill for
the City's utility customers.
5. The Contractor shall obtain the lowest possible postage costs throughout the
contract term. The Contractor shall provide USPS CASS (US Postal Service Coding
Accuracy Support System) certification and correcting of zip code and delivery
information as necessary prior to printing. Contractor will assume liability of any
penalties assessed for any erroneous bar coding.
6. The Contractor shall describe and provide details of the firm's qualifications and
experience to perform this work (including expertise, training, certifications,
licenses, etc.). Include a sample of printing, and list of references with the
company name, contact information, and address.
7. Describe the organization, main areas of business, equipment availability, and
resources for performing service to the City.
1.2. Scope of Work
A. General Services
1 . The City of Corpus Christi will provide data to the Contractor.
2. The Contractor shall provide security of information and supervision from start
to finish.
RFP Template 03/15/2022
Docusign Envelope ID: B7D829A4-08FD-4F36-A933-1 EC1 E3A1 F6138
3. The Contractor shall house envelopes in a climate-controlled environment.
4. The current software is Infor Public Sector.
5. The Contractor shall accept electronic data transmissions 24/7.
6. The Contractor shall perform custom programming, to modify the bill format as
requested.
7. The Contractor shall have an emergency/disaster recovery plan to avoid out-
of-service situations. Types of emergencies would include, but are not limited
to, Acts of God, system failure, strikes by Contractor employees, strikes by
Contractor supplier, acts of terrorism and electrical outage. The plan will
include a 48-hour turnaround. Please describe your plan.
8. The Contractor shall provide a web service or a type of Application Program
Interface to allow for the extraction of statements for automation purposes and
displaying content line. This web service or Application Program Interface shall
provide methods to pull individuals statements by bill date and account number
and will allow for the statements to be returned to the client in a file or provide
a URL to the statement online. Minimally, 12 months of statement data should
be available via this web service or Application Program Interface. The city
requires SFTP as a file transfer protocol.
9. Contractor shall not outsource any of its work regarding City of Corpus Christi
information to a third party and/or subcontractor.
IO.The City of Corpus Christi will require proposals to include a secure data
management plan.
a. The Contractor is required to integrate data protection methods to
guarantee data security that adhere to an industry standard cyber security
framework. Provisions are required to be put in place to safeguard sensitive
data, even in instances of unauthorized access. The system is required to
comply with all applicable federal and state data protection and privacy
laws. Additionally, the Contractor is required to have an audit trail to monitor
data access and alterations, aiding in adherence of the secure data
management plan.
b. The Contractor is required to show a dedication to preserving the
confidentiality, integrity, and accessibility of City confidential data during
transmission, processing and at rest. The Contractor is required to encompass
a comprehensive strategy to conduct security audits to continually assess
and improve the security safeguards of the system and notify the City of a
security compromise and/or breach.
RFP Template 03/15/2022
Docusign Envelope ID: B7D829A4-08FD-4F36-A933-1 EC1 E3A1 F6138
B. Daily Transmission of Electronic Data
1 . XML output files will be provided by the City. All calculations are included in the
XML file.
2. The Contractor shall provide a secure electronic means for file transmission.
3. The Contractor shall confirm receipt of the file daily by noon, local time, via a
return email to the person transmitting the file when the file is received.
4. The Contractor shall provide a report daily when the file has been processed for
printing. The report will include billing cycles, number of pulled bills, and account
classes. Also included in the report shall be the amount of postage charges for
the billing including number of pieces of mail and postage rate classes.
Parameters may be subject to change.
5. Data may be transmitted by the city in multiple files throughout the day. Files
received by the Contractor prior to noon, local time, will be processed and
mailed the same day.
6. The Contractor must be able to process multiple data files that all contain data
related to the same batch upload.
7. The Contractor must have at least four full-time programmers on staff who can
perform complex implementations and transform into modern-looking bills.
Programmers must have the ability to work around limitations during document
processing.
8. The Contractor must backup all client document processing programs at least
once per week and perform monthly backups. Contractor must be able to
restore a backup copy if a live document processing application has any sort of
issue that makes restoring to backup necessary.
9. The Contractor must provide a web-based interface to:
o Track the status of job types through the production process
o View reports
o Manage inserts
o Process exception or special handling of documents
o Manage ad hoc messages displayed on job output
o Upload test files
o Contact Contractor customer service
10.The Contractor must provide City the ability to view and approve sample bills
online before they are printed and mailed. Included with the sample bills must
be a summary of the total counts of printed bills, suppressed bills, and a count
of any inserts included with the batch.
RFP Template 03/15/2022
Docusign Envelope ID: B7D829A4-08FD-4F36-A933-1 EC1 E3A1 F6138
1 1 .The Contractor must mail documents the same day of receipt of file transfer.
12.The Contractor must have the capability to suppress the printing of bills and/or
envelopes for certain customers, based on agency requirements. Suppression
could be on a one-time or ongoing basis.
13.The Contractor must provide an interface that will allow agency to update
requirements for bill messages and bill inserts on an ad-hoc basis. Interface
must allow the City to include/exclude inserts and messages based on City
requirements including customer type, account number, or other parameter
within the data file.
14.The Contractor must have in place and provide as part of the Proposal a
comprehensive Quality Control plan for ensuring the data, printing and mailing
is error free.
15.The Contractor must provide a process of "pulling" a bill from live production
file. Contractor must indicate in the Proposal whether fees apply.
16.The Contractor must provide a daily with date and timestamp of each
individual inserted piece. Please provide a sample file with submission.
17.The Contractor must have mailing equipment that can keep track of mail
piece sequencing to prevent mailing errors and explain how redundancy is
achieved in the event of equipment failure at the facility. Please provide a
sample file with submission.
18.The Contractor must be able to optionally print 8.5xl 1 " inserts "on demand".
These inserts must print in line with the bills and letters as additional pages and
folded and inserted by the mail inserter instead of being printed and folded
separately. On demand insert printing should be available to support simplex
and duplex printing, black or grayscale printing, and full color printing.
19.The Contractor must print variable information in full color. Printing must be
done on full-color printers.
o The Contractor must be able to archive as PDF files, or document images.
PDF images must be available on the same day that data files are
processed. At least 12 months of bills need to be available.
o The Contractor must supply an online interface to City to view the
document images produced. Must be capable of indexing at least 5 data
fields for searching via online interface. Contractor must provide details
about the interface capabilities.
C. Bill Formatting
The Contractor will provide the following information on each bill:
RFP Template 03/15/2022
Docusign Envelope ID: B7D829A4-08FD-4F36-A933-1 EC1 E3A1 F6138
1 . Pro-rated amounts for items such as new rates, partial months, etc.
2. A defined graph to indicate usage to reflect for water services, gas services, and
irrigation services.
3. Any payment plan amounts.
4. A designation of defined bills but not limited to, current bill, final bill, corrected
bill and notice of delinquency.
5. Amount Due total must match total of line items.
6. A message center notification area. Messaging will be provided via email with
direct text or attachment containing message.
7. The top portion of the bill shall be for customer retention and shall contain
billing information.
8. The bottom shall be perforated to produce a return stub to be returned by
customer with payment.
9. Postal bar codes and OCR A scan line is required.
10.Change of statement notice and delinquency notice design, unlimited per
year, at no charge.
D. Envelope Requirements
The Contractor will provide the following envelopes:
1 . Mail out envelopes. The envelopes that will be used to mail the bills and
delinquent notices shall include the City logo and a return address and the
envelope must be windowed.
2. The ancillary endorsement "Return Service Requested" option will be
mandated. The process communicates to the USPS the City of Corpus Christ
expects the USPS to return any mail pieces that require an address change with
the new address information applied to the mail piece. This allows for City of
Corpus Christi to apply the change to their address in the database and re-
process the account.
3. Return envelopes. Return envelopes are included inside the mail out envelope
with the bill to allow customers to return payments. Return envelopes must be
#8 5/8 windowed envelopes. The envelope will also have a "don't forget"
message printed on the backside of the envelope and a sample of this
language will be provided by the City. The glue on the envelope flap must
extend from end to end of the closure flap for proper sealing.
RFP Template 03/15/2022
Docusign Envelope ID: B7D829A4-08FD-4F36-A933-1 EC1 E3A1 F6138
4. Bulk envelopes. Bulk envelopes are used to mail bills to customers such as
apartment complexes who have multiple accounts going to the same address
in a single envelope.
E. A1212roval of Forms and Envelope Orders
1 . The City will approve print stock and envelopes. Any changes during the term
of the contract will require City approval.
2. Bill proofs shall be provided to the City for approval prior to first printing and at
any time a change in format is made.
3. All artwork remains the property of the City of Corpus Christi.
F. Data Processing and Mail Preparation
1 . The Contractor shall selectively exclude bill types from printing (PULL BILLS, EBILL,
CITY, PARK AND STATE USE) and others identified in the file.
2. The Contractor must provide the NCOA (National Change of Address) link
service.
3. The Contractor must be able to provide proof of delivery to the USPS on an as-
requested basis.
4. The Contractor must be able to match multiple bills destined to the same
customer and mailing address in the same batch. Matched bills must be
inserted into one appropriate size envelope and metered first-class separately,
and delivered to the USPS at the same time as all other bills are delivered.
Upon request, send certified mail for single or multiple billing statements to an
identified location.
5. The Contractor must be able to optionally provide outbound USPS tracking
data for individual mail pieces. Contractor must provide an interface in its
online account management portal to facilitate searching for and viewing
tracking data for individual mail pieces. The tracking data source must come
from the USPS (IMb-Intelligent Mail Barcode Tracing data).
6. The Contractor must provide an email confirming receipt of file transmission for
data processing.
7. The Contractor must provide daily production confirmation reports. This report
should contain the following details, at a minimum:
o Number of bills received for processing
o Number of bills printed
o Number of suppressions
o Postage presort breakdown including actual rates
RFP Template 03/15/2022
Docusign Envelope ID: B7D829A4-08FD-4F36-A933-1 EC1 E3A1 F6138
o Inserts used and inserted counts
o Total dollar value of bills contained in data file
8. The Contractor must provide an NCOA or ACS Move update report that
includes customer name, account number, previous address, updated (new)
address.
9. The Contractor must have Coding Accuracy Support System (CASS)
certification to ensure the lowest possible postage costs.
10. Bills going to the same mailing address are to be inserted up to three into the
standard mail-out envelope or four or greater for stuffing into one bulk
envelope.
1 1 .All outgoing mail shall conform to postal requirements for automated
processing.
12. Provide the ability for the City to pull bills and delinquent notices, no later than
noon, local time, if needed.
13. Have designated bills, but not limited to, all pulled statements, cancel/rebill
statements, and final statement sent directly to the City before 3:00 PM, instead
of being mailed to the individual customers.
G. Bill Printing
1 . The Contractor shall utilize high quality print, with two colors, preferred color
teal/black to be used, and double-sided capability.
2. The Contractor shall use a minimum of 20-pound bond paper for bills and inserts.
3. No postcards will be utilized for billing purposes.
H. Insert Printing
1 . The Contractor must be able to provide a one- or two-sided insert, with the
option of up to four color imprint. Pricing Sheet provides estimate of a monthly
number to be printed. Sizes are as follows:
• Small - 8'/2" x 3'/2"
• Medium - 8'/2 x 5'/2"
• Large - 8'/2x 11 "
I. Utility Bill Folding and Inserting
1 . Contractor shall fold statement to fit mail out or bulk envelope, as appropriate.
RFP Template 03/15/2022
Docusign Envelope ID: B7D829A4-08FD-4F36-A933-1 EC1 E3A1 F6138
2. The Contractor's equipment must have multiple page and selective inserting
capabilities.
J. Typical bills include the statement, a return envelope, and up to two additional
inserts.
Mailing
1 . The Contractor will process, and mail bills received by noon, local time, from the
City the same day they are received.
2. The Contractor shall provide a postage usage report monthly. Usage
information will be utilized by the City of Corpus Christi to adjust the monthly
postage check amount as needed.
3. The Contractor must provide confirmation of all bills processed and mailed on
bill run days.
K. Access to Electronic Bill and Notice Images
1 . The Contractor shall provide access for City staff via password secured internet
site to exact replicas of customer bills in PDF format for a period of 12 months.
After 12 months, Contractor must purge all electronic data.
2. The Contractor shall provide search capability based on account number, date
and date range and bill number.
3. The Contractor shall have the capability to email bill image from the
Contractor's site.
4. The Contractor shall provide PDF images of each statement processed after
mailing is completed.
L. Invoicing
1 . The Contractor shall invoice monthly. Invoicing must include itemized postage
for a number of daily mail outs and daily postage rates.
2. The Contractor shall only invoice for work completed.
3. The Contractor shall provide a separate invoice for insert printing.
4. The Contractor shall itemize the services provided in accordance with the
contract price sheet.
5. The Contractor shall list the number of bills printed for the period on the
invoice.
6. The cost shown must be all-inclusive of any applicable charges - i.e. including
equipment, materials, delivery, labor, overhead, direct cost, indirect cost,
RFP Template 03/15/2022
Docusign Envelope ID: B7D829A4-08FD-4F36-A933-1 EC1 E3A1 F6138
travel, equipment, supplies, programming and profit necessary to achieve the
scope of services.
7. The Contractors are advised that the City needs proposers to define costs on
a per month basis plus implementation costs. Proposers are also advised to
include a sample invoice. Invoices need to be sent the following month for the
previous month's activity. Contractors are advised also that they will need to
write the programming for real-time integration and coordinate with city staff.
M. Warranty
The Contractor is responsible for all costs associated with errant printing and
mailing of bills that are at no fault of the City.
N. Sample Documents
Please see attached sample documents that illustrate acceptable samples of the
various documents described in this scope of work. Subject to change
periodically.
1.3. Timeline and Implementation
A. Timeline and Implementation
1 . Contractor will work with the Contract Administrator or Designee to
coordinate between the City of Corpus Christi Utility Billing Office (UBO) staff
members for all development, formatting bill, XML.
RFP Template 03/15/2022
Docusign Envelope ID: B7D829A4-08FD-4F36will-A933-1 EC%fiallitilw1 E3A1 F6B8
d CITYOF Monthly Statement of Utility Services Account Name:
CORPUS City of Corpus Christi Account Number:
\° P.O.Box 9257•Corpus Christi,TX 78469-9257 Statement Date: 3/15/2024
,Bbm CHRISTI (361)826-CITY•www.cctexas.com Due Date: 4/5/2024
Page: Page 1 of 2
SERVICE INFORMATION ACCOUNTSUMMARY
Account Name: PREVIOUS BALANCE $90.73
Account Number: TOTAL PAID SINCE LAST BILL -$90.73
Service Address: NEW CHARGES
Account Type: SINGLE WATER $12.02
Invoice Number: 8415045 RWCA$1.12/TGAL $1.12
Cycle: 13 TOTAL WATER $13.14
QUESTIONS ABOUTYOUR WASTE WATER $33.58
TOTAL WASTEWATER $33.58
Utility Billing Office Call Center STORM WATER FEE $8.84
Monday- Friday: TOTAL STORMWATER FEES $8.84
8:00am-5:00pm SOLID WASTE (GARBAGE) $25.73
(361)826-CITY(2489) TAX $2.12
WWW.CCTEXAS.COM TOTAL SOLID WASTE $27.85
IMPORTANT MESSAGES NEW CHARGES DUE BY 4/5/2024: $83.41
As of February 29,2024,the City of Corpus Christi remains AMOUNT DUE
under Stage 1 water restrictions.
PLEASE ALLOW 5 BUSINESS DAYS BEFORE DUE DATE TO ENSURE PROPER CREDIT.
• Stage 2 water restrictions could be implemented by the
end of March 2024.
• Visit www.cctexas.com or follow Corpus Christi Water on
Facebook for the latest water restriction information.
The City's Inner Harbor Seawater Desalination Treatment
Plant is a promising water solution that will relieve water
scarcity for Corpus Christi Water customers across seven
counties of the Coastal Bend.World-renowned experts
continue working with Corpus Christi Water to ensure
seawater intake and return flow are handled in an
environmentally responsible manner.Visit
www.desal.cctexas.com for more information.
KEEP TOP PORTION FOR YOUR RECORDS AND RETURN BOTTOM STUB WITH YOUR PAYMENT.
Service Address:
o � CITYOF = Cycle-Route #: 13-63
CORPUS BPI
�.® CHRISTI 4/5/2024 $83.41
Mesa
P.O. Box 9257•Corpus Christi,TX 78469-9257 _ If payment is received after the due date,a five percent penalty will be assessed.
(361)826-CITY•www.cctexas.com
.AMOUNT ENCLOSED $
Working to Serve YOU Better. MAKE CHECKS PAYABLE TO: CITY OF CORPUS CHRISTI
8591 BATCHI
1
WKi;, CITY OF CORPUS CHRISTI
ffM Address PO BOX 659880
CORPUS CHRISTI TX 78415-2462 SAN ANTONIO TX 78265-9143
200823160000083410
Docusign Envelope ID: B7D829A4-08FD-4F36-A933-1 EC1 E3A1 F6138
C�/
I I 10 F Monthly Statement of Utility Services Account Name:
CORPUS City of Corpus Christi Account Number:
P.O.Box 9257-Corpus Christi,TX 78469-9257 Statement Date: 3/15/2024
gsa CHRISTI (361)826-CITY•www.cctexas.com Due Date: 4/5/2024
Page: Page 2 of 2
METER INFORMATION • • HISTORY d-
SERVICE PERIOD: 2/11/2024-3/12/2024 30 days 5 Meter ID:WT00005819
Meter Service Current Previous Consumption 4
ID Type Read Read 3/12/2024
3
WT00005819 WA 209 208 1
2
TT
0
Oct Nov Dec Jan Feb Mar
Moving or Discontinuing your Services?
To stop or change utility services, please call Customer Call Center
(361) 826-CITY(2489)
----------------------- * -------------------------
PLEASE HELP US TO SERVE YOU BETTER
■ DO NOT SEND CASH ■ Enclose your stub with your check
■ Sign your check or money order ■ No Staples, No Paper Clips
■ Write account number on your check ■ Thank you for your assistance
----------------------- * -------------------------
OPTIONS AVAILABLE TO PAY YOUR BILL
■ Mail payment along with stub in return envelope provided.
■ Bank Draft available via Dynamic Portal at www.ectexas.com.
■ Online Payment-Register via Dynamic Portal at www.cctexas.com available 24/7.
■ By phone 24/7 with a credit or debit card at 361-885-0751.
----------------------- * -------------------------
AUTHORIZED PAY STATIONS
All local HEB locations
Please allow 2 business days before due date to ensure proper credit.
----------------------- * -------------------------
Docusign Envelope ID: B7D829A4-08FD-4F36-A933-1 EC1 E3A1 F6138
,icui.iuuc.it jvuutc E-xawple
@CHRISTI
CITYOF
CORPUS City ofCorpus Christi
P 0.Box 9257-Corpus Christi,TX 78469-9257
(361)826-CITY-wm.cctexas.com
DISCONNECT NOTICE
1111 BATCHI
1
Past Due Amount: $562.77
CORPUS CHRISTI TX 78415
Disconnect Date After: 04/26/2024
Notice Date: 04/12/2024
Account Number: -
Request a Payment Arrangement
by visiting cctexas.com
YOUR UTILITY ACCOUNT REQUIRES ATTENTION
Payment of$562.77 must be received or payment arrangements made by 04/26/2024 to avoid
disconnection of service**. If the disconnect date falls on a holiday or weekend, the
disconnect date will be moved to the next working business day.
**In the case of a vacant, or Storm Water Only property, disconnection of services may not occur. Please reach
out to the Storm Water Hotline(361) 561-1100 to leave a message and our team will reach out to assist.
Accounts with late payments, returned checks, or disconnects for nonpayment may be subject to a
deposit to continue or reconnect service. If service is disconnected, the City of Corpus Christi may
require full payment of the past due amount and related service charges before reconnection.
Reconnection may be available with a payment arrangement, which includes a down payment.
Please note, mailed payments must be received prior to the disconnect date to prevent service
interruption.
By debit or credit card*: Visit ccpay.cctexas.com/iPSUB/PortalAccount/Login or call (361) 885-0751.
Check, cash, or money order*: In person at 1201 Leopard St, 1st Floor, Corpus Christi TX, 78401.
*Please have account number available at time of payment.
If you feel you have received this notice in error, please call 311 or (361) 826-CITY (2489) if
outside city limits.
Docusign Envelope ID: B7D829A4-08FD-4F36-A933-1 EC1 E3A1 F6138
@CHRISTI
CITYOFCity ofCarpus Christi
CO RPU S P.O.Box9257•Corpus Christi,TX 78469-9257
(311)826-CITY-wm.cctexas.com
AVISO DE DESCONEXION
Pago atrasado: $562.77
Fecha de desconexion despues: 04/26/2024
Fecha de notificacion: 04/12/2024
Numero de cuenta: -
Solicite un acuerdo de pago
visitando cctexas.com
SU CUENTA DE SERVICIOS PUBLICOS REQUIERE ATENCION
Se debe recibir el pago de $562.77 o hacer arreglos para el 04/26/2024 para evitar la
desconexion del servicio**. Si la fecha de desconexion cae en un dia festivo o fin de
semana, la fecha de desconexion se movers al siguiente dia habil.
**En el caso de una propiedad desocupada o solo para aguas fluviales, es posible que no se produzca la
desconexion de los servicios. Comuniquese con la linea directa de aguas pluviales (361)561-1100 para dejar
un mensaje y nuestro equipo se comunicara con usted para ayudarlo.
Las cuentas con pagos atrasados, cheques devueltos o desconexiones por falta de pago pueden estar
sujetas a un deposito para continuar o reconectar el servicio. Si se desconecta el servicio, la ciudad de
Corpus Christi puede requerir el pago total del monto adeudado y los cargos de servicio relacionados antes
de la reconexion.
La reconexion puede estar disponible con un acuerdo de pago, que incluye un pago inicial. Tenga en
cuenta que los pagos enviados por correo deben recibirse antes de la fecha de desconexion para evitar
la interrupcion del servicio.
Con tarjeta de debito o credito*: visite la pagina ccpay.cctexas.com/IPSUB/PortalAccount/Login o
Ilamar al (361) 885-0751. Con Cheque, efectivo o giro postal*: En persona en el 1201 Leopard St, 1st
Floor, Corpus Christi TX, 78401.
*Por favor tenga el numero de cuenta disponible al momento del pago.
Si cree que ha recibido este aviso por error, (lame al 311 o al (361) 826-CITY (2489) si esta fuera de los
limites de la ciudad.
Docusign Envelope ID: B7D829A4-08FD-4F36-A933-1 EC1 E3A1 F6138
Envelope Return Example
I i :. is,. PLACE
STAllS+
Front
01D YOU REMEMBER
TO NOTE YOUR ACCOUNT NUMBER ON YOUR CHECK?
...TO ENCLOSE THE PAYMENT STUB?
...TO SIGN YOUR CHECK?
PLEASE aQ NOT STAPLE OR TAPE PAYMENT TO STUS1
Back
Docusign Envelope ID: B7D829A4-08FD-4F36-A933-1 EC1 E3A1 F6138
Envelope Samples
�r '�•2 it K p�ti�L P'REut3RTED
Utilities Bubmcs, Office
P.O. Sox 9257
Corpus Christi,TX 78469-9257
ROLUM Sttry W ROQUOSted
�g
Front
s
Back
Docusign Envelope ID: 37D829A4-08FD-4F36-A933-1EC1E3A1F6138 .�hey Calendar Sample
ww
December
2023
Sunday Monday T Tuesday T Wednesday __T Thursday Friday Saturday
1 Upload 1,2,3,4 2
No Re-Reads
Work Billing
3 4 Upload 6 5 Upload 7 6 Upload 8 7 Upload 9/10 8 Upload 11&12 9
No Re-Reads No Re-Reads Re-Reads 1,2,3,4 Re-Reads 6 Re-Reads 7
Billing Work 1,2,3,4 Billing Work 6 Billing Work 7 Billing Work 8 Billing Work 98,10
10 11 No Upload 12 Upload 13&14 13 Upload 15&16 14 No Upload 15 No Upload 16
Re-Reads 8 No Re-Reads Re-Reads 9,10,11,12 No Re-Reads Re-Reads 13&14
Billing Work 11&12 Work Billing Billing Work 13&14 Billing Work 158,16 Work Billing
17 18 No Upload 19 No Upload 20 Upload 17&18 21 Upload 19&20 22 Upload 21 23
Re-Reads15&16 No Re-Reads No Re-Reads No Re-Reads No Re-Reads
Work Billing Work Billing Work Billing Billing Work 178,18 Billing Work 198,20
24 25 City�Holiday 26 No Upload 27 No Upload 28 No Upload 29 No Upload 30
VC!
±1�"'�� Re-Reads 17&18 Re-Reads 19&20 Re-Reads 21 No Re-Reads
HR MR Billing Work 21 Work Billing Work Billing Work Billing
31
Docusign Envelope ID: B7D829A4-08FD-4F36-A933-1 EC1 E3A1 F6B8
SC
Attachment B-Pricing Schedule
CITY OF CORPUS CHRISTI
Pricing Form
v CONTRACTS AND PROCUREMENT
. RFP No. 5842
�HRRR➢ORAZR
183`z Utility Bill Printing, Mailing and Insert Printing Services
PAGE 1
DATE: 5/9/2024
Usio Output Solutions, Inc. 2Q�Ni
PROPOSER AUT O IZED SIGNATURE
1. Refer to "Instructions to Proposers" and Contract Terms and Conditions before completing
proposal.
2. Provide your best price for each item.
3. In submitting this proposal, Proposer certifies that:
a. the prices in this proposal have been arrived at independently, without consultation,
communication, or agreement with any other Proposer or competitor, for the purpose
of restricting competition with regard to prices;
b. Proposer is an Equal Opportunity Employer; and the Disclosure of Interest information
on file with City's Contracts and Procurement office, pursuant to the Code of
Ordinances, is current and true.
c. Proposer has incorporated any changes issued through Addenda to the RFP in this
pricing,
UNIT TOTAL
ITEM DESCRIPTION QTY UNIT PRICE PRICE
1.0 Implementation 1 LS 0.000 $0.00
2.0 Printing and mailing of statements and 1,490,000 EA 0.119 $177,310.00
notices
3.0 Printing and processing of Small inserts up 90,000 EA 0.018 $1,620.00
to four colors, front and back
4.0 Printing and processing of Medium inserts 90,000 EA 0.027 $2,430.00
up to four colors, front and back
5.0 Printing and processing of Large inserts up 90,000 EA 0.032 $2,880.00
to four colors, front and back
6.0 City supplied Pre-Printed insert processing 90,000 EA 0.001 $900.00
fee
7.0 Postage price per mailing 1,490,000 EA 0.497 $740,530.00
3.0 Utility Bill Re-Design 1 LS 0.000 $0.00
Grand Total $ 925,670.00
Page 71 of 71
Docusign Envelope ID: B7D829A4-08FD-4F36-A933-1 EC1 E3A1 F6138
Attachment C -Insurance Requirements
LIABILITY INSURANCE
1 . Contractor must not commence work under this agreement until all insurance
required herein has been obtained and approved by the City's Risk Manager
or designee. Contractor must not allow any subcontractor to commence
work until all similar insurance required of the subcontractor has been so
obtained.
2. Contractor must furnish to the City's Risk Manager and Contract
Administrator, one (1) copy of Certificates of Insurance with applicable policy
endorsements showing the following minimum coverage by an insurance
company(s) acceptable to the City's Risk Manager or designee. The City
must be listed as an additional insured for the General Liability and Auto
Liability policies by endorsement, and a waiver of subrogation is required on
all applicable policies. Endorsements must be provided with Certificate of
Insurance. Project name and/or number must be listed in Description Box of
Certificate of Insurance.
TYPE OF INSURANCE MINIMUM INSURANCE COVERAGE
Bodily Injury and Property Damage
30-day advance written notice of Per occurrence - aggregate
cancellation, non-renewal, material
change or termination required on all
certificates and policies.
Commercial General Liability including: $1 ,000,000 Per Occurrence
1 . Commercial Broad Form
2. Premises - Operations
3. Products/ Completed Operations
4. Contractual Liability
5. Independent Contractors
6. Personal Injury- Advertising Injury
Errors and Omissions $1,000,000 Per Occurrence
$2,000,000 Aggregate
CYBER LIABILITY $1,000,000 Per Occurrence
$2,000,000 Aggregate
3. In the event of accidents of any kind related to this project, Contractor must
furnish the Risk Manager with copies of all reports of such accidents within 10
days of the accident.
RFP Template 03/15/2022
Docusign Envelope ID: B7D829A4-08FD-4F36-A933-1 EC1 E3A1 F6138
Additional Requirements -
1 . Applicable for paid employees, Contractor must obtain workers'
compensation coverage through a licensed insurance company. The
coverage must be written on a policy and endorsements approved by the
Texas Department of Insurance. The workers' compensation coverage
provided must be in an amount sufficient to assure that all workers'
compensation obligations incurred by the Contractor will be promptly met.
An All States endorsement shall be required if Contractor is not domiciled in
the State of Texas.
2. Contractor shall obtain and maintain in full force and effect for the duration
of this Contract, and any extension hereof, at Contractor's sole expense,
insurance coverage written on an occurrence basis, by companies
authorized and admitted to do business in the State of Texas and with an A.M.
Best's rating of no less than A- VII.
3. Contractor shall be required to submit replacement Certificate of Insurance
to City at the address provided below within ten days of any change made
by the Contractor or as requested by the City. Contractor shall pay any costs
incurred resulting from said changes. All notices under this Article shall be
given to City at the following address:
City of Corpus Christi
Attn: Risk Management
P.O. Box 9277
Corpus Christi, TX 78469-9277
4. Contractor agrees that with respect to the above required insurance, all
insurance policies are to contain or be endorsed to contain the following
required provisions:
■ List the City and its officers, officials, employees, and volunteers, as
additional insureds by endorsement with regard to operations,
completed operations and activities of or on behalf of the named
insured performed under contract with the City, with the exception of
the workers' compensation policy.
■ Provide for an endorsement that the "other insurance" clause shall not
apply to the City of Corpus Christi where the City is an additional insured
shown on the policy;
■ Workers' compensation and employers' liability policies will provide a
waiver of subrogation in favor of the City; and
RFP Template 03/15/2022
Docusign Envelope ID: B7D829A4-08FD-4F36-A933-1 EC1 E3A1 F6138
■ Provide 30 calendar days advance written notice directly to City of any
cancellation, non-renewal, material change or termination in coverage
and not less than ten calendar days advance written notice for
nonpayment of premium.
5. Within five calendar days of a cancellation, non-renewal, material change or
termination of coverage, Contractor shall provide a replacement Certificate
of Insurance and applicable endorsements to City. City shall have the option
to suspend Contractor's performance should there be a lapse in coverage at
any time during this contract. Failure to provide and to maintain the required
insurance shall constitute a material breach of this contract.
6. In addition to any other remedies the City may have upon Contractor's failure
to provide and maintain any insurance or policy endorsements to the extent
and within the time herein required, the City shall have the right to order
Contractor to stop work hereunder, and/or withhold any payment(s) which
become due to Contractor hereunder until Contractor demonstrates
compliance with the requirements hereof.
7. Nothing herein contained shall be construed as limiting in any way the extent
to which Contractor may be held responsible for payments of damages to
persons or property resulting from Contractor's or its subcontractor's
performance of the work covered under this contract.
8. It is agreed that Contractor's insurance shall be deemed primary and non-
contributory with respect to any insurance or self-insurance carried by the City
of Corpus Christi for liability arising out of operations under this contract.
9. It is understood and agreed that the insurance required is in addition to and
separate from any other obligation contained in this agreement.
2024 Insurance Requirements Exhibit
Purchasing—UBO
Customer Utility Billing Services
05/02/2024 Risk Management—Legal Dept.
RFP Template 03/15/2022
Docusign Envelope ID: B7D829A4-08FD-4F36-A933-1 EC1 E3A1 F6138
Attachment D - Warranty Requirements
"No manufacturer's warranty required for this Agreement."