)

AGREEMENT FOR BILL AND MAIL SERVICES

-----

- ------------------------ ---Mail-Stream,lnc.- --

-------- ---

----------- ------------------

THIS AGREEMENT is made and entered into as of the ~ay of ~L 2013 by

and between the City of Brentwood, a municipal corporation of the State ofcatornia ("City"), and
Mail Stream Inc., a California Corporation ("Contractor") (each a "Party" and collectively, the "Parties").
RECITALS

A.
City does not have available personnel specifically trained and experienced to perform
the special services required and requires the professional services of a Contractor that is experienced in
Utility Billing printing, inserting, and mailing services.
B.
Contractor has the necessary professional skills and experience necessary to perform
the services described in this Agreement.
C.
City desires to engage Contractor to provide these services by reason of its qualifications
and experience in performing such services
D.
Contractor has submitted a proposal to City and has affirmed its willingness and ability to
perform such work on the terms and manner set forth in this Agreement.
NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained
herein, the Parties agree as follows:
1.

Scope of Work.

1.1
City retains Contractor to perform, and Contractor agrees to render, those services {the
"Services") that are described in the attached Exhibit "A" which is incorporated by this reference, pursuant
to this Agreement's terms and conditions.
1.2
Contractor will be responsible for the professional quality, technical accuracy and
coordination of the Services. Contractor will, without additional compensation, correct or revise any errors
or deficiencies in the Services.
1.3.
Contractor will keep City informed on a regular basis that the Services are being
performed in accordance with the requirement and intentions of this Agreement.
If applicable; Contractor has designated those persons listed in Exhibit "A" to provide the
1.4
Services to the City. Contractor will not change or reassign those persons described in Exhibit "A" without
prior written notice to City, and will not replace those individuals with individuals to whom City has a
reasonable objection.
2.
Standard of Performance. Contractor acknowledges that in entering into this Agreement the City
is relying on Contractor's special skills and experience to do and perform the Services in accordance with
best standar.ds of professional practice. While performing the Services, Contractor will exercise the
reasonable professional care and skill customarily exercised by reputable members of Contractor's
profession practicing in the Northern California area. The acceptance of the Services by City does not
release Contractor from these obligations.

Contractor will be responsible for employing or engaging all persons necessary to perform the Services.
All of Contra.ctor's staff will be qualified by training and experience to perform their assigned tasks.
Contractor will give its personal attention to the fulfillment of the provisions of this Agreement by all of its
employees and subcontractors, if any, and will keep the Services under its control. On demand of City, if
any employee or subcontractor of Contractor fails or refuses to carry out the provisions of this Agreement

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or appears to be incompetent or to act in a disorderly or improper manner, he or she will be discharged

- --immediately from-the-Services;- --- - -- -- -- - - -- - ---- - --- --- -- -- -- -, - -- -- - -- ---- -- - - -- -- -- --- -3.
Term. Unless earlier terminated, the term of this Agreement will be effective for a period of two
years from the date first above written. The City Manager may amend the Agreement to extend it for two
additional one year periods. Extensions will be based upon a satisfactory review of Contractor's
performance, City needs, and appropriation of funds by the City Council. The parties will prepare a written
amendment indicating the effective date and length of the extended Agreement.
4.
Schedule. Contractor will generally adhere to the schedule set forth in Exhibit "A" provided, that
City will grant reasonable extensions of time for the performance of the Services occasioned by unusually
lengthy governmental reviews of Contractor's work product or other unavoidable delays occasioned by
unforeseen circumstances; provided, further, that such unavoidable delay will not include strikes,
lockouts, work stoppages, or other labor disturbances conducted by, or on behalf of, Contractor's officers
or employees.
Contractor acknowledges the importance to City of City's project schedule and agrees to put forth its best
professional efforts to perform the Services in a manner consistent with that schedule. City understands,
however, that Contractor's performance must be governed by sound practices. Contractor will work such
overtime ot engage such personnel and equipment as necessary to maintain the schedule, without
additional compensation.
5.

Compensation.

5.1
The total fee payable for the Services to be performed during the term of this Agreement
will be a not to exceed amount of forty-five thousand dollars ($45,000) for fiscal year 2013/14 and a not to
exceed amount of forty-five thousand dollars ($45,000) for fiscal year 2014/15, as may be further
specified in the attached Exhibits "A" and "A1." Postage expense will be per Exhibit "A1" of the proposal.
Programming services will be billed at a rate of $85.00 per hour. No other compensation for the Services
will be allowed except for items covered by subsequent amendments to this-Agreement.
5.2
Payment will occur only after receipt by City of invoices sufficiently detailed to include
hours performed, hourly rates, and related activities and costs for approval by City.
5.3
Within thirty (30) days after receipt of any applicable progress payment request, City will
verify the accuracy of the request, correct the charges where appropriate, and make payment to
Contractor in an amount equal to the amount of such application, as verified or corrected by City. No
payment made prior to completion and acceptance of the Services will constitute acceptance of any part
of the Services. City reserves the right to withhold payment from Contractor on account of Services not
performed satisfactorily, delays in Contractor's performance of Services, or other defaults hereunder.
6.
Status of Contractor. Contractor will perform the Services in Contractor's own way and pursuant
to this Agreement as an independent contractor and in pursuit of Contractor's independent calling, and
not as an employee of City. The persons used by Contractor to provide the Services under this
Agreement will not be considered employees of City for any purposes.
The payment made to Contractor pursuant to the Agreement will be the full and complete compensation
to which Contractor is entitled. City will not make any federal or state tax withholdings on behalf of
Contractor or its agents, employees or subcontractors. City will not pay ~ny workers' compensation
insurance, retirement contributions or unemployment contributions on behalf of Contractor or its
employees or subcontractors. Contractor agrees to indemnify and pay City within thirty (30) days for any
tax, retirement contribution, social security, overtime payment, unemployment payment or workers'
compensation payment which City may be required to make on behalf of Contractor or any agent,
employee, or contractor of Contractor for work done under this Agreement. At the City's election, City
may deduct the amounts paid pursuant to this Section, from any balance owing to Contractor.

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7.

Subcontracting. Contractor's services are unique and personal. Except as may be specified in

-Exhibit-'1A'~Gontractor-will-not--subcontract-any portion -of-the-Services-without-priorwritten-approval-of- - -- - - - - -- -- --

City Manager or his/her designee. If Contractor subcontracts any of the Services, Contractor will be fully
responsible to City for the acts, errors and omissions of Contractor's subcontractor and of the persons
either directly or indirectly employed by the subcontractor, as Contractor is for the acts and omissions of
persons directly employed by Contractor. Nothing contained in this Agreement will create any contractual
relationship between any subcontractor of Contractor and City. Contractor will be responsible for
payment of subcontractors. Contractor will bind every subcontractor and every subcontractor of a
subcontractor by the terms of this Agreement applicable to Contractor's work unless specifically noted to
the contrary in the subcontract and approved in writing by City.
8.
Other Contractors. The City reserves the right to employ other Contractors in connection with the
Services.
9.
Indemnification. Contractor will hold harmless, defend and indemnify City, its officers, agents,
volunteers and employees from and against any and all claims, demands, costs or liability including
attorney fees arising out of or in any way connected with the performance of ttiis Agreement, caused in
whole or in part by any act or omission of the Contractor, any of its subcontractors, anyone directly or
indirectiy employed by any of them or anyone for whose acts any of them may be liable, except to the
extent caused by the active negligence, sole negligence, or willful misconduct of City.
10.
Insurance. Contractor will obtain and maintain, at its cost and expense, for the duration of the
Agreement and any and all amendments, insurance against claims for injuries to persons or damage to
property which may arise out of or in conneCtion with performance of the Services by Contractor or
Contractor's agents, representatives, employees or subcontractors. The insurance will be obtained from
an insurance carrier admitted and authorized to do business in the State of California. The insurance
carrier is required to have a current Best's Key Rating of not less than "A:Vll."
10.1
Coverages and Limits. Contractor will maintain the types of coverages and minimum
limits indicated below, unless Risk Manager or City Manager, in consultation with the City Attorney
approves a lower amount. These minimum amounts of coverage will not constitute any limitations or cap
on Contractor's indemnification obligations under this Agreement. City, its officers, agents, volunteers
and employees make no representation that the limits of the insurance specified to be carried by
Contractor pursuant to this Agreement are adequate to protect Contractor. The coverage will contain no
special limitations on the scope of its protection to the above-designated insureds except for Workers
Compensation and errors and omissions insurance. Contractor will obtain occurrence coverage,
excluding Professional Liability, which will be written as claims-made coverage. If Contractor believes
that any required insurance coverage is inadequate, Contractor will obtain such additional insurance
coverage, as Contractor deems adequate, at Contractor's sole expense.
10.1.1
Commercial General Liabilitv Insurance. $1,000,000 combined single-limit per
occurrence for bodily injury, personal injury and property damage. If the submitted policies contain
aggregate limits, general aggregate limits will apply separately to the work under this Agreement or the
gerieral aggregate will be twice the required per occurrence limit.
10.1.2
Automobile Liabilitv. $1,000,000 combined single-limit per accident for bodily
injury and property damage.
10.1.3
Workers' Compensation and Employer's Liabilitv. Workers' Compensation
limits as required by the California Labor Code and Employer's Liability limits of $1,000,000 per accident
for bodily injury. Workers' Compensation and Employer's. Liability insurance will not be required if
Contractor has no employees and provides, to City's satisfaction, a declaration stating this.

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10.2
Endorsements. For Commercial General Liability Insurance and Automobile Liability
.. -Insurance, -Contractor will-ensure-that-the -policies-are endorsed-to-name-the City,-its-officers,agents, --
volunteers and employees as additional insureds. Prior to City's execution of this Agreement, Contractor
will furnish certificates of insurance and endorsements to City.
10.3
Cancellation. Insurance will be in force during the life of the Agreement and any
extensions of it and will not be canceled without thirty (30) days prior written notice to City sent pursuant
to the notice provisions of this Agreement.
10.4
Failure to Maintain Coverage. If Contractor fails to maintain any of these insurance
coverages, then City will have the option to declare Contractor in breach of this Agreement, or may
purchase replacement insurance or pay the premiums that are due on existing policies in order to
maintain the required coverages. Contractor is responsible for any payments made by City to obtain or
maintain insurance and City may collect these payments from Contractor or deduct the amount paid from
any sums due Contractor under this Agreement.
10.5
Submission of Insurance Policies. City reserves the right to require, at any time,
complete and certified copies of any or all required insurance policies and endorsements.
10.6
Primary Coverage. For any claims related to the Services and this Agreement, the
Contractor's insurance coverage will be primary insurance with respect to City, its officers, agents,
volunteers and employees. Any insurance or self-insurance maintained by City for itself, its officers,
agents, volunteers and employees, will be in excess of Contractor's insurance and not contributory with it.
10.7
Reduction in Coverage/Material Changes. Contractor will notify City in writing pursuant
to the notice provisions of this Agreement thirty (30) days prior to any reduction in any of the insurance
coverage required pursuant to this Agreement or any material changes to the respective insurance
policies .
. 10.8
Waiver of Subrogation. The policies shall contain a waiver of subrogation for the benefit
of City.
11.
Maintenance of Records. Contr~ctor will maintain complete and accurate records with respect to
costs incurred under this Agreement. All records will be clearly identifiable. Contractor will allow a
representative of City during normal business hours to examine, audit, and make transcripts or copies of
records and any other documents created pursuant to this Agreement. Contractor will allow inspection of
all work, data, documents, proceedings, and activities related to the Agreement for a period of three (3)
years from the date of final payment under this Agreement.
12.

Ownership of Documents.

12.1
All product produced by Contractor or its agents, employees, and subcontractors
pursuant to this Agreement (the "Work Product") is the property of City. In the event this Agreement is
terminated, all Work Product produced by Contractor or its agents, employees and subcontractors
pursuant to this Agreement will be delivered to City pursuant to the termination clause of this Agreement.
Contractor will have the right to make one (1) copy of the Work Product for Contractor's records.
12.2
The Work Product may be used by City and its agents, employees, representatives, and
assigns, in whole or in part, or in modified form, for all purposes City may deem advisable, without further
employment of or payment of any compensation to Contractor; provided, however, that if this Agreement
is terminated for any reason prior to completion of the Project and if under such circumstances City uses,
or engages the services of and directs another Contractor to use, the Work Product, City agrees to hold
Contractor harmless from any and all liability, costs, and expenses relative to claims arising out of matters
and/or events which occur subsequent to the termination of this Agreement as a result of causes other
than the fault or negligence of Contractor, or anyone for whose acts it is responsible, in preparation of the
Work Product. Contractor will not be responsible for deficiencies solely attributable to modifications of the

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-- --

Work Product performed by others, or that arise from use of the Documents in connection with a project
Product; - ------- -- --- -- --- ------------ ----

~or-site-other-than-that-shown-in-the-Work

13.
Copyrights. Contractor agrees that all copyrights that arise from the Services will be vested in
City and Contractor relinquishes all claims to the copyrights in favor of City.
14.
Confidentiality. All documents, reports, information, data, and exhibits prepared or assembled by
Contractor in connection with the performance of the Services pursuant to the Agreement are confidential
until released by the City to the public, and the Contractor will not make any of these documents or
information available to any individual or organization not employed by the Contractor or the City without
the written consent of the City before any such release.
15.
Notices. Any notices relating to this Agreement shall be given in writing and shall be deemed
sufficiently given and served for all purposes when delivered personally, by facsimile or by generally
recognized overnight courier service, or five (5) days after deposit in the United States mail, certified or
registered, return receipt requested, with postage prepaid, addressed as follows:
For City:

For Contractor:

City of Brentwood
150 City Park Way
Brentwood, CA 94513
-Phone No. (925) 516-5460
Facsimile No. (925) 516-5401
Attn: Leonor Godinez

Mail Stream, Inc.

125 Mason Circle, Suite K
Concord, CA 94520
Phone No. (925) 676-6711
Facsimile No. (925) 676-6756
Attn: Michelle Hollman

Either Party may change its address for purposes of this section by giving the other Party written notice of
the new address in the manner set forth above.
16.

Conflicts of Interest.

16.1
City will evaluate Contractor's duties pursuant to this Agreement to determine whether
disclosure under the Political Reform Act and City's Conflict of Interest Code is required of Contractor or
any of Contractor's employees, agents, or subcontractors. Should it be determined that disclosure is
required, Contractor or Contractor's affected employees, agents, or subcontractors will complete and file
with the City Clerk those schedules specified by City and contained in the Statement of Economic
Interests Form 700.
16.2
Contractor understands that its professional responsibility is solely to City. Contractor
warrants that it presently has no interest, present or contemplated, and will not acquire any direct or
indirect interest, that would conflict with its performance of this Agreement. Contractor further warrants
that neither Contractor, nor Contractor's agents, employees, subcontractors and Contractors have any
ancillary real property, business interests or income that will be affected by this Agreement or,
alternatively, that Contractor will file with the City an affidavit disclosing this interest. Contractor will not
knowingly, and will take reasonable steps to ensure that it does not, employ a person having such an
interest in the performance of this Agreement. If after employment of a person, Contractor discovers that
it has employed a person with a direct or indirect interest that would conflict with its performance of this
Agreement, Contractor will promptly disclose the relationship to the City and take such action as the City
may direct to remedy the conflict.
17.
General Compliance with Laws. Contractor will keep fully informed of federal, state and local
laws and ordinances and regulations which in any manner affect those employed by Contractor, or in any
way affect the performance of the Services by Contractor. Contractor will at all times observe and comply
with these laws, ordinances, and regulations and will be responsible for the compliance of the Services
with all applicable laws, ordinances and regulations.

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18.
Discrimination and Harassment Prohibited. Contractor will comply with all applicable local, state
- -and-federal laws and-regulations-prohibiting discrimination and harassment. - -- - - -- -- - --.. ---- - - .
19.
Termination. In the event of the Contractor's failure to prosecute, deliver, or perform the
Services, City may terminate this Agreement for nonperformance by notifying Contractor in writing
pursuant to the notice provisions of this Agreement. Contractor has five (5) business days to deliver any
documents owned by City and all work in progress to City address contained in this Agreement. City will
make a determination of fact based upon the work product delivered to City and of the percentage of work
that Contractor has performed which is usable and of worth to City in having the Agreement completed.
Based upon that finding City will determine the final payment of the Agreement. In the event City elects
to terminate, City will have the right to immediate possession of all Work Product and work in progress
prepared by Contractor, whether located at the project site, at Contractor's place of business, or at the
offices of a subContractor.
Either Party, upon tendering thirty (30) calendar days written notice to the other Party, may terminate this
Agreement for convenience. In this event and upon request of City, Contractor will assemble the work
product without charge and put it in order for proper filing and closing and deliver it to City. Contractor will
be paid for work performed to the termination date; however, the total will not exceed the lump sum fee
payable under this Agreement. City will make the final determination as to the portions of tasks
completed and the compensation to be made.
20.
Covenants Against Contingent Fees. Contractor warrants that Contractor has not employed or
retained any company or person, other than a bona fide employee working for Contractor, to solicit or
secure this Agreement, and that Contractor has not paid or agreed to pay any company or person, other
than a bona fide employee, any fee, commission, percentage, brokerage fee, gift, or any other
consideration contingent upon, or resulting from, the award or making of this Agreement. For breach or
violation of this warranty, City will have the right to terminate this Agreement for nonperformance, or, in its
discretion, to deduct from the Agreement price or consideration, or otherwise recover, the full amount of
the fee, commission, percentage, brokerage fees, gift, or contingent fee.
21.
Claims And Lawsuits. By signing this Agreement, Contractor agrees that any Agreement claim
submitted to City must be asserted as part of the Agreement process as set forth in this Agreement and
not in anticipation of litigation or in conjunction with litigation. Contractor acknowledges that if a false
claim is submitted to City by Contractor, it may be considered fraud and Contractor may be subject to
criminal prosecution. Contractor acknowledges that California Government Code sections 12650 et seq.,
the False Claims Act, applies to this Agreement and, provides for civil penalties where a person
knowingly submits a false claim to a public entity. These provisions include false claims made with
deliberate ignorance of the false information or in reckless disregard of the truth or falsity of information.
If City seeks to recover penalties pursuant to the False Claims Act, it is entitled to recover its litigation
costs, including attorney's fees. Contractor acknowledges that the filing of a false claim may subject
Contractor to an administrative debarment proceeding as the result of which Contractor may be
prevented to act as a Contractor on any public work or improvement for a period of up to five (5) years.
Contractor acknowledges debarment by another jurisdiction is grounds for City to terminate this
Agreement.

22.
Jurisdiction. Venue and Governing Law. Any action at law or in equity brought by either of the
Parties for the purpose of enforcing a right or rights provided for by this Agreement will be tried in a court
of competent jurisdiction in the County of Contra Costa, State of California, and the Parties waive all
provisions of law providing for a change of venue in these proceedings to any other county. This
agreement will be governed by the laws of the State of California.
23.
Testimony. Contractor will testify at City's request if litigation is brought against City in connection
with Contractor's services under this agreement. Unless the action is brought by Contractor, or is based
upon Contractor's actual or alleged negligence or other wrongdoing, City, upon prior written agreement

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with Contractor will compensate Contractor for time spent in preparation for testimony, testimony, and
-- - -travel at-Contractor!s-standard-hourly rates at the time of-actual testimony.---- - -- -- - - - - -- 24.
Successors and Assigns. It is mutually understood and agreed that this Agreement will be
binding upon the Parties and their respective successors. Neither this Agreement nor any part of it nor
any monies due or to become due under it may be assigned by Contractor without the prior written
consent of City, which will not be unreasonably withheld.

25.
Section Headings. Section headings as used in this Agreement are for convenience only and will
not be deemed to be a part of such sections and will not be construed to change the meaning of the
section.
26.

Waivers. The waiver by either Party of any breach or violation of any term, covenant, or condition
of this Agreement or of any applicable law will not be deemed to be a waiver of such term, covenant,
condition or law or of any subsequent breach or violation of same or of any c;>ther term, covenant,
condition or law. The acceptance by either Party of any fee or other payment which may become due
under this Agreement will not be deemed to be a waiver of any preceding breach or violation by the other
Party of any term, covenant, or condition of this Agreement or any applicable law.

27.
Entire Agreement. This Agreement, together with any other written document referred to or
contemplated by it embody the entire Agreement and understanding between the parties relating to the
subject matter of it. The City Manager is authorized, in consultation with the City Attorney, to agree to
non-material amendments to this Agreement. Neither this Agreement nor any of its provisions may be
amended, modified, waived or discharged except in a writing signed by both parties.
28.

Authoritv. The individuals executing this Agreement and the instruments referenced in it on
behalf of Contractor each represent and warrant that they have the legal power, right and actual authority
to bind Contractor to the terms and conditions of this Agreement.

Severabilitv. If any term, provision, condition or covenant of this Agreement or its application to
party or circum~tances shall be held, to any extent, invalid or unenforceable, the remainder of this
Agreement, or the application of the term, provision, condition or covenant to persons or circumstances
other than those as to whom or which it is held invalid or unenforceable, shall not be affected, and shall
be valid and enforceable to the fullest extent permitted by law.

29.

~ny

~2lim~kPrinted Name:

Title:

**

CITY:

furta'1 D !-\nuNNJ

'P41$~fil

ATTEST:

By:Ltrd:k/JJR.J LA_.;
Printed Name:

<6 Man6a_

Tffie:~

fb//tnall
APPROVED~

City Attorney

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If required by City, proper notarial acknowledgment of execution by Contractor must be attached. !f-2
-----Corporation 1 Agreement-must-be signed by one corporate officer-from-each of-the-following-two groups;- --- - - -- --- -- -*Group A.
Chairman,
President, or
Vice-President

**Group B.
Secretary,
Assistant Secretary,
CFO or Assistant Treasurer

Otherwise, the corporation must attach a resolution certified by the secretary or assistant secretary
under corporate seal empowering the officer(s) signing to bind the corporation.

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EXHIBITS "A", "A1", "B" and "C"

SCOPE OF SERVICES

9
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~~ ... ~,....,,...=.._c;:oo~a.e~-__,, _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _ _~~.....: ........-.,_,.,.,. _ _ _ _ _

- ---- - - ---- --- -- -- -~-- -ExhibitA - ---- - Submit with Proposal

SPECIFICATIONS (Checklist)
The vendor will meet or exceed the following:~ indicates minimum compliance)

I. Vendor Requirements:
I

Vendor must be a "Full 'Service" vendor capable of providing all services requested
including presorting, artwork, programming, etc.
,/" Vendor should have a backup plan for disaster recovery and business continuity. Provide
a detailed description with operations specific for processing statements should the main
vendor facility bcome inoperable.
v'/

Vendor will be responsible for procuring and warehousing forms and envelopes in
anticipation of printing needs at no cost.

/ ' Vendor will be responsible for all setup costs, including costs associated with integration
with the Tyler Tech lncode Utility Billing System.

V.

Vendor will provide #I 0 mailing envelopes with (two) 2 windows, for remitter and
addressee. No printing on #10 envelopes. No security pattern required.
Vendor will provide #9 return envelopes with (one) I window for addressee and (three) 3
lines printed in remitter location in upper-left corner of envelope. Ink color black. No
security pattern required.
Vendor must have the capability to allow search, view and print sample statements before
and after mailing.
All work shall be done at a location that provides security and supervision from start to
finish, including a well-defined quality control assurance program.
Vendor must have the ability to handle a high-volume production on a daily basis.

v'

Utility billing job functions must be handled start to finish on the same premise,
including in-house presorting.
Bill to the City will include at minimum the following information presented on a
monthly invojce:
~Detailed cost of print, fold, insert, meter, sort of regular bills
./- Detailed cost of print, fold, insert, meter, sort of delinquent notices
_L Detailed cost of print, fold, insert, meter, sort of final accounts: 1st notices
/
Detailed cost of print, fold, insert, meter, sort of final accounts: 2nd notices
---;;;"" Cost ofhouseholding certain statements

A-1

Exhibit A
Submit with Proposal
------ -------- -- ------ -------------LDetailed-cost-of-print,--fold,-insert-of-additional-materials-handled-such-as-- ---- --- ----- /inserts
~, Po~tage cost
~ Other charges

II. Printing:
_

~Vendor must be able to print bills single-sided, same or better level of detail as current
bills (sample irtclu{ied, see Exhibit E).

/'

Bill must be laser priilte(f utilizi~g at least a two_ (2) color process in order to color
highlight key data and information as specified by the City (~.e., Total Amount Due).
Vendor must l:iave ability to MICR/OCR laser ptint.
Vendor is capal;>le of providing a grapi9aJ presentation of the water con8umption data
cofiiparing usage for the last i i,.ffionth period.
Vencior is-cap~ble ofptintingstandard barcoding. Vendor is capable of pnnting standard MOD 10 calcul_atiori OCR line
Vendor may have multiple page and selective inserting capabilities;
Vendor m~st be able to laser image onto cut sheet (perforated) paper.
Vencior must be able to print in color advertisement on predesignated area of the
statement as outlined iii Exh11Jit E.
Imaging re,so,lution used in printing is 600 DP! or better.

/-

Ability to preprint forms, envelopes, and fliers (if necessary).

Warehouse preprinted forms (if necessary) in climate controlled facility for use at
specified time.

/ ' Vendor is

c~p~ble of double-sided printing.

III. Mailing
Requirements:
..
:
,_

~-

'

- "

_,

W'eekly on a specified given day (4 times per tnonth), IUI)S Of approximately 4,400
regular bil1s-t~quire printing, insertion, and mailing.
Weekly ( 4 times per month) approximately 55 final bills required printing, insertion, and
mailing.

A-2

. .

Exhibit A
Submit with Proposal
--- ------ -- -- - --\...: -Weekly-(4 times-:p(!r-month) -about-400-delinquent-bills-(2-SO-Fil'.st-N otiees-&-lSO-Seeond---- ---~~--
No~ices) require printing, insertion, and mailing.

Quarterly, approXimately 1,400 Bu~iriess License renewal notices require printing,

insertion, lirt4 mail~!ig.

/
/

v/

ririrtart}und: aqilitY tcrgarante.e .saJ:P.e .9ay :printing and ti.text d,~y 4~U:very to bulk mai1
ceri~et if flle is deliye(ed;~ya'. Certaifl tim.e (ple~se.specify tutofftfme).
. .
' ;

'

Vendor must J1a,ve (?ap~bitity to CASSiPAVE/NCOA ceiti_fy m<J.il piece to obtain the
lowest possible posta;ge rate,

~ Mu~t be able tQ sort tO the carrier route level.

/ ' Presort to conform to latest .USPS standard notification.

..:V--

Ol!tgoi~g in:~il ~h.~ll ineluge iii:>+4 b~m:o_qirig.

.

./

( Orie'81Il~'drier~tUrn eny~Iope and onefo~ht'(if any) per 6ri~elope.

VeridormW,;iJ:iayethe abilitytc;unatch.Md'hfindinsert multipiebHis.to the same owner
an<i rriailirtg:.~&dres,s,)ntfi~ apptopfiAt s,ize ertvelope, rriet~red first-class separate~y. arid
delivered
to-the t.JSPS
at the
as other
bills are delivered... .
.
.
.
.
. same time
'
.
'

'

'

'

/ ' City ofBrerttwood-~iUs wUl be sorted separately and delivered via courier to the Cityd~signated, persqri/focatiph.

/...

City of 13rentwood bills wjll be mailed' via I st Class MaiL Propos~r to ,provide the most
costeffe~tive malling optios avall~bl'e.when resi:)ontli~g to the RFP.

IV. Inserts

,_..,...-

Ven~or

must be able to print inserts and ineet the following requirements:

~Average Qantity:

17;6,00 per month

.;;/ Frequencyi Occ&_siqri<i,lly, qrie insert per regular b.ill
/ Arrivork:. City of Brentwood Logo/appfoyed color
Y HalftClhes: Orte pefiils~rt (optioiiab.
7 Fofd: to fit #w ~nvelope
. /. Er~Cin~: P~r thol._lsa,tid

~ Vendor in~tlle able to receive ~md accept for illailing drop-shipped inserts.
V.Tecbnology/Hardware

Vendor must have the ability to.wod.ify and design billing format; based upon changes
and/or upgrades tb current custolner billing system.
A-3

Exhibit A
Submit with Proposal

..-

Vendor shall provide a password secure/secure directory.

\ , / Vendor may provide one password per customer, vendor controlled-no unauthorized
access.
Vendor shall provide an emergency backup plan for production - ability to duplicate all
machinery to avoid an out of service situation.

_L

At a minimum, vendor has the ability to accept and receive data during 24 hours in the
following methods:
Electronic (Word, and PDF files)
CD and/or Flash Drive
Asynchronous transmission.
Capability to distinguish unique types of bills and use the appropriate color ink assigned
to each type of bills or notices:
Regular bills;
Delinquent Notices;
Final Bills;
Final Second Notices .
Ability to separate out inserts by unique type. Types might include but are not limited to
the following examples:

Regular Bill
Cycle/Routes
Zip codes
Customer type (residential, commercial)

Vendor shall have the ability to archive the data for viewing bills on-line or for use at a
later time, if needed, for a minimum time period of90 days.
VI . Additional Services

./

Vendor shall serve as a resource expert regarding USPS postal regulations.

Vendor shall serve as a resource for solution-based recommendations regarding
technological change(s).
Vendor shall provide additional mailing services for printing and/or mailing of notices.
Vendor shall have Scanner/imaging capability.

A-4

Exhibit A
Submit with Proposal
-

- - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - ------

vn.

-------

------ ------ -- --- --

-----------------~--------

--------------------------~

Artwork

.// All artwork, ,laycmts, plates, negatives, proofs, and all data discs, i.e., CD, DVD, etc.,
shall becorhe prdperty ()f t4e City of;Brei:itwood.
~

,,

'

<

of~il,lifig ~tat6m~nt will 'be:it1 accQ!d#c~ to Eklibit F;::l, as indicated by the

shaded! .hignlightd area&. ,c919r will be PM~ 357 unless -qtli.!Wjse wa~v~clby the City.

Layout

If..exil,~t (:_()fot 11).at~is hbt po~sib!~, "\'eii4or \vill prMtice the'~l-s_e~tsol6r matcJ:i.-: Only
colo:r saniples6fthe PMS 351 c9for indjcated'i11 tlie"Rf,P artdeq4if~cL -Provldirig sample
documents ' and7or reprociudlrig" the blliing -statement is opticmal when stlbclitt:ifll a
n:sponse.

/ ' ' City artWork (logo)' wiJl be in accord~~ce with City Graphic Standards Guide referenced
iil Exhil:>tt ~-2; 'E'.'.3, E-4 ap.d E-:~, urilt:s~ otherWst: waived by tlie City._ If ex:act log9
stagijig)s~iirig hotpo!)sible, vehtlonvm provjde' sain:pl~ billing :statements fclr approval
by the city.

is

Y!Jl. d6ilnd:~ritli1'tnf
ormafio.ri
'>,; ,:.
d_- -All hifoh:i:il;ltiofi:ptii:tted!~ri d1e utility. bills shall be consideted private arid confidential.
CompanyPtofile:

IX.

Is your firm? (Please'drcle one)

A. _- SC)LE PROPRIETORSHIP
PARTNERSHIP

YES

NO

CORPORATIQN

NO

\.'

H A ' k 01: Kffi 1V1 -:r: ~ L

Nmnber ,of_)t:mglqyee,s:
I

NO

B.

List Legal Name(s) ofCompahy:

o'

YES

.- -

'~

'A-5

Exhibit A
Submit with Proposal

SERVICE AND PERFORMANCE

1. The average response time upon receipt of transmission of file from the City.

2. Average processing time from print of bulk mail to delivery to Post Office.

l.Jti J)c.u/
I
3. Indicate the maximum number of inserts that can be included per utility bill or mailing.

4. List of equipment that would be used to print the utility bills and notices .

.J- ~
t2

(!.A-1.l;\lON ~R.110 Lf\.b.IL pg INT~&

:J:"rJf~iLl~I ki\J!:t:~::n;;K.

? '2..6C-:>R\l t-56- 'H AGHJj'JE.

2.:

P,0Jft'/1JJ1ii/fb

Sl?'2.1ao

3'. Pr[AJ&I/ 17l11A.!6 SRM:a /vi l..OCJ<.

5. Indicate any restrictions to inserts. For example, weight of paper, paper size, type of fold,
etc.

A-6

Exhibit A
Submit with Proposal
------- --- -- ------- ---- -- B.--1:ndicaterestrictionsJoracceptance ofaata transmissionauring anygiven2Zl-=liolirpefioo.-

7. Indicate capability for online management including real-time reports of job progress.

A-7

--

Exhibit Al
Submit with Proposal
--

--~---------

- --

----

---------- -- -- --

---

--

---

- - ----- -

---------

-SUMMARY-OF cil.ARGES ___ -- -Approximate

Quantity

Unit Cost

Monthly Fees:

Total

Bill printing (two-color)

(per piece)(single-sided)

Bill printing (two-color)

(per piece)(double-sided)

#9 window envelopes

# 10 window envelopes

$ ..

Postage per piece

D. 3/p

17,600

c
$ &::.3~?l. co

Labor cost for folding &

inserting per utility bill

,C06

17,600

JL-1-C. 6C>

Labor cost for inserting

return envelope

.co0

17,600

I LfD.C.)

Labor cost for folding &

inserting additional insert

17,600-

6520

c t./95

17,600

'87/.UJ

, D5Cff3

17,600

I 0-~.J.. Yt?;

, Dt7L/-

17,600

2{,;Yr_,. J...

17,600

0195

Ct)2-

'+

.:..)'-/- ~ ' 2-

Final bill printing (two-color)

(per piece)(single-sided)

.c-~q5

220

IO"GC[

Final bill printing (two-color)

(per piece)(double-sided)

,{..,;~15cf5

220

13. ll?

#9 window envelopes

011q

220

3 - E)3

#10 window envelopes

.01q0

220

4-.~1

Postage per piece

0~21.L'J

220

7q,w

Labor cost for folding &

inserting per utility bill

.il":l~

220

1.7h-

Labor cost for inserting

return envelope

,c;of?

220

t .7~

Labor cost for folding &

inserting additional insert

220

2.04-

()17-

Al-1

--------

-----

~::~

-.-

-:

~-~

,,,-

..

~,

..

.,:,... , .,

...~

..

.--

Exhibit Al
Submit with Proposal
--- --------------------- --

- - - ---

---

- - ---- -

---~--

Approximate
Quantity

Unit Cost

Monthly Fees:

Delinquent notice printing(two-color)$

(per piece)(single-sided)
Delinquent notice printing(two-color)$
(per piece)(double-sided)

----- ---------

{,?+qs-

1,600

, Q5CJ8

1,600

'JC/.
. 2-D

s'-/

#9 window envelopes

; 01 7tf

1,600

;21.

# 10 window envelopes

"01q0

1,600

31.oft.,

Postage per piece

J~30

1,600

$ 57~.oo

Labor cost for folding &

inserting per utility bill

~006

1,600

i2.6CJ

Labor cost for inserting

return envelope

' {)()g

1,600

i2 _fr;J

Labor cost for folding &

inserting additional insert

1,600

3.2.D

Monthly Warehousing fees

Ai/A
I

-e-

Other (specify)

All.A
,

Sales Tax

D-

. {)-

[>{)2-

Total Monthly Cost

Al-2

r'

s .tt>tG2 .OS-

, --

''~

_, -

,.- '"' ,.

~--:- -.cc-~:-.,.

: ."<'>

Exhibit Al
Submit with Proposal
.Approximate -
Quantity

Unit Cost

Quarterly Fees:
Business license renewal notice
(two-color)(per piece)(single-sided) $
Business license renewal notice
(two-color)(per piece)(double-sided) $

,Q/95
. t)5l-J8

, C/.

1,400

3 "'
fr'~-C..1

1,400

85./~

#9 window envelopes

$ .. {)[7~

1,400

24-. 6&)

# 10 window envelope

$ ,

01q1o

1,400

:)_ 7 Lf':i_

Postage per piece

,3&i

1,400

'"'5D'f. LJD

Labor cost for folding &

inserting per utility bill

{)C/8

1,400

11. UJ

Labor cost for inserting

return envelope

.006

1,400

l l. 2.0

Labor cost for folding &

inserting additional insert

-'coJ__

1,400

2 _6C->

Quarterly Warehousing fees

N/A

-A

Other (specify)

r.Jlfo...

A.,.

Sales Tax

-e-

Total Quarterly Cost

Total Cost for 12 months plus the additional 4 quarters for an

Annual Grand Total:

Al-3

'l!JL/-.02-

s /J...5,1~4. qt~

ExhibitB
Submit with Proposal

STATEMENT OF PROPOSER'S QUALIFICATIONS AND REFERENCES

The proposer is required to state the proposer's financial ability and a general description of
similar work performed.
Required Qualifications: Proposer must have satisfactorily completed municipal projects in the
last five years of comp~able size to the scope of this project.
Number of years engaged in providing the work included within the scope of the specifications
under the present business name:

0.8

List and describe fully the last three contracts performed by your firm which demonstrate your
ability to complete the work included within the scope of the specifications. Reference to clients
who use Incode Utility Billing software is highly desirable. Attach additional pages if required.
The City reserves the right to contact each of the references listed for additional information
regarding your firm's qualifications.
1.1

Reference No. 1

c.At"

C-f :PrW-.Y@u..R&Customer Name:

Contact Individual: OOiiYL Olrdoi'"'t:.."L
Address:
l(;SO-Tv/6 Ah2(>-Uez 1
Contract Amount:
;2(J1 c...yX:::>:W
Description of work done:

Phone No/72-$-2.5 2 -'-fCi53

Prituu-1:/ Cit_

' .

1.2

11

qlf51;;5"

Year: _.z.._==~'-(=-)-'~='-:10-.--_ _ _ _ __

Reference No. 2
.

L,..,.-

.L

, I I_

I"\\

.._

'--4--

Customer Name:
(\Aln...i.t l~~n::v Vva1e(' d.li01"Y'lc..f
Contact Individual:
,q.1)~6::g..J
Phone No.- C"f2s~-'2e.13.:@J/ (
Address:
J72:f\ r orx oa1 Av'?i1U1v .po Box H2/J, Croc. a~t,ooq~f
Contract Amount:
t CQ:':>; (()
~ Year: -=2,,.0C:...=..:J=O"'-------Description of work done:
.

:UX'fl

l/

um (it...u.J~t~~rn; Attr(., Rrc,c.es5J nq~.

B-1

r11f)ll--A:2oc iSS!AJ&:,. ,P,eEso/LTZ;c..}(:-

-~

f: .... , .

-~.,,...~~.-.

-.~...._..,...,._-,,

.--... , .._,., ......... :..- ...

-.~

- ... - ...... : ........ .,. ...... r . ,_....

, ...

,.,., ,._.

ExhibitB
Submit with Proposal
/ ---- -----------------

--S-'f:A-'fE-MEN'f-()F-PRGPGSER'S-~l::JAE-IFICA-'fieNS-ANfi-REFERENeEs--

---- --- -- ----------

(Co~~

_STATE OF CALIFORNIA, COUNTY OF

Qx:,,)ffi1._.

l~C~

ram the. Vic't--fl-Y.~}~:):=

______ .__ _.
---..,....----'------'---'"-'--,,-,-,--------___,....----''-.-----~""""-. ofkJ41L- S7RFffk1 .:tj\l(1.
--'----- the proposer herein. I have read the fore~oing s_tat~ment aria know the contents
thereof; arid I certify' that the sarrie is true

of my own knowledge,' except<'as to those rri~tters

which are therein stated upon information or belief, and as to those m?tters I believe them to be
true.

at' . l~i")t.6'.\-t::t _

cp111ce)
I declare, under penalty of perjury, thatthe foregoing is tiue and correct.

Signature of Proposer

. Title

_;-'California.

..... ,.,, ....

.~'"

..... ..
~

"-.~~--

..

.. , .... -..

~-1-:.

~"'"'"

., .., .... ,_ - .. - ....

-~

.,~

....

E~ibitC

Submit with :Proposal

Pursuapttp Section 10162 ofthe Public Contrad Code the prop()ser shall state whyther such pr.oppser, apy
office~ o;r employee.ofsuch pr()poser wh<J, haj;.a proprietary interest in~uc~ propqser has ,evr;t been clisqiialif1~4,
Tyrri'ovdi, dfu.e1iyise preven~ed ffQID, .prop'9sing ()~ or completiiigJf Fed~al, t~!~ . or lpcal governrrieht,projc~
because of a vic>fation:ofl~wor
a .safty
reg~Jation; and if so'; ~xpl~in thecifc"!iriist;;uices,
.
' '
. .
- .
.
.
: .

qr

'

'

....-.

I. Do you have any clis,9ualificatim1, removal, etc., as described in the above paragraphto declare?
Yes - - 2. If yes, explain the circumstanc~s.

Executed on. ~------~ at ~-...----~ California.

I c;ieclare, under penalty of perjury, that the foregoing is true and correct.

~.ri~f:L~
SignatUr(s) o:f /\uiliorlze~lPropos~r

Signatlife(s) of Authotj#d Propos~r

Tltfo .. .

Titfo

.,J,

--

_-

C-1