Contract - DataProse, Inc. - 12/13/2016 CITY OF ROUND ROCK
AGREEMENT FOR PURCHASE OF
PRINTING AND MAILING SERVICES FOR UTILITY BILLINGS
FROM DATAPROSE, INC.
THE STATE OF TEXAS §
CITY OF ROUND ROCK § KNOW ALL BY THESE PRESENTS:
COUNTY OF WILLIAMSON §
COUNTY OF TRAVIS §
That this Agreement for purchase of goods, labor, and services to print, insert and mail
the City of Round Rock Utility Billing Department bills on a weekly basis, referred to herein as
the "Agreement," is made and entered into on this the (��ay of the month of December,
2016, between the CITY OF ROUND ROCK, TEXAS, a home-rule municipality whose offices
are located at 221 East Main Street, Round Rock, Texas 78664 (referred to herein as "City"), and
DATAPROSE, whose offices are located at 1122 W. Bethel Road, Suite 100, Coppell, Texas
75019 (referred to herein as the"Vendor").
The purpose of this Agreement is to contractually bind Vendor to provision of all
equipment, materials, and labor necessary to receive and convert (if required) billing information
for printing monthly water utility bills and cut-off notices, print statements and notices with
variable billing data, fold and insert with return envelope and any additional inserts, seal mailing
envelopes, and mail to customers within City-specified timeframes.
RECITALS:
WHEREAS, City desires to purchase from Vendor the goods, labor, and services to
print, insert and mail the City of Round Rock Utility Department bills; and
WHEREAS, City entered into an Interlocal Agreement for Joint and Cooperative
Purchasing with the City of Cedar Park, Texas, on July 9, 2009, pursuant to Resolution No. R-
09-07-09-9A1, attached as Exhibit"A" and incorporated herein; and
WHEREAS, said Interlocal Agreement was entered into for the purpose of allowing the
City and the City of Cedar Park to jointly procure materials, supplies, goods, services or
equipment pursuant to Subchapter F, Chapter 271 of the Texas Local Government Code; and
WHEREAS, the City of Cedar Park previously entered into an Agreement with Vendor
on July 24, 2012, for the purchase of goods, labor, and services to print, insert and mail the City
of Cedar Park's water utility bills (see Exhibit"A"); and
WHEREAS, City desires to purchase the goods and services set forth herein pursuant to
Chapter 271.102(c) in lieu of seeking competitive bids; and
00333667882(/ss2 II
WHEREAS, the parties desire to enter into this Agreement to set forth in writing their
respective rights, duties, and obligations;
NOW,THEREFORE,WITNESSETH:
That for and in consideration of the mutual promises contained herein and other good and
valuable consideration,the receipt and sufficiency of which are hereby acknowledged, the parties
mutually agree as follows:
1.01 DEFINITIONS
A. Agreement means the binding legal contract between City and Vendor whereby
City is obligated to buy specified goods and Vendor is obligated to sell same. The Agreement
includes: (a) Interlocal Agreement between City and the City of Cedar Park for cooperative
purchasing attached as Exhibit "A"; (b) pricing set forth in Exhibit `B"; and (c) any exhibits,
addenda, and/or amendments thereto.
B. City means the City of Round Rock,Williamson and Travis Counties, Texas.
C. Effective Date means the date upon which the binding signatures of both parties
to this Agreement are affixed.
D. Force Majeure means acts of God, strikes, lockouts, or other industrial
disturbances, acts of the public enemy, orders of any kind from the government of the United
States or the State of Texas or any civil or military authority, insurrections, riots, epidemics,
landslides, lightning, earthquakes, fires, hurricanes, storms, floods, restraint of the government
and the people, civil disturbances, explosions, or other causes not reasonably within the control
of the party claiming such inability.
E. Goods and services mean the specified services, supplies, materials,
commodities, or equipment.
F. Vendor means DataProse, Inc. or any of its successors or assigns.
2.01 EFFECTIVE DATE, TERM,ALLOWABLE RENEWALS, PRICES FIRM
A. This Agreement shall be effective on the date it has been signed by both parties
hereto, and shall remain in full force and effect unless and until it expires by operation of the
term stated herein, or until terminated or extended as provided herein.
B. The term of this Agreement shall be for five (5) years from the effective date
hereof. Prices shall be firm for the duration of this Agreement. No separate line item charges
shall be permitted for invoicing purposes, including but not limited to equipment rental,
demurrage, costs associated with obtaining permits, or any other extraneous charges.
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D. City reserves the right to review the relationship at any time, and may elect to
terminate this Agreement with or without cause or may elect to continue.
3.01 CONTRACT DOCUMENTS AND EXHIBITS
The Interlocal Cooperation Agreement between City and the City of Cedar Park attached
as Exhibit "A," and the goods and services which are the subject matter of this Agreement as
described in Exhibit `B," together with this Agreement, comprise the total Agreement and they
are fully a part of this Agreement as if repeated herein in full.
This Agreement supersedes and replaces any previous agreements between the parties
and shall supersede any prior proposals, correspondence or discussions.
4.01 SCOPE OF WORK
Vendor shall satisfactorily provide all deliverables and services described in Exhibit `B"
within the contract term specified. A change in the Scope of Services and any additional fees
related thereto must be negotiated and agreed in all relevant details, and must be embodied in a
valid Supplemental Agreement as described herein.
5.01 COSTS
The City shall pay the Vendor for services rendered as described herein the prices set
forth on page twenty(20) of Exhibit`B" of this Agreement.
6.01 INVOICES
All invoices shall include, at a minimum, the following information:
A. Name and address of Vendor;
B. Purchase Order Number;
C. Description and quantity of items received; and
D. Delivery dates.
7.01 NON-APPROPRIATION AND FISCAL FUNDING
This Agreement is a commitment of City's current revenues only. It is understood and
agreed that City shall have the right to terminate this Agreement at the end of any City fiscal year
if the governing body of City does not appropriate funds sufficient to purchase the services as
determined by City's budget for the fiscal year in question. City may effect such termination by
giving Vendor a written notice of termination at the end of its then-current fiscal year.
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8.01 PROMPT PAYMENT POLICY
In accordance with Chapter 2251, V.T.C.A., Texas Government Code, any payment to be
made by City to Vendor will be made within thirty (30) days of the date City receives goods
under this Agreement, the date the performance of the services under this Agreement are
completed, or the date City receives a correct invoice for the goods or services, whichever is
later. Vendor may charge interest on an overdue payment at the "rate in effect" on September 1
of the fiscal year in which the payment becomes overdue, in accordance with V.T.C.A., Texas
Government Code, Section 2251.025(b). This Prompt Payment Policy does not apply to
payments made by City in the event:
(a) There is a bona fide dispute between City and Vendor, a contractor,
subcontractor, or supplier about the goods delivered or the service performed
that cause the payment to be late; or
(b) There is a bona fide dispute between Vendor and a subcontractor or between a
subcontractor and its supplier about the goods delivered or the service
performed that causes the payment to be late; or
(c) The terms of a federal contract, grant, regulation, or statute prevent City from
making a timely payment with federal funds; or
(d) The invoice is not mailed to City in strict accordance with any instruction on
the purchase order relating to the payment.
9.01 GRATUITIES AND BRIBES
City may, by written notice to Vendor, cancel this Agreement without incurring any
liability to Vendor if it is determined by City that gratuities or bribes in the form of
entertainment, gifts, or otherwise were offered or given by Vendor or its agents or
representatives to any City officer, employee or elected representative with respect to the
performance of this Agreement. In addition, Vendor may be subject to penalties stated in Title 8
of the Texas Penal Code.
10.01 TAXES
City is exempt from Federal Excise and State Sales Tax; therefore, tax shall not be
included in Vendor's charges.
11.01 ORDERS PLACED WITH ALTERNATE VENDORS
If Vendor cannot provide the goods as specified, City reserves the right and option to obtain the
products from another supplier or suppliers.
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12.01 INSURANCE
Vendor shall meet all of City's insurance requirements as set forth on the City's website
at http://www.roundrocktexas.gov/wp-content/u]21oads/2014/12/corr insurance 07.20112.pdf.
Failure to meet or maintain City's insurance requirements shall be considered a material breach
of this Agreement.
13.01 CITY'S REPRESENTATIVE
City hereby designates the following representative(s) authorized to act in its behalf with
regard to this Agreement:
Irma Mendoza
Utility Billing Manager
221 East Main Street,
Round Rock,Texas 78664
512-218-5465
14.01 RIGHT TO ASSURANCE
Whenever either party to this Agreement, in good faith, has reason to question the other
party's intent to perform hereunder, then demand may be made to the other party for written
assurance of the intent to perform. In the event that no written assurance is given within the
reasonable time specified when demand is made, then and in that event the demanding party may
treat such failure as an anticipatory repudiation of this Agreement.
15.01 DEFAULT
If Vendor abandons or defaults under this Agreement and is a cause of City purchasing
the specified goods elsewhere, Vendor agrees that it may be charged the difference in cost, if
any, and that it will not be considered in the re-advertisement of the service and that it may not
be considered in future bids for the same type of work unless the scope of work is significantly
changed.
Vendor shall be declared in default of this Agreement if it does any of the following:
A. Fails to make any payment in full when due;
B. Fails to fully, timely and faithfully perform any of its material obligations under
this Agreement;
C. Fails to provide adequate assurance of performance under the "Right to
Assurance" section herein; or
D. Becomes insolvent or seeks relief under the bankruptcy laws of the United States.
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16.01 TERMINATION AND SUSPENSION
A. City has the right to terminate this Agreement, in whole or in part, for
convenience and without cause, at any time upon thirty (30) days' written notice to Vendor.
B. In the event of any default by Vendor, City has the right to terminate this
Agreement for cause, upon ten(10) days' written notice to Vendor.
C. Vendor has the right to terminate this Agreement only for cause, that being in the
event of a material and substantial breach by City, or by mutual agreement to terminate
evidenced in writing by and between the parties.
D. In the event City terminates under subsections (A) or (B) of this section, the
following shall apply: Upon City's delivery of the referenced notice to Vendor, Vendor shall
discontinue all services in connection with the performance of this Agreement and shall proceed
to cancel promptly all existing orders and contracts insofar as such orders and contracts are
chargeable to this Agreement. Within thirty (30) days after such notice of termination, Vendor
shall submit a statement showing in detail the goods and/or services satisfactorily performed
under this Agreement to the date of termination. City shall then pay Vendor that portion of the
charges, if undisputed. The parties agree that Vendor is not entitled to compensation for services
it would have performed under the remaining term of the Agreement except as provided herein.
17.01 INDEMNIFICATION
Vendor shall defend (at the option of City), indemnify, and hold City, its successors,
assigns, officers, employees and elected officials harmless from and against all suits, actions,
legal proceedings, claims, demands, damages, costs, expenses, attorney's fees, and any and all
other costs or fees arising out of, or incident to, concerning or resulting from the fault of Vendor,
or Vendor's agents, employees or subcontractors, in the performance of Vendor's obligations
under this Agreement, no matter how, or to whom, such loss may occur. Nothing herein shall be
deemed to limit the rights of City or Vendor (including, but not limited to the right to seek
contribution) against any third party who may be liable for an indemnified claim.
18.01 COMPLIANCE WITH LAWS, CHARTER AND ORDINANCES
A. Vendor, its agents, employees and subcontractors shall use best efforts to comply
with all applicable federal and state laws, the Charter and Ordinances of the City of Round Rock,
as amended, and with all applicable rules and regulations promulgated by local, state and
national boards,bureaus and agencies.
B. Vendor acknowledges and understands that City has adopted a Storm Water
Management Program (SWMP) and an Illicit Discharge Ordinance, Sections 14-139 through 14-
152 of the City's Code of Ordinances, to manage the quality of the discharges from its Municipal
Separate Storm Sewer System (MS4) and to be in compliance with the requirements of the Texas
Commission on Environmental Quality (TCEQ) and the Texas Pollutant Discharge Elimination
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System (TPDES). The Services Provider agrees to perform all operations on City-owned
facilities in compliance with the City's Illicit Discharge Ordinance to minimize the release of
pollutants into the MS4. The Services Provider agrees to comply with of the City's stormwater
control measures, good housekeeping practices and any facility specific stormwater management
operating procedures specific to a certain City facility. In addition, the Services Provider agrees
to comply with any applicable TCEQ Total Maximum Daily Load (TMDL) Requirements and/or
I-Plan requirements.
19.01 ASSIGNMENT AND DELEGATION
The parties each hereby bind themselves, their successors, assigns and legal
representatives to each other with respect to the terms of this Agreement. Neither party shall
assign, sublet or transfer any interest in this Agreement without prior written authorization of the
other party.
20.01 NOTICES
All notices and other communications in connection with this Agreement shall be in
writing and shall be considered given as follows:
1. When delivered personally to recipient's address as stated in this Agreement; or
2. Three (3) days after being deposited in the United States mail, with postage
prepaid to the recipient's address as stated in this Agreement.
Notice to Vendor:
DataProse, Inc.
1122 W. Bethel Road, Suite 100
Coppell, TX 75019
Notice to City:
City Manager
221 East Main Street
Round Rock,TX 78664
AND TO:
Stephan L. Sheets, City Attorney
309 East Main Street
Round Rock, TX 78664
Nothing contained herein shall be construed to restrict the transmission of routine
communications between representatives of City and Vendor.
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21.01 APPLICABLE LAW; ENFORCEMENT AND VENUE
This Agreement shall be enforceable in Round Rock, Texas, and if legal action is
necessary by either party with respect to the enforcement of any or all of the terms or conditions
herein, exclusive venue for same shall lie in Williamson County, Texas. This Agreement shall be
governed by and construed in accordance with the laws and court decisions of the State of Texas.
22.01 EXCLUSIVE AGREEMENT
This document, and all appended documents, constitutes the entire Agreement between
Vendor and City. This Agreement may only be amended or supplemented by mutual agreement
of the parties hereto in writing, duly authorized by action of the City Manager or City Council.
23.01 DISPUTE RESOLUTION
If a dispute or claim arises under this Agreement, the parties agree to first try to resolve
the dispute or claim by appropriate internal means, including referral to each party's senior
management. If the parties cannot reach a mutually satisfactory resolution, then and in that event
any such dispute or claim will be sought to be resolved with the help of a mutually selected
mediator. If the parties cannot agree on a mediator, City and Vendor shall each select a mediator
and the two mediators shall agree upon a third mediator. Any costs and fees, other than attorney
fees, associated with the mediation shall be shared equally by the parties.
City and Vendor hereby expressly agree that no claims or disputes between the parties
arising out of or relating to this Agreement or a breach thereof shall be decided by any arbitration
proceeding, including without limitation, any proceeding under the Federal Arbitration Act (9
USC Section 1-14) or any applicable state arbitration statute.
24.01 SEVERABILITY
The invalidity, illegality, or unenforceability of any provision of this Agreement or the
occurrence of any event rendering any portion or provision of this Agreement void shall in no
way affect the validity or enforceability of any other portion or provision of this Agreement. Any
such void provision shall be deemed severed from this Agreement, and the balance of this
Agreement shall be construed and enforced as if this Agreement did not contain the particular
portion or provision held to be void. The parties further agree to amend this Agreement to
replace any stricken provision with a valid provision that comes as close as possible to the intent
of the stricken provision. The provisions of this section shall not prevent this entire Agreement
from being void should a provision which is of the essence of this Agreement be determined to
be void.
25.01 MISCELLANEOUS PROVISIONS
Standard of Care. Vendor represents that it employs trained, experienced and
competent persons to perform all of the services, responsibilities and duties specified herein and
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that such services, responsibilities and duties shall be performed in a manner according to
generally accepted industry practices.
Time is of the Essence. Vendor understands and agrees that time is of the essence and
that any failure of Vendor to fulfill obligations for each portion of this Agreement within the
agreed timeframes will constitute a material breach of this Agreement. Vendor shall be fully
responsible for its delays or for failures to use best efforts in accordance with the terms of this
Agreement. Where damage is caused to City due to Vendor's failure to perform in these
circumstances, City may pursue any remedy available without waiver of any of City's additional
legal rights or remedies.
Force Majeure. Neither City nor Vendor shall be deemed in violation of this Agreement
if it is prevented from performing any of its obligations hereunder by reasons for which it is not
responsible as defined herein. However, notice of such impediment or delay in performance must
be timely given, and all reasonable efforts undertaken to mitigate its effects.
Multiple Counterparts. This Agreement may be executed in multiple counterparts, any
one of which shall be considered an original of this document; and all of which, when taken
together, shall constitute one and the same instrument.
[Signatures are on the following page.]
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IN WITNESS WHEREOF, City and Vendor have executed this Agreement on the dates
indicated.
City of Round Rock,Texas DataProse,Inc.
By:
By: �
�i ,-►, /
Printed Name: Printed Name:
Title: V/ a Title: 1=U
Date Signed: Date Signed: Z Z z
Attest:
By:
Sara L. White, City Clerk
For City, p roved as to For :
By
Stephan . Sheets, City Attorney
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RESOLUTION NO. R-09-07-09-9A1
WHEREAS, Chapter 791 of the Texas Government Code, V.T.C.A. ,
authorizes local governments and agencies of the state to enter into
agreements with one another to perform governmental functions and
services, and
WHEREAS, the City of Round Rock wishes to enter into an
Interlocal Agreement between the Cities of Cedar Park, Hutto,
Leander, Georgetown and Taylor and the Brushy Creek Regional Utility
Authority, Inc. for the purpose of participating in joint and
cooperative purchasing, Now Therefore
BE IT RESOLVED BY THE COUNCIL OF THE CITY OF ROUND ROCK,
TEXAS,
That the Mayor is hereby authorized and directed to execute on
behalf of the City an Interlocal Agreement for Joint and Cooperative
purchasing between the Cities of Round Rock, Cedar Park, Hutto,
Leander, Georgetown and Taylor, Texas and the Brushy Creek Regional
Utility Authority, Inc. , a copy of same being attached hereto as
Exhibit "A" and incorporated herein for all purposes.
The City Council hereby finds and declares that written notice
of the date, hour, place and subject of the meeting at which this
Resolution was adopted was posted and that such meeting was open to
the public as required by law at all times during which this
Resolution and the subject matter hereof were discussed, considered
and formally acted upon, all as required by the Open Meetings Act,
Chapter 551, Texas Government Code, as amended.
Exhibit "A"
01\Wdcm\SCClnt6\0112\0905\KaNICSPAL\R90709A1.DOC/=
RESOLVED this 9th day of July, 2009.
0'"",---
ALAN MCGRAW, Mayor
City of Round Rock, Texas
ATTEST:
&q0-1-kl'�&
SARA L. WHITE, City Secretary
Exhibit "A"
2
INTERLOCAL AGREEMENT
FOR JOINT AND COOPERATIVE PURCHASING
BETWEEN THE CITIES OF ROUND ROCK.CEDAR PARK LHUTTO,
LEANDER.GEORGETOWN,AND TAYLOR,TEXAS AND
THIS BRUSHY CREEK REGIONAL UTILITY AUTHORITY,INC
This Interlocal Agreement(hereinafter referred to as the"Agreement')is entered
into by and between the undersigned Local Governments of the State of Texas, namely
the City of Round Rock,Texas,the City of Cedar Park,Texas,the City of Hutto,Texas,
the City of Leander, Texas, the City of Georgetown, Texas, the City of Taylor, Texas,
and the Brushy Creek Regional Utility Authority, Inc. (hereinafter referred to as the
"Local Governments'), acting by and through their respective signature authorities,
pursuant to and under authority of the Interlocal Cooperation Act, Chapter 791 of the
Texas Government Code, for the purpose of participating in joint and cooperative
purchasing. The undersigned Local Governments may be referred to in this Agreement
individually as a"Party"and collectively as the"Parties."
RECITALS:
WHEREAS, this Agreement is authorized by Chapter 791 of the Texas
Government Code and Subchapter F,Chapter 271 of the Texas Local Government Code;
and
WHEREAS, the Parties are all local governments as that term is defined in
Section 271.101(2) of the Texas Local Government Code and in V.T.C.A., Government
Code, Section 791.003(4)(B);and
WHEREAS, Section 271.102 of the Texas Local Government Code authorizes
local governments to participate in a cooperative purchasing program with another local
government or local cooperative organization;and
WHEREAS, a local government that purchases materials, supplies, goods,
services or equipment pursuant to a cooperative purchasing program with another local
government satisfies the requirement of the local government to seek competitive bids for
the purchase of the goods or services;and f
WHEREAS, local governments in the State of Texas have the ability to realize
substantial savings and economics of scale by jointly procuring materials, supplies,
goods,services or equipment;and
WHEREAS, the Parties desire to enter into a cooperative purchasing program
which will allow Parties to purchase materials, supplies, goods, services or equipment
pursuant to Subchapter F,Chapter 271 of the Texas Local Government Code.
WHEREAS, each of the Parties finds that its payments for services performed
pursuant to this Agreement may be made from cut-rent revenues that are readily available
only for payments that are due this fiscal year,and
156696/ft Exhibit "A"
V,-pCJ/p / DC{-JAI
WHEREAS, the Parties find that the amount paid for the services performed
under this Agreement fairly compensates the performing party;and
WHEREAS, the Parties, acting by and through their respective signature
authorities,do hereby adopt and find the foregoing premises as findings of said governing
bodies;and
NOW THEREFORE, in consideration of the mutual promises, inducements,
covenants,agreements, conditions and other good and valuable consideration,the receipt
and sufficiency of which is hereby acknowledged,the Parties agree as follows:
ARTICLE I
PURPOSE
I. The purpose of this Agreement is to establish a cooperative purchasing
program between the Parties, which will allow the Parties to realize savings when
purchasing materials,supplies,goods,services or equipment,and which will facilitate the
Parties' ability to satisfy state laws requiring the Parties to seek competitive bids for the
purchase of goods and services.
ARTICLE II
TERM
2. The term of this Agreement shall commence on the date on which all
Parties hereto have executed this Agreement ("Effective Date'). This Agreement shall
i
automatically renew for successive periods of one(1)year under the terms and conditions j
stated herein, unless superseded by a supplemental agreement or terminated as provided
in this Agreement. '
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ARTICLE III
TERMINATION
3. A Party may withdraw its participation from this Agreement by providing
thirty(34) days prior written notice to the other Parties. Withdrawal of one Patty to this
Agreement does not affect the validity of this Agreement as to the remaining Parties. i
ARTICLE IV
PURCHASING
4. Each Party shall designate a person to act under the direction of, and on
behalf of, said Party in all matters relating to the cooperative purchasing program. Each
Party shall make payments directly to vendors under its respective contracts with vendors
made under Chapter 271,Subehapter F,Texas Local Government Code. Each Party shall
be responsible for the vendors' compliance with provisions relating to the quality of
items and terms of delivery as to any items purchased by said Party under this
Agreement.
Exhibit "A"
ARTICLE V
CURRENT REVENUE
5. The Parties hereby warrant that all payments, expenditures, contributions,
fees,costs,and disbursements,if any,required of each party hereunder or required by any
other agreements, contracts and documents executed, adopted, or approved pursuant to
this Agreement, which shall include any exhibit, attachment, addendum or associated
document,shall be paid from current revenues available to the paying Party. The Parties
hereby warrant that no debt is created by this Agreement.
ARTICLE VI
FISC4 FUNDING
6. The obligations of the Parties pursuant to this Agreement are contingent
upon the availability and appropriation of sufficient funding. Any Party may withdraw
from this Agreement without penalty in the event funds are not available or appropriated.
However, no Party will be entitled to a refund of amounts previously contributed in the
event of withdrawal for lack of fiinding.
ARTICLE VII
MISCELLANEOUS
7A. Relationshirt of Parti This Agreement is not intended to create, nor
should it be construed as creating,a partnership,association,joint venture or trust.
7B. Notice: Any notice required or permitted to be delivered hereunder shall
be deemed received when sent in the United States Mail,Postage Prepaid,Certified Mail,
Return Receipt Requested, or by hand-delivery or facsimile transmission addressed to the
respective Party at the address set forth opposite the signature of the Party.
7C. Amendment: This Agreement may be amended by the mutual written
agreement of the Parties.
71). Severability: In the event any one or more of the provisions contained in
this Agreement shall for any reason be held to be invalid,illegal,or unenforceable in any
respect, such invalidity, illegality, or unenforceability shall not affect the other
provisions, and the Agreement shall be construed as if such invalid, illegal, or
unenforceable provision had never been contained in this Agreement.
7E. Governing Law: The validity of this Agreement and any of its terms and
provisions, as well as the rights and duties of the Parties, shall be governed by the laws
and court decisions of the State of Texas; and venue for any action concerning this
Agreement shall lie in Williamson County,Texas.
1
i
I
Exhibit "A"
I
7F. Entire Aereement: This Agreement represents the entire agreement
among the Parties with respect to the subject matter covered by this Agreement. There is
no other collateral, oral or written agreement between the Parties that in any manner
relates to the subject matter of this Agreement.
7G. Recitals: The recitals to this Agreement are incorporated herein.
7H. Counterparts: This Agreement may be executed in any number of
counterparts, each of which shall be deemed an original constituting one and the same
instrument.
MCUTED this n day of ,2009.
CITY OF ROUND ROCK,TEXAS
By: r n ✓L--
Name: IA41\. 00
Title:
A,
Date Signed:
Address for Notice:
Lam, iVj�l toTlifflAeid
�t
ATTEST:
By: a+Wt,,
City Secretary
FOR CIT PPR VED S TO FORM:
By: ..
City tt y
Exhibit "A"
EXECUTED this /--3 day of AS ? 2009,
CITYTEXAS
By:
Name: t/-,
Title:
Date Signed:
Address for Notice:
TK
City Secretary
FOR �.AP�ROVEJAS T O
City Attorney
Exhibit "A"
EXECUTED this day of iYi E� ,2009.
CITY Qe� �4
OF HUTTO,TEXAS
By:
Name: J c D !y
Title: v a X/41770
Date Signed: X®o
Address for Notice:
ATTEST}: H
By:
City Secretary
FOR CITY,APPROVED AS TO FORM:
F
By:
City Attorney
Exhibit "A"
I
OUEXECUTED this o=day of 2009.
CITY OF LEANDM TEXAS
By:
Mame:
Title:
Date Signed:
Address for Notice:
•;1
ATTKity
By: aLL
ecretary
FOR CITY,APPROVED AS TO FORM:
By:
City Attom
Exhibit "A"
EXECUTED this � day of J-I _e' ,2009.
CITY OF GEORGETOWN,TEXAS
By: . 'J� I,---
Nam4Grige G. Garver
Title: Mayor
Date Signed:
Address for Notice:
113 E. Bch Street
P. O. Box 409
Georgetown, Texas 78627
ATTEST:
Byl
`l4sca Ham' n, i Secretary
F04-CIYV APPROVED AS TO FORM:
By:
Patricia E. Carls, City Attorney
Exhibit "A"
8
EXECUTED this C� day of �. ,2009.
CITY OF TAYLOR,TEXAS
By: ��
Name: ROA i fa i2 T scJST.`,�
Title: IAX-fn Ob
Date Signer!: Z t o /�
Address for Notice:
ATTEST:
Of
By: dA � �!-
City Secretary
FOR CIITT,IY,_"PROVED AS TO FORM.,
By:
City Attorney
Exhibit "A"
EXECUTED this day of W71 2009.
BRUSHY CREEK REGIONAL
UTILITY AUTHORITY,INC.(BCRUA)
By:
Name: A4,`
Title:
Date Signed: 2 '
Address for Notice:
2Zt 4E. KWP, &(.
ATTRr
By:
ecretary
FOR BC U ,APPROVE AS TO FORM:
By:
Boar omey
Exhib°it "A"
AGREEMENT FOR UTILITY BILL PRINTING AND
DISTRIBUTION SERVICES
This Agreement for Utility Bill Printing and Distribution services is made between the
CITY OF CEDAR PARK,TEXAS, having its principal place of business at 450 Cypress Creek
Road, Building 1, Cedar Park Texas 78613 (hereinafter "City") and DATAPROSE, LLC, a
Texas Limited Liability Company,having his principal place of business at 1122 W. Bethel Road,
Coppell Texas 75019 (hereinafter "Contractor") to print and mail utility bills, late notices, and
inserts as required on a monthly basis.
1. Scope of Work
A. Utility Bills
The Contractor shall assist in redesigning the current utility bill. The redesigned
format shall:
(1) Be on 8.5 inch x 11 inch,24 pound white paper;
(2) Be printed double sided;
(3) Include four(4)colors on the front and two(2)colors on the back;
(4) Include a detachable perforated stub at the bottom of the page with a bar code
and Optical Character Recognition(OCR)scan line;
(5) Include a field for the account number and five (5) optional accounts that will
be automatically withdrawn from the customer's bank account messages;
(6) Include a message area, for which the contents will change monthly and be
provided by the City; and
(7) Include a delinquent notice printed in the white section of the bill, when
applicable.
The Contractor shall provide City a small quantity of bill forms for bill reprints.
Shells may be printed in advance and stored by the Contractor for cost savings.
B. Termination Notices
The Contractor shall also replace the City logo on the termination notices. The
termination notices shall:
(1) Be on 8.5 inch x I l inch,24 pound white paper;
(2) Be printed single sided in red and black ink;and
(3) Include a detachable perforated stub at the bottom of the page with a bar code
and Optical Character Recognition(OCR)scan line.
The Contractor may print shells in advance and store shells for cost savings.
Exhibit "A"
C. Inserts
The Contractor shall print and mail out the following inserts annually in regular
bills but not in termination notices. The inserts may be furnished by the City or
printed by the Contractor.
(1) Recycling Calendar. The Contractor shall provide a recycling calendar, which
shall be in full color post cards 3 2/3 inches x 6 inches in size and printed one
side on 100 pound gloss cover stock, without bleeds, and with some close
proximity. The recycling calendar shall include camera-ready art which will be
provided in Excel or PDF format 3-up per letter size page by the City. The
Contractor shall print 21,000 units in November and mail one unit in each utility
bill to residential customers only. The Contractor shall return the remainder of
the printed post cards to the Cedar Park Utility Billing office.
(2) Household Hazardous Waste Flyer. The Contractor shall provide a household
hazardous waste flyer,which shall be in full color 8.5 inches x I 1 inches in size
and printed on 80 pound white gloss paper single sided, without bleeds.
Camera-ready art in PDF format shall be provided by the City. The Contractor
shall print 21,000 units in March and mail one unit in each utility bill to
residential customers only. The Contractor shall return the remainder of the
printed flyers to the Cedar Park Utility Billing office.
(3) Water Quality Report. The Contractor shall provide a water quality report,
which shall be printed double-sided with black ink on 20 pound white paper 11
inches by 17 inches in size, without bleeds. Document shall be fold to 8.5" x
1 l"and tri-fold to fit in a#10 envelope. The Contractor shall print 21,000 units
in June and mail one unit in each utility bill to all billing customers. The
Contractor shall return the remainder of the printed Water Quality Reports to
the Cedar Park Utility Billing office.
D. Mailing Services
(1) The Contractor shall print, insert, meter and mail via first class postage all
completed bills and termination notices, including any applicable inserts that
may be provided by the City or printed in-house. The Contractor shall mail out
each mailing no later than the next business day after receiving the print file.
The Contractor shall issue a notification to the Utility Billing Manager or
appointee when a print file is received and the Contractor shall send the mail list
to the Utility Billing Manager when bills are received at the post office. The
Contractor shall contractually guaranty this schedule and failure to meet
this requirement shall result in a penalty of$500 (five hundred dollars)for
each additional calendar day,or portion thereof. City shall be given on-line
access to view real time job status.
(2) The Contractor shall mail all bills and termination notices.The mailing shall:
Exhibit "A"A"
(a) Be inserted in to a size #10 security double window envelope printed with
the mailing indicia, with recipient's name and address visible through the
lower window and the City's name and address visible through the upper
window
(b) Include the bill or termination notice, and a size#9 return envelope printed
both sides in black ink
(c) Be mailed via first class pre-sorted bar code to all customers in the print file.
(3) Bank draft customers, who comprise approximately ten percent of the total
mailing list,will not receive a size#9 return envelope.
(4) The City shall transmit billing information for each customer in fixed XML file
format. The Contractor shall provide a means for secure data transmission and
confirm receipt of data.
(5) The Contractor shall provide remote access to one year of electronically
archived historical bill data.The remote access will allow City staff to remotely
reprint bills on a real-time basis. The Contractor shall download data older than
one year to a PDF file format, or in any other mutually acceptable media, and
provide it to the City on a monthly basis. The Contractor shall use a format for
storing the remotely accessed bill data and the downloaded billing history that
allows the City to search, view, and reprint bills. The archived billing history
provided by the Contractor shall be an exact representation of the bills provided
to customers.
(6) The Contractor shall certify all addresses through the Coding Accuracy Support
System(CASS)and the National Change of Address(NCOA)system that meets
the United States Postal Service's (USPS) move update compliance on every
mailing.Any address changes made to the data through information obtained by
the above services must be sent to the City to adjust their files. The Contractor
shall provide postal bar-coding for all bills for both outgoing and incoming
mail.
(7) The Contractor shall provide,and the City shall reimburse the Contractor,for all
mailings postage that is first class pre-sorted bar code billed separately at the
actual cost charged by post office with no additional mark-up. The Contractor
shall return to the City any unused postage for which the City has reimbursed
the Contractor within thirty(30)days of the termination of this Agreement.
2. Compensation
The Contractor shall be paid for the services included in this Agreement pursuant to
Exhibit A, attached hereto an incorporated into this Agreement. The Contractor shall
invoice the City on a monthly basis for all work performed.
Exhibit "A"
3. Service Interruption or Disaster Recovery
The Contractor shall perform the following actions in the event that Contractor's
primary printing facility used for printing the City's requirements becomes unavailable
due to natural or manmade disaster or any other means.
A. Declaration
(1) The Contractor shall communicate to all customers that a disaster has been
declared and that the Contractor is operating in disaster recovery mode.
(2) The Contractor shall be responsible for vendor notification,which includes
obtaining additional forms and materials for transport to the alternate processing
facilities.
(3) The Contractor shall transfer and process all statements from the impacted
facility through one of the alternate processing facilities where printing,
inserting and mailing functions will take place.
B. Data Transmission
Upon a disaster declaration by the Contractor,customers will not need to make any
change to their statement file transmission method. Customers with dedicated
circuits shall provide statement data via tape or over the internet.The Contractor
shall provide assistance to those customers wishing to use the internet to ensure
connectivity.
C. Printing
(1) Printing will be performed by the alternate processing facilities or the third
party print and mail vendor.
(2) The Contractor will attempt to use all available custom forms; however,if
necessary,may elect to use plain white forms without logos to ensure mail is
processed in as timely a manner as possible.
(3) The Contractor will make every attempt in a disaster to print utilizing the same
type/model of printers as used in non-disaster situations but may elect not to
provide high light color or full business color as an option.
D. Inserting
(1) Inserting will be performed by the alternate processing facilities or the third
party print and mail vendor.
Exhibit "A"
(2) Custom inserts will not be included as part of the inserting process.
Dynamically created inserts can be included.The decision of whether to include
inserts will be reviewed as the resumption process continues.
(3) The Contractor will continue to handle and be responsible for special handling
needs, including processing holds.
(4) The Contractor shall use generic carrier and remit envelopes at the onset of the
disaster declaration.The decision of whether to include custom carrier and remit
envelopes will be reviewed as the resumption process continues.
E. Zip Sorting
(1) The Contractor shall continue to process mail pieces in zip code order for
presentment to the USPS to ensure the best Postal rate is achieved.
(2) The Contractor shall provide a report of volume for work processed each day.
F, Production Services
(1) The Contractor shall continue to perform job reconciliation and postage
payment functions.
(2) The Contractor shall continue to perform reprint capabilities.
G. Warehousing
The Contractor shall make arrangements so that the alternate processing facilities or
the third party print and mail vendor will perform all incoming,receiving, and
warehousing functions in the event of a disaster.
H. Client Communications
As part of a comprehensive communications plan that outlines the management,
escalation and communication processes during a disaster situation,the facility
general manager will coordinate communications to its internal customers.Working
together and in accordance with the overall business continuity plans,
communications will share information and/or impacts with clients as timely as is
possible.
4. Confidentiality and Ownership of Tangible and Intangible Property and Data
The Contractor acknowledges,by entering into a contract with the City,that in the
course of providing support services to the City,the City may provide the Contractor
with access to valuable information of a confidential and proprietary nature relating to
the City's customer account information,technology,business processes and marketing
Exhibit "A"
strategies.All written material,network design,electronic mail data,archived billing
data,customer lists or other properties,both tangible or intangible,arising out of or
resulting from the performance of said contract,and all confidential or proprietary
rights and information,including but not limited to copyrights therein,are considered
confidential and shall belong to the City and shall be provided to the City at the end of
said contract.The Contractor agrees that during the time period any contract is in
effect,and thereafter,the Contractor shall not,without the prior written consent of the
City,disclose to any person,other than designated employee(s)of the City or a person
to whom disclosure is reasonably necessary or appropriate in connection with the
performance of the Contractor's services for the City,any of the aforementioned
confidential or proprietary information obtained or developed by the Contractor and
only with the City's written consent.
5. Term of Agreement
The term of this Agreement is one (1) calendar year from the effective date of this
Agreement. The Agreement may be renewable for four (4) one-year renewals if both
parties agree in writing prior to the end of each current term year.
6. Contractor as Independent Contractor
Contractor agrees that it is and shall remain an independent contractor throughout the
term of this Agreement.
7. INDEMNIFICATION
CONTRACTOR AGREES AND CONTRACTS FOR ITSELF, INDIVIDUALLY
AND AS THE BUSINESS ENTITY,TO THE CITY OF CEDAR PARK,TEXAS,
TO FULLY AND UNCONDITIONALLY PROTECT, INDEMNIFY AND
DEFEND THE CITY OF CEDAR PARK, ITS OFFICERS, AGENTS AND
EMPLOYEES, AND HOLD IT HARMLESS FROM AND AGAINST ANY AND
ALL COSTS, EXPENSES, ATTORNEY FEES, CLAIMS, SUITS, DEMANDS,
LOSSES OR LIABILITY FOR INJURIES TO REAL OR PERSONAL
PROPERTY AND INJURIES TO PERSONS INCLUDING DEATH,
INCLUDING CONTRACTOR'S EMPLOYEES OR THOSE WORKING ON
CONTRACTOR'S BEHALF, FROM ANY AND ALL OTHER COSTS,
EXPENSES, ATTORNEY FEES, CLAIMS, SUITS, DEMANDS, LOSSES OR
LIABILITIES OF ANY AND EVERY NATURE WHATSOEVER ARISING IN
ANY MANNER, DIRECTLY OR INDIRECTLY, OUT OF OR IN
CONNECTION WITH THIS CONTRACT REGARDLESS OF CAUSE OR OF
THE SOLE, JOINT, COMPARATIVE OR CONCURRENT NEGLIGENCE OR
GROSS NEGLIGENCE OF CONTRACTOR, ITS OFFICERS, AGENTS OR
EMPLOYEES, SAVE AND EXCEPT THE SOLE AND EXCLUSIVE
NEGLIGENCE OF CITY. THIS INDEMNIFICATION AND SAVE
HARMLESS SHALL APPLY TO ANY Uk4PUTED OR ACTUAL JOINT
ENTERPRISE LIABILITY; IF ANY.
Exhibit "A"
8. Assiig meet
This Agreement is not assignable.
9. Severability and Waiver
If any of the terms, provisions, or conditions of this Agreement or the application
thereof to any circumstances shall be ruled invalid or unenforceable, the validity or
enforceability of the remainder of this Agreement shall not be affected thereby, and
each of the other terms,provisions, and conditions of this Agreement shall be valid and
enforceable to the fullest extent permitted by law. A waiver regarding a breach of any
term, provision, or condition of this Agreement given by either party shall be effective
only in that instance,shall not be construed as a bar or waiver of any right on any other
occasion, and shall not act as a waiver of any other breach of this Agreement or any
same or similar breach which may occur in the future.
10. Amendment
This Agreement may be amended or modified only by written instrument executed by
both City and Contractor.
11. Termination of Agreement
This Agreement may be terminated prior to the end of the term by the City, for any
reason or for no reason immediately upon providing written notice addressed to the
Contractor at the addresses listed below under Notices. Notwithstanding the foregoing,
this Agreement may be terminated prior to the end of the term by the Contractor, for
any reason or for no reason, sixty(60) days after written termination notice is received
via registered or certified mailing by the City at the addresses listed above. In the event
of any such termination by the City pursuant to this provision, Contractor shall be
entitled to be paid for work completed up to date of termination.
12. Governing, Law
This Agreement shall be construed and enforced for all purposes pursuant to the laws of
the State of Texas.Venue shall be Williamson County,Texas.
13. Entire Agreement
This Agreement constitutes the entire Agreement between the parties and supersedes all
prior negotiations,representations,or Agreements,either written or oral.
Exhibit "A"
IN WITNESS WHEREOF,the parties hereto have executed this Agreement as of the last date
written below.
CITY OF CEDAR PARK DATAP SE,LLC
By: loy T M By:
Brenda Eivens,City Manager �% f�L��
G j Print Name:
Dater I / I Date: IqlZ51
1,4
Exhibit "A"
Exhibit A
Compensation
Postage will be first class pre-sorted bar code,not included below.
Redesign of Utility Bill $ N/C
Printing of bilis(per 1,000):
4-color Custom Shell $115.00(Per 1000)Includes
custom stock printed 3/2 and Laser
duplex black imaging
Additional Impressions Black Only $30.00(Per 1000)
2-color(1 Color and Black) $100.00(Per 1000) Simplex
Additional Impressions Black only $30.00(Per 1000)
Mailing Envelope(per 1,000) $ Included
Return Envelope(per 1,000) $ Included
Cost to Insert extra item(per 1,000) $10.00(Per 1000)
Inserts Printing(per 20,000)
Recycling Calendar $ 884.00
Household Hazardous Waste Flyer $ 1,245.00 Total
Water Quality Report $ 2,088.00 as requested in RFP
Water Quality Report $ 1,050.00 as produced in 2013
Any Other Costs
Search&View Bills $0.01 per bill
NCOA $.25 per update
Archive Storage 12 Months
Professional/Technical Services $125.00 per hour- Billable in
15 Minute increments
How are postage costs addresses?Does your company pre-pay and add or do you require a
deposit in advance?
We require 2 months postage in advance.
Exhibit "A"
Presented by
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PURPOSE,MS IDX PROSP>:RITY.
Exhibit "B"
' �� s�® Proposal for Servi es
G=�11�. - IP
November,2,2016
City of Round Rock
Michael Schurwon
221 E.Main Street
Round Rock,TX 78664
Dear Mike,
The following quote is provided by DataProse and should meet or exceed all of the minimum requirements of the city of
Round Rock. Our response has been developed with every effort to meet your unique needs for output services.
We believe the key to success is building relationships with our clients. DataProse offers decades of experience in the document
production industry including over twenty (20) years serving the municipal market segment. We have built and
delivered document print presentment and payment services to over 350 utility customers nationwide. I can personally assure
you that DataProse will provide you the highest level and quality service available in the market today.
Please note the following as it sets DataProse apart from the competition.
DataProse is a DMU(Detached Mail Unit)providing that any outgoing mail is approved by USPS employees on our production
floor prior to delivery to the main USPS HUB within%mile from our office.This ensures a
more reliable and quicker delivery of the City of Round Rock's mail.
- Utility Statements is DataProse's core business.Day in and day out,we process hundreds of thousands of utility bills for
customers all over Texas and the United States.
our team thanks you for the opportunity and we welcome your questions and input.
Best Regards,
Tim Zombik
DataProse
972-462-5479
tzombik@dataprose.com
Exhibit "B" 11 P A G E
0 2015 AatoProse,Inc.-All Information contained herein is proprietary-any unauthorized disclosure,copying,dlstribution is prohlbtred and maybe unlawful.
OS�? Proposal for Services
JL U Li - IPT
Executive Summary
DataProse is a leading provider of outsourced billing,print and mail services. DataProse is intimately familiar with the Utility Billing
marketplace through longstanding relationships with software providers in the industry such as Tyler Technologies,SunGard Public
Sector,Harris Computer Systems,New World,Springbrook,STW and many others.
For over 20 years, Data Prose's leadership team has managed document composition,print and electronic delivery capabilities by
serving the most demanding transaction-oriented consumer markets—the utilities and telecom industries. We have made the
production of customer documents a core part of our business and understand how mission critical it is for all our clients.
Our history of creating and managing complex applications has been praised by many of our business partners. In an effort to exceed
your expectations,we will work closely as a team to ensure the entire process is handled with a professional urgency unlike any other.
Our advanced technology and expertise,coupled with the variety of services we offer will dramatically reduce costs and risk. Our goal is
to exceed your expectations in quality,timeliness and customer service.
Below are some examples of what makes DataProse the leading provider of print and mail services in the utility billing sector:
1. The DataProse team has the experience of implementing more than 300+customers on various billing systems and software
platforms. Our primary focus has been in the Municipal Utility Marketplace.
2. DataProse has partnerships with many of the key software providers and leading solution providers in the muni space. We are a
trusted partner In the billing output space.
3. We have a 20+year background of designing high quality customer communications that get results.
4. All project development,project management and production occur under one roof.
5. Our staffs experience,technical expertise and customer management skills,can help reduce costs by streamlining the document
production process.
6. DataProse offers a comprehensive integrated suite of electronic bill presentment and payment(EBPP)options.
7. Through our proven statement processing processes,DataProse will help the City of Round Rock and deliver an exceptional
customer service experience.
Corporate Headquarters: 1122 W.Bethel Road Suite 100,Coppell,TX 75019
Southwest Production(DMU) (972)462-5400-Phone
(972)462-5429-Fax
www.dataprose.com
Midwest Production(DMU): 900 Asbury Drive,Buffalo Grove,IL 60089
West Coast Production: 2001 Cabot Place,Oxnard,CA 93030
Primary Point of Contact Tim Zombik
972-462-5479 Office
tzombik@dataprose.com
Exhibit "B" 21 P A G E
®2015 DataProse,Inc.•All information contuined herein is proprietary-any unauthorized disdosure,copying,distribution is prohibited and maybe unlawful.
==- �iJ Z%, S Proposal for ervoces
Project Plan
Phase 1—Project Overview and Scope Defined—estimated at 2 weeks
• Project kick-off meeting via conference call.
• Identify client stakeholders involved and confirm overall project scope.
• Review current statement components and process. Identify future
changes/recommendations.
• Review project input checklist(format,fonts,color,messaging,graphing,etc.).
• Following kickoff,build the project schedule and review and gain agreement on
project calendar and due dates with key stakeholders.
- Weekly,documented updates will be provided by the DataProse Project Manager
assigned to the implementation.These updates will detail the progress made each
week as well as review responsibilities and accountability of each stakeholder.
Updates will also identify any potential risks to project completion.
Project Development Phase 2—Application Development—estimated at b weeks
• Working collaboratively with Client,create layouts,present,refine,and gain final
approval(sign-off)regarding offset materials if applicable.
• Working collaboratively with Client,design technical specs,map/code test data,and
gain final approval on data map. Included in this segment—scan line testing and
preliminary approval of lock box processor.
Project Execution Phase 3—estimated at 4 weeks
• Custom stock ordered and received—if applicable.
• Postage deposit received or verified with USPS.
• Create"live samples",present,and gain approval. Lock box approves remit samples.
• Schedule parallel production and confirm cycle schedule with Client.
• Train client contact(s)on DPAuto—your online dashboard for process management,
available 24/7 from any internet-connected computer. Includes -FTP Process,
Archive,lob Tracking,and Custom Message Management.
• Receive final sign off to proceed.
Exhibit "B" $1 A G E
®2015 DataProse,Inc.-All Information contained herein is proprietary-any unauthorized disclosure,copying,distribution is prohibited and maybe unlawful.
rose Proposal Proposal for Services
In Production...
All programs Implemented by DataProse have been automated to the fullest extent possible.Upon the receipt of your data,the
following process will automatically begin:
✓ An email notification will be sent to key DataProse individuals responsible for your application
✓ Your data file(s)will be transmitted to the appropriate location for processing.
✓ The program will begin
✓ We will perform predefined verification steps(Developed application by application)
✓ Once your files have been automatically verified for accuracy,the processing will continue.
✓ Print files will be prepared(Your bills will then be printed and mailed within 24 hours)
✓ PDF files will be generated
✓ Electronic data will be downloaded for presentation on the Internet
✓ Upon completion of the processing,you will be emalled a processing report(usually within 4 hours of receiving your files)
✓ And at the time your bills have been delivered to the USPS,you will receive a 2nd confirmation of delivery(Usually within
4 hours of mail delivery)
l SIN I r
Notification
4
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'Processing
Ii;6Ri
Prograrn
Begins
It is only out of our continually changing efforts to meet our client needs that we have purposely added several manual steps for
verification in order to ensure that the proper attention is given to the accurate and current insert and insert weight verification and
processing verification.
Exhibit "B" 41 P A G E
0 2015 DataProse,Inc.-All information contained herein h proprietary-any unauthorized disclosure,copying,distribution is prohibited and may be unlawful.
J�,rL%``, Se® _ Proposal for Services
Website Client Network Production
Interface System
0 Flowchart
DataProse
Servers
OP Auto
FTP
Predefined
Verification
/�� as Y FAN' _
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(40 Processing Cherrt fxrtifir�H vi.a
l`V/1 continues Bmgil and ptv)np
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Perform
supptr+esabn
Generate �/� _ Ptrosent
Output �"'!�' >a _� 6 mail to
post office
confirm livfty
Laser Image, c mptoiion to
Fold and Insert cllent
I Statements
Nrcx:�z ti y Prc+taza f.
hlrtrxlt lig rbocasc F. Pr.+tavc.
I77t.'Ar:�:r>i�x Prep Na K'��1f'iw.
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Exhibit "B" 5 i P A G E
02015 DataProse,Inc-All information contained herein is proprietary-any unauthorized disclosure,copying,distribution Is prohibited and maybe unlawful.
-� oSe® Proposal for Services
Variable Data/Highlight Color Laser Printing
DataProse employs the most advanced Xerox Highlight Color Laser Printers with the ability to print simplex or duplex statements in crisp
600x600 resolution!
r Currently,DataProse has seven(7)Xerox DT180's
to print statements at a rate of up to 10,000 pieces
per hour.
a` Availability:Instantaneous
a
t'
Mailing-Finishing
DataProse utilizes Bell& Howell and Pitney Bowes inserting equipment which can produce a wide variety of statements.Using bar-coding
techniques that keep each run in order.
100%output verification is becoming the standard of service for all intelligent mail applications.Document Reliability System(DRS)
delivers better service to your customers through automated mail piece verification.
DRS utilizes an innovative camera system to read and report each document as it is processed,providing correct sequence assurance,and
producing a full audit trail verifying each envelope's completion.The system allows us to quickly identify and fix any doubles,missing
documents,or insertion errors mid-stream without compromising the production process or audit trail.
Currently,DataProse has six(6)Pitney-Bowes
wI Mailstream Evolution Inserting System 12's for
inserting and finishing at a rate of up to 12,000
pieces per hour.
>, 1. e
4 Availability:Instantaneous
Id
4
Exhibit "B" 6 1 P A G E
0 2015 DataProse,Inc.-All Information contained herein is proprietary-any unautharired disclosure,copying,distribution Is prohibited and may be unlawful.
., ,.`z�,Pro
Se® Proposal for Services
Automated Document Factory/Inserting Integrity
DataProse utilizes a camera verification system to track and verify document specific data to ensure the Integrity of each mail piece. The
camera captures images of the mail pieces(address window)as they travel through the inserting process in a predefined sequence.The
images are transmitted to our system and OCR software reads the barcodes to spot any breaks in the sequence or document specific
Information. The information that we check and verify includes:
*:AUT0**5-DIGIT 76230 PSS Ec_32R-o:0-R-i
1 1 AV 0.360
trill*i�Ilfl�I�nIIII�II�IIIrIIAI,II�llhl�llll„�yln.l Ill�lli
JOHN SMITH
12? !R 1122 MASON AVE
f ANYTIME,TX 77735
-Envelope Id -Job Id
-Print Id -Address Type Id
-First Page Indicator -Client Id
-Envelope Sequence Id -Custom Stock
-Component Id
United States Postal Service
DataProse maintains a very tight partnership with the United States Postal Service,using technology to provide the best postage rates
possible for our clients.Our faclity is designated as a Detached Mail Unit(DMU). This means we have postal employees on site that
approve all pieces prior to delivery to the main postal hub. This main postal hub is located only half a mile from our facility. The benefit
to our customers produced at our main facility Is a higher degree of accuracy and speed into the mail stream. In addition,we keep track
of ever-changing postal regulations so you don't have to.
US Postal Facility
951 W.Bethel Road
Coppell,TX 75099
Preprocessing to Maximize Postage Savings
To insure the highest postage discounts while guaranteeing the accuracy of the addresses and zip codes supplied by you,DataProse will:
• Utilize our software to verify valid addresses from the client's data
• Create a data stream for documents with missing zip codes or bad addresses
• Sort data into mail streams required by the USPS for postage discounts
• Add and verify Zip+4 Post-Net barcode to all addresses to aid presorting,if necessary
Exhibit "B" 7 1 P A G E
0 2015 DataProse,Inc-All information contained herein is proprietary-any unauthorized disclosure,copying,distribution is prohibited and may be unlawful.
S�® Pr000sal for Seryjces
Quality Assurance—Guaranteed Performance
The success of an alliance with DataProse would be based on:,consistent level of excellence in ongoing service dependability. Equally
important is the assurance of long-excellence in customer service responsiveness.Droblem solvine.and solutions.
DataProse has in place measures to ensure:
f Quality control
s
Availability and uninterrupted work flow
• On-time delivery
• Pricing and contract adherence
• Corporate identity and specification adherence
Strict data security and confidentiality
• Customer service responsiveness
• Accurate and verifiable billing and cost allocation
• Accurate history and usage reports
HIPAA
DataProse has established a dedicated team whose focus is to ensure that every aspect of our business is in compliance with the
applicable legislation and its required effective dates.Our continuing goal is ongoing interpretation of the HIPAA regulations and their
applicability to the DataProse printing's operations.
&"E R
6
SSAE 16
Under our SSAE 16 Compliance,all process are certified to Guarantee 100%delivery.
A Description of the DataProse Quality Control Process:
Quality is at the forefront of the DataProse business model. DataProse will provide quarterly, bi-annual or annual account reviews
depending on the client's business needs,which allow DataProse to gauge the satisfaction level of our customers. A typical meeting will
address any processing issues and establish planning for product enhancements,document changes or quality control procedures. In
addition,we expect open communication and encourage our clients to keep regular contact. Ultimately,the measure of value Is left to
our customers. With the extremely high contract renewal rate that DataProse has sustained,we have confirmed that our services add
value to our clients and are high quality.
Exhibit "B"
01025 Datoprose,Inc-All information contained herein Is proprietary-any unauthorized disdosurc,copying,distribution Is prohibited and maybe unlawful. 8 1 P A G E
77�'I\ � Pr
ose® Proposal for Services
DataProse feels the key to a successful vendor customer relationship is matching resources. Having key resources in place that
understands the client and their business needs will ensure continued success. DataProse will match resources at the operational level
for daily activity,as well as at the executive level for primary decision-making,strategy and key development tasks.
Our ADF(Automated Document Factory)utilizes a Problem Fault Management system called ITSM(iR"Incident Report"System). Each
problem,or IR,is tracked as a ticket using an internal computer program. Tickets are entered,updated and closed within this system,
allowing users to trace the IR from the reporting of the problem to its closure. Clients are given ticket information,including the ticket
number,so that they can call their Account Manager for information regarding a ticket's status.
DataProse's mindset of"zero defects"is the high standard to which DataProse holds itself.The zero defects philosophy encourages
everyone to accept no mistakes,delays or rework as a business practice,but rather to learn from the mistakes,set an obtainable goal,
develop a plan to reach that goal,and then raise the goal.As employees utilize their quality training,the results have proven to be
beneficial to both the employee and more importantly-to the customer.At our Production Centers,quality issues are tracked on a
weekly basis and evaluated by management.
DataProse has constructed the Production Centers to have key checkpoints throughout the facilities where each job is scanned and the
data is automatically integrated into a database that is available to our customers 240. Automated Document Factory(ADF)has been
installed and is an internal platform that provides the ability to track mail to the piece level versus job level,presenting greater quality
and mail piece integrity for our clients. ADF provides an enhanced level of tracking for documents and related materials for our
customers,improving quality of products produced and operational efficiencies.
DataProse also employs both manual and automate checks to facilitate our total quality management as well. First there are several
manual checks where a print operator may stop and review the output for errors,streaks,alignment,etc. The insert operators also
pauses production to review output like checking for sealed envelopes. We use in house engineers to do regular machine maintenance.
We also employ software and hardware audits to ensure quality. For example there is software running on each Inserter that tracks the
total number of documents in addition to cameras scanning the documents as they process. It's this combination of human,machine and
software,each auditing each other,that provides the highest quality.
Along with manual and automated cross checks by production managers and supervisors,our facilities utilize a report known as the"JOBS
IN PROGRESS"report. This production related report allows management a physical check-off for all jobs residing within our production
centers and aids in maintaining our high quality standards.
DataProse also utilizes a unique feature known as"storyboards",which follows each and everyjob throughout the facility and is a
physical reporting tool used to ensure quality processing for all customers. The storyboard contains specific information related to the
job such as SLAB,time stamps,quantities,materials,visual references for production personnel,and customer information. During each
phase of the job,it is scanned into the database and the personnel or operator is required to initial the physical storyboard.
In summary,the zero defects philosophy encourages everyone to accept no mistakes,delays or rework as a business practice,but rather
to learn from the mistakes,set an obtainable goal,develop a plan to reach that goal,and then raise the goal.As employees utilize their
quality training,the results have proven to be beneficial to both the employee and more importantly-to the customer.
Exhibit "B"
01015 DataProse,Inc-All Information contolned herein is proprietary•any unauthortred disclosure,copying,distribution Is prohibited and maybe unlawful. 91 P A G E
.J) iO�J�® Proposal for Services
Data Security& Disaster Recovery
DataProse is HIPPA,PCI Level I and SSAE 16 Compliant
DataProse e-payment solutions migrate through our system of networks that are PCI Compliant. Allowing DataProse to handle your
payments keeps you from having to be PCI Compliant and thus reducing your liability.
1.Business Continuity Planning Strategy
Business Continuity Planning(BCP)aims to prevent or minimize damage from disruptions In operations.
DataProse Business Continuity Plans are intended to:
Prevent a minor incident from becoming a major issue
Clearly outline roles and responsibilities
Minimize loss of data and revenue
Protect the DataProse reputation
Satisfy the DataProse obligations to its employees,customers,and community
Comply with applicable laws and regulations
2.DataProse Business Continuity Policy
It is the policy of DataProse that plans are developed and maintained to ensure adequate continuity in the event of a disaster.
DataProse business continuity plans are designed to protect the interest of our customers,and employees.
3.Assumptions
a)Not all incidents or events will lead to a disaster declaration.The declaration of a disaster will be reserved for major system and/or
infrastructure failures(network,facility or computer hardware/software)where initiation of BCP recovery procedures is required.
b)BCP Plans and recovery procedures are developed around a single disaster or event impacting the DataProse business-critical
functions.
c)Alternate sites/vendors/resources will be available to DataProse at the time of need.
d)qualified personnel in sufficient quantities are available to perform recovery activities.
e)Organizations external to DataProse,such as vendors and government agencies will be reasonably cooperative during the recovery
period.
4.Recovery Sites
Our DataProse business continuity strategy integrates alternate site recovery facilities provided by print/mail recovery vendors and
3rd Party Alternate Work Site Agreements in Oxnard,CA.and Buffalo Grove Il.
Exhibit "B"
0 2015 DataProse,Inc.-All lnformation contained herein is proprietary-any unauthorized disclosure,copying,distribution is prohibited and may be unlawful. 101 P A G E
Proposal for Services
S.Recovery Strategy
Recovery facilities are stand-alone production facilities encompassing statement production,warehousing and administrative
departments.All plans are developed so that work can be moved from facility to facility and in this way serve to back one another
up.
Business Continuity Plans are consistent with the following steps:
Deciaration:
• DataProse will communicate to all customers that a disaster has been declared and that DataProse is operating in disaster
recovery mode.
• DataProse will be responsible for vendor notification-obtaining additional forms and materials for transport to the
alternate processing facilities.
• All statements from the impacted facility will be transferred and processed through one of the alternate processing facilities
where printing,inserting and mailing functions will take place.
Data Transmission:
• Upon a disaster declaration by DataProse,customers will not need to make any change to their statement file transmission
method.Customers with dedicated circuits would have to provide statement data via tape or over the internet.(DataProse
will provide assistance to those customers wishing to use the internet to ensure connectivity).
Printing:
• Printing will be performed by the alternate processing facilities or the third party print and mail vendor.
• DataProse will attempt to use all available custom forms;however,we may elect to use plain white forms without logos to
ensure mail is processed in as timely a manner as possible.
• DataProse will make every attempt in a disaster to print utilizing the same type/model of printers as used in non-disaster
situations but may elect not to provide highlight color or full business color as an option.
Inserting:
• Inserting will be performed by the alternate processing facilities or the third party print and mail vendor.
• Custom inserts will not be included as part of the inserting process.Dynamically created inserts can be included.The
decision to include/not to include inserts will be reviewed as the resumption process continues.
• DataProse will continue to handle and be responsible for special handling needs-processing holds,etc.
• Generic carrier and remit envelopes will be used at the onset of the disaster declaration.The decision to Include/not to
include custom carrier and remit envelopes will be reviewed as the resumption process continues.
Zip Sorting:
• DataProse will continue to process mail pieces In zip code order for presentment to the USPS to ensure the best Postal rate
is achieved.
• DataProse will provide a report of volume for work processed each day.
Production Services:
• DataProse will continue to perform job reconciliation and postage payment functions.
• DataProse will continue to perform reprint capabilities.
Warehousing:
All incoming,receiving,and warehousing functions will be performed by the alternate processing facilities or the third party
print and mail vendor.
b.Client Communications
As part of a comprehensive communications plan that outlines the management, escalation and communication processes
during a disaster situation, the facility general manager will coordinate communications to its internal customers. Working
together and in accordance with the overall business continuity plans,communications will share information and/or impacts
with clients as timely as is possible.
Exhibit "B"
92015 DataProse,Ina-Alf Information contained herein is proprietary-any unauthorized disclosure,copying,distribution Is prohibited and maybe unlawful. 1`11 P A G E
; LproJC...® Proposal for Services
Additional Services
DPAuto
DPAuto is our printing and mailing service. By partnering with DataProse you can obtain personalized,attractive and meaningful utility
statements. You send data to the DataProse secure Internet site.The utility bills are printed,inserted,and mailed within one business
day of receiving your data.
DPAuto—Job Processing at your finger tips:
DPAUTO -Demo,City of T Rachel Atmos at 972-462-5405
Exhibit "B"
0 2015 0atoProse,Inc.-All Information contained herein is proprietary-any unauthorized disclosure,copying,distribution is prohibited and may be unlawful 121 PAG E
j� �.; ,S�® Proposal for Services
Secure Access:
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IV DP Demo,City of Z Rachel Alanis at 972-462-5405
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Exhibit "B"
0 201S DatoProse,Inc.-All Information contained herein Is proprietary-any unauthorized disclosure,copying,distribution Is prohibited and maybe unlawful. 13 1 P A G E
\ QSe® Proposal for Services
JobTrax:
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Job Number Description Mall Places Started la Pregrass 4 Mall Data
cep 98354AD26 Utility BIN 10 Sep 28 2016 09:34PM QM
Detailed Statin by Madirt0 Group as of 1(1)1412016 2:25:23 PM Reports
Group Plaaas it'll Ib.an"o imsr.rn0 iris CI1en1Reports DOA bar.bd
1A 10 !O~, _.. DPSYS_Repori 98354AD28.pdf
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Application Type NamUNumber Massage Deb Data
p / Utility Biu All Blue Thank you for bel... o4t06rz016
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Thank you for being a valued customer-we would love t0 provide you with more water,out Mike Martinez takes showers so long,he dried up the aquifers In a 3 state
radius.
O / fli Ulliny 601 All Bills Jim Johnson and T... 1 011 414 01 6
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Jim Johnson and Tom Mason use lots of water.
O / Is Utility BIII All BUTS you for being a v.. 1!1!0412016 10/072016
O e a milt(,BIII All Bills 1OM42016 10/072016
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Exhibit "B"
0 2015 DataProse,Ina-Ali Information contained herein is proprietary-any unauthorized d6dosure,copying,distribution is prohibited and may be unlawful. 141 P A G E
7"`` Proposal for Services
Comprehensive Reporting
—Jobs
Show 10 J entries Search:
Job Number Description Mall Pieces Started j Progress js_ Mall Date
O 9B753AC13 Statements 1574 Oct 13 2016 04:18PM Oct 14 201509:34AM
Detalled Status by Mating Group as of 10114/2016 2:36:13 PM Reports
Group Pieces IDP I Imeging I Inserting I Dy GbentReports_CCA barbd
1A 1570 100% DPSYS_Reporf_98753AC13.pdf
1B 3 100% MU Oulputdat
1C 1 100% MU_ umrTarypdf
MU_Suanmary.pdf
Report
DataProse provides a wide range and types of reporting for client reconciliation for each job/project submitted for production.
The most important report that most easily details the breakdown of records received and processed is the"DPSYS Report". This
report is presented in a PDF format and is available immediately after processing Is complete. Although this is the only report
that has been included in the RFP response,there are many others available after processing that provide additional detail.
DPSYS Report—PDF
MU Output Summary Report—PDF(Move Update)
MU Output Report—DAT(Move Update)
MU Summary-PDF
Clinet Reports-TXT(invalid address report)
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�-,�fmmsed.
MOVE UPDATE Summary Output
c Pape-1 of 3
Client:Sample Companies CGenVApp Code: CCA
Descriptlorn Statements Project g:98753AC13
Date/Time Processed: 10113116 18:18
• •ar r "ITT.-TIM, a , a•
1-Acct#-12J456789
PHfeaff"Date-201605 Move type-f Match Flag-A
JAMES SAMPLE
123 E REPUBLICAN ST USPS Barcode JAMES SAMPLE USPS Barcode
PEORIA IL 61803 e18031234567 1234 W OAKVIUE DR 616041234567
Comer Rottte:C042 PEORLA IL 81804.0000 Carrier Route 0005
2-Acct#-88.7654321
Effective Date-201511 Move Type-F Match Flag-A
SALLY SAMPLE
5432 ROBERTS RD USPS Barcode SALLY SAMPLE USPS Barcode
NEW BERLIN IL 82870 626700000000 PO BOX 000 523170000000
. _......Carver Route:R001 __NORTH LIBERTY IA 52317-0000 Carrier Route:8003
Exhibit "B" is P A c e
0 2015 DataProse,Inc.-All Information contained herein Is proprietary-any unauthorized disclosure,copying,distribution is prohibited and maybe unlawful.
I � ( %%��x:PProposal for Services
Sample Processing Report:
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TJTr1�s 1574 I 3232 $628.4..
Insert -__..--------------------_-=-------------------i-----#-of-�-�a..:a-�
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BRE t`._s 0.480 I
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I ADDITIO-NA1, 11,77or-MU.TT_OK j
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--------------•-----+--------------------+---------------------------------------I
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tar.atextaol vI_1di - E}:PICTED DDOS 1,10171 = ; ::- -__ '� _ iR :rES�Ei ';•ttte:k
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Cha=ge.s cf ReL.erds E•rc•cessed �f,=42.:':+
Total A�naunt lie of Record. & F.a_
Total Amc;% .t Due of Recards Eexoce.geed (130 Cred`_11.:) I $22,366,9-
rlue Dais (Fran: &ou_ce -_.a File) J ic.vber _ 2.'16
--------------------------------------------------------------------------------
DUPLE. CCA1100616DA86101 = 4
Exhibit "B"
0 2015 Dataprose,Inc-All Information contained herein is proprietary-any unauthorized disclosure,copying,distribution Is prohibited and may be unlawful. 161 P A G E
l Se® Proposal for Services
PRICING
The following pricing applies to utility billing statement production. The utility statement volume is estimated
at 34,000 statements/month including late notices.
Statement Container Includes:
- Data processing 1 color w/preprinted 2 color shell $0.096 Ea.
- Data Processing full color front, black back $0.102 Ea.
- Duplex laser printing
- 8.5 x 11 paper w/perforated payment coupon
#10 single window envelope
#9 return envelope
Fold, Insert, presort and deliver to USPS
Additional Inserts:
—cost to insert(newsletter,water quality reports,etc.) $0.01 Ea.
— insert printing(see next page)
Implementation:
— Utility Statement Set-up N/C One time
Optional Charges/Services:
Statement Archive
—includes 12 months of storage $0.01 Ea.
Additional Impressions—Black Ink Only $0.03 Ea.
Oversized bills(8-99 pages)—includes 9 x 12 envelope $0.20 Ea.
Oversized bills(100+pages)—includes box $4.00 Ea.
Additional programming—client requested/approved $125 Hour
NCOALink(Address Correction/Update) $0.25 Correction
Bill Suppression (Data Processing only) $0.04 Record
Offline folding $0.005 Ea.
Special Handling—Overnight+FedEx charge Cost Ea.
Estimated Postage Cost/1-2oz. Piece $0.376 Ea.
Exhibit "B" 17 i P A G e
®2025DataProse,Inc.-AU,nforrnadon contained herein is proprietary-any unou[horized disclosure,copying,distribution is prohibited and may be unlawful.
vLj: ase® Pronosal for Services
INSERT PRINTING
- 8.5 X 11,70#Gloss Book QTY UNIT EXT
Insert, One Color, One-Sided 59,592 .0291 EA 1,734.00
Printing Only, One Color,One Side 34,000 .0347 EA 1,180.00
Insert,Two-sided, One Color Print 40,000 .0373 EA 1,492.00
Printing only,Two-sided,One Color 34,000 .0399 EA 1,357.00
Insert offset,Two-sided,Two Color PMS 40,000 .0456 EA 1,824.00
Printing Only,Two Color PMS 34,000 .0490 EA 1,667.00
Insert,Offset,Two-sided, Four Color CMYK 40,000 .0464 EA 1,856.00
Printing Only,Two-Sided,4 Color CMYK 34,000 .0505 EA 1,717.00
8.5 x 11 Colored Bond, One-Sided
Colored Bond, 20#8.5 X 11,One Side 40,000 .0340 EA 1,360.00
Colored Bond, 24#,8.S X 11, One Side 40,000 .0360 EA 1,440.00
®2015 DataPrase,Inc.-AU information contained herein Is proprietary-cry cxtftfturl 1W,
Istrtbuti n 6 prohibited and may be unlawful. 18 1 P A G E
ITEM Class&Item Description Annual UNIT UNIT ONE COLOR TWO COLOR FOUR COLOR
# QTY PRICE STATEMENT STATEMENT STATEMENT
wkly X 52 BILL ONLY BILL ONLY BILL ONLY
weeks
The City currently has 33,000 customers
1 BILUNG CYCLE-6,510 338,520 EA 0.096 $32,497.92 $32,49792
2 LATE NOTICES-1,146 ('FULL COLOR LATE NOTICE PRICE SAME AS ITEM 6 UNIT PRICE) 59,592 EA 0.096 $5,720.83 $5,720.83 $6,078.38
3 PROGRAMMING/TESTING CHARGE HR 125.00
IF HOURLY CHARGE PROVIDE MINIMUM NUMBER OF HOURS BILLED
MIN HOURS $0.00 $0.00 $0.00
4 FORMAT CHANGE OR SET-UP EA 0.0000
THIS SHALL BE A ONE TIME CHARGE $0.00 $0.00 $000
5 REPRINT OF"LOST IN THE MAIL"BILLS OVER THE ALLOTTED 100 EA $0.00 $0.00 $0.00
6 OPTION NO.1:IN LIEU OF 2-COLOR SHELL,PRINT BILL IN FULL COLOR 338,520 EA 0.102 $34,529.04
7 OPTION NO.2:ADDITIONAL COLOR PRINTED ON SHELL 338,520 EA 0.005 $1,692.60
8 OPTION NO.3: INSERT,ONE COLOR,ONE-SIDED 40,000 EA 0.0323 $1,292.00 $1,292.00 $1,292.00
9 OPTION NO.4: PRINTING ONLY,ONE COLOR,ONE SIDE 34,000 EA 0.0347 $1,179.80 $1,179,80 $1,179.80
10 OPTION NO.5:INSERT TWO-SIDED.ONE COLOR PRINT 40,000 EA 0.0373 $1,492.00 $1,492.00 $1,492.00
it OPTION NO.6: PRINTING ONLY,TWO-SIDED,ONE COLOR 34,000 EA 0.0399 $1,356.60 $1,356.60 $1,356.60
12 OPTION NO.7:INSERT OFF SET,TWO-SIDED,TWO COLOR PMS 40,000 EA 0.0456. $1,824.00 $1,824.00 $1,824.00
13 OPTION NO.8:PRINTING ONLY,TWO COLOR PMS 34,000 EA 0.0490 $1,666.00 $1,666.00 $1,666.00
14 OPTION NO.9:INSERT,OFFSET,TWO-SIDED FOUR COLOR CMYK 40,000 EA 0.0464 $1,856.00 $1,856.00 $1,856.00
15 OPTION NO.10:PRINTING ONLY-TWO-SIDED,FOUR COLOR CMYK 34,000 EA 0.0505 $1,717.00 $1,717.00 $1,717.00
16 OPTION NO.11:COLORED BOND,20-LB,8-1/2 X 11 40,000 EA 0.0340 $1,360.00 $1,360.00 $1,360.00
17 OPTION NO.12: COLORED BOND,24-LB,8-1/2 X 11 40,000 EA 0.0360 $1,440.00 $1,440.00 $1,440.00
18 OPT10N NO.13:CITY PROVIDED INSERTS TO BE INSERTED 40,000 EA 0.0100 $400.00 $400.00 $400.00
19 OPTION NO.14:CITY PROVIDED INSERTS PREFOLDED 40,000 EA 0.0050 $200.001 $200.001 $200.00
Totals $54,002.151 $55,694.751 $56,390.82
Se® Proposal for Services
Glossary of Terms:
Impressions laser imaging of one side of one piece of paper. Each piece of paper
potentially contains two(2) impressions.
USPS United States Postal Service.
Laser Imaging The process where the application of dry toner(ink) is
electro statically applied and bonded to a piece of paper.
Simplex Laser imaging of one(1)side of a piece of paper.
Duplex Laser imaging of both sides of a piece of paper.
OE Outer Envelope
RE Reply Envelope
Presorting The act of organizing mail according to the rules and regulations defined by
the USPS in order to achieve lower postage rates and increase deliverability
of mail.
Additional Inserts Any item requested to be placed into the mail container above and beyond
the bill and the RE.
Container One complete piece of mail packaged into one OE.
Business Day Any day in which the USPS as well as the U.S. Federal Reserve are open for
business.
Exhibit "B" 191P A c E
0 2015 0ataProse,Inc.-All Information contained herein Is proprietary-any unauthorized disclosure,copying,distribution is prohibited and may be unlawful.
References
DataProse works with a large base of municipalities. Here are a few cities that we work with:
Client References
City of Cedar Park
Patty Harney
450 Cypress Creek Road
Cedar Park,TX 78613
512-401-5310
patricia.harney@cedarparktexas.gov
City of Georgetown
Cindy Pospisil
300-1 Industrial Ave.
Georgetown,TX 78626
512-930-0532
cindy.pospisil@georgetown.org
City of Rowlett
Gary Lester
4004 Main Street
Rowlett, TX 75088
972-412-6108
giester@rowlett.com
Exhibit "B" 20 l A C,E
02015 DatoProse,Inc-Ali Information contained herein h proprietary-any unauthorized dkclosure,copying,distribution is prohibited and maybe unlawful.
CERTIFICATE OF INTERESTED PARTIES
FORM 9.295
l of l
Complete Nos.1-4 and 6 if there are interested parties. OFFICE USE ONLY
Complete Nos.1,2,3,5,and 6 if there are no interested parties.
CERTIFICATION OF FILING
1 Name of business entity filing form,and the city,state and country of the business entity's place Certificate Number:
of business,
DataProse LLC 2016-141082
Coppell,TX United States
Date Filed:
Z Name oT governmental entity or state agency that is a parry to the contract for which the form is 11/29/2016
being filed.
City of Round Rock Date Acknowledged:
3 Provide the identification number used by the govemmentat entity or state agency to track or identify the contract,and provide a
description of the services,goods,or other property to be provided under the contract
Utility Department Bills
Outsource printing and mailing of utility statements.
4 Nature of interest
Name of Interested Party City,State,Country(place of business) (check applicable)
Controlling Intermediary
5 Check only if there Is No Interested Party.
X
6 AFFIDAVIT
1 swear,or affirm,under penalty of perjury,that the above disclosure is true and correct.
GFleRiELLE1EFFER50N
?' Notary Public,State of Texas
M Commission Expires
y
July 10,2017 -
Signature of authorized agent of contracting busin entity
Tj
AFFIX NOTARY STAMP/SEAL ABOVE
Sworn to and subscribed before me,by the said _( $X,((�c Cgf r deff this the 3 —dayof /2
20_�,to certify which,witness my hand and seal of office.
wv . k . W,r) ),t ,, V I\ M', J'ra C. )Z- o
Signature of officer administering oath nted name of officer administering oath Titie f officer administering oath
Forms provided by Texas Ethics Commission www.ethics.state.tx.us Version V1,0.277
CERTIFICATE OF INTERESTED PARTIES
FORM 1295
1 of 1
7-7
Complete Nos.1-4 and 6 if there are interested parties. OFFICE USE ONLY
Complete Nos.1,2,3,5,and 6 if there are no interested parties. CERTIFICATION OF FILING
1 Name of business entity filing form,and the city,state and country of the business entity's place Certificate Number:
of business. 2016-141082
DataProse LLC
Coppell,TX United States Date Filed:
2 Name of governmental entity or state agency that is a party to the contract for which the form is 11/29/2016
being filed.
City of Round Rock Date Acknowledged:
12/07/2016
3 Provide the identification number used by the governmental entity or state agency to track or identify the contract,and provide a
description of the services,goods,or other property to be provided under the contract.
Utility Department Bills
Outsource printing and mailing of utility statements.
Nature of interest
4 Name of Interested Party City,State,Country(place of business) (check applicable)
Controlling I Intermediary
5 Check only if there is NO Interested Party.
X
6 AFFIDAVIT I swear,or affirm,under penalty of perjury,that the above disclosure is true and correct.
Signature of authorized agent of contracting business entity
AFFIX NOTARY STAMP/SEAL ABOVE
Sworn to and subscribed before me,by the said this the day of
20 ,to certify which,witness my hand and seal of office.
Signature of officer administering oath Printed name of officer administering oath Title of officer administering oath
Forms provided by Texas Ethics Commission www.ethics.state.tx.us Version V1.0.277