HomeMy Public PortalAbout006-2021 - Sanitation - Pitney Bowes - Billing •
ORIGINAL .
AGREEMENT
•
THIS AGREEMENT is made and entered into this /2 day of �A umeY ,2021,by and
between the City of Richmond,Indiana, a municipal corporation acting by and through its Board
of Sanitary Commissioners and its Storm Water Management Board, with its office at 50 North
5th Street,Richmond,Indiana, 47374 (hereinafter referred to as the "City") and Pitney Bowes,
U.S. Mailing Solutions, Inside Sales East, 27 Waterview Drive, Shelton, CT 06585 (hereinafter
referred to as the"Contractor").
SECTION I. STATEMENT AND SUBJECT OF WORK
City hereby retains Contractor for professional services related to setting up the mailing machine
and the billing machine for the Richmond Sanitary District (hereinafter referred to as the
"District"), as well as accessories for both machines, as well as the training of District personnel
on both the mailing machine and the billing machine. The mail machine and the billing machine
are upgrades of our existing mail machine and billing machine and will.be subject to a Lease
Agreement between City and Contractor. The mailing machine and billing machine will be on a
five(5)year lease agreement with Contractor as set forth below.
City utilized the State Quantity Purchase Agreement(QPA)bid,#31988. A copy of said QPA
and the specifications thereto are attached hereto and incorporated herein by reference as Exhibit
"A",consisting of seven(7)pages.
The response of Contractor, Pitney Bowes Lease Agreement State and Local Fair Market Value
Lease,is contained in Exhibit`B",dated December 16,2020,is Four(4)pages in length,.and it is
hereby incorporated by reference and made a part of this Agreement. Contractor also responded
with SendPro®Enterprise Statement of Work, is contained in Exhibit"C", dated December 16,
2020, is Seven(7)pages in length and it is hereby incorporated by reference and made a part of
this Agreement. The response of Contractor also includes Application for SendSuite Payment
Account,is contained in Exhibit."D",dated December 16,2020,is two(2)pages in length,and it
is hereby incorporated by reference and made a part of this Agreement, Contractor shall provide
all needed professional consulting services for City as set forth in Exhibits`B"and"C".
•
Professional Services to be provided by this Agreement for this project shall be performed within
generally accepted standards of professional care as practiced by professionals in the same
profession,in the same locality,in similar circumstances and at the same time.
Should any provisions,terms, or conditions contained in any of the documents attached hereto as
Exhibits, or in any of the documents incorporated by reference herein, conflict with any of the
provisions,terms,or conditions of this Agreement,this Agreement shall be controlling.
The Contractor shall furnish all labor,material, equipment,and services necessary for the proper
completion of all work specified.
No performance of services shall commence until the following has been met:
1. The City is in receipt of any required certificates of insurance and/or
warranties;
2. The City is in receipt of any required affidavit signed by Contractor in
accordance with Indiana Code 22-5-1.7-11(a)(2);and
3. A purchase order has been issued by the Purchasing Department.
Contract No.6-2021
Page 1 of 6
SECTION II. STATUS OF CONTRACTOR
Contractor shall be deemed to be an independent contractor and is not an employee or agent of
the City of Richmond. The Contractor shall provide, at its own expense, competent supervision
of the work.
SECTION M. COMPENSATION
City shall pay Contractor a sum not to exceed Eighteen Thousand Fifty Nine Dollars and Fifty-
Two Cents ($18,059.52)per year for five (5)years, at the rate of One Thousand Five Hundred
Four Dollars and Ninety-Six Cents ($1,504.96)per month for sixty (60) months,with quarterly
payments by Contractor to City in the amount of$4,514.88, for lease of the mailing machine and
billing machine, plus accessories, and for Contractor to deliver and set up the mailing machine
and billing machine and for the training of City employees for the use of both machines. This
Agreement shall commence on January 1, 2021 and shall continue in effect through December
3'1,2025. The monies to be paid to Contractor,which will be billed and paid quarterly,are based
upon the information submitted by Contractor, which is set forth in Exhibit `13", and attached
with this Agreement and made a part hereof. The monies to be paid to Contractor shall be paid
Sixty-Five Percent(65%) by the Richmond Sanitary District and Thirty Five Percent(35%) by
the Richmond Storm Water Department.
SECTION N. TERM OF AGREEMENT
This Agreement shall become effective retroactive to January 1,2021 and shall continue in effect
through December 31,2025.
Notwithstanding the term of this Agreement, City may terminate this Agreement in whole or in
part,for cause, at any time by giving at least five(5)working days written notice specifying the
effective date and the reasons for termination which shall include but not be limited to the
following:
a. failure,for any reason of the Contractor to fulfill in a timely manner
its obligations under this Agreement;
b. submission of a report,other work product,or advice,whether oral or written,by the
Contractor to the City that is incorrect,incomplete,or does not meet reasonable
professional standards in any material respect;
c. ineffective or improper use of funds provided under this Agreement;
d. suspension or termination of the grant funding to the City under which this Agreement
is made;or
e. unavailability of sufficient funds to make payment on this Agreement.
In the event of such termination, the City shall be required to make payment for all work,
performed prior to the date this Agreement is terminated, but shall be relieved of any other
responsibility herein.
This Agreement may also be terminated,in whole or in part,by mutual Agreement of the parties
by setting forth the reasons for such termination, the effective date, and in the case of partial
termination,the portion to be terminated:
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Page 2 of 6
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SECTION V. INDEMNIFICATION AND INSURANCE
Contractor agrees to obtain insurance and to indemnify the City for damage or injury to person or
property or other claims which may arise from the Contractor's willful misconduct or negligent
performance of this Agreement; provided, however, that nothing contained in this Agreement
shall be construed as rendering the Contractor liable for acts of the City, its officers, agents, or
employees. As a prerequisite to this Agreement, Contractor shall purchase and thereafter
maintain such insurance as set forth in Vendor's Certificate of Liability Insurance with Accord
Corporation,which Certificate is attached hereto and incorporated herein as Exhibit"C", which
insurance will protect Contractor from the claims which may arise out of Or result from the
Contractor's operations under this Agreement,whether such operations by the Contractor.or by
any sub-contractors or by anyone directly or indirectly employed by any of them, or by anyone
for whose acts the Contractor may be held responsible.
SECTION VI. COMPLIANCE WITH WORKER'S COMPENSATION LAW
Contractor shall comply with all provisions of the Indiana Worker's Compensation law,and shall,
before commencing work under this Agreement,provide the City a certificate of insurance, or a
certificate from the industrial board showing that the Contractor has complied with Indiana Code
Sections 22-3-2-5,22-3-5-1 and 22-3-5-2. If Contractor is an out of state employer and therefore
subject to another state's worker's compensation law, Contractor may choose to comply with all
provisions of its home state's worker's compensation law and provide the City proof of such
compliance in lieu of complying with the provisions of the Indiana Worker's Compensation Law.
SECTION VII. COMPLIANCE WITH INDIANA E-VERIFY PROGRAM
REQUIREMENTS
Pursuant to Indiana Code 22-5-1.7, Contractor is required to enroll in and verify the work
eligibility status of all newly hired employees of the contractor through the Indiana E-Verify
program. Contractor is not required to verify the work eligibility status of all newly hired
employees of the contractor through the Indiana E-Verify program if the Indiana E-Verify
program no longer exists. Prior to the performance of this Agreement, Contractor shall
provide to the City its signed Affidavit affirming that Contractor does not knowingly employ
an unauthorized alien in accordance with IC 22-5-1.7-11 (a) (2). In the event Contractor
violates IC 22-5-1.7 the Contractor shall be required to remedy the violation not later than
thirty (30) days after the City notifies the Contractor of the violation. If Contractor fails to
• remedy the violation within the thirty(30)day period provided above,the City shall consider
the Contractor to be in breach of this Agreement and this Agreement will be terminated. If
the City determines that terminating this Agreement would be detrimental to the public
interest or public property, the City may allow this Agreement to remain in effect until the
City procures a new contractor. If this Agreement is terminated under this section, then
pursuant to IC.22-5-1.7-13 (c) the Contractor will remain liable to the City for actual
damages.
SECTION VIII. IRAN INVESTMENT ACTIVITIES
Pursuant to Indiana Code (IC) 5-22-16.5, Contractor certifies that Contractor is not engaged
in investment activities in Iran. In the event City determines during the course of this
Agreement that this certification is no longer valid, City shall-notify Contractor in writing of
said determination and shall give contractor ninety (9.0) days Within which to respond to the
written notice. In the event Contractor fails to demonstrate to the City that the Contractor has
ceased investment activities in Iran within ninety(90)days after the written notice is given to
the Contractor, the City may proceed with ally remedies it may have pursuant to IC 5-22-
16.5. In the event the City determines during the course of this Agreement that this
Page 3 of 6
certification is no longer valid and said determination is not refuted by Contractor in the
Manner set forth in IC 5-22-16.5,the City reserves the right to consider the Contractor to be
in breach of this Agreement and terminate the agreement upon the expiration of the ninety
(90)day period set forth above.
SECTION IX. PROHIBITION AGAINST DISCRIMINATION
A. Pursuant to Indiana Code 22-9-1-10,Contractor; any sub-contractor,or any person acting
on behalf of Contractor or any sub-contractor shall not discriminate against any employee
or applicant for employment to be employed in the performance of this Agreement,with
respect to hire, tenure, terms, conditions or privileges of employment or any matter
directly or indirectly related to employment, because of race, religion, color, sex,.
disability,national origin,or ancestry.
B. Pursuarit.to Indiana Code 5-16-6-1,the Contractor agrees:
1. That in the hiring of employees for the peiforinance of work under this
Agreement of any subcontract hereunder, Contractor, any subcontractor, or any
. person acting on behalf of Contractor or any sub-contractor, shall not
discriminate by reason of race, religion, color, sex, national origin or ancestry
against any citizen of the State of Indiana who is qualified and available to
perform the work to which the employment relates;
2. That Contractor,any sub-contractor,or any person action on behalf of Contractor
or any sub-contractor shall in no manner discriminate against or intimidate any
employee hired for the performance of work under this Agreement on account of
race,religion,color,sex,national origin or ancestry;
3. That there may be deducted from the amount payable to Contractor by the City
under this Agreement, a penalty of five dollars ($5.00)for each person for each
calendar day during which such person was discriminated against or intimidated
in violation of the provisions of the Agreement;and
4. That this Agreement may be canceled or terminated by the City and all money
due or to become due hereunder may be forfeited,for a second or any subsequent
violation of the terms or conditions of this section of the Agreement.
C: Violation of the terms or conditions of this Agreement relating to discrimination or
intimidation shall be considered a material breach of this Agreement.
SECTION X.RELEASE OF LIABILITY
Contractor hereby agrees to release and hold harmless the City and all officers, employees, or
agents of the same from all liability which may arise in the course of Contractor's performance of
its obligations pursuant to this Agreement. The City hereby agrees to release and hold harmless
the Contractor and all officers;employees or agents of the same from all liability which may arise
in the course of City's performance of its obligations pursuant to this Agreement.
SECTION XI.Iv1ISCELLANEOUS
This Agreement is personal to the parties hereto and neither party may assign or delegate any of
its rights or obligations hereunder-without the prior written consent of the other party.Any such
delegation or assignment,without the prior written consent of the other party,shall be null and
Page 4 of 6
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void. This Agreement shall be controlled by and iinterpreted according to Indiana law and shall
be binding upon the parties, their successors and assigns. This document constitutes the entire
Agreement between the parties,although it may be altered or amended in whole or in part at any
time by filing with the Agreement a written instrument setting forth such changes signed by both
parties, By executing this Agreement the parties agree that this document supersedes any
previous discussion,negotiation,or conversation relating to the subject matter contained herein.
This Agreement may be simultaneously executed in several counterparts, each of which shall be
an original and all of which shall constitute but one and the same instrument.
The parties hereto submit to jurisdiction of the courts of Wayne County, Indiana, and any suit
arising out of this Contract must be filed in said courts. The parties specifically agree that no
arbitration or mediation shall be required prior to the commencement of legal proceedings in said
Courts. By executing this Agreement, Contractor is estopped from bringing suit or any other
action in any alternative forum, venue, or in front of any other tribunal, court, or administrative
body other than the Circuit or Superior Courts of Wayne County,Indiana,regardless of any right
Contractor may have to bring such suit in front of other tribunals or in other venues.
In the event of any breach of this Agreement by Contractor, and in addition to any other damages
or remedies, Contractor shall be liable for all costs incurred by City in its efforts'to enforce this
Agreement against.Contractor;•including but not limited to,City's reasonable attorney's fees.
In the event that an ambiguity,question of intent, or a need for interpretation of this Agreement
arises,this Agreement shall be construed as if drafted jointly by the parties, and no presumption
or burden of proof shall arise favoring or disfavoring any party by virtue of the authorship of any
of the provisions of this Agreement.
Any person executing this Contract in a representative capacity hereby warrants that he or she has
authorization, in writing, by his or her principal to execute this Contract on behalf of the
Contractor and that such authorization has not been revoked or rescinded.
IN WITNESS WHEREOF,the parties have executed this Agreement at Richmond,Indiana,as of
the day and year first written above,although signatures may be affixed on different dates.
"CITY" "CONTRACTOR"
THE CITY OF RICHMOND,INDIANA . PITNEY BOWES
by and throu its
Board of Sa itary Commissioners
By: By:
• e Miller,President
Printed: IOGGi.,
Title: SS is 6043O
Dated:
Amen Bakshi,Vice President
Grp teens,Member
Dated: / `4,a4
Page 5 of 6
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THE CITY OF RJCHMOND,111 IAA
by and through its Storm Water Management Board
Gre: eins,President
an B s x,Vice President
14----Sue IVliller,Member
Dated:
APPROVED.
Davi ow,I o
Dated: D( 17. 1.-0 Z t
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Page 6 of 6
Jeff Lohtnoeller _,
From: Jeff Lohmoeller<jlohmoeller@richmondindiana.gov>
Sent: Monday,December 07,2Q20 7:39 AM
To: 'Philip Ward'
Cc: 'Jason','Diana Logan';'djohnsoii
Subject: Billing and Mail Machine
Attachments: 20201207072833858.pdf
Tracking: Recipient Read
'Philip Ward'
'Jason'
'Plana Logan' Read:121/202010;43 AM
'djohnson'
Phillip,
Sorry for the delayed email.This email is stating that the Richmond Sanitary District would like to deal with Pitney Bowes
Directly,Diana Logan is our billing person who operates our billing department.Denise Johnson is over thin department,
she is our Customer Service Manager.Jason Combs Is our IT specialist.Our current billing and mail machine Is:
Billing Machine
Product Description:Relay Series
Product Code:F7OD
serial No.:2201745
Mall Machine
Product Description:DM 400c
Product Code:4C00
Serial No.:3104235
Phillip what we are needing Is the updated version of these two products.We want to be able to remove our current
machines and replace them with the new ones,basically plug and play,We will need a 60 month lease agreement
including a service agreement for the life of this agreement.Once we receive your(IPA proposal We will have to
recommend this to ourSanitary and Storm Water Boards for their approval,Our law department will create a lease
agreement to attach to your lease agreement.Then I can Issue you a Po.Please let me know what else you need from
us,l attached pictures of our current machines.
Thank you,
Jeff Lohmoeller
Jeff Lohmoeller,Class IV
WWTP/Maint.Mgr.
City of Richmond Indiana
Departmentof Sanitation
Email: jlohmoeller•@richmondindiana.gov
Phone: (765)983-7464
Cell: (765)993-2670
Fax: (765)962-2669
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Quantity Purchase Agreement GUyPurchase Agreement.QPA Number . Page
U Vj$h The State'Of Mane oaoo0Do00oc0000monea1s80 1 of 2
Requisition Mitt Malling Equipment&Supplies
Vendor PITNEY POWES INC Effective Date: 08101/2019
Remit to: PO BOX 371896 Expiration pate:, 07/31/2021
PITTSBURGH PA 15250 Agency Number:
Facility: ASA-18-043
Vendor ID: 0000000841
Vendor Telephone Nbr:
Nance and PITNEY BOWES INC Narne.Of Contact Pets:
Address Contact Email•
of Vendor: 5071 W.74TH ST FAX Number:
INbIANAPo1.IS IN 46268
In accordance with yaurbid,submitted In response to the above referenced solicitation,the Vendoragrees that the Indiana Department ofAdminislratlon,Procurement
Dlvistpn,ltas the apron to purchase the teems listed below,under the terms of this agreement.
The Vendor agrees le charge these prices far any products ordered on any QPA release received alter the e)tplraUon of the QPA but issued prior to the expiration dale.
The quantity listed herein Is an estimate etlherequiremenis.The state may order substantially mote of subslantlaity less pursuant to the terms of this agreement.
Orders are to be delivered only upon receipt of properly approved Quantity Purchabo Award Release.
Line Number Quantity UNIT Article and Description .Unit Price
QPA 31988 I Pitney Bowes Inc.I Contract ASA-18-043 i.
QPA Overview
This Is an award of a Quantity Purchase Agreement for mailing equipment/machines and
mailing supplies to Indiana State agencies and other local partners.
All item prices include delivery,shipping,postage meter resets,installation,and set-up
training required for optimal operation,Monthly Maintenance Service Agreement Charges are
to include all preventative maintenance,emergency calls,parts,labor,and all
software/system upgrades when needed.Tlievendor has agreed to extend the pricing terms of
this contract to all local government entitles(universities,cities,towns,counties,
municipalities,quasi-agencies,eleoted officials,etc.),K-12 schools and libraries •
through the Oneindiana Initiative.QPA provides astandardized product offering(Market '
Basket)as Well es a%of list price for all Other purchases(Non-Market Basket)
All Indiana State customers will have to meet with Pitney Bowes Inc.Account Manager
(Rebecca Shaw),to determine the most applicable product per customer's_production levels.
All equipment Offered must be new and meet the current or posted approval Of the United
States Postal Service(USPS)
A requisition will be created for the product(s)so long as it is on this.QPA and convert
to a PO.The executed PO should,be emailed to the Pitney Bowes Inc.Account Manager listed
below.
Each Agency will need to create their own MyAccount through Pitney Bowes Inc.This Is the
one stop shop for all Pitney Bowes Inc.resources.Agencies will be able to create service
tickets,.pay bills,complete separate orders for Market Basket and Non-Market Basket
items,see historical invoices up to 18 months,and create all needed reports for audit
purposes.
Important Resources
State agencies should utilize the"Market Basket"offerings before reviewing the
Non-Market Basket offerings;this will assist in standardizing the products offered
•Market Basket Items I(.pdf)
•Piinew Bowes MyAccount Setup
•Mailing Equipment Justification Questions I(aloe)
Pitney Bowes state of Indiana Microsite Please include answers to these questions in
the Justification box of your requisition)
Account Management
State Contract Manager
Jacob Pardue
Indiana Department ofAdministratlon
(317)232-8157
Jpardue1 @tdoa.in.gov
Pitney Bowes Inc.Account Manager
Rebecca Shaul
Pitney Bowes Inc.
(317)340.9415
Rebecca,shaw@pb.com
0.00 Mailing Equipment 0.0000
• State Form 9050(R10l7-o01-Eleclrantc Version-Approved by State Board OfAccounls,2005
A
CjAl �r 7� of ?
Quantity Purchase Agreement City Purchase Agreement gPANumber Page
With The State Of Inddiana 0000000000000000000031988 2 of 2 1
Requisition Nbnt Mailing Equipment&Supplies•
Vendor PITNEY BOWES INC Effective Date: 0 810 1 12 01 9
Remit to: PO 130X 371896 Expiration Date: 07/31/2021
PITTSBURGH PA 15250 AgencyNumher:
Facility: ASA-10.043
Vendor ID: 0000000841
-Vendor Telephone.Nbr:
Name and PITNEY BOWES INC Name Of Contact Pere:
Address Contact Email:
of Vendor: 5071 W 74TH ST FAX Number:
INDIANAPOLIS IN 46268
in accordance with yqur bid,submitted In response to the aboye referenced solicitation,the Vendor;gees that the Indiana rteparlinentofAdmtnlstration,Procurement
Division,has the option to purchase the Items listed below under the terms otlhis agreement.
The Vendor agrees to charge these prices tor any products ordered on any QPA release-received alter the oirplrellon of the QPA but issued prior to the expiration date.
The quantity bled herein Is an estimate of the requIreinenls.The stale may ordersubstanitallymore ersbbsisnliatlyleso pursuant to the terms of this agreement.
Orders are to he delivered only upon receipt of properiy approved Quantity Purchase Award Release,
Line Number Quantity UNIT Article and Description Unit Price
The following UN/CEFAOT Unit of Measure
Common Codes are used in this document:
Signature of Purchasing Officer Typed Name Signature Of Approval
-Office Of the
State Attorney General
Date Signed Typed Name Date Signed`
• Authorized Signature Indiana Departutent Of Administration
Procurement Division
402 West.Washington Street,Rm W468
Indianapolis,initiana 46204
Telephone:(317)232-3450
State Form 9955(R10R-00)-glectronlc Version-Approved by Slate Board Of Accounts,2008
6�4;4)-/ ,� " 771 "7
pitneybowes
Pitney Bowes lease Agreement State and local Fair Market Value Lease i 1 i 1 1 1 1 1
Agreement Number
YourBusiness Information
Full Legal Name of Lessee I DBA Name of Lessee Tag ID t/(FEINRIN)
CITY OF RICHMOND 356ob1174
Sold-Tor Address
2300 LIBERTYAVE,RICHMOND,(N,47374-7282,US
Sold-To:Contact Name Sold To:Contact Phone 1) Sold-Tor Account#
Diana Logan (765)603 7499 0017082342
Blll•To:Address
2380 LIBE►tTYAVE,RICHMOND.IN,47374-7202,US
Bill--To:Contact Name Sill-To:Contact Phone If Bill-To:Account# Slit-To:Email
Diana Logan (765)9537490 0017082842 diogen@richmondindlena.goV
Ship To:Address
2380 LIBERTYAVE,RICHMOND,IN,47374 7282,US
Ship To:Contact Name Ship-To:Contact Phone 1I Shlp To:Accountii
Dianp Logan (765)903.7499 0017002342
POLO
Your Business Needs
Qty Item Business Solution Description
1 LETTEROPENERS Letter Openers
1 DLA3 Cmalion 210 W/lnstail&Training 120V
1 STDSLA Standard SLA•Equipment Service Agreement(for Letter Openers)
1 RELAY5000 Relay 5000 inserting System
1 CRM7 CRight Mailer Elea DeiWStand•elonoSW
DITU High Cap Sheet Fdr.Install and Training
3 F700183 Sheet/Flat Envelope Tray
F780189 InsertTray
1 MPG powarCuard Service Postage
NOR Client Set-Install
1 BMA 7IER2. SMATler2-Sofhgare Service Agreement
1 sTOSLA Standeid StA-Equipment Service Agreement(for Relay 5000 Inserting system)
TICK Inserterinstalta0on&Training
I 1 T150
Delay506D Inserting System
• us3seocar oral Papal of4 Y101030352
62017P11ney anwes 1oc.A,1Bhls tcatrord. Sao PlIneyamvcsTerms roreddllimmi loons And conditions
Pitney Bowes Cotifidential information
to r•d0el O D
1
1 TING
High capacity Sheet Feeder
1 SENDPRCgAUTO SendPro 6Aulo
1 1E40
4"While Label Printer
1 1FXA Interface to 1nView Dashhuard
1 6W5-F
4X6 Shipping Labels
1 71100 C Series IMI Meter
1 APAC Convent+Acreunhing Weight Braak Reports
1 APAX
Cost-Acclg Accounts Level(100)
1 APB2 Cost Accounting Devices(10)
1 APKN Account ListimportlExport
1 MCC Sendpro CAuto 95
1 CAAB Basic Cost Abcounling
1 DM3RI(L Return Kit forDM300-Large
1 ME1A Meter Equipment-0 Series
1 MP81 0 Series integrated Scale
1 PAB7 C Series Premium App Bundle
1 PTJ1 SendPro Online
1 PTJA SendPro Basis 1 User
1 PTJN Single User Access
1 PTK1 Web Browserinlegratlon
1 PT152 SendPto.0 Series Shipping Integration
1 SJS2 Soltguerd For SendPro C500
1 STDSIA SienderdSLA-£qulpmentService Agreement(for SendPro 0Auto)
1 2HZ4 Manual Weight Entry
1 ZH29 HZ0306LPMSpeed
1 ZH05 SendPro C500 Base System Identifier
1 ZI1D5 Urn'S Rules wills Meiér5d Letter
1 ZHD7 EConfServlcos far Metered LTR.BOL
us356099.1 6117 Paeo2 of Y1 0193 0 0 52
02017 Ptrney novas 1ne.All riehruasarve0. See Pitneynuviw Tana for additional terms and condition
Pitney Bowes confidential Information
1 ZHWL 516/3kg Weighing'Option for MP31
1 SPE SendPro Enlerprlse Offer
1 39743
10lb l511g USB Scale
SMSTSPE SPE SPS MID Assist Service
1 SPE•BASIC500 SendPro Enterprise Basic Sub 600
1 SPE2O
Non-ConlactProgrammable Wedge Scanner
•
SPEPS
SPE Impieriierftation
1 STOSIA Standard SLA-EquipmentService Agreement(for SendPro Enterprise Offer)
Your Payment Plan -- • - . -••- ,
Initial Term: 60 months initial Payment Amount: ()Tax Exempt Certflfcate Attached
Number of Months Monthly Amount Billed quarterly ate ()Tax Exempt Certificate Not Required
60 $1,604.96 $4,014,00 (X)Purchase Power&iransactlon fees Included
O Purchase Power°transaction fees extra
'noeanorrncMdeanpappaca5a safer,em orpmportyracosetIct mAbe Wed
Your Signature Below
Non-Approprlaliond.You warrant that you have funds available to make all paymenis,unlll the end of your current fiscal pedal,and shall ups your best efforts lc obtain funds to make all
payments In each subsequent fiscal period Through Oro end of your Lease Term,If your opproprfaltan request to yourleglsiallve body;or funding authority rGoverning body")for funds to
make the payments Is denied,you may lemiinele lisle Lease on the last Clay of Oka fiscal period for which funds have been appropriated,ripen(I)submission of documentation reasonably .
satisfactory to us evidencing the Governing Body's denial of an oppropriagon sufficient to continue this Lease for the next succeeding fiscal period,end(II)satisfaction of all charges end
obltgatlons under this Leese Incurred thrdugh the end of the fiscal period for which funds have been apptoprleted,Including the return of the Equipment al yourexpense.
By signing below,you agree to be bound by ail the terms of this Agreement,Including those located In the Slate of Indiana Contrac1ASA-14-261QPAf113142,Exhibit G the Pitney Bowes
Terms(Version 6114),end Exhlglt I Fair Market Value Lease Agreement which are available at p•flora v.hb-eomhlelee end are Incorporated by reference.You acknowledge that you
may not cancel the lease for any reasoned Thal all payment obllgetons ere unconditional.The lease will be binding'onus afterwe have completed our credit and documentation approval
process and have signed below.The lease requires you either to provide proof of insurance or participate in the ValueMAX®equipment replacement program(see Section L9)for an
additional fee.
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Pitney Solves Confidential Information
Sales Information,
Philip Wald phtilp.ward,@pb.com
Account Rep Name EmallAddress PEEPSAc6eplance
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SendPro® Enterprise
Statement of Work
City of Richmond
December 16, 2020
Version 0017082342,1
•
PSM CONFIDENTIAL.
City of Richmond-,SPE Configured Package
6PN:0017002342 SPE SCW Template v03.00.02
,4 bri- 9c9 /on
pitneybowes SOW
Our goal Is to deliver the Solution and Professional Services included in the Sales or Lease Agreement with the
client to assist with the implementation of SendPro®Enterprise(SPE),a.cloud-based application.We agree to
and will deliver the following items:
o Proiect Description. Meet solution objectives described in this Statement of Work(SOW)
o Project Scope. Complete pre-sales business analysis,schedule installation,deployment,development,
testing and client training. Model the solution specific to customer approved attachments in Milestone I listed
below. Complete Client Solution Acceptance.
o Project Deliverables~ Pre-sales business analysis is complete and required documents are signed and
accepted by the client sponsbr(s). The section below lists all the milestone project phases for successful
completion of this project. The expected costs are set forth in the Sales or Lease Agreement,based on known
project requirements documented and approved in Milestone I (see table below).
Milestone Project Phase
1 ; Pia Seles:Business;Anelysis&'Solution'Design, ` Stalernent'.of;Wodttlevlewed -
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o Change Management. Any requested modifications to the solution design must be in writing and signed by
an authorized representative of each party. The Change Request Document(CRD)will describe the
request for services,communicate feasibility and fee where applicable to deliver the change.
Accepted and Agreed to by:
: : ° .._.—.--
ity f Richmnd Pitney Bowes Inc.(PR)
Signed:
•
Name: 741!/O /1 (• Name: Jason Ambrosio
Title: .440.1,tz Title:
Date: D!/l 2/7v21 Date:
PSM CONFIDENTIAL 1
City of Richmond-SPE Configured Package
DPN:0017082342 SPE SOW Template v03.00.02
pitney bowes (r( `)'
sow
In Scope
a Site Criteria:
a SendPro®Enterprise will replace the following existing shipping solution:
o Carrier Provided-Multiple
o Licensing:SendPro Enterprise,Tier a-500 Transactions Per Month(with,-500 monthly
transactions)—installed as a.SaaS solution for use at location
a SendPro®Enterprise installed on'd processing station
o a processing station is a station that has peripherals(scale,thermal label printer, or postage
meter/mailing machine)attached
o requires installation of HubCapp peripheral ageht
• Client to provide processing station
a PB to provide 4 USB Scale
• PB to provide 9 USB Corded Scanner
***Unless otherwise detailed In this section,it is assumed that all peripherals will bp connected to
MaliCenter stations.
a Carriers available for implementation:
a User Profiles—up to 3
a USPS Sewer—up to MID
a USPS PB Shipping API —up to 9 Account
***MOTE—Accounts will be configuredfor each account invoice provided up to the number of
accounts listed above.
o Apps To Be Activated
a Certified Mall—Uses a pre-set workflow to process electronic submission of certified mail with
delivery confirmation
o Bulk Address List Processing(Batch processing of bulk address lists)
*see file Specifications and requirements In product
o Desktop—Used at the desktop to process shipments and create ship requests using a pre-set
shipping workflow to minimize data entry
To be configured with the following workflows:
o Rate and Create Requisition
o Ship a Package(using the Desktop Shipping app)
o Bulk Address List Processing(Batch processing of bulk address lists)within the Desktop
_ project
*see•file specifications and requirements in product
•o electronic Return Receipt(eRR)
o electronic Certified(E Certified or eCert)
o View Shipments
o View Reports
a End-of-Day Creates end of day manifests that summarize daily transactions
a MailCenter--Used In the mailroom to process shipments and ship requests;supports Bulk
Address List Processing
a Reports—Used to generate reports for:accounting and cost overview
a Supervisor--used to manage users and control the level of access they have to SendPro®
Enterprise and to manage Cost Centers,Products,etc.
a Stamps Used to generate and print USPS postage stamps
a View—Used for view historical transactions,performing end of day,voiding a shipment and reprint
outputs
a User Profiles
The following User Profiles will be setup,by default,at implementation
o Desktop profile
b Desktop app—used for ship requests,eRR,shipping from desktop.
o View app—used for research of shipments after processing.
o Certified Mail app-used for processing Certified/eRR shipments
PSM CONFIDENTIAL
City of Richmond-SPE Configured Package
BPN;0017082342 SPE SOW Template v03.00.02
pitney bowes 1, 3i?'
'�f SOYA
o Stamp app—used for producing stamp sheets
o Mailroom profile
o MailCenter app—use to process ship requests and manual shipments
p View app—used for research of shipments after processing.
o EoD app—used to produced End of Day documents if needed.
a Supervisor profile
o All the above apes
o Report app—Allows the user to run reports on shipments
o Supervisor app—Used to import,manually add,edit and maintain users,cost centers and
products
o Additional Installation Parameters:
• SendPro®Enterprise will be configured with the standard Forms authentication of users. This
method Is based around users entering credentials via a web form,which Is subsequently
authenticated.
a System will have up to Up to 3 Users et initial implementation,manually entered by PB resource at
time of installation
o Process USPS®electronic Certified at up to I site,with electronic Return Receipt(eCertified with
eRR)at up to I site,using:
o Pre-printed Pitney Bowes provided labels
o eRR Notes:
▪ eRR Tracking Is not available for Items mailed to APO/FPO locations
• eRR accepts a maximum of 30 alphanumeric characters in the reference field
o Offline Postage Metering*requires standalone meter(s)
• sendPro®Enterprise will be configured to generate a sheet of stamps for USPS processing,with
the following options/restrictions:
o Generated from the Stamps app,using the Sheet option
o Full Sheet or Partial Sheet printing
o Load used sheets and reprint until all stamps on the sheet are used
n Multiple batches of stamps,with different configurations or values,up to a total of 25 per sheet
o Print a test sheet to check alignment.
e Request refunds.
_o View past activity.
o Available with the following services:
ti First Class Letters
Flats
a Certified Mail
• Certified Return Receipt
a Return Receipt/electronic Return Receipt
a Insurance
Insurance Restricted Delivery
• Certified Restricted Delivery
o No Parcels
o Requires completed PB Shipping API Application to be submitted and approved
o USPS SCAN Form(PS5630)
o USPS Firm Mailing Book(PS3877)
d Assign cost center numbers to transactions,if required
d Mailer ID Assistance(MIDAssist)
o Assistance for up to-one(I)site
o PB service personnel(Deployment Specialist or Field Rep)will contact Client and assist in
completing the USPS Gateway process to receive a Mailer ID
o PB service personnel act as a liaison between Client and USPS to diagnose issues and work at
b►inging to resolution
a Deployment Specialist will follow up with USPS to make sure approval and ID is received and
work to schedule installation
O 3rd-Party Billing(manual entry only)
P811/1 CONFIDENTIAL
City,of Richmond-SPE Configured Package
BPN:0017082342 SPE SOW Template v03.00.02
pitney bowes 10.
SOW
• Shipment eMail Notification through Shipment Notifler component of SPE via PB-Provided Simple
Mail Transfer Protocol(SiVMTP).server
o Delivery eMail Notification,if provided by carrier(must be selected by client at time of processing)
• Email Notification Note:
o May contain multiple email addresses separated by a semicolon
(e.g.sally,jones@ydnrdoman.cdm;j ca.smith@yourdoIain.Corn) {
v Email address field limited to 100 characters
o Standard SendProe Enterprise Reports
o Address Validation(domestic addresses only)via PS Shipping An
o Transactional data will be retained fora period of 12 months
a On-Site PB-Provided SendProe Enterprise workstation and peripheral configuration and training
services for site(9 four-Maar session per site,for up to four participants)
Out of Scope
All areas not specifically covered in this document are outside of the scope of this project,including but not
limited to:
o PB-provided processing workstation
o PB-provided Thermal Label Printers
o Non-standard Job Aids
o User authentication other than SendPro°Enterprise internal product"forms"authentication
o Personal Shipping
o Environments other than single production(e.g.Developrrient,Disaster Recovery,etc)
o Carriers other than those listed in the/n Scope section above
o Advanced integration
o SPE Batch Order Processing Tool
o Cubetape integrated parcel dirnensioner
o Dimensloner units
o Optical Character Recognition(OCR)Scanhers
o Address Validation for Canadian or International addresses
o UPS Mail InnoVations
o UPS SurePost
a FedEx SmartPost
• DHL SmartMafl
o Return Label Service
o Multi-pack processing
o Custom/Non-Standard Reports
• Billing/Document Label
o SurchargesiHandling Fees added to shipments
• eRR Bulk Proof Of Delivery(BPOD)file Splitter Tool
o Print E-Certified Labels
o .eRR Cover Sheet
• International shipment processing
o Stamp Roll Printing
o Pitney Bowes postage meter interface
• Carrier Assistance
• Data Assistance
Dependencies.Assumptions
Assumptions:
o Appropriate client stakeholder's have reviewed and agreed to requirements and workflows outlined
in the SendPro°Enterprise SO-.W.*For additional information please contact your local Client
Manager.
o Client has completed all documentation necessary for eCertifiedl eReturn Receipt setup with Post
Office,
ASM CONFIDENTIAL
City of Richmond-SPE Configured Package
13PN:0017082342 SPE SOW Template v03.00,02 •
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• Client has completed all documentation necessary for PB Shipping API.
a Client is responsible for setting up account numbers and carrier pick-up with the amaIl parcel
carriers.
o Historical transactions cannot be edited.
Dependencies;
o Client must provide a valid logins with a static passwords for communication with UPS and USPS;
If password Is changed,the communication will no longer be functional,and additional labor effort
will be required to restore functionality.This additional labor effort may result in a corresponding
Professional Services charge.
**NOTE—this can be accomplished by either providing the installer with a current login,
with a static password,or by creating(or allowing installer to create)a new dedicated
"seniice login"with a static password.
O Mannal entry of account information for carrier third-party billing accounts is required
• When using the PB Shipping API for IJSPS shipments,operators must enter dimensions for
packages sent to destinations outside of zones 9 thru 4.
pg1V1 CONFIDENTIAL.
City of Richmond-SPE Configured Package
13PN:0017002342 SPE SOW Template v03.00.02
Id "
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Pitney bowes r j` SOW
Appendix—Requirements Diagram
e5e�idi� °inlerprise et s
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Internet Explorer 11,Edge,Chrome,Flrefox,Safari(MacOS)
App
User • 1
fftiLCnppPrrtpheralAp,ent
•
Windows 10 or 8.2.OR Windows Server 2012 Rz or 2G1
-iniernet Explorer 11;Edge,Chrome,Firefox
Peripheral Agent—
HubCapp Peripheral Agent makes printers and scales available for use with SendPre Enterprise Apps.
P�pB CONFIDENTIAL
City of Richmond-SPE Gotifigtn'ed Package
BPN:0017082342 SPE SOW Template v03.00.02
rep ` pitney bowel •`
Shipping&Matlin�
SendSuite°Solutions
Application for SendSuite
Payments Account
Use Adobe Reader's"Fill&Sign"feature to type data into fields and sign document
Handwritten Information can introduce errors,The application may then be saved
and emalled to Cert1erAdminisiretion@pb.cam,subject"SendSuite Application"
Company contact information
Company name: CITY OFRICHMOND
Address line 1: 1p80 LIBERTY AVE
Address'line 2:
'City (RICHMOND _ State IN Zip 47374-7282
Tax I.D,#
Contact person: First name !Jeff Last name ILolunoeller �.
Title IWTPMaint.Mgl'ic
Telephone: Area code 765 Phone# 983 7464• Ext.
Fax: Area code I Phone i# L
Email address: Ijlolpnoeller@riclnnondindia}ta.gov
This email address will also be your user name for pitneybowes.eom account access to view
postage activity.For security purposes you will receive an ern ail to set your password.
Billing.address it Same as above
Address line 1: L
Address line 2:
City I State I- I Zip
Telephone: Area code Phone# I 1 Ext.
Fax: Area code I'' Phone# I _
Save the filled out and signed PDFfile:and email to Co rrierAdminlstrotlon@pb.corim,subject"SendSuJte Application"
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slipping&Maiiin9
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SendSuite Solutions
Application for SendSuite
Payments Account
Pitney Bowes postage payment information
If you would like to consolidate your SendSuite postage charges on your existing Purchase Power°or Reserve Account,
please enter the account number you wish to consolidate to:
(8 digits for Reserve Account,16 digits for Purchase Power)
Please provide your Pitney Bowes account number(10 digits): 0017082342
Estimated monthly postage volume(LISPS$Spend through this service): $ 2500
Estimated maximum shipping label value CUSPS$Spend through this service): $ 300
Amount of Internet postage credit line requested: $ 2500 —�
El I am a federal agency
❑ Using GSA Schedule 48 pricing ❑ Using Official Mail Account Systems COMAS)
Sales contact name:
Sales contact telephone: Area code Phone# I Ext. I.^I
Service contact name: r _
Service contact telephone: Area code I 1 Phone it J Ext. I_
❑ I would like to find out more about how I can maximize the benefits of my Purchase Power account by
consolidating other shipping charges such as FedEx and UPS on one monthly statement.
❑ No,I do not want to use Purchase Power to pay later.I understand that if there are no pre-paid Reserve Account
funds available my postage request will be declined.
By signing this form,I hereby agree to the SendSuite Solutions Terms of Use,the Postage By Phone Reserve.Account-Agreement and
Disclosure Statement and,unless I've checked the box above,the Terms and Conditions of the SendSuite Purchase Power Program,
each of which are attached.
Client signature Date
Save the filled out and signed PDF file and email to CarrierAdminlstration@p b.com,subject"SendSuite Application."
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