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Bill Printing and Mailing
Service Schedule
This Bill Printing and Mailing Service Schedule (the `BP&M Service Schedule" or
"Agreement") is entered into by and between Arista Information Systems, Inc. ("Arista") and
the City of Crestview, Florida ("Customer"). Arista and Customer each a "Party" and are
jointly the "Parties". Arista and Customer agree that, upon the terms and conditions of this
Agreement (including its Appendices A, B, C, and, if applicable, D, all of which are hereby
incorporated into and made a part of this Agreement by reference as fully as if set forth herein)
and of that certain Master Services Agreement ("MSA") executed by the Parties, Arista will
provide and Customer shall purchase the services described herein.
1. Products and Computer Services. Arista agrees to provide to Customer, and Customer
agrees to purchase from Arista, those products and services set forth in the attached Statement of
Work, designated as Appendix A. If the Parties desire to amend this Statement of Work, such
amendment shall be binding on the Parties only if a revised Statement of Work is reduced to
writing and signed by the Parties. Any additional services will be furnished by Arista subject to
availability of facilities, personnel and services available to Arista, at standard rates in effect at
the time, and in accordance with any applicable special terms agreed to in writing by the Parties.
Notwithstanding any other provision in this Agreement, Customer agrees that the services
described in this Agreement may, at Arista's discretion, be provided either directly by Arista or
through subcontractors or other third parties. Customer agrees to recognize and cooperate with
such third parties in facilitating the performance of Arista's obligations hereunder.
2. Completion Times. Arista will furnish and mail the completed product as described in
Appendix A and provide any other products and computer services pursuant to the Delivery and
Time Schedules set forth in Appendix B. In no event shall Arista be liable for any delay in the
performance or delivery of any service or product due to failure by Customer to timely provide
information, data and any other items as are reasonably required by Arista to perform its
obligations; provided, however, that if Customer fails to provide correct and complete data in
accordance with mutually agreed time schedules, Arista will promptly request the additional data
and, after Arista has received such information, data or other items, (a) Arista shall reschedule
and process Customer's work within the time limits provided in Appendix B, and (b) Customer
agrees that the time schedules shall be extended as necessary for this purpose. Data will be
deemed to have been timely submitted by Customer if received by Arista on or before the times
set forth in Appendix B.
3. Term. This BP&M Service Schedule shall be effective on the latest date of acceptance
and signing of the Agreement by either Party and shall continue for twenty-four (24) months
from the date Arista first processes Customer's bills. Thereafter, this Agreement shall
automatically renew for successive twelve (12) month periods unless written notice of
termination is given by either Party not less than ninety (90) days prior to the anniversary date on
which the termination is to be effective.
Arista BP&M Service Schedule
4. Pricing/Invoicing.
(a) The prices for products and services under this Agreement are set forth in
Appendix B.
(b) Any sales and use taxes, and any other similar taxes applicable to the production,
sale, use, storage, delivery or transportation of the products and services shall be
calculated and paid by Customer.
(c) In addition to the prices set forth in Appendix B, Customer shall pay estimated
postage costs prior to the mailing of Customer's customer invoices. Estimated postage
costs shall be equal to Customer's actual postage costs for the preceding month. If in any
given month Customer pays estimated postage in excess of the postage costs actually
attributable to Customer, Arista shall apply such excess payment to Customer's postage
costs for the subsequent month. Arista shall sort Customer's mail to obtain the most
advantageous postage rates, and shall provide Customer with an accounting of all postage
costs incurred.
(d) Shipment of products shall be F.O.B.
(e) In order to achieve volume discounts on custom form, envelopes and other
preprinted material ordered on behalf of Customer, Arista may purchase up to a 6 month
supply of these items in advance. In the event Customer terminates this contract or
requests changes to these items, Customer shall be responsible for the cost incurred by
Arista for the remaining inventories of such items.
5. Special Order Services. All services provided by Arista to Customer other than those
identified in Appendix A shall be referred to herein as special order services and shall be
provided as follows:
(a) If Customer shall desire special order services, Customer shall submit to Arista a
written request which shall, with reasonable specificity, describe the services or changes
desired by Customer. Arista and Customer shall, within a reasonable time thereafter,
evaluate the request. Based on such evaluation, Arista will prepare specifications for the
design, enhancement and implementation of the services described and specify an
estimated number of working days after Customer's acceptance in which the applications
shall be completed.
(b) If the specifications prepared by Arista are acceptable to Customer, Customer
shall indicate its acceptance in writing.
(c) Upon acceptance by Customer of the service specifications, Arista shall
commence preparation and diligently pursue development of the product in accordance
with such specifications and shall use its best efforts, consistent with changing and
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Arista BP&M Service Schedule
conflicting needs and demands of its Customers, to complete the same within the period
estimated in the specifications.
For special order services, Arista shall be compensated as, provided for in Appendices A,
B, and C.
6. Special Stipulations. Any applicable terms in addition to those in this Agreement,
including Appendices A, B and C, which are incorporated by reference as if fully set forth
herein, and in the MSA between the Parties shall be outlined in Appendix D and signed by both
Parties. The absence of a fully executed Schedule D shall mean one does not exist.
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Arista BP&M Service Schedule
IN WITNESS WHEREOF, the Parties, intending to be legally bound by the terms and
conditions contained herein and by the terms and conditions of their MSA, have executed this
Bill Printing and Mailing Service Schedule to be effective on the last date indicated below.
Title:
Date: 1 0 VB
CUSTOMER:
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Arista BP&M Service Schedule
Appendix A
Statement of Work — Printing and Mailing Services
1) Statement to be formatted based on Customer requirements.
2) Data will be received at Arista via electronic transfer initiated by Customer in a fonnat
agreed upon by both Parties.
3) All addresses will be passed through certified postal -coding software for CASS (Coding
Accuracy Support System) certification and delivery point barcode for automated postage
discount.
4) Statement materials included: statement page, outside mailing envelope, courtesy -reply
envelope.
5) Processing, printing, collating, folding, inserting and mailing.
6) Preparation and delivery to USPS in automation stream.
Statement of Work — PDF Services for Printing and Mailing Customers
OPTIONAL SERVICE
1) Data used will be the same data as provided for Printing and Mailing Services.
2) A PDF image of the exact statement that is printed and mailed will be created.
3) PDF images are available for the Customer to view, print, and download.
Statement of Work — Electronic Bill Presentment
OPTIONAL SERVICE
1) Arista will provide a hosted website to the Customer to facilitate the electronic presentment
of Customer's statements to Customer's End Users.
2) The electronic bill statement, available through the website, is to be formatted based on
Customer requirements.
3) The data received at Arista to be used to generate the electronic statement will be initiated
by the Customer in a fonnat agreed upon by both Parties.
4) Customer may suppress a paper bill for viewing electronically by the End User on the Bill
Presentment website.
5) The Arista Electronic Bill Presentment Website shall, as agreed between the Parties:
a. Allow the Customer's End User to view a bill statement.
b. Allow the Customer's End User to view an e-bill.
c. Allow the Customer's End User to pay a statement via a credit/debit card or
electronic check through the website. (If Customer elects to allow such payments,
Customer must also execute the Arista Third Party Payment Processing Service
Schedule.)
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Arista BP&M Service Schedule
Appendix B
Time Schedule and Pricing
Customer must provide a delivery schedule of data thirty (30) days in advance. Data
received promptly will be mailed within 24 hours. If data is not delivered by Customer
promptly or if incorrect data is received by Arista, data will be reprocessed in accordance with
agreement within 48 hours after receipt by Arista.
SERVICES: UNIT PRICE:
Processing, printing, collating, folding, inserting, and preparation and delivery to USPS in
automation stream
1) Highlight Color $0.10
Delinquent Notices (Highlight or Non -Highlight) $0.10
2) Cost of additional page $0.06
3) Additional cost of duplex page $0.035
4) Additional cost if "pre-printed form" $0.01
5) Checks $0.15
6) Additional Inserts $0.01
7) Postage Cost
8) Minimum Monthly Charge $500.00
9) Programming Charge 100.00/hour
10) Initial Set up Fee Waived (With 24 month agreement)
11) Additional charges for regular or delinquent files under 500 pieces $ 10.00
12) Suppression of Paper Bill (Electronic Bill) $0.04
Prices do not include postage. Postage to be supplied at cost with an estimated amount
billed in advance. All qualified mailable pieces will be coded for maximum discount.
Above pricing includes the price for forms, outside envelope, and return envelope, all of which
will be billed to Customer at cost. Arista reserves the right to change this pricing during the
term of the Agreement to reflect changes in Arista's costs.
New services or products will be added f-om time to time to a published price list which will be
provided to Customer and become part of this Schedule.
PRICING FOR PDF SERVICES: (Optional ) UNIT PRICE:
1) Monthly Charge $0.00
2) Per Image Charge $ 0.01
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Arista BP&M Service Schedule
Appendix C
Schedule of Charges for Special Order Services
Pricing for services of this nature will be made by quotation.
Minimum Hourly Programming Rate $ 100.00 Per Hour
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Arista BP&M Service Schedule
Appendix D
Special Stipulations
[Unless this Appendix D is executed by both Parties, there are no special stipulations concerning
this BP&M Service Schedule.]
Date: 1 l ? 1,5
CUSTOMER:
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8
New Customer Sheet
ARISTA
Salesperson
CUSTOMER
Company Name
Mailing Address
City, State ZIP
Physical Address
City, State ZIP
Phone Number
FAX Number
Website Address
Contact Name for Billing
Contact Position
Contact Phone Number
Contact Email Address
Contact Name for Implementation
Contact Position
Contact Phone Number
Contact Email Address
Contact Name for After -Hours Troubleshooting
Contact Position
Contact Phone Number
Contact Email Address
SOFTWARE
Company
Contact Name
Phone Number
Email Address
BILL SERVICES
Electric
Gas
Garbage
Water
Sewer
Stormwater
Tax
Other
BILL
Total per month
Number and dates of cycles
Ralph Reed
City of Crestview
P.O. Box 1209
Crestview, FL 32536
198 North Wilson Street
Crestview, FL 32536
850-682-1560
850-682-8077
www.cityofcrestview.org
Elizabeth Roy
City Clerk
850-682-1560
elizabethroy@cityofcrestview.org
Elizabeth Roy
City Clerk
850-682-1560
elizabethroy@cityofcrestview.org
Elizabeth Roy
City Clerk
850-682-1560
elizabethroy@cityofcrestview.org
Superion ASP
???
1-800-695-6915
???
X
X
X
X back flow preventor check
9, 500-10000
2 on the 1st & 3ro Tuesday + 2 off cycle
and 2 final cycles
AIS - New Customer Sheet 1 12/01/11
New Customer Sheet
Pre-printed form — front and/or back content
Print color
Initial test date
Expected live date
Ancillary endorsement (for undeliverable as addressed mail)
Consolidation
By exact match on Name and Address or Address
Barcode and/or OCR scan line — include content and format
Graphs or Charts
Variable text message
Alternate disconnect message
Selective Inserting
Return envelope for the following:
Bank draft
Credit card draft
Credit balance
Zero due balance
PDF
EBPP
BILL TYPES
Detail
Invoice
Other
DELINQUENT
Total per month
Number and dates of cycles
Pre-printed form — front and/or back content
Print color
Initial test date
Expected live date
Consolidation
By exact match on Name and Address or Address
Barcode and/or OCR scan line — include content and format
Include return envelope
PDF
EBPP
ENVELOPE
Standard envelope or Utility Bill Enclosed envelope
Bill , Delinquent, or Both
N
Blue
TBD
January 15, 2018
Return Service Requested
Y
Exact match on name & address
Possible in future
Y for water usage
Y
Y
Y
N
N
N
N
Y
Y
Y
N
N
0
Utility Bill Enclosed envelope
Bill
ITEMS REQUIRED
Mock up Y
Logo Y
Data file layout Y
Data file (test file — samples that match test file desired) Y
Sample current bill, delinquent, letter, etc., as applicable Y
AIS - New Customer Sheet 2 12/01/11
r
New Customer Sheet
FINANCIAL SERVICES
EBPP
Lock Box
OPP (Online Bill Payment and Processing)
Return Check
Contact Name
Contact Position
Contact Phone Number
Contact Email Address
Contact Name for After -Hours Troubleshooting
Contact Position
Contact Phone Number
Contact Email Address
FINANCIAL SERVICES ITEMS REQUIRED
Client ID (Arista acronym)
Logo
OTHER (additional information from salesperson)
N
N
N
N
N
N
AIS - New Customer Sheet 3 12/01 /11
PUBLIC ACCESS
Arista Information Systems, Inc., as Contractor shall comply with the requirements of Florida's Public
Records law. In accordance with Section 119.0701, Florida Statutes, Contractor shall:
1. Keep and maintain public records required by the public agency to perform the service.
2. Upon request from the public agency's custodian of public records, provide the public agency
with a copy of the requested records or allow the records to be inspected or copied within a
reasonable time at a cost that does not exceed the cost provided under Florida's Public Records
Law or as otherwise provided by law.
3. Ensure that public records that are exempt or confidential and exempt from public records
disclosure requirements are not disclosed except as authorized by law for the duration of the
contract term and following completion of this contract if Contractor does not transfer the records
to the public agency: and
4. Upon completion of the contract, transfer, at no cost, to the public agency all public records in
possession of Contractor or keep and maintain public records required by the public agency to
perform the service. If Contractor transfers all public records to the public agency upon
completion of the contract, Contractor shall destroy any duplicate public records that are exempt
or confidential and exempt from public records disclosure requirements. If Contractor keeps and
maintains public records upon completion of this contract, Contractor shall meet all applicable
requirements for retaining public records. All records stored electronically must be provided to
the public agency, upon request from public agency's custodian of public records, in a format
that is compatible with the information technology systems of the public agency
5. If Contractor has questions regarding the application Chapter
119, Florida Statutes, to Contractor's duty to provide public
records relating to this Agreement, Contractor shall contact the
Custodian of Public Records at:
City Clerk, City of Crestview
198 North Wilson Street
P.O. Box 1209
Crestview, Florida 32536
(850) 682-1560 Extension 250
citvcierka.citvofcrestview.orq
6. In the event the City of Crestview must initiate litigation against Contractor in order to enforce
compliance with Chapter 119, Florida Statutes, or in the event of litigation filed against the City
of Crestview because Contractor failed to provide access to public records responsive to a public
record request, the City of Crestview shall be entitled to recover all costs, including but not
limited to reasonable attorneys' fees, costs of suit, witness, fees, and expert witness fees extended
as part of said litigation and any subsequent appeals.
Contractor'' S,�gnature
I,eesa Wagener, VP Business Operations
A_ R_ I S T A
INFORMATION SYSTEMS
PDF Service Enrollment
Client: City of Crestview Request By: Elizabeth Roy
Address: 198 North Wilson Street Request Date: 1/15/18
P.O. Box 1209 Phone Number: 850-682-1560
Crestview, FL 32536 Client ID: TBD
Electronic PDF File is $50 per month plus $0.01 per image
Select Application for PDF
X Bills/Invoices/Statements
Start Date 1 /18
Email Recipients
Delinquents
Name Email Address
Elizabeth Roy elizabthroy@cityofcrestview.org
Authorization Signature:
2220 Northmont Parkway • Suite 100 • Duluth, GA 30096
Phone: 678-473-1885 • Fax: 678-473-1051
Email: customerservice@aristainfo.com