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HomeMy Public PortalAbout09-7454 MCCadvantage for Processing of Utility Bills Sponsored by: City Manager RESOLUTION NO. 0 9-7 4 5 4 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF OPA-LOCKA, FLORIDA, ACCEPTING THE PROPOSAL FROM MCCADVANTAGE, MUNICIPAL CODE CORPORATION, IN RESPONSE TO RFP NO. 09- 0320 FOR PROCESSING OF UTILITY BILLS; FURTHER AUTHORIZING THE CITY MANAGER TO ENTER INTO AND EXECUTE AN AGREEMENT WITH MCCADVANTAGE, MUNICIPAL CODE CORPORATION, FOR THE PROVISION OF UTILITY BILL PROCESSING SERVICES IN A CONTRACT FORM ACCEPTABLE TO THE CITY ATTORNEY, PAYABLE FROM ACCOUNT NO. 17-513340 WHEREAS, the City Commission of the City of Opa-locka ("City Commission") adopted Resolution 09-7438, authorizing the City Manager of the City of Opa-locka ("City") to issue a Request for Proposals (RFP) for Utility Bill Processing Services; and WHEREAS, RFP No. 09-0320 requested proposals from a qualified vendor to provide services related to the processing of utility bills for the City; and WHEREAS, the RFP review committee evaluated the proposals submitted to the City in response to RFP No. 09-0320 and selected MCCAdvantage, a division of Municipal Code Corporation, as the most responsive and responsible proposal for utility bill processing services; and WHEREAS, the City Manager is recommending that the City Commission authorize the City Manager to enter into and execute an agreement with MCCAdvantage for the provision of utility bill processing services, in a contract form acceptable to the City Attorney. NOW, THEREFORE, BE IT DULY RESOLVED BY THE CITY COMMISSION OF THE CITY OF OPA-LOCKA,FLORIDA: Section 1. The recitals to the preamble are hereby incorporated by reference. Resolution No. 09-7454 Section 2. The City Commission of the City of Opa-locka hereby accepts the proposal submitted by MCCAdvantage, a division of Municipal Code Corporation, in response to RFP No. 09-0320 for Utility Bill Processing Services. Section 3. The City Commission of the City of Opa-locka hereby authorizes the City Manager to enter into and execute an agreement with MCCAdvantage for the provision of utility bill processing services and in a contract form acceptable to the City Attorney, payable from Account No. 17-513340. Section 4. The City Manager is hereby authorized to take all necessary and expedient action to effectuate the intent of this resolution. Section 5. This resolution shall take effect immediately upon adoption. PASSED AND ADOPTED this 8 day of APRIL , 2009. ■L KE EY NSA OR Attest: Approved as,to fo fficien y: f Debor. . Irby Burnadette Norris-Weeks City Clerk City Attorney Moved by: HOLMES Seconded by: JOHNSON Commission Vote: 5—0 Commissioner Holmes: YES Commissioner Johnson: YES Commissioner Tydus: YES Vice-Mayor Taylor: YES Mayor Kelley: YES f7 - A APAc:g313( %KA M-41'1 ;;;,.. gavetat, Memorandum TO: Mayor Joseph Kelley Vice-Mayor Myra L. Taylor Commissioner Dorothy Johnson Commissioner Timoth - s mes Commissioner Ro dus FROM: Bryan K. Finnie, Interi 'tiManager DATE: March 27, 2009 RE: MUNICIPAL 04 I E CORPORATION, MCCADVANTAGE Request: AU ORIZE THE CITY MANAGER TO ACCEPT THE PROPOSAL OF MCCADVANTAGE FOR UTILITY BILL PROCESSING SERVICES, PAYABLE FROM ACCOUNT NO. 17-513340 Description: The City of Opa-locka Finance Department is responsible for mailing approximately 6,000 water wills per month. The cost to print and mail the water bills (including labor, supplies, equipment, and postage) is approximately $10,000.00 per month. Labor includes approximately 35 hours of staff time dedicated monthly to printing and mailing the utility bills. The City Commission approved Resolution#09-7438 authorizing the City Manager to request proposals for a qualified company to provide utility bill processing services. MCCAdvantage, a division of Municipal Code Corporation, is the only qualified company that submitted a proposal. MCCAdvantage specializes in providing local governments with high-quality statement processing and bill presentation services. By utilizing the services of MCCAdvantage, it will cost the City approximately$4,000.00 per month to print and mail the utility bills. This represents a savings of$6,000.00 per month in labor, supplies, materials, and postage. MCCAdvantage provides similar services to other Florida cities: Oakland Park, Lady Lake, Fort Meade, Bradenton,and Coconut Creek. Financial Impact: The cost is approximately$4,000.00 per month. However, we will see a savings of close to $6,000.00 per month. The account number is 17-513340. Implementation Timeline: Ninety days after approval. Legislative History: Resolution #09-7438 — Authorization to Request Proposals for utility bill processing services. Recommendation(s): Staff recommends approval. Analysis: MCCAdvantage is a division of the Municipal Code Corporation (MCC) that provides local governments with statement processing and bill mailing services. Municipal Code Corporation has provided services solely to local governments for over 55 years. They are a trusted, well respected company. MCC already provides the City with online viewing of the City's Code of Ordinances. The advantages of outsourcing the printing and mailing of the utility bills to MCCAdvantage include: • Savings of close to $6,000.00 per month. • A reply envelope will be included in each bill. This is a service that has been requested by our customers for some time and especially since our move to Town Center I,4th Floor. • 35 hours of staff time will immediately be refocused to customer service. • Actual copies of utility bills will be available for 3 years. Right now,we can only reprint the bill for the last month. • Bilingual utility bills are available for$.O1 additional per bill and a small set up charge. • Emailing of utility bills to customers is available. Attachments: 1. Certifications of Proposal and Advertisement 2. MCCAdvantage Proposal 3. Resolution#09-7438 PREPARED BY: Dr.Ezekiel Orji,CPA 04 "THE GREAT CITY " DEBORAH S.IRBY,CMC oy (o Ccr r1 (305)953-2800 City Clerk 4 c Q Pa og QU na (305)953-2801 Supervisor of Elections ; 953-2802 J� a Fax: (305)953-2834 JOANNA FLORES,CMC a„°aptEO'�ry Assistant City Clerk MEMORANDUM TO: The Honorable Mayor/Commission Bry_a K. Finnie,Interim City Manager' urnadette Norris-Weeks, City Attorney 1r ' FROM: i e • ice f t e ity perk DATE: arch 23, 2009 SUBJ: RFP No. 09-0320—Processing of Utility Bills Attached hereto is a copy the Request for Proposal document, advertisement, certification and proposal submitted in response to the City of Opa-locka's Request for Proposals (RFP) No. 09-0320—Processing of Utility Bills If you have any questions, please contact our office. e ) CITY HALL•780 FISHERMAN STREET, OPA-LOCKA,FLORIDA 33054•(305)688-4611 •SUITE 335 AN EQUAL OPPORTUNITY EMPLOYER AND DOES NOT DISCRIMINATE ON THE BASIS OF HANDICAP C,r,USr� J J CITY OF OPA-LOCKA CERTIFICATION OF PROPOSALS RECEIVED REQUEST FOR PROPOSALS (RFP)#09-0320 PROCESSING OF UTILITY BILLS I,Deborah S.Irby,City Clerk of the City of Opa-locka,Florida,do hereby certify that according to the provisions of Sec.2-320.1 of the City's Code of Ordinances,sealed proposal(s) were opened at the Office of the City Clerk, 780 Fisherman Street, 4th floor, Opa-locka, Florida, at 2:05 p.m. this 20th day of March,2009. PROPOSAL(S) RECEIVED Name of Company Municipal Code Corporation See attached proposal MCCAdvantage P.O. Box 2235 Tallahassee, FL 32316-2235 Office: 850-576-3171 Mobile: 850-728-1023 Contact: Scott Molenburg Email: SMolenburg @municode.com Website: www.mccadvantage.com I further certify that sealed proposal(s) submitted were properly opened in my presence and also the ollowing: CITY ' ERK • MIAMI DAILY BUSINESS REVIEW Published Daily except Saturday,Sunday and Legal Holidays • • Miami,Miami-Dade County,Florida STATE OF FLORIDA COUNTY OF MIAMI-DADE: Before the undersigned authority personally appeared u- ' V.PEREZ,who on oath says that he or she is the LEGAL CLERK,Legal Notices of the Miami Daily Business • Review f/k/a Miami Review,a daily(except Saturday,Sunday • and Legal Holidays)newspaper,published at Miami in Miami-Dade • County, Florida;that the attached copy of advertisement, being a Legal Advertisement of Notice in the matter of CITY OF OPA-LOCKA REQUEST OF PROPOSALS CITY OF OPA-LOCKA-REQUEST OF PROPOSALS RFP NO. 09-0320 RFP NO.09-0320-PROCESSING OF UTILITY BILLS PROCESSING OF UTILITY BILLS in the XXXX Court, Proposals for PROCESSING OF UTILITY BILLS will be received b the was published in said newspaper in the issues of City of Opa-Locka at the Office of the City Clerk,780 Fisherman Street, 4th Floor,,Opa-Locka,Florida 33054,FRIDAY.MARCH 20.2009 before 03/04/2009 03/05/2009 2ppm.Arty proposals received after the designated closing time will be returned unopened. Affiant further says that the said Miami Daily Business The purpose of this Request for Proposal is to seek assistance of a Review is a newspaper published at Miami in said Miami-Dade qualified professional firm to provide PROCESSING OF UTIUTY BILLS County,Florida and that the said newspaper has services to the City of Opa-Locka. heretofore been continuously published in said Miami-Dade County, Florida,each day(except Saturday,Sunday and Legal Holidays) An'original and three(3)copies of the proposal shall be submitted in and has been entered as second class mail matter at the post sealed envelopes/packages addressed to Deborah S.Irby,City Clerk, office in Miami in said Miami-Dade County,Florida,for a PROCESSING of SING O ka. Florida, and marked •�_NO. 09-0320 — period of one year next preceding the first publication of the PROCESSING OF UTILITY BILLS."Proposers desiring i documents ation for attached use In preparing proposals may obtain a set of such documents front the copy of advertisement;and afflant further says that he or Cleric's Office, 780 Fisherman Street, 4th Floor, Opa-Locka, Florida she has neither paid nor promised any person,firm or corporation 33054,Telephone (305)953-2800 or copies of the requirements may any discount,rebate,commission or refund for the purpose also be obtained by visiting the City's website at www.opalockafl.gov, of securing this advertisement for publication in the said (dick'RFP/BIDS'located on the right hand side of the screen and follow newspaper. the instructions). The City reserves the right to accept or reject any and all proposals and to waive any technicalities or irregularities therein. The City further reserves the right to award the contract to that proposer whose proposal Sworn to and subscribed b is best complies with the requirements.Proposers may not withdraw their proposal for a period of ninety(90)days from the date set for the opening 05 da At thereof.y.�l f .A D. ' 009 Deborah S.Irby,CMC City Clerk 3/4-5 09-B-245/1183825M (SEAL) V.PEREZ personally known to me ARIA I.MESA i 75G:70 I 7 EAR RES:Marc]; 20 I ^1t,1;M.r4 bleary Puts;t;,v-nv+aets i MuniBW$ QUOTATION SHEE FOR CITY OF PA-LOCKA, FLORIDA Schedule 1.0— Fees for Goods & Services Paper Bill • Data processing & Simplex printing $ .14 Per bill • Single 81/2x11 document with 31/2" perforated return, white, long-grain paper stock, 24 lb bond • #10 windowed envelope, white, 20 lb • #9 single windowed reply envelope, white, 20 lb w/ info in black print • Folding, inserting and delivery to USPS • Minimum monthly statement volumes are 6,000 • CASS certification of customer mailing list • Price does not include postage • Two color highlight (Black print with Blue logo) with terms and conditions printed on the back. Paper bill w/o #9 return $ .01 Per bill Initial programming and set-up $800 One time Optional: Market message on the statement (setup) (N/C if included in file) $ 25 Per message Optional: Technical Services (Including programming & insert composition if $ 110 Per hour needed) Optional: Additional copies of statements or rework if requested $ .50 Each Optional: Additional Inserts - (Does not include printing or design of insert) .01 Each Optional: CD/DVD archiving of billing data $25 Flat rate for CD/DVD creation and $ .01 per record per cycle Freight, courier, shipping, etc. Cost Per Request Optional: MCCAdvantage Disaster Protection N/C Included Optional: MuniBill PDF Images (includes processing & creation) 3 months N/C Included Optional: MuniBill E — Paperless emailing of statements to customers .14 Per Bill Optional: Bilingual MuniBill (Does not include setup) .16 Per Bill Optional: Statement Optimal Design Review & Consulting N/C Included Optional: PDF Images of statements and reports N/C Included Optional: Late notices, final bills (1-color black on pink paper stock) _$ .145 Each Optional: Insert printing Pricing available upon request Optional: Special mailing of fliers or letters: Single one page mailing — simplex printing $ .135 Each Single one page mailing —duplex printing $ .14 Each Mailing fliers (1 per envelope) — (does not include the cost insert creation or $ .15 Each printing) Optional: Hand stuffing (does not include special envelopes that may be required) $ 18 Per hour J\4dvantage P.O.Box 2235 IC Tallahassee,Florida 32316 1.800.262.2633 fax 1.850.575.8852 www.mccad va n tage.corn mccadvantage@municode.com March 19, 2009 Ms. Deborah S Irby City of Opa-Locka City Clerk 780 Fisherman Street 4th floor Opa-Locka Florida 33054 Dear Deborah, Thank you for your interest in Municipal Code Corporation (MCC) and the MuniBill$ services we provide to local governments. MCC understands your community has unique needs and we offer a variety of services to meet those needs. We are pleased to provide the attached proposal for your billing requirements. ABOUT MCCAdvantage. MCCAdvantage, a division of MCC, specializes in providing local governments with high-quality, leading-edge statement processing and bill presentment services. We offer a wide variety of statement output options to ensure your customers receive the type of statement that is right for them. MCC's approach to statement processing sets the standard in the industry. WHY USE MCC? MCC is family owned and operated and focuses on providing the highest possible level of professionalism and customer service. The following distinguishes MCC as the best: • TRUST - Municipal Code Corporation (MCC) has more than 55 years of experience focused solely on providing services to local government. MCC has over 3,000 city and county customers in 49 states. We are proud to count the City of Opa-Locka as one of our long term business partners. You know us, we know you. • CUSTOM-DEVELOPED SOLUTIONS - Our statements are easy to read and understand. We work directly with your staff to insure your statements are exactly the way you and your customers want them. Our staff has over 28 years of billing experience. 4- FAST TURNAROUND - We know how important your revenue stream is. Statements normally reach the USPS within one business day of our receipt of your data file. We work closely with the USPS to insure speedy delivery to your customers. 4- QUALITY - Our "Advantage 10" quality process insures quality and integrity on each and every statement that leaves our door. MCC's cutting-edge printing technology produces some of the best print quality in the industry. • IN-HOUSE CREATIVE SERVICES - MCC has been in the publishing business for over 55 years, and has kept up with the evolution of technologies to the benefit of our customers. We have a creative team of talented graphic artists to help you create statement inserts, newsletters or any other important customer communications. 4.. DISASTER RECOVERY -All data sent to MCC is saved, archived and available at your request in the event of a natural disaster. Additionally, MCC's disaster plan is thorough and tested; a copy is available on request. . PAYMENT OPTIONS 10 FIT YOUR CUSTOMERS' LIFESTYLES - If you are interested in return payment options, please contact us for further information. 4- SAFE AND SECURE - You can be assured your customers' information is safe and secure from prying eyes. At MCC we take no risks and employ all necessary measures to insure your data is always protected. If you have any questions or desire additional information, please call me anytime. I would also be happy to schedule a conference call with all interested parties, or meet with you personally. Sincere i ikQA,_____,_.\\ lir' if •tt Molenburg ,------ e- -ral Manager M Advantage a division of Municipal Code Corporation 2 TABLE OF CONTENTS EXECUTIVE SUMMARY 4 SCOPE OF WORK 5 MuniBiII$ QUOTATION SHEET FOR OPA-LOCKA, FLORIDA 8 ADDITIONAL SERVICES 10 3 PROFESSIONAL SERVICES PROPOSAL FOR BILLING SERVICES EXECUTIVE SUMMARY MCCAdvantage, a division of MCC will provide you and your customers the highest possible level of service. Our corporate goal is to focus on the details of each customer's needs. MCCAdvantage team members are creative, good communicators, ask questions and leverage their experience to solve problems. The company was founded in 1951 and offers services to local governments nationwide. While MCCAdvantage is a relatively new division, MCC has more than 55 years of service to local governments. The MuniBill$ service takes advantage of MCC's skill, equipment and technology to offer you the most efficient and affordable services available. We work hard to maintain the high level of service and integrity our Clients have come to expect in all our services. Customer Service/Sales Approach Our focus on service begins with our sales approach. We listen carefully to your concerns and address each issue individually. Our response time to inquiries is normally a couple of minutes via e-mail (constantly monitored) or within the half-hour for phone communication. Customers frequently send notes and emails reminding us how rare this level of service is, but at MCC we make it a priority. MCC is a family-owned, medium-sized business, which means our clients receive a level of personal service unparalleled in the industry. Our size also allows us to provide technological resources smaller firms can't offer. Our most valuable assets are our customers and our reputation. We earn our reputation by offering helpful suggestions and solutions for your unique situation. Employee Focus MCC is a privately owned Corporation. We are financially sound, having been in business for more than 55 years. MCC's President and Board of Directors are focused on improving MCC though investments in people, technology and facilities. MCC has recently refurbished many offices and has a Health and Fitness Gym with showers, laundromat, and a walking trail through our 10-acre campus. MCC also provides employees a Quarterly Production Reward system based on the profits of the company. Through this incentive, our employees feel an ownership in the company. 1 4 SCOPE OF WORK MUNICIPAL CODE CORPORATION, a corporation duly organized and existing under the laws of the State of Florida, hereinafter referred to as MCC, hereby offers to perform billing services for the CITY OF OPA-LOCKA, FLORIDA, hereinafter referred to as Client. MCCAdvantage, a division of MCC, agrees to provide Client "MuniBill$" services defined herein and at pricing contained in Schedule 1.0. The Client agrees that MCCAdvantage shall be its exclusive provider of these goods and services during the term of this agreement. During the term of the agreement, the Client agrees to produce a minimum monthly quantity of statements for a period of months as defined in Schedule 1.0 with rates and terms and conditions provided herein. In the event the client does not fulfill the minimum commitment during any given quarter, then the Client may be subjected to a minimum processing fee in the amount calculated upon the "minimum commitment" at MCCAdvantage's discretion. COMPENSATION — In full and complete compensation for all goods and services provided by MCCAdvantage hereunder, Client agrees to pay MCCAdvantage according to the rates set forth in Schedule 1.0. Prices quoted in Schedule 1.0 are based upon specifications provided by the Client. If there is a change in specifications or instructions to the original quotation, the work performed will be billed at an adjusted rate agreed to by Client. MCCAdvantage will provide to Client an invoice after each production run consisting of all fees, as outlined in Schedule 1.0, including a summary of postage used. Invoices shall be paid in accordance with Chapter 218, Par VII, Florida Statutes (Florida Prompt Payment Act). A monthly late payment charge may be assessed on statements not paid within thirty (30) days. The price for materials may be re-evaluated no more than once per twelve month period, taking into account any fluctuations in the price of paper and supplies. Any price increase will be supported by supplier documentation and provided to Client for review. POSTAGE — MCCAdvantage will require that the Client maintain a permanent postage deposit in connection with this agreement. Client shall deposit in advance with MCCAdvantage the initial sum specified in Schedule 2.0 as the permanent postage deposit. The amount of this deposit is based on expected volumes and postage rates and is subject to change based on changes to the volume and prices defined in Schedule 2.0, or customer payment history. Client will be notified in writing in advance if a change in the amount of the deposit is necessary. Upon termination of the Agreement, MCCAdvantage shall return the deposit amounts to Client after payment of all services and postage. If client fails to maintain the deposit at the prescribed levels, or if client fails to maintain current status of all invoices as described in the "Compensation" section, MCCAdvantage. may suspend its performance under this agreement and hold customers statements/bills (at MCCAdvantage discretion) until the deposit is received. The outgoing statements/bills will leave MCCAdvantage utilizing the MCC postage permit for USPS postage payment. FORCE MAJEURE— Neither party shall be responsible for delays or failures in performance resulting from acts or occurrences beyond reasonable control of such party, including, without limitation: fire, explosion, power failure, flood, earthquake, hurricane or other act of God, civil commotion, terrorism, or acts of public enemies; any law, order, regulation, ordinance, or requirement of any government or legal body or any representative of any such government or legal body; or labor unrest, including without limitation, strikes, slowdowns, picketing or boycotts. In such event, the party affected shall be excused from such performance (other than any obligation to pay money) on a day-to-day basis to the extent of such interference (and the other party shall likewise be excused from performance of its obligations on a day-to- day basis to the extent such party's obligations relate to the performance so interfered with). CONFIDENTIALITY — MCCAdvantage agrees that any and all data, reports and documentation supplied by Client or its affiliates or third parties on Client's behalf, which are confidential and which are clearly designated as confidential, shall be subject only to the disclosure requirement for the performance of MCCAdvantage's obligations hereunder, and will be held in strict confidence and shall not be disclosed or otherwise disseminated by MCCAdvantage without the written consent of Client. 5 LIMITATION OF LIBILITY — Che parties hereto agree that this agreement is only for the production of goods and services. MCCAdvantage shall be liable only to the extent of re-mailing a correction or corrected job as soon as possible to rectify the mistake. Breach of contract damages shall be limited to the value of the work performed. In the event of a breach of the terms of this agreement, MCCAdvantage shall not be liable for loss of business, incidental or consequential damages, or costs in excess of billing for services related to the specific job. MCCAdvantage is not liable for incidental or consequential damages, including revenue even if MCCAdvantage has been advised of the possibility of such loss or damage. PERFORMANCE — MCCAdvantage shall handle the laser printing and mailing of the Client's bills. Expected volumes are defined in Schedulel.0. MCCAdvantage will receive data in a format mutually determined by both MCCAdvantage and the Client on the agreed upon billing schedule. Data compression is allowed as mutually agreed to by MCCAdvantage and Client. MCCAdvantage shall simplex (one side) laser print the data on pre-printed forms as described in Schedule 1.0. If required, MCCAdvantage shall set up the form and program to include scan lines for intelligent inserting. The Client will then provide the matching criteria for such intelligent programming. INSERTS - Client may request that inserts be included with mailings. The Client has the option of either providing the inserts or contracting with MCCAdvantage Creative Services to provide inserts. Inserts provided by the Client are required to meet MCCAdvantage's inserting equipment specifications. (A MCCAdvantage specification sheet is available upon request.) Inserts provided by Client normally must arrive no earlier than two (2) weeks in advance of the first required mailing and no later than three (3) days before the first mailing day. Upon arrival, inserts are "Quality" checked to insure they meet specifications. At Client's request and MCCAdvantage's approval, we may attempt to use inserts not meeting minimal specifications. However, additional costs may be assessed and/or mailings may be delayed. It is MCCAdvantage's policy to ALWAYS work with the Client through issues that may arise and do what's best for the Client and their customer. Any unused inserts will be destroyed or returned at Client's request (shipping charges apply). 6 CLIENT RESPONSIBILITY - m ne Client agrees to: • Provide MCCAdvantage with a calendar/schedule of the coming month's cycle dates with estimated volumes 30 days prior to commencement of printing. The number of records sent will change monthly based on the number of Client customers. • Transmit data files to MCCAdvantage's FTP site in the method agreed upon according to the provided schedule. • Ensure postage funds are available per specifications provided in "Scope of Work". • Quality check data files in advance of sending to MCCAdvantage. • Pay MCCAdvantage for services billed (Net 30). • Provide MCCAdvantage insert specifications to Client's insert vendors (if other than MCCAdvantage). • Provide an explanation of billing record layout to MCCAdvantage. • Meet USPS "NCOA" and "Move Update" requirements (unless done through MCCAdvantage). If done through MCCAdvantage, client agrees to update their records with matches per USPS requirements. • Review and approve design of billing statements. • Pay state or sales tax. (If applicable) • At the conclusion of initial setup and deployment, client will acknowledge setup is complete and meets expectations. At this time, customer will approve setup and deployment consequently closing the initial setup period. The initial setup ends forty five (45) days after the first statements are mailed to customers. All changes to setup thereafter will be billed at rates outlined in Schedule 1 — Fees for Goods and services in this proposal. 7 MuniBill$ QUOTATION SHEET FOR CITY OF OPA-LOCKA, FLORIDA Schedule 1.0— Fees for Goods & Services Paper Bill • Data processing & Simplex printing $ .14 Per bill • Single 81/2x11 document with 31/2" perforated return, white, long-grain paper stock, 24 lb bond • #10 windowed envelope, white, 20 lb • #9 single windowed reply envelope, white, 20 lb w/info in black print • Folding, inserting and delivery to USPS • Minimum monthly statement volumes are 6,000 • CASS certification of customer mailing list • Price does not include postage • Two color highlight (Black print with Blue logo) with terms and conditions printed on the back. Paper bill w/o #9 return $ .01 Per bill Initial programming and set-up $800 One time Optional: Market message on the statement (setup) (N/C if included in file) $ 25 Per message Optional: Technical Services (Including programming & insert composition if $ 110 Per hour needed) Optional: Additional copies of statements or rework if requested $ .50 Each Optional: Additional Inserts - (Does not include printing or design of insert) .01 Each Optional: CD/DVD archiving of billing data $25 Flat rate for CD/DVD creation and $ .01 per record per cycle Freight, courier, shipping, etc. Cost Per Request Optional: MCCAdvantage Disaster Protection N/C Included Optional: MuniBill PDF Images (includes processing & creation) 3 months N/C Included Optional: MuniBill E — Paperless emailing of statements to customers .14 Per Bill Optional: Bilingual MuniBill (Does not include setup) .16 Per Bill Optional: Statement Optimal Design Review & Consulting N/C Included Optional: PDF Images of statements and reports N/C Included Optional: Late notices, final bills (1-color black on pink paper stock) $ .145 Each Optional: Insert printing Pricing available upon request Optional: Special mailing of fliers or letters: Single one page mailing — simplex printing $ .135 Each Single one page mailing —duplex printing $ .14 Each Mailing fliers (1 per envelope) — (does not include the cost insert creation or $ .15 Each printing) Optional: Hand stuffing (does not include special envelopes that may be required) $ 18 Per hour 8 Schedule 2.0— Permanent Postage Deposit Permanent Postage Deposit - Estimated volumes of 6,000 * Est. Rate .334 $2,004.00 *All statements are mailed at the lowest possible postage rate 6312 is current 5 digit rate) Schedule 3.0— MCCAdvantage Guarantee MCCAdvantage will deliver client bills/statements to USPS within an average of one (1) business day after applicable determination date. Determination date is based on timely delivery of customer data file to MCCAdvantage at the agreed upon delivery dates and times. In the best interest of our Clients and their customers, MCCAdvantage works closely with the USPS insuring timely delivery of statements to USPS and taking advantage of USPS delivery efficiencies. 9 ADDiTIONAL SERVICES As an additional service/product under this contact MCC and MCCAdvantage can provide the following: Document Imaging and Records Management Software (Laserfiche) - MCCi offers Laserfiche (LF) Software and related services which'provides a records repository allowing storage, retrieval and imaging of all documents. Capabilities include an intuitive browse window, index cards, full-text indexing, keyword template search, fuzzy word search, and virtually unlimited folders, giving users access to any document instantly. Document Scanning Services (MuniScan) - MCCi offers scanning, indexing and integration of hard copy documents with Laserfiche Software to provide the Client with the most powerful index retrieval search engine available with the following features: intuitive browse window, index cards,and fuzzy logic. Process Management Software (MuniTrackit) - MCCi offers the MuniTrackit Software (developed by Brandt Information Services, Inc.) which is a web based solution designed specifically for Government organizations. MuniTrackit will save time and money by streamlining business processes. Code Supplementation and Codification Services (MuniCode) - Municipal Code Corporation offers supplementation of existing Codes, Codification of Ordinances and Recodification of existing Codes. Our optional services include legal review, republishing, editorial and index work and electronic options (CD, Internet). Creative Services - MCCAdvantage can provide design and printing services of inserts. We have a creative team of talented graphic artists to help you quickly create statement inserts, newsletters or any other important customer communications at competitive rates. Electronic Agenda Management (MuniAgenda) - MCCi offers MuniAgenda Software and related services which provides electronic automation and creation of Agendas • 10 This proposal shall be valid lug a period of thirty (30) days from the date appearing on the signature page of this proposal unless signed and authorized by MCC and the Client. Term of Agreement. This agreement shall begin upon execution by client and terminate three years after execution. At the end of this period, services shall be automatically renewed from year to year provided that each party may cancel or change this agreement with thirty (30) days written notice. Submitted by: MUNICIPAL CODE CORPORATION ADVANTAGE a division of Municipal Code Corporation MCC President: Witness: Date: Accepted by: Opa-Locka, Florida By: Title: Witness: Date: 11 CITY OF OPA-LOCKA ov'LOC'rq O� �p • • Y.7-41.-- vrar ITIM 410 ti O 0 0 RA°RATIO RFP NO. 09-0320 PROCESSING OF UTILITY BILLS * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * *CITY OF OPA-LOCKA*780 FISHERMAN STREET*OPA-LOCKA*FLORIDA*33054* RFP NO. 09-0320 PROCESSING OF UTILITY BILLS 1 OQ�LO\4. <o CITY OF OPA-LOCKA 9 ] s tF D' PROCESSING OF UTILITY BILLS \y0 9,/ RFP NO. 09-0320 TABLE OF CONTENTS Subject Page Number Cover 1 Table of Contents 2 Advertisement 3 Part I - Proposal Guidelines 4 Part II- Nature of Services Required 8 Part III - Proposal Requirements 10 Part IV- Evaluation of Proposals 12 Proposer Qualifications 14 Debarment, Suspension Certification 15 Drug-Free Certification 17 RFP NO. 09-0320 PROCESSING OF UTILITY BILLS 2 o . \o CITY OF OPA-LOCKA Zc m _ 9/ OgPORAS/ RFP NO. 09-0320 PROCESSING OF UTILITY BILLS Proposals for PROCESSING OF UTILITY BILLS will be received by the City of Opa-Locka at the Office of the City Clerk, 780 Fisherman Street, 4th Floor, Opa-Locka, Florida 33054, FRIDAY, MARCH 20, 2009 before 2:00 pm. Any proposals received after the designated closing time will be returned unopened. The purpose of this Request for Proposal is to seek assistance of a qualified professional firm to provide PROCESSING OF UTILITY BILLS to the City of Opa-Locka. An original and three (3) copies of the proposal shall be submitted in sealed envelopes/packages addressed to Deborah S. Irby, City Clerk, City of Opa-Locka, Florida, and marked "RFP NO. 09-0320 — PROCESSING OF UTILITY BILLS." Proposers desiring information for use in preparing proposals may obtain a set of such documents from the Clerk's Office, 780 Fisherman Street, 4th Floor, Opa-Locka, Florida 33054, Telephone (305) 953-2800 or copies of the requirements may also be obtained by visiting the City's website at www.opalockafl.gov, (click "RFP/BIDS" located on the right hand side of the screen and follow the instructions). The City reserves the right to accept or reject any and all proposals and to waive any technicalities or irregularities therein. The City further reserves the right to award the contract to that proposer whose proposal best complies with the requirements. Proposers may not withdraw their proposal for a period of ninety (90) days from the date set for the opening thereof. Deborah S. Irby Deborah S. Irby City Clerk RFP NO. 09-0320 PROCESSING OF UTILITY BILLS 3 CITY OF OPA-LOCKA RFP NO. 09-0320 PROCESSING OF UTILITY BILLS PART I PROPOSAL GUIDELINES 1-1. Introduction: The City of Opa-Locka is requesting proposals from qualified firms to provide PROCESSING OF UTILITY BILLS for the City of Opa-Locka. 1-2. Proposal Submission and Withdrawal: The City must receive all proposals in a sealed envelope by 2:00 P.M. on FRIDAY, MARCH 20, 2009. The proposals shall be submitted at the following address: CITY OF OPA-LOCKA Office of the City Clerk 780 Fisherman Street, 4th Floor Opa-Locka, Florida 33054 To facilitate processing, please clearly mark the outside of the proposal package as follows: RFP NO. 09-0320 — PROCESSING OF UTILITY BILLS. This package shall also include the Proposer's return address. Proposers may withdraw their proposals by notifying the City in writing at any time prior to the deadline for proposal submittal. After the deadline, the proposal will constitute an irrevocable offer, for a period of 90 days. Once opened, proposals become a record of the CITY and will not be returned to the Proposer. The City cautions proposers to assure actual delivery of mailed or hand-delivered proposals directly to the City Clerk's Office at 780 Fisherman Street, 4th Floor, Opa-Locka, Florida 33054 prior to the deadline set for receiving proposals. Telephone confirmation of timely receipt of the proposal may be made by calling (305) 953-2800 before proposal closing time. Any proposal received after the established deadline will not be considered and will be returned unopened to the Proposer(s). 1-3. Number of Copies: Proposers shall submit an original and three (3) copies of the proposal in a sealed, opaque package marked as noted above. The Proposer will be responsible for timely delivery, whether by personal delivery, US Mail or any other delivery medium. 1-4. Development Costs: Neither the City nor its representatives shall be liable for any expenses incurred in connection with preparation of a response to this Request for Proposal. Proposers should prepare their proposals simply and economically, providing a straightforward and concise description of the Proposer's ability to meet the requirements of the RFP. RFP NO. 09-0320 PROCESSING OF UTILITY BILLS 4 1-5. Inquiries: Interested Proposers may contact the City's Purchasing Officer regarding questions about the proposal by telephone at (305) 953-2868 x1307 or by facsimile at (305) 953-2900. The City Clerk will receive written requests for clarification concerning the meaning or interpretations of the RFP, until eight (8) days prior to the submittal date. City personnel are authorized only to direct the attention of prospective Proposers to various portions of the RFP so that they may read and interpret such for themselves. No employee of the City is authorized to interpret any portion of this RFP or give information as to the requirements of the RFP in addition to what is contained in the written RFP document. 1-6. Addendum: The City may record its response to inquiries and any supplemental instructions in the form of written addenda. The CITY may mail written addenda up to seven (7) calendar days before the date fixed for receiving the proposals. Proposers shall contact the City to ascertain whether any addenda have been issued. Failure to do so could result in an unresponsive proposal. Any oral explanation given before the RFP opening will not be binding. All Proposers are expected to carefully examine the proposal documents. Any ambiguities or inconsistencies should be brought to the attention of the City's Purchasing Agent through written communication prior to the opening of the proposals. 1-7. Contract Awards: The City anticipates entering into an Agreement with the Proposer who submits the proposal judged by the City to be most advantageous. The Proposer understands that this RFP does not constitute an offer or an Agreement with the Proposer. An offer or Agreement shall not be deemed to exist and is not binding until proposals are reviewed, accepted by appointed staff, the best proposal has been identified, approved by the appropriate level of authority within the City and executed by all parties. The City reserves the right to reject all proposals, to abandon the project and/or to solicit and re-advertise for other proposals. 1-8. Contractual Agreement: This RFP shall be included and incorporated in the final award. The order of contractual precedence will be the Contract or Agreement document, original Terms and Conditions, and Proposer response. Any and all legal action necessary to enforce the award will be held in Miami-Dade County and the contractual obligations will be interpreted according to the laws of Florida. Any additional contract or agreement requested for consideration by the Proposer must be attached and enclosed as part of the proposal. 1-9. Selection Process: The proposals will be evaluated and assigned points. The firm with the highest number of points will be ranked first; however, nothing herein will prevent the City from assigning work to any firm deemed responsive and responsible. The City reserves the right to further negotiate any proposal, including price, with the highest rated Proposer. If an agreement cannot be reached with the highest rated Proposer, the City reserves the right to negotiate and recommend award to the next highest Proposer or subsequent Proposers until an agreement is reached. RFP NO. 09-0320 PROCESSING OF UTILITY BILLS 5 1-10. Public Records: I. n award recommendation or te„ (10) days after opening, whichever occurs first, proposals become "public records" and shall be subject to public disclosure consistent with Chapter 119 Florida Statutes. Proposers must invoke the exemptions to disclosure provided by law in the response to the RFP, and must identify the data or other materials to be protected, and must state the reasons why such exclusion from public disclosure is necessary. Document files may be examined, during normal working hours. 1-11. News Releases: The Proposer shall obtain the prior approval of the City Manager's Office of all news releases or other publicity pertaining to this RFP or the service, study or project to which it relates. 1-12. Insurance: The awarded Proposer(s) shall maintain insurance coverage reflecting at least the minimum amounts and conditions specified herein. In the event the Proposer is a governmental entity or a self-insured organization, different insurance requirements may apply. Misrepresentation of any material fact, whether intentional or not, regarding the Proposers' insurance coverage, policies or capabilities may be grounds for rejection of the proposal and rescission of any ensuing Agreement. 1. Evidence of General Liability coverage with limits not less than $1,000,000 per Occurrence/ $2,000,000 Aggregate (Including Policy Number and Policy Period); 2. Evidence of Auto Liability coverage with limits not less than $1,000,000 per Occurrence/$1,000,000 Aggregate (Including Policy Number and Policy Period); 3. Evidence of Workers' Compensation coverage with statutory limits and Employer's Liability coverage with limits not less than $100,000 (Including Policy Number and Policy Period); 4.The City listed as an additional insured (this may be specifically limited to the specific job(s) the contractor will be performing); 5. Minimum 30-day written notice of cancellation. 1-13. Licenses: Proposers, both corporate and individual, must be fully licensed and certified in the State of Florida at the time of RFP submittal. The proposal of any Proposer who is not fully licensed and certified shall be rejected. 1-14. Public Entity Crimes: Award will not be made to any person or affiliate identified on the Department of Management Services' "Convicted Vendor List". This list is defined as consisting of persons and affiliates who are disqualified from public contracting and purchasing process because they have been found guilty of a public entity crime. No public entity shall award any contract to, or transact any business in excess of the threshold amount provided in Section 287.017 Florida Statutes for Category Two (currently $25,000) with any person or affiliated on the "Convicted Vendor List" for a period of thirty-six (36) months from the date that person or affiliate was placed on the "Convicted Vendor List" unless that person or affiliate has been removed from the list. By signing and submitting the RFP proposal forms, Proposer attests that they have not been placed on the "Convicted Vendor List". RFP NO. 09-0320 PROCESSING OF UTILITY BILLS 1-15. Code Of Ethics: I ly Proposer violates or is a party .J a violation of the code of ethics of the City of Opa-Locka or the State of Florida with respect to this proposal, such Proposer may be disqualified from performing the work described in this proposal or from furnishing the goods or services for which the proposal is submitted and shall be further disqualified from submitting any future proposals for work, goods or services for the City of Opa-Locka. 1-16. Drug-Free Workplace: Preference shall be given to businesses with Drug-Free Work Place (DFW) programs. Whenever two or more proposals which are equal with respect to price, quality, and service are received by the City for the procurement of commodities or contractual services, a proposal received from a business that completes the attached DFW form certifying that it is a DFW shall be given preference in the award process. 1-17. Permits and Taxes: The Proposer shall procure all permits, pay all charges, fees, and taxes, and give all notices necessary and incidental to the due and lawful prosecution of the work. 1-18. Protests: Protests of the plans, specifications, and other requirements of the request for proposal and bids must be received in writing by the City Clerk's Office at lease ten (10) working days prior to the scheduled bid opening. A detailed explanation of the reason for the protest must be included. Protests of the award or intended award of the bid or contract must be in writing and received in the City Clerk's Office within seven (7) working days of the notice of award. A detailed explanation of the protest must be included. 1-19. Termination for Convenience: A contract may be terminated in whole or in part by the City at any time and for any reason in accordance with this clause whenever the City shall determine that such termination is in the best interest of the City. Any such termination shall be effected by the delivery to the contractor at least five (5) working days before the effective date of a Notice of Termination specifying the extent to which performance shall be terminated and the date upon which termination becomes effective. An equitable adjustment in the contract price shall be made for the completed service, but no amount shall be allowed for anticipated profit on unperformed services. RFP NO. 09-0320 PROCESSING OF UTILITY BILLS 7 PART II NATURE OF SERVICES REQUIRED 2-1 PURPOSE AND SCOPE OF WORK It is the intent of the City of Opa-Locka to have one (1) firm provide all of the printing and mailing services of the utility bills. The Utility Billing Department currently has three (3) billing cycles per month which occur on Stn, 15tH and 25th of each month, with the exception of City Holidays. The billing data transmission from the City will be scheduled for release before 4:00 pm on each billing day. The Utility Bill processing and the delivery of the statements to the Post Office are to be scheduled within twenty-four (24) hours of transmission. The City reserves the right to increase or decrease the number of billing cycles per month and change the Billing day, as necessary. It is estimated that the average billing count will range between 5,000 and 6,000 per month. Quantities indicated are estimated for the proposal purposes only and are not to be construed as the minimum or maximum quantities that the City is obligated to purchase. 2-2 GENERAL REQUIREMENTS The successful proposer must be able to do the following: A. Receive data via the internet from a personal computer at the City any time of day, 365 days a year. The company is to notify the City upon receipt of the customer billing data. Please provide methods of electronic transfer available. B. Read data and print bills per City specifications. The City will provide information in a comma-delimited file. Document totals need to be balanced and verified prior to printing. C. Utilize the best postal rates through the use of the carrier routing combinations with the vendors other customer mailings. D. Deal directly with the postal service and either bill the City for charges relative to the postage or inform the City of the postal charges applied to the City's postal permit the next working day. Provide a report, detailing the number of pieces mailed and its related cost to the City. E. The City will provide artwork for the printed City logo which appears on the billing statement. Al printed data and text is black in color. F. Print a scannable OCR and barcode line on the remittance portion of the billing statement. RFP NO. 09-0320 PROCESSING OF UTILITY BILLS 8 G. Utilize a heat fusion ar printer and imprint certain gene information on the front of the bill — for example: certain heading information, City address and phone numbers; payment information; late fee information; cut-off information; after hour assistance information; returned check information; billing cycle information; account finals or service transfers; and/or mailing address correspondence information. The City must be able to change this information within a Forty-eight (48) hour notice to be successful proposer. H. Print any current customer billing information relative to types of services and related charges, due dates, cut-off dates, past due amounts, read dates and consumption, services address, account number information relative to balance transfers, prior consumption history, and general messages to the public on the bill. I. Insert additional pre-printed documents as requested by the City (with adequate notice). J. Provide a standard 8 '/2: x 11" billing statement with a return window envelope (both white stock). The statement must be perforated for a return portion and print a barcode line and an OCR for scanning payments. K. Mail utility bills to the customers by the most direct method which should be at the customer's address within three (3) business days for transmission. This will enable customers time to mail payments back without receiving late fees. 2-3 SIMILAR ENGAGEMENTS The Utility Billing Processing firm must provide a list of the most significant engagement performed in the last 5 years that are similar to the engagement described in this request for proposal. Indicate the scope of work, date, the name, telephone numbers and email address of the principal client contact. We would like five (5) years experience working with a public entity preferable City government. 2-4 CITY CONTRACT COORDINATOR The City's Contract Coordinator for these services will be Dr. Ezekiel Orji, CPA, Assistant City Manager/Finance Director. After the contract is negotiated, all communications and correspondence shall be directed to Dr. Ezekiel Orji, CPA, Finance Department, 780 Fisherman Street, 4th Floor, Opa-Locka, FL 33054. 2-5 TERM OF CONTRACT The term of the contract is anticipated to be two (2) fiscal years with a one (1) year renewable clause, subject to negotiation of terms with the contractor and the concurrence of the City of Opa-Locka City Commission and availability of annual appropriation. RFP NO. 09-0320 PROCESSING OF UTILITY BILLS 9 PART III PROPOSAL REQUIREMENTS 3-1 RULES FOR PROPOSALS In order to maintain comparability and enhance the review process, proposals shall be organized in the manner specified below and include all information required herein. The proposal must name all persons or entities interested in the proposal as principals. The proposal must declare that it is made without collusion with any other person or entity submitting a proposal pursuant to this RFP. 3-2 SUBMISSION OF PROPOSALS The proposal shall be submitted on 8 Y/2 "x 11" paper, portrait orientation, with headings and sections numbered appropriately. Ensure that all information is written legibly or typed. The following should be submitted for a proposing firm to be considered: 1. An original copy (so marked) of the proposal and three (3) copies must be sealed in one package and clearly labeled "RFP NO. 09-0320 — PROCESSING OF UTILITY BILLS" on the outside of the package. 2. Title Page showing the request for proposal number, subject, the firm's name, the contact person's name, address and telephone number and the date of the proposal. 3. Table of Contents should include a clear and complete identification of the materials submitted by section and page number. 4. Transmittal Letter summarizing in a brief and concise manner the Proposer's understanding of the work to be performed, the commitment to perform the work within the anticipated time period, a statement why the firm believes itself to be best qualified to perform the engagement, and a statement that the proposal remains in effect for ninety (90) days. An authorized agent of the Proposer must sign the Letter of Transmittal indicating the agent's title or authority. 5. Experience and qualifications of the firm with the name, address, telephone number, licenses and certifications of the principals of the proposing firm, number of years the firm has been in business, and five similar government entities (specify name of entity, contact person, address and phone number), for whom your firm has provided services within the last five years including a brief description of the project, and contract award amount. The City may contact these references. 6. Detailed Proposal with all the required information and signatures as specified, including a work plan, schedule and any additional information relevant to the scope of work. The detailed proposal should follow the order set forth in this Request for Proposal. 7. Executed copy of Drug Free Workplace Form attached to this Request for Proposal. 8. Statement acknowledging receipt of each addendum issued by the City. 9. Proposal must be signed by an officer or employee having authority to legally bind the Proposer. RFP NO. 09-0320 PROCESSING OF UTILITY BILLS 10 3-4 TECHNICAL PROPOAL The purpose of the technical proposal is to demonstrate the qualifications, competence, and capacity and methodology of the firms seeking to provide the services in conformity with the requirements of this Request for Proposal. As such the substance of proposals will carry more weight than their form or manner of presentation. The technical proposal should demonstrate the combined qualifications of the firm and of the particular staff to be assigned to this engagement. It should also specify an approach that will meet the Request for Proposal requirements. The technical proposal should address all of the points outlined in the Request for Proposal. The proposal should be prepared simply and economically, providing a straightforward, concise description of the Proposer's capabilities to satisfy the requirements of the Request for Proposal. While additional data may be presented, the following subjects must be included — Licenses, Firm Qualifications and Experience, Staff Qualifications and Experience, Similar Projects with Other Government Entities, Specific Approach, and Proof of Insurance. RFP NO. 09-0320 PROCESSING OF UTIUTY BILLS 11 PART IV EVALUATION OF PROPOSALS 4-1 SELECTION COMMITTEE A Selection Committee, consisting of City personnel, will convene, review and discuss all proposals submitted. The Purchasing Officer will chair the committee. The Selection Committee will use a point formula during the review process to score proposals and assign points in the evaluation process in accordance with the evaluation criteria. The Proposer shall satisfy and explicitly respond to all the requirements of this RFP including a detailed explanation of how the services shall be performed. 4-2 EVALUATION CRITERIA All timely submitted proposals will be evaluated by a selection committee who will make an award recommendation to the City Commission for the proposer whose proposal, conforming to the RFP, is most advantageous to the City. The ranking of proposals shall be based on the proposers response to the following: A. Experience in successfully performing similar services. 30 points B. Demonstrated competence and professional qualifications necessary 25 points for successfully performing the work required by the City as stated in the RFP. C. Comparative cost to the City. 20 points D. Ability of the proposing firm to accurately print utility bills; provide 20 points mailing services in the most expeditious manner; provide for emergency contingencies; and perform services onsite without subcontracting; proposed approach in completing work. E. References. 5 points RFP NO. 09-0320 PROCESSING OF UTILITY BILLS 12 4-3 ORAL PRESENTATI uNS Proposers may be required to make individual presentations to the selection committee in order to clarify their proposals. Only those firms with the highest rated scores in accordance with the stated criteria and their weights will be invited to give oral presentations. However, the City has the right to accept the best proposal as submitted, without discussion or negotiation. If the City determines that such presentations are needed, a time and place will be scheduled for oral presentations. Each Proposer shall be prepared to discuss and substantiate any of the areas of the proposal submitted, and its qualifications to perform the specified services. During the oral presentations, the Proposers should relate their discussion to the evaluation criteria, which will include (but not be limited to) their approach to the project. The proposed Project Manager must be in attendance. The Evaluation Criteria may be changed for the oral presentations evaluation phase. References and site visits (if completed) shall be included in the final evaluation criteria, along with other criteria and weights as determined by the Selection Committee. Finalists will be informed as to the revised criteria, if any, prior to their oral presentation. Additionally, prior to award of an Agreement pursuant to this RFP, the City may require Proposers to submit such additional information bearing upon the Proposer's ability to perform the services in the Agreement as the City deems appropriate. 4-4 FINAL SELECTION The City of Opa-Locka will select the firm that meets the best interests of the City. The City shall be the sole judge of its own best interests, the proposals, and the resulting negotiated agreement. The City's decisions will be final. Following the notification of the selected firm, it is expected that an Agreement will be executed between both parties. City staff will recommend award to the responsible Proposer whose Proposal is determined to provide overall best value to the City, considering the evaluation factors in this RFP. 4-5 AWARD AND CONTRACT EXECUTION After review by the Selection Committee of the proposals and oral presentations a recommendation will be made to the City Manager for submission to the City Commission for final approval. Upon Commission authorization, contract negotiations will be initiated with the first ranked firm. If those negotiations are unsuccessful, the City will formally terminate negotiations with the first ranked firm and will commence contract negotiations with the next ranked firm, etc. Upon successful contract negotiations with the prevailing firm, the remaining firms will be notified that the process has been completed and that they were not selected. It is expected that a contract will be negotiated within sixty (60) days of Commission approval. RFP NO. 09-0320 PROCESSING OF UTILITY BILLS 13 l • °°ka RFP NO. 09-0320 ° r • PROCESSING OF UTILITY BILLS Cog°oNnT !' PROPOSER QUALIFICATIONS The Proposer, as a result of this proposal, MUST hold a County and/or Municipal Contractor's Occupational License in the area of their fixed business location. The following information MUST be completed and submitted with the proposal to be considered: 1. Legal Name and Address: //�� Name: fb i t o C + .c p Co obi 1....c r 0 o Tech G Address: -P. 0 . l3X 223S City, State, Zip: lek(- Cz1,c ssQe, FL Phone/Fax: So-S-Itz-- S 17 t / SC-S7S—_ 2'eS 2 (s-- ) 3231u, 2. Check One: Corporation ("Partnership () Individual () 3. If Corporation, state: Date of Incorporation: 31224 I.S ) State in which Incorporated: F I o r t etc. . 4. if an out-of-state Corporation, currently authorized to do business in Florida, give date of such authorization: 5. Name and Title of Principal Officers Date Elected: A . La, 0 Lain rc-IPesctia v,t / I I 19 i 0 arc Id E- . C-;ra.v^t / Exe-c V°P °I I I L, 119 q Y`\tt,kek8._ S. E- . F- 1 1 C0 3110 ( 0 D 3 6. The length of time in business: years 7. The length of time (continuous) in business as a service organization in Florida: S `a years 8. Provide a list of at least five commercial or government references that the bidder has supplied service/commodities meeting the requirements of the City of Opa-Locka specification, during the last twenty-four months. 9. A copy of County and/or Municipal Occupational License(s) Note: Information requested herein and submitted by the proposers will be analyzed by the City of Opa-Locka and will be a factor considered in awarding any resulting contract. The purpose is to insure that the Contractors, in the sole opinion of the City of Opa-Locka, can sufficiently and efficiently perform all the required services in a timely and satisfactory manner as will be required by the subject contract. If there are any terms and/or conditions that are in conflict, the most stringent requirement shall apply. RFP NO. 09-0320 PROCESSING OF UTILITY BILLS 14 CITY OF OPA-LOCKA ..,z nCERTIFICATION REGARDING DEBARMENT, SUSPENSION '� I ry PROPOSED DEBARMENT AND OTHER MATTERS OF o '� RESPONSIBILITY 1. The Proposer certifies, to the best of its knowledge and belief, that the Proposer and/or any of its Principals: A. Are not presently debarred, suspended, proposed for debarment, or declared ineligible for the award of contracts by any Federal agency. B. Have not, within a three-year period preceding this offer, been convicted of or had a civil judgment rendered against them for: commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, state, or local) contract or subcontract; violation of Federal or state antitrust statutes relating to the submission of offers; or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, tax evasion, or receiving stolen property; and C. Are not presently indicted for, or otherwise criminally or civilly charged by a governmental entity with, commission of any of the offenses enumerated in paragraph 1-B of this provision. 2. The Proposer has not, within a three-year period preceding this offer, had one or more contracts terminated for default by any City, State or Federal agency. A. "Principals," for the purposes of this certification, means officers; directors; owners; partners; and, persons having primary management or supervisory responsibilities within a business entity (e.g., general manager; plant manager; head of a subsidiary, division, or business segment, and similar positions). This Certfication Concerns a Matter Within the Jurisdiction of an Agency of the United States and the Making of a False, Fictitious, or Fraudulent Certification May Render the Maker Subject to Prosecution Under Section 1001, Title 18, United States Code. B. The Proposer shall provide immediate written notice to the Contracting Officer if, at any time prior to contract award, the Proposer learns that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances. C. A certification that any of the items in paragraph (a) of this provision exists will not necessarily result in withholding of an award under this solicitation. However, the certification will be considered in connection with a determination of the Proposer's responsibility. Failure of the Proposer to furnish a certification or provide such additional information as requested by the Contracting Officer may render the Proposer non- responsive. D. Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to render, in good faith, the certification required by paragraph (a) of this provision. The knowledge and information of a Proposer is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings. RFP NO. 09-0320 PROCESSING OF UTILITY BILLS 15 E. The certification in paragraph (a) of this provision is a material representation of fact upon which reliance was placed when making award. If it is later determined that the Proposer knowingly rendered an erroneous certification, in addition to other remedies available to the Government, the Contracting Officer may terminate the contract resulting from this solicitation for default. AS THE PERSON AUTHORIZED TO SIGN THE STATEMENT, I CERTIFY THAT THIS FIRM COMPLIES FULLY WITH THE ABOVE REQUIREMENTS. Signature Printed Name 1,i- (,Z ANT" RFP NO. 09-0320 PROCESSING OF UTILITY BILLS 16 o� ° 6°6 CITY OF OPA-LOCKA 9 147-11 r e A v/ RFP NO. 09-0320 o4p DRUG-FREE WORKPLACE CERTIFICATION FORM Whenever two (2) or more bids/proposals, which are equal with respect to price, quality, and service, are received by the CITY OF OPA-LOCKA for the procurement of commodities or contractual services, a bid/proposal received from a business that certifies that it has implemented a drug-free workplace program shall be given preference in the award process. In order to have a drug-free workplace program, a business shall: 1. Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession or use of controlled substances is prohibited in the workplace and specifying the actions that will be taken against employees for violations of such prohibition. 2. Inform employees about the dangers of drug abuse in the workplace, the business's policy of maintaining a drug-free workplace, any available drug counseling, rehabilitation, and employee assistance programs, and the penalties that may be imposed upon employees for drug abuse violations. 3. Give each employee engaged in providing the commodities or contractual services that are under bid a copy of the statement specified in number(1). 4. In the statement specified in number (1), notify the employees that as a condition for working on the commodities or contractual services that are under bid, the employee will abide by the terms of the statement and will notify the employer of any conviction on or plea of guilty or no contest to any violation of Chapter 893, Florida Statutes or of any controlled substance law of the United States or any singular state, for a violation occurring in the workplace no later than five(5) days after such conviction. 5. Impose a sanction on, or require the satisfactory participation in a drug abuse assistance or rehabilitation program if such is available in the employee's community by any employee who is so convicted. 6. Make a good faith effort to continue to maintain a drug-free workplace through implementation of Section 287.087, Florida Statutes. This Certification is submitted by 1 > O'.1Z, 1127 the (Name) t lX . F . of (Title/Position) (Company) who does hereby certify that said Company has implemented a drug-free workplace program, which meets the requirements of Section 287.087, Florida Statutes, which are identified in numbers (1) through (6) above. F r • s Date Signature RFP NO. 09-0320 PROCESSING OF UTILITY BILLS 17 914ALOT BUSINESS TAX RECEIF _ LEON COUNTY TAX COLLECTOR Post Office Box 1835 ACCOUNT Tallahassee, FL 32302 1984-001413-05263 EXPIRES SEPT. 30, 2009 TYPE OF 1984-001413-05263 SERVICE BUSINESS BUSINESS ADDRESS 1700 SW CAPITAL CR ` TALLAHASSEE (INSIDE CITY 'LIMITS MUNICIPAL CODE CORP Any business not in compliance with state and local ordinance,including zoning,shall deem this P 0 BOX 2235 tax receipt invalid. 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