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
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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
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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
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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
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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.
TALLAHASSEE FL 32316
THIS BUSINESS TAX RECEIPT MUST BE
CONSPICUOUSLY DISPLAYED TO'Ink,PUBL
998 2007 34504.0001 PAID 25 .00 08/07/2008
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