HomeMy WebLinkAboutRenewal of Agreement with Billing Document Specialists for Utility Billing Customer ServicesTo: Jaycee Holman, City Clerk
From: Keith Watts, Purchasing Manager
C: Jacy Jones, Karie Glenn
Date: 9-25-2014
Re: October 7th City Council Meeting Agenda Item
The Purchasing Department respectfully requests that the following item be placed on the
October 7th City Council Consent Agenda for Council's consideration.
Award of Agreement Renewal for "UTILITY BILLING CUSTOMER SERVICES" to
Billing Document Specialists for the Not -To -Exceed approved budget amount of
$240,000.00. This is the eighth renewal of the original agreement approved by
Council August 15, 2006.
Recommended Council Action: Approval of Agreement Renewal on a unit
price basis for the Not -To -Exceed budget amount of $240,000.00,
Thank you for your consideration.
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CUSTOMER SERVICE
AGREEMENT RENEWAL
with
City of Meridian
THIS AGREEMENT is made by and between BILLING DOCUMENT SPECIALISTS, hereafter referred to as BDS,
located at 915 Main Street, Suite 300, Caldwell, Idaho 83605, a corporation organized under the laws of the State of
Idaho and City of Meridian, hereafter referred to as CLIENT. This agreement shall be subject to the following outlined,
terms and conditions:
Summary of Services:
a)
t4
a.
Admin Web site / on line payment site.
On line bank check 0.10 per transaction Set up programming with each processor to receive
1�=data of transactions, previously received as
�� paper checks, processor then ACH deposits the fund
direct to the Bank.
Shredding 10.00 month BDS has all checks and documents shredded per
regulations.
P 0 Box Rental at cost 6 month rental on UPSP P 0 Box for receipt of payments
E ay,"
E statements 0.25 each Customer who sign up for E statements, no paper
statement is created, email notification sent.
Maintenance 90.00 month Maintenance for on line web and OTC payment
solutions. 71
Processor Fees Nxgen / Authorized.net will invoice the City
direct to all processing fees for Credit Cards.
Profit Stars / Jack Henry Associates will bill the
City direct for all check processing fees. BDS will
be the direct customer service link to these processors.
Bosom
HILL INE OOCUMENT SPECIALISTS
LOCKBOX SERVICES: BDS agrees that there are no changes in the lockbox services from the previously dated contracts for the period of this agreement.
This agreement is subject to the terms and conditions of the original agreement dated 10/01/2006.
By signing below the Client will accept the extension of the services as detailed for the next fiscal year October 1, 2014
to September 30, 2015 at the unit pricing proposed in this notice. At the end of this period, the agreement may be
renewed with reviews by both parties. The agreement may be terminated by either party with 120 day written notice.
The signatures below indicate acceptance of the agreement.
Acceptance for:
City of Meridian
c-'-- n -C)---L--
Signature
Date p '1
Please Type or Print Authorizing Party Name
Cc�� I
Acceptance for:
Billing Document Specialists
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Date: 09/17/2013
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PItOULUIS & SERVICES
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Inbound Set up with Credit Card
Pa ments
N/C N/C
IVR Automated phone payments
BDS will program a dedicated hone number for Client's customers to call
Inbound ( VPS)
to check balances, leave messages and or make credit card payments. This
Per call for balances and messaging
is a touch and voice activated system. Import files and posting of payment
without payment transactions
$0.25 $0.25 to the Admin Web Site details by customer search and reporting the same
as all other payment services.
Per call payment transaction
$1.50 $1.50 Some Client are 2assing on the per transaction fee to the customers, BDS
advised the user that the fee will apply and totals the amount due. The
fees
are separated from the payments in the import file so that only the amount
due is post to the account.
LOCKBOX SERVICES: BDS agrees that there are no changes in the lockbox services from the previously dated contracts for the period of this agreement.
This agreement is subject to the terms and conditions of the original agreement dated 10/01/2006.
By signing below the Client will accept the extension of the services as detailed for the next fiscal year October 1, 2014
to September 30, 2015 at the unit pricing proposed in this notice. At the end of this period, the agreement may be
renewed with reviews by both parties. The agreement may be terminated by either party with 120 day written notice.
The signatures below indicate acceptance of the agreement.
Acceptance for:
City of Meridian
c-'-- n -C)---L--
Signature
Date p '1
Please Type or Print Authorizing Party Name
Cc�� I
Acceptance for:
Billing Document Specialists
rA W�
I A.,..,,r•
Date: 09/17/2013
r
PItOULUIS & SERVICES
(;wd f -w G -d Pw Idnhu.
3