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Home My WebLink AboutBilling Document Specialist Customer Service Agreement Renewal EDS BILLING DOCUMENT SPICIQ11CT3 ►: .4593511 Suite rrr lollfmu 9996273293 r M95 For 29B.459,798L7 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: Statement Processing First Page 0.19 each Includes print,fold & Insert,# 10 Double window &tinted#9 return envelope Additional Pages 0.13 each Merged like names or names &addresses to save postage up to 7 pages per envelope Manual Files 0.21 each merged mailings over 7 pages to flat envelopes 5.50- fast forwarding 7.50 Per Data File UPSP NCOA moved address changes, including update reports and opt out options. Cost depending on file size Postage 0.39 each average USPS postage at cost for all mailings Lockbox Services: Postings 0.10 per transaction Receive mail, open, scan, post to the web, electronically deposit funds and create import file to A/R Web postings 0.01 each Post pdf images of the billing statements to the BDS tic a 1 BDSA-q6qqp 811 LING O011MENT SPECIALISTS r: suitH 9„ HBO. 83,995 ,: :, uAdmin Web site/on line payment site. On line bank check 0.15 per transaction Set up programming with each processor to receive data files 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 u11 regulations. P 0 Box Rental I at cost 6 month rental on UPSP P 0 Box for receipt of payments IF- Maintenance 150.00 month Maintenance for on line web and OTC payment solutions. rrve Payments will invoice the City direct to all Processor Fees cessing fees for Credit Cards. Profit Stars/Jack Henry Associates will bill the City direct for all check processing fees. BIDS will be the direct customer service link to these processors. N a 2 811LING 99CLIMENT SPIC14ZISTS r: .4593911 suitH rrr lallfroe HROE273293 /1183,995 Fox 29H- ;r Inbound Set up with Credit Card Payments N/C N/C IVR Automated phone payments BDS will program a dedicated phone 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 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 $35 $35 Some Client are passing 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 1,2021 to September 30, 2022 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: Acceptance for: City of Meridian Billing Document Specialists 4�� Signature Robert E. Simison,Mayor Signature Date 10-05-2021 Date: 07/30/2021 M Please Type or Print Authorizing Party Name Robert E. Simison,Mayor a PRODUCTS&SERVICES I:Md fnr hum I:.d For Idnhn. 3 Item WE IDIAN^v Purchase Order 10/1/2021 22-0005 Attention: Karie Glenn CITY OF MERIDIAN Billie Attn: Finance g 33 E Broadway Ave 33 EAST BROADWAY AVE. Address: Meridian, ID 83642 MERIDIAN, ID 83642 (208) 888-4433 Shipping Finance Department Vendor Address: Address: 33 E. Broadway Ave Meridian, ID 83642 BILLING DOCUMENT SPECIALISTS 915 MAIN ST. CALDWELL, ID 83605 Shipping Method: Contractor FOB: Destination Pre-Paid Description Unit Quantity Unit Price Total 22-0005 FY22 Statement& Delinquent Notices Serivices dollar 295500.00 1.00 295,500.00 22-0005 FY22 IVR Phone Serives dollar 28000.00 1.00 28,000.00 22-0005 FY22 Lockbox Payment Processing dollar 22600.00 1.00 22,600.00 Purchase Order Total: $346,100.00 Purchasing Manager: Special Instructions Contract PO FY22 Utility Billing Statement& Deliquent Notice Processing per Contract Renewal approved by Council 10/5/2021. Not-to-Exceed $364,100 $295,500.00 60-3300-56102, $28,000.00 60-3300-55720, $22,600.00 60-3300-55710 Ticket#67222 Page 76 CITY OF MERIDIAN Purchase Requisition C%WE IDIAN Purchasing Department ®- • DATE OF 33 E BROADWAY AVE,STE 106 CITY OF MERIDIAN REQUEST 7 8/31/2021 MERIDIAN, ID 83642 Finance PURCHASE ORDER NUMBER MUST APPEAR ON • TEL: (208)489-0417 SLIPS,CARTONSAND CORRESPONDENCE RELATED TO THIS ORDER FAX: (208)887-4813 AVAILABLE BUDGET AMOUNT $346,100.00 IS BUDGET AMENDMENT REQUIRED? SUGGESTED VENDOR BILLING DOCUMENT SPECIALISTS NO 915 MAIN ST STE 300 CALDWELL ID 83605 CITY SUPPORT TICKET NO. PROJECT MANAGER PAYMENT TERMS FREIGHT TERMS- F.O.B. REQUESTOR Karie Glenn NET 30 PREPAID DESTINATION Karie Glenn PROJECT NAME: FY2022; Statement/Notice Processing with IVR phone services and Lockbox payment processing —Description of Purchase Quantity and Pricing ACCOUNTINGCODES DESCRIPTIONPART NUMBER • QTY UNIT UNIT PRICE FUND OR PROJECT/ TOTAL AMOUNT TASK ORDER CONTRACT/PROJECT DESCRIPTION CODE GLACCOUNT# COMMITMENT# STATEMENT & DELINQUENT NOTICE SERVICES 1 $ - 60 30 56102 $ 295,500.00 IVR PHONE SERVICES 1 60 30 55720 $ 28,000.00 LOCOKBOX PAYMENT PROCESSING 1 60 30 55710 $ 22,600.00 $ - $ - NOTES: Council Approval Date: 10-05-2021 $346,100.00 AUTHORIZED DEPARTMENT SIGNATURE How to fill out the Purchase Requisition. Fill in the SHIP TO DEPARTMENT NAME. This is the name of the requesting department and where the product will be shipped If the Ship To location is somewhere other than the department location, please enter that address in the lines below the department name and highlight it. Fill in the DATE OF REQUEST located in the box on the right hand side of the form. Fill in the amount of budget available for this commitment. Is a budget amendment required to fund this request? Answer YES or NO. Enter the name of the SUGGESTED VENDOR. Please check with FINANCE to verify that the City of Meridian has the vendor set up as an account. If the vendor is not set up, request that a W-9 form be submitted to FINANCE before placing the order. If PURCHASING receives this Purchase Requisition and the vendor is not set up,an order processing delay occurs If vendor will be determined by procurement process,enter"TBD" CITY SUPPORT(JITBIT)TICKET NO is entered by purchasing staff. Enter the PROJECT NAME,TASK ORDER NAME AND NUMBER and/or PROJECT/COMMITMENT NUMBER Enter the name of the PROJECT MANAGER and REQUESTOR. Under"PART NUMBER/DESCRIPTION/COMMITMENT NAME /TASK ORDER/CONTRACT/PROJECT DESCRIPTION Enter the COMMITMENT NAME,TASK ORDER or PROJECT DESCRIPTION, Part Number or Description of Item being purchased If you have more than one item,enter each on a separate line. Enter the QUANTITY for each line item. Enter the UNIT and UNIT PRICE for each line item. (Task orders and contracts should be listed as CITY 1 and UNIT EA. Unit price and total will be equal.) ACCOUNTING CODES Enter the FUND that you want the expense to impact 1) The FUND number will be either: (a) 01,07,08, 20,55,or 60 depending on what FUND the budget is in Enter the DEPARTMENT CODE you want the expense to impact 1) The DEPARTMENT CODE is a 4 digit number that corresponds to your department Enter the GL ACCOUNT NUMBER(Expense Account)for each item. 1) The GL ACCOUNT NUMBER(Expense Account) is the 5 digit number where the budgets are located Enter the PROJECT CODE/COMMITMENT#you want the expense to impact 1) The PROJECT CODE/COMMITMENT is an alpha numeric code that identifies a specific project or commitment to charge all expenses to INFORMATION ONLY The FUND, DEPARTMENT CODE,GL ACCOUNT NUMBER,AND PROJECT CODE make up the accounting code for your request. The accounting code will hold the budget dollars and actual expenses for your PO request. Accuracy is important as the resulting PO encumbers this accounting code(budget line item). Not all requests will have a project number. Call Purchasing if you are unsure. This form will automatically total your request. In the NOTES field add any information that you feel is significant. AUTHORIZED DEPARTMENT SIGNATURE Each department has a list of employees and amounts that they are authorized to sign for. Please make sure that the authorized department personnel signs the form. The completed and signed form must be submitted to Purchasing, along with the required support documents via a CITY SUPPORT(JITBIT)ticket. PRINT AND SUBMIT ONLY PAGE 1(NOT THESE INSTRUCTIONS) How to fill out the Purchase Requisition. Fill in the SHIP TO DEPARTMENT NAME. This is the name of the requesting department and where the product will be shipped If the Ship To location is somewhere other than the department location, please enter that address Fill in the DATE OF REQUEST located in the box on the right hand side of the form. Fill in the amount of budget available for this commitment. Is a budget amendment required to fund this request? Answer YES or NO. Enter the name of the SUGGESTED VENDOR. Please check with FINANCE to verify that the City of Meridian has the vendor set up as an account. If the vendor is not set up, request that a W-9 form be submitted to FINANCE before placing the orc If PURCHASING receives this Purchase Requisition and the vendor is not set up,an order processing If vendor will be determined by procurement process,enter"TBW CITY SUPPORT(JITBIT)TICKET NO is entered by purchasing staff. Enter the PROJECT NAME,TASK ORDER NAME AND NUMBER and/or PROJECT/COMMITMENT NUMBER Enter the name of the PROJECT MANAGER and REQUESTOR. Under"PART NUMBER/DESCRIPTION/COMMITMENT NAME /TASK ORDER/CONTRACT/PROJECT DESCRIPTI Enter the COMMITMENT NAME,TASK ORDER or PROJECT DESCRIPTION, Part Number or Descriptic If you have more than one item,enter each on a separate line. Enter the QUANTITY for each line item. Enter the UNIT and UNIT PRICE for each line item. (Task orders and contracts should be listed as CITY 1 and UN ACCOUNTING CODES Enter the FUND that you want the expense to impact 1) The FUND number will be either: (a) 01,07,08,20,55,or 60 depending on what FUND the budget is in Enter the DEPARTMENT CODE you want the expense to impact 1) The DEPARTMENT CODE is a 4 digit number that corresponds to your department Enter the GL ACCOUNT NUMBER(Expense Account)for each item. 1) The GL ACCOUNT NUMBER(Expense Account) is the 5 digit number where the budgets are local Enter the PROJECT CODE/COMMITMENT#you want the expense to impact 1) The PROJECT CODE/COMMITMENT is an alpha numeric code that identifies a specific project or INFORMATION ONLY The FUND, DEPARTMENT CODE,GL ACCOUNT NUMBER,AND PROJECT CODE make up the accounting code for y The accounting code will hold the budget dollars and actual expenses for your PO request. Accuracy is important as the resulting PO encumbers this accounting code(budget line item). Not all requests will have a project number. Call Purchasing if you are unsure. This form will automatically total your request. In the NOTES field add any information that you feel is significant. AUTHORIZED DEPARTMENT SIGNATURE You may remove the highlight in the signature boxes. It makes Each department has a list of employees and amounts that they are authorized to sign for. Please make sure that the authorized department personnel signs the form. The completed and signed form must be submitted to Purchasing, along with the required support documents v PRINT AND SUBMIT ONLY PAGE 1(NOT THESE INSTRUCTIONS) in the lines below the department name and highlight it. ier. delay occurs ON )n of Item being purchased IT EA. Unit price and total will be equal.) :ed commitment to charge all expenses to our request. it easier to write in the area. is a CITY SUPPORT(JITBIT)ticket. City Of Meridian Detailed Statement of Revenues and Expenditures - Rev and Exp Report - Keith 60 - Enterprise Fund 3300 - MUBS From 10/1/2021 Through 9/30/2022 Percent of Budget with Current Year Budget Budget Amendments Actual Remaining Remaining OPERATING COSTS 55710 Lockbox Services 22,599.96 0.00 22,599.96 100.000 Total OPERATING COSTS 22,599.96 0.00 22,599.96 100.00% TOTAL EXPENDITURES 22,599.96 0.00 22,599.96 100.00% Date: 9/9/21 11:31:32 AM P-- Page 81 City Of Meridian Detailed Statement of Revenues and Expenditures - Rev and Exp Report - Keith 60 - Enterprise Fund 3300 - MUBS From 10/1/2021 Through 9/30/2022 Percent of Budget with Current Year Budget Budget Amendments Actual Remaining Remaining OPERATING COSTS 55720 IVR Phone Services 27,999.96 0.00 27,999.96 100.000 Total OPERATING COSTS 27,999.96 0.00 27,999.96 100.00% TOTAL EXPENDITURES 27,999.96 0.00 27,999.96 100.00% Date: 9/9/21 11:30:24 AM P-- Page 82 City Of Meridian Detailed Statement of Revenues and Expenditures - Rev and Exp Report - Keith 60 - Enterprise Fund 3300 - MUBS From 10/1/2021 Through 9/30/2022 Percent of Budget with Current Year Budget Budget Amendments Actual Remaining Remaining OPERATING COSTS 56102 Postage & Mailings 300,000.00 0.00 300,000.00 100.000 Total OPERATING COSTS 300,000.00 0.00 300,000.00 100.00% TOTAL EXPENDITURES 300,000.00 0.00 300,000.00 100.00% Date: 9/9/21 11:27:33 AM P-- Page 83