HomeMy WebLinkAboutBilling Document Specialist Renewal Agreement Billing Services C� fIEN
MEMO TO CITY COUNCIL
Request to Include Topic on the City Council Agenda
From: Keith Watts, Procurement Manager Meeting Date: 9/23/2025
Presenter: N/A Estimated Time: N/A
Topic: Approval of Agreement with Billing Document Specialties for FY26 Postage and
Mailing Utility Bills and authorize the Procurement Manager to sign.
Recommended Council Action:
Approval of Agreement with Billing Document Specialties for FY26 Postage and Mailing Utility Bills
and authorize the Procurement Manager to sign.
Background:
This is a per unit agreement. The current MUBS budget for these services is as follows:
Postage and Mailing $320,374.00
Phone/IVR services $ 27,406.00
Lockbox Services $ 23,250.00
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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:
Statement
Processing
First Page 0.225 each Includes print, fold & Insert, # 10 Double window
&tinted#9 return envelope
Additional Pages 0.165 each Merged like names or names&addresses to save
postage up to 7 pages per envelope
Manual Files 0.245 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 At Cost each average USPS postage at cost for all mailings
Lockbox Services:
Postings 0.22 per transaction Receive mail, open, scan, post to the web, electronically
deposit funds and create import file to A/R
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Web postings 0.01 each Post pdf images of the billing statements to the BDS
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Admin 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
regulations.
P 0 Box Rental at cost 1 6 month rental on UPSP P 0 Box for receipt of payments
Maintenance 150.00 month Maintenance for on line web and OTC payment
solutions.
Drive Payments will invoice the City direct to all
Processor Fees71 F 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.
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BILLING DOCUMENT SPECIALISTS
915 MHifl Street Local,2L78.459.3911
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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.
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 1,2025
to September 30, 2026 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
Se nature Signature
Tim Beck, COO
Date 9/3/2025 Date)
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Please Type or Print Authorizing Party Name tW
Keith Watts p-
PRODU 8&SERVICES
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