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HomeMy WebLinkAboutBilling Services Agreement with Billing Document Specialists for Utility BillingBose 8/LLIN6000UkfN1 SPfCIAUSTS April 28, 2008 City of Meridian Sheltie Gallagher 33 East Idaho Ave Meridian, ID 83642 Re: 2008-2009 Budget pricing It is that time of year again and we are happy to be able to let you know that BDS will be able to continue to hold the increase cost for your statement processing to a minimum this year. This year we will see yet another postage increase effective May 12, 2008, and to keep things interesting the first class presorted rates will again increased at a different rate than .standard first class mail which increased $.01 we are told that the pre-sorted rates will range from-$.01 to $.014. The postage rates for the City have been at $.32 as an average, so for budgeting purposes we believe that the $.015, including postage, forms and processing increases, in the formula below will be accurate for the ___n_ext year. _2008 Custom Est. 2008 Net Monthly Est. Mo. Unit Price Forms Postage Total Est. Increase Qty. Increase Statements 0.180 0.025 0.330 0.535 0.015 23523 $352.85 Disconnect Notices 0.205 n/a 0.385 0.590 0.015 1859 $27.89 We have a few hints that may help cut down on the postage costs. BDS can combine like names and address or just like addresses so that they are mailed in the same envelope. Up to four statements can be combined before it exceeds the 1 oz. weight, seven statements will fit in the envelope for, currently, an additional $.17 in postage. Over seven statements are pulled to a "manual file" which is inserted into a large flat envelope. If you are not currently using this service, a phone call will set it up at no additional cost. NOCA Link, which is a process that searches for any "bad address" or moved and left forwarding addresses with the postal service. The file is corrected and bad addresses are pulled to a "manual file" and a report is put on the web site for the client to access and no statement with a bad address is mailed. The fee is $.25 per corrected address. E Statements are another service that can be considered. If you are not currently doing E Statements it can save you substantial postage. BDS would provide the City a branded, secure, link that your customers would use to register on line. After the email address is "confirmed" and we process statements, your customers will receive an email that their new statements are available to view on line. For those "must notify" inserts that usually are included in .the mailing process, we have designed the login to have a "pop-up" pdf so that when your customer logs on to view their statements they will automatically see the notification. All you have to do is put the pdf in the proper tab on the BDS Admin Web Site. After the set up fees of $1500.00 the cost for all of this service is $ .25 per Statement sent via email plus a $.01 per statement processed web posting fee and a $50.00 per month maintenance fee. NEW SERVICES.: Pa~ment_Solutions: Master Card, Discover and American Express have just released the "Revenue Neutral" option to City government agencies. What this means to the City is that they can now take credit card payments either on line or over the counter and the customer will be charged the "fees" at 4% of the total payment. The funds deposited to the City will be the amount due and the fees will go to the processor. BDS can provide this service with or without the import files to upload to the City accounts receivables. Remote Deposits: BDS has expanded the Remote Deposit Services. A check scanner is used to capture the image of the checks received and they are sent electronically to the processor for deposit to the City bank account next day. There are basic web based programs with lease packages available that would include the hardware and merchant fees based on average monthly usage where BDS does not provide import files and web access that requires little or no set up. Our FULL SERVICE package includes import files and updated data to the BDS Admin Web Site. If you have any questions or would like more information please give us a call. We are always working to be able to provide full service for your billing and payment solutions. Bose B/U1N6000UMENT SPfCIA[ISTS Bose Bl[L1N6000UMENT SPECIALISTS By signing below the Client will accept the extension of the statement processing for the next fiscal year October 1, 2008 to September 30, 2009 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: Client Signature Date Please Type or Print Authorizing Party Name 7 Acceptance for: Billing Document Specialists __--~ ~: -~ Signature Date 04-28-08 ,, ~;~r,, .. PRODUCES & SERVICR6 6000 fm1o0•Caodfm Idaho.