HomeMy WebLinkAboutContract Amendment Billing Document Specialists for Utility Billing ServicesMayor 7arnmy de Weerd
City Council Members:
Keith Bird
Brad Hoaglun
Charles Rountree
David Zaremba
December 14, 2009
MEMQRANDUM
TO: Mayor and City Council
1~ROM: Karie Glenn, Utility Billing ~ o,~° 4
RE: Contract Amendment for BDS services b~ b'tQ ~`~~ 1'`ti~,~
BDS (Billing Document Specialists) is the services provider for the printing and mailing
of the City of Meridian's utility bills, online payment system, posting of all payments
sent the lockbox and the most recently added phone payment service provider.
I am requesting an amendment to exercise option to renew a previously signed contract
with BDS dated, October 1, 2006. This amendment would modify the dates in order to
allow BDS to continue as our service provider through IrY2010. The amount anticipated
for FY2010 is $200,000.00 which is also included in this amendment request.
Recommendation: Approve the amendment to exercise option to renew the contract with
BDS for another fiscal year. Authorize the Mayor to sign and the City Clerk to attest.
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Utility Billing Department . 33 E. Broadway Avenue Meridian, ID 83642
Phone 208-888-4433. Fax 208-887-4813. www.meridiancity.org
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CITY OF MERIDIAN
CONTRACT AMENDMENT
CONTRACTOR NAME: DEPARTMENT NAME:
Billing Document Specialist Finance
ADDRESS: ADDRESS:
915 Main St., Suite 1000 33 E. Broadway
Caldwell, ID 83605 Meridian, ID 83642
CURRENT CONTRACT INFORMATION:
Amendment Date: 4/28/08 Previous Amendments: 2 .
Current Contract Dates: START: 10/1/2008 COMPLETION: 9/30/2009
Current Contract Amount (inclusive of Previous Amendments to Date): $174.100.60
CHOOSE ONE AMENDMENT COLUMS BELOW, either "STANDARD AMENDMENT" or "AMENDMENT TO EXERCISE
OPTION TO RENEW' and check off any applicable amendments under that column.
STANDARD AMENDMENT AMENDMENT TO EXERCISE OPTION TO RENEW
(Check all that analy) (Check all that Anvly)
Amendment to Contract Performance (Scope) Amendment to Contract Performance
Amendment to Contract Dates X Amendment to Contract Dates
Amendment to Contract Amount X Amendment to Contract Amount
_ Other: (Explain) _ Other: (Explain)
DESCRIPTION OF REASON FOR AMENDMENT: (Attach all relevant documentation detailing amendment):
Renew on final a regiment dated 10-1-2006. Item rites per ro osal attached.
NEW CONTRACT INFORMATION:
Amendment Date: 12/1/09
New Contract Dates: START: 10/1/2009 COMPLETION: 9/30/2010
Amount of Amendment Change $ 200.000.00
Current Contract Amount (Inclusive of Previous Amendments to Date): $722.301.80
ALL OTHER TERMS AND CONDITIONS OF THE ORIGNAL CONTRACT AND PREVIOUS
AMENDMENTS REMAIN UNCHANGED AND IN FULL FORCE AND EFFECT.
CITY OF MERIDIAN
Ti uvii ... r,. ~niCCOn n w~~ - ~I G ~u°
Dated:
Approved by Council: ~
Attest: `
JAYCEE H LMAN, CITY CLERK
ILLIN ENT SP CIA T
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Dated: ~ ~ ~~~°~
Approved by City as C nt nt
BY:
KEIT ATTS, PURCHASING MANAGER
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B /L L/ N S L I Q C UMEA I T S F f C/ A l l S T S
CUSTOMER SERVICE
AMENDMENT TO AGREEMENT
with
City of Meridian
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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 renewal amends the
original agreement dated 10,"1.'06 and will extend services through 9,~30R10. This agreement shall be subject
to the following outlined, terms and conditions:
Summary of Services:
St~temertt
Pcocessiing
First Page 0.18 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
fastforwarding 5.50 -
7.50
Per bate File
UPSP NCOA moved address changes, including update
reports and opt out options. Cost depending on file size
Postage 0.34 each average USPS postage at cost for all mailings
Lodtbox Services:
Postings 0.08 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
Admin Web site / on line payment site.
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On line check 0.10 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 O Box Rental at cost 6 month rental on UPSP P 0 Box for receipt of payments
E'Pay / E
5tatemen#s
E statements 0.25 each Customer who sign up far E statements, no paper
statement is created, email notification sent.
Maintenance 90.00 month Maintenance for on line web and OTC payment
solutions.
Processor Fees Nx en / 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.
By signing below the Client will accept the extension of the services as detailed for the next fiscal year
October 1, 2009 to September 30, 2010 at the unit pricing proposed in this notice. At the end of this period,
the agreement may be renewed with reviews by both parties. All other terms and conditions of the agreement
remain the same.
Bvs ~
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Aceeptance fog:
Signature
Date
Please Type or Print Authorizing Party Name
Acceptance for.
..
~~
B1L11N60BCilMfAtT SPfCI~IlSTS
Billing Document Specialists
Signature
Date 10-30-2009
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