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HomeMy WebLinkAboutAgreement Renewal with Billing Dcoument Specialists for Utility Billing Customer ServicesMemo To: Jaycee Holman, City Clerk From: Keith Watts, Purchasing Manager CC: Jacy Jones, Karie Glenn Date: 9/23113 Re: October 1 St City Council Meeting Agenda Item The Purchasing Department respectfully requests that the following item be placed on the October 1 St 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 $234,600.00. This is the seventh 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 $234,600.00, Thank you for your consideration. • Page 1 Vi B/ll/N6DOCUMENT SPfCiA1/STS 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 91 S 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 1 B/Ll/NG DOCUMENT SPECIALISTS N a 2 ~e ..;.~ z~z ,..: ~ ~S ,.;,. `°~.~ .. }:;Ne+...,. ~' '~ w.~ t ,~. , s ~~:: '~ a s~.~t, .+y~;rs +.5 _1 ., ~; ^a r.,;...u~•=.~ ,~~'.~,~. ,,. s., ~c , "~*"_`~ Inbound Set up with Credit Card Pa ments N/C N/C IVR Automated phone payments BDS will ro ram a dedicated hone number for Client's customers to call Inbound (VPS) to check balances, leave messages and or make credit card a ments. This Per call for balances and messaging is a touch and voice activated s stem. Im ort files and ostin of a ment without a ment 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 assin on the er transaction fee to the customers, BDS advised the user that the fee will apply and totals the amount due. The fees are se crated from the a ments in the im ort file so that only the amount due is ost 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, 2013 to September 30, 2014 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 Signature Date i ~ ' ~ " ~~ Please Type or Print Authorizing 0 ~~; sG Acceptance for: Billing Document Specialists Signature <~ =1 ~a,ti' ~~~ Date: 09/04/2013 /~i'~ , J 3 ~ ~ f~ 1~T#,..' M aaar~a ~•lame ` ~, ~ n t . ~ yy~, reouccrs s sr;evicrs c~~a m..~~. m~~a r~~ mm,... rr ,. l+ ••~/'~ •;~~ { '~~y ~ .. ~~ + • / r'L~'MaN i, .i ~'r •~~~ 1~.7~ ~}' k~ .. ~ ~~3y ~1~~RYi~.fO~ir:N{lrl ~ 11 r. ~~'i B/ttlX~ DOC~~tEIVf SPECI~lISIs d r ~a~~.MT.NT F(1R PR~~'F S~TQNAL SEItyCCF S ' ~ ~ da of ~~ ~ ~ ~~ 2006, b and THIS AG~~IN~ENT, made this ~___1___~, y ,_~_._ ~ Y between the City of Meridian, a municipal corporation organized under the laws of the State of IdahU (by annd through its Utility Billing Office}, hereinafter referred to as "CITY'", and Valli Ynformanon Systems, Inc doing business a.s Billing Document Specialists, hereinafter referred to as "BDS", 915 Main Street, Suite 34~, Caldwell, Idaho 8365, a corporation axganized under the laws of the State of Idaho. I'ItEMIS~S: 1, whereas, the City of Meridian provides utility billing services for water, sewer, and garbage services; and, 2, whereas, the City desires to facilitate the provision of those services by utilizing the professional services of BDS; and, 3, whereas, the City and BDS have agreed upon the terms and conditions under which BDS will provide timely and accurate billing processing services at a fair and reasonable price. NDw, TH~R~FORE, the parties hereto agree as follows; 1. Scope of Services: BDS shall perform all services, and comply in all respects, as specified in the document titled "Utility Billing Lockbox Scope of Services" a copy of which is attached hereto as Exhibit "A." and incorporated herein by this reference, together witri any amendments that may be agreed to in writing by the parties. 2. Time of Yert'armance; 'Phis agreements become etlective upon execution by both parties, and shall expire on .5'~ 247 unless earlier terminated or extended. 3. Indexnnifieation and Insurance: a. Indemni~catian. BDS shall indemnify and save and hold harmless CITY' froth and far any and all lasses, claims, actions, judgments far damages, or injury 1 ~l~tlN6 DOCtl~I~IYT SP'FClAt1STs to persons or property and losses and expenses caused ar incurred by BDS, its servants, agents, employees, guests, and business invitees, and not caused by or arising out of the tortious conduct of CITY or its employees. b. Insurance. BDS shall maintain, and specifically agrees that it will maintain, throughout the term of this Agreement, liability insurance, in which the CITY shall be named an additional insured in the minimum amount as specified in the Idaho Tort Claims Act set forth in Title 6, Chapter g of the Idaho Codc. The limits of insv~rance shall not be deemed a limitation of the covenants to indemnify and save and hold harmless CITY; and if CITY becomes liable for an amount in excess of the insurance limits, herein provided, BDS covenants and agrees to indemnify and save and hold h~~rnless CITE' from and fox all such losses, claims, actions, or judgments for damages ar liability to persons or property. Additionally, BDS shall maintain V~orkers Compensation Insurance, in the stdtutury limits as rewired by law. c. Certificate of Insurance. BDS shall. provide CITY with a Certificate of Insurance, or other proof of insurance evidencing 8DS's compliance with the requirements of this paragraph and file such proof of i~nsuxance with the City. In the event the insurance m1nimums are changed, BDS shall immediately submit proof of compliance with the changed limits, lavidence of all insurance shall be submitted to the City Clerk with a copy to Meridian City Accounting, 33 East Idaho, Boise, Idaho $3442. 4. Yndependent Contractor; In all matters pertaining to this agreement, BDS shall be acting as an independent contractor, and neither BDS nor any officer, employee or agent of BDS will be deemed an employee of CYTY. The selection and designation of the personnel of the CITY in the peorn~ance of this agreement shall be made by the CITY. 5. (:ompensatian: >~'or performing the services specified herein, CITY agrees to pay BDS as described in exhibit "A.'' 6, Method of Paymen#; BIAS will invoice the City of Meridian Accounting Department at 33 East Idaho, Meridian, ~ 83642 directly for all current amounts earned under this Agreement at the end of each month. The CITY will pay all invoices within thirty ~30~ days afler receipt. T. Notices: Any and all notices required to be given by either of the parties hereto, unless otherwise stated in this agreement, shall be in writing and be deemed communicated when mailed in the United States mail, certified, return receipt requested, addressed as follows: City of Meridian 33 E. Idaho Street Meridian, Ydaho 83642 BILL~G DOCCJMENT SPECIALISTS 915 Main Street, Suite 30U Caldwell, Idaho 83605 Either party may change their address for the purposc of this paragraph by giving written notice of such change to the other in the manner herein provided. ~, Attorney Fees: Should any litigation be commenced between the parties hereto concerning this Agreement, the prevailing party shall be entitled, in addition to any other relief as may be granted, to court costs and reasonable attorneys' fee as determined by a Court of competent jurisdiction. This provision shall be deemed to be a separate contract between the parties and sha11 survive any default, termination or forfeiture of this Agreement. 9. Tiune is of the Essence; The parties hereto acknowledge and agree that tinge is strictly of the essence with respect to each and every term, condition and provision hereof, and that the failure to timely perform any of the obligations hereunder shall constitute a breach of, and a default under, this Agreement by the party so failing to perform. 10. Assignment: It is expressly agreed and understood by the parties hereto, that BDS shall not have the right to assign, ~ansfer, hypothecate or sell any of its righhts under this Agreement except upon the prior express written consent of CITY. 3 I i 1~~ 11. Discrimination Prohibited: In perforning the Services required herein, BDS shall not discriminate against any person on the basis of race, color, religion, sex, national origin or ancestry, age or disability. 12. Reports and information: At such times and in such forms as the City may require, there shall be furnished to the City such statements, records, reports, data. and information as the City may request pertaining to matters covered by this Agreement. 13. Audits and Ynspections. At any tinge during nar~mal business hours and as often as the City may deem necessary, there shall be made available to the City for examination all of BDS`s records with respect to all matters covered by this Agreement. BDS shall permit the CITY to audit, examine, and make excerpts or transcripts from such records, and to make audits of all contracts, invoices, materials, payrolls, records of personnel, conditions of employment and other data relating to all matters covered by this Agreement. 14. Publication, Reproduction and Use of N~aterial. loo material produced in whole or in part under this Agreement shall be subject to copyright in the united States or in any other country. The CITY shall have unrestricted authority to publish, disclose and otherwise use, in whole or in part, any reports, data or other materials prepared under this Agreement, I5. C~umplianc;e with Laws. In performing the scope of services required hereunder, BDS shall comply with all applicable laws, ordinances, and codes of Federal, State, and local governments. 16. Changes. The City may, from time to time, request changes in the Scope of Services to be performed hereunder. Such changes, including any increase or decrease in the amount of BDS's compensation, which are mutually agreed upon by and between the CITY and BDS, shall be incorporated in written amendments to this Agreement. 17. Termination. If, through any cause, BDS, its officers, employees, or agents fails to fizlfill in a timely ~.d proper manner its obligations under this Agreement, violates any of the covenants, agreements, or stipulations of this Agreement, falsities any record or document required to be prepared under this agreement, 4 i~~ cos B/L[IIY6DOCUMfIYT SPfC/AtlSIS T~1 1 engages in fraud, dishonesty, or any other act of misconduct in the performance of this contract, or if the City Council determines that termination of this Agreement is in the best interest of CITY, the City shall thereupon have the right to ternunate this Agreement by giving written notice to BDS of such termination and specifying the effective date thereof at least fifteen {15}days before the effective date of such termination. BDS may ter~aninate this agreement ax any tune by giving at least sixty (60) days notice to CITY, In the event of any termination of this Agreement, all finished or unfinished documents, data, and reports prepared by BDS under this Agreement snail, at the option of the CITY, become its property, and BDS shall be entitled to receive just and equitable com~nsation for any work satisfactorily complete hereunder. Notwithstandingthe above, BDS shall not be relieved of liability to the CITY for damages sustained by the CITY by virtue of any breach of this Agreement by BDS, and the City may withhold any payments to BDS for the purposes ofset-off until such time as the exact amount of damages due the CITY from BDS is determined This provision shall survive the termination of this agreement and shall not relieve BDS of its liability to the CITY for damages. 1$, Construction and Severability. if any part of this Agreement is held to be invalid or unenforceable, such holding will not affect the validity or enforceability of any other part of this Agreement so long as the remainder of the Agreement is reasonably capable of completion. 19. Entire Agreement, This Agreement contains the entire agreement of the parties and supersedes any and all other agreements or understandings, oral of written, whether previous to the execution hereof or contemporaneous herewith. 20. Applicable Law. This Agreement shall be governed by and construed and enforced in accordance with the laws of the State of Idaho, and the urdiuauces of the City of 1Vleridian. 21. Approval Required. 'I~s Agreement shall not become effective or binding until approved by the City of Meridian. eas eau ~ rs n a c uw~ S P f C l A U S T S ~ALLI INFC}RMATION SYSTEMS, INC dba FILLING DaC~Nfi S~ECIt1LISTS RGBE T 0. JE S, PRESIDENT CITY 0~ MERIDIAN ~.-~--'" . , r,r ~+ , ', ~~ N .~ ~,,~~ ~ ,ode ,MAYOR .~ ~ ~~ Attest: mot` ~ r• - . ~~, ~ ~_ ~ ~ ~~tl'1! ~ ~ r w. Y ~ k r~ .. /~~'~rir'v~ ~ ~ ~ ~ ~ ~ I,I~~V! G. BERG, ,, ITY Cf~ T ~~ ,'~ ,~ ~.: ,''~,r i~,~y~~~ ij~1flf!llittl~~~~~ 1J~ l5 c~ BDS~~ BNIkI~OOCfAYfN/SPFCIA[lS7S ~7tility Billing Lo~kbox Scope of Services .~ Exhibit A 1. Summary of Services A. 8DS shall provide lockbox mail collection services, including timely deposits and efficient processing of remittances for the City's utility payments. B. BDS shall provide daily Clectroi~ic; ~ransfCr, including; a, Transmit a data file transfer to City by 5 pm on each banking day. b. Return all payments and stubs relating to exceptions to the City. c. Payments shall be transferred by elec~onic file, C. BDS shall collect incoming mail from the Post Office Box in Caldwell specified by City the morning of each banking day. D, BDS shall open envelopes, remove and inspect the enclosures, match check amounts to invoices, batch and process payment with exceptions batched and processed separately, Exceptions shall be scanned and sent back to City and all money shall be deposited to bank in separate deposit, E. BDS shall scan all processed checks and payment coupons, scan all documents, and house them on vendor server. The City of Meridian shall have access to scanned documents via a secure web site and access to deposit slips and the remit report via eMmail by 5 p.m. on the same business day as the pickup of payments. Other non•transaction input documents, deposit slips, unmatched input documents, correspondence etc shall be forwarded to the City by noon of the day following the transmission of the reports. F. BDS shall deposit all receipts daily by 5pm on the same banking day as received, to the bank account specified by the City. If the specified bank has ACH capability,l3DS will work with them to transmit deposits electronically. ~. System Suecifications for Electronic Transfers A. Capability to transmit data files to City in fixed record length ASC>~ text format. Transmission deadline shall be no later than 5 pm for the same day's transactions. The City is responsible for notifying BDS if the file is not received. Utility Billing Lockbvx Scope of Services ~ Page 1 of 4 B, Notify Utility Billing per a-mail by 5 p,m, when 1"iles are transmitted and ready for processing by the City. C, Entire transmission process shall take na longer than 1 hour each, per day, including notifications to City. D. There shall be no differentiation between handling of delinquent accounts and regular payments. E. The following are the data requirements for the lockbox vendor for each payment received: a. Utility Billing Account Number b. Dollar amount remitted for this account number c. Date input d. Bill to name e. IdentiEcation of any name or address changes f, Dollar amount of invoice F. Batch Identification, Clearly label each bundle of source documents whether payments or exceptions to identify: a, Unique ID number b. Total dollar amount of each batch c. Total number of items in each batch G. Daily Reports, A daily printed or electronic report showing the following items: a, Utility Billing account number b. Bill to name c. Dollar amount remitted to the corresponding account number d. Batch totals together with batch ID e, Grand total of all accounts remitted balanced to the total of all related invoices f. Any customer notations or comments on the return stub to be returned to the City. H. I3DS shall provide proof of rcdundancy in cquipmcnt and personnel and contingency plans to provide uninterrupted service. I. Mail Processing, Mail shall be retrieved Monday through l~riday at 8 am. Saturday mail to be retrieved at Monday pick-up. Holiday mail to be handled on the next business day. Utility filling Lockbox Scopc of Services - Fage 2 of 4 J. Staffing. Adequate staff shall be on band and cross trained to accommodate varying workload for lock box service, within the 3 divisions that make up Valli Information Systems, Inc,, dba BDS there shall be significant number of personnel maintained with experience in bookkeepingand/or accounting. All of these personnel shall be cross- trained inthe correct procedures for working with the City oI' Meridian lockbox project. Necessary staff shall be configured on a daily basis depending upon the volume of n~aillreceipts received, A 3-person processing team shall always be involved, as weU as a supervisor. This shall pxavide the necessary personnel to maintain appropriate security at all times, K. Currency and coin control, In the event that cash is received, it shall be posted in a log when the envelope is opened; with a secondary initial signifying that cash amount noted is correct. A copy oI'the log shall be mailed electronically to City of Meridian along with the deposit slip copies in the a~ernoon. 3, Payment Processina ,~ A. Three positions shall be employed by BDS to assure dual con~ol. Position I shall open envelopes and run tapes on checks in multiples of 85- 100. Position 11 shall be responsible for scanning and posting checks to appropriate customer accounts, assuring that totals on tapes match batch totals. Position III shall prepare deposit slips, assuring balance to tapes and tidily batch reports, take deposits to ba~~k, scan back receipt to be sent with data transfer, and send reports to the City of Meridian. B. The main 3 positions shall be as noted above. If an exception item is found in an existing batch example: an online payment with an incorrect account number), the item shall be noted on the tape with an "E" and the total on the tape corrected. The documents shall also require initials of the person that pulled the item as an exception item and their supervisor, This will provide a documentation trail and shall preserve the integrity of dual c;untrul, Daily balance reports shall be e-wailed prior to Spur to confirm deposit amounts, Deposit slips and bank receipts shall be scanned and e- mailedprior to Spm. C, tJut of balance conditions shall be researched and corrected daily, D. Exception items shall be scanned and deposited as separate batch from routine receipts, Appropriate measures shall be taken to assure that they cannot be posted as normal paymentlreceipt. Utility Billing Lockbox Scope ofServices -page 3 of ~ E. Other Wars-transaction input dOCUlnent5, deposit slips, unmatched input documents, correspondence or other related documents shall be forwarded to the City by noon of the day following the transmission of the reports as desired. 4. Disaster Recovery ~n the case of an automated equipment or system failure the attached Disaster Contingc~lcy Recovery Plan shall be applicable. S. ~ List and describe internal quality standards including: A. Scanner shall endorse backs of checks with bank name and account number of the City of Meridian, B. All data to be transmitted to City of Meridian prior to Spm daily C. Check copies and deposit slips will be filed for viewing on secure web site, no transmission is necessary, F~mails of daily reports shall have confirmation receipt requested to assure receipt by City of Meridian. Any information sent by a-mail shall also be sent with asystem-generated delivery receipt. D. Scan quality of all documents will be clear and legible. E. BDS shall investigate errors internally to see what the cause may have been, check processes and documentation and conduct training ifneeded to prevent future errors. 6, Cb=,ges. A. OCR Scan Transaction Fee Web Access per statement Image CD-RONI (optional} PO Box Fees semi-annually} Courser Fees Miscellaneous Copies $0.14 $0.01 ~zs.oo $G5.00 TBD $.20 B. Lock Box Rental Charge. #4 Post Office box dimensions 10w x 11 h x 14d} at a cost of $65semi-annually. If day's mail should exceed capacity of box, excess shall be put in tub and held fox pick up per notice in PC Box, TJtility Billing Lockbox Scope of Services ~ Page 4 of 4 ~'~ ~~ ,r BILLING DOCUMENT SPECIALISTS CUSTOMER SERVICE AGREEMENT With City of Meridian THIS AGREEMENT is made by and between BILLING DOCUMENT SPECIALISTS, hereafter referred to as BDS, and City of Meridian. hereafter referred to as CLIENT and shall be subject to the following outline, terms and conditions: ~ Payraeats: ~`HE SERVICE BDS to provide a link from the Clients web site to a credit or debit card payment site. The Client is to set up the merchant account and not'~y their customers that the site is available, BDS will assume no fees or charges far the Merchant Account. BDS will provide a link on the Client's Ulleb site where the user can signup, matching account number, and name to the Client's data base. The user must have a valid email address for confirmation of password or to replace lost passwords. The user lD will be the account number with personal passwords to assure payments are credited to the correct account. The web site will be updated upon receipt of the City's statement files. The current & past due amounts will show separately on the payment screen when the user opens the account. Once a payment has been processed the data base will update the information on the user's screen. When a new statement f le is rer~eived by the City the data base will update to the current statement information. The city will have access to the site during the day to review payments submitted that are not necessarily confirmed. To confirm payment acceptance the City will need to access the merchant account site that processes the payments. Bose B H U M 6 0 0 0 U Nf M l S P f C l A U S 7 S BpS will make every effort to design the site to reduce double posting from the user submkting a payment more than once. Any double payments will be handled by the Client through their merchant account. The pity can access a report file of all transactions that will be in a format that will update their receivables at any time. This data base will then be automatically archived and a new report file will be created. The City can review the archived data at any time. E Statements: Using the same sin up link there will be a choice for the users to have their City billings sent via email. When the statements are processed the user will receive an email that their statements are available to view, The email will contain a link that will take them to their a statement which will offer a printable repraductlon of the mailed out format. Once they have made the selection 6DS will flag those account numbers and when the City submits a new file 6DS will tag those so that hard copy statements will not be produced or mailed. This will reduce the City's costs per unit sent via email as they will only be invoiced the unit listed below. TERMS and Ct~N~D1T1QIvS The Tech Support group will be available to provide technical assistance to you through the toll free customer service center from 8:OOam to 5:OOpm mountain time), Monday through Fr'~ay on all business days. The Billing Document Specialists service will create the initial web design and setup for a one time charge of $3000.00. The client will be involved in the custom design and BDS will make every effort to match all reasonable requests. The user set up and maintenance of the web she and transaction at a monthly charge of $75.00. E Statements will be pr©cessed at a unit price of $.25. cos B/1UN60DCUA/QYT SPfCIAL/SIS The term of this agreement shall be for a period of 6 months ftom the date of final acceptance of the web design by the city. At the end of this period the agreement maybe renewed with review by both parties, The agreement may be terminated by either party with 120 days written notice, The signatures below indicate acceptance of the agreement. Acceptance for: pity of Meridian Acceptance for: Billing Document Specialists ..~ 1 ~r•~~~~ i r Signature .~F ~Si~nature ate ~ Z ,, ~~~~ ~..~.~ ~ t ,~`j1+ Please T e or Print Authodzin Pa ~V °~"'~ ~~'';~ Yp 9 ~ ~~ ~ ~ ~Mjhi r w ~,/ 18 ~ ., ~ `,~ ~,,~,,/ ~r'~~IlJlli! Ilt11~~,,, 8D~' B/ L U N 6 DO C I/ N E A 7 S P f G /A U S l S Billing Document Specialists CUSTOMER SERVICE AGREEMENT THIS AGREEMENT is made by and between 81LLING DOCUMENT SPEClAL15TS, hereafter referred to as 8D5, and • Facility Name: City of Meridian • Facility Address: 33 East Idaho Street • Facility City,State & Zip: Median, ID 83642 • Facility Phone Number: 208.888-r4~438 • Facility F~c Number: 208-887~8~3 • Facility Primary Contact Person; Jaycee Holman hereafter referred to as CLIENT and shall be subject to the following outline, terms and conditions: THE OUTLINE Your facility goes through the nomlai patient statement process but instead of directing the patient statement to the local system printer, a text or data file is created and submitted by modem to the Billing Document Specialists bulletin Board. This bulletin board can be accessed through a toll free phone # or transferred through the Internet. A unique password and account name used by you identifies the facility, your format of choice, and other client-specific details. You can process and submit as many documents as you like and as frequently as you like. When bDS receives the statement file {text or data} the statement is produced and mailed within 24 hrs. billing Document Specialists prints a first generation laser document on atwo-color or four color document Including a payment return envelope, folds and seals the document, and mails them first class, all within one business day. A report is then produced for each transmission detailing the number of statements processed. This will be returned to the client via fax, or can be retrieved by the client via modem through the Bulletin Board. The whole process requires minimal effort on your park. Abetter quality statement is produced at a savings to your facility. No more statement runs, materials management, separating, bursting, folding, stuffing, stamping, and delivery to the post office, Bose TERMS and CONDITIONS The Service group will be available to provide technical assistance to you through the toll free customer service center. Technical assistance is available from 8:OOam to 5:gOpm mountain time}, Monday through Friday on all business days. The Bulletin Board Center is open 24 hr, a day, 7 days a week and the client can transm~ the documents as they desire. We will process your documents on a daily, weekly, bi-weekly, monthly, quarterly, or annual basis. Special handling of individual statements may be requested by the client for a variety of reasons ~e.g,, pulling a specific statement from a batch}, This request may be accommodated as requested at a special pricing to be quoted by BDS at the time of the request. BDS will bill client far services on a per batch run. Client agrees to pay BDS within ~ 0 days of invoicing for services. Any batches transmitted to BDS for processing, while there is an unpaid delinquent balance, will be held by BDS until account balance has been brought current, unless ether arrangements have been made and documented as acceptable I~tween both parties. The Billing Document Specialists will be provided at a contract pace of . 1 per pied to Customer. All additional images will be charged at a contract pace of 4.15 per image. Social inserts may also be included at prices to be negotiated depending upon quant~y and specifications. Dpbona! Services: Manua! Large Files; For files exceeding 7 pages the images will be billed out at x.015 processing plus, $.024 far the large flat envelope plus actual postage, Inserts: Pre printed inserts that the client provides can be inserted at $.01 for Folding and $.01 for stuffing. Provided inserts must be approved by BDS and delivered to BDS 48 hours before the batch for which they are to be inserted and will be billed for either or bob of the folding and stuffing charges that apply. BDS can custom print the inserts in either full color or BNV on specified paper stock. Pricing will vary depending on sp~rcifications. r ~'~~~~~ ,r r k ~ • .. ~ ~ 4~r~~~11~~1~101~1[i~i~ t1 ~ i " it ~• , +, ~~~~~~~ i;,c~;,4~:"r1, •,• iii dlttll Y6 DDC~IIENf ~PfCI~~ISTS dlttlN6lNICU~IENT SPfCIA(ISIS After customer has approved the layout and site has gone live with transmissions any programming requests aver this point may be billed out at our normal programming rates. This does not include simple cosmetic or data changes such as phone numbers or addresses. In the event that any information processed on behalf of Client by BDS is not accurate, and such inaccuracy causes the processed data to be unacceptable as a finished product, BDS will re- process such data at no addi~onal charge, and no other liability is Implied. It Is expressly untlerstood and agreed that BDS shall not be liable or responsible for any damages resulting in the delay in the processing of data or resulting from any unacceptable finished product processed by BDS. BDS's liability hereunder shall be limited to the additional cost it incurs in re-process the mishandled data. BDS makes no other warranty expressed or implied for its services hereunder. The term of this agreement shall be one {1 ~ year from the date of its signing, 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 wr'~tten notice. The signatures below indicate acceptance of the agreement. Acceptance for: City of nlleridian my deW ,Mayor ..~.. Attest: ,~ltytill lc l~ ~~~;ti~. ,~ • ~ r ~, .~ 'i, •(''''1i r, ~Q ~ r ~ ~ w y r .. j ~ .'. ~- i ~~ w~ ~, l~~~~trrt t~ ~t~~tti~~~~ Acceptance for; Valli Information Systems, Inc. dba Billing Document Specialists Robert ~. Jenkins, President h • 1 William G. Berg, Jr., City le