Billing Document Specialists Renewal for Utility Billing Customer Service Item#6.
City of Meridian
Purchasing Dept.
Memo
To: Chris Johnson, City Clerk
From: Keith Watts, Procurement Manager
CC: Karie Glenn
Date: 9/22/2018
Re: September 29t" City Council Meeting Agenda Item
The Purchasing Department respectfully requests that the following item be placed on the
September 29t" 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
$346,100.00.
Recommended Council Action: Approval of Agreement Renewal on a unit
price basis for the Not-To-Exceed budget amount of$346,100.00 and also
authorize Purchasing Manager to sign the Purchase Order for the Not-to-
Exceed amount of$346,100.00.
Thank you for your consideration.
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Page 129
Item#6.
EDS
BILLING DOCUMENT SPICIQ11CT3
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.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 0.18 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
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
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1
Item#6. -44�
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811 LING O011MENT SPECIALISTS
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83,995 ,: :,
uAdmin Web site/on line payment site.
On line bank check 0.15 per transaction 11 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 O Box Rental I at cost 6 month rental on UPSP P O 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
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Item#6. -44�
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811LING 99CLIMENT SPIC14ZISTS
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/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 1,2020
to September 30, 2021 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 Signature
Date 9-29-2020 Date: 08/21/2020
M
Please Type or Print Authorizing Party Name
Robert E. Simison,Mayor a
YRODUC IS SERVICES
CMd ror —-A for Jd hn. Page 132
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