CONTRACT 4203 Professional Services Agreement CLOSEDPROFESSIONAL SERVICES AGREEMENT
BETWEEN
THE CITY OF EL SEGUNDO AND
INFOSEND, INC.
FOR
BUSINESS LICENSE RENEWAL NOTICE SERVICES
This AGREEMENT is entered into this loth day of November 2011, by and between the
CITY OF EL SEGUNDO, a municipal corporation and general law city ("CITY") and
INFOSEND, INC., a bill print and mail service firm and California Corporation
("CONSULTANT").
1. CONSIDERATION.
A. As partial consideration, CONSULTANT agrees to perform the work listed in the
SCOPE OF SERVICES, below;
B. As additional consideration, CONSULTANT and CITY agree to abide by the
terms and conditions contained in this Agreement;
C. As additional consideration, CITY agrees to pay CONSULTANT a sum not to
exceed seven thousand five hundred dollars ($7,500) for CONSULTANT's
services. CITY may modify this amount as set forth below. Unless otherwise
specified by written amendment to this Agreement, CITY will pay this sum as
specified in the attached Exhibit "A," which is incorporated by reference.
2. SCOPE OF SERVICES.
A. CONSULTANT will perform services listed in the attached Exhibit "A," which is
incorporated by reference.
B. CONSULTANT will, in a professional manner, furnish all of the labor, technical,
administrative, professional and other personnel, all supplies and materials,
equipment, printing, vehicles, transportation, office space and facilities, and all
tests, testing and analyses, calculation, and all other means whatsoever, except as
herein otherwise expressly specified to be furnished by CITY, necessary or proper
to perform and complete the work and provide the professional services required
of CONSULTANT by this Agreement.
3. PERFORMANCE STANDARDS. While performing this Agreement, CONSULTANT
will use the appropriate generally accepted professional standards of practice existing at the time
of performance utilized by persons engaged in providing similar services. CITY will
continuously monitor CONSULTANT's services. CITY will notify CONSULTANT of any
deficiencies and CONSULTANT will have fifteen (15) days after such notification to cure any
shortcomings to CITY's satisfaction. Costs associated with curing the deficiencies will be borne
by CONSULTANT.
4. PAYMENTS. For CITY to pay CONSULTANT as specified by this Agreement,
CONSULTANT must submit a detailed invoice to CITY on a monthly basis as applicable
itemizing each production run consisting of the fees and postage used.
5. NON -APPROPRIATION OF FUNDS. Payments due and payable to CONSULTANT for
current services are within the current budget and within an available, unexhausted and
unencumbered appropriation of the CITY. In the event the CITY has not appropriated sufficient
funds for payment of CONSULTANT services beyond the current fiscal year, this Agreement
will cover only those costs incurred up to the conclusion of the current fiscal year.
6. ADDITIONAL WORK.
A. CITY's city manager ("Manager") may determine, at the Manager's sole
discretion, that CONSULTANT must perform additional work ("Additional
Work") to complete the Scope of Work. If Additional Work is needed, the
Manager will give written authorization to CONSULTANT to perform such
Additional Work.
B. If CONSULTANT believes Additional Work is needed to complete the Scope of
Work, CONSULTANT will provide the Manager with written notification that
contains a specific description of the proposed Additional Work, reasons for such
Additional Work, and a detailed proposal regarding cost.
C. Payments over $25,000 for Additional Work must be approved by CITY's city
council. All Additional Work will be subject to all other terms and provisions of
this Agreement.
7. FAMILIARITY WITH WORK.
A. By executing this Agreement, CONSULTANT agrees that it has:
i. Carefully investigated and considered the scope of services to be
performed;
ii. Carefully considered how the services should be performed; and
iii. Understands the facilities, difficulties, and restrictions attending
performance of the services under this Agreement.
B. If services involve work upon any site, CONSULTANT agrees that
CONSULTANT has or will investigate the site and is or will be fully acquainted
with the conditions there existing, before commencing the services hereunder.
Should CONSULTANT discover any latent or unknown conditions that may
materially affect the performance of the services, CONSULTANT will
immediately inform CITY of such fact and will not proceed except at
CONSULTANT's own risk until written instructions are received from CITY.
8. TERM. The term of this Agreement will be one (1) year. The Agreement will automatically
be renewed on an annual basis unless cancelled at least thirty (30) days before the end of the
term. Unless otherwise determined by written amendment between the parties, this Agreement
will terminate in the following instances:
A. Completion of the work specified in Exhibit "A";
B. Termination as stated in Section 16.
9. TIME FOR PERFORMANCE,
A. CONSULTANT will not perform any work under this Agreement until:
i. CONSULTANT furnishes proof of insurance as required under Section 23
of this Agreement; and
ii. CITY gives CONSULTANT a written notice to proceed.
B. Should CONSULTANT begin work on any phase in advance of receiving written
authorization to proceed, any such professional services are at CONSULTANT's
own risk.
10. TIME EXTENSIONS. Should CONSULTANT be delayed by causes beyond
CONSULTANT's control, CITY may grant a time extension for the completion of the contracted
services. If delay occurs, CONSULTANT must notify the Manager within forty-eight hours (48
hours), in writing, of the cause and the extent of the delay and how such delay interferes with the
Agreement's schedule. The Manager will extend the completion time, when appropriate, for the
completion of the contracted services.
11. CONSISTENCY. In interpreting this Agreement and resolving any ambiguities, the main
body of this Agreement takes precedence over the attached Exhibit "A"; this Agreement
supersedes any conflicting provisions.
A. Exhibit A: Scope of Work and Proposal for Services
12. CHANGES. CITY may order changes in the services within the general scope of this
Agreement, consisting of additions, deletions, or other revisions, and the contract sum and the
contract time will be adjusted accordingly. All such changes must be authorized in writing,
executed by CONSULTANT and CITY. The cost or credit to CITY resulting from changes in
the services will be determined in accordance with written agreement between the parties.
13. TAXPAYER IDENTIFICATION NUMBER. CONSULTANT will provide CITY with a
Taxpayer Identification Number.
14. PERMITS AND LICENSES. CONSULTANT, at its sole expense, will obtain and
maintain during the term of this Agreement, all necessary permits, licenses, and certificates that
may be required in connection with the performance of services under this Agreement.
15. WAIVER. CITY's review or acceptance of, or payment for, work product prepared by
CONSULTANT under this Agreement will not be construed to operate as a waiver of any rights
CITY may have under this Agreement or of any cause of action arising from CONSULTANT's
performance. A waiver by CITY of any breach of any term, covenant, or condition contained in
this Agreement will not be deemed to be a waiver of any subsequent breach of the same or any
other term, covenant, or condition contained in this Agreement, whether of the same or different
character.
16. TERMINATION.
A. Except as otherwise provided, CITY may terminate this Agreement at any time
with or without cause
B. CONSULTANT may terminate this Agreement at any time with CITY's mutual
consent. Notice will be in writing at least thirty (30) days before the effective
termination date.
C. Upon receiving a termination notice, CONSULTANT will immediately cease
performance under this Agreement unless otherwise provided in the termination
notice. Except as otherwise provided in the termination notice, any additional
work performed by CONSULTANT after receiving a termination notice will be
performed at CONSULTANT" own cost; CITY will not be obligated to
compensate CONSULTANT for such work.
D, Should termination occur, all finished or unfinished documents, data, studies,
surveys, drawings, maps, reports and other materials prepared by CONSULTANT
will, at CITY's option, become CITY's property, and CONSULTANT will
receive just and equitable compensation for any work satisfactorily completed up
to the effective date of notice of termination, not to exceed the total costs under
Section 1(C).
E. Should the Agreement be terminated pursuant to this Section, CITY may procure
on its own terms services similar to those terminated.
F. By executing this document, CONSULTANT waives any and all claims for
damages that might otherwise arise from CITY's termination under this Section.
17.OWNERSHIP OF DOCUMENTS. All documents, data, studies, drawings, maps, models,
photographs and reports prepared by CONSULTANT under this Agreement are CITY's
property. CONSULTANT may retain copies of said documents and materials as desired, but
will deliver all original materials to CITY upon CITY's written notice. CITY agrees that use of
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CONSULTANT's completed work product, for purposes other than identified in this Agreement,
or use of incomplete work product, is at CITY's own risk.
18. PUBLICATION OF DOCUMENTS. Except as necessary for performance of service
under this Agreement, no copies, sketches, or graphs of materials, including graphic art work,
prepared pursuant to this Agreement, will be released by CONSULTANT to any other person or
public CITY without CITY's prior written approval. All press releases, including graphic
display information to be published in newspapers or magazines, will be approved and
distributed solely by CITY, unless otherwise provided by written agreement between the parties.
19. INDEMNIFICATION.
A. CONSULTANT agrees to the following:
i. Indemnification for Professional Services. CONSULTANT will save
harmless and indemnify and at CITY's request reimburse defense
costs for CITY and all its officers, volunteers, employees and
representatives from and against any and all suits, actions, or claims,
of any character whatever, brought for, or on account of, any injuries
or damages sustained by any person or property resulting or arising
from any negligent or wrongful act, error or omission by
CONSULTANT or any of CONSULTANT's officers, agents,
employees, or representatives, in the performance of this Agreement,
except for such loss or damage arising from CITY's sole negligence or
willful misconduct.
ii. Indemnification for other Damages. CONSULTANT indemnifies and
holds CITY harmless from and against any claim, action, damages,
costs (including, without limitation, attorney's fees), injuries, or
liability, arising out of this Agreement, or its performance, except for
such loss or damage arising from CITY's sole negligence or willful
misconduct. Should CITY be named in any suit, or should any claim
be brought against it by suit or otherwise, whether the same be
groundless or not, arising out of this Agreement, or its performance,
CONSULTANT will defend CITY (at CITY's request and with
counsel satisfactory to CITY) and will indemnify CITY for any
judgment rendered against it or any sums paid out in settlement or
otherwise.
B. For purposes of this section "CITY" includes CITY's officers, officials,
employees, agents, representatives, and certified volunteers.
C. It is expressly understood and agreed that the foregoing provisions will survive
termination of this Agreement.
D. The requirements as to the types and limits of insurance coverage to be
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maintained by CONSULTANT as required by Section 23, and any approval of
said insurance by CITY, are not intended to and will not in any manner limit or
qualify the liabilities and obligations otherwise assumed by CONSULTANT
pursuant to this Agreement, including, without limitation, to the provisions
concerning indemnification.
20. ASSIGNABILITY. This Agreement is for CONSULTANT's professional services.
CONSULTANT's attempts to assign the benefits or burdens of this Agreement without CITY's
written approval are prohibited and will be null and void.
21.INDEPENDENT CONTRACTOR. CITY and CONSULTANT agree that
CONSULTANT will act as an independent contractor and will have control of all work and the
manner in which is it performed. CONSULTANT will be free to contract for similar service to
be performed for other employers while under contract with CITY. CONSULTANT is not an
agent or employee of CITY and is not entitled to participate in any pension plan, insurance,
bonus or similar benefits CITY provides for its employees. Any provision in this Agreement that
may appear to give CITY the right to direct CONSULTANT as to the details of doing the work
or to exercise a measure of control over the work means that CONSULTANT will follow the
direction of the CITY as to end results of the work only.
22. AUDIT OF RECORDS. CONSULTANT will maintain full and accurate records with
respect to all services and matters covered under this Agreement. CITY will have free access at
all reasonable times to such records, and the right to examine and audit the same and to make
transcript therefrom, and to inspect all program data, documents, proceedings and activities.
CONSULTANT will retain such financial and program service records for at least three (3) years
after termination or final payment under this Agreement.
23. INSURANCE.
A. Before commencing performance under this Agreement, and at all other times this
Agreement is effective, CONSULTANT will procure and maintain the following
types of insurance with coverage limits complying, at a minimum, with the limits
set forth below:
Type of Insurance Limits
Commercial general liability: $1,000,000
Professional Liability $1,000,000
Workers compensation Statutory requirement
B. Commercial general liability insurance will meet or exceed the requirements of
the most recent ISO-CGL Form. The amount of insurance set forth above will be
a combined single limit per occurrence for bodily injury, personal injury, and
property damage for the policy coverage. Liability policies will be endorsed to
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name CITY, its officials, and employees as "additional insureds" under said
insurance coverage and to state that such insurance will be deemed "primary"
such that any other insurance that may be carried by CITY will be excess thereto.
Such endorsement must be reflected on ISO Form No. CG 20 10 1185 or 88, or
equivalent. Such insurance will be on an "occurrence," not a "claims made," basis
and will not be cancelable or subject to reduction except upon thirty (30) days
prior written notice to CITY.
C. Professional liability coverage will be on an "occurrence basis" if such coverage
is available, or on a "claims made" basis if not available. When coverage is
provided on a "claims made basis," CONSULTANT will continue to renew the
insurance for a period of three (3) years after this Agreement expires or is
terminated. Such insurance will have the same coverage and limits as the policy
that was in effect during the term of this Agreement, and will cover
CONSULTANT for all claims made by CITY arising out of any errors or
omissions of CONSULTANT, or its officers, employees or agents during the time
this Agreement was in effect.
D. Automobile coverage will be written on ISO Business Auto Coverage Form CA
00 0106 92, including symbol 1 (Any Auto).
E. CONSULTANT will furnish to CITY duly authenticated Certificates of Insurance
evidencing maintenance of the insurance required under this Agreement and such
other evidence of insurance or copies of policies as may be reasonably required
by CITY from time to time. Insurance must be placed with insurers with a current
A.M. Best Company Rating equivalent to at least a Rating of "A:VII."
F. Should CONSULTANT, for any reason, fail to obtain and maintain the insurance
required by this Agreement, CITY may obtain such coverage at
CONSULTANT's expense and deduct the cost of such insurance from payments
due to CONSULTANT under this Agreement or terminate pursuant to Section 16,
24. USE OF SUBCONTRACTORS. CONSULTANT must obtain CITY's prior written
approval to use any consultants while performing any portion of this Agreement. Such approval
must approve of the proposed consultant and the terms of compensation.
25.INCIDENTAL TASKS. CONSULTANT will communicate with CITY during each
business license renewal production run to provide the status on the project.
26. NOTICES. All communications to either party by the other party will be deemed made
when received by such party at its respective name and address as follows:
� 0 �
If to CONSULTANT:
Infosend,Inc.
1041 S. Placentia Avenue
Fullerton, CA 92831
Attention: Russ Rezai
Chief Operating Officer
If to CITY:
City of El Segundo
350 Main Street
El Segundo, CA
Attention: Steve Jones,
Business Services Manager
Any such written communications by mail will be conclusively deemed to have been received by
the addressee upon deposit thereof in the United States Mail, postage prepaid and properly
addressed as noted above. In all other instances, notices will be deemed given at the time of
actual delivery. Changes may be made in the names or addresses of persons to whom notices are
to be given by giving notice in the manner prescribed in this paragraph.
27. CONFLICT OF INTEREST. CONSULTANT will comply with all conflict of interest
laws and regulations including, without limitation, CITY's conflict of interest regulations.
28. SOLICITATION. CONSULTANT maintains and warrants that it has not employed nor
retained any company or person, other than CONSULTANT's bona fide employee, to solicit or
secure this Agreement. Further, CONSULTANT warrants that it has not paid nor has it agreed
to pay any company or person, other than CONSULTANT's bona fide employee, any fee,
commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting
from the award or making of this Agreement. Should CONSULTANT breach or violate this
warranty, CITY may rescind this Agreement without liability.
29. THIRD PARTY BENEFICIARIES. This Agreement and every provision herein is
generally for the exclusive benefit of CONSULTANT and CITY and not for the benefit of any
other party. There will be no incidental or other beneficiaries of any of CONSULTANT's or
CITY's obligations under this Agreement.
30. INTERPRETATION. This Agreement was drafted in, and will be construed in accordance
with the laws of the State of California, and exclusive venue for any action involving this
agreement will be in Los Angeles County.
31. COMPLIANCE WITH LAW. CONSULTANT agrees to comply with all federal, state,
and local laws applicable to this Agreement.
32, ENTIRE AGREEMENT. This Agreement, and its Attachments, sets forth the entire
understanding of the parties. There are no other understandings, terms or other agreements
expressed or implied, oral or written. There are 2 (two) Attachments to this Agreement. This
Agreement will bind and inure to the benefit of the parties to this Agreement and any subsequent
successors and assigns.
33. RULES OF CONSTRUCTION. Each Party had the opportunity to independently review
this Agreement with legal counsel. Accordingly, this Agreement will be construed simply, as a
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whole, and in accordance with its fair meaning; it will not be interpreted strictly for or against
either Party.
34. SEVERABILITY. If any portion of this Agreement is declared by a court of competent
jurisdiction to be invalid or unenforceable, then such portion will be deemed modified to the
extent necessary in the opinion of the court to render such portion enforceable and, as so
modified, such portion and the balance of this Agreement will continue in full force and effect.
35. AUTHORITY/MODIFICATION. The Parties represent and warrant that all necessary
action has been taken by the Parties to authorize the undersigned to execute this Agreement and to
engage in the actions described herein. This Agreement may be modified by written amendment.
CITY's executive manager, or designee, may execute any such amendment on behalf of CITY.
36. ACCEPTANCE OF FACSIMILE SIGNATURES. The Parties agree that this Agreement,
agreements ancillary to this Agreement, and related documents to be entered into in connection
with this Agreement will be considered signed when the signature of a party is delivered by
facsimile transmission. Such facsimile signature will be treated in all respects as having the
same effect as an original signature.
37. CAPTIONS. The captions of the paragraphs of this Agreement are for convenience of
reference only and will not affect the interpretation of this Agreement.
38. TIME IS OF ESSENCE. Time is of the essence for each and every provision of this
Agreement.
39. FORCE MAJEURE. Should performance of this Agreement be prevented due to fire, flood,
explosion, acts of terrorism, war, embargo, government action, civil or military authority, the
natural elements, or other similar causes beyond the Parties' reasonable control, then the
Agreement will immediately terminate without obligation of either party to the other.
40. STATEMENT OF EXPERIENCE. By executing this Agreement, CONSULTANT
represents that it has demonstrated trustworthiness and possesses the quality, fitness and capacity
to perform the Agreement in a manner satisfactory to CITY. CONSULTANT represents that its
financial resources, surety and insurance experience, service experience, completion ability,
personnel, current workload, experience in dealing with private consultants, and experience in
dealing with public agencies all suggest that CONSULTANT is capable of performing the
proposed contract and has a demonstrated capacity to deal fairly and effectively with and to
satisfy a public CITY.
[Signatures on next page]
4 1- kJ 3 - j
IN WITNESS WHEREOF the parties hereto have executed this contract the (lay and year
first hereinabove written.
CITY OF EI, SEGUNDO
A municipal cot-Roration
Doug Willmore
City Manager
ATTE�T:
INFOSEND, INC,
a California Corporation
...........
kli Reza'l
Chief Operating Officer
�' - 4-e- Taxpayer ID No, 33-0,748,516
S se
dty Clerk
APPROVED
40
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MARK D. I- Slie, itiAttorp ey
By:
Karl H, Bet - gel'
Assistant City Attq�n, y
IN
EXHIBIT A
is appreciative for the opportunity to present this
Proposal for Business Tax Notices for:
lkIr 25, 2011
Proposal Provided By:
Glen Everroad
Jerry Finnegan
Government Solutions
District Sales Manager
glen.e@infosend.com
jerry.f@infosend.com
Toll Free: 800.955.9330
Toll Free: 800.955.9330
Mobile: 949.874.4786
Mobile: 714.600.3069
This proposal is valid for 90 days.
InfoSend is a proud member and supporter of: 0 "0
Get to Know111rafoSend
InfoSend has been a billing service provider since 1996. Since that time InfoSend has provided the
processing and handling of critical documents for industries throughout the United States. Utilizing the
most current technology, InfoSend offers an innovative approach with flexible and secure solutions for
organizations seeking outsourced data processing, printing, mailing, and electronic presentment and
or payment services. Choosing InfoSend as your outsourcing partner will also significantly reduce
total overhead costs. Together, we can reach your customers more effectively.
InfoSend is a privately held California corporation with annual sales of approximately 28 million dollars
per year. InfoSend's core competencies are information technology, document formatting, electronic
payments, and document production. Your unique data is transferred into our database where it can
then be output to multiple destination channels — print, web, or telephone. Electronic payments can be
initiated over the web or telephone. The Software as a Service (SaaS) approach allows InfoSend to
continually refine its services and equipment without requiring software installation and maintenance
at your site.
You can use the electronic billing & payment related services or the print & mail related services as
stand-alone offerings or together as integrated customer communications solutions. When multiple
services are outsourced to InfoSend you receive the benefit of having one data processing platform
generate all of your outbound communications. Easily customize business rules for processes like
paperless billing and automatic payments. perfect your bill design and electronic bill presentment
workflow. Leverage the experience InfoSend has built up from years of working with organizations
similar to your own.
Relialbll 0:11or n r
Integrity is at the core of everything we do. Our goal is to retain each client. From our internal
operations to how we serve our valuable clients, we create solutions with an innovative approach that
keeps your business's best interests at mind.
We do not have exclusive partnerships with billing software providers or electronic payment
processors. This neutral standing allows us to provide you the best possible service at competitive
rates. InfoSend is your resource that you can look to for bill production and electronic payment advice.
The Company currently owns and operates its 77,000 SF headquarters and main production facility.
The facility sits on a 4.3-acre lot and is one of the premier bill processing centers in California. The
property contains room for future construction, if needed, should the company need additional office
or warehouse space.
InfoSend Headquarters — Orange County, California 4240 E. La Palma Ave • Anaheim CA 92807
InfoSend's 25,000 SF Midwest production and disaster recovery facility is located just west of
Chicago, Illinois. This facility is used to process mail for clients located in the Midwest or East Coast.
The Midwest facility also serves as an out of state disaster recovery facility.
Midwest Production & Disaster Recovery Facility 1406 Centre Circle • Downers Grove IL 60515
The information in this proposal is confidential and is not to be used or disclosed except to the recipient's employees, officers
and agents engaged in evaluating this proposal.
Overview f InfoSend rim
Data Processing, Print & Mail Service
• Print statements, invoices, letters, postcards, notices, or other various documents.
• Laser printing of data in grayscale, spot color, or full color.
■ Inserts and special flyers can be used to target specific customers. Submit your printed
materials or artwork to be printed by InfoSend in grayscale or color.
■ Quick turn -around of document folding, inserting, presorting, and delivery to the USPS.
■ Free yourself from the responsibility of adapting to new USPS rules and technologies.
eBusiness Services
■ All merit -Relate eBusine s S rvi es are Level 1PCI Compliant
■ Online BillPay (EBPP)
■ Online QuickPay (No Enrollment)
■ CSRPay
■ IVR
Shared Platform Benefits
■ One data processing platform manages the import and handling of your data files. This core
system can then output the information to all delivery channels.
■ Upload data via our secure website, FTP with optional PGP encryption, or SFTP.
■ Web -based system to track and view samples of print or eBills before they are sent.
■ A variety of standard reports can be accessed via web portal or emailed to you.
■ Create and schedule document messages by customer type or account number.
■ Bill design, mailing options, and EBPP business rules are tailored to suit your organization's
needs.
■ Simplify your process by partnering with a provider to consult and manage your entire bill
formatting and delivery needs.
InfoSend Solutions
We recognize our clients' unique needs by personalizing the way we build solutions for each account.
InfoSend configures each service to work together to build custom solutions for your organization.
Every time a client asks for a new configuration option it is added to our standard portfolio of
implementation options.
InfoSend does not simply mail out bills and present them online to enable payments. We tailor both
services to suit client needs in a way that makes us an extension of both your finance and customer
service departments. Our clients often rely on us to build solutions that their own systems may not
support. By using our platform you can create a unified look and feel for both your print and electronic
bills. By using InfoSend's platform you can manage all data using online account management tools
and use our bill design expertise to accomplish a unified look and feel for all your billing documents.
The information in this proposal is confidential and Is not to be used or disclosed except to the recipient's employees, officers
and agents engaged in evaluating this proposal.
111 a-ta Processing Service
Overview:
■ InfoSend can process both data -only text files (e.g. flat files, XML) and print -output PDF files.
■ Data processing produces final output that is printed and mailed and/or used in one or more of
the eBusiness offerings (depending on which services you have contracted for).
■ You transmit data electronically to InfoSend and can receive free PDF samples of the final
output (if needed) before it is printed or delivered online.
Data Processing Input File Options:
Option 1 - Express PDF Implementation
This innovative solution gives billers the ability to use InfoSend's print and mail
platform at the lowest possible price point. It's also useful if you are mostly satisfied
with your existing bill format or it is not cost effective for InfoSend to create a hosted
software application to process your data and format the documents for you (e.g. if you
already have hundreds or thousands of unique document templates setup in your
system). InfoSend has a unique solution that can modify the addresses in your PDF
print files to use CASS certified address validation and presorting. Postal barcodes are added to your
documents and the files are printed in presort order. With this option you control the formatting of your
documents and do not pay maintenance fees.
InfoSend's Express PDF Implementation is unique in that it's a hybrid solution that combines
client -provided print files with InfoSend's data import and processing capabilities. We will not simply
print image files, we will merge processed data from our system with your output to create a great
finished product.
The information in this proposal is confidential and 1s not to be used or disclosed except to the recipient's employees, officers
and agents engaged in evaluating this proposal.
Print Mail Service
Overview:
■ Your data is processed, address validated, presorted, printed, put through Quality Control prior
to being released to the mailing department..
■ Documents are folded, inserted, and mailed per the turnaround time listed in the pricing
section.
■ Online job tracking and detailed reports make it easy to monitor and audit the process.
Standard Features:
Message Manager
This free account management tool is a custom built web -based application that allows
you to control the messages that print on your documents. You can schedule the
messages months or even years in advance! You can assign unique messages to
„llit,h different types of customers, or even to individual account. A PDF preview displays the
message in the actual font that will be used.
Laser Printing
Documents are printed using high-speed production laser printers.
Bills are either printed in grayscale onto color preprinted forms or
using a 2-color laser process that supports black plus a standard
u „ shade of blue, red, or green. Postcards and inserts can be printed
using grayscale, 2-color, or 4-color CMYK laser printing technology.
Bill Stock Options
,flflfICPl; A variety of cut -sheet paper stock options are available. Any bill that requires a
tear -off remittance stub will include a micro perforation for a clean and smooth edge
(lockbox compatible). Bill stock options include plain white, in -stock color preprinted
with a standard change of address form on the back, or custom ci)lor preprinted
with custom logos and backers (minimum order quantities apply). Recycled 30%
`® post -consumer paper stock is available. 11111111%
Envelopes
You will receive the lowest possible envelope price by using InfoSend's
standard double window #10 and single window #9 envelopes. We order
Iwo. millions of these each month and pass the savings on to you. Envelopes
contain security film and tint. They are compatible with the bulk letter
opening machines used by your remittance processing department or
lockbox vendor. Your name and logo will appear through the #10 outgoing envelope.
Sustainably sourced and recycled 30% post -consumer paper stocks are available. 0 IL �
Quality Control
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programs. Printed documents are always put through a QC process before being
Ya,. released to the mailing department. Each QC operator checks for print quality
and follows on -screen prompts that are specific to the client. Each individual
mailing application can have its own set of items to check for.
The information in this proposal is confidential and is not to be used or disclosed except to the recipient's employees, officers
and agents engaged in evaluating this proposal.
I12rint & Maiiilll Service: Standard Features Continued
Mailing Technologies
Selective Inserting is available, which allows you to selectively target
l insert, flyers, or newsletters to specific mail pieces. Selective Inserting
will also allow you to exclude a #9 return envelope for all customers
participating in an automatic payment program (ACH).
Inserts/Statement Stuffers: Any special inserts/flyers/stuffers prepared
by the client can be inserted with the bills. Additionally, InfoSend offers
full graphic arts services including design and color prii*i,o g of inserts,
InfoSend's online Insert Request Form is an innovative account management tool that streamlines
insert management. Request a quote for printing and schedule all of your inserts online. Submit the
form through our website and a summary of the request will be returned to the user via email.
All addresses are put through CASS certified address validation.
This adds the 4-digit extension to the Zip Code, creates the USPS
OneCode Intelligent Mail Barcode, and digitally presorts the addresses. Batches containing at least
500 bar-coded mail pieces are digitally presorted and delivered to the USPS at the lowest possible
rate.
hVM A 2D barcode is added to your documents and used with intelligent mail inserting
equipment. This equipment folds and inserts documents using "mail piece integrity" software
to prevent inserting errors such as double stuffing. The barcodes are read before and after
the documents are inserted into the envelopes to ensure proper sequencing and handling.
Move Updates
AGInfoSend will ensure that you comply with the USPS Move Update requirements.
Customers often fill out a change of address form without informing you of the
change. As of fall 2008, the USPS stopped forwarding first class mail to the new
u1WTEDSTATEs address at no cost. You can elect to have it returned to you at no cost or use an
PQST41_ SERVICE.. USPS approved method to keep your customer address database up to date.
If you do wish for your mail to be forwarded to the new address, InfoSend offers two electronic
reporting options that are compliant with USPS rules. There is no setup or monthly fee for either
option, just a per -item reporting fee that you can find in the pricing section of this proposal. During
implementation you will be given more information on the options to help you decide which is best for
you. There is no commitment required and you can elect to have the mail returned to you at any time
instead of having it sent to the new address.
The first option is the Address Change Service (ACS). When this option is selected the USPS
forwards your mail to the new address and records the action in their database. InfoSend retrieves
this information weekly and sends you an electronic report of the forwards.
The second option is the NCOALink service. With this option InfoSend uses the NCOALink database
to find the new addresses during data processing. The new addresses can be printed on your bills
before they are mailed, or printed as -is and forwarded to the new address by the USPS. In either
scenario you receive electronic reports of the new addresses after each batch is mailed. If you elect
to have the USPS forward the mail you must use the report to update your database within 90 days.
The information in this proposal is confidential and is not to be used or disclosed except to the recipient's employees, officers 6
and agents engaged in evaluating this proposal.
l2rint & MaU1111 Service: Optional Service Features
Online Print Image Archiving
Online Print Image Archiving is an optional service. This is a document archiving tool used by your
customer service representatives to download electronic copies of any document that InfoSend mails.
This web application allows you to query the database by customer name, account number, or up to
three other custom fields. Documents are archived as individual PDF files, which gives you a quick
download time. Your support representatives can use this service to research customer inquiries by
viewing a carbon copy of the printed bill. Pricing is based on how long the documents are retained.
This service can be used to reproduce exact copies of your printed bills. If you can produce accurate
copies from your own billing system then this service is not needed. This service is unrelated to the
eBilling service.
A screenshot of the application's search form is included below. You can pick up to 5 custom fields to
index. For example the "Bill Date", "Due Date", and "Service Address" fields in the image below were
added to the search form and mapped to the custom data file format for a utility client of ours.
415493 III"'Mal Record(s)
PLEAS" ENTER S SEARCH CRITERIA IBE",L.Ory TDll PL, "( RECORD
Name:
i - _.
......_........ ..................... ....._ ..
Account Number:
_
Job Code 1,, All Jobs ,-
„
Bill Date: "
Due Date:
Service Address: -
Received Dater----_ _ To —
(MM-DD-YY):
SPCL Status:..
Submut search
Exception Processing
Exception Processing, or EP, is an optional service that allows you to approve, cancel, or hold
individual bills based on predetermined criteria. You may choose to flag exception bills within the
data, or InfoSend can build the custom exception rules on your behalf. Example: All bills with dollar
amounts over $500,000, or less than $5.00, could be posted to the InfoSend website for individual
approval.
Please inform us if you would like a price for this service. Service is not available with Express PDF
Implementation.
The information in this proposal is confidential and is not to be used or disclosed except to the recipient's employees, officers
and agents engaged in evaluating this proposal.
IllPiirici u : IlData Processing, IPiirtird & IMaillll Seirvice SetilwIllp IF::ee
0 Express PDF Implementation: $1000.00
v With this option you control the formatting of your documents and do not pay maintenance fees.
NPlease note that Clients must sign off on requirements documents (Statement of Work, project plan, etc.) before
programming and system configuration can begin. Client can be charged additional fees and/or have the project go-
Clive date delayed if requirements are changed after they have been finalized and signed off.
O
.N
Per hour and performed only upon request. For customizations .p.._ ...._..............r
� Professional Services Fee � Per Hour $175.00
p y p q ons made
M Ito your data processing application after go -live. Work is only started
after receiving your approval of a formal quote.
The information in this proposal is confidential and is not to be used or disclosed except to the recipient's employees, officers
and agents engaged in evaluating this proposal.
8,,:'.„ W an
ark e .,�
Pricing: to Processing, Prlilwt & Mall Service Monthly Fees
Per physical page
Options
Turnkey data processing,
Below:
printing, and mailing service
Business Licences
$0.104
Est. Volume 15,000/year
Price is per physical page.
w
d
Includes processing of your
Price includes black plus blue, green or ui ed duplex printing
unique data, CASS address
V
validation, presorting, printing, of variable data and form elements on the front and back of
e
0
the page onto white form with a perforation
and mail insertion. Finished
y
mailpieces are delivered to the
USPS within one (1) business
E
day.
•r
IL
Excludes materials, sales tax for Multiple Page Mailpiece Surcharge — Flat Mailpieces
$0.25
materials, and postage. A This surcharge only applies to multiple page bills that have
postage deposit will be required.
too many pages to fit in a standard #10 envelope. This
surcharge covers the necessary manual labor.
Pricing assumes the use of
materials options listed in the Postage (for all job types)
Pass
below section. You will be invoiced for the exact postage used
Through
Forms
8.5x11" white paper stock —___........__...ock with perforation. Paper is 8.5x11" and 241b, Per
$0.014
Price includes all inventory costs. Sheet
InfoSend Standard Window Envelopes
y
Standard Window Envelopes Per Standard Envelope _
p p
Options
p ons
To
•�
Below:
These envelopes include security tint printed on #10 InfoSend Standard
$0.014
2
the inside of the paper stock and clear film that Double Window Outgoing
prevent the contents of the envelope from being
viewed. These envelopes also use susta" ' oirnably #9 InfoSend Standard
$0.013
logged pallneir (&FII). Single Window Return Envelope
_..—.......
Other Envelopes
..........
Flat Single Window Envelope — only used for multiple page Per Flat
$0.16
statements that do not fit in the #10 envelope. Envelope
i liii : ruirnikey Data Processing, Print & Mail Service
Optional Services
The information in this proposal is confidential and is not to be used or disclosed except to the recipient's employees, officers
and agents engaged in evaluating this proposal.
Electronic Address Updates — NCOALink or ACS
Per reported update. InfoSend electronically reports the addresses it
received in your data that need to be updated because the customer
filed a Change of Address Report with the USPS.
Per Update
$0.40
Drop -Shipped Inserts
Per Insert
$0.005
Clients can print and fold inserts and ship them to InfoSend to be mailed
with the statements. If folding is required add $0.01 to the fee. InfoSend-
printed inserts are quoted upon request. No additional service cost to
use selective inserting to selectively include inserts with certain bill types
only (setup costs can apply in some situations for advanced selective
inserting criteria). Cost includes all inventory costs.
Online Print Image Archiving
Per PDF
(No Setup
$0.01 - For
Each bill is stored as a PDF and indexed in a database. Search by
Fee)
12 Months of
account number or other key fields. You are charged one up -front fee
Retention
per document to process it, index it, and store it for a set number of
$0.014 -
months.
For 18
Months of
..............
Retention
CD Archiving
Per CD
$95.00 +
Search by account number or name. The documents are stored on the
Shipping &
CD in PDF format.
Handling
The information in this proposal is confidential and is not to be used or disclosed except to the recipient's employees, officers 10
and agents engaged in evaluating this proposal.
gendiiiw Additional Information on the Free Account Management Tools
Included with both the Print & Mail and eBusiness Services
These free account management tools are useful for both the Print & Mail and eBusiness services..
They are especially helpful if you use both services as you can set document messages, review
proofs, and track job progress using one web portal.
Job Tracking
Allows your staff to log onto www.infosend.com to view the progress and completion of your print
or electronic bill files. Confirmation reports are accessible from the job tracker for easy access.
Check off the "Viewed" checkbox after auditing the completion time of a finished batch.
A sample screenshot of the Job Tracking tool is provided below:
Sample Approval
InfoSend can provide PDF samples of your documents before they are printed or loaded to the
eBusiness system. A screenshot of the sample approval window is shown below:
() 6 Approve Sample O
https://secure.infosend.com/same �-
Are you sure you wish to approve the
sample for SNA.0820BILL.001 ?
Yes No
Message Manager
Schedule all of your on bill messages online using our free web based messaging tool! When
used with the Print and Mail service you can see PDF samples of your message in the actual
font that will be used during printing.
A sample screenshot of the Message Manager main list is provided below:
The information in this proposal is confidential and is not to be used or disclosed except to the recipient's employees, officers
and agents engaged in evaluating this proposal.