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2014-031 CONTRACTOR AGREEMENT nn THIS AGREEMENT, made and entered into this )1 day of < < 2014, A.D., by and between the City of Clermont 685 West Montrose Street, Clermont, Florida (hereinafter referred to as "CITY"), and CASH CYCLE SOLUTIONS, INC., a Foreign Corporation, authorized to do business in the State of Florida, 3035R Horseshoe Lane, Charlotte,NC 28208 (hereinafter referred to as "COMPANY"). WITNESSETH: That the parties hereto, for the consideration hereinafter set forth, mutually agree as follows: ARTICLE I - SCOPE OF WORK The COMPANY shall furnish utility bill printing and mailing services to CITY and perform all of the work described in the bid documents and specifications entitled: RFB NO. 14-016 Utility Bill Printing and Bill Services as prepared by CITY and shall do everything required by this Contract and the other Contract Documents contained in the specifications, which are a part of these Documents, specifically but not limited to Section B, Statement of Work to RFB No. 14-006. ARTICLE II - THE CONTRACT SUM The CITY shall pay to the COMPANY for the faithful, accurate and complete performance of the services contemplated herein and based on authorized and approved orders for utility bill printing and mailing services as described in the Contract Documents in accordance with the Contract Price Schedule included and made a part of this Contract as Exhibit"A" attached hereto and incorporated herein. ARTICLE III - PROVISION OF SERVICES AND COMPLETION OF WORK 1. The COMPANY shall only provide to CITY services upon receipt of an authorized order from CITY and shall provide the requested services in the timeframe and as set forth in Section B, Statement of Work to RFB No. 14-006 or in the subject authorized order. 2. COMPANY, upon receipt of an order hereunder shall immediately notify CITY if it has an issue or question related to the fulfillment of the order or whether there will be any delay in providing the services requested. Failure of COMPANY to so notify CITY will preclude COMPANY from seeking payment of any kind for any failure to provide, or delay, in providing services to CITY. 3. It is expressly understood and agreed that the passing, approval and/or acceptance of any services contemplated herein by CITY or by any agent or representative as 1 in compliance with the terms of this Contract shall not operate as a waiver by the CITY of strict compliance with the terms of this Contract. 4. COMPANY specifically acknowledges that this Contract does not bind or obligate CITY to purchase any minimum quantity of services at anytime during the term hereof. ARTICLE IV - PAYMENTS In accordance with the provisions fully set forth in the Contract Documents, and subject to additions and deductions as provided, the CITY shall pay the COMPANY within thirty (30) days of the receipt of COMPANY'S invoice, provided that CITY has accepted the services that are subject to the invoice and CITY has not objected to payment thereof COMPANY'S invoice shall specifically identify each service provided. ARTICLE V—TERM This Contract shall take effect upon the date that it is last executed by the parties as set forth below and will continue in effect for three (3) years thereafter, whereupon it shall automatically expire, unless renewed by CITY as provided herein. Any expiration or termination of this Contract, including any renewal term, shall continue to remain in full force and effect for the purposes of any warranty or guaranty period applicable to any order fulfilled by COMPANY. CITY at its sole option shall, upon written notice to COMPANY, have the right to renew this contract for three (3) additional one (1) year terms. CITY at its sole option shall, upon written notice to COMPANY, have the right to renew this contract for three (3) additional one (1) year terms. Prior to the expiration of the initial term and any subsequent renewal thereafter, CITY may consider an adjustment to price based on changes in COMPANY's direct cost, postage rates, the Consumer Price Index (CPI), minimum wage law as documented by COMPANY. As a condition precedent to consideration by the CITY, COMPANY shall provide CITY a written request for adjustment in accordance herewith forty-five (45) days prior to the anniversary date of the contract. Any such request may be approved in the sole discretion of CITY. COMPANY expressly agrees that the pricing as set forth in Exhibit A hereto, shall remain in effect and constant throughout the entirety of the initial term and any and all renewal periods hereunder, except as may be adjusted as set forth above. ARTICLE VI—TERMINATION Either party may terminate this Contract for cause at anytime. CITY may also terminate without cause upon thirty (30) days written notice to COMPANY. In the event of termination without cause, CITY shall pay COMPANY for all authorized and accepted services provided up to the effective date of the termination. 2 ARTICLE VII— DISPUTE RESOLUTION - MEDIATION 1. Any claim, dispute or other matter in question arising out of or related to this Agreement shall be subject to mediation as a condition precedent to voluntary arbitration or the institution of legal or equitable proceedings by either party. 2. The CITY and COMPANY shall endeavor to resolve claims, disputes and other matters in question between them by mediation. 3. The parties shall share the mediator's fee and any filing fees equally. The mediation shall be held at Clermont City Hall, unless another location is mutually agreed upon. Agreements reached in mediation shall be enforceable as settlement agreements in any court having jurisdiction thereof. ARTICLE VIII— INSURANCE AND INDEMNIFCIATION 1. COMPANY shall provide the insurance as set forth in RFB 14-006, if applicable. 2. To cover to the fullest extent permitted by law, the COMPANY shall indemnify and hold harmless the CITY and its agents and employees from and against all claims, damages, losses and expenses, including but not limited to attorney's fees, arising out of or resulting from the performance of the Scope of Work hereunder, provided that any such claim, damage, loss or expense (1) is attributable to bodily injury, sickness, disease or death, or to injury to or destruction of tangible property, and (2) is caused in whole or in part by any negligent act or omission of the COMPANY, any subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable, regardless of whether or not it is caused in part by a party indemnified hereunder. Such obligation shall not be construed to negate, abridge, or otherwise reduce any other right to obligation of indemnity which would otherwise exist as to any party or person described in this Article. The COMPANY hereby acknowledges receipt of ten dollars and other good and valuable consideration from the CITY for the indemnification provided herein. ARTICLE IX -NOTICES All notices shall be in writing and sent by United States mail, certified or registered, with return receipt requested and postage prepaid, or by nationally recognized overnight courier service to the address of the party set forth below. Any such notice shall be deemed given when received by the party to whom it is intended. COMPANY: Cash Cycle Solutions, Inc. 3035R Horeshoe Lane Charlotte,NC 28208 Attn.: Kelly Choate, President 3 OWNER. City of Clermont Attn: Darren Gray, City Manager 685 W. Montrose Street Clermont, FL 34711 ARTICLE X—MISCELLANEOUS 1. Waiver. The waiver by CITY of breach of any provision of this agreement shall not be construed or operate as a waiver of any subsequent breach of such provision or of such provision itself and shall in no affect the enforcement of any other provisions of this agreement. 2. Severability. If any provision of this agreement or the application thereof to any person or circumstance is to any extent invalid or unenforceable, such provision, or part thereof, shall be deleted or modified in such a manner as to make the agreement valid and enforceable under applicable law, the remainder of this agreement and the application of such a 'provision to other persons or circumstances shall be unaffected, and this agreement shall be valid and enforceable to the fullest extent permitted by applicable law. 3. Amendment. Except for as otherwise provided herein, this agreement may not be modified or amended except by an agreement in wnting signed by both parties. 4 Entire Agreement. This agreement including the documents incorporated by reference contains the entire understanding of the parties hereto and supersedes all prior and contemporaneous agreements between the parties with respect to the performance of services by COMPANY. 5. Assignment. This agreement is personal to the parties hereto and may not be assigned by COMPANY, in whole or in part, without the prior written consent of city. 6 Venue. The parties agree that the sole and exclusive venue for any cause of action arising out of this agreement shall be Lake County, Florida. 7 Applicable Law. This agreement and any amendments hereto are executed and delivered in the State of Florida and shall be governed, interpreted, construed and enforced in accordance with the laws of the State of Florida. 8 Public Records. COMPANY expressly understands records associated with this project are public records and agrees to comply with Florida's Public Records law, to include, to: (a) Keep and maintain public records that ordinarily and necessarily would be required by the CITY in order to perform the services contemplated herein. 4 (b) Provide the public with access to public records on the same terms and conditions that the CITY would provide the records and at a cost that does not exceed the cost provided in this Flonda's Public Records law or as otherwise provided by law. (c) Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law. (d) Meet all requirements for retaining public records and transfer, at no cost, to the CITY all public records in possession of the COMPANY upon termination of the contract and destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. All records stored electronically must be provided to the CITY in a format that is compatible with the information technology systems of the CITY. ARTICLE Xi CONTRACT DOCUMENTS The Contract Documents, as listed below are herein made fully a part of this Contract as if herein repeated. Document Precedence: 1. Contract Agreement 2. Al documents contained in RFB No.: 14-006 Utility Bills and Mailing Services and COMPANY'S January 16, 2014 response thereto, including any all addenda or amendments thereto. IN WITNESS WHEREOF, the parties hereto have executed this Agreement on this Vi day of Apr . 2014. Attest City of lermont ..!4 Tracy Ac._ •yd, City Cl:1 k (Mw Gray, ity Manager Date: ' Attest: Cash Cycle Solutions, Inc. • J de' Corporate Secretary Name :• itle �ll Date /19 5 EXHIBIT A Contract Pricing Initial Implementation—No charge Additional programming after initial implementation-$100.00 Bill Statement(ranging from 15,000 to 20,000 bills)-$0.079 each Includes materials, processing,variable data printing in black on the front, collating, folding, and inserting preparation and delivery of regular bills based on 1 billing cycle per month Materials. 8%I x 11 perforated 20 lb white paper(or 24#)for bill statements(note that we will order preprinted form with the City of Clermont logo for 6 months, then we will place a black logo in its place until a new logo is adopted) #10 envelope #9 envelope Second Notice letter to customers(ranging from 3,000 to 5,000 bills)-$0.079 Includes materials, processing,variable data printing in black on the front,collating,folding, and inserting preparation and delivery of regular bills based on 1 billing cycle per month 8%2 x 11 preprinted letterhead paper(note that we will order preprinted form with the City of Clermont logo for 6 months,then we will place a black logo in its place until a new logo is adopted) #10 envelope #9 envelope Inserts: 48 hour turn would allow us to do the follow: 1. Print an "insert" on the back of the bill-$0.02 (there is no insertion fee of.005 since this is the back of the bill) 2. Print 8 '/2 x 11; white paper or colored paper simplex black-$0.0310 ea plus insertion fee of.005 3. Print 8 Y2 x 3 1/3;white paper or colored paper simplex black-$0.021 ea plus insertion fee of .005 4. Print 8%2 X 11, white paper or colored paper duplex black-$0.0325 ea plus insertion fee of.005 5. Print 8%2 x 3 1/3;white paper or colored paper duplex black$0.0225 ea plus insertion fee of .005 6. Print 8 %2 X 11; white paper with highlight color(black plus one additional color red or blue or green) -$0.033 ea plus insertion fee of.005 7. Print 8%2 X 3 1/3;white paper with highlight color(black plus one additional color red or blue or green) -$0.023 ea plus insertion fee of.005 8. Print 8 Y2 x 11; white paper duplex with highlight color$0.034 plus insertion fee of.005 this was in the pricing sheet in the RFP submitted 9. Print 8 Y2 x 11; white paper not*glossy full color$0.395 plus insertion fee of.005 *If we were to quote a glossy paper, we would have to have this printed outside of our facility and it would take more time. SECTION — B STATEMENT OF WORK The City of Clermont is seeking to outsource the utility bill design, printing and mailing services of the Utility Billing operation The scope will consists of printing and mailing complete utility bills, reminder letters and any other communication the City may have with its 19,000 plus utility account holders This total may amount to over 28,000 communications per year The City currently uses Tyler Technologies MUNIS as our billing software See Section K for a sample of our utility bill. 1 — SCOPE The scope of work includes. a. Contractor must provide programming and bill design services. b The City utilizes one (1) billing cycle per month raging from 15,000 to 20,000 bills plus a second notice ranging from 3,000 to 5,000 bills. c. Tri-Fold paper and insertion of bills and mailings of same via USPS. d. Duplex color printing is required. e. Ability to insert at least one additional bill-insert per month with less than forty- eight (48) hour notice. f. Contractor must have the ability to omit printing and mailings to customers who have the e-billing option identified on their account. g. A sample billing document is attached to this RFB h. A sample of a basic envelope is attached to this RFB i. Mailing of certified letters is not required and is not part of this contract. j. Contractor must have the ability to place multiple customer messages on the bill dependent on conditions the account such as delinquent balances, owner messages, leak messages, change in service messages, etc. k. Ability to generate a scan line at the bottom of the utility bill for the purpose of automated reading for payment and remittance processing. I. Postage rate fees must be pass-through, at the lowest possible rate/discount and include any rebates offered by the United States Postal Service m Contractor must provide a secured website for data transmission. 2 — MINIMUM REQUIREMENTS All respondents shall be able to meet the following requirements: a Contractor must have a web based access or comparable method where by the City can manage, schedule changes and track the progress of bills mailed to customers. b The City must have the ability to spot check bills prior to disbursement. RFB No 14-016 Page 9 of 29 SECTION — B STATEMENT OF WORK c Contractor must be able to coordinate with the City's Utility Billing to change the scheduled billing and bill management at any time d. The City must have the ability to re-call individuals bills, multiple bills, complete billing routes and/or partial bill cycles if it is determined that an error in billing has occurred Already printed bills must be shredded e. Respondents must provide programming and bill design services f Respondent must hold USPS required certifications such as, but not limited to, CASS and Delivery Point Barcode, Intelligent Barcode, etc g. The City must have the flexibility to change the bill extract file as well as the bill formatting layout with thirty (30) days written notice of intention. h. Final processed and finished mail pieces must be in the possession of the USPS by the end of the business day that the electronic billing file is release by the City of Clermont, Utility Billing. i Respondents must have backup disaster and recovery for downed equipment. j Provide identity theft safety measures k Ability to provide automatic mailing address validation with USPS database This must be completed prior to bill run to reduce delays and returned mail. I. Provide all materials specific to utility bills and letters. • 8.5" x 11" perforated 20-lb. white paper for billing statements (include sample with bid) • 8.5" x 11" pre-printed letterhead paper (include sample with bid) • #10 pre-printed window envelope for letters (include sample with bid) • #9 pre-printed envelope, Return (include sample with bid) • #10 pre-printed window envelope, Utility Bill Mailing (include sample with bid) m Respondent should be able to provide one solution "send/return" envelope as an option to eliminate return envelopes. 3 —ADDITIONAL INFORMATION On a separate document, respondent may include a price list of any additional services provided that could be considered in the future by the City. Respondent must also provide information regarding services that do not conform completely to the scope of work requirements but will meet the needs of the City and its customers Information RFB No 14-016 Page 10 of 29 SECTION — B STATEMENT OF WORK may include more efficient processes not currently employed by the City but may be seamlessly incorporated by way of process changes without cost impacts. Utility bill statement improvement design information may also be submitted on a separate document for future consideration 4 — UTILITY BILL FORMS & ENVELOPE SPECIFICATIONS a Utility Bills • 8 5" x 11" 20-lb white b Mailing Envelopes • #10 commercial window envelope (to match existing envelope) • Standard window size • Pre-Printed — (color font) • Gummed closure c. Return Envelope • #9 window envelope (to match existing envelope) • Standard window size • Pre-Printed — (font color black) • Gummed closure 5 — PROOF APPROVAL AND QUALITY ASSURANCE Successful respondent shall provide a hard copy "color match" proof and obtain authorization in writing prior to printing. The successful respondent shall ensure that each document is inspected for print quality and content Rejected proofs must be re- run and re-submitted at no additional cost to the City END OF SECTION — B RFB No 14-016 Page 11 of 29 SECTION — C PRICE SCHEDULE NOTE: The quantities shown in the Price Schedule are estimates only. They may vary significantly from the actual quantities ordered by the City. Payment shall be for the units ordered, placed,and accepted by the City. By signing this form, the respondent fully acknowledges that there will be no additional compensation (no overhead, no anticipated profits, etc) other than the unit price of the items times the number of items authorized,ordered,placed, and accepted by the City. L.N. Description Est.Qty 1 Unit Price Total Unit Processing, printing,collating,folding, inserting, 1 preparation and delivery of regular bills based on 1 18,000/ $0.079 billing cycle per month(ranging from 15,000 to Each $1,422 00 20,000 bills) 2 Second notice letter to customers(ranging from 4,000/ $0.079 3,000 to 5,000 bills) Each $316.00 Cost of one additional insert per month within less 18,000/ 3 than 48-hour notice(ranging from 15,000 to Each $0.039 $702.00 20,000). 4 Postage to be billed at cost. At Cost At Cost At Cost Grand Total $2,440.00 By signing below, the respondent agrees to all terms, conditions, and specifications as stated in this solicitation, and is acting in an authorized capacity to execute this response. The respondent also certifies that it can and will provide and make available, at a minimum, the items set forth in this solicitation. Respondent Information and Signature Company Name(pnnt) Cash Cycle Solutions Street Address: 3035R Horseshoe Lane, Charlotte, NC 28208 Mailing Address(if different)' same Telephone: 800-783-7076 Fax 704-697-9897 Email kchoate @totalccs.com Payment Terms. 0 % 30 days,net 30 FEIN. 56 - 1 62934 Professional. License No.' 0050655 Signature: 1 Date' �'7/Ii( - Print Name: Kelly Choate Title• President Does the respondent accept payment using the City's MASTERCARD/ ❑Yes E No END OF SECTION —C RFB No 14-016 Page 12 of 29 ADDENDUM TO UTILITY AND MAILING SERVICES AGREEMENT This Addendum is to that certain agreement executed contemporaneously herewith regarding utility mailing and billing services (the Agreement) between the City of Clermont 685 West Montrose Street, Clermont, Florida (hereinafter referred to as "Client"), and CASH CYCLE SOLUTIONS, INC., a Foreign Corporation, authonzed to do business in the State of Flonda, 3035R Horseshoe Lane, Charlotte, NC 28208 (hereinafter referred to as "CCS"). The parties, in exchange for the mutual covenants contained herein and in the Agreement, agree as follows: A. This addendum expressly modifies the Agreement and in the event of a conflict, the terms and conditions of this Addendum shall prevail. B. The Terms of the Agreement are hereby amended to provide as follows. 1. Fees and Expenses a. Client shall pay to CCS the fees for Services set out in the Order and as per Attachment B. b. Client is responsible for the cost of all Mailing Materials in the production of Jobs. The initial cost of Mailing Materials is as set forth in the Order(s). c. If the Client elects to use custom Mailing Materials, (i) Client shall pay initial setup fees, if any, and (ii) CCS, may at its option, require the Client to prepay an amount equal to three (3) months' supply on a rolling three-month basis. If the customer requires a stocking level greater than three (3) months, an additional stocking fee may be assessed. Upon discontinuation of use of custom Mailing Materials and/or termination of the Agreement, any custom Mailing Materials that have been purchased or acquired for Client shall be (i) returned to Client at Client's expense, or (ii) destroyed by written approval of the Client. Client shall be responsible for payment of all custom Mailing Materials not already paid for by Client pursuant to this paragraph. d. Client agrees to reimburse CCS for all reasonable costs of mailing or shipping incurred in delivery of print samples, office copies or other materials to the Client. 2. Postage a. Client agrees to pay, as a deposit for postage required for Mailing Services, an amount equal to two (2) times the estimated monthly Postage ("Postage Deposit"). The Postage Deposit shall be considered an imprest deposit balance and actual postage usage will be reimbursed through invoicing as described in Section Attachment B. 1 b. The initial estimate of monthly postage shall be based on volume estimates and postage rates provided in the Order. CCS will submit an invoice for the initial Postage Deposit approximately thirty (30) days before an Order's first Job is processed. The Client agrees to pay the initial Postage Deposit on or before an Order's first Job is processed. c. CCS will penodically review actual postage usage. If the average monthly postage over the preceding six (6) months times two (2) is greater than the Client's current Postage Deposit, CCS will submit an invoice to the Client for the difference. Invoices for additional Postage Deposits are due thirty (30) days from the date of the invoice. d. If the average monthly postage over the preceding six (6)months times two (2) is less than the Client's current Postage Deposit, CCS will pay a refund to the Client for the difference. e. If the United States Postal Service increases the postal rates, CCS will invoice the Client the difference to maintain the Postal Deposit account equal to two (2) months of actual postage. Invoices for additional Postage Deposits are due thirty (30) days from the date of the invoice. f. The Client may request that CCS review the Postage Deposit balance relative to actual postage usage at any time. g. CCS will process Jobs using permit postage, unless metered postage processing is requested by Client. Metered postage will require a processing charge as provided in the Order(s). h. Failure to pay invoices for Postage Deposits might result in a delay in the processing of a Job or Jobs until the past due invoice is paid. Such a delay shall not be deemed a failure of CCS to perform in accordance with its obligations defined herein. i. Upon termination of this Agreement the Postage Deposit will within thirty (30) days of the date of termination first be applied to any outstanding Client invoices with the remaining balance, if any, refunded to the Client. 3. Taxes a. Client shall be responsible for all federal, state or local sales, use or excise taxes levied upon, or measured by the sale of goods or services provided herein, provided that such taxes are imposed by law on the Client as purchaser of the goods or services. b. CCS will exempt the Client from sales, use or excise taxes if the Client can provide a duly authorized exemption certificate. 4. Client Obligations 2 a. Client shall assign a project manager and secondary liaison for each Order to facilitate design, implementation and ongoing execution of Client obligations under the Order and this Agreement. Client shall promptly notify CCS' customer service representative in writing of any changes in the project manager or secondary liaison. b. Client shall make every effort to provide CCS with forms and data file structures within thirty (30) days of Order execution, but in no case longer than forty-five (45) days. c. Client shall be responsible for the performance of any of its third parties in providing form data file structures, data files or other services which CCS requires in performing its obligations under this Agreement. d. Client shall provide data files in the format and via communication method(s) agreed to by both parties during Implementation. Client is responsible for maintaining backup copies of data files it provides to CCS and CCS shall have no liability for any loss or damage caused by Client's failure to maintain copies. e. Client will notify CCS at least thirty (30) days prior to major changes to the form or any changes to data structure and at least seven (7) days prior to minor changes in the form layout. f. Client shall provide approvals within the Order's SLA timeframes. CCS SLA obligation for delivery of a job to the postal service begins only when the approval is provided. g. All inserts must be within CCS' insertion machine specifications, which may change from time to time during the term of this Agreement. Provided however, that client shall not be required to meet any revised specifications related to CSS' insertion machine, unless CCS had provided to client sixty (60) days written notice of the revised specifications. The current minimum specifications for Inserts are set forth on Addendum Attachment A, attached hereto and incorporated herein. Any deviation from the specifications will result in additional charges and may result in a delay in completion of Job(s). h. Fees for Inserts are as set forth in the Order(s), subject to limitations described in Addendum Attachment A. i. If requested by Client, CCS can provide printing services for Inserts. Pricing to be determined on an item by item basis. ii. Client, at its option, may provide inserts to CCS for inclusion in Jobs. iii. Inserts, whether provided through CCS or directly by Client, remain the property of the Client held on consignment by CCS. inserts must be provided to CCS at least three (3) business days prior to a Job request. 3 i. If the Services or data maintained by the Services is accessible through the interne or other networked environment, Client shall maintain, in connection with the operation of the Services, adequate and reasonable technical and procedural access controls and system security requirements and devices, necessary for data privacy, confidentiality, integnty, authorization, authentication and non-repudiation and virus detection and eradication. j. The Client is solely responsible for the adequacy and accuracy of the Client's data and the instructions, programs and procedures supplied by it. The Client shall provide its own audit controls, operating methods and checkpoints necessary to satisfy the Client's requirements with respect to detection of machine errors, security and adequacy of the data provided by the Client to CCS and necessary to enable recommencement and recovery in the event of any malfunction. CCS shall rely on the accuracy of all data and information provided to it by Client. k. The Client shall maintain adequate and reasonable back-up material that will enable the regeneration of Client data, computer files, printer output and other data in the event of loss, damage or destruction of such data. Accordingly, Client shall produce and keep copies of the source documents of the information delivered to CCS and shall maintain a backup procedure for reconstruction of lost or altered Client computerized files and records to the extent deemed necessary by Client. 1. CCS shall use commercially reasonable measures to prevent the loss, damage or destruction of the Client's data. If Client's data is lost, damaged or destroyed after its transmission to CCS, CCS shall notify the Client forthwith and the Client shall retransmit the data to CCS for processing. Both CCS and Client agree to co-operate reasonably to remedy any such loss, damage or destruction and to enable the processing of the Client's data by CCS as quickly as reasonably possible. 5. CCS Obligations a. CCS shall assign a customer service representative to facilitate design, implementation and ongoing execution of its obligations under this Agreement. CCS shall promptly notify Client of any changes in the assigned customer service representative. While there will be a specific customer service representative assigned to Client, all members of CCS customer service team are available to assist Client. b. CCS will complete form and data design required before Services can commence. CCS will provide assistance to Client in working with any of Client's third parties to the fullest extent practical. c. CCS shall pnnt all forms and envelopes on a high quality laser printer using format, fonts, color, special messages and variable data as prescribed by Client in the Order. 4 d CCS will provide matenals, including paper, mailing envelopes, business return envelopes, and inks as required by the Order ("Mailing Matenals"). All matenals will be CCS standard high quality materials (bright white, 24# paper) unless custom Mailing Materials are prescribed in the Order. e. CCS agrees to reprocess any work-product containing erroneous results due to a malfunction of CCS's equipment or operating system or error on the part of CCS's operators, on the condition that the Client notifies CCS of the erroneous results within sixty (60) days of the completion of the work-product in question. The Client shall implement data secunty procedures and checkpoints necessary to avoid excessive rerun times to restore a file to its required status. f. If the Services are partially or wholly interrupted owing to a malfunction in CCS's equipment, operating system or the telecommunication channels, the party detecting the interruption shall forthwith notify the other party orally, and CCS shall forthwith remedy the malfunction, with the assistance, if necessary, of the Client's suppliers of maintenance services for the remote terminal equipment or the telecommunications channels. _ g. After execution of an Order, CCS shall provide Client with a questionnaire regarding Client's requirements for- implementation of Services. Client shall promptly complete and return such questionnaire to CCS. Following return of the questionnaire, Client and CCS shall schedule an on-site meeting to review Client's requirements. Client and CCS shall work together to develop a mutually-agreed implementation plan based upon the results of the questionnaire and the meeting. Upon approval of the implementation plan by Client, CCS shall commence the implementation work set forth in the implementation plan. h. Beginning on the Implementation Date, CCS shall provide the following combined ongoing support services to Client: i. CCS shall provide to Client, during CCS' normal business hours (8 a.m. to 5 p.m. ET, Monday through Friday, excluding U.S. market holidays), telephone -assistance regarding Client's proper and authorized use of the Services. •i. From time to time, at its sole discretion, CCS may make or incorporate modifications, revisions, refinements, improvements, enhancements, or updates to the CCS Software. Client hereby_ accepts all such modifications, revisions, refinements, improvements, enhancements, and updates ("Updates"). All Updates shall be furnished by means of direct incorporation into the CCS Software and shall be accompanied by updates to the CCS Software documentation whenever CCS determines, in its sole discretion, that such updates are necessary. Upon being made or incorporated, updates shall be deemed a part of the CCS Software. j. CCS shall take all reasonable steps to ensure that access to Client's computerized files and records are available only to CCS, Client and Client's users. CCS reserves the right, at its own expense, to issue and change procedures from time-to-time to improve or protect file security. 5 k. Should any amount due to CCS from Client become past due greater than thirty (30) days from invoice due date, CCS shall have the right to suspend performance of Services until the past due amount is paid or CCS exercises its rights under Section 14 herein. 6. Additional Services a. During the term of this Agreement, Client may request optional Services set forth in the Order. Any and all request shall be in writing signed by an authorized representative of Client. b. Client may request that CCS, subject to the availability of CCS personnel, provide to Client additional consulting services, custom programming, support services relating to custom programming, assistance with data transfers, and other specialized support services with respect to the Services. These services will be provided by CCS at Client location(s) if and when CCS and Client agree that on-site services are necessary Any and all request shall be in writing signed by an authorized representative of Client. c. Prices and rates for additional services will be as provided in the Order. C. All other terms and conditions set forth in the Agreement shall remain in full force and effect and unchanged as agreed to by the parties. IN WITNESS WHEREOF, the parties hereto have made and executed this Addendum for the purposes herein expressed on the dates set forth below. Attest• ity o lermont I Lfi_ it A1�1� A A Tracy Ac oyd, City Cl D UMW,ray, 'i Manager Date: 1-7-a014-k Attest: Cash Cycle Solutions, Inc Corporate Secretary Name& itledagi Date: ISM 6 ADDENDUM ATTACHMENT A Insert Minimum Specifications Inserts must meet the following design and production specifications. • Range of 6"— 8.5" in width. • Range of 3.5"—3.67" in height after folding. • Single sheet, bi-fold, tri-fold or quad-fold (typically for 7", 11" and 14" paper, respectively) is acceptable. • An insert with folds must be"C"folded, only. No "Z" folds. • Minimum 24#paper for single and bi-fold; minimum 20#paper for to and quad-fold. • Maximum 64#paper for single sheet. Inserts that are outside these minimum specifications must be approved by CCS in advance, and may incur additional insertion fees and may delay completion within prescribed SLAs. CCS Pricing Matrix for City of Clermont, FL Statements/Letters/Notices(per item price-materials included Note 1) $0.079 Pre-processing Included Laser printing duplex(black or highlight color option of blue,green or red) Included Fold&Insert Included Seal&Permit Included Sort, Bundle&Tray - included Total Processing Fee - $0.079 Stock(custom)for marketing envelopes TBD At Quote Mailing(per item price) Postage(ZIP sorted, First Class) See Note 2 Additional Services(per item price) Selective insertion of inserts(per insert) $0.005 Processing—Additional impressions $0.0526 PDF images FTP'd back to client $0.005 Minimum Run Charges(the size less than 200) $50.00 Programming Expenses Per Hour $100.00 NCOA per record(optional) $0.003 Special Handling(per item price) Manual Flat Mailing in 9.5"x 13"envelopes $0.20 Manual Insertion in#10 envelopes(in addition to) $0.05 Statement Consolidation(Householding) $0.05 Handling fees for pulls&unqualified pieces $0.05 Manual pulls after job processed&printed $2.00 Job Cancellation—before data is processed No Charge Job Cancellation-after data processed, before production $25.00 Job Cancellation—after production has begun Normal job cost Note 1—Material pricing based on CCS standard paper and envelopes. Customer materials are subject to change based-on actual costs. Note 2—Postage is billed at actual cost. CCS provides the lowest first class rates based on the address mix of each job.