UTILITY BILL PRINTING AND MAILING SERVICES · 2015-04-01 · Request for Proposals . RFP # 15-0493 . UTILITY BILL PRINTING AND MAILING SERVICES . PROPOSAL OPENING DATE/TIME/PLACE:

Request for Proposals RFP # 15-0493

UTILITY BILL PRINTING AND MAILING SERVICES

PROPOSAL OPENING DATE/TIME/PLACE: Wednesday, April 22, 2015, 2:00 P.M.

City of Aztec Finance Conference Room 201 W Chaco

Aztec, NM 87410

FINAL DATE FOR QUESTIONS Wednesday, April 15, 2015 2:00 PM

Tentative Commission Approval Date May, 12, 2015

For further information contact:

Kathy Lamb Finance Director

City of Aztec Phone: 505-334-7653

Fax: 505-334-7649 email: [email protected]

RFP 15-0493 Utility Bill Printing and Mailing Services Page 1

mailto:[email protected]

Table of Contents

REQUEST FOR PROPOSALS .................................................................................................................... 4 NOTICE TO OFFEREORS ......................................................................................................................... 4 ACKNOWLEDGMENT OF RECEIPT FORM ........................................................................................... 5 GENERAL CONDITIONS .......................................................................................................................... 6 QUALIFICATIONS BASED PROPOSALS SUBMITTAL FORM ........................................................ 7

BACKGROUND INFORMATION ................................................................................................................. 8 A. INTRODUCTION ..................................................................................................................................... 8 B. BACKGROUND ...................................................................................................................................... 8 C. SCOPE OF WORK ................................................................................................................................. 8 D. INTENT .................................................................................................................................................. 11 E. INFORMATION PROVIDED BY CITY .............................................................................................. 11 F. TERM OF THE AGREEMENT ........................................................................................................... 11 G. RESIDENT VETERANS PREFERENCE ......................................................................................... 11

PROPOSAL PROCESS ............................................................................................................................. 13 INTRODUCTION ...................................................................................................................................... 13 PRELIMINARY SCHEDULE................................................................................................................... 13 DIRECTIONS FOR SUBMISSION .......................................................................................................... 13 INQUIRIES ................................................................................................................................................. 13 PROHIBITED CONTACTS ...................................................................................................................... 14 CONFLICTS OF INTEREST ................................................................................................................... 14 FORMAT AND CONTENT ...................................................................................................................... 14 SIGNING OF PROPOSALS AND COST PROPOSAL .......................................................................... 14 PERIOD OF ACCEPTANCE .................................................................................................................... 14 BINDING OFFERS .................................................................................................................................... 15 SUBCONTRACTS AND OTHER CONTRACTUAL ARRANGEMENTS .......................................... 15 INDEPENDENCE OF THE OFFEROR ................................................................................................... 15 COST PROPOSAL ..................................................................................................................................... 15 PRICING ..................................................................................................................................................... 15 PAYMENTS ................................................................................................................................................ 16 INSURANCE REQUIREMENTS ............................................................................................................. 17 LICENSES ................................................................................................................................................... 18 LAWS AND REGULATIONS ................................................................................................................... 18 CONFIDENTIALITY ................................................................................................................................ 19 BRIBERY AND KICKBACKS ................................................................................................................. 19 PROTEST DEADLINE .............................................................................................................................. 19

PROPOSAL FORMAT REQUIREMENTS ................................................................................................. 21 GENERAL FORMAT FOR PROPOSALS .............................................................................................. 21 NUMBER OF RESPONSES ...................................................................................................................... 21 NUMBER OF COPIES .............................................................................................................................. 21 PROPOSAL FORMAT .............................................................................................................................. 21 PROPOSAL REQUIREMENTS ............................................................................................................... 22

REVIEW AND EVALUATION ..................................................................................................................... 24 PROPOSAL EVALUATION ..................................................................................................................... 24 EVALUATION CRITERIA ...................................................................................................................... 24 PRESENTATION/DEMONSTRATION AGENDA (If necessary) ........................................................ 27 PRESENTATION SCHEDULE (If necessary) ........................................................................................ 27


EXHIBIT A: SINGLE PAGE BILLING STATEMENT ....................................................................................... 27

EXHIBIT B: TWO PAGE STATEMENT ......................................................................................................... 29

EXHIBIT C: SAMPLE CONTRACTOR MONTHLY BILLING ........................................................................... 31

EXHIBIT D: CARRIER ENVELOPES.............................................................................................................. 33

EXHIBIT E: CUSTOM PRINTED #9 WHITE-REMITTANCE ENVELOPES .................................................... 34

APPENDIX A: COST PROPOSAL ................................................................................................................. 35

APPENDIX B: CAMPAIGN CONTRIBUTION DISCLOSURE FORM ............................................................... 37

APPENDIX C: AGREEMENT .................................................................................................................... 39


REQUEST FOR PROPOSALS NOTICE TO OFFEREORS

City of Aztec

RFP 15-0493 UTILITY BILL PRINTING AND MAILING SERVICES Competitive sealed PROPOSALS for UTILITY BILL PRINTING AND MAILING SERVICES will be received by the City of Aztec at 201 W. Chaco, Aztec, New Mexico 87410 until Wednesday, April 22, 2015, 2:00 P.M. Proposals duly delivered will be opened in the City of Aztec Finance Conference Room and submitted for evaluation. Any proposal received after stated closing time will be returned unopened. If proposals are sent by mail to the City of Aztec, the Offeror shall be responsible for actual delivery of the proposal to the Purchasing Office before the advertised date and hour for the opening. Proposals which are delayed will not be considered and will be returned unopened. The PROPOSAL DOCUMENTS may be examined at the City of Aztec Website http://www.aztecnm.gov/purchasing/office.htm under Request for Proposals. Offerors are responsible for monitoring the website referenced above for notifications of changes and addenda related to this project. CITY OF AZTEC Aztec, New Mexico 87410 Kathy Lamb Publication: Daily Times, Sunday, April 5, 2015


http://www.aztecnm.gov/purchasing/office.htm

ACKNOWLEDGMENT OF RECEIPT FORM

In acknowledgment of receipt of RFP 15-0493 UTILITY BILL PRINTING AND MAILING SERVICES, the undersigned agrees that he/she has received a complete copy, beginning with the title page and ending with Appendix C, for a total of 45 pages, from the City’s website http://www.aztecnm.gov/purchasing/office.htm The acknowledgment of receipt should be signed and returned as directed below no later than Tuesday, April 14, 2015. Only potential Bidders/Offerors who elect to return this form will receive copies of all future communications, relating to, and including amendments to the Proposal if issued. FIRM: _______________________________________________________________________ REPRESENTED BY: ___________________________________________________________ TITLE: ________________________________ PHONE NO.: __________________________ EMAIL: _______________________________ FAX NO.: _____________________________ ADDRESS: __________________________________________________________________ CITY: __________________________ STATE: ________ ZIP CODE: __________________ SIGNATURE: ___________________________________ DATE: ______________________ This name and address will be used for all correspondence related to document RFP 15-0493 Firm does/does not (circle one) intend to respond to RFP 15-0493 UTILITY BILL PRINTING AND MAILING SERVICES. If firm does not intend to reply, please give a brief reason for not responding. ______________ ____________________________________________________________________________ ____________________________________________________________________________

Return to: Kathy Lamb

Finance Director City of Aztec 201 W Chaco

Aztec, New Mexico 87410 Telephone Number: 505-334-7653

Fax Number: (505) 334-7649 [email protected]

Faxed or emailed copies of this form will be accepted.

Faxed or emailed PROPOSAL responses will not be accepted.


http://www.aztecnm.gov/purchasing/office.htm

GENERAL CONDITIONS

As required by 13-1-111 NMSA 1978 the City of Aztec (City) is requesting qualifications-based proposals (RFQPs) for professional services pursuant to Sections 13-1-120 to 13-1-124, NMSA 1978. Proposals must include, but are not limited to, the requirements set forth in RFP 15-0493 Utility Bill Printing and Mailing Services. Proposals deposited with the City may be withdrawn or modified prior to the time set for opening of proposals by delivering written notice on company letterhead. The opening of sealed proposals shall be conducted in private in order to maintain the confidentiality of the information/data provided. Proposals will remain confidential during the negotiation process. Offerors submitting proposals may be afforded an opportunity for discussion and revision of proposals. Revisions may be permitted after submission of proposals and prior to award. The City will open all proposals, assign an evaluation committee and evaluate all proposals; determine the need for, conduct any negotiations; and make a final recommendation to the City Commission for award of the agreement or contract. The agreement or contract award shall be made to the responsible Offeror or Offerors whose proposal is most advantageous to the City of Aztec, taking into consideration the evaluation factors set forth in the RFP. The award of an agreement or contract for professional services shall be made based upon the criteria which does not include price. The City reserves the right to reject any or all proposals or to waive irregularities at its option when it is in the best interest of the City of Aztec. Award of an agreement or contract is contingent upon the budgeting and appropriation of funds for continuation of the professional services contemplated by this RFP.


QUALIFICATIONS BASED PROPOSALS SUBMITTAL FORM

RFP 15-0493 UTILITY BILL PRINTING AND MAILING SERVICES

COMPANY NAME / MAILING ADDRESS / CITY / STATE / ZIP (please print) CONTACT PERSON (please print) EMAIL TELEPHONE IMPORTANT - PROPOSALS MUST BE SUBMITTED IN A SEALED ENVELOPE WITH THE RFP NUMBER AND OPENING DATE CLEARLY INDICATED ON THE FRONT OF THE ENVELOPE.

EMAILED OR FAXED BIDS WILL NOT BE ACCEPTED. Sealed proposals will be received until April 22, 2015, 2:00 P.M. MDT and then opened at the City of Aztec Finance Conference Room. The opening of proposals shall be conducted in private in order to maintain the confidentiality of the contents of all proposals during the negotiation process. The undersigned declares that the amount and nature of the service to be furnished is understood and that the nature of this proposal is in strict accordance with the conditions set forth and is a part of this proposal, and that the undersigned Offeror has read and understands the scope and conditions of the proposal. The undersigned, in submitting this proposal, represents that Offeror is an equal opportunity employer, and will not discriminate with regard to race, age, religion, color, national origin, ancestry, sex, or physical or mental handicap as specified in Sec. 28-1-7 NMSA 1978 in the performance of this contract. The undersigned hereby proposes to perform necessary professional services for the amount and upon the conditions stated in this proposal after notice of award. This proposal is subject to the Purchase Order “Terms and Conditions”, Proposal Requirements, and Scope of Work. In-State Preference will be applied only to those in-state certified businesses that have completed the following: Bidder has received certification from the State of New Mexico for Resident Business Certification. Bidder has been issued Certification # and is therefore eligible for the 5% preference. In-state certification approval is required at the time of the proposal opening to be eligible for in-state preference. Resident Veterans Preference will be applied only to those bidders who have completed the following along with the Resident Veterans Preference Certification form included in this RFP: Bidder has received certification from the State of New Mexico for Resident Veterans Preference. Offeror has been issued Certification # . Bidder must include their State of New Mexico certificate with their proposal. Resident veterans preference certification approval is required at the time of the proposal opening to be eligible for resident veterans preference. If applicable, OFFEROR ACKNOWLEDGES RECEIPT OF THE FOLLOWING AMENDMENT(S): Addendum No._____ Dated ___________ Addendum No. _____ Dated ___________ Addendum No. ____ Dated ___________ Addendum No. _____ Dated ___________

To be a valid proposal, OFFEROR must sign here:

Title


BACKGROUND INFORMATION .

A. INTRODUCTION The City of Aztec (hereinafter “City”) is requesting proposals for printing and mailing services of utility billing. The City anticipates an average printing of 3,300 utility statements per month. The Offeror is to provide dynamic, two-color, duplex printing (lasering) of statements, page-two of statements, and delinquent notices, if applicable, inserting statements, with remittance envelope and occasional additional inserts, prepare for mailing, and mailing the statements obtaining the best postage rate possible. Offeror shall have the capability of not inserting a remittance envelope in bank draft statements and in statements with a credit balance. This process is required on a monthly basis with a 24 hour mail out, turn-around guarantee. B. BACKGROUND The City is a municipality located in Aztec, New Mexico, which operates under a Commission-City Manager form of government. The City provides utility services for a water and waste water system, an electric system, and solid waste services to approximately 3,300 customers. The City’s utility billing and customer information system is a proprietary software application developed by American Data Group, Inc., located in Centennial, Colorado. Billing data is processed through batch update process. The production of bill files and reports follows the update process. After the process is completed, the billing data files are sent via FTP to the vendor for processing. Once the print file is created, the bills and notices are currently laser printed on double sided 8 ½ x 11 inch white stock paper, blue, black ink, with a perforation for the tear off payment stub located at the top of the page. A sample is provided in Exhibit A of the Request for Proposal (RFP). After printing has been completed, bills and notices are folded and inserted with any applicable inserts and a return payment envelope into mailing envelopes. Bills are then prepared and processed for mailing. In some cases, customer bills may result in multiple pages and some customers may have multiple bills addressed to the same mailing address and must be grouped accordingly for mailing in a single envelope. Twice a year, the city prepares a file for business tax renewals. These files are prepared separately and will be in pdf format. File will be transmitted using an electronic file transfer. The volume for each mailing is approximately 700 statements. These mailings will include a return envelope and may include an insert. The renewal statements include a remittance stub located at the bottom of the statement. C. SCOPE OF WORK The City of Aztec is soliciting proposals from vendors interested in providing the services necessary to print and mail the City’s utility bills monthly and business license renewals twice a year. In addition, the City seeks to evaluate developing an improved design for its bill. The City is seeking a vendor who can provide the types of design and format services that would result in flexible, professional and easy to understand billing statements. The design should include the front and back of bills. The City is most interested in a bill presentation that will accommodate the use of graphics, bar graphs, color. The ultimate design should be able to accommodate the changing demands of the utility industry; be adaptable to different classes of customers, commercial versus residential; and incorporate the billing date generated by the City’s utility billing system. It is expected that the vendor will satisfy the following requirements: 1) Assist the City with statement design, layout and programming changes to allow for modifications as

industry and programs requirements change;


2) Obtain the best price available on white perforated paper, custom printed #10 white window, carrier

envelopes (Exhibit D), and custom printed #9 white-remittance envelopes (Exhibit E). The City reserves the right to change color, sizes, etc.;

a) Purchase and store these supplies for the City: b) Offeror shall be responsible for maintaining adequate inventory. c) Offer shall charge the City for supplies as they are used.

3) Offeror shall provide, when requested, blank statement forms, #10 & #9 envelopes for use by City.

4) Offeror shall provide messaging capabilities on statements based on certain criteria, i.e. final bill, new customer, bank draft, delinquent messages, etc. Offeror shall provide detailed rate descriptions from detail types and class codes provided in the City’s file layout.

5) Data is to be received by the Offeror via FTP (File Transfer Protocol) site. Proposals shall include

additional information for data requirements.

6) The data file shall conform to the City’s data record format layout. It will be a fixed record length ASCII format. Offeror shall be required to have FTP site for transferring of data. The transmitted data file will be in the “zip” compressed format. The Offeror shall be required to “unzip” the transmitted data file for processing.

7) Provide assistance (size, weight requirements, and other factors) when inserts are to be placed in the

utility statements. Inserts may be prepared by Offeror, or provided by the City;

8) Bar coding for postal mailing and payment stub process to optimize efficiency and postal cost reductions. The City requires the following bar coding requirements. Please include the cost of these services on the form of proposal Item K. a) U.S. Postal Service standards bar coding (please reference the type of scanning suggested as

required by the U.S. Postal Service, i.e. window envelope scanning or printed on envelop scanning).

9) Insure that utility bills will be delivered to the U.S. Post Office for distribution within 24 hours after

receipt of data. The Offeror shall outline their best and worst case turnaround time scenario.

10) Provide automatic confirmation to the City upon delivery of bills to the U.S. Postal Service. Vendor must maintain CASS certification and address correction/forwarding on behalf of the City.

11) All work shall be done at a location that provides security and supervision from start to finish,

including a well-defined quality control assurance program.

12) Provide an Identity Theft Prevention Program document, security plan, and SSAE16 audit report that explains how the City of Aztec Utilities information is kept separate from the information of other vendor customers and how the information is being protected from unauthorized exposure and use while under the control of the vendor.

13) Provide live telephone support to the City of Aztec for problem resolution.

14) The City has attached a sample single-page billing statement (Exhibit A). A two page statement is

also attached (Exhibit B pg 1 & 2). Note: Page-two is not the same format as page one. Please see exhibit B pg 30. The forms will be 8-1/2 x 11, duplexed, with two color and graphic capabilities. The back of the statement shall provide financial assistance information in addition to other information on back side of statement.


15) Offeror shall have the capability to extract electric and water consumption from file layout and display

usage in graphs on billing statements. Graphs shall depict current month’s usage, last year’s usage (same month), and last month’s usage (current year). (See bottom right hand corner of Exhibit A).

16) Offeror shall provide dual runs prior to mailing out statements (applicable to go live and later changes

in programs, utility statements, delinquent notices, etc.). Dual run process will be designed in conjunction with the City to provide testing and verification to the City’s satisfaction.

17) The Offeror shall have a disaster recovery program (hardware and software) available to insure all

statements are printed and mailed. The Offeror shall address in their proposal their disaster plan procedures. The Offeror shall detail to the City their off-site data backup storage methodology, data recover procedures, printing and mailing of data.

18) Offeror shall print a report listing all City customers with suspected incorrect addresses and shall mail

report via email to the City for follow up and correction.

19) When requested by City, Offeror shall print a monthly Mail Master List and shall mail list to the City. Offeror shall submit a USPS Form 3600-PC and/or 3605-PC, as applicable, which verifies the number of City statements mailed daily for cross-checking and problem solving resolution, when requested by City.

20) All of the reports in this section shall be packaged and mailed same business day by the Offeror, to

the City of Aztec, Attn: Customer Service Billing Department, 201 W Chaco St, Aztec, NM 87410 via express mail, or best way, arrangements to be negotiated. Offeror shall bill the City at their cost for the express mailing.

21) The Offeror shall have the capability of inserting between 4 and 5 inserts, (in addition to the #9 white

remittance envelope) with the option of providing inserts into designated statements (i.e. Senior Citizens Code, specific zip codes, etc.).

22) The Offeror shall be responsible for the application of postage, coordination, required preparation,

and delivery of the City’s billing statements to the U.S. Post Office. The Offeror shall guarantee to process the City’s mail down to the carrier route to obtain the best postal rate available. The Offeror’s proposal shall outline their procedure for the following: a) Invoicing process and monitor of the City’s postage usage/cost; b) Availability and approach to determining postage cost savings (i.e. bar coding, postal

optimization, carrier route and zip+4). c) Offeror shall outline the best and worst case USPS time frame, and best mail-out and delivery. d) Notification of City if an insert(s) takes postage over one ounce

23) Offeror shall process business license renewals twice a year. The files are prepared separately and

will be in pdf format. File will be transmitted using an electronic file transfer. The volume for each mailing is approximately 700 statements. These mailings will include a return envelope and may include an insert. The renewal statements include a remittance stub located at the bottom of the statement.

24) The Offeror shall send all billing for the automated statement process contracted service to the City of Aztec, Accounts Payable, 201 W Chaco St, Aztec, NM 87410. The statement shall provide complete reporting to verify the number of statements sent with/without remittance envelopes, the number of page-two statements, the number of delinquent notices, the number of pre-sorted pieces, the number of first class pieces, the number of overweight pieces, the number of inserts (if applicable) and other accounting information. Reference Exhibit C.


D. INTENT

1. It is the intent of the City to award the contract to the most qualified, responsible Offeror as detailed in Section I, and with consideration of the potential costs for services. The City will negotiate with the Offeror deemed most qualified by the City to address the specific services to be provided, the time and order of services, staffing, areas of responsibility and proposed fee structure, including the amount and method of payment.

2. Should the City be unable to negotiate a satisfactory contract with the Offeror considered to be the most qualified at a price determined to be fair and reasonable, negotiations with that Offeror shall be formally canceled. The City shall then undertake the negotiations with the Offeror ranked second in qualifications. Should that fail, the City may undertake negotiations with the Offeror ranked third in qualifications or the City may end the procurement process and issue a new RFP.

E. INFORMATION PROVIDED BY CITY

1. Offerors are solely responsible for conducting their own independent research, due diligence or other work necessary for the preparation of proposals, negotiation of agreements, and the subsequent delivery of services pursuant to any agreement. The City takes no responsibility for the completeness or the accuracy of any information presented in this RFP or otherwise distributed or made available during this procurement process or during the term of any subsequent agreement. In no event may Offerors rely on any oral statement.

2. Should an Offeror find discrepancies in, or omissions from, this RFP and related documents, or should Offeror be in doubt as to meaning, Offeror shall immediately notify the City’s designated representative and, if the point in question is not clearly set forth, a written addendum or bulletin of instructions will be mailed or delivered to each person obtaining an RFP. Each person requesting an interpretation will be responsible for the delivery of such requests to the City’s designated representative in writing as outlined in this RFP. The City will not be bound by, nor responsible for, any explanation or interpretation of the proposed documents other than those given in writing.

F. TERM OF THE AGREEMENT

1. The term of the Agreement (terms and rates) shall commence on July 1, 2015 for a one year period subject to renewal for three (3) additional one year terms, unless notice is given by one party to the other pursuant to the notice provisions set out in the Agreement. The Agreement may be continued from year to year upon the same terms and conditions after the expiration of the initial term.

G. RESIDENT VETERANS PREFERENCE

In accordance with Sections 13-1-21 and 13-1-22 NMSA 1978 and effective July 1, 2012, a resident veteran’s business preference has been implemented. The Taxation and Revenue Department (TRD) will be issuing a three (3) year certificate to each qualified business. Businesses are required to reapply to TRD every three (3) years with the proper documentation to renew their certificate. Attached is one form to be completed and returned with your bid if your firm will qualify for this preference. The veteran’s preference will not be extended without the certificate from TRD and the attached Resident Veterans Preference Certification. This preference is separate from the in-state preference and is not cumulative with that preference.



PROPOSAL PROCESS

INTRODUCTION

Until the final award by the City of Aztec Commission, the City reserves the right to reject any and/or all submittals, to waive technicalities, to re-advertise, or to otherwise proceed when the best interest of the City will be realized.

PRELIMINARY SCHEDULE

It is the City’s intent to adhere to the following schedule. However, the City reserves the right to modify this schedule.

Issue Request For Proposals 04/01/2015 Deadline to Submit Questions and Acknowledgement Form Due

04/15/2015 2:00 PM

Response to Written Questions/Amendment 04/16/2015 5:00 PM Proposal Due Date 04/22/2015 2:00 PM Presentations (if required) Tentatively: 05/06/2015 Recommendations to City Commission Tentatively: 05/12/2015

DIRECTIONS FOR SUBMISSION

The Offeror shall provide five (5) identical copies of their proposal and one electronic version in sealed envelopes, addressed to:

City of Aztec Purchasing Department RFP #: 15-0493 201 W Chaco

Aztec, NM 87410 PROPOSALS RECEIVED AFTER THE DEADLINE WILL BE DEEMED NON- RESPONSIVE AND WILL

NOT BE CONSIDERED FOR EVALUATION OR AWARD. A public log will be kept of the names of all offeror organizations that submitted proposals. Pursuant to §13-1-116 NMSA 1978, the contents of any proposal shall not be disclosed to competing offerors prior to contract award. Proposals will be reviewed for completeness and compliance with requirements by the Purchasing Agent. If any proposal submitted is deemed non-responsive by the Agent of the Purchasing Department, the Offeror will be notified in writing of such determination and the method of protesting that determination

INQUIRIES

Questions and/or clarifications concerning this RFP will be accepted in writing until 2:00 PM on Wednesday, April 15, 2015. Requests may be submitted through email or facsimile transmission. Written responses to all written inquiries will be provided and distributed to all recipients of this RFP. Responses and addenda to this RFP, if necessary, is scheduled to be issued by 5:00 PM on April 16, 2015. No Offeror may rely upon oral responses made by any City employee or any representative of the City. Questions and/or clarifications concerning this RFP shall be directed to:


Kathy Lamb

Finance Director 505-334-7653

505-334-7649 (fax) [email protected]

PROHIBITED CONTACTS

The Offeror, including any person affiliated with or in any way related to the Offeror, is strictly prohibited from any contact with members of the City Council or City staff on any matter having to do in any respect with this RFP other than as outlined herein. Questions and requests for information regarding this RFP, site visits or other requirements shall be presented to the City as prescribed in this RFP. Failure by any Offeror to adhere to this prohibition may, at the sole discretion of the City, result in disqualification and rejection of any proposal. Offerors shall have no claim against the City for failure to obtain information made available by the City which the Offeror could have remedied through the exercise of due diligence.

CONFLICTS OF INTEREST

Prospective Offerors warrant and covenant that no official or employee of the City, or any business entity in which an official of the City has an interest, has been employed or retained to solicit or aid in procuring the resulting agreement, nor that any such person will be employed in the performance of such agreement without immediate divulgence of such fact to the City. Prospective Consultant's Qualification Package shall contain a statement to the effect that the Consultant is not currently committed to another project that would constitute a conflicting interest with any project defined in this RFQ.

FORMAT AND CONTENT

Offerors shall include in their proposal the information and documentation requested in this RFP in the format described. The failure of an Offeror to adhere to requirements may, at the sole discretion of the City, result in the rejection of the proposal.

SIGNING OF PROPOSALS AND COST PROPOSAL

The original proposal shall be executed by a duly authorized officer of the Offeror. The cost proposal is included as Appendix A and must be completed, signed and incorporated into the submitted proposal. Failure to do so may result in disqualification. In addition, the Offeror shall provide evidence, in the form of a duly adopted resolution of its governing body, of the capacity of the person signing the proposal to bind the Offeror should its proposal be accepted by the City.

PERIOD OF ACCEPTANCE


All proposals must remain valid for a minimum period of ninety (90) days after the Proposal Due Date. No proposal may be modified or withdrawn by the Offeror during this period of time unless prior written permission is granted by the City. The City reserves the right to request additional information from the Offeror at any time during the selection process. The City also reserves the right to extend by sixty (60) days the proposal of any Offeror, at no additional cost to the City, to allow for the completion of the final contract documents. If the notification of selection of a Offeror or request for time extension has not been made by the City after one hundred-fifty (60) days, Offerors may, at their discretion, withdraw their proposals or provide the City with written extensions of time.

BINDING OFFERS

All proposals submitted by Offeror are required to be binding offers, enabling acceptance by the City to form a binding contract. Proposals are to remain as binding offers for the full period of time of the initial 90-day Period of Acceptance and as such time period may be extended by the City. The City reserves the right to request revisions to proposals in the form of binding best and final offers. SUBCONTRACTS AND OTHER CONTRACTUAL ARRANGEMENTS 1. The use of subcontracts or other contractual arrangements to provide the requested services is

permitted. The City, however, is looking for a contracting entity that provides for a single, technically and financially capable party to be fully responsible to the City for all contractual obligations.

2. All existing or anticipated subcontracting and other arrangements relating to the entity that will

contract with the City and the services to be provided by such entity must be fully and clearly disclosed in proposals and are subject to further clarification by the Offeror, and the review and approval by the City.

INDEPENDENCE OF THE OFFEROR The employees, officers and agents of the Offeror are not, nor shall they be deemed for any purpose, employees or agents of the City, nor shall they be entitled to any rights, benefits, or privileges of City employees. It is understood that the relationship of the Offeror to City, if a contract is successfully negotiated, will be that of an independent contractor.

COST PROPOSAL

Offerer shall Submit the Proposal Form (page 35) and shall include all costs associated with Offeror’s proposed Automated Statement Processing Service.

PRICING

1. The subsequent contract is considered a FIXED-PRICE CONTRACT. The fee proposed shall remain firm and shall include all charges that may be incurred in fulfilling the terms of the contract. 2. Price Re-determination

a) In the event the contract is renewed, the contract unit price shall be firm for the duration of the RFP 15-0493 Utility Bill Printing and Mailing Services Page 15

contract, unless otherwise stipulated in these Special Provisions. 2) The Awarded Bidder’s price to be paid is subject to increase or decrease upon approval of the Bidder’s written request to the Purchasing Office. Such request shall include the cause for the adjustment. The price redetermination shall include the amount of the change requested with documentation to support the requested adjustment. The price redetermination documentation shall follow one of the three price adjustment parameters. 3) Such price adjustment shall be by the percentage listed below as documented and the contract shall be modified accordingly provided that: a. Manufacturer’s Documented Price Adjustment: The price to be paid shall be increased or decreased by 100% of the change as reflected in the price supporting documentation as supplied by the manufacturer. or b. Consumer Price Index (CPI-U): The price to be paid shall be increased or decreased by 75% of the change as reflected by the All Items Index of the Consumers Price Index published by the U.S. Department of Labor for the Preceding twelve months, provided that any such increase or decrease shall not exceed eight percent of the rates set forth in the contract. CPI review on an annual basis. Or c. Producer’s Price Index (PPI): The price to be paid shall be increased or decreased by 100% of the change as reflected by a mutually agreed Industry Code of the Producers Price Index published by the U.S. Department of Labor. PPI review on an annual basis. 4) The increased contract unit price may be effective after 30 calendar days provided that the Bidder submits a written request, with supporting documentation, for an increase, at least thirty (30) calendar days prior to the proposed effective date of the price increase; 5) The increased contract price shall not apply to orders received by the Bidder prior to the effective date of the increased contract price. Orders placed, via City Purchase Order, shall be considered to have been received by the Bidder after the fifth (5th) calendar day following the date of signature by the Purchasing Officer or authorized representative; 6) Such requested contract price increase shall become effective only upon approval by the City’s Purchasing Officer. 7) Within thirty (30) calendar days after receipt of a Bidder’s written request, the City’s Purchasing Officer may cancel, without liability to the Bidder, any item on this contract or the contract in it’s entirety.

PAYMENTS

1. For payment due for basic services the Offeror shall submit invoices at the end of each monthly billing period. Invoice amounts shall be based on the Offeror’s services as rendered. 2. The Offeror shall provide an invoice which provides detailed billing for services provided no later than (90) calendar days after the date of services have been rendered. Invoices received after this time has elapsed may be considered null and void. The invoice shall reference the purchase order number assigned to this agreement. 3. The invoice shall be addressed as follows: City of Aztec Accounts Payable 201 W Chaco St Aztec, New Mexico 87410


OR submitted electronically to [email protected] 4. Payments shall be paid to Offeror within 30 days contingent upon the following:

a) Application of payment discounts, if considered to be in the best interest of the City; b) From date of receipt by the City of properly documented invoices for payment as

determined by the budgetary and fiscal guidelines of the City; c) On the condition that the Offeror has accomplished the Services to the satisfaction of the

City. Any taxes (specifically including the New Mexico Gross Receipts tax), licenses, or other governmental fees and charges, are the responsibility of the Offeror.

INSURANCE REQUIREMENTS

1. Consultant agrees to protect, defend, indemnify, and hold harmless City and its officials, agents and employees from and against any and all liability, damages, claims, suits, liens, and judgments, of whatever nature, including claims for contribution and/or indemnification, for injuries to or death of any person or persons, or damage to the property or other rights of any person or persons, caused by Consultant. Consultant's obligation to protect, defend, indemnify, and hold harmless, as set forth hereinabove, shall include any matter arising out of any actual or alleged infringement of any patent, trademark, copyright, or service mark, or any actual or alleged unfair competition, disparagement of product or service, or other business tort of any type whatsoever, or any actual or alleged violation of trade regulations. Consultant further agrees to protect, defend, indemnify, and hold harmless the City and its officials, agents and employees from and against any and all claims or liability for compensation under the Workers’ Compensation Act arising out of injuries sustained by any employee of Consultant. 2. Consultant's Commercial General Liability Insurance. Consultant shall purchase and maintain such insurance as will protect him from claims for damages because of bodily injury, sickness, or disease, or death of any person including claims insured by standard personal injury liability, and from claims for injury to or destruction of tangible property, including loss of use resulting there from, any or all of which may arise out of or result from Consultant's operations under the Contract Documents, whether such operations be by himself or by any Subcontractor or anyone directly or indirectly employed by any of them or for whose acts any of them may be legally liable. This insurance shall include the types and specific coverages herein described and be written for not less than any limits of liability specified in these Contract Documents or required by law, whichever is greater. Insurance must include coverage for independent contractors, products/completed operations, contractual liability, broad form property damage, and personal injury. 3. Consultant's Automobile Liability Insurance. Consultant shall purchase and maintain such insurance as will protect him from claims for damages because of bodily injury, sickness, disease or death of any person, including claims insured by standard personal injury coverage; and from claims for injury to or destruction of tangible property, including loss of use resulting therefrom, any or all of which may arise out of or result from the use of all owned, non-owned, or hired, automobile, vehicles, and other equipment both on and off work, arising from or in any way related to or as the result of Consultant's operations under the Agreement, whether such operations be by the Consultant or by any subcontractor or anyone directly or indirectly employed by any of them or for whose acts any of them may be legally liable. 4. Consultant's Workers’ Compensation and Employer's Liability Coverage. The Consultant shall comply with the provisions of the Workers' Compensation Act, the subsequent Injury Act, and Consultant shall procure and maintain during the life of this Contract Workers' Compensation and Employer's Liability Insurance in accordance with New Mexico laws and regulations. Such insurance shall include



coverage permitted under Sec. 52-1-10 N.M.S.A. 1978 for safety devices. If the Consultant elects to be self-insured, he shall comply with the applicable requirements of law. If any portion of the work is to be sub-let, the Consultant shall require the Subcontractor similarly to provide such coverage (or qualify as a self-insured) for all the latter's employees to be engaged in such work. The City, its officers, or employees will not be responsible for any claims or actions occasioned by the failure of the Consultant to comply with the provisions of this paragraph. If any class of employee is not protected under the Workers' Compensation Statute, the Consultant shall provide and shall cause each Subcontractor to provide adequate employer's liability coverage as will protect him and the City against any claims resulting from injuries to and death of workers engaged in work under this contract. 5. Coverage Limits. Insurance coverage limits required to be carried by the Consultant under this Section shall be as follows: 1) Commercial General Liability Insurance and Commercial Automobile Liability Insurance limits of coverage shall be the limits established by the New Mexico Tort Claims Act or: 2) Combined Single Limit coverage of $1,000,000 3) Consultant's Workers’ Compensation coverage shall be those established by applicable statutes. Employer’s liability coverages shall be the limits established by the New Mexico Tort Claims Act or $1,000,000. 6. Increased Limits. If, during the term of the Agreement, the City requires the Consultant to increase the maximum limits of any insurance required herein, an appropriate adjustment in the Consultant's compensation will be made. 7. Certificates of Insurance. Consultant shall include as part of the Contract Documents certificates of insurance on forms acceptable to the City specified herein. The certificates shall specifically provide that the coverage afforded under the policy or policies will not be canceled or materially changed until at least thirty (30) days prior written notice has been given to City. 8. Additional Bonds and Insurance. Prior to delivery of the executed Agreement by City to Consultant, City may require Consultant to furnish such other Bonds and such additional insurance, in such form and with such sureties or insurers, as City may require. If such other Bonds or such other insurance are specified by written instructions given prior to opening of Bids/Proposals, the premiums shall be paid by Consultant; if subsequent thereto, they shall be paid by City (except as otherwise provided). 9. City Named as Additional Insured, Cross Liability Provisions, and Waiver of Subrogation. The City shall be named as an additional insured on all policies and all policies shall include cross liability provisions. Workers’ Compensation coverage shall include a waiver of subrogation in favor of the City.

LICENSES

Offeror shall maintain in current status all Federal, State and Local licenses and permits required.

LAWS AND REGULATIONS

This procurement shall be governed by and construed and enforced in accordance with the laws of the State of New Mexico, and the laws, ordinances, rules and regulations of the City of Aztec. The City also requires that all responses to this RFP, and any contracts that may arise as a result of this procurement, be in accordance with laws, ordinances, and regulations of the State of New Mexico and the City of Aztec, New Mexico. RFP 15-0493 Utility Bill Printing and Mailing Services Page 18

CONFIDENTIALITY

It is understood by the Seller or Offeror and the City that the City is a New Mexico municipal corporation and, as such, is subject to the provisions of the New Mexico Inspection of Public Records Act, Section 14-2-1 through 14-2-12 NMSA 1978 and the Public Records Act, Chapter 14 Article 3 NMSA 1978. In the event Seller or Offeror has responded to a City Request For Bid (RFB) or a City Request For Proposal (RFP) and marked all or any part of the information submitted as “CONFIDENTIAL INFORMATION” or as “PROPRIETARY INFORMATION,” City agrees to notify Seller of any third party request for any rates, terms, compensation amounts, or other information documented in the Purchase Order, Agreement, or Contract. To the extent Seller or Offeror provides City with written direction to withhold such requested Confidential Information or Proprietary Information and litigation results, Seller or Offeror agrees that the action would be brought in a New Mexico court of competent jurisdiction under New Mexico law. Seller or Offeror, being aware of said facts, agrees to provide legal counsel on behalf of the City in any such litigation and shall bear the complete cost of litigation, including attorney fees and court costs. If Seller or Offeror fails or refuses to provide legal counsel at its expense within ten (10) calendar days after written notification, as aforesaid, such failure may result in the City agreeing to release the Purchase Order, Agreement, or Contract or any portion thereof which is relevant to the denied request. Confidential data are normally restricted to confidential financial information concerning the Offeror’s organization and data that qualifies as a trade secret in accordance with the Uniform Trade Secrets Act, §57-3A-1 to §57-3A-7 NMSA, 1978.

BRIBERY AND KICKBACKS

By law (Section 13-1-191, NMSA, 1978) the City is required to inform Offerors of the following:

1. it is a third-degree felony under New Mexico law to commit the offense of bribery of a public officer or public employee (Section 30-24-1, NMSA, 1978);

2. it is a third-degree felony to commit the offense of demanding or receiving a bribe by a public officer or public employee (Section 30-24-2, NMSA, 1978);

3. it is a fourth-degree felony to commit the offense of soliciting or receiving illegal kickbacks (Section 30-41-1, NMSA, 1978);

4. it is a fourth-degree felony to commit the offense of offering or paying illegal kickbacks (Section 30-41-2, NMSA, 1978).

PROTEST DEADLINE

Any protest by an Offeror must be timely and in conformance with Section 13-1-172, NMSA, 1978 and applicable procurement regulations. The fifteen (15) day protest period for responsive Offerors shall begin on the day following the City’s written notification to all responding Offerors. Protests must be written and must include the name and address of the protestor and the number assigned to this RFP by the City. It also must contain a statement of grounds for protest including appropriate supporting exhibits. The timely protest must be delivered to:

Kathy Lamb Finance Director

City of Aztec 201 W Chaco St


Aztec NM 87410


PROPOSAL FORMAT REQUIREMENTS

GENERAL FORMAT FOR PROPOSALS

To facilitate comparison and evaluation, Offerors must follow the format outlined in this section. Failure of an Offeror to follow the required format may, at the sole discretion of the City, result in the rejection of the submittal. Proposals shall contain concise written material and illustrations that enable a clear understanding and evaluation of the capabilities of the Offeror. Legibility, clarity, and completeness are essential. The City, at its sole discretion, may reject any proposal which is unclear in any way.

NUMBER OF RESPONSES

Only one proposal may be submitted by each individual entity for the one project, which is the subject of this RFP.

NUMBER OF COPIES

Offerors shall provide five (5) identical copies of their proposal and one electronic version to the location specified in Proposal Process, Sec 0.03 Directions For Submission on or before the closing date and time for receipt of proposals.

PROPOSAL FORMAT

The proposal must be limited in format and length. Format will be 8-1/2" x 11" with foldout sheets, allowed up to 11" x 17" in size. All foldout sheets, up to a maximum of 11" x 17" sheets will be counted as two pages and shall be labeled as such. Proposals may be either single-sided or double-sided copying and must be bound. If double sided pages are used, each side shall be numbered and counted as separate pages. Proposals are limited to twenty (20) pages. If there is any question as to format requirements they shall be directed to the Purchasing Agent for clarification, prior to submittal of documents. Organization of Materials Submittal Form and Cost Proposal Cover Letter Title Page Table of Contents Approach to the Scope of Work Qualifications and Experience of Team Members Mandatory Items to Be Included in Proposals Request for Proposals Submittal Form Campaign Contribution Disclosure Form Conditions or Exceptions to Draft Agreement All items identified in this section identified Proposal Format Requirements Maximum Page Limitation: 20 (Single Sided) If supplied, the following pages will be excluded from being counted as part of the maximum page limitation.


Front and back cover and binding pages Submittal Form, Page #7 of RFP Cost Proposal, Appendix A Campaign Contribution Disclosure Form Appendix B Cover Letter Title Page Tables of Contents Divider between proposal information categories Certificate(s) of insurance, Agreement, other certifications and any contractual considerations ANY SHEETS OR PAGES INCLUDED IN THE PROPOSAL, BUT NOT SPECIFICALLY EXCLUDED AS NOTED ABOVE - SHALL BE COUNTED TOWARDS THE 20 PAGE MAXIMUM. Any proposal deemed non-conforming by the Purchasing Agent in regard to format will be considered non-responsive. Offerors shall contact the City of Aztec Purchasing Department, to clarify any questions concerning format prior to submission.

PROPOSAL REQUIREMENTS

The Offeror must provide the required information both as to itself and any other person, including without limitation, any corporation, partnership, contractor, joint venture, consortium, or individual which the Offeror intends to assign to a key management role in providing the automated statement processing service to the City or to which the Offeror intends to assign material responsibilities under any such agreement. (1) Submittal Form and Cost Proposal. The submittal form is included as Page 7 and the cost proposal is

included as Page 35 & 36. These forms must be completed, signed and incorporated into the submitted proposal. Failure to do so may result in disqualification.

(2) Cover Letter. The cover letter shall constitute a firm offer to the City and be utilized to introduce the Offerors. Cover letters should contain the following information: a. Designation of the business entity that will contract with the City; b. A brief identification of the roles of all Offeror team members; c. Identification of the principal contact person for the Offeror and an alternate contact person

together with addresses, telephone and facsimile numbers, and e-mail address; d. A clear statement indicating that the attached proposal constitutes a firm and binding offer by the

Offeror to the City; and e. A clear statement indicating that all information in support of the proposal is accurate, truthful,

and factual 2) Title Page. The cover letter should be followed by a title page on letterhead of the lead Offeror. It

should contain the name and identification number of this RFP, and identify the name, title, company, mailing address, phone number (voice and facsimile) of all persons authorized to commit the Offeror to contractual arrangements with the City. This person will be considered by the City as the Offeror’s contact point for all communication regarding this procurement.

3) Table of Contents. Proposals should contain a detailed table of contents listing major sections and subsections which correspond to the requirements of the RFP. The table of contents should also list all tables, exhibits, figures, etc. contained in the proposal.

4) Approach to the Scope of Work. Shall include detailed plans in the following areas:


a) Implementation; b) System conversion & Training if necessary; c) Description of available user support services including type of support (on-line, on-site, etc.), the

support telephone number, normal hours of support and procedures for handling support calls. d) Examples; Provide three sample documents you prepare for other customers. Utility customer

examples are preferred. A description of how the services will be provided or what tasks will be done in response to the Scope of Work. The Scope of Work shows what the Offeror is supposed to do; the description of services should show how the Offeror intends to perform the services (for example, the proposed approach to conducting the work and any special services the Offeror plans to perform);

5) Qualifications and Experience of Firm and Team Members.

a) Professional Resumes - Offerors are required to provide a professional resume for each key member (including support personnel) of the proposed team organized in the following manner:

b) Professional Background c) Current and Past Relevant Employment d) Listing of Directly Relevant Projects (Client Names, Role of the Individuals, etc.)


REVIEW AND EVALUATION

PROPOSAL EVALUATION

The Selection Committee will review each Offerors proposal. Points will be allocated, by each member, as outlined in below (Evaluation Criteria). Each member's point totals will be translated into a numeric ranking of all proposals. The individual member rankings will be totaled together to determine the overall ranking of proposals. The Selection Committee may hold interviews with the highest-ranked proposals if deemed necessary. The Selection Committee may award the selection based on the results of the interviews. If fewer than three proposals are received the Selection Committee may recommend an award to the City Commission for approval or direct that the RFP be reissued.

EVALUATION CRITERIA

A maximum total of 110 points are possible in scoring each proposal for the shortlist evaluation. The Selection Committee will evaluate the proposals and may conduct interviews with Offerors applying for selection. The evaluation criteria to be used by the Selection Committee for the proposal shortlist and the corresponding point values for each criterion are as follows: 35 Points PRICE

The evaluated pricing structure shall include items A through F on the Proposal Form, page 35-36. The City reserves the right to include one or more of the items listed in G - K, whichever deems to be in the best interest of the City. The Offeror with the lowest price will receive a total of 35 points. Each succeeding offer will receive a quota of points computed as follows:

• Lowest Offer ($ ) X 35 = Points • Higher Offer ($ ) Price Evaluation

25 Points EXPERIENCE

Relevant experience and qualifications of personnel assigned to perform the services requested. Statements which clearly describe in detail the firms:

• Previous and/or current skill and experience. • A detailed summary describing the extent of effort or involvement of your firm

with respect to printing and mailing statements. 25 Points PROPOSED SCOPE OF SERVICES

Offeror’s technical approach and proposed scope of service. Offeror shall address each of the paragraphs listed in the scope of service which indicates that the Offeror has become familiar with the City’s required services.

10 Points MAILOUT & DELIVERY TIME City shall evaluate the mail out and delivery time. The USPS best mail out delivery time will be the criteria used in this evaluation.

5 Points EXAMPLES PROVIDED

Offeror shall provide examples of their work. The City will evaluate the examples on


quality of materials used and professional appearance. Up to 10 In-State Preference OR Veterans Preference Points 110 Points Proposals will be evaluated based on the above 110 points. If oral presentations are held,

the oral presentations will be scored based on responses to the questions presented at the interview meeting.

Application of In-State/Veterans Preference Offeror shall include in-state preference certificates for themselves and for any sub-contractors listed in the proposal. Pursuant to Section 13-1-21(C)(2), NMSA 1978, When a public body makes a purchase using a formal request for proposals process:

1. If the contract is awarded based on a point-based system, a resident business shall be awarded the equivalent of five percent of the total possible points to be awarded based on the resident business possessing a valid resident business certificate.

2. The City’s RFP award process is based on a point system, with 100 points possible. With the in-state preference applied, 105 points will be possible.

Pursuant to Section 13-1-21(D), NMSA 1978, When a joint bid or joint proposal is submitted by both resident and nonresident businesses, the resident business preference provided pursuant to Subsection B or C of this section shall be reduced in proportion to the percentage of the contract, based on the dollar amount of the goods or services provided under the contract, that will be performed by a nonresident business as specified in the joint bid or proposal.

Offeror will complete the following table if submitting a joint proposal:

Firm Name, Location Of Resident Businesses Firm Name, Location Of Non-Resident Businesses Work to be Performed % of Work Performed Compared to Total Scope

Points shall be distributed by the percent of work identified above calculated as follows: Example: 35% of work will be performed by the certified resident business: 35% of 5 points = 1.75 points In accordance with Sections 13-1-21 and 13-1-22 NMSA 1978 and effective July 1, 2012, a resident veteran’s business preference has been implemented. The Taxation and Revenue Department (TRD) will be issuing a three (3) year certificate to each qualified business. Businesses are required to reapply to TRD every three (3) years with the proper documentation to renew their certificate. Attached is one form to be completed and returned with your bid if your firm will qualify for this preference. The veteran’s preference will not be extended without the certificate from TRD and the attached Resident Veterans Preference Certification.

This preference is separate from the in-state preference and is not cumulative with that preference.



PRESENTATION/DEMONSTRATION AGENDA (IF NECESSARY)

1. An on-site demonstration of the top evaluated firms that will be continuing in the evaluation process

may occur after City Commission approval. The Offerors shall perform an on-site demonstration of the proposed software system. The Offerors shall demonstrate the actual software in a PC environment. All equipment (hardware, cabling and software) shall be provided by the Offeror.

2. Offerors should be prepared to speak on the following issues during the course of their

presentation/demonstration. 1) Grasp of Statement Processing Requirements. Evaluation shall be based on firm’s analysis,

preparation and level of interest. 2) Approach/Methodology. Discussion of the methodology the firm proposes to use in providing the

required services. 3) Key Personnel and Roles. Evaluation shall be based on personal qualifications and professional

skills of key individuals. 4) Pertinent Experience of the Firm. Technical quality of the firm to undertake and support the

automated statement process. 5) Resources. Evaluation shall be based on firm’s abilities and support services. 6) Use Ability/Quality. System’s appearance and ease of use.

3. All expenses for furnishing on-site demonstrations shall be borne by the Offeror.

PRESENTATION SCHEDULE (IF NECESSARY)

1. Copies of Offeror’s proposal will be distributed by City personnel to the Selection Committee at the

time of the Request for Proposal opening. Any additional presentation material shall be distributed at the time of the Offeror’s presentation and shall be available for the Mayor, Council and invited observers that may be attending. City personnel will be available during the Offeror’s set-up period and during the presentation to offer assistance.

2. A one (1) hour time allotment will be available for each firm. Forty five minutes for presentation and

fifteen (15) minutes for a question and answer period. Each firm will be given approximately thirty (30) minutes to set up before the audience will move to the room.

3. The City is requesting Offeror’s address all concerns outlined in the RFP during their scheduled

presentation/demonstration. The RFP outlines the City’s project summary and it is our intent to clarify in detail the scope of services, project schedules, additional requirements and agreement format during negotiations with the top evaluated firm.

EXHIBIT A: SINGLE PAGE BILLING STATEMENT RFP 15-0493 Utility Bill Printing and Mailing Services Page 27


EXHIBIT B: TWO PAGE STATEMENT



EXHIBIT C: SAMPLE CONTRACTOR MONTHLY BILLING



EXHIBIT D: CARRIER ENVELOPES


EXHIBIT E: CUSTOM PRINTED #9 WHITE-REMITTANCE ENVELOPES


APPENDIX A: COST PROPOSAL COST PROPOSAL A. Billing Statement Breakdown Estimate

Laser printing 8-1/2 x 11 perforated; two-color printing front and back billing statements, to include paper stock, inserting bill statements, and remittance envelopes when applicable. Ref Exhibit A. $

Custom Printed #10 White-Window, Carrier Envelopes. Ref Exhibit D $

Custom Printed #9 White-Remittance Envelopes. Ref Exhibit E $

SUBTOTAL A: $

B. Page-Two Billing Statement Breakdown

Laser printing 8-1/2 x 11 perforated; two-color printing front and back billing statements, to include paper stock. Ref Exhibit B. $

C. Initial Programming and Setup (one time charge) $

D. Additional Inserts and Mailing $

E. Postal Delivery – Price Each $ The City Of Aztec Reserves The Right To Determine If The Following Pricing Structures Will Be Part Of

The Final Evaluation. G. Billing statement, page-two $

H. Custom printed carrier envelopes $

I. Custom printed remittance envelopes $

J. Business Licenses $

K. Other Additional Costs/Optional Services (List services and detailed costs on a separate sheet) $ RFP 15-0493 Utility Bill Printing and Mailing Services Page 35

OFFEROR'S ESTIMATE OF TAXES The City of Aztec issues Type 9 Non-Taxable Transaction Certificates (NTTC's) and is tax exempt for purchases of TANGIBLE PERSONAL PROPERTY ONLY. These certificates may not be used to purchase construction materials to be used in construction projects. To receive an NTTC please contact Accounts Payable at 505-334-7650. Determinations for applicable tax classification should be made by the Taxation and Revenue Department or your tax consultant. Please call 505-334-7653 for the Aztec branch or 505-827-0700 for the State office. Offeror's certifies that Offeror has made a diligent effort to ascertain and identify all taxes which will be charged to the City against this Request for Proposal and that, in Offeror's opinion, the taxes identified below and the amount shown for all of the taxes which will be charged in addition to the bid total shown on the Proposal Schedule.

New Mexico Gross Receipts Tax % $

Other $

Other $


APPENDIX B: CAMPAIGN CONTRIBUTION DISCLOSURE FORM

CAMPAIGN CONTRIBUTION DISCLOSURE FORM Pursuant to Chapter 81, Laws of 2006, any prospective contractor seeking to enter into a contract with any state agency or local public body must file this form with that state agency or local public body. The prospective contractor must disclose whether they, a family member or a representative of the prospective contractor has made a campaign contribution to an applicable public official of the state or a local public body during the two years prior to the date on which the contractor submits a proposal or, in the case of a sole source or small purchase contract, the two years prior to the date the contractor signs the contract, if the aggregate total of contributions given by the prospective contractor, a family member or a representative of the prospective contractor to the public official exceeds two hundred and fifty dollars ($250) over the two year period. THIS FORM MUST BE FILED BY ANY PROSPECTIVE CONTRACTOR WHETHER OR NOT THEY, THEIR FAMILY MEMBER, OR THEIR REPRESENTATIVE HAS MADE ANY CONTRIBUTIONS SUBJECT TO DISCLOSURE. The following definitions apply: “Applicable public official” means a person elected to an office or a person appointed to complete a term of an elected office, who has the authority to award or influence the award of the contract for which the prospective contractor is submitting a competitive sealed proposal or who has the authority to negotiate a sole source or small purchase contract that may be awarded without submission of a sealed competitive proposal. “Campaign Contribution” means a gift, subscription, loan, advance or deposit of money or other thing of value, including the estimated value of an in-kind contribution, that is made to or received by an applicable public official or any person authorized to raise, collect or expend contributions on that official’s behalf for the purpose of electing the official to either statewide or local office. “Campaign Contribution” includes the payment of a debt incurred in an election campaign, but does not include the value of services provided without compensation or unreimbursed travel or other personal expenses of individuals who volunteer a portion or all of their time on behalf of a candidate or political committee, nor does it include the administrative or solicitation expenses of a political committee that are paid by an organization that sponsors the committee. “Contract” means any agreement for the procurement of items of tangible personal property, services, professional services, or construction. “Family member” means spouse, father, mother, child, father-in-law, mother-in-law, daughter-in-law or son-in-law. “Pendency of the procurement process” means the time period commencing with the public notice of the request for proposals and ending with the award of the contract or the cancellation of the request for proposals. “Person” means any corporation, partnership, individual, joint venture, association or any other private legal entity. “Prospective contractor” means a person who is subject to the competitive sealed proposal process set forth in the Procurement Code or is not required to submit a competitive sealed proposal because that person qualifies for a sole source or a small purchase contract. RFP 15-0493 Utility Bill Printing and Mailing Services Page 37

“Representative of a prospective contractor” means an officer or director of a corporation, a member or manager of a limited liability corporation, a partner of a partnership or a trustee of a trust of the prospective contractor. DISCLOSURE OF CONTRIBUTIONS MADE TO: Mayor Sally Burbridge, Mayor-ProTem Sherri A. Sipe, Commissioner Roberta S. Locke, Commissioner Katee McClure, and Commissioner Sheri L. Rogers Contribution Made By: Relation to Prospective Contractor: Name of Applicable Public Official: Date Contribution(s) Made: Amount(s) of Contribution(s) Nature of Contribution(s) Purpose of Contribution(s) ________________________________________ ________________________________ Signature Date ________________________________________ Title (Position) --OR— NO CONTRIBUTIONS IN THE AGGREGATE TOTAL OVER TWO HUNDRED FIFTY DOLLARS ($250) WERE MADE to an applicable public official by me, a family member or representative. ________________________________________ _________________________________ Signature Date ________________________________________________ Title (Position)


APPENDIX C: AGREEMENT AGREEMENT

THIS AGREEMENT, made and entered into this ________ day of _________ , 2015, by and between the City of Aztec , New Mexico, a municipal corporation ("CITY"), and ("CONTRACTOR"). The City Commission of the City of Aztec approved RFP 15-0493 Utility Bill Printing and Mailing Services on _____________________ for providing services as described in this Agreement. ARTICLE 1. BASIS OF COMPENSATION For Basic Services, as described in Article 2, Basic Compensation shall be computed as follows: In the event the Agreement is renewed, the cost shall be subject to increase or decrease based upon the price redetermination mutually agreed upon by both the CITY and CONTRACTOR. (ATTACHMENT “B” LISTS THE MUTUALLY AGREED UPON PRICE REDETERMINATION CONTRACT LANGUAGE.) ARTICLE 2. TERM OF AGREEMENT This Agreement shall be effective as to the 1st day of July, 2015 and shall continue, subject to the provisions of Article (9) and Article (10), until June 30, 2016. This Agreement shall be renewed automatically, subject to the appropriation of funds by the City Commission, from year to year for three (3) additional consecutive one year periods, unless terminated as herein provided. ARTICLE 3. BASIC SERVICES To provide services consisting of an average printing of 3,300 utility statements per month, and an average of 350 delinquent notices per month. The Offeror is to provide dynamic, two-color, duplex printing (lasering) of statements, page-two of statements, and delinquent notices, if applicable, inserting statements, with remittance envelope and occasional additional inserts, prepare for mailing, and mailing the statements obtaining the best postage rate possible. Offeror shall have the capability of not inserting a remittance envelope in bank draft statements and in statements with a credit balance. This process is required on a monthly basis, with a same day mail out, turn-around guarantee. Data transmission shall be transferred on a monthly basis. Scope of Services. 1. The Offeror shall assist the City with initial statement design, layout and programming changes as

necessary. The Offeror shall be required to assist with changes related to unbundling of electric rates and/or CIS (Customer Information Software) changes, statement design, layout and advertisement (via insert).

2. The Offerer shall Obtain the best price available on white perforated paper, custom printed #10

white-window, carrier envelopes (Exhibit D), and custom printed #9 white-remittance envelope s (Exhibit E). The City reserves the right to change color, sizes, etc.

3. Provide the quote sheet/price comparison sheet used to select the vendor or to the City prior to

purchase. Should the City opt to unbundle the rates, all statements will become two-page statements.


4. The Offeror shall purchase and store these supplies for the City. 5. The Offeror shall be responsible for maintaining adequate inventory. 6. The Offerer shall charge the City for supplies as they are used. 7. Provide assistance (size, weight requirements, and other factors) when inserts are to be placed in the

utility statements. Inserts may be prepared by Offeror, or provided by the City. 8. The Offeror shall provide 24 hour turn around time, after receipt of the data to the post office. 9. The Offeror shall outline their best and worst case turn around time scenario. 10. The Offeror shall provide messaging capabilities on statements based on certain criteria, i.e. final bill,

new customer, bank draft, delinquent messages, etc. Offeror shall provide detailed rate descriptions from detail types and class codes provided in the City’s file layout.

11. The Offeror shall have the capability to extract electric and water consumption from file layout and

display usage in graphs on billing statements. Graphs shall depict current month’s usage, last year’s usage (same mo nth), and last month’s usage (current year).

12. The Offeror shall provide, when requested, blank statement forms, #10 & #9 envelopes for use by

City. 13. The Offeror shall provide dual runs prior to mailing out statements (applicable to go live and later

changes in programs, utility statements, etc.). Dual run process will be designed in conjunction with the City to provide testing and verification to the City’s satisfaction.

14. The Offeror shall have a disaster recovery program (hardware and software) available to insure all

statements are printed and mailed daily. 15. The Offeror shall guarantee a 24 hour mail out turn-around time for the following monthly reports and

materials. 16. When requested by City, Offeror shall print a monthly Mail Master List and shall mail list daily to the

City. Offeror shall submit a daily USPS Form 3600-PC and/or 3605-PC, as applicable, which verifies the number of City statements mailed monthly for cross-checking and problem solving resolution, when requested by City.

17. All of the reports in this section shall be packaged and mailed same business day by the Offeror, to

the:

City of Aztec Utility Customer Service 201 W Chaco St Aztec, NM 8 7401

via express mail, or best way, arrangements to be negotiated. Offeror shall bill the City at their cost for the express mailing.

18. The Offeror shall be responsible for the procurement, processing and warehousing of the City’s

approved paper stock and envelopes. A copy of the price quote submitted by the Offeror’s supplier shall be included and shall remain firm for 1 year after the proposal opening date.


19. The Offeror shall be responsible for the application of postage, coordination, required preparation,

and delivery of the City’s billing statements to the U.S. Post Office. The Offeror shall guarantee to process the City’s mail down to the carrier route to obtain the best postal rate available.

20. The Offeror shall have the capability of inserting between 4 and 5 inserts, (in addition to the

delinquent notice and the #9 white remittance envelope) with the option of providing inserts into designated statements (i.e. Senior Citizens Code, specific zip codes, etc.).

21. Data is to be received by the Offeror via FTP (File Transfer Protocol) site. The data file shall conform

to the City’s data record for mat layout. It will be a fixed record length ASCII format. Offeror shall be required to have FTP site for transferring of data. The transmitted data file will be in the “zip” compressed format. The Offeror shall be required to “unzip” the transmitted data file for processing.

22. The Offeror shall send all billing for the automated statement process contracted service to the City

of Aztec, Accounts Payable, 201 W Chaco St, Aztec, N M 87410. Electronic billings may be submitted to [email protected]

23. Offeror shall process business license renewals twice a year. The files are prepared separately and

will be in pdf format. File will be transmitted using an electronic file transfer. The volume for each mailing is approximately 700 statements. These mailings will include a return envelope and may include an insert. The renewal statements include a remittance stub located at the bottom of the statement.

24. The statement shall provide complete reporting to verify the number of statements sent with/without

remittance envelopes, the number of page-two statements, the number of pre-sorted pieces, the number of first class pieces, the number of overweight pieces, the number of inserts (if applicable) and other accounting information.

25. The City requires the following bar coding requirements, U.S. Postal Service standards bar coding. 26. CONTRACTOR’s response to the CITY’s Request for Proposal and the Request for Proposal itself

are both incorporated in this Agreement by reference. ARTICLE 4. PAYMENT

1. For payment due for basic services the CONTRACTOR shall submit invoices at the end of each monthly billing period. Invoice amounts shall be based on the CONTRACTOR's services as rendered.

2. The CONTRACTOR shall provide an invoice which provides detailed billing for services provided

no later than (90) calendar days after the date of services have been rendered. Invoices received after this time has elapsed may be considered null and void. The invoice shall reference the purchase order number assigned to this agreement.

3. The invoice shall be addressed as follows:

City of Aztec Accounts Payable 201 W Chaco St Aztec, New Mexico 87410 OR submitted electronically to [email protected]




4. Payments shall be paid to CONTRACTOR within 30 days contingent upon the following:

1) Application of payment discounts, if considered to be in the best interest of the CITY; 2) From date of receipt by the CITY of properly documented invoices for payment as determined

by the budgetary and fiscal guidelines of the CITY; 3) On the condition that the CONTRACTOR has accomplished the Services to the satisfaction of

the CITY. Any taxes (specifically including the New Mexico Gross Receipts tax), licenses, or other governmental fees and charges, are the responsibility of the CONTRACTOR.

ARTICLE 5. REPORTS AND RECORDS CONTRACTOR shall maintain full and complete financial records kept in accordance with approved and accepted accounting procedure which records shall be available for inspection by the CITY at reasonable times and upon reasonable notice. ARTICLE 6. DESIGNATED REPRESENTATIVE The CITY designates the Customer Service Administrator or another person designated by (HIM/HER), as its representative in connection with this Agreement. This representative shall be available as often as may be necessary for inspecting and approving the services or authorizing changes, and for approving all records pertinent to this Agreement. ARTICLE 7. VERBAL AGREEMENT OR CONVERSATION No verbal agreement or conversation with any officer, agent, or employee of the CITY, either before, during, or after the execution of this Agreement, shall affect or modify any of the terms or obligations herein contained, nor shall such verbal agreement or conversation entitle the CONTRACTOR to any additional payment whatsoever under the terms of this Agreement. ARTICLE 8. INDEPENDENT CONTRACTOR Neither the CONTRACTOR nor the CONTRACTOR's employees are considered to be employees of the City of Aztec for any purpose whatsoever. CONTRACTOR is considered as an independent CONTRACTOR at all times in the performance of the Services described in Article 3. CONTRACTOR further agrees that neither CONTRACTOR nor its employees are entitled to any benefits from the CITY under the provisions of the Workers' Compensation Act of the State of New Mexico. ARTICLE 9. TERMINATION FOR CAUSE If, through any cause, CONTRACTOR fails to fulfill in a timely and proper manner CONTRACTOR's obligations under this Agreement or if CONTRACTOR violates any of the covenants, agreements, or stipulations of this Agreement, the CITY may order CONTRACTOR by written notice to stop the services or any portion of them until the cause for such order has been eliminated. If CONTRACT OR fails to correct the cause within time period specified in this notice, which time period shall be reasonable under the circumstances, CITY shall have the right to immediately terminate this Agreement. The CONTRACTOR shall be entitled to receive just and equitable compensation for any work satisfactorily completed hereunder.


Notwithstanding the above, CONTRACTOR shall not be relieved of liability to the CITY for damages sustained by the CITY by virtue of any b reach of this Agreement by CONTRACTOR, and the CITY may withhold any payments to the CONTRACTOR for the purposes of set-off until such time as the exact amount of damages due the CITY from the CONTRACTOR is determined. ARTICLE 10. TERMINATION FOR CONVENIENCE OF CITY The CITY may terminate this Agreement at any time by giving at least thirty (30) days notice in writing to the CONTRACTOR. If this Agreement is terminated due to the fault of CONTRACTOR, Artic le 9 of this Agreement relative to termination shall apply and no compensation or reimbursement to CONTRACTOR shall be due. If terminated for any other reason, CITY will reimburse CONTRACTOR for all documented out-of-pocket expenses incurred in connection with this Agreement. ARTICLE 11. DISCRIMINATION PROHIBITED In performing the required Services, CONTRACTOR shall not discriminate against any person on the basis of race, color, religion, sex, national origin or ancestry, age or physical handicap. ARTICLE 12. ENFORCEMENT CONTRACTOR agrees to pay to the CITY all costs and expenses including reasonable attorney's fees incurred by the CITY in exercising any of its rights or remedies in connection with the enforcement of this Agreement. ARTICLE 13. APPLICABLE LAW This Agreement shall be governed by and construed and enforced in accordance with the laws of the State of New Mexico, and the laws, rules and regulations of the City of Aztec . ARTICLE 14. SUCCESSORS AND ASSIGNS The CITY and the CONTRACTOR, respectively, bind themselves, their partners, successors, assigns and legal representatives to the other party to this Agreement and to the partners, successors, assigns and legal representatives of such other party with respect to all covenants of this Agreement. Neither the CITY nor the CONTRACTOR shall assign, sub-letor transfer any interest in this Agreement without the written consent of the other. ARTICLE 15. EXTENT OF AGREEMENT This Agreement represents the entire and integrated Agreement between the CITY and CONTRACTOR and supersedes all prior negotiations, representations or agreements, either written or oral. This Agreement may be amended only by written instrument signed by both CITY and CONTRACTOR. ARTICLE 16. INDEMNIFICATION


CONTRACTOR agrees to protect, defend, indemnify, and hold harmless CITY and its officials, agents and employees from and against any and all liability, damages, claims, suits, liens, and judgments, of whatever nature, including claims for contribution and/or indemnification, for injuries to or death of any person or persons, or damage to the property or other rights of any person or persons, caused by CONTRACTOR. CONTRACTOR's obligation to protect, defend, indemnify, and hold harmless, as set forth hereinabove, shall include any matter arising out of any actual or alleged infringement of any patent, trademark, copyright, or service mark, or any actual or alleged unfair competition, disparagement of product or service, or other business tort of any type whatsoever, or any actual or alleged violation of trade regulations. CONTRACTOR further agrees to protect, defend, indemnify, and hold harm less the CITY and its officials, agents and employees from and against any and all claims, liability for compensation under the Worker's Compensation Act arising out of injuries sustained by any employee of CONTRACTOR. ARTICLE 17. NOTICE & REQUESTS All notices and requests in connection with this Agreement shall be given or made upon the respective parties in writing and shall be deemed to be given as of the day such notice or request is deposited in the U.S. mails, postage prepaid, certified or registered, return receipt requested, addressed as follows: CONTRACTOR: Attn: CITY: City of Aztec Attn: Purchasing Agent

201 W Chaco St Aztec NM 87410

or to such address as either party designates by written notice to the other. IN WITNESS WHEREOF, said parties hereto have hereunto set their hands and seals at Aztec, New Mexico effective the day and year first above written. CITY: CITY OF AZTEC ________________________________ Sally Burbridge, Mayor ATTEST: ______________________________________ Karla Sayler, City Clerk APPROVED AS TO FORM: _______________________________________ Larry T. Thrower, City Attorney


CONTRACTOR: By: ________________________________ Title: ________________________________ Telephone Number: _____________________ NM Taxpayer Identification Number: ___________________________________________ Federal Taxpayer Identification or Social Security Number: __________________________ ATTEST OR WITNESS: Title: ________________________________
