R2006-042 03-27-06
RESOLUTION NO. R2006-42
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PEARLAND,
TEXAS, AWARDING A UNIT PRICE SERVICE CONTRACT FOR BILLING
SERVICES.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PEARLAND, TEXAS:
Section 1. That the City opened unit priced bids for billing services, and such bids
have been reviewed and tabulated.
Section 2. That the City Council hereby awards the bid to Matrix Imaging
Solutions in the unit price amount described in Exhibit "A", attached hereto and
incorporated for all purposes.
Section 3. The City Manager or his designee is hereby authorized to execute a
contract for billing services.
PASSED, APPROVED and ADOPTED this the 27th day of March
AD., 2006.
-~Q
TOM REID
MAYOR
ATTEST:
APPROVED AS TO FORM:
Q~ 11. CzJ-
DARRIN M. COKER
CITY ATTORNEY
EXHIBIT
i
"A"
Recommendation: Staff recommends award based on low unit price bid for mailing services to Matrix
Imaging Solutions, Sanborn, New York. at amounts shown in their bid.
The
Matrix Imaging Data Prose, Shamrock Documents
Solutions, Inc. Inc. Companies Southwest Lason, Inc.
Bidder Sanborn, Dallas, TX Pearland, TX Albuquerque, Houston, TX
NY NM
Estimated
Description of Work Quantity Totals Totals Totals Totals Totals
1.0 Provide envelopes, fonns and
data process/laser print. F old, sort,
tray, tag mail and drop at USPS. 23,300 $ .105 $ .132 $ .1465 $ .15 $.165
each
1.1 USPS Postage Rate 23,300 $ .293 $ .293 $ .309 $ .291266 $.293
each
Grand Total- Bid Items 1.0 & 1.1 $ .398 $ .425 $ .4555 $ .441266 $ .458
2.0 One time set~up charge for initial
Programming and Data Processing
Set-up. 1 each $300 $-0- $95/hr $-0- $ 1000
3.0 Add-on Cost of printing and
USPO Postage of each additional
insert over 2 1 each $.032/ .049 Per quote n/a $.016/.023 $.03
4.0 Required *NCOA Processing 2
(List is processed 2 times/vear Insert qty. $125 $.50 I cor. $825 $.0019313 $250
5.0 USPS Postage (5%) for other
qualified billing deliveries 1 each $.308 $.293 n/a $.3005 $.293
Resolution 2006-42
AGREEMENT FOR PROFESSIONAL SERVICES
BETWEEN:
Matrix Imaging Solutions, Inc.
6341 Inducon Drive East
Sanborn, NY 14132
1. SERVICES
The professional services furnished by Matrix Imaging
Solutions, Inc. (herein referred to as Seller) to City of
Pearland (herein referred to as Client) shall be as
specified in SUPPLEMENTAL ATTACHMENT.
2. TERM
This Agreement shall become effective when signed by
both parties, and shall last for a term of 24 months
commencing upon the date when services are first
started. Contract may be extended thereafter for three (3)
additional 12-month periods at City's Option.
3. PRICING
The prices for the services described in SUPPLEMENTAL
ATTACHMENT SHALL BE IN ACCORDANCE WITH
PRICING SHOWN ON BID SHEET INCLUDED IN
BIDDERS RESPONSE. Seller may alter such prices at
the conclusion of the initial term of the Agreement upon
sixty (60) days prior written notice. In the event Seller
elects to increase such prices, Client has the right to
terminate this Agreement upon sixty (60) days written
notice. Postal increases will be applied on effective date.
PRICE ADJUSTMENTS TO BE GUIDED BY
COMSUMER PRICE INDEX OR PRODUCTERS PRICE
INDEX WHICH EVER IS LOWER OR MANUFACTURES
NOTICES.
4. PAYMENT TERMS
Payment for services is due within thirty (30) days of
invoice by Seller. It is understood that timeliness of
payments is an essential part of this Agreement.
Discount: 1 % 15 days
In the event payment is not received within thirty (30) days
from the invoice date, Seller shall have any or all of the
following remedies:
(a) Add 1.5% per month to the unpaid balance;
(b) Apply the security deposit to any unpaid balance;
(c) Cease supplying services under this Agreement
until the balance and any penalties are paid;
(d) Make use of all remedies, which are available
under existing laws.
5. CONFIDENTIALITY
Seller agrees to treat all information furnished to it by
Client in a confidential manner, and to make reasonable
efforts to insure that such information is not divulged to
any outside party without the prior written consent of
Client. Seller agrees to return promptly to Client all
information and files upon termination of this Agreement.
SEL~t;x );!P~ Solutions
By: (x~ /A:r::;(~
j
Title: /--;?>td.fir.l? "/c Date: ..y;: .Jkr::
City of Pearland
PO Box 2068
Pearland, TX 77588-2068
6. TAXES
Client agrees to pay all APPLICABLE taxes levied on the
professional services, including Federal, State, or Local
Use, Sales, Property, or Other taxes exclusive however, of
any taxes levied upon Seller's income. The amount of
sales and/or use taxes shall be added to the price as
quoted in ATTACHMENT A and shall be reflected as an
addition to the monthly service charges.
7. NON-EXCLUSIVITY
The provision of these services is not on an exclusive
basis, and Seller shall not be limited in supplying like
services to any other Client.
8. DISCLAIMER
Seller makes no warranties, express or implied, as to the
fitness, design, or capacity of the system. In no event
shall Seller be liable for special or consequential damages
arising from the provisions of this Agreement including,
without limitation, malfunction of the CLIENT'S system;
errors or omissions with respect to the information
maintained and/or furnished by the system; errors or
omissions by Seller or Client personnel.
Seller's liability to the Client for any losses or damages,
direct or indirect, arising out of this Agreement shall in no
event exceed ten thousand dollars ($10,000.00). Seller
shall not be liable for consequential damages to Client,
his customers, or his insurance carriers in any event, and
Client shall forever hold Seller harmless from any and all
claims or asserted liabilities in excess of those limits set
forth in this section. However, Seller shall not be
considered in default due to any failure in performance of
this Agreement should such failure arise out of causes out
of its control and without its fault or negligence. Such
causes may include, but are not limited to, acts of God or
a public enemy, acts of the Government in either its
solvent or contractual capacity, fires, floods, epidemics,
quarantine restrictions, strikes, freight embargoes, or
unusually severe weather conditions.
9. THE TERMS OF THIS AGREEMENT ARE SUBJECT
TO THE STANDARD PURCHASE TERMS AND
CONDITIONS AND SUPPL Y CONTRACT PROVISIONS
INCLUDED IN THE PROPOSAL INVITATION. IN THE
EVENT OF A CONFLICT BETWEEN THE TWO
DOCUMENTS, THE STANDARD PERCHASE TERMS
AND CONDITIONS SHALL PREVAIL.
~yLlENT: ~and:jX
Title: 'f '- .t '1"#(, -- Date:
c.. \f-q tJ1 ~~~/'-
t.jyl/-tJp
AGREEMENT FOR PROFESSIONAL SERVICES
ATTACHMENT A
- Initial programming and setup, $300.00 for statements
This includes receiving test data from City of Pearland and Matrix doing all formatting, layout, programming and
providing you with proofs of actual document. Additional proofs will be submitted to you with any changes required,
at no additional cost, until you are completely satisfied with the document.
- Document / Package price @ $0.105 each Includes:
- One 8 %" x 11" simplex laser, custom printed document
- #10 double window outgoing envelope
- #9 window return envelope
- Folding, inserting and mail processing
- Postal pickup
- Printing inserts (black ink)
One side .032
Two sides .049
- First Class Postage (must be submitted before mailing)
Up to 1 oz. (up to 4 pages) automated bar code rates (CASS certified) @ $.293.
addresses will be mailed at regular postage $.37. Over 1 oz manually inserted and
envelope. Regular postage rate applied.
Any non-barcodable
mailed in 9" x 12"
- Insert marketing pieces @ no charge (customer supplied to Matrix specifications)
- CD Archiving Monthly $25.00 per CD.
- NCOA Processing (twice/year) @ $.0055 each record processed
- Additional programming
- Simple cosmetic changes done at no charge within 24-48 hours. (changes not affecting print fields)
- Changes to variable data fields are billed at $75.00 / hour
*Proofs are submitted for any and all changes and require sign-off before processing.
Mail commitment
Matrix Imaging Solutions, Inc. will mail your documents within 24 hours of your approval of data import and QA
proofs. If Matrix fails to meet this commitment we will issue a credit of 30% in processing fee for that occurrence.
Quality Control
In the event that a mail piece is returned as undeliverable to City of Pearland, resulting from any mishandling/or
mistake by Matrix we will issue a credit of 100% (including postage) for that piece.
INSURANCE: SELLER WILL CARRY INSURANCE SA T1SFACTORY TO THE CITY THROUGHOUT THE
TERM OF THIS AGREEMENT.
PROPOSAL: "SELLERS" PROPOSAL TO RFP 2006-003-A SHALL BE MADE PART OF THIS AGREEMENT.
SELL~trix I~~.~ ~ Solutions
By: L~/ M bf-
Date: ~~.J ~.
~ f/Jf4./7 f.e.
CLIENT: City of Pearland, TX
dJ ~ If!{? _ __
By: flU-fIII~
Title: C,'I-tt !I1lj'r!'r- Date: q-;'J-I~
Title: