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R2023-241 2023-10-09DocuSign Envelope ID: 8C3F1B40-79F0-4FFF-B918-2DC67EA8ECD2 RESOLUTION NO. R2023-241 A Resolution of the City Council of the City of Pearland, Texas, authorizing participation in an interlocal agreement with City of Plano for the purchase of utility bill printing and mailing services from DataProse, in the estimated amount of $350,000.00, for the period of October 16, 2023 through October 15, 2024. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PEARLAND, TEXAS: Section 1. That utility bill printing and mailing services from DataProse, in the amount of $350,000.00, is hereby approved. Section 2. That the City Manager or his designee is hereby authorized to execute an agreement for the purchase of utility bill printing and mailing services. PASSED, APPROVED and ADOPTED this the 9t1 day of October, A.D., 2023. DocuSigned by: ATTEST: DocuSigned by: Fral&a s QOtzar FR REETAGUILAR, TRMC, MMC CITY SECRETARY APPROVED AS TO FORM: DocuSigned by: lY~ C1.,CA000661F466... DARRIN M. COKER CITY ATTORNEY �64881A61J93r4r2... J. KEVIN COLE MAYOR CONTRACT BY AND BETWEEN CITY OF PLANO, TEXAS AND DATAPROSE LLC BID NO. 2021-0440-AC THIS CONTRACT is made and entered into by and between the CITY OF PLANO, TEXAS, a home -rule municipal corporation, hereinafter referred to as "City", and the DATAPROSE LLC, a Texas limited liability company, whose address is 1122 W. Bethel Road, Suite 100, Coppell, Texas 75019, hereinafter referred to as "Contractor". For and in consideration of the covenants and agreements contained herein, and for the mutual benefits to be obtained hereby, the parties agree as follows: SCOPE OF SERVICES Contractor shall provide all labor, supervision, materials and equipment necessary for Utility Bill and Insert Printing and Fulfillment. These services shall be provided in accordance with RFP 2021-0440-AC, Addendum 1, a copy of which is attached hereto and incorporated herein as Exhibit "A", and Contractor's Response & BAFO in response thereto, a copy of which is attached hereto and incorporated herein for all purposes as Exhibit "B". The Contract consists of this written agreement and the following items which are attached hereto and incorporated herein by reference: (a) RFP 2021-0440-AC, Addendum 1 (Exhibit "A"); (b) Contractor's Response & BAFO (Exhibit "B"); and (c) Insurance Requirements (Exhibit "C"). These documents make up the Contract Documents and what is called for by one shall be as binding as if called for by all. In the event of an inconsistency or conflict in any of the provisions of the Contract Documents, the inconsistency or conflict shall be resolved by giving precedence first to this written agreement then to the Contract Documents in the order in which they are listed above. These documents shall be referred to collectively as the "Contract Documents." II. TERM OF CONTRACT The initial term of this Contract shall be a period of one (1) year commencing on February 2, 2022 ("Initial Term"). This Contract shall automatically renew for up to nine (9) one (1) year periods ("Renewal Term") unless sooner terminated pursuant to Section XVIII. TERMINATION. III. WARRANTY Contractor warrants and covenants to City that all goods and services delivered to City by Contractor, Contractor's subcontractors, and agents under the Agreement shall be CONTRACT PAGE 1 Z:\CONTRACTS\Service Agreements\DataProse LLC - 2021-0440-AC\DataProse LLC - 2021-0440-AC.docx (1/19/22 BY) free of defects and produced and performed in a skillful and workmanlike manner and shall comply with the specifications for said goods and services set forth in this Agreement and RFP 2021-0440-AC, Addendum 1, attached hereto and incorporated herein as Exhibit "A". Contractor warrants that the goods and services provided to City under this Agreement shall be free from defects in material and workmanship, for a period of one (1) year commencing on the date that City issues final written acceptance of the project. IV. PAYMENT Contractor shall invoice City for products and services delivered, on a unit cost basis, in accordance with Contractor's bid attached hereto and incorporated herein as Exhibit "B". Payments hereunder shall be made to Contractor within thirty (30) days of receiving Contractor's invoice for the services performed. Total annual compensation under this Contract is estimated to be TWO HUNDRED EIGHTEEN THOUSAND SIXTY- SIX AND NO/100 DOLLARS ($218,066.00). Contractor recognizes that this Contract shall commence upon the effective date herein and continue in full force and effect until termination in accordance with its provisions. Contractor and City herein recognize that the continuation of any contract after the close of any given fiscal year of the City of Plano, which fiscal year ends on September 30th of each year, shall be subject to Plano City Council approval. In the event that the Plano City Council does not approve the appropriation of funds for this contract, the Contract shall terminate at the end of the fiscal year for which funds were appropriated and the parties shall have no further obligations hereunder. V. PROTECTION AGAINST ACCIDENT TO EMPLOYEES AND THE PUBLIC Contractor shall at all times exercise reasonable precautions for the safety of employees and others on or near the work and shall comply with all applicable provisions of Federal, State, and Municipal safety laws. The safety precautions actually taken and the adequacy thereof shall be the sole responsibility of the Contractor. Contractor shall indemnify City for any and all losses arising out of or related to a breach of this duty by Contractor pursuant to paragraph VII. INDEMNIFICATION AND HOLD HARMLESS and paragraph VIII. COMPLIANCE WITH APPLICABLE LAWS set forth herein. VI. LOSSES FROM NATURAL CAUSES Unless otherwise specified, all loss or damage to Contractor arising out of the nature of the work to be done, or from the action of the elements, or from any unforeseen circumstances in the prosecution of the same, or from unusual obstructions or difficulties which may be encountered in the prosecution of the work, shall be sustained and borne by the Contractor at Contractor's own cost and expense. CONTRACT PAGE2 Z:\CONTRACTS\Service Agreements\DataProse LLC - 2021-0440-AC\DataProse LLC - 2021-0440-AC.docx (1/19/22 BY) VII. INDEMNIFICATION AND HOLD HARMLESS CONTRACTOR AGREES TO DEFEND, INDEMNIFY AND HOLD THE CITY AND ITS RESPECTIVE OFFICERS, AGENTS AND EMPLOYEES, HARMLESS AGAINST ANY AND ALL CLAIMS, LAWSUITS, JUDGMENTS, FINES, PENALTIES, COSTS AND EXPENSES FOR PERSONAL INJURY (INCLUDING DEATH), PROPERTY DAMAGE, INTELLECTUAL PROPERTY INFRINGEMENT CLAIMS (INCLUDING PATENT, COPYRIGHT AND TRADEMARK INFRINGEMENT) OR OTHER HARM OR VIOLATIONS FOR WHICH RECOVERY OF DAMAGES, FINES, OR PENALTIES IS SOUGHT, SUFFERED BY ANY PERSON OR PERSONS, THAT MAY ARISE OUT OF OR BE OCCASIONED BY CONTRACTOR'S BREACH OF ANY OF THE TERMS OR PROVISIONS OF THIS CONTRACT, VIOLATIONS OF LAW, OR BY ANY NEGLIGENT, GROSSLY NEGLIGENT, INTENTIONAL, OR STRICTLY LIABLE ACT OR OMISSION OF THE CONTRACTOR, ITS OFFICERS, AGENTS, EMPLOYEES, INVITEES, SUBCONTRACTORS, OR SUB -SUBCONTRACTORS AND THEIR RESPECTIVE OFFICERS, AGENTS, OR REPRESENTATIVES, OR ANY OTHER PERSONS OR ENTITIES FOR WHICH THE CONTRACTOR IS LEGALLY RESPONSIBLE IN THE PERFORMANCE OF THIS CONTRACT. THE INDEMNITY PROVIDED FOR IN THIS PARAGRAPH SHALL NOT APPLY TO ANY LIABILITY RESULTING FROM THE SOLE NEGLIGENCE OF THE CITY, AND ITS OFFICERS, AGENTS, EMPLOYEES OR SEPARATE CONTRACTORS. THE CITY DOES NOT WAIVE ANY GOVERNMENTAL IMMUNITY OR OTHER DEFENSES AVAILABLE TO IT UNDER TEXAS OR FEDERAL LAW. THE PROVISIONS OF THIS PARAGRAPH ARE SOLELY FOR THE BENEFIT OF THE PARTIES HERETO AND ARE NOT INTENDED TO CREATE OR GRANT ANY RIGHTS, CONTRACTUAL OR OTHERWISE, TO ANY OTHER PERSON OR ENTITY. CONTRACTOR AT ITS OWN EXPENSE IS EXPRESSLY REQUIRED TO DEFEND CITY AGAINST ALL SUCH CLAIMS. CITY RESERVES THE RIGHT TO PROVIDE A PORTION OR ALL OF ITS OWN DEFENSE; HOWEVER, CITY IS UNDER NO OBLIGATION TO DO SO. ANY SUCH ACTION BY CITY IS NOT TO BE CONSTRUED AS A WAIVER OF CONTRACTOR'S OBLIGATION TO DEFEND CITY OR AS A WAIVER OF CONTRACTOR'S OBLIGATION TO INDEMNIFY CITY PURSUANT TO THIS AGREEMENT. CONTRACTOR SHALL RETAIN DEFENSE COUNSEL WITHIN SEVEN (7) BUSINESS DAYS OF CITY'S WRITTEN NOTICE THAT CITY IS INVOKING ITS RIGHT TO INDEMNIFICATION UNDER THIS AGREEMENT. IF CONTRACTOR FAILS TO RETAIN COUNSEL WITHIN THE REQUIRED TIME PERIOD, CITY SHALL HAVE THE RIGHT TO RETAIN DEFENSE COUNSEL ON ITS OWN BEHALF AND CONTRACTOR SHALL BE LIABLE FOR ALL COSTS INCURRED BY THE CITY. IN ADDITION TO CONTRACTOR'S INTELLECTUAL PROPERTY INFRINGEMENT INDEMNIFICATION AND DEFENSE REQUIREMENTS HEREIN, IF AN INFRINGEMENT CLAIM OCCURS, OR IN CONTRACTOR 'S OPINION IS LIKELY TO OCCUR, CONTRACTOR SHALL, AT ITS EXPENSE: (A) PROCURE FOR THE CITY THE RIGHT TO CONTINUE USING THE PRODUCT; (B) REPLACE OR MODIFY THE PRODUCT SO THAT IT BECOMES NON -INFRINGING WHILE PROVIDING FUNCTIONALLY EQUIVALENT PERFORMANCE; OR (C) ACCEPT THE RETURN OF CONTRACT PAGE3 Z:\CONTRACTS\Service Agreements\DataProse LLC - 2021-0440-AC\DataProse LLC - 2021-0440-AC.docx (1/19/22 BY) THE PRODUCT AND GRANT THE CITY A REIMBURSEMENT FOR THE PRODUCT. CONTRACTOR WILL PROCEED UNDER SUBSECTION (C) ABOVE ONLY IF SUBSECTIONS (A) AND (B) PROVE TO BE COMMERCIALLY UNREASONABLE. THE INTELLECTUAL PROPERTY INFRINGEMENT INDEMNIFICATION HEREIN APPLIES TO ALL PRODUCTS PROVIDED, SUPPLIED OR SOLD UNDER THIS AGREEMENT BY CONTRACTOR TO CITY WHETHER MANUFACTURED BY CONTRACTOR OR A THIRD PARTY. CONTRACTOR REPRESENTS THAT, TO THE BEST OF ITS KNOWLEDGE, THE CITY'S USE OF PRODUCTS THAT ARE PROVIDED SUPPLIED, OR SOLD BY CONTRACTOR TO CITY AS PART OF THIS AGREEMENT DOES NOT CONSTITUTE AN INFRINGEMENT OF ANY INTELLECTUAL PROPERTY RIGHTS AND THE CITY HAS THE LEGAL RIGHT TO USE SAID PRODUCTS. THE CITY ENTERS INTO THIS AGREEMENT RELYING ON THIS REPRESENTATION. THE INDEMNIFICATION HEREIN SURVIVES THE TERMINATION OF THE CONTRACT AND/OR DISSOLUTION OF THIS AGREEMENT INCLUDING ANY INFRINGEMENT CURE PROVIDED BY THE CONTRACTOR PURSUANT TO PARAGRAPH 3 IN THE HEREIN INDEMNIFICATION SECTION. VIII. COMPLIANCE WITH APPLICABLE LAWS Contractor shall at all times observe and comply with all Federal, State and local laws, ordinances and regulations including all amendments and revisions thereto, which in any manner affect Contractor or the work, and SHALL INDEMNIFY AND SAVE HARMLESS CITY AGAINST ANY CLAIM RELATED TO OR ARISING FROM THE VIOLATION OF ANY SUCH LAWS, ORDINANCES AND REGULATIONS WHETHER BY CONTRACTOR, ITS EMPLOYEES, OFFICERS, AGENTS, SUBCONTRACTORS, OR REPRESENTATIVES. If Contractor observes that the work is at variance therewith, Contractor shall promptly notify City in writing. IX. VENUE The laws of the State of Texas shall govern the interpretation, validity, performance and enforcement of this Contract. The parties agree that this Contract is performable in Collin County, Texas, and that exclusive venue shall lie in Collin County, Texas. X. ASSIGNMENT Contractor agrees to retain control and to give full attention to the fulfillment of this Contract, that this Contract shall not be assigned without the prior written consent of City, and that no part or feature of the work will be assigned to anyone objectionable to City. Contractor further agrees that subcontracting any portion or feature of the work, or materials required in the performance of this Contract, shall not relieve Contractor from its full obligations to City as provided by this Contract. Failure to obtain City's written consent prior to assignment of this Contract as set forth herein, may result in termination of this CONTRACT PAGE4 Z:\CONTRACTS\Service Agreements\DataProse LLC - 2021-0440-AC\DataProse LLC - 2021-0440-AC.docx (1/19/22 BY) Contract at the City's discretion, without penalty or prejudice to any other remedy it may be entitled to at law, or in equity or otherwise under this Contract. If the City elects to terminate this Contract, the Contractor shall provide the City refund of any prepaid, unused portion of the fees, calculated from the date of termination to the end of the then -current term. XI. INDEPENDENT CONTRACTOR Contractor covenants and agrees that Contractor is an independent contractor and not an officer, agent, servant or employee of City; that Contractor shall have exclusive control of and exclusive right to control the details of the work performed hereunder and all persons performing same, and shall be responsible for the acts and omissions of its officers, agents, employees, contractors, subcontractors and consultants; that the doctrine of respondeat superior shall not apply as between City and Contractor, its officers, agents, employees, contractors, subcontractors and consultants, and nothing herein shall be construed as creating a partnership or joint enterprise between City and Contractor. XII. INSURANCE AND CERTIFICATES OF INSURANCE Contractor shall procure and maintain for the duration of the contract insurance coverage as set forth in the Insurance Requirements marked Exhibit "C" attached hereto and incorporated herein by reference. Contractor shall provide a signed insurance certificate verifying that they have obtained the required insurance coverage prior to the effective date of this Contract. XIII. HINDRANCES AND DELAYS No claims shall be made by Contractor for damages resulting from hindrances or delays from any cause during the progress of any portion of the work embraced in this Contract. XIV. NO PROHIBITED INTEREST AND EQUAL RIGHTS COMPLIANCE Contractor acknowledges and represents it is aware of all applicable laws, City Charter, and City Code of Conduct regarding prohibited interests and that the existence of a prohibited interest at any time will render the Contract voidable. A. No Prohibited Interest By entering into this Contract, Contractor confirms that it has made a reasonable inquiry and, to the best of Contractor's knowledge, no person or officer of its company is employed by the City of Plano or is an elected or appointed official of the City of Plano within the restrictions of the Plano City Charter. CONTRACT PAGE5 Z:\CONTRACTS\Service Agreements\DataProse LLC - 2021-0440-AC\DataProse LLC - 2021-0440-AC.docx (1/19/22 BY) Contractor is aware that Section 11.02 of the City Charter states: "No officer or employee of the city shall have a financial interest, direct or indirect, in any contract with the city, nor shall be financially interested, directly or indirectly, in the sale to the city of any land, or rights or interest in any land, materials, supplies or service. The above provision shall not apply where the interest is represented by ownership of stock in a corporation involved, provided such stock ownership amounts to less than one (1) per cent of the corporation stock. Any violation of this section shall constitute malfeasance in office, and any officer or employee of the city found guilty thereof shall thereby forfeit his office or position. Any violation of this section with the knowledge, express or implied, of the persons or corporation contracting with the city shall render the contract voidable by the city manager or the city council." B. Equal Rights Compliance 1. Section 2-11(F) of the City Code of Ordinances reads as follows: "It shall be unlawful for an employer to discriminate against any person on the basis of race, color, sex, religion, age, national origin, genetic information, sexual orientation, gender identity, disability status or United States military/veteran status by the following actions or inactions: (a) for an employer to fail or refuse to hire, or to discharge, any person; (b) for an employer to discriminate against any person with respect to compensation, terms, conditions or privileges, of employment; (c) for an employer to limit, segregate or classify employees or applicants for employment in any way that would deprive or tend to deprive a person of employment or employment opportunities, or that would otherwise adversely affect a person's status as an employee; (d) for an employment agency to fail or refuse to refer for employment, or to otherwise discriminate against, any person because of a protected employment characteristic; (e) for an employment agency to classify or refer for employment any person, on the basis of a protected employment characteristic; (f) for a labor organization to exclude or expel from its membership, or to otherwise discriminate against, any person because of a protected employment characteristic; (g) for a labor organization to fail or refuse to refer for employment any person because of a protected employment characteristic; (h) for a labor organization to limit, segregate or classify its members or applicants for membership, in any way that would deprive or tend to deprive a person of employment or employment opportunities, or that would otherwise adversely affect a person's status as an employee or as an applicant for employment; or (i) for a labor organization to cause or attempt to cause an employer CONTRACT PAGE6 Z:\CONTRACTS\Service Agreements\DataProse LLC - 2021-0440-AC\DataProse LLC - 2021-0440-AC.docx (1/19/22 BY) (m) to discriminate against a person in violation of this subsection; for an employer, a labor organization or a joint labor-management committee, to discriminate against any person because of a protected employment characteristic in the admission to, or employment in, any program established to provide apprenticeship or other training; for an employer to print or publish, or cause to be printed or published, any notice or advertisement relating to employment by the employer that indicates any preference, limitation, specification or discrimination, based on a protected employment characteristic; for an employment agency to print or publish, or cause to be printed or published, any notice or advertisement relating to membership in or any classification or referral for employment by the employment agency that indicates any preference, limitation, specification or discrimination, based on a protected employment characteristic; or for a joint labor-management committee to print or publish, or cause to be printed or published, any notice or advertisement relating to admission to, or employment in, any program established to provide apprenticeship or other training by the joint labor-management committee that indicates any preference, limitation, specification or discrimination, based on a protected employment characteristic." 2. Contractor is aware that its company, its directors, officers and employees must comply with Section 2-11(F) of the City Code of Ordinances unless an exclusion applies. Further, Contractor understands that if Section 2-11(F) applies, Contractor is entitled to apply to the City Manager for a waiver based on a conflict with state or federal law. The contract will not be executed prior to the waiver issue being resolved. Having made reasonable inquiry, Contractor affirms that its company, its directors, officers and employees agree to comply with Section 2-11(F); or Contractor's company is excluded from this Ordinance based on an exclusion identified in the City Code of Ordinances. XV. CERTIFICATION By signing this Contract, Contractor certifies the following: Pursuant to Section 2271.002, Texas Government Code, if Contractor employs ten (10) or more full-time employees and the Contract has a value of $100,000 or more, the Contractor hereby (i) represents that it does not boycott Israel, and (ii) subject to or as otherwise required by applicable federal law, including without limitation 50 U.S.C. Section 4607, agrees it will not boycott Israel during the term of the Contract. As used in the immediately preceding sentence, "boycott Israel" shall have the meaning given such term in Section 2271.001, Texas Government Code. Contractor further represents that (i) it does not engage in business with Iran, Sudan or any foreign terrorist organization and (ii) it is not listed by the Texas Comptroller CONTRACT PAGE7 Z:\CONTRACTS\Service Agreements\DataProse LLC - 2021-0440-AC\DataProse LLC - 2021-0440-AC.docx (1/19/22 BY) under Section 2252.153, Texas Government Code, as a company known to have contracts with or provide supplies or services to a foreign terrorist organization. As used in the immediately preceding sentence, "foreign terrorist organization" shall have the meaning given such term in Section 2252.151, Texas Government Code. Pursuant to Section 2274.002, Texas Government Code, if Contractor employs ten (10) or more full-time employees and the Contract has a value of $100,000 or more, the Contractor hereby (i) represents that it does not have a practice, policy, guidance, or directive that discriminates against a firearm entity or firearm trade association, and (ii) will not discriminate during the term of the Contract against a firearm entity or firearm trade association. As used in the immediately preceding sentence, "firearm entity", "firearm trade association", and discriminate against a firearm entity or firearm trade association" shall have the meaning given such term in Section 2274.001, Texas Government Code. Pursuant to Section 2274.0102, Texas Government Code, for contracts involving critical infrastructure, Contractor hereby represents it is not (i) owned by or the majority of stock or other ownership interest of the company is held or controlled by: (a) individuals who are citizens of China, Iran, North Korea, Russia, or a designated country; or (b) a company or other entity, including a governmental entity, that is owned or controlled by citizens of or is directly controlled by the government of China, Iran, North Korea, Russia, or a designated country; or (ii) headquartered in China, Iran, North Korea, Russia, or a designated country. As used in the immediately preceding sentence, "critical infrastructure" shall have the meaning given such term in Section 2274.0101, Texas Government Code. Pursuant to Chapter 809, Texas Government Code, Contractor hereby represents that the Contractor is not currently engaged in, and agrees for the duration of this Contract not to engage in, the boycott of energy companies as defined by Section 809.001 of the Texas Government Code. XVI. WORK FORCE The Contractor shall employ only orderly and competent workers, skilled in the performance of the services which they will perform under the Contract. The Contractor, its employees, subcontractors, and subcontractor's employees may not while in the course and scope of delivering goods or services under a City of Plano contract on the City's property; a. use or possess a firearm, including a handgun that is licensed under state law, except as required by the terms of the contract; who hold a license to carry a handgun or who otherwise lawfully possess a firearm and ammunition may keep such items in their locked personal vehicle while parked on City Property; or CONTRACT PAGE8 Z:\CONTRACTS\Service Agreements\DataProse LLC - 2021-0440-AC\DataProse LLC - 2021-0440-AC.docx (1/19/22 BY) b. use or possess alcoholic or other intoxicating beverages, illegal drugs or controlled substances, nor may such workers be intoxicated, or under the influence of alcohol or drugs, on the job. If the City or the City's representative notifies the Contractor that any worker is incompetent, disorderly or disobedient, has knowingly or repeatedly violated safety regulations, has possessed any firearms, or has possessed or was under the influence of alcohol or drugs on the job, the Contractor shall immediately remove such worker from Contract services, and must not employ such worker again on Contract services without the City's prior written consent. XVII. SEVERABILITY The provisions of this Contract are severable. If any paragraph, section, subdivision, sentence, clause, or phrase of this Contract is for any reason held to be contrary to the law or contrary to any rule or regulation having the force and effect of the law, such decisions shall not affect the remaining portions of the Contract. However, upon the occurrence of such event, either party may terminate this Contract by giving the other party thirty (30) days written notice. XVIII. TERMINATION City may, at its option, with or without cause, and without penalty or prejudice to any other remedy it may be entitled to at law, or in equity or otherwise under this Contract, terminate further work under this Contract, in whole or in part by giving at least thirty (30) days prior written notice thereof to Contractor with the understanding that all services being terminated shall cease upon the date such notice is received unless otherwise indicated in writing by the City. If the City elects to terminate this Contract, the Contractor shall provide the City refund of any prepaid, unused portion of the fees, calculated from the date of termination to the end of the then -current term. Contractor shall be entitled to compensation for any and all work completed to the satisfaction of City in accordance with the provisions of this Contract prior to termination. XIX. SURVIVAL Provisions of this Contract which by their nature should apply beyond their terms will remain in full force and effect after any termination or expiration of this Contract including, but not limited to, the following provisions: Compliance with Applicable Laws, Indemnification, Venue/Governing Law, and Survival, and any remedies for the breach thereof. CONTRACT PAGE9 Z:\CONTRACTS\Service Agreements\DataProse LLC - 2021-0440-AC\DataProse LLC - 2021-0440-AC.docx (1/19/22 BY) XX. ENTIRE AGREEMENT This Contract and its attachments embody the entire agreement between the parties and may only be modified in writing if executed by both parties. XXI. MAILING OF NOTICES Unless instructed otherwise in writing, Contractor agrees that all notices or communications to City permitted or required under this Contract shall be addressed to City at the following address: City of Plano, Texas Customer & Utility Services Department Attn: Stephanie Foster P.O. Box 860358 Plano, TX 75086-0358 City agrees that all notices or communications to Contractor permitted or required under this Contract shall be addressed to Contractor at the following address: DataProse LLC Attn: Tim Zombik, Sales Manager - Utilities 1122 W. Bethel Road, Suite 100 Coppell, TX 75019 All notices or communications required to be given in writing by one party or the other shall be considered as having been given to the addressee on the date such notice or communication is posted by the sending party. XXII. REPRESENTATION ON AUTHORITY OF PARTIES/SIGNATORIES Each person signing this Contract represents and warrants that he or she is duly authorized and has legal capacity to execute and deliver this Contract. Each party represents and warrants to the other that the execution and delivery of the Contract and the performance of such party's obligations hereunder have been duly authorized and that the Contract is a valid and legal agreement binding on such party and enforceable in accordance with its terms. XXIII. CONTRACT INTERPRETATION Although this Contract is drafted by City, should any part be in dispute, the parties agree that the Contract shall not be construed more favorably for either party. CONTRACT PAGE10 Z:\CONTRACTS\Service Agreements\DataProse LLC - 2021-0440-AC\DataProse LLC - 2021-0440-AC.docx (1/19/22 BY) XXIV. SUCCESSORS AND ASSIGNS This Contract shall be binding upon the parties hereto, their successors, heirs, personal representatives and assigns. XXV. HEADINGS The headings of this Contract are for the convenience of reference only and shall not affect in any manner any of the terms and conditions hereof. below. Date: XXVI. EFFECTIVE DATE This Contract shall be effective from and after February 2, 2022. IN WITNESS WHEREOF, the parties have executed this Contract by signing • ) v7.. '7— DATAPROSE LLC By: V talivarrs..r � r r l Name: 1f1(� j) 4 rn )c . Title: f: O )v) CITY OF PLANO, TEXAS Date: January 26, 2022 By: APPROVED AS TO FORM: Paige Mims, CITY ATTORNEY ark D. Israelson ITY MANAGER CONTRACT PAGE 11 Z:ICONTRACTS1Service AgreementslDataProse LLC - 2021-0440-ACILDataProse LLC - 2021-0440-AC.doox (1119122 BY) 411 Plano City of excellence 2021-0440-AC Addendum 1 Utility Bill and Insert Printing and Fulfillment Issue Date: 9/28/2021 Questions Deadline: 10/21/2021 10:00 PM (CT) Response Deadline: 11/1/2021 01:00 PM (CT) Contact Information Contact: Nik Winter Address: 1520 K Avenue Plano, TX 75074 Email: nikw@plano.gov Page 1 of 5 pages Deadline: 11/1/2021 01:00 PM (CT) 2021-0440-AC Addendum 1 Event Information Number: Title: Type: Issue Date: Question Deadline: Response Deadline: Notes: 2021-0440-AC Addendum 1 Utility Bill and Insert Printing and Fulfillment Request for Proposal 9/28/2021 10/21/2021 10:00 PM (CT) 11/1/2021 01:00 PM (CT) The City of Plano is soliciting proposals for data processing, printing, and mailing of utility bills and inserts. Questions must be submitted electronically through IonWave. No questions will be answered over the phone or through email. The preferred method for proposal submission is electronically through IonWave. If you choose to submit your proposal in person, Purchasing personnel will be available Mondays and Wednesdays between the hours of 10 a.m. and 1 p.m. The person delivering the proposal must call (972) 941-7557 upon arrival during those hours and wait in the lobby for someone to meet them to receive their proposal. Responses delivered in person are to be delivered in a sealed envelope to the Purchasing Division at: City of Plano Purchasing Division 1520 K Avenue Plano, TX 75074 Ph: (972) 941-7557 All responses are due prior to the published closing date and time. No late responses will be accepted. Proposals will be opened, and the names of offerors read, on Tuesday, November 2, 2021 at 2:00 PM Central Time. The reading will be broadcast live by Plano TV and available for viewing at the time of opening by tuning into the City of Plano's Government Access Channel online or through your cable provider. Broadcast information and viewing by stream may be accessed at this link: https://www.plano.gov/1565/Plano-TV. Tabulations for these solicitations should be available on IonWave within 48 hours of the opening. We ask that you limit exposure by watching the live broadcast of the opening, or viewing tabulations electronically through IonWave, rather than attending at City Hall. Time Critical Deliveries: The City of Plano cannot guarantee, due to internal procedures, that any offers sent via Priority Mail will be picked up and delivered by the closing date and time. It is recommended that critical deliveries be made either electronically through IonWave or in person as described above. It is further recommended that users review all electronic response attachments to ensure that the uploaded files are able to be downloaded and viewed. Instructions for this, if needed, can be found in the Supplier Bid Response Quick Tutorial online in IonWave or by calling IonWave Support at 866-277-2645. Responses or parts of a Page 2 of 5 pages Deadline: 11/1/2021 01:00 PM (CT) 2021-0440-AC Addendum 1 response, whether hardcopy or electronic, that cannot be viewed may render your submittal non -responsive. In addition, the City reserves the right to request clarification in such cases. Billing Information Contact: City of Plano- Accounts Payable Address: PO Box 860279 Plano, TX 75086-0279 Phone: (972) 941-5221 Email: AP@Plano.gov Bid Attachments Addenduml .pdf Addendum 1 General Terms and Conditions Rev 5.1.20.pdf General Terms and Conditions 2021-0440_Utility_Billing_SOO V1_0.pdf STATEMENT OF OBJECTIVES 2021-0440 Cost Worksheet.xlsx COST WORKSHEET 2021-0440_Insurance_Requirements.pdf Insurance Requirements Vendor Supplemental Information (Updated 7.18.19).pdf Vendor Supplemental Form Israel form (updated 7.18.19).pdf Israel Form CIQ - Conflict of Interest Questionaire.pdf Conflict of Interest Questionnaire INTERLOCAL AGREEMENT.pdf Interlocal Agreement Written Contract Verbiage.pdf Written Contract Verbiage Information Form 1295 Certificate of Interested Parties Verbiage 7.10.18.docx Form 1295 Certificate of Interested Parties Verbiage Vendor Acknowledgment Form.pdf Vendor Acknowledgement Requested Attachments Miscellaneous Additional documentation that supports your proposal can be uploaded here. View Online View Online View Online View Online View Online View Online View Online View Online View Online View Online View Online View Online Page 3 of 5 pages Deadline: 11/1/2021 01:00 PM (CT) 2021-0440-AC Addendum 1 SECTION VII—DOCUMENTATION API documentation SECTION III —DETAILED SOLUTION AND WORKPLAN Israel Form SECTION II —COMPANY PROFILE Interlocal Agreement Section I —Executive Summary Vendor Supplemental Information Vendor Acknowledgement Form Section IV —ADDED VALUE SECTION V—COST (Attachment required) Upload completed cost sheet, preferably in Excel format. CIQ-Conflict of Interest Questionnaire Page 4 of 5 pages Deadline: 11/1/2021 01:00 PM (CT) 2021-0440-AC Addendum 1 October 5, 2021 Addendum #1 i Plano City of Excellence Solicitation No. 2021-0440-AC UTILITY BILL PRINTING AND FULFILLMENT The following items take precedence over the initial specifications and documents, where supplemented here. The original requirements not affected by this addendum shall remain in effect. ATTACHMENTS: 1. Current contract pricing Offerors who may have already submitted a response and feel this addendum may change their price may pick up their response and return it prior to the due date and time. If you have any questions regarding this addendum, please contact the City of Plano Purchasing Division, (972) 941-7557. Acknowledge receipt of this addendum by initialing in the appropriate space on the Vendor Acknowledgment Page if you have not previously submitted an offer. Page 1 of 1 Utility Bill Printing and Mailing Services and Insert Printing Services Bid #2016-0370-C Lot: Start -Up Cost w 2 a co ao 0 z Prod Code Price a Product Code a To 0 0 0 E a J E at 4.0 2016-0370-C--01-01 Lot: Bill Processing *DataProse ta w z f0 O F- Prod Codi Price trs N M 0 c0 00 0 0 trl c Product Code E r aE► M N 0 a a O N 9 u 0 M 0 0 •Data Prose L a-, G O E as c To c 0 •0 d al 1. t a+ 0 a+ O. 7 0 w d Utility Bill Printing and Mailing Services and Insert Printing Services Bid #2016-0370-C Lot: Insert Printing --Coated Paper 00 t.0 O CO O O tD 00 00 et N CO tD 00 O N M O V1 O N 00 M t0 O M O t 1 to co O M O in Lrin 00 Q1 N a i N to Gi t 1 Oi M to �-1 tP) Q1 Le) Cf Cf t.0 CO ri Ti" 00 N 00 c-1 O M M Cf Lri 00 C N 00 e-I M 00 O 01 a-1 m ti tJ N M t0 Q1 M tD .-1 N N 21 .1 .-1 Ni‘ N .-I r-I r-I r-i N N V1 V1 111 V1 .4 to 4,11 t/1 VI i/1 14. 4.1 4/1 '(R N w E E-' E-' E E E- E E E E t.\ M an ct 0 0 00 N t.0 01 M Ct e-1 Q1 M N 01 rl 01 C1 CO N I-1 r-1 N Ql LID s9 N d O O Ct tD N CY .-I M t.0 O th O ll1 t.0 Ncri -i M 00 N - N V1 1/1 N N 1/ t/1 to t/1 N iM/1 4/ V1 V1.1 �1 tN/1 1I qM/1 "C .0 -a 'O -a Zi -a -a 'O '0 '0 'O 'C ' "0 .0 '0 1 ,r C G C C C C C C C C C C C C C C C C co f0 f0 CO CO ID IV CO fO fC (0 19 f6 10 ftf f0 fC RS f/) t/I V) t/f to N to V) In v) to N Vf V) in in VI N 7 7 7 7 7 C 7 7 7 7 C 0 0 7 t t L L .0 t t. L L t L t t t .0 .0 t NNNNINNINNNINNNINNNNNN 00 00 CO CO CO CO 00 CO CO CO 00 CO 00 CO 00 CO 00 CO 0 E E Small 1C 1-sided 2016-0370-C -04-01 Small 1C 2-sided 2016-0370-C--04-02 Medium 1C 1-sided 2016-0370-C--04-03 Medium 1C 2-sided 2016-0370-C--04-04 2016-0370-C--04-05 2016-0370-C--04-06 Small 2C 1-sided 2016-0370-C--04-07 Small 2C 2-sided 2016-0370-C-04-08 Medium 2C 1-sided Medium 2C 2-sided MI 1 1 ID 0) C) : 75 ei N t1 u u N N Cf a 0) To J J t/I 2016-0370-C-04-11 2016-0370-C--04-12 2016-0370-C--04-13 Small 4C 2-sided 2016-0370-C--04-14 Medium 4C 1-sided 2016-0370-C--04-1S Medium 4C 2-sided 2016-0370-C--04-16 2016-0370-C--04-17 2016-0370-C--04-18 CITY OF PLANO GENERAL TERMS AND CONDITIONS 1. CITY OF PLANO GENERAL TERMS AND CONDITIONS APPLY TO ANY PROCUREMENT OF PRODUCTS OR SERVICES BY THE CITY OF PLANO (CITY). TAKING EXCEPTION TO THESE TERMS AND CONDITIONS MAY DEEM A RESPONSE AS NON -RESPONSIVE. 2. BID NOTIFICATION: City of Plano utilizes the following procedures for notification of bid opportunities: www.planotx.ionwave.net and the Dallas Morning News: www.dallasnews.com. These are the only forms of notification authorized by the City. City of Plano shall not be responsible for receipt of notification and information from any source other than those listed. It shall be the bidder's responsibility to verify the validity of all bid information received by sources other than those listed. 3. ELECTRONIC BIDS: the City of Plano uses lonwave to distribute and receive bids and proposals. Refer to www.planotx.ionwave.net for information. 4. REQUIRED INFORMATION: City of Plano bid/proposal packets contain various sections requiring completion. The bid form section of the bid packet must be completed prior to the date and time set for bid opening and included with the bid packet or the bidder may be found non -responsive. Vendors may be required to complete and supply all information contained in the "supplemental information" portion of the packet at a date after bid opening. Failure to complete "supplemental information" requirements in a timely manner, prior to council award, may be used by the City in determining a vendor's responsibility. 5. MINIMUM STANDARDS FOR RESPONSIBLE PROSPECTIVE BIDDERS: a prospective bidder must affirmatively demonstrate their responsibility. The City of Plano may request representation and other information sufficient to determine bidder's ability to meet these minimum standards including but not limited to: A. Have adequate financial resources, or the ability to obtain such resources as required; B. Be able to comply with the required or proposed delivery schedule; C. Have satisfactory record of performance; D. Have a satisfactory record of integrity and ethics; E. Otherwise qualified and eligible to receive an award. Failure to provide the requested information within 72 hours may result in a vendor being deemed non -responsive. 6. CORRESPONDENCE: the number of this bid packet must appear on all correspondence, or inquiries, pertaining to this quotation. 7. PREPARATION COST: the City will not be liable for any costs associated with the preparation, transmittal, or presentation of any bids or materials submitted in response to any bid, quotation, or proposal. 8. NOTICE OF PUBLIC DOCUMENTS: any and all materials initially or subsequently submitted as part of the bid process shall become the property of the City, and shall be treated as City documents subject to typical practice and applicable laws for public records. 9. TEXAS PUBLIC INFORMATION ACT: For an expenditure of at least $1 million in public funds for the purchase of goods or services by the City unless excepted by law, "The requirements of Subchapter J, Chapter 552, Government Code, may apply to this bid/contract (whichever is applicable) and the contractor or vendor agrees that the contract can be terminated if the contractor or vendor knowingly or intentionally fails to comply with a requirement of that subchapter." 10. ADDENDA: any interpretations, corrections or changes to this bid packet will be made by addenda. Sole issuing authority shall be vested in the City of Plano Procurement Department. Addenda will be sent to all who are known to have received a copy of this bid packet, if the addenda contain changes to the "specification" or "bid form", bidders shall acknowledge receipt of all addenda or they may be declared non -responsive. 11. REVISED BIDS: the bid that is submitted last will supersede any previous versions. 12. NONRESIDENT BIDDERS: Pursuant to Texas government code, chapter 2252, subchapter A: A bidder whose principal place of business, ultimate parent company or majority owner's principal place of business is not in Texas, is considered a nonresident bidder. A nonresident bidder must underbid the lowest responsible resident bidder by an amount that is equal to, or less than, the amount by which a Texas resident would be required to underbid in the nonresident bidder's state. This provision does not apply to a contract involving federal funds. Page 1 of 9 PPM Rev.5.1.20 CITY OF PLANO GENERAL TERMS AND CONDITIONS 13. INSURANCE: the City requires vendor(s) to carry the minimum insurance as required by state laws, and insurance requirements outlined in the bid/proposal documents. 14. NO PROHIBITED INTEREST/COMPLIANCE WITH EQUAL RIGHTS ORDINANCE: Bidder acknowledges and represents that they are aware of the laws, City Charter, and City Code of Conduct regarding conflicts of interest. The City Charter states that "no officer or employee of the City shall have a financial interest, direct or indirect, in any contract with the City, nor shall be financially interested, directly or indirectly, in the sale to the City of any land, or rights or interest in any land, materials, supplies or service " Bidder agrees to comply with Section 2-11(F) of the City Code of Ordinances, which reads as follows: "It shall be unlawful for an employer to discriminate against any person on the basis of race, color, sex, religion, age, national origin, genetic information, sexual orientation, gender identity, disability status or United States military/veteran status by the following actions or inactions: (a) for an employer to fail or refuse to hire, or to discharge, any person; (b) for an employer to discriminate against any person with respect to compensation, terms, conditions or privileges, of employment; (c) for an employer to limit, segregate or classify employees or applicants for employment in any way that would deprive or tend to deprive a person of employment or employment opportunities, or that would otherwise adversely affect a person's status as an employee; (d) for an employment agency to fail or refuse to refer for employment, or to otherwise discriminate against, any person because of a protected employment characteristic; (e) for an employment agency to classify or refer for employment any person, on the basis of a protected employment characteristic; (f) for a labor organization to exclude or expel from its membership, or to otherwise discriminate against, any person because of a protected employment characteristic; (g) for a labor organization to fail or refuse to refer for employment any person because of a protected employment characteristic; (h) for a labor organization to limit, segregate or classify its members or applicants for membership, in any way that would deprive or tend to deprive a person of employment or employment opportunities, or that would otherwise adversely affect a person's status as an employee or as an applicant for employment; or (i) for a labor organization to cause or attempt to cause an employer to discriminate against a person in violation of this subsection; (j) for an employer, a labor organization or a joint labor-management committee, to discriminate against any person because of a protected employment characteristic in the admission to, or employment in, any program established to provide apprenticeship or other training; (k) for an employer to print or publish, or cause to be printed or published, any notice or advertisement relating to employment by the employer that indicates any preference, limitation, specification or discrimination, based on a protected employment characteristic; (I) for an employment agency to print or publish, or cause to be printed or published, any notice or advertisement relating to membership in or any classification or referral for employment by the employment agency that indicates any preference, limitation, specification or discrimination, based on a protected employment characteristic; or (m) for a joint labor-management committee to print or publish, or cause to be printed or published, any notice or advertisement relating to admission to, or employment in, any program established to provide apprenticeship or other training by the joint labor-management committee that indicates any preference, limitation, specification or discrimination, based on a protected employment characteristic." I am aware that my company, its directors, officers and employees must comply with Section 2-11(F) of the City Code of Ordinances unless an exclusion applies, as indicated below. Further, I understand that if Section 2-11(F) applies, I am entitled to apply to the City Manager for a waiver from signing this section of the affidavit based on a conflict with state or federal law. The contract will not be executed prior to the waiver issue being resolved. Having made reasonable inquiry, I affirm that my company, its directors, officers and employees agree to comply with Section 2-11(F); or my company is excluded from this Ordinance because it is: 1) a religious organization; 2) a political organization; 3) an educational institution; 4) a branch or division of the United States government or any of its departments or agencies; 5) a branch or division of the State of Texas or any of its departments, agencies or political subdivisions; 6) a private club that is restricted to members of the club and guests and not open to the general public; 7) not an "employer" under Section 2-11(F) because it has not had 15 or more employees for each working day in each of 20 or more calendar weeks in the current or preceding calendar year. Page 2 of 9 PPM Rev.5.1.20 CITY OF PLANO GENERAL TERMS AND CONDITIONS 15. SILENCE OF SPECIFICATION: the apparent silence of these specifications as to any detail or to the apparent omission from it of a detailed description concerning any point, shall be regarded as meaning that only the best commercial practices are to prevail. All interpretations of these specifications shall be made on the basis of this statement. 16. SAMPLES: any catalog, brand names, or manufacturer's reference in this bid packet is descriptive and not restrictive, and is used to indicate type and quality level desired for comparison purposes unless specifically excluded. Please quote as listed or give equal. If item offered is other than as indicated, bidder must state make, model, and part number of product quoted. Equality will be determined by the City, per the specifications. Samples, if required, shall be furnished free of expense to the City. Samples should not be enclosed with bid unless requested. 17. TESTING: testing may be performed at the request of the City or any participating entity, by an agent so designated, without expense to the City. 18. TAXES: the City of Plano is exempt from federal manufacturer's excise and state sales and use tax. Tax must not be included in bid. Tax exemption certificates will be executed by the City and furnished upon request. 19. PRICING: bid price(s) quoted, must be held firm for ninety (90) days to allow for evaluation unless otherwise stated in this document. 20. ERROR -QUANTITY: bid price must be submitted on units of quantity specified, extended, and total shown, in the event of discrepancies in extensions, the unit price shall govern. 21. WARRANTY/GUARANTEE LAWS AND REGULATIONS: By submittal of this bid, in addition to the guarantees and warranties provided by law, vendor expressly guarantees and warrants as follows: A. That the articles to be delivered hereunder will be in full conformity with the specifications or with the approved sample submitted, and agreed that this warranty shall survive acceptance of delivery and payment for the articles and that the vendor will bear the cost of inspecting and/or testing articles rejected. B. That the articles to be delivered hereunder will not infringe on any valid patent, trademark, trade name, or copyright, and that the vendor will, at vendor's own expense, defend any and all actions or suits charging such infringement and will save and hold harmless the City, its officers, employees, agents, and representatives from any and all claims, losses, liabilities and suits arising there from. C. That the articles to be delivered hereunder will be manufactured, sold and/or installed in compliance with the provisions of all applicable federal, state and local laws and regulations. D. That nothing contained herein shall exclude or affect the operation of any implied warranties otherwise arising in favor of the City. 22. PACKAGING: unless otherwise indicated, items will be new, unused, and in first rate condition in containers suitable for damage -free shipment and storage. 23. F.O.B./DAMAGE: quotations shall be bid F.O.B. delivered, designated location, and shall include all delivery and packaging costs. The City of Plano assumes no liability for goods delivered in damaged or unacceptable condition. The successful bidder shall handle all claims with carriers, and in case of damaged goods, shall ship replacement goods immediately upon notification by the City of damage. 24. DELIVERY PROMISE — PENALTIES: quotations must show the number of calendar days required to place the materials in the possession of the City. Do not quote shipping dates. When delivery delay can be foreseen, the bidder shall give prior notice to the purchasing division, who shall have the right to extend the delivery date if reasons for delay appear acceptable. Default in promised delivery, without acceptable reasons, or failure to meet specifications, authorizes the purchasing division to purchase goods elsewhere, and charge any increase in cost and handling to the defaulting bidder. 25. DELIVERY TIMES & INSTALLATION: Deliveries will be acceptable only during normal working hours at the designated location. Regarding installation services, the Contractor shall be responsible to remove from City property and dispose of all waste and packaging material in a lawful manner. 26. PAYMENT TERMS: payment terms are pursuant to the Texas Prompt Payment Act unless otherwise specified by the City. Upon receipt of a properly executed invoice from the vendor, payment will be processed for items or services delivered. Page 3 of 9 PPM Rev.5.1.20 CITY OF PLANO GENERAL TERMS AND CONDITIONS 27. ELECTRONIC SIGNATURE — UNIFORM ELECTRONIC TRANSACTION ACT: the City adopts Vernon Texas' Statutes and Codes, Annotated Business and Commerce Code Chapter 43. Uniform Electronic Transaction Act, allowing individuals, companies, and governmental entities to lawfully use and rely on electronic signatures. 28. PRESENTATION OF BIDS — PAPER SUBMISSION: complete bid packets must be presented to the Procurement Department in a sealed envelope unless otherwise indicated. 29. ALTERING BIDS — PAPER SUBMISSION: bid prices cannot be altered or amended after submission deadline. Any inter -lineation alteration, or erasure made before opening time must be initialed by the signer of the bid, guaranteeing authenticity. 30. LATE BIDS — PAPER SUBMISSION: bid packets received in the Procurement Department after submission deadline shall be returned unopened and will be considered void and unacceptable. The City of Plano is not responsible for the lateness of mail carrier, weather conditions, etc. 31. WITHDRAWAL OF BIDS: bidder agrees that a bid price may not be withdrawn or canceled by the bidder for a period of ninety (90) days following the date designated for the receipt of bids without written approval of the City. 32. BID OPENINGS: all bids submitted will be read at the City's regularly scheduled bid opening for the designated project. However, the reading of a bid at bid opening should not be construed as a comment on the responsiveness of such bid or as any indication that the City accepts such bid as responsive. The City will make a determination as to the responsiveness of bids submitted based upon compliance with all applicable laws, City of Plano purchasing guidelines, and project documents, including but not limited to the bid/proposal specifications and required submittal documents. The City will notify the successful bidder upon award of the contract and, according to state law all bids received will be available for inspection at that time. 33. BID SUMMARY SHEET: bid summary results will be made available forty-eight (48) hours after bid opening. Bidders desiring a copy of the bid summary sheet may view the results online forty-eight hours (48) hours after the bid opening at www.planotx.ionwave.net No results will be given over the telephone. 34. MINOR DEFECT: the City reserves the right to waive any minor defect, irregularity, or informality in any bid. The City may also reject any or all bids without cause prior to award. 35. EVALUATION: bids/proposals will be evaluated as outlined in the bid/proposal document. 36. AWARD: the City reserves the right to award: A. In whole or in part as determined to be in the best interest of the City; and/or B. A separate contract to separate vendors for each item/group or to award one contract for the entire bid. The City reserves the right to take into consideration contract administration costs for multiple award contracts when determining low bid. 37. PROTESTS: all protests regarding the bid solicitation process must be submitted in writing to the Purchasing Manager within five (5) working days following the opening of bids. This includes all protests relating to advertising of bid notices, deadlines, bid opening, and all other related procedures under the local government code, as well as any protests relating to alleged improprieties or ambiguities in the specifications. The limitation does not include protests relating to staff recommendations as to award of this bid. Protests relating to staff recommendations may be directed to the City council by contacting the City Secretary prior to council award. All staff recommendations will be made available for public review ninety-six (96) hours prior to consideration by the City council. 38. ADDITIONAL TERMS: Notwithstanding acceptance by the City of the goods or services ordered hereby, no additional terms or conditions of vendor, whether contained within vendor's proposal or otherwise, shall be accepted by City, unless agreed upon in writing through a proposal process. 39. CONFLICTS: In the event the terms and conditions herein expressed conflict with the terms and conditions of any specifications issued by the City in conjunction with this purchase, the specifications shall supersede these terms and conditions to the extent of the conflict. 40. AUTHORIZATION: The City of Plano will not accept or pay for articles delivered or services performed without a specific written Purchase Order. 41. CONFORMITY OF GOODS/SERVICES: All goods to be delivered or services to be performed shall conform in every respect to the specifications issued by the City in conjunction with its solicitation of bids or proposals. In the event no such Page 4 of 9 PPM Rev.5.1.20 CITY OF PLANO GENERAL TERMS AND CONDITIONS specifications were issued, the goods or services shall conform to the proposal submitted by the vendor. 42. PRICING: Unit pricing shall be in strict conformity with the bid or proposal submitted by vendor, unless a price increase is authorized by the City. 43. PRICE ESCALATION: Price escalations may be permitted by the City of Plano during the term of the contract. All requests for price escalation shall be in written form and shall demonstrate industry -wide or regional increases in the Contractor's costs. Include documents supporting the price escalation, such as manufacturer's direct cost, postage rates, railroad commission rates, federal/state minimum wage laws, federal/state unemployment taxes, FICA, etc. Increases will apply only to the products(s) and/or service(s) affected by an increase in raw material, labor, or another like cost factor. The City of Plano reserves the right to accept or reject any/all price escalations. 44. PRICE REDUCTION: If during the life of the contract, the Contractor's net prices to other customers for the same product(s) and/or service(s) are lower than the City of Plano's contracted prices, an equitable adjustment shall be made in the contract price. 45. TAXES: The City of Plano is exempt from federal manufacturer's excise and state sales and use tax. Contractor shall be responsible to furnish the appropriate forms required to the supplier(s). 46. INSPECTION, REJECTION, AND EXCESS SHIPMENT: In addition to other rights provided by law, the City reserves the right (a) to inspect articles delivered and to return those which do not meet specifications or reasonable standards of quality, (b) to reject articles shipped contrary to instructions or in containers which do not meet recognized standards, and (c) to cancel the order if not filled within the time specified. The City may return rejected articles or excess shipment on this order, or may hold the articles subject to the vendor's order and at vendor's risk and expense, and may in either event charge the vendor with the cost of shipping, unpacking, inspecting, repacking, reshipping and other like expenses. 47. INVOICES: Invoices must be submitted by the Contractor to the City of Plano, Accounting Department, P.O. Box 860279, Plano, TX, 75086-0279. The City Purchase Order number must appear on all invoices, delivery memoranda, bills of lading, packing and correspondence. 48. PATENT RIGHTS: The Contractor agrees to indemnify and hold the City harmless from any claim involving patent right infringement or copyrights on goods supplied. 49. FUNDING: The Contractor recognizes that any contract shall commence upon the effective date and continue in full force and effect until termination in accordance with its provisions. Contractor and City herein recognize that the continuation of any contract after the close of any given fiscal year of the City of Plano, which fiscal year ends on September 30th of each year, shall be subject to Plano City Council approval. In the event that the Plano City Council does not approve the appropriation of funds for the contract, the contract shall terminate at the end of the fiscal year for which funds were appropriated and the parties shall have no further obligations hereunder. 50. ASSIGNMENT: Contractor agrees to retain control and to give full attention to the fulfillment of this Contract, that this Contract shall not be assigned without the prior written consent of City, and that no part or feature of the work will be assigned to anyone objectionable to City. Contractor further agrees that subcontracting any portion or feature of the work, or materials required in the performance of this Contract, shall not relieve Contractor from its full obligations to City as provided by this Contract. Failure to obtain City's written consent prior to assignment of this Contract as set forth herein, may result in termination of this Contract at the City's discretion, without penalty or prejudice to any other remedy it may be entitled to at law, or in equity or otherwise under this Contract. If the City elects to terminate this Contract, the Contractor shall provide the City refund of any prepaid, unused portion of the fees, calculated from the date of termination to the end of the then -current term. 51.AUDIT: The City of Plano reserves the right to audit the records and performance of Contractor during the contract and for three years thereafter. 52. CHANGE ORDERS: No oral statement of any person shall modify or otherwise change, or affect the terms, conditions or specifications stated in this contract. All change orders to the contract will be made in writing by the City of Plano. 53. INDEMNIFICATION: Contractor agrees to defend, indemnify and hold the City and its respective officers, agents and employees, harmless against any and all claims, lawsuits, judgments, fines, penalties, costs and expenses for personal injury (including death), property damage, intellectual property infringement claims (including patent, copyright and trademark infringement) or other harm or violations for which recovery of damages, fines, or penalties Page 5 of 9 PPM Rev.5.1.20 CITY OF PLANO GENERAL TERMS AND CONDITIONS is sought, suffered by any person or persons that may arise out of or be occasioned by Contractor's breach of any of the terms or provisions of the contract, violations of law, or by any negligent, grossly negligent, intentional, or strictly liable act or omission of the Contractor, its officers, agents, employees, invitees, subcontractors, or sub- subcontractors and their respective officers, agents, or representatives, or any other persons or entities for which the Contractor is legally responsible in the performance of the contract. The indemnity provided for in this paragraph shall not apply to any liability resulting from the sole negligence of City, and its officers, agents, employees or separate Contractors. City does not waive any governmental immunity or other defenses available to it under Texas or federal law. The provisions of this paragraph are solely for the benefit of the parties hereto and are not intended to create or grant any rights, contractual or otherwise, to any other person or entity. Contractor, at its own expense, is expressly required to defend City against all such claims. City reserves the right to provide a portion or all of its own defense; however, City is under no obligation to do so. Any such action by City is not to be construed as a waiver of Contractor's obligation to defend City or as a waiver of Contractor's obligation to indemnify City pursuant to this agreement. Contractor shall retain defense counsel within seven (7) business days of City's written notice that City is invoking its right to indemnification under this agreement. If Contractor fails to retain counsel within the required time period, City shall have the right to retain defense counsel on its own behalf and Contractor shall be liable for all costs incurred by City. In addition to Contractor's intellectual property infringement indemnification and defense requirements herein, if an infringement claim occurs, or in Contractor's opinion is likely to occur, Contractor shall, at its expense: (a) procure for City the right to continue using the product; (b) replace or modify the product so that it becomes non - infringing while providing functionally equivalent performance; or (c) accept the return of the product and grant City a reimbursement for the product. Contractor will proceed under subsection (c) above only if subsections (a) and (b) prove to be commercially unreasonable. The intellectual property infringement indemnification herein applies to all products provided, supplied or sold under this agreement by Contractor to City whether manufactured by Contractor or a third party. Contractor represents that, to the best of its knowledge, City's use of products that are provided supplied, or sold by Contractor to City as part of this agreement does not constitute an infringement of any intellectual property rights and City has the legal right to use said products. City enters into this agreement relying on this representation. The indemnification herein survives the termination of the contract and/or dissolution of this agreement including any infringement cure provided by the Contractor. 54. TERMINATION: City may, at its option, with or without cause, and without penalty or prejudice to any other remedy it may be entitled to at law, or in equity or otherwise under this Contract, terminate further work under this Contract, in whole or in part by giving at least thirty (30) days prior written notice thereof to Contractor with the understanding that all services being terminated shall cease upon the date such notice is received unless otherwise indicated in writing by the City. If the City elects to terminate this Contract, the Contractor shall provide the City refund of any prepaid, unused portion of the fees, calculated from the date of termination to the end of the then -current term. Contractor shall be entitled to compensation for any and all work completed to the satisfaction of City in accordance with the provisions of this Contract prior to termination. 55. TERMINATION FOR DEFAULT: The City of Plano reserves the right to enforce the performance of the contract in any manner prescribed by law or deemed to be in the best interest of the City in the event of breach or default of the contract. The City reserves the right to terminate the contract immediately in the event the Contractor fails to 1) meet delivery schedules or, 2) otherwise perform in accordance with these specifications. Breach of contract or default authorizes the City to award contract to another Contractor, purchase elsewhere and charge the full increase in cost and handling to the defaulting Contractor. 56. REMEDIES: The Contractor and the City of Plano agree that each party has rights, duties, and remedies available as stated in the uniform commercial code and any other available remedy, whether in law or equity. 57. VENUE: This agreement will be governed and constructed according to the laws of the state of Texas. This agreement is performable in Collin/Denton County, Texas. Exclusive venue shall be in Collin County, Texas. 58. DELINQUENT TAXES: Section 2-2 of the City Code of Ordinances prohibits the payment of public funds to persons that owe delinquent taxes to the City of Plano. Therefore, payment to a Contractor for goods or services provided to the City under contract or Purchase Order may be withheld in the event the Contractor owes delinquent taxes to the City. 59. WORKFORCE: A. The Contractor shall employ only orderly and competent workers, skilled in the performance of the services which they Page 6 of 9 PPM Rev.5.1.20 CITY OF PLANO GENERAL TERMS AND CONDITIONS will perform under the Contract. B. The Contractor, its employees, subcontractors, and subcontractor's employees may not while in the course and scope of delivering goods or services under a City of Plano contract on the City's property; i. use or possess a firearm, including a handgun that is licensed under state law, except as required by the terms of the contract; who hold a license to carry a handgun or who otherwise lawfully possess a firearm and ammunition may keep such items in their locked personal vehicle while parked on City Property; or ii. use or possess alcoholic or other intoxicating beverages, illegal drugs or controlled substances, nor may such workers be intoxicated, or under the influence of alcohol or drugs, on the job. C. If the City or the City's representative notifies the Contractor that any worker is incompetent, disorderly or disobedient, has knowingly or repeatedly violated safety regulations, has possessed any firearms, or has possessed or was under the influence of alcohol or drugs on the job, the Contractor shall immediately remove such worker from Contract services, and must not employ such worker again on Contract services without the City's prior written consent. D. The immigration reform and control act of 1986 (IRCA) makes it illegal for employers to knowingly hire or recruit immigrants who do not possess lawful work authorization and requires employers to verify their employees' work eligibility on a U.S. department of justice form 1-9. The Contractor warrants that Contractor is in compliance with IRCA and will maintain compliance with IRCA during the term of the contract with the City. Contractor warrants that Contractor has included or will include a similar provision in all written agreements with any subcontractors engaged to perform services under this contract. STATUTORY CONTRACTING REQUIREMENTS: The following terms apply when required by applicable Texas statute(s) or for purchases funded or reimbursed using Federal funds. 60. COMPLIANCE WITH TX GOVT CODE 2270: A. As required per Texas Government Code Section 2270.001, the Contractor certifies the following: i. Company does not boycott Israel; ii. Company will not boycott Israel during the term of the contract. 61. FEDERALLY FUNDED PROJECTS: For projects using Federal funds the following shall apply: The City of Plano, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 U.S.C. §§ 2000d to 2000d-4) and its Regulations, hereby notifies all bidders that it will affirmatively ensure that for any contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full and fair opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award 62. COMPLIANCE WITH THE CONTRACT WORK HOURS AND SAFETY STANDARDS ACT f29 C.F.R. 5.5(b)1: (1) Overtime requirements. No contractor or subcontractor contracting for any part of the contract work which may require or involve the employment of laborers or mechanics shall require or permit any such laborer or mechanic in any workweek in which he or she is employed on such work to work in excess of forty hours in such workweek unless such laborer or mechanic receives compensation at a rate not less than one and one-half times the basic rate of pay for all hours worked in excess of forty hours in such workweek. (2) Violation; liability for unpaid wages; liquidated damages. In the event of any violation of the clause set forth in paragraph (b)(1) of this section the contractor and any subcontractor responsible therefor shall be liable for the unpaid wages. In addition, such contractor and subcontractor shall be liable to the United States (in the case of work done under contract for the District of Columbia or a territory, to such District or to such territory), for liquidated damages. Such liquidated damages shall be computed with respect to each individual laborer or mechanic, including watchmen and guards, employed in violation of the clause set forth in paragraph (b)(1) of this section, in the sum of $27 for each calendar day on which such individual was required or permitted to work in excess of the standard workweek of forty hours without payment of the overtime wages required by the clause set forth in paragraph (b)(1) of this section. (3) Withholding for unpaid wages and liquidated damages. The (the Federal agency or the loan or grant recipient, whichever is applicable) shall upon its own action or upon written request of an authorized representative of the Department of Labor withhold or cause to be withheld, from any moneys payable on account of work performed by the contractor or subcontractor under any such contract or any other Federal contract with the same prime contractor, or any other federally -assisted contract subject to the Contract Work Hours and Safety Standards Act, which is held by the same Page 7 of 9 PPM Rev.5.1.20 CITY OF PLANO GENERAL TERMS AND CONDITIONS prime contractor, such sums as may be determined to be necessary to satisfy any liabilities of such contractor or subcontractor for unpaid wages and liquidated damages as provided in the clause set forth in paragraph (b)(2) of this section. (4) Subcontracts. The contractor or subcontractor shall insert in any subcontracts the clauses set forth in paragraph (b)(1) through (4) of this section and also a clause requiring the subcontractors to include these clauses in any lower tier subcontracts. The prime contractor shall be responsible for compliance by any subcontractor or lower tier subcontractor with the clauses set forth in paragraphs (b)(1) through (4) of this section. 63. CLEAN AIR ACT AND THE FEDERAL WATER POLLUTION CONTROL ACT: Clean Air Act 1. The contractor agrees to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act, as amended, 42 U.S.C. § 7401 et seq. 2. The contractor agrees to report each violation to the (City of Plano or applicant, whichever is applicable, entering into the contract) and understands and agrees that the (City of Plano or applicant, whichever is applicable, entering into the contract) will, in turn, report each violation as required to assure notification to the Federal Emergency Management Agency, and the appropriate Environmental Protection Agency Regional Office. 3. The contractor agrees to include these requirements in each subcontract exceeding $150,000 financed in whole or in part with Federal assistance provided by FEMA. Federal Water Pollution Control Act 1. The contractor agrees to comply with all applicable standards, orders, or regulations issued pursuant to the Federal Water Pollution Control Act, as amended, 33 U.S.C. 1251 et seq. 2. The contractor agrees to report each violation to the (City of Plano or applicant, whichever is applicable, entering into the contract) and understands and agrees that the (City of Plano or applicant, whichever is applicable, entering into the contract) will, in turn, report each violation as required to assure notification to the Federal Emergency Management Agency, and the appropriate Environmental Protection Agency Regional Office. 3. The contractor agrees to include these requirements in each subcontract exceeding $150,000 financed in whole or in part with Federal assistance provided by FEMA. 64. DEBARMENT AND SUSPENSION: (1) This contract is a covered transaction for purposes of 2 C.F.R. pt. 180 and 2 C.F.R. pt. 3000. As such, the contractor is required to verify that none of the contractor's principals (defined at 2 C.F.R. § 180.995) or its affiliates (defined at 2 C.F.R. § 180.905) are excluded (defined at 2 C.F.R. § 180.940) or disqualified (defined at 2 C.F.R. § 180.935). (2) The contractor must comply with 2 C.F.R. pt. 180, subpart C and2 C.F.R. pt. 3000, subpart C, and must include a requirement to comply with these regulations in any lower tier covered transaction it enters into. (3) This certification is a material representation of fact relied upon by (the City of Plano, or recipient/subrecipient/applicant, whichever is applicable). If it is later determined that the contractor did not comply with 2 C.F.R. pt. 180, subpart C and 2 C.F.R. pt. 3000, subpart C, in addition to remedies available to (the City of Plano, or recipient/subrecipient/applicant, whichever is applicable), the Federal Government may pursue available remedies, including but not limited to suspension and/or debarment. (4) The bidder or proposer agrees to comply with the requirements of2 C.F.R. pt. 180, subpart C and 2 C.F.R. pt. 3000, subpart C while this offer is valid and throughout the period of any contract that may arise from this offer. The bidder or proposer further agrees to include a provision requiring such compliance in its lower tier covered transactions. 65. BYRD ANTI -LOBBYING AMENDMENT, 31 U.S.C. § 1352 (as amended): Contractors who apply or bid for an award of $100,000 or more shall file the required certification. Each tier certifies to the tier above that it will not and has not used Federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, officer or employee of Congress, or an employee of a Member of Congress in connection with obtaining any Federal contract, grant, or any other award covered by 31 U.S.C. § 1352. Each tier shall also disclose any lobbying with non -Federal funds that takes place in connection with obtaining any Federal award. Such disclosures are forwarded from tier to tier up to the recipient who in turn will forward the certification(s) to the awarding agency. Page 8 of 9 PPM Rev.5.1.20 CITY OF PLANO GENERAL TERMS AND CONDITIONS 66. PROCUREMENT OF RECOVERED MATERIALS: i. In the performance of this contract, the Contractor shall make maximum use of products containing recovered materials that are EPA -designated items unless the product cannot be acquired- 1. Competitively within a timeframe providing for compliance with the contract performance schedule; 2. Meeting contract performance requirements; or 3. At a reasonable price. ii. Information about this requirement, along with the list of EPA- designated items, is available at EPA's Comprehensive Procurement Guidelines web site, https://www.epa.gov/smm/comprehensive- procurement-guideline-cpg-program. iii. The Contractor also agrees to comply with all other applicable requirements of Section 6002 of the Solid Waste Disposal Act. 67. ACCESS TO RECORDS: The following access to records requirements apply to this contract: (1) The Contractor agrees to provide the City of Plano, (recipient, if applicable), the FEMA Administrator, the Comptroller General of the United States, or any of their authorized representatives access to any books, documents, papers, and records of the Contractor which are directly pertinent to this contract for the purposes of making audits, examinations, excerpts, and transcriptions. (2) The Contractor agrees to permit any of the foregoing parties to reproduce by any means whatsoever or to copy excerpts and transcriptions as reasonably needed. (3) The Contractor agrees to provide the FEMA Administrator or his authorized representatives access to construction or other work sites pertaining to the work being completed under the contract. (4) In compliance with the Disaster Recovery Act of 2018, the City of Plano and the Contractor acknowledge and agree that no language in this contract is intended to prohibit audits or internal reviews by the FEMA Administrator or the Comptroller General of the United States. Page 9 of 9 PPM Rev.5.1.20 F Plano City of �' Excellence 2021-04440-AC Utility Bill and Insert Printing and Fulfillment Statement of Objectives ,p Plano ('itt/ qf Excellence 2021-0440-AC Utility Bill and Insert Printing and Fulfillment Statement of Objectives Contents 1. Background/Introduction 1 2. Omitted 3. Objectives 1 4. Current Environment 1 5. Scope of Effort 1 6. Constraints 1 7. Tasks/Deliverables 2 8. Test Plan 5 9. Training 5 10. Omitted 11. Omitted 12. Desired Skills and Knowledge 5 13. Omitted 14. Work History/Past Performance 5 15. Insurance 5 16. Omitted 17. Omitted 18. Data Ownership 6 19. Omitted 20. Assignment 6 21. Warranty 6 22. Omitted 23. Omitted 24. Period of Performance 6 25. Omitted 26. Proposal Response Format 6 27. Evaluation Criteria 8 28. Best and Final Offer 8 Appendix A —Sample Materials A-1 Plano + of,Excdkence 2021-0440-AC Utility Bill and Insert Printing and Fulfillment Statement of Objectives 1. BACKGROUND/INTRODUCTION The City of Plano (the "City") is soliciting proposals for data processing, printing, and mailing of utility bills and inserts. This Statement of Objectives (SOO) identifies the broad, basic, top-level objectives of the acquisition and is used as a focusing tool for both the City of Plano and offerors. While requirements are listed, it is the City's intent to provide maximum flexibility to allow for each offeror to propose an innovative approach that it believes meets the requirements and should be considered by the City. 2. OMITTED 3. OBJECTIVES 3.1 Provide a high -quality, accurate, and timely printed water bill to our customers. 3.2 Obtain the lowest possible postage costs. 4. CURRENT ENVIRONMENT 4.1 Inserts are printed directly from industry -standard electronic files (e.g., Adobe Photoshop, Illustrator, InDesign, PDF) on uncoated or coated paper and are mailed with utility bills. Daily production averages approximately 3,750 bills but may be as many as 12,000 bills on occasion. A billing schedule will be provided to the contractor monthly. 4.2 Less than 1% of bills are mailed in bulk packages. Bills are normally one page and are blank on the back. There is no static backer. 4.3 The current contractor returns PDF files of each bill that is processed, and the City handles e-billing. 5. SCOPE OF EFFORT 5.1 Service includes: 5.1.1 Receiving and processing a data transfer daily; 5.1.2 Printing and folding of bills and inserts, and envelope inserting; 5.1,3 CASS certification, presorting, metering, and mailing. 5.2 Out of Scope 5.2.1 Online payment processing 5.2.2 E-billing 5.2.3 NCOA 6. CONSTRAINTS 6.1 Contractor is responsible for all costs associated with errant printing and mailing of bills due to no fault of the City. Bid Number Statement of Objectives Page 1/8 7. TASKS/DELIVERABLES General Services 7.1 All materials are to be furnished by the contractor. Data are to be provided by the City of Plano. 7.2 Provide security of information and supervision from start to finish. 7.3 Provide a single point of contact representing the account. 7.4 Warehouse envelopes in climate -controlled conditions. 7.5 Manipulate data into proper bill format. 7.6 Accept upgrades to current customer billing system. 7.7 Accept electronic data transmissions 24/7. 7.8 Perform custom programming as needed. 7.9 Have an emergency backup plan to avoid out -of -service situations. 7.10 Provide secure access for online transmission through SSL. 7.11 Provide capability to enable batch printing of selectively excluded bills. 7.12 Provide means for the City to add custom messages to bills on selected date range. Custom messages may include text or images or both. (See pages A-3 and A-18.) Custom messages on envelopes follow the same lead time as inserts. 7.13 Provide a web service or a type of API to allow for the extraction of statements for automation purposes and displaying content online. E-presentment is provided by the City. This web service or API should provide methods to pull individual statements by bill date and account number and should allow for the statements to be returned to the client in a byte array or provide a URL to the statement online. Minimally, 12 months of statement data should be available via this web service or API. 7.13.1 The integration will not be bi-directional. City will only read data via GET request. No POST, PUT, DELETE, or PATCH requests will be called. Daily Transmission of Electronic Data 7.14 ASCII data files will be provided. 7.15 Provide a secure electronic means for file transmission. 7.16 Confirm receipt of file daily by return email to person specified when the file is received. 7.17 Provide a report daily when file has been processed for printing. 7.17.1 File size and billing cycle will be utilized as confirming data. 7.17.2 Provide, as part of this report, the amount of postage charges for the billing included in the report. 7.18 Data may be transmitted in multiple files throughout the day. Files received prior to noon should be processed and mailed the same day. Data Processing and Mail Preparation 7.19 Selectively exclude bill types from printing (PULL, EBILL, CITY, and others identified in the file). 7.20 Bills that are excluded from printing are to be provided in PDF format for electronic distribution to customers. 2021-0440-AC Statement of Objectives Page 2/8 7.21 CASS certification to ensure lowest possible postage costs. 7.22 Carrier route sort in compliance with latest USPS standard. 7.23 When multiple bills go to same mailing address, up to three are inserted into the standard mail - out envelope, and four to fifty are merged for stuffing into one bulk envelope. 7.24 All outgoing mail shall include ZIP+4 bar coding conforming to postal requirements for automated processing. Access to Electronic Bill Image 7.25 Provide access for City staff via password -secured Internet site to exact replicas of customer bills in PDF Format for a period of 12 months. 7.26 Provide search capability based on account number, date, and date range. 7.27 Provide capability to email bill image from contractor site. 7.28 Provide PDF image of each statement processed after mailing is completed. Approval of Forms and Envelope Orders 7.29 The City will approve print stock and envelopes. Any changes during the contract must have City approval. 7.30 Proofs will be provided for approval prior to first printing and at any time a change in format is made. 7.31 All artwork remains the property of the City of Plano. Bill Printing 7.32 Pre-printed forms of any kind will not be used. 7.33 High quality print with 600 DPI or better, full -color, one-sided. (No backer; back is blank.) 7.34 Bill print fonts include OCRA for automated scanning and processing. 7.35 8-1/2 inch x 14 inch with perforation. (See pages A-2—A-4.) Statements may vary in layout and format. 7.36 Paper weight is 24-pound bond. 7.37 Top portion of bill is for customer retention and contains billing information. 7.38 Perforate bottom portion to produce a return stub 8-1/2 inch x 3-5/8 inch to be returned by customer with payment. 7.39 Fold to fit a #10 window envelope with required information visible. Bills to be inserted in a bulk envelope are to be folded to fit the bulk envelope. Envelopes 7.40 Note that envelope information provided describe the items currently being used. These are not specific requirements. Offerors may propose alternative products that will accommodate the same contents 7.41 Mail -out Envelope 7.41.1 #10 pistol window, 24 pound white wove printed one color (black ink) plus inside security tint. (See pages A-5—A-6 and A-19.) 7.41.2 Window size must comply with USPS for utilization of bar code. 2021-0440-AC Statement of Objectives Page 3/8 7,41,3 Ability to include return mail processing codes if required. 7.42 Delinquent Envelope 7.42.1 Same as Mail -out Envelope with Past Due notification printed on front in red. (See page A-7.) 7.43 Return Envelope 7.43.1 #8-5/8 window reply envelope, 20 pound white wove printed one color (black ink) plus inside security tint. (See pages A-8—A-9.). 7.43.2 Bar coded for return address. 7.44 Bulk Envelope (Mail -out) These envelopes are used to mail bills to customers such as apartment complexes who have multiple accounts going to the same address in a single envelope. 7.44.1 9" x 12" booklet envelope, 28# white wove. (See page A-10.) 7.44.2 May use mailing label or window envelope with cover page. Cover page and window configuration to be determined by contractor. 7.44.3 Additional contents include one return envelope and one of each additional informational insert. Utility Bill Folding and Inserting 7.45 Fold statement to fit Mail -out or bulk envelope, as appropriate. 7.46 Must have multiple page and selective inserting capabilities. 7.47 Contents include statement, return envelope, and up to three additional inserts. Offset Printing 7.48 Inserts may be printed one-sided or two-sided, one-, two-, or four-color, and may have full bleeds. Sized as follows: Small-8-1/2" x 3-1/2" (See pages A-11—A-13.) Medium-8-1/2" x 5-1/2" (See pages A-14—A-15.) Large-8-1/2" x 11" (See pages A-16—A-17.) 7.49 One-, two-, or four-color imprinting may be ordered on Mail -out envelope. (See page A-19.) Mailing 7.50 Daily (5 days per week) 7.51 Turnaround —data in by noon, process same business day and deliver to USPS bulk processing center. 7.52 The City of Plano will provide a monthly postage check to be held by the contractor in a postage - on -hand account and drawn from as needed. The contractor will obtain the best possible postage rates for bulk mailing. 7.53 Provide a postage usage report monthly. Usage information will be utilized by the City to adjust the monthly postage check amount as needed. If at the end of the contract a credit balance is realized, the City should be reimbursed within 30 business days. Invoicing 7.54 Submit invoices monthly. 2021-0440-AC Statement of Objectives Page 4/8 7.55 Only invoice for work completed. 7.56 Insert Printing should be invoiced separately from bill printing. 7.57 Invoicing should itemize services according to proposal form. 7.58 Specify details of special handling bills. 7.59 List number of bills printed for the period. Added Value 7.60 Preference will be given to companies providing high -quality in-house insert printing. 7.61 Provide occasional courier service for special delivery and pick up requests. 7.62 The City of Plano encourages offerors to provide Environmentally Preferable Products. Options of interest include: 7.62.1 Vegetable -based and recycled (filtered) inks; avoid inks containing heavy metals. 7.62.2 Papers and envelopes made with post -consumer fiber and other environmentally preferable paper fibers. 7.62,3 Processed chlorine -free papers. 7.63 Offerors are invited to propose additional added value solutions that are not specifically requested but which will assist the City in meeting its stated objectives. 8. TEST PLAN A sample data file may be provided to the intended awardee for testing and validation prior to award. This will service to demonstrate offeror's capability to process the file as provided. 9. TRAINING The Contractor is required to provide training to City of Plano staff as needed to insure continuity of the process. 10. OMITTED 11. OMITTED 12. DESIRED SKILLS AND KNOWLEDGE 12.1 Technical expertise of integration web services in a Microsoft .NET environment 12.2 Familiarity with postal regulations and rates 13. OMITTED 14. WORK HISTORY/PAST PERFORMANCE Offeror should have successful history performing work of similar complexity and volume companies or governmental agencies of this scope and size within the last three years. 15. INSURANCE The successful offeror must submit proof of meeting necessary insurance requirements within ten (10) business days of request by the City. Failure to respond within ten business days may be grounds for declaring offer non -responsive to the specifications. 2021-0440-AC Statement of Objectives Page 5/8 16. OMITTED 17. OMITTED 18. DATA OWNERSHIP In conducting business and in anticipation of conducting business with contractor, it may be necessary for the City to share trade secrets and/or other confidential information and/or proprietary information or matter with contractor. The parties agree that such information and the materials referenced in the contract, the results and developments therefrom are confidential/proprietary information which belongs to the City. Contractor agrees not to disclose to any third party any such trade secrets and/or confidential or proprietary information for its own separate benefits. Contractor will be responsible for its employees or agents complying with the provisions of this Contract. 19. OMITTED 20. ASSIGNMENT The offeror understands that, should their proposal be accepted, they agree as the contractor to retain control and to give full attention to the fulfillment of this contract, that this contract shall not be assigned without the prior written consent of City, and that no part or feature of the work will be assigned to anyone objectionable to City. Contractor further agrees that subcontracting any portion or feature of the work, or materials required in the performance of this contract, shall not relieve contractor from its full obligations to City as provided by this contract. Failure to obtain City's written consent prior to assignment of this contract as set forth herein, may result in termination of this contract at the City's discretion, without penalty or prejudice to any other remedy it may be entitled to at law, or in equity or otherwise under this contract. If the City elects to terminate this contract, the contractor shall provide the City refund of any prepaid, unused portion of the fees, calculated from the date of termination to the end of the then -current term. 21. WARRANTY Contractor is responsible for all costs associated with errant printing and mailing of bills due to no fault of the City. 22. OMITTED 23. OMITTED 24. PERIOD OF PERFORMANCE 24.1 Contract will be awarded for one year and will automatically renew for four additional one-year periods unless sooner terminated pursuant to City of Plano General Terms and Conditions. 25. OMITTED 26. PROPOSAL RESPONSE FORMAT The preferred method of proposal submission is online through planotx.ionwave.net. If you elect not to submit your proposal online, provide one hardcopy and two soft copies on electronic media (e.g., USB drives or CDs). All pages should be numbered. Include the cost proposal in the hardcopy and as a separate electronic file, preferably in Excel format. Include all information requested in this SOO, in the format described in this section. Provide detailed descriptions of how you fulfill each requirement. Be as accurate and succinct as possible. Evaluators may take the clarity and completeness of a proposal into consideration. 2021-0440-AC Statement of Objectives Page 6/8 If you include exceptions in your proposal, identify each exception taken noting the specific SOO section number and provide a detailed description of the exception taken and your proposed replacement language. The offeror is solely responsible for thoroughly understanding the RFP and its attachments, exhibits, and forms. All issues that might be advanced or addressed by way of assumption should be submitted as questions before question cutoff. The City is prevented by the Texas Constitution (Article 11, Section 5) from indemnifying vendors. Offerors are strongly discouraged from including terms in their proposals that require the City to indemnify them. Inclusion of such terms may result in the proposal being rejected. SECTION I —EXECUTIVE SUMMARY Summary Provide a concise narrative summary of your proposal, including significant risks, and a highlight of any key or unique features, excluding cost/price. The highlighted features should tie in with the stated evaluation criteria. Summary material presented here does not meet the requirement for any portion for other sections of the proposal. Table of Contents Provide a master table of contents of the entire proposal. SECTION II —COMPANY PROFILE Overview Provide an overview of your company, including its history, size, structure, longevity, and primary business function. Key Personnel Provide resumes and certificates of key personnel who will be assigned to this project. Describe their role in the company as well as their planned participation in the project. See Desired Skills and Knowledge for additional details. References Provide recent references most relevant in demonstrating your ability to successfully complete this project. For each reference, provide current contact information (name, phone number, and email) and a brief description of the work performed. Refer to the Work History section for guidance regarding the City's expectations. Offerors are cautioned that the City may use data obtained from other sources in addition to the information provided in this section when evaluating past and present performance. Subcontracting Plan If insert printing is outsourced, submit information regarding proposed subcontractor. Include name of subcontractor, address, phone number, and a brief description of the working relationship between your company and theirs Note the requirements outlined in the Assignment section. SECTION III —DETAILED SOLUTION AND WORK PLAN Address each of the services listed in section 7 of the specifications and explain how you propose to meet or exceed the City's needs. Label each item with the corresponding specification number. 2021-0440-AC Statement of Objectives Page 7/8 SECTION IV —ADDED VALUE Address the Added Value requested in section 7 of the specifications, as well as any other enhancements or services which are offered but were not specifically requested. For items not specifically requested, explain how they would assist the City in meeting its objectives or would offer additional efficiencies or cost savings. SECTION V—COST A cost worksheet has been provided for your use. When completed, upload it as an attachment in IonWave, preferably in Excel format. SECTION VI —SAMPLES: Provide physical samples of your printed work produced on the paper and envelope stock offered in your proposal. If insert printing is to be outsourced, provide samples of the subcontractor's work as well. Clearly label the package with the solicitation number, the offering company's name, and 'SAMPLES.' In order to facilitate the award process, offerors are requested to submit samples to the Purchasing Division prior to proposal due date and time. Otherwise, samples must be received within five business days of request by the City of Plano. Failure to comply within five business days may be grounds for declaring offer non -responsive to specifications. The Purchasing Division is located at 1520 K Ave, Suite 370, Plano, TX 75074. SECTION VII—DOCUMENTATION Provide API documentation. 27. EVALUATION CRITERIA The City of Plano will select the proposal that is determined to be the best value for the City considering the relative importance of the following criteria and weights and any other facts considered relevant by the City. The City reserves the right to request presentations or demonstrations from some or all offerors in order to further develop evaluation scores. The City reserves the right to award contracts without any negotiations and reserves the right not to make an award. Criterion WEIGHT Qualifications and Work History 15% Solution and Work Plan 20% Insert Printing 10% Added Value 5% Cost for bill processing, printing, and mailing 35% Cost for insert printing 15% Offerors should be aware that any information regarding sealed proposals cannot and will not be disclosed to the public prior to contract award. 28. BEST AND FINAL OFFER The City reserves the right to request best and final offers from any or all offerors. 2021-0440-AC Statement of Objectives Page 8/8 Plano ('ityof �i. 'e11eiu'e 2021-0440-AC Utility Bill and Insert Printing and Fulfillment Statement of Objectives APPENDIX A —SAMPLE MATERIALS Physical samples are available for examination in the City of Plano Purchasing Division, 1520 K Avenue, Suite 370, Plano, TX 75074. You must call ahead and make an appointment to view the samples (972) 941-7557. 2021-0440-AC A-1 Page1of1 Plano f City of Excellence Municipal Center Office 1520 K Ave Ste 120 PO Box 861990 Plano, TX 75086-1990 Office Phone: 972-941-7105 Hours: Monday -Friday 8:00-5:00 Night depository available Environmental Waste Services: 972-769-4150 After -Hours Emergencies: 972-727-1623 Pay online at www.plano.gov Pay By Phone: 972-941-5040 IIEFSEMME METER NUMBER H52446811 SERVICE TYPE WATER CURRENT METER READ 812200 PREVIOUS METER READ 598750 CONSUMPTION (IN GALLONS) 13,450 YOUR HISTORICAL USAGE (IN GALLONS) 35000 28000 21000 r a 14000 8 7000 0 Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep MI Previous Usage • Current Usage Current Consumption Consumption Same Previous 12 Billing Periods Period Last Year Consumption Average 13,450 21,350 17,363 IMPORTANT MESSAGE Beginning April 1st, mailing of a separate red delinquent notice will be discontinued. In the future, if your account is delinquent, you will see a red message box on your regular billing statement. Beginning April 1, customers may water up to two times per week. However, the City is urging customers to water wisely and only as needed. Addresses ending with zero and even numbers may water on Mondays and Thursdays, and addresses ending with odd numbers may water on Tuesdays and Fridays. Watering with sprinklers from 10 a.m. to 6 p.m. is prohibited, Visit plano.gov/water for more information on watering days. e e Winter Watering Schedule begins Nov. 1. Residents and businesses will retum to once a week sprinkler use with watering allowed between 10 a.m. and 6 p.m. to reduce the risk of nighttime freezing and prevent icy sidewalks and roadways. Sign up for texts or mails with guidance on when watering is needed at WaterMyYard.org. An updated watering calendar is available at plano.gov/water. ACCOUNT STATEMENT SERVICE PERIOD FROM 07/29/2016 TO 08/31/2016 ACCOUNT NUMBER 103164 ACCOUNT NAME: SERVICE ADDRESS: ACCOUNT TYPE: CYCLE -ROUTE: 32-1551 AMOUNT DUE $116.27 I JOHN Q SAMPLE 501 MAIN ST, PLANO RESIDENTIAL BILLING DATE: 09/01/2016 ACCOUNT SUMMARY LAST BILL PAYMENT- THANK YOU BALANCE FORWARD $131.15 -$131.15 $0.00 CURRENT CHARGES NEW CHARGES WATER SEWER DRAINAGE REFUSE -95GAL REFUSE SVC SALES TAX $49.08 $46.69 $4.15 $15.10 $1.25 TOTAL NEW CHARGES $116.27 EttagMEMCMIMMEI BALANCE FORWARD $0,00 TOTAL NEW CHARGES $116.27 PAY THIS AMOUNT BY 09/26/2016 $116.27 AFTER DUE DATE YOU PAY $127.77 Due date applies to current charges ONLY. Please allow 7 days for mailing your payment. JOIN PIANO'S QUEST FOR EXCELI Ent eta APPLY TO THE CITY OF PIANO BOARDS & COMMISSIONS AS EASY AS I-2-31 1. twnss piancypelboinhandeoleabolons 2 three swlt a aorso<» arena Met Aire 2E talo>eoa or arwnr aoA+don a d into* ar awl to an $Cdewy3ago C4YdPuno PO OM fxcze find Tx 730a54R91 Keep top portion for your records and return the bottom stub with your payment. Make check payable to: City of Piano p Plano City of Excellence Municipal Center Office 1520 K Ave Ste 120 PO Box 861990 Plano, TX 75086-1990 ';i TEMP -RETURN SERVICE REQUESTED **SINGLE -PIECE 1 SGL T.PLC.9902c-A-1 2 1 SP 0.46S rlrllillllil1ll11ir'lil I1I111'II11111111ur111ii11111I1:I'iII1II1 JOHN Q SAMPLE 501 MAIN ST PLANO TX 750756723 SERVICE ADDRESS: CYCLE -ROUTE: 32-1551 501 MAIN ST, PLANO BILLING DATE: 09/01/2016 ACCOUNT NU DUE DATE 103164 II 09/26/2016 II AFTER DUE DATE YOU PAY Please write account number on check and remit payment to: AMOUNT $116.27 $127.77 AMOUNT ENCLOSED 1111111ii1'I11i1II1IiIII9111111111i'111'11114llll41111I1111111 CITY OF PLANO PO BOX 861990 2021-0440-AC A-2 Plano - - City of Excellence Municipal Center Office 1520KAve Ste 120 PO Box 861990 Plano, TX 75086-1990 Office Phone: 972-941-7105 Hours: Monday -Friday 8:00-5:00 Night depository available Environmental Waste Services: 972-769-4150 After -Hours Emergencies: 972-727-1623 Pay online at www.plano.gov Pay By Phone: 972-941-5040 METER NUMBER H52186827 SERVICE TYPE WATER CURRENT PREVIOUS CONSUMPTION METER READ METER READ iiN GALLONSI 1202350 1167900 34,450 YOUR HISTORICAL USAGE .LVN GALLONS} 40000 32000 24000 18000 8000 0 Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep MI Previous Usage • Current Usage Current Consumption 34,450 Consumption Same Period Last Year 37,800 Previous 12 Billing Periods Consumption Average 15,217 IMPORTANT MESSAGE Beginning April 1st mailing of a separate red delinquent notice will be discontinued. In the future. if your account Is delinquent, you will see a red message box on your regular billing statement. Beginning April 1, customers may water up to two times per week. However, the City Is urging customers to water wisely and only as needed. Addresses ending with zero and even numbers may water on Mondays and Thursdays, and addresses ending with odd numbers may water on Tuesdays and Fridays. Watering with sprinklers from 10 a.m. to 6 p.m. is prohibited. Visit plano.gov/water for more information on watering days. CONSERVATION TIPS Winter Watering Schedule begins Nov. 1. Residents and businesses will return to once a week sprinkler use with watering allowed between 10 a.m. and 6 p.m. to reduce the risk of nighttime freezing and prevent icy sidewalks and roadways. Sign up for texts or smalls with guidance on when watering is needed at WaterMyYard.org. An updated watering calendar is available at plano.govMrater. ACCOUNT STATEMENT SERVICE PERIOD FROM 07/29/2016 TO 08/31/2016 ACCOUNT NUMBER 121441 ACCOUNT NAME: SERVICE ADDRESS: ACCOUNT TYPE: CYCLE -ROUTE 32-1764 ACCOUNT SUMMARY buEDATE_ Page 1 al 1 AMOIJNTDUE I 09/26/2016 ! I $320,71 JOHN 4 SAMPLE 100 MAIN ST, PLANO RESIDENTIAL BILLING DATE: 09/01/2016 LAST BILL $121.82 PAYMENT- THANK YOU $0.00 PAST DUE BALANCE $121.82 NEW CHARGES WATER SEWER DRAINAGE REFUSE - 68 GAL REFUSE SVC SALES TAX TOTAL NEW CHARGES $158.83 $23.73 $4.15 $11.25 $0.93 $198.89 PAST DUE BALANCE TOTAL NEW CHARGES PAY THIS AMOUNT BY 09/26/201 G AFTER DUE DATE YOU PAY $121,82 $198.89 $320.71 $340.51 TO AVOID TERMINATION AND ANY ADL}lT1ONA . CHARGES. ANY PAST DUE BALANCE IS DUE Due date ap Please allow 7 days for mailing your payment. Custom message (text) Custom message (image) JOIN PIANO'S OUST FiatEXCEILDICFI .rw • APPLY TO THE CITY OF PIANO BOARDS O COMMISSIONS .• AS EASY AS I-P-3l L Lop an b prnagewsoodionekeimissions 2. Ova wakes,/ cameo ardor suw.Ilar•?4 8. Corr.*. Pit saint 00~41 and Mend crawler Cam, 44,0 r Oe►4 Cer U lire• P4. Dm WWI Piero Tx 714ees41s r 1 5 Keep top portion for your records and retum the bottom stub with your payment. Make check payable to: City of Plano Plano ofEXcellence Municipal Center Office 1520 K Ave Ste 120 PO Box 861990 Plano, TX 75086-1990 ei TEMP -RETURN SERVICE REQUESTED **SINGLE -PIECE 1 SGL T.PLC.0901b-A-1 1 1 SP 13.1165 IIIk11ilnddh.IIIIIIIiJr1111Iiu6u11ilrlrlllul'IIII1II9l JOHN Ci SAMPLE 100 MAIN ST PLANO TX 750756242 2021-0440-AC SERVICE ADDRESS: 100 MAIN ST, PLANO CYCLE -ROUTE: 32-1764 BILLING DATE: 09/01/2016 ACCOUNT NUMBER OUE'DATE AMOUNT DUE 121441 II 09/26/2016 II AFTER DUE DATE YOU PAY Please write account number on check and remit payment to: $320.71 I $340.51 AMOUNT ENCLOSED I'IIIIIIIIiiIiuiIIIIIIhIIIrII.IllpullnJIJIIIIIIiiiiIII'IuI1 CITY OF PLANO PO BOX 861990 PLANO TX 75066-1990 0000121441C 00032071313 Page 1 of 1 Gallons In Thousands Plano City of Excellence Municipal Center Office 1520 K Ave Ste 120 PO Box 861990 Plano, TX 75086-1990 Office Phone: 972-941-7105 Hours: Monday -Friday 8:00-5:00 Night depository available Environmental Waste Services: 972-769-4150 After -Hours Emergencies: 972-727-1623 Pay online at www.plano.gov Pay By Phone; 972-941.5040 METER NUMBER H52446810 SERVICE TYPE WATER CURRENT METER READ 570900 PREVFOUS CONSUMPTION METER READ (IN GALLONS( 566250 4,650 YOUR H1STORiCAL USAGE (IN GALLONS} 30000 24000 16000 12000 6000 Sep Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep El Previous Usage El Current Usage Current Consumption 4,650 Consumption Same Period Last Year 8,300 Previous 42 Billing Periods Consumption Average 8,967 IMPORTANT MESSAGE Beginning April 1st, mailing of a separate red delinquent notice will be discontinued. In the future, if your account is delinquent, you will see a red message box on your regular billing statement. Beginning April 1. customers may water up to two times per week. However, the City is urging customers to water wisely and only as needed. Addresses ending with zero and even numbers may water on Mondays and Thursdays, and addresses ending with odd numbers may water on Tuesdays and Fridays. Watering with sprinklers from 10 a.m. to 6 p.m. Is prohibited. Visit plano.govlwater for more information on watering days. CONSERVATION TIPS Winter Watering Schedule begins Nov. 1. Residents and businesses will return to once a week sprinkler use with watering allowed between 10 a.m. and 6 p.m. to reduce the risk of nighttime freezing and prevent icy sidewalks and roadways. Sign up for texts or smalls with guidance on when watering is needed at WaterMyYard.org. An updated watering calendar Is available at ptano.govkvater. ACCOUNT STATEMENT SERVICE PERIOD FROM 07/29/2016 TO 08/31/2016 ACCOUNT NUMBER OUE DATE AMOUNT DUE 103157 11 09/26/2016 II $74.41 ACCOUNT NAME: JOHN Q SAMPLE SERVICE ADDRESS: 500 MAIN ST, PLANO ACCOUNT TYPE: RESIDENTIAL CYCLE -ROUTE: 32-1551 BILLING DATE: 09/01/2016 ACCOUNT SUMMARY LAST BILL PAYMENT- THANK YOU BALANCE FORWARD $86.09 -$86.09 $0.00 NEW CHARGES WATER SEWER DRAINAGE REFUSE - 95 GAL REFUSE SVC SALES TAX TOTAL NEW CHARGES $22.67 $31.24 $4.15 $15.10 $1.25 $74.41 BALANCE FORWARD $0.00 TOTAL NEW CHARGES $74.41 PAY THIS AMOUNT BY 09126/2016 $74.41 AFTER DUE DATE YOU PAY $81.73 Due date applies to current charges ONLY. Please allow 7 days for mailing your payment. RECURRING PAYMENT - PLEASE DO NOT PAY JOI I PIANO'S HEST FOR EXCEL LEMCEI APPLY TO THE CITY OF PIANO BOARDS COMMISSIONS t• AS EASY AS 1.2-91 I!. too aea 2. ava t warrens view* snknr into a.t t 3. i'.;rng*Nal a ankle wptceSm aid NOY& ararrtr .000 to y011ktw PO Ses 850344 Ptmo.Tx 159116.033/1 2 1' ,% Plano City of Excellence RETAIN THIS STUB FOR YOUR RECORDS Municipal Center Office 1520 K Ave Ste 120 PO Box 861990 Plano, TX 75086-1990 IST.S.i TEMP -RETURN SERV10E REQUESTED **SINGLE -PIECE 1 SGL T.PLC.0902c-A-1 1 1 SP 0.465 IIIIId1111111111t1111I11I'119111III11tll'I11111I1'IIrlhllltllll JOHN 0 SAMPLE 500 MAIN ST PLANO TX 750756723 SERVICE ADDRESS: CYCLE -ROUTE: 32-1551 ACCOUNT NUMBER 103157 AFTER DUE DATE YOU PAY 500 MAIN ST, PLANO BILLING DATE: 09/01/2016 AMOUNT UUE $74.41 RECURRING PAYMENT - PLEASE DO NOT PAY 1ilillli11IIII'Ill1l0I111Illlililil11II11IIIdII6ltltrllnd CITY OF PLANO PO BOX 861990 $81.73 2021-0440-AC A-4 #10 Mail Out envelope 2021-0440-AC N-N�v_ •'r°ir�iv'NhiVi 4/ •,y N N N N N NN 4' N , 'V .4' . iy. =N iV�. 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A'A/ N 1 /VA ,417 Al A (. / /✓ i✓VN N VA N. ,' .41 v/✓',/i 4' 4/ 1/✓'/✓ $ � 4' ' ,A/ V Al Ain A/Y A-10 Small insert 2 sides bleed (41 live green in piano Live Green in Plano provides residents with information and resources to improve the environment and conserve natural resources through green lifestyle practices. Support Live Green in Plano through a monthly tax-deductible pledge or a one-time contribution. Return this form with your utility payment or mail to: Live Green in Plano PO Box 860358 Plano, TX 75086-0358 ONE-TIME CONTRIBUTION of $ Please, add this amount to my utility bill. OR I enclosed a separate check made payable to Live Green in Plano MONTHLY PLEDGE: $1 $5 $10 Other $ My pledge amount is circled above. I understand it will be added to my utility bill and doesn't require a separate check. Name Utility Account # Address: ZIP Code Phone Email Signature Date livegreeninplano.com Questions? 972.769.4130 2021-0440-AC A-11 Small insert Full bleeds 89£0-9809L XI `Oueld O W � -13 a o -< — z —I • = — o C/3 C/] a —I o z = 0 m C/3 GO N 0 0 0 r 7003 3 0 c0 0.7 M. C 0 • co 0 cD co- O 0 o m n< o x _ co v m 0 v -a rn 0 0 0- 2 O 0 Fs, 0 m = 0 cd °�° O 0 cn o v < 0-00 a 0 N 0 5 a)v o a o 5. - � D 0 a� ✓ v a : = 0 0_ (D 0 0) 3 c CS c_ 3 3 0 c m c.n N —. co O 7 N A?Jn?JHI1 0?11/99VH o � 0 0 moo 9IOl 'SZ 1sR UV 'Anas?JnHI 2021-0440-AC A-12 Small insert Full bleeds Check plano.gov/boardsandcommissions far available positions. utilities, alarm permits, property taxes, etc.). S?11tl33G 1V IflhlnO < ONINOZ ONINNVId < indebtedness to the City (i..e. library fines, 12 months and a registered voter with no SN0Iltl13?I A11Nl1NW00 < cn 0- CD cn O 0 co O N O) cn 10IH1SIO 1VSIVHddV 1V 1N30 N11100 < 301A?J3S 11A13 < SOHVONV1S ONI01Il8 < A?JOSIAOV SN3Z1110 MOIN3S < 1N3W1SIlf'Otl JO ONVOH < NV1d AIINO33S 1N3W3d113HJ < AHOSIAOV N3113HS 1ThINtl < All?JOH1fV ONISIlOH ONV1d < 3 P 111112111110 ITEC 111 kil l 121111 I N VI I t: I •/ 2021-0440-AC A-13 CK a wdsss susus � c Cfq o c 1-0 Medium insert 3 sides bleed Register online: plano.govlcleanups. CU C 0) O. —I 0_ c R n cc° n O m ca , . -, v a- crn a Onf. -9 v a a 73 =( c..m m cn a rn -( M C d a Cn 0 E e 0 CD :. a CD cD cn 3 CD v, CD 0) 0- m n a_ � cn _CD . (. -oCD -o= n v co a o 0 = -0 Q_ CD D3 a. — 0 • sru1 co a CD. 0 C N�2 3 a m n• CCT CD 41111 - m ro rn CC cn to co C N1111 co n ? Er▪ Q gi c 0 �111 Z C7 C Cn CD Cn C cn CD a m CO :' a_ CD57 CI To schedule, call (972) 769-4130 or email eeco�7a,plano.gov. The dumpster is a FREE 30-yard roll -off container measuring 8' wide x 22' long. Cu CD n CD CD CD a TR 0 .11 a a —c � mg"" rn m a CD 3 CD co dm n cn CD a Cn 0=a CDC: m _0 cn cv" cn co Cr Q 0 0 9 Q imp 0 co o :5 v � 3 �w m • re a v 3 H 9 w n 2021-0440-AC A-14 CMK Prepared in cooperation with the North Central Texas Council of Governments through funding from the Texas Commisian on Environmental Qualify. lzOIQ glil > Photograph pieces of litter and post to Instagram using #Litterati. Check it out at Iitterati.org. Medium, insert • Take a group photo and share on facebook.com/livegreeninplano_ > Have a contest for strangest fitter or most bags. v n • 7T co • m Co O > Q N O -11 o `ti cou m 0 CD • m v • n o > Choose a creek, park or neighborhood to clean. co ca O 0 co n co ro 0 0) 0 0) 3 ro m c0 P 0 0 3 V U] n (0 a (D 0 0 ID C 0 0 0 N 0 0- 0. a) ID 0) 0) a co 0 0 CD fD • Sign up to volunteer March 1 through May 31 at plano.govlcleanups. (b • [-1 Cia CO ▪ WINN&/ Irb /IP Ohl 41 1 immo w 0 2021-0440-AC A-15 (Large insert No bleeds Fall Water -Wise Landscape Tou Saturday, October 15 9 a.m. - 3 p.m. Visit beautiful, maintainable and sustainable Plano landscapes that thrived in the summer heat! Discover attractive, drought -tolerant plants that will inspire you to give them a try! TOUR HEADQUARTERS: Environmental Education Center 4116 W. Plano Parkway, 75093 Information on the landscapes and a tour map available at plano.gov/landscapetour. 2021-0440-AC live green in plano JOIN US AT TOUR HEADQUARTERS TO: > "Ask an Expert" about landscaping and irrigation > Observe the Monarch butterfly migration in the Texas SmartScape° Demonstration Garden > Receive a free soil moisture meter while supplies last > Enjoy free refreshments Water Wise i% Landscape e ,'* Plano City of Excellence A-16 Large insert FALL EVENTS AT THE ENVIRONMENTAL EDUCATION CENTER 411G W. PLANO PKWY, 75093 REGISTER AT LIVEGREENINPLAN0.0BSRES.COM WEDNESDAYS, OCTOBER 19 NOVEMBER 16 7 - 9 PM This hands-on five -class series provides a guide for planning a Texas -friendly, low maintenance landscape. Contents include successful soil practices, water capture, water conservation and plant selection. The classes are free with the option to purchase the course book for $20. Enjoy a morning of FREE family fun celebrating the fall monarch butterfly migration! Join us at 10:30am to learn about the monarch butterflies' migration and what you can do to support them. Consult with butterfly and landscape experts about which plants are preferred and help us plant milkweed in our garden. Learn about butterflies and how to attract them to your backyard through activities: > Build a butterfly feeder > Create milkweed seed bombs > Count pollinators for the Great Sunflower Project > Join our butterfly migration parade > Prizes for the best butterfly costume or mask 2021-0440-AC A-17 #10 envelope with 2-color imprint iN/r 'VA( wN'1'iYiYAVAirY �I+N vN w/Y 1'Ni✓YN NN �v��yy v N�,y v�y Jr,* if, ��yy iVNNhN �iV�yviV 'VN YN�y, � N4Y/V 1NVN4N'r/1�'N'vA'N/V-t,2Y 1 iV AVA ' A' S iyiv.�Ay1'N1`v�yYiY %VAN •YN Y aY N N 1 YN 4 y 'V N %' .-AAVlr(' X 'v/yNN 1f/V-A`i/V •iV V/Y y,A. "YA , v 4 ' ; � 'f. 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Offers are currently under evaluation, and I have been asked to request a best and final offer (BAFO) from your organization with regard to price. In addition to any price changes, the BAFO cost sheet should incorporate the following changes: • Clarify that Search and View bill statement archive fees are waived; • Move the additional inserts cost item to Additional Fees; • Move the costs for oversized bills to Additional Fees; • Clarify that Bill Suppression is charged in lieu of (not in addition to) invoice processing fee. Provide a price list for various possible use scenarios of Letter Composer, if available. In addition, please provide technical documentation for the API offered as added value. Please send your response to me via email by Thursday, December 9, 2021. If you have any questions, feel free to contact me. Best regards, Ni Winter Contract Specialist (972) 941-7569 nikw@plano.gov DataProse, LLC. w 0 \ / e z 0 . \ E 7 / a ) / 2 0 0 -0 ( y 3 N.J 0 / \ — / \ 7 C \ 0 m 4- } / \ \ m / CO § - f / m ƒ m / ® 0 \ \ / % O # Cr) dr » o • _ q $ Ni q E rmi NI LE k f ƒ / \ / \ / \ /0 / 0 \ / / $ k 2 § / taD_ k j / ./ C ® / / a \ \ ± ) ro 0 / CL 0 k k / taD = ) \ » e e ; 2 - 5 @ E m LIB c - } , E c \ CL \_ a. 2 ' / / / 1 Instr offered free of charge. The estimated quantities provided are based on historical usage. They are provided for evaluation purposes and do not represent any guarantees. Use the "Additional Fees" section to itemize fees that are not listed elsewhere but which will be incurred for normal services. Do not leave any fees unstated. CITY OF PLANO UTILITY BILL AND INSERT PRINTING AND FULFILLMENT PRICE SCHEDULE DataProse, LLC. Comments/Notes to Buyer Extended Price Price per UOM Estimated Annual UOM 0 a u d 0 C GJ 4-4 0 0 0 0 0 U M ('A c I %-I Ol Ol O O O C1) O O O O 1 One-time One time charges incurred at contract start. V) N O U 0 4-0 (0 a-) E 7 N 0_ E 7 J 1,015,000 Each Bill Processing Bill Processing Subtotal $ CITY OF PLANO UTILITY BILL AND INSERT PRINTING AND FULFILLMENT PRICE SCHEDULE Comments/Notes to Buyer Extended Price Price per UOM Estimated Annual UOM 0 O. U v 0 E a) Comments/Notes to Buyer Extended Price Price per UOM 2 0 C 0 0- a) 0 E a) c c c c c c c c c c c c c c c c c c c c Q 0. 0. 0. 0. 0. 0. 0. 0. 0. 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Q 0. c c c c c c c c c c c O O 0 0 0 0 0 0 0 0 0 N 0 N 0 N 0 N 0 N 0 N co co co co co co co co co co co N 0 N N N N N 0 N N N u u u u u u u u u u u c ▪ ++ C ++ C ▪ ++ C ++ C ▪ ++ C ++ C ▪ ++ C ++ C ▪ ++ C ++ C co co co co ca co co ca co co ca co co ca co co N N N N N N N N N N N O O • O O • O O • O O • O O • O i 1▪ 6 0 ▪ . i ▪ 0 ▪ . 1▪ 6 0 ▪ . 1▪ 6 0 ▪ . 1▪ 6 0 i O N O N O N O N O N O N O N O N O N O N O O. a 00 a a 00 a a 00 a a 00 a a 00 a f N 00 l0 O N 00 O O O l0 CO N O 0 N M CO CO 0 c-I N N r-I Ol Ql O O c-I ri Ol O Ql 00 O O N 00 O l0 N Ol l0 0 N 00 Ol N Lf) N N N N c-I N N N N M r-I r-1 d- m ul r-1 al (-NI if) N Ll) is) dr 0o Ol N r 1 Ql m ri r1 Ql d- 4 N m N O 4 4 lD 01 r-1 N M Cr) r-1 N N N Cr) Cr) r-I N 82 Thousand O N O c-I a-. 0 'Cr) S2 0 O 0 CO a) }J Lf) L/) Lf) 00 a) ro o_ a▪ ) + .+ (0 0 L) 00 c a i a) V) O N 0 CO a-+ U U 0) S1 0) 0) N X 0, a) �O O U N O 00 73 0) 73 N (-/ c-I E 0)) 2 (0 an 0 S? 0) U S2 a) Li) N �..+ a) 0, 82 Thousand 0 L_ 0 0 ri 0 0) co 0 0 N CO 73 0) c 'L d ri X if) CO L is 0) CO +.+ 0 0 00 c a-+ a L 0) O to 0 (0 U +— U 0) L2 0) a) N a) }. 73 0) co c+ 0 U !n 0 00 O c-I 0 c-i 0) 00 L (0 J (o en 0 t 'Cr) I_ 0) U L 0 L 0) c uJ N a) 82 Thousand O N c O c-I c-I 4-- _O 0) 0 O 0 O N 00 a) c L 0_ c-I If) (30 a) 0 o_ a▪ ) + .+ (a 0 U 00 c C a 'CD 1,1 S_ 1- 0 a-+ (0 U 9- U 0) S1 0) to X X 0, 0) �O 0 U N O 00 73 a) N 0 r-I 0) 00 L (0 J 164 Thousand 0 N S_ 0 O N a-+" 0 L 0) 0_ 0 0 0 N 00 (1) S_ L d (-Y.; X Lf) 00 L is O _ 73 0) 0 0 00 c a-+ C a 'Cr) S_ 0 N C 0 (0 U U 0) S2 0) a) N a) 73 0) co �-+ 0 U !n O 00 O 73 r1 0 N (o E N 82 Thousand O N L_ 0 N N 4-;" 0 L Cr) L2 0 O O N 00 0) }J S_ 0_ m Lf) 00 a) ro o_ a) +.+ (a 0 U 00 C C a i a) S_ 1- CO U 9- U 0) S2 0) a) to X X 03 0) CO }+ 0 U N 0 00 Small, 2C, 2-sided C (0 I 0 t 'Cr.) 0 (1) U S1 'at) c L)..1 a) 0, 82 Thousand O N S_ O O N a-+" 0 L 0) 0_ 0 0 0 (-4 00 0) }+ S_ L Lll Lf) X Lf) 00 L is 0_ 73 0) 0 0 00 c a-+ C a L 0) S_ L 0 )4- sr) C 0 (0 U U 0) S2 0) 0) N X a) 73 0) co �-+ 0 U !n O 00 0 a) N r1 0 N E a) 2 75 c (o 0 t 'Cr) I_ (1) U L 0 0) c L)J .(0 0) 73 82 Thousand 1- CO U 9- U 0) S2 0) a) to X X 03 0) CO }+ 0 U N 0 00 Medium, 2C, 2-sided C (0 I 0 t a) 0 0) U S1 'at) c L)..1 a) 0, 82 Thousand O c 0 0 N 0 0) S? 0 0 0 N CO a) }J c .L d ri X Lf) 00 L is 0_ 73 0) 0 0 00 c a-+ C a L 0) S_ O to C 0 (0 U +— U 0) S1 V) 0) a) N a) 73 0) co c+ 0 U !n 0 00 O c-I 0 N 0) 00 Lro J c (o en 0 t 'Cr) I_ 0) U L 0 L 0) c uJ N 0) 82 Thousand O N S_ 0 N N 0 0) 0 O 0 O N 00 a) c L 0_ c-I If) (30 a) 0 o_ a▪ ) + .+ (a 0 U 00 c C a 'CD S_ 1- 0 4- N c 0 a-+ (0 U 9- U 0) S1 0) 0) to X X 0, 0) �O 0 U tri O 00 73 a) N 0 N 0) 00 (0 J 164 Thousand L 0 )4- sr) C 0 (0 U U 0) S1 0) 0) N X a) 73 0) co �-+ 0 U !n O 00 75 c (o 0 t 'Cr) I_ (1) U L 0 0) c L)J .(0 0) 73 820 Thousand 82,000 at a time L COO 9- N C O (0 U 9- U 0) 0_ 0) a) to X X 03 0) CO }+ 0 U N 0 00 Small, 4C, 2-sided C (0 I 0 t 'Cr.) 0 0) U S1 'at) c L)..1 (0 a) CITY OF PLANO UTILITY BILL AND INSERT PRINTING AND FULFILLMENT PRICE SCHEDULE Comments/Notes to Buyer Extended Price Price per UOM Estimated Annual UOM 82,000 at a time dA dA c c +� +J c c 0 0 O O 13 GJ N N to fC .0 _a N N c a) Q QJ 0. .! 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D C +� c fa co O co 0 s o s L 0 L a (.44 a 00 82,000 at a time dA c c 0 0 13 N fC a) c f0 0 s r, O. 82,000 at a time dA c c 0 0 13 N fC a) c f0 0 s O. 82,000 at a time O CO 00 - 0 0 O N O M CT) (O 00 0 M M 4 M l0 N: 00 0, r-i N N 01 00 l0 I� N 4 N lO hi. 0 Ql O1 r-I r-I M r-I Or�I ccrs Cr)O Cr) � N of o N- 0i LC; N 82 Thousand 574 Thousand 82 Thousand 492 Thousand 82 Thousand 82 Thousand 0) 0) O O O O N L I" L LO L C C 0 c 0 o O O O 0 O O O 0 O 0 O C C O C C a) v) N v) Y C Y •ra C as C •� C C *.c C C *.c C 0 U CO O U N p U CO 0 U CO O f6 N O f6 N 0) U_c a 0) t O a) o O N t co 0 t co 0 t o a N a a•.+ a +J a a� O- a +J c a) rcs+J c a) t rcs O v) L O n L O V1 L O L a L a L 00 a) 0) 00 0) a) O a) 0) O a) a) U L^ 0) UOA L^ 0) a) a) a 0 a) a 0 a) a a) a (Na) a) a N N O N cn 0) N N 0) N N 0) a-+ N 0) +•+ 0) 0) 00 a-+ U 00 a-• U a✓ U a- U Q • C L/ ) U 0) • C L/1 U X L -0 X L -0 X L -0 X L O QCU 0_ a% L O Lcv"L a� a� a--+ a) a-� a a) a--+ L a Tu a a a CLJ O 0_ a-- c O a-, C L a--, C I_a -, C 1-1-1as> C W as > C c0 W co W co W co W a., 00 c W a., 00 c W O. inO 0 r-I 0 r-I 0 C L a) 7 L a) • •L if; U N LI1 U ut r-I U N ri U VI 0 Vf O c Vf U X v1 c6 X !6 X •f6 X N (0 2U i (6 = U t (0 y 111 O +') if)O v 111 O +') if)O aJ (B a) (B a) 0 00 v) 'a 00 To 00 C0 -0 00 17,0 -o 2 D O -a 2 D O -a L L L a) a) a) a) a a a a co co as 0_ 0_ a 0_ a) a) a) 0) ca - (0 ca 0 0) 0 0 O O 0 0 (J 0 -O I I a) h0 to N h0 •— 04 -0 C C C ut C of •a✓ , U •a✓ ri, N c C c c U Lj a t a E a a O O E a)0) N 0) v) - N a° _ C C C J C J Envelope Printing Envelope Printing 574 Thousand Mail -out Envelope 4c Envelope Printing Offset Printing Subtotal $ CITY OF PLANO UTILITY BILL AND INSERT PRINTING AND FULFILLMENT PRICE SCHEDULE Comments/Notes to Buyer Extended Price Price per UOM Estimated Annual UOM E a) o a 0 0 o -a c a) co 4O O L. Q u- c U c bA pp E c cc L ' ,n a) O O 0) UO u 0) •. '� 0 n v o �) v o in a) t - +J co a) m +, o Q a E ci E o CU Ki .in _ L c cu C. a, LL (0 co (n VI- +., N 4-lli) a 0_+' '_ 'y U (0 cCI U +� l0 13 •L 2 O CJ d U c in co 0 0 O 0 0 0 0 0 0 o ui 4 4 li N M 0 M c-I Ln m 0 0 in 0 0 M 0 0 0 o 0 4 0 g - t (0 CO(-) w w w w • a) r (0 CO Q ? v O n3 a 0 a ADDITIONAL FEES l� 0 L 0 c0 v U N a) 4- (0 0 0 0 (B a) N C Ca) 0 0 U N N LE 0) the baseline (non -optional) service offer. O 'c 0 a) Ct c I c I 00 rl rn Additional inserts — cost to insert 0 a) c m (1) a) 0 0 0 a) 00 co L U 0 z U 0) L LE i-I 0) 0) 0 0 (0 a) LM c0 L 0 c O E Other, please explain v (0 co a) VI 00 Y c E 0) a) +' a 0 " 0 c ti0 a) c N 0) X Ol N -0 a) c -0 (0 7 L U L c O 'T I a) 00 (0 0 00 c (0 t Other, please explain window box 236,800 Each Bill Suppression Other, please explain i/} Other, please explain CITY OF PLANO UTILITY BILL AND INSERT PRINTING AND FULFILLMENT PRICE SCHEDULE Comments/Notes to Buyer Extended Price Price per UOM Estimated Annual UOM : 2 CO 3 cu s ° / \ . E E \$ ) m g \ > \ $ O m / 2 ro -0 \ G 5 t § >-0 � ƒ / t ( > CO - _ s [ & > e ° t _ E E § s © 3 ) 0 & 0 \ 3 G y - / \ U C 2 = ƒ E $ Li \ e = = t % o # 2 £ § G < ° o C 2 \ \: / \ ® / 0 U ) f c/ 2\/ m\ b \ $ W • ) ± § § 0 Po / / / £ O . g 2 >. e$6 • /m f$ t /ƒ\ 4/ L) 2 0 % 0 7•— g R E ' % — e / - \ - \ R \ / k § \ k \ ) o \ 0 z E. s 3 2 B d= eL 2% g 0 CU§@ f ƒ c 0 2 0 5 E/ f E D 0 Other, please explain and availability. insert costs that occur based on market conditions. $ \ N Total Additional Fees $ CITY OF PLANO FEES FOR PROPOSED ADDED VALUE ITEMS DataProse, LLC. Use this section to itemize fees incurred for Added Value (optional) services and enhancements offered. Item Short Description for Contract E QJ Annual Cost Section 2, page 2; Section 7 p p 0 0 0 co m m m m H H q N r-I O 0 L(i Lcl 0 0 N O O u1 O O 0 N 0 p cI cI COa+ H IA O u H ai c 0 A (5 +) C Cc (6 o' u C N cr L N L c6 LL W aJ > t co hp Cco O CO C 2 v 4— ra O I V) +, CO C 3 O _v 06 - i fB V a c N r-I API — DataProse Search&ViewBill API is a C CIO N a-, >- (B 4J 0 c v U 0 ro t 0 0 product is a connector service between L O aJ CL Per Correction a i N UJ c 0 C as (0 co 0_ N +' +-, fB c `n c p 0 _0 +-,V a) co a.'' N I U LL v O 0 c 0 c E -o U o aJ E v V) (0 co >•• CD O iJ U U O (Co . 0_ 0 Q aJ c N7:3 (i O , V X '+, N Q aJ -a O - -0 v U +-. .— Q L z _c L ro U U LL LJJ v .5 O Q N v .c 0 9- OA C 0 0 N C 4- O client that are not folded CITY OF PLANO FEES FOR PROPOSED ADDED VALUE ITEMS DataProse, LLC. Use this section to itemize fees incurred for Added Value 0 / e for Contract 1- Annual Cost 4 : / Section 4, page 33; Section 7, page 36 Price is determined based on number of c e % / / / 5 / 45 / y U. UJ Li]Z w uj 0- es e C ) / / § t NI u § G 3 / 3 2 2 e 2 \ % 5 ) 0 2 ® _» a s c® o- a E c g G o_ s\\ & \ g 2 < _ - t 0 / ƒ / / / - u t t E g E \4-0 f a CO = 5 0 \ 2 § $ / k = / / \ E. 2 ) / / / LE \ 2 /.E< b b 0 0 ¥ c / g g \ 8.7) \ \ / c c i 0_ 2 73 co / \ / 0_Q i Plano City of Excellence 2021-0440-AC Addendum 1 DataProse, LLC. Supplier Response Event Information Number: Title: Type: Issue Date: Deadline: Notes: 2021-0440-AC Addendum 1 Utility Bill and Insert Printing and Fulfillment Request for Proposal 9/28/2021 11/1/2021 01:00 PM (CT) The City of Plano is soliciting proposals for data processing, printing, and mailing of utility bills and inserts. Questions must be submitted electronically through IonWave. No questions will be answered over the phone or through email. The preferred method for proposal submission is electronically through IonWave. If you choose to submit your proposal in person, Purchasing personnel will be available Mondays and Wednesdays between the hours of 10 a.m. and 1 p.m. The person delivering the proposal must call (972) 941-7557 upon arrival during those hours and wait in the lobby for someone to meet them to receive their proposal. Responses delivered in person are to be delivered in a sealed envelope to the Purchasing Division at: City of Plano Purchasing Division 1520 K Avenue Plano, TX 75074 Ph: (972) 941-7557 All responses are due prior to the published closing date and time. No late responses will be accepted. Proposals will be opened, and the names of offerors read, on Tuesday, November 2, 2021 at 2:00 PM Central Time The reading Page 1 of 3 pages Vendor: DataProse, LLC. 2021-0440-AC Addendum 1 will be broadcast live by Plano TV and available for viewing at the time of opening by tuning into the City of Plano's Government Access Channel online or through your cable provider. Broadcast information and viewing by stream may be accessed at this link: https://www.plano.gov/1565/Plano-TV. Tabulations for these solicitations should be available on IonWave within 48 hours of the opening. We ask that you limit exposure by watching the live broadcast of the opening, or viewing tabulations electronically through lonWave, rather than attending at City Hall. Time Critical Deliveries: The City of Plano cannot guarantee, due to internal procedures, that any offers sent via Priority Mail will be picked up and delivered by the closing date and time. It is recommended that critical deliveries be made either electronically through lonWave or in person as described above. It is further recommended that users review all electronic response attachments to ensure that the uploaded files are able to be downloaded and viewed. Instructions for this, if needed, can be found in the Supplier Bid Response Quick Tutorial online in lonWave or by calling lonWave Support at 866-277-2645. Responses or parts of a response, whether hardcopy or electronic, that cannot be viewed may render your submittal non -responsive. In addition, the City reserves the right to request clarification in such cases. Contact Information Contact: Nik Winter Address: 1520 K Avenue Plano, TX 75074 Email: nikw@plano.gov Page 2 of 3 pages Vendor: DataProsc, LLC. 2021-0440-AC Addendum 1 DataProse, LLC. Information Contact: William Murray Address: 1122 W. Bethel Rd. Suite 100 Coppell, TX 75019 Phone: (972) 462-5477 Fax: (972) 462-5428 Toll Free: (800) 876-5015 Email: bmurray@dataprose.com Web Address: www.dataprose.com By submitting your response, you certify that you are authorized to represent and bind your company. William K. Murray trandolph@dataprose.com Signature Email Submitted at 11/1/2021 9:52:01 AM Requested Attachments Miscellaneous DataProse Full Proposal RFP #2021-0440-AC_Redacted.pdf Additional documentation that supports your proposal can be uploaded here. SECTION VII—DOCUMENTATION DataProse -Section 7 - API Documentation RFP #2021-0440-AC.pdf API documentation SECTION III —DETAILED DataProse-Section 3- Detailed Solution & Work Plan RFP #2021-0440-AC.pdf SOLUTION AND WORKPLAN Israel Form Israel form (updated 7.18.19) FILLED & SIGNED 10-14-2021.pdf SECTION II —COMPANY PROFILE DataProse-Section 2 - Company Profile RFP #2021-0440-AC.pdf Interlocal Agreement Plano Interlocal_DataProse 10-29-2021 .docx Section I —Executive Summary DataProse-Section 1 - Executive Summary RFP #2021-0440-AC.pdf Vendor Supplemental Vendor Supplemental Information FILLED & SIGNED screenshot attached 10-15-2021.pdf Information Vendor Acknowledgement Form Vendor Acknowledgment Form FILLED & SIGNED 10-15-2021.pdf Section IV —ADDED VALUE DataProse-Section 4 - Added Value RFP #2021-0440-AC.pdf SECTION V—COST DataProse-Cost Worksheet RFP #2021-0440-AC.xlsx Upload completed cost sheet, preferably in Excel format. CIQ-Conflict of Interest Questionnaire No response Page 3 of 3 pages Vendor: DataProse, LLC. 2021-0440-AC Addendum 1 DATAp7'OSe DataProse appreciates the opportunity to present this response for the RFP #2021-0440-AC Utility Bill and Insert Printing and Fulfillment for: 4_fr"• Plano City of Excellence November 1, 2021 D,4TA prose Table of Contents SECTION 1- EXECUTIVE SUMMARY 1 SECTION 2-COMPANY PROFILE 2 STAFF PROFILES 4 REFERENCES: 6 SECTION 3 - DETAILED SOLUTION AND WORK PLAN 7 PROJECT IMPLEMENTATION PLAN 13 PROJECT TIMELINE 14 PRODUCTION PROCESS OUTLINE 15 DATAPROSE PRODUCTION FLOW CHART 16 DPAUTO-YOUR SECURE CUSTOMER PORTAL 24/7 17 SECURE ACCESS: 17 INSIDE DPAUTO CLIENT PORTAL 17 SECURE FTP 18 DPAUTO JOB TRAX 19 DPAUTO MESSAGE MANAGER 20 COMPREHENSIVE REPORTING 21 DPAUTO REPORT SAMPLES 22 DPSYS REPORT SAMPLE: 23 MOVE UPDATE SUMMARY OUTPUT REPORT SAMPLE: 24 DATAPROSE PRINTING SOLUTIONS 25 VARIABLE DATA/ FULL -COLOR INKJET PRINTING 25 MAIL FINISHING AND DELIVERY 26 MAIL VERIFICATION AND USPS INFORMATION 26 AUTOMATED DOCUMENT FACTORY / INSERTING INTEGRITY 27 QUALITY ASSURANCE / GUARANTEED PERFORMANCE 28 AFTER-HOURS SUPPORT AND ESCALATION 28 DATAPROSE QUALITY CONTROL PROCESS OVERVIEW 29 CONFIDENTIALITY & SECURITY 30 DATA SECURITY & BUSINESS CONTINUITY PLAN 31 SECTION 4-ADDED VALUE 33 DP E-BILL- ELECTRONIC DELIVERY: 34 DP-NETBILL 34 SECTION 5 - COST (SEPARATE ATTACHMENT) 36 OPTIONAL SERVICES PRICING: 36 SECTION 6-SAMPLES 37 SECTION 7 - DOCUMENTATION 38 DATATOSC® SECTION 1 - EXECUTIVE SUMMARY Nik Winter Purchasing Division City of Plano 1520 K Avenue Plano, TX 75074 RE: RFP #2021-0440-AC Utility Bill and Insert Printing and Fulfillment Dear Nik, DataProse thanks you for the opportunity to submit our response to your Request for Proposal in support of your Utility Bill and Insert Printing and Fulfillment requirements. As the current and long-time vendor to the City, DataProse understands what it takes to meet and exceed your expectations. Please note the following as it relates to our response: - DataProse exceeds all the minimum requirements of the City's request for this Proposal. Our response has been developed with every effort to meet your unique needs for output services. - DataProse is in receipt of all formal RFP related documents, including Addendum #1. - DataProse is taking no exceptions to the terms, conditions, specifications, or other requirements listed in the RFP. - DataProse complies with all insurance requirement coverage levels and will provide the required endorsements should we be the chosen vendor. - DataProse requests that our samples and client references remain confidential. We believe the key to success is building long-term relationships with our clients as not just a vendor, but a partner. DataProse offers decades of experience in the critical transactional document production industry, including more than twenty-five (25) years serving city and county governments and municipal utilities in the state of Texas. We currently provide output billing services to over 350 clients across the U.S. including more than 300 municipal utilities, courts and taxing agencies. Our experience includes extensive knowledge of various software systems serving this sector. Although we are large enough to offer you comprehensive solutions, we are small enough to provide you with the one-on-one service and attention you should expect. I can personally assure you that DataProse will continue to provide you with the highest level of quality and responsive service available in the market today. We have appreciated working with the City for the past 17+ years, and we look forward to continuing that business relationship. Our team thanks you for the opportunity and we welcome your questions and input. DataProse, LLC 1122 W. Bethel Rd., Suite 100 Coppell, TX 75019 bmurray@dataprose.com Proposal Follow-up Contact: Tim Zombik Sales Manager- Utilities 972-462-5479 tzombik@dataprose.com 1 DATAPTOSe® SECTION 2 - COMPANY PROFILE For over 25 years the DataProse team has managed document design, composition, print and electronic delivery capabilities by serving the most demanding transaction -oriented consumer markets. We have made the production of customer documents a core part of our business and understand how mission critical it is for all our clients. Our history of designing, implementing and managing complex applications has been praised by many of our business partners. To exceed your expectations, we will work closely as a team to ensure the entire process is handled in a professional and timely manner consistent with the City's specifications. Our advanced technology and expertise, coupled with the variety of services we offer can dramatically reduce costs and risk. Our goal is to exceed your expectations in quality, timeliness and responsive customer service. Below are some examples of what makes DataProse one of the leading providers of critical document management and print/mail services in the nation: • Completely integrated electronic and printed output options. • A primary focus on critical transactional document services in the Utility Market Vertical. • Highest quality processing with secure and auditable processes. • Online customer portal: DPAuto, for file uploading, proofing, job tracking, CASS and NCOA online detailed reporting, detailed processing and postage cost, and SLA & production details. • Hosted document archive and web presentment options. • Full Service USPS Postal Unit (DMU). • Utilization of "best -in -class" industry software: OpenText Exstream — Dialogue, to compose and develop applications for print and electronic solutions. • Expandable processing/mailing capacity to ensure SLA's are always met or exceeded. • Experienced, professional programming, implementation and account management team. • Financially secure company that extensively invests in technology, infrastructure, security, quality, equipment and new services and solutions each and every year. Our goal is to create an environment that provides our clients with the opportunity to connect with their customers in innovative and efficient ways. In view of this, DataProse continues to invest in developing online applications that help our clients manage their business with us, as well as the communications with their customers. With these tools, you can monitor production, gather statistics, create dynamic and personal messages on documents, manage inserts, create and submit dynamic letters, file review and approve and track both outgoing and reply mail. Below is a brief description of our online applications. • DPAuto Customer Portal provides 24/7 file downloading, CASS and NCOA, variable messaging on individually selected documents and inserts, online document proofing prior to printing, online ability to make last minute changes before printing, real time job tracking to monitor your project throughout the entire process, detailed reporting, address updates/corrections reports from CASS and NCOA, including postage costs by job upon job completion, weekly and monthly summary reports, and mail tracking of your project from departure to delivery. • DPSearch & View: This feature is a fully -hosted web application that electronically stores exact replicas of your statements. This provides you the ability to search, view or print a document exactly as it appears to your customers, online 24/7. 2 DATAp'Y10S2" • DPView and Approve: This online tool provides the ability to view and approve your proofs, or hold entire jobs for reviewing individual documents. This allows for your ability to set specific jobs on hold and perform business validation at the document level. • DPMessage Manager: This online tool gives you the ability to add or change messaging on your bill quickly before production begins, search existing messages, or create new messages by state, zip code, or user defined data fields. • DPJobTrax: This online feature gives you the ability to track your project throughout the production process. • DPMailTrax: This online tool gives you the ability to track your inbound/outbound mail throughout the USPS postal system up to the point of delivery. • DPeBill: This service provides personalized html based graphic email delivery, 24/7 viewing and access, directs bill -payer to your EBPP Website, click -through & bounce -back reporting — 24/7 access to back -end reporting on any user -defined fields. Data Prose Locations and Contact Information Corporate Headquarters: 1122 W. Bethel Rd., Suite 100 - Southwest Production (DMU) Coppell, TX 75019 (800) 876-5015 - Phone (972) 462-5428 - Fax Processing, printing and mailing will take place at this facility. Office hours: M-F, 8:00 AM — 5:00 PM CST / After - hours hotline: (888) 856-3185 Production hours: M-F, 6:00 AM — 10:30 PM CST West Coast Production: 2930 Ramona Ave., Suite 100 Sacramento, CA 95826 Production Hours: M-F, 6:00 AM —10:00 PM PST Primary Point of Contact: Tim Zombik (972) 462-5479 tzombik@dataprose.com DATATOSC® STAFF PROFILES Bill Murray, C.E.O & Cofounder DataProse Co-founder Bill Murray built a solid background in electronic printing and strategic account management during his 28-year career with DataProse, a leading innovator in bill presentment and direct mail. Prior to this, Murray was a top performer during his 14-year sales management career with Xerox Corporation. While at Xerox, he held management positions in the US Marketing Group. In addition to leading the sales organizations, Mr. Murray initiated and managed multiple strategic alliances. He holds a BS in Business Management from California Polytechnic University, San LuisObispo. Curtis Nelson, C.O.O & Cofounder Curtis Nelson's 25-year tenure in the billing industry with DataProse includes a special focus on electronic bill presentment and payment systems. "I always try to employ a creative, strategic leadership approach, combined with a strong technical knowledge and continuous education, but our success ultimately depends on a very simple focus: always do what is right for the customer." Managing operations for DataProse, Curtis also focuses in procedural analysis and systems project execution, SAS70, other IT Control Objectives as well as Payment Card Industry standards and guidelines. (PCI, NACHA, etc.) Tim Zombik, Sales Manager - Utilities Tim's vast experience in the commercial print, billing and mail industry spans more than 25 years with a 20-year tenure at DataProse. His responsibilities include new business, contract renewals, managing relationships and cultivating new ones. Tim utilizes his excellent customer care skills to manage accounts with a "Can -Do" attitude and always do what is in the best interest of each individual client. Tony Yeverino, Production Manager Tony currently manages the overall Production Operations at DataProse. In his 10+ year tenure with DataProse, he has managed several aspects of the production environment. He is well -versed in the operation, servicing and production scheduling & planning for many types of Digital Imaging, inserting and other ancillary equipment environments. (Including, Xerox, OCE Canon, Ricoh, MBO, Bell & Howell, Pitney Bowes, Document Data Solutions, and more). Tony was a critical team member as DataProse deployed its Automated Document Factory back in 2001. During a time when many operations had not yet begun to investigate ADF technology, Tony was helping DataProse implement this best -in -class technology. Brian Ray, Chief Technology Officer Brian has spent over 16 years managing transactional document production with Xerox. This tenure includes an extensive background in providing technology solutions supporting off -site outsourcing agreements. Brian is a Texas Tech graduate with a BS in Electrical Engineering and has worked several different Information Technology assignments with Xerox before moving into a management role in 2002. In addition to working as an IT design architect with application design, networking, programming and billing - Brian eventually worked his way into a full-time Solution Architect with Xerox. Brian has spent most of the last 15 years improving overall workflow and creating technology efficiencies — including architecting the migration of the people, processes and equipment for one of Xerox's largest banking customers. Brian was the 1999 recipient of the Xerox National Champion of Customer Satisfaction award and in 2004, earned his Lean Six Sigma Greenbelt. Brian joined DataProse in 2013 and has put his talents to use improving on our, already strong processing and production systems. Gina Randall, Implementation Manager Gina oversees major project implementations and manages DataProse account relationships for over 10 years. Her dedication and hard work includes detailing project specifications, facilitating communication with various internal and external teams, analyzing client data/statistics and providing client education and training. Gina's 4 DATAp7'OSe vast experience and can -do attitude are valuable assets in meeting and exceeding client expectations. Gina managed the implementation process in 2016 when the City migrated to a new CIS provider. Rachel Alanis, Client Relations Manager Rachel's offers several years of experience as an Account Manager and has served our clients with DataProse for over 10 years. Her dedication and hard work not only ensure that her client's questions are answered, but she also maintains a strong relationship with each and every one of her contacts. She encourages open communication and always goes the extra mile to take care of her clients. Rachel is a graduate of Texas A&M University. In addition, Rachel has been the long-time dedicated account manager to the City. DESIRED SKILLS AND KNOWLEDGE 12.1 Technical expertise of integration web services in a Microsoft .NET environment ✓ DataProse has a deep bench of experienced development resources that are proficient in all data formats, how to work with complex problems and have modular based software that allows us to adjust to any client demand. 12.2 Familiarity with postal regulations and rates ✓ DataProse employs a USPS certified mail professional. Rachel Alanis, as well as the entire DataProse management team, stays on top of changes within the USPS to ensure that the appropriate USPS regulations are adhered to. ✓ DataProse will reach out to the City if there are changes from the USPS. 5 DATAPTOSe® REFERENCES: DataProse provides utility bill processing, printing and mailing services for the following clients: NAME: ADDRESS: CITY, STATE, ZIP: CONTACT PERSON: TELEPHONE: E-MAIL: CLIENT SINCE: NAME: ADDRESS: CITY, STATE, ZIP: CONTACT PERSON: TELEPHONE: E-MAIL: CLIENT SINCE: NAME: ADDRESS: CITY, STATE, ZIP: CONTACT PERSON: TELEPHONE: E-MAIL: CLIENT SINCE: City of Fort Worth 200 Texas St. Fort Worth, TX 76102 Charmaine Baylor 817-392-6629 Charmaine.baylor@fortworthtexas.gov March 2006 to present City of Georgetown 300-1 Industrial Ave. Georgetown, TX 78626 Cindy Pospisil 512-930-0532 cindy.pospisil@georgetown.org September 2001 to present City of Garland 200 N. Fifth Street Garland, TX 75040 Maria Patnett 972-205-2811 mpatnett@garlandtx.gov October 2008 to present 6 DATATOSC® SECTION 3 - DETAILED SOLUTION AND WORK PLAN General Services 7.1 All materials are to be furnished by the contractor. Data are to be provided by the City of Plano. ✓ DataProse meets this requirement and is currently providing this service to the City. 7.2 Provide security of information and supervision from start to finish. ✓ DataProse complies. Please refer to our Confidentiality and Security procedures included in this proposal. 7.3 Provide a single point of contact representing the account. ✓ DataProse provides a dedicated account manager that oversees the billing outsource relationship with the City. 7.4 Warehouse envelopes in climate -controlled conditions. ✓ DataProse meets this requirement. Our entire facility, including our warehouse is climate controlled. 7.5 Manipulate data into proper bill format. ✓ DataProse meets this requirement and currently performs this service for the City. 7.6 Accept upgrades to current customer billing system. ✓ DataProse has the ability to accept upgrades to the CIS system as they are made available. 7.7 Accept electronic data transmissions 24/7. ✓ DataProse meets this requirement. 7.8 Perform custom programming as needed. ✓ DataProse complies. DataProse has a deep bench of experienced development resources that are proficient in all data formats, how to work with complex problems, and have modular based software that allows them to adjust to any client requirement. 7.9 Have an emergency backup plan to avoid out -of -service situations. ✓ DataProse complies. Please refer to our Disaster Recovery and Business Continuity Plan included in our response. 7.10 Provide secure access for online transmission through SSL. ✓ DataProse meets this requirement. 7.11 Provide capability to enable batch printing of selectively excluded bills. ✓ DataProse meets this requirement and currently provides this service to the City. 7.12 Provide means for the City to add custom messages to all bills on selected date range. Custom messages may include text or images or both. (See pages A-3 and A-19.) Custom messages on envelopes follow the same lead time as inserts. ✓ DataProse complies. Custom messages on the bills are expedited through our online client portal. Custom messages on envelopes are coordinated between the City and their account manager. 7.13 Provide the means for the City to add individual custom message to selected bill with ability to make the message distinctive from other content on the page. (See page A-5). 7 oATAprose ✓ DataProse meets this requirement and currently provides this service to the City. 7.14 Provide a web service or a type of API to allow for the extraction of statements for automation purposes and displaying content online. E-presentment is provided by the City. This web service or API should provide methods to pull individual statements by bill date and account number and should allow for the statements to be returned to the client in a byte array or provide a URL to the statement online. Minimally, 12 months of statement data should be available via this web service or API. 7.14.1 The integration will not be bi-directional. City will only read data via GET request. No POST, PUT, DELETE, or PATCH requests will be called. ✓ DataProse meets this requirement. Please refer to Section 7 documentation for information regarding the DataProse API service. Daily Transmission of Electronic Data 7.15 ASCII data files will be provided. ✓ DataProse can accept these files. 7.16 Provide a secure electronic means for file transmission. ✓ DataProse meets this requirement. We offer 2 options for data file transmission, SFTP or through our secure DPAuto client portal. 7.17 Confirm receipt of file daily by return email to specified recipients when the file is received. ✓ DataProse meets this requirement and currently performs this service for the City. 7.18 Provide a report daily when file has been processed for printing. 7.18.1 File size and billing cycle will be utilized as confirming data. 7.18.2 Provide, as part of this report, the amount of postage charges for the billing included in the report. ✓ DataProse meets this requirement and currently provides this report online to the City via our online client portal 7.19 Data may be transmitted in multiple files throughout the day. Files received prior to noon should be processed and mailed the same day. ✓ DataProse meets this requirement and currently performs this service for the City. Data Processing and Mail Preparation 7.20 Selectively exclude bill types from printing (PULL, EBILL, CITY, and others identified in the file). ✓ DataProse meets this requirement and currently performs this service for the City. 7.21 Bills that are excluded from printing are to be provided in PDF format for electronic distribution to customers. ✓ DataProse meets this requirement and currently performs this service for the City. 7.22 CASS certification to ensure lowest possible postage costs. ✓ DataProse meets this requirement. All files are run through CASS. 7.23 Carrier route sort in compliance with latest USPS standard. ✓ DataProse meets this requirement. This is a standard element when the City's billing file is processed. 8 oATAprose 7.24 When multiple bills go to same mailing address, up to three are inserted into the standard mail- out envelope, and four to fifty are merged for stuffing into one bulk envelope. ✓ DataProse meets this requirement. Eight (8) to ninety-nine (99) pages are merged into a 9x12 envelope. 7.25 All outgoing mail shall include ZIP+4 bar coding conforming to postal requirements for automated processing. ✓ DataProse meets this requirement. Access to Electronic Bill Image 7.26 Provide access for City staff via password -secured Internet site to exact replicas of customer bills in PDF Format for a period of 12 months. ✓ DataProse meets this requirement and currently performs this service to the City. PDFs are accessible through our online client portal, DPAuto. 7.27 Provide search capability based on account number, date, and date range. ✓ DataProse meets this requirement. This capability is accessed through our online client portal. 7.28 Provide capability to email bill image from contractor site. ✓ DataProse meets this requirement. This capability is accessed through our online client portal. 7.29 Provide PDF image of each statement processed after mailing is completed. ✓ DataProse meets this requirement. We currently provide this service to the City. Approval of Forms and Envelope Orders 7.30 The City will approve print stock and envelopes. Any changes during the contract must have City approval. ✓ DataProse meets this requirement and currently coordinates with the City for all approvals. 7.31 Proofs will be provided for approval prior to first printing and at any time a change in format is made. ✓ DataProse meets this requirement and currently provides this service to the City. 7.32 All artwork remains the property of the City of Plano. ✓ DataProse acknowledges and will comply with this requirement. Bill Printing 7.33 Pre-printed forms of any kind will not be used. ✓ DataProse does not use any preprinted forms. 7.34 High quality print with 600 DPI or better, full -color, one-sided. (No backer; back is blank.) ✓ DataProse meets this requirement. Please refer to our Printing Solutions included in our response for a listing of equipment that is utilized. 7.35 Bill print fonts include OCRA for automated scanning and processing. ✓ DataProse meets this requirement and currently includes this on the City's statements. 7.36 8-1/2 inch x 14 inch with perforation. (See pages A-2—A-5.) Statements may vary in layout and format. ✓ DataProse meets this requirement and is currently providing this size statement with perforation to the City. 9 DATAp7'OSe 7.37 Paper weight is 24-pound bond. ✓ DataProse meets this requirement. DataProse uses Domtar 24# VividJet as our standard statement paper for all our billing statements. 7.38 Top portion of bill is for customer retention and contains billing information. ✓ DataProse currently produces this format for the City and is able to work with any format the City desires. 7.39 Perforate bottom portion to produce a return stub 8-1/2 inch x 3-5/8 inch to be returned by customer with payment. ✓ DataProse meets this requirement and currently produces this for the City. 7.40 Fold to fit a #10 window envelope with required information visible. Bills to be inserted in a bulk envelope are to be folded to fit the bulk envelope. ✓ DataProse meets this requirement. We currently use a #10 pistol window for standard statements and a 9x12 window envelope for multipage statements. Envelopes 7.41 Note that envelope information provided describes the items currently being used. These are not specific requirements. Offerors may propose alternative products that will accommodate the same contents. ✓ As your current vendor, DataProse provides the envelope specifications listed in the solution and work plan. 7.42 Mail -out Envelope 7.42.1 #10 pistol window, 24 pound white wove printed one color (black ink) plus inside security tint. (See pages A-6—A-7 and A-20.) 7.42.2 Window size must comply with USPS for utilization of bar code. 7.42.3 Ability to include return mail processing codes if required. ✓ DataProse currently provides this for the City. 7.43 Delinquent Envelope 7.43.1 Same as Mail -out Envelope with Past Due notification printed on front in red. (See page A-8.) ✓ DataProse currently provides this for the City. 7.44 Return Envelope 7.44.1 #8-5/8 window reply envelope, 20 pound white wove printed one color (black ink) plus inside security tint. (See pages A-9—A-10.). 7.44.2 Bar coded for return address. ✓ DataProse currently provides this for the City. 7.45 Bulk Envelope (Mail -out) These envelopes are used to mail bills to customers such as apartment complexes who have multiple accounts going to the same address in a single envelope. 7.45.1 9" x 12" booklet envelope, 28 pound white wove. (See page A-11.) 7.45.2 May use mailing label or window envelope with cover page. Cover page and window configuration to be determined by contractor. 7.45.3 Additional contents include one return envelope and one of each additional informational insert. ✓ DataProse currently provides this for the City. 10 DATAp7'OSe Utility Bill Folding and Inserting 7.46 Fold statement to fit Mail -out or bulk envelope, as appropriate. ✓ DataProse meets this requirement and currently provides this service for the City. 7.47 Must have multiple page and selective inserting capabilities. ✓ DataProse meets this requirement and currently provides this service for the City. 7.48 Contents include statement, return envelope, and up to three additional inserts. ✓ DataProse meets this requirement and currently provides this service for the City. Offset Printing 7.49 Inserts may be printed one-sided or two-sided, one-, two-, or four-color, and may have full bleeds. Sized as follows: Small-8-1/2" x 3-1/2" (See pages A-12—A-14.) Medium-8-1/2" x 5-1/2" (See pages A-15—A-16.) Large-8-1/2" x 11" (See pages A-17—A-18.) ✓ DataProse currently prints these inserts for the City as requested. We also have the ability to print any other sizes the City may need. 7.50 One-, two-, or four-color imprinting may be ordered on Mail -out envelope. (See page A-19.) ✓ DataProse currently provides this service to the City as requested. Mailing 7.51 Daily (5 days per week) ✓ DataProse meets this requirement. Our standard production hours are 6:00 A.M. to 11:00 P.M. Mail is picked up twice daily from our dock by the USPS and driven down the street to their bulk mail processing center. 7.52 Turnaround —data in by noon, process same business day and deliver to USPS bulk processing center. ✓ DataProse meets this requirement and currently performs this requirement for the City. 7.53 The City of Plano will provide a monthly postage check to be held by the contractor in a postage- on - hand account and drawn from as needed. The contractor will obtain the best possible stage rates for bulk mailing. ✓ DataProse currently has a postage management process in place with the City. 7.54 Provide a postage usage report monthly. Usage information will be utilized by the City to adjust the monthly postage check amount as needed. If at the end of the contract a credit balance is realized, the City should be reimbursed within 30 business days. ✓ DataProse meets this requirement and currently provides this to the City. Invoicing 7.55 Submit invoices monthly. ✓ DataProse meets this requirement and currently provides this to the City. 7.56 Only invoice for work completed. ✓ DataProse only invoices for work that has been completed. 7.57 Insert Printing should be invoiced separately from bill printing. ✓ DataProse meets this requirement and invoices the inserts separately from bill print services. 11 DATAp7'OSe 7.58 Invoicing should itemize services according to proposal form. ✓ DataProse meets this requirement and provide a monthly itemized invoice to the City. 7.59 Specify details of special handling bills. ✓ DataProse meets this requirement and will show details on the invoice. 7.60 List number of bills printed for the period. ✓ DataProse meets this requirement. Added Value 7.61 Preference will be given to companies providing high -quality in-house insert printing. ✓ DataProse meets this requirement and currently offers this service to the City. 7.62 Provide occasional courier service for special delivery and pick up requests. ✓ DataProse meets this requirement and currently offers this service to the City. 7.63 The City of Plano encourages offerors to provide Environmentally Preferable Products. Options of interest include: 7.63.1 Vegetable -based and recycled (filtered) inks; avoid inks containing heavy metals. 7.63.2 Papers and envelopes made with post -consumer fiber and other environmentally preferable paper fibers. 7.63.3 Processed chlorine -free papers. ✓ DataProse uses Domtar VividJet as the paper type for all our billing statements. Below are some of the key environmental characteristics for this paper. • Forest Stewardship Council® (FSC®) certified • Member of Domtar EarthChoice® family of products • SFI® Certified Sourcing • Made with Elemental Chlorine Free (ECF) virgin fiber content • Manufactured under alkaline (acid -free) conditions for increased longevity and performance 7.64 Offerors are invited to propose additional added value solutions that are not specifically requested but which will assist the City in meeting its stated objectives. ✓ DP eBill - This service provides personalized html based graphic email delivery, 24/7 viewing and access, directs bill -payer to your EBPP Website, click -through & bounce -back reporting — 24/7 access to back -end reporting on any user -defined fields. ✓ DP Letter Composer, which is forthcoming module to DPAuto, for creation and changes to customer letters. This easy to use, online applications provides our clients with the ability to customize their correspondence. The tool allows our clients to create and manage personalized letters quickly and easily, eliminating the manual change management process, the need to incorporate any IT resources in the process. It is an easy way to create regulatory notifications, operational/business correspondence, or even your welcome letters. In addition, this is a great tool to create ad hoc direct mail campaigns or employee communication. 12 D,4T,4prose PROJECT IMPLEMENTATION PLAN As the current vendor to the City, this timeline does not apply. However, our process would include the following steps for any new implementation: Test Data File Data Layout Client Logo New Client Checklist NCOA-Link documentation Mockup (if applicable) Your Project Manager will provide you with all documentation necessary to begin development and is able to assist you with any questions you may have from the items listed above. After the completion of the initial development, you will receive samples from DataProse. You and your Project Manager will complete a series of correction and revisions as deemed necessary in order to create your desired new statement design. Once the design of the statement is complete, you will be asked to perform a Parallel Test. For each project implemented by DataProse, you will be assigned a dedicated Account Manager to facilitate all client communication and funnel all questions or concerns. Your Account Manager will represent DataProse and will be equipped with the necessary information to complete the project. In turn, we ask that one point of contact be established at the client level to facilitate client changes, revisions and final approval for the application to be built. Although various components of the project may be assigned to specific individuals on your team, it is ultimately the main point of contact that the Account Manager will consult regarding format changes and final decisions that may arise while the project is in production. Each project is also assigned a DataProse developer. This person is responsible for the data programming associated with your application including data mapping and bill design. The Project Manager and Developer work closely to produce your final product. The developer is the person that will be a technical resource for the development of your application in the event data specific questions arise. It is imperative that all items be received and returned in a quick and efficient manner. Failure to return items as requested may result in a delayed live date. Your project cannot begin until a test data file, data layout and checklist are received. Your project completion date will be assessed once all components are returned and submitted for scheduling. A conference call may be needed within two weeks of project submission in order to answer questions regarding your data set by the assigned development programmer. In most cases, an initial sample of the project can be expected within two to three weeks from project submission. Again, this date is subject to change and will be defined on your project plan from the point of receipt of requested items. There may be components of your project that will need to be assessed outside of printing and mail delivery. If this is the case, this project will receive its own timeline and requirements in order to obtain the desired product. As with any new change, you may see a need to alter the initial sample as presented by DataProse. Your Project Manager will provide you with a Corrections and Revisions Form in order to alter the initial sample. This form is necessary to obtain your final desired project. Your preference may be to increase the font of one section or add your website and office hours. In any case, be sure to clearly define your requested revisions to your PM and on the correction and revisions form. We understand that it may be necessary to complete a series of corrections and revisions. As a general rule, we anticipate a maximum of three rounds of corrections and revisions. 13 D,4T,4prose PROJECT TIMELINE Project Plan Project Development Phase 1— Project Overview and Scope Defined — Three (3) Weeks • Schedule a project kick-off session with the City's team. • Identify client stakeholders involved and confirm overall project scope. • Review selected documents components and process. Identify any future changes/recommendations if applicable. • Review project input checklist (format, fonts, color, messaging, graphing, etc.). • Following kickoff, build the project schedule and review and gain agreement on project calendar and due dates with key stakeholders. • Weekly, documented updates will be provided by the DataProse Project Manager assigned to the implementation. These updates will detail the progress made each week as well as review responsibilities and accountability of each stakeholder. Updates will also identify any potential risks to project completion. Phase 2 — Application Development — Six (6) Weeks • Working collaboratively with the City's team, create/review layouts, present, refine, and gain final approval (sign -off) regarding offset materials if applicable. • Working collaboratively with the City, design technical specs, map/code test data, and gain final approval on data map. Included in this segment — scan line testing and preliminary approval of lock box processor. Project Phase 3 — The City and DataProse Staff will work together to finalize the project. Estimated Execution time is three (3) weeks. • Custom stock ordered and received if applicable. • Postage deposit received or verified with USPS. DataProse requires a 2-month postage deposit and will reconcile the postage each month on the monthly statement for services and postage rendered. Actual postage will apply. • Create "live samples", present, and gain approval. Lock box approves remit samples. • Schedule parallel production and confirm cycle schedule with the City. • Train client contact(s) on DPAuto — your online dashboard for process management, available 24/7 from any internet-connected computer. Includes - FTP Process, Archive, Job Tracking, Proofing and Custom Message Management. • Receive final sign off to proceed. Project LIVE Final Phase — LIVE Production Run 14 DATAp'Y10S2" PRODUCTION PROCESS OUTLINE All programs implemented by DataProse have been automated to the fullest extent possible. Upon the receipt of your data, the following process will automatically begin: ✓ An email notification will be sent to key DataProse individuals responsible for your application +� Your data file(s) will be transmitted to the appropriate location for processing. ✓ The program will begin ✓ We will perform predefined verification steps (Developed application by application) +� Once your files have been automatically verified for accuracy, the processing will continue. +� Print files will be prepared +� PDF files will be generated +� Electronic data will be downloaded for presentation on the internet +� Upon completion of the processing, you will be emailed a processing report (usually within 4 hours of receiving your files) J And at the time your bills have been delivered to the USPS, you will receive a 2°d confirmation of delivery (Usually within 4 hours of mail delivery) E-mail Notification Processing Program Begins Printing ■ Continue Processing Verification User Reports Generated Mail Confirmation It is only out of our continually changing efforts to meet our client needs that we have purposely added several manual steps for verification in order to ensure that the proper attention is given to the accurate and current insert and insert weight verification and processing verification. 15 D,4Taprose� DATAPROSE PRODUCTION FLOW CHART 16 DATAp'Y10S2" DPAUTO - YOUR SECURE CUSTOMER PORTAL 24/7 DPAuto — Job Processing at your finger tips! DPAuto is our 24/7 printing and mailing Secure Customer Portal service. You send your data files to the DataProse Secure DPAuto Internet site. The billing documents are printed, inserted, and mailed within one business day of receiving your data or same day if specified. DPAuto provides a full menu of processing tracking, cost and CASS/NCOA reports. In addition, you may proof documents and add messages to your documents through DPAuto. Secure Access: Our clients are provided a safe and secure login to access our DPAuto Customer Portal. 1 DRAUTO Sign in to your account User Name Password ❑ Remember me? Lcq in Forgot your password? II CO CI Powered Sy DATAtyrose 1 .2017 DataProse, LLC. Inside DPAuto Client Portal: Our client portal is very user friendly and contains help information throughout the site. Simply click on the process selection needed for your project needs. IDPA:. - Sample Client Account Manager at 972-462-5400 Bill Messages 1 User Admin A JobTrax DATAp'Y10S2" Secure FTP Get the convenience of your favorite web browser and the security of FTP. It's a simple and secure way to deliver your valuable billing data to our servers. DPAUTO - Sample Client Account Manager at 972-452-5400 Bill Messages User Admin JobTrax Upload Search a ViewE9il1 IIII' DP-iOccs Admin % DP-iDots DP- gill 1 - B Home Flle Upload File upload Test File Application e of Statements Dill Date Files Q Start upload J liryB File Name ♦ Add 1Hes. . tit Size Status 1 iS DATAp'Y10S2" DPAUTO JOB TRAX Stay updated by logging in and watching your project move through data processing, printing and mail services. 4DPAUTO -Sample Client Account hianager at 972-462-5400 Rill Me.,: ges rhri Ai Aniri .1-w.lnlhTinx t l4.k1ar1 Sear A.1lewFiili Maifrf.i :: 1- 0 Nome JobTrax JobTrax — Jobs Shoe 10 -/ entries Jub Number .0 126670CA09 oascreption statements Detaimc status by Mailing Group as of 9!912021 1:0s:20 PM Group Ptecas LPJ I lmaoina tinsertiro 1A 2113 W- 50% 18 3 L 50% - 1C 5 L 50% O 126670BAD0 Q 126670CA08 O 1266TOBAD8 Q 126670CA07 O 126670BAD7 O 126670BAD3 O 126670CA03 O 126670CA02 Q 1266705A02 Delinquent Statements Statements Delinquent Statements Statements Delinquent Statements Delinquent Statements Statements Statements Delinquent statement; Mali Places I Search Job. Number Showing 1 to 10 of 502 entries Search Description startatl 1F 2121 Sep 09202109225M Reports I .t. • CllsntReports_PLC_bar.1xt • DPSYS_RepOrt_126670CA09.p0f Seann Prograsa M1:1 h. 400 2646 255 2491 169 123 2413 2177 225 Sep 09 2021 09:22AM Sep 08 2021 11:00AM Sep DB 2021 11:00AM Sep 07 2021 10:46AM Sep 07 2021 10:46AM Sep 03 2021 09:52AM Sep 03 2021 09:52AM Sep 02 2921 10:34AM Sep 02 2021 10:34AM Search Mail Pecos Searrn Slated Mall Dam Inserts • BRE • Water Wise Landscape Tour • Fire Prevemlan open Rouse 5315 5715 190% 100% 100% 10015 190% 100% l Seann Progress Sep 06 2021 10:15AM Sep 03 2021 10:15AM Sep 03 2021 10:O0PM Sep 03 2021 03:15PM Sep 03 2021 10:00PM Sep 03 2021 10:15PM 1 Search Mail Date Prevous II 2 3 4 5 a Q A .[, 16 A Nest PDWered By D4TApYC?5e G 2021 DataPmse, LLC. I Contact Us 19 DATAp'Y1OS2" ❑PAUTO MESSAGE MANAGER Manage your statement messaging: The Message Manager tool is found inside the DPAuto Client Portal. It allows DataProse customers to create ad hoc messages that will appear in a message field on the bill itself. Customers can determine if messages appear in a complete bill cycle group or a subset of the bill cycle group. The typical size of the message can be up to 500 characters. Graphics can also be added with the message. DataProse Account Managers assist our customers at no cost regarding the graphic requirements for bill messaging. k iDPAUTO - Sample Client a' Account Manager at 972.462-5400 Bill Messages User Admin JobTrax Upload Search & ViewBill iS DPa0a-s Admin F DP.iDocs U4 eB"rll ! - 0 Home Bill Messages Bill Messages Show t0 v entries Search: Application ljrpe NameNumber Message Start Date End Dafe o i Utility hill All Bills Stage one Water C... 0910S/2021 09(1612021 Full Message Tek'L (247 characters) Stage one Water Conservation Effective Aprll 1 at -through October 31st. There Is no outside waterIng permitted between 1 Oam and 6pm on any day al the week. For water saving tips visit www.watermyyard.org and http:Rhome-water-works.argicalculator. o % 1111 Utility BIII Selective MSGBax2 Effective 07/0112 _ 091OS/2021 Full Message Text (307 characters) Effective 07I01/2621, the moratorium on shutoffs and penalties will be lifted and all collection activities will resume. Payments can be made online or by calling customer service at (800) 667-5309. If you are experiencing hardship and unable to pay your bill in full, please contact our billing department. Search Apdtcaton Search -ype Search Name&Number Search Message I Search Start I Search End ❑ Showing 1 to 2 of 2 entries + Ado Message Previous III Next Powered By DATA13mSe 1 © 2021 DataProse, LLC. 1 Contact Us DATAp'Y10S2" COMPREHENSIVE REPORTING DataProse provides a wide range and types of reporting for client reconciliation for each job/project submitted for production as you can see under the Reports area in this screenshot. — Jobs • how 1 D entries Job Number O 103559FA11 p 103550RA11 Description Final Notices Regular Statemens Detailed Status by Mailing Group as of 9112/2017 3A5;02 PM Group Pieces I DP 1 Imaging I lou:erdng 1A 1731 10D81 O 103550FA23 o 103550RA23 ❑ 102693FA11 o 102693RA11 p 102693FA21 ❑ 102693RA21 p 102244R1312 o 102244FA12 Finai Notices Regular Statements Final Notices Regular Statements Final Notices Regular Statements Regular Statements Final Notices Search Job Number Search Desalpgon IAnll Pieces Search Mall Pleoes Search, Started j€ Progress ji Mail Date 28 Sep 11 2917 11:90AM Sep 122017 12:03PM Ct 1731 Sep 11 2017 10:12AM Sep 12 2017 02:46PM Reports Inserts Dy. GlienlRepato_PDR_bar.brt - BRE _ • DPSYS_Repai_103550RA11.pdf • MD_Output dat • MD_Output5unrnary.pdt • MIJ_Sumrnary p41 14 3005 43 1708 3106 1715 30 Aug 23 2917 11:00AM Aug 23 2917 09:50AM Aug 11 2917 11:06AM Aug 11 2917 10:10AM Jul 21 2017 11:OOAM Jul 21 2017 09:56AM Jul 12 2017 01:00PM Jul 12 2017 10:46AM Search &urienl Search Progress Showing 1 to 10 of 48 entries Previou=_ Aug 24 2017 12:05PM Aug 24 2017 11:43AM Aug 14 2017 01:16PM Aug 14 2017 01:16PM Jul25 2017 0627AM Jul 24 2017 02-06PM Jul 13 2017 34:121.141 Jil 13 2017 03:38PM Search MAD, ApAAAAAA 5 Nev. Powered By D1ATAJYVOSC /5 2017 DataProse, LLC. J Comets Us The most important report that most easily details the breakdown of records received and processed is the "DPSYS Report". This report is presented in a PDF format and is available immediately after processing is complete. SEE DPSYS report sample following this page. Although the DPSYS report and MU Output Summary Report are the only reports that have been included in the RFP response, there are many others available after processing that provide additional detail. • DP MailTrax Progress Report • DPSYS Report — PDF • MU Output Summary Report — PDF (Move Update) • MU Output Report — DAT (Move Update) • MU Summary —PDF • Client Reports—TXT (invalid address report) 21 D,4T,4prose DPAUTO REPORT SAMPLES DP MailTrax Progress Report: DP MailTrax is our mail tracking service that utilizes USPS IMB barcode scans to track mail through the USPS system. This allows your personnel to know the status of each document/piece in the mail stream. DataProse offers tracking on both incoming (Origin) and outgoing (Destination) mail. DP MailTrax leverages the USPS IMb Tracing solution which provides clients with near real-time tracking information about your First -Class Mail®. This tracking is performed by retaining all scanning information as it is performed by the USPS and retained by DataProse. You can have visibility to the location of any document, as well as the return payments, which we believe is helpful during customer service interactions. Silo. to • elites fill Dste AOCoura Number O O $ 10302018 07.2761.14 O O $ 1032018 02.5137.11 O O $ 1032018 11.2152.12 O O $ 1032018 13 2530 12 O O E. 103/2018 18097304 O O $ 1032018 17.011801 O O $ 1032018 17.3019-16 O O $ 1032018 19 236502 Address uce 1 CRYSTA_ WA STCKES BKOLE MU ANDA TATUM BOWDEN JENNFERKAYS MARANA R ROORIGLEZ KARCN BARD I.NRI ELA ARREOLA GONNE SELLS DelWery Progress as of 10.320 to 4:4S:68 PM • Address Une 2 CRYSTAL NA STOKES B KCL E ?AULANDA TATUM BOWDEN JENNIFER KAYS MARYWA R ROORKAIEZ KARON BAIRO MARE LAARREOLA CONNIE SELLS SeaLtt *Inn re sur5 AddRfe Une 3 2049 BtRGE R ST 4317 CONGRESS 1518 W EST MORE LAND ST 951 N LA SALLE OQ 1542 Cu PITCN ST 1341 LLL IUS ST 736 CL WIC./ ST 310NSAN.ASEOR USPS engh Son Fa esLOmes Oa 201 10211 PY O m $ 1032018 232761 01 CARDNLGLUAM En Roule Sallt6sr.OddJQ 14 2011121141PM CARON L GLLIAM 7021 SEYMOUR NWY EsA CSV ArMtlp4led j. away Delivery Dale Stairs 1092018 Oehered 10,92018 Deleed 109/2018 Dehe-ed 1092018 Delver e0 1092018 Ceheed 109/2018 Delye ed 10,02018 Oehered 1092018 Oel eed In:0mo COP De W ery Progress as of 104/2013 4:41:00 PM 4111410 LISPS Ongh Son ter. 00a00 0%2011L0220FM On Route ;Ara, Oc en /031104 M./ O ® $ 1002018 1322815 CS DEAN PrT TMAAN a es a, el Semen Acre: et a.m. Sno■.'g 81 u 90 of 100 a*r $ era L re 1 Potlend By Q T • / I. CEAN PrTTMAN 4507 CORONADO AV :rat 3 Ple ut6 1 e1c0nvie* gear AC1 SSLA c 6 7 8 111 10 N/A 02018 DuuH'cce. LLC I Cdetzc Us 22 D,4T,4prose DPSYS Report Sample: E PROCESSING DESCRIPTION REPORT 2/13/20 11:16 1 Client: Sample City File Processed: reg_Statement 20021394728_txt Project Description: Statements Project 2: 117265CA13 ABC Mailing Group # of Bills t of Impressions l Postage + 4 A (1 ounce) I 2541 2554 I $988.90 B (2 ounce) 11 43 $7.15 C (g to 99 pages) 4 83 $0.00 0 {100 to 499 pages} I 0 0 I $0.00 $0.00 I (International) 0 0 I $0.00 E (Bold Bill Invalid) 0 0 0.00 {Bills Suppressed} 688 688 - TOTALS 2556 2690 I $495.95 INSERT SPRY Insert Description Weight BRE 0.13 Recycling 0.16 Taking Care 0.06 TOTAL INSERTS It of Inserts 1500 2556 2556 6612 ADDITIONAL INFORMATION Records Expected l Records Processed l Pieces Processed l Pieces Prinked 3341 I 3361 l 3244 j 2556 Total Floc Pages ]n Output = 0 WARNING - EXPECTED RECORDS DOES NOT EQUAL RECORDS PROCESSED Expected Bill Date - 02/13/2020 l Actual Bill Date - 02/13/2020 Total Current Charges of Records Processed Total Amount Due of Records Processed Total Amount Due of Records Processed (No Credits) Due Date (Prom Source Data File} $456,950.01 1451,213.72 1441,724.42 March 9, 2020 SIMPLEX PLCI013120RIH6122 3361 2553 42 79 0 0 0 0 69a 23 DATAp'Y10S2" MOVE UPDATE Summary Output Report Sample: This report displays the original address from your data files and the new updated address after the Move Updates were performed. DATAprose. MOVE UPDATE Summary Output Page - 1 of 1 Client: Sample City Description: Statements Date f Ti nl e P rn eessecl : 1011 9117 11:35 ClientiApp Code: Project # Of d Address information (Changed From) Updated Address information (Changed To) 1 - Acct# - 01-0001-01 JOHN O SAMPLE 500 MAIN STREET SAMPLE TX 70000 Effective Dare - 201708 LISPS Barcode Carrier Route: Move Type- F JOHN 0 SAMPLE 1234 2nd STREET SAMPLE TX 70000 Match Flag - A tJSPS Barca de Carrier Route: 2 - Acel# - 02-0002 02 JANE 0 SAMPLE 'DOMAIN STREET SAMPLE TX 70000 Effective Date - 201509 LISPS Barcode Cartier Route: Move Type - JANE SAMPLE 4321 MAIN STREET SAMPLE TX 70000 Match Flag - A VSPS barco de Carrier Route: Move Type Codes Cammon Match Fiat' Codes B- Business ! F - Family/. l - Individual A- COA MATCH 101 - FOREIGN MOVE 102 - MOVED LEFT NO ADDRESS 103 - BOX CLOSED NO ORDER D,4T,4prose DATAPROSE PRINTING SOLUTIONS Equipment- Coppell, TX Printers: Ricoh VC60000 duplex print system. Full color print technology with inline perforating • New, installed October 2020 - Canon varioPRINT iX-series. Full color inkjet print system • New, installed July 2021 - iGen 5 Print System. Full color, cut -sheet print technology • iGen 5 — 3 years old, installed in 2018 - Canon Oce Ultra 6250 w/BLM. Monochrome, cut -sheet print technology • 6 years old, installed in 2015 - Riso ComColor 9150. Full color, cut -sheet technology- two • 5 and 6 years old, installed in 2016 and 2015 Inserters: - Pitney Bowes Flowmaster. Highspeed intelligent insert systems, #10 and 6 x 9 • 10 years old, installed in 2011 - Pitney Bowes FPS. High speed intelligent insert systems; #10, 6 x 9 and 9 x 12 • 15 years old, installed in 2006 All inserters equipped with DDS iDataScan & iDataRepair inserting integrity Camera Systems for piece level verification. We have onsite service technicians to maintain all equipment. Variable Data / Full -Color Inkjet Printing DataProse employs the most advanced Full -Color Inkjet Printer available in the marketplace. Designed to produce graphic communications at exceptional speeds, the Pro VC60000 delivers high speed inkjet output at up to 494 feet (150 meters) per minute with 600 x 600 dpi resolution. For jobs where image quality is critical, you can produce 1200 x 1200 dpi output at an impressive 164 feet (50 meters) per minute. Deliver over 100,000 Letter/A4 images per hour and up to 40 million impressions monthly. WEgMeWel'a-Zigit4V;igitfaMNSONAMMS The Canon varioPRINT iX-series revolutionizes the commercial printing business experience. It combines stunning image quality and a wide media range with the high productivity of inkjet. For short run inserts, we utilize our Xerox iGen 5. 25 D,4T,4prose MAIL FINISHING AND DELIVERY DataProse utilizes Bell & Howell and Pitney Bowes inserting equipment which can produce a wide variety of statements. Using bar-coding techniques that keep each run in order. 100% output verification is becoming the standard of service for all intelligent mail applications. Document Reliability System (DRS) delivers better service to your customers through automated mail piece verification. DRS utilizes an innovative camera system to read and report each document as it is processed, providing correct sequence assurance, and producing a full audit trail verifying each envelope's completion. The system allows us to quickly identify and fix any doubles, missing documents, or insertion errors mid -stream without compromising the production process or audit trail. Currently, DataProse has six (6) Pitney - Bowes Mailstream Evolution Inserting System 12's for inserting and finishing at a rate of up to 12,000 pieces per hour, each. Mail Verification and USPS Information As a designated DMU of the United States Postal Service, all outbound first class presorted mail is inspected, prepared and loaded onto trucks daily at our Coppell facility. The USPS trucks leave 2x per day to deliver to the North Texas Processing and Distribution Center in Coppell, TX (see complete address below). This is located less than a mile from our facility in Coppell. This expedites the movement of all mail into the postal distribution system and allows for the best possible postal rates. USPS NORTH TEXAS PROCESSING & DISTRIBUTION CENTER 951 W. BETHEL ROAD COPPELL, TX 75019 29 DataProse WlBetheI aline Shipping Supplies ¶,P 3rain 117 miles Fresenius Medical Care 9 n FTW2 9 !LISPS North Texas Processing &_.. Mail Delivery Timeline DataProse processes and mails in 24 hours after receipt and approval of data file. 26 D,4T,4prose AUTOMATED DOCUMENT FACTORY / INSERTING INTEGRITY DataProse utilizes a camera verification system to track and verify document specific data to ensure the integrity of each mail piece. The camera captures images of the mail pieces (address window) as they travel through the inserting process in a predefined sequence. The images are transmitted to our system and OCR software reads the barcodes to spot any breaks in the sequence or document specific information. The information that we check and verify includes: Envelope Id Print Id First Page Indicator Envelope Sequence Id Component Id Job Id Address Type Id Client Id Custom Stock Maximizing your Postage Savings DATAse 1122W BETHEL RD CCPFELLTX75019 --- AUF -'5-_=G_F _224Z 1 :l 1 Ilu1111"'i91111 i11Il,lull,,,1i1II1I111111HTHII"••l JOHN Q SAMPLE 12345 SAMPLE STREET ANYTDWN US 56769-1234 Preprocessing to Maximize Postage Savings To ensure the highest postage discounts while guaranteeing the accuracy of the addresses and zip codes supplied by you, DataProse will: • Utilize our software to verify valid addresses from the client's data • Create a data stream for documents with missing zip codes or bad addresses • Sort data into mail streams required by the USPS for postage discounts • Add and verify Zip+4 Post -Net barcode to all addresses to aid presorting, if necessary • DataProse requires a 2-month postage deposit and will reconcile the postage each month on the monthly statement for services and postage rendered. Actual postage will apply. 27 D,4T,4prose QUALITY ASSURANCE / GUARANTEED PERFORMANCE The success of an alliance with DataProse would be based on a consistent level of excellence in ongoing service dependability. Equally important is the assurance of long -excellence in customer service responsiveness, problem solving, and solutions. DataProse has in place measures to ensure: • QUALITY CONTROL • AVAILABILITY AND UNINTERRUPTED WORK FLOW • ON -TIME DELIVERY • PRICING AND CONTRACT ADHERENCE • CORPORATE IDENTITY AND SPECIFICATION ADHERENCE • STRICT DATA SECURITY AND CONFIDENTIALITY • CUSTOMER SERVICE RESPONSIVENESS • ACCURATE AND VERIFIABLE BILLING AND COST ALLOCATION • ACCURATE HISTORY AND USAGE REPORTS After-hours Support and Escalation DataProse after-hours support guarantee defined below: STANDARD PRODUCTION REQUESTS: Contact your assigned Account Manager Escalation Contact — Client Relations Manager 972.462.5405 URGENT PRODUCTION REQUESTS: Email — DPList- FirstResponseTeam@dataprose.com Phone — 972.462.5411 Escalation Contact — Client Relations Manager 972.462.5405 AFTER-HOURS PRODUCTION REQUESTS: Email — DPList- FirstResponseTeam@dataprose.com Phone — 972.462.5411 IF NO RESPONSE IN 30 MINS, Call After -Hours HOTLINE 888.856.3185 SOC 2 Under our SOC 2 Type 2 Compliance, all processes are annually audited and certified compliant. 28 D,4T,4prose DATAPROSE QUALITY CONTROL PROCESS OVERVIEW Quality is at the forefront of the DataProse business model. DataProse will provide quarterly, bi-annual or annual account reviews depending on the client's business needs, which allow DataProse to gauge the satisfaction level of our customers. A typical meeting will address any processing issues and establish planning for product enhancements, document changes or quality control procedures. In addition, we expect open communication and encourage our clients to keep regular contact. Ultimately, the measure of value is left to our customers. With the extremely high contract renewal rate that DataProse has sustained, we have confirmed that our services add value to our clients and are high quality. DataProse feels the key to a successful vendor customer relationship is matching resources. Having key resources in place that understands the client and their business needs will ensure continued success. DataProse will match resources at the operational level for daily activity, as well as at the executive level for primary decision -making, strategy and key development tasks. Our ADF (Automated Document Factory) utilizes a Problem Fault Management system called ITSM (IR "Incident Report" System). Each problem, or IR, is tracked as a ticket using an internal computer program. Tickets are entered, updated and closed within this system, allowing users to trace the IR from the reporting of the problem to its closure. Clients are given ticket information, including the ticket number, so that they can call their Account Manager for information regarding a ticket's status. DataProse's mindset of "zero defects" is the high standard to which DataProse holds itself. The zero defects philosophy encourages everyone to accept no mistakes, delays or rework as a business practice, but rather to learn from the mistakes, set an obtainable goal, develop a plan to reach that goal, and then raise the goal. As employees utilize their quality training, the results have proven to be beneficial to both the employee and more importantly - to the customer. At our Production Centers, quality issues are tracked on a weekly basis and evaluated by management. DataProse has constructed the Production Centers to have key checkpoints throughout the facilities where each job is scanned, and the data is automatically integrated into a database that is available to our customers 24x7. Automated Document Factory (ADF) has been installed and is an internal platform that provides the ability to track mail to the piece level versus job level, presenting greater quality and mail piece integrity for our clients. ADF provides an enhanced level of tracking for documents and related materials for our customers, improving quality of products produced and operational efficiencies. DataProse also employs both manual and automate checks to facilitate our total quality management as well. First there are several manual checks where a print operator may stop and review the output for errors, streaks, alignment, etc. The insert operators also pause production to review output like checking for sealed envelopes. We use in house engineers to do regular machine maintenance. We also employ software and hardware audits to ensure quality. For example, there is software running on each inserter that tracks the total number of documents in addition to cameras scanning the documents as they process. It's this combination of human, machine and software, each auditing each other, that provides the highest quality. Along with manual and automated cross checks by production managers and supervisors, our facilities utilize a report known as the "JOBS IN PROGRESS" report. This production related report allows management a physical check -off for all jobs residing within our production centers and aids in maintaining our high -quality standards. DataProse also utilizes a unique feature known as "storyboards", which follows each and every job throughout the facility and is a physical reporting tool used to ensure quality processing for all customers. The storyboard contains specific information related to the job such as SLAs, time stamps, quantities, materials, visual references for production personnel, and customer information. During each phase of the job, it is scanned into the database and the personnel or operator is required to initial the physical storyboard. 29 D,4T,4prose In summary, the zero defects philosophy encourages everyone to accept no mistakes, delays or rework as a business practice, but rather to learn from the mistakes, set an obtainable goal, develop a plan to reach that goal and then raise the goal. As employees utilize their quality training, the results have proven to be beneficial to both the employee and more importantly - to the customer. CONFIDENTIALITY & SECURITY It is the policy of DataProse to ensure the privacy and security of our client's data. Destruction/disposal client data shall be carried out in accordance with federal and state law and as defined in the organizational retention policy. The schedule for destruction/disposal shall be suspended for records involved in any open investigation, audit, or litigation. In order to protect all client data from an unauthorized access, DataProse systems are secured at many levels, including 128bit SSL encryption from multiple firewalls, physical and logical segregation of processing systems. Rights and roles are closely managed and monitored to ensure only those people and systems requiring access, are granted access. Finally, DataProse has automated systems pruning non -essential data to ensure data that is not required, is not retained. Furthermore, the DataProse production facilities are card -key access controlled, 100% monitored by camera systems. DataProse off -site data centers are controlled in a similar manner with the added protection of biometric scanning access. DataProse's sophisticated piece level processing and tracking systems (Automated Document Factory- ADF) is our internal platform that provides the ability to track mail to the piece level versus job level, presenting greater quality and mail piece integrity for our clients. Every page of every bill or document is "fingerprinted" with sequencing numbers and characters (piece IDs embedded in our 2D symbology), which allows 100% integrity of every mail piece. The production centers have key checkpoints throughout the facility where each job is scanned and the data is automatically integrated into a database and web application (DP JobTrax) that is available to our customers 24/7. Manual and automated cross checks are deployed throughout the facility and process and production employees receive monthly bonuses for zero defects. It is this combination of human, machine and software, each auditing each other, that provides the highest quality. 30 D,4T,4prose DATA SECURITY & BUSINESS CONTINUITY PLAN 1. Business Continuity Planning Strategy Business Continuity Planning (BCP) aims to prevent or minimize damage from disruptions in operations. DataProse Business Continuity Plans are intended to: • Prevent a minor incident from becoming a major issue • Clearly outline roles and responsibilities • Minimize loss of data and revenue • Protect the DataProse reputation • Satisfy the DataProse obligations to its employees, customers, and community • Comply with applicable laws and regulations 2. DataProse Business Continuity Policy It is the policy of DataProse that plans are developed and maintained to ensure adequate continuity in the event of a disaster. DataProse business continuity plans are designed to protect the interest of our customers, and employees. 3. Assumptions Not all incidents or events will lead to a disaster declaration. The declaration of a disaster will be reserved for major system and/or infrastructure failures (network, facility or computer hardware/software) where initiation of BCP recovery procedures is required. BCP Plans and recovery procedures are developed around a single disaster or event impacting the DataProse business -critical functions. Alternate sites/vendors/resources will be available to DataProse at the time of need. Qualified personnel in sufficient quantities are available to perform recovery activities. Organizations external to DataProse, such as vendors and government agencies will be reasonably cooperative during the recovery period. 4. Recovery Sites Our DataProse business continuity strategy integrates alternate DataProse facilities (Coppell, TX. and Sacramento, CA) and 3rd Party Alternate Work Site Agreements. 5. Recovery Strategy Recovery facilities are stand-alone production facilities encompassing statement production, warehousing and administrative departments. All plans are developed so that work can be moved from facility to facility and in this way, serve to back one another up. Business Continuity Plans are consistent with the following steps: Declaration: DataProse will communicate to all customers that a disaster has been declared and that DataProse is operating in disaster recovery mode. DataProse will be responsible for vendor notification - obtaining additional forms and materials for transport to the alternate processing facilities. All statements from the impacted facility will be transferred and processed through one of the alternate processing facilities where printing, inserting and mailing functions will take place. Data Transmission: Upon a disaster declaration by DataProse, customers will not need to make any change to their statement file transmission method. Customers with dedicated circuits would have to provide statement data via tape or over the Internet. (DataProse will provide assistance to those customers wishing to use the Internet to ensure connectivity). 31 DATAp7'OSe Printing: Printing will be performed by the alternate processing facilities or the third -party print and mail vendor. DataProse will attempt to use all available custom forms; however, we may elect to use plain white forms without logos to ensure mail is processed in as timely a manner as possible. DataProse will make every attempt in a disaster to print utilizing the same type/model of printers as used in non -disaster situations but may elect not to provide highlight color or full business color as an option. Inserting: Inserting will be performed by the alternate processing facilities or the third -party print and mail vendor. Custom inserts will not be included as part of the inserting process. Dynamically created inserts can be included. The decision to include/not to include inserts will be reviewed as the resumption process continues. DataProse will continue to handle and be responsible for special handling needs - processing holds, etc. Generic carrier and remit envelopes will be used at the onset of the disaster declaration. The decision to include/not to include custom carrier and remit envelopes will be reviewed as the resumption process continues. Zip Sorting: DataProse will continue to process mail pieces in zip code order for presentment to the USPS to ensure the best Postal rate is achieved. DataProse will provide a report of volume for work processed each day. Production Services: DataProse will continue to perform job reconciliation and postage payment functions. DataProse will continue to perform reprint capabilities. Warehousing: All incoming, receiving, and warehousing functions will be performed by the alternate processing facilities or the third -party print and mail vendor. 6. Client Communications As part of a comprehensive communications plan that outlines the management, escalation and communication processes during a disaster situation, the facility general manager will coordinate communications to its internal customers. Working together and in accordance with the overall business continuity plans, communications will share information and/or impacts with clients as timely as is possible. 32 D,4T,4prose SECTION 4 - ADDED VALUE Added Value 7.61 Preference will be given to companies providing high -quality in-house insert printing. ✓ DataProse meets this requirement and currently offers this service to the City. 7.62 Provide occasional courier service for special delivery and pick up requests. ✓ DataProse meets this requirement and currently offers this service to the City. 7.63 The City of Plano encourages offerors to provide Environmentally Preferable Products. Options of interest include: 7.63.1 Vegetable -based and recycled (filtered) inks; avoid inks containing heavy metals. 7.63.2 Papers and envelopes made with post -consumer fiber and other environmentally preferable paper fibers. 7.63.3 Processed chlorine -free papers. ✓ DataProse uses Domtar VividJet as the paper type for all our billing statements. Below are some of the key environmental characteristics for this paper. • Forest Stewardship Council® (FSC®) certified • Member of Domtar EarthChoice® family of products • SFI® Certified Sourcing • Made with Elemental Chlorine Free (ECF) virgin fiber content • Manufactured under alkaline (acid -free) conditions for increased longevity and performance 7.64 Offerors are invited to propose additional added value solutions that are not specifically requested but which will assist the City in meeting its stated objectives. ✓ DP eBill - This service provides personalized html based graphic email delivery, 24/7 viewing and access, directs bill -payer to your EBPP Website, click -through & bounce -back reporting — 24/7 access to back -end reporting on any user -defined fields. ✓ DP Letter Composer, which is forthcoming module to DPAuto, for creation and changes to customer letters. This easy to use, online applications provides our clients with the ability to customize their correspondence. The tool allows our clients to create and manage personalized letters quickly and easily, eliminating the manual change management process, the need to incorporate any IT resources in the process. It is an easy way to create regulatory notifications, operational/business correspondence, or even your welcome letters. In addition, this is a great tool to create ad hoc direct mail campaigns or employee communication. ✓ The Canon varioPRINT iX-series revolutionizes the commercial printing business experience. It combines stunning image quality and a wide media range with the high productivity of inkjet. This machine also allows us to print on various substrates including coated paper. 33 D,4T,4prose DP E-BILL - ELECTRONIC DELIVERY: PRODUCT OVERVIEW: DataProse provides several different electronic delivery products. This document describes the DataProse email delivery. This document does not include any Electronic Bill Presentment/Payment (EBPP) functionality. The email itself is delivered in html format and can be customized to include graphical content and variable data. This core product is intended to be one email template per application, but multiple templates may be set up at the fee structure defined below. There is a robust reporting module in support of all documents delivered electronically. This reporting includes information such as, when the documents are delivered, which email messages were returned as undeliverable, which email documents were opened, and more. PRODUCT FEATURES: DP-eBill — Email delivery with a link back to the original bill -payer invoice. This link and the source document are stored by DataProse and is made available seamlessly to the bill -payer. PRODUCT IMPLEMENTATION TIMING: Standard implementation time for one email template into our normal process is 2-3 weeks. Each additional email template can be added in the same 2-3-week time frame. PRODUCT PRICING: Provided on the cost worksheet. DP-NetBill Electronic Bill Presentment and Payment Solution for Municipals, Utilities, Co-ops & Service Providers Designed with more than a decade of client feedback, DP-NetBill is one of the most advanced Electronic Bill Presentment and Payment (EBPP) solutions in the market. DataProse developers have worked with hundreds of service providers to make NetBill both highly effective and user-friendly. Features: • Automated Online Payment and Posting • 24/7 Statement Viewing and Pay Access • Exact Bill Replica — Searchable by customer name, address, account number and any user - defined field. • Advanced Security (SSL) — Safeguards your customer data. • Multiple Payment Options — Credit card and ACH, instant or recurring payments. • Seamless Website Integration — Designed to integrate with the look and feel of your existing website. DP-NetBill Includes Three Modules for Online Payment, Customer Service and Site Administration: CUSTOMER WEBSITE MODULE — This web page is graphically designed to match your own website and is where the bill payer will enroll, view and pay bills online. CSR CUSTOMER CARE MODULE — CSRs access this module to provide day-to-day bill payer support, and to assist them when viewing or paying bills online. For ultimate efficiency, CSRs will be able to retrieve client data by multiple variables including name, account number, phone number, address and other customized fields. 34 DATAp7'OSe ADMINISTRATIVE MODULE — Administrators manage site access for enrolled users (Admin., CSRs and bill payers) and can customize website configuration and generate system reports. Industry Standard Compliance Payment Card Industry (PCI) was developed by major credit card companies as a guideline to help organizations that process card payments and prevent credit card fraud, hacking and various other security issues. Any company that processes, stores or transmits credit card numbers must be PCI compliant or they risk losing the ability to process credit card payments. The PCI reflects a common set of security standards held by VISA, MasterCard, Discover, and American Express. The National Automated Clearing House Association (NACHA) is the entity that governs ACH Rules. Benefits: • Reduced Costs — For customer service, printing, postage and remittance. • Improved Cash Flow — More convenient payment options and expedient electronic funds transmission. • Turnkey Solution — You don't need to be technical since our experts make NetBill implementation fast and simple. • Fewer Days Sales Outstanding (DSO) DataProse also has many integrations with online payment partners that focus on the Municipal Marketplace. We would be glad to share additional detail should the City decide to purse that course in the future. 35 D,4Taprose� SECTION 5 - COST (Separate attachment) OPTIONAL SERVICES PRICING: 36 D,4T,4prose SECTION 6 - SAMPLES Delivered by FedEx on Friday, 10/29/2021 at 2:59pm, to: CITY OF PLANO-PURCHASING DEPARTMENT ATTN: SOLICITATION 2021-0440-AC 1520 K AVE SUITE 370 PLANO, TX, US, 75074 Tracking number: 775062106246 37 D,4T,4prose SECTION 7 - DOCUMENTATION SEARCH & VIEWBILL - API PRODUCT OVERVIEW: Search&ViewBill API is a tool that allows clients, already utilizing the S&V service, a back -end path to access PDFs from this system. To retrieve the PDFs housed in S&V using the Search&ViewBill API requires the client to perform technical work to make the necessary call to our system DP -Document Services API. This product is a connector service between the client application or website and the indexed billing cycle PDFs at DataProse. Once implemented, this service waits for a call from a client, authenticates the client, accepts a connection and connects to the document repository to retrieve a set of data which describes the documents the client is requestingto retrieve. A second call is made to the web service to return the actual document. PRODUCT FEATURES: Availability of system and documents 24/7 Client Integration into their web application PRODUCT IMPLEMENTATION TIMING Standard implementation time for API access and setup is 1 week from DataProse receiving a signed proposal or change request. Setup deliverable are 1. Access credentials 2. Web service/API instructions/documentation 3. Technical training and testing assistance with the web -services set up (2 hours) PRODUCT PRICING: Provided on the cost worksheet. 38 DATArOSe® DP DOCUMENT SERVICES API SETUP DP DOCUMENT SERVICES API: DP Document Services API is a connector service between the client and DataProse indexed billing cycle PDFs. The web service waits for a call from a client, authenticates the client, accepts a connection and then connects to the document repository to retrieve a set of data which describes the documents the client is requesting to retrieve. A second call is made to the web service to return the actual document. Transport Layer Security (TLS) version 1.1 or higher must be in place to access the DataProse API. API URL: https://dpdocs.dataprose.com/dpdocumentssvcv3/dpdocuments.asmx SAMPLE CREDENTIALS: dpUsername: dpPassword: Provided by DataProse Account Manager archivename: TESTING: To test the operation using the HTTP POST protocol, click the 'Invoke' button. Parameter Value dpUsername: dpPassw.vord: archivename: solQuery: sortCriteria: numInvoices: searchtype: LOGIN NAME PASSWORD ARCHIVE NAME Account_Number='000-000001' Bill date 12 81 Invoke TEST XML DISPLAY: Any Indexed PDF can be used to testing. Bill Date Account Number Line 1 5/5i2020 000002649-000158840 CLARENCE J PIPER JR 5/5/2020 000444891-000185832 HANNAH COLEMAN 5/5/2020 000420961-000182948 PATTERSON.ELI 5/5/2020 000424339-000186922 ASHLEY E SMITH 5/5/2020 000459057-000406272 THUONG C NGUYEN © 2020 DataProse, LLC. - All Information contained herein is proprietary -- any unauthorized disclosure, copying, distribution is prohibited and unlawful. DATL prose DP DOCUMENT SERVICES API SETUP <string xmins="http://www.Dataprose.com/webservices"><?xml version="1.0" encoding="utf- 8"?><SolSearcherFieldsCollection xmins:xsi="http://www.w3.org/2001/XMLSchema-instance" xmins:xsd="http://www.w3.org/2001/XMLSchema"><SolSearcherFields><ReportDefaultPage>8</ReportDefaultPa ge><ReportEndPage>8</ReportEndPage><ReportStartPage>8</ReportStartPage><ReportlD>9</ReportlD><Docu mentlD>476142</DocumentlD><ReportAuthCode>1 C86A78FB99D9241 E273D48B5EBAABDB</ReportAuthCode>< FileName /><ArchiveName>DP</ArchiveName><Session>{AD064BCB-C3E7-4FBO-ADOA- DEE7D8841732}</Session><AppName>DataProse</AppName><AccountNumber>05-3710- 02</AccountNumber><Bil lDate>3/31/2014 12:00:00 AM</BiIlDate><UrI>https://solsearcher.dataprose.com/resource/SSEPDFExtractor.dll?AA393D3F12EA587C76106 C E8A8A30E62C35828425CEF50C7047BAFE054B827306C9FD3AE34D D4683022FA308A920A0A7F2CC F9707FB0 F2 7F5CAA393D18BB252C86A8FD2FA43063B89172640C0890E573E677572F1B3C43F673135ED07B6C815A37BAF91 8E8D00D6FF5975D8A5D3F083CEE73B37375BDD7FB91 BE01 C7AEB009636C9FEB988073BA855FE32CF5150F916 CE8E8B4C03782EC</Url></SolSearcherFields><SolSearcherFields><ReportDefaultPage>10</ReportDefaultPage> <ReportEndPage>10</ReportEndPage><ReportStartPage>10</ReportStartPage><ReportlD>11 </ReportlD><Docu mentlD>478666</DocumentlD><ReportAuthCode>9CA5E111 E7FE06B2B3A41 C2F8937296A</ReportAuthCode><F ileName /><ArchiveName> DP </ArchiveName><Session>{AD064BCB-C3E7-4FBO-ADOA- DEE7D8841732}</Session><AppName>DataProse</AppName><AccountNumber>05-3710- 02</AccountNumber><BiI (Date>4/30/2014 12:00:00 AM</BiIlDate><UrI>https://solsearcher.dataprose.com/resource/SSEPDFExtractor.dll?5721A19D4A5AA8E51 B13B E5DCB1 E24D1 CBBEAB6CD09729E12452CF85D723799E182EF52A1 CB4E035896A2AD3B79DD336CC915D7BA181 C473AF5721 Al BA20321 A35ACD94FB306B9F334B723A01 FDB9D2F22AB53D2CAC47C73457D58584D1840AF2372 E2BAFFEB890F22EA13AEDCA53ABB9DB11878DFF9C6A73448B03FF92284914D96629245A352EBF2614AFE7164 1 DA55B0067350FOFEDI D2F</UrI></SolSearcherFields><SolSearcherFields><ReportDefaultPage>11 </ReportDefa ultPage><ReportEndPage>11</ReportEndPage><ReportStartPage>11</ReportStartPage><ReportlD>12</Reportl D><DocumentlD>481343</DocumentlD><ReportAuthCode>B41 E1 D3CFADFO8FBB4853ACEO1 CF3F40</ReportAut hCode><FileName /><ArchiveName>M </ArchiveName><Session>{AD064BCB-C3E7-4FBO-ADOA- DEE7D8841732}</Session><AppName>DataProse</AppName><AccountNumber>05-3710- 02</AccountNumber><BillDate>5/31/2014 12:00:00 AM</BiIlDate><UrI>https://solsearcher.dataprose.com/resource/SSEPDFExtractor.dll?5721A19D4A5AA8E51 B13B E5DCB1 E24D1 CBBEAB6CD09729E12452CF85D723799E182EF52A1 CB4E035899EEAB5D8B660457777D7F79F872 039965721A1 BA20321A35ACD94FB306B9F334B723A01 FDB9D2F22AB53D2CAC47C73457D58584D1840AF2372E 2BAFFEB897A6CE43CAEAECBFA7E3D511AF7805A258D378F9F9CA0DCF36A6B6FC7E23BCD53EE0D890942AC7 2AED68B3BFF5C56EOC9169A</UrI></SolSearcherFields><SolSearcherFields><ReportDefaultPage>15</ReportDe faultPage><ReportEndPage>15</ReportEndPage><ReportStartPage>15</ReportStartPage><ReportlD>16</Report ID><DocumentlD>483868</DocumentlD><ReportAuthCode>C40CE077EE8C30553052409D7B7614F7</ReportAuth Code><FileName /><ArchiveName>M </ArchiveName><Session>{AD064BCB-C3E7-4FBO-ADOA- DEE7D8841732}</Session><AppName>DataProse</AppName><AccountNumber>05-3710- 02</AccountNumber><BiI (Date>6/30/2014 12:00:00 AM</BiIlDate><UrI>https://solsearcher.dataprose.com/resource/SSEPDFExtractor.dll?5721A19D4A5AA8E51 B13B E5DCB1 E24D1 CBBEAB6CD09729E12452CF85D723799E182EF52A1 CB4E03589AF7783AFBEDDC974547185A5400 A0E7F5721 Al BA20321 A35ACD94FB306B9F334B723A01 FDB9D2F22AB53D2CAC47C73457D58584D1840AF2372E 2BAFFEB8979EC199DF02A773D148078C8D5B76C726905C54349FF5B2231CDEA587D484CAC18DID2EE8CFBE00 5CEOC1 D37737DE73738C4 © 2020 DataProse, LLC. - All Information contained herein is proprietary -- any unauthorized disclosure, copying, distribution is prohibited and unlawful. DA-rAprose® DP DOCUMENT SERVICES API SETUP THE SEARCHRESULTSSTRING METHOD SAMPLE INPUT BY CLIENT: First pass a reference to the web service. If using Visual Studio, right click web reference and then click add reference. Place the DataProse web service's url, "http://dpdocs.dataprose.com/dpdocumentssvcv3/dpdocuments.asmx" in the "Url" input box and then name the reference in the Web reference name input box. Assuming the reference is named "dpWebService", the code to instantiate the web service will look like the snippet below. The method to call in the web service is SearchResultsString. dpWebService.DpDocumentsss = new dpWebService.DpDocuments (); string xmlfeed = ss.SearchResultsString( "test", "test", "Account_Number like'0100%"", "Bill_date", 100, 8); XmlDocument xDoc = new XmlDocument(); xDoc. LoadXml(xmlfeed); Below is a description of each parameter that goes into the method, "SearchResultsString". The WSDL will also provide a client with a description of the web service and it's methods string SearchResultsString( string dataproseUsername, string dataprosePassword, string archivename, string solQuery, string sortCriteria, int numberOfPages, int searchtype ); INPUT PARAMETERS EXPLAINED: string dataproseUsername and string dataprosePassword: Credentials that will be provided to the client by DataProse. A message, Invalid Credentials. Please try again or call your Account Manager for assistance" will be returned to the client if authentication is not successful. string Archivename: This is the archive that client wants to query. If it is left empty or null, web service will search an archive that is same as the client code. string solQuery: This parameter acts like a where clause in SQL. An example is "Account_Number like'010%"'. The value being passed into the condition must be surrounded by single quotes. Operators that can be used are "like", "=", ">" etc etc. string sortCriteria: Specifies what column client wants to sort result set by. "Bill_date" is a common sorting column. int numberOfPages: Indicates the number of pages per report client wants returned. int searchtype: Indicates what kind of search client is doing. © 2020 DataProse, LLC. - All Information contained herein is proprietary -- any unauthorized disclosure, copying, distribution is prohibited and unlawful. DATArOSe® DP DOCUMENT SERVICES API SETUP SAMPLE OUTPUT TO CLIENT: On successful authentication, an xml string is returned. This string contains xml that the client will need to parse through to get the information needed. Sample Output String <?xml version="1.0" encoding="utf8"?> <SolSearcherFieldsCollectionxmins:xsi=http://www.w3.oru/2001/XMLSchema-instance xmlns:xsd="http://www.w3.org/2001/XMLSchema"> <SolSearcherFields> <AccountNumber>010000006792020</AccountNumber> <BillDate>10/25/2007 </BillDate> <Url>http://www.dataprose.com/</Url> </SolSearcherFields> <SolSearcherFields> <AccountNumber>010000006578020</Accou ntN u m ber> <BillDate> 10/25/2007</Bil I Date> <U rl>http://ww.dataprose.com</Url> </SolSearcherFields> </SolSearcherFieldsCollection> The root node is"<SolSearcherFieldsCollectionxmlns>". Each row of data is denoted by the node, "<SolSearcherFields>". Within "<SolSearcherFields>" are the fields. The value of the "<Url>" node is a URL that the client can click to retrieve a document through the browser. © 2020 DataProse, LLC. - All Information contained herein is proprietary -- any unauthorized disclosure, copying, distribution is prohibited and unlawful. DATAp1"OS2` DP DOCUMENT SERVICES API SETUP THE SEARCHRESULTSSTRINGNOURL METHOD SAMPLE INPUT BY CLIENT: First pass a reference to the web service. If using Visual Studio, right click web reference and then click add reference. Place the DataProse web service's url, "//dpdocs.dataprose.com/dpdocumentssvcv3/dpdocuments.asmx" in the "Url" input box and then name the reference in the Web reference name input box. Assuming the reference is named "dpWebService", the code to instantiate the web service will look like the snippet below. The method to call in the web service is SearchResultsString. dpWebService.DpDocumentsss = new dpWebService.DpDocuments (); string xmlfeed = ss.SearchResultsStringNoUrl( "test", "test", "Account_Number like '0100%' , "Bill_date", 100, 8); XmlDocument xDoc = new XmlDocument(); xDoc.LoadXml(xmlfeed); Below is a description of each parameter that goes into the method, "SearchResultsString". The WSDL will also provide a client with a description of the web service and it's methods. string SearchResultsStringNoUrl string dataproseUsername, string dataprosePassword, string archivename, string solQuery, string sortCriteria, int numberOfPages, int searchtype ); INPUT PARAMETERS EXPLAINED: string dataproseUsername and string dataprosePassword: Credentials that will be provided to the client by DataProse. A message, "Invalid Credentials. Please try again or call your Account Manager for assistance" will be returned to the client if authentication is not successful. string Archivename: This is the archive that client wants to query. If it is left empty or null, web service will search an archive that is same as the client code. string solQuery: This parameter acts like a where clause in SQL. An example is "Account_Number like '010%"'. The value being passed into the condition must be surrounded by single quotes. Operators that can be used are "like", "=", ">" etc etc. string sortCriteria: Specifies what column client wants to sort result set by. "Bill_date" is a common sorting column. int numberOfPages: Indicates the number of pages per report client wants returned. int searchtype: Indicates what kind of search client is doing. © 2020 DataProse, LLC. - All Information contained herein is proprietary -- any unauthorized disclosure, copying, distribution is prohibited and unlawful. DA-rAprose® DP DOCUMENT SERVICES API SETUP SAMPLE OUTPUT TO CLIENT: On successful authentication, an xml string is returned. This string contains xml that the client will need to parse through to get the information needed. Sample Output String <?xml version="1.0" encoding="utf-8" ?> <SolSearcherFieldsCollection xmins:xsi="http://www.w3.org/2001/XMLSchema-instance" xmins:xsd="http://www.w3.org/2001/XMLSchema"> <SolSearcherFields> <ReportDefaultPage>1 </ReportDefaultPage> <ReportEnd Page>2</ReportEnd Page> <ReportStartPage>1</ReportStartPage> <Reportl D>2</Reportl D> <DocumentlD>203040</DocumentlD> <ReportAuthCode>996DB8A8ABAFE74AC011166C D4B4F5A2</ReportAuthCod> <FileName>rIPX_Sample PDF8.pdf</FileName> <ArchiveName> DPX </ArchiveName> <Session>{999E7003-0A89-4E73-A945-0D8EC1 BFAFOD}</Session> <AppName>DataProse</AppName> <AccountNumber>9783883</AccountNumber> <BillDate>2/14/2008 12:00:00 AM</BillDate> <Url /> </SolSearcherFields> </SolSearcherFieldsCollection> The root node is "<SolSearcherFieldsCollection>". Each row of data is denoted by the node, "<SolSearcherFields>". Within "<SolSearcherFields>" are the fields. The value of the "<Url>" node is a URL that the client can click to retrieve a document through the browser. SAMPLE SECOND INPUT BY CLIENT: Using the output received by the client after the first call to the web service, the client makes a second call to the web service to obtain a byte[] of the document. Here is a sample of this call. byte[] image= null; dpWebService.DpDocuments ss = new dpWebService.DpDocumentsQ; image = ss.GetDocument(dpusername, dppassword, appname, session, archname, documentlD, reportlD, reportStartPage, reportEndPage, reportDefaultPage, reportAuthCode); All the input parameters for this call are obtained from the xml string received from the previous call. The byte[] that is received from this call can be rendered on a browser or can be stored in a folder. It's up to the client what they want to do with it. © 2020 DataProse, LLC. - All Information contained herein is proprietary -- any unauthorized disclosure, copying, distribution is prohibited and unlawful. DATA prose DP DOCUMENT SERVICES API SETUP SEARCHRESULTSMULTIREPORTS METHOD SAMPLE INPUT BY CLIENT: Get the list of the pdf files by account number INPUT PARAMETERS EXPLAINED: string dpUsername and string dpPassword: Credentials that will be provided to the client by DataProse. A message, "Invalid Credentials. Please try again or call your Account Manager for assistance" will be returned to the client if authentication is not successful. string accountnumber:account number SAMPLE OUTPUT TO CLIENT: Sample List of URL for the pdf files <?xml version="1.0" encoding="utf-8" ?> <string xmins="http://www.Dataprose.com/webservices"><?xml version="1.0" encoding="utf-8"?><StatementList xmins:xsi="http://www.w3.org/2001/XMLSchema-instance" xmins:xsd="http://www.w3.org/2001/XMLSchema"><Statement><Year>2009</Year><Month>4</Month><Con tactlD>001220804</ContactID><UrI>http://solsearcher.dataprose.com/resource/SSEPDFExtractor.dll?92B52 6030EA0EDD0359BB25FF28252B46FA7880B8E5D06BFB1BD7B3FE3BB69902BD5D4B3B4A41337A95F7DF13 EDA326E3AEF7FFDA6D7BC42BA92B52624F2246479E03E0AC63FB9D45579FFCCF6DCB18E61B0241B9D4D F6F4C938B92F553230A2B200E7202ACA378D32543FD35A385FC6E6C7CAC9F86697E6EFED7BEAD6AB2029 D319DCEAB5A298763EDE876BFB59DF67B97DFD091A5262674F</Url></Statement> </StatementList></st ring> © 2020 DataProse, LLC. - All Information contained herein is proprietary -- any unauthorized disclosure, copying, distribution is prohibited and unlawful. DATA prose DP DOCUMENT SERVICES API SETUP SEARCHRESULTSMULTIREPORTSDAY METHOD SAMPLE INPUT BY CLIENT: Get the list of the pdf files by account number. The Output will also include the <Day> information. INPUT PARAMETERS EXPLAINED: string dpUsername and string dpPassword: Credentials that will be provided to the client by DataProse. A message, "Invalid Credentials. Please try again or call your Account Manager for assistance" will be returned to the client if authentication is not successful. string accountnumber:account number SAMPLE OUTPUT TO CLIENT: List of URL of the pdf files <?xml version="1.0" encoding="utf-8" ?> <string xmins="http://www.Dataprose.com/webservices"><?xml version="1.0" encoding="utf-8"?><StatementList xmins:xsi="http://www.w3.org/2001/XMLSchema-instance" xmins:xsd="http://www.w3.org/2001 /XMLSchema"><Statement><Year>2009</Year><Month>4</Month><Day >1 </Day><ContactlD>001220804</ContactlD><Url>https://solsearcher.dataprose.com/resource/SSEPDFExtr actor.dll?92B526030EA0EDD0359BB25FF28252B46FA7880B8E5D06BFB1 BD7B3FE3BB69902BD5D4B3B4A4 1337A95F7DF13EDA326E3AEF7FFDA6D7BC42BA92B52624F2246479E03E0AC63FB9D45579FFCCF6DCB18E 61B0241B9D4DF6F4C938B92F553230A2B200E7202ACA378D32543FD35A385FC6E6C7CAC9F86697E6EFED7 BEAD6AB2029D319DCEAB5A298763EDE876BFB59DF67B97DFD091A5262674F</UrI></Statement> </Stat ementList></string> © 2020 DataProse, LLC. - All Information contained herein is proprietary -- any unauthorized disclosure, copying, distribution is prohibited and unlawful. DATA prose DP DOCUMENT SERVICES API SETUP GETURL METHOD SAMPLE INPUT BY CLIENT: Get a pdb URL by accountlD, month and year. INPUT PARAMETERS EXPLAINED: string Username and string Password: Credentials that will be provided to the client by DataProse. A message, "Invalid Credentials. Please try again or call your Account Manager for assistance" will be returned to the client if authentication is not successful. string contactlD: accountlD string month: month of the pdf file string year: year of the pdf file SAMPLE OUTPUT TO CLIENT: URL of the pdf file <?xml version="1.0" encoding="utf-8" ?> <string xmins="http://www.Dataprose.com/webservices">https://solsearcher.dataprose.com/resource/SSEPDFExtrac tor.dll?3D768BF8AC3E13713780B6730D389B16BC5C0BA5C23CBE692F7543742EE305513E7C065E7A0CB1 F 475D5EE4B4EE7315FF6E721426018DF04073D768BDF29C17977AF5FB868E25BBE08E72859830A6A0E48D1 A882B6B0C1 CF6F621451 F3FA27C9029F425ED50833B46EE24DD16575C65D77684984ACF858FBEBB1 E003E D4C9BFF5063BE5FEB8A62869BB2A7746917321A219300C488B06206C494761AF1 </string> © 2020 DataProse, LLC. - All Information contained herein is proprietary -- any unauthorized disclosure, copying, distribution is prohibited and unlawful. DATA prose DP DOCUMENT SERVICES API SETUP GETURL DAY METHOD SAMPLE INPUT BY CLIENT: Get a pdb URL by accountlD, month, day and year. INPUT PARAMETERS EXPLAINED: string Username and string Password: Credentials that will be provided to the client by DataProse. A message, "Invalid Credentials. Please try again or call your Account Manager for assistance" will be returned to the client if authentication is not successful. string contactlD: accountlD string month: month of the pdf file string day: day of the pdf file string year: year of the pdf file SAMPLE OUTPUT TO CLIENT: URL of the pdf file <?xml version="1.0" encoding="utf-8" ?> <string xmins="http://www.Dataprose.com/webservices">https://solsearcher.dataprose.com/resource/SSEPDFExtrac tor.dll?3D768BF8AC3E13713780B6730D389B16BC5C0BA5C23CBE692F7543742EE305513E7C065E7A0CB1 F 475D5EE4B4EE7315FF6E721426018DF04073D768BDF29C17977AF5FB868E25BBE08E72859830A6A0E48D1 A882B6B0C1 CF6F621451 F3FA27C9029F425ED50833B46EE24DD16575C65D77684984ACF858FBEBB1 E003E D4C9BFF5063BE5FEB8A62869BB2A7746917321A219300C488B06206C494761AF1 </string> © 2020 DataProse, LLC. - All Information contained herein is proprietary -- any unauthorized disclosure, copying, distribution is prohibited and unlawful. DataProse, LLC. October 29, 2021 Supplier Response Form INTERLOCAL AGREEMENT Contractor agrees to extend prices and terms to all entities who have entered into or will enter into joint purchasing interlocal cooperation agreements with the City of Plano. YES p NO DataProse LLC agrees to extend this pricing to qualified entities and at the discretion of the vendor. Bill Print only pricing related to Interlocal participation by smaller Cities: $0.09 50,000 —100,000 (proposed City of Plano pricing) $0.10 30,000 - 49,999 statements/mo. $0.11 20,000 - 29,999 statements/mo. NA 20,000< statements/mo. Vendor Acknowledgment Form The undersigned hereby certifies that he/she understands the specifications, has read the document in its entirety and that the prices contained in this proposal have been carefully reviewed and are submitted as correct and final. Vendor further certifies and agrees to furnish any or all products/services upon which prices are extended at the price offered, and upon conditions contained in the specifications of the proposal. The following information should be filled out in its entirety for your response to be considered. Company Name: DataProse, LLC. Address of Principal Place of Business: Phone/Fax of Principal Place of Business: Address, Phone and Fax of Majority Owner Principal Place of Business: 1122 W. Bethel Road, Suite 100 Coppell, TX 75019 972-462-5400 / 972-462-5428 Same as above. Ph. 972-462-5477 E-mail Address of Representative: bmurray@dataprose.com Authorized Representative: JGi� /1. Signature: w Title: CEO Date: October 15, 2021 Printed Name: 972-462-5477 Acknowledgement of Addenda: #1 X #2 #3 #4 #5 CITY OF PLANO GENERAL CONTRACTUAL INSURANCE REQUIREMENTS Vendors/Contractors performing work on City property for the City of Plano shall provide the City a certificate of insurance evidencing the coverage's and coverage provisions identified herein. Vendors/Contractors shall provide the City evidence that all subcontractors performing work on the project have the same types and amounts of insurance as required herein or that the subcontractors are included under the vendors/contractor's policy. The City, at its discretion, may require a certified copy of the policies, including all relevant endorsements. Listed on the following pages are the types and amounts of insurance required. General Requirements Applicable to All Insurance 1. The vendor/contractor shall obtain and maintain the minimum insurance coverage set forth in this section during the entire contract period. 2. The vendor/contractor agrees that the insurance requirements specified herein do not reduce the liability vendor/contractor has assumed in any indemnification/hold harmless section of the contract. 3. Coverage shall be on a primary basis and non-contributory with any other insurance coverage and/or self-insurance carried by City. 4. Vendor/contractor is responsible for providing the City a minimum of 30 days' notice of a material change or voluntary cancellation of insurance coverage required under this contract and notice within 10 days of any notice of termination no matter the cause. 5. The City of Plano, the City Council and its members, the City's agents, officers, directors, and employees shall be included as an additional insured under all insurance coverage required. Evidence of Insurance Required Prior to commencement of work, and thereafter upon renewal or replacement of coverage required by this contract, vendor/contractor shall furnish City a Certificate(s) of Insurance (COI) on a form approved by the Texas Department of Insurance and signed by an authorized representative of each insurer. The COI shall List each insurer's NAIC Number or FEIN and list the following in the Certificate Holder Section: The City of Plano Risk Management Division 1520 K Avenue, Suite 117 Plano, Texas, 75074 February 2018 1) U 0 ccs N o- N O U 0 0 0 0 0 0 0 0 0 0 0 General Liability A++ (Superior) AC C)Rl CERTIFICATE OF LIABILITY INSURANCE Acct#: 2832868 DATE (MM/DDIYYYY) 10/01/2021 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER Lockton Companies, LLC 3657 Briarpark Dr., Suite 700 Houston, TX 77042 CONTACT PHONE FAX (A/C, No, Ext): 888-828-8365 (A/C, No): E-MAIL ADDRESS: INSURER(S) AFFORDING COVERAGE NAIC # INSURER A : Indemnity Insurance Co. of North America 43575 INSURED DATAPROSE LLC 1122 W BETHEL RD STE 100 COPPELL, TX 75019-4408 INSURER B : INSURERC: INSURER D : INSURER E : INSURER F : COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR LTR TYPE OF INSURANCE ADDL INSD SUBR WVD POLICY NUMBER POLICY EFF (MM/DD/YYYY) POLICY EXP (MM/DD/YYYY) LIMITS COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ CLAIMS -MADE OCCUR DAMAGE TO RENTED PREMISES (Ea occurrence) $ MED EXP (Any one person) $ PERSONAL & ADV INJURY $ GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $ POLICY PRO- JECT LOC PRODUCTS - COMP/OP AGG $ OTHER: $ AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT (Ea accident) $ ANY AUTO BODILY INJURY (Per person) $ ALL OWNED AUTOS SCHEDULED AUTOS BODILY INJURY (Per accident) $ HIRED AUTOS NON -OWNED AUTOS PROPERTY DAMAGE (Per accident) $ $ UMBRELLA LIAB OCCUR EACH OCCURRENCE $ EXCESS LIAB CLAIMS -MADE AGGREGATE $ DED RETENTION $ $ WORKERS COMPENSATION AND EMPLOYERS' LIABILITY X PER STATUTE OTH- ER ANY PROPRIETOR/PARTNER/EXECUTIVE Y / N E.L. EACH ACCIDENT $ 1,000,000 A OFFICER/MEMBEREXCLUDED? (Mandatory in NH) N/A X C70184060 10/01/2021 10/01/2022 E.L. DISEASE - EA EMPLOYEE $ 1,000,000 If yes, describe under DESCRIPTION OF OPERATIONS below E.L. DISEASE - POLICY LIMIT $ 1,000,000 DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) WAIVER OF SUBROGATION IN FAVOR OF CERTFICIATE HOLDER WHEN REQUIRED BY WRITTEN CONTRACT CERTIFICATE HOLDER CANCELLATION PLANO, CITY OF VERNIE RAMBO SENIOR BUYER 1520 K AVENUE, 3RD FLOOR, SUITE 370 PLANO, TX 75074 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE © 1988-2014 ACORD CORPORATION. All rights reserved. ACORD 25 (2016/03) The ACORD name and logo are registered marks of ACORD Workers' Compensation and Employers' Liability Policy Named Insured Insperity, Inc. L/C/F DATAPROSE LLC 19001 Crescent Springs Drive Kingwood, TX 77339 Endorsement Number Policy Number Symbol: RWC Number: C70184060 Policy Period 10/01/2021 TO 10/01/2022 Effective Date of Endorsement 10/01/2021 Issued By (Name of Insurance Company) Indemnity Insurance Co. of North America Insert the policy number. The remainder of the information is to be completed only when this endorsement is issued subsequent to the preparation of the policy. TEXAS WAIVER OF OUR RIGHT TO RECOVER FROM OTHERS ENDORSEMENT This endorsement applies only to the insurance provided by the policy because Texas is shown in item 3.A. of the Information Page. We have the right to recover our payments from anyone liable for an injury covered by this policy. We will not enforce our right against the person or organization named in the Schedule, but this waiver applies only with respect to bodily injury arising out of the operations described in the Schedule, where you are required by a written contract to obtain this waiver from us. This endorsement shall not operate directly or indirectly to benefit anyone not named in the Schedule. The premium for this endorsement is shown in the Schedule. Schedule 1. (X) Specific Waiver Name of person or organization: Plano, City of; Vernie Rambo Senior Buyer 1520 K Avenue, 3rd Floor, Suite 370 Plano, TX 75074 Blanket Waiver Any person or organization for whom the Named Insured has agreed by written contract to furnish this waiver. 2. Operations: 3. Premium: The premium charge for this endorsement shall be INCLUDED percent of the premium developed on payroll in connection with work performed for the above person(s) or organization(s) arising out of the operations described. 4. Advance Premium: INCLUDED Authorized Representative WC 42 03 048 (06/14) CO Copyright 2014 National Council on Compensation Insurance, Inc. All Rights Reserved. DATAPROO2C LMOORE , ACORD CERTIFICATE OF LIABILITY INSURANCE �� DATE(MM/DDIYYYY) 12/30/2021 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER INSURICA TX Insurance Services, Inc. 2400 N Glenville Dr, Ste B125 Richardson, TX 75082 CONTACT Linda Moore NAME: PHONE E:t): (469) 443-3394 I FAX 844 696-5539 (aC, No):( ) E-L ADMDRESS: Linda.Moore@INSURICA.com INSURER(S) AFFORDING COVERAGE NAIC # INSURER A : Continental Casualty Company 20443 INSURED DataProse,LLC. 1122 W. Bethel Rd. Suite 100 Coppell, TX 75019 INSURER B : Continental Insurance Company 35289 INSURER C INSURERD: INSURER E : INSURER F : COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLIC ES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR LTR TYPE OF INSURANCE ADDL INSD SUBR WVD POLICY NUMBER POLICY EFF (MM/DD/YYYY) POLICY EXP (MM/DDIYYYY) LIMITS A COMMERCIAL GENERAL LIABILITY 4031209640 1/1/2022 1/1/2023 EACH OCCURRENCE $ 1,000,000 CLAIMS -MADE X OCCUR DAMAGE TO RENTED PREMISES (Ea occurence) $ MED EXP (Any one person) $ 10,000 PERSONAL & ADV INJURY $ 1,000,000 GEN'L X AGGREGATE POLICY OTHER: LIMIT APPLIES JECT PER: LOC GENERAL AGGREGATE $ 2,000,000 PRODUCTS-COMP/OPAGG $ 2,000,000 $ AUTOMOBILECOMBINED LIABILITY ANY AUTO OWNED AUTOS ONLY HIRED AUTOS ONLY SCHEDULED AUTOS NON -OWNED AUTOS ONLY SINGLE LIMIT (Ea accident) $ BODILY INJURY (Per person) $ BODILY INJURY (Per accident) $ PROPERTY DAMAGE (Per accident) $ $ A X UMBRELLA LIAB EXCESS LIAB X OCCUR CLAIMS -MADE 4031209833 1/1/2022 1/1/2023 EACH OCCURRENCE $ 2,000,000 AGGREGATE $ 2,000,000 DED X RETENTION $ 10,000 $ WORKERS COMPENSATION AND EMPLOYERS' LIABILITY ANY PROPRIETOR/PARTNER/EXECUTIVE OFFICER/MEMBER EXCLUDED? (Mandatory in NH) If yes, describe under DESCRIPTION OF OPERATIONS below Y / N N / A PER STATUTE OTH- ER E.L. EACH ACCIDENT $ E.L. DISEASE - EA EMPLOYEE $ E.L. DISEASE - POLICY LIMIT $ B B CyberLiability Professional Liab. 652077472 652077472 1/1/2022 1/1/2022 1/1/2023 1/1/2023 Limit Limit 3,000,000 1,000,000 DESCRIPTION OF OPERATIONS / LOCATIONS I VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is requi ed) Certificate holder is included as an additional insured in accordance with the policy provision of the General Liability policy. The Certificate holder is shown with a waiver of subrogation in their favor when required by written contract. The City of Plano, its commissioners, partners, officials, directors, officers, agents and employees are included as additional insureds where required by written contract. CERTIFICATE HOLDER CANCELLATION City of Plano y Risk Management Division 7501 A Independent Parkway Plano, TX 75025 I SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE 0 e giit& ACORD 25 (2016/03) © 1988-2015 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD 20020004040312096407745 CNA BLANKET ADDITIONAL INSURED AND LIABILITY EXTENSION ENDORSEMENT This endorsement modifies insurance provided under the following: BUSINESSOWNERS LIABILITY COVERAGE FORM BUSINESSOWNERS COMMON POLICY CONDITIONS SB146932F (Ed. 6-16) TABLE OF CONTENTS I. Blanket Additional Insured Provisions A. Additional Insured — Blanket Vendors B. Miscellaneous Additional Insureds C. Additional Provisions Pertinent to Additional Insured Coverage 1. Primary — Noncontributory provision 2. Definition of "written contract." II. Liability Extension Coverages A. Bodily Injury — Expanded Definition B. Broad Knowledge of Occurrence C. Estates, Legal Representatives and Spouses D. Legal Liability — Damage to Premises E. Personal and Advertising Injury — Discrimination or Humiliation F. Personal and Advertising Injury — Broadened Eviction G. Waiver of Subrogation - Blanket I. BLANKET ADDITIONAL INSURED PROVISIONS A. ADDITIONAL INSURED — BLANKET VENDORS Who Is An Insured is amended to include as an additional insured any person or organization (referred to below as vendor) with whom you agreed under a "written contract" to provide insurance, but only with respect to "bodily injury" or "property damage" arising out of "your products" which are distributed or sold in the regular course of the vendor's business, subject to the following additional exclusions: 1. The insurance afforded the vendor does not apply to: a. "Bodily injury" or "property damage" for which the vendor is obligated to pay damages by reason of the assumption of liability in a contract or agreement. This exclusion does not apply to liability for damages that the vendor would have in the absence of the contract or agreement; b. Any express warranty unauthorized by you; c. Any physical or chemical change in the product made intentionally by the vendor; d. Repackaging, except when unpacked solely for the purpose of inspection, demonstration, testing, or the substitution of parts under instructions from the manufacturer, and then repackaged in the original container; SB146932F (6-16) Page 1 of 7 Copyright, CNA All Rights Reserved. CNA SB146932F (Ed. 6-16) e. Any failure to make such inspections, adjustments, tests or servicing as the vendor has agreed to make or normally undertakes to make in the usual course of business, in connection with the distribution or sale of the products; f. Demonstration, installation, servicing or repair operations, except such operations performed at the vendor's premises in connection with the sale of the product; Products which, after distribution or sale by you, have been labeled or relabeled or used as a container, part or ingredient of any other thing or substance by or for the vendor; or h. "Bodily injury" or "property damage" arising out of the sole negligence of the vendor for its own acts or omissions or those of its employees or anyone else acting on its behalf. However, this exclusion does not apply to: (1) The exceptions contained in Subparagraphs d. orf.; or (2) Such inspections, adjustments, tests or servicing as the vendor has agreed to make or normally undertakes to make in the usual course of business, in connection with the distribution or sale of the products. 2. This insurance does not apply to any insured person or organization, from whom you have acquired such products, or any ingredient, part or container, entering into, accompanying or containing such products. 3. This provision 2. does not apply to any vendor included as an insured by an endorsement issued by us and made a part of this Policy. 4. This provision 2. does not apply if "bodily injury" or "property damage" included within the "products - completed operations hazard" is excluded either by the provisions of the Policy or by endorsement. 9. B. MISCELLANEOUS ADDITIONAL INSUREDS 1. Who Is An Insured is amended to include as an insured any person or organization (called additional insured) described in paragraphs 3.a. through 3.j. below whom you are required to add as an additional insured on this policy under a "written contract.": 2. However, subject always to the terms and conditions of this policy, including the limits of insurance, we will not provide the additional insured with: a. A higher limit of insurance than required by such "written contract"; b. Coverage broader than required by such "written contract" and in no event greater than that described by the applicable paragraph a. through k. below; or c. Coverage for "bodily injury" or "property damage" included within the "products -completed operations hazard." But this paragraph c. does not apply to the extent coverage for such liability is provided by paragraph 3.j. below. Any coverage granted by this endorsement shall apply only to the extent permitted by law. 3. Only the following persons or organizations can qualify as additional insureds under this endorsement: a. Controlling Interest Any persons or organizations with a controlling interest in you but only with respect to their liability arising out of: (1) such person or organization's financial control of you; or (2) Premises such person or organization owns, maintains or controls while you lease or occupy these premises; provided that the coverage granted to such additional insureds does not apply to structural alterations, new construction or demolition operations performed by or for such additional insured. SB146932F (6-16) Page 2 of 7 Copyright, CNA All Rights Reserved. 20020004040312096407746 CNA SB146932F (Ed. 6-16) b. Co-owner of Insured Premises A co-owner of a premises co -owned by you and covered under this insurance but only with respect to the co -owners liability for "bodily injury", "property damage" or "personal and advertising injury" as co-owner of such premises. c. Grantor of Franchise Any person or organization that has granted a franchise to you, but only with respect to such person or organization's liability for "bodily injury", "property damage", or "personal and advertising injury' as grantor of a franchise to you. d. Lessor of Equipment Any person or organization from whom you lease equipment, but only with respect to liability for "bodily injury', "property damage" or "personal and advertising injury" caused in whole or in part by your maintenance, operation or use of such equipment, provided that the "occurrence" giving rise to such "bodily injury" or "property damage" or the offense giving rise to such "personal and advertising injury" takes place prior to the termination of such lease. e. Lessor of Land Any person or organization from whom you lease land, but only with respect to liability for "bodily injury', "property damage" or "personal and advertising injury' arising out of the ownership, maintenance or use of that specific part of the land leased to you, provided that the "occurrence" giving rise to such "bodily injury" or "property damage" or the offense giving rise to such "personal and advertising injury", takes place prior to the termination of such lease. The insurance hereby afforded to the additional insured does not apply to structural alterations, new construction or demolition operations performed by, on behalf of or for such additional insured. f. Lessor of Premises g. An owner or lessor of premises leased to you, or such owner or lessor's real estate manager, but only with respect to liability for "bodily injury", "property damage" or "personal and advertising injury' arising out of the ownership, maintenance or use of such part of the premises leased to you, and provided that the "occurrence" giving rise to such "bodily injury" or "property damage" or the offense giving rise to such "personal and advertising injury', takes place prior to the termination of such lease. The insurance hereby afforded to the additional insured does not apply to structural alterations, new construction or demolition operations performed by, on behalf of or for such additional insured. Mortgagee, Assignee or Receiver A mortgagee, assignee or receiver of premises but only with respect to such mortgagee, assignee, or receivers liability for "bodily injury", "property damage" or "personal and advertising injury' arising out of the ownership, maintenance, or use of a premises by you. This insurance does not apply to structural alterations, new construction or demolition operations performed by, on behalf of or for such additional insured. h. State or Political Subdivisions A state or government agency or subdivision or political subdivision that has issued a permit or authorization, but only with respect to such government agency or subdivision or political subdivision's liability for "bodily injury', "property damage" or "personal and advertising injury' arising out of: (1) The following hazards in connection with premises you own, rent, or control and to which this insurance applies: (a) The existence, maintenance, repair, construction, erection, or removal of advertising signs, awnings, canopies, cellar entrances, coal holes, driveways, manholes, marquees, hoistaway openings, sidewalk vaults, street banners, or decorations and similar exposures; or (b) The construction, erection, or removal of elevators; or (c) The ownership, maintenance or use of any elevators covered by this insurance; or SB146932F (6-16) Page 3 of 7 Copyright, CNA All Rights Reserved. CNA SB146932F (Ed. 6-16) (2) The permitted or authorized operations performed by you or on your behalf. But the coverage granted by this paragraph does not apply to: (a) "Bodily injury", "property damage" or "personal and advertising injury" arising out of operations performed for the state or government agency or subdivision or political subdivision; or (b) "Bodily injury" or "property damage" included within the "products -completed operations hazard." With respect to this provision's requirement that additional insured status must be requested under a "written contract", we will treat as a "written contract" any governmental permit that requires you to add the governmental entity as an additional insured. i. Trade Show Event Lessor With respect to your participation in a trade show event as an exhibitor, presenter or displayer, any person or organization .whom you are required to include as an additional insured, but only with respect to such person or organization's liability for "bodily injury", "property damage", or "personal and advertising injury" cause by: a. Your acts or omissions; or b. Acts or omissions of those acting on your behalf; in the performance of your ongoing operations at the trade show premises during the trade show event. Other Person or Organization Any person or organization who is not an additional insured under paragraphs a. through i. above. Such additional insured is an insured solely for "bodily injury", "property damage" or "personal and advertising injury" for which such additional insured is liable because of your acts or omissions. The coverage granted by this paragraph does not apply to any person or organization: (1) For "bodily injury," "property damage," or "personal and advertising injury" arising out of the rendering or failure to render any professional services; (2) For "bodily injury" or "property damage" included in the "products -completed operations hazard." But this provision (2) does not apply to such "bodily injury" or "property damage" if: (a) It is entirely due to your negligence and specifically results from your work for the additional insured which is the subject to the "written contract"; and (b) The "written contract" requires you to make the person or organization an additional insured for such "bodily injury" or "property damage"; or (3) Who is afforded additional insured coverage under another endorsement attached to this policy. C. ADDITIONAL PROVISIONS PERTINENT TO ADDITIONAL INSURED COVERAGE With respect only to additional insured coverage provided under paragraphs A. and B. above: 1. The BUSINESSOWNERS COMMON POLICY CONDITIONS are amended to add the Condition entitled Other Insurance: J. This insurance is excess of all other insurance available to an additional insured whether contingent or on any other basis. However, if a "written contract" requires that this insurance or primary and noncontributing, then this insurance will be primary and non-contributory insurance on which the additional insured is a named insured. following to the primary, excess, be either primary relative solely to 2. Under Liability and Medical Expense Definitions, the following definition is added: "Written contract" means a written contract or agreement that requires you to make a person or organization an additional insured on this policy, provided the contract or agreement: a. Is currently in effect or becomes effective during the term of this policy; and b. Was executed prior to: SB146932F (6-16) Page 4 of 7 Copyright, CNA All Rights Reserved. 20020004040312096407747 CNA SB146932F (Ed. 6-16) (1) The "bodily injury" or "property damage"; or (2) The offense that caused the "personal and advertising injury"; for which the additional insured seeks coverage. II. LIABILITY EXTENSION COVERAGES It is understood and agreed that this endorsement amends the Businessowners Liability Coverage Form. If any other endorsement attached to this policy amends any provision also amended by this endorsement, then that other endorsement controls with respect to such provision, and the changes made by this endorsement to such provision do not apply. A. Bodily Injury — Expanded Definition Under Liability and Medical Expenses Definitions, the definition of "Bodily injury" is deleted and replaced by the following: "Bodily injury" means physical injury, sickness or disease sustained by a person, including death, humiliation, shock, mental anguish or mental injury by that person at any time which results as a consequence of the physical injury, sickness or disease. B. Broad Knowledge of Occurrence Under Businessowners Liability Conditions, the Condition entitled Duties In The Event of Occurrence, Offense, Claim or Suit is amended to add the following: Paragraphs a. and b. above apply to you or to any additional insured only when such "occurrence," offense, claim or "suit" is known to: (1) You or any additional insured that is an individual; (2) Any partner, if you or an additional insured is a partnership; (3) Any manager, if you or an additional insured is a limited liability company; (4) Any "executive officer" or insurance manager, if you or an additional insured is a corporation; (5) Any trustee, if you or an additional insured is a trust; or (6) Any elected or appointed official, if you or an additional insured is a political subdivision or public entity. This paragraph applies separately to you and any additional insured. C. Estates, Legal Representatives and Spouses The estates, heirs, legal representatives and spouses of any natural person insured shall also be insured under this policy; provided, however, coverage is afforded to such estates, heirs, legal representatives and spouses only for claims arising solely out of their capacity as such and, in the case of a spouse, where such claim seeks damages from marital common property, jointly held property, or property transferred from such natural person insured to such spouse. No coverage is provided for any act, error or omission of an estate, heir, legal representative or spouse outside the scope of such person's capacity as such, provided however that the spouse of a natural person Named Insured and the spouses of members or partners of joint venture or partnership Named Insureds are insureds with respect to such spouses' acts, errors or omissions in the conduct of the Named Insured's business. D. Legal Liability — Damage To Premises 1. Under B. Exclusions, 1. Applicable to Business Liability Coverage, Exclusion k. Damage To Property, is replaced by the following: k. Damage To Property "Property damage" to: 1. Property you own, rent or occupy, including any costs or expenses incurred by you, or any other person, organization or entity, for repair, replacement, enhancement, restoration or maintenance of SB146932F (6-16) Page 5 of 7 Copyright, CNA All Rights Reserved. CNA SB146932F (Ed. 6-16) such property for any reason, including prevention of injury to a person or damage to another's property; 2. Premises you sell, give away or abandon, if the "property damage" arises out of any part of those premises; 3. Property loaned to you; 4. Personal property in the care, custody or control of the insured; 5. That particular part of any real property on which you or any contractors or subcontractors working directly or indirectly in your behalf are performing operations, if the "property damage" arises out of those operations; or 6. That particular part of any property that must be restored, repaired or replaced because "your work" was incorrectly performed on it. Paragraph 2 of this exclusion does not apply if the premises are "your work" and were never occupied, rented or held for rental by you. Paragraphs 1, 3, and 4, of this exclusion do not apply to "property damage" (other than damage by fire or explosion) to premises: (1) rented to you: (2) temporarily occupied by you with the permission of the owner, or (3) to the contents of premises rented to you for a period of 7 or fewer consecutive days. A separate limit of insurance applies to Damage To Premises Rented To You as described in Section D — Liability and Medical Expenses Limits of Insurance. Paragraphs 3, 4, 5, and 6 of this exclusion do not apply to liability assumed under a sidetrack agreement. Paragraph 6 of this exclusion does not apply to "property damage" included in the "products -completed operations hazard." 2. Under B. Exclusions, 1. Applicable to Business Liability Coverage, the following paragraph is added, and replaces the similar paragraph, if any, beneath paragraph (14) of the exclusion entitled Personal and Advertising injury: Exclusions c, d, e, f, g, h, i, k, I, m, n, and o, do not apply to damage by fire to premises while rented to you or temporarily occupied by you with permission of the owner or to the contents of premises rented to you for a period of 7 or fewer consecutive days. A separate limit of insurance applies to this coverage as described in Section D. Liability And Medical Expenses Limits Of Insurance. 3. The first Paragraph under item 5. Damage To Premises Rented To You Limit of the section entitled Liability And Medical Expenses Limits Of Insurance is replaced by the following: The most we will pay under Business Liability for damages because of "property damage" to any one premises, while rented to you or temporarily occupied by you with the permission of the owner, including contents of such premises rented to you for a period of 7 or fewer consecutive days, is the Damage to Premises Rented to You limit shown in the Declaration. E. Personal and Advertising Injury — Discrimination or Humiliation 1. Under Liability and Medical Expenses Definitions, the definition of "personal and advertising injury" is amended to add the following: h. Discrimination or humiliation that results in injury to the feelings or reputation of a natural person, but only if such discrimination or humiliation is: (1) Not done intentionally by or at the direction of: (a) The insured; or SB146932F (6-16) Page 6 of 7 Copyright, CNA All Rights Reserved. 20020004040312096407748 CNA SB146932F (Ed. 6-16) (b) Any "executive officer," director, stockholder, partner, member or manager (if you are a limited liability company) of the insured; and (2) Not directly or indirectly related to the employment, prospective employment, past employment or termination of employment of any person or person by any insured. 2. Under B. Exclusions, 1. Applicable to Business Liability Coverage, the exclusion entitled Personal and Advertising injury is amended to add the following additional exclusions: (15) Discrimination Relating to Room, Dwelling or Premises Caused by discrimination directly or indirectly related to the sale, rental, lease or sub -lease or prospective sale, rental, lease or sub -lease of any room, dwelling or premises by or at the direction of any insured. (16) Employment Related Discrimination Discrimination or humiliation directly or indirectly related to the employment, prospective employment, past employment or termination of employment of any person by any insured. (17) Fines or Penalties Fines or penalties levied or imposed by a governmental entity because of discrimination. 3. This provision (Personal and Advertising Injury — Discrimination or Humiliation) does not apply if Personal and Advertising Injury Liability is excluded either by the provisions of the Policy or by endorsement. F. Personal and Advertising Injury - Broadened Eviction Under Liability and Medical Expenses Definitions, the definition of "Personal and advertising injury" is amended to delete Paragraph c. and replace it with the following: c. The wrongful eviction from, wrongful entry into, or invasion of the right of private occupancy of a room dwelling or premises that a person or organization occupies committed by or on behalf of its owner, landlord or lessor. G. Waiver of Subrogation — Blanket We waive any right of recovery we may have against: a. Any person or organization with whom you have a written contract that requires such a waiver. All other terms and conditions of the Policy remain unchanged. SB146932F (6-16) Page 7 of 7 Copyright, CNA All Rights Reserved. ACORN® CERTIFICATE OF LIABILITY INSURANCE `----- DATE (MMIDD/YYYY) 12/02/2021 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER Keith Bland Insurance 200 N Rufe Snow Dr., Suite 105 Keller TX 76248 CONTACT Keith Bland NAME: (A/CONNo. Ext): 817-379-0011 FAX No): 817-337-7191 E-MAIL ADDRESS: cbland@farmersagent.com INSURER(S) AFFORDING COVERAGE NAIC # INSURERA: The Hartford 22357 INSURED Dataprose LLC 1122 W. Bethel Road, Ste 100 Coppell, TX 75019 972-462-5410 INSURER B : INSURER C : INSURER D : INSURER E : INSURERF: COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR LTR TYPE OF INSURANCE ADDL INSD SUBR WVD POLICY NUMBER POLICY EFF (MM/DD/YYYY) POLICY EXP (MM/DD/YYYY) LIMITS COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ CLAIMS -MADE OCCUR DAMAGE RENTED PREMISESO(a occurrence) $ MED EXP (Any one person) $ PERSONAL & ADV INJURY $ GEN'L AGGREGATE LIMIT APPLIES PRO- JECT PER: LOC GENERAL AGGREGATE $ PRODUCTS - COMP/OP AGG $ $ A AUTOMOBILE X X LIABILITY ANY AUTO OWNED AUTOS ONLY HIRED AUTOS ONLY X SCHEDULED AUTOS NON -OWNED AUTOS ONLY Y 72UECPT3696 12/02/2021 12/02/2022 COMBINED SINGLE LIMIT (Ea accident) $ 1,000,000 BODILY INJURY (Per person) $ BODILY INJURY (Per accident) $ PROPERTY DAMAGE (Per accident) $ $ UMBRELLA LIAB EXCESS LIAB OCCUR CLAIMS -MADE EACH OCCURRENCE $ AGGREGATE $ DED RETENT ON $ $ WORKERS COMPENSATION AND EMPLOYERS' LIABILITY ANYPROPRIETOR/PARTNER/EXECUTIVE OFFICER/MEMBER EXCLUDED? (Mandatory in NH) If yes, describe under DESCRIPTION OF OPERATIONS below Y / N N/A PER STATUTE OTH- ER E.L. EACH ACCIDENT $ E.L. DISEASE - EA EMPLOYEE $ E.L. DISEASE - POLICY LIMIT $ DESCRIPTION OF OPERATIONS / LOCATIONS I VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) Certificate Holder, it's elected officials, officers, and employees are added as additional insured as it pertains to work performed by the insured under contract. CERTIFICATE HOLDER CANCELLATION Senior Buyer City of Plano 1520 K Avenue, 3rd Floor, Suite 370 Plano, TX 75074 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE KEITH BLAND ACORD 25 (2016/03) ©1988-2015 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD