Standard Printing Signed Contract

PROFESSIONAL SERVICES AGREEMENT
With STANDARD PRINTING COMPANY, INC.
for Utility Billing, License Printing, Folding, Inserting and Mailing Services

This Professional Services Agreement ("Agreement") is entered into and effective between CITY OF GLENDALE,
an Arizona municipal corporation ("City") and Standard Printing Company, Inc, an Arizona Corporation, authorized

to do business in the State of Arizona, ("Consultant") as of the day of , 2023 (“Effective
Date”).

RECITALS
A. City intends to undettake a project for the benefit of the public and with public funds that is more fully set

forth in Exhibit A, Project (the "Project");

B. City desires to retain the professional services of Consultant to perform certain specific duties and produce
the specific work as set forth in the attached Exhibit B, Project Scope of Work (“Scope”);

Cc. Consultant desires to provide City with professional services (“Services”) consistent with best consulting or
architectural practices and the standards set forth in this Agreement, in order to complete the Project; and

D. City and Consultant desire to memorialize their agreement with this document.
AGREEMENT

The parties hereby agree as follows:
1 Key Personnel; Other Consultants and Subcontractors.

11 Professional Services. Consultant will provide all Services necessary to assure the Project is
completed timely and efficiently consistent within Project requirements, including, but not limited
to, working in close interaction and interfacing with City and its designated employees, and working
closely with others, including other consultants or contractors, retained by City.

1.2 Project Team.
a. Project Manager.

(1) Consultant will designate an employee as Project Manager with sufficient training,
knowledge, and experience to, in the City's opinion, complete the project and handle
all aspects of the Project such that the work produced by Consultant is consistent
with applicable standards as detailed in this Agreement; and

(2) The City must approve the designated Project Manager.
b. Project Team.

(1) The Project Manager and all other employees assigned to the Project by Consultant
will comprise the "Project Team."

(2) Project Manager will have responsibility for and will supervise all other employees
assigned to the Project by Consultant.

c. Discharge, Reassign, Replacement.

(1) Consultant acknowledges the Project Team is comprised of the same persons and
roles for each as may have been identified in Exhibit A.

(2) Consultant will not discharge, reassign, replace or diminish the responsibilities of
any of the employees assigned to the Project who have been approved by City
without City's prior written consent unless that person leaves the employment of
Consultant, in which event the substitute must first be approved in writing by City.

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(3) Consultant will change any of the members of the Project Team at the City's request
if an employee's performance does not equal or exceed the level of competence that
the City may reasonably expect of a person performing those duties, or if the acts
or omissions of that person are detrimental to the development of the Project.

Subcontractors.

(1) Consultant may engage specific technical contractors (each a "Subcontractor") to
furnish certain service functions.

(2) Consultant will remain fully responsible for Subcontractor's services.
(3) Subcontractors must be approved by the City.

(4) Consultant will certify by letter that all contracts with Subcontractors have been
executed incorporating requirements and standards as set forth in this Agreement.

Schedule. The Services will be undertaken in a manner that ensures the Project is completed timely and
efficiently in accordance with the Project.

Consultant’s Work.

3.1

3.2

3.3

3.4

Standard. Consultant must perform Services in accordance with the standards of due diligence, care,
and quality prevailing among consultants having substantial experience with the successful furnishing
of Services for projects that ate equivalent in size, scope, quality, and other criteria under the Project
and identified in this Agreement.

Licensing. Consultant warrants that:

a.

Consultant and its Subconsultants or Subcontractors will hold all appropriate and required
licenses, registrations and other approvals necessary for the lawful furnishing of Services
("Approvals"); and

Neither Consultant nor any Subconsultant or Subcontractor has been debarred or otherwise
legally excluded from contracting with any federal, state, or local governmental entity
("Debarment").

(1) City is under no obligation to ascertain or confirm the existence or issuance of any
Approvals or Debarments, or to examine Consultant's contracting ability.

(2) Consultant must notify City immediately if any Approvals or Debarment changes
during the Agreement's duration. The failure of the Consultant to notify City as
required will constitute a material default under the Agreement.

Compliance.

a.

Services will be furnished in compliance with applicable federal, state, county and local
statutes, rules, regulations, ordinances, building codes, life safety codes, and other standards
and criteria designated by City.

Consultant must not discriminate against any employee or applicant for employment on the
basis of race, color, religion, sex, national origin, age, marital status, sexual orientation, gender
identity or expression, genetic characteristics, familial status, U.S. military veteran status or
any disability. Consultant will require any Sub-contractor to be bound to the same
requirements as stated within this section. Consultant, and on behalf of any subcontractors,
warrants compliance with this section.

Coordination: Interaction.

a.

For projects that the City believes requires the coordination of various professional services,
Consultant will work in close consultation with City to proactively interact with any other
ptofessionals retained by City on the Project ("Coordinating Project Professionals").

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3.5

Consultant will meet to review the Project, Schedule and in-progress work with Coordinating
Project Professionals and City as often and for durations as City reasonably considers
necessary in order to ensure the timely work delivery and Project completion.

For projects not involving Coordinating Project Professionals, Consultant will proactively
interact with any other contractors when directed by City to obtain or disseminate timely
information for the proper execution of the Project.

Work Product.

a.

Ownership. Upon receipt of payment for Services furnished, Consultant grants to City, and
will cause its Subconsultants or Subcontractors to grant to the City, the exclusive ownership
of and all copyrights, if any, to evaluations, reports, drawings, specifications, project manuals,
surveys, estimates, reviews, minutes, all "architectural work" as defined in the United States
Copyright Act, 17 U.S.C § 101, ef seq., and other intellectual work product as may be
applicable ("Work Product").

(1) This grant is effective whether the Work Product is on paper (e.g., a "hard copy"),
in electronic format, or in some other form.

(2) Consultant warrants, and agrees to indemnify, hold harmless and defend City for,
from and against any claim that any Work Product infringes on third-party
proprietary interests.

Delivery. Consultant will deliver to City copies of the preliminary and completed Work
Product promptly as they are prepared.

City Use.
qd) City may reuse the Work Product at its sole discretion.

(2) In the event the Work Product is used for another project without further
consultations with Consultant, the City agrees to indemnify and hold Consultant
harmless from any claim arising out of the Work Product.

QB) In such case, City will also remove any seal and title block from the Work Product.

Compensation for the Project.

4.1

4.2

4.3

Compensation. Consultant's compensation for the Project, including those furnished by its
Subconsultants or Subcontractors will not exceed $2,000,000 as specifically detailed in Exhibit D
("Compensation").

Change in Scope of Project. The Compensation may be equitably adjusted if the originally
contemplated Scope as outlined in the Project is significantly modified.

a.

Adjustments to Compensation require a written amendment to this Agreement and may
require City Council approval.

Additional services which are outside the Scope of the Project contained in this Agreement
may not be performed by the Consultant without prior written authorization from the City.

Notwithstanding the incorporation of the Exhibits to this Agreement by reference, should
any conflict arise between the provisions of this Agreement and the provisions found in the
Exhibits and accompanying attachments, the provisions of this Agreement shall take priority
and govern the conduct of the parties.

Allowances. An “Allowance” may be identified in Exhibit D only for work that is required by the
Scope and the value of which cannot reasonably be quantified at the time of this Agreement.

a.

As stated in Sec. 4.1 above, the Compensation must incorporate all Allowance amounts
identified in Exhibit D and any unused allowance at the completion of the Project will
remain with City.

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b. Consultant may not add any mark-up for work identified as an Allowance and which is to
be performed by a Subconsultant.

c. Consultant will not use any portion of an Allowance without prior written authorization
from the City.
d. Examples of Allowance items include, but are not limited to, subsurface pothole

investigations, survey, geotechnical investigations, public participation, radio path studies
and material testing.

44 Expenses. City will reimburse Consultant for certain out-of-pocket expenses necessarily incurred by
Consultant in connection with this Agreement, without mark-up (the “Reimbursable Expenses”),
including, but not limited to, document reproduction, materials for book preparation, postage,
courier and overnight delivery costs incurred with Federal Express or similar carriers, travel and car
mileage, subject to the following:

a. Mileage, airfare, lodging and other travel expenses will be reimbursable only to the extent
these would, if incurred, be reimbursed to City of Glendale personnel under its policies and
procedures for business travel expense reimbursement made available to Consultant for
review prior to the Agreement’s execution, and which policies and procedures will be
furnished to Consultant;

b. The Reimbursable Expenses in this section are approved in advance by City in writing; and

c. The total of all Reimbursable Expenses paid to Consultant in connection with this
Agreement will not exceed the “not to exceed” amount identified for Reimbursable Services
in the Compensation.

Billings and Payment.
5.1 Applications.

a. Consultant will submit monthly invoices (each, a "Payment Application") to City's Project
Manager and City will remit payments based upon the Payment Application as stated below.

b. The period covered by each Payment Application will be one calendar month ending on the
last day of the month.

5.2 Payment.

a. After a full and complete Payment Application is received, City will process and remit
payment within 30 days.

b. Payment may be subject to or conditioned upon City's receipt of:

(1) Completed work generated by Consultant and its Subconsultants and
Subcontractors; and

(2) Unconditional waivers and releases on final payment from all Subconsultants and
Subcontractors as City may reasonably request to assure the Project will be free of
claims arising from required performances undet this Agreement.

5.3 Review and Withholding. City's Project Manager will timely review and certify Payment Applications.

a. If the Payment Application is rejected, the Project Manager will issue a written listing of the
items not approved for payment.

b. City may withhold an amount sufficient to pay expenses that City reasonably expects to incur
in correcting the deficiency or deficiencies rejected for payment.

Termination.

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6.1 For Convenience. City may terminate this Agreement for convenience, without cause, by delivering
a written termination notice stating the effective termination date, which may not be less than 15
days following the date of delivery.

a. Consultant will be equitably compensated for Services furnished prior to receipt of the
termination notice and fot reasonable costs incurred.

b. Consultant will also be similarly compensated for any approved effort expended, and
approved costs incurred, that are directly associated with Project closeout and delivery of the
required items to the City.

6.2 For Cause. City may tetminate this Agreement for cause if Consultant fails to cure any breach of this
Agreement within seven days after receipt of written notice specifying the breach.

a. Consultant will not be entitled to further payment until after City has determined its damages.
If City's damages resulting from the breach, as determined by City, are less than the equitable
amount due but not paid Consultant for Services furnished, City will pay the amount due to
Consultant, less City's damages, in accordance with the provision of Sec. 5.

b. If City's direct damages exceed amounts otherwise due to Consultant, Consultant must pay
the difference to City immediately upon demand; however, Consultant will not be subject to
consequential damages more than $1,000,000 or the amount of this Agreement, whichever
is greater.

Conflict. Consultant acknowledges this Agreement is subject to A.R.S. § 38-511, which allows for
cancellation of this Agreement in the event any person who is significantly involved in initiating, negotiating,
securing, drafting, or creating the Agreement on City's behalf is also an employee, agent, or consultant of any
other party to this Agreement.

Insurance. For the duration of the term of this Agreement, Consultant shall procure and maintain insurance
against claims for injuries to persons or damages to property which may arise from or in connection with the
performance of all tasks or work necessary to complete the Project as herein defined. Such insurance shall
cover Consultant, its agent(s), representative(s), employee(s) and any subcontractors.

8.1 Minimum Scope and Limit of Insurance. Coverage must be at least as broad as:

a. Commercial General Liability (CGL). Insurance Services Office Form CG 00 01, including
products and completed operations, with limits of no less than $1,000,000 per occurrence
for bodily injury, personal injury, and property damage. If a general aggregate limit applies,
either the general aggregate limit shall apply separately to this project/location or the general
aggregate limit shall be twice the required occurrence limit.

b. Automobile Liability. Insurance Services Office Form Number CA 0001 covering Code 1
(any auto), with limits no less than $1,000,000 per accident for bodily injury and property
damage.

c Professional Liability. Consultant must maintain a Professional Liability insurance covering

errors and omissions arising out of the work or services performed by Consultant, or anyone
employed by Consultant, or anyone for whose acts, mistakes, errors and omissions
Consultant is legally liability, with a liability insurance limit of $1,000,000 for each claim and
a $2,000,000 annual aggregate limit.

d. Worker’s Compensation. Insurance as required by the State of Arizona, with Statutory
Limits, and Employers’ Liability insurance with a limit of no less than $1,000,000 per
accident for bodily injury or disease.

8.2 Indemnification.

a. To the fullest extent permitted by law, Consultant must defend, indemnify, and hold
harmless City and its elected officials, officers, employees and agents (each, an "Indemnified
Party," collectively, the "Indemnified Parties") for, from, and against any and all claims,

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8.3

8.4

8.5

8.6

demands, actions, damages, judgments, settlements, personal injury (including sickness,
disease, death, and bodily harm), property damage (including loss of use), infringement,
governmental action and all other losses and expenses, including attorneys’ fees and litigation
expenses (each, a "Demand or Expense" collectively "Demands or Expenses") asserted by a
third-party (i.e. a person or entity other than City or Consultant) and that arises out of or
results from the breach of this Agreement by the Consultant or the Consultant’s negligent
actions, errors or omissions (including any Subconsultant or Subcontractor or other person
ot firm employed by Consultant), whether sustained before or after completion of the
Project.

b. This indemnity and hold hatmless provision applies even if a Demand or Expense is in part
due to the Indemnified Party's negligence or breach of a responsibility under this Agreement,
but in that event, Consultant will be liable only to the extent the Demand or Expense results
from the negligence or breach of a responsibility of Consultant or of any person or entity
for whom Consultant is responsible.

c Consultant is not required to indemnify any Indemnified Parties for, from, or against any
Demand or Expense resulting from the Indemnified Party's sole negligence or other fault
solely attributable to the Indemnified Party.

Other Insurance Provisions. The insurance policies required by the Section above must contain, or
be endorsed to contain the following insurance provisions:

a. The City, its officers, officials, employees and volunteers are to be covered as
additional insureds of the CGL and automobile policies for any liability arising from or in
connection with the performance of all tasks or work necessary to complete the Project as
herein defined. Such liability may arise, but is not limited to, liability for materials, parts or
equipment furnished in connection with any tasks, or work performed by Consultant or on
its behalf and for liability arising from automobiles owned, leased, hired or borrowed on
behalf of the Consultant. General liability coverage can be provided in the form of an
endorsement to the Consultant’s existing insurance policies, provided such endorsement is
at least as broad as ISO Form CG 20 10, 11 85 or both CG 20 10 and CG 23 37, if later

revisions ate used.

b. For any claims related to this Project, the Consultant’s insurance coverage shall be
ptimary insurance with respect to the City, its officers, officials, employees, and volunteers.
Any insurance or self-insurance maintained by the City, its officers, officials, employees or
volunteers shall be in excess of the Consultant’s insurance and shall not contribute with it.

c. Each insurance policy required by this Section shall provide that coverage shall not be
canceled, except after providing notice to the City.

Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best rating of
no less than A: VII, unless the Consultant has obtained prior approval from the City stating that a
non-conforming insurer is acceptable to the City.

Waiver of Subrogation. Consultant hereby agrees to waive its rights of subrogation which any
insurer may acquire from Consultant by virtue of the payment of any loss. Consultant agrees to
obtain any endorsement that may be necessary to effect this waiver of subrogation. The Workers’
Compensation Policy shall be endorsed with a waiver of subrogation in favor of the City for all work
performed by the Consultant, its employees, agent(s) and subcontractor(s).

Verification of Coverage. Within 15 days of the Effective Date of this Agreement, Consultant shall
furnish the City with original certificates and amendatory endorsements, or copies of any applicable
insurance language making the coverage required by this Agreement effective. All certificates and
endorsements must be received and approved by the City before work commences. Failure to obtain,
submit or secure the City’s approval of the required insurance policies, certificates or endorsements
prior to the City’s agreement that work may commence shall not waive the Consultant’s obligations
to obtain and verify insurance coverage as otherwise provided in this Section. The City reserves the

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10.

ii.

12.

right to require complete, certified copies of all required insurance policies, including any
endorsements or amendments, required by this Agreement at any time during the Term stated herein.

Consultant’s failure to obtain, submit or secure the City’s approval of the required insurance policies,
certificates or endorsements shall not be considered a Force Majeure or defense for any failure by
the Consultant to comply with the terms and conditions of the Agreement, including any schedule
for performance or completion of the Project.

8.7 Subcontractors. Consultant shall require and shall verify that all subcontractors maintain insurance
meeting all requirements of this Agreement.

8.8 Special Risk or Circumstances. The City reserves the right to modify these insurance requirements,
including any limits of coverage, based on the nature of the risk, prior experience, insurer, coverage
ot other circumstances unique to the Consultant, the Project or the insurer.

E-verify, Records and Audits. To the extent applicable under A.R.S. § 41-4401, the Consultant warrants
their compliance and that of its subconsultants with all federal immigration laws and regulations that relate to
their employees and compliance with the E-verify requirements under A.RS. § 23-214(A). The Consultant or
subconsultant’s breach of this warranty shall be deemed a material breach of the Agreement and may result
in the termination of the Agreement by the City under the terms of this Agreement. The City retains the legal
right to randomly inspect the papers and records of the other party to ensure that the other party is complying
with the above-mentioned warranty. The Consultant and subconsultant warrant to keep their respective
papers and records open for random inspection during normal business hours by the othet party. The parties
shall cooperate with the City’s random inspections, including granting the inspecting party entry rights onto
their respective properties to perform the random inspections and waiving their respective rights to keep such
papers and records confidential.

No Boycott of Israel. To the extent A.R.S § 35-393 through § 35-393.03 are applicable, the parties hereby
certify that they are not currently engaged in, and agree for the duration of the Agreement to not engage in, a
boycott of goods or services from Israel, as that term is defined in A.R.S § 35-393.

Uyghur Forced Labor Prevention Act (UFLPA). Consultant certifies that it does not currently, and during
the term of this Agreement, will not use:

a. the forced labor of ethnic Uyghurs in the People’s Republic of China;

b. any goods or services produced by the forced labor of ethnic Uyghurs in the People’s
Republic of China; and

c. any contractors, subcontractors or suppliers that use the forced labor or any goods or
services produced by the forced labor of ethnic Uyghurs in the People’s Republic of China.

Attestation of PCI Compliance. When applicable, the Consultant will provide the City annually with a
Payment Card Industry Data Security Standard (PCI DSS) attestation of compliance certificate signed by an
officer of Consultant with oversight responsibility.

Notices.

13.1 A notice, request or other communication that is required or permitted under this Agreement (each
a"Notice") will be effective only if:
The Notice is in writing; and
b. Deliveted in person or by overnight courier service (delivery charges prepaid), certified or
registered mail (return receipt requested).

c Notice will be deemed to have been delivered to the person to whom it is addressed as of
the date of receipt, if

(a Received on a business day before 5:00 p.m. at the address for Notices identified
for the Party in this Agreement by U.S. Mail, hand delivery, or overnight courier
service; ot

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14,

15.

d.

eC.

(2) As of the next business day after receipt, if received after 5:00 p.m.
The burden of proof of the place and time of delivery is upon the Party giving the Notice.

Digitalized signatures and copies of signatures will have the same effect as original signatures.

13.2 Representatives.

a.

Consultant. Consultant's representative (the "Consultant's Representative") authorized to
act on Consultant's behalf with respect to the Project, and his or her address for Notice
delivery is:

Standard Printing Company, Inc.
c/o Michael Trejo, President & CEO
3540 W. Lincoln Street

Phoenix, AZ 85009
michaeltt@spcio.com, 602-269-2391

City. City's representative ("City's Representative") authorized to act on City's behalf, and
his or her address for Notice delivery is:

City of Glendale

c/o Charlene Carpenter

5850 W. Glendale Ave, Suite 317
Glendale, Arizona 85301

With required copy to:

City Manager City Attorney

City of Glendale City of Glendale

5850 West Glendale Avenue 5850 West Glendale Avenue
Glendale, Arizona 85301 Glendale, Arizona 85301

Concurrent Notices.

(1) All notices to City's representative must be given concurrently to City Manager and
City Attorney.

(2) A notice will not be deemed to have been received by City's representative until the
time that it has also been received by the City Manager and the City Attorney.

(3) City may appoint one or more designees for the purpose of receiving notice by
delivery of a written notice to Consultant identifying the designee(s) and their
respective addresses for notices.

Changes. Consultant or City may change its representative or information on Notice, by
giving Notice of the change in accordance with this section at least ten days prior to the
change.

Financing Assignment. City may assign this Agreement to any City-affiliated entity, including a non-profit
corporation or other entity whose primary purpose is to own or manage the Project.

Entire Agreement; Survival; Counterparts; Signatures.

15.1 Integration. This Agreement contains, except as stated below, the entire agreement between City
and Consultant and supersedes all prior conversations and negotiations between the parties regarding
the Project or this Agreement.

a.

Neither Party has made any representations, warranties or agreements as to any matters
concerning the Agreement's subject matter.

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16.

17.

15.2

15.3

15.4

15.5

15.6

15.7

Term.

16.1

16.2

b. Representations, statements, conditions, or warranties not contained in this Agreement will
not be binding on the parties.

c. Inconsistencies between the solicitation, any addenda attached to the solicitation, the
response or any excerpts attached as Exhibit A, and this Agreement, will be resolved by the
terms and conditions stated in this Agreement.

Interpretation.

a. The patties fairly negotiated the Agreement's provisions to the extent they believed necessary
and with the legal representation they deemed appropriate.

b. The parties are of equal bargaining position and this Agreement must be construed equally
between the parties without consideration of which of the parties may have drafted this
Agreement.

c. The Agreement will be interpreted in accordance with the laws of the State of Arizona.

Survival. Except as specifically provided otherwise in this Agreement, each warranty, representation,
indemnification and hold harmless provision, insurance requirement, and every other right, remedy
and responsibility of a Party, will survive completion of the Project, or the earlier termination of this
Agreement.

Amendment. No amendment to this Agreement will be binding unless in writing and executed by
the parties. Electronic signature blocks do not constitute execution for purposes of this Agreement.
Any amendment may be subject to City Council approval.

Remedies. All rights and remedies provided in this Agreement are cumulative and the exercise of
any one or more right or remedy will not affect any other rights or remedies under this Agreement
or applicable law.

Severability. If any provision of this Agreement is voided or found unenforceable, that determination
will not affect the validity of the other provisions, and the voided or unenforceable provision will be
reformed to conform with applicable law.

Counterparts. This Agreement may be executed in counterparts, and all counterparts will together
comprise one instrument.

Renewals. The term of this Agreement commences upon the effective date and continues for a one
(1) year initial period. The City may, at its option and with the approval of the Consultant, extend
the term of this Agreement an additional four (4), renewable on an annual basis. Consultant will be
notified in writing by the City of its intent to extend the Agreement period at least thirty (30) calendar
days prior to the expiration of the original or any renewal Agreement period. Price adjustments will
only be reviewed during the Agreement renewal period and will be a determining factor for any
renewal. There are no automatic renewals of this Agreement.

Extension for Procurement Process. Upon the expiration of the Term of this Agreement, including
the initial term and any renewals, at the City’s sole discretion, this Agreement may be extended on a
month-to-month basis for a maximum of six (6) months to allow for the City to complete its
procurement process to select a vendor to provide the services / materials similar to those provided
under this Agreement. The City will notify the Contractor in writing of its intent to extend the
Agreement at least thirty (30) calendar days prior to the expiration of the Term. Any extension
provided under this subsection will continue under the same terms and conditions as in effect
immediately prior to the expiration of the then-current term.

Dispute Resolution. Any controversy or claim arising out of or relating to this contract, or the breach
thereof, shall be settled by arbitration administered according to the American Arbitration Association’s
Commercial Arbitration Rules, and judgment on the award rendered by the arbitrator may be entered in any
court having jurisdiction thereof.

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18.

Exhibits. The following exhibits, with reference to the term in which they are first referenced, are

incorporated by this reference.

Exhibit A Project
Exhibit B Scope of Work
Exhibit C Compensation

(Signatures appear on following page.)

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The parties enter into this Agreement effective as of the date shown above.

City of Glendale,
an Arizona municipal corporation

By: Kevin R. Phelps
Trs: City Manager
ATTEST:

Julie K. Bower (SEAL)
City Clerk

APPROVED AS T'O FORM:

Michael D. Bailey
City Attorney

Standard Printing Company, Inc,
an Arizona Corporation

By: Michael Trejo

Its: President & CEO

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EXHIBIT A
Professional Services Agreement

PROJECT
(30 pages)

Contractor shall provide utility billing, license printing, folding, inserting and mailing services for the City of
Glendale as defined in Exhibit A, attached herein.

G
Giendale

ARIZONA

SOLICITATION NUMBER:
ONLINE BID NUMBER:

TITLE:

PUBLISHED DATE:

PRE-OFFER CONFERENCE:

OFFER DUE:

CONTACT:

CITY OF GLENDALE
PROCUREMENT DIVISION
REQUEST FOR PROPOSAL

RFP 23-31
42300064

UTILITY BILLING, LICENSE PRINTING, FOLDING, INSERTING
AND MAILING SERVICES

MARCH 22, 2023

APRIL 4, 2023, 2:00 PM Local Time

Microsoft Teams meeting

Join on your computer, mobile app or room device
Click here to join the meeting

Meeting ID: 235 542 734 282

Passcode: erdurW

Download Teams | Join on the web

Or call in (audio only) +1 480-500-1194, 274370434#
Phone Conference ID: 274 370 434#

APRIL 13, 2023, 2:00 PM Local Time
Offer Submission Through Vendor Self-Service (VSS) Online Bid

System.

NOTE: This is a sealed proposal process requiring proposals to be
submitted before the date/time shown above. If errors occur when
submitting through VSS, email or call using contact information below.

Charlene Carpenter, Procurement Officer
Purchasing-Procurement Division
623-930-2865
ccarpenter@glendaleaz.com

Proposals shall be opened using the City’s electronic bidding system on the specified due time
and date identified herein. All information contained in the proposals shall be confidential to
avoid disclosure of contents prejudicial to competing Offerors.

OFFERORS ARE STRONGLY ENCOURAGED TO CAREFULLY READ THE ENTIRE SOLICITATION

The Vendor Self-Service - New and Existing Vendor Registration Guide provides detailed
instructions for registration for both new and existing vendors.

| gf City of Glendale Procurement Division

& Solicitation Number: RFP 23-31 / 42300064 | 5850 west Glendale Avenue,
Glendale | UTILITY BILLING, LICENSE PRINTING, FOLDING, Suite 317
ae INSERTING AND MAILING SERVICES Glendale, Arizona 85304

Table of Contents:

RFP Package
«INTRODUCTION vvvsssssssssesssssseseeesssseesesseeesensnseesensseeesunsstesnanseeninsssessssssteeeasessnsesisassseesnseseseceesenenette 3
OBJECTIVES...
BACKGROUND...
SCOPE OF WORK..
HOW WE CHOOSE.
SUBMISSION CHECKLIST ..
SUBMISSION REQUIREMEN
EXHIBIT 1: SPECIAL INSTRUCTIONS...
EXHIBIT 2: SPECIAL TERMS AND CONDITIONS.
0. EXHIBIT 3: INSURANCE REQUIREMENTS

HOONDOR We

Required Submittal Documents

1. Response Workbook — To be completed by Offeror and submitted as their response.

2. RFP 23-31 ATTACHMENT 1 - SAMPLES - Firm’s sample of statements and notices
(See Section 1.5 - Response Workbook) -

3. Price Workbook - To be completed by Offeror and submitted as their response.

2 rev.
12,11.2020

a City of Glendale (civ GFiSEENDStE
&S Solicitation Number: RFP 23-31 / 42300064 | sasowest Glendale Avenue,
Glendale | UTILITY BILLING, LICENSE PRINTING, FOLDING, Suite 317
wriEaws INSERTING AND MAILING SERVICES Glendale, Arizona 85301

1. INTRODUCTION
The City of Glendale (City) is seeking proposals from qualified firms (Vendor) who can
provide bill design, printing, finish product, mail insertion services including electronic
mail, and electronic archiving services for its utility billing and business license
functions.

2. OBJECTIVES
Qualified vendor shall be able to provide the City with convenient, reliable, and cost-
effective solutions for designing, printing, inserting and mailing of utility bills, notices
and license certificates and renewals.

3. BACKGROUND
The City provides a full range of municipal services including water, sewer, and solid
waste services. With a population of over 250,000, the city has approximately 64,000
utility customer accounts, 7,500 active business licenses, and 1,000 short-term
rental licenses. Approximately 18,000 utility bills and notices are processed on a
weekly basis. Additionally, around 500 license certificates, 1,000 account statements,
and 500 license renewals are issued monthly. Short-term rental licenses monthly
notifications range between 200 - 1,000.

On occasion the City generates other miscellaneous billings such as landfill and other
miscellaneous invoices. On average 10 invoices are generated on a monthly basis.

The City also initiates collections correspondence for past due balances resulting
from the inactive utility accounts, license and miscellaneous billing functions. On
average, 200 collection letters are generated on a weekly basis. This results in a total
of 73,000 bills, notices, certificates, account statements, renewals and collection
letters each month. Finally, if needed, non-insert communication may be required as
well.

4, SCOPE OF WORK

4.1 Vendor shall use Current Process for License Certificates, Account Statements and
Renewals

The vendor shall support the document formats as designed by the City.

All license documents will be delivered monthly with the largest months being

November and December when the majority of license renewals are due.

All document forms will need Z-folds to fit a #10 double window envelope.

The account (license) statement form remittance envelopes will be a standard #9,

non-window with security tint and black text on the face of the envelope.

The reverse side of the account statement form shall contain static information.

The vendor will also accept any inserts printed for the City by other providers, as

needed.

Current print specifications are listed below.

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3 rev.
12.11.2020

~~ City of Glendale Pe ENE
© Solicitation Number: RFP 23-31 / 42300064 | saso West Glendale Avenue,
Glendale UTILITY BILLING, LICENSE PRINTING, FOLDING, Suite 317

peties INSERTING AND MAILING SERVICES Glendale, Arizona 85301
Estimated
Average
Monthly File Delivery

Description Application Totals Frequency

Business License Form

. . . Licenses
24# white paper, multi-color pre-printed logo . 500 Weekly
on face. Certificates
License Renewal Form
24# white paper, mulit-color : 500 Monthly
(no perf.) License Renewals
Account (License) Statement Form
24# white paper with pre-printed static License Statements 1000 Monthl
y

backer.

License Certificates
License Statements
License Renewals

#10 Standard Envelope
Double-window, white envelope

#9 Account (License)Reply Envelope
Non-window, white envelope with security
tint, black image/text othe n face

Account (License)
Statements

4.2 Vendor shall use Current Process for Utility Billing

4.2.1 The vendor will support the billing format as designed by the City.

4.2.2 The vendor will pre-print City utility bills and reminder statements on 8.5” x 11”,
24|b paper.

4.2.3. The statements (Utility Bill and Final Bill Forms) will need to contain a micro-
perforation (at least 42 teeth per inch) that Z-folds to fit a standard white #10
double window envelope. The perforation is the bottom third of the page for
remittance purposes.

4.2.4 The remittance envelopes will be a white standard #9 single window. The reverse
side of the utility bill and Final Bill statement shall contain static billing
information and, in the future, may contain variable data as contained in the
customer’s record.

4.2.5 Final Notices envelopes will be white #10 envelopes with “URGENT” imprinted in
black ink on the face of the envelope.

4.2.6 The vendor will also accept any inserts printed for the City by other providers.

4.2.7 Utility jobs will be done on a weekly basis with the largest job estimated at 23,000
bills and the smallest job estimated at 110.

4.2.8 The City may at a future date begin billing daily with printable bills ranging from an
estimated 3,000 to 5,000 per day.

4.2.9 The vendor shall insert monthly with billing, the citywide newsletter “Glendale
Connection”.

4 rev.
12.11.2020

Giendale

PN City of Glendale

© Solicitation Number: RFP 23-31 / 42300064

UTILITY BILLING, LICENSE PRINTING, FOLDING,
INSERTING AND MAILING SERVICES

CITY OF GLENDALE
Procurement Division
5850 West Glendale Avenue,
Suite 317
Glendale, Arizona 85301

4.2.10All prints shall be image archived for City administrative access to be delivered via

FTP.
4.2.11 Current print specifications are listed below.
Estimated
Average
Monthly File Delivery
Description Application Totals Frequency
Utility Bill Form
24# white paper, 3 colors, front and back. Utility Bills 64,000 Weekly
(pre-printed static backer)
Monthly Insert Glendale
24# white paper 2 colors, front and back. Connection 64,000 Weekly
Final Bills Form
24# white paper 3 color, front and back. Final Bills 500 Weekly
(pre-printed static backer)
Final Notice Letter
24# white paper 2 colors, front Final Notices 6,000 Weekly
(no pert.)
#10 Standard Envelope Utility Bills
Double-window, white envelope Final Bills
#10 Imprinted Envelope
#10 envelope as described above, plus Final Notices
"URGENT" imprinted in black on the face
#9 Standard Reply Envelope Utility Bills
Single window, white envelope Final Bills
Image archive for City administrative access Final Bills
- per image - delivered via FTP Utility Bills

4.1 Additional Processes - The following processes are currently being performed by the

current vendor.

4.1.1 Reminder Notices -

4.1.1.1 Delinquent or Reminder Notices are generated monthly for ail utility
accounts that are delinquent on payments. The City’s utility billing
software generates a .txt file that is sent via the Internet to the third-

party print vendor.

4.1.1.2 The data is then printed by the vendor on a one-page format and is
fed into an inserter where it is folded and inserted into a #10 window
envelope that has NOTICE printed in black int on the front.

12.11.2020

rev.

CITY OF GLENDALE
Procurement Division

City of Glendale
Solicitation Number: RFP 23-31 / 42300064
UTILITY BILLING, LICENSE PRINTING, FOLDING,
INSERTING AND MAILING SERVICES

Suite 317

4.1.1.3

4.1.2

4.1.2.1

4.1.2.2

4.1.2.3

4.1.3

4.1.3.1

4.1.3.2

4.1.3.3

4.1.4
4.1.4.1

4.1.4.2

4.1.4.3

4.2
4.2.1

4.2.2

12.11.2020

Reminder notices are printed in black ink only. Reminder notices may
also be sent via email by the vendor for customers who have opted for
email notifications. .

Process for Miscellaneous Billing

The miscellaneous billing software generates preformatted invoices in
a PDF or .txt format that can be sent via Secure Shell File Transfer
Protocol (SFTP) to the third-party print vendor.

The miscellaneous invoices can be printed on one page per invoice
format and feed into an inserter where it can be folded and inserted
into a #10 white window envelope.

Additional inserts, if notified by the city, are also sent with the billing.

Process for Collections Correspondence

The collections correspondence are generated weekly for inactive
utility and miscellaneous accounts that are delinquent on payments.
The City's utility billing software generates collections correspondence
that can be saved as txt or PDF files that can be sent via SFTP to the
third-party print vendor.

The data can then be printed by the vendor on one page format and
feed into an inserter where it is folded and inserted into a #10 white
window envelope and mail to customers.

Process for 'non-insert’ communication

The City, on occasion, sends out other communications to its
customers.

The communications will be developed in, most likely, word format.
The file can be sent via SFTP to the third-party print vendor.

The data can then be printed by the vendor on one page format and
feed into an inserter where it is folded and inserted into a #10
white window envelope and mail to customers.

Requirements

Vendor must have the capacity and resources to perform all services
required to format, print, and mail the City's utility bills, notices and
license certificates and renewals with one (1) hour of receiving data from
City. Vendor must contractually guarantee to schedule.

Vendor must pre-process data for address certification and pre-sort mail
for lowest possible first-class rate. Software used to pre-sort must be
United States Postal Service (USPS) approved. Any non-certified
addresses should be reported to the City within 30 days for correction in
future billings. Vendor must certify that the mailing conforms to all
USPS regulations such as CASS certification or any other regulations
that may apply.

Tev.

5850 West Glendale Avenue,

Glendale, Arizona 85301

P—™ City of Glendale cy OF GLENDALE
© Solicitation Number: RFP 23-31 / 42300064 | saso wert Glentsle avenue,
Glendale | UTILITY BILLING, LICENSE PRINTING, FOLDING, Suite 317
am2ps INSERTING AND MAILING SERVICES ae ee

4.2.3 Vendor must have software and resources to provide bill format design
services as required. Bill format/design must accommodate use of
graphics and color as needed.

4.2.4 Vendor must allow for conditional or supplemental messaging on bill.
The City uses several message areas on the bill for impromptu notices
that will be provided by the City.

4.2.5 Vendor must be able to receive file transfer from City's Northstar Utility
Billing System in XML format as well PDF files from their licensing
systems. Vendor must provide a means for secure data transmission and
confirm receipt of data.

4.2.6 Vendor must be able to combine multiple statements for one customer
into one envelope upon request.

4.2.7. Vendor must provide conditional selection/suppression of return
envelopes for ACH customers.

4.2.8 Vendor must store all forms and envelopes used to process City bills and
notices.

4.2.9 Vendor must support email notifications and provide secure storage of
customer email addresses. The internet accessible bill must be
generated in a format that represents the true image of the bill as well
as not require special software licensing on the client.

4.2.10 Vendor must allow for the City to view and proof bills and notifications
online before they are printed and mailed. Vendor must supply City with
control totals for each mailing to allow City to verify totals prior to
mailing.

4.2.11 Vendor must provide City the ability to selectively pull bills prior to
mailing if necessary.

4.2.12 Vendor must support bill insert services. The City occasionally needs
special inserts printed and mailed with monthly utility statements. The
inserts range from 1/3 sheets to full sheets.

4.2.13 Vendor should provide the capability of selective insertion and allow pre-
printed inserts to be provided by the City.

4.2.14 Vendor must provide electronic archive of completed bills, notifications,
or other documents. This archive needs to be available directly after the

7 rev.
12.11.2020

G

Glendale

City of Glendale
Solicitation Number: RFP 23-31 / 42300064
UTILITY BILLING, LICENSE PRINTING, FOLDING,
INSERTING AND MAILING SERVICES

CITY OF GLENDALE
Procurement Division
5850 West Glendale Avenue,
Suite 317
Glendale, Arizona 85301

12.11.2020

bill is processed and represents a true image of the bill or documents

sent to customers.

rev.