Loading...
07/17/2012 04E Statement Printing and Mail Processing Contract with The Master's Touch, LLC - BUSINESS OF THE CITY COUNCIL YAKIMA, WASHINGTON AGENDA STATEMENT , 1 Item No. - '( L For Meeting of: July 17, 2012 ITEM TITLE: Resolution authorizing the City Manager to execute a contract with The Master's Touch LLC for Statement Printing and Mail Processing SUBMITTED BY: CindyEpperson, Finance Director (509) 576 -6644 CONTACT Tammy Regimbal, Utility Services Manager (509) 576 - PERSON /TELEPHONE: 6615 SUMMARY EXPLANATION: For several months, the Finance Department, Information Technology Services and the Purchasing Division have discussed options for improving and economizing the city's outgoing mail process. We requested the attached proposed contract for statement printing and mail processing from The Master's Touch LLC (TMT). TMT contracts with the Yakima County Assessor's Office for mailing of the County's annual tax statements. With Council approval, the city can "piggyback" on the County's contract for outgoing mail services for the balance of the contract through December 31, 2017. Key contract terms include: firm prices for the first year of the contract; annual contract extensions, subject to a successful price agreement; and 60 day notice for termination "for convenience" by either party. Each year the City of Yakima processes more than 200,000 pieces of first class mail in the act of sending utility statements, business and dog license renewals, and reminder notices for all types of statements. The majority of the mail consists of utility statements that are printed in batches of several hundred on two to three days per week. The mail process is accomplished by Utility Services and Information Technology Services staff. Although the amount of mail is substantial, the volume does not reach United States Postal Service requirement for bulk mail discounts. In addition, the process is labor intensive and requires several pieces of machinery. The city currently owns all of the equipment necessary to process the mail, but the equipment is aged and replacement cost is approximately $25,000. Adoption of the attached Resolution will authorize the City Manager to execute a contract with The Master's Touch for Statement Printing and Mail Processing. The gross cost of the initial contract is estimated at $142,400, assuming the highest variable rate on postage (the actual amount will be determined by the number of statements processed). The 2013 budget for postage and printing just for utility billing is $176,750. Therefore, we anticipate that the change will produce a potential annual savings of $34,350 in "hard costs ", (i.e. postage, paper, printing), before considering the labor resource that can be redirected for other priority services. Since the City's contract refers to both the Yakima County contract and their Request for Proposal for mail services, both of those documents are attached, along with the City's contract documents with TMT. Resolution X Ordinance Other (specify) Contract: X Mail to: Jim Cote The Masters Touch LLC 1405 N Ash Street Spokane WA 99201 -7214 Contract Term: One year Amount: estimated at Expiration Date: December 31, for set cost $142,400 2017 Insurance Required? Yes Funding General Fund -- Utilities Services and Code Phone: 509 - 326 -7475 • Source: Administration APPROVED FOR . � SUBMITTAL: City Manager STAFF RECOMMENDATION: Staff recommends approval. BOARD /COMMISSION RECOMMENDATION: ATTACHMENTS: Click to download ❑ Resolution for TMT contract - DI City Agreement - Utility Billing and Bulk Mailing ❑ City of Yakima Proposal ❑ City of Yakima Addendum #2 ❑ C11108 -P Contract w Yakima County O C11108 -P RFP Tax Bills RESOLUTION NO. R -2012- A RESOLUTION approving a Resolution authorizing the City Manager to execute a contract for Statement Printing and Mail Processing with The Master's Touch LLC. WHEREAS, the City of Yakima is responsible for processing and mailing various types and volumes of information, statements and invoices to the general public, property owners and businesses; and WHEREAS, it is possible for the city to gain more reliable and economical mail services by contracting with an experienced provider of volume statement processing and mailing services; and WHEREAS, The Master's Touch •LLC has a contract in good standing with Yakima County that may be utilized by the City of Yakima for statement printing and mail processing under a one year contract; and _ WHEREAS; savings that will be achieved with the first year of the contract are expected to increase as the city works with The Master's Touch to improve the functionality of our customer database; and WHEREAS, if the City of Yakima is satisfied with the performance of The Master's Touch there is an option to extend the contract for multiple years; now, therefore BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF YAKIMA: The City Manager of the City of Yakima is hereby authorized and directed to execute all applicable contracts to hire The Master's Touch LLC for statement printing and mail processing. The one year contract cost is estimated at $142,400 (the actual total amount will be determined by the number of statements processed and mailed). ADOPTED BY THE CITY COUNCIL this 17th day of July, 2012. ATTEST: Micah Cawley, Mayor City Clerk AGREEMENT THIS AGREEMENT is entered into between CITY OF YAKIMA, Washington, herein referred to as the "City" whose address is 129 N. 2 St. Yakima, Washington, 98901 and The Master's Touch, LLC whose address is 1405 N Ash Street, Spokane, WA 99201 hereinafter referred to as the "Contractor ". WITNESSETH: In consideration of the terms and conditions contained herein and the attached RFP documents C11108 -P, which are made part of this contract by this reference, the parties agree as follows: 1. The City of Yakima intends to utilize Yakima County contract C11108 -P, which allows for the expansion to provide additional services normally offered by the Contractor, and for Intergovernmental Purchasing per Washington State Interlocal Cooperative Act RCW 39.34. 2. The Contractor shall do all work and furnish all materials necessary for performing the work in accordance with and as described in the attached RFP documents and Contractor's Proposal dated May 28, 2012 (Attachment A) and Addendum #1 dated July 2012 for City of Yakima. 3. The City agrees to pay for the work as set forth in the RFP documents at the time and in the manner and upon the conditions provided. 4. This Agreement contains all terms and conditions agreed upon by the parties. No change or addition to this Agreement shall be valid or binding upon either party unless such change or addition is in writing and executed by both parties. All terms of the attached RFP documents, Contractor's Proposal, Attachment A, and Addendum 1#1 are incorporated herein by this reference. 5. The parties agree that the Contractor is an independent contractor and not an agent or employee of the City. Agents, employees, servants, or representatives of the Contractor shall not be deemed to be employees, servants, or representatives of the City for any purpose. Employees of the Contractor are not entitled to any benefits the City provides for City employees. 6. The contractor agrees that is shall not discriminate against any person on the grounds of race, creed, color, religion, national origin, sex, sexual orientation, age, marital status, political affiliation or belief, or the presence of any sensory, mental or physical handicap in violation of the Washington State Law Against Discrimination (RCW chapter 49.60) or the Americans with Disabilities Act (42 USC 12101 et seq.). In the event the Contractor violates this provision, the City may terminate this Agreement immediately and bar the Contractor from performing services for the City in the future. Page 1 of 2 7. The Contractor shall not assign or subcontract any portion of the contracted activities without obtaining prior written approval from the City. 8. The Contractor shall indemnify and hold harmless the City, its officers, agents and employees, from all liability, loss of damage, including costs of defense they may suffer as a result of claims, demands, actions, damages, costs or judgments which result from the activities to be performed by the Contractor, its agents, employees, or subcontractors pursuant to this Agreement. 9. The Contractor shall provide to the City proof of insurance. City of Yakima shall be named as an additional insured with Additional Insured Endorsement on said insurance policies. 10. This Agreement shall be governed by the laws of the State of Washington. Any action, suit, or judicial proceeding for the enforcement of this Agreement shall be brought in the Superior Court for the State of Washington in Yakima County, Washington. 11. The period of this agreement shall be from the date of execution through December 31, 2017. Prices shall remain firm, as proposed, for the first year of the contract unless an exception is stated in the proposal. The City may, at its option, extend the contract on an annual basis, subject to a successful price agreement. Any changes to U.S. Postal regulations or other laws or regulations affecting tax statement production and mailing that are enacted or in force in subsequent contract years, shall be negotiated a the time of renewal. 12. Either party may terminate this contract for convenience upon (60) sixty days written notice sent by certified mail to the addresses listed above, per the terms and conditions of the RFP documents. IN WITNESS. WHEREOF the parties have executed this Agreement the day and year first above written. CITY OF YAKIMA (NAME OF CONTRACTOR) By: By: Tony O'Rourke, City Manager Its: ATTEST: Sonya Claar Tee, City Clerk Page 2 of 2 • • = ,1 ; . THE MASTER'S TOUCH, LLC May 28, 2012 Tammy Regimbal City of Yakima Utility Accounts Division 129 N 2nd St. Yakima, WA 98901 RE: City of Yakima Bulk Printing and Mailing Good Morning Tammy, Thank you for your request for a proposal from The Master's Touch, LLC for the printing and mailing of your utility bills, delinquent notices and various other bulk mailing requirements. We trust you will find our approach and pricing to provide sound and compelling reasons for utilizing our services. We have laid out our proposal in a format that we believe answers the basic questions the City of Yakima needs answered in order to arrive at a positive conclusion to enter into an agreement with The Master's Touch, LLC. Still, with a complex project such as this, there often can be a need for further clarification and explanation. We stand ready to provide you with any additional information you may need should it be necessary. Thank you again for this opportunity. Sincerely, • Jim Cote President Enclosure: Proposal for bulk printing and mailing services 1405 N ASH STREET SPOKANE, WA 99201 -2805 TELEPHONE (509) 326 -7475 OR 1 -800- 301 -1347 FAX (509) 326 -7214 www. themasterstouch.com Executive Summary The Master's Touch, LLC (TMT) was founded in May of 1994 by Jim Cote. Starting with just a few regional customers, some small tabletop equipment,, and a few hand - stuffing employees, The Master's Touch, LLC has grown from a 1,500 square foot office and warehouse facility into its current 36,000 square foot headquarters with the newest state of the art high speed equipment and twenty -four full time, highly skilled employees serving private and public organizations in twelve states. In 2011, TMT produced over 12 million pieces of mail and exceeded $3.5 million in postage, qualifying the organization as a "Premier" customer of the U.S. Postal Service for the 6 consecutive year. Our area of special expertise and the lion's share of our mail volume is First Class mail as opposed to direct mail. This is a difference worth noting, since the process for handling First Class mail is much more difficult and requires a much higher degree of precision than that required for Standard A and Non - profit mail. This specialized mailing approach gives us a breadth of knowledge and thorough understanding for this class of mail that clearly qualifies TMT as an excellent partner for the City of Yakima mailings. TMT understands the importance for accurate and timely mailings and can provide assurance to the City of Yakima that we have never mixed up personal invoices nor have we ever failed to meet a promised First Class mail date. TMT is neither too large to treat customers impersonally nor too small to be able to take advantage of the economies of scale that come with processing large volumes of mail. Nearly all the printing and mailing equipment TMT uses for processing your mailings has been purchased within the past 3 years. This helps to insure minimal downtimes while providing the highest quality in the industry. With the decision by the US Postal Service to phase out the Postnet barcode and require the new Intelligent Mail Barcode (IMB) for all mail receiving postage discounts, TMT has already completed USPS certification so that our customers can be assured there will be no loss of postal discounts when this transition occurs January 28, 2013, just a few months away.TMT has even further invested the time and energy to become "Full Service IMB" certified, which means TMT is already in compliance with the requirements the USPS has announced it will begin to enforce for those who wish to qualify for postage discounts starting January 2014. TMT already has an e -bill solution and is looking to improve and expand the options we are able to make available to our customers. Currently TMT is able to provide a PDF of the actual statement as if it were mailed while also providing email notificationthat the bill is ready. A further option includes receiving and payment of the bill while utilizing a smart phone through our partner — doxo. It is understood that the City of Yakima will require the printing and nailing of utility bills, delinquent notices, business and dog licenses, planning department notices, water department notices and senior newsletters. TMT is able to provide the complete solution for all of these mailings, from graphic design to printing on press, to imaging with variable data, to sorting for maximum postage discounts to mailing to tracking that mail to the mail box — all without any subcontracting. TMT truly is a "full service" partner, capable of coordinating your entire mailing project seamlessly. What is the Master's Difference? Why Choose The Master's Touch, LLC? 1. The Master's Touch, LLC is a Washington based business located in Spokane, Washington. Postal consolidation of USPS facilities has targeted the sectional center processing facility in Yakima for eventual closure — some time after February 2013. At that time, mail that was sorted and processed in Yakima will be sent to Spokane, where the latest high speed automation equipment will rapidly sort and return that mail to Yakima. Since The Master's Touch, LLC will induct City of Yakima mail at the Spokane facility, it will insure the most expedited mail processing and delivery. 2. The Master's Touch, LLC has voluntarily completed a SAS 70 Type 1I audit in March of 2011 and will soon complete the new SSAE 16 audit in July 2012. Although this audit is quite costly, it helps demonstrate our commitment to insuring our processes meet your need for data security. A confidential copy of our audit is available for your review. 3. The Master's Touch, LLC is financially stable. We are debt -free. We own our building. There is no mortgage on it. We own all of our printing and processing equipment. None of it is leased. We do not pay a click charge on our laser printers, since we own all of those as well. All of our bills are paid on time or early in order to secure early pay discounts. TMT is in a solid financial position to remain your vendor without interruption of service for the duration of this agreement. An added benefit of our debt free position is that it allows us to be very price competitive as you will discover in our proposal. 4. At the most recent National Postal Forum in Orlando, the USPS announced the final sunset of the Postnet barcode on January 28, 2013. After that date, only the Intelligent Mail Barcode will receive postal discounts. Additionally, in January 2014 only "Full Service" Intelligent Mail Barcode (IMB) mailings will be eligible for postal discounts. The Master's Touch, LLC is already utilizing the IMB and has been certified by the USPS as a "Full Service" IMB mail vendor. The certification process is extensive and requires a significant amount of time to successfully accomplish. The City of Yakima will be relieved to know that our certification will qualify your mail for continued postage discounts without any worry for potential disqualification. 5. The Master's Touch, LLC has three staff members who have been USPS certified as Mail Piece Design Professionals (MDP). This can be extremely valuable since MDPs have a unique ability to assist customers in the design of their mail pieces in order to avoid a possible violation of USPS requirements that might cost unintended additional postage. For instance, did you know that mailing a 4 x 6 1/8 postcard will cost you 45 cents, while mailing a 41/4x 6 postcard will cost just 32 cents? Your MDP will know that and will advise you accordingly. 1 6. The Master's Touch, LLC will combine statements into a single envelope when two or more statements are addressed to the same name and address. Using 2d barcode technology, The Master's Touch, LLC can insure the City of Yakima that our statement matching technology is accurate 100% of the time. 2d has the highest integrity for high speed inserting of any barcode type on the market today. The information included in this barcode type makes pulling two different bill notices and including them in the same envelope an impossibility. 7. The Master's Touch, LLC will offer to provide OneCode Confirm Service to the City of Yakima. This USPS service which is only available in conjunction with the Intelligent Mail Barcode, will provide with the ability to track nearly every piece of mail from the time of induction into the USPS to the date it is delivered by the carrier. There is a small extra charge for this service. 8. When attempting to insure uninterrupted service, some firms provide redundancy, others provide "disaster recovery" but The Master's Touch, LLC provides both. The Master's Touch, LLC has multiple machines for every portion of the print and mail process. It is not if a machine breaks, but when it breaks. Our redundant equipment in every area helps us move a job from one piece of equipment to another when there is an equipment mal- function, thus avoiding any delays in the mail date. Our disaster recovery facility in Portland, OR provides added backup should the Spokane facility experience an extended disruption of service of any sort. 9. The Master's Touch, LLC has never missed a promised First Class mail date. We guarantee to keep our promises or the mail service portion of the mailing will be free! Our Process for Setup anti Implementation I. Set up Initial Meeting and Orientation: Upon contract initiation, the TMT project team will request a time to meet with key staff from the City of Yakima so that introductions on both sides can be made and the groundwork can be laid for how the project will move forward, who will be responsible for the various elements of setup and ongoing implementation, and a timetable established with milestones for each step in the process. TMT will request the City of Yakima provide several key items that will be used during the setup process: ® Sample data. This could be a small subset of records, but preferably a complete data file so that every possible record type can be accounted for. A secure ftp login and password will be generated for data transfer prior to this initiation meeting. e A data definition file that identifies what each field type represents such as which field contains the account number, billing address, service address, current due, past due, etc. ® A data layout map that shows on the form we will print, where each piece of data is meant to print. In lieu of this mapping, the City of Yakima may provide several printed statements from the actual sample data provided so we can correctly determine where each field will print. ® It is highly recommended that the City of Yakima include in the sample data records that exemplify the minimum and maximum Limits of every field that will print in order to insure complete and accurate printing of all data elements. e Physical samples of envelopes, forms, inserts and any other printed pieces that will be included in the mailings. If possible, electronic art files for each of these documents will allow us to proof and/or modify what is currently being used to produce your printed documents. - Setup of Printed farms: Within 7 —10 days after orientation meeting and securing the above mentioned items, TMT will provide the City of Yakima with PDF proofs for each of the preprinted forms and envelopes that will be used in • the mailings. Adjustments and corrections will be made until the City of Yakima is 100% satisfied. Once final approval is received, TMT will produce an approximate 6 month supply of the preprinted items which will be billed upon completion and after added to inventory but will be warehoused without storage charges. Setup of Variable Imaging Data: After receipt of sample data and instructions, TMT will process data and provide the City of Yakima with the following items: ® TMT will CASS validate customer addresses and will return to the City those addresses that do not validate, providing the City with the opportunity to correct them prior to any mailings. ® TMT will process addresses through the NCOA (National Change of Address) database to determine which customers have moved and to comply with the USPS move update requirement that mandates all mail pieces submitted for postage discounts comply with their move update requirement. Records that indicate a move will be returned to the City for updating in original database. • Within 2 weeks TMT will produce PDF proofs of actual imaged statements utilizing the sample data the City provided. PDFs will be placed on TMT's secure ftp site for review, modification and correction. These proofs will be modified and corrected at the direction of the City until the City is 100% satisfied with data accuracy and layout. • Once approved, TMT will be ready for the "live" production file(s). At this point, it is customary that we provide hard copy proofs for a final review and approval. This can be done at this stage or upon approval of the fmal production file or at both times, whichever the City may choose. Implementation and On -Going Production Process 1. Once ready, the City will upload the production file to TMT's secure ftp. The day and approximate time will be prearranged so that TMT can be expecting the file. Once received, TMT will process the City production file and upload PDF proofs back to the secure ftp for City review and approval. In addition, the City and TMT will predetermine at least two other validation criteria that will be used to confine that the entire production file was accurately communicated to TMT. 2. Once approved, the City will email an approval that instructs TMT to begin actual print production. 3. After receipt of final proof approvals, TMT will laser print statements. Statements will be checked after each lift of paper has been laser printed in order to insure laser quality. After laser printing is completed, statements will be folded and inserted in zip sort order, sealed and enclosed in USPS mailing trays. 4. TMT proposes to combine statements bearing an identical name and address, mailing all that meet these criteria in the same envelope, thus saving the County postage and envelope costs. Statements will be letter - folded and mailed in a #10 envelope unless the thickness of the folded statements and inserts exceeds the 1/4 inch maximum allowed by the US Postal Service for the letter rate category. Once thickness exceeds 1/4 inch, all grouped statements mailing to an . identical name and address will be enclosed in a catalog size envelope. 5. A final quality check will be made to insure all envelopes are properly sealed with complete addresses showing through the windows of the envelopes. 6. Within 48 hours of final proof approval or upon any other agreed upon time table, TMT will deliver all City of Yakima mail to the USPS bulk mail unit in Spokane. The postal permit used will be "The Master's Touch, LLC," giving. no indication where mail was processed. 7. An exact copy of the paperwork used and accepted by the USPS will be provided to the City of Yakima along with invoicing for the mail services performed within 48 hours of mailing. This official paperwork will provide the City with the total number of mail pieces entered as well as the postage paid, not only for the entire mailing, but also broken out by the rate each mail piece received, giving the City a clear and accurate picture of what was mailed and the postage incurred. 4IW References We have attempted to provide an array of different clients in order to give you a broad scope of the kind of services we provide. In addition, we are enclosing samples of our work and reference letters from some of those satisfied clients. Reference #1 Spokane County Utilities — Maureen Ades 1026 W Broadway Ave, Spokane, WA 99260 nnades@spokanecounty.orR (509) 477 -3604 Reference #2 Lake Stevens Sewer District — Tonya Christoffersen 1106 Vernon Rd, Ste A, Lake Stevens, WA 98258 tchri stoffersen rr,lkstevenssewer.org (425) 334 -8588 Reference #3 Yakima County 'Treasurer — Ilene Thomson PO Box 22530, Yakima, WA 98907 ilene.thornson @co.yakira.wa.us (509) 574 -2800 Additional References available upon request. Statement Processing Contract For City of Yakima This contract is entered into between The Master's Touch, LLC (hereinafter referred to as TMT) and the City of Yakima (hereinafter referred to as the City) Overview The Master's Touch, LLC will act as a full service vendor to print and mail monthly statements for the City. Included in this contract will be the preprinting of the statement stock, envelopes and any additional insert(s) required. All mailing addresses will be CASS certified, NCOA updated and PAVE presorted using the most current USPS provided address data. Single page and multiple page statements will be sealed and metered with appropriate postage and delivered to the United States Postal Service bulk mail facility with all necessary documentation and will be mailed at the lowest postage rates eligible for class and weight. All of the described services will be completed by TMT. There will be no subcontracting of any portion of the work performed. 1. Timing Definition: For the purpose of this contract, it will be noted that work days do not include weekends or postal holidays. TMT hours of operation (which implies valid notification times) will be from 8:00 am to 5:00 pm PST. Understanding that mail dates are critical, TMT will make every effort to meet or exceed the mailing expectations of the City. As of this date, The Master's Touch, LLC has never missed a mail drop date, except for data errors outside the control of TMT. In every case our customers were grateful for the delay in order to insure data integrity. Therefore, TMT abides by the policy that, if ever TMT determines the integrity of a mailing may be at stake, all the City mail will be held until the City can verify accuracy. This is a very ram occurrence, but it does happen. For this reason, TM.T will provide a random sampling of statements to be proofed by the City prior to production of each month's mailing. Proofing is simple • and quick, yet a very important part of the verification process. Therefore, production promises are based upon proof approval times rather than receipt of data times. After receipt of your production data through our secure ftp, the City data will be processed and random PDF proofs of at least.ten statements will be placed on TMT's secure ftp site for the City to review and approve. Every effort will be made to provide proofs on the same day data is received by TMT, but will occur no later than 24 hours after receipt of data. Notification of proof arrivals to the secure flli site will be made by email to the City's designated email address. Should this address change, it is critical that the City notify TMT by email at mai lsvc n,themasterstouch.com immediately so that a new entail address can be set up for proofing. The City will have 24 hours to review and approve these PDF proofs. After 24 hours, if no objection or correction is received by TMT, we will assume that proofs are approved and ready for production. It is highly encouraged and much preferred that the City email an approval every statement cycle. Within 48 hours of approval, or the 24 hour proof approval window, all the City mail will be printed, folded, inserted and delivered to the USPS bulk mail facility in Spokane, Washington. � x NOTE: Should The. Master's Touch, LLC ever fail to meet these promised timetables, the extent of TMT liability will be limited to mail processing fees. Specifically, statement stock, envelopes, inserts and postage will remain due and payable as outlined in this contract. The mail service, however, will either be discounted or waived entirely, based upon mutual agreement between TIT and the City. It will also be grounds for irnrnediate termination of contract by the City. 2. Preprinted Statement and Envelope Stock TMT will need the City to supply a high resolution electronic logo to be used for print copy on the City forms and envelopes. In addition, TMT will need to know the mailing address the City would like printed for their return address. Up to a six month supply of printed stock will be produced and stored at TMT's warehouse. Stock replenishment will be initiated 45 days prior to the depletion of the City inventory. The City will be notified at the time of replenishment with an opportunity to request a change in print copy. If a change is required, TMT will revise art and provide the City with a new proof prior to print production. New art should be initiated by the City as soon as practical so that PDF approval of revised art can be completed at least 3 weeks prior to mail date. If this time frame cannot be achieved, it may be necessary to produce a small supply of stock using existing art so that statements can be printed and mailed on time. Once printed all inventory is owned by the City and will be billed based on actual quantities printed and put into storage. Should the City cancel contract with TMT for any reason, all remaining inventory TMT has in storage will become immediately due and payable. The remaining stock will be shipped to the City's designated address. Freight and any handling charges will be the responsibility of the City. 3. Optional Inserts * *** The City may add up to six additional inserts " * "* • First and second insert — no additional processing fee* ® Third and fourth insert — add 005 cent each per piece for processing* • Fifth and sixth inserts — add .075 cent each per piece for processing* A. It is highly recommended that all inserts be printed by The Master's Touch, LLC. In so doing, TMT accepts full responsibility for having your inserts completed on time so that your mail is not delayed. Provided TMT has PDF proof approval by the 20' of the month, we will guarantee on -time completion and insertion into your mailing or the insert is FREE. Quite often, TMT can prepare the printed insert in less time than this, but our "FREE" guarantee will no longer apply if PDF proof approval is received later than the 20 of the month. B. *Inserts must meet the following requirements or receive prior approval from TMT. a. Final finished or folded minimum size 3 1/2" x 5 '/ ". b. Final finished or folded maximum size 3 7/8 x 9" c. Minimum thickness — 60# text d. Maximum thickness — 12 PT gloss or l00# cover e. All finished, inserts (folded or not) must be uniform in size and thickness, per insert: (i.e. insert A must be all same size and weight. Insert B must all be same size and weight, but does not have to be same as insert A). f. Exceptions to the above specifications may be permitted, but may require additional processing, which may necessitate an additional inserting fee. r; •t r r , 4. Set Up and Programming The Master's Touch, LLC will require sample data of no less than 100 statements, a data definition file, and a data layout map (indicating what fields print where), prior to beginning software setup. We request this information as soon as practical after signing of this contract. In addition, it is highly recommended that the City include in the sample data records that exemplify the minimum and maximum limits of every field (i.e. largest dollar amount, smallest dollar amount, longest field, longest address, any exceptions or unique fields, etc.). TMT will have initial PDF proofs ready within 2 -3 weeks of receiving this information, unless otherwise agreed. Sample PDFs will be provided to the City via TMT's secure ftp for review and approval. It will be the responsibility of the City to carefully review the PDF file to verify data accuracy and formatting. When satisfied, the City will email approval to mailsvc@themasterstouch.com. Once this "test data" has been approved by the City and preprinted envelopes and statement stock is completed, TMT will be ready for the City's next cycle of "live" production data for contracted printing and mailing. 5. Address Updates Only certified addresses are eligible for discounted automation postage. Non - certified mail pieces will either be returned to the City for mailing or will bear full fare first class postage based upon the weight of each piece. (By default, all non - certified pieces will be mailed, unless the City instructs TMT in writing to do otherwise). Foreign addresses must bear the name of the country in the address block or will be considered "undeliverable" and will be returned to the City. In order to obtain and pass along automation postage discounts, the USPS requires that TMT certify to the best of our ability that the City's mail file has been processed through a move update service within 95 days immediately prior to mailing. There are several methods that can be used to comply with this requirement. The most effective and efficient service that TMT offers is NCOA (National Change of Address) service. Using this service satisfies the USPS requirement and enables the City to keep their address list up to date. If the City chooses NCOA as their method of compliance, then at least once every 90 days, the City's address file will be processed through NCOA. Once NCOA is completed, all updated addresses will be provided back to the City via electronic format and placed on TMT secure ftp site for retrieval. Address updates will be returned to the City within 7 days of receipt of this information. It is the responsibility of the City to review and update addresses based on the information provided through NCOA. TMT will not monitor, nor be responsible if address changes are identified, but are not updated by the City. TMT can assist the City with this address update process, should the City so choose. 6. Production When TMT and the City are ready to "go live" with production, the following procedures will be adhered to. Within 24 hours of receipt of your production file, random PDF proofs from the City file will be placed on the TMT secure ftp site. An email will be sent to the City notifying you of opportunity to review and approve production file proofs. TMT will assume approval if not otherwise notified within 24 hours but, in every case, would prefer written approval. Once approval is received, or after the 24 hour approval period is concluded without the City correction, all statements will be printed, folded, inserted and delivered to the USPS bulk mail facility in Spokane, Washington, within 48 hours. This time table is valid for approvals that occur between 8:00 AM and 5:00 PM PST, otherwise.an additional 24 hours may be required. Also note that the time frame noted is for business hours only and specifically excludes weekends and postal holidays. NOTE: If the City is providing one or more inserts, TMT cannot properly presort the data file without an accurate sample weight. Therefore, regardless of when the City data is received, TMT cannot process and • proof the City data until after receipt of the City insert(s). Therefore, processing and proofing times will begin after receipt of insert(s) stock or the City production data, whichever is later. This is a chief reason to strongly consider using TMT for printing any inserts the City may want to include, since it becomes a TMT responsibility to have inserts completed on time. Still, every effort will always be made by TMT to prioritize the City's job regardless of a tardy insert delivery. 7. Postage and Documentation Every effort will be made by TMT to obtain the lowest first class rates available. TMT takes responsibility for preparing all mail according to the current USPS regulations in force at the time of mailing. In the event a mailing is refused by the USPS for automation compatibility, TMT will make every effort to correct the discrepancy to the satisfaction of the USPS and resubmit the mailing to them at the earliest possible time at no additional cost to the City for any additional mail preparation. TMT will not be held responsible for any other additional costs. After completion of your mailing and within 72 hours of the mail date, TMT will provide the City with a copy of the #3602 postage statements presented to and accepted by the USPS bulk mail facility. In addition, a complete accounting will be provided of every piece mailed and the postage rate at which they were charged by the USPS. 8. Security TMT recognizes and understands the importance of security and protecting the City inforrnation. All the City data will always be transferred via secure methods, typically through our secure ftp site. The City will be given a login and password. All data proofs will be uploaded to the City folder and will be the City's responsibility to review and approve. An email notification will be sent to the City when files have been uploaded. TMT is a secure facility with access obtained only through locked doors. Any guests invited into our facility are required to sign in and are escorted through our production area by TMT personnel. All TMT employees are required to have a background check and have all signed a copy of the TMT security policy. All the City data is encrypted on our server and will remain on our server for one extra statement cycle. This allows TMT to review and troubleshoot should a problem be discovered. Once the next production file is received and approved, the previous production file will be immediately deleted. in this way, the City data should not remain on TMT server for more than 30 -35 days, depending on statement cycle. 10. Payment Payment for mail services will be billed monthly at the conclusion of each mailing and will be due on a net 30 basis. A separate invoice for postage will also be sent to the City. At least two days prior to each mailing, a deposit equivalent to the estimated postage for one mailing will be required by The Master's Touch, LLC and used for that mailing. Any postage costs not covered by your deposit will be due upon receipt of TMT postage invoice. 11. Term The term of this agreement will be for one year from date of initial mailing and can be extended by mutual agreement of both parties in one year increments. If intent to discontinue service is not received at least 30 days prior to the end of each term, it will be assumed the agreement will be extended for another 12 months. Terrnination of this agreement can be made by the City with 30 days written notice. Any unused stock remaining in storage or on order will be the responsibility of the City. Stock will be immediately delivered to the City and will be billed on a net 30 basis. Freight and any handling charge to the City will also be the City responsibility. 12. Pricing and services per attached addendum: Jim Cote City of Yakima President The Master's Touch, LLC Title Date Date Meet the kev personnel that will be assigned to this project s 4 , r Jim Cote — President — will be the project manager and the k , ; _;"� .. : 'i, r s F �, F r '- team leader tluough setup and implementation. Jim will be a' + l' brt '� ,�� responsible for coordinating the printed forms and , envelopes and will be designated as the one for questions �rz ,� f1 E �� r s F aa P ern + �f�, ' ' '� y a� � ' .. , ? 4,4 ' and trouble shooting at all times. Jim is the founder of , ' ry; ; k � �� *# � t 4 The Master's Touch, LLC and has twenty -six years of s ` {s;�, a 5 , ' + °` ' , , gyp $ experience in the printing industry with seventeen of those � (Y ; v ,' <,� y, , - I, �� ` in the mailing industry. Jim is a USPS certified Mail Piece - , ,, S ' , , �� . Design Professional, and is invited to teach at conferences 4 � Nj v ; ti !-- 1 1 ,v - ‘ 4 " , Y around the country on the topics of reducing undeliverable '4 r � ° 4' , tl y mail and reducing postage expenses. He is well qualified to alU•' � t'; '� ; } -'i`' f coordinate your mailing prject. masters@themasterstouch.com <* L„ ,, ,, ., Ven Artemov — Data Processing Manager — will handle all `f • x r data set -up and proofing for your mail. Ven has 6 years' i l • ' ? I , experience in setting up some of the most difficult jobs i ��,, the industry. We have yet to see a data file that has stumped 7 ; ' if ;, Ven and defied him to set up. Equal in importance is Ven's -' 1 . r ° ., firm grasp of what is requited to comply with USPS 4 I , • Fy 1 ,ly- I ?s regulations while accommodating the preferences of our 2 i w customers and meeting the requirements of our printing and Fh . mailing equipment. This unique talent insures a coordinated �, �,,. I and trouble -free print and mail process. y- Y y ,C.. • y ...' ...:_ i , s :, PM athemasterstouch.com James Cote — Mail Service Manager — will handle the w: , r u ' ,";. ; ', 7 ' i' � '� L" `, � �3:�� \ � e 1 s Y t i actual insertion, sorting, and all mail processing up to and • ,'k° '" _' �„ , including delivery to the US Postal Service. James has r J � .a� : aJ �f � Neu 4 ,�y a'� ', ` ' rv:;, ; worked in the production area. eleven years. He is tireless in • '°x " ,.r �. i. ,, {� t '' .1 his commitment to insure on -time mailings, arranging staff '`.- l and hours so that all personnel and resources needed to l " { I ` t': ti. �4 r'� r ; . complete mailings on time are always available. This is a k s tom. s primary reason why we have never missed a promised first • .0 0 �� r1 class mail date. James has a great team of highly qualified t j 1 t T 'F ; , and experienced mail service personnel who work in a '" I ` � ' t ; ' 11 ! r ? coordinated effort to make sure mail is processed quickly, r a i S t7Y y • '� ,-; q 0 with an eye on total accuracy. ' ' r. =__' ' ' -:--"' - MailSveathemasterstouch.com Security - The Master's Touch, LLC will be the only contractor processing City of Yakima data. All of our employees have signed non- disclosure and privacy agreements, assuring the City that its data will remain private. In addition, the TMT headquarters where County statements will be processed is a completely secure facility and has successfully completed a SAS 70 Type II audit by an independent accounting firm. This audit is among the most stringent used in the mailing and financial industry and covers physical, environmental, procedural, and data security. A confidential copy of this report will be provided upon request. Backup and Disaster Recovery TMT is committed to redundancy and backup capabilities and has thoroughly prepared for both. We believe the most important backup plan is, in fact, redundancy, since the most common failure is that of a plant's primary processing equipment. For that reason, every major piece of processing equipment is backed up by at least one duplicate model in order to insure 100% redundancy throughout the entire production process. Our belief is "when" not "if" a machine fails, TMT will always have a backup machine ready and available to complete the job. In addition, TMT has a remote backup facility at the manufacturing plant of Ennis /Block Graphics in Portland, Oregon. If our Spokane facility were rendered inoperable, TMT personnel will travel to Portland and will utilize TMT -owned backup inserting and laser printing equipment that is immediately accessible and fully powered on 24 hour standby. Ennis/Block Graphics also manufactures and prints forms and envelopes, serving as a backup for those preprinted items as well. TMT also has a reciprocal agreement with Enhanced Software Products (ESP) in Spokane, Washington to utilize their equipment and facility in case of an event that would render our primary facility inoperable. ESP is within 15 minutes of our main headquarters. ESP uses the same make and model equipment we use, which allows for a seamless transition to utilize their. backup equipment. Our data is backed up every day to a secure remote facility and a duplicate backup of all customer unique setups is stored off -site, as well so that in the event of a disaster a return to production could be accomplished within 24 hours. • THE MASTER'S TOUCH, LLC Proposal for: City of Yakima Utility Accounts Division Statement Printing and Mail Processing Services for Utility Bills — Once per week -CASS Certify, NCOA and presort customer data file. -Laser print variable statement data to 8 %2 "x 11". - Letter fold statement and insert into #10 window along with #9 reply. -.Seal and tray for best automation postage rates. - Deliver to USPS bulk mail facility along with all necessary paperwork. -Mail first class at barcode automation rates. Printed Materials (12 month supply): No charge for Storage 192,000 — Laser Bills, 8 '/2 x 11 printed a. 2 ink colors face only on 60# white with perf —1.97 cents each b. Black face only on 60# white with perf only —1.7 cents each 192,000 — #10 Special Window Envelope — 2 color on 24# white — 2.8 cents each 192,000 — #9 Return Envelopes — Black ink face on 24# white — 2.3 cents each Mail Services & Automation Postage: A. 192,000 Utility bills mailed once /week a. Price — 11.5 cents per bill + Automation Postage* B. 33,000 Delinquent notices mailed approximately twice per month a. Price — 11.5 cents per bill + Automation Postage* C. 10,000 Business and Dog License Renewals — one mailing a. Price — 10.5 cents per notice + Automation Postage* D. 2,500 Business and Dog License Reminders — one mailing a. Price —17 cents per notice + Automation Postage* E. 3,500 Water Department Notices — Two 8 1 /2 x l 1 's printed 4 color process two sides a. Price — 19 cents per set of notices * Automation postage will range from 35 cents to 40.4 cents each depending on the presort * * We can and will also combine two or more statements into a single mailing envelope when the name and address are identical between statements. ** One time programming setup fee is approximate $800.00, but will be waived with an agreement prior to July 31, 2012. OP, g Jim Cote President June 6, 2012 1405 N ASH STREET SPOKANE, WA 99201 -2805 TELEPHONE (509) 326 -7475 OR 1- 800 -301 -1347 FAX (509) 326 -7214 • 1 I _ THE MASTER'S TOUCH, LLC Addendum #2 for City of Yakima RE: City of Yakima Bulk Printing and Mailing —July 2012 This addendum is an attempt to clarify our proposal and supersedes any inconsistencies that may be interpreted from it. Where the Yakima County Contract is mentioned, the reference is specific to Contract #C11108 -P • The terms and conditions noted in the Yakima County Contract will apply where applicable. The additional terms and conditions included with our original proposal is withdrawn. • The pricing methodology used for the City of Yakima proposal is the same in every respect to the Yakima County Contract when the costs to profit margin are compared. • A performance bond and certificate as outlined in the County Contract will be provided to the City of Yakima based on the estimated annual value of the City contract. • The basis for any future price increases and contract extensions will be per the same conditions outlined in the County contract, except that a review of paper pricing will be entertained after the first year of contract. The City of Yakima will have the option to decline any requested increase in paper prices and the City may elect to terminate their contract due to any increase. • The term of this agreement, including options to extend and /or terminate, will remain the same as that which is noted in the County contract. 1405 N ASH STREET SPOKANE, WA 99201 -2805 TELEPHONE (509) 326 -7475 OR 1- 800 - 301 -1347 FAX (509) 326 -7214 AGREEMENT THIS AGREEMENT is entered into between YAKIMA COUNTY, Washington, herein referred to as the "County" whose address is 128 N. 2 11d St. Yakima, Washington, 98901 and The Master's Touch, LLC whose address is 1405 N Ash Street, Spokane, WA 99201 hereinafter referred to as the "Contractor ". WITNESSETH: In consideration of the terms and conditions contained herein and the attached RFP documents C11108- P, which are made part of this contract by this reference, the parties agree as follows: 1. The Contractor shall do all work and furnish all materials necessary for performing the work in accordance with and as described in the attached RFP documents. 2. The County agrees to pay for the work as set forth in the RFP documents at the time and in the manner and upon the conditions provided. 3. This Agreement contains all terms and conditions agreed upon by the parties. No change or addition to this Agreement shall be valid or binding upon either party unless such change or addition is in writing and executed by both parties. All terms of the attached RFP documents, Contractor's Proposal, and Attachment A are incorporated herein by this reference. 4. The parties agree that the Contractor is an independent contractor and not an agent or employee of the County. Agents, employees, servants, or representatives of the Contractor shall not be deemed to be employees, servants, or representatives of the County for any purpose. Employees of the Contractor are not entitled to any benefits the County provides for County employees. 5. The contractor agrees that is shall not discriminate against any person on the grounds of race, creed, color, religion, national origin, sex, sexual orientation, age, marital status, political affiliation or belief, or the presence of any sensory, mental or physical handicap in violation of the Washington State Law Against Discrimination (RCW chapter 49.60) or the Americans with Disabilities Act (42 USC 12101 et seq.). In the event the Contractor violates this provision, the County may terminate this Agreement immediately and bar the Contractor from performing services for the County in the future. 6. The Contractor shall not assign or subcontract any portion of the contracted activities without obtaining prior written approval from the County. 7. The Contractor shall indemnify and hold harmless the County, its officers, agents and employees, from all liability, loss of damage, including costs of defense they may suffer as a result of claims, demands, actions, damages, costs or judgments which result from the activities to be performed by the Contractor, its agents, employees, or subcontractors pursuant to this Agreement. C1 1108 -P Mailing of Annual Property Tax Statements — County Treasurer Page 1 of 7 8. The Contractor shall provide to the County proof of insurance. Yakima County shall be named as an additional insured with Additional Insured Endorsement on said insurance policies. 9. This Agreement shall be governed by the laws of the State of Washington. Any action, suit, or judicial proceeding for the enforcement of this Agreement shall be brought in the Superior Court for the State of Washington in Yakima County, Washington. 10. The period of this contract shall be for Tax Years 2012 and 2013. Prices shall remain firm, as proposed, for the first two years of the contract unless an exception is stated in the proposal. The County may, at its option, extend the contract for up to two additional two -year terms, subject to a successful price agreement. Any changes to U.S. Postal regulations or other laws or regulations affecting tax statement production and mailing that are enacted or in force in subsequent contract years, shall be negotiated a the time of renewal. 11. Either party may terminate this contract for convenience .upon (60) sixty days written notice sent by certified mail to the addresses listed above, per the terms and conditions of the RFP documents. Dated this' day of AtA0" , 2011. CONTRACTOR YAKIMA COUNTY BOARD OF COUNTY COMMISSIONERS Signature AV _. Title K e J. s ey, Chairman a Company Pany ,� J. ' d Elliott, Commissioner Address Michael D. Leita, Commissioner tl l l 11 l t t , tt/ Constituting the Board of County Commtsstomers , ,�� \\\ pF YAK /,1 r 1 , for Yakima County, Washington Approved as to form: z': « ? - t/ •::•. Attest: Tiera L. Girard, Deputy Prosecuting A omey' %s , // # ! 1 5 � �, Clerk of the Board C11108 - Mailing of Annual Property Tax Statements — County Treasurer Page 2 of 7 BOCC 473 -2011 • August 16, 2011 ATTACHMENT A if THE MASTER'S TOUCH, LLC Comact For. Yakima County Treasurer The Master's Touch, LLC will provide the following services to the Yakima County Treasurer Overview The Master's Touch, LLC proposes to act as a sole source vendor to print and mail property tax statements for the Yakima County Treasurer. Included in this proposal will be the preprinting of the statement stock, preprinting the carrier envelope and return payment envelope and a letter size informational insert. Also included will be the CASS certifying of mailing addresses in the data file and the use of PAVE presort software to presort and print Intelligent Mail Barcode addresses along with tax data to the preprinted 8 '/2 x 14 statement stock. We will fold and insert those statements into a #10 special window envelope along with two #9 reply envelopes and the informational insert and deliver to the US postal service bulk mail facility with all necessary documentation. All of the described services will be completed by The Master's Touch, LLC. No subcontracting will be used for any portion of the work performed. Since The Master's Touch, LLC has had the privilege of providing this service for the Yakima County Treasurer the past five years, we may reference in this contract certain things we know to be a requirement, but that were not specifically detailed in the RFP. Specifications 1. Preprinted Statement and Envelope Stock: A. Carrier envelopes will be #10 non — standard window with diagonal seams printed in one non- metallic PMS ink color on the face on a 24# white wove paper stock_ Ink color to be chosen by the Yakima County Treasurer's Office. Envelope will include the generic TMT First Class mailing permit that shows no origination post office. B. Statement stock will be 8 '/z x 14 printed on 24# white bond. Printing will be offset quality in one non- metallic PMS ink color on the face and back of form. Perforation on statements will be a micro -perf with at least 50 teeth per inch, which will be used to facilitate easy removal of remittance stub by taxpayer via a clean tear along the perforation. There will be two laser compatible right -angle perforations, one at 3 !Z" from the bottom and the other at 7" from the bottom. C. Two #9 reply envelopes will be inserted into each mail piece. This envelope will be printed in black ink on the face only on a 24# white wove paper stock with security tint on the inside. D. Also included will be an 8 % x 11 information sheet printing one non - metallic PMS ink color on the face and the back on 24-1b. laser - compatible white bond paper. Should the Yakima County Treasurer request the same PMS ink color be used on this form as on the statement and envelope, the ink color used will match the PMS ink on the statement and #10 envelope, so that a difference in shade or color is undetectable. Copy on this form will be evenly centered so that the white space margins are of equal size on the front and back. 1405 N ASH STREET SPOKANE, WA 99201 -2805 TELEPHONE (509) 326-7475 OR 1 -800- 301 -1347 FAX (509) 326 -7214 C11108 - Mailing of Annual Property Tax Statements — County Treasurer Page 3 of 7 f 2. Set up and Programming: The Master's Touch, LLC will request that we work directly with the information services department of the Yakima County Treasurer to determine data format and print and image specifications for this project. No outside subcontractor will be used for any of this work without the express consent by the Yakima County Treasurer's office. This is to insure data confidentiality and seamless work flow. The Master's Touch, LLC will require sample data, a data definition file and a data layout map indicating what fields print where prior to beginning software setup. In order to insure that any and all irregularities in data type and format have been adequately accounted for, we request this sample data, definition file and data layout map as soon as practical after contract award. In addition, it is highly recommended that the Yakima County Treasurer's Office include in the sample data, records that exemplify the minimum and maximum limits of every field. For the purpose of this Contract, we are assuming there is no substantive change in data format from 2011 tax statements. Therefore, it is expected that set up and proofing will be minimal and can be provided within 2 —3 weeks of receipt of your test data. Once we have met the initial specifications, changes or modifications by the Yakima County Treasurer's Office that deviate from those original specifications may require additional set up time and may be subject to additional programming charges. Any charges of this type will be discussed and agreed upon by both parties before proceeding. Note: TMT has already set up and programmed for the Yakima County Treasurer's tax form based on the Ascend software that was used for the 2011 tax mailing. If there is no change in data format, there will be no additional set up. If, however, there are changes in software or data layout, the following section will apply. 3. OCR Readability Testing: The Master's Touch, LLC has extensive experience printing accurate, readable OCR information for many county treasurers, including the Yakima County Treasurer's office. It is crucial that these OCR lines can be read without fail by the scanning equipment processing them. Sample statements with variable data including OCR information, will be printed and provided to the Yakima County Treasurer's office for testing per the production schedule outlined in your RFP. 4. Production: All production will conform to at least the minimum requirements established by the Yakima County Treasurer's Office. Every effort will be made to perform all requirements in a time frame quicker than what your schedule outlines. Our goal is to exceed customer expectations, not just meet them. Once your production file is provided to us, we will process it through CASS certified mailing software. We will also comply with the new DPV and LACsLink requirements that became mandatory on August 1, 2007. According to your schedule, The Master's Touch, LLC will process your complete address file through NCOA (National Change of Address) in order to comply with the USPS requirements for move update. This will not only reduce the amount of returned mail you will receive, but will also speed the delivery of your mail to the correct address. As of April 17 2011, Yakima County estimated postage will range between 34 cents to 39 cents per one ounce mail piece for automation - qualified pieces. After CASS certification is completed, all records will be presorted by PAVE certified software. Again, this PAVE presort insures that your mail is sorted to meet all LISPS requirements and insures that all your mail receives the lowest possible automation postage rate. C 111 O8 -P Mailing of Annual Property Tax Statement — County Treasurer Page 4 of 7 E After and only after we have CASS certified and standardized your addresses, we will combine statements bearing an identical name and address, mailing all that meet this criteria in the same envelope. Statements will be folded in such a way that the folds fall directly on both remittance stub perforations located at 3 %" and 7" from the bottom and mailed in a #10 envelope, unless the thickness of the folded statements exceeds the maximum allowed by the US Postal Service for the letter rate category (currently one — quarter inch). When the thickness exceeds this maximum, all grouped statements mailing to an identical name and address will be enclosed in a catalog window envelope where the addressee shows through the window for proper delivery. These catalog envelopes will mail at normal first class rates based upon the weight of each piece. Once the production file has finished CASS, PAVE, and grouping, and BEFORE actual printing of statements, a sample PDF file will be produced and entailed to the Yakima County Treasurer for approval. The sample PDFs will be determined by the Yakima County Treasurer. Customarily, the same test parcels that were used for proofing and evaluation during the test phase will also be used for final production proofs. Once these production proofs are approved, print production will begin. Statements will mail according to the schedule outlined by the Yakima County Treasurer or within 6 calendar days from final proof approval. Mail will be dropped at the Spokane bulk mail facility under our generic permit. This permit does not bear any obvious markings where the mail was sent from. 5. Redundancy and Contingency: Our commitments to our customers are vital to us and to them. Our ability to keep those commitments is partly due to our philosophy regarding redundancy in our equipment. We will keep a minimum of five in- house high speed laser printers available for this project, insuring that if one becomes inoperable, at least four additional backup printers will be available. We will also keep a minimum of three in -house high speed automated inserters available to fold and insert your statements, again insuring that if one inserter becomes inoperable, a backup machine will complete the project. In the event of a minor disaster, we anticipate completing your mailing through the redundancy of our equipment. In the event of a major disaster, (i.e. fire, earthquake, flood, etc.), we will work to complete your mailing in one of two ways. We will produce new envelopes, statement stock within three to five days and finish the project at a. Main Backup Facility: TMT has an agreement with EnnisBBlock Graphics in Portland, Oregon to utilize TMT -owned backup inserting and laser printing equipment that we installed in their facility. This equipment is immediately accessible and fully powered on 24 -hour standby. Ennis/Block Graphics also manufactures and prints forms and envelopes, thus serving as a backup for these items, as well. Contact: Carl Weaver, General Manager of Ennis/Block Graphics in Portland, Oregon at 1- 800 -547 -3575. Agreement letter attached. b. Secondary Backup Facility: TMT has a reciprocal agreement with Enhanced Software Products (ESP) in Spokane, Washington to utilize their equipment and facility in case of an event that would render our primary facility inoperable. ESP is within 15 minutes of our main headquarters giving us a very immediate alternative if needed. Contact: Robert Murray, Print Services Manager, 509 -944 -3172. Agreement letter attached Additional processing time needed should be no longer than two weeks from the date of occurrence. 011108 -P Mailing of Annual Property Tax Statements — County Treasurer Page 5 of 7 l 6. Postage and Documentation: As of April 17 2011, your estimated postage will range between 34 cents to 39 cents per one ounce mail piece for automation- qualified pieces. After completion of your mailing and within 72 hours of mail date, The Master's Touch, LLC will provide the Yakima County Treasurer's Office with the group reports and #3602 postage reports presented and accepted by the U.S. Postal Service bulk mail facility. In addition, a complete accounting will be provided of every piece mailed and the postage rate at which it was mailed. 7. Additional Comments: • We intend to have at least one or two face to face meetings with those involved in order to insure that all • procedures are clearly established and understood. These meetings also help us to gain a clear idea of the objectives and wishes of the Treasurer. It is not our desire to simply meet the expectations of our customers. It is our desire to exceed those expectations. • Further, an electronic PDF image file can be provided which would include an image of every statement as it was printed and mailed. These images would be indexed and searchable by parcel number and will be offered to the Yakima County Treasurer for a very minimal additional fee should the Treasurer be interested. • The Yakima County Treasurer's office is offered a standing invitation to tour our facility at any time in order to see the production process and in better understand the quality control processes we use to insure timely and accurate delivery of your mail. C1110 8-P Mailing of Annual Property Tax Statements — County Treasurer Page 6 of 7 1111# Tax Statement Contract August 2011 Contract Pricing Annual Property Tax Statements Yakima County Treasurer Yakima County Treasurer c/o Clerk of the Board Yakima County Courthouse, Room 232 Yakima, WA 98901 The undersigned hereby certifies that the Request for Proposal's specifications have been carefully read for the Yakima County Treasurer's Annual Property Tax Statements and submits for your consideration the following pricing: Tax Years 2012 and 2013 Annual Property Tax Statements totaling approximately 110,000 annually including design, construction, printing, sorting and mailing services (including house - holding) as outlined in this RFP. All cost estimates include sales tax and any freight charges. Tax Year 2012 Tax Year 2013 Software changes if needed $110.00/Hr. $110.00/Hr. Production Costs $10,900.00 $10,900.00 NCOA $455.00 $455.00 Paper Stock $11,729.00 $12,050.00* Subtotal $23,084.00 $23,435.00 Wa. State Sales tax (8.2 %) $1,892.89 $1.921.67 Total Bid $24,976.89 $25356.67 * Based on previous paper trends. 1405 N ASH STREET SPOKANE, WA 99201 -2805 TELEPHONE (509) 326 -7475 OR 1- 800 -301 -1347 FAX (509) 326 -7214 C 11108 - Mailing of Annual Property Tax Statements — County Treasurer Page 7 of 7 Yakima County SERVICE 1 1 5^ -, 'a hi F MP f Fef t` +s ' tll Z 4 D r.A.K MAC couranr �r Proposal Documents & Specifications Request for Proposals No. C11108 -P PREPARATION AND MAILING OF ANNUAL PROPERTY TAX STATEMENTS - TAX YEARS 2012 & 2013 WITH POSSIBLE EXTENSION FOR YAKIMA COUNTY TREASURER YAKIMA, WASHINGTON PROPOSALS MUST BE RECEIVED BY: 11:00 a.m. on July 21, 2011 Yakima City /County Purchasing Division June 28, 2011 C11108 -P Mailing of Annual Property Tax Statements — County Treasurer Page 1 of 25 BOARD OF YAKIMA COUNTY COMMISSIONERS NOTICE TO PROPOSERS NOTICE IS HEREBY GIVEN by the undersigned that sealed proposals will be accepted for consideration on Thursday, July 21, 2011 @ 11:00 a.m., in the Yakima County Commissioners Office, 128 North Second Street, Room 232, Yakima, Washington for: PREPARATION AND MAILING OF ANNUAL PROPERTY TAX STATEMENTS - Tax Years 2012 & 2013 with possible extension Proposals shall be: - (1) Sealed. (2) Plainly marked: Proposal No. C11108 -P Yakima County Treasurer's Annual Tax Statements (3) Addressed: Yakima County Courthouse Board of Yakima County Commissioners Attn: Tiera Girard, Clerk of the Board 128 North Second Street, Room 232 Yakima, Washington 98901 (4) Proposals must be in the Office of the Yakima County Commissioners on or before the time of 11:00 a.m. on Thursday, July 21, 2011. Specifications may be seen at the office of the Purchasing Manager, City of Yakima, 129 North Second Street, Yakima WA and /or the office of Clerk of the Board of Yakima County Commissioners, Yakima County Courthouse, 128 North Second Street, Room 232, Yakima, WA. Specifications may be obtained online at: www.ci.yakima.wa.us /services /purchasing Click on Bid Openings. The Board reserves the right to reject any and all proposals, or parts thereof. DONE this 24 day of June, 2011. (Seal) Tiera Girard, Clerk of the Board Publish: Yakima Herald - Republic Day June 28, 2011 C11108 -P Mailing of Annual Property Tax Statements — County Treasurer Page 2 of 25 YAKIMA COUNTY TREASURER REQUEST FOR PROPOSALS C11108 -P ANNUAL PROPERTY TAX STATEMENTS — Tax Years 2012 & 2013 I. PURPOSE The purpose of the following specifications is to describe the products and services required to provide the Yakima County Treasurer's Office with approximately 110,000 annual property tax statements and their mailing for Tax Years 2012 and 2013 Provision will be made within the contractual documents that a two -year extension may be granted by the County Treasurer during Tax Year 2013 for the two ensuing years if pricing agreement can be reached by June 30, 2013 Further, the contract may be extended for an additional two -year term, at the option of the County, subject to a successful price agreement. Any changes to U S. Postal regulations or other laws or regulations affecting tax statement production and mailing that are enacted or in force in subsequent contract years, shall be negotiated at the time of renewal. The County for any reason may cancel this contract with 60 days advance written notification II. DEFINITIONS Definitions for the purposes of this RFP include' Contractor— Individual or company who's Proposal has been accepted by the County and is awarded a fully executed, written contract. Proposal — A formal offer submitted in response to this solicitation. Proposer — Individual or company submitting a Proposal in order to attain a contract with the County. Request for Proposals (RFP) — Formal procurement document in which a service or need is identified but no specific method to achieve it has been chosen The purpose of an RFP is to permit proposers to suggest various approaches to meet the need at a given price. III. SCOPE OF WORK The minimum proposal specifications for the annual property tax statements are set forth below. The Contractor agrees to provide to the County services and any materials set forth in the project specifications The County will not furnish any material, labor, or facilities, unless otherwise provided for in this RFP. The County will not reimburse the Contractor for any costs or expenses incurred by the Contractor in the performance of this Contract outside of the proposal unless approved in advance by the County Treasurer in writing. C11108 -P Mailing of Annual Property Tax Statements — County Treasurer Page 3 of 25 1. Annual Statement Production and Mailing. The annual property tax statement packet shall consist of the annual statement, an informational insert, and two No. 9 security envelopes enclosed in a mailing envelope (No. 10 window envelope). a. Statement Form: This is an 8 '/2 inch by 14 inch form, using 24 -Ib. laser - compatible bond, printed front and back (see example attached). Colors will be selected by the County Treasurer's Office with Contractor input so that our equipment can read the OCR- scannable fields. The back of the form will be standard printed information provided by the County Treasurer's Office, and the face of the form shall be variable information interspersed with some standard text. Two detachable payment stubs must be included as part of each form, and all necessary perforations must be micro - perforated, not dimpled or tented. The perforation and folding is required on the same measurement of the paper The perforation must be strong enough to not allow the paper to become separated on the fold, however the perforation needs to be able to tear clean and straight. We process the payment stubs through a scanner and the bottom of each of the payment stubs is critical that the tear is clean with no jagged edges. The type of fold to be used will be negotiated with and approved by the County Treasurer. Forms must be free of dust and surface particles. All paper and perforations must be compatible with high -speed laser printers so as not to impede the printing speed or processing of statements at any point during production. All inks used in form production must be heat resistant, high -speed laser compatible ink. There shall be seven fields on the remittance stubs that shall be printed using a bold OCR scannable font to be negotiated ,with the Contractor. All data fields printed from the electronic medium shall be in black ink, unless otherwise approved by the County Treasurer's Office in advance of production. Laser - quality printing is required for all data fields on the statement. A data map for each of the printed fields will be provided by the County Treasurer's Office referencing the field in the data file to the placement on the pre - printed form. Note: Requirements for OCR scannable fields shall be as follows: OCR "A" font (P080AA.FNT) or Windows font OCR A Extended (OCRAEXT.TTF), bold, formatted with parcel numbers (i.e. 6 digits -5 digits or xxxxxx - xxxxx); amounts must be stated in currency format with appropriate dollar signs, commas and decimal. Property Tax Statement Breakout — All of the data for each parcel will be printed on a single tax statement. b. Remittance Envelopes: There shall be two remittance envelopes enclosed with the statement. These envelopes shall be No. 9 security white -wove 24-lb paper. Each envelope shall have the pre - printed name and title of the Yakima County Treasurer with a window for the address that is pre- printed on the tax statement form, with applicable bar code to expedite delivery, and shall be in the color designated by the County Treasurer's Office. c. Mailing: The mailing envelope shall be a No. 10 white -wove 24 -Ib. paper with window (see enclosed example). Color of ink used shall be determined by the County Treasurer's Office. This envelope shall carry the return address of the Yakima County Treasurer's Office. The window placement and size are shown in the enclosed example. The window will allow for the name and address fields on the tax statement to be used for mail delivery, along with the corresponding address bar code, and accommodates all required formats and quality materials to meet the First -Class Presort Mail rate for bulk mail processing. C11108 -P Mailing of Annual Property Tax Statements — County Treasurer Page 4 of 25 • • House - holding Options — The Yakima County Treasurer's Office uses the house - holding option in the mailing of the annual property tax statements. For house - holding purposes, the mailing envelope of multiple tax statements sent to an identical address /taxpayer combination will be determined by the number of sheets and thickness of the mailing. The smallest appropriate sized envelope or carton that will ensure preservation of the product to the point of delivery will be used. Contractor will prepare raw data addresses to be imaged onto the tax statement. This information varies with each property owner. Contractor will comply with the U S. Postal requirements for Move Update in order to obtain first class, reduced rate, for bulk mailings. The Contractor will identify what services will be used to satisfy the Move Update requirement and will provide the County Treasurer's Office an electronic file detailing the feedback and /or changes resulting from these services. Contractor will keep up -to -date with any U.S. Postal standards changes and keep the Yakima County Treasurer's Office informed of these changes and the impact these changes can have to the mailing. d. Informational Insert: We will also have an informational insert for this mailing, a two -sided form using 24 -lb. laser- compatible bond paper. The County Treasurer's Office will provide the Contractor with a MS Word document file containing the text of the insert (a single MS Word document for each side of the insert); which the Contractor will print, fold and include with the annual tax bill mailing. The County Treasurer will determine the format, size, color and other details. e. Production of Paper Stock Items. The County Treasurer will work with the Contractor to determine appropriate levels of "over- production" of tax statement, informational insert and envelope stock to avoid undue costs and, yet, to protect the timeliness of the mailing. At the completion of the mailing, the County Treasurer would like for surplus mailing envelopes (No 10 window), return envelopes (No. 9 security), and informational inserts returned to our Office. The quantity will be negotiated at the completion of each mailing. 2. Services. a. Design: A sample form design is provided by the County Treasurer to show required standard and variable information in the required format. Any design modifications proposed by the Contractor will be subject to the County Treasurer's approval. Postage, including any overnight delivery charges, incurred by the Contractor to satisfactorily correct any design changes submitted by the Treasurer's Office as indicated in the proposed schedule of events, will be the responsibility of the Contractor. There shall be no charge to the County for this service. b Computer Printing: Contractor shall print from electronic medium data file supplied by the County Treasurer's Office all pertinent tax statement information directly onto the form. The data format for this text file is pipe delimited ( "I ") with variable field and record length. Fields in column order will be provided to the Contractor for all table layouts within the document. All data formats will be specified and reviewed with the Contractor no later than November 15 of each year C11108 -P Mailing of Annual Property Tax Statements — County Treasurer Page 5 of 25 Contractor shall have the ability to print a legend of distribution that will show detail by taxing district, the percentage and dollar amount for the parcel represented on the property tax bill. Other variable data includes (but is not limited to) both ' labels and values for Property Description, Location, assessed values, total taxable value, current year tax, prior year tax, current year levy rate, prior year levy rate, TCA, and voter approved amount. The County Treasurer, however, reserves the right to make the final decision based upon analysis of data. c Sorting Services for Mailing: The Contractor shall prepare statement packets including folding and inserting statements with an informational sheet and remittance envelopes, sorting by zip code and carrier route, and mailing from Contractor's location. There must be sufficient quality control standards and checkpoints throughout the production and mail preparation processes to insure accuracy and to document numbers of statements produced as well as number of packets mailed. Property tax statements shall be merged into a single outgoing mail piece whenever a property taxpayer has two (2) or more tax statements with the same outgoing address. The primary sort criteria shall be the "mail to" address, with a secondary sort by taxpayer name. Statements shall be combined into appropriately sized envelopes or cartons, labeled (including the Yakima County Treasurer return address information), and mailed using the most cost effective means, i.e. USPS, UPS, airfreight. Each mail packet shall include two (2) remittance envelopes to be used by taxpayer to return payment(s). The cost for merging multiple parcels into single mail pieces shall include all data processing costs necessary to sort, merge and label the multiple parcel /single taxpayer statements into single mail packets. Contractor shall provide a report indicating number of statements for each of those counts, and the total number of mail pieces for each count, i.e. 2 statements: # of mail pieces. Contractor will mail statements insuring all are mailed by February 14 of the current year unless mutually agreeable alternate arrangements are made between both parties. Contractor will arrange for the County "Company Permit Imprint. Indicia" or may use metered mail, whichever will be most cost effective for the County Treasurer's Office, but final agreement of postage method must be approved by the County Treasurer's Office before the Contractor's request for postage is submitted to the County The identification on the permit imprint indicia (USPS) used by the vendor should not reveal the location of the vendor unless specifically allowed by the Treasurer. All mail preparation shall meet current U.S. Post Office standards, including an Intelligent Mail Barcode when required on each mail piece, and Contractor shall meet requirements for any postage reductions for first class mailing, as directed by the County Treasurer. International pieces are to be mailed with the appropriate international postage affixed. Contractor may utilize air bills or UPS for sending merged parcels where the cost is less than USPS delivery cost, but insuring a timely delivery. C1110B -P Mailing of Annual Property Tax Statements — County Treasurer Page 6 of 25 Reports must be generated to show parcel number, address, city, state, and zip code changes that may result from the services used in order to meet the USPS Move Update requirements. Invalids, No -Mails and County pull - requests, if applicable, are to be promptly returned to the County. Postage amount shall be requested from the County Treasurer's Office according to the schedule included within this packet and must be supported with appropriate documentation required for payment. Any minor adjustments to actual mailing costs will be resolved following the mailing and after the Contractor provides the statement of mailing from the U.S. Post Office location. Postage amount should not be included within the proposal amount as a response to this Request for Proposals IV. SPECIAL INSTRUCTIONS 1. Use of Subcontractor or Assignment. The Contractor for the County Treasurer's annual tax statement production and mailing may not assign or subcontract to any other individual, firm or entity any portion of this Contract, including stock production, without the County Treasurer's prior written consent. Any of the Contractor's subcontractors must be appropriately licensed and bondable. The Contractor serving as Contractor will be expected to comply with all requirements of this RFP, whether or not a sub - contractor is used. The Contractor will be the interface with the County Treasurer for all discussion regarding the Contract, proofs and schedules. 2 Performance Bond. A performance bond, in the amount of the total proposal, will be required each year by the successful Proposer, with the first year due immediately following Contract signing The performance bond shall be filed with the Yakima County Treasurer and will be released by April 1 if no significant problems with tax statement production and mailing have been detected. Yakima County reserves the right to assess reasonable interest based on historical collection patterns and withhold interest from the performance bond in the event that annual tax statements are not mailed by February 14 unless mutually agreeable alternate arrangements are made between both parties. 3. Production /Quality Control and Scheduling. The Contractor shall provide the names of contact persons, including back -up's, their telephone and fax numbers as well as e-mail addresses for those people so that coordinated efforts can be made during production. We prefer that our accounting and systems staff work with the Contractor's production staff to confirm any data or audit issues. This is especially important when contact is required during non - business hours. If the production staff is available only during normal business hours (daytime), the Proposer shall specify the days of the week and hours that we may contact those people. The County Treasurer will provide the Contractor with a listing of personnel, telephone numbers, fax number and e-mail addresses for her staff in order to expedite responses to schedules and issues C11108 -P Mailing of Annual Property Tax Statements — County Treasurer Page 7 of 25 4. Timeline of Events. The following schedule is to be used for the Tax Year 2012 Annual Tax Statement production and mailing. The County reserves the right to revise the schedule as needed. • June 28, 2011 — Request for Proposals available to prospective Participants. • July 21, 2011 — Proposals due by 11:00 a.m. in Room 232 of the County Courthouse and proposal opening immediately thereafter. • August 9, 2011 — Contract awarded by Board of Commissioners and available to Contractor with signatures. • August 26, 2011 — Copy of statement, envelope, insert and payment envelopes with all proposed texts and choice of colors submitted to Contractor. Sample test data file based on 2011 information created and submitted to Contractor through file transfer protocol capabilities to process, to verify record layout, total record count and total dollar amount prior to submission of the production data file. An on -site informational meeting will also be scheduled. • November 14, 2011 — Form proof provided to County Treasurer by Contractor for approval. • November 21, 2011 — Form proof corrections and /or approval returned to Contractor. County Treasurer and Contractor determine quantities of stock for statements, envelopes, inserts and payment envelopes. • December 5, 2011 — Provide County Treasurer's Office with print proof of form(s), total record count and total dollar amount from sample test data. • December 8, 2011 — If necessary, any additional corrections to print proof of form(s) by County Treasurer returned to Contractor. Provide Contractor with verification of total record count and total dollar amount. • December 20, 2011 — If necessary, corrected print proof of form(s) and any adjustments to verification of total record count, and total dollar amo'unt resubmitted to County Treasurer's Office. NCOA file made available to Contractor via e-mail. • January 6, 2012 — Test proof with data printed on actual production weight and designed paper provided to County Treasurer by Contractor for verification that printing process is set up properly. The County Treasurer will test scan tolerances on these proofs using the County Treasurer's OCR scanning equipment to insure 99.9% readability on the first pass. County Treasurer will also test perforation tears to ensure that bottom of each payment stub will have a clean and easy tear. Test remittance advices will be samples of all statement types; for example, current year taxes only and those that have delinquent tax years, and minimum and maximum values for each data field. County Treasurer will provide a list of specific parcels for these sample statements. • January 13, 2012 — Contractor shall supply invoice for estimated postage and County Treasurer shall prepare for the forwarding of payment of estimated postage to Contractor by January 31, 2012. C11108 -P Mailing of Annual Property Tax Statements — County Treasurer Page 8 of 25 • January 25, 2012 — County Treasurer's production data file made available to Contractor through file transfer protocol capabilities. • January 31, 2012 — Contractor to verify total record count and total dollar amount of production data with the County Treasurer's Office. • February 3, 2012 — Print proof with production data returned to County Treasurer as last point of verification prior to production of statements. • February 14, 2012 (or earlier if approved by County Treasurer) — Statements mailed by Contractor. Any Invalids, No -Mails and County pull - requests, as previously discussed with Treasurer, shall be promptly returned to the County Treasurer. • February 29, 2012 — Final statement of proof of mailing and adjustment in postage submitted to the County Treasurer. This verification will include the following: number of statements printed, documentation showing that all parcels from the County's production file are accounted for in either the mail merge process, or statements being returned to the County. Contractor will provide USPS mailing reports to the County confirming mailing details and costs. Such reports will be signed by the USPS employee who accepted the mailing and must detail the cost of each mailing by postal sort levels. Contractor will provide USPS mailing reports for merged (multiple statements) mail packets detailing the number of packets, the respective weight and cost of each piece contained in the mailing for the specific date. Copies of air bills or UPS invoices for any merged statement mail packets, which are sent via air shipment or UPS, containing the number of mail packages, cost of shipment, and the destination addressee will also be provided to the County Treasurer. 5. Notes to Production Schedule. a. The above production /quality control requirements represent the minimum amount of production control and verification required by the County Treasurer's Office. The production schedule is of critical importance and shall be adhered to in all cases, unless specifically negotiated with, and approved by, the County Treasurer. Printouts of test data shall be supplied at appropriate intervals so that the County Treasurer's Office may verify accuracy of statement printing. Those printouts shall include the same records each time to facilitate verification. The County Treasurer's Office will authorize production based upon verification of proofs of form, data, and reconciling the number of tax parcels as well as total dollar amount of complete job. During production Contractor will examine a sampling of statements after every 500 live records to monitor image quality and its conformance to strict legibility parameters (ensuring that OCR scannable fields have no "broken" numbers), and that perforations are on the fold and will produce a clean tear, with destruction by shredding into contained waste bins of these samplings after a retention period sufficient to allow for the mutual agreement that all services were met and final payment received by the Contractor. C11108 -P Mailing of Annual Property Tax Statements — County Treasurer Page 9 of 25 b. Because tax certification to the County Treasurer's Office may be delayed as a result of other jurisdictions' delays or State Legislative decisions and because the County Treasurer believes optimal notice to our customers is important, it is the desire of the County Treasurer to expedite the production of statements. To meet this goal, the successful Proposer will accommodate the schedule as presented previously. Namely, the Proposer will work with the County Treasurer from the date the production data file is sent to build in the time increments specified within the production schedule to mail statement packets as close to February 14 as possible or earlier if approved by the County Treasurer. For tax years 2010 and 2011, the tax statements were mailed out to the taxpayers on February 8 of each year. c. Invoicing Requirements — All transactions for goods and services provided under the Contract shall be recorded on one invoice and mailed to: Yakima County Treasurer's Office Attn: Ilene Thomson PO Box 22530 Yakima, WA 98907 -2530 The invoice must be accompanied by a report detailing the items being billed. The invoice must also include confirmation reports from USPS with total mailing pieces and costs. Invoices will not be paid unless the invoice amount and total items agree with reports provided to the County. d. Yakima County shall issue a warrant for payment of this Contract thirty days after completion of production and mailing and after receipt, review and approval of the billing invoice with appropriate documentation. Failure to comply with any aspect of the controls or schedule may result in immediate cancellation of the Contract. 6. Backup and Contingency Planning. Contractor must specify what contingency and /or backup plans are in place in the event of equipment breakdown, natural disaster, personnel or labor issues, or any other event which may impact the contractor's ability to meet the production schedule detailed as part of this Request for Proposal. 7 Additional Provisions. Substantially the following additional provisions will be incorporated into any negotiated Contract resulting from the RFP• a. No Guarantee of Employment: The performance of all or part of this Contract by the Contractor shall not operate to vest any employment rights whatsoever with Yakima County. b. Termination for Default: If the Contractor defaults by failing to perform any of the obligations of the Contractor becomes insolvent or is declared bankrupt or commits any act of bankruptcy or insolvency or makes an assignment for the benefit of creditors, the County may, by depositing written notice to the Contractor in the U.S. mail, postage prepaid, terminate the Contract, and at the County's option, obtain performance of the work elsewhere. If the Contract is terminated for default, the Contractor shall not be entitled to receive any further payments under the Contract until all work called for has been fully performed. Any extra cost or damage to the County resulting from such default(s) shall be deducted from any • C11108 -P Mailing of Annual Property Tax Statements — County Treasurer Page 10 of 25 • money .due or coming due to the Contractor. The Contractor shall bear any extra expenses incurred by the County in completing the work, including all increased costs for completing the work, and all damage sustained, or which may be sustained by the County by reason of such default. If a notice of termination for default has been issued and it is later determined for any reason that the Contractor was not in default, the rights and obligations of the parties shall be the same as if the notice of termination had been issued pursuant to the Termination for Public Convenience paragraph hereof. c. Termination for Public Convenience: The County may terminate the Contract in whole or in part whenever the County determines, in its sole discretion that such termination is in the interests of the County. Whenever the Contract is terminated in accordance with this paragraph, the Contractor shall be entitled to payment for actual work performed at unit Contract prices for completed items of work. An equitable adjustment in the Contract price for partially completed items of work will be made, but such adjustment shall not include provision for loss of anticipated profit on deleted or uncompleted work. Termination of this Contract by the County at any time during the term, whether for default or convenience, shall not constitute a breach of Contract by the County. d. Independent Contractor: The Contractor's services shall be furnished by the Contractor as an independent Contractor and nothing herein contained shall be construed to create a relationship of employer- employee or master - servant, but all payments made hereunder and all services performed shall be made and performed pursuant to the Contract by the Contractor as an independent Contractor. The Contractor is responsible for the acts of its officers, agents, employees, and subcontractors Contractor will defend, indemnify and hold harmless the County, its officers, agents or employees from any loss or expense, including but not limited to settlements, judgments, setoffs, attorneys' fees or costs incurred by reason of claims or demands because of breach of the provisions of this paragraph. e. Taxes: The County will pay sales and use taxes imposed on goods or services acquired hereunder as required by law. The County is exempt from Federal Excise Tax. f. Right to Review: This Contract shall be subject to all laws, rules, and regulations of the United States of America and the State of Washington. This Contract is also subject to review by any Federal or State auditor. The Contractor shall preserve and maintain all financial records and records relating to the •performance of work under this Contract for 3 years after Contract termination, and shall make them available for review, within Yakima County, State of Washington, upon request of the County Treasurer Either party may request changes in the Contract. Any and all agreed modifications shall be in writing, signed by each of the parties g. Professional Liability: The Contractor shall provide evidence of Professional Liability insurance covering professional errors and omissions. Such policy must provide the following minimum limits: $1,000,000 per Claim If insurance is on a claim made form, its retroactive date and that of all subsequent renewals, shall be no later than the effective date of this Contract. (sample certificate attached) C11108 -P Mailing of Annual Property Tax Statements — County Treasurer Page 11 of 25 h. Industrial Insurance Waiver: With respect to the performance of this agreement and as to claims against the County, its officers, agents and employees, the Contractor expressly waives its immunity under Title 51 of the Revised Code of Washington, the Industrial Insurance Act, for injuries to its employees and agrees that the obligations to indemnify, defend and hold harmless provided in this Contract extend to any claim brought by or on behalf of any employee of the Contractor. This waiver is mutually negotiated by the parties to this Contract. i. Withholding Payment: In the event the County Treasurer determines that the Contractor has failed to perform any obligation under this Contract within the times or quality levels expected as set forth in this Contract, then the County may withhold from amounts otherwise due and payable to Contractor the amount determined by the County as necessary to cure the default, until the County Treasurer determines that such failure to perform has been cured. Withholding under this clause shall not be deemed a breach entitling Contractor to termination or damages, provided that the County promptly gives notice in writing to the Contractor of the nature of the default or failure to perform, and in no case more than 10 days after it determines to withhold amounts otherwise due. A determination by the County Treasurer set forth in a notice to the Contractor of the action required and /or the amount required to cure any alleged failure to perform shall be deemed conclusive, except to the extent that the Contractor acts within the times and in strict accord with the provisions of the Disputes clause of this Contract. The County may act in accordance with any determination of the County Treasurer which has become conclusive under this clause, without prejudice to any other remedy under the Contract, to take all or any of the following actions: (1) cure any failure or default, (2) to pay any amount so required to be paid and to charge the same to the account of the Contractor, thereby effectively reducing the amount of the supplied performance bond to be returned to the Contractor by said amount (3) to set off any amount so paid or incurred from amounts due or to become due the Contractor. In the event the Contractor obtains relief upon a claim under the Disputes clause, no penalty or damages shall accrue to Contractor by reason of good faith withholding by the County under this clause. Disputes: i) General: Differences between the Contractor and the County, arising under and by virtue of the Contract documents shall be brought to the attention of the County at the earliest possible time in order that such matters may be settled or other appropriate action promptly taken. Except for such objections as are made of record in the manner hereinafter specified and within the time limits stated, the records, orders, rulings, instructions, and decisions of the County Treasurer, shall be final and conclusive. ii) Notice of Potential Claims: The Contractor shall not be entitled to additional compensation which otherwise may be payable, or to extension of time for (1) any act or failure to act by the County Treasurer or the County, or (2) the happening of any event or occurrence, unless the Contractor has given the County a written Notice of Potential Claim within 10 days of the commencement of the act, failure, or event giving rise to the claim, and before final payment by the County. The written Notice of Potential Claim shall set forth the reasons for which the Contractor believes additional compensation or extension of time is due, the nature of the cost involved, and insofar as possible, the amount of• the potential claim. Contractor shall keep full and complete daily records of the work performed, labor and material used, and all costs and additional time claimed to be additional. C11108 -P Mailing of Annual Property Tax Statements — County Treasurer Page 12 of 25 iii) Detailed Claim: The Contractor shall not be entitled to claim any such additional compensation, or extension of time, unless within 30 days of the accomplishment of the portion of the work from which the claim arose, and before final payment by the County, the Contractor has given the County a detailed written statement of each element of cost or other compensation requested and of all elements of additional time required, and copies of any supporting documents evidencing the amount or the extension of time claimed to be due. k. Ownership of Items Produced: All writings, programs, data, public records or other materials prepared by the Contractor and /or its consultants or subcontractors, in connection to the performance of this Contract shall be the sole and absolute property of Yakima County. I. Confidentiality: The Contractor, its employees, subcontractors, and their employees shall maintain the confidentiality of all information provided by the County or acquired by the Contractor in performance of this Contract, except upon the prior written consent of the Yakima County Prosecuting Attorney or an order entered by a court after having acquired jurisdiction over the County. Contractor shall immediately give to the County notice of any judicial proceeding seeking disclosure of such information. Contractor shall indemnify and hold harmless the County, its officials, agents or employees from all loss or expense, including, but not limited to settlements, judgments, setoffs, attorneys' fees and costs resulting from Contractor's breach of this provision. m. Notice: Except as set forth elsewhere in the Contract, for all purposes under this Contract, notice shall be given by the Contractor to the County Treasurer at P.O. Box 22530, Yakima, WA 98907 -2530 Notice to the Contractor for all purposes under this Contract shall be given to the address reflected on the signed proposal form. Notice may be given by delivery or be depositing in the U S. mail, first class, postage prepaid. Federally marked cancellation postmarks will be used to determine compliance to time sensitive deadline dates as applicable. n. Survival: The provisions of paragraphs b, c, d, e, f, g, h, i j, and k, shall survive, notwithstanding the termination of this Contract for any reason. o. Entire Contract: This written document, when properly signed, represents the entire Contract between the parties and supersedes any prior oral statements, discussions or understandings between the parties The Contractor, without written consent of the County Treasurer, shall not make any changes, alterations, or variations in the terms. No terms stated by Contractor in accepting or acknowledging this order shall be binding upon the County unless accepted in writing by the County Treasurer. p. Expansion Clause: Any resultant contract may be further expanded by the Purchasing Buyer in writing to include any other related service(s) normally offered by the Contractor, as long as the price of such additional service(s) is based on the same cost/profit formula as the listed item. Any new services accepted by the County may be added to this contract and /or substituted for discontinued services. New services shall meet or exceed all proposal specifications of original award. C11108 -P Mailing of Annual Property Tax Statements — County Treasurer Page 13 of 25 V. PROPOSAL SUBMITTALS Proposal packets must contain Proposal Forms with applicable signatures and information requested on the management overview summary. Failure to comply may be cause for proposal rejection. If you plan to use a subcontractor, please see page 7 of the Request for Proposals and please note the intent by providing name and address of subcontractor. 1. Signed Letter of Submittal. The Letter of Submittal shall be signed and dated by a person authorized to legally bind the Operator to a contractual relationship, e.g., the president or executive director if a corporation, the managing partner if a partnership, or the proprietor if a sole proprietorship. Along with introductory remarks, the Letter of Submittal is to include the following information about the Operator and any proposed subcontractors: Name, address, principal place of business, telephone number, and fax number /e -mail address of legal entity or individual with whom Agreement would be written. a. Legal status of the Operator (sole proprietorship, partnership, corporation, etc ) b. Location of the facility from which the Operator would operate c. Acknowledgement that the Operator will comply with all terms and conditions set forth in the Request for Proposals, unless otherwise agreed by the County. d. Proposal shall remain in effect for sixty (60) days. 2. References. The Proposer will provide references from three other Washington State counties or other public entities successfully using their services for similar size and time - sensitive production. References shall include the name of the county or entity, contact person and title, address, telephone number and a fax number, and a brief description of product produced. The Proposer shall grant permission to the County to contact the references. The County may evaluate references at the County's discretion. 3. Additional Services. Any additional services or procedures of benefit to the County not specifically required in the RFP, but which the Contractor offers to provide, may be outlined on a separate sheet of paper and included with the proposal form. 4. Qualifications. Special attention will be directed to the qualifications of the Proposer when considering the award of this proposal. Yakima County expressly reserves the right to base awards with due regard to quality of services, experience, compliance with specifications, and other such factors as may be necessary in the circumstances and in the best interest of the County. 5. Due Date and. Time. Proposals must be sealed and plainly marked, "Proposal No. C11108 -P - Yakima County Treasurer's Annual Tax Statements" and addressed to the Board of Yakima County Commissioners, Attn: Tiera Girard, Clerk of the Board, Yakima County Courthouse, Room 232, 128 N. Second Street, Yakima, WA 98901. Proposals must be in the hands of the Yakima County Clerk of the Board on or before Friday, July 21, at 11:00 a.m. C11108 -P Mailing of Annual Property Tax Statements — County Treasurer Page 14 of 25 NOTE: Proposals will not be accepted by fax or e-mail It shall be the duty of the Proposer to submit their proposal before the hour and date specified Yakima County shall assume no responsibility for the delay in the U S. Postal service or other delivery service resulting in a proposal being received late. Any proposal or modification received after the hour and date specified may be returned unopened. 6. Property Rights. All documents, reports, proposals, submittals, working papers, or other materials prepared by the Contractor pursuant to this proposal shall become the sole and exclusive property of the County, and the public domain, and not the property of the Contractor. The Contractor shall not copyright, or cause to be copyrighted, any portion of said items submitted to the County because of this solicitation. 7. Withdrawal /Supplement of Proposals. Proposers may withdraw or supplement their responses at any time prior to the response closing date and time. 8. Proprietary Information /Public Disclosure. Materials submitted in response to this competitive procurement shall become the property of the County. Thereafter, the Proposals shall be deemed public records as defined in RCW 42.56, "Public Records." Any information in the Proposal that the Proposer desires to claim as proprietary and exempt from disclosure under the provisions of state law shall be clearly designated. Each page claimed to be exempt from disclosure must be clearly identified by the word "Confidential" printed on it. Marking the entire Proposal exempt from disclosure will not be honored and the County will deem the proposal non - responsive. The County will consider a Proposer's request for exemption from disclosure, however, the County will make a decision predicated upon state law and regulations. If any information is marked as proprietary in the Proposal, it will not be made available until the affected Proposer has been given an opportunity to seek a court injunction against the requested disclosure. All requests for information should be directed to the Purchasing Division 9. Revisions to the RFP. In the event it becomes necessary to revise any part of this RFP, addenda will be provided to all who receive the RFP. The County also reserves the right to cancel or to reissue the RFP in whole or in part, prior to final award of a contract. 10. Minority and Women -Owned Business Participation. The County encourages participation in all of its contracts by firms. certified by the Washington State Office of Minority and Women's Business Enterprises (OMWBE). Proposers may contact OMWBE at 360 -753- 9693 to obtain information on certified firms 11. Exceptions. Specifications of the services proposed shall be equal to or better than the specifications stated herein and all exceptions to these specifications /Scope of Work shall be so listed on a separate sheet headed "EXCEPTIONS TO THE SPECIFICATIONS ". Any Proposal submitted without exceptions will be required to meet every detail of these specifications regardless of cost to the successful proposer. 12. Responsiveness. The Proposer is specifically notified that failure to comply with any part of the RFP may result in rejection of the Proposal as non - responsive. C11108 -P Mailing of Annual Property Tax Statements — County Treasurer Page 15 of 25 A Proposal may be rejected if it is conditional or incomplete, or if it contains any alterations of form or other irregularities of any kind. A Proposal shall be rejected if any such conditions, incompleteness, alterations, or irregularities constitute a material deviation from the RFP requirements. The County also reserves the right, however, at its sole discretion to waive minor administrative irregularities. , Responsive Proposals will be evaluated in accordance with the requirements stated in this solicitation and any addenda issued. Evaluation of Proposals shall be accomplished by an evaluation team, to be designated by the County, which will determine the ranking of the Proposals. 13. Most Favorable Terms. The County reserves the right to make an award without further discussion of the Proposal submitted. Therefore, the Proposal should be submitted initially on the most favorable terms which the Proposer can propose. There will be no best and final offer procedure. The County reserves the right to contact a Proposer for clarification of its Proposal. 14. Costs to Propose. The County will not be liable for any costs incurred by the Proposer in preparation of a Proposal submitted in response to this RFP, in conduct of a presentation, or any other activities related to responding to this RFP. 15. Right to Reject/Accept. The County reserves the right at its sole discretion to reject any and all Proposals received without penalty and to not issue a contract as a result of this RFP. Yakima County reserves the right to accept any Proposals, which meet or exceed these specifications, and which would be in the best interest of the County. This RFP does not obligate the County to contract for services specified herein. C11108 -P Mailing of Annual Property Tax Statements — County Treasurer Page 16 of 25 VI. MANAGEMENT OVERVIEW SUMMARY Management Overview Summary: The Proposal should contain a summary of the proposed services, which highlights the key features and distinctive merits of the Proposer. This section should summarize the unique reasons why the proposed solution is the best choice for Yakima County. This Management Overview Summary shall contain information which will be used during the evaluation of the Proposal. The proposal will be evaluated on the following criteria: 1. Capabilities (30 points) a Performance bond b. Insurance requirements c. Sufficient staff levels d. Location of production and mailing e. Contingency plans 2. Key Personnel Experience (25 points) a Contact names and phone numbers for this proposal b. Experience of staff c. Training of staff in this specific service 3. Presentation (20 points) a. Cost b. Quality control procedures 4. Relevant Experience (15 points) a. Years providing this specific service b. Any certifications c. Defaults on past contracts 5. References (10 points) a Included three Washington State Counties or other public entities references with required information b. Have performed /provided like service for reference(s) C11108 -P Mailing of Annual Property Tax Statements — County Treasurer Page 17 of 25 Yakima County Treasurer's Office PROPOSAL FORM Request for Proposals C11108 -P Annual Property Tax Statements for Yakima County Treasurer Board of Yakima County Commissioners Attn: Tiera Girard, Clerk of the Board Yakima County Courthouse 128 N. 2 Street, Room 232 Yakima, WA 98901 The undersigned hereby certifies that the attached Request for Proposals specifications have been carefully read for the Yakima County Treasurer's Annual Property Tax Statements and submits for your consideration the following pricing proposals and required documentation: Tax Years 2012 & 2013 Annual Property Tax Statements totaling approximately 110,000 annually including design, construction, printing, sorting and mailing services (including house - holding) as outlined in this RFP. All cost estimates must include sales tax and any freight charges. Tax Year 2012 Tax Year 2013 Production Costs - Initial Start Up Costs: $ $ Software Changes if needed Production. Costs $ $ USPS Move Update $ $ Requirements Paper Stock $ $ Sub -Total $ $ Washington State Sales Tax $ $ TOTAL PROPOSAL $ $ *Note: The Yakima County Treasurer reserves the right to accept the proposal for Tax Year 2012 and 2013 with the total cost of Tax Year 2013 to be determined by the current cost of paper stock certified to and agreed upon by the Yakima County Treasurer. C11108 -P Mailing of Annual Property Tax Statements — County Treasurer Page 18 of 25 SIGNATURE SHEET Request for Proposal No. C11108 -P The bidder is hereby advised that by signing this signature sheet he /she is deemed to have acknowledged all requirements contained herein. PROMPT PAYMENT DISCOUNT TERMS OFFERED % net Receipt is hereby acknowledged of addendum(s) No. (s) , 8 SIGNATURE OF AUTHORIZED OFFICIAL(S) Firm Name Address Sign Name * v � �`G Print Name J le i*" P Date Signed Phone Number Fax Number E -Mail Address C11108 -P Mailing of Annual Property Tax Statements — County Treasurer Page 19 of 25 YAKIMA COUNTY GENERAL PROVISIONS (A PART OF ALL INVITATION TO BID DOCUMENTS) These General Provisions, the Specifications, the Invitation to Bid/Quote form and any attachments, constitutes the bid document, and will be considered as one document. 1. Laws and Re¢ulations The contractor shall comply with all applicable laws and regulations pertaining to this contract. In addition, the contractor shall ensure that any subcontractor performing this contract shall comply with all applicable laws and regulations pertaining to this contract. 2. Acceptance The County reserves the right to reject any or all quotations, to waive any technicalities and informalities, and to accept or reject all or any part of this quotation at prices shown. All bids/quotes must remain open for acceptance by the County for a period of at least 60 calendar days from the date of opening of the bids/quotes, unless otherwise stated. 3. Bid /Quote Submittals Bids and quotes shall be submitted on the attached forms only Extra pages and literature may be added to this package; however, the package shall be returned intact as received, All prices and notations must be typewntten or written in ink, with no erasures permitted. Mistakes may be crossed out and corrections written adjacent thereto, and must be initialed in ink by person signing quotation. Verify your quotations before submission, as they cannot be withdrawn or corrected after being opened. If applicable, unit prices. for all items, all extensions, and the total amount of bid or quote must be shown. In the instance of a discrepancy between the unit price and the total price, the unit price shall govern. Any pricing, configuration, or other errors discovered after bid/quote opening or quotation due date must remain and cannot be adjusted. 1 4. Chance Orders Change Orders for material or services will be without effect unless issued and authorized in writing by the Purchasing Manager. 5. Ouality Standards The brand names listed indicate the standard of quality. required. Brands of equal quality, performance and use will be considered, provided the offeror specifies the brand model and other data for comparison with their bid/quote. Yakima County will be the sole judge for approving other brands offered as equals to the brand specified. Bidders shall indicate if they are offering alternate brands in the space below each item and must provide descriptive specifications explaining the merits of the substitute item. 6. Delivery Time is of the essence and this order is subject to cancellation by Yakima County for Vendor's failure to deliver on time. For any exception to the delivery date specified in this order, Vendor shall give prior written notification and obtain written approval from the City /County Purchasing Manager The acceptance by the County of later performance with or without objection or reservation shall neither waive the County's right to claim damages for such breach nor constitute a waiver of the requirements for the timely performance of any obligation remaining to be performed by Vendor All quotations shall include delivery F.O.B. destination, freight pre -paid, unless otherwise stated in this "Bid Call" or "Invitation to Quote" at the designated address set forth in the proposal given to each bidder. When shipping addresses specify room identification, Vendor shall make such delivery thereto without additional charge. If the County grants specific authorization to ship goods F O.B. Shipping Point, Vendor agrees to prepay all shipping charges, route the goods by cheapest common carrier, and bill the County as a separate item on the invoice for said charges. It is also agreed the County reserves the right, at its sole option, to refuse COD Shipments 7. Identification The purchase order number shall appear on all invoices, packing lists, packages, shipping notices and other written documents relating to this order Packing lists shall be enclosed in each and every box or package shipped pursuant to this order, indicating the content therein. 8. Payment Vendor is to submit properly completed invoice(s) and mail to address specified at the time of order To insure prompt payment, each invoice should cite purchase order number, bid/quote number, description of item purchased, unit and total price, discount terms and include the vendor's name and return remittance address. Payment will be mailed within thirty (30) days of (a) the receipt and acceptance of the product or service and (b) a properly completed invoice. 9. Risk of Loss Regardless of the F O.B. Point specified above, Vendor agrees to bear all risk of loss, injury, or destruction of goods ordered herein which occur prior to actual physical delivery to the County, and such loss, injury, or destruction shall not release Vendor from any obligation hereunder. 10. Force Majeure Vendor will not be responsible for delays in delivery due to acts of God, fire, Strikes, epidemics, war, riot, delay in transportation or railcar transport shortages, provided vendor notifies the Purchasing Manager immediately in writing of such pending or actual delay Normally, in the event or any such delays (acts or God, etc.) the date of delivery will be extended for a period equal to the time lost due to the reason for delay C11108 - Mailing of Annual Property Tax Statements — County Treasurer Page 20 of 25 11. Rejection All goods and any services purchased in this order are subject to approval by the County Rejection of goods or services, resulting because of nonconformity to the terms, conditions, and specifications of this order, whether held by the County or returned, will be at Vendor's risk and expense. 12. Approximate Ouantitv The quantities listed are the County's current approximate requirements. Yakima County will neither be obligated by, nor restricted to, these quantities and may increase or decrease any item(s) ordered under this contract and pay according to the unit prices quoted in the Bid /Quote. If it is agreeable to both parties and prices have not changed and the same unit/materials are still available, additional units /materials may be ordered within 12 months of the signing of the original agreement. 13. Cooperative'Purchasing The Washington State Interlocal Cooperative Act RCW 39,34 provides that other governmental agencies may purchase goods and services on this solicitation or contract in accordance with the terms and prices indicated therein if all parties are willing. 14. Samples Samples of items, when required, must be furnished free of expense to the County, and if not destroyed by tests will, upon request, be returned at the bidders expense. 1 15. Inspection , Cost of inspection on deliveries or offers for delivery, which do not meet specifications, will be for the account of the vendor 16. Hazardous Materials If this order covers goods, which include hazardous chemicals, Vendor shall, at the time of product delivery, provide the County with copies of Material Safety Data Sheets for such chemicals. These sheets shall be in the form then required by applicable law or regulation (See WAC 296 -62- 05413). This requirement shall be in addition to whatever other requirements are imposed by law or regulation. 17. Public Disclosure Proposals shall become the property of Yakima County All proposals shall be deemed a public record as defined in RCW 42.56 "Public Records." Any proposal containing language which copyrights the proposal, declares the entire proposal to be confidential, declares that the document is the exclusive property of the Vendor, or is any way contrary to state public disclosure laws or this RFP will be declared non responsive and removed from consideration. Any information in the proposal that the successful Vendor desires to claim as proprietary and exempt from disclosure under the provisions of RCW 42.56 must be clearly designated as described in Section Proprietary Information. The particular exception from disclosure upon which the Vendor is making the claim and the RFP page it is found on must be identified. RFP's will not be disclosed prior to release to potential respondents. With the exception of lists of prospective Vendors, Yakima County will not disclose RFP records until execution of the contract(s). At that time, all information about the competitive procurement will be available with the exception of: Proprietary/confidential portion(s) of the successful proposal(s), until the Vendor has an adequate opportunity to seek a court order preventing disclosure. Yakima County will consider a Vendor's request for exemption from disclosure; however, Yakima County will make a decision predicated upon RCW 42.56. 18. Warranties Vendor warrants that all goods and services furnished under this order are new, conform strictly to the specifications herein, are merchantable, good workmanship, free from defect, are fit for the intended purpose of which such goods and services are ordinarily employed and if a particular purpose is stated in a Special Condition, the goods are then warranted as for that particular purpose. Vendor further warrants that no violation of any federal, state or local law, statute, rule, regulation, ordinance or order will result from the manufacturer, production, sale, shipment, installation or use of any other goods. Vendor's warranties (and any more favorable warranties, service policies, or similar undertaking of Vendor) shall survive delivery, inspection, and acceptance of the goods or services. 19. Re - Award When the contract is terminated by the vendor upon 30 days notice as herein provided, the County may re -award the contract to the next most responsible bidder When a vendor is unable to supply goods and/or services to the County and is in breach of the contract, or when the contract is terminated by the County for cause as herein provided, the County reserves the right to re -award the contract to the next most responsible bidder . 20. Errors and Omissions The County reserves the right to correct obvious ambiguities and errors in the Bidder's proposal and to waive non - material irregularities and /or omissions. In this regard, if the unit price does not compute to the extended total price, the unit price shall govern. 21. Late Receipt of Bid /Quote Documents Bids and /or quotations and modifications received after the exact hour and date specified for receipt of bids and/or quotations will not be considered (i.e. if bid was due by 2:00 PM, any bids received after 2:00:00 PM will be rejected). 22. Licenses If applicable, successful vendor shall have a valid and current business license per Chapter 5.02 Section 5 02.010 of the Yakima Municipal Code covering this type of business and shall satisfy all applicable City Code provisions. Said license shall be obtained prior to the award of any contract. Inquiries as to fees, etc., should be made to the Office of Code Administration, telephone (509) 575 -6121 In addition, Contractors are required to be registered by the State per Chapter 18.27 of the Revised Code of Washington and their registration number must be listed on the bid /quote. C11108 -P Mailing of Annual Property Tax Statements — County Treasurer Page 21 of 25 23. Delivery of Unapproved Substitutions Vendors are authorized to ship only those items ordered covered by the contract. If a review of orders placed by the County reveals that an item other than those covered by and specified in the contract have been ordered and delivered, the Purchasing Manager will take such steps as are necessary to have the item(s) returned to the contractor at no cost to the County regardless of the time lapsed between the date of delivery and discovery of the violation. Violation of this clause may result in the removal of the offending vendor's name from the County mailing list for a period of up to three (3) years. 24. "No Bids" Vendors who are unable to or do not wish to submit a bid and are encouraged to respond by notating their bid "NO BID" on page one of the "BID CALL" and mailing it to the City of Yakima Clerk's Office, 129 North 2nd Street, Yakima, Washington, 98901, with the Bid /Quote due date and time written on the face of the envelope. It is the County's practice that if no response to a bid is received by a vendor after two consecutive mailings, the vendor will be deleted from our vendor's mailing list for that type of commodity item. 25. Non - Collusion The Bidder represents, by the submission of their Proposal, that the prices in this bid /quote are neither directly nor indirectly the result of any formal or informal agreement with another bidder 26. Evaluation of Bid /Ouote In the evaluation of otherwise responsible bids /quotes, the Bidder's experience, delivery time and responsibility in performing other contracts will be considered. In addition to price, the following may be' considered: I. The ability, capacity and skill of the bidder to perform the contract and provide the services required. II. Whether the bidder can perform the contract or provide the service promptly, or within the time specified, without delay or interference. III. The character, integrity, reputation, judgment, experience and efficiency of the bidder. IV The quality of performance of previous contracts or service. V The previous and existing compliance by the bidder with laws and ordinances relating to contracts or services. VI. The sufficiency of the financial resources and ability of the bidder to perform the contract or provide the service. VII The quality, availability, and adaptability of the supplies or contractual services to the particular use required. VIII. The ability of the bidder to provide future maintenance and service for the use of the subject of the contract. 27. Taxes The County will pay sales and use taxes imposed on goods or services acquired hereunder as required by law The County is exempt from Federal Excise Tax. Where applicable, the County shall furnish a Federal Excise Tax Exemption certificate. 28. Non - Discrimination During the performance of this contract, the contractor agrees as follows: A. The contractor will not discriminate against any employee or applicant for employment because of race, creed, color, religion, age, marital status, disability, sex, sexual orientation or national origin. Such action shall include, but not be limited to, the following: employment, upgrading, demotion or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided by the contracting officer setting forth the provisions of this non - discrimination clause. B. The contractor will, in all solicitations or advertisements for employees placed by or on behalf of the contractor, state that all qualified applicants will receive consideration for employment without regard to race, creed, color, religion, age, mantal status, disability, sex, or national origin. C The contractor will send to each labor union or representative of workers with which he has a collective bargaining agreement or other contract or understanding, a notice, advising the labor 'union or workers' representative of the contractor's commitment to non - discrimination, and shall post copies of the notice in conspicuous places available to employees and applicants for employment. D The contractor will furnish all information and reports required by Yakima County and will provide on request evidence to substantiate compliance with non - discrimination clauses of this contract. E. In the event of the contractor's noncompliance with the non - discrimination clauses of this contract or with any of such rules, regulations, or orders, this contract may be canceled, terminated, or suspended in whole or in part and the contractor may be declared ineligible for any future Yakima County contracts. 29. Termination - Convenience This contract may be terminated by either party by giving thirty (30) days written notice of such intent and will become effective thirty (30) days from the date such written notice is delivered to the applicable party to the contract. 30. Termination - Cause The County reserves the right to terminate this contract at any time, upon written notice, in the event that the services of the Contractor are deemed by the County to be unsatisfactory, or upon failure to perform any of the terms and conditions contained in this agreement. In addition to the foregoing right of termination, the County may terminate this contract, with or without cause, upon thirty (30) days written notice to Contractor. 31. Delay of an Award If, after bid/quote opening, administration problems threaten to delay award beyond the bidder's acceptance period, bidders shall be requested to extend the bid /quote acceptance period. This request must be made and confirmed in writing prior to the expiration date of their bids /quotes (with consent of sureties, if any) to avoid the need to re- advertise. 32. Venue In the event that any litigation should arise concerning the construction or interpretation of any of the terms of the Agreement, the venue of such action of litigation shall be in the Courts of the State of Washington in and for Yakima County This Agreement shall be governed by the laws of the State of Washington. C11108 -P Mailing of Annual Property Tax Statements — County Treasurer Page 22 of 25 33. Defense and Indemnity Agreement The vendor agrees to defend, indemnify and save harmless Yakima County, its appointed and elective officers and employees, from and against all loss or expense, including but not limited to judgments, settlements, attorney's fees and costs by reason of any and all claims and demands upon the County, its elected or appointed officials or employees for damages because of personal or bodily injury, including death at any time resulting therefrom, sustained by any person or persons and on account to damage to property including loss of use thereof, whether such injury to persons or damage to property is due to'the negligence of the Vendor, his/her subcontractors, it successor or assigns, or its or their agent, servants, or employees, the County, its appointed or elected officers, employees or their agents, except only such injury or damage as shall have been occasioned by the sole negligence of the County, its appointed or elected officials or employees. It is further provided that no liability shall attach to the County by reason of entering into this contract, except as expressly provided herein. 34. Permits The vendor shall procure and pay for all permits and licenses necessary for the completion of the Contract, including those permits required by Yakima County In the event a necessary permit is not obtained, the Vendor will not be permitted to work on items subject to said permit and any delays caused thereby will not be subject to extra compensation or extension. 35. Severability If any term or condition of this contract or the application thereof to any person(s) or circumstances is held invalid, such invalidity shall not affect other terms, conditions or applications which can be given effect without the invalid term, condition or application. To this end, the terms and conditions of this contract are declared severable. 36. Waiver Waiver of any breach or condition of this contract shall not be deemed a waiver of any prior or subsequent breach. No term or condition of this contract shall be held to be waived, modified or deleted except by an instrument, in writing, signed by the parties hereto. 37. Entire Agreement This written contract represents the entire Agreement between the parties and supersedes any prior oral statements, discussions or understanding between the parties. 38. Protest Procedure Any protest must be made in writing, signed by the protestor, and state that the vendor is submitting a formal protest. The protest shall be filed with the Yakima City /County Purchasing Manager at 129 No. 2n St., Yakima, WA 98901, faxed to 509 -576 -6394 or emailed to sownby(aci.yakima.wa.us. The protest shall clearly state the specific factual and legal ground(s) for the protest, and a description of the relief or corrective action being requested. Protests before award shall be filed five (5) days before the solicitation due date, and protests after the award shall be filed five (5) days after Award Announcement (see below for details). The following steps shall be taken in an attempt to resolve the protest with the vendor Step I Purchasing Manager and Department Head of solicitation try resolving matter with protester All available facts will be considered and the City/County Purchasing Manager shall issue a decision. This decision shall be delivered in writing to the protesting vendor. Step II If still unresolved, within three (3) business days after receipt, the protest may be appealed to the Board of Yakima County Commissioners. The Board of County Commissioners shall make a determination in writing to the vendor Grounds for Protest Only protests stipulating an issue of fact conceming the following subjects shall be considered: • A matter of bias, discrimination, conflict of interest; • Solicitation unduly constrains competition or contains inadequate or improper criteria; • Errors in computing score; • Non - compliance with procedures described in the solicitation or County Policy Protest Determination Each review and determination of the protest shall issue a decision that either: • Finds the protest lacking in merit and upholds the award; or • Finds only technical or harmless errors in the acquisition process and determines the County to be in substantial compliance and therefore reject the protest; or • Finds merit in the protest and provides options for correction, including, but not limited to, correcting the errors and re- evaluating the bids, reissuing the bid to begin a new process, or entering in to a contract that remedies the protest finding; or • Makes other findings and determines other courses of action as appropriate. Timeframe Only protests and complaints received within the required timeframe for protest action are accepted for consideration. Award Announcement Purchasing shall announce the successful bidder via City/County Purchasing Website, e-mail, fax, regular mail, or by any other appropriate means. Once the announcement is released by Purchasing, the protest time frame begins. The timeframe is not based upon when the vendor received the information, but rather when the announcement is issued by Purchasing. Though every effort will by made by Purchasing to distribute the announcement to the interested vendors, Purchasing is not responsible to assure that vendors receive the announcement. It is the responsibility of the vendors to obtain the announcement from Purchasing. C11108 - Mailing of Annual Property Tax Statements — County Treasurer Page 23 of 25 Award Rega of Protest When a written protest against making an award is received, the award shall not be made until the matter is, resolved, unless the County determines' that one of the following applies: • The supplies or services to be contracted for are urgently required; • Delivery or performance will be unduly delayed by failure to make award promptly; • A prompt award will otherwise be advahtageous to the County If the award is made, the file must be documented to explain the basis for the award. Written notice of the decision to proceed shall be sent to the protester and others who may be concemed. The County retains the right to enter into any contract and nothing herein shall be construed to limit that authority in any manner C11108 -P Mailing of Annual Property Tax Statements — County Treasurer Page 24 of 25 ATTACH SAMPLE CERTIFICATE OF INSURANCE HERE C 11108 -P Mailing of Annual Property Tax Statements — County Treasurer Page 25 of 25