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19-693on Octoberthe City Council awardedto Ancor Information Management, for the City of Denton; ! Amendment, increasing the amountof between and Ancor Information Management, LLC, dbaUtilitec, which ison file in the office PurchasingAgent,amountof .! Twenty Five Thousand and r r with said amendment. The total contract amount increases to $1,625,000. SECTION, 2. This ordinance shall become effective immediately upon its passage and approval, The motion to approve (Iiis ordinance was made by � "�' ";� ............... _ and seconded byw. " t� the ordinance was passed and approved by the following vote [ & - Aye Nay Abstain Absent Mayor Chris Watts: Gerard Hudspeth, District 1:� Keely G. Briggs, District 2:� Don Duff, District 3: John Ryan, District 4: ...............:..................... Deb Annintor, At Large Place 5: V/ Paul Meltzer, At Large Place 6: PASSED AND APPROVED this the �� day of 2019. ll IS WATTS, , MAY _ (l a . � OR ATTEST: ROSA RIOS, CITY SECRETARY BY:. ...� -........ ................. ._._...................... -- APPROVED AS TO LEGAL FORM: AARON LEAL, CITY ATTORNEY DocuSign Envelope ID: 51A62719-A5C1-42A9-9712-AF62DFOE7504 Docusign City Council Transmittal Coversheet RFP 5815 File Name Utility Billing and Mailing services Purchasing Contact suzzen stroman City Council Target Date April 9, 2019 Piggy Back Option Yes Contract Expiration April 20, 2020 Ordinance 19-693 DS D DocuSign Envelope ID: 51A62719-A5C1-42A9-9712-AF62DFOE7504 THE STATE OF TEXAS COUNTY OF DENTON FIRST AMENDMENT TO CONTRACT BY AND BETWEEN THE CITY OF DENTON, TEXAS AND ANCOR INFORMATION MANAGEMENT LLC., DBA UTILITEC 5815 THIS FIRST AMENDMENT TO CONTRACT 5815 (this "Amendment") by and between the City of Denton, Texas ("City") and Ancor Information Management LLC., dba Utilitec ("Contractor") to that certain contract executed on October 20, 2015, in the original not -to -exceed amount of $1,300,000 (the "Agreement"); for services related to utility billing and mailing services. WHEREAS, the City deems it necessary to further expand the services provided by Consultant to the City pursuant to the terms of the Agreement, and to provide an additional not -to -exceed amount $325,000 with this First Amendment for an aggregate not -to -exceed of $1,625,000. WHEREAS, the City deems it necessary to further expand the goods/services provided by Consultant to the City; and WHEREAS, the original not -to -exceed amount may not be increased by more than 25.0% as provided in Texas Local Government Code Sec. 252.048; and NOW THEREFORE, the City and Consultant (hereafter collectively referred to as the "Parties"), in consideration of their mutual promises and covenants, as well as for other good and valuable considerations, do hereby AGREE to the following First Amendment, which amends the following terms and conditions of the said Agreement, to wit: This Amendment modifies the Agreement amount to provide an additional $325,000 for additional services and materials to be provided in accordance with the terms of the Agreement with a revised aggregate not -to -exceed total of $1,625,000. The term of the Agreement is extended until April 20, 2020. The Parties hereto agree, that except as specifically provided for by this Amendment, that all of the terms, covenants, conditions, agreements, rights, responsibilities, and obligations of the Parties, set forth in the Agreement remain in full force and effect. IN WITNESS WHEREOF, the City and the Consultant, have each executed this Amendment, by#Ahrough their respective duly authorized representatives and officers on this date DocuSign Envelope ID: 51A62719-A5C1-42A9-9712-AF62DFOE7504 "CONSULTANT" Ancor Information dba Utilitec Management LLC., DocuSigned by: Gav' yis(al� By: DFA71CBB07BC4C8_ AUTHORIZED SIGNATURE, TITLE ATTEST: ROS ION SECRETARY Rom. By: 1CSCA6C5E175493_. APPROVED AS TO LEGAL FORM: AAR D .E4L,p,CITY ATTORNEY Ma� By: 7F9D326BF0204E5 "CITY" CITY OF DENTON, TEXAS A Texas Municipal Corporation [DocuSigned by: B776C71 W tits, AL4, By: 1BAOD454... THIS AGREEMENT HAS BEEN BOTH REVIEWED AND APPROVED as to financial and operational obligations and business terms. DocuSigned by: fiat T ,MS&, 2B6F09D441 FE4BC... SIGNATURE Tiffany Thomson TITLE Tiffany Thomson PRINTED NAME Director of customer service DEPARTMENT TODD HILEMAN CITY MANAGER 2 DocuSign Envelope ID: 51A62719-A5C1-42A9-9712-AF62DFOE7504 O,:-� rnww.k3tilitec.net 1911 Woodslee Drive, Troy, MI 48083 Ph: 800,950.2240 I Fax: 800.252.0009 r x ' Date: March 18, 2019 Customer: City of Denton 901-B Texas Street Denton, TX 76209 Contract Title: Utility Bill Printing & Mailing Services To Extend Contract Period To: April 21, 2020 ' • r ContractRenewal: All terms, conditions, requirements, specifications remain in full force and effect. The only exception to the original contract will be the attached addendum A. The service price list has been extracted from the recently submitted bid for RFP, which reduced statement processing and UView Image Archival Fee. Please sign below to approve. City of Denton II �DocuSig nedy 6y: CSI"AL4, B776C711 BAOD454... Authorized Rep. 4/10/2019 Date Utilitec (Acceance of Extension Re st) Authorised Rep. Date DocuSign Envelope ID: 51A62719-A5C1-42A9-9712-AF62DFOE7504 x,rT O.uTI ra ' D" .y of IJenLon UTILITEC ",aE',YV ce Pb lc, c Lis ('201 9) 1911 Woodslee Drive Troy, MI 48083 vvww. Ut h t e rici: Statement Printing Duplex print, #10 mailing envelope, #9 return envelope $0.089/each Notice Printing Duplex print, #10 mailing envelope, #9 return envelope $0.089/each Insert Fee Cost to include inserts into bill envelope 0.005/each Additional Page Fee per page cost to print and insert additional pages if bill contains more than 1 duplex $0.05/each page Paperless Processing Fee Processing of data and composition of bills for paperless accounts $0.06/each NCOA/Move Update Compliance Corrections of address that are in the NCOA database to comply with Move Update $0.20/each USPS Standards USPS Address Services CASS/DPV standardization, IMB barcodes, Postal qualification, Full Service USPS $0.003/each discount Special Handling Fee Cost for oversize envelopes $0.35/envelope Co -Mingling of non -qualifying purchases Reduce postage cost by co -mingling non -qualified pieces of mail. $0.01/each Programming Services Cost for programming changes after implementation $125/hour 1waffiffawalwasmam 5MMORKSKENNAMM111 PDF Creation and Storage Creation, indexing and 24 month storage for all bills, letters and notices $750/monptp�h���� .r , �r i� 51 I KId1 ENM API web call for PDF display Monthly fee to maintain API calls $250/API TM UConnect Client Portal UConnect is our utility facing portal that allows for real timejob tracking and $1,200/year management of the entire document process. TM UTrack Fee Online job -tracking module that provides real-time updates of the entire production Waived process. rm UReview Fee Online bill review and audit tool that assists utility from sending out "bad' bills to $500/month customers. rm UView Fee Online interface to view PDF images and to print, fax or email bills. Not required if $250.month utilizing API calls into CIS UMaiITm Fee Online tool that reduces the percentage of undeliverable mail $100/month ,m UChange Fee Online on -bill message campaign and letter management tool to allow you to deliver $250/month specific messages and letters to various audiences. p SOMMONW, Website Hosting EBilling website Ebilling accessed through single sign on or full enrollment process. Waived Email Fees rM QuickBill Fee Interactive bill notification email that will allow customers to view bill without logging in $0.07/email and can allow customers to go paperless right from the email. Reminder Email Fee Reminder email 3-5 days prior to due date and past due email sent x days after due $0.03/email date Text Messaging Fees Monthly Hosting Fee Unlimited usage $50/month Bill notification text allowing a customer to pay, Reminder text prior to due date and Transactional Fee past due text. Features include: Convenience fee model is supported, Credit and $0.025/text Debit cards accepted, allows for a saved payment method Payment Processing ACH Processing Electronic Checks received through web $0.18/each ACH Returns Returns on ACH payments $0.50/each $3.95 up to $500 (Residential) Credit/Debit Cards Convenience fee charged to the customer and available through all payment channels $11.00 up to $1,000 (Non -Residential) Chargebacks $12/each Includes: 19" touch screen, Receipt printer, Bill acceptor, EMV CC reader, Cash $14,335/kiosk Build out of Kiosk magazine (no change provided), Hardwired connection, Configuration, Training, and +shipping Multi Lingual (English and Spanish) Advanced Payment Kiosk Software $4,300/kiosk Monthly Hosting Fee Includes: Unlimited payments, 24/7 software support, Hardware support, Real-time $650/montYi alerts, and Real-time reporting Component Upgrades Check Reader $2,390/each Bar Code Reader $785/each Security Cameras $1,143/each Additional Cash Magazine $150/each Kiosks accept Credit/Debtt cards, Check It is the responsibility of utility to provide (ACH) and Cash No cost for cash payments. Kiosk can support both a convenience fee electric, a hardwired connection, and Payment processingfees listed above model and an absorbed model or a combination of both. installation; including bolting to floor if apply. desired. ryry pp Bill Print Setup Costs Replicate existing bill, design data mapping, creation of business rules, and Waived implementation of products. I*A Bill Redesign is quoted separately. EBilling and Payment Setup Costs Implementation of business rules, testing, training, and branded payment pages; Waived including Guest Pay, IVR and Kiosk Certificate Of Completion Envelope Id: 5lA62719A5Cl42A99712AF62DFOE7504 Subject: Please DocuSign: City Council Contract 5815 Utility Billing and Mailing Services - Amendment 1 Source Envelope: Document Pages: 5 Signatures: 6 Certificate Pages: 6 Initials: 1 AutoNav: Enabled Envelopeld Stamping: Enabled Time Zone: (UTC-06:00) Central Time (US & Canada) Record Tracking Status: Original 4/3/2019 4:21:48 PM Signer Events Suzzen Stroman suzzen.stroman@cityofdenton.com Buyer City of Denton Security Level: Email, Account Authentication (None) Electronic Record and Signature Disclosure: Not Offered via DocuSign Lori Hewell lori.hewell@cityofdenton.com Purchasing Manager City of Denton Security Level: Email, Account Authentication (None) Electronic Record and Signature Disclosure: Not Offered via DocuSign Gary Zavislak skaufman@utilitec.net Security Level: Email, Account Authentication (None) Electronic Record and Signature Disclosure: Accepted: 4/3/2019 4:26:02 PM ID:d3d96ed8-13a6-494d-b1f5-b1d55eb9aae0 Mack Reinwand mack.reinwand@cityofdenton.com City of Denton Security Level: Email, Account Authentication (None) Electronic Record and Signature Disclosure: Not Offered via DocuSign Holder: Suzzen Stroman suzzen.stroman@cityofdenton.com Signature Completed Using IPAddress: 129.120.6.150 E Signature Adoption: Pre -selected Style Using IPAddress: 129.120.6.150 [DOCUSi ... d by: avr� �awS(,a� DFA71CBB07BC4C8... Signature Adoption: Pre -selected Style Using IPAddress: 192.103.131.2 [D—Si,"ed by: 7F9D328BF0204E5... Signature Adoption: Pre -selected Style Using IPAddress: 129.120.6.150 Doc, S 9 C U a 9 0 Status: Completed Envelope Originator: Suzzen Stroman 901 B Texas Street Denton, TX 76209 suzzen.stroman@cityofdenton.com IP Address: 129.120.6.150 Location: DocuSign Timestamp Sent: 4/3/2019 4:22:06 PM Viewed: 4/3/2019 4:22:13 PM Signed: 4/3/2019 4:22:13 PM Sent: 4/3/2019 4:22:06 PM Viewed: 4/3/2019 4:23:27 PM Signed: 4/3/2019 4:23:40 PM Sent: 4/3/2019 4:23:42 PM Viewed: 4/3/2019 4:26:02 PM Signed: 4/3/2019 4:26:41 PM Sent: 4/3/2019 4:26:44 PM Viewed: 4/4/2019 10:49:24 AM Signed: 4/4/2019 10:59:57 AM Signer Events Signature Tiffany Thomson 0r2tffB8F"09D441 DS g d by: Tiffany.Thomson@cityofdenton.com 16v7SbV�,YSecurit Level: Email Account AuthenticationFEaeo.. (None) Electronic Record and Signature Disclosure: Accepted: 4/4/2019 11:05:27 AM ID:7f9644aa-17a5-4405-86c1-1a9674cfb2d5 Tabitha Millsop tabitha.millsop@cityofdenton.com City of Denton Security Level: Email, Account Authentication (None) Electronic Record and Signature Disclosure: Not Offered via DocuSign Todd Hileman Todd. Hileman@cityofdenton.com City Manager City of Denton Security Level: Email, Account Authentication (None) Electronic Record and Signature Disclosure: Accepted: 7/25/2017 11:02:14 AM ID: 57619fbf-2aec-4b 1 f-805d-6bd7d9966f21 Rosa Rios Rosa. Rios@cityofdenton.com Security Level: Email, Account Authentication (None) Electronic Record and Signature Disclosure: Accepted: 4/10/2019 9:35:35 AM ID: a6d66465-f35c-436d-81e0-f1886ff34371 In Person Signer Events Editor Delivery Events Agent Delivery Events Intermediary Delivery Events Certified Delivery Events Carbon Copy Events Sherri Thurman sherri.thurman@cityofdenton.com City of Denton Security Level: Email, Account Authentication (None) Electronic Record and Signature Disclosure: Not Offered via DocuSign Signature Adoption: Pre -selected Style Using IPAddress: 129.120.6.150 Using IPAddress: 129.120.6.150 ED—Si,ned by: B77SC711BAOD454... Signature Adoption: Pre -selected Style Using I P Address: 47.190.47.120 Signed using mobile ERDOCUSi,ned by: a P4as 1C5CA8C5E175493... Signature Adoption: Pre -selected Style Using IPAddress: 129.120.6.150 Signature Status Status Status Status Status Timestamp Sent: 4/4/2019 11:00:00 AM Viewed: 4/4/2019 11:05:27 AM Signed: 4/4/2019 11:06:55 AM Sent: 4/4/2019 11:06:58 AM Viewed: 4/10/2019 9:15:37 AM Signed: 4/10/2019 9:17:11 AM Sent: 4/10/2019 9:17:14 AM Viewed: 4/10/2019 9:18:42 AM Signed: 4/10/2019 9:18:49 AM Sent: 4/10/2019 9:18:55 AM Viewed: 4/10/2019 9:35:35 AM Signed: 4/10/2019 9:36:22 AM Timestamp Timestamp Timestamp Timestamp Timestamp Timestamp Sent: 4/3/2019 4:26:43 PM Carbon Copy Events Jane Richardson jane.richardson@cityofdenton.com Assistant City Secretary City of Denton Security Level: Email, Account Authentication (None) Electronic Record and Signature Disclosure: Not Offered via DocuSign Kim Hestand Kim. Hestand@cityofdenton.com Security Level: Email, Account Authentication (None) Electronic Record and Signature Disclosure: Not Offered via DocuSign Notary Events Envelope Summary Events Envelope Sent Certified Delivered Signing Complete Completed Status E�� Signature Status Hashed/Encrypted Security Checked Security Checked Security Checked Timestamp Sent: 4/10/2019 9:17:13 AM Viewed: 4/16/2019 9:21:20 AM Sent: 4/10/2019 9:36:25 AM Viewed: 4/10/2019 9:37:37 AM Timestamp Timestamps 4/10/2019 9:36:25 AM 4/10/2019 9:36:25 AM 4/10/2019 9:36:25 AM 4/10/2019 9:36:25 AM Payment Events Status Timestamps Electronic Record and Signature Disclosure Electronic Record and Signature Disclosure created on: 7/21/2017 3:59:03 PM Parties agreed to: Gary Zavislak, Tiffany Thomson, Todd Hileman, Rosa Rios ELECTRONIC RECORD AND SIGNATURE DISCLOSURE From time to time, City of Denton (we, us or Company) may be required by law to provide to you certain written notices or disclosures. 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