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
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