HomeMy WebLinkAbout2002 S Purchasing - American Business Forms Contract Bid Award: Processing Services for Bills and Notices~ ~ ~/~ a ~
.
_ RETURN THIS COPY TO THE CLERK'S
OFFICE FOR THE PERMANENT AC~ENDA FICE
ELECTRONIC DOCUMENT PROCESSING CONTRACT
This contract is drafted pursuant to proposal #5077, Bill Processing, as submitted by American
Business Forms to Orange County and datedFebruary 12, 2002. The proposal is incorporated
herein by reference.
By entering into a contract, both parties have agreed to be bound by the contract for 3 years, with
options to extend for two (2) additional 1-year terms subject to renegotiations by both parties.
Either party may terminate the contract, per the terms of the proposal, with 90 days notice.
Orange County will be responsible for any remaining inventory ordered specifically for their
use.
American Business Forms Responsibilities
A. American Business Forms will provide Electronic and Printed Documents
for your office for the specified period or term as indicated above including but not limited to
Registered Motar Vehicle "RMV" Original Notices, RMV Delinquent Notices, RMV Block
Notices, RMV Commercial Original Notices, Real Property Delinquent Notices, Real Property
Lien Advertisement Notice, and Letters for State Debt-Setoff Program.
B. American Business Forms will :
-Provide 8.5" x 11" bill/notice documents
- Provide outgoing envelopes
- Provide remittance envelopes
-Process the forms, including printing, sorting, folding
and stuffing the envelopes
- Validate Addresses
-bar-code all qualified out-going mailings
-mail finished pieces within 3 days of receipt of information and sample
approval from County.
-Process the mailings in a manner that will minimize the use of supplies and
postage costs to the extent practicable. Examples include, but may not be limited
to the following:
• Ensure that all non-postcard multiples are combined into one envelope
(i.e. more than 2 notices with the same name and address); and
• Ensure that all mail pieces such as 2 and 3
ounces are manifested for additional postage savings.
Page 1 of 3
,
C. American Business Forms will collect payment for postage
rior to mailing, based on the number of pieces to be mailed.
Make check payable to: Laser Print Plus. Laser Print Plus will keep a separate
postage for each department and draw from those accounts as needed to process
the data and will provide statements on these accounts. Question: will they bill
us? Do we need to make payrnent within a certain time frame and/or in a certain
way (do we need to set up an account with an upfront deposit?) This probably
needs some clarification about how it gets done.
D. Pricing for the service shall be consistent with the pricing schedule included in the
County of Orange RFP 5077, Bill Processing.
Orange County Responsibilities
A. Orange County will provide Print Ima~e ready data to fit an 8-1/2" x 11"
document as designed.
Notices
Notices regarding any part of this agreement shall be addressed as follows:
For Orange County:
Jo Roberson, Revenue Collector
200 S. Cameron Street
PO Box 8181
Hillsborough, NC 27278
For American Business Forms:
Mike Arata
211 Six Forks Road, Ste 207
Raleigh, NC 27609
I have read and understand this contract and agree to its terms for using American Business
Forms Document Processing Service.
Orange County
Name(Print):
Signature:
Title: ~ .~'Yl i (`. ~.-OU, ri
~
Date: ,~ U,~,~ ~}, ~0 ~
American Business Forms:
Name(Print): ~/~~ ~
Signature:
~'itle: -~,'/~p ~~ ~
Date: ~ ~~ ~t'~~~ `
,
Page 2 of 3
The following disclaimer must be signed and dated by an authorized representative of our office
Disclaimer of Liability
There are multiple steps in producing and distributing electronic bills. Your office generates .
original data, which is transmitted to American Business Forms. American Business Forms then
prints, folds, stuffs and mails the documents / forms. Finally, the US Postal Service delivers the
envelope. American Business Forms sole responsibility in providing its Electronic processing is
the complete, timely processing of data received from participating offices. It is not responsible
for inaccurate data, mishandled forms, or incorrectly delivered mail. Consequently, American
Business Forms expressly disclaims any and all responsibility for claims of direct or indirect
damages resulting from use of this service. In using the service, the customer agrees to hold
American Business Forms harmless from any such claims and shall to the extent permitted by
Law and insurance policies owned by the County, indemnify American Business Forms for any
expense incurred by any such claims made.
I have read and understand this Disclaimer of Liability and agree to its terms in enrolling with
and using American Business Forms Document Processing Service.
~ ~i~Lr ~-
Name (print): ,~Ckt ~jS Title: , C(/l~lX~ ~I~/~//
Signature: Date: ll~.c..~' ~{ a C~G ~
Page 3 of 3