Fort Walton Beach Council agenda — 02-22-11 regular — reading text

agreement resulting from this Request for Quotes will be a term contract. The period of agreement will be for four (4) years from the date of contract. The contract terms and conditions may be renewed for two (2) additional successive one -year periods. Either party may cancel this agreement, either in whole or in part, by giving at least 45 days' prior notice in writing. However, the Respondent will not be authorized to exercise this cancellation option during the first 120 days of the agreement. l ackek P. a'i  Uliiity Bill Priming & Mailing Pricing & Business Considerations Se vn.rn Ar- en Cost Schedule Scvern Trent proposes the following pricing to provide the utility bill printing, inserting and mailing services detailed in this proposal. Postage will be reimbursed by the City at USPS at cosi with no markup. Description of Services Unit Price Utility bill, folded, inserted with # 9 return envelop in # 10 mailing envelope, postal coded, 0. 20 taken to Post Office excluding postage Delinquent notice folded, inserted into #10 envelope, postal coded, taken to Post Office 0. 22 excluding postage Initial setup, billlnotice, design, printing setup programming 1, 200. Cost of inserting each additional item with bill (i. e. newslefter) 0.02 In lieu of a CD or large PDF file of each billing, a PDF replica of bill images (viewed/printed No Charge online) will be provided Programming per hour (1 hour minimum) 125. Terms & Conditions All prices quoted in association with this proposal are valid for 120 days and subject to the execution of a mutually acceptable service agreement. Severn Trent has provided a sample agreement in Appendix D for your review. This document illustrates our standard approach to a contract of this nature and does not represent the final contract document. Please note that the specific scope of services for this project will be clearly defined and incorporated into the agreement during the negotiation process. Insurance Severn Trent carries more than adequate levels of insurance and can easily comply with municipalities' insurance coverage requirements. We can provide up to 5, 000,000 in umbrella excess liability —more than satisfying the normal limits requirements for public liability and property damage insurance —as well as other coverages and limits as required. Atlantic Beach, Florida 10-310 -MOO -LED packet Pg. 4r6 ;  8'A.b Schedule 2. 0 —Permanent Postage Deposit Permanent Postage Deposit — (Estimated volumes X. 346) [ Est. Rate . 346* T_ I All statements are mailed at the lowest possible postage rate {.335 is the current 5 digit rate) There is no markup on postage rates or rebates from the LISPS. Copies of all paperwork presented to the LISPS for each mailing is provided back to client for their records after each mailing. Schedule 3. 0 —MCCadvantage Guarantee MCCadvantage will deliver client bills /statements to USPS within one ( 1) business day after applicable determination date. Determination date is based on timely delivery of customer data file to MCCadvantage at the agreed upon delivery dates and times. Files received before noon ( EST) are normally delivered to the USPS same day (or next business day). MCCadvantage works closely with the USPS insuring timely delivery of statements taking advantage of USPS delivery efficiencies. We continually process statements throughout the day. As data files are received, they are`"processed. After notifying us of your upload you will receive notification from us within minutes of receipt. Other Additional Services: electronic Agenda and Legislative Management ( Legistar) Quotation upon request Document Scanning Services ( MuniScan) Quotation upon request Contract Management Software ( Contract Assistant) Quotation upon request MCCadvantage a division of Municipal Code Corporation 19  0i> Ecr - Assumptions: Paper is 60# offset stock Outgoing envelope is 24# white wove, double window envelope Reply envelope is 24# white wove, single window envelope Electronic printing: Simplex, black only Inserts are produced, cut, laser printed and inserted by Southwest Direct Most statements are 1 to 2 pages Commitment to mail statements within 24 hours of file receipt (same day if file received by 8:00am) 112 x 11 Statement 39, 000 per 10 Double Window Envelope 0. 021 9 Window Envelope 0. 015 8 % x 11 custom printed form 1 0. 044 Lettershop (imaging, folding, inserting) 0. 048 NCOALink Address Forwarding Service, CASS, DPV, LACs 0. 003 TOTAL 0. 131 8 % x 11 per additional page (optional) 0. 095 Postage: Bar- coded, presorted first class postage is a separate and additional cost. It is based on actual postage costs, which may vary depending on saturation. Presorted Postage can be estimated between 0. 335 and 0. 357 cents per piece. Additional postage needed to mail overweight or foreign statement will be billed the amount of excess. A postage invoice will be issued prior to the start of live production, Postage is due in full prior to each month' s live processing. Data Communications/ Programming Development: There is no charge for set up and implementation. Custom programming beyond initial setup is provided and available at no charge. Considerations: Southwest Direct can provide colored forms including logos, combine data streams for integrated delivery, archive bill images for retrieval, and solution -oriented development based on City of Atlantic; Beach requirements. Customized pricing will need to be developed for City of Atlantic Beach projects that vary from the assumptions listed above. Proprietary and Confidential, Southwest Direct. Any duplication or reproduction without the consent of Southwest Direct is 1 prohibited PacketiW 15  City Council of Fort Walton Beach ENGINEERING & UTILITY SERVICES MEMORANDUM To: Robert T. Mearns, City Manager From: Michael Beedie, Engineering & Utility Services Director Date: February 22, 2011 Subject: Resolution 2011 -3 to Designate Council as CRA 1. BACKGROUND: 1. 1. Chapter 163 of the Florida Statutes enables local governments to create a Community Redevelopment Agency (CRA). Chapter 163. 356 of the Florida Statutes states, " Upon a finding of necessity as set forth in s. 163. 355, and upon further finding that there is a need for a community redevelopment agency to function in the county or municipality to carry out the community redevelopment purposes of this part, any county or municipality may create a public body corporate and politic to be known as a community redevelopment agency "'. 1. 2. Chapter 163. 357 ( 1)( a) of the Florida Statutes states, " As an alternative to the appointment of not fewer than five or more than seven members of the agency, the governing body may, at the time of the adoption of a resolution under s. 163. 355, or at any time thereafter by adoption of a resolution, declare itself to be an agency, in which case all rights, powers, duties, privileges, and immunities vested by this part in an agency will be vested in the governing body of the county or municipality, subject to all responsibilities and liabilities imposed or incurred ". 1. 3. At the January 25, 2011, City Council meeting, Council voted to direct the City Manager and City Attorney to take necessary actions to appoint Council as the CRA. 2. DISCUSSION: 2. 1. Resolution No. 2011 -3 serves to disband the current CRA Board of Commissioners, whose members were appointed by City Council, and designate City Council as the CRA. The seven members of the CRA will be filled by the elected Council members in Seats 1 through 7. 2. 2. Upon adoption of the resolution, it will be necessary to determine a date and time for the next CRA meeting. Staff recommends Tuesday, April 26, 2011, at 5: 00 P.M. 2. 3. At the next CRA meeting, amended by -laws will be presented that will detail the annual meeting schedule and officers will be elected. 3. FINANCIAL INFORMATION: 3. 1. Resolution No. 2011 -3 has no financial impact on the City. 4. RECOMMENDATION: DOC ID: 1146 Page 1  RESOLUTION ( ID # 1146) 4. 1. Staff requests City Council adoption of Resolution No. 2011 -3 designating City Council as the Community Redevelopment Agency