Agenda 06/26/2018 Item #16C 706/26/2018
EXECUTIVE SUMMARY
Recommendation to award Agreement No. 18-7312 “Printing and Mailing Services” to Southwest
Direct, Inc., to outsource the printing and mailing of Collier County Water-Sewer District utility
bills.
OBJECTIVE: To continue outsourcing the printing and mailing of Collier County Water-Sewer District
(CCWSD) water, wastewater, and irrigation quality water utility bills.
CONSIDERATIONS: The CCWSD currently uses the services of Southwest Direct, Inc., (“SWD”) to
print and mail customer utility bills. This service has been outsourced since March 10, 2009. Outsourcing
this function has demonstrated several benefits, both tangible and intangible.
Provides business continuity in the event the Mercantile Avenue facility is damaged or
destroyed in a natural disaster.
Provides flexible formatting of utility bills to meet customer needs.
Provides additional billing functionality, such as email notification of bill availability
together with a current balance summary, and the ability to view the entire utility bill
online. This is a feature frequently requested by customers who reside out of the area.
Provides operational savings by eliminating:
o Necessary printing and sorting equipment leases
o Paper and ink supplies
o Courier services to deliver printed bills to the post office
o Return payment envelope for customers who pay via automatic bank draft, and
o Paper and envelope supplies for customers who choose to receive their utility
bills via email
On February 6, 2018, the Collier County Procurement Services Division released notices of Request for
Proposals No. (“RFP”) No. 18-7312 “Printing and Mailing Services” to 3,695 vendors for printing and
mailing services. One hundred (100) solicitation packages were downloaded and two (2) proposals were
received by March 12, 2018.
The Selection Committee convened on April 16, 2018 and presentations were held with both vendors.
The committee selected the vendor with the highest rank with respect to the capabilities of their web page,
location of their recovery facility in the case of a natural disaster and the quality of both paper and e -bill
images.
The companies who responded were ranked by the selection committee as follows:
Company Name City State Final Rank
Southwest Direct Inc. Ft. Myers FL 1
Cathedral Corporation Rome NY 2
Staff recommends that the Board of County Commissioners awards Agreement No. 18-7312 to Southwest
Direct, Inc., to outsource the printing and mailing of Collier County Water-Sewer District utility bills.
LEGAL CONSIDERATIONS: This item is approved as to form and legality, and requires majority
vote for Board approval. -SRT
06/26/2018
FISCAL IMPACT: The current cost to print and mail approximately 71,000 utility bills is $118,000
annually. This cost will increase as the number of utility bills increases as additional customers connect to
the water/wastewater system. SWD’s pricing in Agreement No. 18-7312 is the same as in the current
contract. Funds are available in the Collier County Water-Sewer District Operating Fund (408). Estimated
costs for the duration of the contract follow.
Actual Estimate Estimate Estimate
Printing & Mailing Operation Expense FY17
$111,000
FY18
$118,000
FY19
$119,500
FY20
$121,000
GROWTH MANAGEMENT IMPACT: There is no Growth Management Impact associated with this
Executive Summary.
RECOMMENDATION: To award Agreement No. 18-7312 “Printing and Mailing Services” to
Southwest Direct, Inc., to outsource the printing and mailing of Collier County Water-Sewer District
utility bills; and, to authorize the Chairman to execute the attached Agreement.
Prepared by: Teresa Riesen, Revenue Manager, Utility Billing and Accounting
ATTACHMENT(S)
1. 18-7312 Final Ranking (PDF)
2. 18-7312 NORA (PDF)
3. 18-7312 Solicitation (PDF)
4. [Linked] 18-7312 Southwest Direct Proposal (PDF)
5. 18-7312 SouthWestDirect_Contract_CAO (PDF)
06/26/2018
COLLIER COUNTY
Board of County Commissioners
Item Number: 16.C.7
Doc ID: 5814
Item Summary: Recommendation to award Agreement No. 18-7312 “Printing and Mailing
Services” to Southwest Direct, Inc., to outsource the printing and mailing of Collier County Water-Sewer
District utility bills.
Meeting Date: 06/26/2018
Prepared by:
Title: Operations Coordinator – Public Utilities Operations Support
Name: Lisa Hendrickson
05/30/2018 4:00 PM
Submitted by:
Title: Division Director - Operations Support – Public Utilities Operations Support
Name: Joseph Bellone
05/30/2018 4:00 PM
Approved By:
Review:
Procurement Services Opal Vann Level 1 Purchasing Gatekeeper Completed 05/30/2018 4:22 PM
Public Utilities Operations Support Joseph Bellone Additional Reviewer Completed 05/31/2018 7:47 AM
Procurement Services Sandra Herrera Additional Reviewer Completed 05/31/2018 9:55 AM
Procurement Services Viviana Giarimoustas Additional Reviewer Completed 05/31/2018 10:26 AM
Procurement Services Ted Coyman Additional Reviewer Completed 05/31/2018 5:40 PM
Procurement Services Swainson Hall Additional Reviewer Completed 06/05/2018 2:16 PM
Public Utilities Department Sarah Hamilton Level 1 Division Reviewer Completed 06/07/2018 11:15 AM
Public Utilities Department George Yilmaz Level 2 Division Administrator Review Completed 06/13/2018 9:02 AM
County Attorney's Office Scott Teach Level 2 Attorney Review Completed 06/14/2018 2:46 PM
County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 06/14/2018 3:15 PM
Office of Management and Budget Valerie Fleming Level 3 OMB Gatekeeper Review Completed 06/14/2018 3:55 PM
Budget and Management Office Ed Finn Additional Reviewer Completed 06/15/2018 11:58 AM
County Manager's Office Leo E. Ochs Level 4 County Manager Review Completed 06/15/2018 3:29 PM
Board of County Commissioners MaryJo Brock Meeting Pending 06/26/2018 9:00 AM
RFP #: 18-7312Title: Printing and Mailing ServicesName of FirmVanessa SorianoBrandi PollardAnnia Machin TotalFinal Rank Southwest Direct Inc1214 1.0000Cathedral Corporation2125 2.0000Procurement Professional Viviana GiarimoustasStep 1: Upon direction by the Procurement professional, the individual selection committee member should provide their ranking of the proposals (from highest being number one (1) to lowest. Step 2: The procurement professional will review the mathematically calculated final rank and discuss the rank order and determine if consensus is reached.Page 1 of 1
Coder County
Administrative Services Department
Procurement Services Division
Notice of Recommended Award
Solicitation: 18-7312 Title: Printing and Mailing Services
Due Date and Time: March 12,2018 10:00 AM EST
Company Name
City
State
Final Rank
Responsive/
Responsible
Southwest Direct Inc.
Ft. Myers
FL
1
Yes/Yes
Cathedral Corporation
Rome
NY
2
Yes/Yes
Utilized Local Vendor Preference: Yes F--] No .
Recommended Vendor(s) For Award:
On February 6, 2018, the Procurement Services Division released notices of Request for Proposals No. 18-7312
to 3,695 vendors for Printing and Mailing Services. One hundred (100) solicitation packages were downloaded
and two (2) proposals were received on March 12, 2018. The Selection Committee convened on April 16, 2018
and presentations were held for both vendors.
Award is recommended to Southwest Direct Inc.
Required Signatures
Project Manager: Vanessa Soriano
Date:
Procurement Strategist: Viviana Giarimoustas
Date: z
i0 d I
Procurem-pt Services Directo
Edward F. Coyman Jr. Date
COLLIER COUNTY
BOARD OF COUNTY COMMISSIONERS
REQUEST FOR PROPOSAL (RFP)
FOR
PRINTING AND MAILING SERVICES
SOLICITATION NO.: 18-7312
VIVIANA GIARIMOUSTAS, PROCUREMENT STRATEGIST
PROCUREMENT SERVICES DIVISION
3295 TAMIAMI TRAIL EAST, BLDG C-2
NAPLES, FLORIDA 34112
TELEPHONE: (239) 252-8375
VivianaGiarimoustas@colliergov.net (Email)
This solicitation document is prepared in a Microsoft Word format (Rev 8/7/2017). Any alterations
to this document made by the Vendor may be grounds for rejection of proposal, cancellation of any
subsequent award, or any other legal remedies available to the Collier County Government.
SOLICITATION PUBLIC NOTICE
REQUEST FOR PROPOSAL (RFP)
NUMBER:
18-7312
PROJECT TITLE: PRINTING AND MAILING SERVICES
LOCATION: PROCUREMENT SERVICES DIVISION, CONFERENCE ROOM A, 3295
TAMIAMI TRAIL EAST, BLDG C-2, NAPLES, FLORIDA 34112
RFP OPENING DAY/DATE/TIME: Monday, March 12, 2018 at 10:00 AM
PLACE OF RFP OPENING: PROCUREMENT SERVICES DIVISION
3295 TAMIAMI TRAIL EAST, BLDG C-2
NAPLES, FL 34112
All proposals shall be submitted online via the Collier County Procurement Services Division Online Bidding System:
www.colliergov.net/bid
INTRODUCTION
As requested by the Financial Operations Support Division (hereinafter, the “Division or Department”), the Collier County Board of
County Commissioners Procurement Services Division (hereinafter, “County”) has issued this Request for Proposal (hereinafter,
“RFP”) with the intent of obtaining proposals from interested and qualified vendors in accordance with the terms, conditions and
specifications stated or attached. The vendor, at a minimum, must achieve the requirements of the Specifications or Scope of Work
stated.
The results of this solicitation may be used by other County departments once awarded according to the Board of County
Commissioners Procurement Ordinance.
Historically, County departments have spent approximately $167,000; however, this may not be indicative of future buying patterns.
The intent for the Request for Proposal (RFP) is to select a firm to provide Collier County Government, Public Utilities Department
(PUD), and Financial Operations Support (FOS) Division with services for printing, mailing, emailing of e-bills, and web access of
all its utility bills and any supporting documentation.
BACKGROUND
Financial Operations/Utility Billing Customer Service (FOS/UBCS) Division of the county has been outsourcing the printing,
mailing, emailing of e-bill availability, and web access of all its utility bills and any supporting documentation.
Currently FOS/UBCS bills utility bills for approximately fifty-one (51) cycles with approximately 70,000 customers, consequently
multiple cycles of bills are printed on some days. Bills are printed and mailed every business day of the year with very few exceptions.
The average number of bills printed each day is three thousand three hundred (3,300). The estimated highest number of bills printed
in a day is approximately seven thousand (7,000). FOS/UBCS estimates that the number of customers billed each year increases by
two (2) percent.
FOS/UBCS bills that are mailed to customers currently consists of one-page (two sides, with the reverse side changing annually) bill
and a return envelope (see additional attachment for current FOS/UBCS bills and inserts). The bill is printed on an 8 1/2” by 11”
stock bill form with a perforated tear off payment remittance slip on the bottom of the bill, current print colors may be changed at
some future time. Inserts may be included monthly with each customer bill. The inserts are either one or two (maximum) 8 ½” by
11” pages. The inserts might be smaller than 8 ½” by 11” or one folded 8 ½” X 14”. In the future, FOS/UBCS may be interested in
sending multiple pages as a part of their utility bills. The large majority of customer bills are mailed to addresses within the U.S.;
however, bills are sent to addresses in other countries. Approximately 5% of the bills per month are mailed internationally, including
Canadian addresses, and 95% of the bills per month are mailed domestically.
The final processing and printing of the bills for a cycle is all completed within 1 day. The due date that is printed on the bills is
calculated based on the assumption that the bills will printed on the same date that the bill is processed in the system. If the bills
printed and mailed at a date after the date that the final bill processing is performed, the customer’s ability to pay before the due date
printed on the bill is impacted. Thus, it is imperative that customer bills be printed and mailed on the same day that the final processing
is performed.
The County currently has a standard bill print that is used for all customer utility bills. FOS/UBCS must be able to locally print
copies of bills from the vendor’s website in the FOS/UBCS offices.
After the final processing of a cycle of customer accounts is completed, the billing system creates a file that contains the customer
bill information. The format that the County presents the file to the current outsource vendor is a TXT formatted file; within the file
are headers, trailers, detail, location, description of bill, totals, draft information, message and special characters contained by the
format regulated data created by the software. The formatted data file will be presented by the Harris Computer Firm; (please be
aware that FOS/UBCS will be implementing a new billing system in the next two years). The vendor will capture the data, and per
the County’s approved design, populate and print bills; fold and stuff into envelopes provided by the supplier; seal and meter; and
deliver to the United States Postal Service (USPS) daily. Postage for the mailing of local and nationwide customer bills will be
charged to the County’s USPS postage permit, international postage will be paid in advance via purchase order.
The County’s current inHance system identifies customer bills that are automatically paid by customers using bank drafts and other
automated payments. Those customers receive a copy of their bill; however, the bill is marked as paid via bank draft or auto pay and
the bill does not include a return envelope. The county’s current inHance system also identifies customer accounts where a duplicate
bill has been requested to be sent to a secondary address. Email notification of bill availability is also a feature of the billing options
provided to customers; the inHance system identifies those customer bills where the customer has elected to received eBill
notification.
The County requires that the vendor upload of customer bills to the vendor’s website continue.
TERM OF CONTRACT
The contract term, if an award is made is intended to be for three (3) years with two (2) one (1) year renewal options.
Surcharges will not be accepted in conjunction with this contract, and such charges should be incorporated into the pricing structure.
DETAILED SCOPE OF WORK
The selected contractor shall be responsive to the FOS/UBCS requirements below and provide costs which will be inclusive of labor,
equipment, materials and other services to complete the entire scope of service.
1. Data, Security and Technical Support
a. Provide a secure FTP site, or approved equivalent, for FOS/UBCS to send, and the vendor to receive the daily files from
FOS/UBCS in the format identified by the County.
b. Provide all technical support staff, software and equipment to complete the entire scope of work.
c. Ensure that the County’s data is protected, secured and not shared with third party vendors, or other individuals, in
accordance with local, state and federal regulations.
d. Provide a “1-800” toll free or local telephone number for FOS/UBCS support; telephone support must be between
7:00AM-5:00PM (Collier County Local Time), Monday-Friday.
e. Provide a four (4) hour, or less, response time for technical calls.
f. Provide for an escalation of issues system, along with contract names, telephone numbers and emails.
g. Provide for redundant data and equipment delivery systems in the event of a declared or undeclared (by the County)
disaster. A disaster is defined as fire, weather related, or other catastrophic loss of operational capability at the vendor’s
primary location for the execution and delivery of service in this RFP.
2. Internet Site
a. The vendor is required to upload customer bills to the vendor’s website on completion of each cycle printing and
maintain a minimum of eighteen (18) months of bills for each account. FOS/UBCS customers will access this site via
a link from the County’s online account access website. FOS/UBCS will replicate the printing of bills from this site in
the event customers do not have access to the Internet. Any inserts will be uploaded to the vendor’s website as well as
the County’s website.
3. Design, Print, Meter and Mail Services
a. Provide complete FOS/UBCS invoice (bill, insert and envelope) design, printing, metering and processing of all bills
per approved FOS/UBCS prototype acceptance. Bills must be printed with the following names, addresses, bar codes,
OCR characters, plus billing usage information and graphical images (graphical images may or may not apply), per
FOS/UBCS specifications.
b. Provide for on-going changes to design of bills or inserts at the request of FOS/UBCS. Quotes will be provided for all
bill design changes and inserts printed by vendor. Quotes for inserts should include a per thousand bases as well as full
customer base distribution.
c. Provide for a maximum of two one page “8 ½ X 11” inserts or one “8 ½ X 14” folded insert, with option for multiple
pages. Collier County would like to have quotes for printing in the range of 70,000 flyers. Inserts can be flyers,
brochures, etc.
d. FOS/UBCS data sent to the FTP site by noon each day must be processed, printed, metered and mailed the same day.
Data sent after noon, must be processed, printed, metered and mailed by noon the following day.
e. The customer due date that is printed on the bills must be twenty (20) days from the date the bill is printed (i.e. if the
print date is 10/1/17, the customer due date is 10/20/17).
f. Provide for separation of bills that are printed (i.e. customers using bank drafts and other auto pay methods will not
receive return envelopes or targeted messages).
g. Provide for separation of bills where customers have elected to receive email notification of e-Bill availability via the
County’s website and send emails as appropriate.
h. Provide for email delivery failure notification with rejection codes by billing cycles.
i. Provide for the printing of duplicate bills to a secondary address based on data in the bill file.
j. Provide for the lowest prevailing first-class meter rate available for the Utility bill metering.
k. Outgoing bills via USPS should be post marked with a Florida (preferably Collier or Lee County) post mark, unless
mailed under a disaster condition.
l. Bills must be printed so that the use of return paper, envelopes, postage, etc. by billed customers is minimized.
m. Provide for daily reports in Excel format of what has been printed, mailed, metered by class, etc.
n. Provide reports for reconciliation of fees charged to Collier County.
4. Miscellaneous
a. Vendor will be required to comply with USPS Cass/Mass Standards (notification of non-compliance is to be reported
in written format to Collier County within one (1) business day of notification by the USPS).
b. Vendor will also have certification of USPS NCOA – Link system (notification of non-compliance to be reported in
written format to Collier County within one (1) business day of notification by the USPS).
c. Ensure compliance with USPS address verification/validation.
d. Demonstrate the use of “environmentally friendly products” (inks, paper, etc.) without additional costs to this contract.
e. Demonstrate a quality assurance program monthly to ensure that bills are being printed properly, metered and sent from
the supplier’s location.
f. Provide reasonable training to other county divisions to incorporate similar bill, print and meter services for the same
cost.
g. Compliance/adherence to:
1. Attachment provided: County’s Bill Format
5. Disaster Recovery Plan:
a. Provide for disaster recovery plans in the event the distribution facility is down; recovery is of the utmost importance
and service must be reinstated within forty-eight (48) hours of the disaster declaration by Collier County.
b. Use of third party vendors during the disaster must adhere to all of the terms and conditions of this contract, including
the security of the County’s data.
c. Disaster recovery facilities must be provided from outside of the State of Florida. Bills must be mailed on same schedule
reported in 3.D post mark and color printing requirements may be eased in a disaster scenario.
Proof of concept: Vendors must provide a “proof of concept” program as a part of this request for proposal submittal package. See
attachment County’s Bill Format of the County’s current bill format, a sample of the County’s billing data, a definition of the data
elements in the billing data, and a definition of which data elements in the billing data must be printed on the bill. Vendors are
required to submit a Utility bill sample prototype using the data provided. The design, print, and quality of the bills will be evaluated
as a part of the vendor’s proposal.
REQUEST FOR PROPOSAL (RFP) PROCESS
1.1 The Proposers will submit a qualifications proposal which will be scored based on the criteria in Section 5.0 Grading Criteria
for Development of Shortlist, which will be the basis for short-listing firms.
The Proposers will need to meet the minimum requirements outlined herein in order for their proposal to be evaluated and
scored by the COUNTY. The COUNTY will then grade and rank the firms and enter into negotiations with the top ranked
firm to establish cost for the services needed. With successful negotiations, a contract will be developed with the selected
firm, based on the negotiated price and scope of services and submitted for approval by the Board of County Commissioners.
1.2 The COUNTY will use a Selection Committee in the Request for Proposal selection process.
1.3 The intent of the scoring of the qualifications proposal is for respondents to indicate their interest, relevant experience,
financial capability, staffing and organizational structure.
1.4 Based upon a review of these qualification proposals, the COUNTY will rank the Proposers based on the discussion and
clarifying questions on their approach and related criteria, and then negotiate in good faith an Agreement with the top ranked
Proposer.
1.5 If, in the sole judgment of the COUNTY, a contract cannot be successfully negotiated with the top-ranked firm, negotiations
with that firm will be formally terminated and negotiations shall begin with the firm ranked second. If a contract cannot be
successfully negotiated with the firm ranked second, negotiations with that firm will be formally terminated and negotiations
shall begin with the third ranked firm, and so on. The COUNTY reserves the right to negotiate any element of the proposals
in the best interest of the COUNTY.
GRADING CRITERIA FOR DEVELOPMENT OF SHORTLIST:
1.6 For the development of a shortlist, this evaluation criterion will be utilized by the COUNTY’S Selection Committee to score
each proposal. Proposers are encouraged to keep their submittals concise and to include a minimum of marketing
materials. Proposals must address the following criteria:
Evaluation Criteria Maximum Points
1. Prototype 25 Points
2. Cost of Services to the County 25 Points
3. Specification Compliance 20 Points
4. Disaster Recovery Facility 15 Points
5. Local Vendor Preference 10 Points
6. Certified Minority Business Enterprise 5 Points
TOTAL POSSIBLE POINTS 100 Points
Tie Breaker: In the event of a tie at final ranking, award shall be made to the proposer with the lower volume of work
previously awarded. Volume of work shall be calculated based upon total dollars paid to the proposer in the twenty-four
(24) months prior to the RFP submittal deadline. Payment information will be retrieved from the County’s financial system
of record. The tie breaking procedure is only applied in the final ranking step of the selection process and is invoked by the
Procurement Services Division Director or designee. In the event a tie still exists, selection will be determined based on
random selection by the Procurement Services Director before at least three (3) witnesses.
-----------------------------------------------------------------------------------------------------------------------------------------------
Each criterion and methodology for scoring is further described below.
EVALUATION CRITERIA NO. 1: Prototype (25 Total Points Available)
Provide a prototype that contains all elements that are currently included on the bill (Name, address, OCR, barcodes,
etc.)
1. Prototype should include three types of bills:
a. A prototype of typical bill with no inserts, including bill and return envelope
b. A prototype of typical bill with no inserts assuming bank draft
c. A prototype of typical bill with inserts and return envelope
2. Describe any additional information about the prototype that you want the County to consider.
The County also requests a cover letter, signed by an authorized officer of the firm, indicating the underlying philosophy of
the firm in providing the services stated herein. Include the name(s), telephone number(s) and email(s) of the authorized
contact person(s) concerning proposal. Submission of a signed Proposal is Vendor's certification that the Vendor will accept
any awards as a result of this RFP.
EVALUATION CRITERIA NO. 2: COST OF SERVICES TO THE COUNTY (25 Total Points Available)
Provide the following price information for in the format requested below. Prices used in the selection criteria will be
considered the vendor’s proposal.
Scenarios Price for Design, Printing, Sorting,
Mail Preparation (assumes volume
of 70,000 per month)
Postage Price per Piece (assumes volume of
70,000 per month)
A prototype of typical bill with no
inserts, including bill and return
envelope
$________________
Price per piece
$_________ per piece (Domestic)
$_________ per piece (Canada)
$_________ per piece (International
A prototype of typical bill with no
inserts assuming bank draft
$________________
Price per piece
$_________ per piece (Domestic)
$_________ per piece (Canada)
$_________ per piece (International)
A prototype of typical bill with $_________________$_________ per piece (Domestic)
inserts and return envelope Price per piece
$_________ per piece (Canada)
$_________ per piece (International)
eBill notification through registered
email address via the Internet (no
printing, no envelope, no inserts)
$_________________
Price per piece
Not applicable
Printing of 8 ½” X 11”
50# white offset inserts
4/0 no bleeds - $
2/2 no bleeds - $
4/4 no bleeds - $
Above prices are for 70,000 inserts
4/0 no bleeds - $
2/2 no bleeds - $
4/4 no bleeds - $
Price per 1,000 inserts
Printing of 8 ½” X 11”
90# gloss inserts
4/0 no bleeds - $
2/2 no bleeds - $
4/4 no bleeds - $
Above prices are for 70,000 inserts
4/0 no bleeds - $
2/2 no bleeds - $
4/4 no bleeds - $
Price per 1,000 inserts
EVALUATION CRITERIA NO. 3: Specification Compliance (20 Total Points Available)
Provide the following information for backup, including: web site/local print, “Fail/Safe” system.
1. Indicate the following information for any subcontractors who will be used in the award of this request for proposal by
your firm:
a. Name of third party vendor
b. Functions that third party vendor would perform
c. Contact name and telephone number
2. Describe the location of where the County’s utility bills will be printed and mailed, including the location of the
postmark
3. Describe the proposed implementation plan to a to achieve the outsourcing of the County’s utility bill, including tasks,
milestones and timelines.
4. Describe the components of the Date, Security and Technical Support plan of executing this contract with the County.
5. Submit a copy of the USPS CASS/MASS certificate of compliance and the USPS NCOA – Link System certification.
6. Describe the quality assurance process used in this scope of work.
7. Describe any other support services that your company will include in their proposal.
EVALUATION CRITERIA NO. 4: Disaster Recovery Facility (15 Total Points Available/3 Page Limitation)
In the event of a disaster or emergency, the vendor shall continue to provide the services outlined in this RFP.
Describe the complete disaster recovery plan (including maximum number of days of non-service) and the redundant data
and equipment delivery system, include comments on if the distribution facility is inoperative, how will the County’s bills
be printed, metered and mailed; include response and timeline to the closing of its facility and the backup plan for producing
the County’s FOS/UBCS customer invoices and data backup and retrieval.
The County requests that the vendor submits no more than three (3) completed reference forms from utility clients
whose projects are of a similar nature to this solicitation as a part of their proposal. Provide information on the projects
completed by the vendor that best represent projects of similar size, scope and complexity of this project. Vendors may
include two (2) additional pages for each project to illustrate aspects of the completed project that provides the information
to assess the experience of the Proposer on relevant project work.
EVALUATION CRITERIA NO. 5: LOCAL VENDOR PREFERENCE (10 Total Points Available)
Local business is defined as the vendor having a current Business Tax Receipt issued by the Collier or Lee County Tax
Collector for at least one year prior to proposal submission to do business within Collier County, and that identifies the
business with a permanent physical business address located within the limits of Collier or Lee County from which the
vendor’s staff operates and performs business in an area zoned for the conduct of such business.
EVALUATION CRITERIA NO. 6: CERTIFIED MINORITY BUSINESS ENTERPRISE (5 Total Points Available)
Submit certification with the Florida Department of Management Service, Office of Supplier Diversity as a Certified
Minority Business Enterprise
INSURANCE AND BONDING REQUIREMENTS
Insurance / Bond Type Required Limits
1. Worker’s Compensation Statutory Limits of Florida Statutes, Chapter 440 and all Federal Government Statutory Limits
and Requirements
Evidence of Workers’ Compensation coverage or a Certificate of Exemption issued by the
State of Florida is required. Entities that are formed as Sole Proprietorships shall not be
required to provide a proof of exemption. An application for exemption can be obtained online
at https://apps.fldfs.com/bocexempt/
2. Employer’s Liability
$100,000 single limit per occurrence
3. Commercial General
Liability (Occurrence Form)
patterned after the current
ISO form
Bodily Injury and Property Damage
$1,000,000 single limit per occurrence, $2,000,000 aggregate for Bodily Injury Liability and
Property Damage Liability. This shall include Premises and Operations; Independent
Contractors; Products and Completed Operations and Contractual Liability.
4. Indemnification To the maximum extent permitted by Florida law, the Contractor/Vendor shall defend,
indemnify and hold harmless Collier County, its officers and employees from any and all
liabilities, damages, losses and costs, including, but not limited to, reasonable attorneys’ fees
and paralegals’ fees, to the extent caused by the negligence, recklessness, or intentionally
wrongful conduct of the Contractor/ Vendor or anyone employed or utilized by the
Contractor/Vendor in the performance of this Agreement.
5. Automobile Liability $_________ Each Occurrence; Bodily Injury & Property Damage, Owned/Non-owned/Hired;
Automobile Included
6. Other insurance as noted:
Professional Liability $ ___________ Per claim & in the aggregate
Project Professional Liability $__________ Per Occurrence
Valuable Papers Insurance $__________ Per Occurrence
Cyber Liability $1,000,000 Per Occurrence
Technology Errors & Omissions $__________ Per Occurrence
7. Bid bond
Shall be submitted with proposal response in the form of certified funds, cashiers’ check or an
irrevocable letter of credit, a cash bond posted with the County Clerk, or proposal bond in a sum
equal to 5% of the cost proposal. All checks shall be made payable to the Collier County Board
of County Commissioners on a bank or trust company located in the State of Florida and insured
by the Federal Deposit Insurance Corporation.
8. Performance and Payment
Bonds
For projects in excess of $200,000, bonds shall be submitted with the executed contract by
Proposers receiving award, and written for 100% of the Contract award amount, the cost borne
by the Proposer receiving an award. The Performance and Payment Bonds shall be underwritten
by a surety authorized to do business in the State of Florida and otherwise acceptable to Owner;
provided, however, the surety shall be rated as “A-“ or better as to general policy holders rating
and Class V or higher rating as to financial size category and the amount required shall not
exceed 5% of the reported policy holders’ surplus, all as reported in the most current Best Key
Rating Guide, published by A.M. Best Company, Inc. of 75 Fulton Street, New York, New York
10038.
9. Vendor shall ensure that all subcontractors comply with the same insurance requirements that he is required to meet. The
same Vendor shall provide County with certificates of insurance meeting the required insurance provisions.
10. Collier County must be named as "ADDITIONAL INSURED" on the Insurance Certificate for Commercial General
Liability where required. This insurance shall be primary and non-contributory with respect to any other insurance maintained
by, or available for the benefit of, the Additional Insured and the Vendor’s policy shall be endorsed accordingly.
11. The Certificate Holder shall be named as Collier County Board of County Commissioners, OR, Board of County
Commissioners in Collier County, OR Collier County Government, OR Collier County. The Certificates of Insurance must state
the Contract Number, or Project Number, or specific Project description, or must read: For any and all work performed on behalf
of Collier County.
12. Thirty (30) Days Cancellation Notice required.
11/6/17 - GG
________________________________________________________________________________________
Vendor’s Insurance Statement
We understand the insurance requirements of these specifications and that the evidence of insurability may be required within five
(5) days of the award of this solicitation.
Name of Firm
_______________________________________ Date ____________________________
Vendor Signature
_________________________________________________________________________
Print Name
_________________________________________________________________________
Insurance Agency
_________________________________________________________________________
Agent Name
___________________________________ Telephone Number ________________
Vendor Submittal – Local Vendor Preference Affidavit
Solicitation #18-7312 Printing and Mailing Services (Check Appropriate Boxes Below)
State of Florida (Select County if Vendor is described as a Local Business)
Collier County
Lee County
Vendor affirms that it is a local business as defined by the Procurement Ordinance of the Collier County Board of County
Commissioners and the Regulations Thereto. As defined in Section XI of the Collier County Procurement Ordinance:
Local business means the vendor has a current Business Tax Receipt issued by the Collier County Tax Collector for at least one
year prior to bid or proposal submission to do business within Collier County, and that identifies the business with a permanent
physical business address located within the limits of Collier County from which the vendor’s staff operates and performs business
in an area zoned for the conduct of such business. A Post Office Box or a facility that receives mail, or a non-permanent structure
such as a construction trailer, storage shed, or other non-permanent structure shall not be used for the purpose of establishing said
physical address. In addition to the foregoing, a vendor shall not be considered a "local business" unless it contributes to the
economic development and well-being of Collier County in a verifiable and measurable way. This may include, but not be limited
to, the retention and expansion of employment opportunities, support and increase to the County's tax base, and residency of
employees and principals of the business within Collier County. Vendors shall affirm in writing their compliance with the
foregoing at the time of submitting their bid or proposal to be eligible for consideration as a "local business" under this section. A
vendor who misrepresents the Local Preference status of its firm in a proposal or bid submitted to the County will lose the privilege
to claim Local Preference status for a period of up to one year under this section.
Vendor must complete the following information:
Year Business Established in Collier County or Lee County: ________
Number of Employees (Including Owner(s) or Corporate Officers):_________
Number of Employees Living in Collier County or Lee (Including Owner(s) or Corporate Officers):_______
If requested by the County, vendor will be required to provide documentation substantiating the information given in this affidavit.
Failure to do so will result in vendor’s submission being deemed not applicable.
Vendor Name: _________________________________________
Date: ________________________
Address in Collier or Lee County: _________________________________________________________
Signature: ____________________________________________
Title: ________________________
March 12th, 2018
Vivianna Giarimoustas
Collier County Government
Procurement Services Division
3295 Tamiami Trail E Bldg C-2
Naples, FL 34112
Dear Ms. Giarimoustas:
Thank you for giving me the opportunity to introduce Southwest Direct. This letter will serve as a statement of interest on
behalf of Southwest Direct to Collier County. The purpose of this letter is to commit Southwest Direct to performing the
task of bill printing, processing and mailing for the County.
The Southwest Direct statement processing program is straightforward, cost-effective, and efficient - and offers the
flexibility to customize and personalize statements with a minimal start-up time.
Southwest Direct can provide Collier County with more than basic statement services. We can provide a flexible,
customized, one-stop, in-house, locally owned and operated high-quality service that benefits both the County and its
statement recipients.
Southwest Direct’s extensive experience in statement production enables us to offer customized and accurate statements
and provide significant cost savings. Our goal is to be a true extension of the business office, providing value-added
services throughout the entire invoicing process – from the production and mailing of your statements up to the moment
you receive payment from your clients.
Our local clients include:
City of Fort Myers City of Cape Coral City of Naples
City of Ocoee City of Groveland City of Fruitland Park
City of Inverness City of Crystal River City of Brooksville
City of Lake Alfred City of St. Augustine City of Marco Island
City of Temple Terrace Englewood Water District City of Tamarac
City of Coral Springs City of Orange City City of Lauderhill
Clay County Utility Authority Lee County Electric Coop Manatee County Utilities
Bonita Springs Utilities South Martin Utilities Collier County Utilities
Naples Community Hospital NCH MD Lee Memorial Health System
We welcome the opportunity to continue our working relationship with Collier County.
Best regards,
Mariusz R. Bielecki, MBA
President
Southwest Direct, Inc.
239-768-9588 x41
marty@swdirect.com
EVALUATION CRITERIA NO. 2: COST OF SERVICES TO THE COUNTY (25 Total Points
Available)
Provide the following price information for in the format requested below Prices used in the selection criteria
will be considered the vendor’s proposal.
Scenarios Price for Design, Printing,
Sorting, Mail Preparation
(assumes volume of 70,000 per
month)
Postage Price per Piece (assumes
volume of 70,000 per month)
A prototype of typical bill with
no inserts, including bill and
return envelope
$0.138
Price per piece
$0.403 per piece (Domestic)
$1.15 per piece (Canada)
$1.15 per piece (International
A prototype of typical bill with
no inserts assuming bank draft
$0.133
Price per piece
$0.403 per piece (Domestic)
$1.15 per piece (Canada)
$1.15 per piece (International)
A prototype of typical bill with
inserts and return envelope
$0.138
Price per piece
$0.403 per piece (Domestic)
$1.15 per piece (Canada)
$1.15 per piece (International)
eBill notification through
registered email address via the
Internet (no printing, no
envelope, no inserts)
$0.133
Price per piece
Not applicable
Printing of 8 ½” X 11”
50# white offset inserts
4/0 no bleeds - $3,377
2/2 no bleeds - $3,573
4/4 no bleeds - $6,156
Above prices are for 70,000 inserts
4/0 no bleeds - $48.24
2/2 no bleeds - $51.04
4/4 no bleeds - $87.94
Price per 1,000 inserts
Printing of 8 ½” X 11”
90# gloss inserts
4/0 no bleeds - $4,254
2/2 no bleeds - $4,976
4/4 no bleeds - $6,156
Above prices are for 70,000 inserts
4/0 no bleeds - $60.77
2/2 no bleeds - $71.09
4/4 no bleeds - $87.95
Price per 1,000 inserts
Note: above pricing is for printing of statement inserts
only. any variation in insert size or paper stock will
require a quote. Likewise, any stand-alone direct mail
projects will be quoted on a project by project basis.
Outsourcing Services Proposal For:
Monday, March 12, 2018
Proprietary and Confidential, Southwest Direct. Any duplication or reproduction without the consent of Southwest Direct is
prohibited
Table of Contents
Section Page
Company Overview 3
Proposal Overview 5
Proposed Solution 5
Account Management 5
Technology 6
Quality Assurance 7
Implementation 8
Production 9
NCOALink™ Address
Correction Service
9
Summary 10
Proprietary and Confidential, Southwest Direct. Any duplication or reproduction without the consent of Southwest Direct is
prohibited
Company Information
Southwest Direct is a privately owned printing and mailing company based in Fort Myers, Florida. Founded in 1988 by
Anthony Correnti Sr., SouthWest Direct began as a local letter shop serving the Southwest Florida area. Over the years
SouthWest Direct has developed into a full service highly specialized mail production facility offering statement design,
data processing, full color printing, digital imaging, statement processing, mailing services and online document
solutions.
In 1991 the company began processing billing statements for Naples Community Healthcare (NCH) located in Naples,
Florida. Each day boxes full of preprinted continuous forms were picked up, folded, inserted and mailed. As technology
advanced, new equipment allowed us to propose a better way. Working with the hospital, Southwest Direct designed a
color custom statement onto which patient data was laser printed. The result was a statement that was patient friendly
and easy to read. Soon the company began processing billing for clinics, labs, and utilities. That billing statement
process evolved into Southwest Direct Statement Services. We have invested ten years and several million dollars in
developing a statement billing process that is among the most technologically advanced in the world. We are now able to
offer our statement processing services to clients nationwide.
Southwest Direct – Strategic Plan
Southwest Direct’s business strategy is to service the growing outsourcing market for major industries. Southwest
Direct’s strategic direction is to produce personalized business-to-customer communications that use variable data to
deliver time-sensitive mailed and electronic documents rendered to the Internet, electronic document libraries, and
archiving media, all supported by a project management organization that provides professional services.
The Southwest Direct facility, located at 2129 Andrea Lane, Fort Myers, Florida 33912. All services are produced in
house - without the use of any subcontractors. Collier County’s bills will be printed, metered, and mailed from this
location. All first class presorted mail will have the “Presorted First-Class Mail US Postage Paid SWDI 33912” permit.
Non-presorted metered mail will be imprinted with a zip code of 33912. The facility is approximately 30,000 sq. feet and
has 50 employees. The facility strategy calls for equipment and resources to be added incrementally, as our clients’
needs grow. The Fort Myers, FL facility includes the senior management team and the project management
organization. Subsequent facilities will only staff production employees. Our strategy will eliminate duplication of effort
and increase efficiency and continuity. Southwest Direct’s statement division currently produces 1,500,000 finished mail
pieces per month on top of the 1,000,000 pieces produced for SouthWest Direct commercial mail clients. Southwest
Direct has designed an infrastructure that will allow for data receipt, processing and output of 10,000,000 packages by
the year 2021. Complete order tracking, inventory, purchasing, data processing, printing and inserting systems are
included in this infrastructure. Southwest Direct accepts files 24 hours per day, 7 days per week.
Product and Service Offering
As experts in distributed communications, both correspondence mail and production mail, Southwest Direct can make
Collier County communications more effective and efficient. Southwest Direct services include:
Southwest Direct Company Overview
Proprietary and Confidential, Southwest Direct. Any duplication or reproduction without the consent of Southwest Direct is
prohibited
Statement design
Data programming
Document mapping
Print production and inserting
Tracking and reporting
Address hygiene and postal discounts
Total project management
Statement Experience
Southwest Direct has extensive experience servicing the outsourcing needs of customers who mail statements. The
company currently works with hospital systems, cities, counties, universities, physician groups, colleges, billing system
vendors, collections agencies, as well as others. References are available upon request.
Southwest Direct Differentiators
The world of business is a very different place than it was even five years ago with technology breakthroughs,
globalization, and the faster pace of economic, political and social change. Customers choose Southwest Direct for our
ability to make messaging technologies and processes that are cost-effective, easy to access, easy to use and flexible
for our customers, through our products, financing and services.
At Southwest Direct, our technology capabilities are grounded in how people work; our infrastructure gives us direct
access to our end users; and we have stayed focused in those messaging business areas where we have accumulated
a great deal of knowledge. Our core competencies deliver the business support services needed, so that our customers
can focus on their core competencies. We continue to study market trends to provide the products, services and
programs that our customers need.
Southwest Direct’s competitive strength lies in several key areas:
Mailing industry knowledge and expertise
Leading-edge proprietary software and technology
State-of-the art programming tools; C++, Oracle object-oriented tools
Data communications and print language manipulation capability
Document Composition software
Real-time job tracking
Complete offering / total solution
Design and development services
Programming and composition
Print production and inserting
Tracking and reporting online and offline
Address hygiene and mail forwarding
Client Server environment
Resources availability
Processing efficiency
Proprietary and Confidential, Southwest Direct. Any duplication or reproduction without the consent of Southwest Direct is
prohibited
Proposed Solution
Collier County can benefit from the document processing services provided by Southwest Direct including total project
management, project status, statement printing, variable electronic printing, inserting, mailing, and electronic statement
presentment.
Collier County can also take advantage of our state-of-the-art technology that offers greater flexibility and customization
than traditional composition and printing methods.
Account Management Approach and Staffing
A typical account structure consists of a Sales Representative, Project Manager, the Director of IS/IT, the Director of
Applications Development, and the Manager of Postal Affairs. The Project Manager is assigned to the Collier County
account to understand your expectations, identify the project requirements, and develop a project plan that ensures the
project is delivered on time with flawless execution. The Project Manager will be responsible for planning, monitoring,
and controlling the project. This includes:
Client communications
Communication and integration with Collier County staff and processes
Project plan development
Defining internal production requirements
Monitoring and reporting on project development and implementation status
Component inventory control
Execution of changes to the project
Change Management Process
All modifications to production processes, programs, files, resources, etc. are controlled by the change management
process and recorded and tracked via a change management document. External changes require Collier County
approval. Changes to IS-related components resident on the production server require the approval of the Director of
IS/IT prior to production migration. All print related resources are maintained on the production server. A Programmer
Analyst, with approval of the Director of IS/IT, is the individual authorized to modify the production resources. For each
print file created, the appropriate resources are appended to the beginning of each file and transmitted to the production
imaging equipment along with the print stream.
The Project Manager assigned to the Collier County account will manage the Change Management Process within
Southwest Direct. The Southwest Direct Project Manager will collect changes requiring Collier County approval.
Proposal
Proprietary and Confidential, Southwest Direct. Any duplication or reproduction without the consent of Southwest Direct is
prohibited
Technology
Graphics and Form Design Capabilities
Southwest Direct utilizes proprietary programming and a variety of document composition software tools to create
dynamic documents for your organization. Southwest Direct statements are data driven and can be personalized right
down to the individual bill. Southwest Direct offers you flexibility where other services simply cannot. Changes can be
made quickly and easily, whether you need to make minor changes or redesign your entire form. Statements can be
coded to print in 28 different languages. You can even view your printed statements on the Internet or archive them on
offline storage devices. These features combined with CASS certification, Postnet Bar-coding, Zip plus 4, address
correction and mail forwarding make Southwest Direct the obvious choice.
Data Processing
Southwest Direct’s data processing strategy focuses on flexibility and integrity. Southwest Direct offers around the clock
data transmissions, 365 days of the year. We are equipped to accept multiple data streams from more than one site.
Southwest Direct is equipped to accommodate any type of transmission protocol across any type of bandwidth speed.
We can support leased point-to-point lines, frame relay, dial-up lines, SNA, TCP/IP networks, file transfer products such
as FTP or Connect Direct, with the goal of multi-vendor interoperability.
Proprietary and Confidential, Southwest Direct. Any duplication or reproduction without the consent of Southwest Direct is
prohibited
Data Security
Southwest Direct is committed to safeguarding your security and has implemented several lines of defense to protect
you. We use industry-standard hardware and software in combination with authentication and certification by third
parties to protect the transmission of data, the processing of data and storing data.
We have taken extensive steps to ensure that any data transmitted by our users cannot be intercepted, viewed, or
blocked by unauthorized parties. We have also established policies telling our users how we use and store their
information.
Southwest Direct is committed to maintaining a secure environment to store and receive your sensitive information. We
have taken every precaution to protect your data and are constantly improving our security procedures. We will continue
to make data security a top priority as new technologies become available.
Additionally, the facility adheres to the following telecommunications security procedures:
All external connections will be secured with user ID/Password protection
CISCO firewalls or an equivalent will be used
All external communications are fire walled
Printers
Southwest Direct statements are printed using Konica model 1050 digital printers. Whether using our Premium
Statement or Basic Statement, you are guaranteed the highest quality print resolution available. Our laser printers allow
us to produce custom statements in high volumes with maximum efficiency. Your statements can be printed simplex or
duplex with variable data throughout. Multiple page statements can be handled with ease. Our inserting department is
fully automated and can insert over a million statements per week.
Quality Assurance
When Southwest Direct receives Collier County data via transmission; we will inspect the data for any physical damage
and verify that the record count agrees with the transmittal. All data files will be tested for read errors. Collier County will
be notified immediately if any problems occur with the transmission and a time will be established for retransmission of
the data. Southwest Direct will work closely with Collier County to make sure the data files are formatted correctly
minimizing any chance of error. However, Collier County will ultimately drive the integrity of the data.
Quality assurance production procedures
Collier County can verify 100% mail / matching of all project(s) through extensive reporting that will be provided by
Southwest Direct including:
A transmission reply from Southwest Direct verifying the number of records received, the number processed for
production, the exact postage amount, and sort analysis for each processing cycle can be issued at the time of
production.
Production verification upon completion of the mail processing can be issued detailing the number of pieces mailed.
Custom reports can be configured based on end user specifications.
Proprietary and Confidential, Southwest Direct. Any duplication or reproduction without the consent of Southwest Direct is
prohibited
Implementation
NOTE: Southwest Direct is the incumbent vendor and as such does not require time to ramp up or implement
our solution. We are presently printing and mailing the utility bills for Collier County on a daily basis as well as
hosting the online view, archive and electronic delivery system for ebill. An example implementation schedule
has been provided. Development will not take 10 weeks to implement as the program is currently in LIVE status.
The implementation time to live status is minimal and efficient. Southwest Direct receives an enrollment form, sample or
current statements, and a test file as basic criteria to begin a project. The following steps are typical in setting up the
account :
Assign Project / Account Manager
Establish Contact
Submit sufficient test data and current statement / record layout for applications desired
Receive sample form with your data or custom mock-up
Make changes or approve form
Submit postage deposit
Account is ready for live status
Account is ready for live production data
The Southwest Direct project manager assigned to Collier County will be very pro-active in guiding Collier County
through implementation process.
Week 1 Kickoff Meeting / Client supplies Art, Data, and Letter Copy / Reports Defined
Week 2 Preliminary documents are designed / Art Proofs sent to Collier County
Week 3 Initial Bill and Letter Mockup created / Art Proofs changes sent back to SWD
Week 4 Bill and Letter Mockup sent to Collier County for review / Art Proof changes made
Week 5 Collier County reviews Bill and Letter Mockup / Final Art Proof sent for approval
Week 6 Bill and Letter Mockup changes sent back to SWD / Design Finalized and approved / Paper is printed
Week 7 Output to paper / Remittance testing / Test OCR Scan line
Week 8 Report certification and sign off / OCR Scan test results / Test disaster recovery procedure
Week 9 Parallel testing / Customer reviews Final Document Output
Week 10 Statement Certification and sign off; Postage on account; Go LIVE
Proprietary and Confidential, Southwest Direct. Any duplication or reproduction without the consent of Southwest Direct is
prohibited
Production
Hardware components used to execute print and fulfillment requirements include:
Item Description Strengths
Riso 9150 Inkjet Cut-Sheet Printers Accommodates packages with various stocks.
Accommodates all required graphics, including logos, check images,
and charts
Accommodates OCR printing requirements
Utilize “print assurance feature” which ensures that the correct stock
is being used
Accommodates duplex printing requirements
Accommodates MICR printing requirements
Bowe Bell+Howell
8-series Inserters High-Speed Inserters
Accommodates all package designs, including #10, 6 x 9, 9 x 12
envelopes.
Accommodates selective inserting requirements
Southwest Direct’s automated processing capability is the corner stone to our production strategy. The channel
connected based processing platform provides real-time project tracking from file processing through mailing and record
maintenance, as well as improved system performance, throughput and integrity.
The file server is interfaced with the client server and the inserter stations. This allows a mailing job to be run on any
inserter or split between inserters as needed. Jobs are processed more efficiently when a project can be shared across
multiple networked inserters.
NCOALink™ Address Correction Service
As an added benefit, we also offer address correction and mail forwarding through a licensed agreement with the United
States Postal Service. We utilize NCOALink™ from the USPS to update client billing files as statements are being
printed. This is done electronically by matching the names and addresses contained within client billing data against the
national database of changes filed during the past 18 months. The NCOALink™ system contains over 16 million change-
of-address records and is updated weekly.
Southwest Direct can update client data each time client statements are mailed (in-stream processing) to ensure it is
delivered to the intended recipient the first time. NCOALink™ automatically corrects a customer database and
statements have the correct address applied to them. Our fee for address correction is significantly less than the cost
returned mail or standard postal mail forwarding.
If they choose, customers can also send us their entire client database (batch processing) periodically to clean records
for all their client mailings. Either way, NCOALink™ saves time and money. We can even provide a report of all changed
addresses each time patient data is processed.
Proprietary and Confidential, Southwest Direct. Any duplication or reproduction without the consent of Southwest Direct is
prohibited
The Southwest Direct statement-processing program presented in this proposal is straightforward, cost-effective, and
efficient -- and offers you the flexibility to customize and personalize statements with zero start-up time.
Southwest Direct can provide you with more than basic statement services. We can provide a flexible, customized,
one-stop, in-house, high-quality service that benefits both your organization and its statement recipients.
Southwest Direct’s extensive experience in statement production enables us to offer you a customized and accurate
statement and provides significant cost savings. Indeed, our goal is to be a true extension of your business office,
providing value-added services throughout the entire invoicing process – from the production and mailing of your
statements up to the moment you receive payment from your patients.
The next step in developing an outsourcing solution for Collier County is to conduct a comprehensive needs analysis to
identify and outline Customer’s requirements and the scope of the project.
For further information regarding Southwest Direct please contact:
Marty Bielecki
President
Southwest Direct
2129 Andrea Lane
Fort Myers, FL 33912
Phone: 800-968-5798 x 41
Fax: 239-768-0408
Cell: 239-247-4419
marty@swdirect.com
Summary
Login Page: Administrators or Customer Service Representatives who have been given permission to access the statement archive will enter their credentials here. The web pages have been customized to resemble the color palette of the Collier County Website.
Home Page: Once logged in, the home page displays relevant information about the contents of the archive, such as the total number of statements present in the account history, as well as the first bill run plus the last bill and last email run. The system displays the number of users present online and their name. Tabs for accessing the Bill Runs, Account Lookup, Email Manager, and User Manager are present at the top right hand side of the screen.
Bill Runs Page: Selecting the Bill Runs tab allows the user to view any bill run for the last 18 months. Clicking on a run row in the top window will display the accounts in that run in the bottom window. The columns can be selected to order by date processed (hi-lo), number of statements (hi-lo), approval date (hi-lo), name (alpha), service address (by zip), and balance due (hi-lo). A number of fields are also searchable, such as the name, services address, and balance due fields. If a user clicks on the blue account number, that users account history is displayed and individual bills can be clicked on for view as shown in page 5 of this section.
Account Lookup Page: This section allows for users to lookup any bill for any customer in the last 18 months. Search terms include Account Number, Service Address, Name, Company, Address 1 and 2, City, State, Zip or Country. Search is based on SQL server and allows for wild cards and partial searches such as S**th or Joh*son if complete information is unavailable. The search query will list all matching results. Search columns can be ordered by Name, Service Address, City, State and Zip. Each column is also searchable by clicking the Filter Icon if the search returns too many matches. Clicking on the blue Account Number will show the customers information and billing history of up to 18 months. In this case, we chose to click on J M K Investments in Marysville, OH which will be displayed on the next page of this section.
Account View Page: This page allows the user to view individual account details such as the account number, service address and addressee information. It also shows a history of the bills going back 18 months, or however long the customer has been in the system if the customer is newer than 18 months. The search results show the statement date, balance due and due date. PDF’s are uploaded at the end of business each day, which refreshes the contents of the archive. If the user clicks on View PDF, a dialog box will open. An example is shown on the next page of this section.
Account View with Dialog Page: Once the View PDF is clicked, and the Adobe dialog box is opened, the user can save the file to their hard drive or open it with Adobe Reader. An example of an open bill is available on the next page of this section.
Account View with PDF pop-up Page: In this example the user opens the PDF in Adobe Reader making the bill ready for view. If a customer is in the lobby and needs an exact copy of the bill that was mailed, this will allow the CSR to print the bill on a local printer and hand it to the customer over the counter. If a customer is on the phone, the CSR can attach the bill and email the individual statement to the customer, once all their information has been verified. Sending this individual email is different from scheduling a group of ebill customers for electronic delivery, which will be covered in the next page of this section.
Email Manager Page: This section will allow the user to view email runs, set email schedules, and create templates for ebill. The data is brought into the system at the time of processing. It suppresses the printing of any bill with an ebill flag. The system allows for searches based on Status Date, Disposition, Account Number or Email Address. Reports of sent email status and error codes are available for view.
Email Manager Schedule Page: This section will allow the user to schedule emails for ebill. The email addresses are complied and a time and date can be scheduled for the bills to be emailed as a group. It shows the email run, when it was created, the quantity sent, the sent status, send date and who sent the run. The email template is shown, in this instance “Bill Notification”. It can be edited or previewed from this page. An example of the template editor is shown on the next page of this section.
Email Template Editor Page: This section allows the user to create multiple email templates, in this case “Bill Notification”. Other examples could include “Past Due Notice” or “Shut off Notice”. The editor allows for the user to edit the template with a look and feel of Microsoft Word, complete with indentations, bold, italics and a variety of fonts to choose from. The editor allows for limited HTML coding so that the variable data fields can be populated quickly and easily without the involvement of IT staff from Collier County or Southwest Direct. Examples of variable fields include Balance Due, Due Date, Account Number, and can be customized based on customer request. A preview of the email message is shown in the next section.
Email Template Preview Page: In this example, the user finished editing the template, clicked save and clicked Preview. You can see where the variable data will be placed into the template as it is denoted by $$xxxxxx$$ in front and back of the variable field.
User Manager Page: This section shows which users have access to the archive. This is an administrative function and users can be setup to have limited access (i.e. search and view bills only). This page allows for new users to be added and existing users to be edited. It also allows the admin to lockout users and determine if a user is currently logged on to the system. Headings can be filtered and searchable so that the administrator can find a user quickly.
Business Continuity and Disaster Planning Overview
Southwest Direct is committed to maintaining on-going business operations regardless of any
disruptive event. We recognized that our customers depend on our ability to mitigate risks that
could arise from . Business Continuity depends on several key elements: trained personnel,
facilities, equipment and utilities. Safety is also on primary concern. As a commitment to our
customers, Southwest Direct has contingency plans in place to maintain operations off-site in the
event of a major catastrophic event. Southwest Direct has provided continuous uninterrupted
service since 1988.
Our plans are based on a three-tiered level of disruptive events:
Tier System:
Tier 1: Low level event such as short term (1 day or less) power outage, Internet
interruption, phone system outage, employee disruption, equipment theft or supplier
problems.
Tier 2: Medium level event such as any outage longer than 1 business day, some loss or
critical equipment, or personnel reporting problems.
Tier 3: High level event that would totally disrupt operations at our main headquarters.
These would include major weather events (i.e. hurricane or tornado), building fire, flooding,
bio-hazard, etc.
Planning Process:
Our basic planning process consists of the following:
Threat Assessment: Purpose of which is to identify and prioritize the types of events and
hazards that would disrupt normal operations, taking into account their likelihood, and
impact on our business and employees.
System Analysis: This was a complete analysis of all operations with the goal to identify
critical tasks and equipment needed in each to maintain operations.
Personnel Analysis: To assess employees skills, personal issues which could affect
availability, and to assign response priorities based on function.
Facility Analysis: To identify the current state of our facility, including: security,
communications, power usage needs (both overall, and by function), and to determine
minimum needs for offsite operations.
Customer Assessment: To identify the types of customers and the needs of each. This
relates to both short term, and long term account maintenance, as well as communication
assessment during the event.
Recovery Timeline: To identify, based on length of disruption, functions, personnel and
equipment needed to re-establish normal business operations.
Business Continuity and Disaster Planning Overview
Response to an event that could affect the way business operations are normally conducted to
ensure any negative effects to customers, employees, community are mitigated.
Disaster Recovery
Business Recovery
Business Resumption
Contingency Planning
Details how the various departments will perform their responsibilities in the event of a disaster,
and the various safeguards undertaken in preparation for a potential disaster.
Supported by management and has as its objective to provide a documented method of
responding to a disaster which might disrupt the company’s ongoing operations. Plan will aid
management during and following a crisis that impairs the company business.
Summary of Key Areas
Power – on site 1000 KW diesel generator
Equipment – redundant, networked, and fully integrated. Commonly used spare parts are in
inventory and on site. Machine shop staffed with technicians on site in case delivery of additional
parts unavailable. Maintenance contracts with equipment vendors in place.
Data – off site mirrored data backup for all processes located in Orlando, FL. Data Center located
in a CAT 4 rated building on Internet Backbone with its own redundant power supply. All
processing can occur remotely from this location and a print stream can be sent to a print facility
outside of the affected area.
Facility – off site recovery vendor with Mutual Aid Agreement in place located in Canton, MA. The
operation at Southwest Direct in Fort Myers would be offline no longer than 5 business days prior
to processing commencing at the remote facility. In an emergency situation requiring remote
printing, the utility bills would be printed in black and white instead of color. Facility contact:
Jim Viola
ArtCo, Inc.
155 Will Drive
Canton, MA 02021
781-858-7322
j_viola@artco.biz
Communication – management and staff kept in regular contact via cell phone, home phone, text
messaging, VOIP, Skype, email, and social media.
Threat Assessment
Threat Assessment
Ranked By Overall
Impact
Hazard Probability Human Impact Property
Impact
Business
Impact Total
Cat 3-5 Hurricane 8 15 15 15 53
Cat 1-2 Hurricane 11 10 11 11 43 T
Tornado 7 10 13 13 43 I
Bldg System
Failure/Collapse 3 11 14 14 42 E
Flooding 6 10 12 12 40 R
Explosion 3 10 11 11 35
Building Fire 3 4 14 13 34 3
Tropical Storm 15 5 6 8 34
T-Storm, Lightning,
Hale 15 6 7 5 33
Power Service
Interruption 15 2 3 12 32 T
Bio Terrorism 4 8 7 10 29 I
Extreme Heat 12 10 2 3 27 E
Cyber-Attack 8 3 3 12 26 R
Emergency Water
Shortage 5 8 5 8 26
Sabotage, Fraud, Theft 5 4 7 10 26 2
Hazardous Material 6 9 3 6 24
Violence in Workplace 5 7 3 8 23
Radiological
Emergency 3 8 3 8 22
Bomb Threat 3 8 5 5 21
Adjacent Hazard 4 7 4 5 20
Loss of Key Staff 5 3 3 8 19
Terrorism 3 7 3 6 19 T
Environmental Health 6 5 3 3 17 I
Sinkhole 5 2 3 5 15 E
Work Force Disruption 3 3 3 5 14 R
Civil Unrest 3 3 3 3 12
Drought 5 2 2 1 10 1
Wildfire 2 2 2 2 8
Extreme Cold 1 1 1 1 4
Threat Assessment
Ranked By
Occurrence
Hazard Probability Human Impact Property
Impact
Business
Impact Total
T-Storm, Lightning, Hale 15 6 7 5 33
Tropical Storm 15 5 6 8 34
Power Service Interruption 15 2 3 12 32
Extreme Heat 12 10 2 3 27
Cat 1-2 Hurricane 11 10 11 11 43
Cat 3-5 Hurricane 8 15 15 15 53
Cyber-Attack 8 3 3 12 26
Tornado 7 10 13 13 43
Flooding 6101212 40
Hazardous Material 6 9 3 6 24
Environmental Health 6 5 3 3 17
Emergency Water Shortage 5 8 5 8 26
Violence in Workplace 5 7 3 8 23
Sabotage, Fraud, Theft 5 4 7 10 26
Loss of Key Staff 5 3 3 8 19
Sinkhole 5 2 3 5 15
Drought 5 2 2 1 10
Bio Terrorism 4 8 7 10 29
Adjacent Hazard 4 7 4 5 20
Bldg System
Failure/Collapse 3 11 14 14 42
Explosion 3 10 11 11 35
Bomb Threat 3 8 5 5 21
Radiological Emergency 3838 22
Terrorism 3 7 3 6 19
Building Fire 3 4 14 13 34
Work Force Disruption 3 3 3 5 14
Civil Unrest 3 3 3 3 12
Wildfire 2 2 2 2 8
Extreme Cold 1 1 1 1 4
Threat Assessment
Ranked By Human
Impact
Hazard Probability Human Impact Property
Impact
Business
Impact Total
Cat 3-5 Hurricane 8 15 15 15 53
Bldg System
Failure/Collapse 3 11 14 14 42
Tornado 7 10 13 13 43
Flooding 6 10 12 12 40
Cat 1-2 Hurricane 11 10 11 11 43
Explosion 3 10 11 11 35
Extreme Heat 12 10 2 3 27
Hazardous Material 6 9 3 6 24
Bio Terrorism 4 8 7 10 29
Emergency Water
Shortage 5 8 5 8 26
Bomb Threat 3 8 5 5 21
Radiological Emergency 3 8 3 8 22
Adjacent Hazard 4 7 4 5 20
Violence in Workplace 5 7 3 8 23
Terrorism 3 7 3 6 19
T-Storm, Lightning, Hale 15 6 7 5 33
Tropical Storm 15 5 6 8 34
Environmental Health 6 5 3 3 17
Building Fire 3 4 14 13 34
Sabotage, Fraud, Theft 5 4 7 10 26
Cyber-Attack 8 3 3 12 26
Loss of Key Staff 5 3 3 8 19
Work Force Disruption 3 3 3 5 14
Civil Unrest 3 3 3 3 12
Power Service Interruption 15 2 3 12 32
Sinkhole 5 2 3 5 15
Drought 5 2 2 1 10
Wildfire 2 2 2 2 8
Extreme Cold 1 1 1 1 4
Threat Assessment
Ranked By Property
Impact
Hazard Probability Human Impact Property
Impact
Business
Impact Total
Cat 3-5 Hurricane 8 15 15 15 53
Bldg System
Failure/Collapse 3 11 14 14 42
Building Fire 3 4 14 13 34
Tornado 7 10 13 13 43
Flooding 6 10 12 12 40
Cat 1-2 Hurricane 11 10 11 11 43
Explosion 3 10 11 11 35
T-Storm, Lightning, Hale 15 6 7 5 33
Bio Terrorism 4 8 7 10 29
Sabotage, Fraud, Theft 5 4 7 10 26
Tropical Storm 15 5 6 8 34
Emergency Water
Shortage 5 8 5 8 26
Bomb Threat 3 8 5 5 21
Adjacent Hazard 4 7 4 5 20
Power Service
Interruption 15 2 3 12 32
Cyber-Attack 8 3 3 12 26
Hazardous Material 6 9 3 6 24
Violence in Workplace 5 7 3 8 23
Radiological Emergency 3 8 3 8 22
Loss of Key Staff 5 3 3 8 19
Terrorism 3 7 3 6 19
Environmental Health 6 5 3 3 17
Sinkhole 5 2 3 5 15
Work Force Disruption 3 3 3 5 14
Civil Unrest 3 3 3 3 12
Extreme Heat 12 10 2 3 27
Drought 5 2 2 1 10
Wildfire 2 2 2 2 8
Extreme Cold 1 1 1 1 4
Threat Assessment
Ranked By Business
Impact
Hazard Probability Human Impact Property
Impact
Business
Impact Total
Cat 3-5 Hurricane 8 15 15 15 53
Bldg System
Failure/Collapse 3 11 14 14 42
Tornado 7 10 13 13 43
Building Fire 3 4 14 13 34
Flooding 6 10 12 12 40
Cyber-Attack 8 3 3 12 26
Power Service
Interruption 15 2 3 12 32
Cat 1-2 Hurricane 11 10 11 11 43
Explosion 3 10 11 11 35
Bio Terrorism 4 8 7 10 29
Sabotage, Fraud, Theft 5 4 7 10 26
Emergency Water
Shortage 5 8 5 8 26
Radiological Emergency 3 8 3 8 22
Violence in Workplace 5 7 3 8 23
Tropical Storm 15 5 6 8 34
Loss of Key Staff 5 3 3 8 19
Hazardous Material 6 9 3 6 24
Terrorism 3 7 3 6 19
Bomb Threat 3 8 5 5 21
Adjacent Hazard 4 7 4 5 20
T-Storm, Lightning, Hale 15 6 7 5 33
Work Force Disruption 3 3 3 5 14
Sinkhole 5 2 3 5 15
Extreme Heat 12 10 2 3 27
Environmental Health 6 5 3 3 17
Civil Unrest 3 3 3 3 12
Wildfire 2 2 2 2 8
Drought 5 2 2 1 10
Extreme Cold 1 1 1 1 4
Uninterrupted power supply is provided by 1000 K diesel generator which provides 1 week worth of
off-grid power on one tank of fuel. This system is connected to an automatic transfer switch (ATS)
that automatically turns on when a power interruption is detected. The generator system is
powerful enough to run the entire production organization and integrated with a UPS backup
system for critical process servers and workstations.
Data backup is provided with mirrored servers at T3 Communications in Orlando, Florida. In the
event of a catastrophic event, the redundant server configuration and communications systems
can be operated remotely by a SWD technician and direct print production to our backup site in
Canton, Massachusetts. The data backup contains all customer production templates, extraction
and mapping programs, as well as art files for pre-printed forms and backers.
DISASTER AVOIDANCE AND RECOVERY
SouthWest Direct has applied significant resources to continue operations in the event of a
disaster. While “five-nines” may not be required we do insure that we can be operational in less
than 24 hours after a disaster.
Power
We have backup generators at both of our facilities. These are tested regularly and they start
automatically when required. We also use advanced UPS technology within our data centers to
insure clean uninterrupted power.
Redundant Communications
We have redundant wired communications and failover in case of an Internet provider failure.
Backup and Recovery
We use redundant BDR units (one at each facility) to insure data continuity. These appliances
automatically backup specified resources and synchronize in real-time. They also can be used to
do bare-metal restores to servers and provide Virtual Machines that can be used while a physical
server is being restored.
Network Attached Storage
We use NAS technology via ISCI for archival storage. Local drives on servers only house transient
data and the operating system. The NAS units use RAID technology to help insure that a single
drive failure does not impact production.
RAID on Servers
All servers have their internal drives mirrored via RAID to insure that a single drive failure does not
hinder daily operations.
Systems Analysis
Building Security:
Total building security review to identify weaknesses and strengths has been completed
- Level and types of security for each building
- Employees access limited to job function, and role specific
- Non employee access
- Single point of access for visitors and employees
- 24-7-365 security monitoring by Checkpoint Security Inc (security & fire alarm system
vendor)
- Fire alarm , extinguishers, training, and fire drills
- Vehicle access
Power Requirements by Function:
- Established peak draw of entire operation (Tier 1, 2, 3)
- Analyzed Departmental Use
- Determined Tier 1 & 2 levels of power to re-establish minimum operations.
- Inventoried current power generating equipment
- Identified short terms power backup and surge protection
- Invested $75,000 into installing a diesel powered generator capable of running the entire
operation for 1 week on 1 tank of fuel.
- Obtained fuel contract for fuel delivery in case of emergency
Communications:
- Phone system:
- Internet / Data co-location to provide redundancy of Internet FTP services
Design – Operator, Mac Computer with monitor and inkjet laser printer
Pre-Press – Outsourced or nothing
Press – Outsourced or nothing
Laser – Operator, laser with electricity
Folding – Operator, folder with electricity
Cutter – Operator, small cutter with electricity
Inserter – Operator, inserter with electricity
Critical Functions - Overview
Facility Analysis
Purchasing – Materials and supplies for Inkjet, Laser, Print and Mailing Depts. Hard copy of all
vendors with phone numbers, account numbers, etc. for reference. Phone required.
Estimating – Hard copy of price lists and paper vendor stock books. Phone and calculator
required.
General – Graphics and inks pose no problem as long as product ID#’s are available. With
the exception of our paper, ink and graphics supplies vendors, the majority of the
others are located out of state. All paper and ink vendors have multiple locations in
Florida and should their Sarasota/Tampa facilities become damaged, we would be
supplied from their Miami branches. Should graphics IV have a problem, we would
need to have an alternate company supply chemicals, plates, etc.
When there is a threat to Florida, we will need to stock up on paper, ink, etc, in case our vendors
have a disruption at their facilities. Problems with deliveries are a distinct possibility, but should not
be severe.
Priority Task Staff Resources
HIGH Inserter 1 220 Electric
HIGH Meter Base 1 110 Electric
HIGH New Meter 1 Peachtree or Manual
HIGH Gas Truck 1 25 Gallons Gas
HIGH Diesel Truck 1 25 Gallons Diesel
MEDIUM Postal Supplied 1 GPC's Trays, Sacks
Critical Functions – Inserting
General Software
Windows 10 Pro
Office 2014
Adobe Acrobat Professional
Norton Anti-Virus and System Works
CSR
Midnight by Virtual Systems
Data Processing
PrintShop Mail 4.1
Monarch 7.0
Report Writer 9.0
FoxPro 9
Postal Soft – Ace 7.51c+ Presort 7.52c
Doc1
PGP 6.52
PGP Command Line 6.5.8
Winzip 9.1
Morovia DataMatrix
Docuright 2.00c
NCOALink
Graphic Design
In-Design v. CS Standard (OS 10)
Quark 5 for OS 9 and OS 10
Pagemaker v. 7.0
Illustrator v. 9
Acrobat v 6 (Full Package inc. Distiller) for OS 9 and 10
Software for RIP
Harlequin RIP Software v. 6.4
Accounting
Peachtree Complete Accounting 2013
SAXTAX – Florida Dept of Revenue Sales Tax Program
Checks By Fax (Internet Based)
Software Requirements
Insurance Coverage
Insurance Agent: Oswald Trippe and Company Inc (Ann Jones)
Address: 4089 Tamiami Trail N # 203, Fort Myers Florida 34103
Phone: 239‐261‐0428
Primary: Policy #: Zunch # PAS 40857824
Flood Insurance: Policy # The Hartford #99017225052005
Insurance Policy Information
Type of Insurance Policy No Deductibles Policy Limits
Building PAS 40857824 $1,000 251,0000
1,414,000
Personal Property PAS 40857824 $1,000 20,000
1,617,000
Full Glass Break PAS 40857824 $1,000 Included
Windstorm PAS 40857824 2%
General Agreeable
each occurrence
PAS 40857824 2,000,000 Aggregate
1,000,000 per claim
Printers E + O PAS 40857824 $1,000 2,000,000 Aggregate
1,000,000 per claim
*Repair Estimates/bills will be required by Insurance Company
Do we need Flood Insurance? YES
Do we need Earthquake Insurance? NO
Do we need Business Income and Extra Expense Insurance? YES
Pre-Disaster Post-Disaster
Took photographs and video of building
and its contents
Prepared a list of insured property and
items. This included description, cost and
replacement cost.
Obtained Flood insurance for flood damage
caused by rising water
Before the adjuster arrives, prepare a list of
damaged and destroyed property. The list
should include a description of the item,
date of purchase and estimated
replacement cost. Show cancelled checks
or receipts for those items.
Take pictures and video of damaged areas
Do not make permanent repairs without
consulting the agent
Keep all receipts for all work done.
Make sure all work is done by licensed
certified contractors.
Insurance Requirements
IMPORTANT PHONE NUMBERS
Contact Local Emergency Non-emergency
Police: Fort Myers 911 239-477-1200
Sheriffs Office
Fire Department: 911 239-433-0660
Ambulance Service: 911
Hospitals: Healthpark 239-433-7799
Gulf Coast 239-768-5000
Electric: FPL
800-375-2434 Main Business
Line
800-468-8243 Report Power
Outage
LCEC
239-995-2121
or
800-282-1643 239-656-2300 or 800-599-2356
FEMA: 800-621-3362
Newspaper: Fort Myers News Press 239-335-0200
Radio Stations:
Clear Channel Radio
Fax Number: 239-225-4329 (PSI)
chuckmorgan@clearchannel.com
(PSI) 239-225-4300
105.5 The Beat 866-843-2328
Cat Country 100.1 888-278-1001
Oldies 95.3 800-226-3695
Smooth Jazz 107.1 800-827-1071
WGCU Public Media 90.1 FM 239-590-2300
WJBX/99X 239-275-4999
WPTK AM (Power Talk 1200)239-337-2346
WRXK 96 K-Rock 239-277-9600
WTLQ FM 97.7 Latino Tropical 239-337-2346
WXKB B103.9 239-765-1039
Television Stations: NBC - WBBH TV 239-939-2020
ABC - WZVN TV 239-939-2020
CBS - WINK TV 239-334-1111
Phone Service: Uslec
239-425-3300 or 800-978-7532
Acct # 145366
Universal Communication 239-495-3399 or 239-267-5688
Internet Service: DHR - Wireless 239-481-2277
Webstream 954-730-7405
Business Continuity and Disaster Planning Overview Danielle 1 Customer Service 1 Danielle's PC, printer, paper, files, job samples, office supplies2 Account List 1 Account list folder, Danielle's PC, printer, paper3 Credit Card Bills 1 Bills, calculator and reciepts, stapler 4 Reviews, Warnings, Employee Info 1 Danielle's PC, printer, paper, Danielle's files5 Pro-Mail Development 1 Desk, PC, Printer6 Vacation / Personal Day Schedule 1 Danielle's PC, printer, paper7 Monthly Calendar 1 Danielle's PC, printer, paper8 Office Reports - phone list, permit list, etc. 1 Danielle's PC, printer, paperNina 1 Production Log Numbers 1 Outgoing Mail file and Post Office Tracking file, Kelsey PC, calculator2 File 3602's 1 File Holder, paper clips3 Typing Quotes 1 Quote folder, computer4 Opening Tickets 1 Copier, paper, white pockets, office supplies5 Closing Tickets 1 File Cabinet6 Order Office Supplies 1 Phone, Office Depot Book7 Answer Phones 1 Phone 8 EMI 1 PC, Phone, Printer, PaperHeather 1 Client Contact- Obtain Job specs, quotes, etc 1 Desk, PC, Printer, Phone, Rolodex, Paper2 Ticket writing 1 Desk, PC, Pro-Mail, MDB Ticket System, Excel, Word, Paper, Printer, Stapler, 3 hole punch3 Check / Approve Jobs 1 Desk, Table, Ruler, Scissor, P.O. Template, Approval Stamp4 Send Client Samples 1 Desk, PC, Adobe, Samples, Paper, Cardboard, Envelope, Labeler5 Inventory, Postage and Production Logs 1 Desk, PC, Printer, Paper, Excel6 Lunchtime Phone Coverage 1 Desk, Phone, PaperNancy 1 Client Contact- Obtain Job specs, quotes, etc 1 Desk, PC, Printer, Phone, Rolodex, Paper2 Ticket writing 1 Desk, PC, Pro-Mail, MDB Ticket System, Excel, Word, Paper, Printer, 3 hole punch3 Check / Approve Jobs 1 Desk, Table, Ruler, Scissor, P.O. Template, Approval Stamp4 Send Client Samples 1 Desk, PC, Adobe, Samples, Paper, Cardboard, Envelope, Labeler5 Inventory, Postage and Production Logs 1 Desk, PC, Printer, Paper, ExcelBJ 1 Client Contact- Obtain Job specs, quotes, etc 1 Desk, PC, Printer, Phone, Rolodex, Paper2 MEB supervisor, invoiceing, trouble shooting 1 Desk, PC, Printer, Phone, Rolodex, Paper3 Pro-Mail Development 1 Desk, PC, Printer4 Ticket Writing 1 Desk, PC, Pro-Mail, MDB Ticket System, Excel, Word, Paper, Printer, Stapler, 3 hole punch5 Inventory, Postage and Production Logs 1 Desk, PC, Printer, Paper, Excel6 Check / Approve Jobs 1 Desk, Table, Office supplies, P.O. Template, Approval Stamp7 Send Client Samples 1 Desk, PC, Adobe, Samples, Paper, Cardboard, Envelope, LabelCritical Functions – Account Coordination
Equipment
Offset Printing
(1) Komori Lithrone L428 Series 2800 4-color 20" x 28" offset sheetfed press
(1) Didde Tandemer 5-color 14" x 17" offset web press
(1) Halm Jet offset envelope press
(2) Hamada 600 2-color 9" x 12" offset sheetfed press
(1) Hamada 700 1-color 11" x 17" offset sheetfed press
(1) Heidelberg letter press
Digital Imaging / Laser Printing / Inkjet Addressing
(1) Kodak Color Press Digimaster E150 Digital Duplex Printer
(4) Riso 9150 11 x 17 Digital Duplex Inkjet Printer
(3) Konica Color Biz Hub C8000P 11 x 17 Digital Duplex Printer
(3) Konica 1200 Biz Hub Pro 11 x 17 Digital Duplex Printer
(1) Kirk-Rudy 215-B Inkjet with Cheshire TLS Tabber & Dryer
(1) Prism Inkjet with Kirk Rudy 527 Tabber & Dryer
Finishing
(1) Martin-Yale # 175 Cutter
(1) Challenge 420 CRT Cutter
(1) Challenge 305 Series Cutter
(1) Ideal 4810 Cutter
(2) MBO 1234-4-4 Folder MBO 123-30MM
(1) Challenge 1400 Folder
(1) Accufast QT Tabber
(1) Accufast KT2 Tabber
(1) MBM 206 M Table Folder
(1) HHS Systems Promelt Gluer with C-1100 module
(1) Wesco Pallet Lift
Inserting
(2) 8-station Bowie Bell + Howe BH1000 VIP Intelligent Inserter with in-line folder
(1) 6-station Bowie Bell + Howe Mailstop 500 Jet Vision fully selective inserter with in-line folder
(2) 4-station Phillipsburg Inserter with vertical stacker
(2) 6-station Phillipsburg Inserter with carousel turnover
(1) 8-station Mailcrafter Jumbo (9 x 12) Inserter
(4) Strapping Machines
Department of State /Division of Corporations /Search Records /Detail By Document Number /
Document Number
FEI/EIN Number
Date Filed
Effective Date
State
Status
Last Event
Event Date Filed
Event Effective Date
Detail by Entity Name
Florida Profit Corporation
SOUTHWEST DIRECT, INC.
Filing Information
M79386
65-0053670
05/02/1988
04/29/1988
FL
ACTIVE
NAME CHANGE AMENDMENT
03/26/1999
NONE
Principal Address
2129 ANDREA LANE
FORT MYERS, FL 33912
Changed: 04/14/2001
Mailing Address
2129 ANDREA LANE
FORT MYERS, FL 33912
Changed: 04/14/2001
Registered Agent Name & Address
CORRENTI, ANTHONY D
8516 VIA LUNGOMARE CIRCLE #203
ESTERO, FL 33928
Name Changed: 08/29/1989
Address Changed: 02/16/2010
Officer/Director Detail
Name & Address
Title P
CORRENTI, ANTHONY D.
2129 ANDREA LANE
FORT MYERS, FL 33912
DIVISION OF CORPORATIONSFlorida Department of State
Page 1 of 2Detail by Entity Name
1/9/2018http://search.sunbiz.org/Inquiry/CorporationSearch/SearchResultDetail?inquirytype=Entity...
Annual Reports
Report Year Filed Date
2015 01/14/2015
2016 02/19/2016
2017 01/25/2017
Document Images
01/25/2017 -- ANNUAL REPORT View image in PDF format
02/19/2016 -- ANNUAL REPORT View image in PDF format
01/14/2015 -- ANNUAL REPORT View image in PDF format
01/13/2014 -- ANNUAL REPORT View image in PDF format
03/27/2013 -- ANNUAL REPORT View image in PDF format
02/08/2012 -- ANNUAL REPORT View image in PDF format
02/17/2011 -- ANNUAL REPORT View image in PDF format
02/16/2010 -- ANNUAL REPORT View image in PDF format
02/11/2009 -- ANNUAL REPORT View image in PDF format
03/13/2008 -- ANNUAL REPORT View image in PDF format
03/12/2007 -- ANNUAL REPORT View image in PDF format
03/28/2006 -- ANNUAL REPORT View image in PDF format
04/09/2005 -- ANNUAL REPORT View image in PDF format
04/08/2004 -- ANNUAL REPORT View image in PDF format
03/28/2003 -- ANNUAL REPORT View image in PDF format
05/02/2002 -- ANNUAL REPORT View image in PDF format
04/14/2001 -- ANNUAL REPORT View image in PDF format
04/18/2000 -- ANNUAL REPORT View image in PDF format
03/26/1999 -- Name Change View image in PDF format
03/25/1999 -- ANNUAL REPORT View image in PDF format
05/01/1998 -- ANNUAL REPORT View image in PDF format
04/22/1997 -- ANNUAL REPORT View image in PDF format
05/01/1996 -- ANNUAL REPORT View image in PDF format
05/01/1995 -- ANNUAL REPORT View image in PDF format
Florida Department of State, Division of Corporations
Page 2 of 2Detail by Entity Name
1/9/2018http://search.sunbiz.org/Inquiry/CorporationSearch/SearchResultDetail?inquirytype=Entity...
FIXED TERM SERVICE AGREEMENT
## 18-7312
for
Printinq and Mailinq Services
THIS AGREEMENT, made and entered into on this day of 2018 ,
by and between SouthWest Direct Inc. , authorized to do business in the
State of Florida, whose business address is 2129 Andrea Lane Fort Myers, FL. 33912 , (the
"Contractor") and Collier County, a political subdivision of the State of Florida, (the "County"):
WITNESSETH:
AGREEMENT TERM. The Agreement shall be for a three (3 ) year period,
commencing ❑E upon the date of Board approval or ❑ on and
terminating on three ( 3 ) year(s) from that date or until all outstanding Purchase
Order(s) issued prior to the expiration of the Agreement period have been completed or
terminated.
The County may, at its discretion and with the consent of the Contractor, renew the
Agreement under all of the terms and conditions contained in this Agreement for
two ( 2 ) additional one (1 ) year(s) periods. The County shall give the
Contractor written notice of the County's intention to renew the Agreement term prior to
the end of the Agreement term then in effect.
The County Manager, or his designee, may, at his discretion, extend the Agreement
under all of the terms and conditions contained in this Agreement for up to one hundred
and eighty (180) days. The County Manager, or his designee, shall give the Contractor
written notice of the County's intention to extend the Agreement term prior to the end of
the Agreement term then in effect.
2. COMMENCEMENT OF SERVICES. The Contractor shall commence the work upon
issuance of a ❑■ Purchase Order ❑ .
3. STATEMENT OF WORK. The Contractor shall provide services in accordance with the
terms and conditions of ❑■ Request for Proposal (RFP) ❑did -4 -T -B} ❑
.0h4W ( ) # 18-7312 , including all Attachment(s),
Exhibit(s) and Addenda and the Contractor's proposal referred to herein and made an
integral part of this Agreement.
FE -1 The Contractor shall also provide services in accordance with Exhibit A - Scope of
Services attached hereto.
Page 1 of 17
Fixed Term Service Agreement #2017-002 (Ver. 1)
9
3.1 This Agreement contains the entire understanding between the parties and any
modifications to this Agreement shall be mutually agreed upon in writing by the Parties,
in compliance with the County's Procurement Ordinance, as amended, and Procurement
Procedures in effect at the time such services are authorized.
4. THE AGREEMENT SUM. The County shall pay the Contractor for the performance of
this Agreement based on Exhibit B- Fee Schedule, attached hereto and the price
methodology as defined in Section 4.1. Payment will be made upon receipt of a proper
invoice and upon approval by the County's Contract Administrative Agent/Project
Manager, and in compliance with Chapter 218, Fla. Stats., otherwise known as the "Local
Government Prompt Payment Act".
�.l Price Methodology (as selected below):
F� Lump Sum (Fixed Price): A firm fixed total price offer' ng_for_�oject; t ie-ris��
do rrn to Use
presented, ther, the rontractor must pe
doG r- t e-pf94aGGt-.
FN� Unit Price: The County agrees to pay a firm total fixed price (inclusive of all costs,
including labor, materials, equipment, overhead, etc.) for a repetitive product or service
delivered (i.e. installation price per ton, delivery price per package or carton, etc.). The
invoice must identify the unit price and the number of units received (no contractor
inventory or cost verification).
4.2 Any County agency may obtain services under this Agreement, provided
sufficient funds are included in their budget(s).
4.3 Payments will be made for services furnished, delivered, and accepted, upon
receipt and approval of invoices submitted on the date of services or within six (6) months
after completion of the Agreement. Any untimely submission of invoices beyond the
specified deadline period is subject to non-payment under the legal doctrine of "laches"
as untimely submitted. Time shall be deemed of the essence with respect to the timely
submission of invoices under this Agreement.
Page 2 of 17
Fixed Tenn Service Agreement #2017-002 (Ver. 1)
... .. . _ .. .
•.- �, • ��
MR-
M17--a-m-1-
"TIM"
�•� •e • •e • •�_ ••� •_�� •• _• _ •_ •• •�_ „�E ••• __ •
5. SALES TAX. Contractor shall pay all sales, consumer, use and other similar taxes
associated with the Work or portions thereof, which are applicable during the performance
of the Work. Collier County, Florida as a political subdivision of the State of Florida, is
exempt from the payment of Florida sales tax to its vendors under Chapter 212, Florida
Statutes, Certificate of Exemption # 85-8015966531 C.
6. NOTICES. All notices from the County to the Contractor shall be deemed duly served if
mailed or emailed to the Contractor at the following:
Company Name: SouthWest Direct Inc.
Address: 2129 Andrea Lane
Fort Myers, Florida 33912
Authorized Agent:
Attention Name & Title:
Telephone:
E-Mail(s):
Mariusz Bielecki, President
239-768-9588
marty@swdirect.com
All Notices from the Contractor to the County shall be deemed duly served if mailed or
emailed to the County to:
Page 3 of 17
Fixed Tenn Service Agreement 42017-002 (Ver. 1) ova
Board of County Commissioners for Collier County, Florida
Division Director: Joe Bellone
Division Name: Utilities Finance Operations
Address: 4420 Mercantile Avenue
Naples, Florida 34104
Administrative Agent/PM: Vanessa Soriano, Revenue Supervisor
Telephone: 239-252-6035
E-Mail(s): Vanessa.Soriano@colliercountyfl.gov
The Contractor and the County may change the above mailing address at any time upon
giving the other party written notification. All notices under this Agreement must be in
writing.
7. NO PARTNERSHIP. Nothing herein contained shall create or be construed as creating a
partnership between the County and the Contractor or to constitute the Contractor as an
agent of the County.
8. PERMITS: LICENSES: TAXES. In compliance with Section 218.80, F.S., all permits
necessary for the prosecution of the Work shall be obtained by the Contractor. The County
will not be obligated to pay for any permits obtained by Subcontractors.
Payment for all such permits issued by the County shall be processed internally by the
County. All non -County permits necessary for the prosecution of the Work shall be
procured and paid for by the Contractor. The Contractor shall also be solely responsible
for payment of any and all taxes levied on the Contractor. In addition, the Contractor shall
comply with all rules, regulations and laws of Collier County, the State of Florida, or the
U. S. Government now in force or hereafter adopted. The Contractor agrees to comply
with all laws governing the responsibility of an employer with respect to persons employed
by the Contractor.
9. NO IMPROPER USE. The Contractor will not use, nor suffer or permit any person to use
in any manner whatsoever, County facilities for any improper, immoral or offensive
purpose, or for any purpose in violation of any federal, state, county or municipal
ordinance, rule, order or regulation, or of any governmental rule or regulation now in effect
or hereafter enacted or adopted. In the event of such violation by the Contractor or if the
County or its authorized representative shall deem any conduct on the part of the
Contractor to be objectionable or improper, the County shall have the right to suspend the
Agreement of the Contractor. Should the Contractor fail to correct any such violation,
conduct, or practice to the satisfaction of the County within twenty-four (24) hours after
receiving notice of such violation, conduct, or practice, such suspension to continue until
the violation is cured. The Contractor further agrees not to commence operation during
the suspension period until the violation has been corrected to the satisfaction of the
County.
Page 4 of 17
Fixed Term Service Agreement #2017-002 (Ver. 1)
10. TERMINATION. Should the Contractor be found to have failed to perform his services in
a manner satisfactory to the County as per this Agreement, the County may terminate
said Agreement for cause; further the County may terminate this Agreement for
convenience with a thirty (30) day written notice. The County shall be sole judge of the
non-performance.
In the event that the County terminates this Agreement, Contractor's recovery against the
County shall be limited to that portion of the Agreement Amount earned through the date
of termination. The Contractor shall not be entitled to any other or further recovery against
the County, including, but not limited to, any damages or any anticipated profit on portions
of the services not performed.
11. NO DISCRIMINATION. The Contractor agrees that there shall be no discrimination as to
race, sex, color, creed or national origin.
12. INSURANCE. The Contractor shall provide insurance as follows:
A. � Commercial General Liability: Coverage shall have minimum limits of
$1,000,000 Per Occurrence, $ 2,000,000 aggregate for Bodily Injury Liability
and Property Damage Liability. This shall include Premises and Operations; Independent
Contractors, Products and Completed Operations and Contractual Liability.
�_ • -• - _ • • • •-_� _ •� •• . p.l� • _ _ •�
Vim
Ly
C. FE] Workers' Compensation: Insurance covering all employees meeting Statutory
Limits in compliance with the applicable state and federal laws.
The coverage must include Employers' Liability with a minimum limit of
$100,000 for each accident.
an -1 RM MMH
E. 0■ Cyber Liability: Coverage shall have minimum limits of $1,000,000 per claim.
F—. F� Coverage shall
Special Requirements: Collier County Board of County Commissioners, OR, Board of
County Commissioners in Collier County, OR, Collier County Government shall be listed
as the Certificate Holder and included as an "Additional Insured" on the Insurance
Page 5 of 17
Fixed Term Service Agreement #2017-002 (Ver.l )
6J,
Certificate for Commercial General Liability where required. This insurance shall be
primary and non-contributory with respect to any other insurance maintained by, or
available for the benefit of, the Additional Insured and the Contractor's policy shall be
endorsed accordingly.
Current, valid insurance policies meeting the requirement herein identified shall be
maintained by Contractor during the duration of this Agreement. The Contractor shall
provide County with certificates of insurance meeting the required insurance provisions.
Renewal certificates shall be sent to the County thirty (30) days prior to any expiration
date. Coverage afforded under the policies will not be canceled or allowed to expire until
the greater of: thirty (30) days prior written notice, or in accordance with policy provisions.
Contractor shall also notify County, in a like manner, within twenty-four (24) hours after
receipt, of any notices of expiration, cancellation, non -renewal or material change in
coverage or limits received by Contractor from its insurer, and nothing contained herein
shall relieve Contractor of this requirement to provide notice.
Contractor shall ensure that all subcontractors comply with the same insurance
requirements that the Contractor is required to meet.
13. INDEMNIFICATION. To the maximum extent permitted by Florida law, the Contractor
shall defend, indemnify and hold harmless Collier County, its officers and employees from
any and all liabilities, damages, losses and costs, including, but not limited to, reasonable
attorneys' fees and paralegals' fees, whether resulting from any claimed breach of this
Agreement by Contractor, any statutory or regulatory violations, or from personal injury,
property damage, direct or consequential damages, or economic loss, to the extent
caused by the negligence, recklessness, or intentionally wrongful conduct of the
Contractor or anyone employed or utilized by the Contractor in the performance of this
Agreement. This indemnification obligation shall not be construed to negate, abridge or
reduce any other rights or remedies which otherwise may be available to an indemnified
party or person described in this paragraph.
This section does not pertain to any incident arising from the sole negligence of Collier
County.
13.1 The duty to defend under this Article 13 is independent and separate from the duty to
indemnify, and the duty to defend exists regardless of any ultimate liability of the Contractor,
County and any indemnified party. The duty to defend arises immediately upon
presentation of a claim by any party and written notice of such claim being provided to
Contractor. Contractor's obligation to indemnify and defend under this Article 13 will survive
the expiration or earlier termination of this Agreement until it is determined by final judgment
that an action against the County or an indemnified party for the matter indemnified
hereunder is fully and finally barred by the applicable statute of limitations.
14. AGREEMENT ADMINISTRATION. This Agreement shall be administered on behalf of
the County by the Utilities Finance Operations
Page 6 of 17
Fixed Term Service Agreement #2017-002 (Ver. 1)
�6, J
15. CONFLICT OF INTEREST. Contractor represents that it presently has no interest and
shall acquire no interest, either direct or indirect, which would conflict in any manner with
the performance of services required hereunder. Contractor further represents that no
persons having any such interest shall be employed to perform those services.
16. COMPONENT PARTS OF THIS AGREEMENT. This Agreement consists of the following
component parts, all of which are as fully a part of the Agreement as if herein set out
verbatim: Contractor's Proposal, Insurance Certificate(s), ❑■ Exhibit A Scope of Services,
Exhibit B Fee Schedule, W RFP/ ❑ tTB/❑ Other # 18-7312
including Exhibits, Attachments and Addenda/Addendum, ❑i luotes, and ❑
Other F—=Xhffih0t14tt;arhM8PA:
17. APPLICABILITY. Sections corresponding to any checked box (■) expressly apply to
the terms of this Agreement.
18. SUBJECT TO APPROPRIATION. It is further understood and agreed by and between
the parties herein that this Agreement is subject to appropriation by the Board of County
Commissioners.
19. PROHIBITION OF GIFTS TO COUNTY EMPLOYEES. No organization or individual
shall offer or give, either directly or indirectly, any favor, gift, loan, fee, service or other
item of value to any County employee, as set forth in Chapter 112, Part III, Florida
Statutes, Collier County Ethics Ordinance No. 2004-05, as amended, and County
Administrative Procedure 5311. Violation of this provision may result in one or more of
the following consequences: a. Prohibition by the individual, firm, and/or any employee of
the firm from contact with County staff for a specified period of time; b. Prohibition by the
individual and/or firm from doing business with the County for a specified period of time,
including but not limited to: submitting bids, RFP, and/or quotes; and, c. immediate
termination of any Agreement held by the individual and/or firm for cause.
20. COMPLIANCE WITH LAWS. By executing and entering into this Agreement, the
Contractor is formally acknowledging without exception or stipulation that it agrees to
comply, at its own expense, with all federal, state and local laws, codes, statutes,
ordinances, rules, regulations and requirements applicable to this Agreement, including
but not limited to those dealing with the Immigration Reform and Control Act of 1986 as
located at 8 U.S.C. 1324, et seq. and regulations relating thereto, as either may be
amended; taxation, workers' compensation, equal employment and safety including, but
not limited to, the Trench Safety Act, Chapter 553, Florida Statutes, and the Florida Public
Records Law Chapter 119, including specifically those contractual requirements at F.S. §
119.0701(2)(a) -(b) as stated as follows:
IF THE CONTRACTOR HAS QUESTIONS REGARDING THE
APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE
CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO
THIS CONTRACT, CONTACT THE CUSTODIAN OF PUBLIC RECORDS
AT:
Page 7 of 17
Fixed Term Service Agreement #2017-002 (Ver. 1)
oda
Communication and Customer Relations Division
3299 Tamiami Trail East, Suite 102
Naples, FL 34112-5746
Telephone: (239) 252-8383
The Contractor must specifically comply with the Florida Public Records Law to:
1. Keep and maintain public records required by the public agency to perform the
service.
2. Upon request from the public agency's custodian of public records, provide the
public agency with a copy of the requested records or allow the records to be
inspected or copied within a reasonable time at a cost that does not exceed the
cost provided in this chapter or as otherwise provided by law.
3. Ensure that public records that are exempt or confidential and exempt from public
records disclosure requirements are not disclosed except as authorized by law
for the duration of the contract term and following completion of the contract if the
Contractor does not transfer the records to the public agency.
4. Upon completion of the contract, transfer, at no cost, to the public agency all
public records in possession of the Contractor or keep and maintain public
records required by the public agency to perform the service. If the Contractor
transfers all public records to the public agency upon completion of the contract,
the Contractor shall destroy any duplicate public records that are exempt or
confidential and exempt from public records disclosure requirements. If the
Contractor keeps and maintains public records upon completion of the contract,
the Contractor shall meet all applicable requirements for retaining public records.
All records stored electronically must be provided to the public agency, upon
request from the public agency's custodian of public records, in a format that is
compatible with the information technology systems of the public agency.
If Contractor observes that the Contract Documents are at variance therewith, it shall
promptly notify the County in writing. Failure by the Contractor to comply with the laws
referenced herein shall constitute a breach of this Agreement and the County shall have
the discretion to unilaterally terminate this Agreement immediately.
21. OFFER EXTENDED TO OTHER GOVERNMENTAL ENTITIES. Collier County
encourages and agrees to the successful Contractor extending the pricing, terms and
conditions of this solicitation or resultant Agreement to other governmental entities at the
discretion of the successful Contractor.
22. PAYMENTS WITHHELD. The County may decline to approve any application for
payment, or portions thereof, because of defective or incomplete work, subsequently
discovered evidence or subsequent inspections. The Contractor may nullify the whole or
any part of any approval for payment previously issued and the Contractor may withhold
Page 8 of 17
Fixed Term Service Agreement #2017-002 (Ver. 1)
ObJ
any payments otherwise due Contractor under this Agreement or any other Agreement
between the County and Contractor, to such extent as may be necessary in the County's
opinion to protect it from loss because of: (a) defective Work not remedied; (b) third party
claims failed or reasonable evidence indicating probable fling of such claims; (c) failure of
Contractor to make payment properly to subcontractors or for labor, materials or
equipment; (d) reasonable doubt that the Work can be completed for the unpaid balance
of the Contract Amount; (e) reasonable indication that the Work will not be completed
within the Contract Time; (f) unsatisfactory prosecution of the Work by the Contractor; or
(g) any other material breach of the Contract Documents.
If any conditions described above are not remedied or removed, the County may, after
three (3) days written notice, rectify the same at Contractor's expense. The County also
may offset against any sums due Contractor the amount of any liquidated or unliquidated
obligations of Contractor to the County, whether relating to or arising out of this Agreement
or any other Agreement between Contractor and the County.
23. ❑ CLEAN UP.
'13MMOM
24. STANDARDS OF CONDUCT: PROJECT MANAGER, SUPERVISOR, EMPLOYEES.
The Contractor shall employ people to work on County projects who are neat, clean,
well-groomed and courteous. Subject to the American with Disabilities Act, Contractor
shall supply competent employees who are physically capable of performing their
employment duties. The County may require the Contractor to remove an employee it
deems careless, incompetent, insubordinate or otherwise objectionable and whose
continued employment on Collier County projects is not in the best interest of the County.
W
M.._ - - - - - - - - - - - - - - - - - - - `IJP - ---- -- -- - -
�� ••—•iei
Page 9 of 17
Fixed Tenn Service Agreement #2017-002 (Ver. 1)
26. ❑
MIN 10 W-1
28. SUBMITTALS AND SUBSTITUTIONS. Any substitution of products/materials form
specifications shall be approved in writing by the County in advance.
29. CHANGES IN THE WORK. The County shall have the right at any time during the
progress of the Work to increase or decrease the Work. Promptly after being notified of a
change, Contractor shall submit an estimate of any cost or time increases or savings it
foresees as a result of the change. Except in an emergency endangering life or property,
or as expressly set forth herein, no addition or changes to the Work shall be made except
upon modification of the Purchase Order by the County, and the County shall not be liable
to the Contractor for any increased compensation without such modification. No officer,
employee or agent of the County is authorized to direct any extra or changed work orally.
Any modifications to this Agreement shall be in compliance with the County Procurement
Ordinance and Procedures in effect at the time such modifications are authorized.
30. AGREEMENT TERMS. If any portion of this Agreement is held to be void, invalid, or
otherwise unenforceable, in whole or in part, the remaining portion of this Agreement shall
remain in effect.
Page 10 of 17
Fixed Term Service Agreement 42017-002 (Ver. 1)
OBJ
31. ADDITIONAL ITEMS/SERVICES. Additional items and/or services may be added to this
Agreement in compliance with the Procurement Ordinance, as amended, and
Procurement Procedures.
32. DISPUTE RESOLUTION. Prior to the initiation of any action or proceeding permitted by
this Agreement to resolve disputes between the parties, the parties shall make a good
faith effort to resolve any such disputes by negotiation. The negotiation shall be attended
by representatives of Contractor with full decision-making authority and by County's staff
person who would make the presentation of any settlement reached during negotiations
to County for approval. Failing resolution, and prior to the commencement of depositions
in any litigation between the parties arising out of this Agreement, the parties shall attempt
to resolve the dispute through Mediation before an agreed-upon Circuit Court Mediator
certified by the State of Florida. The mediation shall be attended by representatives of
Contractor with full decision-making authority and by County's staff person who would
make the presentation of any settlement reached at mediation to County's board for
approval. Should either party fail to submit to mediation as required hereunder, the other
party may obtain a court order requiring mediation under section 44.102, Fla. Stat.
33, VENUE. Any suit or action brought by either party to this Agreement against the other
party relating to or arising out of this Agreement must be brought in the appropriate federal
or state courts in Collier County, Florida, which courts have sole and exclusive jurisdiction
on all such matters.
34. ❑■ KEY PERSONNEL. The Contractor's personnel and management to be utilized for
this project shall be knowledgeable in their areas of expertise. The County reserves the
right to perform investigations as may be deemed necessary to ensure that competent
persons will be utilized in the performance of the Agreement. The Contractor shall assign
as many people as necessary to complete the services on a timely basis, and each person
assigned shall be available for an amount of time adequate to meet the required service
dates. The Contractor shall not change Key Personnel unless the following conditions are
met: (1) Proposed replacements have substantially the same or better qualifications
and/or experience. (2) that the County is notified in writing as far in advance as possible.
The Contractor shall make commercially reasonable efforts to notify Collier County within
seven (7) days of the change. The County retains final approval of proposed replacement
personnel.
Page 11 of 17
Fixed Tenn Service Agreement #2017-002 (V�:]1 `�
J
35. 0■ ORDER OF PRECEDENCE. In the event of any conflict between or among the terms
of any of the Contract Documents, the terms of solicitation the Contractor's Proposal,
and/or the County's Board approved Executive Summary, the Contract Documents shall
take precedence.
36. ASSIGNMENT. Contractor shall not assign this Agreement or any part thereof, without
the prior consent in writing of the County. Any attempt to assign or otherwise transfer this
Agreement, or any part herein, without the County's consent, shall be void. If Contractor
does, with approval, assign this Agreement or any part thereof, it shall require that its
assignee be bound to it and to assume toward Contractor all of the obligations and
responsibilities that Contractor has assumed toward the County.
37. SECURITY. The Contractor is required to comply with County Ordinance 2004-52, as
amended. Background checks are valid for five (5) years and the Contractor shall be
responsible for all associated costs. If required, Contractor shall be responsible for the
costs of providing background checks by the Collier County Facilities Management
Division for all employees that shall provide services to the County under this Agreement.
This may include, but not be limited to, checking federal, state and local law enforcement
records, including a state and FBI fingerprint check, credit reports, education, residence
and employment verifications and other related records. Contractor shall be required to
maintain records on each employee and make them available to the County for at least
four (4) years. All of Contractor's employees and subcontractors must wear Collier County
Government Identification badges at all times while performing services on County
facilities and properties. Contractor ID badges are valid for one (1) year from the date of
issuance and can be renewed each year at no cost to the Contractor during the time
period in which their background check is valid, as discussed below. All technicians shall
have on their shirts the name of the contractor's business.
The Contractor shall immediately notify the Collier County Facilities Management Division
via e-mail (DL-FMOPS@colliergov.net) whenever an employee assigned to Collier
County separates from their employment. This notification is critical to ensure the
continued security of Collier County facilities and systems. Failure to notify within four (4)
hours of separation may result in a deduction of $500 per incident.
pp-a-mui - 010121-11,1110 11-11111,110 in! 11111111,,1,110.11 v
Iri
Page 12 of 17
Fixed Tenn Service Agreement #2017-002 (Ver. 1)
Oyj
(Intentionally left blank -signature page to follow)
Page 13 of 17
Fixed Tenn Service Agreement #2017-002 (Ver. 1)
OBJ
IN WITNESS WHEREOF, the parties hereto, have each, respectively, by an authorized person
or agent, have executed this Agreement on the date and year first written above.
ATTEST:
Dwight E. Brock, Clerk of Courts
By: _
Dated:
(SEAL)
Contractor's Witnesses:
Contractor's First Witness
TTy�e/print witne s nameT,l
C,o tractor's S nd Witness
f�Iho I��ChJ
TType/print witness nameT
Approved as to Form and Legality:
County Attorney
Print Name
BOARD OF COUNTY COMMISSIONERS
COLLIER COUNTY, FLORIDA
By:
Andy Solis, Esq, Chairman
SouthWest Direct Inc.
Contractor
Bye 0,C
Siqvurt�
TType/print signature and titleT
Page 14 of 17
Fixed Tenn Service Agreement #2017-002 (Ver. 1)
in
y
s .,J!
Exhibit A
Scope of Services
❑E following this page (pages 1 through 2 )
❑ this exhibit is not applicable
Page 15 of 17
Fixed Tenn Service Agreement #2017-002 (Ver.I )
O��
SCOPE OF WORK
The selected contractor shall be responsive to the Financial Operations/Utility Billing Customer
Service (FOS/UBCS) requirements below and provide costs which will be inclusive of labor,
equipment, materials and other services to complete the entire scope of service.
1. Data, Security and Technical Support
a. Provide a secure FTP site, or approved equivalent, for FOS/UBCS to send, and the
vendor to receive the daily files from FOS/UBCS in the format identified by the County.
b. Provide all technical support staff, software and equipment to complete the entire scope
of work.
c. Ensure that the County's data is protected, secured and not shared with third party
vendors, or other individuals, in accordance with local, state and federal regulations.
d. Provide a 1-800" toll free or local telephone number for FOS/UBCS support; telephone
support must be between 7:OOAM-5:OOPM (Collier County Local Time), Monday -Friday.
e. Provide a four (4) hour, or less, response time for technical calls.
f. Provide for an escalation of issues system, along with contract names, telephone
numbers and emails.
g. Provide for redundant data and equipment delivery systems in the event of a declared or
undeclared (by the County) disaster. A disaster is defined as fire, weather related, or
other catastrophic loss of operational capability at the vendor's primary location for the
execution and delivery of service in this RFP.
2. Internet Site
a. The vendor is required to upload customer bills to the vendor's website on completion of
each cycle printing and maintain a minimum of eighteen (18) months of bills for each
account. FOS/UBCS customers will access this site via a link from the County's online
account access website. FOS/UBCS will replicate the printing of bills from this site in the
event customers do not have access to the Internet. Any inserts will be uploaded to the
vendor's website as well as the County's website.
3. Design, Print, Meter and Mail Services
a. Provide complete FOS/UBCS invoice (bill, insert and envelope) design, printing, metering
and processing of all bills per approved FOS/UBCS prototype acceptance. Bills must be
printed with the following names, addresses, bar codes, OCR characters, plus billing
usage information and graphical images (graphical images may or may not apply), per
FOS/UBCS specifications.
b. Provide for on-going changes to design of bills or inserts at the request of FOS/UBCS.
Quotes will be provided for all bill design changes and inserts printed by vendor. Quotes
for inserts should include a per thousand bases as well as full customer base distribution.
c. Provide for a maximum of two one page "8 1/2X 11" inserts or one "8 1/2X 14" folded
insert, with option for multiple pages. Collier County would like to have quotes for
printing in the range of 70,000 flyers. Inserts can be flyers, brochures, etc.
d. FOS/UBCS data sent to the FTP site by noon each day must be processed, printed,
metered and mailed the same day. Data sent after noon, must be processed, printed,
metered and mailed by noon the following day.
e. The customer due date that is printed on the bills must be twenty (20) days from the date
the bill is printed (i.e. if the print date is 10/1/17, the customer due date is 10/20/17).
f. Provide for separation of bills that are printed (i.e. customers using bank drafts and other
auto pay methods will not receive return envelopes or targeted messages).
OyJ
g. Provide for separation of bills where customers have elected to receive email notification
of a -Bill availability via the County's website and send emails as appropriate.
h. Provide for email delivery failure notification with rejection codes by billing cycles.
i. Provide for the printing of duplicate bills to a secondary address based on data in the bill
file.
j. Provide for the lowest prevailing first-class meter rate available for the Utility bill metering.
k. Outgoing bills via USPS should be post marked with a Florida (preferably Collier or Lee
County) post mark, unless mailed under a disaster condition.
I. Bills must be printed so that the use of return paper, envelopes, postage, etc. by billed
customers is minimized.
m. Provide for daily reports in Excel format of what has been printed, mailed, metered by
class, etc.
n. Provide reports for reconciliation of fees charged to Collier County.
4. Miscellaneous
a. Vendor will be required to comply with USPS Cass/Mass Standards (notification of non-
compliance is to be reported in written format to Collier County within one (1) business
day of notification by the USPS).
b. Vendor will also have certification of USPS NCOA — Link system (notification of non-
compliance to be reported in written format to Collier County within one (1) business day
of notification by the USPS).
c. Ensure compliance with USPS address verification/validation.
d. Demonstrate the use of "environmentally friendly products" (inks, paper, etc.) without
additional costs to this contract.
e. Demonstrate a quality assurance program monthly to ensure that bills are being printed
properly, metered and sent from the supplier's location.
f, Provide reasonable training to other county divisions to incorporate similar bill, print and
meter services for the same cost.
g. Compliance/adherence to:
1. Attachment provided: County's Bill Format
5. Disaster Recovery Plan:
a. Provide for disaster recovery plans in the event the distribution facility is down; recovery
is of the utmost importance and service must be reinstated within forty-eight (48) hours of
the disaster declaration by Collier County.
b. Use of third party vendors during the disaster must adhere to all of the terms and
conditions of this contract, including the security of the County's data.
c. Disaster recovery facilities must be provided from outside of the State of Florida. Bills
must be mailed on same schedule reported in ID post mark and color printing
requirements may be eased in a disaster scenario.
Exhibit B
Fee Schedule
following this page (pages 1 through
Page 16 of 17
Fixed Tenn Service Agreement #2017-002 (Ver. 1)
O��
FEE SCHEDULE
Scenarios
Price for Design, Printing,
Postage Price per Piece (assumes
Sorting, Mail Preparation
volume of 70,000 per month)
(assumes volume of 70,000
per month
A prototype of typical bill with no
$0.138
$0.403 per piece (Domestic)
inserts, including bill and return
Price per piece
envelope
$1.15 per piece (Canada)
$1.15 per piece (International
A prototype of typical bill with no
$0.133
$0.403 per piece (Domestic)
inserts assuming bank draft
Price per piece
$1.15 per piece (Canada)
$1.15 per piece (International)
A prototype of typical bill with
$0.138
$0.403 per piece (Domestic)
inserts and return envelope
Price per piece
$1.15 per piece (Canada)
$1.15 per piece (International)
eBill notification through registered
$0.133
Not applicable
email address via the Internet (no
Price per piece
printing, no envelope, no inserts
Printing of 8 ''/2" X 11"
4/0 no bleeds - $3,377
50# white offset inserts
2/2 no bleeds - $3,573
4/4 no bleeds - $6,156
Above prices are for 70,000 inserts
4/0 no bleeds - $48.24
2/2 no bleeds - $51.04
4/4 no bleeds - $87.94
Price per 1,000 inserts
Printing of 8'/2" X 11"
4/0 no bleeds - $4,254
90# gloss inserts
2/2 no bleeds - $4,976
4/4 no bleeds - $6,156
Above prices are for 70,000 inserts
4/0 no bleeds - $60.77
2/2 no bleeds - $71.09
4/4 no bleeds - $87.95
Price per 1,000 inserts
Note: above pricing is for printing of statement inserts only. Any variation in insert size or paper
stock will require a quote. Likewise, any stand-alone direct mail projects will be quoted on a project
by project basis.
OyJ
Other Exhibit/Attachment
Description:
❑ following this page (pages through _)
❑E this exhibit is not applicable
Page 17 of 17
Fixed Term Service Agreement #2017-002 (Ver. 1)