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Home My WebLink AboutStatement of Work - InfoSendw Statement of Work Prepared for the City of South Bend 9/22/2017 Confidential and Proprietary —for Client or Partner use Only Time and Materials: City of South Bend Bob Woods Delinquency Notice Implementation Ethan Dove 3250 documents per Month 11/15/2017 Schedule of Rates: The cost of this project will be administered per the charges specified in the table below. Charges are based on the information provided at the time this SOW was drafted. Changes made to project requirements after this SOW is approved bay result in additional charges being incurred. Payment Terms: Client will be invoiced for the billable charges in this SOW upon completion of the requirements contained herein. 1 I Page Statement of Work Statement of Work: A. General Scope of Work: 1. Documents: 1. InfoSend will be processing client data to create outputs for printing and mailing the following document types: 1. Delinquency Notice 2. Test Files: 1. Applications will be based on the following test files received from SBN. SBN has confirmed that all test data files represent the complete and final structure of their data: i. Delinquency Notice: disconnect notice— received on 8/17/17 3. Mock-ups: 1. Approved mock-up of the Delinquency Notice is included in Appendix A. 4. Handling Instructions: 1. All Documents will be C-folded in order to fit into the outgoing #10 envelope. The primary fold will be on the perforation. 2. InfoSend will process all customer addresses through USPS CASS validation. Addresses which can be improved after validating (e.g., add the +4 to the zip) will be updated on the mail piece to the approved USPS content. i. Addresses which cannot be validated through CASS will be released as -is for mailing and reported to SBN in the Process Confirmation Report. 3. Mail pieces which contain 8 or more pages will have a coversheet printed and will be mailed in a flat, windowed 9x12 envelope. i. The coversheet will be printed on blank white perforated paper and contain only the SBN return address and outgoing customer address information. 4. All documents will use the Address Change Service (ACS) move update method for USPS move updates. i. USPS forwards USPS forwards your mail to the new address and records the action in their database. ii. InfoSend retrieves this information on a weekly basis and sends you an electronic report of the new customer addresses B. Delinquency Notice: 1. Materials: a. Printed on white, 241b paper with perforation b. The perforation will be 3.75" from the bottom. c. Delinquency Notice will be mailed in an outgoing double -window #10 envelope (see appendix B) d. Delinquency Notice will include a single -window remittance envelope. 2. Print Specifications: a. Delinquency Notice will be printed on a DT-180 cut sheet printer. 2 1 Page Statement of Work b. Delinquency Notice will be printed in Downers Grove, IL. c. Delinquency Notice will be printed with black + red highlight color d. All Delinquency Notice will be duplex printed (2-sided). 3. Specifications for Data Processing: a. SBN will upload Delinquency Notice batches via InfoSend's Secure Web Upload tool. The Account Manager will demonstrate this tool closer to the go -live date. b. InfoSend is not required to combine files for processing. c. The OCR line will be printed on each document. Details are as follows: L Specifications (font, size, etc.) OCRA, 10pt font with a minimum of 1cm of white space around the OCR line. ii. Position: 1. Bottom right hand corner 3/16" from the bottom 2. The OCR line start 3 %" from the right hand side of the page D. Additional Ser►iices: 1. Householding: InfoSend will group documents going to the same customer into a single mail piece. a. Only documents which have an exact match of the customer name and street address will be grouped for mailing. 2. Print Image Archive: InfoSend will NOT archive PDFs of the Delinquency Notice 3. Move Update: SBN will use ACS to satisfy the USPS move update requirement. a. USPS forwards your mail to the new address and records the action in their database. b. InfoSend retrieves this information on a weekly basis and sends you an electronic report of the new customer addresses c. Updates will be provided to SBN in CSV file format for download from the InfoSend.com website. 4. InfoSend will include #9 remit envelopes. 5. Message Manager: SBN will NOT be using Message Manager. 6. The Remit Address for the Delinquency Notice will be as follows: a. SOUTH BEND WATER WORKS PO BOX 7125 SOUTH BEND, IN 46634-7125 3 1 Page Statement of Work APPENDIX A 5 1 Page Statement of Work SOUTH BEND MUNICIPAL UTILITIES 125 West Colfax Avenue South Bend, IN 46601-1601 574.235,9236 PAYMENT INFORMATION You can now pay your bill online. Visit the website at www.southbendin.gov/utilitybilipay, or use one of the following payment methods: Online Bill Pay: www.southbendin.gov/utilitybillpay Pay by Phone: 574.235.9236 Walk -In Hours: Monday -Friday, 8:30anr5:00pm Drive -Up Window: Monday -Friday, 8:00am-5:00pm This disconnection of service notice was sent because of an overdue balance on the account. If you choose not to respond to this letter, it will be taken as approval for disconnection. All extensions and payment arrangements must be made in the Customer Service Office before 5:00pm on the payment deadline stated on this notice. No extensions or payment arrangements will be made after service has been disconnected. Please note that if your services are disconnected, then an additional $19 deliquency processing fee will be charged to your next billing cycle. For bill payment and other services, you may call our 24/7 integrated voice response system at 574.235.9236. /y04711i 11A�.. SOUTH BEND MUNICIPAL UTILITIES 125 WEST COLFAX AVENUE SOUTH BEND, IN 46601-1601 �W 574.235,9236 Y7Nfi _ ELECTRONIC SERVICE REQUESTED Page##: [114] 20-03 Y SBR0209A 20000000001 111 IIIII III I'll III P[1II111II111III�III�P�I��II��IIIIIII�II��.E l • IMAGINARY HOUSING, LLC -� 123 S MAIN STREET SOUTH BEND, IN 46601-1601 Account b- 111144:4" Address:Service Amount Due: $62.83 INCLUDE STUB WITH PAYMENT IIIIII�'IIIII1lIIlI1111A1111I�IIIIIIII"III"Illnllllll••ill SOUTH BEND WATER WORKS PO BOX 7125 SOUTH BEND, IN 46634-7125 OD005390500OD46522000012878 South Bend Water Works may disconnect service for non-payrnent of the amount past due. To avoid a disruption in service, you must pay the entire amount past due prior to the disconnection date stated on the front of this notice. Night drop payments made after the disconnection date will not prevent service disruption. Payments presented on or after the disconnection date must be in cash, credit card or money order form. Dispute of a bill is insufficient reason for nonpayment of the bill. Bills must be paid under protest by giving written notice that redress is being sought and must be received within 48 hours prior to scheduled disconnect. You may present in person at the South Bend Water Works Office, 125 West Colfax Avenue, South Bend, IN. 46601-1601, during the hours of 8:30 AM through 5:00 PM, Monday through Friday. If you are unable to pay your amount past due, you may be eligible to enter into a deferred payment agreement prior to the scheduled disconnect date. The agreement allows you to make partial payments as set forth in a prearranged signed payment schedule, provided you have not breached a similar agreement within the past 12 months. You may contact 574.233.0311 or 3-1-1 locally to speak to a representative or visit the South Bend Water Works Office. Your account will incur additional fees for disconnection and for reconnection of service related to non- payment of a bill. In the event your service is disconnected, you must pay all fees and delinquent charges owed to the Utility. Service will be restored within one working day following receipt of payment. A responsible adult must be at the service address at the time of reconnection. CUSTOMERVIC INFORMATION PAYMENT OPTIONS (Servicios Al Cliente) SOUTH BEND WATER WORDS 125 West Colfax Avenue South Bend, Indiana 46601-1601 Office: 574.233.0311 or 3.1.1 locally Fax: 574.235.5645 Email: waterworks@southbendin.gov Office Hours: Monday ._ Friday 8:30 AM-5:00 PM (A pie) Drive up Hours-. Monday — Friday 8:00 AM — 5:00 PM (En Vehiculo) Bank Draft: Sign up online, call or walk in Online: www.southl)endin.gov/water Credit Card: 574,235.9236 Depository Night Drop: 125 West Colfax Avenue Mail: PO Box 7125 South Bend, Indiana 46634-7125 Drive Up Walk In Make Check Payable To: South Bend Water Works Mailing address or phone ndamber changed" If so, please eater below. New Street City Contact Phone Number State Zip Code Enroll now for a paper -free bill by providing an e-mail address below E-mail Address APPENDIX B 6 1 Page Statement of Work 0 LU LU I I h 3 L-773� and 1 BOARD OF PUBLIC WORKS AGENDA ITEM REVIEW REQUEST FORM Copy Original ❑ ❑ ❑ ❑ ❑ ❑