Specifications include, but are not limited to: 1. Establish a Caller Box Service Box and or a P.O. Box at the Lowell Postal Facility within the State of Massachusetts, to be selected with the approval of the Treasurer. Pick up mail through 12:00pm each business day and to be processed and deposited that day and delivered the following business day. Process all mail with the correct date, will process multiple payments with one check, will ensure that each batch is in balance, that every number is unique, and that every record has a sequence number. 2. Open mail, process payments and deposit funds using guidelines established by the City of Lowell and the Vendor Vendor must have the capability to process documents with the OCR A scan line. Each document (the bill) will be scanned by the OCR scanner. The payment amount will be keyed off of the check manually and compared with the amount scanned off the document. Capture payment information electronically. Data must be in a MUNIS file format Provide a way for the City to retrieve the payment files(s) over the Internet. Scanned records of checks will be retained by vendor for five years. Payment data will be stored for a minimum of two weeks by the vendor. After valid check amount has been entered, each check will be encoded and endorsed. Checks will be scanned in batch and sequence. The vendor will edit all transactions to ensure that there are no duplicate batch numbers, that batches are in balance and the deposit(s) equals the file of records sent to the City of Lowell. 3. Date delivery to the City of Lowell – Next Business Day. Deposit Slip(s), all tax bills, and unprocessed mail in the envelopes that they were mailed in, all deposit advances, batch tapes, stubs with correspondence, exceptions and reports. Hard copy report as designed with the City of Lowell will include: Journal Report denoting all payments processed in a batch. Batch Summary Report denoting the number of items and amount processed within each batch including a grand total of all batches processed. A summary Report breaking down the total bills processed by bill type. Audit trail information on the back of all bills and checks. A process for forwarding correspondence and receipt requests to the City. Ability to deal with partial payments, multi check, or multi bill situations for each bill type. A method for recovery of faulty data transmission...
