1. The Respondent shall sort, print, stuff, and mail, via US Postal Service, all bills by the next business day after data is received. City will transmit billing data every 2 hours from 6AM to 10 AM and 4PM to 8PM each day. City will notify Respondent of file information prior to the transfer. Both City and the Respondent are responsible to notify each other of any failure to meet these routine deadlines. The Respondent must have contingency arrangements to assure adherence to these hours in the event of equipment or other operational failure. 2. The Respondent shall perform minor programming changes at no additional cost throughout the contract period. These changes may occur two or three times a year and include modifications to the placement of a bill message or to the terminology of the bill message. a. In addition, as billing software revisions are received, test files will be sent to the Respondent for generation of sample bills to prove the billing revisions. No additional fees will be paid for such services. 3. The Respondent shall allow the City to initiate all file transfers; both inbound and outbound. The Munis Utility Billing system supports bill data file transfer in PDF format to the Respondent by internet FTP (File Transfer Protocol). a. The Respondent will provide the ability to read the PDF to determine the following: i. When a multipage bill stops, and another begins. ii. When a bill insert is needed (based on text on a predetermined area of the bill.) iii. When a return envelope is not to be inserted (based on text on a predetermined area of the bill.) iv. The ability to add the appropriate USPS IMB (Intelligent Mail Barcode) at the time of printing based upon data read on the PDF file. b. The Respondent will provide a daily file of bills that do not qualify for the lowest possible postage rate (zip + 4) due to incorrect/insufficient address. The file will contain customer name, account number, and mailing address. No additional fee will be paid for this service.
