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HomeMy WebLinkAbout2934 1 RESOLUTION NO 2 9 3 4 2 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF AUBURN, 3 WASHINGTON, AUTHORIZING THE MAYOR AND CITY CLERK TO EXECUTE AN AGREEMENT FOR LOCK BOX SERVICES BETWEEN RETAIL LOCKBOX AND 4 THE CITY OF AUBURN 5 THE CITY COUNCIL OF THE CITY OF AUBURN, WASHINGTON, IN A 6 REGULAR MEETING DULY ASSEMBLED, HEREWITH RESOLVES AS FOLLOWS 7 Section 1 . The Mayor and City Clerk of the City of 8 Auburn, Washington are herewith authorized to execute an 9 Agreement for lock box services between RETAIL LOCKBOX and the 10 City of Auburn A copy of said Agreement is attached hereto, 11 denominated as Exhibit "A", and made a part hereof as though 12 13 set forth in full herein 14 Section 2 . The Mayor is hereby authorized to implement 15 such administrative procedures as may be necessary to carry 16 out the directives of this legislation ^�� 17 DATED and SIGNED this day of � / 1998 18 19 20 CITY OF AUBURN 21 23 CHARLES A BOOTH 24 25 26 Resolution No. 2934 March 31 I99K Page I 1 ATTEST 2 3 hala LIaalLkaj Danielle E Daskam, 4 City Clerk 5 6 .PROVED AS TO FORM 7 8 0:4A, 9 Michael J Reynolds, 10 City Attorney 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 Resolution No. 2934 March 31 1998 Page 2 J 1DJ W3 426 Yale Ave. N. Seattle,WA 98109 Phone:(206) le 624 Ave 71 FAX (206) 624-2872 Email: RLockbox @ix.netcom.com AGREEMENT TO PROVIDE "LOCK BOX" AND PAYMENT PROCESSING SERVICES THIS AGREEMENT effective the 1st day of May 1998, between Retail Lockbox, Inc. a Washington Corporation ("Retail Lockbox, Inc."), and the City of Auburn , a Washington Municipality, related to the processing of certain payments to the Client by its customers as identified in schedule A and commonly referred to as "lock box processing." Definitions. Transactions will fall into two categories (a) Regular transactions A regular transaction will be defined as any transaction where the dollar amount on the check and coupon match, 2) the check and coupon do not match, 3) there is no coupon, or 4) there are multiple checks or coupons associated with a single transaction. (b) Exception Transactions An exception transaction will be defined as when 1) there is no check, 2) cash, 3) illegible coupon information, or 4) any item not drawn on a US financial institution The City of Auburn shall: 1 Provide its customers with a OCR A readable statement document ("coupon") to be returned with payments, together with directions to mail such returns to the specified post office box ("lock box") 2 Provide a P 0 Box in Seattle, Washington Lander Street Station for receipts of Utility payments. 3 Pay to Retail Lockbox, Inc., the charges provided for in Schedule B Exhibit "A" Resolution No 2934 Retail Lockbox Inc. shall: 1 Deposit the total of all payments received from the lock box into a municipal account identified in Schedule A. 2. Capture payment information from the coupons received 3 Provide the following reports (a) Daily reports of processing activity (Detail & Batch Totals), (b) Month End Activity Report, including item totals. 4 Microfilm all transactions both front and back. 5. Prepare a daily electronic file of all captured payment and coupon information based on specifications to be mutually agreed upon by the City of Auburn and Retail Lockbox Inc. Both parties agree: 1 That payments and coupons received by Retail Lockbox Inc. will be processed on the day received. If, because of mechanical or power failure or events beyond the control of the Retail Lockbox Inc., it cannot process then Retail Lockbox Inc. will process the information the next business day 2. Retail Lockbox Inc. will follow the holiday schedule of the Seattle Branch of the Federal Reserve Bank of San Francisco and / or the United States Postal Service. Payments and information received on any such holiday will be processed with items received on the next business day 3. All items will be processed by Retail Lockbox Inc. except those determined to be "unprocessable" as specified above under exception transactions. 4 The coupon must conform to document specifications in Exhibit A. In the event of document reject rate greater then 5%, Retail Lockbox will notify the City of Auburn and jointly work out a remedy within 15 days. 5. The price of the service is subject to an annual adjustment equal to the Seattle - Everett consumer Price Index (CPI) for all items. Exhibit "A" Resolution No 2934 6 The term of this agreement is for 3 years beginning May 1, 1998. 7 In the event either party defaults on the terms hereof, the non-defaulting party shall be entitled to recover its costs and expenses and a reasonable attorney's fee in enforcing the terms of this agreement. 8 Retail Lockbox shall indemnify and hold the City and its officers and employees harmless from and shall process and defend at its own expense all claims, demands, or suits at law or equity to the extend arising from Retail Lockbox's negligence or negligent breach of any of its obligations under this Agreement; provided that nothing herein shall require Retail Lockbox to indemnify the City against and hold harmless the City from claims, demands or suits based solely upon the conduct of the City, its agents, officers and employees; and provided further that if the claims or suits are caused by or result from the concurrent negligence of (a) Retail Lockbox's agents or employees and (b) the City, its agents, officers and employees, this indemnity provision with respect to (1) claims or suits based upon such negligence (2) the costs to the City of defending such claims and suits shall be valid and enforceable only to the extent of Retail Lockbox's negligence or the negligence of Retail Lockbox's agents or employees. 9 RETAIL LOCKBOX shall procure and maintain for the duration of this Agreement, comprehensive general liability insurance against claims for injuries to persons or damage to property which may arise from or in conjunction with services provided to the CITY by RETAIL LOCKBOX, its agents, employees or subcontractors, under this Agreement. RETAIL LOCKBOX agrees to provide comprehensive general liability insurance and shall maintain liability limits of no less then ONE MILLION DOLLARS ($1,000,000) combined single limit per occurrence for bodily injury, personal injury and property damage. RETAIL LOCKBOX shall also provide and maintain fidelity/dishonesty bond of$50,000 per occurrence. The general liability coverage shall also provide that the CITY, its officers, employees and agents are to be covered as additional insured as respects: Liability arising out of the services or responsibilities performed by or under obligation of RETAIL LOCKBOX under the terms of this Agreement, by RETAIL LOCKBOX, its employees, agents and subcontractors. Each insurance policy required by this section of the Agreement shall be endorsed to state that coverage shall not be suspended, voided, canceled, reduced in coverage or in limits except after thirty (30) days prior written notice by certified mail return receipt requested has been given to the CITY RETAIL LOCKBOX agrees to provide copies of the certificates of insurance to the CITY specifying the coverage required by this section at the time that this Agreement takes effect. The CITY reserves the right to require that complete, certified copies of all required insurance policies be submitted to the CITY at any time Exhibit "A" Resolution No 2934 CITY OF AUBURN RETAIL LOCKBOX 0\01IE5 A. BoA4 " CHARLES A. BOOTH L CRAIG DA SON MAYOR PRESIDEN ATTEST Danielle E. Daskam, City Clerk APPROVED AS TO FORM �b Michael J Reynolds City Attorney Exhibit "A" Resolution No 2934 Retail Lockbox BY C.e.`' . � 1 TITLE. .TI..es �de✓�� STATE OF WASHINGTON ) )ss. COUNTY OF KING ) 1 On this 7014-1 day of Jpeti , 1z18 , before me, the undersigned, a Notary Public in and for the State of Washington, personally appeared (,f7u4 azoisa'i /� , to me known to be the /'O�gI(,lCV- , of -4J /,O("./d,n r , the (corporatii,sole proprietorship, partnership or individual) who executed the within and foregoing instrument, and acknowledged said instrument to be the free and voluntary act and deed of saidd rporat sole proprietorship, partnership or individual), for the uses and purposes therein mentioned, and on oath stated that he/she is authorized to execute said instrument on behalf of said i (corporation, sole proprietorship, partnership or individual). IN WITNESS WHEREOF, I have hereunto set my hand and affixed my official seal th'4flaf c trereinabove set forth V stow es : 0 s4 «E _ - Cr: o AU8t'o '� NOTARY PUBLIC in and f r the State of °l 19" • • Washington, residing at {�/t74?( OF WP > MY COMMISSION expires: Ski) Exhibit "A" Resolution No 2934 SCHEDULE A Processing provided relates to payments by residents/clients for City of Auburn P O Box 3996 Seattle, Washington 98124-3996 Definition of electronic file data transmission and exception handling specifications To be provided. Key Bank Account Number To Be Provided Exhibit "A" Resolution No. 2934 SCHEDULE B FEE SCHEDULE. Transaction Fee OCR Scannable. $ 0 17 per item Key Entry Items $ 0.23 per item Monthly Maintenance Fee $ 75 00 per month (Includes daily transmission) Courier / Mail $ As Billed (For returned physical stubs & Correspondence) Annual P 0 Box Rental $ As billed Setup Fee (Onetime Fee): $350 00 Terms All fees for the prior month will be billed by the 3rd day of the next month. The fees will be due on the 20th of the month. If payments are not received by the 20th, a late charge equal to 1 5% of the outstanding balance will be charged. Exhibit "A" Resolution No 2934 Charles E. Cohen, MBA, Agent Auto-Life-Health-Home and Business E-mail CHARLESCOI-IEN n SPRINTMAIL.COM, State Farm Insurance Companies 8610 Aurora Avenue North Seattle, WA 98103 Office: (206) 523-6050 Home. (206) 399-1462 Fax. (206) 526-0439 CERTIFICATE OF INSURANCE This certifies that **State Farm Fire & Casualty State Farm General Insurance Company, Bloomington, IL, insures the following policyholder for the coverages indicated below RETAIL LOCKBOX INC Name and Address of 426 Yale Ave N Policyholder SEATTLE WA 98109-5431 426 Yale Ave N Seattle, W 4 98109 Location of operations ACCOUNTING & CHECK PROCESSING Description of operations The policies listed below have been Issued to the policyholder for the policy periods shown The insurance described in these policies is subject to all the terms, exclusions, and conditions of those policies. The limits of liability shown may have been reduced by any paid claims COMPREHENSIVE BUSINESS LIABILITY 98-BK-9774-5F Policy Number Limits of Liability 03/18/98 Effective Date (at beginning of policy period) 03/18/99 Expiration Date Bodily Injury & Property Damage Each Occurrence $1,000,000 General Aggregate $2,000 000 Products--Completed Operations Aggregate $2,000,000 ADDITIONAL COVERAGES FIDELITY BOND/EMPLOYEE DISHONESTY AT 50,000 AND MEDICAL PAYMENTS AT 5 000 Name and Address of Certificate 1-Colder / e-h �l'' ,_� ` Agent's Signature _ ��;-cce�i'.Agent Phone roc 2i1--2)(1- RECEIVED BY STAE FARM ' t NM' 06 199$ SS ©D CERTIFICATE OF INSURANCE Fltti -'1 INSURANCE 'V DEPT This certifies that **State Farm Fire & Casualty State Farm General Insurance Company, Bloomington, Il --insures the following policyholder for the coverages indicated below RETAIL LOCKBOX INC Name and Address of PO BOX 22998 Policyholder SEATTLE WA 98122-0998 1006 AURORA AVE N Location of operations ACCOUNTING & CHECK PROCESSING Description of operations The policies listed below have been issued to the policyholder for the policy periods shown The insurance described in these policies is subject to all the terms, exclusions, and conditions of those policies The limits of liability shown may have been reduced by any paid claims COMPREHENSIVE BUSINESS LIABILITY 98-BK-9774-5F Policy Number Limits of Liability 05/04/98 Effective Date (at beginning of policy period) 03/18/98 03/18/99 Expiration Date Bodily Injury & Property Damage Each Occurrence $1, 000, 000 General Aggregate $2, 000, 000 Products--Completed Operations Aggregate $2, 000, 000 ADDITIONAL COVERAGES FIDELITY BOND/EMPLOYEE DISHONESTY AT 50, 000 AND MEDICAL PAYMENTS AT 5, 000 CITY OF AUBURN Name and Address of FINANCE DEPARTMENT Certificate Holder 25 WEST MAIN, AUBURN, WA 98001 OA'64h e. r6Ni0ti Zoc Agent's Signature 6 Zj-(oOSO Agent Phone S-y98 STATE FARM CHARLES E.COHEN,Agent n 8610 Aurora Avenue North ®O Seattle,WA 98103 INSURANCE 0ff.206-523-6050 ° Fax.206-526-0439 RECEIVED BY STATE 1d E ,\�ARM ,44f 0 6 1998 ©...J0 CERTIFICATE OF INSURANCE FINA {(({ � INSURANCE N°b DEPT This certifies that **State Farm Fire & Casualty State Farm General Insurance Company, Bloomington, Il --insures the following policyholder for the coverages indicated below RETAIL LOCKBOX INC Name and Address of PO BOX 22998 Policyholder SEATTLE WA 98122-0998 1006 AURORA AVE N Location of operations ACCOUNTING & CHECK PROCESSING Description of operations The policies listed below have been issued to the policyholder for the policy periods shown The insurance described in these policies is subject to all the terms, exclusions, and conditions of those policies The limits of liability shown may have been reduced by any paid claims COMPREHENSIVE BUSINESS LIABILITY 98-BK-9774-5F Policy Number Limits of Liability 05/04/98 Effective Date (at beginning of policy period) 03/18/98 03/18/99 Expiration Date Bodily Injury & Property Damage Each Occurrence $1, 000,000 General Aggregate $2, 000,000 Products--Completed Operations Aggregate $2, 000, 000 ADDITIONAL COVERAGES FIDELITY BOND/EMPLOYEE DISHONESTY AT 50,000 AND MEDICAL PAYMENTS AT 5, 000 CITY OF AUBURN Name and Address of FINANCE DEPARTMENT Certificate Holder 25 WEST MAIN, AUBURN, WA 98001 0 A at& e ed.. 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'£6 I!JdV io EJ,j 'gloog •d salsegO 21OAVW 3H.L 30 301330 Li• •\ CO Of CHARLES A.BOOTH,MAYOR AUBURN CITY CLERK Danielle Daskam,City Clerk 25 West Main, Auburn,WA 98001 Cathy Richardson, Deputy City Clerk City Clerk:(253)931-3039 Tame Bothell, Records/License Clerk Business Registration:(253)931-3007 Fax:(253)288-3132 thing, STATE OF WASHINGTON) ) ss. COUNTY OF KING I, Danielle Daskam, the duly appointed, qualified City Clerk of the City of Auburn, a Municipal Corporation and Code City, situate in the County of King, State of Washington, do hereby certify that the foregoing is a full, true and correct copy of Resolution No 2934 of the resolutions of the City of Auburn, entitled "RESOLUTION NO 2934 " I certify that said Resolution No 2934 was duly passed by the Council and approved by the Mayor of the said City of Auburn on the 6th day of April, 1998. Witness my hand and the seal of the City of Auburn this 29th day of May, 1998 Dant (Ile Daskam, City Clerk City of Auburn