HomeMy WebLinkAbout5.444 Original Contract
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~ORT ANGELES
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CITY OF
WAS H I N G TON, U. S. A.
FINANCE DEPARTMENT
May 17,2000
Walt Townes
Retail Lockbox
426 Yale Ave N
Seattle, W A 98109
Dear Walt:
Effective immediately, the City of Port Angeles accepts the option of canceling our
contract with Retail Lockbox and the $500 cancellation charge. Weare also in agreement
with the $100 credit for the microfilming, making the net amount to cancel the contract
$400.
Any City of Port Angeles payments mailed to Retail Lockbox after May 17, 2000, need to
be forwarded to the City of Port Angeles, PO Box 1150, Port Angeles, W A 98362
We appreciate your assistance with the cancellation of this contract.
Sincerely,
V{/-O~ :Jt~-
Yvonne Ziomkowski, CMF A
Finance Director
321 EAST FIFTH STREET · POBOX 1150 · PORT ANGELES, WA 98362-0217
PHON E 360-417-4600. FAX 360-417-4609. TTY 360-417-4645
E-MAIL FI NANCE@CI PORT-ANGELES WA US
05/17/00 WED 13:56 FAX
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426 Yale Ave N.
Seattle. WA 98109
Phone.(206) 624-2871
FAX. (206) 624-2872
Email.RLockbo)(@fx.netcom.com
May 17,2000
Kathy Emery
City of Port Angeles
321 East Fifth Street
Port Angeles, W A 98362
Dear Kathy:
The City of Port Angeles at their option can elect to cancel the contract with payment ofa
$500 cancellation charge. Retail Lockbox will give the City of Port Angeles a $100
credit for the microfilm problem, making the net amount to cancel the contract $400.
If I can be of any further assistance please do not hesitate to call.
Sincerely,
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Walt Townes
VP Operations
05/17/00 WED 13:55 FAX
To:
Fax:
Phone:
From:
Phone:
Fax;
Date:
Pages:
~001
FAX
Kathy Emery
360 417..4711
Walt Townes
Retail Lockbox Inc.
426 Yale Avenue N.
Seattle, WA 98109
(206) 624-2871
(206) 624.8652
05/17/00
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including COver sheet
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Invoice for April 2000
CITY OF PORT ANGELES
Invoice # 0004 3986
Number of
Date Transactions
1-Apr 0
2-Apr 0
3-Apr 0
4-Apr 0
5-Apr 0
6-Apr 0
7 -Apr 0
8-Apr 0
9-Apr 0
10-Apr 0
11-Apr 2
12-Apr 0
1 3-Apr 0
14-Apr 0
1 5-Apr 0
1 6-Apr 0
17-Apr 1
1 8-Apr 0
1 9-Apr 2
20-Apr 0
21-Apr 0
22-Apr 0
23-Apr 0
24-Apr 6
25-Apr 0
26-Apr 0
27-Apr 0
28-Apr 2
29-Apr 0
30-Apr 0
1-May 0
Exceptions
o
o
1
o
o
o
o
o
o
o
o
64
o
o
o
o
o
o
o
o
o
o
o
3
o
o
o
1
o
o
o
Total
Transactions
o
o
1
o
o
o
o
o
o
o
2
64
o
o
o
o
1
o
2
o
o
o
o
9
o
o
o
3
o
o
o
Total
13
69
Summary of Charges for Account:
Monthly MainteNHI(~e
OCR Scannable @ $0.15 each
Microfilm $75/month
Mall $3.00 per day @ 7 days in April
Total Amount Due
Due Date: May 10, 2000
Please Remit payment to:
Retail Lock box, Inc.
426 Yale Avenue North
Seattle, WA 98109
82
$1.)0.00
$12.30
$ 75.00
$ 21 .00
$208.30
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AGREEMENT TO PROVIDE "LOCK BO~~a,'
AND
PAYMENT PROCESSING SERVICES
426 Yale Ave N
Seattle, WA 98109
Phone (206) 624-2871
FAX (206) 624-2872
RLockbox@rx.netcom com
THIS AGREEMENT effective the 1 st day of October 1997, between Retail
Lockbox, Inc. a Washington Corporation ("Retail Lockbox, Inc. "), and the City of
Port Angeles, 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
stub do not match, 3) there is no stub, 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 Port Angeles 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.O. Box for receipts of Utility payments.
3. Pay to Retail Lockbox, Inc., the charges provided for in Schedule B.
City of Port Angeles Lock Box Services Agreement
Confidential
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
Port Angeles 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. The Retail Lockbox Inc. will follow the holiday schedule of the Seattle
Branch of the Federal Reserve Bank of San Francisco and I 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 Port Angeles 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.
City of Port Angeles Lock Box Services Agreement
Confidential
6. The term of this agreement is for three years beginning October 1, 1997
with the right to extend for one (1) additional year.
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.
City of Port Angeles
Retail Lockbox Inc.
BPiI~ J;(dS<y
Date: Q -:J - CI'{
Title: H MAI\f(l F OJ RFJI-rrR-
By:
Date:
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President
Title:
Address: 321 East Fifth Street Address: 426 Yale Avenue North
Port Angeles, Washington 98362 Seattle, Washington 98109
(360) 417-4602 (206) 624-2871
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City of Port Angeles Lock Box Services Agreement
Confidential
SCHEDULE A
Processing provided relates to payments by residents/clients for:
City of Port Angeles
P.O. Box: To be Provided
Seattle, WA 98124
Definition of electronic file data transmission and exception handling specifications: To
be provided.
US Bank Corporate Account Number: To be Provided
City of Port Angeles Lock Box Services Agreement
Confidential
SCHEDULE B
FEES:
Cost per tranasction I coupon processed:
OCR Coupons: $ 0.15
Manual (Key Entry) $ 0.19
Courier I Mail: As Billed
Monthly Maintenance: $ 100.00
Annual P.O. Box Rental: $175.00 I Year
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 10th of the month. If payments are not received by the 10th, a late
charge equal to 1.5% of the outstanding balance will be charged.