2011/03/02 Council Agenda Packet

9 ATTACHMENT A RETAIL LOCKBOX STATEMENT OF WORK FOR THE CITY OF EVERETT TAXES 1. Each day, Service Provider will pick up the City of Everett's mail from the designated P.O. Box. 2. Service Provider will open and prepare the documents for scanning. Service Provider will remove staples and paper clips, unfold and attend to torn documents to insure a complete image. 3. Service Provider will image and process the transactions, which will be available for viewing. 4. Service Provider will image the tax-related documents. For on-going retrieval and viewing of documents, Service Provider will provide the images to the City via RetailWEB. 5. All account data will be communicated daily to the City via electronic transfer based on the file layouts mutually agreed upon by the City and Service Provider. 6. A daily deposit will be made via an image cash letter to the City's banking institution. 7. Payments and coupons received by Service Provider will be processed within (1) Business Day from the time received each business day. If, because of mechanical or power failure or events beyond the control of the Service Provider; it cannot process transactions, then Service Provider will process the information the next business day. 8. Service Provider 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. 9. All items will be processed by Service Provider except those mutually determined to be unable to be processed as specified above under exception transactions. 10. The tax return must conform to document specifications as published by Service Provider. In the event of document reject rate greater then 2 percent. Service Provider will notify the City and jointly work out a remedy within 15 days. Retail Lockbox Professional Services Agreement—Attachments 65