REQUEST FOR PROPOSALS FOR THE CITY OF


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Jeanne R. Colvin Finance Director

116 W. BEVERLEY STREET P.O. BOX 58 STAUNTON, VA 24402 540.332.3809 (O) 540.851.4017 (F)

Birthplace of the Council-Manager Form of Government

REQUEST FOR PROPOSALS FOR THE CITY OF STAUNTON, VIRGINIA September 4, 2013 GENERAL INFORMATION The City of Staunton is seeking proposals from qualified contractors to provide bill printing and mailing services for the Utility Billing Department, as outlined herein. Other services offered by potential contractors, such as electronic billing and payment options, will be considered in final award. All proposals must be delivered to: Mail To: Cynthia A. Steed Supervisor of Purchasing P.O. Box 58 Staunton, VA 24402-0058

Overnight To: Cynthia A. Steed Supervisor of Purchasing 116 W Beverley St., 3rd Floor Staunton, VA 24401 (540) 332-3819

ALL PROPOSALS MUST BE RECEIVED BY 5:00 P.M. LOCAL TIME, OCTOBER 4, 2013.

The City of Staunton is not responsible for delays in the delivery of the mail by the U.S. Postal Service, private couriers, or the inter-office mail system. It is the sole responsibility of the Offeror to ensure that its proposal reaches the Supervisor of Purchasing by the designated date and hour. Facsimile and e-mail submittals are not acceptable. All offerors shall abide by all applicable State and Federal laws. The City does not discriminate against small and minority businesses or faith-based organizations. INQUIRIES CONCERNING RFP Any questions or comments concerning this Request for Proposal should be directed to: Kimberley D. Shaw, Accounting Technician City of Staunton P. O. Box 58 Staunton, VA 24402-0058 540-332-3861 (office) [email protected]

UTILITY BILL PRINTING & MAILING

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SPECIFICATIONS FOR REQUEST FOR PROPOSAL FOR CITY OF STAUNTON, VIRGINIA UTILITY BILL PRINTING AND MAILING SERVICES

I. SCOPE OF SERVICES The City of Staunton is requesting proposals from qualified contractors to print and mail utility bills and late notices for the City. Other services offered by contractors, such as electronic billing and payment options, will be considered in review and award. II. BACKGROUND The City of Staunton Finance Department currently issues approximately 6,000 utility bills and 1,200 late notices each month. Utility customers are billed bi-monthly on the 10th and 25th of each month and final bills are issued weekly. Each bill includes one or more services that are active for each utility account. Bills are mailed via pre-sorted first class mail. Bill messages may be included and may be changed periodically based on City requirements. The City currently bills utility customers through the Munis Utility Billing Customer Information Service (UBCIS) program. The City is currently operating under MUNIS version 10.1 but has plans to upgrade to version 10.4 before this contract begins. III. REQUIREMENTS AND SCOPE OF WORK The selected contractor must have the ability to meet each of the requirements below. If a requirement cannot be met, please provide an alternative approach for consideration. 1. The selected vendor must have the ability to accept daily bill files using an online upload or a standard FTP or SFTP transmission. The City must be able to log into the Vendor’s server and transmit the files daily, as needed. 2. The vendor must be able to accept the City’s bill files in their current format, using the current transmission method. The City is unable to change the bill file format without manual intervention and/or a modification to the UBCIS system. Specific requirements are below: a. The bill files will be presented in an XML format. b. The City must be able to automatically connect to the vendor’s secure FTP server. 3. The City must be able to track all jobs and files throughout the production process utilizing an online tool provided by the vendor. 4. The City must have the ability to view and approve sample bills online before they are printed and mailed. 2

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5. Bills must be printed and mailed within one business day of receipt. 6. The vendor must be able to produce the City’s bill in the current format or propose a new bill format acceptable to the City and compatible with the current billing software. 7. The vendor must have the capability to suppress the printing of bills and/or envelopes for certain customers, based on City requirements. Suppression could be on a one-time or ongoing basis. 8. The vendor should have the ability to produce a remittance stub configured to work with the remittance processing equipment and software and compatible with the current UBCIS system used to process incoming checks. a. The scan line on the stub includes account and customer information along with specific bill information. 9. The vendor should have the capability to print: a. Intelligent bill messages based on customer type b. Logos and usage history graphs c. Multiple page bills as needed 10. Bills must be mailed via presorted first class mail. More details about mailing requirements are provided in section V below. 11. Production reports: a. The City should be able to track all files that have been sent to the vendor - before, during, and after processing. b. Status reports must be provided daily after processing is complete. 12. Bill Inserts and Messages: a. The vendor must provide an interface that will allow the city to update requirements for bill messages and bill inserts on an as-needed basis. b. The interface must allow the City to include/exclude inserts and messages based on City requirements. c. Please provide specific information about this interface, including screen shots and details about the process for new requests and updates to existing requests. d. The vendor must provide the ability for the City to create ad hoc messaging to be printed on the bills, including the ability to upload images to the message area. Messages should also be able to be saved for reuse. 13. The City currently manually adjusts and re-prints bills for customers for various reasons, such as leaks and misread meters. Please address how this process would continue to be available for customer assistance and support. 3

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14. Please provide details about the following: a. Quality control procedures; b. Ability to pull a bill from production processing, and the process for doing so; and c. Procedures for ensuring that the bill file transmissions are completed successfully, and procedures for correcting issues PROPOSAL SCHEDULE The anticipated schedule is below. If it becomes necessary to change any part of this schedule, changes will be posted on the City web site shown below. RFP Approved for Release Pre-proposal meeting Questions and Answers Posted Proposal Due Complete Screening and Ranking Interviews (if deemed necessary) – week of Selection of Vendor Contract Approved by City Manager Project Start Date Implementation Date – no later than

September 4, 2013 September 19, 2013 September 24, 2013 October 4, 2013 October 15, 2013 October 21, 2013 October 31, 2013 November 15, 2013 November 18, 2013 January 10, 2014

A non-mandatory pre-proposal meeting will be held at the City Council Caucus Room at 10:00 a.m. local time on September 19, 2013. The purpose of this meeting is to answer any questions that interested vendors may have related to this project. Any questions and answers or addenda to this RFP will be posted to the City web-site by close of business September 24, 2013. Prior to submitting their RFP, it is the responsibility of each offeror to visit the City web-site at http://www.staunton.va.us/solicitations for any additional posted information. IV. TECHNICAL REQUIREMENTS A. Mail 1. Bills must be mailed via presorted first class mail to maximize postal discounts. 2. The City should be able to verify proof of delivery to the USPS on an as-needed basis. 3. Customer addresses must be validated and updated as necessary by the vendor using USPScertified or approved software. 4. Multiple bills to the same customer and/or mailing address should be matched and inserted in one appropriate size envelope and metered first-class separately, and delivered to the USPS at the same time as all other bills are delivered. These bills require only a single return envelope and single inserts. 4

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B. Reporting 1. Bills must be mailed via presorted first class mail to maximize postal discounts. 2. File Confirmation Report – Confirm receipt of file transmission. 3. Daily Production Confirmation Reports via email – immediately after processing is

complete: a. Volume of bills i. ii.

received for processing printed

iii.

not printed

b. Move Update changes: Addresses changed i. ii. iii. iv.

Customer Name Utility Account number Previous address New address

C. Security 1. The vendor must provide necessary security to protect the City’s data from unauthorized access. Please provide details about the security measures that are in place. Include procedures for ensuring that only authorized persons are admitted to the production floor. 2. Describe in detail how security is handled for information shared between the vendor and the City via email or online and compliance with Red Flag procedures. 3. The vendor must allow site visits by City personnel. D. Paper Supplies 1. The vendor must provide all paper supplies including forms and/or other paper stock for

printing invoices and all required postal reports. 2. Envelopes must be provided to customers for payment.

E. Customer Support and Disaster Recovery 1. Customer Support – Vendor shall provide:

a. b. c. d.

Unlimited customer support during the hours of 8:00 am – 5:00 pm, Central Time. Procedures for after-hours support. A list of company holidays. Contact points for customer service.

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2. Disaster Recovery

a. The vendor must have a back up and disaster recovery facility to process the City’s bills if the main facility becomes inoperable. Facilities must be geographically diverse to protect against regional events. Please list your facility locations. b. Provide a detailed summary of the vendor’s disaster recovery plan F. Exception Processing The system should allow the ability for the City to approve, cancel, or hold individual bills based on predetermined criteria. This system should be web based through a secure log in and be integrated between the City and the vendor. The system should be business rules based. V.

PRICING

Pricing proposals should be detailed. Offeror shall include all pricing for initial deployment and on-going costs. Pricing must include all costs for labor, hardware, software, hosting, testing, training, travel, and any other costs to be charged by the vendor. Price is per physical page and shall include processing data, address validation, presorting, printing, and mail insertion. Finished mail pieces shall be delivered to the USPS within one (1) business day of receipt of files from the City. Regular Bills (Per Sheet) - Estimated Volume 6,000/month Price for black only duplex printing of variable data and form elements on the front and back of the page onto white 11” x 14” form with a perforation to produce return envelope; includes folding and sealing. Price for black plus blue, green or red duplex printing of variable data and form elements on the front and back of the page onto white 11” x 14” form with a perforation to produce return envelope; includes folding and sealing. Price for customized billing – inserted to envelope with return envelope One-time fee to customize new billing format

_________/piece

_________/piece _________/piece ____________

Forms: Price per piece for 11” x 14” Form

_________/piece

Forms: Price per piece for paper stock for customized billing (minimum 24 lb. stock)

________/piece

Price for mailing envelope

________/piece

Price for inserted return envelope

________/piece

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Final Bills (Per Sheet) - Estimated Volume 100/month Price for black only duplex printing of variable data and form elements on the front and back of the page onto white 11” x 14” form with a perforation to produce return envelope; includes folding and sealing. Price for black plus blue, green or red duplex printing of variable data and form elements on the front and back of the page onto white 11” x 14” form with a perforation to produce return envelope; includes folding and sealing. Price for customized billing with perforation for remittance stub – inserted to envelope with return envelope One-time fee to customize new final billing format

_________/piece

_________/piece _________/piece __________

Forms: Price per piece for 11” x 14” Form

_________/piece

Forms: Price per piece for paper stock for customized billing – minimum 24 lb. stock

________/piece

Price for mailing envelope

________/piece

Price for inserted return envelope

________/piece

Late Notices (Per Sheet) - Estimated Volume 1,000/month Price for black only simplex printing of variable data and form elements on the front of the page onto white 8 1/2” x 11” form with a perforation; includes folding and sealing. Price for black plus red simplex printing of variable data and form elements on the front of the page onto white 8 1/2” x 11” form with a perforation; includes folding and sealing.

_________/piece

_________/piece

Price for customized billing with perforation for remittance stub – inserted to envelope with return envelope

_________/piece

Price for customized billing with perforation for remittance stub – inserted to envelope no return envelope

_________/piece

One-time fee to customize new Late Notice format

____________

Forms: Price per piece for 8 1/2” x 11” Form

_________/piece

Forms: Price per piece for paper stock for customized billing – minimum 24 lb. stock.

________/piece

Price for mailing envelope

________/piece

Price for inserted return envelope

________/piece 7

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Other Services Inserts (Per Sheet)—Price includes grayscale duplex printing of insert PDF on the front and back of the page onto white page – minimum 24 lb.

_________/piece

Inserts (Per Sheet)—Price includes grayscale duplex printing of insert PDF on the front and back of the page onto colored page – minimum 24 lb.

_________/piece

Inserts (Per Sheet)—Price includes grayscale simplex printing of insert PDF on the front and back of the page onto white page – minimum 24 lb.

_________/piece

Inserts (Per Sheet)—Price includes grayscale simplex printing of insert PDF on the front and back of the page onto colored page – minimum 24 lb.

_________/piece

Inserting Charges

_________/piece

Multiple Page Mail piece Surcharge – Flat Mailpieces For Householding.

_________/piece

Electronic Address Updates – NCOALink, ACS or other USPS approved system

_________/piece

Postage (for all job types)

_________/piece

VI. OPTIONAL SERVICES While the intent of this RFP is to obtain printing and mailing services for the City of Staunton Utility Billing, other services will be considered. Vendors should list optional services available and estimated costs for these services. The City reserves the right to contract with the selected vendor for these services at a future date, depending on budget. Services may include, but are not limited to the following: A. Ability to integrate billing and payment options; B. Ability to provide paperless e-billing; C. Ability to provide real-time customer support on billing inquiries; D. Ability to provide customer notifications of impending disconnections; and E. Ability to provide similar services to other City Departments. F. Ability to provide Inserts as follows:

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a. Inline Inserts - An automated process is set up to selectively print the inserts immediately after each bill is printed. b. Offline Inserts – The vendor must accept inserts printed by other vendors, and provide insert printing services as well. Please provide insert specifications. The vendor must agree to receive shipments of inserts and store/warehouse all forms and envelopes used to process the City’s bills.

VII. GENERAL REQUIREMENTS Proposals should be as thorough and detailed as possible so that the City may properly evaluate the capabilities of respective offerors to provide the required services. Offerors are required to submit the following items for a complete proposal: 1.

A statement of the offeror’s understanding of the work to be performed in accordance with the timeline.

2.

Information as to the offeror’s background and experience relative to the services being requested. Offerors must have experience working with Munis UBCIS including real-time data exchange for utility bill printing.

3.

Detailed implementation plan that includes key tasks, milestones, and designated City and Vendor responsibilities. Outline all training that will occur during the course of this project.

4.

Information on on-going support that will be provided security to include red-flag considerations.

5.

Offeror’s project pricing and preferred payment schedule.

6.

Listing of previous clients who may be contacted as reference, for whom similar services have been provided. Include client names, addresses, and telephone numbers. Also provide a list of any utility customers who stopped service prior to the original contract expiration date in the last 10 years, with the reason for the contract termination.

7.

Description of financial responsibility of the offeror, including proof of General Liability, Vehicle Liability, and Worker’s Compensation Insurance prior to beginning work. Insurance shall be in amounts not less than $2,000,000, $500,000, and $500,000.

8.

Any other special experience and qualifications relative to this project.

VIII. CONTRACT PERIOD AND CONTRACT ADMINISTRATION The contract shall be for a period of four and a half (4 1/2) years effective from Date of Award and continuing through June 30, 2018. The contract may be renewed by the City upon written

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agreement of both parties for two (2) additional three (3) year periods provided acceptable rates can be negotiated and mutually agreed upon in writing between the City and vendor. The City reserves the right to negotiate contract terms with the successful vendor for services not initially selected for the full term of this contract. IX. REVIEW AND AWARD To be considered for selection, offerors must submit a complete response to this Request for Proposal. Failure to submit all information requested may result in the rejection of the incomplete proposal. Proposals shall be signed by an authorized representative of the offeror. Three (3) copies of the proposal must be submitted to the City. Each copy of the proposal should be bound in a single volume as practical. All documentation submitted with the proposal also should be bound in the single volume. The following criteria, not necessarily listed in the order of importance, will be used in evaluating the responses to this RFP with weighting as determined in the sole discretion of the City: 1. Understanding of the project. 2. Ability to meet requirements as specified in Section III, Requirements and Scope of Work. 3. Previous experience and references with emphasis on ability to integrate with Munis UBCIS. 4. Implementation Plan and Training. 5. Project Schedule. 6. Total project cost. 7. Other services offered.

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PROCUREMENT GUIDELINES

I.

COMPETITIVE NEGOTIATION

The procurement method is competitive negotiation of other than professional services, as defined in Section 2.2-4301 of the Code of Virginia (1950) as amended. This Request for Proposal indicates, in general terms, the nature of the program and services being sought. Each offeror is to submit the proposal(s) that best suits the needs of the City. The specific requirements for the contents of the proposals are contained in the RFP. Offerors are encouraged to provide additional information not specifically identified as a requirement if that additional information enables the proposal to better suit the needs of the City. In order to procure the program that best suits the needs of the City, the competitive negotiation process and evaluation criteria consider factors in addition to cost. II.

AWARDING THE CONTRACT

The award of a contract shall be determined in the sole discretion of the City based upon evaluation of all information as the City may request. The City reserves the right to waive any informality in proposals submitted in response to this RFP when such waiver is in the best interest of the City. The evaluation process shall be based upon the criteria set forth in Section IX of this request for proposals. Price will be considered but will not be the sole determining factor. Selection shall be made of two or more offerors deemed to be fully qualified and best suited among those submitting proposals, on the basis of the factors involved in the Request for Proposal. Negotiations shall then be conducted with each of the offerors so selected. After negotiations have been conducted with each offeror so selected, the City shall select the offeror which, in its opinion, has made the best proposal, and shall award the contract to that offeror. When the terms and conditions of multiple awards are so provided in the Request for Proposal, awards may be made to more than one offeror. Should the City determine in writing and in its sole discretion that only one offeror is fully qualified, or that one offeror is clearly more highly qualified than the others under consideration, a contract may be negotiated and awarded to that offeror. The City of Staunton shall endeavor to award the contract within sixty (60) days from receipt of proposals. Notice of award will be posted on the City Web Site. (http://www.staunton.va.us/solicitation-results) III.

PUBLIC INSPECTION OF PROCUREMENT RECORDS

Proposals submitted shall be subject to public inspection only in accordance with Section 2.24342 of the Code of Virginia, which reads, in essence, as follows: Except as provided in this section, all proceedings, records, contracts, and other public records relating to procurement transactions shall be open to the inspection of any citizen, or any 11

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interested person, firm or corporation, in accordance with the Virginia Freedom of Information Act. Cost estimates relating to a proposed procurement transaction prepared by or for a public body shall not be open to public inspection. Any competitive negotiation offeror, upon request, shall be afforded the opportunity to inspect proposal records within a reasonable time after the evaluation and negotiations of proposals are completed but prior to award, except in the event that the City decides not to accept any of the proposals and to reopen the contract. Otherwise, proposal records shall be open to public inspection only after award of the contract. Any inspection of procurement transaction records under this section shall be subject to reasonable restrictions to ensure the security and integrity of the records. Trade secrets or proprietary information submitted by a bidder, offeror or contractor in connection with a procurement transaction shall not be subject to the Virginia Freedom of Information Act; however, the bidder, offeror or contractor shall (i) invoke the protections of this section prior to or upon submission of the data or other materials, (ii) identify the data or other materials to be protected, and (iii) state the reasons why protection is necessary. IV.

ETHICS IN PUBLIC CONTRACTING

By submitting their proposal, all offerors certify that their proposal is made without collusion or fraud and that they have not offered or received any kickbacks or inducements from any other offeror, supplier, manufacturer or sub-contractor in connection with their proposal, and that they have not conferred on any public employee having official responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything of more than nominal value, present or promised unless consideration of substantially equal or greater value was exchanged. V.

ANTI-DISCRIMINATION

By submitting their proposal, offerors certify to the City of Staunton that they will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, the Virginia Fair Employment Act of 1975, as amended, where applicable and Section 2.2-4311 of the Virginia Public Procurement Act. 1. During the performance of this contract, the offeror agrees as follows: a. The offeror will not discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, age, disability, or other basis prohibited by state law relating to discrimination in employment, except where there is a bona fide occupational qualification reasonably necessary to the normal operation of the offeror. The offeror agrees to post in conspicuous places, available to employees and the applicants for employment, notices setting forth the provisions of this nondiscrimination clause. 12

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b. The offeror, in all solicitations or advertisements for employees placed by or on behalf of the offeror will state that such offeror is an equal opportunity employer. c. Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed sufficient for the purpose of meeting the requirements of this section. 2. The offeror will include the provisions of the foregoing paragraphs a, b and c in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor. VI.

DRUG-FREE WORKPLACE

By submitting their proposal, offerors certify to the City of Staunton that they will conform to the provisions of Section 2.2-4312 of the Virginia Public Procurement Act. offerors agree to (i) provide a drug-free workplace for the offeror's employees; (ii) post in conspicuous places, available to employees and applicants for employment, a statement notifying employees that the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana is prohibited in the offeror's workplace and specifying the actions that will be taken against employees for violations of such prohibition; (iii) state in all solicitations or advertisements for employees placed by or on behalf of the offeror that the offeror maintains a drug-free workplace; and (iv) include the provisions of the foregoing clauses in every subcontract or purchase order of over $10,000, so that the provisions will be binding upon each subcontractor or vendor. VII.

IMMIGRATION REFORM

By submitting a proposal, offerors certify that, they will not, and shall not knowingly employ an unauthorized alien as defined in the federal Immigration Reform and Control Act of 1986. VIII. PROMPT PAYMENT ACT Any contract awarded as a result of this Request for Proposal shall incorporate the terms and conditions of Article 4 of the Virginia Public Procurement Act with respect to Prompt Payment. IX.

REJECTION OF PROPOSALS

The City reserves the right, at any time prior to award of the contract, to reject any and all proposals, or any part thereof, to make no award, and/or to issue a new Request for Proposal, or make modifications, corrections of additions to the information contained herein. Offerors are cautioned this is a Request for Proposal, NOT a request to contract. X.

COSTS FOR PROPOSAL PREPARATION

Any costs incurred by offerors in preparing or submitting proposals are the offeror’s sole responsibility; the City will not reimburse any offeror for any costs incurred as a result of the preparation of this Request for Proposal. 13

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XI.

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APPROPRIATIONS

The obligations of the City of Staunton are subject to and contingent upon annual appropriation by City Council of sufficient funds for the purposes of this contract. In the absence of such annual appropriation, either the City of Staunton or offeror may terminate the contract by giving not less than ten (10) days prior notice to the other, specifying this reason for the termination, and upon effective termination pursuant to this provision, any compensation due shall be equitably adjusted by mutual agreement. XII.

STATE CORPORATION COMMISSION IDENTIFICATION NUMBER

Pursuant to Code of Virginia, §2.2-4311.2 subsection B, a bidder or offeror organized or authorized to transact business in the Commonwealth pursuant to Title 13.1 or Title 50 is required to include in its bid or proposal the identification number issued to it by the State Corporation Commission (SCC). Any bidder or offeror that is not required to be authorized to transact business in the Commonwealth as a foreign business entity under Title 13.1 or Title 50 or as otherwise required by law is required to include in its bid or proposal a statement describing why the bidder or offeror is not required to be so authorized. Link to the Virginia State Corporation Commission site: http://www.scc.virginia.gov/. XIII. FORUM SELECTION Any action, proceeding, or claim in any way related to this agreement or the relationship between the parties shall be filed and maintained solely in the General District Court or the Circuit Court of the City of Staunton, Virginia. XIV. HOLD HARMLESS The successful vend or shall indemnify, defend, and hold harmless the CITY as to any claims, demands, damages, suits, injuries, costs, expenses, professional or other fees or charges related to any alleged negligence, willful conduct, or other activities of Contractor in any way related to Contractor’s activities or subcontractors in carrying out its duties. This indemnification shall apply to any costs incurred by the CITY, including reasonable attorney’s fees, in defense of such actions.

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