ACTION REQUESTED:
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Communication from the City Manager and Finance Director/Comptroller with a Request to APPROVE and Authorize the Execution of a One-Year CONTRACT with PINNACLE DATA SYSTEMS, in an Amount not to Exceed $145,000.00, to Provide Utility Bill Printing and Mailing Services.
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BACKGROUND: As part of the Storm Water Utility Program, in 2018 the City will begin sending utility bills to approximately 46,800 customer accounts. To assist the City in utility billing printing and mailing a request for proposal was developed and advertised. A mandatory pre-submittal meeting was held and proposals were opened on April 20, 2018.
Eleven vendors responded and a committee was formed to review the proposals. Each proposal was reviewed and ranked and Pinnacle Data Systems was chosen as the best qualified vendor. Pinnacle not only ranked the highest but also provided a proposal with the lowest cost to the City.
The total amount not to exceed includes an initial mailing in June of sample bills to approximately 46,800 customers (including postage). The total amount includes estimated postage of $105,000 and $40,000 for printing and mailing services.
Pinnacle has not only agreed to all terms and conditions of the proposal document but also will be able to start the billing on July 1, 2018.
FINANCIAL IMPACT: The funding for the contract is included in the Stormwater Utility Fund budget.
NEIGHBORHOOD CONCERNS: None.
IMPACT IF APPROVED: The City would begin immediately working with Pinnacle Data Systems and our software provider, Tyler Munis, to insure that all required file set up is complete to begin printing and mailing the stormwater utility fee bills on July 1, 2018.
IMPACT IF DENIED: The City would not be able to meet the July 1, 2018 deadline to begin Printing and mailing the stormwater utility fee bill.
ALTERNATIVES: The City could select an alternative printing and mailing vendor.
EEO CERTIFICATION NUMBER: Pinnacle Data Soluti...
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