ACTION REQUESTED:
Title
Communication from the City Manager and Finance Director/Comptroller with a Request to APPROVE and AUTHORIZE the Execution of a One-Year CONTRACT with DATA PROSE LLC, in an Amount not to Exceed $150,000.00, to Provide Utility Bill Printing and Mailing Services with up to Three One-Year Renewals Based Upon Performance.
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BACKGROUND: As part of the Storm Water Utility Program, in 2018 the City began 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.
Ten vendors responded and a committee was formed to review the proposals. Each proposal was reviewed and ranked by four evaluators based on the following criteria: Technical Qualifications, Disaster Recovery Plan, Quality of Work (References), Postage Cost Control, Services Cost Control and Other. Data Prose LLC was chosen as the best qualified vendor. The scoring matrix is attached.
The total amount includes estimated postage of $105,000 and $50,000 for printing and mailing services.
Data Prose LLC 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, 2021.
FINANCIAL IMPACT: The funding for the contract is included in the Stormwater Utility Fund budget.
NEIGHBORHOOD CONCERNS: N/A
IMPACT IF APPROVED: The City would begin immediately working with Data Prose LLC 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, 2021.
IMPACT IF DENIED: The City would not be able to meet the July 1, 2021 deadline to begin printing and mailing the stormwater utility fee bill with new vendor and would need to continue working with our current contractor.
ALTERNATIVES: The City could select an alternative printing and mailing vendor.
EEO CERTIFICATION NUMBER: 03688-220630
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