| | | | | | | | | City of Independence | | AGENDA ITEM COVER SHEET |
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| | | | | | | | Agenda Title:
Council action is recommended to enter a one-year contract, with two, one year renewal terms with Envelopes and Forms, Inc., dba SureBill for Utility Bill Printing and Mailing Services. |
| | | | | | | | Recommendations:
Council action to enter into a contract. |
| | | | | | | | Background:
The City has an in-house print shop which provides bill printing and mailing services. This includes printing bills, supplemental billing inserts, stuffing of the bills and inserts, mail preparation and the mailing function. The City issued a request for proposal to consider hiring a firm that would take over this service to ensure continuity of service for the 65,000 utility bills mailed each month.
The Procurement Division issued a Request for Proposals (RFP) on April 28, 2020, for Utility Bill Printing and Mailing Services. The RFP was published through the Public Purchase e-procurement website, which notified one-hundred six (106) potential respondents; fifty-nine (59) accessed the RFP.
Twelve (12) proposals were received on May 28, 2020. The respondents were Datamatx, Inc; DataProse; Envelopes and Forms, Inc., dba SureBill, ICF International, Level One, Moonlight, Presort Inc., Sebis Direct Inc., Strahm Automation, Utilitec, VariVerge and Wright Business Graphics. After initial review staff interviewed four firms, Datamatx, Inc., Envelopes and Forms, dba SureBill and Utilitec. Based upon the evaluation criteria of overall responsiveness and quality stating and understanding the work to be performed, expertise of firm/provider personnel, response to requirements and project narrative and price, experience, Envelopes and Forms, Inc., dba SureBill is recommended for a contract with the City for utility bill printing and mailing services.
The fee for Printing Services with Surebill will be $83,232--this reflects a savings in excess of $115,000 in comparison to current operations. In addition to that, pass through expenses of approximately $247,000 in postage will be paid from the City through Surebill to the United States Postal Service.
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Fiscal Impact:
Fiscal Impact. The fiscal impact to the City is $330,232.00. Funding for Utility Bill Printing and Mailing Services is included in the 2020/2021 adopted budget:
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| | | | | | | | | Department: Water Department | Contact Person: Dan Montgomery |
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| REVIEWERS: | | Department | Action | | Purchasing Division (Finance Department) | Approved | | Water Department | Approved | | Finance Department | Approved | | City Managers Office | Approved | | City Clerk Department | Approved |
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| Council Action: | Council Action: |
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