Laserfiche WebLink
CITY OF COLTON <br />AGENDA REPORT <br />FOR COUNCIL MEETING OF OCTOBER 2, 2007 <br />TO: HONORABLE MAYOR AND CITY COUNCIL <br />FROM: DILU DE ALWIS, FINANCE DIRECTOR W <br />SUBJECT: APPROVE A CONTRACT EXTENSION WITH INFO SEND INC, FOR <br />UTILITY BILL MAILING SERVICES <br />DATE: <br />ITEM #13 <br />BACKGROUND: <br />On August 16, 2005 the City Council authorized a contract with Info Send Inc. for utility bill mailing <br />services. The said contract has expired and the service provider has been operating on a month to <br />month contract. <br />DISCUSSION/ANALYSIS: <br />Due to the complexity of the new utility billing software staff recommended and the Council <br />authorized the extension of the utility bill mailing services with Info Send Inc. in August 2005. This <br />extension has now expired and the services have been provided under a month to month contract. <br />Staff is requesting a contract extension through the end of the calendar year giving staff time to <br />proceed with a request for proposal to select a vendor to provide these services for an extended <br />period of time. The monthly cost of this service varies between $15,000 to $17,000 per month <br />based on bill stuffers and the number of billing cycles and reminder notices that are mailed each <br />month. <br />Normally, new service contracts or extensions that exceed the dollar thresholds of the City's <br />Purchasing Ordinance require informal bidding. However, Section 3.08.140(e) of the <br />Purchasing Ordinance authorizes the waiver of the City's bidding "When the city manager <br />determines that it is in the best interest of the city and its administrative operations to dispense <br />with public bidding for non-public projects under this chapter." Staff believes that this partial <br />year contract extension under the above mentioned provision will provide staff with sufficient <br />time to bid this project out and bring back to Council before the end of the calendar year an <br />award for providing services for an extended period of time. A limited contract would be in the <br />best interests of the City and its administrative operations at this time. <br />FINANCIAL IMPACT: <br />The cost of printing and mailing the utility bills (including postage costs) are included in the Finance <br />Department's Customer Service Division budget. <br />ENVIRONMENTAL IMPACT: <br />N/A <br />CONFLICT OF INTEREST — Gift Disclosure Requirements <br />Info Send Inc. <br />President: Mahmood Rezai, President <br />Contact: <br />