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CITY OF COLTON <br />AGENDA REPORT <br />For City Council Meeting of November 20, 2001 <br />TO: Honorable Mayor and Members of the City Council <br />FROM: Dilu deAlwis, Finance Director �O <br />SUBJECT: Utility Billing Mailing Service <br />DATE: November 07. 2001 <br />BACKGROUND <br />Item #7 <br />The current contract for utility bill mailing services expires on December 07, 2001. On September 11, <br />2001, a Request for Proposal was mailed to twelve companies. Of the twelve, only two companies <br />responded. <br />DISCUSSION/ANALYSIS <br />Currently, the utility bills are printed at night, picked up at City Hall the following day, and mailed out the <br />day after. We would like to change the way utility bills are printed and mailed by consolidating the <br />operation into one continuous process. This means that an electronic file will be sent to the mailing <br />company, who will print and mail the bills the same day the file is received. This process will increase the <br />efficiency and effectiveness of our utility bill handling and mailing, as well as decrease per unit costs from <br />$0.45 to $0.44. <br />The two companies that responded were Dataprose and Proforma (see attached bid analysis). <br />ALTERNATIVES <br />Reject all bids and resubmit another RFP. <br />FINANCIAL IMPACT <br />Funding is available in the Customer Service Division, account #520-8000-8007-2350-0000-000. <br />ENVIRONMENTAL IMPACT <br />None. <br />Staff recommends that the City Council approve Dataprose as the provider for utility bill mailing services <br />in the estimated annual amount of $108,000. <br />