2002 AGN DEC 17 I14 - Laserfiche WebLink

Browse Search

Utility Bill Print and Mail Services December 17, 2002 Page 2 On October 24, 2002, staff met with representatives of Info Send to discuss the possibility of changing outsourcing providers. Info Send agreed at that meeting to extend to Colton the exact same terms as those agreed to with Azusa in their RFP process. This includes a cost of 14 cents per statement plus presort 1s` class postage and 1 cent per insert. There will be zero start up costs as the layout and programming will be the same as those employed by Azusa. This will also improve customer service as the pre-printed forms and sharp laser quality will make a significant improvement in the utility statement. Info Send has proven their ability to provide the level of service to Azusa that Colton Public Utilities requires, while at the same time saving the City significant money. Info Send is the only other vendor available that has the experience processing output from our CIS system, which will result in little effort and zero expense to change vendors. Since the City of Azusa has already performed a formal RFP process and selected the low bidder, Info Send has met the purchasing standards that would also be employed by Colton's staff should another RFP process be conducted. Therefore, staff is recommending that Council waive the formal proposal process and award a contract to Info Send, Inc., consistant with Section 3.08.150.0 of the Colton Municipal Code which states in part, that the selection of professional consultalnts for specific projects shall be based on a variety of factors, including the professional consultant's experience, approach, availability, and knowledge of the subject area. ALTERNATIVES: Staff could perform another formal "Request for Proposals" (RFP's) process, which would effectively duplicate the two prior RFP processes conducted by both the Cities of Colton and Azusa. Since Info Send has already proven their capability to perform the same services Colton requires and was selected as the lowest bidder through a formal RFP process conducted by the City of Azusa, there does not appear to be any practical benefit associated with issuing another RFP. ENVIRONMENTAL IMPACT: None FISCAL IMPACT: The funds are budgeted and available in the Customer Services Professional Services account #520-8000-8007-2350. RECOMMENDATION: Staff recommends terminating the contract with Data Prose, Inc. for utility bill printing and mailing services. Staff also recommends Council waive the formal "Request for Proposal" process and award a two-year contract for printing and mailing services to Info Send, Inc. in the annual amount of $150,000. Report prepared by Lorraine Armstrong, Assistant Finance Director REVIEW TEAM NLY p' City Attorney: Finance Director: �. City Manager: OTHER: