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CITY OF COLTON <br />AGENDA REPORT <br />FOR COUNCIL MEETING OF AUGUST 16, 2005 <br />TO: HONORABLE MAYOR AND CITY COUNCIL <br />FROM: DILU DE ALWIS, FINANCE DIRECTOR <br />ITEM #18 <br />SUBJECT: APPROVE THE CONTRACT EXTENSION WITH INFO SEND INC. FOR <br />UTILITY BILL MAILING SERVICES <br />DATE: AUGUST 6, 2005 <br />BACKGROUND: <br />In July 2002, the City of Colton entered into a contract with Info Send Inc. for utility bill mailing <br />services. The said contract expired and the service provider has been operating on a month to <br />month contract thru June 30, 2005. <br />DISCUSSION/ANALYSIS: <br />Due to the complexity of the new utility billing software conversion, staff was advised not to change <br />any processes currently in place in order to accurately test the new system during this conversion. <br />This software conversion is slated to be completed by October 31, 2005 and a successful <br />conversion will lead to soliciting of a Request for Proposals (RFP) and the results of which will be <br />brought to the City Council for approval. <br />A contract extension is being sought through June 30, 2006 in order to continue with uninterrupted <br />service. The city's Purchasing Ordinance allows for contract extensions to be signed by the city <br />manager upon Council approval (§3.08.070(g)). <br />FINANCIAL IMPACT: <br />The one year extension will include a slight increase of the per piece rate from ¢14 to ¢17. <br />Additionally the bill inserts per price will include a slight increase from ¢01 to ¢02. The not to <br />exceed amount of $227,400 will accommodate additional inserts as requested by Council during <br />the budget process. The cost of this service is budgeted in account # 100-6040-6042-2350. <br />ENVIRONMENTAL IMPACT: <br />None. <br />CONFLICT OF INTEREST — Gift Disclosure Requirements <br />Mahmood Rezai — President <br />1041 Placentia Avenue <br />Fullerton, CA 92831 <br />(800) 955-9330 <br />Pagel of 2 <br />