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CITY OF COL TON <br />AGENCY REPORT <br />For Council Meeting of September 6. 1994 <br />TO: Honorable Mayor, City Council, and City Manager <br />a4FROM: Paula Chamberlain, Finance Director <br />SUBJECT: CONTRACT WITH GT MAILERS FOR UTILITY BILL MAIL SERVICES. <br />BACKGROUND <br />The City produces utility bills in house but uses a mail service for the processing and mailing of the bills. <br />The City does not have the staff, time, or equipment to perform this service. GT Mailers picks up the <br />bills from City Hall, perforates, folds, inserts, applies postage, and delivers the bills to the post office. <br />The service was bid in the 1992/93 fiscal year and will be re -bid prior to the end of this fiscal year for <br />next year's contract. <br />FINANCIAL IMPACT <br />The contract is based on 1,250 bills per day and is quoted at $102.50. This does not include postage <br />cost. The cost of the proposal is broken down as follows: <br />Perforation <br />12.50 <br />Perforation set-up <br />5.00 <br />Folding <br />12.50 <br />Folding set-up <br />5.00 <br />Inserting <br />21.25 <br />Inserting set-up <br />15.00 <br />Preparation for delivery to the post office <br />31.25 <br />102.50 <br />The cost of the mail service is allocated to each of the utility enterprise funds for bill processing. Total <br />cost of the purchase order not to exceed $35,000 for fiscal year 1994/95. <br />ENVIRONMENTAL IMPACT <br />There are no environmental impacts as a result of this action. <br />RECOMMENDATION <br />Staff recommends that the City Council approve the contract with GT Mailers in the amount not to <br />exceed $35,000 and authorize the Purchasing division to issue purchase order for same. <br />City Manager Concurrence <br />