REPORT TO COUNCIL
SUBJECT
Title
Action on an Agreement with InfoSend, Inc. for Bill Print and Mail Services
Report
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure
BACKGROUND
The Municipal Services Division of the Finance Department is responsible for measuring water/electric consumption, generating accurate bills, collecting revenue, and providing customer service for the City of Santa Clara's utility customers. Integral to this service are the printing and mailing services used for utility billing, business tax renewals, and other notices and correspondence sent to customers. Each year, the City of Santa Clara (City) processes and mails approximately 600,000 pieces of mail.
The current agreement for print and mail services is set to expire on December 31, 2024.
DISCUSSION
Pursuant to City Code Section 2.105.140(c), a formal Request for Proposals (RFP) was conducted, with the award recommendation based on "best value."
In January 2024, the RFP for Bill Print and Mail Servies was published on the City's e-procurement system. Eight proposals were received on February 26, 2024 from the following firms:
* Amsive, LLC
* Doxim
* InfoSend, Inc. (InfoSend)
* KUBRA America West (KUBRA)
* Matrix Imaging Solutions, LLC. dba DataProse, LLC. (DataProse)
* Output Services Group, Inc.
* R.R. Donnelley & Sons Company
* United Direct Solutions, LLC
The proposals were independently evaluated by a three-member evaluation panel against the criteria and weights published in the RFP, which included experience, technical capability, and cost. InfoSend, KUBRA, and DataProse were invited to participate in oral interviews and submit their best and final offers. After completing the evaluation, the panel determined that InfoSend's proposal was the best value and fully met the requirements of the RFP.
Staff is requesting City Council approval for the City Manager to negotiate and execute an agreement with InfoSend for print and mail se...
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