REPORT TO CITY COUNCIL
SUBJECT
Title
Action on Amendment No. 4 to the Agreement with InfoSend, Inc. for Utility Billing Print and Mail Services to Extend the Term by Six Months and Increase the Maximum Compensation by $280,000
Report
COUNCIL PILLAR
Deliver and Enhance High Quality Efficient Services and Infrastructure
BACKGROUND
The Municipal Services Division of the Finance Department (Division) is responsible for measuring water/electric consumption, generating accurate bills, collecting revenue, and providing customer service for the City's utility customers. Over the past five years, staff has reported to the City Council that the Division is managing several projects to streamline operations of the City's Utility Billing System. Integral to this system are bill printing and mailing services, which are handled by InfoSend, Inc., who specializes in providing such services. The agreement with InfoSend expires on June 30, 2024. The purpose of this report is to request authorization to amend the agreement to extend the term for six months, ending on December 31, 2024, and increase the maximum compensation by $280,000 to cover the extension period.
In 2017, staff conducted a competitive procurement process for print and mail services resulting in the award of a three-year contract to InfoSend. The original term was for three years ending in 2020. Since then, the agreement has been amended three times, with the last Amendment No. 3 extending the term by two additional years, ending on June 30, 2024 (RTC 21-1049). Such extensions were required, in-part, due to the higher priorities of completing several other streamlining projects that were delayed due to COVID-19, staffing shortages, and other unforeseen circumstances. Staff anticipates that it will complete a competitive Request for Proposals (RFP) process for a possible new bill print and mail service vendor by the end of the proposed extended term.
DISCUSSION
On January 26, 2024, staff published RFP 23-...
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