Title
Consider approving Resolution No. 2017-027 authorizing the City Manager to sign an agreement with Dataprose, LLC for utility bill printing and mailing services utilizing an Interlocal Cooperative Purchasing Agreement with the City of Plano, Texas; and take appropriate action.
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BACKGROUND:
Local Government Code Section 271.101 allows local governments to participate in cooperative purchasing programs that enable local governments to purchase from a contract currently existing between another local government and a vendor. This process satisfies the state law competitive bid requirements for purchasing. The City Manager has blanket authority to execute Interlocal Agreements relating to cooperative purchasing through Resolution No. 2004-064. The City is currently using an Interlocal Purchasing Agreement with the City of Plano, Texas for printing and mailing utility bills with Dataprose, LLC, which is due to expire February 21, 2017.
DISCUSSION:
The City prints approximately 9,150 utility bills each month. The utility bill and a return envelope are inserted into an envelope and mailed in three separate cycles. An additional 400 customers signed up for e-bills and are not provided a paper bill. On January 31, 2017, the City of Plano, Texas began their contract with Bid No. 2016-0370-C with Dataprose, LLC. This contract was for a term of one year with four additional renewal periods.
Current pricing with Dataprose, LLC is $.072 per paper bill (two color), $.010 for archive print per bill, plus the actual bulk rate for postage based on rates set by the U.S. Postal Service. Pricing under the City of Plano contract will be $.105 per paper bill (full color based on City of Plano contract), the cost for the archive print per bill is now included and extended from 12 months to 18 months, plus the actual bulk rate for postage. The agreement's first year total for the selected vendor using an estimate of 9,150 bills per month, assuming no increase in U.S. Post...
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