CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Waive the applicable provisions of the Naperville Procurement Code and award Procurement 21-357 Bill Print and Mail Services, to AB Data for an amount not to exceed $188,147.91 for a 12-month term (requires six positive votes)
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DEPARTMENT: Finance Department
SUBMITTED BY: Rachel Mayer, Director
BOARD/COMMISSION REVIEW:
N/A
BACKGROUND:
In 2009, Council approved the award of RFP 09-144 to AB Data to provide bill print and mailing services for City utility bills for a four-year term with two, two-year options to extend. Council approved both options to extend in 2013 and 2015. In April 2018, AB Data began printing and inserting the City's monthly Naperville Connected newsletter into utility bills, which were previously printed and inserted by City staff until staff determined AB Data could provide the services at a reduced cost.
Since the initial agreement, the City has maintained a partnership with AB Data for bill print and mailing services. Most recently, on June 18, 2019, the City Council awarded a contract extension to AB Data, extending the relationship from July 1, 2019 to December 31, 2021.
During the current term, staff planned to re-evaluate and potentially re-solicit competitive proposals for bill print and mailing services. This action was intended to coincide with the transition of e-billing services from its current provider FIS to the City's enterprise resource planning system (ERP), known as Munis. However, during implementation plan development, challenges, as well as potential opportunities, were identified that led staff to delay transitioning e-billing services, which subsequently delayed any potential transition of bill print services, given that these two services are interconnected. An extension to the City's current e-billing services agreement with FIS was approved by City Council at this past November 2, 2021 meeting.
As part of the November 2 award recommendation, staff outl...
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