CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Waive the applicable provisions of the Naperville Procurement Code and award Procurement 19-203, Bill Print and Mail Services, to AB Data for an amount not to exceed $416,359.58 and a 30-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, the City 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. The City Council approved both options to extend in 2013 and 2015.
In October 2017, the City Council waived the code and approved the award of Contract 17-038, Bill Print and Mail Services, to AB Data for an 18-month term from January 1, 2018 through June 30, 2019. 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 slightly reduced cost.
The current agreement with AB Data ends June 30, 2019.
DISCUSSION:
In 2015, City Council approved Contract 16-015 with Tyler Technologies for the implementation of a new enterprise resource planning (ERP) system. A major component of the new system is a utility billing module, which is set to deploy at the end of 2021. As part of deployment, staff will review the capabilities of Tyler's bill print and mail options.
AB Data has provided printing services for the City's monthly utility billing statements for more than a decade. Staff recommends extending the relationship through the end of 2021, during which the City will implement the utility billing module in the new Enterprise Resource Planning (ERP) software.
The City has a demanding print and mailing schedule for utility billing. Each day, AB Data receives a print file from the City and must print...
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