CITY COUNCIL AGENDA ITEM
ACTION REQUESTED:
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Approve the award of Option Year One to Contract 09-144, Bill Print and Mail Services, to AB Data for an amount not to exceed $214,637
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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 mail 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 October 2017, the City Council waived the procurement code and awarded a contract extension to AB Data, extending the relationship through June 30, 2019. In June 2019, the City Council awarded another contract extension, extending the contract through December 31, 2021. In November 2021, the City Council awarded the most recent contract extension through December 31, 2022, with one option to renew the contract through 2023.
The City has waived the procurement code for bill print and mail services, as well as e-billing services, in recent years. These two services are closely coordinated with the City's current utility billing system. Utility billing is one of the City's most visible customer service functions and a critical component in the collection of the City's largest revenue source. As the City works toward identifying and implementing its next-generation utility billing platform, staff finds it to be in the City's best interest to maintain its current vendor relationships for these two services to avoid any disruption in service to our customers.
DISCUSSION:
The City has maintained a longstanding partnership with AB Data due to their performance in meeting the City's demanding printing and mailing schedule for utility bills. Each day, AB Data receives an electronic file from the City and must print, insert and prepare the day's utility bills for mailing by 2 p.m. the same day. AB Data developed a custom pla...
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