The Public Works Department currently outsources the printing and mailing of utility bills which includes the billing for water, wastewater, and solid waste services for approximately 37,000 customers each month, as well as the mailing and printing of delinquent letters. In addition to the utility billing, Public Works outsources the printing and mailing of approximately 500 additional bills for landfill customers. The current agreement with Infosend, Inc. has expired and a Request for Proposals (RFP) was advertised on January 24 and January 31, 2020 to continue outsourcing the printing and mailing of these bills and letters.  The RFP included estimated costs for data processing, printing, folding, inserting, pre-sorting, and mailing with all supplies to be provided by the vendor.  Fourteen proposals were received.  A selection committee reviewed the fourteen proposals and selected Infosend, Inc. to negotiate with for a three-year agreement, with a one-year option to renew by mutual agreement.

City Council may:

• Approve the agreement with Infosend, Inc.; or
• Disapprove the agreement.  If the agreement is not approved, the services would need to be performed in-house, requiring additional equipment and staff.

The approximate cost for all supplies, processing, printing, and mailing of the utility bills, miscellaneous bills, and delinquent letters is $60,000 per year. Postage is a pass through charge and is in addition to the $60,000 amount. Public Works has sufficient funds in the FY 20 budget to pay for the services.

Staff recommends that the City Council approve the agreement with Infosend, Inc. for three years, with a one-year option to renew by mutual agreement.