Agenda No. 9.
CITY COUNCIL MEMORANDUM
| City Council Meeting: | April 1, 2025 |
| Department: | Utility Billing |
| Subject: | Resolution 25-R-040 - Authorizing a service agreement for Utility Billing printing and mailing services with Matrix Imaging Solutions, LLC (S.Gonzalez/J.Walters/R.Rosales) |
BACKGROUND
The city issued a Request For Proposal (RFP) from qualified firms with demonstrated experience in providing billing services as required by the City. Three (3) proposals were received in response to this solicitation. Key city stakeholders evaluated the proposals and scored based on criteria including cost, experience, qualifications, and quality of proposed services. The City recommends awarding the contract to the highest-rated firm, Matrix Imaging Solutions, LLC (previously DataProse).
GOAL
To enter into a contract with a utility billing service provider to perform printing and mailing services for the city.
COMMUNITY BENEFIT
The citizens of Schertz will have a reliable printing service that delivers bills on time, preventing delays, and offering competitive pricing.
SUMMARY OF RECOMMENDED ACTION
Staff recommends approving a utility billing service contract with Matrix Imaging Solutions, LLC that will remain in effect through April 30th, 2028, with the option to renew for two (2) additional terms of one (1) year each.
FISCAL IMPACT
The proposed vendor (Matrix) offered the lowest cost and funds are available in the approved Water/Sewer budget to cover these services.
Year 1 - $21,957.44
Year 2 - $23,055.32
Year 3 - $24,208.08
Year 4 - $25,418.49 (optional renewal)
Year 5 - $26,689.41 (optional renewal)
Year 1 - $21,957.44
Year 2 - $23,055.32
Year 3 - $24,208.08
Year 4 - $25,418.49 (optional renewal)
Year 5 - $26,689.41 (optional renewal)
RECOMMENDATION
Approve Resolution 25-R-040