Agenda - View Meetings (All) (9988515283)

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)

RECOMMENDATION

Approve Resolution 25-R-040

Attachments

Resolution 25-R-040 with attachments

Bid Tab - 2025-002 UB Print Mail Services