Title
Utility Bill Data Processing, Printing, and Mailing Services
History
In 2009, the Village selected InfoSend, Inc. as the firm to print utility bills for our customers through the RFP process. The contract was extended in 2012, and awarded to InfoSend, Inc. again in 2015 through an RFP process by the City of Quincy. The City of Quincy, Illinois, conducted a competitive bid process that allows for other municipalities to piggy-back on their pricing for utility bill data processing, printing and mailing services.
On April, 19, 2021, the Village Board approved a contract with InfoSend, Inc. through December 31, 2023, utilizing the Joint Purchase Agreement by the City of Quincy. Finance would like to extend the contract for 2 additional years with a new contract expiration date of December 31, 2025. Once the Village moves to utility billing with Munis in mid-2025, we will go back out to bid for the printing of utility bills.
The Village receives top quality service from InfoSend, Inc. and with the request to extend the contract for 2 additional years, there will be a slight price increase that reflects Quincy’s competitive bid pricing.
Pricing for 2021 - 2023
Current contract costs include the following:
- $250 Monthly fee.
- Data Processing fee: $0.015 per document.
- Printing and Mailing Service: $0.035 per page
- US postage: pass through cost
Additional costs are required for 4 color printing, when utilized. Costs to print billing stock, outgoing envelopes, and return envelopes at rates between $0.015 and $0.017.
Pricing for 2024 & 2025
The contract costs include the following:
- $250 Monthly Fee (no change)
- Data Processing fee: $0.013 per document (slight decrease)
- Printing and Mailing Service: $0.06 per page (increase)
- US postage: pass through cost (based on postal rates)
Additional costs are required for 4 color printing, when utilized. Costs to print billing stock, outgoing envelopes, and return envelopes at rates between $0.0187 and $0.025 (slight increase).
Financial Impact
In 2023, the Village budgeted for $79,500 for utility bill data processing, printing and mailing services (outsourcing). To date, the Village paid $53,169.30 in postage and $15,971.86 for printing and mailing services. Funds for utility bill printing have been included in the 2024 budget ($20,000 for outsourcing, and $75,000 for postage all Water & Sewer Fund postage) and will be budgeted appropriately in 2025.
Recommended Action/Motion
I move to approve extending the contract with InfoSend, Inc. for two (2) years for an amount not to exceed the Board approved budgeted amount in 2024 and 2025;
AND
Authorize the Village Manager to execute all related contracts, subject to Village Attorney review.