Title
Utility Bill Outsourcing - Approval
THIS BOARD ACTION HAS BEEN REJECTED ON 5/21/12 SEE FILE ID 2012-0278
History
In January, 2009 Request for Proposals were sent to eleven companies that perform the service of printing, inserting and mailing utility bills as well as placing an advertisement in the local newspaper. Five companies responded to the Request for Proposals and two companies were selected for the interview process.
During the interview process, staff determined that Infosend, Inc. was the most qualified company for the utility printing service. Infosend has over 200 clients; 90 of which are municipal clients. Village bills and electronic bills are currently being printed at Infosend’s state of the art, production site in Downers Grove, Illinois.
Infosend was awarded the contract for a period of three (3) years. The annual price for each printed utility bill for the three year period through March 2012 was $0.111, $0.115, and $0.117, respectively. Based on printing 137,000 utility bills per year, the annual cost equates to $15,207, $15,755, and $16,029. The annual price for each e-mailed utility bill for the next 3 years through March 2012 was $0.130, $0.134, and $0.138, respectively.
Infosend has proven to be an excellent vendor. The customer service is excellent; any time we have questions or need help, the staff at Infosend is ready to help. Work is done in a timely manner and if a situation occurs, the Village is advised immediately.
Currently we are implementing our new software system with Harris/Innoprise and much of staff time is devoted to learning and working in the new system. This is not the best time to be looking for a new vendor.
We approached Infosend for pricing for the next two (2) years. The annual price for each printed utility bill through March 2014 is $ 0.118 and $0.119. Based on printing 137,700 utility bills per year, the annual cost equates to $16,249 and 16,386 respectively.
The original contract will be extended two years at the rates stated above for each of the two years, unless 30 days written notice is given prior to the annual anniversary date of the executed contract.
On April 2, 2012, this item was reviewed and approved by the Finance Committee and referred to the Board for approval.
Financial Impact
The original budget for the utility bill printing service was $17,000. This should be sufficient to cover the cost already incurred during January through March 2012 and the balance of the year with the increase applied.
Recommended Action/Motion
THIS BOARD ACTION HAS BEEN REJECTED ON 5/21/12 SEE FILE ID 2012-0278
I move to waive the bid process
and
To extend the Infosend contract for a two year period for $0.118 per printed utility bill for the first year and $0.119 for the second year, also $0.134 per emailed utility bill for the first year and $0.135 for the second year.