Title
Utility Bill Data Processing, Printing, and Mailing Services
History
On April 19, 2021, the Village Board approved a contract with InfoSend, Inc., through December 31, 2023, utilizing a Joint Purchasing Agreement with the City of Quincy. The Village subsequently extended the contract for an additional two years, establishing a new expiration date of December 31, 2025.
The Village bills approximately 11,000 customers each month, with 1-2 billing runs per month. The Village recently developed and is currently implementing a new water billing system through Tyler Munis, which required modifications to bill formats to support the creation, printing, mailing, and processing of updated billing statements for residents. We are still in the soft launch phase to verify that all components are processing correctly in the system; if issues arise, additional updates from the vendor may be necessary to address system challenges.
To ensure a seamless transition to the new database, the Village’s current vendor was required to update its systems and billing notices to align with the new process and maintain operational continuity. These integrations are specific to the Village’s new billing structure, making the current vendor uniquely positioned to provide the services needed without disrupting operations.
InfoSend, Inc. has consistently provided high-quality service, and staff recommends entering into a new three (3)-year Professional Services Agreement.
Pricing for 2026 (annual rates are per IL CPI)
Current contract costs include the following:
- $251.00 total in monthly fees (Data Security infrastructure $51.00 Surcharge, Print
Image Archive API $100.00 support fee, Remit Tracking $100.00 support fee)
- Document Production Summary: $.1613 per document
- Data Processing fee: $0.0142 per document
- Printing and Mailing Service: $0.065 per page
- Address updates (NCOA / ACS): $.36
- Insert Services: $.01 - $.015 per insert
- US postage: pass-through cost
Additional costs are required for 4 color printing and Optional Document Services, when utilized. Costs to print billing stock, outgoing envelopes, and return envelopes at rates between $0.0197 and $0.20.
Financial Impact
Funds for Utility Bill Data Processing, Printing and Mailing services have been included in the 2026 budget; $20,000 for outsourcing in GL 5003000-442500, and $75,000 for postage in GL 5003000-441600.
Recommended Action/Motion
I move to approve the waiver of the competitive bid process to authorize the approval and execution of a sole source vendor contract with InfoSend for Utility Bill Data Processing, Printing, and Mailing Services for a three (3) year term, January 1, 2026 - December 31, 2028 at a rate per their proposal for a not to exceed amount of $20,000.00 for outsourcing and $75,000.00 for postage for FY 2026 and Board approved budgeted amounts for years 2027 and 2028.
AND
Authorize the Village Manager to execute all related contracts, subject to Village Attorney review.