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TO: Mayor Richard C. Irvin
FROM: Stacey L. Peterson, Director of Financial Operations
DATE: June 14, 2021
SUBJECT:
Resolution authorizing the approval of a contract to provide utility invoice production, printing and mailing services with Infosend.
PURPOSE:
To obtain the City Council's approval to sign the proposed contract with Infosend to provide utility invoicing production, printing and mailing services.
BACKGROUND:
The City of Aurora outsources the production and distribution services for utility invoices. Our current provider Infosend began working with the city in October 1, 2011. The current agreement (approved by Resolution in 2016) with Infosend expires September 30, 2021. Based on responses to the Request for Proposal (RFP) for utility invoice production and distribution, Infosend has provided the most qualified and responsible proposal.
DISCUSSION:
The City solicited proposals for the Utility Invoice Production/Distribution Services for the Water Billing Division. On April 7, 2021 the City received qualified proposals from nine firms. Each company was reviewed and evaluated based on responsiveness to the RFP, experience, attention to internal controls, ease of services, ability to integrate with Central Square, and cost of services.
Funds are budgeted for this service in account 510-2560-511.61-09 (Custom Printing) and 510-2560-511.45-03 (Postage) each year.
2019 expenses were $179,000 and 2020 expenses were $155,000. Annual expenses are based on the per unit pricing as attached.
The RFP is not subject to the Local Preference Ordinance.
IMPACT STATEMENT:
Currently we use Infosend as our utility bill print and distribution provider. Continuing services with Infosend will allow our customer service to have no interruptions which often occurs when transferring services to another provider.
RECOMMENDATIONS:
I request the proposed resolution be adopted.
cc: Finance Committee
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution Authorizing an Agreement with Infosend to Provide Utility Invoice Production and Distribution Services for the Water Billing Division.
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WHEREAS, the City of Aurora has a population of more than 25,000 persons and is, therefore, a home rule unit under subsection (a) of Section 6 of Article VII of the Illinois Constitution of 1970; and
WHEREAS, subject to said Section, a home rule unit may exercise any power and perform any function pertaining to its government and affairs for the protection of the public health, safety, morals, and welfare; and
WHEREAS, The City of Aurora outsources the production and distribution services for utility invoices; and
WHEREAS, the contract with our current provider, Infosend, Anaheim, California expires September 30, 2021; and
WHEREAS, nine proposals were received with Infosend, Anaheim, California, submitting the most qualified and responsible proposal to provide printing and mailing services beginning October 1, 2021 for a one-year term with three consecutive one-year extensions based upon mutual agreement between the City of Aurora and Infosend; and
WHEREAS, the 2021 City Budget has allocated $40,000 for utility invoicing in account 510-2560-511.61-09 and $160,000 for postage in account 510-2560-511.45-03. )
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Aurora, Illinois, as follows: that the proposal from Infosend, Anaheim, California to provide utility invoice productions and distribution services for the Water Billing Division is hereby accepted and an Agreement including these provisions is hereby authorized.