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TO: Mayor Thomas J. Weisner
FROM: Beatrice Torres, Assistant Finance Director/Water Billing
DATE: July 12, 2016
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. The term of the contract with our current provider, Infosend began October 1, 2011. The current year contract with Infosend expires September 30, 2016. Based on responses to the RFP for utility invoice production and distribution, Infosend has provided the most qualified and responsible bid proposal. The difference in cost between the lowest two quotes was $576.00 yearly. The COA legal department has reviewed the proposed contract and finds it to be acceptable.
DISCUSSION:
The City solicited proposals for the Utility Invoice Production/Distribution Services for the Water Billing Division. On April 27, 2016 the City received qualified proposals from four firms. The total cost per statement on a yearly basis is listed below.
Infosend $26,784.00
Dataprose $26,208.00
Peregrine $28,800.00
Utilitec $30,240.00
While the differential in the proposals of Infosend and Dataprose is inconsequential, Infosend is the preferred firm for the following reasons; 1) Infosend has been an excellent bill print provider, we have had no significant issues with this vendor and we have had an excellent working relationship with their customer service staff. 2) We currently have our system set up to send and approve files via the internet. This system has proven to be most efficient for reviewing files and sending bills in a timely manner. 3) Infosend has sent us information on their Electronic Bill Presentment and Payment (EBPP) software and we have sat through a demo of the product. The EBPP is a product that several of our online billing customers have requested; a more effective bill payment site than what the city currently offers through Sungard.
Subsequent to the original submission of this recommendation, a staff selection committee reviewed all proposals submitted and determined that Infosend submitted the most qualified and responsible bid. I have also confirmed that Infosend has no past-due accounts with the city.
IMPACT STATEMENT:
Currently we use Infosend as our utility bill print and distribution provider. We use Sungard to provide electronic services (e-bill/notification, autopay, recurring payments) to our online billing customers. The service that Sungard provides is very basic and not very user friendly. Customers are constantly calling in/emailing weekly their concerns about the system being outdated and not providing all of the services possible in this day and age. Allowing Infosend to take over the Electronic Bill Presentment and Payment (EBPP) will increase our customer service and efficiency with the bill payment process online. Continuing services with Infosend will allow our customer service to have no interruptions which often occurs when transferring services to another provider.
RECOMMENDATIONS:
If approved, please forward to the Finance Committee for the July 26, 2016 committee meeting.
cc: Alderman O’Connor, Chairman
Alderman Mervine
Alderman Bohman
Alderman Mesiacos, Alternate
CITY OF AURORA, ILLINOIS
RESOLUTION NO. _________
DATE OF PASSAGE ________________
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A Resolution Authorizing an Agreement with Infosend, Anaheim, California 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, 2016; and
WHEREAS, four proposals were received with Infosend, Anaheim, California, submitting the most qualified and responsible proposal to provide printing and mailing services beginning October 1, 2016 for a one-year term with four consecutive one-year extensions based upon mutual agreement between the City of Aurora and Infosend; and
WHEREAS, the 2016 City Budget has allocated $49,000.00 for utility invoicing in account 510-2560-511.61-09.
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 production and distribution services for the Water Billing Division is hereby accepted and an Agreement including these provisions is hereby authorized.