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TO: Mayor John Laesch
FROM: Krista Heinke, Director of Financial Operations
DATE: September 22, 2025
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 2021) with InfoSend expires September 30, 2025. 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 July 16, 2025, the City received qualified proposals from six 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.
2023 expenses were $214,000 and 2024 expenses were $235,000. 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. ______...
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