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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 sa...
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