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ITEM: AUTHORIZATION TO CONTINUE UTILIZING A CITY OF PLANO, TEXAS CONTRACT, AS A BASIS FOR PRICING, FOR UTILITY BILL PRINTING AND MAILING SERVICES
REQUEST: Authorization to continue utilizing a City of Plano, Texas contract with Matrix Imaging Solutions, LLC DBA Dataprose, LLC, as a basis for pricing, to provide utility bill printing and mailing services in the amount of approximately $179,430.00 annually.
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EXPLANATION: On January 14, 2025, Council authorized the use of the City of Plano, Texas contract No. 2021-0440-AC with Matrix Imaging Solutions, LLC DBA Dataprose, LLC as a basis for pricing for Utility Bill Printing and Mailing Services. The City of Plano has confirmed that this contract is automatically renewing for an additional one year term effective February 2, 2026 through February 1, 2027 with no changes to contract pricing.
Staff recommends continuing to utilize the City of Plano, Texas contract as a basis for pricing, for utility bill printing and mailing services through February 1, 2027 at an estimated annual cost of approximately $179,430 which consists of $20,000 for bill printing services (unchanged) and $159,430 for postage, which is a pass through cost. The postage amount reflects an estimated annual increase of approximately $10,430 which is attributed to postal rate increases implemented last year.
BUDGET AMENDMENT REQUIRED: NO
PUBLIC HEARING: NO QUASI-JUDICIAL:
FIRST READING: SECOND READING:
LEGAL SUFFICIENCY: YES
FISCAL IMPACT: Funds are allocated in the FY 2026 Utility Customer Service Budget.
WELLINGTON FUNDAMENTAL: Responsive Government
RECOMMENDATION: Authorization to continue utilizing a City of Plano, Texas contract with Matrix Imaging Solutions, LLC DBA Dataprose, LLC, as a basis for pricing, to provide utility bill printing and mailing services in the amount of approximately $179,430.00 annually.