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ITEM: AUTHORIZATION TO UTILIZE A CITY OF BAYTOWN, TEXAS CONTRACT, AS A BASIS FOR PRICING FOR UTILITY BILL PRINTING AND MAILING SERVICES
REQUEST: Authorization to utilize a City of Baytown, Texas contract with Dataprose, LLC, as a basis for pricing to provide utility bill printing and mailing services to the Village.
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EXPLANATION: In May 2009, the Village Council approved use of an Okaloosa Gas District contract, with Dataprose, LLC, to provide utility bill printing services through May 2012. The contract included a provision for automatic annual renewals unless written notice of cancellation was received by either party ninety (90) days prior to contract expiration.
In September 2012, Council approved authorization to utilize a City of Ocala contract with Infosend, Inc. to provide utility bill printing services. The anticipated savings under this contract were estimated to be between $15,000-$20,000 annually. However, such savings were based on the Village implementing new, comprehensive payment software (Summation 360) that would provide e-billing, mobile payment processing, bill print and mail services, and customer notifications in a single, consolidated service. The implementation of Summation 360 involves major upgrades for multiple payment platforms used throughout the Village, including our utility services, building, and recreation departments. The isolated implementation of the utility bill printing services individually did not provide these savings. Subsequently, rather than incurring the cost to transition to a new utility bill printing provider and jeopardizing the level of service to our customers, we continue to utilize the services of Dataprose, LLC.
While staff continues to research the Summation 360 product, in order to ensure the Village pays the most competitive pricing, staff found an existing City of Baytown, Texas contract which provides better pricing than our existing agreement, with the same vendor...
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