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ITEM: AUTHORIZATION TO CONTINUE UTILIZING A CITY OF BAYTOWN, TEXAS CONTRACT AS A BASIS FOR PRICING FOR UTILITY BILL PRINTING AND MAILING SERVICES
REQUEST: Authorization to continue utilizing a City of Baytown, Texas contract with Dataprose, LLC, as a basis for pricing, to provide utility bill printing and mailing services, including postage, to the Village in the amount of approximately $136,000.00 annually.
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EXPLANATION: The Village utilizes Dataprose, LLC, a non-local vendor, to provide utility bill printing and mailing services. On February 9, 2016, Council approved to continue utilizing the City of Baytown, Texas contract #026-12, with Dataprose, LLC, to provide utility bill printing and mailing services. The City of Baytown recently renewed the contract through January 31, 2018.
The Baytown contract provides utility bill statements at $0.088 each (includes cost to provide forms, data process, laser print, fold, sort, tray, tag, mail and drop at USPS).
In order to ensure the Baytown contract provides the best pricing, staff reached out to other governmental entities and found the following:
Entity
Base Price Per Statement (Postage not included)
Vendor
City of Baytown, TX
$0.088
Dataprose, LLC
City of Boca Raton
$0.106
Dataprose, LLC
Martin County
$0.096
Matrix Imaging Solutions
Broward County
$0.105
Municipal Code
Palm Beach County
Services Performed In-House
City of West Palm Beach
Services Performed In-House
Dataprose, LLC, is a leading provider of billing statement services, including statement design, print and mail services for municipalities nationwide.
Staff is seeking authorization to continue utilizing the City of Baytown contract as a basis for pricing for utility bill printing and mailing services, including postage through January 31, 2018, in the amount of approximately $136,000.00 annually.
BUDGET AMENDMENT REQUIRED: NO
PUBLIC HEARING: NO QUASI-JUDICIAL:
FIRST READING: SECOND READING: ...
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