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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 to the Village in the amount of approximately $138,000.00 annually.
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EXPLANATION: The Village utilizes Dataprose, LLC, to provide utility bill printing and mailing services. On February 9, 2021, Council approved authorization to continue utilizing the City of Baytown, Texas contract #026-12 with Dataprose, LLC, to provide such services. The City of Baytown recently renewed the contract through January 31, 2023.
The Baytown contract provides utility bill statements at $0.095 each (includes cost to provide forms, data process, laser print, fold, sort, tray, tag, mail and drop at USPS). The total annual cost of approximately $138,000.00 includes both printing and postage.
In order to ensure the Baytown contract provides the best price, staff performed price comparisons and found the following:
Entity
Base Price Per Statement (Postage not included)
Vendor
City of Baytown, TX
$0.095
Dataprose, LLC
City of Boca Raton, FL
$0.106
Dataprose, LLC
City of West Palm Beach, FL
Services Performed In-House
Palm Beach County, FL
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, 2023.
Prior year expenditures are $137,610.00.
BUDGET AMENDMENT REQUIRED: NO
PUBLIC HEARING: NO QUASI-JUDICIAL:
FIRST READING: SECOND READING:
LEGAL SUFFICIENCY: YES
FISCAL IMPACT: Funds are allocated in the FY 2022 utility custo...
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