Title
Consider and take action on a resolution authorizing a three-year agreement with Peregrine Services, Inc for the printing and mailing of the city’s utility bills for an amount not to exceed $558,792 (Director of Finance)
Background:
Approval of this item will award a three (3) year contract to Peregrine for monthly utility bill printing and mailing at the letter size format at an estimated annual expense of $558,792. The contract date is October 1, 2018 to September 30, 2021.
On June 26, 2018 bids were received from seven potential providers of utility billing and mailing services for a total of 35,000 pieces, both postcard size and letter size. In addition, Tyler MUNIS will assess a one-time charge of $5,100 ($2,550 each bill type) for the cost to design and format both postcard regular bills and postcard delinquent notifications. Included in the monthly cost outlined below is postage in the amount of $12,474 for letter size and $8,481 for postcards. The difference in postage between letter size and postcards is $47,916 annually assuming no increase in postage by the USPS during the contract period, for a total of $143,748 over the three-year period.
Potential Provider Monthly Cost-Letter size Monthly Cost-Postcard
(With Inserts) (No Inserts) + $ 5,100 (Tyler one-time cost)
Peregrine $15,522 $14,982 $10,461
Allison Payment $15,804 $15,114 $13,431
Master’s Touch $16,062 $15,312 $10,329
InfoSend $16,443 $14,883 $10,329
Quest Mark $16,698 $15,378 $11,286
Data Prose $16,896 $14,916 $10,131
Pinnacle $17,397 $14,949 $10,461
Staff recommends letter size format for the monthly statements and delinquent notifications. In the past, staff has received complaints regarding the postcard bill format including complaints regarding privacy, they are easily thrown out with junk mail due to the size, they are often lost/misdelivered, and are too small to read. Sending letter-sized bill statements to our customers will...
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