Loading...
HomeMy WebLinkAboutItem 15 - Utility Bill Printing, Mailing Services MEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: BRUNO RUMBELOW, CITY MANAGER'? MEETING DATE: DECEMBER 5, 2017 SUBJECT: APPROVAL OF A RESOLUTION FOR AN ANNUAL CONTRACT WITH RENEWALS FOR UTILITY BILL PRINTING, MAILING AND OFFSET PRINTING SERVICES RECOMMENDATION: City Council to consider approval of a resolution for an annual contract with renewals for utility bill printing, mailing and offset printing services with DataProse, Inc. through an interlocal agreement with the City of Plano, Texas. FUNDING SOURCE: Funds are budgeted in account 200-44540-530-003 (Professional Services) and 200- 42261-530-003 (Postage and Related Charges) in an annual estimated budgeted amount of$90,000.00. BACKGROUND: The purpose of this contract is to establish fixed annual pricing for printing and mailing of the City's monthly water bills. Bids were taken by the City of Plano, Texas and a contract was awarded to DataProse, Inc. The Purchasing and Utility Billing staff reviewed the contract for specification compliance and determined that this contract would provide the best product, service and pricing for meeting the needs of the City. This purchase will be made in accordance with an existing interlocal agreement with the City of Plano, Texas as allowed by Texas Local Government Code, Chapter 271 and Texas Government Code, Chapter 791. This contract is for an initial one-year period with four, one-year renewal options. Staff recommends approval. AA/BS RESOLUTION NO. 2017-100 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS,AUTHORIZING THE CITY MANAGER OR THE CITY MANAGER'S DESIGNEE TO CONTRACT FOR UTILITY BILL PRINTING, MAILING AND OFFSET PRINTING SERVICES FOR THE UTILITY BILLING DEPARTMENT THROUGH AN ESTABLISHED INTERLOCAL AGREEMENT AND PROVIDING AN EFFECTIVE DATE WHEREAS, the City of Grapevine, Texas is a local government in the State of Texas and as such is empowered by the Texas Local Government Code, Chapter 271 and Texas Government Code, Chapter 791 to enter into an interlocal agreement with other qualified agencies in the State of Texas; and WHEREAS, the City of Plano, Texas is a qualified agency as authorized by Texas Local Government Code, Chapter 271 and Texas Government Code, Chapter 791; and WHEREAS, the City of Grapevine, Texas has established an interlocal agreement with the City of Plano, Texas and wishes to utilize established contracts meeting all State of Texas bidding requirements; and WHEREAS, the City of Plano, Texas has an established contract no. RFP 2016- 0370-C, Utility Bill Printing, Mailing and Offset Printing Services with DataProse, Inc.; and WHEREAS, the City of Grapevine, Texas has a need for these utility billing services; and WHEREAS, all constitutional and statutory prerequisites for the approval of this resolution have been met, including but not limited to the Open Meetings Act; and WHEREAS, the City Council deems the adoption of this resolution to be in the best interests of the health, safety, and welfare of the public. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS: Section 1. That all matters stated hereinabove are found to be true and correct and are incorporated herein by reference as if copied in their entirety. Section 2. That the City Council of the City of Grapevine, Texas authorizes the contract for utility bill printing, mailing and offset printing services for the Utility Billing Department with DataProse, Inc. through an interlocal agreement with the City of Plano, Texas in an annual estimated budgeted amount of$90,000.00. Section 3. That the City Manager or his designee is authorized to take all steps necessary to consummate the contract of said utility billing services. Section 4. That this resolution shall take effect from and after the date of its passage. PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF GRAPEVINE, TEXAS on this the 5th day of December, 2017. APPROVED: William D. Tate Mayor ATTEST: Tara Brooks City Secretary APPROVED AS TO FORM: John F. Boyle, Jr. City Attorney Resolution No. 2017-100 2