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