REPORT TO THE CITY COUNCIL
FROM: BRIAN BARR, Director
General Services Department
SANTINO DANISI, Finance Director/Controller
Finance Department
BY: MELISSA PERALES, Purchasing Manager
General Services Department, Purchasing Division
SUBJECT
Title
Approve an agreement with DataProse, LLC., in the not-to-exceed amount of $206,874.40 annually, plus annual CPI adjustments, for three years with three one-year optional extensions for the Finance Department’s print and mail services for utilities, business tax, and animal license billings and authorize the City Controller/Finance Director to execute all related documents (Bid File 9641)
Body
RECOMMENDATION
Staff recommends Council approve an award to DataProse, LLC., (DataProse) in the not-to-exceed amount of $206,874.40 annually, plus annual CPI adjustments, for three years with three one-year optional extensions for the Finance Department’s print and mail services for utilities, business tax, and animal license billings and authorize the City Controller/Finance Director to execute all related documents.
EXECUTIVE SUMMARY
The Finance Department's Business Tax Division and Utility Billing and Collection Division is responsible for customer service and various billings for utilities, business taxes, and animal licenses. For over 10 years, the Finance Department has been using an outside vendor for print and mail services for the timely billing to over 165,000 customers monthly. Through a formal Request for Proposal (RFP) process, the Finance Department recommends DataProse as the best value to the City.
On August 11, 2022, Council approved an award for print and mail services for the Finance Department with DataProse in the total amount $65,589.60 for three years plus three one-year optional extensions. Prior to the City executing a contract with the vendor, it was discovered that a calculation error occurred when determining the annual amount of the contract. Council’s approval of this item will increase the award value to not-to-exceed $206,874.40 annually plus CPI adjustments. Following the recalculation of this contract, DataProse, remains the lowest cost proposer for the services requested.
BACKGROUND
The Finance Department’s Utility Billing and Collection Division prints, mails, and/or emails monthly utility invoices to the citizens of Fresno. The Business Tax Unit prints, mails, and/or emails monthly animal license renewals, and semi-annual and annual tax renewal forms to businesses, doing business in the City of Fresno. The City has used an outside vendor to provide these print and mail services for many years. The City’s most recent vendor, OSG Billing Services (formerly known as DivDat), has been with the City since March 2010.
As the previous contract for these services had reached the end of its term, Staff prepared an RFP for mail and print services. This RFP was published in Planet Bids on February 16, 2022. The specifications were distributed to 29 prospective bidders. Nine proposals were received in a public bid opening on March 22, 2022. An Evaluation Committee reviewed the proposals and determined five proposers should be interviewed. Following the completion of interviews, the Evaluation Committee determined that DataProse provided the best value to the City.
The committee cited several reasons for selecting DataProse; including 30 years of print and mail services, a California location, extensive experience with municipalities, familiarity with Sungard Naviline and Tyler Munis software programs, and a close relationship with USPS.
The City Attorney has approved the contract as to form.
ENVIRONMENTAL FINDINGS
By the definition provided in the California Environmental Quality Act (CEQA) Guidelines Section 15378, the award of this contract does not qualify as a “project” as defined by CEQA.
LOCAL PREFERENCE
Local preference was not considered.
FISCAL IMPACT
The funding to cover mail and print service charges has been included in the FY 2023 adopted budget under the Finance Department.
Attachments:
Bid Evaluation Form
Report from Evaluation Committee