775-353-5555
431 Prater Way Sparks, NV United States
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Sparks City Council Meeting 2/12/2018 2:00:00 PM
Monday, February 12, 2018 2:00 PMCouncil Chambers, Legislative Bldg, 745 4th St., Sparks, NV
Consent Items: 8.2
Total Costs: $65,360.00|
Fund: Sanitary Sewer Operations Fund Account: 603220 Program: Accounting & Budget in Sewer Op Fund (080210) Amount: $26,856.00 Budget Status: Over Budget (See Budget Correction Plan) |
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Fund: Storm Drains Operations Fund Account: 603225 Program: Customer Collections - Drains (050458) Amount: $5,824.00 Budget Status: Over Budget (See Budget Correction Plan) |
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Fund: Storm Drains Operations Fund Account: 603220 Program: Accounting in Storm Drains Op Fund (080215) Amount: $26,856.00 Budget Status: Over Budget (See Budget Correction Plan) |
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Fund: Sanitary Sewer Operations Fund Account: 603225 Program: Customer Collections - Sewer (050454) Amount: $5,824.00 Budget Status: Over Budget (See Budget Correction Plan) |
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Budget Correction Plan: These items are budgeted for in the upcoming budget year. The previous budget for these items were included in the Professional Services budget 080210 and 080215 |
A Business Impact Statement is not required because this is not a rule.
The City uses a contracted service provider to process the City’s utility billing data into physical bills and mail them to City customers. The incumbent vendor reached the end of their contracted term, and the City solicited for bids to provide the services going forward. This item seeks to award the next contract to the lowest responsive and responsible bidder.
Background:
The Customer Service Division processes the billing on all sewer accounts. A file is created that contains the billing information and uploaded to the vendor. The vendor creates a proof for review and once approved by the Customer Service Division, the vendor prints and mails the bills to City of Sparks' customers. The vendor has no part in the processing of the data or the processing of the payments received.
Analysis:
The City issued Bid #17/18-006 for Utility Bill Printing on October 18, 2017. The bid was advertised in the Reno Gazette-Journal, the City website and on a national online bid listing service. Vendors that bid for the service in the previous bid cycle were also directly notified. Twenty-four (24) companies downloaded bid documents from the City. The City received eleven (11) bids by the stated deadline.
Bidders were evaluated based on the total projected annual cost, using the projected number of bills to be printed and mailed. Annual costs bids ranged from $65,360 to $430,563. A copy of the bid re-cap is attached to this staff report. Staff is recommending awarding the contract to the lowest cost bid provided. The contract associated with this item notes the cost of a price per piece as the total dollar figure may vary based on the number of accounts serviced at any one time. Additionally, postage rates may be adjusted based on actions of the US Postal Service.
Alternatives:
- The City Council may approve the contract as submitted by staff.
- The City Council may reject the contract as submitted by staff.
- The City Council may choose to deny the contract and provide direction to the City Manager.
Recommended Motion:
I move to approve the contract with DataProse, LLC for the processing and mailing of sewer bills in an amount not to exceed $.102/piece plus postage with an estimated annual impact of $65,360.
Attached Files:
Bid Recap - Utility Bill Printing.pdf DataProse Contract-Utility Bill Printing.pdf
