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REQUEST FOR <br />COUNCIL ACTION <br />CITY COUNCIL MEETING DATE: <br />FEBUARY 4, 2014 <br />TITLE: <br />AGREEMENT FOR BILL PRINT AND <br />PAYMENT SERVICES WITH <br />INFOSEND, INC. <br />CITY MANAG R <br />RECOMMENDED ACTION <br />CLERK OF COUNCIL USE ONLY: <br />APPROVED <br />❑ As Recommended <br />❑ <br />As Amended <br />❑ <br />Ordinance on 1s' Reading <br />❑ <br />Ordinance on 2nd Reading <br />❑ <br />Implementing Resolution <br />❑ <br />Set Public Hearing For <br />CONTINUED TO <br />FILE NUMBER <br />Authorize the City Manager and Clerk of the Council to execute an agreement with InfoSend, Inc. <br />for municipal utility services bill, paramedic subscription, dog licensing and business license tax <br />printing and mailing, and electronic bill presentment and payment services not to exceed $250,000 <br />annually, during the term from February 28, 2014 through February 28, 2016, with the option to <br />extend one additional year upon the writing executed by the City Manager, subject to non - <br />substantive changes approved by the City Manager and City Attorney. <br />DISCUSSION <br />The Treasury Division is responsible for the billing and payment processing of municipal utility <br />services accounts, paramedic subscription services, dog licenses and business license taxes. On <br />February 20, 2007, the City Council approved an agreement with InfoSend, Inc. for bill printing, <br />mailing and electronic bill presentment services for Municipal Utility Services (MUS). InfoSend was <br />determined to be the most cost - effective method for printing of all MUS bills as well as processing <br />associated e- payments. Since 2007, the Treasury Division has taken advantage of technology and <br />process improvements with the use of InfoSend in order to provide alternative service delivery <br />options to customers. Through InfoSend, the Treasury Division provides on -line payment of dog <br />licenses, the printing of dog license and business license renewals. Furthermore, through <br />InfoSend the City expanded on -line services such as the paramedic subscription and automating <br />the processing of payments. Additionally, these efforts have allowed the Treasury Division to <br />continue to operate at reducing staffing levels of over 20 percent since 2007. <br />Outsourcing of bill printing with InfoSend enables the City to take advantage of reduced postage <br />rates of over $20,000 per year. The breakdown of bill printing and payment processing is <br />$114,125; and $135,875 for postage. InfoSend, Inc. has agreed to maintain the same rates <br />associated with providing these services which includes pass- through of applicable Sales Tax and <br />postage. Given the vendors past performance, staff recommends retaining InfoSend for bill print <br />and payment services. <br />25J -1 <br />