Agenda Report
Fullerton City Council
MEETING DATE: AUGUST 1, 2023
TO: CITY COUNCIL / SUCCESSOR AGENCY
SUBMITTED BY: Ellis chang, director of administrative services PREPARED BY: STEVEN AVALOS, BUDGET & PURCHASING MANAGER SUBJECT: INFOSEND, INC. PURCHASE ORDER FOR PRINT AND MAIL SERVICES
SUMMARY
Award a purchase order to InfoSend, Inc. (InfoSend) to perform print and mail services for General Billing, Business Registration and Utility Services.
RECOMMENDATION
Authorize Administrative Services Director, or designee, to issue a purchase order not to exceed $200,000 to InfoSend for print and mail services for General Billing, Business Registration and Utility Services.
Authorize Director of Administrative Services, or designee, to enter change orders as needed related to business needs with InfoSend within the department operating budget.
CITY MANAGER REMARKS
The City Manager requests approval of the award to InfoSend.
PRIORITY POLICY STATEMENT
This item matches the following Priority Policy Statement:
Fiscal and Organizational Stability.
FISCAL IMPACT
No additional fiscal impact to the Fiscal Year (FY) 2023-24 Adopted Budget as the Administrative Services Department (ASD) operating budget includes print and mail services. Staff estimates the cost for print and mail services for General Billing would total $5,000 per year. The annual costs for mailing and printing services for Business Registration and Utility Billing (water, sewer, and refuse) total approximately $115,000-$140,000 per year. Staff requests approval of a $200,000 purchase order with InfoSend, Inc..
DISCUSSION
The City entered into a service agreement with InfoSend in 2010 to perform data processing, printing and mailing services on behalf of the City for Business Registration and Utility Services for water, sewer and refuse utility billings. Primary services included printing and mailing utility bills, delinquent utility notices, business license certificates, business license renewal documents and delinquent and final business notices. InfoSend also charges postage fees equal to USPS pricing. InfoSend continues to provide quality data processing and mailing and printing services to the City as the service agreement auto-renews every year,.
The City began upgrades to cashiering, general billing and utility billing in 2022, consolidating these services into a new enterprise resource planning (ERP) software, Tyler Technologies, Inc. Staff will implement the new Tyler Munis ERP in FY 2023-24 with the General Billing implementation “go-live” late July 2023.
The General Billing function in ASD performs all citywide general billings including City leases and rents, airport billings and hangar rentals, fire billings and any miscellaneous billings such as grant reimbursements. As General Billing transitioned to Tyler Munis, ASD determined that utilizing InfoSend for General Billing would provide billing efficiency and conformity of citywide billings for an estimated $5,000 per year but may fluctuate as business needs change.
Staff recommends adding General Billing print and mail services to the InfoSend scope of work (Attachment 1) to incorporate General Billing print and mail services for the next general bill cycle. Total costs to utilize InfoSend for Business Registration and Utility Services business needs have exceeded $100,000 over recent years, primarily due to increased volume and inflationary cost escalations. Staff requests awarding a $200,000 purchase order to InfoSend.
Staff and InfoSend will develop a new service agreement to properly consolidate all ASD business needs, update terms and pricing to current City terms and conditions and provide optional citywide services to provide the organization flexibility and agility with respect to InfoSend services. Staff will bring this agreement to City Council at a later date for consideration.
Attachments:
Attachment 1 – InfoSend Finance Invoices Cost Proposal
cc: City Manager Eric J. Levitt
InfoSend, Inc. Purchase Order for Print and Mail Services August 1, 2023 - Page 2