Item 148/2026
Final
City of Garden Grove
INTER-DEPARTMENT MEMORANDUM
To:
Lisa L. Kim From: Patricia Song
Dept:
City Manager Dept: Finance
Date: 4/28/2026
Subject: Award a contract to InfoSend, Inc for data processing, printing, inserting, and mailing services, related to business license, utility billing, water service notices, and the CityWorks publication. (Cost: $250,000)(Action Item)
OBJECTIVE
For the City Council to approve a contract with InfoSend Inc to provide data processing, printing, inserting, and mailing services for a range of City needs, including business licenses, utility bills, water service notices, and CityWorks publications.
BACKGROUND
InfoSend Inc has served as the City’s provider for utility bill data processing, printing, inserting, and mailing services since 2016. The current contract, awarded through a competitive Request for Proposal (RFP) process in 2021, is scheduled to expire on June 30, 2026.
The Water Billing Division generates charges for water and wastewater services provided to customers within the City and certain surrounding areas, with approximately 34,000 utility bills mailed on a bi -monthly cycle. The Water Services team also dist ributes fire inspection notices as needed. In addition, the Business License team anticipates mailing business tax certificate renewals to roughly 14,000 businesses and individuals operating within the City.
The Community Relations Office utilizes these services for CityWorks publications and special campaign inserts on an as-needed basis.
DISCUSSION
To ensure efficiency, transparency, cost -effectiveness, and compliance with the City’s procurement policy, the City issued a Request for Proposal (RFP) for data processing, printing, inserting, and mailing services on January 5, 2026 (RFP No. S1386). The RFP process included a comprehensive evaluation of written proposals, as well as professional reference checks.
The evaluation focused on key service needs, including utility billing, Business License notices, Water Service notices, CityWorks publications, and compliance with the City’s security requirements.
Item 148/2026
A total of one (1) proposal was received in response to the RFP. The submission was evaluated and determined to meet the requirements outlined in the RFP. Pricing was compared against five (5) incomplete proposals to confirm that the submitted rates are fair and reasonable. The complete proposal was reviewed by a selection committee consisting of the Senio r Information Technology Analyst, Senior Administrative Analyst, and Revenue Manager (the “Committee”). The evaluation criteria included: 35% qualifications, 25% knowledge and technical competence, 30% cost of services, and 10% completeness of responses.
Following the initial evaluation, the Committee requested the proposer to submit a Best and Final Offer (BAFO) for the cost of services.
The weighted scores for the proposal are as follows:
InfoSend, Inc
Rater 1 94
Rater 2 96
Rater 3 94
Based on the evaluation of the written proposal and the results of reference checks, the Committee determined that InfoSend Inc is a qualified vendor, considering its experience, proposed approach, pricing, and overall quality of the submission. All refere nces provided favorable feedback and high ratings for performance and service delivery.
Additionally, InfoSend Inc currently provides similar services to numerous local agencies throughout Southern California, including the neighboring cities of Huntington Beach, Orange, Santa Ana, and Newport Beach. The company also serves more than 700 public agencies nationwide, demonstrating a strong track record and the capacity to meet the City’s needs.
Staff considers the sole proposal to represent a fair and adequate competitive response.
FINANCIAL IMPACT
Under the proposed agreement with InfoSend Inc, service fees will be based on the type and volume of transactions processed. Staff estimates annual costs to be under $250,000, consistent with current expenditures, with additional scope included for Water Quality Control noticing and anticipated inflation adjustements.
The cost for data processing, printing, and mailing services, in the amount of $250,000, will be programmed in the FY 2026–27 and subsequent operating budgets for the City Manager’s Office, Finance, and Public Works Departments. The estimated cost allocation by funding source is as follows:
General Fund – $40,000 (16%)
Water Enterprise Fund – $180,000 (72%)
Sewer Enterprise Fund – $30,000 (12%)
Item 148/2026
RECOMMENDATION
It is recommended that the City Council:
Award a contract to InfoSend, Inc in the annual amount of $ 250,000 for an initial three-year term beginning July 1, 2026, with an option to renew for up to two additional years; and
Authorize the City Manager, or designee(s), to execute the agreement, including any renewal terms , amendments, and minor modifications as deemed appropriate , on behalf of the City.
ATTACHMENT(S)
Attachment 1 – InfoSend, Inc Service Agreement
Attachment 2 – InfoSend, Inc Proposal