SUBJECT/RECOMMENDATION:
Title
Authorize purchase orders and agreements to both InfoSend of Anaheim, CA for utility bill printing, processing and mailing services, and to Catalis Payments of Alpharetta, GA for payment collection and processing services, in the cumulative amount of $1,080,000.00 for an initial three-year term with two additional two-year renewal options at $720,000.00 per renewal term, pursuant to RFP 13-25, Utility Billing and Lockbox Services and authorize the appropriate officials to execute same. (consent)
Body
SUMMARY:
In January 2025, the City issued Request for Proposal (RFP) No. 13-25, Utility Billing and Lockbox Services, and received five responses from interested vendors. A team of city staff representing the Finance Department and Utility Customer Service thoroughly evaluated each proposal based on the criteria outlined in the RFP and overall responsiveness to the requirements. Given the RFP covered two distinct services, the evaluation committee scored and ranked each service separately.
As a result of this evaluation, the committee recommended awarding the contract for utility bill printing and mailing services to InfoSend, the highest-ranked vendor for that service, and awarding the contract for lockbox payment processing services to Catalis, the highest-ranked vendor in that category.
Authorization is requested to award the initial contract term from July 1, 2025 through June 30, 2028, in the cumulative amount of $1,080,000.00, with the option to renew for two additional two-year terms at $720,000.00 per term.
Estimated annual costs by vendor are as follows:
• InfoSend: $330,000.00 annually for utility bill print and mail services
• Catalis: $30,000.00 annually for lockbox services
APPROPRIATION CODE AND AMOUNT:
Funds are available in the Utility Customer Service operating budget in the following cost codes:
• 5559884-530300, to fund this year’s portion of lockbox and utility bill processing.
• 5559884-543400, to fund this year’s portion of utility bill printing.
• 5559884-542500, to fund this year's portion of postage.
Funding for future years will be requested in the annual budget process.
Utility Customer Service is funded by revenues from the Administrative Services Fund, an internal service fund of the city.
STRATEGIC PRIORITY:
1.2 Maintain public infrastructure, mobility systems, natural lands, environmental resources, and historic features through systematic management efforts.
1.5 Embrace a culture of innovation that drives continuous improvement and successfully serves all our customers.
