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CITY COUNCIL AGENDA COMMUNICATION |
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| | | | | | | | | AGENDA DATE: | September 24, 2019 |
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| | | | | | | | | SUBJECT: | Award Bid and Authorize the City Manager to Execute a Contract with DataProse, LLC for Utility Bill Printing, Mailing and Offset Printing Services in the Annual Amount of $225,000 with Four (4) Optional One-Year Renewals. |
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| | | | | | | | | STAFF RESOURCE: | Steve Massey, Director of Community Services
Debra Morris, Purchasing Manager |
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| | | | | | | | | ACTION PROPOSED: | Award Bid and Authorize the City Manager to Execute a Contract with DataProse, LLC for Utility Bill Printing, Mailing and Offset Printing Services in the Annual Amount of $225,000 with Four (4) Optional One-Year Renewals. |
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| | | | | | | | BACKGROUND
The Purchasing Division solicited six hundred and twenty-two (622) vendors and received five (5) responses to RFP 2019-6-61 on August 8, 2019. The City elected to issue a Request for Proposal (RFP) to determine the most responsive bidder based on the proposed services, vendor qualifications and price.
An evaluation team of four (4) City of Allen professionals has scored each proposal and recommends award to DataProse, LLC. DataProse has been the City of Allen's vendor for fifteen (15) years and has shown a track record of successfully satisfying the City's needs for Print and Mail Services. The DataProse proposal scored the highest in services, qualifications and software integration. DataProse was the second lowest proposal in terms of price. Their overall pricing structure was approximately 4% higher than the lowest priced bidder, but their scores in the other categories were significantly higher than all other bidders which resulted in a clear award recommendation.
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| | | | | | | | BUDGETARY IMPACT
The funding for these services is included in the Water and Sewer Fund - Utility Billing Division Operational Budget.
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| | | | | | | | STAFF RECOMMENDATION
Staff recommends that the City Council award bid and authorize the City Manager to execute a contract with DataProse, LLC for utility bill printing, mailing and offset printing services in the annual amount of $225,000 with four (4) optional one-year renewals.
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| | | | | | | | MOTION
I make a motion to award bid and authorize the City Manager to execute a contract with DataProse, LLC for utility bill printing, mailing and offset printing services in the annual amount of $225,000 with four (4) optional one-year renewals.
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