In 2009, the Water Department entered into a contract with DataProse, LLC, to produce utility billing statements and delinquency letters for the Water Department and to manage the mailing of the correspondences. The City's current contract expired on February 21, 2019 and the Water Department recommends entering into another contract with the same vendor for continued services. In 2016, the City of Plano completed another Request for Proposals process and again selected DataProse, LLC, for utility bill printing and mailing services. Sixteen companies submitted proposals. DataProse, LLC, offered the best pricing and services. Plano currently uses the same Central Square billing system as the City of Fort Worth and its RFP process meets the City of Fort Worth's standards for competitively selecting a vendor. Furthermore, Plano's selected vendor meets specifications related to the Water Department's Central Square billing system and complies with the United States Postal Service regulations. Utilizing an inter-local agreement with Plano, the City of Fort Worth contracted to use the services offered by DataProse, LLC, and, in 2017, renewed its agreement for an additional two years. The Water Department desires to enter into a new contract with DataProse, LLC, for continued utility bill printing and mailing services based off the established cooperative purchasing contract with the City of Plano, for an amount not to exceed $1,487,740.00 per contract year. COOPERATIVE PURCHASE - State law provides that a local government purchasing an item under a Cooperative Purchasing Agreement satisfies state laws requiring that the local government seek competitive bids for purchase of the item. In accordance with the Mayor and Council Communication (M&C P-12061) approved June 13, 2017, the City Manager may enter into an Interlocal Cooperative Purchasing Agreement that allows the cities to take advantage of each others' competitively bid contracts. The City has a Cooperative Purchasing Agreement with the City of Plano. The City of Plano's Contract No. 2016-0370-C was competitively bid to increase and simplify the purchasing power of local government entities. PRICE ANALYSIS - The Water Department has reviewed the pricing and determined it to be fair and reasonable. M/WBE OFFICE - A waiver of the goal for MBS/SBE subcontracting requirements was requested by the Purchasing Division and approved by the M/WBE Office, in accordance with the BDE Ordinance, because the purchase of goods or services is from sources where subcontracting or supplier opportunities are negligible. ADMINISTRATIVE CHANGE ORDER - An administrative change order or increase may be made by the City Manager or his designee for the amount up to $50,000.00 and does not require specific City Council approval as long as sufficient funds have been appropriated. AGREEMENT TERMS - Upon City Council approval, the initial term of this Contract will begin immediately upon the expiration of the existing contract on February 22, 2019 and will continue through February 21, 2020 to coincide with the dates of the City of Plano's Contract No. 2016-0370-C. Renewal Options - This Contract may be renewed for two additional one year terms at the City's option, in accordance with the terms of the City of Plano's contract. This action does not require specific City Council approval provided that the City Council has appropriated sufficient funds to satisfy the City obligations during the renewal term. |
