COUNCIL AGENDA ITEM
SUBJECT:
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Authorization for the City Manager to execute the contract via a Purchase Order, to piggyback on the City of Ormond Beach award to Cathedral Corporation for Utility Billing Print and Mail Services.
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DEPARTMENT:
Finance
SUMMARY:
The City utilizes a third party vendor for utility bill printing, binding and inserting services. On April 6, 2015, Council approved piggybacking a contract with Municipal Code Corporation (MuniCode) under the terms and Conditions of the City of Ormond Beach resolution No. 2014-148 for Utility Billing Services. In December, 2018, ENCO Utility Services Florida LLC was assigned and assumed the contract from MuniCode for those services. That contract is set to expire on March 1, 2021.
Since that time, ENCO has changed their billing policy in such a way that it creates a much greater burden on staff time (from monthly billing - per the initial contract - to several times per month).
Staff has researched several options for Utility Billing Services and found several Central Florida agencies (Volusia County, City of Tavares, City of Ormond Beach and City of Cassleberry) that have recently gone through the competitive solicitation procedures and found Cathedral Corporation to best meet their needs. After review these contracts as well as other contract options, staff has determined that piggybacking on the Contract between Cathedral Corporation and the City of Ormond Beach resulting from their RFP 2019-32 is the option that is most advantageous to the City of Edgewater.
Per our current contract, the average annual cost is $60,248. The new contract would decrease the cost by an estimated $5,308 annually. The initial contract period for this contract would be from March 1, 2021 thru August 6, 2024 with no renewal options.
Both the vendor and the City of Ormond Beach have approved the Piggyback of the contract.
BUDGETED ITEM: ☒ Yes ☐ No ☐ Not Applicable
BUDGET AMENDMENT REQUIRED: ☐ Yes ☒ No ☐ Not Applicable
RECOMMENDED ACTION:
Motion to authorize the City Manager to execute the contract via a purchase order, to piggyback on the City of Ormond Beach award to Cathedral Corporation for Utility Billing Print and Mail Services.