HomeMy WebLinkAbout09/17/2014 6E AGENDA BILL
CITY OF BREMERTON
CITY COUNCIL
SUBJECT: Approval of Goods and Services Study Session Date: September 10, 2014
Agreement with Kaye-Smith for Utility Billing COUNCIL MEETING Date: September 17, 2014
Printing and Mailing Service Department: PW&U
Presenter: Milenka Hawkins-Bates
Phone: 360-473-5333
SUMMARY: Four proposals were received for utility billing printing, inserting and mailing services.
Staff reviewed all four and determined that the current provider Kaye Smith be awarded the four year
contract. Though Kaye Smith was not the lowest cost per item, other factors justified staffs decision;
• Security: Kaye—Smith has the highest security plan and certifications in place.
• Location: Kaye—Smith is located in Renton vs Eastern Washington. Eastern
Washington service providers will add a day or two to the delivery time, critical for
delinquent accounts.
• No start-up fees, programming costs or staff time needed for the conversion.
• No fluctuation in cost of stationary after six months.
Staff will be ramping up an E-Bill campaign to generate on-line payments with the goal being to
reduce manual payments, printing, and staff time to process. The contract is for four years with up to
three—two year extensions.
ATTACHMENTS: 1) Summary of proposals; 2) Goods and Services Agreement
FISCAL IMPACTS (Include Budgeted Amount): The service is budgeted within the Water and
Waste Water Utility budgets. Estimated annual expenditures are approximately$ 85,000.0.0_. The
amount will vary depending on the number of utility bills produced.
STUDY SESSION AGENDA: x❑ No Presentation ❑ Full Presentation
STUDY SESSION ACTION: x❑ Consent Agenda ❑ General Business ❑ Public Hearing
RECOMMENDED MOTION: Move to approve the Goods and Services Agreement with Kaye -
Smith for Utility Billing Printing and Mailing Services; and authorize the Mayor to finalize and execute
the agreement with substantially the same terms and conditions as presented.
COUNCIL ACTION: [Approve ❑ Deny ❑ Table ❑ Continue ❑ No Action
Form Updated 01/25113