HomeMy WebLinkAboutE-3.1. Approve Professional Services Agreement with InfosendCONSENT CALENDAR E-3
TO: HONORABLE CHAIRPERSON AND MEMBERS OF THE AZUSA UTILITY
BOARD
FROM: TIKAN SINGH, GENERAL MANAGER
DATE: SEPTEMBER 25, 2023
SUBJECT: APPROVE PROFESSIONAL SERVICES AGREEMENT WITH INFOSEND,
INC. TO PROVIDE UTILITY BILL PRINT AND MAILING SERVICES
BACKGROUND:
In July 2021, a two-year Professional Services Agreement Extension (PSA) was executed with
Infosend, Incorporated (Infosend) for the printing and mailing of Azusa Light & Water’s (ALW)
utility bills. The amendment to the contract with Infosend expired on July 31, 2023, as
recommended by legal counsel during the Utility Board meeting on August 28, 2023, ALW staff
is recommending the execution of a new PSA for a three year term, in an amount not to exceed
$275,000 per year, including three optional one-year extensions thereafter.
RECOMMENDATION:
Staff recommends that the Utility Board take the following action:
1) Approve the Professional Services Agreement (“Agreement”) with Infosend, in an amount
not to exceed $275,000 annually, in accordance with Azusa Municipal Code Section 2-
517(a)(16); and
2)Authorize the Mayor to execute the Agreement, including any related forms required by
Infosend, in a final form acceptable to the City Attorney.
ANALYSIS:
In August 2018, after a competitive bidding process, ALW entered into a contract with Infosend
Inc. for it’s utility bill print and mailing services. Infosend has done an excellent job performing
the services required by the contract and has worked well with the Utility on electronic file format
Approved
Utility Board
09/25/2023
Professional Services Agreement: Infosend, Inc.
September 25, 2023
Page 2
modifications, and bill print format revisions.
Therefore, staff is recommending executing a new agreement with Infosend to continue existing
services. It should be noted that the contract amount has increased due to the fact that the United
States Postal Service postage rates continue to increase. As such the required amount for the
contract has been increased to reflect anticipated postage rate increases over the next three years.
Pursuant to Azusa Municipal Code Section 2-517(a) (16), the purchase of postage, courier/delivery
messenger services are exempt from competitive bidding processes in purchasing. The utility
continues to monitor pricing offered by other bill print service providers, and Infosend has
maintained the best pricing for the services being rendered to the utility. In addition, with the
specialized software programming and interface to the utilities CIS system, it is in the best interest
of the utility to continue with the use of Infosend as the sole vendor for the aforementioned
services.
FISCAL IMPACT:
Funds for this contract purchase order are included in the current approved budget for the Azusa
Light & Water Consumer Services Division.
Prepared by: Reviewed and Approved:
Alicia Holmes, MBA Tikan Singh
Assistant General Manager General Manager
Customer Care & Solutions
Reviewed and Approved:
Sergio Gonzalez
City Manager
Attachment:
1) Professional Services Agreement