Subject:
Title
Service Agreement Renewal for Outsourced Bill Printing with Datamatx
Body
EXPLANATION AND SUMMARY:
In March 2013, the Town solicited quotes for outsourced bill printing for water and sewer bills. The Town selected Datamatx for a contract that was under $10,000. The Town has been very pleased with Datamatx's product, process, and customer service. We added vehicle license bills in September 2013, business license bills in January 2014, and dog tags in November 2014.
Each time Datamatx has done a very professional job. Additionally, the Town is able to take advantage of Datamatx's agreements with the U.S. Postal Service to receive a lower postage rate per piece than the Town would have without purchasing additional software. The cost of postage through Datamatx averages $0.42 per piece instead of $0.49 and up if the Town were providing the postage.
Dog tags and business license forms were converted to Tyler Munis in FY2017, and we are no longer using Datamatx for those applications. Due to the high number of bills for water and sewer and vehicle license processing, we intend to continue to use Datamatx to print and mail the bills even after we convert those applications to Tyler Munis in early FY2018.
The Town wishes to renew the service agreement with Datamatx for printing and mailing of water and sewer regular and past due notices and vehicle license regular and past due notices.
The cost of printing, paper, and postage is detailed by application as follows:
Printing and Paper
Water and sewer bills $ 6,600
Vehicle license bills $ 4,000
Total printing and paper: $10,600
Postage
Water and sewer postage $17,000
Vehicle license postage $ 7,500
Total postage: $24,500
Total: $35,100
Departmental Recommendation: Recommend approval.
Finance Recommendation: Recommend approval.
Purchasing Recommendation: Recommend approval.
Town Attorney Recommendation: The Town may renew its contract with Datamatx for bill printing or solicit bids ...
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