To: Aaron Rector, City Manager
From: Marcia Reyna, Director of Administrative Services
Subject:
Title
Consider a resolution approving the purchase of utility bill printing, mailing, and related services from Matrix Imaging Solutions, of Coppell, Texas, for the Finance Department, through an interlocal agreement with the City of Plano; and authorizing the City Manager to execute all documents relating thereto on behalf of the City of Keller, Texas.
Action Requested:
Approve the purchase of utility bill printing, mailing, and related services from Matrix Imaging Solutions, of Coppell, Texas, through an interlocal agreement with the City of Plano, in an estimated annual amount of $110,000.00 and a total amount not to exceed $700,000.00 through February 1, 2032.
Background:
The City uses a third-party provider to print and mail utility bills, delinquency notices, informational inserts, and other utility billing communications. The requested authorization includes printing, processing, mailing, pass-through postage, and related services necessary to continue these operations.
This purchase will be made through the City’s existing interlocal cooperation agreement with the City of Plano. Keller will utilize the pricing and terms established under the City of Plano’s competitively procured contract for utility bill printing, mailing, and fulfillment services. Plano awarded the contract to DataProse, which was subsequently acquired by Matrix Imaging Solutions, and Matrix Imaging Solutions has agreed to provide the services to Keller under the applicable Plano contract pricing and terms. The interlocal agreement provides for Keller to execute and administer its own agreement with the vendor using the pricing accepted by Plano.
The underlying Plano vendor contract began with an initial one-year term and includes nine one-year renewal options, allowing it to remain in effect through February 1, 2032. Keller’s continued use of the contract will remain subject to the renewal and availability of the underlying Plano contract.
Based on current service levels, mailing activity, postage costs, and contract pricing, annual expenditures are estimated at approximately $110,000.00. Actual annual expenditures may vary if postage costs, contract pricing, mailing volumes, or service requirements change. Total expenditures shall not exceed $700,000.00 through February 1, 2032, unless additional authorization is provided by the City Council. Actual expenditures will be based on services used and will remain subject to annual budget appropriations.
Financial Impact:
Annual expenditures are currently estimated at approximately $110,000.00, including pass-through postage. Total expenditures shall not exceed $700,000.00 through February 1, 2032, unless further action is taken by the City Council. Funding is available in the Water and Wastewater Utility Fund and General Fund, subject to annual budget appropriations.
Legal Review:
N/A
Alternatives:
City Council has the following alternatives:
- Approve as submitted
- Approve with changes
- Denial