Explanation
Background: This legislation authorizes the Finance and Management Director to establish a Universal Term Contract (UTC) for the option to obtain Bill Presentment services with Level One LLC. The largest user of bill presentment services is the Public Utilities Department, Water and Electricity Divisions. Other city agencies will also be able to use this contract for their bill presentment needs. Bill Presentment includes the printing and mialing of service bills, including the ability to access bills electronically. The term of the proposed option contract is for two (2) years from the contract execution. The contract may be extended for up to four additional two (2) year periods, subject to mutual agreement by both parties. In addition, the expenditure of $1.00 is hereby authorized from General Budget Reservation BRPO000978.
Bid Information: RFQ006999 was advertised and Proposals were received on November 2, 2017. Seven (7) responses were received.
An evaluation committee consisted of representatives from: the Public Utilities Department, the Fire Division, and the Office of the Treasurer. Of the seven (7) vendors that submitted proposals, three (3) were selected for further evaluation and scoring. After review of the evaluation committee's work, the Director of Finance and Management recommended acceptance of the proposal submitted by Level One LLC.
The vendor recommendation award to: Level One LLC; CC#001000, expires November 1, 2019, Categories - Negotiated Contract, $1.00
Total Estimated first year expenditure: the value of the UTC contract is slightly over $1 million.
Emergency action is requested so that the Public Utilities Department can begin the implementation of the project as quickly as is practicable. Originally, it was believed that the implementation would be delayed for another year. However, changes in schedules for other programs has made it more advantageous to go live with Level One LLC in spring 2019.
Fiscal Impact...
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