City of Grand Prairie - File #: 17-7027

• File #: 17-7027
• Version: 1
• Name: Price Agreement Contract - Utility Billing Printing and Mailing Services and Insert Printing Services from Data Prose, LLC
• Type: Agenda Item
• Status: Consent Agenda
• File created: 8/1/2017
• In control: Public Works
• On agenda: 8/15/2017
• Final action: 8/15/2017
• Title: Price agreement for all labor, supervision, materials, and equipment necessary for Utility Billing Printing and Mailing Services and Insert Printing Services from DATA PROSE, LLC ($120,000 annually) through a Master Interlocal Agreement with City of Plano, Texas, with an initial term of six months with the option to renew for four additional one-year periods totaling $540,000 if all extensions are exercised, and authorize the City Manager to execute the renewal options with aggregate price fluctuations of the lesser of up to $50,000 or 25% of the original maximum price so long as sufficient funding is appropriated by the City Council to satisfy the City's obligation during the renewal terms

Date	Ver.	Action By	Action	Result
8/15/2017	1	City Council

From
Marysol Alagenchev

Title
Price agreement for all labor, supervision, materials, and equipment necessary for Utility Billing Printing and Mailing Services and Insert Printing Services from DATA PROSE, LLC ($120,000 annually) through a Master Interlocal Agreement with City of Plano, Texas, with an initial term of six months with the option to renew for four additional one-year periods totaling $540,000 if all extensions are exercised, and authorize the City Manager to execute the renewal options with aggregate price fluctuations of the lesser of up to $50,000 or 25% of the original maximum price so long as sufficient funding is appropriated by the City Council to satisfy the City's obligation during the renewal terms

Presenter
Doug Cuny, Customer Service Manager, and Ron McCuller, Public Works Director

Recommended Action
Approve

Analysis
Provide the following services: print water bills, PDF imaging, advertisement inserts, and mailing for approximately 48,000 customers per month.

As with all our "supply contracts", the total bid price ($540,000) reflects price agreements totaling a much higher amount than we will actually spend in the current fiscal year. The purchase quantities are not guaranteed to the vendor, quantities will be purchased only on an "as needed" basis and this agreement will overlap into next fiscal year. The overstatement of quantities simply reflects the fiscal year overlap of the contract and prevents unnecessary delay in our maintenance and operations, by affording the availability of products needed without having to re-bid.

State purchasing laws, Government Code, Chapter 271.102 authorize local governments to enter into joint contacts and cooperative agreements for the performance of governmental functions normally associated with the operation of government such as purchasing necessary materials and supplies.

The City approved a Master Interlocal agreement with City of Plano, Texas whereby the City could make use of al...