HomeMy WebLinkAboutPR 21661: DATAPROSE, LLC, CONTRACTED TO MAIL WATER BILLING STATEMENTS r>
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INTEROFFICE MEMORANDUM
Date: January 25, 2021
To: The Honorable Mayor and City Council
Through: Ronald Burton, City Manager
From: Donald Stanton, Interim Director of Water Utilities
RE: PR 21661 —DataProse, LLC, Contracted to Mail Water Billing Statements
Introduction:
The intent of this Agenda Item is to seek City Council's approval for City Manager to renew
the contract for with DataProse, LLC to mail water billing statements for two years. The
projected budgetary impact is $90,000.00 per fiscal year. Funds are budgeted in Account No.
410-1254-532.54-00, Professional Services. Per Resolution #19-029, DataProse, LLC, was
selected by competitive bidding process. In the contract was the option to renew for another
two (2) year period.
Background:
The City of Port Arthur solicited and received nine (9) bids for mailing water billing
statements on January 2, 2019. DataProse, LLC, of Coppell, Texas, was the lowest bidder.
DataProse, LLC has performed well under the contract and confirmed that there is no price
increase. The Utilities Department wishes to exercise the option to renew the contract for
another two years.
Budget Impact:
The projected budgetary impact of such services is $90,000.00 per fiscal year. The amount is
budgeted in account#410-1254-532.54-00.
Recommendation:
It is recommended that City Council approve PR 21661, allowing City Manager to renew the
contract with DataProse, LLC, of Coppell, Texas, for the purpose of mailing water billing
statements for two more years. Funds are available in Account 410-1254-532.54-00,
Professional Services.
"Remember, we are here to serve the Citizens of Port Arthur"
P. R. No. 21661
01/25/21 bw
Page 1 of 3
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE RENEWAL OF A
TWO (2) YEAR CONTRACT BETWEEN THE CITY OF
PORT ARTHUR AND DATAPROSE, LLC, OF COPPELL,
TEXAS, FOR THE PURPOSE OF MAILING WATER
BILLING STATEMENTS FOR UTILITIES CUSTOMER
SERVICE, WITH A PROJECTED BUDGETARY
IMPACT OF $90,000.00 PER YEAR. FUNDING IS
AVAILABLE IN UTILITIES ACCOUNT NO. 410-1254-
532.54-00, PROFESSIONAL SERVICES.
WHEREAS, the Utilities Department outsources the mailing of the monthly water bills;
and,
WHEREAS, per Resolution 19-029, the City entered into a two-year contract with
DataProse, LLC, with an option to renew for an additional two-year period; and,
WHEREAS, DataProse, LLC has performed well under the contract; and,
WHEREAS, DataProse, LLC has confirmed no price increase; and,
WHEREAS, the Utilities Department desires to exercise the option to renew the contract
for an additional two-year period with DataProse, LLC for the purpose of processing and mailing
water billing statements.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE
CITY OF PORT ARTHUR:
Section 1. That the facts and opinions in the preamble are true and correct.
Section 2. That the City Council hereby authorizes the City Manager to renew the two-
year contract with DataProse, LLC for the purpose of mailing water statements, with a projected
budgetary impact of $90,000.00 per year, in substantially the same form as attached hereto as
Exhibit "A". Funds are available in account number 410-1254-532.54-00, Professional Services.
P. R. No. 21661
01/25/21 bw
Page 2 of 3
Section 3. That a copy of this resolution be spread upon the minutes of the City Council.
READ, ADOPTED, AND APPROVED THIS day of ,
2021, at a Regular Meeting of City Council of City of Port Arthur, Texas, by the following vote:
AYES: Mayor ,•
Councilmembers:
NOES:
Thurman"Bill"Bartie
Mayor
ATTEST:
Sherri Bellard
City Secretary
APPROVED AS TO FORM: APPROVED FOR ADMINISTRATION:
Ut-r-al P›,-- A--e-AA-1-0
alecia Tiz no Ronald Burton
City Attorney City Manager
A31,7,--.--,2- , 14-721Cze
Donald Stanton
Interim Director of Water Utilities
APPROVED AS TO THE AVAILABILITY
OF FUNDS:
Kandy D 'el
Interim Director of Finance
I
AA
Clifton illiams, CPPB
Purchasing Manager
Exhibit "A"
(Contract)
UTILITY BILL MAILING CONTRACT
AGREEMENT WITH DATAPROSE, LLC
THIS AGREEMENT is made this the of , 2021, by
and between an individual, firm partnership or corporation, DataProse, LLC of Coppell,
TX, hereinafter called "Vendor", and City of Port Arthur, a municipal corporation
organized under the laws of the State of Texas, hereinafter called "Owner" or "City".
WITNESSETH: That for and in consideration of the payments, terms, conditions,
and agreements set forth herein, Owner and Vendor agree as follows:
1. Pursuant to Resolution No. 19-029, the City entered into a two (2) year
contract with the option to renew for an additional two-year period. The parties hereby
agree to exercise said option.
2. The term of this Contract shall be from February 25, 2021 to February 24,
2023. This is a renewal. The City can terminate this contract at its convenience which
includes, but is not limited to, funding not being available in any budget cycle with fifteen
(15) days written notice.
3. During the term of this Contract, the Vendor will furnish all of the materials
and supplies, as submitted in their bid dated December 27, 2018 and stated in the
specifications, described as:
Printing and Mailing of Utility Bills
4. The Vendor agrees to deliver all materials during the term of this contract,
for the unit prices stated (attached) in the proposal dated December 27, 2018.
5. The term "Contract Documents" means and includes the following:
A. Agreement
B. Specifications *
C. Bid *
D. Notice of Award *
E. Notice to Proceed *
*These items were attached to the original letting contract. The agreement is
only included in this renewal.
6. This Agreement shall be binding upon all parties hereto and their
respective heirs, executors, administrators, successors, and assigns.
IN WITNESS WHEREOF, the parties hereto have executed, or caused to be
executed by their duly authorized officials, this Agreement in two (2) copies each of
which shall be deemed an original on the date first above written.
SIGNED AND AGREED to on the day of , 2021.
WITNESS: CONTRACTOR:
DataProse, LLC
By:
Print Name: (Signature)
Print Name
Title
SIGNED AND AGREED to on the day of , 2021.
ATTEST: CITY OF PORT ARTHUR:
Sherri Bellard, City Secretary Ronald Burton, City Manager