Agenda - Council - 12/12/2017 - Laserfiche WebLink

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CC Regular Session Meeting Date: 12/12/2017 By: Diana Lund, Finance 4. 8. Information Title Authorize Renewal of Master Agreement With OPUS 21 (Utility Billing Provider) For Five Years Purpose/Background: The City currently contracts with OPUS 21 for utility billing services. OPUS 21 prints and distributes approximately 9,000 utility bills quarterly and handles all utility billing inquiries. For their services, OPUS 21 is paid approximately $60,000 annually. The original contract (Master Services Agreement) with OPUS 21 was for the period of February 7, 2008 through February 6, 2013. On January 8, 2013, the City Council authorized a three year extension (February 7, 20013- February 6, 2016) with OPUS 21 via an Addendum to the Master Services Agreement. This Addendum included two (2) one-year renewal options at the City's discretion. The first year renewal option was for the period of February 7, 2016 - February 6, 2017 and the extension was authorized by City Council on January 26, 2016 and the second year renewal option for the period of February 7, 2017 - February 6, 2018 was authorized by City Council on February 14, 2017. Thus, the City's current contract with OPUS 21 is set to expire on February 6, 2018. It is being requested to authorize the renewal of the Master Agreement with OPUS 21 for another five years for the period of February 7, 2018 - February 6, 2023. Per the City's purchasing policy, Requests for Proposals (RFP's) are normally proposed to solicit proposals for professional services. As OPUS 21 is the only known firm that offers full utility billing services (most companies offer bill print only) an RFP would not be necessary. The only other option would be for the City to perform the utility billing function in house, which staff has researched and found that it would not be cost effective. The City's purchasing policy also states that the City Council, at its discretion, formally extend a current standard services contract upon the recommendation of City staff. Staff has been satisfied with OPUS 21 and recommends the contract extension. All terms of the Master Agreement, as modified by the Addendum remain intact with the exception of a clause that asks for a not to exceed 3% increase for the 4th and 5th years of the contract to allow for a cost of living adjustment for OPUS 21 employees. The Renewal rates presented for years 1-3 are the rates currently being charged to the city. The City no longer pays the e-billing and payment posting - Rev Trak charge to OPUS 21 that was on the previous renewal options. These services are now covered by our credit card vendor known as Invoice Cloud. Notification: