Title
Joint resolution authorizing a contract with Data Integrators of Fredericksburg, Virginia, for payment services for utility bills for the Lake County Public Works Department in the estimated annual amount of $92,032.
Staff Summary
• In-house services are currently utilized for printing, folding, and mailing of the utility bills for the Lake County Public Works Department.
• Public Works is desirous to enter into an all-inclusive contract with a vendor for services including, but not limited to, printing, folding, mailing, mailing of late notices, and integration with the current meter reading system.
• An invitation to bid was issued and extended to 20 vendors and sealed bids were received from three vendors ranging from $92,032 to $100,684; one bid was withdrawn from the bid process.
• Data Integrators of Fredericksburg, Virginia, was determined to be the lowest responsive and responsible bidder who best meets the needs of the County in the amount of $92,032.
• This bid is the result of a cost-benefit analysis, estimated to save approximately $130,000, and will reduce the headcount by two full-time vacant positions.
Body
RESOLUTION
WHEREAS, the Public Works Department issued a bid to enter into a contract with a successful vendor to provide printing, folding, and mailing services for the utility bills for the Lake County Public Works Department; and
WHEREAS, the contract shall be all inclusive, including but not limited to printing, folding, mailing, mailing of late notices, and integration with the current meter reading system; and
WHEREAS, in accordance with Chapter 33.036 of the Lake County Purchasing Ordinance, a bid was called for by publication for payment services for utility bills for the Lake County Public Works Department; and
WHEREAS, sealed bids were received from three vendors at the Lake County Administrative Building, Waukegan, Illinois, on October 22, 2015, at 2:00 p.m.; and
WHEREAS, based on the criteria set forth in the bid; the staff evaluated all bids submitted and determined that the bid submitted by Data Integrators of Fredericksburg, Virginia, in the amount of $92,032 is the lowest responsive and responsible bidder for Lake County; and
NOW, THEREFORE, BE IT RESOLVED, by this County Board of Lake County, Illinois, that Purchasing Agent is authorized to enter into a contract with Data Integrators, Fredericksburg, Virginia, for payment services for utility bills for the Lake County Public Works Department in the estimated annual amount of $92,032 and charged to account # 610-4887799-72830-00000.
DATED, at Waukegan, Lake County, Illinois, on February 9, 2016.