HomeMy WebLinkAbout14 - Amendment to PSA for Document Printing, Mailing Services and Online Presentment�EWPR CITY OF
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<,FoR�P City Council Staff Report
November 22, 2016
Agenda Item No. 14
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: Dan Matusiewicz, Finance Director - 949-644-3123,
dmatusiewicz@newportbeachca.gov
PREPARED BY: Evelyn Tseng, Revenue Manager, etseng@newportbeachca.gov
PHONE: 949-644-3153
TITLE: InfoSend, Inc. — Amendment to Professional Services Agreement
for Document Printing, Mailing Services and Online Presentment
ABSTRACT:
On June 19, 2015, the City last entered into a Professional Services Agreement ("PSA")
with InfoSend, Inc. ("InfoSend") to provide printing and mailing services, as well as
online bill presentment and payment services. Staff requests an extension and increase
in agreement limits.
RECOMMENDATION:
a) Determine that the action is exempt from the California Environmental Quality Act
(CEQA) pursuant to Sections 15060(c)(2) and 15060(c)(3) of the CEQA Guidelines
because it will not result in a physical change to the environment, directly or
indirectly;
b) Waive Council Policy F-14, approve Amendment No. One ("Amendment") to the
current PSA with InfoSend to provide document printing and mailing services, and
online presentment, and authorize the Mayor and City Clerk to execute the
Amendment.
FUNDING REQUIREMENTS:
Sufficient funds are available for the award of this Amendment in the annual budget for
the departments that require InfoSend's services including: Finance, Municipal
Operations, Police and Public Works departments. Funds for continued printing, mailing
and online services will be appropriated annually through the budget process.
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InfoSend, Inc. — Amendment to Professional Services Agreement for Document
Printing, Mailing Services and Online Presentment
November 22, 2016
Page 2
DISCUSSION:
InfoSend has provided the City with excellent bill printing, mailing and electronic bill
presentment services for the last eight (8) years. The City's billing formats and
processes are well established with InfoSend and the City's online customers are
accustomed to using InfoSend's online customer service portal. In addition, InfoSend's
IT and administrative staff have been flexible and responsive to the City's changing
printing and online customer service portal needs.
The City bills for many different services, including, but not limited to: utilities, business
licenses, pier permits, moorings, emergency response, delinquent notices, special
events, and jail bookings. Parking citations are now processed by Turbo Data Systems,
Inc. The City mails or e-mails an average of 176,700 utility bills each year, many of
which include printed inserts. At least 10,500 customers regularly use InfoSend's
AutoPay service to pay their bills automatically; of those, approximately 43% continue to
receive paper billing.
InfoSend's corporate headquarters and main production facility is located in Anaheim,
California. Many major cities use InfoSend for printing and mailing services, including
Anaheim, Brea, Chino, Claremont, Corona, Fontana, Fountain Valley, Fullerton, Garden
Grove, Huntington Beach, Loma Linda, Mesa Consolidated Water District, Oceanside,
Orange, San Clemente, San Juan Capistrano, Santa Ana, Santa Barbara, Santa
Monica and Upland. Most cities, like Beverly Hills, that do not use InfoSend, typically
print and mail their invoices in-house.
The City's most recent PSA with InfoSend occurred on June 19, 2015, to print and mail
bills for City services. The not -to -exceed amount is $277,000, and the agreement will
expire on December 31, 2016. Due to the broad exposure that customers and staff
have with Infosend services and product, transitioning to another company would be
disruptive and require a great deal of administrative staff time. Staff therefore
recommends extending the term to December 31, 2019 and increasing the not -to -
exceed amount by $533,150 to $810,150. Awarding Infosend the contract is justified
due to our customer's established familiarity with their reliable services and proven
history with many cities, including ours.
ENVIRONMENTAL REVIEW:
Staff recommends the City Council find this action is not subject to the California
Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) (the activity will not
result in a direct or reasonably foreseeable indirect physical change in the environment)
and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA
Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no
potential for resulting in physical change to the environment, directly or indirectly.
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InfoSend, Inc. — Amendment to Professional Services Agreement for Document
Printing, Mailing Services and Online Presentment
November 22, 2016
Page 3
NOTICING:
The agenda item has been noticed according to the Brown Act (72 hours in advance of
the meeting at which the City Council considers the item).
ATTACHMENTS:
Attachment A - Amendment No. One to Professional Services Agreement with
Infosend, Inc. for Document Printing, Mailing Services and Online
Presentment
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ATTACHMENT A
AMENDMENT NO. ONE TO
PROFESSIONAL SERVICES AGREEMENT
WITH INFOSEND, INC. FOR
DOCUMENT PRINTING, MAILING SERVICES AND ONLINE PRESENTMENT
THIS AMENDMENT NO. ONE TO PROFESSIONAL SERVICES AGREEMENT
("Amendment No. One") is made and entered into as of this 22nd day of November,
2016 ("Effective Date"), by and between the CITY OF NEWPORT BEACH, a California
municipal corporation and charter city ("City"), and INFOSEND, INC., a California
corporation ("Consultant"), whose address is 4240 East La Palma Avenue, Anaheim,
California 92807, and is made with reference to the following:
RECITALS
A. On June 19, 2016, City and Consultant entered into a Professional Services
Agreement ("Agreement") for document printing, mailing and online presentment
of municipal billing statements and other documents ("Project").
B. The parties desire to enter into this Amendment No. One to extend the term of
the Agreement to December 31, 2019 and to increase the total compensation.
NOW, THEREFORE, it is mutually agreed by and between the undersigned
parties as follows:
1. TERM
Section 1 of the Agreement is amended in its entirety and replaced with the
following: "The term of this Agreement shall commence on the Effective Date, and shall
terminate on December 31, 2019, unless terminated earlier as set forth herein."
2. COMPENSATION TO CONSULTANT
Section 4.1 of the Agreement is amended in its entirety and replaced with the
following: "City shall pay Consultant for the Services on a time and expense not -to -
exceed basis in accordance with the provisions of this Section and the Schedule of
Billing Rates attached hereto as Exhibit B and incorporated herein by reference.
Consultant's compensation for all Work performed in accordance with this Agreement,
including all reimbursable items and subconsultant fees, shall not exceed Eight
Hundred Ten Thousand One Hundred Fifty Dollars and 00/100 ($810,150.00),
without prior written authorization from City. No billing rate changes shall be made
during the term of this Agreement without the prior written approval of City."
The total amended compensation reflects Consultant's additional compensation
for additional Services to be performed in accordance with this Amendment No. One,
including all reimbursable items and subconsultant fees, in an amount not to exceed
Five Hundred Thirty Three Thousand One Hundred Fifty Dollars and 00/100
($533,150.00).
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3. INTEGRATED CONTRACT
Except as expressly modified herein, all other provisions, terms, and covenants
set forth in the Agreement shall remain unchanged and shall be in full force and effect.
[SIGNATURES ON NEXT PAGE]
Infosend, Inc.
Page 2
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IN WITNESS WHEREOF, the parties have caused this Amendment No. one to
be executed on the dates written below.
APPROVED AS TO FORM:
CITY ATTORNEY'S OFFICE
Date: �� r
By
—za,�
Aaron C. Harp•
City Attorney
ATTEST:
Date:
In
Leilani I. Brown
City Clerk
CITY OF NEWPORT BEACH,
a California municipal corporation
Date:
By:
Diane Dixon
Mayor
CONSULTANT: Infosend, Inc., a
California corporation
Date:
By:
Mahmood Rezai
President]CEo
Date:
By:
Russ Rezai
coo
[END OF SIGNATURES]
Infosend, Inc. Page 3
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