Title
Mailing Services with Electronic Transfer - Request for Award (Ordinance S-50849)
Description
Request to authorize the City Manager, or his designee, to enter into a contract with Information Outsource (Standard Printing Company) to provide mailing services for the Neighborhood Services Department (NSD). Further request to authorize the City Controller to disburse all funds related to this item. The total value of the contract will not exceed $180,000.
Report
Summary
The NSD must mail regular, certified, and restricted notices and citations to residents, agents, and financial entities regarding violations to NSD enforced ordinances. Over 125,000 documents are mailed each year. NSD's mail restrictions and timelines are critical due to language in Phoenix City Code Chapters 8, 10, 39, and 41. The ability to ensure communication with the residents in a timely manner and obtain information regarding forwarding addresses, the responses from USPS (white and green cards), and delivery information, is critical to meet the deadlines and requirements of the ordinances, including proof of service of citations in Court. Other important services provided include printing and stuffing envelopes and providing electronic status reports. This item has been reviewed, and a Business Investment Request Form (BIRF) was approved, by the Information Technology Services Department.
Procurement Information
In accordance with Administrative Regulation 3.10, standard competition was waived as a result of an approved Special Circumstance Without Competition Determination Memo which stated that this vendor has already customized applications and processes in order to provide the required services to NSD over the last five years. Using an alternate vendor would subject the Department to significant additional investment of both time and money to achieve equivalent services. The Determination Memo was approved by the Finance Department on March 29.
Contract Term
The five-year contract term will begin on or about July 1, 2024.
Financial Impact
The aggregate contract value will not exceed $180,000 with an estimated annual expenditure of $36,000. Funds are available in the Neighborhood Services Department’s budget.
Concurrence/Previous Council Action
City Council awarded the previous five-year contract to Information Outsource on June 5, 2019.
Department
Responsible Department
This item is submitted by Deputy City Manager Gina Montes and the Neighborhood Services Department.