Okaloosa County BOCC — May 20, 2014 — Action Item Printout

BOARD OF COUNTY COMMISSIONERS AGENDA REQUEST DATE: May 20, 2014 TO: Honorable Chairman and Members of the Board FROM: Jeff Littrell SUBJECT: Outsourcing of Utility Bills RFP DEPARTMENT: Water and Sewer BCC DISTRICT: All STATEMENT OF ISSUE: Award contract to Pinnacle Data Services for Utility Billing Outsourcing. BACKGROUND: Bids were opened on May 7, 2014 and five (5) bids were received. The lowest bidder was unable to fulfill the bid specifications. Pinnacle Data Services is the lowest responsive and responsible bidder meeting the requirements for a monthly cost $4,572 before postage; see monthly bid tabulation. Funding will be available in the FY14/15 Water & Sewer budget account number 4101-534306. The County solicited proposals from qualified and experienced firms to provide services for the design, process, printing, and mailing of the monthly billing statements and occasionally customer letters. The awarded contract will be for a term of three (3) years with three (3) one-year renewals. This contract will be for outsourcing the billing which consist of approximately 29,000 utility bills each month in addition to final and off-cycle bills. OPTIONS: Approve/Deny awarding contract to Pinnacle Data Services for Utility Billing Outsourcing. RECOMMENDATIONS: Staff requests BCC approval to award the Utility Billing Outsourcing contract to Pinnacle Data Services, as the lowest responsive and responsible bidder meeting specifications. RECOMMENDED BY: APPROVED BY: Ernie Padgett, County Administrator