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Home My WebLink About25C - AGMT - BILL PRINT SRVSREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: MAY 16, 2017 TITLE: SECOND AMENDED AGREEMENT FOR BILL PRINT SERVICES WITH INFOSEND, INC. (STRATEGIC PLAN NO. 7, 5F) TY ANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 15' Reading ❑ Ordinance on 2ntl Reading ❑ Implementing Resolution ❑ Set Public Hearing For CONTINUED TO FILE NUMBER Authorize the City Manager and Clerk of the Council to execute a two -year amended agreement with InfoSend, Inc. ( "InfoSend "), effective July 1, 2017 through June 30, 2019, to extend the current two -year amended agreement expiring June 30, 2017, for an annual amount not to exceed $400,000 subject to non - substantive changes approved by the City Manager and City Attorney. DISCUSSION The Treasury and Customer Service Division ( "Treasury") of the Finance and Management Services Agency is responsible for the billing and payment processing for Municipal Utility Services (MUS) accounts, Paramedic Subscription Services, Proactive Residential Enforcement Program (PREP), Dog Licenses, and Business License Taxes. Since fiscal year 2006 -07, Treasury has taken advantage of Electronic Bill Presentment and Payment Services (EBPP) technology to provide alternative service delivery process improvement options to customers relating to bill presentment and payment. Bill print services utilizing EBPP include but are not limited to the following: printing, processing and mailing, and electronic bill presentment and payment. InfoSend's services encompass the following City operations: Business License, Dog License, MUS, Paramedic Subscription Services, PREP, and include miscellaneous mailings of associated billing statements, notices, advisories, form correspondence, City newsletters, and include an on -line bill payment portal for Dog Licensing. On June 17, 2015, the City Council approved a two -year renewal agreement with InfoSend for bill printing, mailing, and EBPP and on June 7, 2016, City Council approved a First Amended Agreement with InfoSend adding similar bill print services for the PREP and increasing the annual contract cap from $375,000 to $400,000 effective for fiscal year 2016 -17. 25C -1 Second Agreement for Bill Print Services With InfoSend, Inc. May 16, 2017 Page 2 More recently in November 2016, Treasury completed a comprehensive upgrade to the City's MUS enQuesta customer information services & billing software that supports single sign -on customer access to the enQuesta system;- enhanced -EBPP, interactive voice response (IVR), a mobile app, and real time payment posting. InfoSend's services directly support and are integrated with this comprehensive upgrade. Therefore, staff recommends extending InfoSend's contract which expires June 30, 2017 for two additional years to allow the City time to fully assess the upgraded functionality of the integrated system prior to issuing a Request For Proposals in connection with future integrated bill print services commencing July 1, 2019. STRATEGIC PLAN ALIGNMENT Approval of this item assists the City in meeting Goal #7 - Team Santa Ana, Objective #5 (create - a culture of innovation and efficiency within the organization, Strategy F (explore opportunities to engage with outside agencies, both private and public, to share information and increase efficiencies). FISCAL IMPACT Funds in the amount of $400,000 will be budgeted and available for FY 2017 -18 and will be similarly budgeted for FY 2018 -19 as follows: Departments Account No. FY 2017 -18 FY 2018 -19 Finance and Management Services Agency 01110130 -62300 $250,000 $250,000 Public Works Agency 06017644 -62300 $129,000 $129,000 City Manager's General Non-Departmental 01105015 -62300 $21,000 $21,000 TOTAL $400,000 $400,000 APPROVED AS TO FUNDS AND ACCOUNT: Francisco Gutierrez �-�� Fred Pousa ipou, Executive Director Executive Director Finance and Management Services Agency Public Works Agency Exhibits: 1. Infosend — Second Amended Agreement AR:W H 25C -2 EXHIBIT 1 SECOND AMENDMENT TO AGREEMENT THIS SECOND AMENDMENT TO AGREEMENT, dated as of this 16'h day of May 2017, by and between InfoSend, Inc., a California corporation (hereinafter "Consultant'), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California (hereinafter "City "). RECITALS: A. The parties entered into that certain Agreement A- 2015 7116, dated June 17, 2015, (hereinafter "said Agreement") by which Consultant having special skill and knowledge in the field of Bill Print - Processing, Printing and Mailing (PPM) services as well as Electronic Bill Presentment and Payment (EBPP) services agreed to perform such services to the City. B. The parties subsequently entered into a First Amendment to that Agreement (A -2016- 133) on June 7, 2016 to alter the Scope of Services and increase the Compensation of said Agreement. C. In accordance with the terms and conditions of said Agreement, the parties wish to amend the Tenn to provide for an additional two (2) year period beginning July 1, 2017 and ending June 30, 2019. D. The parties also wish to amend and add Compensation for the extended Tenn. WHEREFORE, in consideration of the covenants contained in said Agreement, and subject to all the terns and conditions of said Agreement, except those amended in the aforementioned First Amendment to said Agreement, the parties agree as follows: The parties hereto now desire to amend Section 2, subsection (a) of said Agreement (COMPENSATION) to extend the increase in annual compensation agreed to by the parties pursuant to the First Amendment to Agreement to include this two -year extended term of this Second Amendment to Agreement. The total sum to be expended under the amended term of this Agreement in any one (I) year shall not exceed $400,000, and thereafter shall not exceed $400,000 for any subsequent extension of said Agreement. 2. The parties hereto now desire to amend Section 3 of said Agreement (TERM) as follows: This Second Amendment to Agreement shall be for a period of two (2) years and shall commence on July, l 2017 and terminate on June 30; 2019, unless extended by subsequent amendment of said Agreement or terminated earlier in accordance with Section 12 of said Agreement. 3. This Second Amendment to said Agreement must be signed below and may be signed in counterpart and delivered by fax, email as a PDF (Portable Document Format) file 25C -3 attachment, or by other means that displays the original or a copy of the signatures. Any subsequent amendments may be signed and delivered in the same manner. IN WITNESS WHEREOF, the parties hereto have executed this Second Amendment to Agreement on the date and year first written above. ATTEST: MARIA D. HUIZAR Clerk of the Council APPROVED AS TO FORM: SONIA R. CARVALHO City Attorney By: �4 � Lisa Storck Assistant City Attorney RECOMMENDED FOR APPROVAL: Francisco Gutierrez, Executive Director Finance & Management Services Agency 25C -4 CITY OF SANTA ANA CYNTHIA J. KURTZ Interim City Manager INFOSEND, INC. Russ Rezai Chief Operating Officer Tax ID # 363 - 0748516