HomeMy WebLinkAboutAgenda - 06-04-2002 - 8m ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: June4, 2002
Action Agen e
Item No m
SUBJECT: Bid Award: Processing Services For Bills And Notices
DEPARTMENT: Purchasing, Revenue, PUBLIC HEARING: (YIN) No
Assessor, & Health (Animal
Control)
ATTACHMENT(S): INFORMATION CONTACT:
Pam Jones,245-2652
Bid Tabulation Jo Roberson,245.2730
John Smeh, 245-2101
Rosemary Summers, 245-2411
TELEPHONE NUMBERS:
Hillsborough 732 181
Chapel Hill 9884501
Durham 688-7331
Mebane 3364274031
PURPOSE: To consider awarding a bid for Processing Services for Bills And Notices for Revenue,
Assessor and Animal Control.
BACKGROUND: In 1998, the Orange County Revenue,Assessor and Animal Control departments
contracted with SOS of Fayetteville, North Carolina(now Total Billings)to process billings for tax bill
tax abstracts and Animal Control fees. The services provided by SCS include:
Printing
• Addressing
• Application ofpostage
• Delivery to the past office
The contracting of these services has been very beneficial to the County Departments utilizing the
services. Among the benefits are:
• Freeing up of staff time
• Savings in postage
• The ability to include inserts in some of the mailings
Below is a list of the mailings (with Department and annual quantifies)anticipated for the upcoming
fiscal year:
• Revenue -RMV original notice wil insert-annual qty: 90,000
•
Revenue -RMV(2nd and block notice)-annual qty: 34,000
• Revenue - Regular billing (second and lien sale notice)- annual cry' 13,000
• Assessor.bill w/3 inserts (provided byoronge county)-annual quantity: 50,000
z
• Assessor abstracts- annual qty: 50,000
• Animal Control - billing notecerd -annual qty:47.000
Since 1998, other firms who offer these services have entered the marketplace, and it was therefore
decided to open up the contract for bid. A comprehensive bid package was developed that
addressed the specific requirements of each department. A bidders list was created through
recommendations from other North Carolina counties who also contract for processing services. Bids
were solicited from these five identified contractors on Orange County Bid Number 5077. The bid was
also advemsed In the paper and on Purchasing Department's webslte. A pre�bid conference was
adended by fou r vendors. Attached is a bid tabulation of the three bids that were received. After
thorough evaluation of the bids, swas determined that American Business Forms of Raleigh, North
Carolina, at an annual cost of$45,958, submitted the owest responsible bid that was responsive. All
processing will occur at American Business Foras processing center in Columbia, South Carolina. It
should be noted that the$45,968 does not include the coal of postage. This annual coat represents
slight increase over the amount of the previous agreement..
FINANCIAL IMPACT: Total cost of Cris action, ffapproved by the Boom, would be$45,968. Funds
are allocated in the operating budget of each department to cover these costs.
RECOMMENDATION($): The Manager recommends that the Board:
1.) Award bid number 5077 to American Business Forms of Raleigh, North Carolina at an annual cost
of$45,968.00; and
2.) Approve a contract pursuant to the terms of the Requests For Proposals contingent upon Attorney
and Staff review; and
3.) Ammonium the Chair to sign on behalf of the Board.
BIDTABULATION
BID#5077
BID FOR: Processing Services For BIIIB And BID AWARDED TO
Notices
CLOSING DATE: 2-21-2002 BID PRICE:
CLOSING TIME 5:O0 PM BUDGETED AMOUNT:
OESGRIPTION TOTA ILUWS AMERICAN MAIL
BUSINESSFORMS MAI4➢IGITA-
UPLE%BILLING WITH RE TURN ENV ANO $16.P00.0 $18.290.0 $22,9W.OF
RGINILL ENVELOPE(RMV ORIGINAL NOTICE).
11 INSERT(PROVIDED BY ORANGE COUNIN)
IMPLE%RMV PRO AND BLOCK NOTICE)WI TX $5$]000 § EDrC $7.9900
T EW AND ORIGINAL ENV
IMPLEXREGOIARBILLING-(6ECONDANO LI EN $1,625. $1.0460 $2.8$1.0
SALE NOTICE)WITH SET ENV AND ORIG.ENV.
DUPLEX BILL We INSERTS INSERT IPROVIOEO $RSW. $8,358.80 $11,750.0
SYORANGE COUNTY)
OUPE%ABSTACTS 0 HOLE DRILLED)WGX8 $11.625.00 $0,800.00 $12)500
INDOW ENVELOPES FOR INITIAL MAILING 05
%O RETURN ENVELOPES
-GE PRICE DUPLEX NOTECARp $5,020.0
COST FOR MULTIPLE §08181 $0.0 E0.0
BILUS
LOPE E
ANNUALCOST
POSTAGE)ELUDING PO6TAGE) $pg g%.81 ${59GS.0 $65.125.