HomeMy WebLinkAboutA018 - Resolution approving contract renewal with InfoSend for print to mail services July 1, 2026- June 30, 2027ITEM #:20
DATE:06-23-26
DEPT:FIN
SUBJECT:CONTRACT RENEWAL FOR PRINT-TO-MAIL SERVICES
FOR UTILITY BILLS
COUNCIL ACTION FORM
BACKGROUND:
The City of Ames issues approximately 297,000 utility billing statements annually.
Rather than preparing, printing, and mailing utility billing statements in-house, the City
utilizes a print-to-mail service to ensure timely and accurate delivery of these
statements.
On June 10, 2025, the City Council approved a contract with InfoSend, Inc. to provide print-to-
mail services for utility billing following a Request for Proposals (RFP) process. The contract
is billed annually and includes four (4) additional contract renewal periods for a contract of up
to five (5) years, subject to annual appropriation of funds.
InfoSend has now completed its first year of service and has been fully implemented for the
City's utility billing operations. The print-to-mail system has functioned as intended, and staff
has been satisfied with the level of service provided.
This contract renewal for FY 2026/27 represents Year 2 of a possible 5-year contract.
The proposed renewal period is from July 1, 2026 through June 30, 2027. Costs for FY
2026/27 reflect an average increase of approximately 3.5% due to postage and service-
related adjustments. A total of $208,500 is included in the budget for this service. Staff
is recommending renewal of this contract in an amount not-to-exceed $208,500.
ALTERNATIVES:
1. Approve the renewal of the contract for print-to-mail services to InfoSend, Inc. in an
amount not to exceed $208,500.
2. Do not approve renewal of the contract and direct staff to rebid the required services.
CITY MANAGER'S RECOMMENDED ACTION:
InfoSend, Inc. has provided reliable and satisfactory print-to-mail services during the
first year of the contract, meeting the City’s operational needs and performance
expectations. Renewing the contract will ensure continuity of service and avoid the
administrative costs and potential disruption associated with rebidding or transitioning
to a new provider. Therefore, it is the recommendation of the City Manager that the City
Council approve Alternative No. 1, as described above.
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