Fiscal Note
The proposed resolution authorizes a two (2) year, competitively selected contract with Business Communication Solutions, LLC for printing and mailing services for the Treasury and the Water Utility with an estimated annual cost of $537,000. The resolution also authorizes the Purchasing Agent to sign up for three (3) optional one-year renewals. If renewed, the total estimated contract value will be $2.7 million over five years. Funding has been requested in the Water Utility's ($444,000) and Finance Department's ($93,000) 2027 Operating Budget requests. Future operating budgets will include this funding subject to Council approval. No additional appropriation is required at this time.
Title
Authorizing the Mayor and City Clerk to enter into a two (2) year, competitively selected contract with Business Communication Solutions, LLC for printing and mailing services for Treasury and Water Utility, and authorizing the Purchasing Agent to sign up to three (3) optional one-year renewals.
Body
WHEREAS, the Treasury and Water Utility requires printing and mailing services in order to inform citizens when they owe money to the City of Madison; and WHEREAS, City Purchasing issued RFP #15008-0-2025-AH to solicit proposals for printing and mailing services, and received eleven (11) proposals; and
WHEREAS, an evaluation team consisting of three (3) City staff from different agencies conducted a detailed evaluation, scored and ranked each of the proposals using criteria including cost, technical questions, and local vendor preference;
WHEREAS, Business Communication Solutions, LLC received the highest score based on the company’s responsiveness and responsibility, personnel competence and technical ability, cost and proven performance record; and,
WHEREAS, under MGO 4.26(3)(e), service contracts of more than one year that average more than $100,000 per year in cost require Common Council approval and signature by the Mayor and City Clerk; and WHEREAS, the...
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