Department
Finance
Requested Action (Identify appropriate Action or Motion, purpose, cost, timeframe, etc.)
title
Request approval to renew an existing contract - Finance, 23RFP060923C-MH, Printing & Mailing Water and Sewer Bills in an amount of not to exceed $432,500.00 with Dove Mailing Inc. (Atlanta, GA) to provide printing and mailing of Fulton County water and sewer bills. This action exercises the first of two renewal options. One renewal option remains. Effective dates: January 1, 2025 through December 31, 2025. (APPROVED)
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Requirement for Board Action (Cite specific Board policy, statute or code requirement)
In accordance with Purchasing Code Section 102-394(6), the Purchasing Department shall present all renewal requests to the Board of Commissioners at least 90 days prior to the contract renewal date, 60 days if the contract term is six (6) months or less.
Strategic Priority Area related to this item (If yes, note strategic priority area below)
Open and Responsible Government
Commission Districts Affected
All Districts ☐
District 1 ☒
District 2 ☒
District 3 ☐
District 4 ☐
District 5 ☐
District 6 ☐
Is this a purchasing item?
Yes
Summary & Background: This contract provides for printing and mailing of Water and Sewerage bills for the County’s approximately 80,000+ customers.
Scope of Work: The amount requested will accommodate anticipated demand and current postal rates. As customers enroll with electronic billing, printing and mailing costs are expected to decrease in subsequent years. The contract price is a per unit amount, of which Dove Printing receives $0.22 cents per mailing, plus the US postal rate, which increased to $0.77per item in mid-2024, and Finance anticipates a US Postal service increase in 2025 to an estimated $0.81 per item mailed. The requested increase also includes an estimate for potential new customers that would receive these mailings. The base fee to Dove mailing remains the same as 2024 at $0.22 per mailed bill.
Community Impact: Ensures timely printing and mailing of bills
Department Recommendation: Recommend approval
Project Implications: None
Community Issues/Concerns: None
Department Issues/Concerns: None
Contract Modification
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Current Contract History |
BOC Item |
Date |
Dollar Amount |
|
Original Award Amount |
23-0777 |
11/1/2023 |
$395,600.00 |
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1st Renewal |
|
|
$432,500.00 |
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Total Revised Amount |
|
|
$828,100.00 |
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
Contract Value: $432,500.00
Prime Vendor: Dove Mailing Inc.
Prime Status: African American Male Business Enterprise
Location: Atlanta, GA
County: Fulton County
Prime Value: $432,500.00 or 100.00%
Total Contract Value: $432,500.00 or 100.00%
Total Certified Value: $432,500.00 or 100.00%
Exhibits Attached
Exhibit 1: Contract Renewal Form
Exhibit 2: Contract Renewal Evaluation
Exhibit 3: Performance Evaluation
Contact Information (Type Name, Title, Agency and Phone)
title
Hakeem Oshikoya, Finance Director, 404-612-7641
Contract Attached
title
No
Previous Contracts
title
Yes
Total Contract Value
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Original Approved Amount: |
$395,600.00 |
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Previous Adjustments: |
$0.00 |
|
This Request: |
$432,500.00 |
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TOTAL: |
$828,100.00 |
Grant Information Summary
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Amount Requested: |
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☐ |
Cash |
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Match Required: |
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☐ |
In-Kind |
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Start Date: |
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☐ |
Approval to Award |
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End Date: |
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☐ |
Apply & Accept |
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Match Account $: |
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Fiscal Impact / Funding Source
Funding Line 1:
201-210-2111-1160 Water & Sewer Revenue, Finance, Professional Services, $402,500 pending approval of the FY 2025 Budget
Funding Line 2:
201-540-5401-1160 Water & Sewer Revenue, Public Works, Professional Services, $30,000, pending approval of the FY 2025 Budget
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Key Contract Terms |
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Start Date: 1/1/2025 |
End Date: 12/31/2025 |
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Cost Adjustment: |
Renewal/Extension Terms: One renewal period remains |
Overall Contractor Performance Rating: 85
Would you select/recommend this vendor again?
Yes
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Report Period Start: |
Report Period End: |
|
7/1/2023 |
9/30/2024 |