Department
Finance
Requested Action (Identify appropriate Action or Motion, purpose, cost, timeframe, etc.)
title
Request approval to renew existing contracts - Finance Department, 20RFP0827C-MH, Printing & Mailing Water and Sewer Bills in an amount not to exceed $306,621.00 with Dove Mailing Inc. (Atlanta, GA) to provide printing and mailing of the County's water and sewer bills. This action exercises the second of two renewal options. No renewal options remain. Effective dates: January 1, 2023 through December 31, 2023. (APPROVED)
body
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 (First sentence includes Agency recommendation. Provide an executive summary of the action that gives an overview of the relevant details for the item.)
Scope of Work: Finance recommends approval of the 2nd renewal with Dove Mailing. This contract provides for printing and mailing Water and Sewer Bills for the County's approximately 80,000 water customers. The amount requested will accommodate the recent US Postal service increases.
Community Impact: Ensure timely distribution of water/sewer bills
Department Recommendation: Recommend approval
Project Implications: None
Community Issues/Concerns: None
Department Issues/Concerns: None
Contract Modification
|
Current Contract History |
BOC Item |
Date |
Dollar Amount |
|
Original Award Amount |
20-0977 |
12/16/2020 |
$254,121.00 |
|
1st Renewal |
21-0950 |
12/1/2021 |
$279,000.00 |
|
2nd Renewal |
|
|
$306,621.00 |
|
Total Revised Amount |
|
|
$839,742.00 |
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
Contract Value: $306,621.00
Prime Vendor: Dove Mailing Inc.
Prime Status: African American Male Business Enterprise-Certified
Location: Atlanta, GA
County: Fulton County
Prime Value: $306,621.00 or 100.00%
Total Contract Value: $306,621.00 or 100.00%
Total M/FBE Value: $306,621.00 or 100.00%
Exhibits Attached (Provide copies of originals, number exhibits consecutively, and label all exhibits in the upper right corner.)
Exhibit 1: Contract Renewal Agreement
Exhibit 2: Contract Renewal Evaluation Form
Exhibit 3: Contractor Performance Report
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
|
Original Approved Amount: |
$254,121.00 |
|
Previous Adjustments: |
$279,000.00 |
|
This Request: |
$306,621.00 |
|
TOTAL: |
$839,742.00 |
Grant Information Summary
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Amount Requested: |
|
☐ |
Cash |
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Match Required: |
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☐ |
In-Kind |
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Start Date: |
|
☐ |
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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|
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Fiscal Impact / Funding Source
Funding Line 1:
201-210-2111-1160 Water & Sewer Revenue, Finance, Professional services $276,621.00
Funding Line 2:
201-540-5401-1160 Water & Sewer Revenue, Public Works, Professional Services $30,000,00
|
Key Contract Terms |
|
Start Date: 1/1/2023 |
End Date: 12/31/2023 |
|
Cost Adjustment: $306,621 |
Renewal/Extension Terms: 2nd renewal period |
Overall Contractor Performance Rating:
Would you select/recommend this vendor again?
Yes
|
Report Period Start: |
Report Period End: |
|
1/1/2022 |
9/30/2022 |