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STRATEGIC OUTCOMES |
ACTION |
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Department: |
☐ Safe & Prosperous |
☒ Motion |
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Finance |
☐ Active & Appealing |
☐ Resolution |
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☐ Respected & Responsible |
☐ Ordinance - Introduction |
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Division: |
☒ Connected & Engaged |
☐ Ordinance - Adoption |
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Procurement |
☐ Unique & Creative |
☐ Public Hearing |
TITLE:
title
Cooperative Purchase Agreement: Printing, Insertion and Mailing Services
end
SUMMARY RECOMMENDATION:
Summary Recommendation
Authorize Printing, Insertion and Mailing Services from Matrix Imaging Solutions, LLC, Coppell, Texas utilizing a cooperative purchase agreement from the City of Allen, Texas for one year with the option to renew for four additional one-year periods, one year at a time, depending on the appropriation of funds and satisfactory performance, at a total estimated annual expenditure of $42,500.00 (excluding postage). (Finance - CPA-26-248) (Doug Allen/Robin R. Wilson)
end
STRATEGIC OUTCOME:
Using this cooperative purchase agreement advances the City Council’s strategic outcome of Connected and Engaged by ensuring timely, accurate, and cost-effective delivery of essential communications. By leveraging specialized high-volume printing and mailing services, the City enhances its ability to provide clear, reliable, and consistent information to residents and businesses.
REPORT:
Utilizing a vendor for printing and mailing utility bills and business licenses brings substantial benefits to the City. The billing data is transmitted electronically to this vendor, who employs high-speed printing and insertion equipment to efficiently prepare and distribute the billings to the City's customers.
This approach offers two significant advantages for the City: it eliminates the high costs associated with maintaining the necessary insertion equipment and leverages the vendor’s sophisticated software that optimizes address management, which in turn reduces postage costs for each bill.
FISCAL REQUIREMENTS:
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CITY FUNDS: |
$ 42,500.00 |
BUDGETED: |
$212,500.00 |
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STATE FUNDS: |
$ 0.00 |
AVAILABLE TO TRANSFER: |
$ 0.00 |
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FEDERAL FUNDS: |
$ 0.00 |
IN CONTINGENCY: |
$ 0.00 |
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OTHER SOURCES: |
$ 0.00 |
FUNDING ACCOUNT/FUND/CIP: |
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TOTAL |
$ 42,500.00 |
General, Water, Wastewater and Solid Waste |
FISCAL IMPACT STATEMENT:
Sufficient budget capacity is provided in the FY 2026 City Council approved budget to enter this agreement.
ADDITIONAL INFORMATION:
SUPPORTING DOCUMENTS NOT ATTACHED TO THE CITY COUNCIL ACTION FORM THAT ARE ON FILE IN THE OFFICE OF THE CITY CLERK:
NONE
IF CITY COUNCIL ACTION INCLUDES A CONTRACT, LEASE OR AGREEMENT, WHO WILL BE RESPONSIBLE FOR ROUTING THE DOCUMENT FOR SIGNATURE AFTER CITY COUNCIL APPROVAL?
☒ Department
☐ City Clerk’s Office
☐ Document to be recorded
☐ Document to be codified
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Acting City Administrator: |
Date: |
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John D. Simonton |
04/27/2026 |
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Reviewed by City Attorney: |
Date: |
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Richard W. Files |
04/27/2026 |