HomeMy WebLinkAboutR-2022-125 ENCO Utility Services FL LLC (ENCO) Agreement Renewal for Utility Bill Printing and Mailing Services RESOLUTION NO. 2022-125
A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF DANIA
BEACH, FLORIDA, AUTHORIZING THE PROPER CITY OFFICIALS TO
EXECUTE A RENEWAL OF AN AGREEMENT WITH ENCO UTILITY
SERVICES FL LLC ("ENCO") FOR UTILITY BILL PRINTING AND
MAILING SERVICES; PROVIDING FOR CONFLICTS; FURTHER,
PROVIDING FOR AN EFFECTIVE DATE.
WHEREAS, the Charter of the City of Dania Beach, Part III, Article 3, Section 4,
Subsection (j), authorizes the City Manager to purchase supplies, services, equipment and
materials for the City government in amounts in excess of the established monetary threshold
without competitive bidding and without advertisement for bids, if she is authorized to do so in
advance by a resolution adopted by the City Commission; and
WHEREAS, the Dania Beach Code of Ordinances, Chapter 2, Article 1, Section 2-10,
"Monetary thresholds for certain purchases and payment disbursement authorizations", Subsection
(a), sets the monetary threshold at Twenty-Five Thousand Dollars ($25,000.00) for a vendor each
fiscal year; and
WHEREAS, on May 1, 2017, the City executed an agreement with Municode for
water/sewer utility bill printing and mailing services,which agreement was subsequently assigned
to ENCO, the City's current provider, subject to all original terms and conditions; and
WHEREAS, the agreement provided for a term of three (3) years with the option to
renewal for two (2) additional two (2) year periods, which initial term expired in 2020 and a
renewal was not executed; and
WHEREAS, ENCO has been providing services to the City based on all original terms
and conditions and the Finance Department is satisfied with ENCO and since the first renewal
period has passed, desires to execute the second two (2)year renewal option; and
WHEREAS, the annual recurring contract cost will exceed the annual Twenty-Five
Thousand Dollar ($25,000.00) vendor threshold for each year of the contract and staff is seeking
authorization to exceed the threshold each year the contract is in place;
NOW, THEREFORE,BE IT RESOLVED BY THE CITY COMMISSION OF THE
CITY OF DANIA BEACH, FLORIDA:
Section 1. That the foregoing findings are incorporated into this resolution by this
reference and they are made a part of it.
Section 2. That the proper City officials are authorized to execute the Renewal
Agreement, which is attached as Exhibit "A", and is made a part of and incorporated into this
Resolution by this reference.
Section 3. That funding for the agreement is planned and appropriated within the
Water Fund Distribution Division Contractual Services Account#401-17-05-533-34-10.
Section 4. That all resolutions or parts of resolutions in conflict with this Resolution
are repealed to the extent of such conflict.
Section 5. That this Resolution shall be in force and take effect immediately upon its
passage and adoption.
PASSED AND ADOPTED on August 23, 2022.
ATTEST: a B
THOMAS SCHNEIDER, CMC \ 0► ' TAMARA JA E
CITY CLERK \'> 7'? MAYOR
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APPROVED AS TO FORM AND CORRECTNESS:
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AT RNEY
2 RESOLUTION#2022-125
sbursement authorizations", Subsection
(a), sets the monetary threshold at Twenty-Five Thousand Dollars ($25,000.00) for a vendor each
fiscal year; and
WHEREAS, on May 1, 2017, the City executed an agreement with Municode for
water/sewer utility bill printing and mailing services,which agreement was subsequently assigned
to ENCO, the City's current provider, subject to all original terms and conditions; and
WHEREAS, the agreement provided for a term of three (3) years with the option to
renewal for two (2) additional two (2) year periods, which initial term expired in 2020 and a
renewal was not executed; and
WHEREAS, ENCO has been providing services to the City based on all original terms
and conditions and the Finance Department is satisfied with ENCO and since the first renewal
period has passed, desires to execute the second two (2)year renewal option; and
WHEREAS, the annual recurring contract cost will exceed the annual Twenty-Five
Thousand Dollar ($25,000.00) vendor threshold for each year of the contract and staff is seeking
authorization to exceed the threshold each year the contract is in place;
NOW, THEREFORE,BE IT RESOLVED BY THE CITY COMMISSION OF THE
CITY OF DANIA BEACH, FLORIDA:
Section 1. That the foregoing findings are incorporated into this resolution by this
reference and they are made a part of it.
RENEWAL OF THE MAY 1, 2017, CONTRACT BETWEEN THE CITY OF DANIA BEACH, FL AND
ENCO UTILITY SERVICES FLORIDA LLC.
This contract renewal is made and entered into this 23 day of August ,2022 by and between The City of
Dania Beach,FL("Client")and ENCO Utility Services Florida LLC.
WHEREAS,on May 1,2017,the City entered into a contract for Municipal Code Corporation,d/b/a Municode to provide Client
utility bill printing and mailing services.
WHEREAS,on December 11,2018,the assignment and assumption of the contract was executed between Municode and ENCO
Utility Services Florida LLC.
WHEREAS,the parties desire to renew the contract for an additional one-year period and as detailed in Section 9,Term of the
Agreement,the contract,thereafter,will automatically renew for successive one(1)year periods unless terminated by either
party by written notice to the other party not less than one hundred twenty(120)calendar days prior to the expiration of the
term then in effect.
NOW,THEREFORE,in consideration of the mutual promise contained herein,the parties agree to extend the Contract with
pricing as outlined in the attached.
Except as amended herein,all other terms and conditions of the contract shall remain in full force and effect. IN WITNESS
WHEREOF,the parties hereto have accepted,made and executed this Agreement upon the terms and conditions above stated.
ENCO Utility Services Florida LLC DANIA BEACH,FL (CLIENT)
By. By.
Name: Name:
Title: Title:
Witness.
Date Signed: Date Signed.
Effective Date:
ENCO Advantage Page 11
and conditions and the Finance Department is satisfied with ENCO and since the first renewal
period has passed, desires to execute the second two (2)year renewal option; and
WHEREAS, the annual recurring contract cost will exceed the annual Twenty-Five
Thousand Dollar ($25,000.00) vendor threshold for each year of the contract and staff is seeking
authorization to exceed the threshold each year the contract is in place;
NOW, THEREFORE,BE IT RESOLVED BY THE CITY COMMISSION OF THE
CITY OF DANIA BEACH, FLORIDA:
Section 1. That the foregoing findings are incorporated into this resolution by this
reference and they are made a part of it.
Dania Beach Renewal Pricing Effective 9/1/2022
ENCO PRICING SCHEDULE
INITIAL PROGRAMMING AND SET-UP ONE-TIME FEE N/A
• Initial Statement design
• Initial data mapping
• Data transfer site set up and training
MANUAL MESSAGE CHANGES $25/change
ADDITIONAL OR RE-PROGRAMMING CHANGES $125/Hour
STATEMENTS $.16/statement
• Simplex black ink jet printing of variable data
• Grey scaled ink jet printing of stagnant messaging on back of bill
• 8%x11 white 241b.color statements with 3%'perforated return stub
• Standard Municode#10 White single pistol window with security tint 201b envelope.
• Standard Municode#9 White single window with security tint 201b reply envelope
• All required data processing including CASS/PAVE certification
• Generation of online proofs for approval prior to production
• Folding, inserting and delivery of statements to USPS
Reduction for Statement without#9 return envelope .15/statement
Special handling charge for householding,heavies,out sorts,or .04/Statement
pulled statements
Additional Statement pages .08/additional
pages
Inserting fees for additional advertising fliers/buck slips/newsletters/notices/etc.(This is the cost .01/insert
of inserting the flier.The cost for production of the flier itself will vary with the number and
quality.)
Minimum Charge: If the total printing/statement cost per cycle is less than$50,we will charge a $50.00
$50 flat rate to cover fixed costs.This is not in addition to the statement billing charge.
This pricing will be subject to an annual review of the cost of Contractor's supplies and labor. With
documentation of these increases,prices may be increased by as much as 2%.
OPTIONAL: NCOA (NATIONAL CHANGE OF ADDRESS) .015/statement
OPTIONAL: EBILLING .10/statement
Custom email message with an attached exact copy of the printed bill and any insert that was
included with the paper statement
SUGGESTED POSTAGE DEPOSIT
ENCO will require that the client maintains a permanent postage deposit based on the estimated 2
months of postage required in connection with this agreement. Upon termination of the
Agreement, ENCO shall return the deposit amounts to client after payment of all services.
Postage Deposit is already on file in the amount of: $ 3672.16_on 8/5/2022
*
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