|
|
|
|
COUNTY OF SAN MATEOInter-Departmental Correspondence |
Employee and Public Services |
| |
DATE: |
April 28, 2004 |
| |
|
BOARD MEETING DATE: |
May 4, 2004 |
| |
TO: |
Honorable Board of Supervisors |
FROM: |
Mary Welch, Employee and Public Services Director Girdie Bernard, Revenue Services Manager |
SUBJECT: |
Agreement with Columbia Ultimate Business Systems |
| |
RECOMMENDATION: |
Adopt a resolution authorizing the Director of Employee and Public Services to execute an amendment to the Agreement with Columbia Ultimate Business Systems to provide bill/invoice printing and mailing of collection notices and dog/cat renewal notices using their Immedia program through May 31, 2006. |
| |
BACKGROUND: |
The Revenue Services Division of the Department of Employee and Public Services recovers funds due to the County from individuals for services rendered and for court-ordered payments. The organization is also responsible for the processing of payments for dog and cat licenses. As part of the collection effort, the organization mails out approximately 155,000 collection notices annually on outstanding debts owed to the County and 50,000 license renewal notices.
On May 22, 2001, The San Mateo County Board of Supervisors authorized the President of the Board to execute an agreement with Columbia Ultimate Business Systems to provide bill/invoice printing and mailing services for the period of June 1, 2001 through May 31, 2004. That contract stated that the contract term could be extended for an additional two years. |
| |
DISCUSSION: |
We are recommending that this agreement be extended from June 1, 2004 through May 31, 2006. There are several reasons for continuing services with Columbia Ultimate Business Systems, including: · Material cost for envelopes, paper, printing, folding, inserting, and sorting are competitive with other agencies · Billing and invoice printing and mailing services are provided for other government agencies · Skiptracing services are less expensive than other venders · Postage discounts are provided
|
| |
VISION ALIGNMENT: |
This item keeps the commitment of responsive, effective and collaborative government through goal number 20: Government decisions are based on careful consideration of future impact, rather than temporary relief or immediate gain. |
| |
FISCAL IMPACT: |
The cost of the contract will not exceed $150,000 per year and the funds are appropriated in the division annual budget. |