COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Tax Collector/Treasurer/Revenue Services

DATE:

10/03/06

BOARD MEETING DATE:

11/07/06

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

TO:

Honorable Board of Supervisors

FROM:

Lee Buffington, Tax Collector/Treasurer

SUBJECT:

Request for Approval of an Agreement with Columbia Ultimate, Inc. for Invoice printing and mailing services.

RECOMMENDATION:

Adopt a resolution authorizing the President of the Board of Supervisors to

1)

Waive the Request for Proposal process; and

2)

Execute an agreement with Columbia Ultimate, Inc. to provide Invoice printing and mailing services from December 1, 2006 to November 30, 2009 in an amount not to exceed $450,000.00.

VISION ALIGNMENT:

Commitment: Ensure responsive, effective and collaborative government by helping achieve the following goals:

Goal(s): 20 and 22. Government decisions are based on careful consideration of future impact, rather than temporary relief or immediate gain; and County and local governments effectively communicate, collaborate and develop strategic approaches to issues affecting the entire County.

Performance Measure(s):

Measure

FY 2005-06
Actual

FY 2006-07
Projected

Percent of letter transmissions processed, printed, and inserted within 24 hours for delivery to the US Postal Service

99%

99%

BACKGROUND:

In 2001, in an effort to help Revenue Services to process notices faster and more efficiently, the County solicited proposals from firms to provide invoice printing and mailing services. Sixteen requests for proposals were distributed, 3 firms submitted proposals and were interviewed. Columbia Ultimate was selected.

On May 22, 2001, your Honorable Board authorized an agreement with Columbia Ultimate, Inc. to provide invoice printing and mailing services for the period of June 1, 2001 through May 31, 2004 in an amount not to exceed $125,000 per year. That agreement stated that the contract term could be extended for an additional two years. On May 4, 2004 the agreement was extended with Columbia Ultimate, Inc. to provide these services through May 31, 2006 in an amount not to exceed $150,000 per year. In May of 2006, a third agreement was executed with Columbia Ultimate to provide invoicing and mailing services from June 1, 2006 through November 30, 2006 in an amount not to exceed $75,000.

DISCUSSION:

Columbia Ultimate has provided consistent, efficient invoicing and mailing services to the County since May 2001. Their expertise has contributed to a Revenue Services’ revenue-to-expenditure ratio of less than twenty percent.

Columbia Ultimate continues to offer the County competitive costs for printing and mailing materials and services including significant postage discounts. Columbia Ultimate also provides a forwarding address update service through a custom interface to Revenue Services’ collection management software (also provided by Columbia Ultimate, Inc.). For these reasons, we believe a waiver of request for proposal process would be in the best interests of the County.

The Contractor has assured compliance with the County's Contractor Employee Jury Service Ordinance, as well as all other contract provisions that are required by County ordinance and administrative memoranda, including but not limited to insurance, hold harmless, non-discrimination and equal benefits.

County Counsel has reviewed and approved this Agreement as to form.

FISCAL IMPACT:

The term of this Agreement is from December 1, 2006 through November 30, 2009. The total obligation under this Agreement is $450,000. Funds have been included in the FY 2006 – 2007 budget. There is no Net County Cost.