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BOOK L3 PAGE <br />11.H.4. UTILITY BILLING - CONTRACT FOR SERVICES WITH <br />SUNGARD BUSINESS SYSTEMS (CITY OF VERO <br />The Board reviewed a Memorandum of May 15, 2000: <br />DATE: <br />MAY 15, 2000 <br />TO: <br />JAMES E. CHANDLER <br />COUNTY ADMINISTRATOR <br />FROM: <br />DONALD R. HUBBS, P.!. N <br />DIRECTOR OF UTIL <br />PREPARED <br />JEFFEREY R SMITH, ASST. DIR.; DEPT. OF UTILITY SERVICES <br />AND STAFFED <br />& ART REISFELD, ACCOUNT CLERICAL SUPERVISOR <br />BY: <br />SUBJECT: <br />UTILITY BILLING -CONTRACT FOR SERVICES <br />BACKGROUND: <br />On August 17, 1999, the Department of Utility Services brought to the Board a proposal to contract with an <br />independent service provider, National Business Products, (NBP), to print and mail the Utilities' customer billing. <br />The proposal requested approval to piggyback a contract the City of Vero Beach executed with the same service <br />provider. The Board approved the agenda item, but subsequently the City of Vero Beach terminated its contract <br />with NBP. This action was taken because of significant problems that NBP had meeting the City's requirements <br />for timely receipt of bills, and inaccuracies in the actual billings. <br />Subsequently, the City of Vero Beach contracted with another service provider, SunGard Business Systems, Inc., <br />to assume their billing fimction. The Deputy County Attorney has reviewed the City's contract with this new <br />provider with the intention of piggybacking the City's contract again <br />ANALYSIS: <br />As part of the prior approved agenda item, Staff analyzed the in-house cost of the billing function, as compared to <br />the $0.41 per piece that NBP quoted. The initial findings showed an approximate annual savings of $6,600.00. <br />This was based on 23,357 pieces of mail per month. Since that time, the number of pieces has increased to just <br />over 24,000 per month, as has the costs incurred to produce in-house billings. This includes paper supplies, printer <br />maintenance, mailing machine maintenance, and other supplies. The new quote from SunGard Business Systems <br />Inc., will range from $0.41, to $0.42 per piece, depending on the bulk mailing discount they can get at the time <br />JUNE 69 2000 <br />-74- <br />