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• 0 The nonmonetary benefits, which were identified in the original proposal also, exist with this proposal. First, it would allow the Department to discontinue use of its mail processing machinery, and reduce inventory of paper and envelopes. Secondly, the ability to free -up a Customer Service Representative of approximately 6 hours per week to operate the machinery would allow more time to be devoted to the customer, and allow other representatives to focus more time on Customer Service as well. Another benefit would be the reduction of additional postage costs. Currently, when a bill is mailed, and the customer's address has changed, the Post Office will not forward the piece without charging again for the postage. SunGard Business Systems has access to the Postal Service National Change of Address database, and can reprint the correct address on the outgoing mail before it is delivered to the Post Office. They will then issue a report informing us of all address changes. OPTIONS: 1. Continue to have the Dept. of Utility Services perform the Utility Billing fuaction. 2. Contract with SunGard Business Systems, Inc. for the Utility Billing Services, and piggyback their Contract with the City of Vero Beach, at the $0.41-$0.42 per piece price. RECOMMENDATION: The Department of Utility Services recommends that the Board of County Commissioners adopt Option # 2; contracting with SunGard Business Systems, Inc. to piggyback their Contract with the City of Vero Beach, and authorize the Chairman to execute the piggyback agreement as attached County billings are set to be mailed. Applying the $0.42 price to the number of pieces originally used to calculate the original estimated savings, (23,357), the annual savings would be reduced to $3,800.00 ($6,600.00 — [23,357 X $0.01 X 12D. Still projecting a savings, and because we can have the capability to insert flyers, notices, etc, in the billing statements, it is Staffs opinion that the outsourcing options are still worth pursuing. In the August 17, 1999 Agenda item, an analysis was done regarding the effect outsourcing would have on the billing charge. It was determined that there was minimal effect, and the Board chose to leave the billing charge at the $1.29, but Staff anticipates a possible increase for Fiscal Year 2000-01. During the budget process, Staff will finalize any recommendations forthcoming. JUNE 69 2000 ON MOTION by Commissioner Ginn, SECONDED by Commissioner Stanbridge, the Board unanimously approved the contract with SunGard Business Systems, Inc. for the Utility Billing Services, piggybacking their contract with the City of Vero Beach, at the $0.41-$0.42 per piece price, as recommended by staff. CONTRACT IS ON FILE IN THE OFFICE OF THE CLERK TO THE BOARD -75- BOOK r FGE e'i�