Special Notice / Hearing: None
Vote Required: Majority
To: Honorable Board of Supervisors
From: Peggy Jensen, Deputy County Manager
Subject: Agreement with Ontario Systems to Provide Bill/Invoice Printing and Mailing Services
RECOMMENDATION:
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Adopt a resolution waiving the Request for Proposals Process and authorizing the Deputy County Manager or her designee to execute an agreement with Ontario Systems, formerly Columbia Ultimate, Inc., to provide bill/invoice printing and mailing services for the term of July 1, 2019 through June 30, 2022, in an amount not to exceed $810,000.
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BACKGROUND:
The Revenue Services Division of the County Manager's Office recovers funds on behalf of various County Agencies that are owed to the County. As part of the collection effort, Revenue Services sends out approximately 400,000 collection notices annually on outstanding debts owed to the County.
In 2016, the President of this Board was authorized to execute a 3-year agreement with Columbia Ultimate, Inc., to provide this type of service to Revenue Services.
DISCUSSION:
This agreement with Ontario Systems will provide bill/invoice printing and mailing services for accounts identified by Revenue Services. Ontario Systems will also provide in-house technical service which is available 8:00 AM to 5:00 PM, Monday through Friday, with turnaround times that must be 24 hours or less. Staff is recommending that this agreement be approved for the term July 1, 2019 through June 30, 2022 in an amount not to exceed $810,000.
Revenue Services Division is currently using Ontario Systems, formerly Columbia Ultimate, Inc., which is a proprietary collection software. Using Ontario Systems has proven to be more cost-effective and efficient than other contractors given their ability to transmit data electronically and directly between the County's database and Ontario Systems. This allows Revenue Services to maintain a history of all outgoing correspondence within the col...
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