HomeMy WebLinkAbout2000.07.18_OPWA AgendaPUBLIC NOTICE OF THE MEETING OF THE
OWASSO PUBLIC WORKS AUTHORITY
TYPE OF MEETfNG:
Regular
DATE:
July 18, 2000
TDAE.,
630 pan.
PLACE:
Council Chambers, Owasso Coinmurdty Center
Notice and agenda filed in t-he office of the City Clerk and posted at City Hall at 4.00 p.m. on
Friday, July 14, 20K
1. Call to Order
2, Flag Salute
3 Roll all
utwell, Autho ity ecretary
\1
4. Consideration and Appropriate Action Relating to a Request for Approval of the Consent
Agenda. All matters listed under "Consent" are considered by the Trustees to be routine
and will be enacted by one motion. Any Trustee may, however, remove an item from
consent by request. A motion to adopt the Consent Agenda is non-debatable.
A. Approval of the Minutes of July 3, 2000 Rescheduled Regular Meeting,
Attaclunent #4-A
Owasso Public Works Authority
July 18, 2000
Page 2
B Approval of Claims.
Attachment 114-
5° Consideration and Appropriate Action Relating to a request to Award a Contract for
Utility Billing Services.
Ms Bishop
Attachment #5
11c staff has completed the bidding process and will request that a contract be awarded to
Technical Prograrnming Services Inc, Tulsa, OK in the arnowits specified in the proposal,
to provide utility billing services for the Owasso Public Works Authority.
6° Report from OP WA Manager.
�
Owasso Public Works Authority
July 18, 2000
Page 3
o Adjournr ew.
(S AS PU13LIC WORKS AUTHORITY
MINUTES OF RESCHEDULED REGULAR MEETING
Monday, fune 209 2000
The Owasso Public Works Authority inet in a rescheduled regular session on Monday, July 39
2000 in the Council Chambers at the Owasso Community Center per the Notice of Public
Meeting mid Agenda posted on the City Hall bulletin board at 4:00 p.m. on Friday, June 309
2000°
ITEM I - CALL TO OR-DER
Chairman Williams called the meeting to order at 6032 p.m.
ITEM 2: FLAG SALUTE
The flag salute was given during the City Council meeting preceding this meeting.
ITEM 3.- ROLL CALL
PRESENT ABSENT
H C "Will" Williams, Chairman
Mary Lou Barmhouse, Vice Chairman
Melinda Voss, Trustee
Randy Brogdon, Trustee
STAFF
Larry Mitchell, City Manager
Marcia Boutwell, Authority Secretary
A qu® was declared present.
Ronald D Cates, Authority Attorney
ITEM 4: CONSIDERATION AND APPROPRIATE ACTION RELATING TO A REQIMST
FOR APPROVAL OF THE CONSENT AGENDA.
A. Approval of the Minutes of June 20, 2000 Regular Meeting.
B. Approval of Claims.
The consent agenda included minutes of the June 20, 2000 regular meeting, by reference made a
part hereto. Item B on the consent agenda included the following claims: (1) Owasso Public
Works Authority $242,030.13; (2) OPWA Capital Improvements $50,896.72; (3) OPWA Sales
Tax $124,828.75; (4) Payroll $35,850.98. Ms Voss moved, seconded by Mr Brogdon, to
approve the consent agenda.
AYE: Voss, Brogdon, Barnhouse, Williams
NAY: None
Moti ®n carried 4-0.
Owasso Public Works Authority
ITEM 5: REPORT FROM OP WA MANAGER
ITEM 6.- RE'
No report.
ITEM 7- N�E)Yj3D5INL3a, .
None
Ms Barnhouse moved, seconded by Ms Voss to adjourn.
AYE: nhouse, Voss, Brogdon, Williams
NAY: None
Motion carried 4-0, and the meeting was adjourned at 6033 p.m.
Marcia Boutwell, Secretary
-2-
H C Williams, Chairperson
Fund
Department
Total
General
Deposit Refunds
50.00
106 Municipal Court
13.62
110 Managerial
1,326.72
120 Finance
512045
150 General Government
30,211.02
160 Community Development
956.52
170 Engineering
201.10
175 Information Systems
2,217.50
161 Support Services
3,61038
190 Cemetery
60.76
201 Police Services
9,290.50
215 Police Communications
692.86
221 Animal Control
514.36
250 Fire Services
9,527.10
260 Emergency Preparedness
69.16
300 Streets
36, 705.22
515 Park Maintenance
2,617.22
550 Community Center
2,964.99
TOTAL
Ambulance
255 Ambulance
673.19
TOTAL
-911
E-911 Services
1,902.19
TOTAL
Bond projects
Streets /Intersections
40,151.21
Sports Park
21,549.61
TOTAL
OGA
Merchandise
9,676.67
Food and Beverage
711.33
600 Golf Shop
900.00
605 Cart Operations
256.17
610 Golf Course Maintenance
4,613.26
670 Food and Beverage Operations
14.65
690 Golf Administration
1,523.10
691 Clubhouse
1,764.03
600 Debt Service
4,136.04
TOTAL
OPWA
400 Administration
1,979.16
405 utility Billing
1,517.65
420 Water
2,106.45
450 Wastewater treatment plant
12,266.62
455 Wastewater Collection
2,105.33
480 Refuse Collections
16,079.75
104,003.52
673.19
t1
`iu
�4
466 Recycle Center 2,484,69
TOTAL 40,563.87
OP WA Capital Improvements
459 Wastewater Treatment Plant
997,274,49
TOTAL
197,274.49
OPWA Sower Lies Extension
Debt Service
23,000.00
TOTAL
�gg� 9q
23,000.00
City Garage
966 City Garage
6,969 066
TOTAL
6,061 066
Workers' Comp Self Insurance
150 Workers' Comp
396A4
TOTAL,
306044
Collision Self-insurance
150 Collision Self-insurance
2,930.79
TOTALP,
2,130.70
Claims Total
469,836.72
OWASSO PUBLIC WORKS AUTHORITY
PAYROLL PAYMENT REPORT
PAY PERIOD ENDING DATE 07/01/00
UTTb M
APPROVED- July 18, 2000
Chairman
Trustee
Trustee
Coo 6230.06
140.02 4,664.95
0z.£
TO: HONORABLE CHAIR AND TRUSTEES
OWASSO PUBLIC WORKS AUTHORITY
FROM SHIERRY BISHOP
FINANCE DIRECTOR
SUBJECT: UTILITY BILLING SERNICES
DATE: July 14, 2000
BACKGROUND-
The City of Bartlesville, who uses our same utility billing software, referred us to Technical
Programming Services, Inc. (TPSi). After learning about the broad range of services available,
staff decided to explore the possibility of using a billing/mailing service. A request for proposals
(RFP) was developed, legal notice was published, and the RFP was mailed to four potential
vendors.
The RFP required a cost breakdown for each item or service provided and any set-up fees. The
scJ[" of services in the RFP included:
* Receive data electronically.
* CASS certify mailing address information.
* Print bills and past due notices.
Three companies submitted proposals, TPSi, Bender Direct, and CMSI Direct Mail. CMSI was
the highest priced and the company primarily provides printing and mailing services only, The
cost proposals from TPSi and Bender were competitive. The greatest difference between the two
is in their experience providing billing services.
Staff believes that TPsi is the most qualified and experienced company to provide the servic
requested. The expertise and performance guarantees provided by TPSi are worth the difference
fees proposed. 11
Staff recommends that OPWA Trustees accept the attached billing services proposal with itemiz
service and materials fees from Technical Programming Services, Inc. and authorize the chair
sign a two-year contract. I
RFP
Proposal from TPSi
CITY OF OWASSO
REQUEST FOR PROPOSALS
UTILITY ILLING T AND MAIM SERVICES
City of Owasso
207 South Cedar
Post Office Box 180
Owasso, Oklahoma 74055 -0180
1. Background .oRegarding 7-
The Billing Service company shall provide the following services to the City of Owasso utility billing department:
IV. Proposal
Deadline for submission of proposal is 7/10/20000
Proposals may be mailed or Band delivered in a sealed envelope
It is expected that staff will make reconnnendation of vendor selection to the City Council/Owasso Public
Works Authority on 7/18/2000. Award will be based on vendor's indicated capability to produce the
required products previous experience in the utility billing arena, indicated ability to meet time constraints
and proposed cost to provide the sci vice,
V. Terans and Conditions
The City of Owasso reserves the right to reject any or all proposals.
The City of Owasso reserves the right to terminate its contract with or without cause by specifying the date of
termination in a written notice to the th m at least ninety (90) days before the terrrrinatiora date.
Technical Programming Services, Inc.
5544 S 104'h E Ave
Tulsa, OK 74146-6505
ggregg@tpsitulsa.com
PHONE (918)254-9622 FAX (918)250-1983
TO- SHERRY BISHOP, CITY OF OWASSO
FROM- CIE NE A. GREGG, DIRECTOR OF SALES & MARKE,rING
DATE: TULY 3, 2000
SUBJECT: BILLING SERVICE PROPOSAL
Technical Programming Services, Inc. (TPSi) is a computer output service bureau
specializing in same-day billing applications, data archival, and electronic statement
presentment services. Below is a comprehensive service proposal which will include
the following:
b. Laser print one color (black)
(includes blank white, perfect paper)
C. Folding, inserting, scaling, metering
(intelligent inserting) up to 3 inserts
Materials fees
#10 double wind ®w carrier envelopes
#9 single wind ®w remittance envelopes
$,015 per customer
$,060 per image
$.060 per customer
Set-up fees, run charges, and run minimum fees will not be assessed provided
there is a long-term service agreement enacted. We are requesting 24 months, but
the term is negotiable. A monthly minimum of 5,000 pieces would be expected,
but there is no minimum run charge, Service agreement can be terminated by
CLII.',',NT for non-performance without penalty.
L
inak-M-0-ta-60-42 LAM-ek-MIT—AMP
Thirty days is requested to set up and test your account. TPSi would need a
sample of the data with at least 550 records and a sample of the approved output
format. As we are already doing Bartlesville's billing, using the same software as
Owasso, the set-up time will probably be substantially less than a month.
Postage
Depending on how the file is cycled, the average postage should be .243 per unit,
the five-digit delivery point barcoded rate. TPSi will front the postage and bill
CLIENT every 10 days for service fees, materials, and postage with terns net
thirty. Complete postage detail will be itemized on every invoice,
Performance Guarantee
Same day service is expected and next day service is guaranteed. If the statements
do not mail within 48 hours, CLIENT is charged only for postage and materials
for that billing cycle and TPSi will absorb cost of service fees, providing client
has provided postage (if required), data, and any necessary enclosures or special
materials.
TPSi will bill CLIENT every ten days for service charges, materials, and postage
and the invoices will be due net thirty.
Prepared by Gene A. Gregg,
Director ®f Marketing
Technical Programming Services
C.),
Technical Programming Services, Inc.
5544 South 104th East Avenue
Tulsa, Oklahoma 74146
Phone 918-254-9622
Ms. Sherry Bishop
CITY OF OWASSO
PO Box 180
Owasso, OK'74055-0180
Dear Ms. Bishop:
We genuinely appreciate this opportunity to submit this service proposal for your
-review, I believe that I have covered every area of your request for proposal thoroughly,
TPSi SPECIALIZES IN BILLING APPLICATIONS NOT DIRECT MAIL
Unlike other mailing companies that specialize in marketing mailings, TPSi Specializes in
billing applications and is currently doing utilities billing for the cities of Tulsa,
Bartlesville, Stillwater, and Muskogee, We have a proven track-record in same-day
billing services.
M-
�C 111hel-L, SO LIML UlVhC pieces can SIM
be merged into one mail stream, preserving your postage discounts. Up to three
enclosures will be included at no additional per piece charge.
T' Si' MULTIPLE REDUNDANCY GUARANTEES UNINTERRUPTED
SERVICE With backup equipment and staff at every position, TPSi can guarantee
uninterrupted service and nobody locally can match our output capacity or our
capabilities, Because of the additional data archival and electronic statement presentment
services, rpSi has a stronger technical support staff than any other mailer in Tulsa.
. . . . . . . . . .
11 �Ikk
With the bills mailing from Tulsa, they will be in homes the, very next day.
Thank you f ®r your consideration. I are available by phone or in person to meet
with you, your staff, or the City Council should I be able to assist you in any way with
this decision making process.
our sci vice,
<
Gene A, Gregg, DIRECTOR
SA:LES & MARYMTING