Purchasing Type: Change Order (CO)
Public Hearing: YES ☐ NO ☒ Department: Purchasing & Contracting
AGENDA ITEM:
Title
Commission District(s): ALL
CO - Change Order No. 8 to Contract No. 988895 Print and Mail Services, Electronic Bill Presentment, and Data Processing (Annual Contract with 4 Options to Renew)./ For use by Finance (UCO) to obtain hosting services for the County’s water and sewer portal. Seeking increase in contract term through February 28, 2027. Awarded to Level One LLC, a Doxim Company: CONTRACT TERM INCREASE ONLY.
Body
Information Contact: Michelle Butler, Chief Procurement Officer
Phone Number: (404) 687-3581
PURPOSE:
Awarded by the BOC on July 28, 2015, for an amount not to exceed $136,524.48. On October 11, 2016 the BOC approved the 1st renewal option for an amount not to exceed $298,345.17. On October 10, 2017 the BOC approved the 2nd renewal option for an amount not to exceed $365,050.00. On August 28, 2018 the BOC approved the 3rd renewal option for an amount not to exceed $226,110.00. On November 13, 2018 the BOC approved Change Order No. 1 for an amount not to exceed $9,876.00 for additional funding to maximize full color production and optimize customer communication management. On June 25, 2019 the BOC approved the 4th renewal option for an amount not to exceed $283,518.00. On October 27, 2020 the BOC approved Change Order No. 2 for an amount not to exceed $538,742.00 to extend the contract's term for one (1) year to allow time for completion of enQuesta implementation. On October 26, 2021 the BOC approved Change Order No. 3 for an amount not to exceed $576,138.00 to extend the contract term for fourteen (14) months to allow time to complete the enQuesta implementation and mail the significant increase in communications to customers regarding the Chief Executive Officer's recent lift of the 2017 New Day Project moratorium. On December 20, 2022 the BOC approved Change Order No. 4 for an amount not to exceed $1,258,976.00 to extend the contract through December 31, 2023 to cover additional costs associated with the change in the billing cycle going from bimonthly billing to monthly billing for all accounts and thereby increasing printing services cost in 2023. On December 19, 2023 the BOC approved Change Order No. 5 for an amount not to exceed $1,218,152.00 to add funds and to extend the contract term to allow time for completion of enQuesta implementation. On February 11, 2025 the BOC approved Change Order No. 6 for an amount not to exceed $1,328,219.68. On March 10, 2026 the BOC approved Change Order No. 7 for a contract term extension only. This contract consists of providing customized bill formatting, print and mail services, hosting the County's water and sewer portal and other miscellaneous statements to citizens and businesses. This request seeks to extend the contract term through February 28, 2027, to continue services.
RECOMMENDATION:
Recommended Action
Recommend approval of Change Order No. 8 with:
Level One LLC, a Doxim Company, Three Great Valley Parkway, Suite 100, Malvern, PA, 19355
ADDITIONAL INFORMATION:
1. Contract Effective Date: October 2, 2015
2. Contract Expiration Date: December 31, 2026
3. Amount Spent to Date: $3,613,947.98