Regular Village Board meetings are typically held at 7:00 p.m., the first three Tuesdays of each month in Council Chambers of Village Hall (room 201), 123 Madison St. When a Regular Meeting falls on a holiday, the meeting typically is held the following night. The Village Board also meets in special sessions from time to time. However, dates and times of Special Meetings can vary and may change.

File #: RES 19-294    Name:
Type: Resolution Status: Passed
In control: President and Board of Trustees
On agenda: 10/7/2019 Final action: 10/7/2019
Title: A Resolution Approving an Independent Contractor Agreement with Third Millennium Associates, Incorporated to Provide Utility Billing Services for a Three Year Term in an Annual Amount Not to Exceed $25,000 and Authorizing Its Execution
Attachments: 1. Resolution, 2. Third Millennium Agreement

Submitted By                     

Steven Drazner, CFO

 

Reviewed By

LKS

 

Agenda Item Title

Title

A Resolution Approving an Independent Contractor Agreement with Third Millennium Associates, Incorporated to Provide Utility Billing Services for a Three Year Term in an Annual Amount Not to Exceed $25,000 and Authorizing Its Execution

 

End

Overview

Overview

The Village has been using the services of Third Millennium Associates, Incorporated (referred to herein as “TMA”) dating back to 1999.  TMA provides billing and mailing services for all the Village’s utility bills pursuant to monthly data provided to them by the Village from the BS&A utility biling module.   Village staff has been extremely satisfied with the services provided by TMA and no significant issues have been encountered.  

 

Body

Staff Recommendation

Approve the Resolution

 

Fiscal Impact

The monthly cost for TMA services (excluding postage) averages approximately $1,700 per month or $20,000 per year and $24,000 has been budgeted in Water Fund account #5040.41300.101.530660 to cover this expense.

 

Background

The Village has been outsourcing the printing and mailing of utility bills with TMA dating back to 1999.  TMA specializes in processing municipal utility bills and has proven to be an exceptional vendor for the Village over the last twenty years.

 

On average, approximately 4,000 bills are printed and mailed each month which includes one third of all residential accounts (billed out quarterly) and all commercial accounts (billed monthly). 

 

TMA has not increased their fees since the expiration of the prior agreement in March 2010.  However,  executing a new three year contract with TMA will formalize the engagement services and outline their fees as well as protect the Village from unwarranted price increases.  Please note that per the proposal, TMA will only increase their fees if they provide evidence to the Village of price increases in paper stock, production (ink/toner), or other components which are required for the printing and mailing of utility bills.

 

Alternatives

Research other vendors or perform the billing function internally

 

Previous Board Action

N/A

 

Citizen Advisory Commission Action

N/A

 

Anticipated Future Actions/Commitments

N/A

 

Intergovernmental Cooperation Opportunities

N/A

 

Performance Management (MAP) Alignment

N/A