Exhibit 1 - Agenda Information SheetCity of Denton
_____________________________________________________________________________________
AGENDA INFORMATION SHEET
DEPARTMENT: Procurement
ACM: Cassey Ogden
DATE: September 17, 2024
SUBJECT
Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation,
authorizing the City Manager to execute a contract with Formmaker Software, Inc. dba KUBRA, for the
utility and miscellaneous billing statement printing and mailing services for the Customer Service
Department; providing for the expenditure of funds therefore; and providing an effective date (RFP 8434 –
awarded to Formmaker Software, Inc. dba KUBRA, for one (1) year, with the option for four (4) additional
one (1) year extensions, in the total five (5) year not-to-exceed amount of $3,834,166.00). The Public
Utilities Board recommends approval (6 - 0).
STRATEGIC ALIGNMENT
This action supports Key Focus Area: Pursue Organizational Excellence and Collaborative and Respectful
Leadership.
INFORMATION/BACKGROUND
To provide high-quality billing services while maintaining low costs, the City of Denton outsources the
production and mailing of the City’s utility bills. The current printing and mailing contract with Ancor
Information Management, LLC., dba Doxim, expires September 9, 2024.
The City produces approximately 75,000 utility bills per month. Today, bill inserts are procured separately
from the print vendor and physically mailed to the print facility for insertion. The proposed contract includes
vendor production or procurement of monthly inserts as required. This service is included in the contract
expenditure projections.
Over the five (5) year term of the contract, allowances being made create a 9% total monthly cost growth
each year which can be attributed to increases in customer base, changing customer behaviors regarding
printed bills, annual postage increases based on USPS historical changes, and allowable vendor cost
increases. A 10% production and mail contingency of $312,301 is included in the total amount to ensure
adequate funds are available. Utilizing the vendor’s mail bundling service ensures that the City continues
to receive the best postage rates available. Customer Service produces more than 890,000 bills annually,
and the spending authorized with this agreement ensures that staff is prepared for continued growth in the
utility customer base.
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
Project Description Estimated 5-Year Expenditure
Printing, Postage, Insert Printing & Maintenance Year 1 $520,675.00
Printing, Postage, Insert Printing & Maintenance Year 2 567,970.00
Printing, Postage, Insert Printing & Maintenance Year 3 619,715.00
Printing, Postage, Insert Printing & Maintenance Year 4 676,335.00
Printing, Postage, Insert Printing & Maintenance Year 5 738,315.00
10% Contingency for Print and Mail 312,301.00
Programming Hour Contingency 398,855.00
Total $3,834,166.00
Request for Proposals was sent to 248 prospective suppliers of this item, including 14 Denton firms. In
addition, specifications were placed on the Procurement website for prospective suppliers to download and
advertised in the local newspaper. Six (6) proposals were received and evaluated based upon published
criteria including delivery, compliance with specifications, probable performance, and price. Best and Final
Offers (BAFO) were requested from the top firm. Based upon this evaluation, Formmaker Software, Inc.
dba KUBRA was ranked the highest and determined to be the best value for the City.
NIGP Code Used for Solicitation:
700-Printing Plant Equipment & Supplies
(Except Paper) & 915-(Service Only) –
Communications and Media Related
Services
Notifications sent for Solicitation sent in IonWave: 248
Number of Suppliers that viewed Solicitation in IonWave: 12
HUB-Historically Underutilized Business Invitations sent out: 32
SBE-Small Business Enterprise Invitations sent out: 105
Responses from Solicitation: 6
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On August 26, 2024, the Public Utilities Board (PUB) recommended this item to the City Council for
consideration.
RECOMMENDATION
Award a contract with Formmaker Software Inc., dba KUBRA, for the utility and miscellaneous billing
statement printing and mailing services for the Customer Service Department, in a one (1) year, with the
option for four (4) additional one (1) year extensions, in the total five (5) year not-to-exceed amount of
$3,834,166.
PRINCIPAL PLACE OF BUSINESS
Formmaker Software Inc., dba KUBRA
Coppell, TX
SUSTAINABILITY MEASURES
Customer Service and KUBRA are committed to material resource management.
KUBRA takes active steps to reduce environmental impacts related to bill production. Some of their
programs include:
• Maintaining Forest Stewardship Certification (FSC) - The FSC CoC certification aims to
control the flow of certified materials throughout the supply chain. Certification allows
KUBRA to offer products with eco-labels and the ability to deliver timber and paper products
with a responsible origin to its customers.
• Formalized company-wide programs and set targets to reduce paper use, increase recycling,
promote energy conservation, and help clients "go green." - As part of bill printing and mailing
services, KUBRA offers soy-based ink, post-consumer paper, and chlorine-free paper options.
• Goals to help move clients and their customers away from paper documents to digital channels
for billing and other types of communications, ultimately reducing paper usage
In addition to increasing customer participation in electronic billing, Customer Service will leverage the
use of inline printed bill inserts to eliminate material overages and waste whenever possible.
ESTIMATED SCHEDULE OF PROJECT
This is an initial one (1) year contract with options to extend the contract for four (4) additional one (1) year
periods, with all terms and conditions remaining the same.
FISCAL INFORMATION
The bill print service will be funded from Customer Service account 870100.6386 and the postage will be
funded from Customer Service account 870100.6308. Requisitions will be submitted after the 6-month
implementation process is completed. The budgeted amount for this item is $3,834,166.
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: Pricing Evaluation
Exhibit 3: Ordinance and Contract
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Christa Foster, 940-349-7412.
Legal point of contact: Marcella Lunn at 940-349-8333.