Title
Lockbox Remittance Services
Action
Action:
A. Authorize the City Manager to negotiate and execute a unit price contract with KUBRA Data Transfer, Ltd. for Lockbox Remittance Services for an initial term of five years,
B. Authorize the City Manager to renew the contract for up to two, one-year terms with possible price adjustments and to amend the contract consistent with the purpose for which the contract was approved.
Body
Staff Resource(s):
Teresa Smith, Finance
Matthew Hastedt, Finance
Explanation
§ Finance is responsible for managing lockbox remittance processing functions for Charlotte Water, Sewer, and City and County Storm Water services.
§ Lockbox remittance services include, but are not limited to, mail pick-up and delivery, mail opening, payment processing and depositing, personnel, equipment, and work and storage space.
§ On August 23, 2024, the city issued a Request for Proposals (RFP); eight responses were received.
§ KUBRA Data Transfer, Ltd. best meets the city’s needs in terms of qualifications, experience, cost, and responsiveness to RFP requirements.
§ At the time of contract renewal, potential price adjustments may be considered based on legitimate and justified increases in the cost of doing business. The ability to consider price adjustments also allow the city to accept decreases if warranted.
§ Annual expenditures are estimated to be $300,000.
Charlotte Business INClusion
KUBRA Data Transfer, Ltd. is not a City certified MWSBE, has elected to self-perform 100% of the work on this Contract and has provided the required documentation to demonstrate that it can perform all scopes of work on this Contract with their own forces.
Fiscal Note
Funding: Finance Operating Budget