Agenda - 09-04-2001-8f - Laserfiche WebLink

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i ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: September 4, 2001 Action Agenda Item No. ~~ SUBJECT: Contract Renewal with Total Billin ,Inc. for Animal Tax Mailin DEPARTMENT: ,Health .PUBLIC HEARING: (Y/N) No ATTACHMENT(S): INFORMATION CONTACT: Contract Rosemary Summers, ext 2411 TELEPHONE NUMBERS: Hillsborough 732-8181 Chapel Hill 968-4501 Durham 688-7331 Mebane 336-227-2031 PURPOSE: To consider renewing the contract between the Orange County Health Department and Total Billing, Inc. for animal tax mailings. BACKGROUND; Since 1998, the Health Department has contracted with Total Billing, Inc. (formerly SCS, Inc.) to print and mail all animal tax renewal notices on a monthly basis. This is the same firm that the Orange County Revenue Department contracts with for other county tax mailings as well. The contract is for the period September 15, X001 to September 15, 2004 with a maximum of $40,1$5 for the entire period. There have been approximately 40,000 tax notices mailed each year and if the number remains the same, there will an approximate annual cost of $11,400. The contract allows for as many as 47,000 to be mailed each year. Invoices are based on the actual number of pieces printed and mailed at 28.5¢ each. Animal Control Services hopes to increase the 40,000 cards mailed to 47,000 per year by the end of the three year period through improved data provided by the new software recently installed in the office. As of July 30, 2001, the database contains 36,485 registered dogs and cats with 28,555 of those with current rabies vaccinations far a 78.3% rabies vaccination rate. FINANCIAL IMPACT: $13,314 has been included in the approved budget for this current fiscal year to cover the cost of this contract, which is more than the annual $11,400 amount for the current level of 40,000. The additional amount may be needed for increased postage costs or numbers mailed at higher than last year's actual level. RECOMMENDATION(S): The Manager recommends that the Board approve the contract as written and authorize the Chair to sign.