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City to move to full mailed utility bills after state privacy guidance; vendor quote ~$13,000 discussed
Summary
Staff proposed outsourcing mailing of utility bills (full-page bills instead of postcards) in response to state privacy guidance; a multi-city vendor quote of about $13,000 a year was described and staff said electronic billing would remain an option for customers who prefer it.
City staff recommended moving utility billing mailings away from postcards and toward a full mailed bill after state privacy guidance suggested postcards may reveal protected information. Staff presented examples from other cities and said the vendor packages commonly used by similar cities would handle printing, postage and optional full‑color pages.
Staff said the quoted cost for mailing services from comparable vendors used by nearby cities was roughly $13,000 per year for a full-year service that includes postage and printing; staff noted the figure covers all postage, envelopes and the option for full-color content. Staff also said the city’s electronic billing system would remain available for customers who choose not to receive printed bills.
Council members asked staff to consider how to notify seniors and other residents who rely on a mailed bill, and staff said the change would include communications about options for recipients. No contract was approved at the workshop; staff said they would return with a vendor selection or further procurement details.
Ending — Staff will return with procurement options and a communications plan for customers who receive mailed bills, and will consider a mix of print and electronic delivery based on resident needs.
