HomeMy WebLinkAbout6.6 Motion to approve a Five-Year Utility Billing Production Agreement with Third Millennium Associates, Inc. (Subject to Attorney review)Subject
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Item Cover Page
Motion to approve a Five -Year Utility Billing Production
Agreement with Third Millennium Associates, Inc. (Subject to
Attorney review)
November 18, 2025 - REGULAR MEETING OF THE MOUNT
PROSPECT VILLAGE BOARD
CONSENT AGENDA
Action Item
The Village currently uses Third Millenium Associates, Inc. (also known as TMA) for production
and mailing of water, sewer, and refuse utility bills. TMA also provides electronic billing
options, where residents can sign up for email delivery of their utility bills. Staff conducted an
RFP for utility bill printing and electronic billing options to make sure that pricing provided by
TMA is competitive. The final result of the RFP process collected concluded that TMA pricing is
still competitive.
Discussion
The Village has been using Third Millennium Inc. for production and mailing of utility bills for
the last 26 years. They have provided excellent customer service to the Village and residents.
Village staff wanted to confirm that the rates provided by Third Millennium are competitive.
Village staff conducted an RFP seeking proposals from utility billing companies to assess other
comparable companies. The RFP was submitted to companies including Paymentus, Infosend,
PCI Group and Third Millennium Associates, Inc. Only InfoSend and Third Millennium
Associates, Inc. submitted proposals, as reflected below.
TMA
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A portal for utility customers to view account history is currently provided by TMA. The online
portal is used and appreciated by many account holders. An account history portal would not
be provided by InfoSend. The TMA team has proven continuous operational efficiencies, top-
notch services, and outstanding customer support.
TMA currently charges $0.226 per bill. They have proposed a reduction of $0.026 per bill or
11.5%. The Village is expected to save $20,,540 over five years ($4,108 per year). TMA rates
are competitive and provide better options, including a portal where customers can see their
past bills. InfoSend's proposal is higher by $2,501 annually, and will cost the Village $15,005
more over 5-years, Also, the InfoSend proposal includes NCOA/CASS fees and archive access
fees, which are waived by Third Millennium Associates, Inc.
Alternatives
1. Approve the attached Five-year Utility Billing Production Agreement with Third
Millennium Associates, Inc., subject to attorney review.
2. Action at the discretion of the Village Board.
Staff Recommendation
Staff recommends approving the attached Five-year Utility Billing Production Agreement with
Third Millennium Associates, Inc., subject to attorney review.
Attachments
1. UB MOUNT PROSPECT
2. UB Printing RFP Comparison
Utility Billing Production Agreement
Third Millennium Associates, Inc.
and the Village of Mount Prospect
This agreement, which is five years duration, will automatically renew after the original period for an
additional five year period, then annually thereafter unless either party provides to the other party
written notice of cancellation at least 90 days prior to the anniversary of the agreement. The minimum
renewal or extension a tee original contract terms will be 1 (one) year. This production agreement,
which is entered into this 1st day of January 2026 by and between Third Millennium Associates, Inc.
(hereinafter referred to as "TMA") and the VILLAGE of MOUNT PROSPECT, (hereinafter referred
to as "VILLAGE"). For consideration of payment, TMA will provide to VILLAGE, Information
technology services, laser imaging and mailing services for the purpose of rendering Utility billing
invoices and other items as detailed on the attached Schedule "A".
1. Pre -agreement Confidentiality
Confidentiality and non -disclosure are defined by mutual agreement between TMA and VILLAGE per
the attached agreement document dated and signed on the day of 1999 by
TMA and VILLAGE. Also refer to paragraph 10 of this agreement.
2. Pricing Structure
The prices on which products and services will be provided by TMA to VILLAGE are set forth on the
attached Schedule B.
3. Postage Cost
Postage costs are not included in the attached listed prices and will be paid by VILLAGE directly to
the LISPS via E.P.S. (Enterprise Processing System). The VILLAGE will be required to open and
maintain a E.P.S. account. TMA will provide the 3 602 documents for your review, with the monthly
postage required for your Utility bills and / or other TMA imaged mailing on behalf of VILLAGE.
VILLAGE will pay the estimated monthly postage directly to the LISPS, via the E.P.S. system. The
LISPS will report directly to VILLAGE all amounts charged to the VILLAGE postal account. In
addition, TMA will continue to utilize the existing first class Pre -Sort Permit on your behalf.
4. Payment Terms
Products and services provided by TMA shall be cumulatively billed on a monthly basis. The TMA
Invoice format shall detail each individual mailing and the dates of the service provided. All correctly
rendered TMA monthly invoices shall be paid by VILLAGE within thirty (30) days of receipt of said
invoice.
5. TMA Quality Commitment
TMA guarantees that it will maintain consistent standards of quality workmanship and warrants the
accurate and timely processing, printing and mailing of the document as outlined in paragraph seven
(7) and that its products and services will be free from defect in materials and workmanship. TMA
does not warrant that the document contents are fit, legally or otherwise, for their intended purpose or
use.
6. Limits of Liability
TMA agrees to use all reasonable efforts to provide timely computer services but will not be held
liable for errors of omission resulting from inaccuracies or defects in any VILLAGE document data
file, or for errors, omissions or delays resulting from improper input and output data controls and
procedures used by VILLAGE or given to TMA by VILLAGE.
TMA shall not be held responsible for any loss or delay or any default caused by acts of God or any
other circumstances outside TMA' S control which includes but is not limited to fire, flood, or labor
from usual sources of supply, government restrictions, or electrical, mechanical or computer software
failure that is unavoidable or beyond reasonable control of TMA. TMA agrees to use all reasonable
efforts to provide timely production services at an alternate site in the event that their production site is
unusable due to the aforementioned acts of God or any circumstances outside TMA' S control.
TMA' S maximum liability for any and all claims arising from the performance of its obligations shall
not exceed the purchase price of the products and computer services provided.
7. Division of Responsibilities
7A. TMA Responsibilities
7A-1. To write the software required to convert the VILLAGE Utility billing file to the
required laser image format.
7A-2. To write software that will allow VILLAGE'S Utility billing files to be
processed through Postal software for the purpose of reducing VILLAGE'S
postage to the minimum allowable postage rate.
7A-3. To procure all materials required to produce and to mail the Utility bills. This
includes the Utility billing invoice, the custom No.10 window envelope and the
generic window No.9 courtesy reply envelope. TMA will not guarantee the
performance of materials not produced by TMA.
7A-4. TMA will notify VILLAGE of the availability of record count and control totals
for the Utility billing file no later than four (4) hours after receipt of the file.
7A-5 TMA will laser image and mail all VILLAGE Utility bills within forty-eight
(48) post office operating hours after receipt of VILLAGE control total /record
count sign off. Failing to do so will cause TMA a monetary penalty. The
penalty is calculated by multiplying the late billing file's dollar value, times
VILLAGE'S Bank daily earnings credit rate, times the number of day(s) late.
7A-6. TMA will provide our employees the training to ensure the confidentiality of
VILLAGE information.
7A-7. TMA will maintain effective and timely communications with VILLAGE in all
matters pertaining to the responsibilities listed herein.
7B. VILLAGE Responsibilities
7B-1. Project Initiation: VILLAGE will provide to TMA an ERP utility billing file
containing all required billing elements which are internally calculated by the
VILLAGE'S ERP software. Provide the Utility billing file record layout with
file to form written instructions, all billing business rules, exception rules and
any other variations to the above. For all bill types both test billing and layout
files must be provided. VILLAGE shall approve the record count and control
total format presentation and laser imaged Utility bill format both front and back
upon project completion.
713-2. Billing File and/or Bill Format Changes: Subsequent to VILLAGE "Project
Initiation approval" any changes to billing business rules, laser image format,
ERP billing file corruption, modifications, conversion away from current ERP
software, or version up -dates will be quoted to, and with approval then billed to
VILLAGE at the then prevailing programing rates.
7B-2a: If your file is submitted to the TMA Gateway prior to 1pm, on a regular
business day, and that file stalls/fails, TMA will advise VILLAGE the file has stalled.
The municipality will need to determine issue with file, correct it and resubmit.
713-2b: If your file is submitted to the TMA Gateway after 1pm, on a
regular business day, and that file stalls, TMA will advise the file has
stalled no later than the next business day. The municipality will need to
determine the issue with file, correct and resubmit.
IF TMA IS BEING ASKED TO TROUBLESHOOT AND FIND
WHY THE FILE IS STALLED/FAILING, TMA WILL BILL A
MINIMUM TROUBLESHOOTING FEE FOR
TROUBLESHOOTING at PREVAILING PROGRAMMING
RATES. The information found in the file, as to why stall/fail will be
imparted to VILLAGE for correction.
If TMA is asked to fix the reason, and if TMA can fix reason file is
stalled/failing, additional programming will be quoted to VILLAGE for
the file fix.
7B-2c: If your file is approved on the TMA Gateway, on a regular
business day, and our production staff attempts to run the file in
production and it is determined the file is corrupt, we will review the
issue and advise the municipality for the next steps to be determined.
On files approved before 1pm, on a regular business day,
review the same business day.
- On files approved after 1pm, on a regular business day,
reviewed the next business day.
7B-3. If, in the course of file review (whether prior to approval of file or after
approval of file), it is determined that a file correction/or multiple corrections are
needed, TMA will advise on the information that we have available, what the issue
with the file is, and consult with the municipality for direction on whose responsibility
it will be to correct the file.
7B- 3a: If that fix/correction is to be made by TMA, the number of
programming hours (cost) will be explained, as well as the timeframe for the fix
to be implemented.
Staff training and responsible file submission
7B-4. To provide to TMA a three (3) hour response via the TMA Gateway verifying
the record count and control totals as stated in 7A-4.
7B-5. To maintain an E.P.S. postal account.
7B-6. To pay all correctly rendered TMA invoices in accordance with the Illinois Prompt Payment
Act.
8. Price Changes
The prices listed on Schedule B shall be subject to review each year on the anniversary date of this
agreement. That review shall determine if there were any increases or decreases in the cost of paper,
production, transportation or any other cost component of the herein -contained products and / or
services. Prices may also be reviewed if the agreement quantity as stated in SCHEDULE "B" varies
by more than ten percent.
TMA must provide third -party documentation of cost increases to VILLAGE. That documentation
shall consist of letters of price increase or decrease from paper mills, articles from the Wall Street
Journal or any other legitimate and universally accepted source. In the absence of the above
documentation, the Consumer Price Index will be used as the source of price increase or decrease .
9. Renegotiations and Cancellation
In the event either party is in breach of any of the terms contained herein, the non -breaching party shall
give written notice of said breach to the breaching party. The breaching party shall have ten (10) days
to cure the breach. In the event said breach is not cured within ten (10) days of notice, the non -
breaching party may then give thirty-(30) day written notice of cancellation of this Agreement.
10. Post -agreement Confidentiality
In the event of cancellation or expiration of this agreement, TMA shall return to VILLAGE all
materials and information pertaining to the performance of this agreement. These materials shall
include, but are not limited to, all magnetic media, all printed material, all notes, memos or other
sources of VILLAGE confidential information.
In no instance, prior to, during, or after the conclusion of this agreement, shall TMA offer for sale or in
any other manner disclose to any third party the VILLAGE document file or any other such VILLAGE
files, whether written or in magnetic media format.
11. Materials Production
Prior to materials production runs, TMA will notify VILLAGE in writing of the items to be produced,
production quantities planned and the estimated period of materials consumption. TMA will base its
materials production quantities on projections using current annualized document volume.
Any materials (i.e., non imaged forms, envelopes, etc.) that have been produced specifically and
exclusively for VILLAGE's use will be paid for by VILLAGE and will be returned by TMA to
VILLAGE upon cancellation or expiration of this agreement.
12. Other Provisions
This agreement constitutes the entire agreement between the parties pertaining to the subject matter
hereof and supersedes all prior agreements. No amendment, supplement, modification, waiver or
termination of this agreement shall be binding unless executed in writing by the party to be bound
thereby. No waiver of any of the provisions of this agreement shall be deemed or shall constitute a
waiver of any other provision of this agreement, whether or not similar, nor shall such waiver
constitute a continuing waiver unless otherwise expressly provided.
This agreement shall be construed and interpreted according to the laws of the State of Illinois.
If any provision, clause or part of this agreement, or the application thereof under certain
circumstances is held illegal or unenforceable, the remainder of this agreement, or the application of
such provision, clause or part under certain circumstances, shall not be affected thereby.
IN WITNESS WHEREOF, the duly authorized representatives of the parties have executed the
Agreement effective as of the date last written below.
AUTHORIZATION
THIRD MILLENNIUM ASSOCIATES, INC.
Signature:
Name: Elizabeth S Adducci
Title: President
Date: Auiust 29. 2025
VILLAGE OF MOUNT PROSPECT
Signature:
Name:
Title:
Date:
Schedule A
Materials to be provided by TMA:
MI. 8 1 /2 X I I" Utility bill printed colors on the face and one color on the back. Paper is white,
201b. MOCR bond, with a cross perforation to create the remittance portion of the document.
M2. No.10 custom window envelope. Paper is 24 lb. white -wove.
M3. No.9 courtesy reply generic window envelope. Paper is 24 lb. white -wove.
M4. With mutual agreement, VILLAGE may authorize TMA to provide certain materials for new
projects or variations of the billing project. These material descriptions may be attached to,
and become a part of Schedule "A".
Services to be provided by TMA:
S 1. To write the VILLAGE database conversion program that will allow the laser imaging of
VILLAGE Utility bills per the charges stated in Schedule "B".
S2. To write the required software that will allow VILLAGE's database input file to be processed
by TMA postal software.
S3. To process the VILLAGE data file using TMA postal sort application software to reduce the
VILLAGE's postage rate to the minimum piece rate amount allowed by the LISPS.
S4. To laser image VILLAGE billing documents in quantities and frequencies as stated in schedule
"B" of this agreement.
S5. To insert, seal, tray, sleeve, band, label, palletize and prepare LISPS form 3602 and deliver to
the US Post office all pieces laser imaged with respect to item S4.
S6. To insert additional pieces into the outgoing No.10 billing envelope as directed by VILLAGE
per the conditions and charges as stated in Schedule "B" of this agreement.
S7. With mutual agreement, VILLAGE may authorize TMA to provide additional services and / or
products for new projects or variations of this billing project. These service descriptions may
be attached to, and become a part of Schedule "A".
SCHEDULE B - Pricing
The prices contained herein are based on an average annual usage of 155,575 Utility bills /Late
notices. Any variance in the above quantities in excess of ten (10) percent per agreement year will be
cause for a price review. Each billing document unit shall consist of the components described in
Schedule A.
IB. Your billing documents will be laser imaged and mailed at a cost of 20 cents per
Utility or refuse bill, (excluding postage). The system set up fee is not
applicable; Village files are current and running without interference. The initial
set up fee quoted in the RFP was $0. Subsequent to VILLAGE "Project
Initiation approval" any changes to billing business rules, laser image format,
ERP billing file corruption, modifications, conversion away from current ERP
software, or version up -dates will be quoted to, and with approval then billed to
VILLAGE at the then prevailing programing rates. (VILLAGE ERP software,
not TMA)
1 B 1. Exception Billing: Run weekly, on TMA Gateway, process declined and printed in house
(at VILLAGE) on Village laser stock: $0.00 per file declined.
1132: Delinquent and Quarterly Notices: Submitted to TMA Gateway and printed in production
by TMA: $200 per file.
Optional: IF Delinquent and Quarterly Notices are submitted to TMA Gateway and declined
for in house (at VILLAGE) on Village laser stock: $0.00 per file declined.
2B. A separate insertion charge will be applied for any additional item inserted into the outgoing
document envelope. Insertion items must physically qualify for use on our insertion equipment
The insertion charge per item is 3.0 cents. This fee does not include the cost of printing the
additional item(s) to be inserted. A quote at time of insert need can be provided. RFP
estimated pricing, white paper, full color, single sided, 8 % x 11 estimated quantity 10, 900 pieces
$865.50. Valid for 60 days from January 1, 2026.
2C. TMA agrees and approves, that IF Mount Prospect moves to another software provider during
the term of contract, requiring conversion to such new software platform, and IF this new platform
provides an included online bill payment and delivery system (known as E-billing/online payment
provider) that replaces the function and process that the current Green Pay system provides, TMA will
allow Mount Prospect to move away from the Green Pay system and platform without breaking
contract, or penalties thereof. TMA respectfully requests as much notice as possible if this situation
does occur, so that we may sunset the platform for the VILLAGE in a timely and efficient manner.
3B. With mutual agreement, VILLAGE may authorize TMA to provide certain products and
services for new or revised projects. The TMA pricing structure for these projects may be
attached to, and become a part of, Schedule "B".
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