DEPARTMENT: Employment and Economic Assistance
FILE TYPE: Consent Action
TITLE
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Authorization To Execute Contract Amendment With Bywater Business Solutions, LLC
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RESOLUTION
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WHEREAS, the Employment and Economic Assistance (E&EA) department has contracted with Bywater Business Solutions, LLC for print to mail services since July 2024 as a pilot project to determine efficiency and cost savings from external mail services; and
WHEREAS, learnings from this pilot show increased efficiency and benefits from redeploying mail staff to other work; and
WHEREAS, the contract has been funded through one-time funds and those funds are being exhausted; and
WHEREAS, the E&EA department is exploring state cooperative contracts and request for proposal options to ensure contracting with the lowest cost vendor that provides the most flexible mailing services; and
WHEREAS, potential new contracts may result in technology configuration work that require the services begin in 2027; and
WHEREAS, the current contract has a not to exceed amount of $450,000 with a contract expiration date of December 31, 2026; and
WHEREAS, the E&EA department has identified funds in its 2026 budget that can cover the costs for the remainder of 2026.
NOW, THEREFORE, BE IT RESOLVED, that the Dakota County Board of Commissioners hereby authorizes the County Manager, or delegate, to amend the contract with Bywater Business Solutions, LLC to add $100,000 for a new not to exceed amount of $550,000, subject to approval by the County Attorney’s Office as to form.
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BACKGROUND
The Employment and Economic Assistance (E&EA) Department sends about 3,000 pieces of mail to clients each month. Prior to 2024, this function was performed by staff using county-owned mail equipment. When the equipment’s functional life span ended in 2024, E&EA contracted with a vendor for print to mail services (Attachment: Contract Summary Sheet – Bywater). The funds used for the pilot have been exhausted a...
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