CC MEETING: January 20, 2026
DATE: December 30, 2025
TO: Erin Rinehart, City Manager
FROM: Diana Vaughn, CFO
Chrystal Davis, Assistant City Manager
Title
Consider Authorizing The City Manager To Execute An Amendment To The Contract With Matrix Imaging Solutions, LLC, Through An Interlocal Agreement With The City Of Plano, For Formatting, Printing, And Mailing Of Utility Bills And Inserts, Increasing The Annual Compensation By An Amount Not To Exceed $280,000.00, For The Remaining Six-Year Total Not To Exceed $1,680,000.00, And A Revised Ten-Year Contract Amount Not To Exceed $2,680,000.00.
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BACKGROUND:
Through an Inter-local Agreement with the City of Plano, the City of Carrollton currently has a contract with Matrix Imaging Solutions, LLC for formatting, printing, and mailing of utility bills and inserts for Utility Customer Service. While the current agreement sets the rates for all of Matrix Imaging Solutions’ services, the charges for postage through the USPS are passed through to the City.
Since the original agreement was adopted in February 2022, the cost of postage has increased from $0.426 per 1-3oz piece to $0.686, representing a 61% increase. While this increase has been offset some by our increased adoption of paperless billing since we implemented our new Utility Customer portal, it has not completely offset the entire increase.
With the adoption of the Storm Water and Drainage fees, additional coding and testing work to both the bill print file and printing process will need to be expended in anticipation of implementing the new bill layout.
Considering these factors, staff believe the original council authorized annual spend of $250,000.00 is likely to be exceeded by the increased postage and project related costs.
FINANCIAL IMPLICATIONS:
Funding for the increase in postage was allocated during the annual budget process and is available to cover the inflationary costs. The implementation costs for the Storm Water and Drainage fees will be covered by Capital Project funds previously allocated to establish the Storm Water fee.
STAFF RECOMMENDATION/ACTION DESIRED:
Staff recommends City Council authorize the City Manager to execute an amendment to the contract for formatting, printing, and mailing of utility bills and inserts for Utility Customer Service with Matrix Imaging Solutions, LLC through an Interlocal Agreement with The City Of Plano by an amount not to exceed $280,000.00 annually for the remainder of the ten-year contract.