25E - AGMT MAIL PROCESSING - Laserfiche WebLink

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REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: MARCH 5, 2019 TITLE: AGREEMENT FOR MAIL PROCESSING SERVICES WITH PITNEY BOWES PRESORT SERVICES, INC. ($20,000) (STRATEGIC PLAN NO. 7,5) CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ❑ As Recommended ❑ As Amended ❑ Ordinance on 18'Reading ❑ Ordinance on 2ndReading ❑ Implementing Resolution ❑ Set Public Hearing For CONTINUED TO FILE NUMBER Authorize the City Manager and Clerk of the Council to execute an agreement with Pitney Bowes Presort Services, Inc. to provide mail processing services for a three-year period beginning February 1, 2019 and expiring February 28, 2022, in an amount not to exceed $20,000 annually for a total aggregate of $100,000 (including extensions), with provision for two, one-year extensions exercisable by the City Manager and City Attorney, subject to non -substantive changes approved by the City Manager and City Attorney. DISCUSSION The Finance and Management Services Agency Central Services Division ("Central Services") currently utilizes Pitney Bowes Presort Services, Inc. ("PBPS") to pick up and process City mail. PBPS is a presort house that barcodes and presorts the mail by zip code. When mail is barcoded and presorted, PBPS delivers the items to the local United States Postal Service ("USPS") processing facility and subsequently USPS assesses the City a reduced postage rate for utilizing the service. In addition to standard mail, the City mails out various Bulk mailings for City functions including but not limited to, Business Tax and Dog Licensing. These mailings necessitate the use of envelopes with a pre-printed permit imprint indicia. PBPS is permitted for this service with the USPS and processes these large mailings on behalf of the City. Furthermore, to facilitate the payment of fees under this Agreement, the City will pay to Pitney Bowes Presort services all amounts due and owing to Pitney Bowes Presort Services as of November 2, 2018 through the date of this Agreement, which total approximately $2,000.00. The services were continued to be provided by the vendor (November 2018 through February 2019) with no interruptions to service levels. Previously on November 3, 2015, an agreement was approved for Pitney Bowes Presort Services, Inc. to provide City mail processing services. The agreement was approved after research to determine the availability of other vendors who may provide similar services. The Central Services division solicited price quotes and two vendors responded for the pick-up, sort and delivery of regular mail, and bulk mailings. A summary of offers received in 2015 were as follows: 25E-1