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REQUEST FOR <br />COUNCIL ACTION <br />CITY COUNCIL MEETING DATE: <br />NOVEMBER 3, 2015 <br />TITLE: <br />AGREEMENT FOR MAIL PROCESSING <br />SERVICES WITH PITNEY BOWES <br />PRESORT SERVICES, INC. <br />{STRATEGIC PLAN NO. 7,51 <br />CITY MAN ER <br />RECOMMENDED ACTION <br />CLERK OF COUNCIL USE ONLY: <br />UT0040irl <br />❑ As Recommended <br />❑ As Amended <br />❑ Ordinance on 18'Reading <br />❑ Ordinance on ZoReading <br />❑ Implementing Resolution <br />❑ Set Public Hearing For <br />CONTINUED TO <br />FILE NUMBER <br />Authorize the City Manager and Clerk of the Council to execute an agreement with Pitney Bowes <br />Presort Services, Inc., subject to non - substantive changes approved by the City Manager and <br />City Attorney, to provide mail processing services for a three -year period beginning November 3, <br />2015 and expiring October 31, 2018, in an amount not to exceed $20,000 annually, with <br />provision for two, one -year extensions exercisable by the City Manager and City Attorney. <br />DISCUSSION <br />The Finance and Management Services Agency Central Services Division ( "Central Services ") <br />currently utilizes Pitney Bowes Presort Services, Inc. ( "PBPS ") to pick up and process City mail. <br />PBPS is a presort house that barcodes and presorts the mail by zip code. When mail is barcoded <br />and presorted, PBPS delivers the items to the local United States Postal Service ( "USPS ") <br />processing facility and subsequently USPS assesses the City a reduced postage rate for utilizing <br />the service. <br />In addition to standard mail, the City mails out various Bulk mailings for City functions including <br />but not limited to, Business Tax and Dog Licensing. These mailings necessitate the use of <br />envelopes with a pre - printed permit imprint indicia. PBPS is permitted for this service with the <br />USPS and processes these large mailings on behalf of the City. <br />On July 3, 2006, an agreement was approved for Pitney Bowes Presort Services, Inc. to provide <br />City mail processing services. The agreement has ended and staff was directed to conduct <br />research to determine the availability of other vendors who may provide similar services. The <br />Central Services division solicited price quotes and two vendors responded for the pick -up, sort <br />and delivery of regular mail, and bulk mailings. A summary of offers received is as follows: <br />25C -1 <br />