HomeMy WebLinkAbout127-04 RESOLUTIONRESOLUTION NO. 127-04 A RESOLUTION TO APPROVE THE LOW BID FOR A MAIL PROCESSING CONTRACT FROM MAILCO, USA, INC. FOR AN ESTIMATED AMOUNT OF $261,670.00 WHEREAS, Mailco USA, Inc. has been efficiently handling the City's mail for several years and submitted the low bid to continue such service. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS' Section 1: That the City Council of the City of Fayetteville, Arkansas hereby approves the bid from Mailco USA, Inc. and the attached contract which is estimated to cost about $261,670.00 depending upon the volume of mailings posted by the City during the year. PASSED and APPROVED this the 7th day of September, 2004. By: ATTEST: By: AAOIA-66--41J ACadSOSMITH, City Clerk APPROVED: DAN COODY, Mayor • • MAILING SERVICES CONTRACT This contract executed this 1411 day of S.t ptinr bur 2004, between the City of Fayetteville, Arkansas, and Mailco USA Inc. The contract period will be from award of contract to the end of 2004 with the option of five one year annual renewals. In consideration of the mutual covenants contained herein, the parties agree as follows: 1. Mailco USA Inc at its own cost and expense shall furnish all labor, materials, supplies, machinery, equipment, tools, supervision, bonds, insurance, tax permits, and all other accessories and services necessary to complete items bid per bid 04-44 as stated in Mailco USA Inc BID PROPOSAL, and in accordance with specifications attached hereto and made a part hereof under Bid #04-44, all incorporated by reference herein as if spelled out word for word. 2. The City of Fayetteville shall pay Mailco USA Inc. based on prices indicated in their bid proposal. Payments will be made after approval and acceptance of work and submission of invoice. Payments will be made approximately 30 days after receipt of invoice. 3. The Contract documents which comprise the contract between the City of Fayetteville and Mailco USA Inc. consist of this Contract and the following documents attached hereto, and made a part hereof: A. Bid form identified as Invitation to Bid 04-44 with the specifications and conditions typed thereon. B. Mailco USA Inc. bid proposal. C. The Notice to Prospective Bidders and the Bid Tabulation. 4. These Contract documents constitute the entire agreement between the City of Fayetteville and Mailco USA Inc. and may be modified only by a duly executed written instrument signed by the City of Fayetteville and Mailco, USA Inc. 5. Mailco USA Inc. shall not assign his duties under the terms of this agreement. 6. Mailco USA Inc agrees to hold the City of Fayetteville harmless and indemnify the City of Fayetteville, against any and all claims for property damage, personal injury or death, arising from Mailco USA Inc performance of this contract. This clause shall not in any form or manner be construed to waive that tort immunity set forth under Arkansas Law. Mailco USA Inc. shall furnish a certificate of insurance addressed to the City of Fayetteville, showing that it carries the following insurance which shall be maintained throughout the term of the Contract. For any work subcontracted, the contractor shall require the subcontractor similarly to provide worker's compensation insurance In case any employee engaged in work on the project under this contract is not protected under Worker's Compensation Insurance, Mailco USA Inc shall provide and shall cause each Subcontractor to provide adequate employer's liability insurance for the protection of such of his employees as are not otherwise protected. Workers' Compensation: Comprehensive General & Automotive Liability. Property Damage Liability Statutory Amount $250,000 each person. $500,000 aggregate. $100,000 aggregate The premiums for all insurance and the bond required herein shall be paid by Mailco USA Inc. 8. City of Fayetteville shall have the right to terminate this Agreement for City of Fayetteville's convenience upon written notice of thirty days (30), and Mailco USA Inc. shall terminate performance of services on a schedule acceptable to City of Fayetteville. In the event of termination for City of Fayetteville's convenience City of Fayetteville shall pay Mailco USA, Inc. for all services performed to date of termination. 9. Each of the undersigned warrants that he or she has the full right, power and authority to execute this contract on behalf of the party indicated for the purposes herein contained. Witness our hands this 7 +:l day of Ste.44 , [kr , 2004. ATTEST SONDR�YSMITH, City Clerk ATTEST: CITY OF FAYETTEVILLE By: ,, • 4V COODY, Mayor ``�� t pF SGS 'U.• ;FAYETfEVILLEr _ �'�9sy R (ANs:�J�'� t'Rwtt USA, INCORPORATED By: Gj e OWNER) or AUTHORI ED AGENT NAME OF FILE: CROSS REFERENCE: Item # Date Resolution No. 127-04 wlAgreement Document 1 07/30/04 memo to mayor & City Council 2 draft resolution 3 copy of MailCo USA Bid 04-44 4 copy of Data Forms Bid 04-44 5 Staff Review Form 6 memo to Rainey Laycox 7 8 9 10 11 12 13 14 15 16 17 NOTES. SS 9/7/o`� • • /L7 -O9 ,fla i fee 6/54 pc./ lidOq-f`-f City Council Meeting of September 7, 2004 CITY COUNCIL AGENDA MEMO To: Mayor and City Council Thru: Hugh Earnest, Chief Administrative Officer Stephen Davis, Finance & Internal Services Directo From: Rainy Laycox, Billing and Collections Manager Date July 30, 2004 Subject: Resolution approving a contract with Mailco USA Inc for providing mail processing services to the City of Fayetteville. RECOMMENDATION Fayetteville City Administration recommends approval of the resolution and contract awarding Mailco USA, Inc the mail processing contract for the City of Fayetteville for the remainder of 2004 with options of five one year annual renewals. BACKGROUND In May of 1990 the City of Fayetteville began using an outside mail service. By using such a service the City was able to reduce the amount of labor spent processing city mail through a postage machine as well as eliminating the time spent taking mail to the mailbox and to the post office bi-weekly. For the first six months of 2004 the City of Fayetteville has had an average of 45,782 pieces of mail processed monthly which includes utility bills, past due notices and all departmental mailings. We have found Mailco USA Inc. to be very helpful in handling urgent mailings and have given us excellent service. • • RESOLUTION NO. A RESOLUTION TO APPROVE THE LOW BID FOR A MAIL PROCESSING CONTRACT FROM MAILCO, USA, INC. FOR AN ESTIMATED AMOUNT OF $261,670.00 WHEREAS, Mailco USA, Inc. has been efficiently handling the City's mail for several years and submitted the low bid to continue such service. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS• Section 1: That the City Council of the City of Fayetteville, Arkansas hereby approves the bid from Mailco USA, Inc. and the attached contract which is estimated to cost about $261,670.00 depending upon the volume of mailings posted by the City during the year. PASSED and APPROVED this the 7th day of September, 2004. ATTEST: By: SONDRA SMITH, City Clerk APPROVED: By: DAN COODY, Mayor Bid 04-44, Mailing Services 7/19/04 2:00 PM City of Fayetteville MailCo USA Inc. 4. PROPOSAL PRICING Folding & Inserting per item: Meter and Barcode Sort: Pick-up fee per trip (both ways): 1 oz Letters Presort 2 oz Letters Presort 1 oz Ltr Full Post. 2 oz Ltr Full Post. 1 oz Flat 2 oz Flat 3 oz Flat 4 oz Flat 5 oz Flat 7 oz Flat 8 oz Flat 9 oz Flat 10 oz Flat & Over Priority Mail-ILB Priority Mail-ILB + Upgrade Non -Auto Postcard Pieces 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 $0.01 .04 no charge Postage $0.278 $ .503 $ .352 $ .577 $ .302 $ .527 $ .711 $ .936 $1.161 $1.611 $1.836 $2.061 $2.286 $3.85 $3.95 $ .352 $ .17 Handling $0.00 $0.00 $ .00 $ .00 $ .02 $ .04 $ .05 $ .07 $ .08 $ .16 $ .27 $ .28 $ .00 $ .00 Total $0.278 $ .503 $.352 $ .577 $ .322 $ .567 $ .761 $1.006 $1.241 $1.721 $1.966 $2.201 $2.446 $4.12 $4.23 $ .352 $ .17 5. Have you ever had a bar coded pre-sort first class mailing refused at USPS Processing Plant? If yes, give details. Yes or X No 6. Do you have USPS Fast -Forward System for mailings? X Yes or No WA2 • • Bid 04-44, Mailing Services 7/19/04 2:00 PM City of Fayetteville Data Forms, Inc. PROPOSAL PRICING 1. Folding & Inserting per item: $0.01 2. Meter and Barcode Sort: see detail in #4 3. Pick-up fee per trip (both ways): N/C 4. 5. Have you ever had a bar coded pre-sort first class mailing refused at USPS Processing Plant? If yes, give details. Yes or X No Do you have USPS Fast -Forward System for mailings? Yes or X No 7. A Rebate in the amount of $0.04 each will be given for each envelop we can apply a bar code. Pieces Postage Handling Total 1 oz Letters Presort 1 $0.352 $0.02 $0.372 2 oz Letters Presort 1 $0.577 $0.02 $0.597 1 oz Ltr Full Post. 1 $0.37 $0.02 $0.39 2 oz Ltr Full Post. 1 $0.60 $0.02 $0.62 1 oz Flat 1 $0.60 $0.06 $0.66 2 oz Flat 1 $0.60 $0.06 $0.66 3 oz Flat 1 $0.83 $0.06 $0.89 4 oz Flat 1 $1.06 $0.06 $1.12 5 oz Flat 1 $1.29 $0.06 $1.35 7 oz Flat 1 $1.75 $0.06 $1.81 8 oz Flat 1 $1.98 $0.06 $2.04 9 oz Flat 1 $2.21 $0.06 $2.27 10 oz Flat & Over 1 $2.44 $0.06 $2.50 Priority Mail-1LB 1 $3.85 $0.06 $3.91 Priority Mail -I LB + I $ $0.06 $ Upgrade Non -Auto 1 $0.18 or .23 $0.02 $0.38-0.43 Postcard 1 $0.23 $0.02 $0.25 5. Have you ever had a bar coded pre-sort first class mailing refused at USPS Processing Plant? If yes, give details. Yes or X No Do you have USPS Fast -Forward System for mailings? Yes or X No 7. A Rebate in the amount of $0.04 each will be given for each envelop we can apply a bar code. X AGENDA REQUEST X CONTRACT REVIEW GRANT REVIEW STAFF illIEW FORM - FINANCIAL OBLIGATI. For the Fayetteville City Council Meeting of: September 7, 2004 FROM: Rainy Laycox Name Billing & Collections Division Finance & Internal Servises Department ACTION REQUIRED: A resolution awarding Bid 04-44 for the mail processing contract for the City of Fayetteville to Mailco USA Inc. COST TO CITY: $261,670 (Annual) $109,333 (2004 Remain) $ Cost of this request 5500.5000.5305.00 5400.1820.5305.00 5400.1810.5305.00 Account Numbers IIIIUDGET REVIEW: oject Number Budget Ma age 261,670.00 Services and Charges Category/Project Budget Program Category / Project Name 152,337.00 SW Admin/Billing/Meter Funds Used to Date Program / Project Category Name 109,333.00 Water & Sewer/Solid Waste Remaining Balance Fund Name X Budgeted Item Date Budget Adjustment Attached CONTRACT/GRANT/LEASE REVIEW: Department ' ector Fin n e & Internal Services Dir. I UA cSirvtilla s/cc/oy Date - Internal Audit ¢4r Date Date Purchasing Manager Date %/y Date Date -crci Date " Chie rinistrative Offi e Received in Mayor's Office Cross Reference: Previous Ord/Res#: Orig. Contract Date: Orig. Contract Number: New Item: a/c/,/ Dat ,1 Yes No FAYETTEVR.LE THE CITY OF FAYETTEVILLE, ARKANSAS City Clerk Division 113 West Mountain Fayetteville, AR 72701 Telephone: (479) 575-8323 DEPARTMENTAL CORRESPONDENCE To: Rainey Laycox Billing & Collections Manager From: Clarice Buffalohead-Pearman City Clerk Division Date: September 13, 2004 Re: Res. 127-04 Attached is the resolution passed by City Council on September 7, 2004 regarding city mail service. I have attached a copy of the signed agreement with Mailco USA, Inc. These items will be recorded in the city clerk's office and microfilmed. If anything else is needed please let the clerk's office know. Thanks. /cbp attachments cc: Nancy Smith, Internal Auditor