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