HomeMy WebLinkAbout86-23 RESOLUTION113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
Resolution: 86-23
File Number: 2023-543
CONTRACT AMENDMENT DFI TECHNOLOGIES:
A RESOLUTION TO APPROVE AN AMENDMENT TO THE CONTRACT WITH DFI TECHNOLOGIES, INC.
TO PROVIDE FOR THE PURCHASE AND WAREHOUSING OF ENVELOPES IN AN AMOUNT NOT TO
EXCEED $42,037.00 IN 2023
WHEREAS, on June 7th, 2022 the City Council approved Resolution 132-22 authorizing a contract with DFI
Technologies, Inc. for mailing services; and
WHEREAS, to expedite and streamline the mailing process, staff recommends amending the contract to include the
purchase and warehousing of envelopes.
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 an Amendment to the contract
with DFI Technologies, Inc., a copy of which is attached to this Resolution, to provide for the purchase and
warehousing of envelopes in an amount not to exceed $42,037.00 in 2023.
PASSED and APPROVED on April 4, 2023
Page 1
Attest:
Kara Paxton, City Cler • reasurer
ERK
r
CITY OF
Pow,
FAYETTEVILLE
ARKANSAS
MEETING OF APRIL 4, 2023
CITY COUNCIL MEMO
2023-543
TO: Mayor Jordan and City Council
THRU: Paul Becker, Chief Financial Officer
FROM: Cheryl Partain, Utilities Financial Services Mgr
DATE:
SUBJECT: Amendment to Resolution 132-22 — Mailing Services Contract with DFI Technologies,
Inc.
RECOMMENDATION:
Staff recommends amending the contract with DFI Technologies, Inc. for mail processing for the City of
Fayetteville as outlined in Resolution 132-22 to include the purchase and warehousing of envelopes for mailing
and returning Utility Bills for up to $42,037.00 in 2023 and to include the envelopes in the scope for the
duration of the contract.
BACKGROUND:
City Council awarded DFI Technologies, Inc. Bid 22-33 In June of 2022. Envelopes were not included in that
bid. Through an annual quote process, DFI Technologies, Inc. is the lowest quote.
DISCUSSION:
Through an annual informal quote process, DFI Technologies Inc. was the lowest bidder. They have been
awarded the annual quote for the last three years. In order to expedite and streamline the process, staff
recommends adding purchases and warehousing of envelopes from DFI Technologies, Inc. for the duration of
their contract. Envelopes and warehousing will be included into the mailing services solicitation going forward.
BUDGET/STAFF IMPACT:
Budgeted funds are available in the Water/Sewer Fund - Utilities Financial Service Division operational budget
to cover the cost. Anticipated cost of the 2 types of envelopes will not exceed budgeted amounts for 2023.
ATTACHMENTS: SRF - DFI Amendment 1 - Revised, DFI Contract Amendment 1 132-22 - Signed, DFI Bid -
Envelopes, Resolution 132-22
Mailing address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
City of Fayetteville, Arkansas 113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
- Legislation Text
File #: 2023-543
Amendment to Resolution 132-22 — Mailing Services Contract with DFI Technologies, Inc.
A RESOLUTION TO APPROVE AN AMENDMENT TO THE CONTRACT WITH DFI
TECHNOLOGIES, INC. TO PROVIDE FOR THE PURCHASE AND WAREHOUSING OF
ENVELOPES IN AN AMOUNT NOT TO EXCEED $42,037.00 IN 2023
WHEREAS, on June 7th, 2022 the City Council approved Resolution 132-22 authorizing a contract
with DFI Technologies, Inc. for mailing services; and
WHEREAS, to expedite and streamline the mailing process, staff recommends amending the contract to
include the purchase and warehousing of envelopes.
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 an Amendment
to the contract with DFI Technologies, Inc., a copy of which is attached to this Resolution, to provide for
the purchase and warehousing of envelopes in an amount not to exceed $42,037.00 in 2023.
Page 1
Cheryl Partain
Submitted By
City of Fayetteville Staff Review Form
2023-543
Item ID
4/4/2023
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
3/8/2023 UTILITIES FINANCIAL SVCS (710)
Submitted Date Division / Department
Action Recommendation:
Staff recommends amending the contract with DFI Technologies, Inc. for mail processing for the City of Fayetteville
as outlined in Resolution 132-22 to include the purchase and warehousing of envelopes for mailing and returning
Utility Bills for up to $42,037.00 in 2023 and to include the envelopes in the scope for the duration of the contract.
Budget Impact:
5400.710.1810-5200.00
Water/Sewer
Account Number
Fund
N/A
N/A
Project Number
Project Title
Budgeted Item? Yes
Total Amended Budget
$ 50,000.00
Expenses (Actual+Encum)
$ 2,782.40
Available Budget
$ 47,217.60
Does item have a direct cost? Yes
Item Cost
$ 42,037.00
Is a Budget Adjustment attached? No
Budget Adjustment
$ -
Remaining Budget
5,180.60
V20221130
Purchase Order Number: Previous Ordinance or Resolution # 132-22
Change Order Number: Approval Date:
Original Contract Number:
Comments:
City of Fayetteville
Contract Amendment #1
Mailing Services Contract — Resolution 132-22
-CV(
This Amendment #1 executed this io day of <P 2023, between the City of Fayetteville, Arkansas,
and DFI Technologies, Inc. In consideration of the mutual covenants contained herein, the parties agree to amend
their contract of June 7, 2022 as follows:
1. DFI Technologies, 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 DFI Technologies, Inc's quote and in accordance with specifications
attached hereto and made a part hereof.
2. The City of Fayetteville shall pay ❑FI Technologies, Inc. based on their bid proposal in an amount not to
exceed that which was quoted. 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 and are incorporated into the contract between the City of
Fayetteville and DFI Technologies, Inc. shall include this Amendment and the Quote from Mike Emis to
the City of Fayetteville, AR received November 23, 2022, a copy of which attached to this Amendment.
4- Prices shall only be increased with written justification acceptable to the City that DFI Technologies, Inc
received an increase from its suppliers, and the increase to the City shall not exceed that which was given
to DFI Technologies, Inc. from its supplier.
5. The parties agree and understand that this Amendment is supplemental to their Contract of June 7, 2022,
and that it does not alter, amend or abridge any of the rights, obligations, or duties of the parties not
expressly addressed herein.
6. This Amendment shall become effective as of the date of the last signature below.
DFI TECHNOLOGIES, INC. CITY OF FAY EVILL KANSI
By: By.
Jay Hay ard, Pre dent / I ELDJO , Mayor
WITNESS:
LIM
Mike Emis
Date Signed. -
-S /10 ( �-
City of Fayetteville, AR
Amendment #1: Resolution 132-22
Page 1 of 1
ATTEST_ "
��►t+��irrr�
fi•
rrf'r'i
,yS64Ct
,
A
By:
U
_
KARA PAXTON, City Clerk -Treasurer
•`��f'"�Yr
Date Signed:
04/04/2023 '21 1$,'°iI+y~
From: Mike Emis <memis@dTimail.corn3
Sent: Wednesday, November 23, 2022 9:13 AM
To: Heard, April {aheard@fayettevdIe-ar.gov5
Cc: jennifer@dfirnail.com
Subject: RE: Request for bid on white and blue envelopes
750,000 10 window envelopes: $26.54M
750.000 4 return envelopes: $24.53AA
These would be manufactured the third week of March 2023.
Option is Double window #10 envelopes $75.00M
Option 2; Single window #10 envelopes $81.24AA ( these would be ordered 25,000 per order) max order I can place in each order
Thanks,
Mike E LS
WM J DATA
J■ FORMS,
1NC.
947 N Main
Fayetteville, Aft 72701
479-443-0099
Direct line: 479-695-8250
For Fromationai Products see our web pQge: www.dataforrns.espwebsite.00m
Paper informs us, persrkades us, educates us and organizes as, it's OK to use paper.
113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
Resolution: 132-22
File Number: 2022-0435
BID #22-33 DFI TECHNOLOGIES, INC.:
A RESOLUTION TO AWARD BID NO.22-33 AND APPROVE A ONE YEAR CONTRACT
WITH DFI TECHNOLOGIES, INC. FOR MAILING SERVICES AT AN APPROXIMATE
COST OF $368,115.60 WITH AUTOMATIC RENEWALS FOR UP TO FOUR ADDITIONAL
ONE YEAR TERMS
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 awards Bid No. 22-33
and approves a one year contract with DFI Technologies, Inc. for mailing services at an approximate
cost of $368,115.60, with the actual cost dependent upon the volume of mailings, with automatic
renewals for up to four additional one year terms.
PASSED and APPROVED on 6/7/2022
A pp ro-*rVd : Attest:
' ��{1111�l►►p
T
Rom' •,
Pad
Lioneld Jordan, y Kara Paxton, City Cleric Treasurer ;FAYETTEV11 LE:�
f��►e 1G TOi 1r%N%�•
Page 1 Printed on 618122
CITY OF
FAYETTEVILLE
ARKANSAS
MEETING OF JUNE 7, 2022
TO: Mayor and City Council
THRU: Paul Becker, Chief Financial Officer
CITY COUNCIL MEMO
FROM: Cheryl Partain, Utilities Financial Services Manager
DATE: May 13, 2022
SUBJECT: Approval of a service contract with DFI Technologies, Inc. for Mailing
Services for the City of Fayetteville — Prices detailed Per Bid 22-33
RECOMMENDATION:
City Administration recommends approval of the resolution and contract awarding to DFI
Technologies, Inc. for mail processing for the City of Fayetteville for a period of one (1) year with
an option for four (4) automatic annual renewals for a total possible contract term of five (5)
years based on the prices detailed in Bid 22-33.
BACKGROUND:
The City of Fayetteville has had a mailing service for over 30 years. Utilizing a mailing service
is a cost savings to the City. The mailing service picks up the City's mail from the US Post
Office and has the mail delivered before 9:00 am every morning Monday through Friday. The
mailing service picks up City mail twice a day to mail. They pick up utility bills, final utility bills,
and delinquency notices and fold and stuffs bills/notices with return envelopes when needed in
envelopes and mails for the City. They also pick up, seal, and mail any other mail that other
City Divisions need mailed out.
DISCUSSION:
Contract costs for mailing services include: Pickup and delivery of mail, folding and putting into
envelopes utility bills, final bills, utility delinquency notices, employee retirement & savings
statements, arrest warrants, parking management statements along with return envelopes,
sorting, barcoding on envelopes and postage. DFI Technologies, Inc. was the lowest bidder for
the mailing services.
The bids came in as follows:
DFI Technologies, Inc. $368,115.60
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
BUDGET/STAFF IMPACT:
Budgeted funds are available in the Water & Sewer — Utilities Financial Services Division
operational budget. At this time, it is anticipated that costs will not exceed budgeted amounts
for 2022.
Attachments:
Signed Contract
Bid Tabulation
Bid Submittal — DFI Technologies, Inc.
CITY OF City of Fayetteville, AR
FAY E T T E V I L L E Contract for: Mailing Services
' A R KA N S A S Contractor/Vendor: DFI Technologies, Inc.
Term: One year with four one-year renewals
This contract executed this day of 2022, between the City of Fayetteville, Arkansas, and DFI
Technologies, Inc. . In consideration of
the mutual covenants contained herein, the parties agree as follows
1. DFI Technologies, 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 22-33 as stated in DFI Technologies, Inc. bid proposal, and in
accordance with specifications attached hereto and made a part hereof under Bid 22-33, all included
herein as if spelled out word for word.
2. The City of Fayetteville shall pay DFI Technolo Les Inc, based on their bid proposal in an amount not to
exceed prices presented in Bid 22-33 with the exception of postage rates. Increase in postage rates will
be allowed in the event rates are increased by the United States Postal Service (USPS). Increase in postage
rates allowed shall be equal to the increase by the USPS. 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 DFI
Technologies, Inc. consist of this Contract and the following documents attached hereto, and made a
part hereof:
A. Bid form identified as Invitation to Bid 22-33 with the specifications and conditions typed thereon.
B. DFI Technologies, 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 DFI
Technologies, Inc._ and may be modified only by a duly executed written instrument signed by the City of
Fayetteville and DFI Technologies, Inc..
5. DFI Technologies, Inc. shall not assign its duties under the terms of this agreement.
6. DFI Technologies, 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 DFI
Technologies, Inc. performance of this contract. This clause shall not in anyform or manner be construed
to waive that tort immunity set forth under Arkansas Law.
7. DFI Technologies, Inc. shall furnish a certificate of insurance addressed to the City of Fayetteville,
City of Fayetteville, AR
Bid 22-33, Mailing Services
Page 1 of 3
showing that he carries the following insurance which shall be maintained throughout the term of the
Contract. Any work sublet; 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, DFI Technologies, 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. The premiums for all insurance and the bond required herein
shall be paid by DFI Technologies, Inc..
Workmen's Compensation
Comprehensive General &
Automobile Insurance
Bodily Injury Liability
Property Damage Liability
Statutory Amount
$500,000 for each person injured.
$1,000,000 for each accident.
$1,000,000 aggregate.
8. DFI Technologies, Inc. shall furnish proof of licensure as required by all local and state agencies.
9. This contract may be terminated by the City of Fayetteville or DFI Technologies, Inc. with 30 calendar days
written notice.
10. This contract shall be effective from one year of the date of signed contract. The City reserves the right
to automatically renew the contract for four (4) additional one (1) year terms. Renewals shall be
automatic unless either DFI Technologies, Inc. or the City notifies the other of its intent to terminate the
contract at the end of the contract period.
a. Projects exceeding $35,000 will require additional approval from the Fayetteville City Council.
11. Freedom of Information Act: City of Fayetteville contracts and documents prepared while performing
city contractual work are subject to the Arkansas Freedom of Information Act. If a Freedom of
Information Act request is presented to the City of Fayetteville, the contractor will do everything
possible to provide the documents in a prompt and timely manner as prescribed in the Arkansas
Freedom of Information Act (A.C.A. 25-19-101 et. Seq.). Only legally authorized photo coping costs
pursuant to the FOIA may be assessed for this compliance.
12. Changes in scope or price: Changes, modifications, or amendments in scope, price or fees to this
contract shall not be allowed without a prior formal contract amendment approved by the Mayor and
the Fayetteville City Council in advance of the change in scope, cost or fees.
13. Jurisdiction: Legal jurisdiction to resolve any disputes shall be Washington County, Arkansas with
Arkansas law applying to the case.
14. Arbitration/Mediation: The City will not agree to be forced to mediate or arbitrate any dispute.
City of Fayetteville, AR
Bid 22-33, Mailing Services
Page 2 of 3
15. Interest charges for late payments by the City: The City of Fayetteville does NOT agree to any interest or
penalty for "untimely" payments. The City will pay all invoices within 30 calendar days of accepted
invoice.
WITNESS OUR HANDS THIS _DAY OF 2022.
CONTRACTOR NAME
By:
Signature- '
Jay Hayward
Printed Contractor Name & Title
ATTEST (Signature)
Mike Emis
Company Secretary (Printed Name)
Business Address
947 N Main,- Fayetteville, AR 72701
City, State & Zip Code
CIT)
i�TR+rrrr
00
tip` �,.•�y OF • �':
,.
ATTEST: (Sign Lure); FAy��Ev��lL '
kxrJC6�_
3
Kara Paxton, City Clerk, Treasurer `•�9S `• •A•'G*'
�lirjiNG T11111i�0+t'►►
Date Signed: 05/21/2022 ___ Date Signed: o 6 fZ0oL
CITY OF
FNSA VILLE
ARKAKANSAS
BID TABULATION
Bid 22-33, Mailing Services
DEADLINE: Wednesday, April 13, 2022 at 2:00 PM
DFI Technologies, Inc.
Total Price
$368,115.60
Line # Description CITY UOM Unit
Total
Section A: Utility Bills
1.1
Monthly Bill
385000
EA
$0.448 $172,480.00
1.2
Shut Off / Past Due
110000
EA
$0.438 $48,180.00
1.3
Bank Draft
185000
EA
$0.438 $81,030.00
1.4
Final Bill
25000
EA
$0.438 $10,950.00
1.5
Collection Letter
7500
EA
$0.438 $3,285.00
Section B: Standard Monthly Services
2.1
Employee Retirement Savings Statements
2500
EA
$0.470 $1,175.00
2.2
Arrest Warrants
6000
EA
$0.448 $2,688.00
2.3
Parking Management
6000
EA
$0.448 $2,688.00
2.4
Sex Offender Mail -Outs
2500
EA
$0.448 $1,120.00
2.5
Accounts Receivable Statements
2700
EA
$0.448 $1,209.60
Section C: Daily Mail Other Services
3.1
0-2 oz. Letter (Price Per Each)
45000
EA
$0.448 $20,160.00
3.2
Inserts
85000
EA
$0.010 $850.00
3.3
0-2 oz. Certified With Return Receipt Letter
1500
EA
$7.400 $11,100.00
3.4
Courier Fee - Price Per Day
252
EA
$0.000 $0.00
3.5
Postage - All Other Mail
25000
EA
$0.448 $11,200.00
* NOTICE: Bid award is contingent upon vendor meeting minimum specifications and formal authorization by City officials.
*** DFI Technologies included the following notes with their submittal. The Bid
Tabulation has been edited to reflect these notes:
1.1 Actual price $0.448 - Your system automatically rounds the price up.
1.2 Actual price $0.438 - Your system automatically rounds the price up.
1.3 Actual price $0.438 - Your system automatically rounds the price up.
1.4 Actual price $0.438 - Your system automatically rounds the price up.
1.5 Actual price $0.438 - Your system automatically rounds the price up.
2.2 Actual price $0.448 - Your system automatically rounds the price up.
2.3 Actual price $0.448 - Your system automatically rounds the price up.
2.4 Actual price $0.448 - Your system automatically rounds the price up.
2.5 Actual price $0.448 - Your system automatically rounds the price up.
3.1 Actual price $0.448 - Your system automatically rounds the price up.
3.5 Actual price $0.448 - Your system automatically rounds the price up.
Amara,Ja pe�IfuSS Digitally signed by Amanda Beilfuss
U D Date: 2022.04.15 09:52:53-05'00'
Amanda geilfu Purchasing Agent
Andrea Digitally signed by
Andrea Foren
Date: 2022.04.25
Foren
17:50:49-05'00'
Andrea Foren, Purchasing Manager
CITY OF
V FAYEiTEVILLE
ARKANSAS
Bid 22-33
DFI Technologies, Inc.
Supplier Response
Event Information
Number: Bid 22-33
Title: Bid 22-33, Mailing Services
Type: Invitation to Bid
Issue Date: 3/20/2022
Deadline: 4/13/2022 02:00 PM (CT)
Notes: The City of Fayetteville is seeking bids from qualified vendors for the
City of Fayetteville's mail processing services for one (1) year with four
(4) one-year renewal options, giving a possible contract term of five (5)
years. Any questions concerning the bidding process should be
directed to Amanda Beilfuss, City of Fayetteville Purchasing Agent, at
abeilfuss@fayetteville-ar.gov.
Contact Information
Contact: Amanda Beilfuss
Address: Purchasing
Room 306
City Hall
113 West Mountain Street - Room 306
Fayetteville, AR 72701
Email: abeilfuss@fayetteville-ar.gov
Page 1 of 4 pages Vendor: DFI Technologies, Inc. Bid 22-33
DFI Technologies, Inc. Information
Address: 947 N Main
FAYETTEVILLE, AR 72701
Phone: (479) 443-0009
Web Address: www.dfimaii.com
By submitting your response, you certify that you are authorized to represent and bind your company.
Jay Hayward
Signature
Submitted at 411212022 4:56:16 PM
uested Attachments
Bid 22-33, Required Bid Form
ihayward@dfimail.com
Email
DFIT Bid 22-33, FILE 01 - Mailing Services.pdf
Please complete, sign, and attach the required bid form. You can find this under the Attachments tab.
Bid 22-33, Equipment Schedule DFIT Equipment Schedule.pdf
Please attach Equipment Schedule (refer to specification 2.3 under the Detailed Specifications of the bid form).
Bid Attributes
1 AR Secretary of State Filing Number
Please provide your Arkansas Secretary of State filing number.
100165484
Bid Lines
`1
Package Header
Section A: Utility Bills
Quantity
1 UOM: EA
Package Items
Total: 1 $317,350.00
1.1 Monthly Bill
Quantity: 385000 UOM: EA Price: $0.45 Total: $173,250.00
Supplier Notes: I Actual price $0.448 - Your system automatically rounds the price up.
1.2 Shut Off / Past Due
Quantity: 110000 UOM: EA Price: $0.44 Total: $48,400.00
Supplier Notes: I Actual price $0.438 - Your system automatically rounds the price up.
1.3 Bank Draft
Quantity: 185000 UOM: EA Price: 1 $0.44 Total: $81,400.00
Supplier Notes: I Actual price $0.438 - Your system automatically rounds the price up.
Page 2 of 4 pages Vendor: DFI Technologies, Inc. Bid 22-33
1.4 Final Bill
Quantity: 25000 UOM: EA Price: 1 $0.44 Total: $11,000.00
Supplier Notes: I Actual price $0.438 - Your system automatically rounds the price up.
1.5 Collection Letter
Quantity: 7500 UOM: EA Price: $0.44 Total: $3,300.00
Supplier Notes: I Actual price $0.438 - Your system automatically rounds the price up.
2
Package Header
Section B: Standard Monthly Services
Quantity: 1 UOM: EA
Total:
$8,915.00
Package Items
2.1 Employee Retirement & Savings Statements
Quantity: 2500 UOM: EA
Price: $0.47 Total:
$1,175.00
2.2 Arrest Warrants
Quantity: 6000 UOM: EA
Price: $0.45 Total:
$2,700.00
Supplier Notes: I Actual price $0.448 - Your system automatically rounds the price up.
2.3 Parking Management
Quantity: 6000 UOM: EA
Price: $0.45 Total:
$2,700.00
Supplier Notes:
I Actual price $0.448 - Your system automatically rounds the price up.
2.4 Sex Offender Mail -Outs
Quantity: 2500 UOM: EA
Price: $0.45 Total:
$1,125.00
Supplier Notes: I Actual price $0.448 - Your system automatically rounds the price up.
2.5 Accounts Receivable Statements
Quantity: 2700 UOM: EA
Price: $0.45 Total:
$1,215.00
Supplier Notes: I Actual price $0.448 - Your system automatically rounds the price up.
3 Package Header
Section C: Daily Mail & Other Services
Quantity: 1 UOM: EA Total: $43,450.00
Package Items
3.1 0-2 oz. Letter (Price Per Each)
Quantity: 45000 UOM: EA Price: $0.45 Total: $20,250.00
Supplier Notes: I Actual price $0.448 - Your system automatically rounds the price up.
3.2 Inserts
Quantity: 85000 UOM: EA Price: $0.01 Total: $850.00
3.3 0-2 oz. Certified With Return Receipt Letter
Quantity: 1500 UOM: EA Price: $7.40 Total: $11,100.00
3.4 Courier Fee - Price Per Day
Quantity: 252 UOM: EA Price: $0.00 Total: $0.00
Page 3 of 4 pages Vendor: DFI Technologies, Inc. Bid 22-33
3.5 Postage - All Other Mail
Quantity: 25000 UOM: EA Price: $0.45 Total: $11,250.00
Supplier Notes: I Actual price $0.448 - Your system automatically rounds the price up.
Response Total: $369,715.00
Page 4 of 4 pages Vendor: DFI Technologies, Inc. Bid 22-33
City of Fayetteville, Arkansas
CITY OF Purchasing Division — Room 306
FAY E T T E V I L L E 113 W. Mountain
Fayetteville, AR 72701
A R KA N SAS Phone: 479.575.8258
TDD (Telecommunication Device for the Deaf): 479.521.1316
INVITATION TO BID: Bid 22-33, Mailing Services
DEADLINE: Wednesday, April 13, 2022 before 2:00 PM, Local Time
PRE -BID MEETING: Wednesday, March 30, 2022 at 10:00 AM, via Zoom
ACCEPTABLE DELIVERY METHODS:
(1) City's third -party bidding platform, OR
(2) Sealed and delivered directly to the City of Fayetteville as instructed in the advertisement
PURCHASING AGENT: Amanda Beilfuss, abeilfuss@fayetteville-ar.gov
DATE OF ISSUE AND ADVERTISEMENT: Sunday, March 20, 2022
INVITATION TO BID
Bid 22-33, Mailing Services
No late bids will be accepted. Bids shall be submitted in one of the following methods: (1) through the City's
third -party electronic bidding platform, or (2) delivering in person via sealed envelope to the City of Fayetteville
Purchasing Division. Submitting through the City's electronic bidding platform is strongly encouraged. All bids
shall be submitted in accordance with the attached City of Fayetteville specifications and bid documents
attached hereto. Each bidder is required to fill in every blank and shall supply all information requested; failure
to do so may be used as basis of rejection.
The undersigned hereby offers to furnish & deliver the articles or services as specified, at the prices & terms stated herein, and in
strict accordance with the specifications and general conditions of bidding, all of which are made a part of this offer. This offer is not
subject to withdrawal unless upon mutual written agreement by the Proposer/Bidder and City Purchasing Manager.
Name of Firm: DFI Technologies, Inc.
Contact Person: jaH ,,,,,,,aFd Title: Presldee+
E-Mail: jhayward@dfimail.com Phone
Business Address: 947 N Main
City: Fayetteville Z State:
Signature:
City of Fayetteville, AR
Bid 22-33, Mailing Services
Page 1 of 21
479-443-0099
Zip:
Date: 03/31 /2022
72701
City of Fayetteville
Bid 22-33, Mailing Services
Advertisement
City of Fayetteville, Arkansas
INVITATION TO BID
Bid 22-33, Mailing Services
The City of Fayetteville is seeking bids from qualified vendors for the City of Fayetteville's mail processing services for one
(1) year with four (4) one-year renewal options, giving a possible contract term of five (5) years. Any questions concerning
the bidding process should be directed to Amanda Beilfuss, City of Fayetteville Purchasing Agent, at
abeilfuss@fayetteville-ar.gov or by calling (479) 575-8258.
A non -mandatory Pre -Bid meeting will be held Wednesday, March 30, 2022 at 10:00 AM virtually via Zoom. Information
regarding the pre -bid meeting is available on the project page on the City's electronic bidding platform. All interested
parties are encouraged to attend.
Bidding documents and addenda shall be obtained at the City of Fayetteville Purchasing Division's electronic bidding
platform at www.fayetteville-ar.gov/bids. All bids shall be received by Wednesday, April 13, 2022 before 2:00 PM, Local
Time utilizing the electronic bidding software or by submitting a sealed physical bid to the City of Fayetteville, Purchasing
Division address listed below. All bids are due before the time stated. Submitting a bid electronically is strongly
encouraged. A public bid opening will be conducted shortly after the deadline at City Hall and livestreamed at
https://www.youtube.com/user/cityoffayetteviIlear. No late bids shall be accepted. The City of Fayetteville shall not be
responsible for lost or misdirected bids, or for failure of proposer's technical equipment.
City of Fayetteville
Purchasing Division — Room 306
113 West Mountain Street
Fayetteville, AR 72701
Pursuant to Arkansas Code Annotated §22-9-203 The City of Fayetteville encourages all qualified small, minority and
women business enterprises to bid on and receive contracts for goods, services, and construction. Also, City of
Fayetteville encourages all general contractors to subcontract portions of their contract to qualified small, minority and
women business enterprises.
The City of Fayetteville reserves the right to waive irregularities, to reject bids, and to postpone the award of the Contract
for a period of time which shall not exceed beyond ninety calendar days from the bid opening date.
City of Fayetteville
By: Amanda Beilfuss, Purchasing Agent
P: 479.575.8258 abeilfuss@fayetteville-ar.gov
TDD (Telecommunications Device for the Deaf): (479) 521-1316
Date of advertisement: 03/20/2022
This publication was paid for by the Purchasing Division of the City of Fayetteville, Arkansas.
Amount paid: $XXX.XX.
City of Fayetteville, AR
Bid 22-33, Mailing Services
Page 2 of 21
Refer to the City's electronic bidding
platform to submit bid pricing
electronically.
Contact the City Purchasing Division
to submit a physical sealed bid.
City of Fayetteville, AR
Bid 22-33, Mailing Services
Page 3 of 21
City of Fayetteville
Bid 22-33, Mailing Services
Required Bid Form — Bid Signature & Online Submittal Reqirements
EXECUTION OF BID:
All bidders shall submit this section, executed and completed in full by an authorized agent of the bidder.
Bidders shall also complete submission through the City's online bidding portal (www.fayetteville-ar.gov/bids)
and complete and submit all required information, which may include:
• Bid Attributes
• Bid Line Items — Bidders shall bid on all line items and not submit partial bids
• Response Attachments
o Required Bid Form (this form, completed in its entirety)
o Equipment Schedule, as defined and requested in this bid document
Actual specification of any deficient item shall be noted on the bid sheet or separate attachment. If
specifications of item bid differ from provided literature, deviation shall be documented and certified by the
manufacturer as a regular production option.
Upon signing this Bid, the bidder certifies that:
1. Bidder has read and agrees to the requirements set forth in this proposal, including specifications,
terms, standard conditions, and any pertinent information regarding the articles being bid on.
2. Unless otherwise noted and explained, the unit bid and listed meets or exceeds all of these
requirements as specified by The City of Fayetteville.
3. Pursuant Arkansas Code Annotated §25-1-503, the Contractor agrees and certifies that they do not
currently boycott Israel and will not boycott Israel during any time in which they are entering into, or
while in contract, with any public entity as defined in §25-1-503. If at any time during contract the
contractor decides to boycott Israel, the contractor must notify the contracted public entity in writing.
4. The Bidder can and will comply with all specifications and requirements for delivery, documentation and
support as specified herein.
5. I, as an officer of this organization, or per the attached letter of authorization, am duly authorized to
certify the information provided herein is accurate and true.
6. Bidder shall comply with all State and Federal Equal Opportunity and Non -Discrimination requirements
and conditions of employment in addition to all federal, state, and local laws.
7. Bidder shall disclose any possible conflict of interest with the City of Fayetteville, including, but not
limited to, any relationship with any City of Fayetteville employee. Response shall disclose if a known
relationship exists between any principal or employee of your firm and any City of Fayetteville employee
or elected City of Fayetteville official. If no relationship exists, this should also be stated in your
response. Failure to disclose such a relationship may result in cancellation of a purchase and/or contract
as a result of your response.
City of Fayetteville, AR
Bid 22-33, Mailing Services
Page 4 of 21
1.) NO KNOWN RELATIONSHIP EXISTS
2.) RELATIONSHIP EXISTS (Please explain):
8. Bidder will perform the Work in compliance with all applicable trench safety standards set forth in
Occupational Safety and Health Administration (OSHA) Part 1926 — Subpart P — Excavations.
9. As A bidder on this project, you are required to provide debarment/suspension certification indicating
that you are in compliance with the below Federal Executive Order. Certification can be done by
completing and signing this form.
a. Federal Executive Order (E.O.) 12549 "Debarment and Suspension" requires that all contractors
receiving individual awards, using federal funds, and all sub -recipients certify that the
organization and its principals are not debarred, suspended, proposed for debarment, declared
ineligible, or voluntarily excluded by any Federal department or agency from doing business with
the Federal Government.
b. Your signature below certifies that neither you nor your principal is presently debarred,
suspended, proposed for debarment, declared ineligible, or voluntarily excluded from
participation in this transaction by any federal department or agency.
Unsigned bids will be rejected. Items marked * are mandatory for consideration.
*NAME OF FIRM: DFI Technologies, Inc.
Purchase Order/Payments shall be issued to this name
*D/B/A or Corporation Name
*BUSINESS ADDRESS: 947 N Main
*CITY: Fayetteville, *STATE
*PHONE: 479-443-0099
*E-MAIL: Jhayward@dfimail.com
*BY: (PRINTED NAME)
Jay Hayward
*AUTHORIZED SIGNATURE:
*TITLE: President
DUNS NUMBER:
*TAX ID NUMBER: 71-0817512
City of Fayetteville, AR
Bid 22-33, Mailing Services
Page 5 of 21
FAX:
AR *ZIP: 72701
479-443-1418
CAGE NUMBER:
Acknowledge Addendums:
Addendum No. Dated:
Addendum No. Dated:
Addendum No. Dated:
Addendum No. Dated:
Acknowledged by:
Acknowledged by:
Acknowledged by:
Acknowledged by:
ALL BIDDERS SHALL BID AND PROVIDE PRICING ON ALL LINE ITEMS. FAILURE TO BID ON
ALL LINE ITEMS SHALL RESULT IN REJECTION OF BID. THE CITY INTENDS TO AWARD THIS
BID TO THE LOWEST RESPONSIVE, RESPONSIBLE BIDDER.
BID FORM CONTINUES ON NEXT PAGE
City of Fayetteville, AR
Bid 22-33, Mailing Services
Page 6 of 21
City of Fayetteville
Bid 22-33, Mailing Services
References
The following information is required from all Bidders so all bids may be reviewed and properly evaluated.
COMPANY NAME: DFI Technologies, Inc.
BUSINESS ADDRESS: 947 N Main Fayetteville, AR 72701
NUMBER OF YEARS IN BUSINESS: 25 years
TOTAL NUMBER OF CURRENT EMPLOYEES: 23
HOW LONG IN PRESENT LOCATION: 21 years
FULLTIME 5 PARTTIME
NUMBER OF EMPLOYEES YOU PLAN TO USE TO SERVICE THIS CONTRACT: 23 FULL TIME 5 PART TIME
PLEASE LIST FOUR (4) LOCAL COMMERCIAL AND/OR GOVERNMENTAL REFERENCES THAT YOU HAVE PREVIOUSLY PERFORMED
SIMILAR CONTRACT SERVICES FOR WITHIN THE PAST FIVE (5) YEARS (All fields must be completed). Bidders shall have valid experience.
1 City of Fayetteville
COMPANY NAME
Fayetteville,AR 72703
CITY, STATE, ZIP
Cheryl Partain
CONTACT PERSON
479.575.8278
TELEPHONE
5/31 /2022
DATE COMPLETED
cpartain(a)fayetteville-ar.gov
E-MAIL ADDRESS
3 ARVEST Bank
COMPANY NAME
Lowell, AR 72745
CITY, STATE, ZIP
Bryan Gabbard
CONTACT PERSON
479-750-6179
TELEPHONE
12/31 /2022
DATE COMPLETED
BGabbard@arvest.com
E-MAIL ADDRESS
City of Fayetteville, AR
Bid 22-33, Mailing Services
Page 7 of 21
2 JB Hunt
COMPANY NAME
Lowell, AR 72745
CITY, STATE, ZIP
Paul Komarek
CONTACT PERSON
479.820.2074
TELEPHONE
12/31 /2022
DATE COMPLETED
paul.komarek@jbhunt.com
E-MAIL ADDRESS
4 TYSON Foods
COMPANY NAME
Springdale, AR 72765
CITY, STATE, ZIP
Melanie Noland
CONTACT PERSON
479-290-4711
TELEPHONE
12/31 /2022
DATE COMPLETED
melanie.noland@tyson.com
E-MAIL ADDRESS
City of Fayetteville
Bid 22-33, Equipment Bid
General Terms and Conditions
1. SUBMISSION OF BID & BID EVALUATION:
a. Bids shall be reviewed following the stated deadline, as shown on the cover sheet of this
document.
b. Bidders shall submit bids based on documentation published by the Fayetteville Purchasing
Division.
c. Bidding documents and addenda shall be obtained at the City of Fayetteville Purchasing
Division's electronic bidding platform at www.fayetteville-ar.gov/bids. All bids shall be received
by the deadline, utilizing the electronic bidding software or as stated in the bid advertisement.
Submitting a bid electronically is strongly encouraged. A public bid opening will be conducted
shortly after the deadline at City Hall and livestreamed at
https://www.youtube.com/user/cityoffayetteviIlear. No late bids shall be accepted. The City of
Fayetteville shall not be responsible for lost or misdirected bids, or for failure of proposer's
technical equipment.
d. The City will not be responsible for misdirected bids. Bidder should call the Purchasing Office at
479.575.8256 to ensure correct receipt of bidding documents prior to opening time and date
listed on the bid form.
e. Bidders shall have experience in providing products and/or services of the same or similar
nature.
f. Bidder is advised that exceptions to any of the terms contained in this bid must be identified in
its response to the bid. Failure to do so may lead the City to declare any such term non-
negotiable. Proposer's desire to take exception to a non-negotiable term will not disqualify it
from consideration for award.
g. Local time is defined as the time in Fayetteville, Arkansas on the due date of the deadline. Bids
shall be received before the time as shown by the atomic clock located in the Purchasing Division
Office.
h. Bids will be evaluated and awarded based on the best interest of the City of Fayetteville. The City
reserves the right to award bids in their entirety, none, or by line item.
i. This agreement shall be effective from one (1) year of the date of signed contract. The City
reserves the right to extend the contract by mutual agreement for a period of four (4) additional,
one (1) year periods automatically unless either the Contractor or the City notifies the other of
its intent to terminate the contract at the end of the contract period.
j. Bid pricing shall remain firm for five years with the exception of increased postage rates as
mandated and increased by the United States Postal Service (USPS).
2. WRITTEN REQUESTS FOR INTERPRETATIONS OR CLARIFICATION:
No oral interpretations will be made to any firms as to the meaning of specifications or any other contract
documents. All questions pertaining to the terms and conditions or scope of work of this bid must be sent in
writing via e-mail to the Purchasing Agent. Responses to questions may be handled as an addendum if the
City of Fayetteville, AR
Bid 22-33, Mailing Services
Page 8 of 21
response would provide clarification to the requirements of the bid. All such addenda shall become part of
the contract documents. The City will not be responsible for any other explanation or interpretation of the
proposed bid made or given prior to the award of the contract.
DESCRIPTION OF SUPPLIES AND SERVICES:
Any reference to a particular brand or manufacturer is done in an effort to establish an acceptable level of
quality for this project. Brands or manufacturers that are included in bid that are of at least equal quality,
size, design, and specification as to what has been specified, will be acceptable for consideration only if
approved by the City of Fayetteville Purchasing Division. The City of Fayetteville reserves the right to accept
or reject any requested equal.
4. RIGHTS OF CITY OF FAYETTEVILLE BID PROCESS:
In addition to all other rights of the City of Fayetteville, under state law, the City specifically reserves the
following:
a. The City of Fayetteville reserves the right to select the bid that it believes will serve the best
interest of the City.
The City of Fayetteville reserves the right to accept or reject any or all bids.
The City of Fayetteville reserves the right to cancel the entire bid.
d. The City of Fayetteville reserves the right to remedy or waive technical or immaterial errors in
the invitation to bid or in bids submitted.
e. The City of Fayetteville reserves the right to request any necessary clarifications, additional
information, or data without changing the terms of the bid.
5. COSTS INCURRED BY BIDDERS:
All expenses involved with the preparation and submission of bids to the City, or any work performed in
connection therewith, shall be borne solely by the bidder(s). No payment will be made for any responses
received, or for any other effort required of, or made by, the bidder(s) prior to contract commencement.
6. CONFLICT OF INTEREST:
a. The bidder represents that it presently has no interest and shall acquire no interest, either direct
or indirect, which would conflict in any manner with the performance or services required
hereunder, as provided in City of Fayetteville Code Section 34.26 titled "Authority of City
Employee to Contract with the City".
b. All bidders shall promptly notify Amanda Beilfuss, City Purchasing Agent, in writing, of all
potential conflicts of interest for any prospective business association, interest, or other
circumstance which may influence or appear to influence the bidder's judgment or quality of
services being provided. Such written notification shall identify the prospective business
association, interest or circumstance, the nature of which the bidder may undertake and request
an opinion to the City as to whether the association, interest or circumstance would, in the
opinion of the City, constitute a conflict of interest if entered into by the bidder. The City agrees
to communicate with the bidder its opinion via e-mail or first-class mail within thirty days of
receipt of notification.
7. WITHDRAWL OF PROPOSAL:
A bid may be withdrawn prior to the time set for the bid submittal, based on a written request from an
authorized representative of the firm; however, a bid shall not be withdrawn after the time set for the bid
unless approved by the Purchasing Division.
City of Fayetteville, AR
Bid 22-33, Mailing Services
Page 9 of 21
8. LATE PROPOSAL OR MODIFICATIONS:
Bid modifications received after the time set for the bid submittal shall not be considered. Modifications in
writing received prior to the deadline will be accepted. The City will not be responsible for misdirected bids.
Bidders should call the Purchasing Division at (479) 575-8258 to ensure receipt of their submittal
documents prior to opening time and date listed.
9. LOCAL, STATE, AND FEDERAL COMPLIANCE REQUIREMENTS:
a. The laws of the State of Arkansas apply to any purchase made under this bid. Bidders shall
comply with all local, state, and federal directives, orders and laws as applicable to this proposal
and subsequent contract(s) including but not limited to Equal Employment Opportunity (EEO),
Disadvantaged Business Enterprises (DBE), & OSHA as applicable to this contract.
b. Pursuant to Arkansas Code Annotated §22-9-203 The City of Fayetteville encourages all qualified
small, minority and women business enterprises to bid on and receive contracts for goods,
services, and construction. Also, City of Fayetteville encourages all general contractors to
subcontract portions of their contract to qualified small, minority and women business
enterprises.
10. PROVISION FOR OTHER AGENCIES:
Unless otherwise stipulated by the bidder, the bidder agrees to make available to all Government agencies,
departments, municipalities, and counties, the proposal prices submitted in accordance with said proposal
terms and conditions therein, should any said governmental entity desire to buy under this proposal.
Eligible Users shall mean all state of Arkansas agencies, the legislative and judicial branches, political
subdivisions (counties, local district school boards, community colleges, municipalities, counties, or other
public agencies or authorities), which may desire to purchase under the terms and conditions of the
contract.
11. COLLUSION:
The Proposer, by affixing his or her signature to this proposal, agrees to the following: "bidder certifies that
his or her bid is made without previous understanding, agreement, or connection with any person, firm or
corporation making a proposal for the same item(s) and/or services and is in all respects fair, without
outside control, collusion, fraud, or otherwise illegal action."
12. RIGHT TO AUDIT, FOIA, AND JURISDICITON:
a. The City of Fayetteville reserves the privilege of auditing a vendor's records as such records
relate to purchases between the City and said vendor.
Freedom of Information Act: City contracts and documents prepared while performing City
contractual work are subject to the Arkansas Freedom of Information Act. If a Freedom of
Information Act request is presented to the City of Fayetteville, the (Contractor) will do
everything possible to provide the documents in a prompt and timely manner as prescribed in
the Arkansas Freedom of Information Act (A.C.A. §25-19-101 et. seq.). Only legally authorized
photocopying costs pursuant to the FOIA may be assessed for this compliance.
Legal jurisdiction to resolve any disputes shall be in Washington County, Arkansas with Arkansas
law applying to the case.
City of Fayetteville, AR
Bid 22-33, Mailing Services
Page 10 of 21
13. CITY INDEMNIFICATION:
The successful bidder(s) agrees to indemnify the City and hold it harmless from and against all claims,
liability, loss, damage or expense, including but not limited to counsel fees, arising from or by reason of any
actual or claimed trademark, patent or copyright infringement or litigation based thereon, with respect to
the goods or any part thereof covered by this order, and such obligation shall survive acceptance of the
goods and payment thereof by the City.
14. VARIANCE FROM STANDARD TERMS & CONDITIONS:
All standard terms and conditions stated in this request for bid apply to this contract except as specifically
stated in the subsequent sections of this document, which take precedence, and should be fully understood
by bidders prior to submitting a proposal on this requirement.
15. ADA REQUIREMENT FOR PUBLIC NOTICES & TRANSLATION:
Persons with disabilities requiring reasonable accommodation to participate in this proceeding/event,
should call 479.521.1316 (telecommunications device for the deaf), not later than seven days prior to the
deadline. Persons needing translation of this document shall contact the City of Fayetteville, Purchasing
Division, immediately.
16. PROCUREMENT POLICY FOR RECYCLED MATERIALS:
The City of Fayetteville wishes to encourage its bidders to use recycled products in fulfilling contractual
obligations to the City and that such practices will serve as a model for other public entities and private
sector companies.
17. PAYMENTS AND INVOICING:
The bidder must specify in their bid the exact company name and address which must be the same as
invoices submitted for payment as a result of award of this bid. Further, the successful bidder is responsible
for immediately notifying the Purchasing Division of any company name change, which would cause
invoicing to change from the name used at the time of the original bid. Payment will be made within thirty
days of invoice received. The City of Fayetteville is very credit worthy and will not pay any interest, fees, or
penalty for untimely payments. Payments can be processed through bidder's acceptance of Visa at no
additional costs to the City for expedited payment processing. The City will not agree to any nonrefundable
deposit or retainer that would remain property of the bidder even if the hourly work actually performed by
the bidder would not justify such fee.
The City will pay the awarded bidder based on unit prices provided on invoicing. Progress payments will be
made after approval and acceptance of work and submission of invoice. Payments will be made within 30
days of accepted invoice.
18. CANCELLATION:
a. The City reserves the right to cancel this contract without cause by giving thirty (30) days prior
notice to the Contractor in writing of the intention to cancel or with cause if at any time the
Contractor fails to fulfill or abide by any of the terms or conditions specified.
Failure of the contractor to comply with any of the provisions of the contract shall be considered
a material breach of contract and shall be cause for immediate termination of the contract at the
discretion of the City of Fayetteville.
City of Fayetteville, AR
Bid 22-33, Mailing Services
Page 11 of 21
c. In addition to all other legal remedies available to the City of Fayetteville, the City reserves the
right to cancel and obtain from another source, any items and/or services which have not been
delivered within the period of time from the date of order as determined by the City of
Fayetteville.
d. In the event sufficient budgeted funds are not available for a new fiscal period, the City shall
notify the vendor of such occurrence and contract shall terminate of the last day of the current
fiscal period without penalty or expense to the City.
19. ASSIGNMENT, SUBCONTRACTING, CORPORATE ACQUISITIONS AND/OR MERGERS:
The Contractor shall perform this contract. No assignment of subcontracting shall be allowed
without prior written consent of the City. If a bidder intends to subcontract a portion of this
work, the bidder shall disclose such intent in the bid submitted as a result of this bid.
In the event of a corporate acquisition and/or merger, the Contractor shall provide written
notice to the City within thirty (30) calendar days of Contractor's notice of such action or upon
the occurrence of said action, whichever occurs first. The right to terminate this contract, which
shall not be unreasonably exercised by the City, shall include, but not be limited to, instances in
which a corporate acquisition and/or merger represent a conflict of interest or are contrary to
any local, state, or federal laws. Action by the City awarding a proposal to a firm that has
disclosed its intent to assign or subcontract in its response to the bid, without exception shall
constitute approval for purpose of this Agreement.
20. NON-EXCLUSIVE CONTRACT:
Award of this bid shall impose no obligation on the City to utilize the vendor for all work of this type, which
may develop during the contract period. This is not an exclusive contract. The City specifically reserves the
right to concurrently contract with other companies for similar work if it deems such an action to be in the
City's best interest. In the case of multiple -term contracts, this provision shall apply separately to each item.
21. LOBBYING:
Lobbying of selection committee members, City of Fayetteville employees, or elected officials regarding
request for proposals, request for qualifications, bids or contracts, during the pendency of bid protest, by
the bidder/proposer/protestor or any member of the bidder's/proposer's/protestor's staff, and agent of the
bidder/proposer/protestor, or any person employed by any legal entity affiliated with or representing an
organization that is responding to the request for proposal, request for qualification, bid or contract, or has
a pending bid protest is strictly prohibited either upon advertisement or on a date established by the City of
Fayetteville and shall be prohibited until either an award is final or the protest is finally resolved by the City
of Fayetteville; provided, however, nothing herein shall prohibit a prospective/bidder/proposer from
contacting the Purchasing Division to address situations such as clarification and/or questions related to the
procurement process. For purposes of this provision lobbying activities shall include but not be limited to,
influencing or attempting to influence action or non -action in connection with any request for proposal,
request for qualification, bid or contract through direct or indirect oral or written communication or an
attempt to obtain goodwill of persons and/or entities specified in this provision. Such actions may cause any
request for proposal, request for qualification, bid or contract to be rejected.
22. ADDITIONAL REQUIREMENTS:
The City reserves the right to request additional services relating to this bid from the bidder. When
approved by the City as an amendment to the contract and authorized in writing prior to work, the
Contractor shall provide such additional requirements as may become necessary.
City of Fayetteville, AR
Bid 22-33, Mailing Services
Page 12 of 21
23. ADD OR DELETE LOCATIONS OR SERVICES:
The City reserves the right to unilaterally add or delete locations and/or services, either collectively or
individually, at the City's sole option, at any time after award has been made as may be deemed necessary
or in the best interests of the City. In such case, the Contractor(s) will be required to provide services to this
contract in accordance with the terms, conditions, and specifications.
24. INTEGRITY OF BID DOCUMENTS:
Bidders shall use the original bid form(s) provided by the Purchasing Division and enter information only in
the spaces where a response is requested. Bidders may use an attachment as an addendum to the bid
form(s) if sufficient space is not available on the original form for the bidder to enter a complete response.
Any modifications or alterations to the original documents by the bidder, whether intentional or otherwise,
will constitute grounds for rejection of such response. Any such modifications or alterations a bidder wishes
to propose shall be clearly stated in the bidder's response and presented in the form of an addendum to the
original bid documents.
25. CERTIFICATE OF INSURANCE:
The successful bidder shall provide a Certificate of Insurance in accordance with specifications listed in this
request for proposal, prior to commencement of any work. Such certificate shall list the City of Fayetteville
as an additional insured. Insurance shall remain valid during each contract term and shall be provided at
each renewal period.
For single projects exceeding $20,000 contractor shall submit certificates of insurance within 10 days of
notice of notice to proceed, after City Council approval. Certificates of insurance are to be addressed to the
City of Fayetteville, showing that the contractor carries the following insurance which shall be maintained
throughout the term of the bid. Any work sublet, the contractor shall require the subcontractor similarly to
provide the same insurance coverage. In case any employee engaged in work on the project is not
protected under Workers' Compensation, the Contractor 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:
Statutory Amount
Comprehensive General & Automotive Liability: $1,00,000 for each accident
Bodily Injury Liability: $500,000 for each accident
Property Damage Liability: $500,000 aggregate
26. PRICING:
a. Prices shall include all labor, supervision, materials, equipment, transportation, and services
necessary to do a superior quality job.
b. Bidder shall state any discounts to apply. Discounts shall be shown for individual items unless all
items have the same percentage of discounts.
C. Any projects in excess of $35,000 will require additional approval from the Fayetteville City Council
prior to authorization of work.
City of Fayetteville, AR
Bid 22-33, Mailing Services
Page 13 of 21
27. OTHER GENERAL CONDITIONS:
a. Bidder is presumed to be familiar with all federal, state, and city laws, ordinances, and regulations which
in any manner affect those engaged or employed in the Work, or the materials or equipment used, or
that in any way affect the Work and shall in all respects comply with said laws, ordinances, and
regulations. No claim of misunderstanding or ignorance on the part of Bidder or Proposer will in any way
serve to modify the provisions of the contract. No representations shall be binding unless embodied in
the contract.
b. Prices shall include all labor, materials, overhead, profit, insurance, shipping, freight, etc., to cover the
products and services presented. Sales taxshaiinotbeinciudedin the bidprice. Applicable Arkansas
sales tax laws will apply when necessary but will not be considered in award of this project.
c. Each bidder should state the anticipated number of days from the date of receipt of an order for
delivery of services to the City of Fayetteville.
Bidders must provide the City with their bids signed by an employee having legal authority to submit
bids on behalf of the bidder. The entire cost of preparing and providing responses shall be borne by the
bidder.
e. The City reserves the right to request any additional information it deems necessary from any or all
bidders after the submission deadline.
The request for bid is not to be construed as an offer, a contract, or a commitment of any kind, nor does
it commit the city to pay for any costs incurred by bidder in preparation. It shall be clearly understood
that any costs incurred by the Proposer in responding to this request for proposal is at the bidder's own
risk and expense as a cost of doing business. The City of Fayetteville shall not be liable for
reimbursement to the Proposer for any expense so incurred, regardless of whether or not the proposal
is accepted.
g. If products, components, or services other than those described in this bid document are proposed, the
bidder must include complete descriptive literature for each. All requests for additional information
must be received within five working days following the request.
NOTE: Any uncertainties shall be brought to the attention to Amanda Beilfuss immediately via telephone
(479.575.8258) or e-mail (abeilfuss@fayetteville-ar.gov). It is the intent and goal of the City of
Fayetteville Purchasing Division to provide documents providing a clear and accurate understanding of
the scope of work to be completed and/or goods to be provided. We encourage all interested parties to
ask questions to enable all bidders to be on equal bidding terms.
i. Any inquiries or requests for explanation in regard to the City's requirements should be made promptly
to Amanda Beilfuss, City of Fayetteville, Purchasing Agent via e-mail (abeilfuss@fayetteville-ar.gov) or
telephone (479.575.8258). No oral interpretation or clarifications will be given as to the meaning of any
part of this request for proposal. All questions, clarifications, and requests, together with answers, if
any, will be provided to all firms via written addendum. Names of firms submitting any questions,
clarifications, or requests will not be disclosed until after a contract is in place.
j. Any information provided herein is intended to assist the bidder in the preparation of proposals
necessary to properly respond to this bid. The bid is designed to provide qualified Proposers with
sufficient basic information to submit proposals meeting minimum specifications and/or test
requirements but is not intended to limit a bid's content or to exclude any relevant or essential data.
City of Fayetteville, AR
Bid 22-33, Mailing Services
Page 14 of 21
Bidders irrevocably consent that any legal action or proceeding against it under, arising out of or in any
manner relating to this Contract shall be prevailed by Arkansas law. Proposer hereby expressly and
irrevocably waives any claim or defense in any said action or proceeding based on any alleged lack of
jurisdiction or improper venue or any similar basis.
The successful bidder shall not assign the whole or any part of this Contract or any monies due or to
become due hereunder without written consent of City of Fayetteville. In case the successful bidder
assigns all or any part of any monies due or to become due under this Contract, the Instrument of
assignment shall contain a clause substantially to the effect that is agreed that the right of the assignee in
and to any monies due or to become due to the successful bidder shall be subject to prior liens of all
persons, firms, and corporations for services rendered or materials supplied for the performance of the
services called for in this contract.
m. The successful bidder's attention is directed to the fact that all applicable Federal and State laws,
municipal ordinances, and the rules and regulations of all authorities having jurisdiction over the services
shall apply to the contract throughout, and they will be deemed to be included in the contract as though
written out in full herein. The successful bidder shall keep himself/herself fully informed of all laws,
ordinances and regulations of the Federal, State, and municipal governments or authorities in any manner
affecting those engaged or employed in providing these services or in any way affecting the conduct of the
services and of all orders and decrees of bodies or tribunals having anyjurisdiction or authority over same.
If any discrepancy or inconsistency should be discovered in these Contract Documents or in the
specifications herein referred to, in relation to any such law, ordinance, regulation, order or decree, s/he
shall herewith report the same in writing to City of Fayetteville.
28. INVOICING: All invoices shall be presented to the City with the minimum information listed below.
a. City Department that ordered the materials or services
b. Order Date
c. Delivery date or the date of services
d. Name of the City Employee that requested or picked up the goods, materials, or service
e. Bid Number that applies to the purchase and invoices. Amounts in the bid shall match invoicing.
29. ATTACHMENTS TO BID DOCUMENTS: N/A
BID FORM CONTINUES ON NEXT PAGE
City of Fayetteville, AR
Bid 22-33, Mailing Services
Page 15 of 21
City of Fayetteville
Bid 22-33, Mailing Services
Detailed Specifications
ALL BIDDERS SHALL BID AND PROVIDE PRICING ON ALL LINE ITEMS. FAILURE TO BID ON
ALL LINE ITEMS SHALL RESULT IN REJECTION OF BID. THE CITY INTENDS TO AWARD THIS
BID TO THE LOWEST RESPONSIVE, RESPONSIBLE BIDDER.
1. SERVICE REQUIREMENTS-
1.1 Mail shall have a Fayetteville, Arkansas postmark.
1.2 All items shall be shipped "First Class" unless specified otherwise at the time of shipment.
1.3 Incoming mail shall be picked up from the United States Postal Service and delivered no later than
9:00 AM daily.
1.4 USPS, UPS, and FeclEx items shall be picked up at least twice daily with the last pickup no earlier than
3:30 PM, Monday through Friday.
1.5 Mail marked "Same Day" shall be metered, sorted, and mailed on the same day collected.
1.6 Mail marked "Next Day" shall be metered, sorted, and mailed on the first business day after
collection.
1.7 Utility bills shall be processed and mailed no later than the following business day, after pickup.
1.8 When utility bills or past due notices are not available for pickup due to equipment problems but are
available to be picked up by 10:00 AM the following day, they shall be collected and processed for
mailing on the same day collected.
1.9 Awarded vendor shall be responsible for all sorting. The City provides documents separated by bank
draft (no return envelope to be included) and non -bank draft (return envelope included), and also by
zip code.
1.10 The City will not provide trays or tray tags.
1.11 Monthly reports shall be provided detailing total number of pieces, as categorized on the bid form
and show processing counts, on a daily basis. Sample reporting should be submitted with bid.
1.12 Provide daily pickup for all USPS packages or UPS packages without additional charge, unless a special
trip is made to pick up the package.
2. REQUIRED BIDDER QUALIFICATIONS-
2.1 All bidders shall be legally qualified in all respects to do business in the state of Arkansas for the
services requested in this bid.
2.2 The bidder shall provide the United States Postal Service with all necessary documentation. The City
will not provide postal forms.
2.3 Bidder shall prepare and provide an Equipment Schedule with bid response. The bidder shall have
equipment available and adequate experience which, in the opinion of the City, is adequate to
City of Fayetteville, AR
Bid 22-33, Mailing Services
Page 16 of 21
complete the work under these specifications in the time allowed for completion. The Equipment
Schedule shall include a list of all currently owned, leased, or rented equipment secured by the
bidder available to complete work identified in this bid.
2.4 It shall be understood that the rates presented by the bidder shall be for the furnishing of all
materials, labor, etc. as required.
2.5 Bidder shall include mileage and travel time as part of this agreement. The City will not assume
mileage or travel time costs.
2.6 Bidder shall include a log of the previous month's volume by quantity and type.
2.7 Bidder shall have and maintain all licensing necessary from federal, state, and local agencies.
2.8 Bidder shall be identifiable by a professional company name tag and/or uniform while performing
work within City facilities.
3. ITEM DESCRIPTIONS AND REQUIREMENTS:
3.1 All pricing shall reflect one total all-inclusive cost, including postage, sorting fees, etc. Prices shall not
include printing costs unless stated. Pickup fees, if applicable, shall be provided in with the "Courier
fee — per day" line item to be bid.
3.2 In the event of a postage cost increase, the price per item will only be allowed to reflect the actual
postage increase cost.
3.3 Detailed item description —Section A, Utility Bills: Services provided in this contract are detailed
below. Pricing shall be inclusive of all costs (including postage) unless otherwise stated:
• Item 1— Monthly Bill: Fold statement, insert statement and return envelope, meter,
sort, and postage. Statement, mailing envelope, and return envelope will be provided
by the City.
• Item 2 — Shut Off Notice / Past Due Notices: Fold statement, insert statement, meter,
sort, and postage. Statement and mailing envelope will be provided by the City.
• Item 3 — Bank Draft Notices: Fold statement, insert statement, meter, sort, and postage.
Statement and mailing envelope will be provided by the City.
• Item 4 — Final Bill Notices: Fold statement, insert statement and return envelope,
meter, sort, and postage. Statement, mailing envelope, and return envelope will be
provided by the City.
• Item 5 — Collection Letter: Fold letter, insert letter, meter, sort, and postage. Letter and
mailing envelope will be provided by the City.
3.4 Detailed item description — Section B, Standard Monthly Services: Services provided in this contract
are detailed below. Pricing shall be inclusive of all costs (including postage) unless otherwise stated:
• Item 6 — Employee Retirement & Savings Statements: Fold up to 4 sheets, insert up to 4
sheets, meter, barcode, and sort. Statement and mailing envelope will be provided by
the City.
• Item 7—Arrest Warrants: Fold warrant, insert warrant, meter, barcode, and sort.
Statement and mailing envelope will be provided by the City.
City of Fayetteville, AR
Bid 22-33, Mailing Services
Page 17 of 21
• Item 8 — Parking Management: Fold statement, insert statement, meter, barcode, and
sort. Statement and mailing envelope will be provided by the City.
• Item 9—Sex Offender Mail -Outs: THIS ITEM INCLUDES PRINTING SERVICES. Price
includes printing of the mail -out (as described below), fold printed items, insert printed
items into envelope, and affix first class postage. Price shall be inclusive of all printing,
processing, and postage. Mailing envelope will be provided by the City. Volume is
estimated at 250 per month.
A. Printing services consist of printing the two (2) following items: one (1) 8.5 x 11
black and white mail merge 201b. letter AND one (1) full color 8.5 x 1120 lb.
description notification.
• Item 10—Accounts Receivables Statements: Fold statement, insert statement, meter,
sort, and postage. Statement and mailing envelope will be provided by the City.
3.5 Detailed item description — Section C. Daily Mail & Other Services:
• Item 11—Zero (0)—two (2) ounce letter: Meter, barcode, and sort pieces picked up as
needed. City provides all materials, no inserting, and no folding.
• Item 12 — Inserts: Inserts will be provided periodically to be included in the utility bill
mail out processing. Some inserts will need to be folded.
• Item 13—Zero (0)—two (2) ounce certified with return receipt letter: Meter, barcode,
sort, and deliver return receipt, picked up as needed. City provides all materials, no
inserting, and no folding.
• Item 14 — Courier Fee, price per day: Price per day for courier services includes the
following:
A. Each trip, twice daily, shall include pickup of mail from the US Post Office
located on Dickson St. and delivery of that mail to City Hall. Also, shall include
mail picked up from the City to be processed as specified depending on the
item type.
B. Services shall be run a MINIMUM of two (2) times per day with the last pickup
no earlier than 3:30 PM, local time. First pickup and delivery shall be before
9:00 AM, but no later than 10:00 AM.
C. This courier services exclude weekends and designated City holidays.
D. Courier services shall not be charged on days the City is closed due to
inclement weather.
E. Pickup shall include all USPS, UPS, and FeclEx.
F. See other requirements listed above and under "Service Requirements".
• Item 15 — Postage -All Other Mail: Fold statement, insert statement, meter, sort, and
postage. Statement and mailing envelope will be provided by the City when needed.
Other mail shall include any other type of mail that is not listed separately in this
specification.
City of Fayetteville, AR
Bid 22-33, Mailing Services
Page 18 of 21
DFIT Equipment Schedule
1 PTI Multi Line Optical Character Reader Sorting Machine
With CASS, PAVE, DPV, and FAST -FORWARD
1 Flats Sorting Machine
4 Data-Pac Postage Meters
3 Bell + Howell Proline Series Inserting Machine
1 Neopost AS1A inserting Machine
7 Ricoh Pro Series Laser Printers
6 HP 9000 Class Laser Printer
1 MCS High -Speed Ink -Jet Printer
1 ACCUZIP off line sorting software with NCOA
3 Intel Based Unix Servers
2 Intel Based Windows Server
1 RemotePrint® Image Generation and Sorting Software with NCOA
1 Mail Manager Integrated Billing Software
Bid Request Number
Bid 22-33
Organization City of Fayetteville Purchasing
Title
Bid 22-33, Mailing Services
Bid Creator Amanda Beilfuss
Description
The City of Fayetteville is seeking bids from qt Email abeilfuss@fayetteville-ar.gov
Bid Type
ITB
Phone
Issue Date
3/20/2022 12:40:06 AM (CT)
Fax
Close Date
4/13/2022 02:00:00 PM (CT)
Responding Suppliers
Name
City
State lResponse Submitted Lines Responded Response Total
DFI Technologies, Inc.
FAYETTEVILLE
AR 4/12/2022 04:56:16 PM (CT) 15 $369,715.00
Response Notes
Supplier
Line
Notes
DFI Technologies, Inc.
1.1
Actual price $0.448 - Your system automatically rounds the price up.
1.2
Actual price $0.438 - Your system automatically rounds the price up.
1.3
Actual price $0.438 - Your system automatically rounds the price up.
1.4
Actual price $0.438 - Your system automatically rounds the price up.
1.5
Actual price $0.438 - Your system automatically rounds the price up.
2.2
Actual price $0.448 - Your system automatically rounds the price up.
2.3
Actual price $0.448 - Your system automatically rounds the price up.
2.4
Actual price $0.448 - Your system automatically rounds the price up.
2.5
Actual price $0.448 - Your system automatically rounds the price up.
3.1
Actual price $0.448 - Your system automatically rounds the price up.
3.5
Actual price $0.448 - Your system automatically rounds the price up.