AGENDA INFORMATION SHEET
DEPARTMENT: Materials Management
ACM: Bryan Langley
AGENDA DATE: August 16, 2016
SUBJECT
Title
Consider adoption of an ordinance accepting competitive proposals and awarding a contract for mailing services including the daily pick-up, metering, and delivery to the United States Post Office for the City of Denton's residual mail; providing for the expenditure of funds therefor; and providing an effective date (RFP 6155-awarded to EagleWheeler Printing Company in the three (3) year not-to-exceed amount of $345,000).
Body
RFP INFORMATION
The City of Denton has outsourced the tasks of daily pick up, metering, and delivery to the United States (U.S.) Post Office for multiple departments' residual mail to a third party mail service provider for thirteen (13) years. Outsourcing to a mail service contractor has provided an efficient and cost effective method of handling a monthly average of 5,000 pieces of residual mail including envelopes, small packages, and certified mail. The mail is picked up daily from multiple locations within (4) four City of Denton buildings. The mail is consolidated and metered at the contractor's place of business while utilizing their mail sorting and metering equipment. The metered mail is delivered daily to the local post office by the designated time to ensure same day service provided by the U.S. Post Office. The contractor is required by the City to process mail at the lowest possible permissible rate available from the U.S. Postal Service and to keep the City informed of savings available to the City.
The City's Distribution Center is responsible for placing a deposit with the mail service contractor to cover the cost of postage to be metered. The postage is passed through the contractor to the U.S. Postal Service. The total pre-paid amount will not exceed $15,000, within a quarter, or $60,000 annually, without approval from the contract administrator. The contractor is contractually required...
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