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REQUEST FOR CITY COUNCIL AGENDA ITEM <br /> Agenda Date Requested: May 9, 2011 Appropriation <br /> Requested By: Michael Dolby, Dir of Finance Source of Funds: General Fund <br /> 001- 6146 -515 -4001 <br /> Department: Finance /Purchasing 002-6176-515-4001 <br /> Account Number: <br /> Report: Resolution: Ordinance: Amount Budgeted: 42,192.00 <br /> Exhibits: Contract Amount Requested: 44,427 <br /> Exhibits: Budgeted Item: YES NO <br /> Exhibits: <br /> SUMMARY & RECOMMENDATION <br /> The City currently leases a mail solution system through Pitney Bowes. During June 2008, Council <br /> awarded the contract for 60 months for the mail system including printer, sorter, folder, stuffer for $3,516 <br /> monthly over a 60 -month period. Staff would like to enhance the services received by Pitney to <br /> implement e- government billing. The new add -on has a faster spool time for processing and it will allow <br /> staff to utilize lock box payments, re -print single statements, email statements, save cost on printing, track <br /> payments by mail, and email direct deposit statements. Staff is satisfied with existing Pitney Bowes <br /> solution software and processing equipment. The additional pro -rated cost for the new add -on services is <br /> $2,235 this year. Staff recommends that the additional funding be split between general and utility fund <br /> contingency funds for this budget year. The remaining budget years funding will come from the <br /> appropriate line items without the need for contingency. <br /> Pitney Bowes mail solution system is available through Buy Board purchasing coop. Buy Board is a <br /> Texas Local Government Purchasing Cooperative that provides public agencies the opportunity to comply <br /> with state bidding requirements, by utilizing their bidding process. The Buy Board complies with state <br /> regulations when bidding the base product and provides multiple options, allowing the best "fit" for each <br /> entity according to their needs. Council entered into an interlocal agreement with BuyBoard on <br /> December 13, 2004. <br /> Staff Recommendation: <br /> Award contract to Pitney Bowes for a mail solution system in the amount of $3,963 per month for 60 <br /> months. <br /> Action Required by Council: <br /> • •prov award for mail solution system through Buy Board for a total of $47,556.00 per year for a five- <br /> , ear pe iod. , <br /> • r . ed : Ci L [ ouncil A. enda <br /> v ain Ron :r ity anager to <br />