2003-08-25 Regular Meeting - Laserfiche WebLink

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e e REQUEST FOR CITY COUNCIL AGENDA ITEM Agenda Date Requested: Se tember 8 2003 Requested By: ~tbi. AlenDde. ~\r' Department: Finance AODroDriation Source of Funds: General & Utility Account Number: Multiole Report: XX Resolution: Ordinance: Amount Budgeted: !Im ,200.00 Exhibits: Sole Source Information for Mail Machine Amount Requested: 531.200.00 Exhibits: Budgeted Item: YES NO Exhibits SUMMARY & RECOMMENDATION The City out-sources the printing and mailing of the water utility bills, and has experienced various problems with the current vendor, including, but not limited to their failure to process a billing cycle. To remedy this, and to regain control of the Utility Billing process, we have elected to handle this process in- house. This will be most effectively accomplished through the lease of a Pitney Bowes Mail Machine - "PB First", which will assist us in the processing of this and several other functions. This equipment will not only be cost effective in the area of postage, but will also allow the City to process by a faster laser-printing process other jobs currently handled by printers in-house - (i.e. Tax Statements, Payroll Checks, Accounts Payable Checks, W-2's, 1099's, and Garbage Bag Coupons). The "PB First" machine is leading edge. The Laser Printing Technology prints up to forty (40) pages per. minute, is capable of duplex printing, and utilizing MICR toner for check processing. All of the printing can be processed on a paper product, eliminating the need for the purchase of expensive check stock. Time and labor savings will also be realized greatly with the Pitney Bowes "PB First". After processing the printing job requested, the machine would then fold, insert the job, add any additional inserts and seal the envelopes for mailing. At this time, the Tax Division alone spends two (2) weeks folding and stuffing the annual tax statements to mail to citizens in La Porte. With the "PB First", this process could be done in approximately four (4) how:&; This equipment interfaces with our AS400 system, and is not available by any other vendor, therefore it is considered!l sole source. The annulillease cost of this equipment is $31,200.00, a savings of $8,400.00 over current costs. Action Reauired bv Council: Consent Agenda: . Award contract for Sole Source Mail Machine Lease to Pitney Bowes. Approved for City Council Ae:enda 1JI;r..!:d~oa~ f f ~ / r-d -03 Date