Meeting Type: BCC Work Session
Meeting Date: 7/23/2019
Item Status: New
From: Wanda Gautney, Purchasing Director/Teddy Faust, Revenue Commissioner
Submitted by: Wanda Gautney, Purchasing Director
______________________________________________________________________
ITEM TITLE
Title
Lease of One (1) Postage Machine/Letter Opener for the Baldwin County Revenue Commission Office
Body
STAFF RECOMMENDATION
Recommendation
Authorize the Chairmen to execute the lease agreement with Neopost USA Inc. (Accurate Control of Fairhope) for the lease of one (1) postage machine/letter opener off the State of Alabama bid for thirty-six (36) months effective upon full execution of agreement as follows:
Revenue Commission Office - Bay Minette, Alabama
Neopost IN750 IN Series 750 Base w/Mixed Size Feeder, sealer and drop tray
INDS7 Dynamic Weighing Platform for IN Series 700/750 Bases
INWP10 IN Series 10 lb Weighing Platform
WP10STDN Scale Stand for ISWP10 & INWP10
DT-ECERT e-Certify Configuration Fee
DT-ECERT1KAS e-Certify Subscription - Level 2 (up to 1,000 e-Certs per year)
Neopost IM16 Letter Opener
Full Coverage Maintenance Contract:
$1,597.77 per quarter - total per year $6,391.08
#10 Double Window Certified/Return Receipt Envelopes $56.00/boxes/freight x 2 boxes = $137.00 per year
End
BACKGROUND INFORMATION
Previous Commission action/date: N/A
Background: The lease agreement with Accurate Control (Neopost) of Fairhope for the rental of the Postage Machine and Letter Opener for the Revenue Commission expires in July 2019. Neopost is pulling the old machines and replacing them with new machines off the State of Alabama bid. The new mail machine/letter opener will handle the large volume of mail that is generated each day by the Revenue Commission Office. The machine rental is for thirty-six (36) months in the amount of $1,597.77 per quarter for a total of $6,368.52 per year plus $137.00 per year for the Certified/Return Receipt Envelopes. Purchasing the Certified/Return Receipt Envelopes will give the Revenue Department staff proof of mailing and delivery by viewing an account that will be set up by the US Postal Service. This will eliminate staff from having to fill out the green certified/return receipt slips and waiting for them to be returned form the Post Office. There will be not charge for any certified letters under 2000 per year.
FINANCIAL IMPACT
Total cost of recommendation: N/A
Budget line item(s) to be used: N/A
If this is not a budgeted expenditure, does the recommendation create a need for funding? N/A
LEGAL IMPACT
Is legal review necessary for this staff recommendation and related documents?
Standard State of Alabama Bid Agreement
Reviewed/approved by: David Conner
Additional comments: N/A
ADVERTISING REQUIREMENTS
Is advertising required for this recommendation? N/A
If the proof of publication affidavit is not attached, list the reason: N/A
FOLLOW UP IMPLEMENTATION
For time-sensitive follow up, select deadline date for follow up: 08/06/2019
Individual(s) responsible for follow up: Wanda Gautney/Purchasing Director
Action required (list contact persons/addresses if documents are to be mailed or emailed): Letter to Vendor
Additional instructions/notes: N/A