SUBJECT
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Consideration to approve a five-year lease agreement contract with Pitney Bowes in the annual amount of $84,495.96 and total five-year amount of $422,479.80 utilizing the Buy Board Cooperative #656-21 for the lease of equipment for processing utility bills and disconnection notices. The term of this contract shall be for a five-year period, with an effective date of October 21, 2024. Funding is available in the Water Works Fund Billing Division.
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PREVIOUS COUNCIL ACTION
Council previously approved a 60-month lease for a Pitney Bowes printer and inserters on May 20, 2019.
BACKGROUND
This contract will be awarded utilizing the Buy Board Cooperation #656-21 for equipment for processing Utility bills and disconnection notices. This contract includes: (1) color printer, (2) inserting systems, technical support and overall equipment maintenance. The current lease number 0040824768 expires on October 20, 2024 and the new lease will effective on October 21, 2024.
The printer is an upgrade to a Riso ComColor GL 9730 printer. This printer increases the printing speeds from 160 ppm to 165 ppm. It will provide space, time, and cost efficient operation. It uses a unique inkjet technology and cold, dry, flat output. It has an energy efficient operation that has low environmental impact.
The two inserters are needed for redundancy to ensure that there is a back-up in case one of the inserters has an issue and allows staff to meet the post office delivery time requirements.
COMMITTEE RECOMMENDATION
None
STAFF RECOMMENDATION
recommendation
Approve motion.
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Fiscal Impact
Fiscal Year: 2025
Budgeted Y/N?: Yes
Source of Funds: Utilities Billing
Account #: 557-4115-533.37-30
Change Order: Exceeds 25% Y/N: No
FINANCIAL IMPACT:
The City’s obligation for performance of an annual supply contract beyond the current fiscal year is contingent upon the availability of appropriated funds from which payments for the contract purchase can be made. If no funds are appropriated and budgeted during the next fiscal year, this contract becomes null and void.
Funding is available in the Water Works Fund Billing Division under account number 557-4115-533.37-30 (Rental of Equipment).