DATE: October 24, 2023
TO: Board of Supervisors
SUBMITTED BY: Robert W. Bash, Director, Internal Services/Chief Information Officer
SUBJECT: Lease Agreement for Pitney Bowes Mailing Machines
RECOMMENDED ACTION(S):
TITLE
Approve and authorize the Chairman to execute a Lease Agreement with Pitney Bowes, Inc., through a cooperative agreement with Sourcewell, for the lease of two mailing machines, effective November 11, 2023, for a five-year term, total not to exceed $138,130.
REPORT
There is no additional Net County Cost associated with the recommended action, which will allow for the Internal Services Department - Information Technology Division (ISD-IT), Graphic Communication Services (Graphics), to rent two new mailing machines and attendant software from Pitney Bowes, Inc. (Pitney Bowes), through a cooperative agreement with Sourcewell. Graphics processes the County's outgoing U.S. mail utilizing a centralized U.S. postage and mailing system. This item is countywide.
ALTERNATIVE ACTION(S):
Should your Board not approve the recommended action, the services would need to be bid by the County, or a new agreement enabling the County to "piggyback" by way of a purchasing cooperative would have to be identified, causing noticeable delays in mail processing times which may impact County department operations.
FISCAL IMPACT:
There is no increase in Net County Cost. The total compensation for the potential five-year term is $138,130. Costs associated with this agreement are recovered through chargeback to user departments. Sufficient appropriations and estimated revenues are included in the ISD-IT Org 8905 FY 2023-24 Adopted Budget and will be included in future budget requests.
DISCUSSION:
Graphics provides a centralized U.S. postage and mailing service, processes all of the County's outgoing U.S. mail, and provides a benefit to all County departments. The leased machines allow Graphics to preload postage onto the County's account, and then apply postage to o...
Click here for full text