DATE: September 11, 2018
TO: Board of Supervisors
SUBMITTED BY: Robert W. Bash, Director of 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. for a 60-month lease of two mailing machines ($147,476).
REPORT
Graphic Communication Services, a portion of Information Technology Services, processes the County's outgoing U.S. mail utilizing a U.S. postage/mailing system. Approval of the recommended action will allow for the replacement of outdated postage/mailing machines. The new system will be comprised of two mailing machines and attendant software. This item is countywide.
ALTERNATIVE ACTION(S):
Failure to execute the agreement with Pitney Bowes may result in unscheduled downtime, as our current machines' age is beyond their expected life and delay in processing the County's outgoing U.S. mail due to the age of the older machines.
FISCAL IMPACT:
There is no increase in Net County Cost. The maximum amount of the lease agreement for the system is $147,476.04 for the term of 60 months. This will continue the overall lower costs that departments have seen for centrally metering outgoing mail and should further lower annual postage costs by several thousand dollars. Additionally, the new lease includes additional functionality that will lower the annual cost of sending Certified Mail and Priority Mail by an estimated $20,000. These savings will be passed on to County departments in the form of reduced rates for mailing services.
DISCUSSION:
Graphic Communications Services processes the County's outgoing U.S. mail utilizing a U.S. postage/mailing system. County departments benefit from this centralized service, as outgoing U.S. mail receives the lowest possible postage rates available through the U.S. Postal Service and the County's presort contract rates.
The existing machines at Graphic...
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