HomeMy WebLinkAboutAgenda Report - July 1, 1998 (56)a
CITY OF NODI COUNCIL COMMUNICATION
q.
AGENDA TITLE: Specifications and Advertisement for Bids for
Utility Bill Folder/Inserter
MEETING DATE: July 1, 1998
PREPARED BY: Finance Director
RECOMMENDED ACTION: That the City Council approve the specifications and authorize ad-
vertisement for bids for a replacement mail folding/inserting
machine for utility bill mailing.
BACKGROUND INFORMATION: The existing mail folding/inserting equipment was purchased in
June, 1992. Since that time, the equipment has been used for
folding and inserting utility bills, utility bill supplemental inserts (for
other City departments), business license renewals, and other
mass mailings.
During the last two years, virtually every moving part on the equipment has been replaced. Reliability
has deteriorated, and the manufacturer's service technician has advised us that breakdowns will likely
become more frequent, adding that machine adjustments may no longer hold up adequately to meet
our needs.
Several alternatives to purchase of new equipment were reviewed by staff. One option provided for the
Finance Department to print the utility bills, then outsource the folding/inserting operation for the bills
and supplemental inserts that may be included in the mailings; a second option had the entire
printing/folding/inserting operation done by a private contractor, In both cases, however, privacy and
security issues could not be adequately addressed. Further, estimated costs of outsourcing exceeded
the estimated costs to perform the operation in-house: informal estimates to outsource the function
exceeded $34,000.
FUNDING:
BID OPENING:
Prepared by Joel Harris, Purchasing Officer
1201 Equipment Replacement Fund
Estimated Cost: $22,000
July 22, 1998
Vicky McAthie,'Finance Director
APPROVED:
Dixon Flynn -- City Manager
INSERTER.CC7 06/24198
SPECIFICATIONS SHEET
FOLDER/INSERTER MACHINE
Size/Dimensions - Must be desktop model and be capable of fitting in a
space 80 inches in length, 28 inches in width and 22 inches in height.
2. Bid/Purchase option - The bid must include a lease option in addition to
the purchase. Bid must also include service/maintenance contracts.
3. Service Life - Machine must have a service life of at least 1.3 million
pieces. Must be capable of processing an average monthly volume of
27,000 pieces.
4. References - Bidder must supply five (5) references where product is
currently installed and the sites must be comparable in size and volume.
5. The machine must have a minimum of three. stations for insertion.
6. Machine must be capable of multiple passes of envelope and materials
through machine.
7. Paper requirements - Machine must have the ability to process a variety
of paper texture and quality. Requirements would include:
Grain Color
Weight Texture
Size
8. Must accept paper materials ranging in size from 3 1/2 x 7 to 8 1/2 x 11.
9. Machine must have capability of folding and inserting materials using
several different folding styles.
10. Machine must have the ability to insert multiple page bills using optical
mark recognition (OMR)
11. A thirty (30) day demo must be included as part of contract.