HomeMy WebLinkAboutAgenda Report - October 21, 1998 (52)AGENDA TITLE: Accept Bid Proposal for Mail Folding/Inserting Equipment
for the Finance Department
MEETING DATE: October 21, 1998
PREPARED BY: Finance Director
RECOMMENDED ACTION: That the City Council adopt the attached resolution to accept the low bid for the lease -
purchase of one mail folding/inserting machine from Pitney -Bowes, Inc., Sacramento, in
the amount of $37,106.40.
BACKGROUND INFORMATION: On July 1, 1998, the City Council approved a communication from staff to solicit bids
for mail folding/inserting equipment for the Finance Department.
The following bids were received, and opened on July 22.
Purchase Lease/Purchase
Pitney -Bowes, Sacramento $29,817.66 $37,106.40
Neopost/Mail Management, Sacramento $36,193.48 $42,258.24
Staff recommends the lease -purchase option from Pitney -Bowes, which will require payment in monthly installments of $773.05
for 48 months. This option is expected to more easily allow equipment upgrades, in the event an additional station is necessary to
handle an increasing number of inserts. Both options include service maintenance for the life of the contract.
Bid specifications required that bidders provide a demonstration unit to allow staff hands-on trial runs to determine machine
capabilities and ease of use. The Pitney -Bowes equipment demonstrated greater speed and flexibility in paper handling than the
Neopost, and would require fewer steps in processing special inserts.
FUNDING: 1201 Equipment Replacement Fund
Cost: $37,106.40
Vicky McOfthie, Finance Director
Prepared by Joel Harris, Purchasing Officer
APPROVED:
H. Dixon FI n -- Ci Mana er
RESOLUTION NO. 98-155
A RESOLUTION OF THE LODI CITY COUNCIL AWARDING THE BID
FOR THE PURCHASE OF ONE MAIL FOLDING/INSERTING
MACHINE FOR THE FINANCE DEPARTMENT
WHEREAS, in answer to notice duly published in accordance with law and the
order of this City Council, bids were received and opened on July 22, 1998 for One Mail
Folding/Inserting Machine for the Finance Department, described in the specifications,
therefore approved by the City Council on July 1, 1998; and
WHEREAS, said bids have been compared, checked, and tabulated and a report
thereof filed with the City Manager as follows:
Bidder/Location Purchase Lease/Purchase
Pitney -Bowes, Sacramento $29,817.66 $37,106.40
Neopost/Mail Management, Sacramento $36,193.48 $42,258.24
WHEREAS, the City Manager recommends award of the bid for the Purchase of
One Mail Folding/Inserting Machine for the Finance Department to the low bidder, Pitney -
Bowes, Inc., of Sacramento, California; and
NOW, THEREFORE, BE IT RESOLVED by the Lodi City Council that the award of
the bid for the Purchase of One Mail Folding/Inserting Machine for the Finance
Department be and the same is hereby awarded to the low bidder, Pitney -Bowes, Inc., of
Sacramento, California, in the amount of $29,817.66.
Dated: October 21, 1998
I hereby certify that Resolution No. 98-155 was passed and adopted by the City
Council of the City of Lodi in a regular meeting held October 21, 1998, by the following
vote:
AYES: COUNCIL MEMBERS — Johnson, Land, Mann, Pennino and
Sieglock (Mayor)
NOES: COUNCIL MEMBERS — None
ABSENT: COUNCIL MEMBERS — None
ABSTAIN: COUNCIL MEMBERS — None
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ALICE M. R IMCHE
City Clerk
98-155