Coversheet


CITY OF RIVIERA BEACH CITY COUNCIL AGENDA ITEM SUMMARY

Meeting Date:	11/30/2016
Agenda Category:	RESOLUTION

Subject:

Mailing Services

Recommendation/Motion:

That the City Council accept the bid proposal and award a Mailing Services Contract to the lowest responsive and responsible bidder in an amount not to exceed $83,025.00 annually.

Originating Dept	Purchasing	Costs	$83,025.00 annually
User Dept.	Finance	Funding Source
Advertised	No	Budget Account Number
Date
Paper
Affected Parties	Not Required

Background/Summary:

The City currently has a contract for Mailing Services with Southwest Direct that began January 1, 2015 with an initial term of one year with an option to renew for two additional twelve month periods. On November 27, 2015 a letter was sent to Southwest Direct requesting a six month extension of the contract. The vendor responded to the request and agreed to the extension time as requested in the letter.

The monthly charge for the printing and mailing of 13,500 bill per month was listed as $4,184.00 - $5,508.00 per exhibit B of the current contract with Southwest Direct. For fiscal year 2016, the City has spent approximately $81,000 between purchased postage and the services of Southwest Direct.

The City sends an average of 13,500 invoices out per month and requires the invoices be processed and mailed in a timely manner. As a result of the current contract renewal period not being exercised, BID 672-16 Mailing Services was advertised in the Palm Beach Post on June 14, 2016 and closed July 6, 2016. Several responses were received as a result of the BID and Automated Direct Mail Service Center, Inc. located on Prospect Avenue in Riviera Beach was the lowest responsive and responsible bidder.

Fiscal Years	1	2	3	4	5
Capital Expenditures	$83,025.00	$83,025.00	$83,025.00	$83,025.00	$83,025.00
Operating Costs
External Revenues
Program Income (city)
In-kind Match (city)
Net Fiscal Impact
NO. Additional FTE Positions (cumulative)


III. Review Comments

A. Finance Department Comments:

B. Purchasing/Intergovernmental Relations/Grants Comments:

C. Department Director Review:

Contract Start Date	November 28, 2016
Contract End Date	November 27, 2021
Renewal Start Date	November 28, 2021
Renewal End Date	November 27, 2022
Number of 12 month terms this renewal	1
Dollar Amount
Contractor Company Name	Automated Direct Mail Service Center, Inc.
Contractor Contact	Max Houss
Contractor Address	3892 Prospect Avenue Business Park One Riviera Beach, FL 33404
Contractor Phone Number
Contractor Email
Type of Contract
Describe

ATTACHMENTS:
File Name	Description	Upload Date	Type
BID_67216_RESOLUTION_FOR_MAILING_SERVICES_101716.doc	AUTOMATED DIRECT MAIL SERVICE CENTER, INC. RESOLUTION	10/17/2016	Resolution
BID_672-16_Tabulation.pdf	BID 67216 TABULATION	10/17/2016	Resolution
Contractor_Reference_Letters.pdf	CONTRACTOR REFERRENCE LETTERS	10/17/2016	Resolution
Automated_Direct_Mail_Service_Contract_with_Attorney_and_Co_Signature.pdf	CONTRACT WITH ATTORNEY AND VENDOR SIGNATURE	10/18/2016	Cover Memo
Automated_Direct_Mail_Service_Center__Inc..pdf	AUTOMATED DIRECT MAIL SERVICE CENTER, INC. SUBMITTAL	10/18/2016	Cover Memo
Recommendation_Letter_ITB_672-16.pdf	Purchasing Recommendation	11/7/2016	Cover Memo

REVIEWERS:
Department	Reviewer	Action	Date
Purchasing	Answerer	Rejected	10/24/2016 - 2:05 PM
Purchasing	Answerer	Approved	10/27/2016 - 9:47 AM
Purchasing	Answerer	Approved	11/14/2016 - 1:51 PM
Finance	sherman, randy	Approved	11/17/2016 - 11:26 AM
Attorney	Answerer	Approved	11/22/2016 - 1:47 PM
City Clerk	Robinson, Claudene	Approved	11/22/2016 - 1:58 PM
City Manager	Answerer	Approved	11/22/2016 - 3:52 PM