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Procurement and Contracts, a division of the Chief Administrative Office, recommending the Board:
1) Waive formal bid requirements in accordance with Procurement Policy C-17, Section 3.4 (4), due to there being a competitively bid contract with another public agency available;
2) Authorize the Purchasing Agent to utilize the State of California's Participating Addendum 7-22-70-50-03, Amendment 2, Supplement 11 for the acquisition of Mail Room Equipment, Supplies, and Maintenance;
3) Authorize the Purchasing Agent to issue Purchase Contract 10309 with Pitney Bowes Incorporated in the approximate amount of $56,414 ($868.57 per month, plus applicable taxes and supplies) for a 60-month term following Board approval; and
4) Authorize the Purchasing Agent to increase Purchase Contract 10309 on an as needed basis during the awarded period as long as funding is available within the requesting department's budget.
FUNDING: Various - Cost is applied to all County departments based on utilization.
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DISCUSSION / BACKGROUND
The Central Services Mail Room currently leases a postage meter and machine from Pitney Bowes Incorporated. The current lease is $755.18 per month, plus applicable taxes, with an expiration date of June 30, 2026. Replacement of the mailing equipment is necessary to meet current United States Postal Service regulations and for the continuation of mail services for all County departments.
A determination has been made that Pitney Bowes is the best option for El Dorado County mailing equipment needs based on the quality and ease or operation for the mail room staff. The new equipment lease will be $868.57 per month, plus applicable tax and supplies, for the period of July 1, 2026 to June 30, 2031.
ALTERNATIVES
Without this updated mailing equipment, Central Services Mail Room would be out of compliance with the United States Postal Service regulations and not be able to process daily outgoing mail for all County departments.
PRIOR BOARD A...
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