Title
A Resolution Of The City Commission Of The City Of Hollywood, Florida, Authorizing The Appropriate City Officials To Execute A Blanket Purchase Agreement With Original Impressions To Provide Presort Mail & Fulfillment Services, Including Daily And Bulk Mail Services, In An Estimated Annual Amount Of $131,759.00.
Strategic Plan Focus
Financial Management & Administration
Body
Staff Recommends: Approval of the attached Resolution.
Explanation:
The Office of the City Clerk, Records and Archives Division; and the Department of Financial Services, Treasury Division require an agreement to provide presort mail & fulfillment services including daily and bulk mail services for all City mail.
On November 17, 2020, Bid number F-4660-21-PB - Mailing Services was electronically advertised on BidSync in accordance with Section 38.42(A) of the City’s Purchasing Ordinance.
Bid Number F-4660-21-PB contained thirty-seven line items for respondents to price in their bid response, including items with variable pricing based on quantity, frequency, destination, size, weight and other factors associated with mailing services and mail carriers.
On December 17, 2020, responses to Bid Number F-4660-21-PB were opened from Arrowmail Presort Co., Inc, Original Impressions, and Get This, LLC. Original Impressions provided the lowest proposed price for thirty-two of the thirty-seven line items and the references provided by Original Impressions confirmed their services to be satisfactory.
It is the recommendation of the City Clerk, Treasury, and Procurement Services that Original Impressions be awarded a blanket purchase agreement for various mailing services in an estimated annual expense of $131,759.00. The term of this blanket purchase agreement shall be for an initial three-year period and may be renewed for two additional two-year renewal periods.
The Records and Archives Division internally charges the postage budget accounts of City departments and offices utilizing the bulk mail services provided.
Fiscal Impact:
A portion of the total estimated annual expense of $131,759.00 for this service is available in the FY 2021 budget in the City Clerk’s Office, Records and Archives Division’s operating budget account number 557.111002.51900.542010.000000.000.000 in the amount of $92,000.00, and the Department of Financial Services, Treasury Division’s operating budget account number 001.120301.51300.542010.000000.000.000 in the amount of $39,759.00 and will be budgeted in subsequent fiscal years’ operating budget subject to approval and adoption by the City Commission.
Recommended for inclusion on the agenda by:
Shawn Burgess, Assistant Director of Financial Services/City Treasurer
Melissa Cruz, Director of Financial Services
Patricia A. Cerny, MMC, City Clerk
Adam Reichbach, Assistant City Manager for Finance & Administration