HomeMy WebLinkAbout20081442.tiff (it MEMORANDUM
To: Board of County Commissioners Date: June 9, 2008
' Director of Administrative Services
CFrom: Edna Mata, Print Shop Supervisor
COLORADO Subject: Mailing System Bid (Revised)
On May 8, 2008, the bids for the Print Shop mailing system were opened. The low bids submitted did not meet
mandatory specifications. Below are the respective bids:
NeopostlHasler Complete Mailing Solutions Pitney Bowes
WJ250 I.1110 DM1000
Bid Amount $16,222.00 $16,327.86 $19,800.00
Monthly Service $197.50 per month after $ 170.00 per month
Maintenance 1"year $160.00 per month after 1st year
after l 'year
Monthly Meter Rental $80.00 after 15'year No Response from CMS $65.00 after 1s'year
LIFE-TIME COST
Initial cost of machine 16,222.00 16,327.86 $19,800.00
Yearly Service/
Maintenance $2,370.00 $1,920.00 $2040.00
(after year one)
Yearly Meter Rental
$960.00 $688.80 $780.00
(after year one)
TOTAL COST $19,552.00 $19,015.86
$22,620
Machine Life 5 years
The WJ250 and the IJ110 is essentially the same machine. Neither machine meets all mandatory specifications
required by Weld County. The DM1000 is the only machine that met all mandatory specifications. Key specifications
are below:
Description Bid NeopostlHasler Complete Mailing Solutions Pitney Bowes
Specifications WJ250 IJ110 DM1000
Images per Minute 130 130 120 130
Integrated weighing on
Images per Minute 260 250 250 260
Integrated weighing off
Maximum envelope
thickness(inches)
If Weld County is to accept the low bid machine, manual processing will increase. The mail system needs to have the
capability to process any letters '/o" thick automatically. Without this feature, time required to process mail would
significantly increase requiring staff to manually process any piece over 5/8".
O6109/C-67
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Currently, Weld County owns four postage machines. Two Pitney Bowes DM200, one located in the Fort Lupton
Social Services office, one located in the Del Camino Planning office, one DM300 and one DM1000, located in the
Print Shop. Currently, these machines share one postage account and have an emergency line of credit thru Pitney
Bowes postage by phone. With a mailing system other than Pitney Bowes, Weld County would need to maintain a
separate account because funds are not transferable.
References were required as part of the bid. References given by NeopostlHasler stated they initially encountered
numerous issues with the WJ250, which eventually got resolved. Initial on-site response time for service is typically
one to two days. We were able to speak to Larimer County and the University of Northern Colorado. Larimer County
has an IJ-90 postage system. They have had this machine since January of 2008 and have had several service calls and
have had . The machine does not process postcards efficiently. University of Northern Colorado has an 1J-85. They
have not had any major problems with this machine. The reference given do not compare to the mailing system we
have bid.
Weld County currently has a DM-1000 with Pitney Bowes. The service response time is one hour and they generally
can help the staff solve most issues over the phone. The Print Shop staff and the mail staff from Social Services is
experienced with the DM-1000 and has the ability to trouble shoot and solve most issues.
It is the recommendation of the Weld County Print Shop to accept the Pitney Bowes bid proposal for Bid
Request Number B0800067. While the cost might be slightly higher, we are confident in the durability and
reliability of this product.
cc: Monica Daniels-Mika
Rose Everett
WELD COUNTY PURCHASING
N<, I 915 10TH Street Greeley CO 80631
E-Mail: mwaltersco.weld.co.us
E-mail: reverettanco.weld.co.us
4 Phone: (970) 356-4000, Ext. 4222 or 4223
/// : Fax: (970) 336-7226
° UN
DATE OF BID: May 9`h, 2008
REQUEST FOR: Mailing System
DEPARTMENT: Print& Supply Department
BID NO: #80800067
PRESENT DATE: May 14th, 2008
APPROVAL DATE: May 28th, 2008 - 'FORWARD TO JUNE 4{", 2008***
EXTEND TO MONDAY, JUNE 9th, 2008
VENDORS SERVICE COST OF
MAINTENANCE MACHINE
(MONTHLY)
Neopost/Hasler $197.50 $16,222.00
10065 E. Harvard Avenue
Denver CO 80231
Complete Mailing Solutions $160.00 $16,327.86
217 12`h Street SW
Loveland CO 80537
Pitney Bowes $0.00 $19,800.00
12508 E. Briarwood Avenue (for the first year)
Suite ID
Englewood CO 80012
sAeAtcr/off aao?- /yy02
WELD COUNTY PURCHASING
4 � I. 915 10TH Street Greeley CO 80631
E-Mail: mwalters(c�co.weld.co.us
7 04,0
T. E-mail: reverett(@co.weld.co.us
Phone: (970) 356-4000, Ext. 4222 or 4223
Fax: (970) 336-7226
0LJN
DATE OF BID: May 9th, 2008
REQUEST FOR: Mailing System
DEPARTMENT: Print& Supply Department
BID NO: #60800067
PRESENT DATE: May 14th, 2008
APPROVAL DATE: May 28th, 2008 -"""`FORWARD TO JUNE 4TH, 2008***
VENDORS SERVICE COST OF
MAINTENANCE MACHINE
(MONTHLY)
NeoposUHasler $197.50 $16,222.00
10065 E. Harvard Avenue
Denver CO 80231
Complete Mailing Solutions $160.00 $16,327.86
217 12th Street SW
Loveland CO 80537
Pitney Bowes $0.00 $19,800.00
12508 E. Briarwood Avenue (for the first year)
Suite ID
Englewood CO 80012
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