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Home My WebLink AboutC22900 Pitney Bowes - Purchase of New Postage Mailing SystemCITY OF PALM DESERT FINANCE DEPARTMENT STAFF REPORT REQUEST: For Authorization to purchase new postage mailing system from Pitney Bowes. DATE: June 24, 2004 CONTENTS: Summary of Costs. Recommendation: By Minute Motion, authorize: 1) Staff to negotiate a contract with Pitney Bowes, in the amount of $24,459 plus sales tax and annual maintenance to provide new postage mailing system. Discussion: The Finance Department acquired the current postage machine in October 1995 from Pitney Bowes. We were advised by Pitney Bowes that they no longer have parts to repair our current mailing machine. Secondly, they indicated that the U.S. Postal Service will no longer provide the review of postage on machines like ours that use the electronic posting of postage (use of a telephone to obtain a code to add postage to our machine). They require a digital machine be connected to the U.S. Postal Service by January 1, 2005. The proposal provided by Pitney Bowes is using the State bidding contract of CMAS which is the lowest bid that we can obtain. The proposal is for $24,459 plus sales tax and the annual maintenance of $3,268. Staff was very satisfied with the current mailing machine maintenance performance and recommends that the City Council, by minute motion, approve the purchase and annual maintenance of the postage mailing system. Submitted By: Approval: Paul S. Gibson arlos Orteg; 'City Manager Director of Finance/City Treasurer 1 r Pitney Bowes CUSTOMER PROPOSAL For: CITY OF PALM DESERT 73510 FRED WARING DR PALM DESERT, CA 92260-2578 June 4, 2004 PURCHASE QUOTATION CG ood ) G/so/OY) OTY ITEM PROGRAM I.D. DESCRIPTION Mailing System - 1 1 SPWT 2NDQTGSA04 DM 1000 System - WOW (Base Package) 1 1A00 STANDARDPP IntelliLink Interface / PSD 1 1 COO IRENTVBS IntelliLink Subscription w/Confirmation Services (S15) 1 SPMJ STANDARD Package Manager Solution 2; with printers (new Ascent placements only) 1 1FA1 STANDARD Basic Accounting (25 Dept) Software 1 U7DS STANDARD Drop Stacker for DM800, DM900, DM 1000 1 1 FS 1 STANDARD USPS Confirmation Services Software (DM800/900/1000) 1 F9DD STANDARD Confirmation Services Welcome Kit 1 F8DA STANDARD Confirmation Services Training (DM800/900/1000) i 1n 0-1 1146- ' TOTALS QC-�114 CP Yr-- *** Billed quarterly for rented items. * Applicable taxes will be added. RENTAL AMOUNT*** $258.00 $45.00 DISCOUNT/ TRADE IN ALLOWANCE UNIT PRICE NET PRICE* $0.00 $0.00 S17,629 $0.00 $17,629.00 $0.00 $0.00 EMAlSMA TOTAL ANNUAL* RATE S0.00 S2,315.00 $0.00 $0.00 $0.00 S0.00 $6,775 $0.00 $6,775.00 $953.00 $55 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 S55.00 $0.00 $0.00 $303.00 $24,459.00 $3,268.00 4- S(xi eS CCrylks • PTNEY HOWF . . . . • 0,,V,\Vi • •• OOOOO • • • • :•":":•:- Pi• tneyBoW. •• ••• • :-.11 ZY 801/ES - PITNEY BOWES • PITNEY EICAVES • Pit OW** IntelliLinkTM Technology - Simplifies Operation, Increases Productivity Perhaps the greatest challenge to advancing technology is to simplify its use. This has been our overriding objective as we have virtually re- written the rules for mail processing. The result ... the DM Series of Mailing Systems powered by IntetliLink Technology. Mail is a crucial element for growing your business and retaining your hard-earned customers, and it's a proven tool for acquiring new ones. Mail is a critical communication tool that can't be over -looked, and that's why we've developed an entirely new family of simple, yet productive mailing systems. The DM Series delivers this promise, complies with present and known future postal regulations, and it introduces our revolutionary IntelliLink' Technology — your digital gateway to exclusive mail services. So whether you're looking for an entry level or fully featured system, the DM Series can meet your needs. It's the reward you receive when you dare to simplify. Unmatched Productivity And Rugged Durability Put The DM1000' Far Ahead Of Anything Else In Its Class. • True Mixed Mail Feeding — The DM1000 can feed a continuous and varied stream of mail to eliminate time-consuming sorting. It feeds mail that's mixed in weight and varies in thickness and size, all in one simple, fast operation. • Weigh -On -The -Way Technology — Our patented technology maximizes efficiency by processing mixed weight material up to 16 oz. — automatically and in a single operation. Each piece is weighed, the proper rate is calcu- lated and the postage is imprinted at speeds up to 130 letters per minute. • Streamlined, High Speed Processing — The DM1000 gets big jobs done quickly and efficiently by automatically feeding, sealing, printing postage and stacking up to 260 pieces per minute of uniformly sized mail. This system's advanced technology gets big jobs out the door quickly. • Open And Closed Flap Sealing — The DM1000 minimizes sorting based on its abil- ity to handle mixed envelope flap configura- tions including combinations of closed flap, open flap and pre -sealed mail. • Advanced Detection Sensors — These sensors are located throughout the feeding and transport path to enhance the process- ing of difficult materials like postcards or "dark mail", and they detect oversize mail and add the proper surcharge. • Built To Last And Designed For Maximum. Uptime — Advanced engineering has pro- duced a system with more capabilities and fewer moving parts. With fewer components to wear, the DM1000 will deliver long term, reliable operation. And, there's 100% access to the envelope path for quick adjustments and to protect contents from damage. • Enhanced Jet -Spray'" Sealing With Sensor Controls — Sensors detect and follow the con- tour of the envelope flap as it passes through the system. This enables the system to apply the correct amount of sealing solution to the glue line. It moistens up to a 4" flap auto- matically and interlocked pressure rollers apply firm pressure as the envelope exits the system. IntelliLink" Control Center Makes Operation As Simple As Humanly Possible • IntelliLink"` Control Center — The DM1000 system is fully integrated, enabling all of its functions to be activated and controlled from a single point. The Control Center swivels so that it can easily be seen from all operation angles, and easily detaches for connections to an analog line. Tip -To -Tip Sealing is secure and protects contents Auto Sensors automatically align mail for precise imprints Mixed Mail Feeding increases productivity Ergonomic Console minimizes noise and vibration and maximizes storage • Simplified Rating — All rate selections are made through the IntelliLink' Control Center and updated automatically. The DM1000's weighing options always include both USPS Domestic and International rates, and rate structures for other carriers are also available. • Easy To Read Prompts — The IntelliLink'" Control Center guides even the most inexpe- rienced user through the steps needed to get the mail out. These prompts include set-up, accounting, rating, and processing functions. • Job Presets — The system can be program- med to handle up to 10 routine jobs. This enables even new operators to run applica- tions that are stored in memory. fnteWLink" Control Center makes operation easier than ever Weigh -On -The -Way eliminates sorting by weight and size Digital Technology Provides Unequalled Flexibility • Razor -Sharp Digital Printing — The ink - jet -printing process creates crisp, neat images. No more partial imprints due to unevenly filled envelopes. • USPS Compliant — The DM1000 uses the latest digital technology to make you fully compliant with current IBIP standards for secure postage printing. • Envelope Advertising — You can print a message on every en- velope you mail with your choice of down- loadable envelope ads. RETURN SERVICE REOUESIEO m4s scatoe Choose from many productive weighing options Stacking options maximize productivity 6SP . 49, 1,1 NfY •tFNfS P8 1A $ OO.37° 4294967296 JUL 22, 2003 MAILED FROM ZIP CODE 06484 External Weighing Options Deliver Even More Productivity And Savings • interfaced Weighing Platform - Configure the best system for your applications by choosing from our optional platform scales with weight capacities up to 149 lbs. Each one delivers guaranteed, electronic accuracy. • Full Postal Rating - While domestic and international postal rates are standard with the DM1000, you can also view published rates for FedEx, UPS, Airborne and DHL. This enables you to compare the rates, and choose the service that is best for you. • Differential Weighing - This feature gives you maximum flexibility by allowing you to process mixed weight mail pieces and parcels together in the same run with two easy steps. Step 1- Place your mail pieces and parcels on the platform. As you remove a piece, the system calcu- lates the appropriate postage and displays it on the Control Center. Step 2 - Feed envelopes through the DM1000 or press the tape button for parcels. The correct postage is then imprinted, and the piece is ready to go. Accounting Capability That Transforms Your Mail Center Into A Profit Center • Accounting Options - The DM1000 gives you virtually unlimited accounting options. You can take advantage of the system's inter- nal storage capacity for up to 300 accounts, and you can even convert to a PC and Report Printer. Now you can monitor, track, store and report every cent spent on postage, making your mail center a tightly control- led, profit -oriented operation. • Integrated Keyboard Saves Steps - The keyboard within the IntelliLinkrm Control Center makes operation easy - even for the occasional operator. The single view system simplifies account set-up and job/report naming functions. Other Productivity Enhancing Features • Auto Oversize - Identifies mail that requires a postal surcharge based on size and applies the correct postage without manual intervention. • Auto -Class Select - Identifies mail that is overweight or oversized for a certain class and automatically switches to the next appropriate class and rate without manual intervention. • Auto Tape Mode - Sets the system to automatically generate a tape as each mail piece is placed on the scale. Simplifies the repetitive processing of heavier mail. • Dual Tape Capability/Separate Tape And Envelope Reservoirs - The hassle -free Drop -In Roll Tape system is a standard feature that accommodates either gummed or pressure sensitive tape. The gummed tape can be delivered either "wet" or "dry". The system cuts each tape to the exact size, providing more efficient supply usage. In addition, the tape and envelope reser- voirs are separate and visible allowing you to complete jobs without an unexpected need to refill.