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City of Tamarac Resolution R-2005-163
Temp. Reso. #10781 Page 1 of 3 August 11, 2005 CITY OF TAMARAC, FLORIDA RESOLUTION NO. R2005- i w3 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF TAMARAC, FLORIDA, AUTHORIZING THE APPROPRIATE CITY OFFICIALS TO RENEW THE AGREEMENT WITH POSTAL CENTER INTERNATIONAL, INC. FOR CITY-WIDE MAILING SERVICES, UTILIZING SOUTHEAST FLORIDA GOVERNMENTAL PURCHASING COOPERATIVE GROUP CONTRACT NO. 582-8053 EFFECTIVE OCTOBER 5, 2005 THROUGH OCTOBER 4, 2008; PROVIDING FOR CONFLICTS; PROVIDING FOR SEVERABILITY; AND PROVIDING AN EFFECTIVE DATE. WHEREAS, it is the desire of the City of Tamarac to continue streamlining ongoing postage and mailing services operations by providing economical and efficient service to all city departments; and WHEREAS, on December 23, 1998, the City Commission approved Resolution R-98-368 awarding a contract to Postal Center International, Inc. for the citywide mailing services for a period through September 6, 2001, a copy of said Resolution is attached hereto as Exhibit 1"; and WHEREAS, on August 22, 2001, the City Commission approved Resolution R2001-214 renewing the contract with Postal Center International, Inc. for the period October 5, 2001 through October 4, 2004; a copy of said Resolution is attached hereto as Exhibit "2"; and WHEREAS, on December 8, 2004, the City Commission approved Resolution No. 2004-261 extending the contract with Postal Center International, Inc. for the period Temp. Reso. #10781 Page 2 of 3 August 11, 2005 October 5, 2004 through October 4, 2005; a copy of said Resolution is attached hereto as Exhibit "3"; and WHEREAS, the Southeast Florida Governmental Purchasing Cooperative Group through the City of Ft. Lauderdale as lead agency, renewed and extended the Postal Center International, Inc. contract for a three-year period through October 4, 2008, a copy of said renewal notice is attached hereto as Exhibit "4"; and WHEREAS, city code §6-154 allows the Purchasing and Contracts Manager the authority to join with other units of government in cooperative purchasing agreements when the best interest of the city would be served; and WHEREAS, the City Clerk and the Purchasing and Contracts Manager recommend that the city exercise the renewal option with Postal Center International, Inc. for a three-year period effective October 5, 2005 through October 4, 2008, utilizing the Southeast Florida Governmental Purchasing Cooperative Contract No. 582-8053; and WHEREAS, the City Commission of the City of Tamarac, Florida deems it to be in the best interest of the citizens and residents of the City of Tamarac to exercise the renewal option for an additional three-year period with Postal Center International, Inc. utilizing the Southeast Florida Governmental Purchasing Cooperative Contract No. 582- 8053. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF TAMARAC, FLORIDA: I Temp. Reso. #10781 Page 3 of 3 August 11, 2005 SECTION 1: That the foregoing "WHEREAS" clauses are hereby ratified and confirmed as being true and correct and are hereby made a specific part of this Resolution. SECTION 2: That the appropriate city officials are hereby authorized to exercise the renewal option for an additional three-year period with Postal Center International, Inc. utilizing the Southeast Florida Governmental Purchasing Cooperative contract No. 582-8053 effective October 5, 2005 through October 4, 2008. SECTION 3: All resolutions or parts of resolutions in conflict herewith are hereby repealed to the extent of such conflict. SECTION 4: If any clause, section, other part or application of this Resolution is held by any court of competent jurisdiction to be unconstitutional or invalid, in part or application, it shall not affect the validity of the remaining portions or applications of this Resolution. SECTION 5: This Resolution shall become effective immediately upon adoption. PASSED, ADOPTED AND APPROVED this Llfl) ay of September 2005. JOE SCHREIBER MAYOR TEST: MARION SWENSON, CIVIC CITY CLERK I HEREBY CERTIFY that I have approved this RESOLUTION as to form. 1 ��ENM EL 1/VvA M v INTERIM CITY ATTORNEY RECORD OF COMMISSION VOT MAYOR SCHREIBER DIST 1: COMM. PORTNER DIST 2: V/M TALABISCO DIST 3: COMM. SULTANOF DIST 4: COMM, ROBERTS EXHIBIT"I" Temp. Reso #8445 December 14, 1998 Page 1 CITY OF TAMARAC, FLORIDA RESOLUTION NO. R-98- ale A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF TAMARAC, FLORIDA APPROVING POSTAL CENTER INTERNATIONAL, INC. FOR THE CITYWIDE MAILING SERVICES UTILIZING THE BROWARD GOVERNMENTAL CO-OP RFP CONTRACT #582-8053 EFFECTIVE SEPTEMBER 7, 1998 THROUGH SEPTEMBER 6, 2001; PROVIDING FOR CONFLICTS; PROVIDING FOR SEVERABILITY; AND PROVIDING FOR AN EFFECTIVE. DATE. WHEREAS, The goal of the City of Tamarac is to streamline the mailing services by providing economical and efficient service to all City Departments. WHEREAS, The City Clerk and Finance Department, after extensive review and cost benefit analysis, have determined that mailing services would be better provided by the private sector, and WHEREAS, the Broward Governmental Purchasing Cooperative Group has awarded RFP #582-8053 for mailing services to Postal Center Intemational, Inc. for a three year period from September 7, 1998 through September 6, 2001; and Temp. Reso #8445 December 14,1998 Page 2 WHEREAS, City Code §6-154 allows the Purchasing/Contracts Manager the authority to join with other units of government in cooperative purchasing when the best interest of the City would be served; and WHEREAS, it is the recommendation of the Director of Finance and the City Cleric and the Purchasing/Contracts Manager that the City utilize the Broward Governmental Purchasing Cooperative Group RFP #582-8053 for mailing services awarded to Postal Center International, Inc. attached hereto as Exhibit "A"; and WHEREAS, the City Commission of the City of Tamarac, Florida deems it to be in the best interest of the citizens and residents of the City of Tamarac to utilize Postal Center International, Inc, for mailing services. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF TAMARAC, FLORIDA: (FS TION 1: The foregoing "WHEREAS" clauses are hereby ratified and confirmed as being true and correct and are hereby made a specific part of this Resolution upon adoption hereof. SECIION 2: That the appropriate City Officials are hereby authorized to utilize Postal Center International for mailing services under Broward County Co -Op RFP #582- 8053, Exhibit "A". SECTIQN 3: All resolutions or parts of resolutions in conflict herewith are hereby repealed to the extent of such conflict. Temp. Reso #8445 December 14, 1998 Page 3 SECTION 4: If any clause, section, other part or application of this Resolution is held by any court of competent jurisdiction to be unconstitutional or invalid, in part or application, it shall not affect the validity of the remaining portions or applications of this Resolution. CTION 5: This Resolution shall become effective immediately upon its passage and adoption. PASSED, ADOPTED AND APPROVED thisc2.1:1�_4 day of December, 1998. ATTEST: CAROL GOLD'.(CMC/AAE City Clerk I HEREBY CERTIFY that I have/ apRoved this RESOLUTION2 to form. .:� MITC ELL S. `City Attorney rJous Mawaml J,ESCHREIBER RECORD OF COMMI h1,4Y0FI SCHREIBER DIST 1: Co%IM. kt_KAYE DIST 2: VIM MISHKIN DIST 3: COMM. SULTANC DIST 4. C MM. R B RT: -1L-J1 EAX 054 761 ! - CITT OF Fr. 1ALI). 1111RC.11, EXHIBIT A TEMP RESO 08445 PURCHASING CONSENT AGENDA 60 nda_Date- 9/1/98 Pugghgaing not. N : $92-8053 Tggayaetion_TXge: arewa.rd Co -Op Contract ITEM/ 9 ER1 F R>I:CQMMLI ED AWARD : AM Three year contract For Postal Center Int'l., Inc. mailing and fulfill- Ft. Lauderdale, FL (MBE) $19,000.00 ment services (estimated annual cost) Deet./Dins: Adman. Services/Central Services Bidat Solicited/Received: 18/2 U2 vidot 2 MDR1 : 1/ Exhi ital_ Memorandum No. 98-1531 from City Manager Remarks,-_ The Purchasing Division has reviewed this item and agrees with the recommendation. Reco : Award contract to first ranked proposer. �t#*wwr,rw�r#w*vrw##++++trrarrwA##+F+wwr�r++►w*,rw*f*+rw�rw*#++r##wrrww,►##wwwwrr fig: The City of Ft. Lauderdale acted .as "lead aggency" for this Co-operative Request for Proposal (RFP). There are a very limited number of qualified vendors who have the necessary equipment and facilities, and the capacity to perform the required aeivicg9. Proposals were fwrwarded to all known mail service vendors, and a pre -proposal conference was held to encourage any questions or clarifications from potential proposers. When the RFP was opened, only two responses were received from Postal Center Int'l., Inc. who is also our current contractor, and Arro%mail Fresort Co., Inc. who arc the only known area providers for these services. postal Service Int'l., Inc. (PCI; is the laroest mailing service and prearart vendor in the tra.-county area and has several additional locations statewide. Their local facility is in Fort Lauderdale, and all mail is processed From the LISPS main facility in Ft - Lauderdale. Arrowmail Presort. Co. it located in Miami, and processes all mail through the Miami TJSPS. The contract pricing is firm for the initial three year term and reflects several cost decreases over our prior contract with PCI. PCPs has provided aatisfaatory service, and offers a wide variety of additional mailing services. It is recommended that the award be approved to the first ranked proposer, postal Center International, Inc. (PCI). / Twbu].ALkioi See page 2 M } Pura as " +,der l rw PnkMail99 eUR _-- 1 FORM C..11 1 a" 11/90 t 4 FAX W14 76 1 ' -6 ('17T OF F7. LAUD. PIWIL Q004 MEMORANDUM NO. 98-1531 DATE: August 20, 1998 TO: Mayor Jim Naugle Vice Mayor John S. Aur*liU8 Commissioner Tim Smith Commissioner Carlton S. Moore Commissioner Jack Latond FROM: George L. Hanbury, City Manager BY; Bruce Larkin, Director of Administrativ,�! Services SU33JECT: September 1. 1998 - Agenda, Mailing & Fulfillment Services Contract (RFP NO. 582-6053) The City of Fort Lauderdale has utilized a presort/barcode mail sex-rir-i for ton years in order to maximize the impact of it's postage budget. The service operates without any additiQnal city expenses for personnel or equipment. The contract save@ the Cit approximately $11,00 0 : nnually. The City continues to utilize all available postage disc unto via the preaort/barcode service. In fact, through cc -mingling of mail at the Contractor anrvice center, the City is able to enjoy additional discounts that would not be available based on the City's sole volume. The Request for Proposal (RFP) represents a co-operative solicitation for presort/barcode and other mailing services isguod by the City of Fort Lauderdale, The services are highly technical, and performed by only two known vendors. Bids were mailed to all known and registered mailing services, and formally advertised. A pre -proposal meeting to clarify any questions was advertised and held on July 16, 1998, with three potential proposers attending. Pitney -Bowes who attended this pre -proposal conference did not 'Submit any response, Of the two proposal responses received. only Vostal Center EnternatiQnal (PCI) is located in Broward County and uses the Fort Lauderdale Main Post Office. The other proposer, Arrowmail, is located in Miami -Dade County and uses the Miami Main Post Office. The evaluation committee had some concerns about potential operational problemn, if our mail was deposited at a Post office in another county. This would also require our having a postage meter with a Miami postal indicia, plus our normal Fort Lauderdale postage meter. The evaluation committee ranked PCI as the first ranked proposal based on the evaluation criteria contained in the RFF including: lowesc cost, past service, and location. Postal Service International, Inc. (PCI) is the largest mailing service in the tri-county area. PCI is the City's current contractor and has provided good service during the six years it been a contractor for the City, PCI uses state-of-the-art equipment to qualify mail for the presort/barcode rates. PCI continues to offer the City DHL overnight express shipments, as an optional additional service, at a rate 40* lower than comparable rates for Federal Express. Contract prices have been lowered substantially as compared to the No Text Exhibit A CITY QF FORT LAUDERDALE venfee oe ��Rerica CITY OF FORT LAUDERDALE, FLORIDA - PURCHASING DIVISION RFF NO. 582-8053, 3 YR. CONTRACT FOR MAILING & FULFILLMENT SERVICES, OPENSs 8/4/98, 3soo PM ADDENDUM NO. 01 The following information is provided to all proposers who were mailed a copy of the Request for Proposal in response to a pre -proposal meeting held on 7/16/98 at 10:00 AM', in accordance with the RFP schedule. 1 InfRE = ign _ v CE If the Proposer cannot comply or takes exception to anything contained in the RFP specifications, the exception MUST BE SPECIFICALLY DETAILED IN THE RFP RESPONSE AS A "VARIANCE". All "Variances" shall -be noted on Proposal Summary page 21. A detailed appendix may be attached and, noted Variances, which explains all deviation from RFP specifications or requirements. Failure to note any exception or deviation in this space indicates that Proposer is fully in compliance with all RFP( specifications and requirements. QuAli-0—ns Page 4, paragraph 7s INVOICES; Question: Will each City be billed for its own usages? Answer: YES, The City of Ft. Lauderdale is acting as a "lead agency" for the issuance of a centralized contract for various,:. other government agencies. The City will be responsible for it`s own contract, invoicing and payments. Each of the Broward Co _Op' ` participants will be responsible for issuing its own Purchase Order, making its own arrangements for specific work, sep crate:.= invoice receipt and separate accounts payable responsibilities-. � 2. Page 8, paragraph l.scope of Services, 1.2, I, - Question: The specifications note the City of Ft. Lauderdale meters its own mail with the date following the dayof If mail is required to bee delivered to the LISPS on the same day as pick-up, why is mail metered next day? Answers Sao PCI letter attached, dated 7/16/98, paragraph #1. 3. Various Cities: estimated quantities various mail types, Question: Are the quantities shown/per month or per year, particularly for water bills and bulk mail a single pick-up or aggregate? 100 N. ANORCWS Avenu[, FORT LAU09RPALK. FLORIoA 33301 Answer: All quantities shown are aggregate. Waiver bills are generated at multiple tames/per mouth. Bulk mailing are done "ass needed". 4. Page 9, "f"s Additional Postages Question: if the Contractor is unable to comply, is this requirement, does this need to be explained? Answer: YES. Any deviation or variance to any requirement or specifications, must be noted as a VARIANCE, AS NOTED ABOVE. S. Page 14s "g) Fast -Nat" Program: Notes We have been advised by a proposer that this program has been discontinued by the USPS and no replacement program is available. if this is not available, this requirement is eliminated from the RFP requirements. 6. Page 15: District Ten 2. other Mail Pick-up Locations: These locations: require "daily pick-up" Estimated quantity shown under 112. other Mail Pick -Up..." refer■ to the aggregate quantity forces all the listed locations under this category. 7. Page 15: 1.3, Qualification Rate: The City has included these specifications in an effort to maximize all possible qualification discount rates available, and to increase the volume of mail processed at maximum discounted rates. Proposers must respond to this section with either variances, or "how To" description of compliance. 8. Page 15, 13. ALTNERATEs Please note this is a spelling error. It should read "ALTERNATE". 9. Attached to this Addendum are the following: a. A copy of a recent PCI invoice for the City of Ft. Lauderdale. This is for your information only and not a requirement for our preferred invoicing. Proposers should submit a sample of own Invoice format, and all forms used, an a part of the RFP response. b. A letter from PCI addressing some question raised about Ft. Lauderdale Mail metering and same day LISPS delivery of mail. c. Proposers are requested to review PCI's letter, regarding paragraph 2 and provide your response to how this may affect your services and what, if anything may be required in order for Proposer to comply. All other terms, conditionso date, remain the same. Dated isZthy of July, Li da R. W.P.M., CPPB Procuremenlist 11 Att. specifications and the RFP opening 1998. REQUEST FOR PROPOSALS RFP NO. 582-8053 3 YEAR CONTRACT - MAILING & FUL,FULLMENT SERVICES ' . y Issued For Administrative Services/Central Services Division BY the Administrative Services Department, purchasing Division City of Fort Lauderdale, Florida 100 North Andrews Avenue, 6th Fl Fort Lauderdale, FL, 33301 Procurement Specialist II, Linda R. Wilson, C.P.M., CpPH July, 1998 REQUEST FOR PROPOSALS RFP NO. 582-8053 TABLE OF CONTENTS PART I - INTRODUCTION/INFORMATION PART II - RFP SCHEDULE PART III - TECHNICAL SPECIFICATIONS/SCOPE OF SERVICES PART IV - EVALUATION & AWARD PROCEDURES PART V - REQUIREMENTS OF THE PROPOSAL - PROPOSAL SIGNATURE/SUMMARY PAGES - PROPOSAL SUMMARY - FINANCIAL PROPOSAL, - PROPOSAL SUMMARY - TECHNICAL PROPOSAL - PROPOSAL SUM MY - QUESTIONNIARE - GENERAL CONDITIONS, Form G-107 Rev 1/92 ldpcov 3 7 8 18 21 23 26 28 RFP NO. 582-8053, 3 YR. CONTRACT FOR MAILING AND FULFILLMENT SERVICES CITY OF FORT LAUDERDALE/BROWARD CO-OP GROUP PART I - ZNTRODUCTION/GENERAL TNFORMATION 1,_PURP0§Z_ 7he CL:v of Fort La�uderdale, Florida, acting as a "lead agencv,, 1.7,�r the Sro�a-d Governmental PurchasIng Cooperacive -,=roward CO-OP), Is actively seeking proposals from qualified Eirms, hereinafter refer:ed to as the Con:ra-tcr to provide Tomprenensive fulf-41-T-ent and mail_17g services, 4- a;ccraance'with the Requ,'" Proposal RFP) sPecificarions, es� for 2. _AD2i ONAL INFORMATION: For information concerning bidding Proced"res contact the Procurement Specialist, Linda Wilson, at 761-5140. Such contact is to be for clarification purposes only. Material changes, if any, to the written specifications or RFP procedures will only he transmitted by written addendum. 3. PRE -PROPOSAL gMERENC&I A PRE -PROPOSAL MEETING WILL BE HELD IN THE PURCHASING DIVISION CONFERENCE Room, 6TH FLOOR, RM. 619, 100 N. ANDREWS AVENTiE, FT. LAUDERDALE, FL. ON THURSDAY, JULY 16, 1998 AT 10:00 AIM to address all questions cr, issues which may require an r if required, within 3 days of addendurn. An addend,-m will be issued i the pre -proposal meeting to all Proposers who were sent a copy of the RFP. 4. CONTRACT TERM- The contract will be for three (3) years, however- th City reserves the right to extend the contract for one (1) , t�� (217 or three (3) year additional periods providing (a) both parties to the contract agree to the extension; (b) all the terms, Conditions, and specifications remain the same; (c) such extension is approved by the city. L-__9Z"M, TRWSFERRINa OR &SSXGNrN(3 CONTHAgZT: No contract awarded under Zhese terms, conditions and specificatio—ns shall be sold, transferred or assigned without the written approval of the C4ty Manager, or designee. 6- INSURANCE REWIR&MM'S_ The Cz�rtraCtOr s�,ali overage as a. Workers Compensation as required by Florida Statutes for benefit of Contractor employees. Notwithstanding FS 440.055, any Hrm performing work an behalf of the city of Fort Lauderdale must provide Workers, Compensation Insurance. EXCEPTIONSt Workers, Compensation Insurance will not be required if the individuals performing the work are a corporate officer, sole proprietor or partner. In such case, the firm must provide copies of their waivers as provided by FS 440.05 & 440.055. b. Comprehensive General Liability Insurance: Limits: combined single limit Bodily injury/Property Damage one million ($1,000,000.00) Dollars. such certificate shall list the City as an additional insured. The contractor shall provide to the Purchasing Division original certificates of such coverage prior to engaging in any activities under this contract. Certificates shall have no less than thirty (30) days notice of cancellation. No work can be started until the certificate is submitted and approved by the City's Rink Man4ger. RFP NO. 562-8053, 3 YA. CONTRACT FOR MAILING AND FULFILLMENT SERVICES C M OF FORT LAUDMALS/SROWARD CO-OP GROUP c. Automobile Liability insurance: Limits: Bodily Injury: $250,000/each person; $500,000/each occurrence Property Damage: $100,000/each occurrence The Cercif'icates of insurance must be furnished t-o the Purchasing Division and approval received from the CzCyls Risk manager, prior to the commencement of any work. Failure to comply may result in immediate termination of the award. The City shall receive advance written notice of cancellation, or material change in any policy, thirty (30) days prior to the effective date. 7l IMMXggas, The city will accept invoices no more frequently than one (1) per month. Each invoice shall be accompanied by records fully detailing the amounts stated on the invoice. The City will endeavor to pay invoices completely within thirty (30) days of receipt of che invoice, except fQr items questioned. The City will make every attempt to notify the contractor within ten (10) days of receipt of invoice of any items questioned. The Contractor shall prepare verification data for the amount claimed and provide complete cooperation during such investigation of any areas in the invoice subject to question. S. -MCE ADTUSZ=- Prices quoted shall be firm for the initial contract term (three years). Thereafter, any extensions which may be approved by the City shall be subject to the following; costs for any extension terms shall be subject to an adjustment only if increases or decreases occur in the industry. Such adjustment shall be based on the latest yearly percentage increase in the All Urban Consumers Price Index (C?I-U) as published by the Bureau of Labor Statistics, U - S - Dep I C - of Labor, and shall not ex-ceed -f ive percent 0%) , 2r.---ths CPI-U whighgyeris lenser. The yearly increase or decrease in the CPT shall be chat latest index published and available for the calendar year quarzer ending 3/31, prior to the end of the contract year then in effect, as compared to the index for the comparable month Qne year prior. Any requested adjustment shall be fully d6cumented and submitted to the City at least one hundred and twenty (120) days prior to the contract anniversary date. Any approved cost adjustments shall become effective an the beginning date of the approved contract extension. The city may, after examination, refuse to accept the adjusted costs if they are not properly documented, considered to be excessive, or if decreases are considered to be insufficiene. In the event the City does not wish to accept the adjusted costs and the matter cannot be resolved to the satisfaction of the city, the Contract will be considered cancelled on the scheduled expiration date. .9 RFP NO. 582-8053, 3 YR. CONTRACT FOR MAILING AND FULFILLMENT SERVICES CITY OF FORT LAUDERDALE/BROWARD Co-op GROUP 9. RECORD-5., The Contractor shall maintain during the term of the contract all books of account, receipt, invoices, reports and records in a=cordance with generally accented accounting pr-act4ces and stanaards, the form of which shall be subject to- the approval of the Cit-/'s Internal Auditor. The City's Internal Audicor shall be permir-ced, during normal business hours, to audi� and examine the books of account, reports and records relating to this contract. The Contractor shall maintain and make available such records and files for the duration of the Contract and retain them for a Period of two (2) years beyond the last day of the contract term. 10- SUB-9&WMgT3:Xg:_1 The Contractor must he capable of performing all the services as contained in the RFP. If the Proposer intends to use a subcontractor in tha performance of these services, the same qual4fications requirements, and all other terms and conditions of the ;TP shall also apply to the subcontractor. The City reserves the righc to approve of any subcontractor proposed. Contractor shall be held fully responsible for the Subcontractors accions. If Proposer intends to use a sub -contractor in the course a! providing these services, detailed information including sub -contractor name, address and i1roof of insurance, shall be included in the RFP response 11. BIDDER...Qtt"IZIC&_TI0_XS,, To be eligible to respond to this RFP, the proposing firm must demonstrate that they, or th-e principals assigned to the project, have successfully completed services, similar to those specified in the Scope of Services section of this RFP, to at least one City similar in size and complexity cc the City of Fort Lauderdale. Proposals shall be considered only from Proposers who are regularly engaged in the service specified. Proposers shall have a mini-num of two (2) years prior experience providing the services as contained 4a the RFP, with public environment experience (government) most desireable. All Proposers shall provide the'city with credentials to support prior experience and ability to provide the se=ices as contained in the RFP. Such credent4als shall include, but not :'�ecessarily be li'miced to: a list of clienj references, previous and current contracts for these services, training and number of years providing such services, Proposer's plant facility, and equipment to be used in the performance of the Contract. The City reseives the right to inspect proposer,s facility and equipment in making a determination of proposer's ability and capacity to perform the requirements of the RFP. 12. ADDIXTON gg_VELETI9X_2F SERVIC15i The City reserves the right to add to or delete f rom the services as contained in the RFP, at any time during the contract term, and if such right is exercised by the city, the total fee shall be increased or reduced in the same ratio as the estimated cost of the work added or deleted to the estimated cost of the work originally planned. If the City shall require new services, or if new technology or services become available during the contract term, the Contractor shall provide the City with a "firm, fixed cost to the city (fee)" based on the same or similar formula as that which was used to compute existing contract services. Additional contract services and their associated costs shall be subject to City approval and acceptance. 5 RFP NO. 582-8o53, 3 YR. CONTRACT FOR MAILING AND Ft1LFILLMM= SERVTCES CITY OF FORT LAUDERDALE/BROWARD CO-OP OROtyp In the event that the cost of such additional services cannot be agreed to between the contractor and the City, the City reserves the right to reject such services, and to seek competition from outside sources. 7f any work/service has already been completed on the portion of the Contract to be deleted, the Contyaccor shall be paid for the deleted portion on the basis of the estimated percentage of completion of such portion. 3. MINORITY-WOKF-N --- R911HU9 UTUPRISE P It is the desire of the City of Fort Lauderdale to increase the participation of minority (MBE) and women -owned (WRE) businesses in its contracting and procurement programs, while the City does not have any preference or set aside programs in place, it is committed to a policy of equitable participation for these firms. If a proposer is considered for award, he may be asked to meet with City staff so that the intended MBE/WBE participation can be formalized and included is the subsequent contract. See General Conditions Section 1.08 for MEE and WHE definitions. 14,GENERAL CONDITIONS: Except for the Special Conditions contained in the RFP, all other terms and conditions of the General Conditions, Form G-107 attached, are included by reference. 6 RFP NO. 582-8053, 3 YR. CONTRACT FOR MAILING AND FULFILLMENT SER7ICES CITY OF PORT LAUDERDALE/FROWARD CO-OP GROUP PARTY II - RFP SCHEDULE Release c_` t;.e RFP July 5, i998 Pre -Proposal Meeting July 15, 1998 10:00 AM Addendum, if required July 20, 1998 RFP PROPOSAL DUE & OPENING DATE August 4, 1998 2:00 PM EVALUATION COMMITTEE REVIEW and Short Listing, Week of if necessary August 4, 1998 Oral Interviews of Short Listed Proposers, Week of if necessary Auquatu 10, 1998 Anticipated Award by City Commission September 1, 1998 Anticipated Contract Start Date: September 7, 1998 7 RFP No. 582-80S3, 3 YR. CONTRACT FOR MAILING AM rULPILLMENT SERVICES CITY OF FORT LAUDERDALE/ BROWARD Co-op GROUp PART III - SCOPE OF SERVICES MS: The CiCy desire's cc establish a contract services on a daily lid ma i 1 a qualified Contractor to provide various fulfillment a wi th -and, "as needed" basis. Such services may include, but are not limited to: encode/presort and CO -mingling of first, third class, and forth class (parcel or bulk) mail (permit mate ' red mail); pick-up and delivery to post office of pro-barcoded mail (water bills, etc.); special events mailings. optional Xorvican such as metering and fulfillment services (i.e. inserting, labeli V, 0, MaY be requested on as "&$ needed" basis. The ability folding, etc n or the Contractor to provide timely services shall be a primary consideration in award of this contract. 1.1. General Information: The City of Fort Lauderdale 'estimates its requirement on this contract will encompass the encode/ presorting and handling of all estimated 50,000 pieces of first class mail/per month. The contract shall also include the encode/presort and processing Of an estimated 300,00o Pieces/per year of bulk mail, and delivery of pro -bar coded water bills to the Main office of the United States Postal Service office, in Fort Lauderdale. The successful Contractor will service the City Is. needs, as requested. ThijL in oniv an mat -4-mat-m- n-A The City is acting as the "lead agency" for several Broward County Municipalities, and in this capacity issues this RFP including their respective requirements as a part of any resultant Contract. 1.2. Technical Requirements: Pick -UP locations and volumes shall vary for each Participating entity, Technical requirements of 1-_he RF? will be applicable to all contract Participants, except as may be specifically noted for a particular agency. I. All mail for Contractor encode/presort/barcodat City of Fort Lauderdale a. Mail metered by the CitY will be metered with the date following the day of scheduled pick-up. The Contractor shall arrange for daily mail pick-up, take mail to his facility, presort it according to current U.S. post office guidelines, barcode with appropriate ZiPcode, and deliver such mail to the Fort Lauderdale Post Office on the same day it is picked up. b. Contractor shall pick-up all mail from City Hall, 100 N. Andrews -Avenue, 4th Floor, NO. EARLIER TRAM 4.nA n v RI.M Ulr- F JKOI�Ldays), Unless othirmi—se ZP;Nod"Tin writing by the City. 8 RFP NO. 592-80S3, 3 YR. CONTRACT FOR MAILING AND FULFILLMENT SERVICES CITY OF FORT LAUAERDALE/HROWARD co-op GROUP c. Contractor shall sign a dated receipt reflecting the number of mail trays, said to contain a specified number of mail pieces, for each pick-up. (See EXHIBIT III -SAMPLE) d. Contractor shall rake all mail to be encoded and comingled to his facility, encode/presort and barcode the City's mail in accordance with U.S. Postal regulations in order to provide the highest qualificaCion rate. as well as the best possible mail rate for the City. Contractor shall sort all mail for processing, except for pre-barooded mail. The City shall not be responsible for separation or sorting of mail prior to Contractor pick-up. The Contractor shall use state-of-the-art equipment and techniques such as co -mingling of mail to maximize the City's mail discount rate. e. Contractor shall guarantee all processed mail is forwarded to the U.S. Post office's designated facility each day of the week, except: Saturday, Sunday and official City Holidays. Mail i e rorequired Zort LauderdAla Ps+at -g f Tice ON TRZ SANX DAX . IT IS PICKED a.. - - f. if additional postage is required for any city mail, the Contractor shall contact the designated city representative and receive a fax authorization prior to addition of any extra postage which may be required for mail pieces determined to be non -compliant with Post Office requirements, or non-barcodable for encode/presort. g. After processing and delivering the City's mail to the U.S. Post Office, and "analysis report" must be returned to the City's Central Services Mail Room on a weekly basis. The "an 1 ais re art" shall ingl3ade &hg Collowing mini infomati:on: 1. Total items processed and delivered to the U.S. Post office. 3. Total items that qualified for U.s. Post office encode/presort discount and the unit and extended cost. 3. Total number of items that did not qualify, the reason(s) and the unit and extended charge back to the city. This information shall be forwarded weekly; however invoices shall be processed for payment by the City mmthlx- 9 RFP NO. 582-8053, 3 YR. CONTRACT FOR MAILING ANO FULFILLMENT SERVICES CITY OF FORT LAUDERDALE/BROWARD CO-OP GROUP h. Pre-Sarcoded Mail: The.City's water balls are printed each month by computer with 11 digit barcode. The Contractor shall pick-up this post office ready mail in trays from. the Central Service Mail Room and deliver it to the designated U.S. Postal facility on the same day of pith-ua. Bidder shall provide a firm, fixed cost/per pick-up and delivery for, this service. i. Bulk Mail: Bidder shall provide complete details, requirements, limitations, and all costs associated with pick-up, encode/presort, baxcode, and processing of bulk mail. Such information shall include, but not be limited tot 1. Cost of sex -up (sortation, bundling 3/5 set-up) 2. Cost of barcoding bulk avail 3. Cost for handling encoded/presorted 3rd class mail 4. Cost for carrier route sortation 5. Bidder shall provide details on all other related costs. j. Flats: The Contractor shall also handle the City's requirements to process approximately 5-5,000 "flat" pieces of mail/per year. Bidder shall provide a firm fixed cost to the City on the basis of: 1. First class presort (within Florida) 3-5 oza. 2. Third Class with lst Class timing) 5.l.oz.-70 #'s k. Special, Event and other Special Notice First Class Mailings: The Contractor shall have the ability to handle the City's special first class mailings: on an "as requested" basis, in Compliance with the RFP requirements. Such mailings shall comply with the following additional regulations: 1. Contractor shall provide verification of delivery to the USPS of each special mailing as soon as mailing is delivered to the USPS. Verification must include date of pick-up, date mailed, number of pieces, weight/per piece, and Title of job, as provided by the City. These special mailings may be labeled by the City, or may require the Contractor to address. If contractor shall be required to address:, the City may provide a mailing address diskette, and Contractor shall be responsible for any certification of mailing as required by USPS regulations. The charges for such services or certification shall be identified in the Bidders RFP response for Optional/©Cher Costs. 10 RFP NO. 582-8053, 3 YR. CONTRACT FOR MAILING AND FULFILLMENT SERVICES CITY OF FORT LAUDERDALE/BROWARD CO-OP GROUP 2. Special Mailings may require folding, stapling and/or tabbing services to comply with LISPS regulations. Bidder shall provide the cost for all these services as a part of the ITB response for Optional/Other Costs. 3. Turn-Aroung Times/Schedules: Contractor shall provide a "maximum Turn -Around Time" for guarantee of mail processing on all Special Mailings. This Turn-Aroung Maximum Schedule shall not exceed the following: 296 _ zTY IN- UX ADDRUJING PRE-SORT,r M CODING 1-25M 48 HRS(*) 46 HRS(*) SAME DAY SERVICE 25001-75M 72 HRS 72 HRS. SAME DAY SERVICE 75001+150M 72 HRS + 1 DAY 72 HRS. SAME DAY SERVICE FOR EACH ADDITIONAL 30,000 150,000+ TO BE NEGOTIATED/PER JOB (*) 24 HRS MAY SOMETIMES BE REQUIRED. II. All mail for Contractor mail services/presort/b4r»codes City of Oakland Park A. Contractor shall pick-up all mail from City Hall, 3650 N.E. 12th Avenue, let Floor, Cij;X Clerk, Oakland Park FL. NQ E 0 P. NOT L TLR THAN 410 P.M. _thr2jah Fr a (excl HgY.g,) . All mail picked up from the City of Oakland Park shall be metered and fully processed by the Contractor, in accordance with the ITB specifications. 1. Estimated quantities: The City of Oakland Park estimates their usages as follows: First Class: 65,000 pieces/per year Parcels: 600 pieces/per year Bulk mailings:10,000 pieces/per year ill. All mail for Contractor mail services/presort/bar-code: City of Coral Springs: 1. Contractor shall pick-up all mail W. Sample Road, 14t floor Mail Roon:, N33065. X-441. wick-un shall be No EA E*l from City Hall, 9551 Coral Springs, FL. LZER THAN 3145 P.M. RFP NO..582-8053, 3 YR. CONTRACT FOR MAILING AND FULFILLMENT SERVICES CITY OF FORT LAUDERDALE/BROWARD CO-OP GROUP 2. All mail picked up from the City of Coral Springs shall be metered and fully processed by the Contractor, in accordance with the ITS specificatoins. 3. Estimated Quantities: The City of Coral Sprig;s escimmates t sar usages as follows: First Class, 1-2 oz.: 73,000 pieces/per year same, exc: 3-11oz : 3,500 pieces/per year IV. All. mail for Contractor avail services, encode/presort, ba:rcode: City of Pompano Beach: A. Contractor shall pick-up all mail from City Hall, 100 West Atlantic Blvd., tat Floor, Pompano Beach, FL. #33060. Mail nick.un shall he NO MART.Tro TTxxm a-aK u The City will meter all ics mail, at appropriate discounted rate and place in mail trays for Contractor pick-up. All mail picked up from the City of Pompano Beach will be taken to the Contractor's facility and and fully processed, in accordance with the RFP specifications. 1. Estimated Quantities: The City of Pompano Beach estimates their usages as follows: First Class, 1-2 oz.: 14,563 pieces/per month (estimated 175,000/pieces/per year) same, exc: 3-11oz : unknown/per month same exc: over 12ox: 500/per month (includes certified and registered) V. All mail for Contractor mail services, encode/presort, barcode: Broward County Housing Authority: A. Contractor shall pick-up all mail from: 1773 a. State Road 7, Lauderhill, FL 33313. Mw 1 rn1 nir_1%T% MUM11 Um VA vlay.vvs mtra*r 2 . e e The Housing Authority will meter all its mail at appropriate discounted rate and place in mail trays for Contractor pick-up. All mail picked up from the City of Pompano Beach will be taken to the Contractor's facility and and fully processed, in accordance with the RFP specifications. 12 RFP NO. 582-8053, 3 YR. CONTRACT FOR MAILING AND FULFILLMENT SERVICES CITY OF FORT LAUDERDALE/BROWARD CO-OP GROUP 1. Estimated Quantities: The Hroward County Housing Authority estimates their usages as follows: First Class, 1-2 oz.: 8,400 pieces/per month (estimated 100, 000/pi,ecasi:/per year) same, exc: 3-11oz : unknown/per month same exc: over 12oz: unknown/per month Includes certified mail. VI. All mail for Contractor mail services, encode/presort, barcode: City of Tamaracs A. Contractor shall pick-up all mail from: City Hall, 7525 N.W. 88th Ave., Tamarac, FL 33321 Mail cha1.1 ham, 90 EAALTRR THAN 3 s45 P.M. AND NOT The Contractor will meter all the City's first class: mail at appropriate discounted rate. The City shall place all mail in trays for Contractor pick-up. All mail, picked up from the City will be taken to the Contractor's facility and and fully processed, in accordance with the RFP specifications. 1. Estimattrd Quantities: The City of Tamarac estimates their usages as follows: First Class, 1-2 oz.: 4,200 pieces/per month (estimated 50,000/pieces/per year) same, exc: 3-11oz : unknown/per month same exc: over 12oz: unknown/per month Includes certified mail. Other Requirements may include: Hulk Mail and Special Mailings from Parks & Recreation. V11. All wall for Contractor mail services, encode/presort, barcodes City of Hollywood: A. Contractor shall pick-up all mail Proms City Hall, 2600 Hollywood Blvd., Hollywood, FL 33020. The Contractor will meter all mail for the City of Hollywood at the appropriate discounted rate. The City shall place all mail in trays for Contractor pick-up. 13 RFP N0. 582-8053, 3 YR. CONTRACT FOR MAILING AND FULFILLMENT SER77CE5 CITY OF FORT LAUDERDALE/HROWARD CO-OP GROUP All mail picked up from the City of Hollywood will be taken to the Contractors facility and and fully processed, in accordance with the RFP specifications, 1. Estimated Quantities: The City of Hollywood est::nates usages as follows: a) First Class: 60,800 pieces/per month (estimated 730,000/pieces/per year -all weights) same, exc: 3-110z : unknown/per month wane exc: over 12oz: unknown/per month Includes certified mail. b) Water Bills: 42,900 pieces/per month c) Other: occasional Special. Events Mailings. d) Flats: e) Hulk Mail: f) Parcels: g) "Fast Net" Program h) International Mail Unknown/per month Unknown/per month Unknown/per month Unknown/per month i) Mailing List Maintenance, including adds & deletes, de-dups, merge/purge, zip+, USPS certification and Carrier route sortation, as needed. `:11 . All mail for Contractor mail services, encode/presort, barcode: Florida Department of Childrens & Families, District Ten: A. Contractor shall pick-up all mail from: 1. District Ten Offices, 201 W. Broward Blvd., Ste. #302, Fr. Laud., FL 33301. Mail nierk_un 02ha71 h® ve% w&nr.,rnn srxwr A . nn " " %%1" f, The Contractor will meter all mail for the City of Hollywood at the appropriate discounted rate. Florida Dep1t. of Childrens Families, District Ten Offices will. place all mail in mail trays for Contractor pick-up. All mail picked up from the District Ten offices will be taken to the Contractors facility and and fully processed, in accordance with the RFP specifications. 14 RFP No. 582-8053, 3 YR. CONTRACT FOR MAILING AND FULFILLMENT sERvICES CITY OF FORT LAUDERDALE/BROWARD CO -Op GROUP I. Estimated Quantities: The Distract Ten offices estimates their usages as follows: a) First Class: 6,250 pieces/seer math (estimated 75,000/pieces/per year all weig"ts) Excludes certified and registered mail. 2. Other Mail Pick -Up Locations for District Ten Offices are: a. North Service Center 1801 W. ,Sample Road, Pompano beach, FL 33069 b. Central Service Center 311 State Road 7, Plantation, FL 33317 C. South Service Center 7261 Sheridan St., Hollywood, FL 33025 Estimated Quantities= The combined estimated usages for all First Class mail is estimated at 6,250 pieces/per month (estimated 75,000/pieces/pear year all weights) 1.3. Qualification Rates r1 9-447.1 b.e used until a re.. new nr®- a he Ciand the Cant- ct No deviation from this guaranteed qualification rate shall be accepted by the City if the Contractor has not pre-deter-prsined the cause and obtained the City(s) approval for such deviation prior to any disallowance. The City and the Contractor shall work toward achieving a MAXIMUM qualification, rate. ALTNERATE: The City desires a firm guaranteed mail qualification rate. Proposers are encouraged to offer•a guaranteed fixed qualification rate, and the methodology of ensuring the rate for the City(ies). A detailed explanation should be included as a part of the RFP response. 1.4. City Metered Mails If the City meters outgoing U. S. Mail, such mail shall be metered at the current U.S. postal rate leas the current government allowance for barcoded and Zip + 4 mail. The current, allowance ranges between $0.042 and $0.084/per piece depending on qualification. It is understood that this allowance shall be subject to government adjustment. 1s RFP NO. 582-8053, 3 YR. CONTRACT FOR MAILING AND FULFILLMENT SERVxCES CITY OF FORT LAUDERDALE/BROWARD CO-OP GROUP 1.5. Pricing: Bidders shall provide the City with a firm, fixed unit cost (fee) for each service requested in the RFP specifications, and for any other services offered or proposed by the Bidder in the RFP response. Bidder shall provide a unit and extended cost based on the estiMated quantities provided in the RFP. Exception: If RSPB changes postage rates and rebates, the City Postage Rates may be adjusted by the same amount as the corresponding chattles in USPs rates. 1.6. Optional Additional Services: The City may require various additional mailing services on an "as needed" basis. Bidders are requested to submit specific rates to perform all available Tonal services, including those listed below, as an appendix to their RFP response. a. Daily metering service; Cost/per piece b. Labeling: Both Chesire and self adhesive; Cost/per 1M c. Inserting in #10 envelope; Cost per/lM: 1 insert Cost per/1M: z inserts Cost per 1M: 3 inserts d. Folding: Trifold, 8 112x1111, Quadfold, 8 1/2x1411; Cost per/1M e. Cost for Carrier Route Sortation; Cost/per piece f . Tabbing; Cost/per piece 1 tab 2 tabs g. Fast Forward: Cost/per piece To do change of address. 1.7. PENALTY: In the event that the Contractor fails to maintain satisfactory quality control and timliness of services, the City shall assess penalties for non-conformance as follows: (a) Ten percent (10%) reduction for services performed one (1) day; (b) Twenty percent (20%) reduction for service performed two (2) days late; (c) No charge for service(s) for any performance date greater ! than two (2) days lace; (d) No charge for services, includinc.nogtARC,when job is not completed according to job specifications provided (i.e. failure to adhere to instructions on work order). (See Samples: EXHIBITS I & II) 16 RFP No. 582-8OS3, 3 YR. CONTRACT FOR MAILZNG An FT.TLFrILLMENT sERVICEB CITY OF FORT LAUDERDALE/BROWARD Co-op GROUP (E) Reimbursement of postage used on account for indicia mail when mail is not processed according to job specifications or within specified time schedule(s), NOTE: Contractor will not be held responsible for delays caused by s-.:bmittal by the City of an incomplete work order or of incorrect data an data media. Contractor must immediateiv notifv r_he mnwrnnr� sM� �+i h.r Aforementioned penalities (a-e) and time schedules aseoctat"e with the work order shall not apply until such time as the City has corrected the discrepancy(ies) identified by the Contractor. 17 RFP NO. 582-BOS3, 3 YR. CONTRACT FOR MAILING AND FULFILLMENT SERVICES CITY OF FORT LAUDERDALE/BROWARD CO-OP GROUP PART IV - MLUATION & AjIARD C014SIDERATIONS EVA r ,�.'ATIQK .4- AWARD: Award shall be based an all the informaticn submitted bv Proposers in response to the RFP. The City reserves the .�ighL Zo acceot or reject any or all responses, or parts of RFP res-ponses, --0 waive Minor variations to sPecificaricna and in the RFP ProCeSS. 7he City reserves the right to visit and inspect the Proposer's facilities prior to award to determine their capability to perform the services requested, in accordance with the specifications contained in the RFP. Evaluation of proposals will be conducted by an evaluation committee of qualified City Staff, and other Persons selected by the City, Proposers or Finalists may be required to provide an oral presencation by appearing before the Evaluation Committee o . r by conference telephone call for clarification purposes only. Information and references submitted will be considered in the award. The C4=y may require additional information and Proposers agree to furnish sucR information. The city reserves the right to award the contract to that Proposer who will best serve the interest of the City. The City reserves the right, based upon it's deliberations and in it's opinion, to accept or reject any or all proposals. The City also reserves the right to waive minor irregularities or variations to th� specifications and in the bidding process. The award of the contract will be based on certain objective and subjective considerations listed below: PLALUATZ I C�ATT ,,-EI;A &U-1GRED POINTS I- Underscanding of the overall needs of the City as presented in the narracive technical p--�pcsal. Maximum poinzs available are 20. 20 POINTS 11. Ability and capacity of Proposer, including squiPment, facilities, oparationa and management staff, and financial stdbility to perform the services as contained in the RFP. Maximum points available are 30. 30 POINTS III Experience, qualifications, and past periormance of the proposing firm including persons proposed for the project and facilities and resources. Includes Client references for PrOJ8cts of this scope, size and complexity. Maximum points available are 30. 3 0 POINTS IV- Firm, fixed Total Cost to the City. Lowest total Cost will receive vmx4m%= points. Maximum points available are 20. 20 POINTS Total Points Available are 100 points. is RFp NO..582-8053, 3 YR. CONTRACT FOR MAILING AND FULPILLMENT SERVICES cITY OF FORT LAUDERDALE/BROWARD co-op GROtip Evaluation of proposals will be conducted by an evaluation committee of qualified City Staff, or other persons selected by the city. It will be a two step process. In step one the committee will evaluate all responsive proposals based upon the information and references contained in the proposals as submitted. The committee will score and rank all responsive proposals and determine a minimum 'f three (3), it more than three (3) proposals are responsive, to be finalists for further consideration. In the event there are less than three (3) responsive proposals, the committee will give further consideration to all responsive proposals received. The cvmmitttee may conduct discussions, for clarification purposes only, with the finalists and re -score and re -rank the finalists proposals. The first ranked proposer resulting from this process will be recommended to the Fort Lauderdale City Commission for ,award. 19 RFP NO. 582-8053, 3 YR. CONTRACT FOR MAILING AND FULFILLMENT SERVICES CITY OF FORT LAUDERDALWAROWARD CO-OP GROUP PART VI - REQUIREMENTS OF THE PROPOSAL All proposals must be submitted as specified on the Proposal Summary Pages Aich follow. All attachments must he clearly identified. To be considered, the proposal must respond to all parts of the RFP. Any other information thought to be relevant, but rcc applicable to the enumerated categories, should be provided as an appendix to the prop.osal.. If publications are supplied by a proposer to respond to a requirement, the response should include reference to the document number and page number. This will provide a quick reference for the evaluators. Proposals not providing this reference will be considered to have no reference material included in the additional documents. a. All proposals must be submitted in a scaled package with the RFP number, due and open date, and RFP title clearly marked on the outside. If more than one package is submitted they should be marked 1 of 2, etc. b. All proposals must be received in the Purchasing Division, Room, 619, 6th floor, City Hall, 100 North Andrews Avenue, Port Lauderdale, Florida, 33301 prior to 2:00 pm on the date specified in the SCHEDULE Section of this RFP. c. The proposal shall be signed by a representative who is authorized to contractually bind the Contractor. THE ABOVE REQUIREMENT TOTALS SIX (6) COPIES OF YOUR PROPOSAL (MAY BE CUSTOM TO EACH RF'P REQUIREMENT) PROPOSAL PAGES ARE AS FOLLOWS: Proposal Pages - Signature Page Part I Proposal Pages - Financial Proposal Part II Proposal Pages - Technical Proposal Part III Questionnaire Attachments to your Proposal 20 RFP NO. 582-8053, 3 YR. CONTRACT FOR MAILING AND FULFILLMENT SER1.ICES CITY OF PORT LAUDERDALE/FROWARD CO-OP GROUP PROPOSAL siGNATURE/GENERAL SUMMARY PAGES TO: :he City of Fort Lauderdale The below signed hereby agrees to furnish the following article(s) or services a4 the price(s) and terms stated subject to all ins4ructa.ons, conditions, specifications addenda, legal advertisement, and conditions contained in the RFP. I have read all attachments including the specifications and fully understand what is required. By submitting this signed proposal I will accept a contract if approved by the City and such acceptance covers all terms, conditionsand specifications of this proposal. I certify that I have not divulged to, discussed with, or compared this proposal with other proposer(s) and have not colluded with any other proposer(s) or parties to this RFP. I certify I am authorized to contractually bind the proposing firm. Prozosal submitted by: Name (printed) Company: (Legal Registered) Title: Address: City State: Zip Telephone No. PAX No. Signature Date: AQQZQ1;",1 AC OW IIT - Proposer acknowledges that the followingaddenda have been received and are included in his proposal: Ad ndum No. Datt x VARI CF5: State any variations to specifications, terms and conditions in the space provided below or reference in the space provided below all variances contained on other pages of RFP, attachments or proposal pages!. No variations or exceptions by the Proposer will be deemed to be part of the proposal submitted unless such variation or exception is listed and contained within the proposal documents and referenced in the space provided below. If no statement is contained in the below space, it is hereby implied that your proposal complies with the full scope of this RFP. Variances: 21 RFP NO. 582-8053, 3 YR. CONTRACT FOR MAILING AND FULFILLMEXT SERVxCEB CITY OF FORT LAVDERDALE/SROWARD CO-OP GROUP PROPOSAL SIGNATURE/GENERAL SUMMARY PAGES TO: The City of Fort Lauderdale The below signed hereby agrees to furnish the following article(s) or services at the price(s) and terms stated subject to all instructions, conditions, specifications addenda, legal, advertisement, and conditions contained in the RFP. I have read all attachments including the specifications and fully understand what is required. By submitting this signed proposal I will accept a contract if approved by the City and such acceptance covers all terms, conditions, and specifications of this proposal. I certify that I have not divulged to, discussed with, or compared this proposal with other proposer(s) and have not colluded with any other proposer(s) or parties to this RFP. I certify I am authorized to contractually band the proposing firm. Proposal submitted by: Name (printed) ROBERT SENTOCHNIK Title:GENERAL MANAGER Company: 'Legal Registered) POSTAL CENTER INTERNATIONAL, INC. Address; 3406 SW 26th TERRACE -- ......, .... City E021 r.AUnERMALE State: Zip_ 13312 -- - Telephone No. 4 21- 4 FAX No.(954)797-8697 Signature:,/ Date: August 4, 1998 AQQEkMtN AC w - Propgsex acknowledges that the following addenda have been received and are included in his proposal: Addendum No. 01 Dat€..ud 7/16/98 I- MIA egg; State any variations to specifications, terms and conditions in the space provided below or reference in the space provided below all variances contained on other pages of RFP, attachments or proposal pages. No variations or exceptions by the Proposer will be deemed to be part of the proposal submitted unless such variation or exception is listed and contained within the proposal documents and referenced in the space provided below. If no statement is contained in the below space, it is hereby implied that your proposal complies with the full scope of this RFP_ variances: 21 RFP NO. 582-8053, 3 YR. CONTRACT roR MAILING AND FULFxLLMRNi'SXRYICRB CITY OF FORT LAMRRDALE/BROWARD CO-OP GROUP 2. Location of Service Facility(ies), if different from address on page 1 of the ITB POSTAL CENTER INTERNATIONAL, INC. FORT LAUDERDALE, FL 33312 3. Are you able to comply with the City.p daily pick-up and Post Office mail delivery schedule? YES:,-Y NOs , if NO, please explain: 4. After City award of this Contract, how man days will be needed to begin services? s a to award S. a) Provide aS stCofwc1fentcreferences for whinterruption. �� 1 you are currently providing they same services as contained in the ITB, with particular emphasise on other government agencies. (Include name of agency, address, contact person and telephone No.) A MINIM,.QF___THREE TA RZQUZSTgP- IF ADDITIONAL SPACE IS NEEDED, PLEASE INCLUDE AS AN APPENDIX TO YOUR HID. OFFICE OF INFORMATION h TECHNOLOGY - Gail Wall - (954)357-8507 CITY OF HOLLYWOOD Richard Roberts -- (954)921-3545 NOVA SOUTHEASTERN UNIVERSITY .- Bob Lee - (954)262-8873 b) Please submit a list of financial references who can substantiate your ability to execute the requirements of this contract. ele a No. $EE ATTACHMENT M2 6. a) How many years has your company been providing these services? 14 b) Name and indicate the experience, of principal individuals who would work directly with representatives of the City during the Contract term.(If additional apace is required, please include as an appendix to your Bid): 22 RFP No. 5 82 - 8 0 5 3 , 3 YR. CONTRACT FOR MAILING AND FMFILZXMM SERVICES CITY OF FORT LA=3=AL$/8R0WARD CO-OP GROUP PROPOSAL PAGES PART I FINANCIAL PROPOSAL ITEM DETAIL COSTS: 1. PRICINQ: Indicates your firm, fixed total cost (fee) to the City for the following services, in accordance with the RFP: For the purpose of tabulation,the quantities for extended totals will be computed using volumes for the City of Fort Lauderdale. Estimated Est. Total 0ERVIC1QEBCRIPTIQNUnit zrigAQamti,y I. First Class Mail: a. Encode/ Presort, loz. $ 17 _niece 2oz. $ 3oz. $ 4oz. $ Soz . $,3 b. Encode/Presort Zip +4 Barcode $ 17 600,000 112,200.00 c. if Bidder offers other services and related charges for above encode/presort and bar-coding options, please attach as sa appendix to your bid. Other services/Charges attached? YYIB:_X NO: II. Pre-Barcodeed Mail: Bidder please indicate a firm, fixed cost to the City to pick-up mail from the City and deliver to the designated V.S. Post, Office location. If charges will vary for each participating agency, please indicate the individual charge/per pick-up site: a. city of Fort Lauderdale: $•0Q Jj= nick -up& doliverY b. City of Oakland Park: $ - c. Any other City: $•00 /pier pick-up & delivery III. Hulk Mail: Bidder pleases include all details for services and associated costs for the following services as an. appendix to your bid, in accordance with the RFP specifications. 1. Coen of set-up (sortation, bundling 3/5 set-up)_ 2. cost for barcoding bulk mail .017 per piece 3. Cost for handling encoded/presorted 3rd clans mail .017 / er Pc 4. Cost for carrier route sortation $ .015 per leas 23 RYP NO• S82-80S3, 3 YR. CONTRACT FOR MAILING AND FIILFYLLMBNT SERVICES CITY OF FORT LADDERDALE/BROWARD CC-0V GROUP S. other related costs, not stated above. Attached? YES: NO: X a. For the purpose of tabulation, the estimated quantity shown in the RFP specifications for the City of Fort Lauderdale will be used for Bulk Mail. Bidder please indicate firm, fixed cost (fee) to the City for bulk mail encode/presort, barcoding, and processing, as follows: Estimated Not. Total SMIC£ DESCRIP3:10 YZIt ftigg ousatit alandad Cost Encode/Presort: $X-7 -1001 2100L 300,000 15,1ee_02 IV. FLATS: 8,idder please indicate a firm, fixed cost (tee) to process the following: For the purpose of tabulation, the estimated quantity shown in the RFP specifications for the City of Fort Lauderdale will be used. 1. First Class Encode/Presort: $.029 r Riec2 5,000 9145.00 (Above based on within Florida) 2. Third Class with 1st Class timing: Please provide pricing schedule based weights varying from 5.1 or to 70 #Ii, as an appendix to your bid. Attached? YES: NO: V. optional Services: Bidder please provide a firm, fixed cost for the following services, in accordance with the RFP specifications: 1. Daily metering service $ e 2. Labeling: a. Chesire : $ - Al A „L=,r M b. Self-adhesive: $.018 /ver, M Ink -Jet Addressing from disk: $.01 /per M Include rate in various quantity breaks, if applicable. 3. inserting in #10 envelope: a. 1 insert: $12_OD ger M b. 2 inserts: $13�.00 /+nar M C. 3 inserts: $14.00 /per M 24 RFP NO. 582-8053, 3 YR. CONTRACT FOR MAILING AND FULFILLMENT SERVICES CITY OF FORT LAUDERDALE/SROWARD CO-OP GROUP PROPOSAL PAGES PART 11 TECHNICAL PROPOSAL The Fallowing issues should be fully responded to in your proposal in concise narrative form. Additional sheets should be used, but they should reference each issue and he presented in the same order. I. Plisse provide a narrative understanding of the Scope of Services and the City(ies) needs as outlined in the RFP. If additional space is needed, please provide as an appendix to your RFP response, do referencing this section and paragraph. II. Please provide a narrative description of your mail processing system, including specific equipment used in the procedure. Please include this' information as an appendix to your bid. Narrative attached? YES: N0: II. (a) State below or as an appendix to your RFP response how you will handle "non -qualifying" mail, and describe parameters of such mail and under what circumstances the Contractor shall make this determination. (b) Describe the process of qualification, guarantees for qualification, and any variances to the aeguarantee qualification" requirements, if additional apace is required, attach as an appendix to your RFP response. 26 RFP No. $82-8053, 3 YR. CONTRACT FOR MAILING ,AND FULFILLMENT sERV?C$S CITY OF FORT LAUDERDALE/HROWARD CO -op GROUP TV. Describe your approach and concept for contract cozmencement and set-up of participating City(ies) accounts. Also include any preliminary instructions for participantx to expedite contract commencement. (Review Of mail/process at each location; training in mail, qualification; testing of mail for qualification, etc.) V. Provide explanation of all USpS savings information for pre-sort/bar-coded/qualified mail. Details shall include USPS per piecesavings, less your fees = Not ,savings to the City per classification of mail. VI. Proposer: Please use this space for any other Comments/Clarifications/Suggestions regarding the ,services requested in this RFP: 27 1 Temp. Reso #9479 August 2, 2001 Page 1 CITY OF TAMARAC, FLORIDA RESOLUTION NO. R2001-214 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF TAMARAC, FLORIDA, AUTHORIZING THE APPROPRIATE CITY OFFICIALS TO RENEW THE AGREEMENT WITH POSTAL CENTER INTERNATIONAL, INC. FOR CITY-WIDE MAILING SERVICES UTILIZING SOUTHEAST FLORIDA GOVERNMENTAL PURCHASING COOPERATIVE GROUP CONTRACT#582-8053 EFFECTIVE OCTOBER 5, 2001 THROUGH OCTOBER 4, 2004; PROVIDING FOR CONFLICTS, PROVIDING FOR SEVERABILITY; AND PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the goal of the City of Tamarac is to streamline the mailing services by providing economical and efficient service to all City Departments; and WHEREAS, on December 23, 1998, the City approved Postal Center International, Inc. for the citywide mailing service for a period through September 6, 2001, a copy of Resolution attached hereto as Exhibit 1; and WHEREAS, the Southeast Florida Governmental Purchasing Cooperative Group through the City of Fort Lauderdale as lead agency, renewed and extended the Postal Center International, Inc. contract for a three-year period ending October 4, 2004, a copy of said renewal notice attached hereto as Exhibit 2; and Temp. Reso #9479 August 2, 2001 Page 2 WHEREAS, City Code §6-154 allows the Purchasing and Contracts Manager the authority to join with other units of government in cooperative purchasing when the best Interest of the City would be served; and WHEREAS, the Director of Finance, City Clerk and Purchasing & Contracts Manager recommend that the City exercise the renewal option with Postal Center International, Inc. for a three-year period ending October 4, 2004 utilizing the Southeast Florida Governmental Purchasing Cooperative contract #582-8053; and WHEREAS, the City Commission of the City of Tamarac, Florida deems it to be in the best interest of the citizens and residents of the City of Tamarac to exercise the renewal option for an additional three-year period with Postal Center International, Inc. utilizing the Southeast Florida Governmental Purchasing Cooperative contract #582-8053 for providing citywide mailing services. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF TAMARAC, FLORIDA: SECTION 1: The foregoing "WHEREAS" clauses are hereby ratified and confirmed as being true and correct and are hereby made a specific part of this Resolution upon adoption hereof. SECTION 2: That the appropriate City Officials are hereby authorized to exercise the renewal option for an additional three-year period with Postal Center International, Inc. utilizing the Southeast Florida Governmental Purchasing Cooperative contract #582-8053. SECTION 3: All resolutions or parts of resolutions in conflict herewith are hereby 1 repealed to the extent of such conflict. Temp. Reso #9479 August 2, 2001 Page 3 SECTION 4: If any clause, section, other part or application of this Resolution is held by any court of competent jurisdiction to be unconstitutional or invalid, in part or application, it shall not affect the validity of the remaining portions or applications of this Resolution. SECTION 5: This Resolution shall become effective immediately upon its passage and adoption. PASSED, ADOPTED AND APPROVED this 22"d day of August, 2001. ATTEST: �— MARION SWENSON, CMC CITY CLERK I HEREBY CERTIFY that I have approved this RE�SORUTION as to fofm. 4TCHELL S: CITY ATTO TR 9479Astall �J. SCHREIBER Mayor RECORD OF COMMISSION VOTE: MAYOR SCHREIBER er DIST 1: COMM. PORTNER g DIST 2: COMM. MISHKIN_Ay DIST 3: V/M SUL.TANOF DIST 4: COMM. ROBERTS d Pi Temp. Reso 10597 November 22, 2004 Revision 1 — November 23, 2004 Revision 2 — November 24, 2004 Page 1 CITY OF TAMARAC, FLORIDA RESOLUTION NO. R2004--Z,a-L A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF TAMARAC, FLORIDA, AUTHORIZING THE APPROPRIATE CITY OFFICIALS TO RENEW THE AGREEMENT WITH POSTAL CENTER INTERNATIONAL, INC. FOR CITY-WIDE MAILING SERVICES, UTILIZING SOUTHEAST FLORIDA GOVERNMENTAL PURCHASING COOPERATIVE GROUP CONTRACT#582-8053, EFFECTIVE NUNC PRO TUNC TO OCTOBER 5, 2004, THROUGH OCTOBER 4, 2005; PROVIDING FOR CONFLICTS, PROVIDING FOR SEVERABILITY; AND PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, it is the desire of the City of Tamarac to streamline ongoing postage and mailing services operations by providing economical and efficient service to all City Departments; and WHEREAS, on December 23, 1998, the City Commission approved Resolution R-98-368 awarding a contract to Postal Center International, Inc. for the citywide mailing services for a period through September 6, 2001, a copy of said Resolution attached hereto as Exhibit " 1 '; and WHEREAS, on August 22, 2001, the City Commission approved Resolution R2001- 214 renewing the contract with Postal Center International, Inc. for the period October 5, 2001 through October 4, 2004; a copy of said Resolution attached hereto as Exhibit "2"; and WHEREAS, the Southeast Florida Governmental Purchasing Cooperative Group through the City of Fort Lauderdale as lead agency, renewed and extended the Postal Temp. Reso 10597 November 22, 2004 Revision 1 — November 23, 2004 Revision 2 — November 24, 2004 Page 2 Center International, Inc. contract far a one-year period effective October 5, 2004, through October 4, 2005, a copy of said renewal notice attached hereto as Exhibit "W: and WHEREAS, City Code §6-154 allows the Purchasing and Contracts Manager the authority to join with other units of government in cooperative purchasing agreements when the best interest of the City would be served; and WHEREAS, the City Clerk and the Purchasing & Contracts Manager recommend that the City exercise the renewal option with Postal Center International, Inc. for a one- year period effective nuns pro tunc to October 5, 2004 through October 4, 2005, utilizing the Southeast Florida Governmental Purchasing Cooperative contract #582- 8053; and WHEREAS, the City Commission of the City of Tamarac, Florida deems it to be in the best interest of the citizens and residents of the City of Tamarac to exercise the renewal option for an additional one-year period with Postal Center International, Inc. utilizing the Southeast Florida Governmental Purchasing Cooperative contract#582-8053 for providing citywide mailing services. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF TAMARAC, FLORIDA: SECTION 1: The foregoing "WHEREAS" clauses are hereby ratified and confirmed as being true and correct and are hereby made a specific part of this Resolution upon adoption hereof. SECTION 2: That the appropriate City Officials are hereby authorized to exercise the renewal option for an additional one-year period with Postal Center International, Inc. Temp. Reso 10597 November 22, 2004 Revision 1 — November 23, 2004 Revision 2 -- November 24, 2004 Page 3 utilizing the Southeast Florida Governmental Purchasing Cooperative contract #582-8053, effective nuns pro tunc to October 5, 2004 through October 4, 2005. SECTION 3: All resolutions or parts of resolutions in conflict herewith are hereby repealed to the extent of such conflict. SECTION 4: If any clause, section, other part or application of this Resolution is held by any court of competent jurisdiction to be unconstitutional or invalid, in part or application, it shall not affect the validity of the remaining portions or applications of this Resolution. SECTION 5: This Resolution shall become effective immediately upon its passage and adoption. PASSED, ADOPTED AND APPROVED this 8t' day of December, 2004. Z I J&��g• i ATTEST: ;ry„ANN! RECORD OF COMMISSION VOTE: .�,t-MARION SWENSON,' CMC MAYOR SCHREIBER CITY CLERK DIST 1: COMM. PORTNER DIST 2: COMM. FLANSBAUM-TALABISC HEREBY CERTIFY that DIST 3: VIM SULTANOF I have approved this DIST 4: COMM. ROBERTS RESOLUTION as to form. MITC L S, CITY ATTO vi Al — a'J. LCl4Al. runi,n. City of Fort Lauderdale ■ Procurement Services Department 100 N. Andrews Avenue, #619 - Fort Lauderdale, Florida 33301 May 20, 2005 POSTAL CENTER INTERNATIONAL ATTN.' STEPHEN GUSSMAN 3406 SW 26 TERR FORT LAUDERDALE FL 33312-5010 RE: Contract Extension/Contract No. 582-8053 Mailing and Fulfillment Services Dear Mr. Gussman: The extension of the contract noted above has been approved. The revised contract expiration date will be October 4, 2008. All terms, conditions and specifications of this contract will remain in effect during the extension period, including insurance and/or performance bond coverage requirements. If insurance is required for this contract, you should review your expiration date(s) at this time to insure that your coverage is current and provide this office with an updated certificate. We hope this will continue to be a rewarding and profitable business relationship. Sincerely, Jafiet Townsend Administrative Aide ACORD CERTIFICATE OF LIABILITY OF' ID � DATE (MMIDDIYYYY) INSURANCE POSTA-1 12121/04 L PRODUCER THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE Walter C. Taylor Agency, Inc. 1630 Empire Blvd HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. Webster NY 14580 Phone:585-671-8330 Fax:585-671-8962 INSURERS AFFORDING COVERAGE AIC # TN _SU R F—D INSURER A: Hartford Fire Ins. Co 9682 INSURER 8: Hartford In$. Cc Coffner, 29424 Postal Center International see aR& for addl names 3406 26th Terrac Fort Lauderdale FL 13312-5010 INSURER C: INSURER D� INSURER E� COVERAGES THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICAT ANY REQUIREMENT. TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE N MAY PERTAIN. THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN 15 SUBJECT TO ALL THE TERMS, EXCLUSIONS AND POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS- �LR POLICY NUMBER DAY E Y EXPIRATION FINSURANCE PIATE (MM/DDrM DATE (MMIDDrM B A B GENERAL LIABILITY x COMMERCIAL GENERAL LIABILITY 7 CLAIMS MADE ElOCCUR jBusiness Owners GEN'L AGGREGATE LIMIT APPLIES PER: �j POLICY F-1 211COT 1-1 LOC AUTOMOBILE LIABILITY ANY AUTO ALL OWNED AUTOS X SCHEDULED AUTOS X HIRED AUTOS X NON -OWNED AUTOS GARAGE LIABILITY 7 ANY AUTO 01SEA KB2648 OIUECGC8191SB EXCESSIUMBRELLA LIABILITY I OCCUR El CLAIMSMADE � 01sBAKB2648Dw DEDUCTIBLE RETENTION WORKERS COMPENSATION AND EMPLOYERS' LIABILITY ANY PROPRIETORtPARTNER/EXECUTIVE OFFICERtMEMBER EXCLUDED? lf;es, describe under S ECIAL PROVISIONS below 01/01/05 1 01/01/06 0 1 / 0.1 /0-506OT-i / 01 /0 6 bi/051 01/01/06 OlMSV GC7693 01/01/05 01/01/06 01MSV GC7693 1 01/01/05 1 01/01/06 DESCRIPTION OF OPERATIONS I LOCATIONS / VEHICLES I EXCLUSIONS ADDED By ENDORSEMENT I SPECIAL PROVISIONS Certificate Holder is named as Additional Insured with respects to General Liability coverage :D. NOTWITHSTANDING XY BE ISSUED OR ;ONDITIONS OF SUCH LIMITS EACH OCCURRENCE $1,000,000 DAMAGE I OREN =- PREMISES (Ea occurence)_ s300,OOO MED EXP (Any one person) $ 5,000 PERSONAL & A DV INJURY $ IF 000,00-0 GENERAL AGGREGATE S 2,000,000 PRODUCTS - COMP/OP AGG s2,000,000 COMBINED SINGLE LIMIT $1000000 (Ea accident) BODILY INJURY $ (Per person) .. . ........... BODILY INJURY C� $ (Par accident) PROPERTY DAMAGE $ (Per accident) AUTO ONLY - EA ACCIDENr' $ OTHER THAN EA AM? $ 1 S AUTO ONLY: AGG EACH OCCURRENCE $ 2 000 AGGREGATE $ OR MIT OTH jTWGySLTjATUj I ER E,L, EACH ACCIDENT $ E.L. DISEASE - EA EMPLOYEE1 $ E.L. DISEASE - POLICY LIMIT 1 $ EDP-Loc 1 2,035,331 EDP-Loc 2 1,000f000 the CERTIFICATE HOLDER CANCELLATION CITYTAM SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, THE ISSUING INSURER VALL ENDEAVOR TO MAIL 30 DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT FAILURE TO DO SO SHALL City of Tamarac IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE INSURER, ITS AGENTS OR Purchasing Division REPRESENTATIVES. 7525 NW 88th Ave, Rm 108 AUTHORIZED REPRESENTATIVE Tamarac FL 33321 James E Verdi ACORD 25 (2001/08) ' @ ACORD CORPORATION 1988