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HomeMy WebLinkAboutCity of Tamarac Resolution R-2001-2141 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 Temp. Reso #9479 August 2, 2001 Page 3 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 22"d day of August, 2001. ATTEST: MARION SWENSON, CMC CITY CLERK I HEREBY CERTIFY that I have approved this RF�OIlUTION as to (TCHELL S: CITY ATTO TR 9479/istall /4 SCHREIBER Mayor RECORD OF COMMISSION VOTE: MAYOR SCHREIBER five. DIST 1: COMM. PORTNER fl ev DIST 2: COMM. MISHKIN ft e, DIST 3: V/M SULTANOF_ yel DIST 4: COMM. ROBERTS A e. EXHIBIT 1 TEMP RESO 9479 Temp. Reso #8445 December 14, 1998 Page 1 CITY OF TAMARAC, FLORIDA RESOLUTION NO. R-98- -1h91 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 International, 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 Clerk 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: 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 utilize Postal Center International for mailing services under Broward County Co -Op RFP #582- 8053, Exhibit "A". SECTION 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. SECTION 5: This Resolution shall become effective immediately upon its passage and adoption. PASSED, ADOPTED AND APPROVED thisc2;� day of December, 1998. ATTEST: . e_ -C CAROL GOLD',JCMC/AAE City Clerk I HEREBY CERTIFY that I have apO� yed this RESiOLUTION to form. MITC ELL S. KRU City Attorney 08445 reSO12MI J E SCHREIBER ayor RECORD OF COMMISSI MAY 0R SCHHE-19ER DIST 1: COP:iNI. N-icKAYE DIST 2: V/I\!- I�`IShll�!N DIST 3: COMM. SULTANOF DIST 4: COMIM. ROBERTS �: 14•'9A 1 L:13 FAX 954 761 r CITY OF FT. 1_: tTD. PORCH, EXHIBIT A TEMP RESQ #8445 PURCHASING CONSENT AGENDA Agenda Date: 9/1/98 Purchasing Ref. No: 582-8053 Transaction Tya2ee: Broward Co -Op Contract ITEM/SERVICE RECOMMENDED AWARD: AMO= Three year contract for Postal Center Int'l., rnc. mailing and fulfill- Ft. Lauderdale, FL (MBE) $19,000.00 ment services (estimated annual cost) Dept./Div.: Admin. Services/Central Services Bids Solicited/Received: 18/2 No Bids: 2 MBE: 3/1 WBE: 1/0 Exhibits: Memorandum No. 98-1531 from City Manager_ Remarks: The Purchasing Division has reviewed this item and agrees with the recommendation. Reconun: Award contract to first ranked proposer. Comments: The City of Ft. Lauderdale acted as "lead agency" for this Cc -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 services. Proposals were forwarded to all known mail service vendors, and a pre -proposal conference was held to enc^urage any questions or clarifications from potential proposers. When the RFP was opened, only two responses were received from Postal Center Int'1., Inc. who is also our current contractor, and Arrowmail Fresort Co., Inc. who are the only known area providers for these services. Postal Service Int'l., Inc. (PC!) is the largest mailing service and presort vendor in the try -county area and has several additional locations statewide. Their local facility is in Fort Lauderdale, and all mail is processed from the USPS main facility in Fr. Lauderdale. Arrcwmail Presort Co. is located in Miami, and processes all mail through the Miami USPS. The contract pricing is firm for the initial three year term and reflects several cost decreases over our prior contract with PCI. PCI's has provided satisfactory service, and offers a wide variety of additional mailing services. It is recommended that the award be approved to the first ranked proposer, Post l Center International, Inc. (PCI). / Tabulation See page 2 1rw PnkMail99 FORM r,-1 I i A"v 1 veo Puraasi manager PUB — -1 L 3 FAX 954 761 ' -6 ('1TY OF F7, I.-WD. PURC11. R 004 MEM0P_kNDUM NO. 9 8 -1531 DATE: August 20, 1998 TO: Mayor Jim Naugle Vice Mayor John E. Aurelius Commissioner Tim Smith Commissioner Carlton S. Moore Commissioner Jack Latona FROM: George L. Hanbury, City Manager BY: Bruce Larkin, Director of Administrative Services SUBJECT: September 1, 1998 - Agenda, Mailing Fulfillment Services Contract (RFP NO. 582-8053) The City of Fort Lauderdale has utilized a presort/barcode mail 9er-i— for ten years in order to maximize the impact of it's postage budget. The service operates without any additional City expenses for personnel or equipment. The contract saves the City approximately $11,000 annually. The City continues to utilize all available postage discounts via the presort/barcode service. In fact, through co -mingling of mail at the Contractor service center, the City is able to enjoy additional discounts that would not be available based on the city's sale volume. The Request for Proposal (RFP) represents a co-operative solicitation for presort/barcode and other mailing services issued 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 15, 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 Postal Center rnternaticnal (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 problems, 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 RFP including: lowest 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 I 1 : 15 FAX q 5 4 7G1 r I CITY OF FT. LWD. PITRCH. Q005 Memorandum NO. 99-1531 August 20, 1998 Page 2 previous contract, and charges to process water hills have been eliminated entirely. The new contract pricing i9 firm for three years. We recommend City Commission appx'aval to award a three year contract for mailing and fulfillment sex -vices vicesnnual ostpal oft$19to C000Pr International, Inc., (pcli foran Exhibit A CITY OF FORT LAUDERDALE 'Denke 6� &4meriea CITY OF FORT LAUDERDALE, FLORIDA - PURCHASING DIVISION RFP NO. 582-8053, 3 YR. CONTRACT FOR MAILING & FULFILLMENT SERVICES, OPENS: 8/4/98, 2:00 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. General Information - VARIANCES: 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 reauirements. Questions: 1. Page 4, paragraph 7: 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, separate.:= invoice receipt and separate accounts payable responsibilities_. 2. Page 8, paragraph 1.Scope of Services, 1.2, I. Question: The specifications note the City of Ft. Lauderdale meters its own mail with the date following the day of pick-up If mail is required to be delivered to the USPS on the same day as pick-up, why is mail metered next day? Answer: See 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. ANDREWS AVENUE. FORT LAUDERDALE. FLORIDA 33301 Answer: All quantities shown are aggregate. Water bills are generated at multiple times/per month. Bulk mailing are done "as needed". 4. Page 9, "f": Additional Postage: 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. 5. Page 14: "g) Fast -Net" Program: Note: 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..." refers to the aggregate quantity form 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. ALTNRNATE: 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, as a part of the RFP response. b. A letter from PCI addressing some question raised about Ft. Lauderdale Mail metering and same day USPS delivery of mail. c. Proposers are requested to review PCPs 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, conditions, specifications and the RFP opening date, remain the same. Dated s 16th y of July, 1998. vv Lida R. Wilson, C.P.M., CPPB Procurement Specialist II Att. REQUEST FOR PROPOSALS RFP NO. 582-8053 3 YEAR CONTRACT - MAILING & FULFULLMENT SERVICES i Issued for Administrative Services/Central Services Division By the Administrative Services Department, Purchasing Division City of Fort Lauderdale, Florida 100 North Andrews Avenue, 5th F1 Fort Lauderdale, FL 33301 Procurement Specialist II, Linda R. Wilson, C.P.M., CPPB July, 1998 REQUEST FOR PROPOSALS RFP NO. 582-8053 TABLE OF CCNTENTS 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 SUMMARY - QUESTIONNIARE - GENERAL CONDITIONS, Form G-107 Rev 1/92 ldpcov 3 7 C] 18 20 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 - INTRODUCTION/GENERAL INFORMATION 1. PURPOSE: :"ne City of Fort Lauderdale, Florida, acting as a "lead agency" nor the Sroward Governmental Purchasing Cooperative ;coward Co -Op), is actively seeking proposals from qualified firms, %bra n�rt?r ra-- -+-- -o as she Con::ractcr, to provide Yompre`ens:.ve ful=liment and ma:l1ng services, �.. acccrdance with the Request nor Proposal RFP) specifications. y 2. ADDITIONAL INFORMATION: For information concerning bidding procedures 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 be transmitted by written addendum. 3. PRE -PROPOSAL CONFERENCE: A PRE -PROPOSAL MEETING WILL HE HELD IN THE PURCHASING DIVISION CONFERENCE ROOM, 6TH FLOOR, RM. 619, 100 N. ANDREWS AVENUE, FT. LAUDERDALE, FL. ON THURSDAY, JULY 16, 1998 AT 10:00 AM to address all questions or issues which may require an addendum. An addendum will be issued, if required, within 3 days of 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, the City reserves the right to extend the contract for one (1), two (2) 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. 5. SELLING TRANSFERRING OR ASSIGNING CONTRACT: No contract awarded under these terms, conditions and specifications shall be sold, transferred or assigned without the written approval of the City Manager, or designee. 6. INSURANCE REQUIREMENTS: The Contractor shall provide ins,_rance overage as follows: a. Workers Compensation as required by Florida Statutes for benefit of Contractor employees. Notwithstanding FS 440.055, any firm performing work on behalf of the City of Fort Lauderdale must provide Workers' Compensation Insurance. EXCEPTIONS: 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 Risk Manager. M RFP NO. 582-8053, 3 YR. CONTRACT FOR MAILING AND FULFILLMENT SERVICES CITY OF FORT LAUDERDALE/BROWARD 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 Certificates of insurance must be furnished to the City's Purchasing Division and approval received from the City's 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. 7. INVOICES: 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 the invoice, except for 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. 8. PRICE ADJUSTMENT: 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 (CPI-U) as published by the Bureau of Labor Statistics, U.S. Dept. of Labor, and shall not exceed five percent (5%), or the CPI-U whichever is lesser. The yearly increase or decrease in the CPI shall be that latest Index published and available for the calendar year quarter ending 3/31, prior to the end of the contract year then in effect, as compared to the index for the comparable month one year prior. Any requested adjustment shall be fully documented 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 on 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 insufficient. 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. 4 RFP NO. 582-8053, 3 YR. CONTRACT FOR MAILING AND FULFILLMENT SERVICES CITY OF FORT LAUDERDALE/BROWARD CO-OP GROUP 9. RECORDS: The Contractor shall maintain during the term of the contract all books of account, receipt invoices, reports and records in accordance with generally accepted accounting practices and standards, the form of which shall be subject to the approval of the City's Internal Auditor. The City's Internal Auditor shall be permuted, during normal business hours, to audit 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 -CONTRACTING: The Contractor must be capable of performing all the services as contained in the RFP. If the Proposer intends to use a subcontractor in the performance of these services, the same qualifications requirements, and all other terms and conditions of the RFP shall also apply to the subcontractor. The City reserves the right to approve of any subcontractor proposed. Contractor shall be held fully responsible for the subcontractors actions. If Proposer intends tc use a sub -contractor in the course cf providing these services, detailed information including sub -contractor name, address and proof of insurance, shall be included in the RFP response 11. BIDDERQUALIFICATIONS: To be eligible to respond to this RFP, the proposing firm must demonstrate that they, or the 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 to the City of Fort Lauderdale. Proposals shall be considered only from Proposers who are regularly engaged in the service specified. Proposers shall have a minimum of two (2) years prior experience providing the services as contained in the RFP, with public environment experience (government) most desireable. All Proposers shall provide the City with credentials to support :rior experience and ability to provide the ser,.•wces as containea in the RFP. Such credentials shall include, but not necessarily be limited to: a list of client 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 reserves 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. ADDITION OR DELETION OF SERVICES: The City reserves the right to add to or delete from 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. 582-8053, 3 YR. CONTRACT FOR MAILING AND FULFILLMENT SERVICES CITY OF FORT LAUDERDALE/BROWARD CO-OP GROUP 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 competicion from outside sources. if any work/service has already been completed on the portion of the Contract to be deleted, the Contractor shall be paid for the deleted portion on the basis of the estimated percentage of completion of such portion. 13. MINORITY -WOMEN BUSINESS ENTERPRISE PARTICIPATION: It is the desire of the City of Fort Lauderdale to increase the participation of minority (MBE) and women -owned (WBE) 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. Pro osers are r,ecruested to include in their Rroposals a narrative describing their ast accom lishments and intended actions in this area. I DroRosers are considerina minority or women owned enter rise artici anon in their Rroposa.1, those firms and their specific duties have to be identified in the 2roposal. 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 in the subsequent contract. See General Conditions Section 1.08 for MBE and WBE 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 SER'710ES CITY OF FORT LAUDERDALE/BROWARD CO-OP GROUP PARTY II - RFP SCHEDULE Release c_` :L.e RFP July 1998 Pre -Proposal Meeting July 16, 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 Snort Listing, Week of if necessary August 4, 1998 Oral Interviews of Short Listed Proposers, Week of if necessary Augusts 10, 1998 Anticipated Award by City Commission September 1, 1998 Anticipated Contract Start Date: September 7, 1998 W RFP NO. 582-8053, 3 YR. CONTRACT FOR MAILING AND FULFILLMENT SERVICES CITY OF FORT LAUDERDALE/SROWARD CO-OP GROUP PART III - SCOPE OF SERVICES 1. SCOPE OF SERVICES: The City desires tc, establish a contract with a qualified Contractor to provide various fulfillment and mail ser,,.•ices c:, a daily 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 & metered mail); pick-up and delivery to post office of pre-barcoded mail (water bills, etc.); special events mailings. Optional services such as metering and fulfillment services (i.e. inserting, labeling, folding, etc.), may be requested on as "as needed" basis. The ability 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 an estimated 50,000 pieces of first class mail/per month. The contract shall also include the encode/presort and processing of an estimated 300,000 pieces/per year ofbulk mail, and delivery of pre -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's needs, as requested. This is oll-1v an estimate and no warrant or uarantee is -given as to the number of actual mieces of mail -processed, or o tional fulfillment and mailing services that shall be used as a result of this contract. 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 -he RFP will be applicable to all contract participants, except as may be specifically noted for a particular agency. I. All mail for Contractor encode/presort/barcode: 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 THAN 4:00 P.M. AND NOT LATER THAN 4:30 P.M. daily, Monday throw h Friday (excludin desi nested City Holida s), unless otherwise approved in writing by the City. 8 RFP NO. 582-8053, 3 YR. CONTRACT FOR MAILING AND FULFILLMENT SERVICES CITY OF FORT LAUDERDALE/BROWARD 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 take all mail to be encoded and comingled to his facility, encode/presort and barccde the City's mail in accordance with U.S. Postal regulations in order to provide the highest qualification rate, as well as the best possible mail rate for the City. Contractor shall sort all mail for processing, except for pre-barcoded 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 picked up from City is required to be delivered to the Fort Lauderdale Post Office ON THE SAME DAY IT IS PICKED UP. 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 "analysis report" shall include the following minimum information: _ 1. Total items processed and delivered to the U.S. Post office. 2. 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 monthly. 9 RFP NO. 582-8053, 3 YR. CONTRACT FOR MAILING AND FULFILLMENT SERVICES CITY OF FORT LAUDERDALE/BROWARD CO-OP GROUP h. Pre-Barccded Mail: The City's water bills 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 pick-up. 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, barcode, and processing of bulk mail. Such information shall include, but not be limited to: 1. Cost of set-up (sortation, bundling 3/5 set-up) 2. Cost of barcoding bulk mail 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 5-6,000 "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 ozs. 2. Third Class with 1st Class timing) 5.1oz.-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/Other 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 USPS 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: QUANTITY INSERTING ADDRESSING PRE-SORT BAR CODING 1-25M 48 HRS(*) 48 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/bar-code: City of Oakland Park A. Contractor shall pick-up all mail from City Hall, 3650 N.E. 12th Avenue, lot Floor, City Clerk Oakland Park FL. NO EARLIER THAN 4:00 P.M. AND NOT LATER THAN 4:30 P.M. daily, Monday through Friday (excludindesicrnated City Holidays) . 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 III. All mail for Contractor mail services/presort/bar-code: City of Coral Springs: 1. Contractor shall pick-up all mail from City Hall, 9551 W. Sample Road, lot floor Mail Room, Coral Springs, FL. #33065. Mail xpick-up shall be NO EARLIER THAN 3:45 P.M. AND NOT LATER THAN 4 15 P.M. daily, Monday through Friday (excluding designated City Holidays). 11 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 ITB specificatoons. 3. Estimated Quantities: The City of Coral Springs esC_mates heir 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 mail services, encode/presort, barcode: City of Pompano Beach: A. Contractor shall pick-up all mail from City Hall, 100 West Atlantic Blvd., 1st Floor, Pompano Beach, FL. #33060. Mail pick-uaLshall be NO EARLIER THAN 3:45 P.M. AND NOT LATER THAN 4:15 P.M. daily, Monday through Frida (excluding designated City Holidays) . The City 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. 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 12oz: 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 n. State Road 7, Lauderhill, FL 33313. Mail pick-up shall be NO EARLIER THAN 3:45 P.M. AND NOT LATER THAN 4:15 P.M. daily, Monday through Friday (excluding designated City -Holidays). 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 Broward County Housing Authority estimates their usages as follows: First Class, 1-2 oz.: 8,400 pieces/per month (estimated 100,000/pieces/per year) same, exc: 3-11oz : unknown/per month same exc: over 12ox: unknown/per month includes certified mail. VI. All mail for Contractor mail services, encode/presort, barcode: City of Tamarac: A. Contractor shall pick-up all mail from: City Hall, 7525 N.W. 88th Ave., Tamarac, FL 33321 Mail wick -up shall be NO EARLIER THAN 3:45 P.M. AND NOT _LATER THAN 4:15 P.M. daily, Monday through Friday (excluding designated City Holidays). 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. Estimated 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: Bulk Mail and Special Mailings from Parks & Recreation. VII. All mail for Contractor mail services, encode/presort, barcode: City of Hollywood: A. Contractor shall pick-up all mail from: City Hall, 2600 Hollywood Blvd., Hollywood, FL 33020. Mail pick-up shall be NO EARLIER__THAN_3:_45 P.M. AND NOT LATER THAN ^4_:15 P.M. daily, Monday through -Friday (excludin designated City Holidays) . 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 NO. 582-8053, 3 YR. CONTRACT FOR MAILING AND FULFILLMENT SER"''ICES CITY OF FORT LAUDERDALE/BROWARD CO-OP GROUP All mail picked up from the City of Hollywood will be taken to the Contractor's facility and and fully processed, in accordance with the RFP specifications. 1. Estimated Quantities: The City of Hollywood est=aces _.ewr usages as follcws: a) First Class: 60,800 pieces/per month (estimated 730,000/pieces/per year all weights) same, exc: 3-11oz : unknown/per month same 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) Bulk 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. ',"I!. 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, Ft Laud., FL 33301. MailRick-up shall be NO EARLIER THAN 4:00 P.M. AND NOT LATER THAN 4:30 P.M. daily, Monday through Friday (excluding designated City Holidays) . The Contractor will meter all mail for the City of Hollywood at the appropriate discounted rate. Florida Dept. 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 Contractor's 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/DROWARD CO-OP GROUP I. Estimated Quantities: The District Ten offices estimates their usages as follows: a) First Class: 6,250 pieces/per month (estimated 75,000/pieces/per year all weights) 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/per year all weights) 1.3. Qualification Rate: The qualification rate of mail g-ualifvincr for automation rates shall be established by-testincr all mail from the City for a period of one week. The rate established b the test with the agreement of the City and the Contractor, shall be used until are-testincr is conducted and a new pre -agreed qualifying rate is established for another -qualification period. Either party may request a retest at an time and all testing results are subject to review, acceptance and approval -by the Cit and the Contractor. No deviation from this guaranteed qualification rate shall be accepted by the City if the Contractor has not pre -determined 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 Mail: If the City meters outgoing U. S. Mail, such mail shall be metered at the current U.S. Postal rate less 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. 15 RFP NO. 582-8053, 3 YR. CONTRACT FOR MAILING AND FULFILLMENT SERVICES 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 USPS changes postage rates and rebates, the City Postage Rates may be adjusted by the same amount as the corresponding changes 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 ional 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/1M: 1 insert Cost per/lM: 2 inserts Cost per 1M: 3 inserts d. Folding: Trifold, 8 1/2xll", 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 late; (d) No charge for services, includin osta a 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) 0IV RFP NO. 582-8053, 3 YR. CONTRACT FOR MAILING AND FULFILLMENT SERVICES CITY OF FORT LAUDERDALE/HROWARD 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 on data media. Contractor must immediately notify the appropriate City ersonnel upon discovery of incom lete or incorrect information Aforementioned penalities (a-e) and time schedules associated 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. 582-8053, 3 YR. CONTRACT FOR MAILING AND FULFILLMENT SERVICES CITY OF FORT LAUDERDALE/BROWARD CO-OP GROUP PART IV - EVALUATION & AWARD CONSIDERATIONS EVALUATTOIJ & AwARD- Award shall be based on all the information submitted by Proposers in response to the RFP. The City reserves the ri3:.t vo accept or reject any or all responses, or parts of RFP responses, �:c waive minor variations to specifications and in the RFP process. :he 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 presentation by appearing before the Evaluation Committee or by conference telephone call for clarification purposes only. Information and references submitted will be considered in the award. The City may require additional information and Proposers agree to furnish such 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 the specifications and in the bidding process. The award of the contract will be based on certain objective and subjective considerations listed below: EVALUATION CRITERIA I. Understanding of the the City as presented in tech;ical cr000sal. Maximu,,, points available overall needs of the narrative are 20. II. Ability and capacity of Proposer, equipment, facilities, operations and and financial stability to perform the as contained in the RFP. Maximum points available are 30. ASSIGNED POINTS 20 POINTS including management staff, services 30 POINTS III. Experience, qualifications, and past performance of the proposing firm including persons proposed for the project and facilities and resources. Includes client references for projects of this scope, size and complexity. Maximum points available are 30. 30 POINTS IV. Firm, fixed Total Cost to the City. Lowest total cost will receive maximum points. Maximum points available are 20. 20 POINTS Total Points Available are 100 points. 18 RFP NO..582-8053, 3 YR. CONTRACT FOR MAILING AND FULFILLMENT SERVICES CITY OF FORT LAUDERDALE/HROWARD CO.OP GROUP 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 of three (3), If 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 committtee 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 LAUDERDALE/BROWARD CO-OP GROUP PART VI - REQUIREMENTS OF THE PROPOSAL All proposals must be submitted as specified on the Proposal Summary Pages wich follow. All attachments must be clearly identified. To be considered, the proposal must respond to all parts of the RFP. Any ocher information thought to be relevant, but r.ot applicable to the enumerated categories, should be provided as an appendix to the proposal.. 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 sealed 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, Fort 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. PROPOSERS MUST SUBMIT AN IDENTIFIED ORIGINAL COPY PLUS FIVE (S) COPIES OF THE PROPOSAL PAGES INCLUDING ANY ATTACHMENTS THE ABOVE REQUIREMENT TOTALS SIX (6) COPIES OF YOUR PROPOSAL (MAY BE CUSTOM TO EACH RFP 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 W RFP NO. 582-8053, 3 YR. CONTRACT FOR MAILING AND FULFILLMENT SERVICES CITY OF FORT LAUDERDALE/BROWARD 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 sere--ces 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 bind the proposing firm. Proposal submitted by: Name (printed) Company: (Legal Registered) Address: City Telephone No. Signature:_ State: FAX No. Title. te: ip ADDD�TOC,! ACKNOWLEDGEMENT - Proposer acknowledges that the following addenda have been received and are included in his proposal: Addendum No. Date Issued I. VARIANCES: 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 FULFILLMENT SERVICES CITY OF FORT LAUDERDALE/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: x NO: If NO, please explain: 4. After City award of this Contract, how many days will be needed to begin services? da s after award notification. Service wil be continued without interruption. 5. a) Provide a list of client references for whom you are currently providing the same services as contained in the ITB, with particular emphasis on other government agencies. (Include name of agency, address, contact person and telephone No.) A MINIMUM OF THREE IS REQUESTED: IF ADDITIONAL SPACE IS NEEDED, PLEASE INCLUDE AS AN APPENDIX TO YOUR BID. OFFICE OF INFORMATION & 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. include contact name & tele hone No. SEE ATTACHMENT #2 6. a) How many years has your company been providing these services? 14 /vears b) Name and indicate the experience of principal individuals who would work directly with representatives of the City during the Contract term.(If additional space is required, please include as an appendix to your Bid): 22 RFP NO. 582-8053, 3 YR. CONTRACT FOR MAILING AND FULFILLMENT SERVICES CITY OF FORT LAUDERDALE/BROWARD 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 ar. z.he 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 bind the proposing firm. 9 Proposal submitted by: Name (printed) ROBERT SENTOCHNIK Title:GENERAL MANAGER Companv: 'Legal Registered) POSTAL CENTER INTERNATIONAL, INC. Address: 3406 SW 26th TERRACE City State: --FLORIDA _._ Zip 33312 Telephone No.(954)321_--5644 FAX No.(954)797-8697 Signature: Date : Au ust 4 1998 ADDENN'CUM ACKNOWLEDGEMENT - Proposer acknowledges that the following addenda have been received and are included in his proposal: Addendum No. 01 Date Issued 7/16/98 1. VARIANCES: 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. $82-8053, 3 YR. CONTRACT FOR MAILING AND FULFILLMENT SERVICES CITY OF FORT LAUDERDALE/BROWARD CO-OP GROUP PROPOSAL PAGES PART I FINANCIAL PROPOSAL ITEM DETAIL COSTS: 1. PRICING: Indicate 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 SERVICE DESCRIPTION Unit Price Ouantity Extended Cost I. First Class Mail: a. Encode/Presort,loz. $ 17 --- _12ftK_ajece 2oz. $.017r_aiece 3oz. $,029 /per piece 4oz. $[per 'niece 5oz. $.029 /perpiece b. Encode/Presort Zip +4 Barcode $ 017 er iece 600,000 $10,200.00 c. If Bidder offers other services and related charges for above encode/presort and bar-coding options, please attach as an appendix to your bid. Other services/Charges attached? YES: x NO: II. Pre-Barcoded Mail: Bidder please indicate a firm, fixed cost to the City to pick-up mail from the City and deliver to the designated U.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: $.-00 ; /pe_r pick-up & delivery_ b. City of Oakland Park: $.00 /per pick-up & delivery c. Any other City: $.00 /per pick-up & delivery III. Bulk Mail: Bidder please 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. Cost of set-up (sortation, bundling 3/5 set-up)_ $_,.029 er c 2. Cost for barcoding bulk mail $ .017 / per piece 3. Cost for handling encoded/presorted 3rd class mail $.017 / er pc 4. Cost for carrier route sortation $ .015 2er Eiece 23 RFP NO. 582-8053, 3 YR. CONTRACT FOR MAILING AND FULFILLMENT SERVICES CITY OF FORT LAUDERDALE/BRONARD CO-OP 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 Eat. Total SERVICE DESCRIPTION Unit Price Ouantity Extended Coat Encode/Presort: $ er Tpiece 300,000 $5,10a-_0I_ IV. FLATS: Bidder please indicate a firm, fixed cost (fee) 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 $ .0o29e//per Riece 5,000 s145.00 (Above based on within Florida) 2. Third Class with 1st Class timing: Please provide pricing schedule based weights varying from 5.1 oz to 70 #Is, 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 $_n� /per niece 2. Labeling: a. Chesire: $,01A hoer _M b. Self-adhesive: $.018 /per M Ink -Jet Addressing from disk: $.015 /per M Include rate in various quantity breaks, if applicable. 3. Inserting in #10 envelope: a. 1 insert: $12_00 /ngr M b. 2 inserts: c. 3 inserts: $1 3.00 ... (Per M $14.00� /Q2rM 24 RFP NO. 582-8053, 3 YR. CONTRACT FOR MAILING AND FULFILLMENT SERVICES CITY OF FORT LAUDERDALE/HROWARD CO-OP GROUP PROPOSAL PAGES PART II TECHNICAL PROPOSAL The following 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 be presented in the same order. I. Please 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: NO: 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 "guarantee qualification" requirements. If additional space is required, attach as an appendix to your RFP response. 26 RFP NO. 582-8053, 3 YR. CONTRACT FOR MAILING AND FULFILLMENT SERVICES CITY OF FORT LAUDERDALE/BROWARD CO-OP GROUP IV. Describe your approach and concept for contract commencement and set-up of participating City(ies) accounts. Also include any preliminary instructions for participants 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 U'SPS savings pre-sort/bar-coded/qualified mail. Details piece savings, less your fees = Net savings classification of mail. information for shall include LISPS per to the City per VI. Proposer: Please use this space for any other Comments/Clarifications/Suggestions regarding the services requested in this RFP: 27 RFP NO. 582-8053, 3 YR. CONTRACT FOR MAILING AND FULFILLMENT SERVICES CITY OF FORT LAUDERDALE/BROWARD CO-OP GROUP PROPOSAL PAGES PART III QUESTIONNAIRE Please provide the following information: 1. Lawsuits (any) pending or completed involving the corporation, partnership or individuals with more than ten percent (10%) interest; a.List all pending lawsuits which are concerned directly with the staff or part of your organization proposed for the contract: b.list all judgments from lawsuits in the last 5 years which are concerned directly with the staff or part of your organization proposed for the contract. II. Attach a Balance Sheet and Statement of Profit and Loss of the proposing firm from the preceding calendar or fiscal year, certified by either an appropriate Corporate Officer, or an independent Certified Public Accountant. If proposing firm is a privately held corporation, providing such records, for City review, at a time and place convenient to the City, will satisfy this requirement. If the proposing firm is a newly formed corporate entity, the City may require a personal guarantee of performance by principals or stockholders. The proposer understands that the information contained in these Proposal Pages is to be relied upon by the City in awarding the proposed Agreement, and such information is warranted by the proposer to be true. The proposer agrees to furnish such additional information, prior to acceptance of any proposal, relating to the qualifications of the proposer, as may be required by the City. III. HAVE YOU PROVIDED THE REQUIRED NUMBER OF RFP COPIES, ONE ORIGINAL AND THREE COPIES? YES: NO: PROPOSER PLEASE INSURE THAT YOU HAVE SIGNED THE SIGNATURE PAGE AND ALL PROPOSAL SUMMARY PAGES, COMPLETED. OMISSION OF A SIGNATURE OR FAILURE TO COMPLETE THE PROPOSAL SUMMARY PAGES MAY RESULT IN REJECTION OF YOUR PROPOSAL 28 City of Fort Lauderdale, Florida E.{KL��T .�A„ GENERAL CONDITIONS rnese rlstrucnors are standard 'or all contracts for commodities or services issued (hr0ugn the City of Fort Lauderdale Division Purcnasing 'he (',ly may delete. suoercede, or modify any of these standard instructions for a oarticuiar contract by indicating su change n me Invitation ro S,d 0 8) Suecial Conditions. Technical Specifications. Instructions, Proposal Pages, addenda, and Lec Advertisement PART I BIDDER PROPOSAL PAGEiS) CONDITIONS, 1 01 BIDDER ADDRESS ""e C,(V maintains automated vendor mailing i:StS for ?acn specific Corrmodry Cass .rem Invitati ro Sid rITB's) will be ma„ed first to a selection of Bidders who have fully registered on our system Requests will be mail to tin registered Bidders within a reasonable time frame for that bid only The mailing n return, will register a vendor on our system If you wish rcnase orders of one 1713 to the vendor, nor a t You wish payments sent to a different address. please so indicate on your invoice fit to a different address. please so indicate. 1.02 DELIVERY Time will be of the essence for any orders placed as a result of this ITS. The City reserves the fight to cant any orders, or part thereof, without obligation if delivery is not made in accordance with the schedule specified by the 8idd and accepted by the City 1.03 PAYMENT TERMS AND CASH DISCOUNTS. Payment terms. unless otherwise stated in this ITB. will be considered to be ri 30 days after the date of satisfactory delivery at the place of acceptance and recetpt of correct invoice at the office specifie whichever occurs last. Bidder may offer cash discounts for prompt payment but they will not be considered in determinant of award. If a Bidder offers a discount, it is understood that the discount time will be computed from the date of satisfactor delivery, at the place of acceptance, and receipt of correct invoice. at the office specified, whichever occurs last. 1.04 TOTAL 810 DISCOUNT, If Bidder offers a discount for award of all items listed in the bid. such discount shall be deducte from the total of the firm net unit prices bid and shall be considered in tabulation and award of bid. 1,05 BIDS FIRM FOR ACCEPTANCE: Bidder warrants, by virtue of bidding, that his bid and the prices quoted in his bid will be firr for acceptance by the City for a period of ninety (90) days from the date of bid opening unless otherwise stated in the ITS. 1.06 VARIANCES: For purposes of bid evaluation, Bidder's must indicate any variances, no matter how slight, from ITS Gener: Conditions. Special Conditions, Specifications, or Addenda in the space provided in the ITS. No variations or exceptions t a Bidder will be considered or deemed a part of the bid submitted unless such variances or exceptions are listed in the bi and referenced in the space provided on the bidder proposal pages. If variances are not stated, or referenced as requirec it will be assumed that the product or service fully complies with the City's terms, conditions. and specifications. By receiving a bid. City does not necessarily accept any variances contained in the bid. All variances submitted are subjec to review and approval by the City. If any bid contains material variances that, in the City's sole opinion, make that bid conditions in nature, the City reserves the right to reject the bid or part of the bid that is declared, by the City as conditional. 1,07 NO BIDS. If you do not intend to bid please indicate the reason, such as. insufficient time to respond, do not offer produc or service, unable to meet specifications. schedule would not permit, or any other reason, in the space provided in this ITS. Fallur, to bid or return no bid comments prior to the bid due and opening date and time, indicated in this ITS, may result in you firm being deleted from our Bidder's registration list for the Commodity Class Item requested in this ITS. 1.08 MINORITY AND WOMEN BUSINESS ENTERPRISE PARTICIPATION AND BUSINESS DEFINITIONS. The City of Fort Lauderdale wants to increase the particioation of Minority Business Enterprises (MBE). Women Business Enterprises IWBE), and Smai Business Enterprtses (SSE) in it s purchasing activities. If your firm qualifies in accordance with the below definitions please indicate in the space provided in this ITB. Minority Business Enterprise IMBE) "A Minority Business' is a business enterprise that is owned or controlled by one o, more socially or economically disadvantaged persons. Such disadvantage may arise from cultural, racial, chronic economic circumstances or background or other similar cause. Such persons include, but are not limited to. Blacks, Hispanics. Asiar Americans, and Native Americans. "The Term Minority Business Enterprise means a business at least 51 percent of which is owned by minority group members or, in the case of a publicly owned business. at least 51 percent of the stock of which is owned by minority group members. For the purpose of the preceding sentence, minority group members are citizens of the United States who include, but are no' limited to. Blacks. Hispanics, Asian Americans. and Native Americans. Women Business Enterprise IW8E) a 'Women Owned or Controlled Business' is a business enterprise at least 51 perceni Of which is "owned by females or in the case of a publicly owned business at least 51 percent of the stock of which is ownec by females. Small Business Enterprise ISBE) "Small Business means a corporation, partnership, sole proprietorship, or other legal enim formed for the purpose of making a profit. which is independently owned and operated, has either fewer than 100 empioyee� or less than 51.000.000 in annual gross receipts. BLACK, which includes persons having origins in any of the Black racial groups of Africa. WHITE, which includes persons whose origins are Anglo-Saxon and European and persons of Indo-European decent includinc Pakistani and East Indian HISPANIC. which includes persons of Mexican Puerto Rican. Cuban. Central and South American, or other Spanish culture or origin, regardless of race NATIVE AMERICAN, which includes persons whose origins are American Indians, Eskimos, Aleuts. or Native Hawaiians ASIAN AMERICAN. which includes persons having origin in any of the anginal peoples of the Far East, Southeast Asia. the Indian subcontinent, or the Pacific islands 9011M G 107 Ao. 1 92 Pigs 2 ,i 6 PART II OEFINITIONS,,ORDER OF PRECEOfiNCE. 2.01 81001NG DEFINITIONS rho Ciiv will use the following definitions in it s general conditions. speCtal conditions, technical specificat ar Insrructions to bidders, addenda, and any other document used in the bidding process iNVITArION TO 810 (IT81 when the City is requesting bids Irorn qualified Bidders. REQUEST FOR PROPOSALS IRFP) when the City is requesting proposals from qualified Proposers. 810 - a Vice and terms quote received in response to a ITB PROPOSAL • a proposal received in response to a RFP BIDDER • Person or Firm submitting a Bid. PROPOSER • Person or firm submiaing a Proposal. RESPONSIVE BIDDER • A person whose bid conforms in all material respects to the terms and conditions included in the ITS, RESPONSIBLE~ BIDDER • A person who has the capability in all respects to perform in full the contract requirements, as slat in the ITS. and trie integrity and reliability that will assure good faith performance. FIRST RANKED PROPOSER • That Proposer, responding to a City RFP, whose Proposal is deemed by the City. the most advantageo to the City after applying the evaluation criteria contained in the RFP, SELLER - Successful Bidder or Proposer who is awarded a Purchase Order or Contract to provide goods or services to the City, CONTRACTOR • Successful Bidder or Proposer who is awarded a Purchase Order, award Contract. Blanket Purchase Order agreeme, or Term Contract to provide goods or services to the City. CONTRACT • a deliberate verbal or written agreement between two or more competent parties to perform or not to perform certain act or acts, including ail types of agreements, regardless of what they may be called, for the procurement or disposal equipment, materials, supplies, services or construction. CONSULTANT - Successful Bidder or Proposer who is awarded a contract to provide professional services to the City. The following terms may be used interchangeably by the City: ITS or RFP: Bid or Proposal; Bidder, Proposer, or Seller; Contract or Consultant: Contract. Award, Agreement, or Purchase Order. 2.02 SPECIAL CONDITIONS. Any and all Special Conditions contained in this ITS that may be in variance or conflict with these t ener Conditions shall have precedence over these General Conditions. If no changes or deletions to General Conditions are made the Special Conditions, then the General Conditions shall prevail in their entirety. PART III BIDDING AND AWARD PROCEDURES: 3.01 SUBMISSION AND RECEIPT OF BIDS: To receive consideration, bids must be received prior to the bid opening date and tirr Unless otherwise specified. Bidder's should use the proposal forms provided by the City. These forms may be duplicated. but failu to use the forms may cause the bid to be rejected. Any erasures or corrections on the bid must be made in ink and initial+ by Bidder in ink. All information submitted by the Bidder shall be printed, typewritten or filled in with pen and ink. Bids shall 1 signed in ink. Separate bids must be submitted for each ITS issued by the City in separate sealed envelopes properly marked. WM a particular fTH or RFP requires multiple copies of bids or proposals they may be included in a single envelope or package, propel sealed and identified. Only send bids via facimile transmission (FAX) if the IIM specifically states that bids sent via FAX will t considered. If such a statement is not included in the ITS, bids sent via FAX will be rejected. Bids will be publicly opened in the Purchasing Office, or other designated area, in the presence of Bidder's, the public, and ci staff. Bidders and the public are invited and encouraged to attend bid openings. Bids will be tabulated and made available f review by Bidder's and the public in accordance with applicable regulations. 3.02 MODEL NUMBER CORRECTIONS: If the model number for the make specified in this ITS is incorrect- or no longer available at replaced with an updated model with new specifications, the Bidder shall enter the correct model number on the bidder propos page. In the case of an updated model with new specifications. Bidder shall provide adequate information to allow the City to determit if the model bid meets the City's requirements. 3.03 PRICES QUOTED: Deduct trade discounts, and quote firm net prices. Give both unit price and extended total. In the case of discrepancy in computing the amount of the bid. the unit price quoted will govern. All prices quoted shall be F.O.B. destinatic freight prepaid (Bidder pays and bears freight Charges, Bidder owns goods in transit and files any claims►, unless otherwise star in Special Conditions. Each item must be bid separately. No attempt shall be made to tie any item or items contained in the ITS with any other busine with the City. 3.04 TAXES. The City of Fort Lauderdale is exempt from Federal Excise and Florida Sales taxes on direct purchase of tangible pro env. Exemption number for Federal Excise taxes is 59.74.01 11 K. and State Sales tax exemption number is 16.03-196479.64 3.05 WARRANTIES OF USAGE. Any quantities listed in this ITS as estimated or projected are provided for tabulation and informatic purposes only. No warranty or guarantee of quantities is given or implied. It is understood that the Contractor will furnish tt City's needs as they arise. 3.06 APPROVED EQUAL: When the technical specifications call for a brand name, manufacturer, make, model, or vendor catak number with acceptance of APPROVED EQUAL it shall be for the purpose of establishing a level of quality and features desirt and acceptable to the City. In such cases, the City will be receptive to any unit which would be considered by qualified Ci personnel as an approved equal. In that the specified make and model represent a level of quality and features desired by if City, the Bidder must state clearly in his bid any variance from those specifications. It is the Bidder's responsibility to prov;i adequate information, in his bid, to enable the City to ensure that the bid meets the required criteria. If adequate informati( is not submitted with the bid, it may be rejected. The City will be the sole judge in determining if the item bid qualifies as an approved equal. 3.07 MINIMUM AND MANDATORY TECHNICAL SPECIFICATIONS: The technical specifications may include items that are consider, minimum, mandatory. or required. If any Bidder is unable to most. or exceed these items, and feels that the technical spedficstio' are overly restrictive, he must notify the Purchasing Division immediately. Such notification must be received by the Purchase Division prior to the deadline contained in the ITS. for questions of a material nature, or prior to five 15) days before bid di and open date, whichever occurs first. If no such notification is received prior to that deadline, the City will consider the technic specifications to be acceptable to all bidders. 3.08 MISTAKES. Bidders are cautioned to examine all terms, conditions, specifications, drawings, exhibits, addenda. delivery instructior and special conditions pertaining to the ITS. Failure of the Bidder to examine all pertinent documents shall not entitle him any relief from the conditions imposed in the contract. FOAM G- 107 Aw 7.93 Psoo 3 of 6 3.09 SAMPLES AND 0EMONSrRArioNs 5ainpie3 or ,nsoechon of product may be requested to determine Suitability Unl, Olhe►wise specihed in Special Condition]: Sample$ Irian be requested allot the date of bid opening, and if requested Ina bill received by the City within seven (7) working days at request. Samples, wnen requested. must be furnished free of exper to the City and of not used in testinq or destroyed, will upon request of the Bidder. be returned within thirty f0) days Of jwarrl at Bidder s expense When required. the City may request full demonstrations of units prior to award. YVhen Si Demonstrations are requested. the Bidder shall respond promptly and arrange a demonstration at a convenient location Fall to prowde Samples or demanstr.]tions as ioecihed by the City may result in rejection of a bid 3.10 LIFE CYCLE COSTING If So specified in ;he ITS, the City may elect to evaluate equipment proposed on the basis of tc Zast of ownership, In using Life C/Cie Costing, factors such as the following maybe considered estimated useful life. maintena, :osts, cost of supplies, labor intensity, energy usage, environmental impact, and residual value The City reserves the or, 'o use those or other applicable criteria, in its sole opinion, that will most accurately estimate total cost of use and ownership 3.11 81001NG ITEMS WITH RECYCLED CONTENT. In addressing environmental concerns, the City of Fort Lauderdale encoura, Bidders to submit bids or alternate bids containing items with recycled content. ';then submitting bids containing items w recycled content. Bidder shall provide documentation adequate for the City to verify the recycled content. The City pref packaging consisting of materials that are degradable or able to be recycled. When specifically stated in the ITS. the City may give preference to bids containing items manufactured with recycled mate or packaging that is able to be recycled. 3.12 USE OF OTHER GOVERNMENTAL CONTRACTS: The City reserves the right to reject any part or all of any bids received a utilize other available governmental contracts, if such action is in its best interest. 3.13 PUBLIC ENTITY CRIMES. Sections 287.132-.133 Florida Statutes, require that no public entity shall enter into a contract, aw, any bid, or transact any business in excess of the then current threshold, with any person or affiliate who has been convic• of a public entity crime. Prior to entering into a contract to provide goods or services to a public entity, a person shall a sworn statement with the Purchasing Division on the approved form, By submitting a bid. Bidder warrants that he r not been convicted of a public entity crime and will provide a fully executed and notarized form to the Purchasing Divis if notified of award. 3.14 QUALIFICATIONS/INSPECTION: Bids will only be considered from firms normally engaged in providing the types of commoditiE services specified herein. The City reserves the right to inspect the Bidder's facilities, equipment, personnel, and organizat at any time, or to take any other action necessary to determine Bidder's ability to perform. The Purchasing Manager resen the right to reject bids where evidence or evaluation is determined to indicate inability to perform. 3.15 810 SURETY: If Special Conditions require a bid security, it shall be submitted in the amount stated. A bid security can in the form of a bid bond, postal money order, cashiers check, or irrevocable letter of credit. Bid security will be returr to unsuccessful bidders as soon as practicable after opening of bids. Bid security will be returned to the successful bide after acceptance of the performance bond or irrevocable letter of credit, if required, acceptance of insurance coverage. if require and full execution of contract documents, if required, or conditions stated in Special Conditions. 3.16 PUBLIC RECORDS: Florida law provides that municipal records shall at all times be open for personal inspection by a person. Section 119.01, F.S.. The Public Records Law. Information and materials received by City in connection with an I response shall be deemed to be public records subject to public inspection upon award, recommendation for award, or days after bid opening, whichever occurs first. However, certain exemptions to the public records law are statutorily provic for in Section 119.07, F.S. If the Proposer believes any of the information contained in his or her response is exempt fr: the Public Records Law, then the Proposer, must in his or her response. specifically identify the material which is deerr to be exempt and cite the legal authority for the exemption, otherwise, the City will treat all materials received as public record: 3.17 PROHIBITION OF INTEREST: No contract will be awarded to a bidding firm who has City elected officials, officers or employE affiliated with it, unless the bidding firm has fully complied with current Florida State Statutes and City Ordinances relat: to this issue. Bidders must disclose any such affiliation. Failure to disclose any such affiliation will result in disqualificat: of the Bidder and removal of the Bidder from the City's bidder lists and prohibition from engaging in any business with t City, 3.18 RESERVATIONS FOR AWARD AND REJECTION OF BIDS: The City reserves the right to accept or reject any or all bids, P of bids, and to waive minor irregularities or variations to specifications contained in bids, and minor irregularities in the biddi process. The City also reserves the right to award the contract on a split order basis, lump sum basis, individual item baz or such combination as shall best serve the interest of the City. The City reserves the right to make an award to the responsive and responsible bidder whose product or service meets t terms, conditions, and specifications of the ITS and whose bid is considered to best serve the City's interest. In determmi the responsiveness of the offer and the responsibility of the Bidder, the following shall be considered when applicable: t ability, capacity and skill of the Bidder to perform as required; whether the Bidder can perform promptly, or within the Or specified, without delay or interference; the character. integrity, reputation, judgment, experience and efficiency of the Bidd the quality of past performance by the Bidder; the previous and existing compliance by the Bidder with related laws and ordinanc the sufficiency of the Bidder's financial resources. the availability, quality and adaptability of the Bidder's supplies or servic to the required use; the ability of the Bidder to provide future maintenance, service or parts; the number and scope of conditic attached to the bid. If the ITS provides for a contract trial period, the City serves the right, in the event the selected bidder does not perform sausfactor to award a trial period to the next ranked bidder or to award a contract to the next ranked bidder, if that bidder has successflL provided services to the City in the past. This procedure to continue until a bidder is elected or the contract is rebid. the sole option of the City, 3.19 LEGAL REQUIREMENTS: Applicable provisions of all federal, state. county laws, and local ordinances. rules and regulations, sh govern development, submittal and evaluation of all bids received in response hereto and shall govern any and all claims a disputes which may arise between personfs) submitting a bid response hereto and the City by and through its officers, employe and authorized representatives, or any other person, natural or otherwise: and lack of knowledge by any bidder shall not constiti a cognizable defense against the legal effect thereof. FORM G• toy Re,. 1 /9z Pogo a at a PART IV BONOS ANO I URANrCE 401 PERFORMANCE BONG/IRREVOCABLE LETTER OF CREDIT if a performance bond or irrevocable letter of credit is required Special Conditions, the Contractor shall within fifteen (15) working days alter notification of award. furnish to the City a Peribr^•anc Bond or an Unconditional Irrevocable Letter of Credit payable to the City of Fort Lauderdale. Florida, in the face amount spa",fir in Special Conditions as surety for faithful performance under the terms and conditions of the contract. If the bond 13 an a annual coverage basis. renewal for each succeeding year shall be submitted to the City thirty 1301 days prior to the terminatic date of the existing Performance Band. The Performance Bond must be executed by a surety company of recognized standin iuthorized to do business in the State of Florida and having a resident agent. If a Letter of Credit is chosen, it must be ,n `orm icceotable to the City, drawn on i vocal (Braward. Dade or Palm Beach Counties) bank acceptable to the City and issue n favor of the City of Fort Lauderdale, Florida, if a Bidder wishes to use a non Iccal bank. he must have prior City approv of the requirements to draw against the Letter of Credit. Acknowledgement and agreement is given by bath parties that the amount herein set for the Performance Bond or Irrevocab Letter of Credit is not intended to be nor shall be deemed to be in the nature of liquidated damages nor is it intended to lin- the liability of the Contractor to the City in the event of a material breach of this Agreement by the Contractor. 4.02 INSUgANCE: If the Contractor is required to go on to City property to perform work or services as a result of ITS award, tt Contractor shall assume full responsibility and expense to obtain all necessary insurance as required by City or specified in Speci. Conditions. The Contractor shall provide to the Purchasing Division original certificates of such coverage and receive notification of approv Of those certificates by the City's Risk Manager prior to engaging in any activities under this contract. The Contractors insuranc is subject to the approval of the City's Risk Manager. The certificates must list the City as an A001TIONAL INSURED and sha have no less than thirty (30) days written notice of cancellation or material change. Further modification of the insurance requirements may be made at the sole discretion of the City's Risk Manager if circumstance change or adequate protection of the City is not presented. Bidder, by submitting his bid, agrees to abide by such modifications. PART V PURCHASE ORDER AND CONTRACT TERMS: 5.01 COMPLIANCE TO SPECIFICATIONS. LATE DELIVERIES/PENALTIES: Items offered maybe tested for compliance to bid specificz tions. Items delivered which do not conform to bid specifications maybe rejected and returned at Contractor's expense. Ar violation resulting in contract termination for cause or delivery of items not conforming to specifications, or late delivery ma also result in: Bidder's name being removed from the City's bidder's mailing list for a specified period and Bidder will not be recommends for any award during that period. All City Departments being advised to refrain from doing business with the Bidder. All other remedies in few or equity. 5.02 ACCEPTANCE, CONDITION, AND PACKAGING. The material delivered in response to ITS award shall remain the property c the Seller until a physical inspection is made and the material accepted to the satisfaction of the City. The material must comp) fully with the terms of the ITS, be of the required quality, new, and the latest model. All containers shall be suitable for storag and shipment by common carrier, and all prices shall include standard commercial packaging. The City will not accept substitute of any kind. Any substitutes or material not meeting specifications will be returned at the Bidder's expense. Payment will b made only after City receipt and acceptance of materials or services. 5.03 SAFETY STANDARDS: All manufactured items and fabricated assemblies shall comply with applicable requirements of tth Occupational Safety and Health Act of 1970 as amended, and be in compliance with Chapter 442. Florida Statutes. Any tax; substance listed in Section 38F-41.03 of the Florida Administrative Code delivered as a result of this order must be accompanie by a completed Material Safety Data Sheet (MSOS). 5.04 ASBESTOS STATEMENT: All material supplied must be 100% asbestos free. Bidder, by virtue of bidding, certifies that if awarded any portion of the ITB he will supply only material or equipment that is 100% asbestos free. 5,05 OTHER GOVERNMENTAL ENTITIES: If the Bidder is awarded a contract as a result of this ITS. he will, if he has sufficient capacit or quantities available, provide to other governmental agencies, so requesting, the products or services awarded in accordant with the terms and conditions of the ITS and resulting contract. Prices shall be F.O.B delivered to the requesting agency. 5.06 VERBAL INSTRUCTIONS PROCEDURE: No negotiations, decisions. or actions, shall be initiated or executed by the Contractc as a resulr of any discussions with any City employee. Only those communications which are in writing from an authorize - City epresentative may be considered. Only written communications from Contractors which are assigned by a person designate as authorized to bind the Contractor will be recognized by the City as duly authorized expressions on behalf of Contractors. 5.07 INDEPENDENT CONTRACTOR: The Contractor is an independent contractor under this Agreement. Personal services provide - by the Proposer shall be by employees of the Contractor and subject to supervision by the Contractor, and not as officers, employee! or agents of the City. Personnel policies, tax responsibilities. social security, health insurance, employee benefits. purchasin policies unless otherwise stated in this ITS, and other similar administrative procedures applicable to services rendered unde this Contract shall be those of the Contractor. 5.08 INOEMNITY/HOLD HARMLESS AGREEMENT. The Contractor agrees to protect, defend, indemnify. and hold harmless the Cit of Fort Lauderdale and its officers, employees and agents from and against any and all losses. penalties. damages. settlement: claims, costs, charges for other expenses, or liabilities of every and any kind including attorney fees, in connection with or arisin directly or indirectly out of the work agreed to or performed by Contractor under the terms of any agreement that may Sri$, due to the bidding process. Without limiting the foregoing, any and all such claims, suits, or other actions. relating to person injury, death, damage to property, defects in materials or workmanship, actual or alleged violations of any applicable statute. ordinanct administrative order. rule or regulation, or decree of any court, shall be included in the indemnity hereunder FORM 4 107 Rww 1, 92 Page S of 4 5 09 _ `.I .+ _ . -'J^ _M - ruyr ir, CauSC •.rr :. :r 'a n a ;imeiv .rued arooar manner .Is 001,gat uruw :r S ayr tymynt. i :n. :ontraClor Snail violate Iry al my pravi%-one of this Agreement, tn6 City may upon wr, notice to into Contractor terminate the rtgnt of the Contractor to proceed under this Agreement, or with sucn part or p of the Agreement as to whtcn there has bean a default, and may hold the Contractor liable for any damages caused to City by reason of sucn default and termination In the event of Such termination, any completed services performed by Contractor under this Agreement Shall, at the option of the City, become the City's property and the Contractor shall be enu to receive equitable compensation for any work completed to the satisfaction of the City. The Contractor, however. Shall be relieved of liability to the City for damages sustained by the City by reason of any breach of the Agreement by the Contra( and the City may withhold any payments to the Contractor for the purpose of setoff until such time as the amount of damn due to the City from the Contractor can be determined. 5.10 TER-MiNATION FOR CONVENIENCE. The City reserves the right, in its best interest as determined by the City, t0 cancel cont by giving Nritten notice to the Contractor tnir;y (30) days prior to the effective date of such cancellation. 5,11 CANCELLATION FOR UNAPPROPRIATED FUNDS. The obligation of the City for payment to a Contractor is limited to the availat of funds appropriated in a current fiscal period. and continuation of the contract into a subsequent fiscal period is sut to appropriation of funds, unless otherwise authorized by law. 5.12 RECORDS/AUDIT. The Contractor shall maintain during the term of the contract all books of account, reports and rec in accordance with generally accepted accounting practices and standards for records directly related to this contract. form of all records and reports shall be subject to the approval of the City's Internal Auditor. The Contractor agrees to rr available to the City's Internal Auditor, during normal business hours and in Broward, Dade or Palm Beach Counties, all be of account. reports and records relating to this contract for the duration of the contract and retain them for a minimum pe of one (1) year beyond the last day or the contract term. 5.13 PERMITS. TAXES, LICENSES. The successful Contractor shall at his own expense obtain ail necessary permits, pay all licen fees and taxes. required to comply with all local ordinances, state and federal laws, rules and regulations applicable to busir to be carried on under this contract. 5.14 LAWS/ORDINANCES. The Contractor shall observe and comply with all Federal, State, local and municipal laws, ordinan rules and regulations that would apply to this contract. 5.15 NON DISCRIMINATION: There shall be no discrimination as to race. sex, color, creed, age or national origin in the operas conducted under this contract. 5.16 UNUSUAL CIRCUMSTANCES: If during a contract term where costs to the City are to remain firm or adjustments are restri( by a percentage or CPI cap, unusual circumstances that could not have been foreseen by either party to the contract oc and those circumstances significantly affect the Contractor's costs in providing the required items or services, then the Contra may request adjustments to the costs to the City to reflect the changed circumstances. The circumstances must be bey the control of the Contractor, and the requested adjustments must be fully documented. The City may, after examinat refuse to accept the adjusted costs if they are not properly documented, increases are considered to be excessive, or decrez are considered to be insufficient. In the event the City does not wish to accept the adjusted costs and the matter car be resolved to the satisfaction of the City, the City will reserve the following options: 1. The contract can be cancelled by the City upon giving (30) days written notice to the Contractor with no penalty to City or Contractor. The Contractor shall fill all City requirements submitted to the Contractor until the termination date conta: in the notice. 2. The City requires the Contractor to continue to provide the items and services at the firm fixed (non adjusted) cost L the termination of the contract term then in effect. 3. If the City, in its interest and in its sole opinion, determines that the Contractor in a capricious manner attempted to this section of the contract to relieve themselves of a legitimate obligation under the contract. and no unusual circumstar had occurred, the City reserves the right to take any and all action under law or equity. Such action shall include, but be limited to, declaring the Contractor in default and disqualifying him from receiving any business from the City for a sti period of time. If the City does agree to adjusted costs, these adjusted costs shall not be invoiced to the City until the Contractor rece notice in writing signed by a person authorized to bind the City in such matters. 5.17 ELIGIBILITY. If applicable, the Contractor must first register with the Department of State of the State of Florida, in accordZ with Florida State Statutes. prior to entering into a contract with the City. 5.18 PATENTS AND ROYALTIES: The Contractor, without exception, shall indemnify and save harmless the City and its employ from liability of any nature and kind, including cost and expenses for or on account of any copyrighted. patented or unpater invention, process, or art:cle manufactured or used in the performance of the contract. including its use by the City. If Contractor uses any design, device, or materials covered by letters, patent or copyright, it is mutually agreed and unders without exception that the bid prices shall include all royalties or cost arising from the use of such design, device, or mate in any way involved in the work. 5,19 ASSIGNMENT Contractor shall not transfer or assign the performance required by this ITB without the prior written con of the City. Any award issued pursuant to this ITB, and the monies which may become due hereunder, are not assign except with the prior written approval of the City Manager at selected designee. 5,20 LITIGATION VENUE: The parties waive the privilege of venue and agree that all litigation between them in the state cc shall take place in Broward County, Florida, and that all litigation between them in the federal courts shall take place tr Southern District in and for the State of Florida. FQNM G 107 our 1 12 Payr ri -r1 y RFP # 582-8053 for MAILING SERVICES CITY OF FORT LAUDERDALE TABLE OF CONTENTS ATTACHMENTS: #1 AND 1A - Certificates of Insurance #2 - Financial References #3 - Balance Sheet APPENDIX: A - Principal Individuals B - Database and Mailing List Services C - Parcel Rate D - Scope of Services E - Mail Processing System F - Non -Qualifying Mail G - Qualifying Mail H - Approach and Concept for Contract Commencement I - U.S.P.S. Savings Information ATTACHMENT #1 & 1. Certificates of Insurance PRODUCER Dav{sBBlLiwln, Inc. P.O. Box 25277 Tampa, Florida 33fi22 TH19 CERTIFICATE IS ISSUER AS A MATTER OF INFORM TION ONLY ANO Ct1�IFER$ NO itNfHTA UPON THE MOLDER. THL9 CERTIFICATE DOES NOT AWI EMNO OR ALTER THE COVERAGE AFFORDED BY THE POL ICIE3 COMPANIES AFFORDING COVERAGE c�A� Hartford Casually Insurance S13-2BT-19311 INSURED ADP TalalSource Ill. Inc. COMPANY 8 5800 Windward Parkway Alpharetta. GA 30005 OWANY � C G COLWANY I 0 INDICATED. NOTWITHSTANDING ANY RFOUIREMENT. TERRA OR CONDITION OF ANY CONTRACTOR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS. EXCLUSIONS AND CONDITIONS OF SUCH POLICIES, LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. COT TYPE OF INSURANCE POLICY NUMBER jM�rVY wop1 DAY2. lrfCorVY► LIMrTS GENERAL LIABILITY GENERAL ACWUZF(LATE i COMMERCIAL GENERAL LLAA31LM PROOUCrR - rOMPtOP ArA S c(.ALA" MADE MOCCUR PSASQNAI A A0V 04AJRY S OWNER'S & CONTRACTOR'$ PRO r EACH OCCURRENCR S FIRE OAAAAGE (Amy ww M I S hED C)p ("one QWbW) S AUTOMOBILE LIAHIUTY ANY AUTO COMBINED SWOLE LIMIT i (WILY INJURY perIWnI ( I ALL OWNED AUTOS SCHEDULED AUTOS P-0 I Y i�� S I TIRED AUTOS NON -OWNED AUT05 0► PROPERTY DAMAGE S GARAGE LIA91UTY AUTO ONLY _ EA ACCtDEN S OT14ER THAN AUTO ONLY: ANY AUTO EACH ACCIDENT S A0GREGATE S EXCESS LIABILITY EACH OCCURRENCE S AOORZGATE S UMBRELLA FORM S OTHFR THAN UMBRELLA FORM A WORK111" COMPlNSATION AND EMPLOYERW LIABILITY 21 WNJ73500 04/01 /1995 04/01/1999 x TGIIYLt�MT'/ [R EL EACH ACCIDENT 2 1 T"tPR✓oPR1ETORI INCL PAwT�rtR�]cEC4n�RWW-C 13 ARe EJLCL EL DISEASE - POLICY LtWr S 1 0011.000 EL 0ISIF.AS1 - EA EMPLOTE S I ..000 OTHER DESCRIPTION OF OPERATIONSILOCATIONSM>EHICLESWECIAL ITEMS For those employees leased to POSTAL CENTER NTERNATIONAL, INC. FROM A0P TotalSource 111, Inc. BROAD FORM ALL STATES COVERAGE ENDORSEMENT INCLUDED & OULU ANY OF THE AWW DE#CPAM POUCES as CANCULW 99PM TTIE EXPMAYMM DATE T"IMEOP, THa 6"Mmo COMPANY MILL ENWAVOR VO MAIL CITY OF FT LAUDERDALE FL PURCHASING DEPT 30 DAYT wM 21# NOTICE TO THRCgRTP(CATEIIOLDEIIMAMDTO TNa LIFT aUr PAA.VINS TO MA& /YCN NOTICE WOLL IMPO&V NO "LQ^rWN OR LIAR Y 100 N ANDREW$ AVE. 3RD FLOOR or ANIr Belo UPON TNR COISPAmY, rig AOBNTs OR RLlPRfaO1TATPoq• F f LAUDERDALE. FL 33301 I AUTHORIMIDREPNlSENYATIVE ATTACHMENT #3 Balance Sheet Postal Center International. Inc. Balance Sheet as of December 31, 1997 and 1996 Balance Balance as of 12/31/97 as of 12/31/96 ASSETS .;rrent Assets Cash On Hand $ 368,079.76 $ 34,219.09 Employee Advances 115.47 2,500.00 Accounts Receivable - Trade 1,497,055.98 1,507,022.41 Postage Inventory 202,455.14 595,S59.86 Prepaid Expenses 24,161.00 S7,406.38 Total C'srrent Assets 2,091,866.35 2,196,72.7.74 coaerty and Equipment Transportation Equipment 180,005.71 1.39,036.44 rurniture and Fixtures 20,269.00 20,269.00 Purniture and Fixtures-Crlando 9.958.00 9195$.00 Equipment 1,700,450.94 1,619,536.06 Office Equipment 53,555.64 28,421.57 Less Accumulated Depreciation (1,4831854.00) (1,138,567.00) Total Property and Equipment 480,385.29 678,654.07 :iher Assets Deposiz:s 17,416.52 17,416.52 - -- Total Other Assets 17,41-6.5217,416.52 Total Assets $ 2,509,668.16, $ 2,892,798.33 w aa�a,wwaaw�a�w �awaawss s�a���a See Accountants, Compilation Report APPENDIX A PRINCIPAL INDIVIDUALS The following people are involved in the day to day activities associated with the City of Fort Lauderdale. Lennie Tenn - Courier Manager Lennie has been working for PCI for three years and is responsible for managing all of our courier and driver related functions. Lennie came to us from Courier Dispatch where he was the lead dispatcher. Lennie has over 15 years experience in the Courier Business. Sh ri Bradford - Direct Mail Manager Shyrl has been working for PCI for three years and is responsible for managing the day to day activities of our Direct Mail department. Shyrl has over 22 years experience in the Direct Mail Industry, having worked for such companies as DMAC and VAN DEE. Shyrl is an expert in Mail Format and Design. Dawn Price - Account Representative Dawn has been working for PCI for two years and is responsible for customer service on certain accounts. Dawn is trained in Mail Piece Design and has lectured and given seminars on the topic. She recently completed a lecture series on Mail Piece Design for Columbia Hospitals. Richard O'Rourke - Account Re - Database Management Richard has been working for PCI for three years and is responsible for handling customer service issues for several accounts. Richard just completed a 10 Point Mail Systems Analysis for the Management Group of Suntrust Bank. Richard is an expert in Laser Printing and postal savings. Scott Lillico - O erations Mana er Scott has been working for PCI for two years and is responsible for the day to day operations of the operations plant. Scott works extensively with the U.S.P.S. Scott has toured many facilities throughout the U.S.A. as part of our Industry Awareness Program. Susan O'Rourke - Office Manager Susan has been working for PCI for five years and is responsible for all Office functions. Susan is also in charge of our Facilities Management Department. Currently we run the Mail Services Department for two companies employing a total of 9 off -site staff. We are in our fifth year at First Data Merchant Services where we employ six people. Robert Sentochnik - General Manager Robert has been working for PCI for over 10 years and is responsible for the day to day running of the company. Robert oversees PCI's 10 Point Mail System Analysis Program. His extensive background in MIS has helped PCI stay on the cutting edge as we move forward. Robert is a member of the Florida Direct Marketer's Association, The National Association of Presort Mailers and the Mail Advertising Service Association. Robert recently completed an analysis of the Mail Services Department of Republic Industries, which will result in a yearly savings to Republic of over $ 200,000. APPENDIX B Database and Mailing List Services Database Services Address Standardization, Zip+4, & Cass Certification De -Dupe Elimination Merge\Purge Mailing List Services Resident Mailing List Consumer Mailing List Cost $.002 per piece $.002 per piece $.002 per piece Cost $.015 per piece Cost depends on Demographics and Psychographics required APPENDIX C POSTAL CENTER INTERNATIONAL RATE SCHEDULE ZONE---> 2 3 4 5 6 7 8 WEIGHT FLAT 6 OZ 1.39 -7 OZ, 1.62 8 OZ 1.80 9 OZ 2.03 10 OZ 2.21 11-15 OZ 2.50 1 LBS 2.65 2.65 2.65 2.65 2.77 2.80 2.85 2 LBS 2.75 2.76 2.77 2.78 2.79 2.80 2.85 3 LBS 3.55 3.65 3.75 3.85 4.03 4.04 4.05 4 LBS 4.15 4.15 4.15 4.15 4.50 4.55 4.60 5 LBS 4.80 4.95 4.95 4.95 5.30 5.35 5.40 6 LBS 4.80 5.00 5.00 5.35 6.80 7.60 8.55 7 LBS 4.95 4.95 5.35 5.95 7.50 8.45 9.60 8 LBS 5.15 5.15 5.75 6.55 8.25 9.35 10.65 9 LBS 5.35 6.25 7.20 8.30 9.00 10.20 11.70 10 LBS 5.60 5.60 6.80 7.80 9.75 11.10 12.75 11 LBS 6.00 6.00 7.30 8.45 10.50 12.00 13.75 12 LBS 6.40 6.40 7.80 9.05 11.25 12.85 14.80 13 LBS 6.75 6.75 8.35 9.65 12.00 13.75 15.85 14 LBS 7.15 7.15 8.85 10.30 12.75 14.60 16.90 15 LBS 7.55 7.55 9.35 10.90 13.50 15.50 17.95 16 LBS 7.70 7.70 9.65 11.30 14.25 16.40 19.00 17 LBS 8.10 8.10 10.15 11.90 15.00 17.25 20.05 18 LBS 8.50 8.50 10.65 12.55 15.75 18.15 21.05 19 LBS 8.90 8.90 11.20 13.15 16.45 19.00 22.10 20 LBS 9.30 9.30 11.70 13.75 17.20 19.90 23.15 21 LBS 9.70 9.70 12.25 14.40 17.95 20.80 24.20 22 LBS 10.10 10.10 12.75 15.00 18.70 21.65 25.25 23 LBS 10.50 10.50 13.25 15.65 19.45 22.55 26.30 24 LBS 10.90 10.90 13.80 16.25 20.20 23.40 27.35 25 LBS 11.30 11.30 14.30 16.90 20.95 24.30 28.40 26 LBS 11.70 11.70 14.80 17.50 21.70 25.20 29.40 27 LBS 12.10 12.10 15.35 18.10 21.45 25.05 29.45 28 LBS 12.50 12.50 15.85 18.75 22.20 25.95 30.45 29 LBS 12.90 12.90 16.35 19.35 23.95 27.80 32.55 30 LBS 13.30 13.30 16.90 20.00 24.70 28.70 33.60 31 LBS 13.70 13.70 17.40 20.60 25.45 29.60 34.65 32 LBS 14.10 14.10 17.95 21.20 26.15 30.45 35.70 33 LBS 14.50 14.50 18.45 21.85 26.90 31.35 36.70 34 LBS 14.90 14.90 18.95 22.45 27.65 32.20 37.75 35 LBS 15.30 15.30 19.50 23.10 28.40 33.10 38.80 36 LBS 16.70 16.70 21.50 23.70 29.15 34.00 39.85 37 LBS 17.10 17.10 21.50 25.35 29.90 34.85 40.85 38 LBS 17.45 17.45 22.05 25.95 30.65 35.75 41.95 39 LBS 17.85 17.85 22.55 26.55 31.40 36.60 43.00 40 LBS 18.25 18.25 23.05 27.20 32.15 37.50 44.00 41 LBS 18.65 18.65 23.60 27.80 32.90 38.40 45.05 42 LBS 19.05 19.05 24.10 28.45 33.65 39.25 46.10 43 LBS 19.45 19.45 24.60 29.05 34.40 40.15 47.15 44 LBS 19.85 19.85 25.15 29.65 35.15 41.05 48.20 45 LBS 20.25 20.25 25.65 30.30 35.90 41.95 49.30 46 LBS. 20.55 20.55 26.10 30.80 36.50 42.70 50.20 ' 47 LBS 21.00 21.00 26.60 31.40 37.50 43.60 51.20 48 LBS 21.30 21.30 27.10 32.00 38.00 44.40 52.20 49 LBS 21.70 21.70 27.60 32.70 38.80 45.30 53.30 50 LBS 22.00 22.00 28.00 33.00 39.00 46.00 54.00 51 LBS 22.00 22.00 28.00 34.00 40.00 47.00 55.00 52 LBS 23.00 23.00 29.00 34.00 41.00 48.00 56.00 53 LBS PROPOSAL PAGES PART II TECHNICAL PROPOSAL APPENDIX D - Scope of Services The City of Fort Lauderdale has been a customer of Postal Center International, since October of 1990. During these eight years we have come to know and be able to respond to the needs of the City of Fort Lauderdale. Our growing base of over 300 Daily, Barcode and Presort customers, plus our over 200 Direct Mail customers gives us experience in a wide variety of Mailing Services. In addition, we currently handle all mailing services for over 15 Municipalities or Government Agencies. As the City of fort Lauderdale is looking for a company who can handle all of their mailing needs, in reliable, efficient and cost effective manner, we feel we are well experienced, staffed and equipped to handle all of these needs. The City of Fort Lauderdale is looking for a company with the experience and resources to reliably barcode, encode, presort and commingle 600,000 pieces per year. With 3 MLOCR machines in Fort Lauderdale and one at our backup facility in Orlando PCI is well equipped to perform these services. The City of Fort Lauderdale is also looking for a company to handle their Bulk or Standard Mail. We currently barcode and presort bulk mail on a daily basis. We also offer SCF drop shipments. With PCI bulk mail never sits waiting for other mail to come in. The City of Fort Lauderdale is also looking for a company to pick up and drop their prebarcoded mail off at the Oakland Park Post Office. Since we already pick up your mail and drop off at the Oakland Park Post Office we will continue to provide this service at no charge to the City of Fort Lauderdale. The City of Fort Lauderdale is looking for a company who can handle 300,000 pieces of non MLOCR readable mail. PCI is the leader in Remote Video Encoding Technology. We are currently placing barcodes on over 60,000 pieces of handwritten mail each day. Our unique keying service involves 3 people typing in each address. This provides us with an unsurpassed level of accuracy in keying. Only when two of the three people type in the exact address will we accept is as a valid address. The City of Fort Lauderdale is also looking for a company who can handle all of their Flat mailings. PCI is known throughout Florida as the leader in Flats mailings. PCI pioneered Third Class with First Class timing and continue to be on the cutting edge. Our proprietary Flats and Parcels programs save customer thousands of dollars each year. Our in-house or on -site training programs are designed to teach our customers how to save money. The City of Fort Lauderdale is also looking for a company that is well equipped to handle all mailing services that may come up throughout the term of the contract. As we are not just a presort company we can meet your needs quickly and reliably. Our list of services is seemingly endless, including the following: Cheshire, InkJet. Bursting, Folding, Inserting, Fulfillment, Labeling, Laser Printing, International Mail, Metering, Database Management, List Procurement and Management, Courier Service, PO Box Pickup and Facilities Management. PROPOSAL PAGES PART II TECHNICAL PROPOSAL APPENDIX E- Mail Processing System Postal Center International has always been the leader in combining industry knowledge with State -of -the -Art Equipment. Despite the obvious threats we face each Hurricane Season, PCI is the only company to have a "real" backup plan. Our plant in Orlando is a working plant, processing mail for our Orlando customers including Walt Disney World. This facility is fully owned and operated by PCI. Our mail processing system begins with the pickup of your mail. The count sheet that you fill out includes information that helps us route and process your mail quickly and efficiently. When the mail arrives at PCI is checked in by our Courier Manger and Check -In Supervisor. They check the mail, verify the count and route the mail to the proper department. All metered, barcode and presort mail is sent to the Quality Control department. Here, they verify that the mail has been prepared properly. After they approve the mail it is sent to barcoding. Our barcode department is staffed by 30 people and consists of three MLOCR machines. Each machine has a different camera system which allows us to read a wide variety of mail. The City of Fort Lauderdale's mail is first run on our MRS MLOCR machine. This machine specializes I reading fixed font mail. It has a contrast dial which allows the operator to fine tune the reading of the mail. At present, The City of Fort Lauderdale's mail runs best on a setting of 243. The rejected mail from this machine is run one more time at this station and then brought over to our ATR MLOCR machine. This machine specializes in proportional font mail. It also has a contrast dial. On this machine The City of Fort Lauderdale's mail runs best at a setting of 253. The rejects are again run one more time. The rejected mail from this machine is brought over to our ARS system. This is the newest machine on the market. It has an auto contrast setting. This machine is very good at reading mail that has a bad background. The rejected mail is then run again on this machine in RVE (encoding mode). At this point all the mail has been commingled and is then delivered to the U.S.P.S. Special Handling Mail, such as an inserting job is routed to our Direct Mail Department. Before work is begun on a job a work order is created by one of our Account Reps. If they are unsure of exactly what the job entails they will call the customer before work begins on the job. Please see the attached Equipment List for all the equipment that we have in this department. We pride ourselves on our ability to process special handling mail, quickly, efficiently and reliably for all of our customers. Our customers are kept abreast of the status of each of their jobs as it travels throughout our plant. Our processing system is based upon guidelines set forth by the U.S.P.S. in their Mail Preparation Total Quality Management Program as co -developed by the U.S.P.S. and the National Association of Presort Mailers. PROPOSAL PAGES PART II TECHNICAL PROPOSAL APPENDIX F Non -Qualifying Mail Non -Qualifying mail is mail that is barcoded, but does not qualify for postage discounts At present all of The City of Fort Lauderdale's mail qualifies for postage discounts. Non-barcodeable mail is mail that for some reason or other can not have a valid barcode placed on it. Unless the piece is obviously not barcodeable due to the physical characteristics of the mail piece i.e.; no barcode clear zone, or staples through the piece, etc., PCI will attempt to barcode the piece. If the piece does not meet Automatible criteria PCI will call the customer prior to adding postage to the piece. PROPOSAL PAGES PART 11 TECHNICAL PROPOSAL APPENDIX G - Qualification The process of qualification involves the sorting of mail down to the finest level. In order to achieve the deepest discounts the mail must be sorted to 5 digits. For instance if a mail piece were destined to Orlando zip code 32819, PCI would need to have a total of a least 150 mail pieces to this zip code to qualify at a rate of 23.8. If for some reason we did not have enough pieces the next discount level would be to have at least l50 pieces to the first 3 digits of the zip code. In this case 328. The postage level for this sortation is 25.4 cents. If we do not -have enough mail to reach this level than the mail can be sorted and sent out at 26.1 cents. At present all of The City of Fort Lauderdale's MLOCR barcoded mail qualifies for the best discount available. The City of Fort Lauderdale's RVE encoded mail is sent out at the basic sort rate of 26.1 cents. This is in order to facilitate same day processing. If The City of Fort Lauderdale chose next day RVE.processing this mail could get out at the 23.8 cents discount. PROPOSAL PAGES PART II TECHNICAL PROPOSAL APPENDIX H - Approach and Concept for Contract Commencement Account setup and continued training are the keys to developing a successful partnership. During startup a PCI rep will be on hand at the customer site to provide start up training in mail preparation. Items such as how to tray mail, how to fill out a count sheet and the meaning of each of our special handling flags is discussed at this time. The customer will also be introduced to his driver. The customer is also invited out to our plant to watch his mail run. Our open house policy is unique in the business. Continued customer training is provided, through customer seminars whether at the customer site or at PCI . Newsletters and mail outs compliment the lectures and seminars. PCI has the highest Account Rep to Customer in the Industry. Our Free 10 Point Mail Systems Analysis has received rave reviews from our customers. It is our continued Customer Service that sets us apart from the rest of the industry. To date we are 1 of the 2 companies selected among hundreds to be able to process mail for Walt Disney World. The other company is in California. Our approach to reading mail is simple and can best be described as training and technology. We train as much as possible and invest in the best equipment. Our newest camera can actually read and barcode handwritten mail. PROPOSAL PAGES PART II TECHNICAL PROPOSAL APPENDIX I - U.S.P.S. Savings Information Postal Center has always been at the forefront of Postal savings. As members of MASA and the National Association of Presort Mailers we have gone to Washington to lobby for greater savings and in. most cases have succeeded. The last rate case is a perfect example. Postage Discounts will be larger than ever before. In first class mail The City of Fort Lauderdale will attain the following savings; All same day barcoded mail will be sent out at the S digit sorted rate of 23.8 cents. This is a discount of 8.2 cents per piece. PCI will charge The City of Fort Lauderdale 1.7 cents for providing this service resulting in a savings of 6.5 cents. This savings will increase to 7.0 cents when the new rates become effective on January 10, 1999. The City of Fort Lauderdale can save up to $39,000 per year based upon 600,000 pieces. In Standard Mail (Bulk) class mail The City of Fort Lauderdale will attain the following savings; All same day barcoded mail will be sent out at the 5 digit sorted rate of 15.5 cents. This is a discount of 10.1 cents per piece. PCI will charge the City of Fort Lauderdale 1.7 cents for providing this service resulting in a savings of 8.4 cents. The City of Fort Lauderdale can save UP to $25,000 per year based upon 300,000 pieces. RFP NO. 582-8053, 3 YR. CONTRACT FOR MAILING AND FULFILLMENT SERVICES CITY OF FORT LAUDERDALE/BROWARD CO-OP GROUP PROPOSAL PAGES PART III QUESTIONNAIRE Please provide the following information: 1. Lawsuits (any) pending or completed involving the corporation, partnership or individuals with more than ten percent (10%) interest: a.List all pending lawsuits which are concerned directly with the staff or part of your organization proposed for the contract: b.list all judgments from lawsuits in the last 5 years which are concerned directly with the staff or part of your organization proposed for the contract. N/A II. Attach a Balance Sheet and Statement of Profit and Loss of the proposing firm from the preceding calendar or fiscal year, certified by either an appropriate Corporate Officer, or an independent Certified Public Accountant. If proposing firm is a privately held corporation, providing such records, for City review, at a time and place convenient to the City, will satisfy this requirement. If the proposing firm is a newly formed corporate entity, the City may require a personal guarantee of performance by principals or stockholders. The proposer understands that the information contained in these Proposal Pages is to be relied upon by the City in awarding the proposed Agreement, and such information is warranted by the proposer to be true. The proposer agrees to furnish such additional information, prior to acceptance of any proposal, relating to the qualifications of the proposer, as may be required by the City. III. HAVE YOU PROVIDED THE REQUIRED NUMBER OF RFP COPIES, ONE ORIGINAL AND THREE COPIES? YES: X NO• PROPOSER PLEASE INSURE THAT YOU HAVE SIGNED THE SIGNATURE PAGE ANDS,., ALL PROPOSAL SUMMARY PAGES, COLLETED. OMISSION OF A SIGNATURE OR FAILURE TO COMPLETE THE PROPOSAL SUMMARY PAGES MAY RESULT IN REJECTION OF YOUR PROPOSAL 28 """A ""1 828 5576 CITY OF FT. LAUD, PURCH. Venice of gmerica July 19, 2001 CITY OF FORT LAUDERDALE ""'& "`1-9 (954)$28-5140 Postal Center International, Inc. Attn: Robert Sentochnik 3406 SW 26 Terrace Fort Lauderdale, FL 33312 RE: Contract Extension/Contract No. 582-8053 Mailing and Fulfillment Services Dear Mr. Sentochnik: EXHIBIT 2 ICJ 001/002 TEMP RESo 9479 The extension of the contract noted above has been approved. The revised contract expiration date will be October 4, 2004. 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 updated insurance certificates are required, our insurance coordinator, Frankie Faison will contact you, after she reviews your requirements. We hope this will continue to be a rewarding and profitable business relationship. Sincerely, &9j Carrie LeBlanc Keohane Purchasing Assistant �A., EQUAL OPPORTUNITY RWLpygR 100 N. A —„I PAPER Ub/UN/U1 09:41 FAX 954 828 5576 CITY OF I-T. LAUD. PURCH. 44 crrx OF FORT LAUDERDALE Venice of America June 21, 2001 • u.s�,e "WISIon (954) 828-5140 Postal Center International, Inc. Attn: Robert Sentochnik 3406 SW 26 Terrace Fort Lauderdale, FL 33312 Q 002/002 Contract 582-8053 for Mailing and Fulfillment Services, expires October 4, 2001 and has a provision for renewal under the original terms, conditions and specifications for a one (1), two (2) or three (3) year additional periods. NOTE: The purpose of this letter Is to determine your desire to this renewal provision. This inquiry does not constitute an extension or renewal of this contract. Please sign in the space afforded at the bottom of the page indicating your desire regarding the renewal provisions. Your response must be received in the Purchasing Division no later than 5:00 p.m., July 5, 2001. Fax responses will not be accepted. Failure to respond will be deemed as evidence that your firm is no longer interested in requesting its option to renew this contract. Your cooperation in this matter is appreciated. For further information please contact Linda Wilson, of the Purchasing Division at (954) 828-5146 or email at LindaW a ci.fort-lauderdale.fl.us EQUAL OPPORTUNITY EMPLOYER YES: We offer to renew this contract under the original terms, conditions and specifications for one (1) , two (2) or thro- --A1 O�emr!�VyWV 5cnbo�h t NO. We do not wish to renew this contract. C-Al , Title: 100 N, ANDREWS AVENUE, FORT LAUDERDALE, FLORIDA 33301 Name: PRINTED ON RECYCLED PAPER