HomeMy WebLinkAboutCity of Tamarac Resolution R-98-368Temp. Reso #8445
December 14, 1998
Page 1
CITY OF TAMARAC, FLORIDA
RESOLUTION NO. R-98- . I(
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
1
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repealed to the extent of such conflict.
1
1
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 thiz'62 day of December, 1998.
ATTE
CAROL GOL , CMC/AAE
City Clerk
I HEREBY CERTIFY that I ha1101"f'orm.
aorb%ved this RESOLUTION
MITCHELL S K
City Attorney
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12/.14/98 .11:13 FAX 1154 761. 5576 CITY OF FT. LAUD. PORCH.
Exhibit A
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PURCHASING CONSENT AGENDA
Aaenda Date: 9/1/98 purchAginq Ref. No: 1;82-8053
Transaction Type: Broward Co-op Contract
ITEM SERVICE RECOMMENDED AWARD: AMOUNT
Three year contract for Postal Center Int'1_, Inc.
mailing and fulfill- Ft. Lauderdale, FL (MBE) $19,000.00
ment services (estimated annual cost)
Ds t. 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.
Recomm: Award contract to first ranked proposer.
Comments: The City of Ft. Lauderdale acted as "lead agency" for
this Co-operative Request for Proposal (RFP). There
are a very limited number of qualified vendors who have
the necessary equipment and facilities, and the
capacity to perform the required services. Proposals
were forwarded to all known mail service vendors, and a.
pre -proposal conference was held to encourage any
questions or clarifications from potential proposers.
When the RFP was opened, only two responses were
received from Postal Center Int'l., Inc. who is also
our current contractor, and Arrowmail Presort Co., Inc.
who are the only known area providers for these
services.
Postal Service Tnt'l., Inc. (PCI) is the largest
mailing service and presort vendor in the tri-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 Ft.
Lauderdale. Arrowmail 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. PCT'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, Postal Center
International, Inc. (PCI). /
Tabulation: See page 2
Purc' aai ger
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FORM G-1 I T R#m 12/90
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FAX 954 761 5576
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1?'14/98 11:14 FAX 954 761 5576 CITY OF FT. LAT.M. PURCH,
0 004
MEMORANDUM NO. 98-1531
• DATE: August 20, 1998
TO: Mayor Jim Naugle
Vice Mayor John E. Aurelius
Commissioner Tim Smith
Commissioner Carlton B. 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-B053)
The City of Fort Lauderdale has utilized a presort/barcode mail
serv7,rw for ten years in order to maximize the impact of it's
postage budget. The service operates without any additional Cite"
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 sole 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 16, 1998, with three potential proposers attending.
Pitney -Bowes who attended this pre -proposal conference did not
submit any response.
Of the two proposal responses received, only Postal Center
International (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
12/14/98 11:15 FAX 954 761 5576 CITY OF FT. LAUD. PURCH. CM005
• Memorandum No. 98-1531
August 20, 1998
Page 2
previous contract, and charges to process water bills have been
eliminated entirely. The new contract pricing is firm for three
years.
We recommend City Commission approval to award a three year contract
al
for mailing and fulfillment
services
annualcostPoft 19C000er znternatianal,
Inc., (PCI) for an es
•
C]
Exhibit A
CITY OF
FORT LAUDERDALE
9)enke 4 ,94meriea
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 requirements.
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, 1:.
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 • ear, particularly for water bills and bulk mail a single pick-up or
aggregate?
100 N. ANOREWS AVENUE, FORT LAUDERDALE. FLORIDA 33301 �
EQUAL OPPORTUNITY EMPLOYER PRINTED ON RECYCLED PAPER 410
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. ALTEERATE: 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 PCI's letter, regarding
paragraph 2 and provide your response to how this may affect
your services and what, if anything may be required in order
for Proposer to comply.
All other terms, conditions, specifications and the RFP opening
date, remain, the same.
Dated 's 16th y of 7July, 1998.
` / l
vV
Li da R. Wi son, C.P.M., CPPB
Procurement Specialist II
Att.
L;20lr
Postal Center International, Inc.
"The Specialist In Postal Savings"
CW of K Laudadole
100K Andmvm Avw%w
FL Laslldetl " FL 33901
July 18, 1998
Dear Linda Wilson:
In response to the question asked of PCI concerning 1.1 General Information specftally Section 1
which deals with what date should the CV use when metering their mail; you should meter using the
dame of the sdheduled pick-up. This mail will be brought to PCI, corn mingled with PCI's mail and
delivered to tho Ft. Lauderdale post ofk%.
I have a few questions concerning this same section of the bid. My first question is; how handing is your
requirement far delivering mail to the Ft_ Lauderdale Post mice. 1 ask this question because some of
the other bidders operate out of Miami, and. consequently drop off their mad to the Miami Post Office.
If they drop off their edeting oomrtvngled mail to the Miami Post Office what postal disownt5 can they
offer 10 the City. This is a critical ocr=m that you may want to address with any potential vendor that is
not located in Ft. Lauderdale. Another question that comes up Is the mail that you require the vendor to
meter. Currently, unless the vendor has been awarded authorization for metering in one city and
depositing mail in another, the vendor is not permitted to do so. At this point I do not believe any other
vendors, besides PCI, have this audwiration.
Sincerely.
Operadons Manager
3406 3W 26TH TERRACE 5546 S SEMORAN BLVD
FORT LAUDERDALE FL 33312.5010 +l � QRl/1ND� F1. 3Ze2��a 16
(954) 321-5644 Fox (954) 797.8697 "04W°1"'s ORL 3DOFL 0
14
NQ 1.+'�
Z;70lr
Postal' Center International, Inc.
DEPT. 214725 • MIAMI, FL 33121
CITY OF FT. LAUDERDALE INVOICE NUMBER: 101433-121
ATTN: FINANCE DEPARTMENT PO#P000180 INVOICE DATE 07/06/98
100 N. ANDREWS AVE , 6TH FLOOR DUE DATE 07/17/98
FT. LAUDERDALE, FL 33301 �`% OUST: NO. 121
V FROM: 06/29/98 TO: 07/04/98
BARCODE & PRESORT SERVICES PIECES RATETOTAL
1ST CLASS (loz-3ozs) BARCODED(MLOCR) 1,123 0.0330 $37.06
BARCODED(RVE) 1,162 0.0230 26.73
NON-BARCODED 522
TOTAL PIECES
PERMIT MAIL BARCODED(MLOCR)
BULK MAIL BARCODED(MLOCR)
2,807 pcs
1,007 0.0230 23.16
700 0.0230 16.10
MAILING SERVICES
METERING/SEALING/WEIGHING 97 pcs. 0.-0150 1.46-
POSTAGE
POSTAGE BILLED(1st Class) 31.0
POSTAGE ADDED TO BASIC SORT $.261 1,684 pcs. 0.0230 38.73
POSTAGE ADDED TO FULL --RATE (1-3 ozs) 522 0.0590 30.80
LETTER SAVINGS =
183.57
PARCEL SAVINGS =
0.00
METER SAVINGS =
212.10
TOTAL SAVINGS =
$395.67
SERVICES TOTAL 104.51
POSTAGE TOTAL 100.57
TOTAL DUE 205.08
PAYTHISAMOUNT $205.08
•
INVOICE (NET 10 DAYS
Broward Toll -Free
321-5644 800-430-7241 (PCI-1)
•
•
11
REQUEST FOR PROPOSALS
RFP NO. 582-8053
3 YEAR CONTRACT _ MAILING & FULFULLMENT SERVICES
i
y
r 17 75
I
Issued for Administrative Services/Central Services Division
By the Administrative Services Department, Purchasing Division
City of Fort Lauderdale, Florida
100 North Andrews Avenue, 6th F1
Fort Lauderdale, FL 33301.
Procurement Specialist II, Linda R. Wilson, C.P.M., CPPB
July, 1998
i' • tal�
REQUEST FOR PROPOSALS
RFP NO. 582-8053
TABLE OF CONTENTS
- INTRODUCTION/INFORMATION
PART II - RFP SCHEDULE
V
0
PART III - TECHNICAL SPECIFICATIONS/SCOPE OF SERVICES 8
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
18
20
21
23
26
28
•
•
0
RFP NO.,582-8053, 3 YR. CONTRACT FOR MAILING AND FULFILLMENT SERVICES
CITY OF FORT LAUDERDALE/BROWARD CO-OP GROUP
&T I - INTRODUCTION/GENERAL INFORMATION
I. PURPOSE: The City of Fort Lauderdale, Florida, acting as a "lead
agency" for the Broward Governmental Purchasing Cooperative (3roward
Co -Op), is actively seeking proposals from qualified firms,
hereinafter referred to as the Contractor, to provide comprehensive
fulfilment and mailing services, in accordance with the Request for
Proposal (RFP) specifications.
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 BE 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
#ties to the contract agree to the extension; (b) all the terms,
ditions, and specifications remain the same; (c) such extension is
proved 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 insurance
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 leas
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.
3
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 cf 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 CPT 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
permitted, 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 to use a sub -contractor in the course of 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 prior experience and ability to provide the
services as contained 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.
A
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 competition 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.
Proposers --are reguested to include in their proposals a narrative
describing their Past accom lishments and intended actions in this
area. If PrOROsers are considering minority or women owned
enterprise Darticipation in their proposal, those firms and their
s ecific duties have to be identified in the DrOROsal.
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 SERVICES
CITY OF FORT LAUDERDALE/SROWARD CO-OP GROUP
0ARTY II - RFP SCHEDULE
Release of the 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 Short 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
n
7
RFP NO. 582-8053, 3 YR. CONTRACT FOR MAILING AND FULFILLMENT SERVICES
CITY OF FORT LAUDERDALE/BROWARD CO-OP GROUP
&RT III - SCOPE OF SERVICES
1. SCOPE OF SERVICES• The City desires to establish a contract with
a qualified Contractor to provide various fulfillment and mail
services on 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 of bulk 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 only an estimate and no
warranty or cruarantee is given as to the number of actual Rieces
of mail Rrocessed, 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
the 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, Monda throe h Friday
(excluding designated City Holidays), 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 barcode 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 Ricked up from City isrecruired 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 "analvsis 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
month.
9
RFP NO. 582-8053, 3 YR. CONTRACT FOR MAILING AND FULFILLMENT SERVICES
CITY OF FORT LAUDERDALE/BROWARD CO-OP GROUP
. h. Pre-Barcoded 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-S ozs.
2. Third Class with 1st Class timing) 5.loz.-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, 1st 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 (excluding designated 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, 1st floor Mail Room, Coral Springs, FL.
#33065. Mail pick-un shall be NO EARLIER THAN 3:45 P.M.
AND NOT LATER THAN 4:15 P.M. daily, Monday through Friday
(excluding designated City Holida s).
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
estimates their usages as follows:
_First Class, 1-2 oz.
same, exc: 3-11oz
73,000 pieces/per year
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 nick-un shall be NO EARLIER THAN 3:45 P.M.
AND NOT LATER THAN 4:15 P.M. daily, Mondaythrough Friday
(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 12oz: 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-pick-uR 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.
Mailpick-up shall be NO EARLIER THAN 3:45 P.M. AND NOT
LATER THAN 4:15 P.M. daily, Monday through Friday
(excludincr 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 SERVICES
CITY OF FORT LAUDERDALE/BROWARD CO-OP GROUP
L'
•
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 estimates
their usages as follows:
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.
VIII. 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.
Mail pick-up shall be NO EARLIER THAN 4:00 P.M. AND NOT
LATER THAN 4:30 P.M. daily, -Monday throu h Frida
(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/BROWARD CO-OP GROUP
1. Estimated Quantities: The District Ten offices estimates
their usages as follows: 0
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
qualifying for automation rates shall be established by testin
all mail from the City -for a eriod of one week. The rate
established b the test with the agreement of the City and the
Contractor, shall be used until a re -testing is conducted and a
new Pre -agreed crualifying rate is established for another
crualification veriod. Either party may req3Aest a retest at an
time and all testing results are subject to review, acce tance
and approval by the City 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.
.7
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/1M: 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, including postage, 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)
S
RFP NO. 582-8053, 3 YR. CONTRACT FOR MAILING .AND FULFILLMENT SERVICES
CITY OF FORT LAUDERDALE/BROWARD CO-OP GROUP
(E) Reimbursement of postage used on account for indicia mail •
when mail is not processed according to job specifications
or within specified time schedule(s).
NOTE: Contractor will not be held responsible for delays caused
by submittal by the City of an incomplete work order or of
incorrect data on data media.
Contractor must immediately notify the appropriate City
Personnel upon discovery of i.ncpm fete 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.
E
C,
OWA
RFP NO. 582-8053, 3 YR. CONTRACT FOR MAILING AND FULFILLMENT SERVICES
CITY OF FORT LAUDERDALE/BROWARD CO-OP GROUP
�RT IV - EVALUATION & AWARD CONSIDERATIONS
EVALUATION & AWARD• Award shall be based on all the information
submitted by Proposers in response to the RFP. The City reserves the
right to accept or reject any or all responses, or parts of RFP
responses, co waive minor variations to specifications and in the RFP
process. The 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
Othe specifications and in the bidding process.
e 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
technical proposal.
Maximum 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.
6 imum 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/BROWARD 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.
.7
•
19
RFP N0. 582-8053, 3 YR. CONTRACT FOR MAILING AND FULFILLMENT SERVICES
CITY OF FORT LAUDERDALE/BROWARD CO-OP GROUP
�RT VI - REQUIREMENTS OF THE PROPOSAL
All proposals must be submitted as specified on the Proposal Summary
Pages which follow. All attachments must be clearly identified. To
be considered, the proposal must respond to all parts of the RFP.
Any other information thought to be relevant, but not 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 5 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
P411
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 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:
ate:
Zip
ADDENDUM ACKNOWLEDGEMENT - Proposer acknowledges that the following
addenda have been received and are included in his proposal:
Addendum No. Date Issued
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
•
•
R* 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 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.
.10
Proposal submitted by:
Name (printed) ROBERT SENTOCHNIK
Title:GENERAL MANAGER
Company: 'Legal Registered) POSTAL CENTER INTERNATIONAL, INC.
A ress:3406 SW 26_th TERRACE
y State: FLORIDA--Zip 33312
Telephone
Signature
,697
Date: August__4, 1.998
ADDENDU 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.
%d ances:
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 ITS :
POSTAL CENTER INTERNATIONAL, INC.
FORT LAUDERDALE, FL 33312
3. Are you able to comply with the City's 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? n Jdays after award notification.
Seipvice 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 0
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 & telephone No.
SEE ATTACHMENT #2
6. a) How many years has your company been providing these services?
14 Zvears
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):
11
22
RJONO. 582-8053, 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 (tee) 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 Fart Lauderdale.
SERVICE DESCRIPTION Unit Price
I. First Class Mail:
Estimated Est. Total
Quantity Extended Cost
a. Encode/Presort,loz. $.017 leer piece
2oz. $.017 /per piece
3oz. $.029 /per.pj_qce
4oz . $,,,029 _Lear piece
5oz. $.0 /per piece
b. Encode/Presort Zip +4 Barcode
$.017 /per piece 600,000 t10,200.00
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 ernick-up & delive
b. City of Oakland Park: $.00 erpick-u & 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 Riec
2. Cost for barcoding bulk mail $ .017 -/ 2er piece
3. Cost for handling encoded/presorted 3rd class mail $.017 / er PC
4. Cost for carrier route sortation $ .015 2er 2iece
23
RFP NO. 582-8053, 3 YR. CONTRACT FOR MAILING AND FULFILLMENT SERVICES
CITY OF FORT LAUDERDALE/BROWARD CO-OP GROUP
5. 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 Est. Total
SERVICE DESCRIPTION Unit Price Ouantity Ex ended CQst
Encode/Presort: $ er iece 300,000 $5,100-QQ__
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 Encode/Presort: 145.00
$.029 jogr viece 5,000
(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 $ er iece
2. Labeling:
a. Chesire: $ er M
b. Self-adhesive: $.018 er M
Ink -Jet Addressing from disk:
$ . 01 5 _/per M
Include rate in various quantity breaks, if
applicable.
3. Inserting in #10 envelope:
a. 1 insert: $12-oo - P M
b. 2 inserts: $13.00 M .
c. 3 inserts: $14.00 M
24
RFP NO. 582-8053, 3 YR. CONTRACT FOR MAILING AND FULFILLMENT SERVICES
CITY OF FORT LAUDERDALE/BROWARD 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:
11. (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.
�J
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 LISPS savings information for
pre-sort/bar-coded/qualified mail. Details shall include LISPS per
piece savings, less your fees = Net savings to the City per
classification of mail.
VT. Proposer: Please use this space for any other 0
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
4py either an appropriate Corporate Officer, or an independent
ertified 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
EJECTION OF YOUR PROPOSAL
28
City of Fort Lauderdale, Florida EXHIi3r "A"
GENERAL CONDITIONS
. These instructions are standard 'or all contracts for commodities or services issued through the City of Fort Lauderdale Division o
Purchasing The C,ry may delete. suoercede. or modify any of these standard instructions for a particular contract by indicating sucr
change m the Invitation To Bid (ITS) Special Conditions, Technical Specifications. Instructions. Proposal Pages. Addenda, and Lega
Advertisement.
PART I BIDDER PROPOSAL PAC,EIS CONDITIONS:
1.01 BIDDER ADDRESS The City maintains automated vendor mailing lists for each specific Commodity Class item. Inwtatior
To Sid IITS"sl will be mailed first to a selection of Bidders who have fully registered on our system Requests will be nailec
to un-registered Bidders within a reasonable time frame for that bid onl The mailing of one ITS to the vendor. nor a bic
in return, will register a vendor on our system. If you wish purchase orders sent to a different address, please so indicate. ;
you wish payments sent to a different address, please so indicate on your invoice.
1.02 DELIVERY, Time will be of the essence for any orders placed as a result of this ITB. The City reserves the right to cance
any orders, or part thereof, without obligation if delivery is not made in accordance with the schedule specified by the Bidder
and accepted by the City.
1.03 PAYMENT TERMS AND CASH DISCOUNTS. Payment terms, unless otherwise stated in this ITS. will be considered to be net
30 days after the date of satisfactory delivery at the place of acceptance and receipt of correct invoice at the office specified,
whichever occurs last. Bidder may offer cash discounts for prompt payment but they will not be considered in determination
of award. If a Bidder offers a discount, it is understood that the discount time will be computed from the date of satisfactory
delivery, at the place of acceptance, and receipt of correct invoice, at the office specified, whichever occurs last.
1.04 TOTAL BID DISCOUNT: If Bidder offers a discount for award of all items listed in the bid, such discount shall be deducted
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 firm
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 ITB General
Conditions, Special Conditions. Specifications, or Addenda in the space provided in the ITS. No variations or exceptions by
a Bidder will be considered or deemed a part of the .bid submitted unless such variances or exceptions are listed in the bid
and referenced in the space provided on the bidder proposal pages. If variances are not stated, or referenced as required.
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 subject
to review and approval by the City. If any bid contains material variances that, in the City's sole opinion, make that bid conditional
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 product
or service, unable to meet specifications, schedule would not permit, or any other reason, in the space provided in this ITS. Failure
to bid or return no bid comments prior to the bid due and opening date and time, indicated in this ITS. may result in your
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 participation of Minority Business Enterprises (MBE), Women Business Enterprises (WBE), and Small
Business Enterprises (SSE) in it's purchasing activities. If your firm qualifies in accordance with the below definitions please
indicate in the space provided in this ITS.
Minority Business Enterprise (MBE) "A Minority Business" is a business enterprise that is owned or controlled by one or
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, Asian
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 not
limited to. Blacks. Hispanics, Asian Americans, and Native Americans.
Women Business Enterprise (WBE) a "Women Owned or Controlled Business" is a business enterprise at least 51 percent
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 owned
by females.
Small Business Enterprise (SSE) "Small Business" means a corporation, partnership, sole proprietorship, or other legal entity
formed for the purpose of making a profit, which is independently owned and operated, has either fewer than 100 employees
or less than S1,000,D00 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 including
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 original peoples of the Far East. Southeast Asia. the
Indian subcontinent. or the Pacific Islands.
FORM G 107 a,.,, 1 92 Page 2 Ui 6
PART II OEFINITIONSORDER OF PRECEDENCE:
2.01 BIDDING DEFINITIONS, The City will use the following definitions in it's general conditions, special conditions, technical specdica; ans.
instructions to bidders, addenda. and any other document used in the bidding process:
INVITATION TO BID (ITS) when the City is requesting bids from qualified Bidders.
REQUEST FOR PROPOSALS (RFP) when the City is requesting proposals from qualified Proposers.
BID • a price and terms quote received in response to a ITB
PROPOSAL • a proposal received to response to a RFP
BIOOER - Person or Firm submitting a Bid.
PROPOSER - Person or firm submitting a Proposal,
RESPONSIVE BIDDER - A person whose bid conforms in all matertal respects to the terms and conditions included in the ITS.
RESPONSIBLE 810DER • A person who has the capability in all respects to perform in full the contract requirements, as stated
in the ITS, and the 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 advantageous
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 agreement.
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 a
certain act or acts, including all types of agreements, regardless of what they may be called, for the procurement or disposal of
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; Contractor
or Consultant; Contract. Award, Agreement, or Purchase Order.
2.02 SPECIAL CONDITIONS. Any and all Special Conditions contained in this ITB that may be in variance or conflict with these General
Conditions shall have precedence over these General Conditions. If no changes or deletions to General Conditions are made in
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 time.
Unless otherwise specified, Bidder's should use the proposal forms provided by the City. These forms may be duplicated, but failure
to use the forms may cause the bid to be rejected. Any erasures or corrections on the bid must be made in ink and initialed
by Bidder in ink. All information submitted by the Bidder shall be printed, typewritten or filled in with pen and ink. Bids shall be
signed in ink. Separate bids must be submitted for each ITB issued by the City in separate sealed envelopes properly marked. When
a particular TTB or RFP requires multiple copies of bids or proposals they may be included in a single envelope or package, properly
sealed and identified. Only send bids via facimile transmission (FAX) if the ITB specifically states that bids sent via FAX will be
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, laity
staff. Bidders and the public are invited and encouraged to attend bid openings. Bids will be tabulated and made available for
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 and
replaced with an updated model with new specifications, the Bidder shall enter the correct model number on the bidder proposal
page. In the case of an updated modekwith new specifications. Bidder shall provide adequate information to allow the City to determine
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 a
discrepancy in computing the amount of the bid, the unit price quoted will govern. All prices quoted shalt be F.O.S. destination,
freight prepaid (Bidder pays and bears freight charges. Bidder owns goods in transit and files any claims), unless otherwise statee
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 business
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 prop-
erty. Exemption number for Federal Excise taxes is 59-74.0111K. and State Sales tax exemption number is 16.03-196479.54C.
3.06 WARRANTIES OF USAGE: Any quantities listed in this ITB as estimated or projected are provided for tabulation and information
purposes only. No warranty or guarantee of quantities is given or implied. It is understood that the Contractor will furnish the
City's needs as they arise.
3.06 APPROVED EQUAL: When the technical specifications call for a brand name, manufacturer, make, model, or vendor catalog
number with acceptance of APPROVED EQUAL, it shall be for the purpose of establishing a level of quality and features desired
and acceptable to the City, In such cases, the City will be receptive to any unit which would be considered by qualified City
personnel as an approved equal. In that the specified make and model represent a level of quality and features desired by the
City, the Bidder must state clearly in his bid any variance from those specifications. It is the Bidder's responsibility to provide
adequate information, in his bid, to enable the City to ensure that the bid meets the required criteria. If adequate information
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 considered
minimum, mandatory, or required. If any Bidder is unable to meet, or exceed these items, and feels that the technical specifications
are overly restrictive, he must notify the Purchasing Division immediately. Such notification must be received by the Purchasing
Division prior to the deadline contained in the ITS. for questions of a material nature, or prior to five 15) days before ue
and open date, whichever occurs first. If no such notification is received prior to that deadline, the City will consider the t ai
specifications to be acceptable to all bidders.
3.08 MISTAKES: Bidders are cautioned to examine all terms, conditions, specifications, drawings, exhibit& addenda, delivery instructions.
and special conditions pertaining to the ITS. Failure of the Bidder to examine all pertinent documents shall not entitle him tc
any relief from the conditions imposed in the contract.
FORM G• 1Q7 Rio 1/93 Pape 3 of e
3.09 SAMPLES AND OEMQNSiRArIONS Sa,nplH9 or inspection of product mey be requested to determine suitability Unlea
otherwise specified in Special Condilions: samples shall be requested after the date of bid opening, and if requested shoui
be received by the City within seven (7) working days of request. Samples, when requested, must be furnished free of expens
. to the City and if not used ,n testing or destroyed, will upon request of the Bidder, be returned within thirty (3) days of b
award at Bidder's expense. When required, the City may request full demonstrations of units prior to award. When suc
demonstrations are requested, the Bidder shall respond promptly and arrange a demonstration at a convenient location Failur
to provide samples or demonstrations as specified by the City may result in rejection of a bid.
3.10 LIFE CYCLE COSTING If so specified in the ITB. the City may elect to evaluate equipment proposed on the basis of tot
cost of ownership. In using Life Cycle Costing, factors such as the following maybe considered estimated useful life, ma,ntenanc
costs, cost of supplies, labor intensity, energy usage, environmental impact, and residual value The City reserves the rig
to use those or other applicable criteria, in its sole opinion, that will most accurately estimate total cost of use and ownership.
3.11 BIDDING ITEMS WITH RECYCLED CONTENT: In addressing environmental concerns. the City of Fort Lauderdale encourage
Bidders to submit bids or alternate bids containing items with recycled content. 'v^lhen submitting bids containing items wig
recycled content, Bidder shall provide documentation adequate for the City to verify the recycled content. The City prefe.,
packaging consisting of materials that are degradable or able to be recycled.
When specifically stated in the ITB, the City may give preference to bids containing items manufactured with recycled mates
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 ar
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, awar
any bid, or transact any business in excess of the then current threshold, with any person or affiliate who has been convicte
of a public entity crime. Prior to entering into a contract to provide goods or services to a public entity, a person shall fi
a sworn statement with the Purchasing Division on the approved form. By submitting a bid. Bidder warrants that he hZ
not been convicted of a public entity crime and will provide a fully executed and notarized form to the Purchasing Divisic
if notified of award.
3.14 QUALIFICATIONS/INSPECTION: Bids will only be considered from firms normally engaged in providing the types of commodities
services specified herein. The City reserves the right to inspept the Bidder's facilities, equipment, personnel, and organizatic
at any time, or to take any other action necessary to determine Bidder's ability to perform. The Purchasing Manager reservE
the right. to reject bids where evidence or evaluation is determined to indicate inability to perform.
3.15 BID SURETY: If Special Conditions require a bid security, it shall be submitted in the amount stated. A bid security can t
in the form of a bid bond, postal money order, cashiers check, or irrevocable letter of credit. Bid security will be returne
to unsuccessful bidders as soon as practicable after opening of bids. Bid security will be returned to the successful bidde
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 ar
person. Section 119.01, F.S., The Public Records Law. Information and materials received by City in connection with an IT
response shall be deemed to be public records subject to public inspection upon award, recommendation for award, or 1
days after bid opening, whichever occurs first, However, certain exemptions to the public records law are statutorily provide
for in Section 119.07, F.S. If the Proposer believes any of the information contained in his or her response is exempt fror
the Public Records Law, then the Proposer, must in his or her response, specifically identify the material which is deeme
to be exempt and cite the legal authority for the exemption, otherwise, the City will treat all materials received as public records.
3.17 PROHIBITION OF INTEREST: No contract will be awarded to a bidding firm who has City elected officials, officers or employee
affiliated with it, unless the bidding firm has fully complied with current Florida State Statutes and City Ordinances relatir
to this issue. Bidders must disclose any such affiliation. Failure to disclose any such affiliation will result in disqualificatic
of the Bidder and removal of the Bidder from the City's bidder lists and prohibition from engaging in any business with tI-
City.
3.18 RESERVATIONS FOR AWARD AND REJECTION OF BIDS: The City reserves the right to accept or reject any or all bids, pa
of bids, and to waive minor irregularities or variations to specifications contained in bids, and minor irregularities in the biddir
process. The City also reserves the right to award the contract on a split order basis, lump sum basis, individual item basi
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 tth
terms, conditions, and specifications of the ITS and whose bid is considered to best serve the City's interest. In determinir
the responsiveness of the offer and the responsibility of the Bidder, the following shall be considered when affable: th
ability, capacity and skill of the Bidder to perform as required; whether the Bidder can perform promptly, or within the tiro
specified, without delay or interference; the character, integrity, reputation, judgment, experience and efficiency of the Bidde
the quality of past performance by the Bidder; the previous and existing compliance by the Bidder with related laws and ordinance
the sufficiency of the Bidder's financial resources. the availability, quality and adaptability of the Bidder's supplies or servicE
to the required use; the ability of the Bidder to provide future maintenance, service or parts; the number and scope of conditior
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 satisfactorii
to award a trial period to the next ranked bidder or to award a contract to the next ranked bidder, if that bidder has successful
• provided services to the City in the past. This procedure to continue until a bidder is elected or the contract is re -bid,
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 ar
disputes which may arise between persorgs) 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 constitu
a cognizable defense against the legal effect thereof,
FOAM G. 107 Row 1 /92 Page 4 of a
PART IV BONOS ANO INSURANCE
401 PERFORMANCE BONO/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 after notification of award. furnish to the City a Perfor-anc
Bond or an Unconditional Irrevocable Letter of Credit payable to the City of Fort Lauderdale. Florida. in the face amount spe^ifie
in Special Conditions as surety for faithful performance under the terms and conditions of the contract. If the bond is on a
annual coverage basis, renewal for each succeeding year shall be submitted to the City thirty (30) days prior to the ter tic
date of the existing Performance Bond, The Performance Bond must be executed by a surety company of recognized ins
authorized to do business in the State of Florida and having a resident agent. If a Letter of Credit is chosen, it must be in
$arm acceptable to the City. drawn an a local (Broward, Oade 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 both 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 lim
the liability of the Contractor to the City in the event of a material breach of this Agreement by the Contractor.
4.02 INSURANCE: If the Contractor is required to go on to City property to perform work or services as a result of ITS award, th.
Contractor shall assume full responsibility and expense to obtain all necessary insurance as required by City or specified in Speciz
Conditions.
The Contractor shall provide to the Purchasing Division original certificates of such coverage and receive notification of approve
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 ADDITIONAL 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 may be tested for compliance to bid specifics
tions. Items delivered which do not conform to bid specifications may be rejected and returned at Contractor's expense. An
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 recommende
for any award during that period.
All City Departments being advised to refrain from doing business with the Bidder. •
All other remedies in law or equity.
5.02 ACCEPTANCE, CONDITION, AND PACKAGING. The material delivered in response to IT8 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 compl,
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 th
Occupational Safety and Health Act of 1970 as amended, and be in compliance with Chapter 442, Florida Statutes. Any toxi
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 (MSDS).
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 IT8 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 accordance.
with the terms and conditions of the ITB and resulting contract. Prices shall be F.O.8 delivered to the requesting agency.
5.06 VERBAL INSTRUCTIONS PROCEDURE: No negotiations, decisions. or actions, shall be initiated or executed by the Contracto
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 designates
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 provides
by the Proposer shall be by employees of the Contractor and subject to supervision by the Contractor, and not as officers, employees
or agents of the City. Personnel policies, tax responsibilities, social security, health insurance, employee benefits, purchasint
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 INDEMNITY/HOLD HARMLESS AGREEMENT, The Contractor agrees to protect, defend, indemnify, and hold harmless the Cir
of Fort Lauderdale and its officers, employees and agents from and against any and all losses, penalties, damages, settlements
claims, costs, charges for other expenses, or liabilities of every and any kind including attorney fees, in connection with offf
ns
directly or indirectly out of the work agreed to or performed by Contractor under the terms of any agreement thatdue to the bidding process. Without limiting the foregoing, any and all such claims, suits, or other actions, relating to a
injury, death, damage to property, defects in materials or workmanship, actual or alleged violations of any applicable statute, ordinance
administrative order, rule or regulation, or decree of any court. Shall be included in the indemnity hereunder
FORM G 107 Raw i, 92 Page 5 of 5
5 09 SE uyr iry C lu5y 'ne .Jr`;r (;,Or ,r•u,i "a;. io 14-fill .n a timely and proper manner .l3 oougaoor
under;h S Ayniymynt, or o ;n r .onlraCtor 5hail violaic Jny of the prpvrS Ons of this Agreement, tn6 City may upon wrrtte
notice 10 the Contractor terminate the right of the Contractor to proceed under this Agreement, or with such part or par
of the Agreement as to which there has been a default, and may hold the Contractor liable for any damages caused to it
City by reason of such default and termination. In the event of such termination, any completed services performed by tt
Contractor under this Agreement shall, at the option of the City, become the City's property and the Contractor shall be entill,
• to receive equitable compensation for any work completed to the satisfaction of the City. The Contractor, however. shall n
be relieved of liability to the City for damages sustained by the City by reason of any breach of the Agreement by the Contractc
and the City may withhold any payments to the Contractor for the purpose of setoff until such time as the amount of damag
due to the City from the Contractor can be determined.
5.10 TERMINATION FOR CONVENIENCE, The City reserves the right. in its best interest as determined by the City, to cancel contra
by giving written notice w the Contractor thirty (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 availabrl.
of funds appropriated in a current fiscal period, and continuation of the contract into a subsequent fiscal period is ruble
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 recur
in accordance with generally accepted accounting practices and standards for records directly related to this contract. T'.
form of all records and reports shall be subject to the approval of the City's Internal Auditor. The Contractor agrees to ma
available to the City's Internal Auditor, during normal business hours and in Broward. Dade or Palm Beach Counties, all boo
of account, reports and records relating to this contract for the duration of the contract and retain them for a minimum perr
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 all necessary permits, pay all license
fees and taxes, required to comply with all local ordinances, state and federal laws, rules and regulations applicable to busine
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, ordinance
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 operatio
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 restrict
by a percentage or CPI cap, unusual circumstances that could not have been foreseen by either party to the contract occt
and those circumstances significantly affect the Contractor's costs in providing the required items or services, then the Contract
may request adjustments to the costs to the City to reflect the changed circumstances. The circumstances must be beyo,
the control of the Contractor, and the requested adjustments must be fully documented. The City may, after examinatic
refuse to accept the adjusted costs if they are not properly documented. increases are considered to be excessive, or decreas
are considered to be insufficient. In the event the City does not wish to accept the adjusted costs and the matter canr
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 t
City or Contractor. The Contractor shall fill all City requirements submitted to the Contractor until the termination date contain
in the notice.
2. The City requires the Contractor to continue to provide the items and services at the firm fixed (non adjusted) cost ur
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 u
this section of the contract to relieve themselves of a legitimate obligation under the contract, and no unusual circumstanc
had occurred, the City reserves the right to take any and all action under law or equity. Such action shall include, but r
be limited to, declaring the Contractor in default and disqualifying him from receiving any business from the City for a star
period of time.
If the City does agree to adjusted costs. these adjusted costs shall not be invoiced to the City until the Contractor recer,
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 accordar
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 employe
from liability of any nature and kind, including cost and expenses for or on account of any copyrighted, patented or unpatent
invention, process, or article manufactured or used in the performance of the contract. including its use by the City- If t
Contractor uses any design, device, or materials covered by letters, patent or copyright, it is mutually agreed and understc
without exception that the bid prices shall include all royalties or cost arising from the use of such design, device. or mazer,
in any way involved in the work.
6.19 ASSIGNMENT Contractor shall not transfer or assign the performance required by this ITB without the prior written cons
of the City. Any award issued pursuant to this ITB, and the monies which may become due hereunder, are not assigna
• except with the prior written approval of the City Manager or selected designee.
5.20 LITIGATION VENUE: The parties waive the privilege of venue and agree that all litigation between them in the state cue
shall take place in Broward County, Florida. and that all litigation between them in the federal courts shall take place in
Southern District in and for the State of Florida.
FORM G r07 Raw 1 132 pages 6.0 n
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
• 1 - U.S.P.S. Savings Information
ATTACHMENT #1 & 1A
Certificates of Insurance
Al2ORQ,k 8/W VV
PRODUCER THIS ;;F"
ATE IS IaBUED AS A MATTER OF INFORMATION
pavis&Ildwin, Inc. ONLYCtfNFEk7NukN3HTJCUPONTHEP.O. Box 25277 MOLDHIS CERTIFICATE pppp��gg NOT AMENDEIT1iND OR
ALTEME COVERAGE APFOKDE[y DY THE POLICIES
Tampa, Florida) 33622 COMPANIES AFFORDING COVERACE
813-287.1936 co AANr Hartford Casualty Insurance
INSUREO COMPANY
ADP TolalSource III, Inc. 8
5800 Windward Parkway COMPANY
Alpharetta. GA 30005 C
COMPANY
D
I%Iiry Imp"INDICATED. NOTWITHSTANDING ANY FtPOUIREMENT. TERM OR CONDMON OF ANY CONTRACT OR 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 CLMMIS.
LTR TYPE OF INSURANCE POLICY NUMBER DDAAT�M 'wdW I 4A� MWDWM LIMRB
GENERAL LIABILITY GENERAL AnnRFOATE s
COMMERCIAL GENERALLIA$I PRODUCT%-I'.OMPIOP S
CLA!AAS MADE M OCCUR PGPSOµAL A ADV INAATY s
OWNER'S L CONTRACTOWS PRO EACH OCCURRENCE i
FIRE DAMAGES (Amy Oro Rm
MED 07 (A^Y Oro Wow) E
AUTOMOBILE LIABILITY
COWRIEP SINGLE LIMIT f
ANY AUTO
ALL OWNED AUTOS 1WLY IN uRY i
( PIN J
&CHEDULCD AUTOS
I HIRED AUTOS PM=Y s
( �r
NON -OWNED AUTOS
PROPERTY DAMAGE s
GARAGE LIANIUTY AUTO ONLY - EA ACCIDENT $
ANY AUTO OTHER THAN AUTO ONLY:
EACH ACCIDENT a
AGGREGATE s
EXCESS LIABILITY EACH OCCURRENCE E
UMBRELLA FORM AGGREGATE 3
OTNFR THAN U SRCLLA FORM s
A WORlIERy COMPRN*ATIQN AND X T011Y ER
EMPLOYERS' LIAMUrry 21 W NJ73500 04/01 /1995 04/01/1999 EL EACH ACCIDENT i tZ
1.000
Twa FROPRuerOOV INu EL DISraAse - POLICY LIMIT 000
I
P PtW-r R�xECUrVE EL DISEA" - EA EMPLOY !
urF�e[Rs ARe EJtCI
00
OTHER
Forr those employees leaWTIOtto POSTAL CENTER NTERNATIONAL, INC.
FROM ADP Total5oume III, Inc.
BROAD FORM ALL STATES COVERAGE ENDORSEMENT INCLUDED
!MOULD ANY OF THa AOOVE DE/ JUWO POLICIO BE CANCR1LE0 UFO" THE
EXIIIRATION DATE THEREDF. THE umma COMPANY VM.L ENDEAVOR TO MAIL
CITY OF FT. LAUDERDALE FL 30 DAY! wMM" NOTICE TO THE CiERTIRCATE MOLDER NAMED TD THE LEFT.
PURCHASING DEPT OUT FAILURE TO MAR,WXN NOTICE OHN.L IMPO49 NO OftIOATION OR UABILM
100 N ANDREWS AVE. 3RD FLOOR OP ANY KIND UPON TWO COMPANY. ITa AGENT! OR REPROOENTATIVE&
F r LAUDERDALE, FL 33301
AUTHORLUID RH EBENTATIVE
I
ATTACHMENT # lA
AGD-RD. CERTIFICATE OF
LIABILITY iNS'URANCECSR E$POEX1 oe/o�I�a
_
PRDOUCGR
THIS CERTIFICATE IF -ISSUED AS A MATTER OF INFORMATION
ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE
Ingurancs, Ino.
HOLDER. THIS CERTFICATE DOES NOT AMEND, EXTEND OR
3 1 N.W. 92 Ave. #300
ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW.
aIt,j FL 33122
COMPANIES AFFORDING COVERAGE
Zwnesto Freyre, Jr.
03MI ANY THZ HARTI'ORD
hl .hq. 305-470-2011 FaIINq _305_ 477-0361__.
INSURGD
COMPANY
6
COMPANY
Postal Canter International
C _
3406 Sw 26th Terrace
COMPANY
Ft. Lauderdale FL 33312
0
COVERAGES
THL;1$ TO CERTIFY THAT THE POUCIE3 OP INSURANCE LILTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD
INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR
CONDITION OF ANY CONTRACT OR 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 CLAMS.
Ora TYPE OF INSURANGC POLICY NIJMBGR
I.CENERALUABILI'sY
POLICY F �POLICY DATE ANDOrM I LIMBS
GENERALAGGREOATE
S 2,000 000
III: Included
A
X
GO RAMEROALGENEHALUA&UTY
21UUNLF9219
07/07/97
01/01/99
PRODUCT$-COM_PmPAGG
4LAIM$MAUt
PCR.SONAL♦AOVINJURY
61,000,000
I^IOCCUR
OWNERSKCONTRACTOWSPROT
EACHOCCVRR_ENM
$000,000
FIRE OAMAOF (Airy ane Mrc)
S S0 1000
MED EJ(P (Ally — P--Am)
i 51006
]� 1
AUTOMOBILE- LIABILITY
xIANY AU70
21ZRMF9219
07/07/97
01/01/99
COMBIN%061NCLELIMTr
S 1,000,QQ0
11MLYINJURY
T All AWNK17AI)TOSI
I
li
SGNEDLILED AUTrJ$
(P" pin n)
s
HIRED AVTOG
gQpILY INJURY
NON -OWNED AUT0.1
(PM �eew�nq
PROPtRrr DAMAGE
s
GARAGG LIA WLITY
AUTO ONLY - Fig ACCIDENT
S
ANY AUTO
OTHER THAN AUTO ONLY!
EACH ACCIOFNT
3
AGGREGATE
T
I
f
EXCEeS LIABILITY
EACli OCCURRENCE
S
UMDRELLAT-ORM
AGGREGATE
i
OTHER THAN UMBRELLA FORM
S
WC $TA OTH-
WOWERS COMPENSATION AND
F,MPLUYtI[�r LIABILITY
EL I°J1CH ACCIDENT
S
S
THE PROPRIETOR/ INCL
EL DISEASE • PCI ICY LIMB
rARTNERlJmmcL IT VC
ORfICERS ARE' 0(CL
• �
EL DISEASE - EA FMdLOYEE
t $
OTHER
DESCRIPTION OF OPCRAJIONSILOCATION$WEHICLEEISPeDAL (T6M3
CERTII'ICATE HOLDER I9 LISTED AS ADDITIONAL
INSMED
CERTIFICATE HOLDER
CANCELLATION
CI TY-19 RHOULO ANY OF THE ABOVE DESCRIBED POUCIGS IRE CANCELLED BEFORC THfi
V(PIRATION DATE THEREOF, THE ISSUING COMPANY Will ENDEAVOR TD MAIL
10 DAYS WRITTEN NDTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT.
CITY OF FORT LAUDz3tDAI.B
BUT FAILURE TO MAIL SUCH NOTICE SHALL IMPOSE NO OBLIGATION OR UAVUTY
BUILDING DEPARTMENT
OF ANY KIND UPON THE COMPANY, ITS AGENTS OR REPREBTATTVCsS.
10 0 NORTH ArWMMS AVENUE
TORT LAUDEA[aA*�' FL 33302
A R ArAR
imcnesto
Fr1I>eyrs, Jr.
ACORD 25-S (1/95)
" ACORD CORPO TION 1DBE
RFP # 582-8053
for
MAILING SERVICES
CITY OF FORT LAUDER.DALE
ATTACHMENT #2
General Information
Financial References:
1. City of Fort Lauderdale
100 N. Andrews Avenue
Fort Lauderdale FL 33301
Telephone: (954)468-1665
2. Postal Technologies Inc. .
6201 East 43rd Street
Tulsa OK 7413 5
Telephone: (918)622-2622
3. Moonlight Printing, Inc.
876 NE 42nd Street
Oakland Park FL 33334
Contact: Don Seydel Telephone: (954)565-7243
4. Suntrust Bank
2626 E. Oakland Park Blvd.
Fort Lauderdale FL 33306
Telephone: (954)766-2100
ATTACHMENT #3
Balance Sheet
Postal Center international, Inc.
Balance Sheet
as o£ December 31, 1997 and 1996
Balance Balance
as of 12/31/97 as of 12/31/96
ASSETS
,rrent Assets
Cash On Hand $ 368,078.76 $ 34,239.09
Employee Advances 115.47 2,500.00
Accounts Receivable - Trade 1,497,055.98 1,507,022.41
Postage Inventory 202,455.14 595,559.86
Prepaid Expenses 24,161.00 57,406.38
Total Current Assets 2,091,866.33 2,196,72-7.74
roperty and Equipment
Transportation Equipment 180,005.71 139,036.44
7urniture and Fixtures 2.0,269.00 20,269.00
Furniture and Fixtures-Crlando 9.958.00 9,958.00
E ment 1,700,450.94 1,619,536.06
O Ce Equipment 53,555.64 28,421.57
Less Accumulated Depreciation (1,483,854.00) (1,138,567.00)
Total Property and Equipment 490,385.29 678,654.07
trier Assets
Deposi-s 17,416.52 17,416.52
Total Other Assets 17,416.52 17,416.52
Total Assets $ 2,589,668.16, $ 2,892,798.33
a ae�sasaa��me�s aaaaassasaasna
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 Manner
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 rl 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 Re resentative
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 - Operations Manager
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 is
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
0
•
11
•
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 time 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.
0
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.
C]
0
PROPOSAL PAGES PART II
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 150 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 NILOCR 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 RVIi processing this mail could get out at the 23.8 cents discount.
LJ
0
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
0 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 5 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.
0
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 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