HomeMy WebLinkAboutItem 02 Consideration for Purchase of Replacement Mail/Inserter Machine for Utility Billing ceoter of Good Llp
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AGENDA ITEM COVER SHEET
Meeting Date: MAY 17, 2005
Item # 2..
Reviewed By:
Contact Name: Cathy Sills Department Director: „ ild r , , dit1pi7.irA
Contact Number: 407-905-3100 ext 1036 City Manager: / t/ _
Subject ',E rergency i i;ent/purchase of Mail insert.Folder Machines
Background Summary:
This will be a lease purchase on State Contract 600-760-001. Pitney Bowes provides the best technical support
for this equipment. This machine is used for the monthly mailing of the City utility bills, inserts in utility bills,
contractor registrations, occupational licensing renewals, occupational licensing updates and payroll.
Issue:
Current machine no longer operates.
Recommendations
Staff recommends the replacement of the existing machine with the purchase of the DI600 Folder/Inserter from
Pitney Bowes, declare the old equipment surplus, and authorize the Mayor, City Clerk and Staff to execute any
necessary documents.
Attachments:
Lease Purchase Agreement...
Financial Impact:
The lease purchase is $33,072.00. The lease will be billed quarterly in the amount of $2,067.00 over a four year
period, this will include technical support and maintenance. Staff recommends this item be funded through
contingency accounts of the General, Water/Wastewater and Stormwater funds for the remainder of this fiscal year
and included as a budgeted item for the next fiscal year.
Type of Item: (please mark with an'5r')
Public Hearing For Clerk's Dept Use:
Ordinance First Reading Consent Agenda
Ordinance Second Reading Public Hearing
Resolution Regular Agenda
Commission Approval
Discussion&Direction
x Original Document/Contract Attached for Execution by City Clerk
Original Document/Contract Held by Department for Execution
Reviewed by City Attorney N/A
Reviewed by Finance Dept. N/A
Reviewed by ( ) N/A
Mayor eCentet of Good zit, Commissioners
S. Scott Vandergrift
' ' " g DannY Howell, District 1
rt
Scott Anderson, District 2
City Manager , , Rusty Johnson, District 3
Robert Frank Nancy J. Parker, District 4
STAFF REPORT
TO: The Honorable Mayor and City Commissioners
FROM: Cathy Sills, Customer Service/Utility Billing Supervisor through
Wanda Horton,Finance Directo
DATE: May 09,2005
RE: Emergency replacement/purchase of inserter folder machine
ISSUE
The machine currently in use is ten years old and no longer operable. The machine needs to be replaced in time
to process billing at the end of the month. Replacement parts are no longer available for the current machine.
BACKGROUND/DISCUSSION
Bills are scheduled to be mailed out May 26th. The Pitney Bowes machine currently in use is no longer
operating. Pitney Bowes delivers the best technical support available for our needs and will be able to provide
this equipment in the time frame required and/or provide a temporary alternative for our bill process to continue
with no delay. There is a state contract that we will piggy-back. This machine will be funded from
Water/Wastewater, Stormwater, Solid Waste and General Funds.
1
; L Rental Account Number
Your Business Information: Pitney Bowes 60 1 1 1 1 1 i 1 4 1 1
Full Legal Name of Lessee DBA Name of Lessee
CITY OF OCOEE
Billing Address City State Zlp+4
150 N LAKESHORE DR OCOEE FL 34761-2258
Phone# Lessee Contact Name Invoice Attn.of
Equipment Location(If different than billing address) City State Zip+4
150 N LAKESHORE DR OCOEE FL 34761-2258
Customer P.O.# Bill Loc.I.D. Install Loc.I.D.
66452940209
Credit Card# Expire Date Name On Card Type
Tax Exempt# Sales Tax(if applicable)
Fiscal Period Renter PO#
From: To:
Your Business Needs: (X) Items to be included in your Total Quarterly Payment.
1:11,Equipment Maintenance-Provides full service coverage including all parts and labor. Soft-Guard-Provides necessary carrier rate update.
Software Maintenance-Provides revision upgrades and technical assistance. lj Meter on Lease-Provides simplified billing and includes reset(s) •
Per year.
Qty Item Equipment Description
Mailing System-1
1 DIPS OptiFlow Power Stacker
1 DITA Install&Training for Stackers
1 DITH DI500/DI600 Install&Operator Training
1 DI66 DI600 6 Station
Account Rep. Scott Elmore District Office 101 Equipment Vendor.Pitney Bowes
For Sales and Service Call
PB Accepted By: Title: Date:
1-800-322-8000
Term Rental(Rev.3/2004)
Your Payment Plan: Rental Terms and Conditions
By your signature as"Renter"below,you request that we rent to you the equipment described above or on any schedule
Initial Lease Term(In Months)48 attached hereto(the"Equipment")for essential governmental purposes in consideration of your payment to us of the
(Begin after any applicable interim usage period) amounts set forth in the Payment Schedule,subject to the terms and conditions provided in this Agreement For
purposes of this Agreement,all payments set forth in the Payment Schedule shall be referred to as the"Total
Payments."The payments referred to in the Payment Schedule other than the"Final Payment"shall be referred to
Monthly Amount singularly as a"Period Payment"and collectively as the"Period Payments."Your offer will be binding onus when we
(Applicable taxes not included)
offices unless we direct you otherwise in writing.
First 48 $ 689 1.NON-APPROPRIATION. You warrant that you have funds available to pay the Total Payments until the end of
This lease is billed quarterly,your Total Quarterly Payment is three your current fiscal period,and shall use your best efforts to obtain funds to pay the Total Payments in each subsequent
times the Monthly Amount. fiscal period through the end of your Initial Term.If your appropriation request to your legislative body,or funding
authority("Governing Body")for funds to pay the Total Payments is denied,you may terminate this Agreement on the
last day of the fiscal period for which funds have been appropriated,upon(i)submission of documentation reasonably
satisfactory to us evidencing the Governing Body's denial of an appropriation sufficient to continue this Agreement for
the next succeeding fiscal period,and(ii)satisfaction of all charges and obligations under this Agreement incurred
through the end of the fiscal period for which funds have been appropriated,including the return of the Equipment at
your expense.
Required Advanced Quarterly Lease Check of$0.00
Received.
Tax Exempt(certificate attached) Signature Date
Print Name Title
Li Support Services'Payment of S_0.
This lease and other agreements may only be changed by the parties in writing.
To be paid to vendor pursuant to section 21.
CITY OF OCOEE SIGNATURE PAGE
APPROVED:
ATTEST: CITY OF OCOEE,FLORIDA
City Clerk S. Scott Vandergrift, Mayor
DATE:
(SEAL)
FOR USE AND RELIANCE ONLY BY APPROVED BY THE OCOEE CITY
THE CITY OF OCOEE,FLORIDA COMMISSION AT A MEETING HELD
APPROVED AS TO FORM AND LEGALITY ON ,2005
this day of ,2005. UNDER AGENDA ITEM NO.
FOLEY & LARDNER,LLP
By:
City Attorney