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C.47

To:	Board of Supervisors
From:	Michael J. Lango, General Services Director
Date:	February 8, 2011

Contra

Costa

County

Subject:

Lease of Pitney Bowes Mailing Equipment for the Centralized Processing of County Mail

APPROVE	OTHER
RECOMMENDATION OF CNTY ADMINISTRATOR	RECOMMENDATION OF BOARD COMMITTEE

Action of Board On: 02/08/2011

APPROVED AS RECOMMENDED

OTHER

Clerks Notes:

VOTE OF SUPERVISORS

AYE:

John Gioia, District I Supervisor
Gayle B. Uilkema, District II Supervisor
Mary N. Piepho, District III Supervisor
Karen Mitchoff, District IV Supervisor
Federal D. Glover, District V Supervisor

Contact:	Michael Lango 925-313-7120
cc:	GSD Administration GSD Accounting Auditor Controller County Administrator GSD Purchasing GSD Purchasing GSD Print & Mail

I hereby certify that this is a true and correct copy of an action taken and entered on the minutes of the Board of Supervisors on the date shown.
ATTESTED: February 8, 2011
David Twa,

BY:	, Deputy

RECOMMENDATION(S):

APPROVE and AUTHORIZE the Purchasing Agent, or designee, to execute a Purchase Order with Pitney Bowes Mailing Systems in an amount not to exceed $126,958, for the lease of postage metering equipment and software system upgrades for processing County mail.

FISCAL IMPACT:

The Lease is paid from funds appropriated in the General Services Department budget through direct charge-backs to departments as services are provided. Centralized processing of mail results in savings to the County through US Postal Service discounts and reduced equipment costs.

BACKGROUND:

Print & Mail Services processes over 4,000,000 pieces of mail for the County, resulting in savings exceeding $100,000 per year in postal discounts. Aging equipment will be replaced with two new postage metering machines for greater speed and efficiency. The Mail Management System will be upgraded for more efficient accounting of processed mail. The system tracks the usage and provides reports for accurately charging departments for costs associated with mailing services.

CONSEQUENCE OF NEGATIVE ACTION:

Not approving the Purchase Order will result in inefficiency, mailing delays, and increased costs.

CHILDREN'S IMPACT STATEMENT:

Not applicable.