6/19/2001 - Laserfiche WebLink

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DATE : JUNE 7 , 2001 TO : JAMES E . CHANDLER COUNTY ADMINISTRATOR FROM : STEVEN J. DOYLE , P. E . INTERIM ASSISTANT DIRECTOR OF UTILITIES 1 PREPARED AND ART REISFELD STAFFED BY : ACCOUNTING CLERICAL SUPERVISOR SUBJECT: PITNEY BOWES DESKTOP FOLDING & INSERTION EQUIPMENT BACKGROUND : The Department of Utility Services. in its continuing effort to control operating and maintenance expenses, has outsourced its bill printing and mailing to SunGard Mailing Services . The outsourcing has reduced processing and mailing costs, as well as a small reduction in labor. With this reduction in billing needs there is no longer a need for extended use of the current seven-year old Pimev Bowes mail machine . The Pitney Bowes mailer is over 10 feet in length, and requires a work area in excess of 1 -50 square feet. The Department will continue to release a portion of the final bills in-house at a projected volume of approximately 3 % of the weekly production . Certain in-house mailings will continue to be performed such as . Adjusted Bills . Finals, special inserts and flyers. These in-house mailings require specific customer adjustments and/or customer driven timely submission. These in- house mailings generate approximately 200 inserts per week not including special inserts and flyers . In addition. the proposed Pimey Bowes equipment will also serve as backup to the outsourcing company should they fail to perform as required . Therefore there remains an ongoing need for a small desktop fold & insert machine . The replacement of the existing Pitney Bowes mailer with a smaller equivalent unit in concert with relocation of the unit to a smaller work area will serve two benefits . The first benefit is the freeing of available floor space in the County Administration Building . Building and Grounds has slated the current work area for use by another Department and the mailroom equipment would have to be vacated and relocated to another work area, if available . The second benefit is improving the reliability of those bills currently being released in - house . The existing outdated mailer has been repaired several times. Most of the repairs were covered under the Maintenance Contract. but the time lost in production impacts the County ' s customers . ANALYSIS : Two Options were considered when evaluating the replacement of the existing Pimey Bowes folding and insertion equipment. Option-A is the direct purchase of the equipment with annual recurring maintenance cost while Option-B is a Lease - to-Ovm Agreement with an integral maintenance program . JUNE 19 , 2001 - 92 -