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PURCH:PW:TB:br:f:\finance\purch\stfrpts\srbd2541
Councll Meetlng: June 27, 1995
JUN 2 7 1995
Santa Monica, CA
TO
Mayor and City Council
FROM
Clty Staff
SUBJECT: Recommendation to Award Bld to Furnish Mail Processing
Services , Bid #2541
Introductlon
This report concerns award of bld to furnish mail processlng
services for the Admlnistration Division, City Clerk Department, at
speclfled monthly rate, plus applicable sales tax.
Backqround
In response to published Notlces Invlting Bids (published May 23
and 24, 1995) to furnish mail processing services ln accordance
wlth Clty speclflcatlons, blds were received and publlCly opened
and read on June 2, 1995. Proposal forms were mailed to ten vendors
and notlces were advertised in accordance with City Charter and
Municipal Code provisions.
Four proposals were received as
follows:
VENDOR
MONTHLY SERVICE CHARGE
Paclflc Rlm (WMBE)
$1,320.00
$2,250.00
$2,500.00
$6,295.00
Arsaka Research
Exec-U-Mail (WMBE)
SerVlce Mallers, Inc.
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JUN 2 7 1995
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The items covered in this bid involve daily process1ng of all City
ma~l wh~ch ~ncludes metering and sorting funct10ns required to
obtaln the most cost-effect1ve postage rates and timely processing
of mail.
Due to the legal requ1rements of many departments ln the City, it
is important to be able to rely on a vendor to process all mail the
same day. All ma~l must be accounted for by department. All mail
must be processed in the most efficient manner to save money and
tlme. ThlS requlres use of presort as well as third-class mail
It 1S lmperat1 ve that the vendor selected for these services be
h1ghly qual1f1ed and knowledgeable 1D all phases of the postal
process.
Staff flnds the bid submitted by Arsaka Research is non-respons~ve.
Staff contacted references given by the low bidder and learned that
one of the references provlded was a former employer, not a current
customer The other reference prov1ded was for serVlces unrelated
to those required by the City.
Staff has evaluated the bid submitted by Exec-U-Mail and finds that
1t meets City specifications.
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Budget/Flnancial Impact
Fiscal Year 1995-96 approprlation authority for thlS purchase is
in the Administration Divlslon, Clty Clerk Department, account
number Ol-l20-211-00000-2232-00000 and ln the budgets of varlOUS
other user departments.
Recommendatlon
It is recommended that the bld submitted by Arsaka Research be
rejected and award of Bid #2541 be made to Exec-U-Mail at speclfled
monthly rate plus applicable tax, as the lowest responsible bidder.
Prepared By:
Pam Wortham, Purchasing Agent
Dlane Howell, Buyer
June 12, 1995
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