City of San Antonio - File #: 17-2894

• File #: 17-2894
• Type: Purchase of Equipment
• In control: City Council Special Meeting
• On agenda: 5/25/2017
• Posting Language: An Ordinance accepting the bid from Quantum Office Solutions, Inc. for the purchase of two replacement mail systems, including maintenance, service and support, and the lease of two postage meters for an initial, total annual cost of $50,059.62, funded from the FY 2017 Finance Department Procurement Fund. [Ben Gorzell, Chief Financial Officer; Troy Elliott, Deputy Chief Financial Officer, Finance]

DEPARTMENT: Finance


DEPARTMENT HEAD: Troy Elliott


COUNCIL DISTRICTS IMPACTED: Citywide


SUBJECT:

Mail Systems for the Print Shop


SUMMARY:

This ordinance authorizes a contract with Quantum Office Solutions, Inc. to provide the City with two mail systems, including maintenance support, and supplies for the term of the contract and the lease of two postage meters for an initial cost of $50,059.62. This contract will provide maintenance and support for five years commencing upon acceptance of the equipment, for a total contract cost of $72,689.70. Annual maintenance, supplies and support will be an operating fund expenditure subject to future budget approvals.


BACKGROUND INFORMATION:

Submitted for City Council consideration and action is a bid submitted by Quantum Office Solutions, Inc. to provide the City with a contract for the replacement of two mail systems, including maintenance support, and supplies for the term of the contract and the lease of two postage meters for a total cost of $72,689.70. The mail section currently operates two purchased mail systems and leased postage meters that have been in operation since 2009. Both machines are at end of life and are operating without maintenance agreements, incurring maintenance charges on an as needed basis. The mail section has seen an increased volume in metered mail due to new programs, notices, and increased communications between the City and its residents.

The initial term for this contract is upon award through March 31, 2018 with 4, 1 year renewal options upon City Council approval.


ISSUE:

This contract will provide the Finance Department's Print Shop with a contractor to provide two mail systems including maintenance support, and supplies for the term of the contract and the lease of two postage meters required to carry out the general mailing needs of City departments. The current equipment has been in service since 2009 and has exceeded its life expectancy of five years. It ha...