City of Grass Valley City Council Agenda Action Sheet

Transcription

1 ML City of Grass Valley City Council Agenda Action Sheet Council Meeting Date: September 24, 2013 Date Prepared: September 16, 2013 Prepared by: Title: Agenda: Sue Colbert, Senior Administrative Clerk Jeri Amendola, Economic Development Coordinat Approve the purchase of the Neopost DS-63, folder inserter machine, using 2012 EPA Brownfield Grant funds. Consent Recommended Motion: Authorize the City Administrator to execute a contract / purchase order to purchase the Neopost Document Folder Inserter machine (DS-63), $8,450. Background Information: The City mass-produces, folds, inserts, and mails thousands of brochures, flyers, letters, etc. every year; however, the City s current folder inserter machine has been out of operation for over a year. During this time staff has had to manually complete these tasks in order to use resources efficiently, staff recommends purchasing a replacement of the folder/inserter machine. Staff determined that the purchase of this equipment is an allowable use of EPA Brownfield grant funds, and EPA concurred. In compliance with City purchasing policy, staff received three quotes and selected the Neopost DS-63. In order to purchase the equipment with EPA funds, budget amendments are required as follows: 1. Fund 507, create account Transfer funds from the following sub-accounts into : - Planning Technician salary, $ 2,140 - Travel & Conferences, $ 4,050 - Supplies, $ 2,260 Funds Available: Account #: Reviewed byw&iy Administrator 2. Community Development Dire or nance Director Attachment: Budget Transfer Form FY Equipment Purchase Proposal Agenda item # _4 /

2 BUDGET AUGMENTATION/TRANSFER FORM Request Number (Finance will assign) Date of Request: Requested By: Tom Last For Fiscal Year: 13/14 Department: Community Development DRAFT CR DR DR CR Revenue Revenue Expense Expense Account Name Fund Dept Account Increase Decrease Increase Decrease 1 EPA #BF00T salaries ,140 2 EPA #BFOOT Supplies ,260 3 EPA #BFOOT Travel & conferences ZQZ ,050 4 EPA #BF00T Capital Outlay , Totals $ - $ - $ 8,450 $ 8,450 Net Change $ - $ - - $ - Reason for Transfer: To transfer budget from Grant EPA #BFOOT allowing the purchase of a much needed new inserting/folding machine to facilitate large mailings which will be required in the course of administering this grant Reason Budget Available: Staff feels this is a good use of the funds and has approval from EPA to move these funds within the budget for this grant. Additional Information: Department Head Signature: City Administrator Signature: City Council Approval Date (if required) : Date, Item # - Finance Department s Use Only Reviewed By: Administrative Services Manager Date: CASH ENTRY REQD: No Done By: Keyed By: Date: Journal #: Page 1 Budget Transfer Form FY 13-14

3 FUND 507 CITY OF GRASS VALLEY EPA GRANT #BF00T99101 EPA Browrtfields Grant GRANT SUMMARY Period end 30-Sep-13 UPDATED 8122/2013 ACCOUNT DESCRIPTION F:\GRANTS\Fund 507 EPA Browntields Grant BF-00T991 01\[FUND 507 BF00T xtsx] Term = 10101/12-09/30/2015 Grant GRANT BALANCE = 006/30/ /2014 6/30/2015 Totals BUDGET BUDGET GRANT REC SALARIES PAYABLE ACCOUNTS PAYABLE GRANT REVENUE TRANSFER FROM P Interest Allocation EPA-GenI Admin Salaries EPA-GenI Admin Benefits EPA-Gen l Admin 0 & M EPA-Gen l Admin Cost Alloca Plan General Admin. subtotal EPA-Activity Delivery Salaries + cap EPA-Activity Delivery Benefits EPA-Supplies EPA-Activity Delivery Outside Service EPA-Activity Delivery Conferences & Travel Activity Delivery subtotal TOTAL Genl Admin + Activity Delivery Transfer to F360 RLF Principal & Interest Transfer to F361 RLF Principal & Interest , , ,000, , , , , , , , , , , , , , , , , , , , , , , , , , , , , , ,685,60 190,862,74 4, , , , , , Change in Cash 4, , , ,00 193, Costs to date Grant rev, received/pending Leverage/Matching Funds Additional funds committed Pending Accounts Payable Cash request/na if positive- -6, no match/leverage required ,085.11

4 Budget Summ ary Page Table A - Object Class Category (Non-construction) Total Approved Allowable Budget Period Cost 1. Personnel $26, Fringe Benefits $15, Travel $6, Equipment $o 5. Supplies $2, Contractual $150, Construction $o 8. Other $0 9. Total Direct Charges $200, Indirect Costs: % Base $0 11. Total (Share: Recipient 0.00 % Federal /) $200, Total Approved Assistance Amount $200, Program Income $o 14. Total EPA Amount Awarded This Action $200, Total EPA Amount Awarded To Date $200,000 BF-00T Page 3 WOM

5 neopostus: Dealer Office Number: I Dealer Office Name: Section (A) Dealer Information Phone S: Purchase Agreement with Meter Rental Agreement Date Submitted: Company Name (Full legal name): City of Grass Valley DBA: Section (B) Billing Information Section (C) Installation Information (if different than Billing Information) Company Name (Full legal name): City of Grass Valley DBA: Billing Address: 125 E. Main Street Billing City: State: Zip Code * 4: Grass Valley CA Billing Contact Name: Contact Phone Number: Sue Colbert Billing Contact Title: Contact Fax Number: Sr. Administrative Asst Billing Contact Address: Purchase Order Number: susanc(citvofprassva).cofli Section (D) Purchased Products: Installation Address (No PD Boxes or General Delivery): 125 E. Main Street Installation City: State: Zip Code * 4: Grass ;Jallev Ca Installation Contact Name: Phone Number Sue Colbert Installation Contact Title: Fax Number Sr. Administrative Asst, Installation Contact Address: susanc(cityofgrassvplley.cpm F1 See additional listed products on attached continuation schedule Quantity Model! Part Number =_ Description (Include Serial Number, if applicable) Price 1 1 DS63ST2.5 2 Flex and 1 Insert Feeder Inserter 2 WSCA Contract ADSPO $ 7, $ 3 1 " year of maintenance is no charge under WSCA $ Annual Equipment Maintenance $ Equipment Subtotal : 7, Order Notes: Shipping & Installation $ Total $ 7, Section (E) Postage Meter Rental, Postage Funding, Payment Information & Payment Schedule Dropdown Menu Post Office Postage Meter ] Postage Funding Account Postage Funding Method Main Post Office Name: Postage Meter Model: Meter Type: Funding Account: Funding Method Commercial Use Existing POC Account Bill Me with neofunds Main Post Office 5-Digit Zip Code: Mailing Machine Model: Existing Account Number: Funding Attachments: None Payer Information Line Product First Months Tax Status: I Postage Meter Rental ] Next Months Next Months Next Months Taxable 2 Online Postal Rate Protection App Billing Frequency: 3 Online Postage Expense Manager App Quarterly 4 E-Services App Billing Method: 5 Software Advantage Standard 6 Total Monthly Payment (plus applicable taxes) Section (F) Approval Existing customers who currently fund the Postage account by ACH Debit will not be converted to neofunds/totalfunds unless initialed here This document consists of a Product Purchase Agreement ("Purchase Agreement"), Postage Meter Rental Agreement, Maintenance Agreement, and an Online Services and Software Agreement with Neopoat USA Inc. It also contains a neofundsltotalfunds Account Agreement with Mailroom Finance, Inc. Your signature constitutes an offer to enter into the Purchase Agreement and, if applicable, the other agreements, and acknowledges that you have received, read, and agree to all applicable terms and Conditions (version P-03-11), which are also available at bftp://www. neopostinc.com/terms/purchase-03-1l,pd, and that you are authorized to sign the agreements on behalf of the customer identified above The applicable agreements will become binding on the companies identified above only after an authorized individual accepts your offer by signing below, or when the equipment is shipped to you. Authorized Signature Print Name and Title Date Accepted USA and its Neopost USA, Inc. e 478 Wheelers Farms Road Milford, CT Form PA51186e-0311 revision 08/11 47_-

6 NEOPOST INC. Official Price Quotation City of Grass Valley Contract Number WSCA Date June 17th 2013 Item # QTY Commodity Code or Part Number Description Unit Price 1 1 DS63ST2.5 2 Flex and 1 Insert Feeder Inserter Discounted Extended Price Maintenance Price $ 7, $7, $ 1, IS440PLUS Plus Base w/ Autofeeder, Feed Deck, Sealer & Catch Tray $ 1, $1, $ Equipment Total $ 9, $ 9, $ CA 8.125% tax $ $ IS440,SP30,SP10,SP2C Annual Meter Rental ((Billed $50.00/month) $ $ Annual Maintenance Agreement 1st Year Free $ - $ - Grand Total $ 11, $ 11, Purchase Order to: Neopost USA Inc. 478 Wheelers Farm Road Milford CT Remit Address: Neopost USA Inc Network Place Chicago, IL

7 neoposb DS-63 YOUR MAIL MANAGEME -NT PARTNER An easy-to-use desktop folder inserter that can be used to process all your mail # L_ no WE VALUE YOUR MAIL 1-7

8 neopost A DEPENDABLE ALL-IN-ONE MAIL MANAGEMENT SOLUTION The DS-53 is able to quickly and automatically process all standard mail management services as well as direct marketing applications. This is achieved thanks to an easy-to-use graphic touch screen and highly developed ergonomics. Designed on the basis of a tried and tested platform, it is 100% reliable. Your mail will be processed on time, every time. Combined with our output management solutions (OMS) featuring grouping, sorting and splitting capabilities, the DS-53 will optimize your mail flow and contribute to significant cost savings. TOUCH SCREEN The 57 color display provides an intuitive wizard-based user interface for ease-of-use. ENHANCED EASE OF USE The OS-63 is equipped with a 57" graphic touch screen that makes it easy to use and allows applications stored in the memory to be accessed quickly. A step-by-step wizard allows all users to define settings for their applications and store them in the memory for job recall. The DS-63 is a model of ergonomic efficiency and as such is well suited to automated processing. Additionally, its compact size and low noise level make it suitable for use in every work environment. MAXIMUM FLEXIBILITY FOR YOUR APPLICATION The OS-63 can be configured in sevral different ways and adapted to meet your every need. This versatility will automate your transactional mail targeted at customers and prospects to further develop your business activity. The flexfeedfi function processes all document sizes including inserts, reply forms and return envelopes. Additionally, the manual mail function allows you to process both stapled and unstapled mail that may contain a variable number of documents depending on the recipient.

9 ALL-IN-ONE MAIL MANAGEMENT SOLUTION GRAPHIC TOUCH SCREEN - FOR INTUITIVE USE POWERFOLD - FOR PROFESSIONAL FOLDING FLEXFEEDfi - TO PROCESS EACH AND EVERY ONE OF YOUR MAIL MANAGEMENT APPLICATIONS LOW NOISE LEVEL AND COMPACT SIZE - TO SUIT EVERY WORK ENVIRONMENT FLEXFEEDfi flexfeedfi feeders accomodate a wide variety of paper sizes INTEGRATED PROCESS Combined with Neopost s OMS solutions, the DS-3 will be able to achieve cost savings for you by automating variable page document preparation, thus avoiding manual handling and errors. With our insert n Mail solution, you can automate your total mail flow by interfacing the DS-63 to a Neopost mailing system. MAXIMUM SECURITY The DS-63 is also able to automate the processing of mail that contains a variable number of documents. The OMR scanner system allows you to automate the assembly of documents to be inserted for each recipient and it automatically stops the machine should the contents of a mail piece be incorrect. The OS-63 guarantees the integrity of your mail whatever the circumstances. 1-?

10 / Group / Ser DOCUMENT MANAGEMENT SOFTWARE SOLUTIONS Compose the document Multicriteria sort Group batches Optimize mail pieces according to postal constraints Manage personalized inserts Manage data quality Ensure security Add optical marks to drive the folder inserter automatically Printer

11 SAVE MONEY WITH YOUR DS-63 MAIL SOLUTION Optimize your electronic document process with Neopost s OMS solution and reduce your postage expenses. Fold, insert, seal, and meter your mail with our insert n Mail solution. Selectively add additional documents to the envelope with the DS-83 s enhanced reading capabilities to reduce the number of enveopes mailed.

12 DS-63 YOUR MAIL MANAGEMENT 1P 1 STATION 1.5 STATIONS Neopost strives to reduce the amount of carbon emissions released into the environment by utilizing sea versus air shipments wherever and whenever possible. II Ar.H1 2 STATIONS 2.5 STATIONS A choice of four configurations to cover all your mail management applications. FEATURES &z BENEFITS Speed Up to 2,200 envelopes/hour load n Gofi automatic settings flexfeedfi multi-format feeder Multiple sheet feeding Number of feeders Up to 2 flexfeeders + 1 insert feeder powerfold" folding capacity (up to 5 sheets 20 lb.) Job memory 15 Color touch screen Job wizard assistance Manual mail mode Document feeder capacity 325 Envelope feeder capacity 150 Fold types Letter, Z, single, double parallel, no fold ZI Z <1 _ Different exits Optional catch tray, side exit Document height 3.5" 14" Document width 5" 9" Document weight lb. Envelope length 3.5"-6.4" Envelope width " Set thickness 2mm Custom furniture Optional SPECIFICATIONS MAIL QUALITY & SECURITY secure n Feed double detection Accumulate before folding Optical Mark Recognition [OMR] powerfold" Tip-to-tip sealing BUDGET OPTIMIZATION Output management software insert n Mali mailing system integration Optional [up to S sheets 20 lb.] Optional Optional SYSTEM DIMENSIONS Length x Depth x Height 42" x 16.5" x 20.5" Weight 155 lbs. Neopost is world leader in mailing and logistics solutions. Our innovative solutions bring simplicity and efficiency to your mailing process tomake your business run better. Neopost brilliantbasics benefits provide excellence in all our offers, from products to support and services. They bring you the best in operational efficiency, mail quality and security, budget optimization and online management. Whether for advice or support, you enjoy our commitment to supply first-class service - on the phone, on site, or online. Benefit from immediate response times and remote diagnosis at our call centers, and fast dispatch of service engineers when needed. Find out more at neopost NEOPOST (636.?6?8) Neopost and the Neopost logo are registered trademarks of Neopost S.A. All other company and product names may be trademarks and are the property of their respective owners. All information in this document, including descriptions of features, functions, performance and specifications is subject to change without written notice at any time, Neopost USA Inc. All Rights Reserved. N090 6/12 SM 0 EAGLE Registrations Inc. ISO and OHSAS Registered by EAGLE Registrations Inc. 4-IL