HomeMy WebLinkAbout5/6/2015 - STAFF REPORTS - 2.E. i0�?N LM SAP
� c
V N
M 4
%CQ41FORN�P» CITY COUNCIL STAFF REPORT
DATE: May 6, 2015 Consent Calendar
SUBJECT: AUTHORIZE THE ISSUANCE OF A BLANKET PURCHASE ORDER TO
VALLEY MAIL DELIVERY ON AN ANNUAL BASIS
FROM: David H. Ready, City Manager
BY: Office of the City Clerk
SUMMARY
Annually the Office of the City Clerk issues a Blanket Purchase Order to Valley Mail
Delivery for the processing of incoming and outgoing mail along with courier services
necessary to conduct routine City business.
RECOMMENDATION:
1. Authorize the issuance of a Blanket Purchase Order to Valley Mail Delivery for
mail processing and related services, on an annual basis at the per unit prices
subject to annual CPI adjustments.
2. Authorize the City Manager to execute all necessary documents.
STAFF ANALYSIS:
Valley Mail Delivery has been providing mail and courier services for the City for more
than 15 years. In the past, the annual cost for mail and courier services have been less
than $25,000; however, recent additional services to include delivery and pick up at the
Facilities Office, Welwood Murray Memorial Library, and the Riverside County
Recorder's Office in Palm Desert has resulted in a budgeted increase in cost.
The estimated cost for Fiscal Year 2015-16 is $25,000 to $30,000, based on Valley Mail
Delivery's Fiscal Year 2015-16 Unit Price List, attached. In future years, the Contractor
may request a price adjustment to the unit pricing, if mutually agreed between the
parties each year in writing, not to exceed the Bureau of Labor Statistic's Consumer
Price Index (CPI) for the LA/Riverside/Anaheim region for the prior 12 month period
effective on the anniversary date.
ITEM NO. E
City Council Staff Report
May 6, 2015 -- Page 2
Valley Mail Delivery
Additionally, the City may terminate the Purchase Order Agreement for its convenience
at any time, without cause, in whole or in part, upon giving Contractor thirty (30) days
written notice.
FISCAL IMPACT:
The estimated cost is $25,000 to $30,000 each fiscal year from Account No. 001-1261-
42115 and is included in the budget each fiscal year.
mhiees Thompson David H. Ready, Esq.
Cf of Staff/City Clerk City Manager
/kd h
Attachments:
Valley Mail Delivery FY 2015-16 Unit Price List
002
VALLEY MAIL DELIVERY
UNIT PRICE LIST
JULY 1, 2015 THROUGH JUNE 301 2016
ACTIVITY COST UNIT
Monday thru Thursday $32.50 Day
AM/PM and In/Out Mail Service
Friday City Hall, AM Only, In/Out Mail Service $16.25 Day
Outgoing City Hall Bulk Mailings $10.00 Each
Deliveries to City Council, Planning Commissioners, $12.75 Each
Leisure Center, and Main Library
Monthly, Monday thru Thursday $180.00 Month
Mail Service to and from Police Department
Twice Daily Police/City Hall, and Interoffice Service $18.00 Day
To and From Police Department
Friday AM, Police/City Hall, and Interoffice Service $9.00 Day
To and From Police Department
Deliveries to Riverside County Recorder's Office $25.00 Each
In Palm Desert
Twice Daily Delivery To and From City Hall/Facilities Office $15.00 Day
Deliveries To and From Welwood Memorial Library $10.00 Day
003