Information
The new agreement covers all services provided by the existing agreement, but reflect a savings of $111/month, a savings of $1,332/year, Total 5 year cost $56,010.60 This is a savings of $6,660 over the term of the 5 year lease agreement.
Type: Deliberation
Department: FCLT - Facilities
Directors' Update: July 12, 2023
Business Meeting: July 18, 2023
Summary:Lewis County currently facilitates an intracounty mail delivery program for Lewis County Departments and Staff. This program utilizes mailing equipment essential to fulfill the mailing and shipping requirements of the County.
Starting January 1, 2024 our currently leased Pitney Bowes mail processing machine will no longer meet federal standards and will become unusable. After ongoing discussion regarding the counties intracounty mail service is was decided that the best course of action moving forward is to keep the current level of service provided to Lewis County Departments.
To continue the level of service provided, a replacement mail processing machine is required. As a local governmental agency, through the Washington State Department of Enterprise Services (DES), the County can lease a new mailing machine that meets federal standards at a significantly reduced rate, through state contract NASPO/Value Point Contract # CTR058809 and or State Participating Addendum (PA) #15622-02 (WA).
This resolution authorizes the Facilities Administrator or his designee to execute this agreement with DES, or their appointed vendor, Quadient, to provide mail processing machine iX-9 DS .
Publications:
Cover Letter To:
Additional Copies To:
Resolution
AUTHORIZE THE FACILITIES ADMINISTRATOR TO EXECUTE A FIVE-YEAR LEASE AGREEMENT WITH QUADIENT FOR A NEW FEDERALLY COMPLIANT MAIL SERVICE MACHINE
WHEREAS, the Lewis County Board of County Commissioners (BOCC) has directed the Facilities Administrator to maintain the current level of intracounty mail service; and
WHEREAS, replacing the current unsupported mailing machine with a new federally compliant mailing machine by signing a Purchase Order – Lease for a five-year lease agreement (attached as Exhibit A) totaling $56,010.60 over five years will enable the Facilities Administrator to so maintain the current level of intracounty mail service; and
WHEREAS, as a local governmental agency, Lewis County has the ability to lease a new federally compliant mailing machine from Quadient at a discounted rate through the Department of Enterprise Solutions (DES) Contract NASPO/Value Point Contract # CTR058809 and or State Participating Addendum (PA) #15622-02 (WA); and
WHEREAS, the Facilities Administrator has reviewed the Purchase Order – Lease and recommends that the BOCC authorize its execution; and
WHEREAS, the BOCC has granted department directors the authority to bind the county in amounts totaling $50,000 to $200,000 with BOCC approval, as outlined in Resolution No. 21-038.
NOW THEREFORE BE IT RESOLVED that the BOCC has determined that executing the Purchase Order – Lease in the amount of $56,010.60 to lease for five (5) years a new federally compliant mailing machine is in the best public interest and hereby authorizes the Facilities Administrator or his designee to sign the Purchase Order – Lease with Quadient, in excess of the above-mentioned $50,000 limitation.
DONE IN OPEN SESSION this 18th day of July, 2023.