2008 Abstract - Purchasing Courier Mail Services Through Orange Enterprise Inc

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ORANGE COUNTY BOARD OF COMMISSIONERS ACTION AGENDA ITEM ABSTRACT Meeting Date: December 11, 2008 Action Agenda Item No. SUBJECT: Contract Renewal: Courier/Mail Services through OE Enterprises, Inc. DEPARTMENT: Purchasing and Central Srvcs. PUBLIC HEARING: (Y/N) No ATTACHMENT(S): Contract INFORMATION CONTACT: Pam Jones (919) 245-2652 PURPOSE: To consider renewing a contract with OE Enterprises, Inc. (OE) for courier and mail processing services effective December 1, 2008 through November 30, 2011. BACKGROUND: The County historically provided courier and mail processing services through the Central Services Department. Earlier this.decade courier services were provided only to the County offices located in Hillsborough, who would then make arrangements for the courier/mail delivery to satellite offices in Chapel Hill where applicable (e.g. Health and DSS to Southern Human Services Center). As the number of departments without a Hillsborough location increased, the courier/mail services were extended to some locations in Chapel Hill (e.g. Solid Waste, Human Rights and Relations). The increasing level of service would have necessitated the addition of staff to provide the service and backup. Rather than continuing to add County staff, a contracting arrangement with OE was established in 2005. The contractual arrangement continues to allow the County to maintain a reasonable fiscal commitment while maintaining an excellent level of service and is therefore recommended for a three year renewal through November 30, 2011. FINANCIAL IMPACT: The County courier/mail process services will be provided by OE at its location for a total of $4,300 per month, $51,600 per year. The agreement allows the negotiation of annual increases, not to exceed the Consumer Price Index increase. OE will bill the County for metered postage monthly at actual cost. Funds to support this agreement are included in the FY2008-2009 Central Services operating budget. RECOMMENDATION(S): The Manager recommends the Board approve the contract for courier/mail processing services with OE fora period from December 1, 2008 through November 30, 2011; and authorize the Chair to sign on behalf of the Board.