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