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City of Fayetteville Staff Review Form

City Council Agenda ltemsand

Contracts, Leases or Agreements

6119t2012

City Council Mêêt¡ng DateAgenda ltems Only

Billing & GollectionsDivision

Category / Project Budget

$46,097.10

$30,156.0t

FinanceDepartment

Action Required:Bid 12-21, Mailing Services to MailCo USA, lnc. for a period of one (1) year with an option for four (4)

annual renewals for a total possible contract term of five (5) years based on the prices presented.

$2l,6,072.51

$241,000.00

$146,600.00 Services and Charges

Cost of this request

5400-1 81 0-sÌ05.00

5500-5000.5305.00

Account Number Funds Used to Date

s311,346.89

Projecl Number Remaining Balance

Budgeted lten¡ lTl Budget Adjustment Attached l-1

Program Category / Projec{ Name

Billing & CollectionslSW Admln

Program / Project Category Name

Water & Sewer /Solid Waste

Fund Name

6-t- xtz 127-O4Previous Ordinance or Resolution #

Original Contract Date:

Original Contract Number:

9m2004

?o^.\ q "lL-$"-- ¿--I-:ei:=-Finance and lnternal Services Director Date

û-(t*Date

Received in c¡ty0ó-0 1 - 1 ?- P 03 : 4 C R C VDClerk's Office

Ywt- U.

Received inMayo/s Office4#

Revised Jânuary 15, 2009

A. 2 MailCo, Inc. of 22

THE CITY OF FAYETTEVILLE, ARKANSAS

CITY COT]NCIL AGENDA MEMO

DEPARTMENT CORRESPONDENCE

To: Mayor Lioneld Jordan

Thru: Paul Beckero Finance Director

From: Rainy Laycox, Billing & Collections Managerry'

Date: June 010 2012

Subject: Resolution approving a contract with Mailco USA,Inc. based on Bid 12-21

RECOMMENDATIOIT:Administration recommends approval of the rgsolution and contract awarding to Mailco USA' Inc formail processing for the City of Fayetteville for a period of one (1) year with an option for four (4)

automatic annual renewals for a total possible contract term of five (5) years based on the prices detailedin Bid 12-21

ÞUDGET IMPACT:At this time it is anticipated that costs will not exceed budgeted amounts for 2012 provided there are nounforeseen U S Postal Senice rate increases for the remainder of said year.


RESOLUTION NO.

A RESOLUTION TO APPROVE A CONTRACT WITH MAILCO, INC. FOR ONE YEAR'SMAILING SERVICES AT AN APPROXIMATE COST OF $246,072.51 WITH AN OPTIONTO RENEW THE CONTRACT FOR ANOTHER FOUR YEARS

BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OFFAYETTEVILLE, ARKANSAS :

Section l: That the City Council of the City of Fayetteville, Arkansas hereby approves a

contract with MailCo, Inc. for one year's mailing services at an approximate cost of $246,072.51with an option to renew the contract for another four years.

PASSED and APPROVED this 19th day of June,2012.

APPROVED: ATTEST:

By: By:LIONELD JORDAN, Mayor SONDRA E. SMITH, City Clerk/Treasurer


,d\';

L'6 hS TDDARKANSA

Gity of FayettevÍlle, ArkansasPurchasing Division - Room 306

I 1g W. MountainFayetteville, ARTZTOIPhone: 47Ù.ST5.BZ2O

(Telecommunication Device for the Deaf): 4Tg.521.1916

INVITATION TO BtD: BID 1Z-21, Mailing ServicesDEADLINE: wednesday, May, s0,z11{before 2:00 pM, Local rimeDELIVERY LOCATION: Room 306 - 113 W. Mountain, Fayetteville, AR 72701PURCHASING AGENT: AndreaHUKUHA5ING AGENT: Andrea Foren, CPPB, cPPoDATE oF lssuE AND ADVERTTSEMENT: Thursday, May 10,2012

Name of Firm: Marl€o usA rnc

INVITATION TO BIDBid 12-21. Mailinq Services

No late þid-s -,shall be accepted. Bids shall be submitted in seated envelopes labeled with the bidnumber, bid description, and with the name and address of the bidder.

All bids shall be submitted in accordance with the attached city of Fayetteville specifications and biddocuments attached hereto. Each bidder ¡s reqi¡rào tg fi!'in erËry utank änd ,nãii srppty a'information requested; fairure to do so may be used as basis of re¡ectiãnl

Theundersignedherebyofferstofumish&deliverthearticlesorservicesasspecified,attnffi

:îJ'',T;li:*j:'llÏî10 *:t'l:lÍ,:.:11?*:Jlr!S¿ .re,"fir""r,"Ë;"d s"terar conditions of biddins,all or which are made a part or this "fr*. rni' óri"i';.nãi ;oþ" ä ;iilå.J;ffiìä::'l"oir]iili3¡

written agreement by the proposer/Bidder and city euichasing íù"någ"i.'

COntaCt pefSOn: Kathy Ferguson

E-Mail: [email protected]

Business Address: 3186 s schoor ave

Phone: 479-5zL-624s

Tile: Presidenr

City: FayettevíLle

Signature:

Clty of Fayetteville, ARBid 12-21, Mailing ServicesPage 1 of15

State: AR

Date: 05/ze/12

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MailCoUSA20LZ II

MAILCO USA OFFERS YOU...MORE THAN MAIL

Companv History and OverviewMailCo USA lnc. was established on July 1, 1988 by Robeñ C.Susong. Mr. Susong had just retired as United States Postmaster inFayetteville after more than 33 years of seruice. He was joined by hisdaughter, Kathy D. Ferguson, in 1989 and together they owned andoperated the firm. Atter graduating from college in 2005, Mrs.Ferguson's daughter, Sarah Bailey, and son-in-law, Justin Bailey, alsojoined the family business.

MailCo USA lnc. has provided complete mailroom seruices for bothlarge and small firms and organizations throughout NorthwestArkansas since 1988. MailCo USA was the first "presoft bureau"available to companies in this region, allowing them to mail atdiscounted rates with an increase in efficiency and speed of seruice.MailCo USA has closely partnered with the United States PostalService for many years to provide quality service for area companies,churches, and individuals. Wal-Mart, PAM Transport, Bank ofFayetteville, Washingfton Regional Medical Center, City of Fayetteville,Fayetteville Chamber of Commerce, University of Arkansas MailingSeruices, Fayetteville Public Library, Fayetteville Public Schools,Razorback Foundation and the Walton Arts Center are just a few of theseveral hundred customers we serve daily.MailGo has been providing daily mail processing services to theGity of Fayetteville since 1990.

"**Current dailv customer base seruing is 215 with an average monthlyvolume of 2.25+ million (70% ls class, 30% presort standard).*"*

13 Daily Routes include:

MailOo USA's success can be measured by:

Northwest Arkansas and surrounding areas.

MailCo USA donates $50,000 to 875,000 to local non-profits via seruicesandlor cash donations every year,


MailCo USA 2012

Eouipment ProfileMail0o USA has the equipment and technology to handle any size and type ofjob. Onsite equipment include(s)*:

o Lockheed Martir/PTl Multi-line Character Reader/Barcode Sorter whichbarcodes and sorts lettersize mail (Bulk or 1"t Class) at speeds between25,000 to 40,000 pieces per hour. lt is equipped with a licensed US PostalSe¡vice FastFonryard system, which fonruards mail directly to customers whohave moved and filed a change of address with the USPS. This system meetsall USPS address verification requirements. Our system also operates the fullseruice intelligent mail barcode offering further postage discounts and mailtracking capabilities. We are the ONLY company in Northwest Arkansasusing this sophisticated system incorporating the tatest in USPStechnology.

o one connect Plus Pitney Bowes Postage Digital Meter Machine.. Five DMl000 Pitney Bowes Postage Digital Meter Machines.o Two DM800 Pitney Bowes Postage Digital Meter Machines.o One Pitney Bowes I Series Console lnserter with 1 Dual-Accumulation Sheet

Feeder and 5 lnseñ Stations with Scanning Gapabilities.. One Pitney Bowes 7 Series Console lnserter with 1 Sheet Feeder and 4 lnsertStations with Scanning Capabilities.

. Two Pitney Bowes 1863 Tabletop Folder.

' One Baum Ultra-fold XLT Tabletop Folder.r Two Pitney Bowes W990 lnkieting System with drier and color/imaging

capabilities.

' One Xerox 4110 High Speed Laser Printer/Scanner with document finishingcapabilities.

¡ One Xerox 4127 High Speed Laser Printer/Scanner with document finishingcapabilities.

' One Xerox Docucolor 260 High Speed Color Laser Printer/Scanner withdocument finishing capabilities.

, One Sharp AR-450 High Speed Laser Printer with document finishingcapabilities.

, One Ricoh 1107 High Speed Laser Printer wÍth document finishingcapabilities.

, One Dell Server for Document processing.

' Two Pitney Bowes SmartMailer Sottware for Cass Certification, presorting,postal coding, barcoding, and address standardization.One Pitney Bowes Flat soñer is a EZ Flat with RAF (Relative Aperture Focus)Smart MatchOne Hasler HT 25 Dual-Head TabberOne Rena XPS Protab TabberOne P-625 Samuel Strapping SystemOne Accufast Wafer-Seal Tabbing Machine.One Pitney Bowes DP40S Color PrinterTwo Pitney Bowes Business Manager software system

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MailCo USA 2012

Support Staff7 Barcode Operators

12 MeterOperators13 Route Drivers covering 13 Daily Routes across NW Arkansas2 HH/Accounting Personnel

Extended Mailing Services Provided:o Presort Bureau

o FastFonruard - Address Changes Returned via Uploado Full-Seruice Intelligent Mail Barcode (MailTracking)

. Bulk MailSe¡viceso NCOA Move Complianceo Duplicate Detection (No Charge)o List Management (No Charge)o List Seruices (Specialty, Routes, Demographics)

r Lettershopo Statement Setup and Creation (No Charge)o Maif Mergeo Fold/inserVinkjet address/labelo Print invoices, statements, flyers, postcards, envelopes

r See Business Services Flyer

Value-Add and Professional Services:o Courier Servicesr Volumes and Footprint with Larger Customer Baseo Print On-Demand (Threshold driven)r Marketing and Advertising - Direct Mail, etc.. Compliance

Assisting AllAreas of the BusinessMailCo USA concerns itself with researching every customefs extended needsto reduce mailing costs throughout their organization. We also cost allocate tothe different departments daily/monthly/yearly to anticipate budgets for theupcoming year.

Real-Time Transactional Accounting Accrual - Pitney Bowes Business ManagerBenefits:

. Manage accounts across the enterprise.

. Monitor and consolidate data from multiple systems at multiple sites.. Track postal and shipping costs in real-time for an unlimited number ofaccounts.

. Use data management tools to analyze expenditures and highlight potentialcost reductions.


MailCo USA 20tz

Customer Base:

¡ Corporations. City and County Govemments. Universities, Schools, Non-Profitsr Banks and Statement Processing lneo Ftag Comptiance)o Hospitals/Medical Clinics and Statement Processing lnlene comptiance)o Marketing and AdveÉisingo Benefits and Legal Departments. And more...

Disaster Recovery Prograrn: Wal-Mart PMDC

Future of Mail Processing/MailOo USA in providing High Quality Service:

. Online Bill Payo Online Account Access and Bill Pay. Online Job/Project Viewo Mail Tracking through IMB

CA. 2 MailCo, Inc. of 22

City of FayettevilleBid 12-21, Mailing ServicesBid Form

Item # DescriptionEstlmded Year¡y

Quanflty UNIT PRICE TOTAL

Monthly Bill 327,000 Ì .38 i L24,260.00

2 Shut Off Notice/Past Due 78,000 x2.7 $ lo aÁn nn

¡ Bank Drafr 97,000 x-37 ß i2,ljo._oo

I FinalBill 24,OOO x -38 S q-r?o-ôn¡ Collection Leter 9,000 x .37 Ð 3.330.00

terri # DescriptionEstlmded Yearly

Quiltlty UNIT PRICE TOTAL

Ð lmployee Retirement & Savings Statements 2,000 x-LO I Rnn nn

f furest lÂårrants 6,000 X .37 È 2,22O.O0

B Parking Managernent 6,000 x .37 6 2,22O.00

Ð Sex Offender Mailouts 3,000 l .52s Ë r .575-oo

tofrash Sticker Mailouts (nevwletter &stickers). sinsle bulk nnilinq 2CI,000 x

.259 È 5,180.00

Item # DescriptionEst¡mated Yearly

Quantlty UNIT PR¡CE TOTAL

l1 T2oz.letter þrice per each) 80,000 x .l+24 È 33.920.0012 Postcard 3,000 X .32 960.00t3 t-2 oz. certified with return reoeipt letter 250 x 5.7 5 L,437.50

l4 Courier fee - price per day 252 x0 o

tem# Description Quantlty UNIT PRICE TOTAL

t5rrint¡ng Water Bills, 8.5x11 paper, top 1f3rerforated. white paper 4É¡5,325 x .02475 t 11 ,02t.79

t6rrinting Past Due Noticeq 8.5x11 paper,:op 1/3 perforated, PINK paper 82,359 x .026 È 2,141 .33

Total Base Bic E 259,235.62

All pricing shall reflect one total all inclusive cost, including postage, sorting fees, etc. as described in the biddocurnents. Prices shall not include printing unless stated. ln the event postage cæts increase, the per item

price increase will only be allowed to reflect the actual postage increase.

Bld form shall be completed in Íts entlrety. Bldders shall bid on all itenæ in order for bid to h considered,

Name of Bidder: Mâílco Trsa r¡¡

City of Fayetteville, ARBid 12-21, Mailing ServicesPage 11 of15


By signing the bid form, bidderc agree to all terms, clauses, requirements, addenda, etc. listed in this biddocument:

"NAME OF FIRM: Mall Co IISA IncPurchase Orde(s) andlor Paymen6 shall be íssuedúo thìs name

*BUSINESS ADDRESS: 3186 s school- Ave

*CITY: Favetteville *STATE: *ZIP: 7270L-7935

"PHONE: rlTq-q?t-6)Lq FAX: L7s-qr1-1r'e5

*E-MAIL: kfergusonGmailcousa.con

*BY: (PRINTED NAME)

*AUTH ORIZED S IGNATU RE :

*TITLE: President

*DOES A CONFLICT OF TNTEREST EXTTS? (EXPLA|N tF YES):

*AC KN OWLEDGE ADDEN D U M lust each addendum # & date)l

f ) EXECUTION OF BID BY SIGNATURE OF THIS DOCUMENT: Upon signing this Bid, bidder certifies and agreesthat:

a. He/she, as an officer of the organization, or with permission, is duly authorized to certify the informationprovided herein is accurate and true.' b. Bidder has read and agrees to the requirements set forth in this proposal, induding specifications, terms,standard conditions, and all information regarding the articles being bid on.

c. Unless otherwise noted by the bidder on the bid documents and explained in detail, the item(s) bid andlisted shall meet or exceed all requirements presented in the bid package.

d. The Bidder shall comply with all specifications and requirements for delívery, documentation and supportas specified herein.

e. Bidders are required to indicate by check mark or Yes/No" on each line, of provided, of the TechnicalSpecifications the compliance of the item bid. Actual specification of any deficient item shall be noted onthe bíd sheet or separate attachment. lf specifications of item bid differ from provided literature, devíationshall be documented and certlfied by the manufacturer as a regular production option.

2) The Cíty of Fayetteville reserves the rightto award this bid all, by line item, or none.

3) The City reserves the right to award based on the best interest of the City.

4) Unsigned bids will be rejected. ltems marked * on the bid form are mandatory for consideration.

5) By signing this bid form, bidder is providing debarmenUsuspension certification indicating that they are incompliance with the below Federal Executive Order. Certification shall be completed by signing this bid form.

a. Debarment: Federal Executive Order (8.O.) 12549 "Debarment and Suspension" reguires that allcontractors receiving individual awards, using federal funds, and all sub-recipients certify that theorganization and its principals are not debarred, suspended, proposed for debarment, declared ineligible,or voluntarily excluded by any Federal department or agency ftom doing business with the FederalGovernment.

b. Bidder's signature certifies that neither you nor your principal is presently debaned, suspended, proposedfor debarment, declared ineligible, or voluntarily excluded from participation in this transaction by anyfederal department or agency.

c. NOTICE:City of Fayetteville, ARBid 12-21, Mailing ServicesPage 12of 15

no


6)

7)

,: CAUSE: DebaÌment by an agency pursuant to FAR 9.40&2, GPO lnstructions 110.11A, or PS Publicatlon 41, for one ormore of the foilow¡ng causes (a) conviction of or cMl judgment for taud violation of antitrust laws, embezzlement, theft,forge¡y, bñbe,y, false sffiements, or other offenses índlcating a lack of business integrity; (b) viotation of the terms of aGovernment contract, suçh as a wlllful faìlure to perform in accordane,e utíth its tems or à history of failure to peñorm; or(c) any other æuse of a serious and compelling nature atrecting responslbllity. (See Code N- Deharment pursuant to FAR9.406 2(b)(2) Drug Free Workplace Act of 1988.)

ii. TREATMENT: Contractors are excluded from reæivlng contracfs, and agencies shall not solicit offers from, awardenntrccts to renew or otherwÍso exTend the duntion of cunont contracts, or consent to subcontracts v¡tth thesecontractors, unless the City determìnes that there Is a compelling reason for such action, Government príme @nt¡actors,when required by the terms of their contract shall not enter into any subcontrcd equal to or in ex¿sss ot $25,000 wtth aæntnctor that Ís debaned, suspended, or proposed for debarmenl unless there ts a compelting reason lo do so.Debarments are for a specified term as determlned by the debaning agency and as tndicated in the li{ting.

Bidder shall comply w¡th all State and Federal Equal Opportunity and Non-Discrimination requirements andcond¡tions of employment.

Gonflict of interesta. Bidder shall disclose any possible conflict of interest with the City of Fayetteville, including, but not limited

to, any relationsh¡p with any City of Fayetteville employee. Response shall disclose if a knownrelationsh¡p exists between any principal or employee of your firm and any City of Fayettevílle employeeor elected City of Fayetteville official.

b. lf no relationship exists, this should also be stated in your response. Failure to disclose such arelationship may result in cancellation of a purchase and/or contract as a result of your response. Thisform must be complêted and returned in order for your bid/proposal to be eligible for consideràtion.c. Bidder shall list any conflict on the bid form, as provided above.

City of Fayetteville, ARBid 12-21, Mailing ServicesPage l3 of 15


City of FayettevilleBid 12-21, Mailing ServicesDrafr Contract

This contract executed this gottr day of May , 2012, between the City of Fayetteville, Arkansas, andMaílCo USA Inc ln consideration of the mutual

covenants contained herein, the parties agree as follows:

1. MailCo USA Inc at its own cost and expense shall furnish all labor, materials, supplies,machinery, equipment, tools, superuision, bonds, insurance, tax permits, and all otþer accessories andservices necessary to complete items bid per Bid 12-21 as stated ¡¡MaflCo USA' s bid proposal,and in accordance with specifications attached hereto and made a part hereof under Bid 12-21, allincluded herein as if spelled out word for word.

2. The City of Fayetteville shall pa! Ìfail-co usA rnc based on their bid proposal in an amount not toexceed $-see-¡¡-i¡-acceprarPcêyments will be made after approval and acceptance of work andsubmission of invoice. Payments will be made approximately 30 days after receipt of invoice.

3. The Contract documents which comprise the contract between the C¡ty of Fayetteville andMailCo USA ,consist of this Contract and the following documents attached hereto, and made a

part hereof:

A. Bid form identified as lnvitation to Bid 12-21 with the specifications and conditions typedthereon.

B. MaflCo USA Inc bid proposal.

C. The Notice to Prospective Bidders and the Bid Tabulation.

5.

6.

4_ Theg-e- Cq-ntfagt documents constitute the entire agreement between the City of Fayetteville andMaflco usa rnc and may be modified on$ b! a duly executed written instrumentiigned by theMellCo TISÁ Tn¡City of Fayetteville and

MellCo USA Inc shall not assign its duties under the terms of this agreement.

MailCo USA Inc agrees to hold the City of Fayetteville harmless and indemnify the City ofFayetteville:_?gainst any and all claims for property damage, personal injury or death, arising from

Mail-Co USA Inc performance of this contract. This clause shall not in any form or manner beconstrued to waive that tort immunity set forth under Arkansas Law.

7. Mel t co TrsA Tnohall furnish a certificate of insurance addressed to the City of Fayetteville, showingthat he canies the following insurance which shall be maintained throughout the term of the Contract.Any work sublet, the contractor shall require the subcontractor similarly to provide worke/scompensation insurance. ln case any employee engaged in work on the project under this contract isnotprotectedunderWorke/sCompensationlnsurance,E!9@shallprovideandshallcauseeach Subcontractor to provide adequate employer's liability insurance for the protection of such of hisemployees as are not otherwise protected.

Workmen's Compensation

Comprehensive General &Automobjle lnsurance

City of Fayettevllle, ARBad 12-21, Mailing ServicesPage 14 of 15

Statutory Amount


8.

The premiums for all insurance and the bond required herein shall be paid by MaílCo USA Inc

M¡ { 1 lln ITQÂ Tn¡ to furnish proof of licensure as required by all local and state agencies.

Bodily lnjury Liability

General Liability

$500,000 for each person injured.$1,000,000 for each accident.

$1,000,000 aggregate.

Maíl-Co USA Inc9. This contract may be terminated by the Cig of Fayetteville or10 days written notice.

with

10. Freedom of lnformation Act: City of Fayetteville contracts and documents prepared while performingcity contractual work are subject to the Arkansas Freedom of lnformation Act. lf a Freedom oflnformation Act request is presented to the City of Fayettevílle, the contractor will do eveffiingpossible to provide the documents in a prompt and timely manner as prescribed in the ArkansasFreedom of lnformation Act (A.C.A. 25-19-101 et. Seq.). Only legally authorized photo coping costspursuant to the FOIA may be assessed for this compliance.

11. Chanqes in Scope or Price: Changes, modifications, or amendments in scope, price or fees to thiscontract shall not be allowed without a prior formal contract amendment approved by the Mayor and theCity Council in advance of the change in scope, cost or fees.

WITNESS OUR HANDS THIS 3OTh DAY OF May 20'12.

CITY OF FAYETTEVILLE,FAYETTEVILLE, ARKANSAS

LIONELD JORDAN, Mayor

Attest:

Sondra Smith, City Clerk

Maii-Co USA Inc

ATTEST: COMPANY SECRETARY

s"t^t s^t'r"v - y'iK,*^-l É*g/t-'

3186 S School- Ave Favettevill-e AR

BUSINESS ADDRESS

City of Fayetteville, ARBid 12-21, Mailing ServícesPage l5 of 15

7270L-7935


CERTIFICATE OF LIABILITY INSURANCE

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2786 N College Ave Ste A

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Frq'RED Mailæ USA lnc31S6 S Scfioot AveFayeüevitte AR Z2Z0l-799s

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MailGo USA /, .i -,"î:ffiffH'¿?îffi;' 3üfMü[ÜPhone:479-521-MAIL(624Ð |

Fax 479€21-1195

Worksheet summary for 1/1/2012 through 1/31/2012

67 - C¡ty of Fayetteville

meteredselvice charge

fold/lnsertlfold/insert2fold/insert3fold/lnsert4sex offenderups

50,208

14,41830,049

44458

0

5

$21,556.98$2,008.32

s14/..18$600.s8

$13.32$2.32

$55.92$100.55

2nnM2 12:25:3O PM Worksheet summary for 1/1/2,012 through t31/2012 Page 1 of I


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SeruChoSort Fee

$4.12

$196.80

$61.48

$343.20

$35.00

$41.20

ï214.44$3.52

$204.36

$3.52

$24.84

$1æ.32$59.64

$155.68

$2.92

$12.12

$174.96

$6.12

$331.60

$7.84

$2.64

$2,008.32

3186 S School Av€

Fayettevllle, AR 72701 1935Phone! (479) s2r-MAIL(6245)

Faxr (479)521-l 195

Statement Date: Thursday, February 02, 2012CustomerAccountNumben 067

City of FayettevilleAttn: Rainy Laycox113 W. Mountaín StFayetteville, AR 72701-ô083

wlTHDRAWALS:

Deþ01t03t2012

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Toal for Wthd¡awals:$0.00

Pickuo FeÊ

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$0.00

$21,077.87

Total

($104.8e)

($2,418.10)

($756.81)

($3.e37.30)

($490.56)

($541.86)

($2,503.e8)

($60.13)

($2,425.62ì-

($34.03)

($376.82)

($1,470.6r)

($761.26)

($r,868.24($67.42)

($re8.63)

$,2,A62.7n($165.13)

($4.030.7e)

($137.e0)

($6e.72)

($24,482"57)

Pieces Postaoe

103 $84.56

4,920 $2,136.39

1,537 $660.468,580 $3,463.17875 W7.63

1,030 $473.83

5,361 $2,186.39

88 $52.61

5,109 92,1362788 $30.07

621 $302.27

3,058 $1,293.39

1,491 $687.71

3,892 $1,661.19

73 $er.50303 $163.00

4,374 $1,810.89

153 $118.528,290 $3,587.06

196 $130.06

66 $67.04

50,208 $21,556.98

Balance Forward:

Bus SvcBusinessServ¡ce Amount

ups $16.21

fold/insertl fold/insert2 $84.91

sexoffenderfofd/insert2fold/insertl $34.87fotd/insert2fold/inseÉl $130.93

fold/insertl fold/insert2 $7.93fold/insertl fold/inserPups $26.83

folcVinsertl fold/insertZ $103.15ups $4.00

fold/inser€ foldfnsertl $84.99fold/insert2 $0.44

fold/insert4 sexoffenderfold/insert3 $49.71

fold/insert2fold/insert3fold/insertl $54.90fold/¡nsertl fold/lnsert2 $13.91

foldinsertl fold/insert2 $51.40

$0.00ups fold/insert2 $23.51

fold/insertl fold/insert2 $76.92ups $40.49

fold/insert2 fold/insertl 5112.13

$0'00fold/insert2 $0.04

$917.27

DEPOSITS:

Date Pickup Feq

ail0q2a12 $o.ooTotal for DeDos¡ts:

$0.00

P¡eces Postaoe

0 ($45,000.00)

0 ($45,000.00) $0.00

Bus SvcBusiness Service Amount Totd

$0.00 $45,000.00

$0.00 $45,000,00

$0.00

Balance ¡n your accounti

Thank you! We appreciate your businessl

$4t,595,10

Page 1


MailCo USA

3186 S School Ave

Fayetteville, AR 727 Ot-7935479-5ZL-6245

Statement Date: 00-00-0000

CUSTOMERACCOUNTNUMBER: 67

CIW OF FAYETÏEVILLE

ATTN: RAINY LAYCOX

113 W MOUNTA]N ST

FAYETTEVI LLE., AR 7 27 0T-6083

DAILY MAIL:

DATE PICKUPFEE PIECES POSTAGE SERVCHG FULLSERVICE TOTAL

00/00/0000 1 0.3s o.o2 o.37

MONTHLY BILI.S:

00/00/0000 1 0.38 0.38

w",flbltfl ui dn'\q ã14Å-

rvr¡ftthlq 'tútÑ?

fudrlt 5uþtLffMÌi.f. /tr/r4{hl'r Uì it9,

bwk Nnffi,(ft

fugh 5*oVie,

{r,Vf}' Tla*ev'wl*

0.38 0.38

SHUT OFF NOTICES:

oolooloooo

BANK DRAFT:

ooloolmoo

FINAL BIIL

o0/oo/000a

0.37 0.37

o.37 0,37

ARREST WARRANTS:

oo/00/oooo 1 0,38 0.38

PARKING MGMT:

00/00/0000 1 0.38 0.38

TOTAL WITHDRAWAIS: 2.63

TOTAL DEPOSITS: -2.63

BALANCE INYOURACCOUNT: O

r

!

l.I

iI

J

I

l.ì


tem #1

2

3

Monthly Bill

4

Shut Off Notice/Past Due

5

Bank Draft

Clescr¡Dtlon

b

Flnzt Bilt

7

Collect¡on Letter

Data

I

:mployeê R€tißment & Savings Statffients

9

Anest Warrants

Forms,,lnc.

Parking Management

l0

Estlmated Yearlyôu¡ñttu

Sex Offender Mailouts

11

Trash Sticker Mailouts (newsletter& stlckers), single bulk mailing

327,000

12

78,000

0-2 oz. letter (price per each)

f3

87,000

Postcard

/rA ÍlIlll

4

$

UNIT PRICE

Bid 1 2-21, Mailing Services

9,000

0-2 o¿ c€rtified w¡th retum rec€ipt letter

$

2,000

$

Courier fee - price per day

üi u.404

6,000

rnnttng water Btlls, E.5x11 paper, top

0.404

a

0.404

6,000.

flnüng rasr uue No!æs, õ.ox r r

$

0.404

$ 132.108.00

3,000

$

1ô1Ât

s 31 .512_00

0.404

20,000

$ 35.148.00

$

0.424

s 969600

80.000

$ 0160

o.424

ç ?AAÂnn

Andrea¡Foren. øPHB. CPPO

3,000

$.: : o.e7

o.424

s 848 00

250

$ 0.424

$ 2.544.00

2

252

$ 0.30

ç 2 qÁ,Á,ñn

3

Monthly Bill

I

$ 6.00

$ 1.800.00

Shut Off Notice/Past Due

5

a aêõ

Bank Draft

$ 19.400.00

b

NO FEE

F¡nal Hrll

ôêacdnf¡ôn

I

Collection Letter

s 33 920 00

I

$ 900.00

Employee Retiement & Savings Stataments

MailCo USA tnc.

Anest Wanants

$ 1.500.00

¡

Total Base Bld

E tD: 1¿-21DATE:05ß0r12TIME:2:00 PMGITY OF FAYETTEVILLE

$

Parking Management

l0

Sex-qffender Mailouts

11

E5ümAreoYoaly

Trash Sticker Mailouts (newsletter &stickers), single bulk mailing

1Z

327,000

s

13

0-2 oz. letter (price per each)

78,000

t Azs,ssc.oo2€rrssñ lffil

87,000

t'ffi..1Á

Postcerd

$

¿4.UUU

TJNIT PRICF

It&*I - ^

0-2 oz. certif¡ed w¡th retum receipt letter

$ 0.37

9,000

Courier fee - price per day

$ 0.37

2,000

s U..fð

"nnïng vvarer È,nrs, ö.þx1 1 paper, þp 1/.J

6,000

$

0.38

FnnÍno tsest tjtie Noltæs ð txl f oener toa

6,000

$

trJ gctlut¿LEu. ru\^ udug

s 1?4tF,rl0,0.

3,000

$

TOTAI

$ 28 860 00

$

20,000

0

$ 32 ISO OO

.37

$ 9.120.00

$ 0.s25

0.40

80.000

s 333000

0

$ 0.259

.37

3,000

s aon nn

0 .37

$ 0.424

250

s 2 ttñîn

$ 0.s2

252

g ) t)ñnñ

$ 5.75

WITNESS

$ 1.575.00

$ 5.180.00

NO FEE

q ?? a?n nn

ù

q oÂn nn

s 1¿3750

Total Base Bid

s

t I (t/n ù

$ .35+.23F'6t

I 2a¡,,67'

Þb

s/stlp

Prt

I

, OATE


THE CITY OF FAYETTEVILLE, ARKANSAS

CONTRACTReference Bid: Bid 12-21, Mailing ServicesVendor: MailCo USA, Inc.Terms: One (1) year with 4 (4) automatic annual renewals, total contract option of 5 years

This contract executed this _ day of 2012, between the City of Fayefteville, Arkansas, andMailCo USA. Inc. In consideration of the mutual covenants contained herein, the parties agree as follows:

1. MailCo USA. Inc. at its own cost and expense shall furnish all labor, materials, supplies, machinery,equipment, tools, supervision, bonds, insurance, tax permits, and all other accessories and services necessaryto complete items bid per Bid 12-21 as stated in MailCo USA. Inc. bid proposal, and in accordance withspecifications attached hereto and made a part hereof under Bid 12-21 all included herein as if spelled outword for word.

2.TheCityofFayeffevil1eshallpayMai1CoUSA'Inc.basedontheirbidproposalin@pricine as stated in Bid 12-21. In the event of a postage cost increase, the price per item will only beallowed to reflect the actual postage increase cost. Payments will be made after approval and acceptance ofwork and submission of invoice. Payments will be made approximately 30 days after receipt of invoice.

3. The Contract documents which comprise the contract between the City of Fayetteville and MailCo USA. Inc.consist of this Contract and the following documents attached hereto, and made apart hereof:

A. Bid form identified as Invitation to Bid l2-2I with the specifications and conditions typed thereonincluding any addendums

B. MailCo USA. Inc. bid proposal.

C. The Notice to Prospective Bidders and the Bid Tabulation.

4. These Contract documents constitute the entire agreement between the City of Fayetteville and MailCo USA.Inc. and may be modified only by a duly executed written instrument signed by the City of Fayetteville andMailCo USA.Inc.

5. MailCo USA.Inc. shall not assign its duties under the terms of this agreement.

6. MailCo USA. Inc. agrees to hold the City of Fayetteville harmless and indemniff the City of Fayetteville,against any and all claims for property damage, personal injury or death, arising from MailCo USA. Inc.performance of this contract. This clause shall not in any form or manner be construed to waive that tortimmunity set forth under Arkansas Law.

7. MailCo USA. Inc. shall furnish a certificate of insurance addressed to the City of Fayetteville, showing that hecarries the following insurance which shall be maintained throughout the term of the Contract. Any worksublet, the contractor shall require the subcontractor similarly to provide worker's compensation insurance. Incase any employee engaged in work on the project under this contract is not protected under'Worker's

City of Fayetteville, ARCONTRACT FOR MAILING SERVICESReference: Bid 12-21, Mailing ServicesPage I of2


Compensation Insurance, MailCo USA. Inc. shall provide and shall cause each Subcontractor to provideadequate employer's liability insurance for the protection of such of his employees as are not otherwiseprotected.

Workmen's Compensation

Comprehensive General &Automobile Insurance

Bodily Injury Liability

Statutory Amount

General Liability

$500,000 for each person injured.$ 1,000,000 for each accident.

$1,000,000 aggregate.

The premiums for all insurance and the bond required herein shall be paid by MailCo USA. Inc.

8. MailCo USA. Inc. to furnish proof of licensure as required by all local and state agencies.

9. This contract may be terminated by the City of Fayetteville or MailCo USA. Inc. with 30 days written notice.

10. Freedom of Information Act: City of Fayetteville contracts and documents prepared while performing citycontractual work are subject to the Arkansas Freedom of Information Act. If a Freedom of Information Actrequest is presented to the City of Fayetteville, the contractor will do everything possible to provide the

documents in a prompt and timely manner as prescribed in the Arkansas Freedom of Information Act (A.C.A.25-19-IU et. Seq.). Only legally authorized photo coping costs pursuant to the FOIA may be assessed for thiscompliance.

11, Chanees in Scope or Price: Changes, modifications, or amendments in scope, price or fees to this contract

shall not be allowed without a prior formal contract amendment approved by the Mayor and the City CouncilÍn advance ofthe change in scope, cost or fees.

MAILCO USA' INC. CITY OF FAYETTEVILLE, ARKANSAS

LIONELD JORDAN, Mayor

ATTEST:

Sondra Smith, City Clerk

Date Signed:

Date Signed: h-lll ,,

City of Fayetteville, ARCONTRACT FOR MAILING SERVICESReference: Bid 12-21, Mailing ServicesPage 2 of 2

Secretary

3t8b 3


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