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Meeting Date:
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2/10/2021 - 3:30 PM
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Category:
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Action Items
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Type:
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Action
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Subject:
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13.8 BUSINESS: Authorization to Utilize Piggybackable National Association of State Procurement Officials Contract #ADSPO 16-169901 and California State Participating Addendum to Enter Into a Multi-Year Lease Agreement With Quadient Leasing USA Incorporated for Mail Machine Equipment and Software (funded through the General Fund at a total cost of $88,382.40)
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Strategic Plan:
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Enclosure
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File Attachment:
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Summary:
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On February 17, 2016, the Board of Trustees approved a 5-year lease agreement with Neopost USA. Neopost has since merged and became Quadient Leasing USA Inc. (Quadient). Over the past 5 years, the District has utilized the equipment and services without major incident. The Purchasing Department recently evaluated the equipment and software to develop the most efficient and cost-effective lease moving forward. The system will continue to allow for more efficient preparation of “bulk” mail, including report cards, progress reports, testing results, nutrition mailings, and other large mailings. The proposed Agreement with Quadient will trade out the existing machines to newer comparable models without interruption of services. This lease renewal is brought forward under the extension of the Piggybackable National Association of State Procurement Officials (NASPO) Contract and the California State Participating Addendum.
The proposed mail system is comprised of the following pieces of equipment:
- IS-5000 mail system with mixed mail feeder, dynamic scale, 30lb scale, and expandable conveyor/stacker
- Impress Automate software for processing report cards at discounted rates
DS85 two (2) station folder/inserter with vertical stacker to handle bottom address documents
- Bulk mail software with NCOA to reduce return mail and maximize postal discounts
The proposed cost of $1,473.04 per month (plus applicable taxes) is $ 848.52 less annually than the current lease Agreement with Quadient, which is set to expire on April 11, 2021. The term of this Agreement shall be five (5) years from April 12, 2021 through April 11, 2026. The total cost for this 5-year contract is $88,382.40, divided into five (5) fiscal years.
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Funding:
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The cost for this item will be included in the 2020-21, 2021-22, 2022-23, 2023-24, and 2024-25 operating budgets funded through the General Fund.
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Recommendation:
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It is recommended that the Board of Trustees approve the authorization to utilize Piggybackable National Association of State Procurement Officials Contract #ADSPO 16-169901 and California State Participating Addendum to enter into a Multi-Year Lease Agreement with Quadient Leasing USA Incorporated for mail machine equipment and software.
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Approvals:
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Recommended By:
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Signed By:
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Dawn Bray - Director - Purchasing
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Signed By:
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Candace Reines - Deputy Superintendent
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Signed By:
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Grant Bennett - Superintendent
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Vote Results:
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| Original Motion | | Member Anthony T. Stafford, Sr. Moved, Member Elizabeth Vallejo seconded to approve the Original motion 'It is recommended that the Board of Trustees approve the authorization to utilize Piggybackable National Association of State Procurement Officials Contract #ADSPO 16-169901 and California State Participating Addendum to enter into a Multi-Year Lease Agreement with Quadient Leasing USA Incorporated for mail machine equipment and software.'. Upon a Roll-Call Vote being taken, the vote was: Aye: 4 Nay: 0. | | The motion Carried 4 - 0 | | | | | David Nelissen | Yes | | Anthony T. Stafford, Sr. | Yes | | Elizabeth Vallejo | Yes | | Dr. Jose Luis Araux | Yes | |
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