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TO: Mayor Thomas J. Weisner
FROM: Charles Koch, Assistant Director of Finance
DATE: March 9, 2016
SUBJECT:
Requesting Approval to accept the 5 Year Lease Proposal of Pitney Bowes for Connect + 2000 Series Postage Machine for the Mailroom.
PURPOSE:
To obtain the approval to lease the postage machine under the NJPA State and Local Term Rental, Contract #0403012-PIT.
BACKGROUND:
In December, the Post Office notified us that our current postage machine could no longer be used after December 2016. We need to replace the machine by the end of 2016 or we will not be able to post outgoing mail.
The Connect + 2000 Series Postage Machine is on the National Joint Powers Alliance (NJPA), Contract #0403012-PIT. Thus, the City can forgo the local bidding process. NJPA provides national cooperative contract purchasing solutions for member agencies which include all government, education and non-profit agencies nationwide.
DISCUSSION:
By leasing a new machine now, we will not have any interruption in our outgoing mail service. Leasing also allows the purchase to be spread out over time and any problems with the machine will be covered by Pitney Bowes. The lease is for five years at $421.83 per month and at the end of the term we will own the machine. Interest of 2.1% is included in the lease payment. Money for this lease is budgeted in 101-2543-415.39-12. We received quotes from Postal Source and Pitney Bowes, which was the lowest quote. Pitney Bowes used the NJPA State and Local Term Rental, Contract #040301012-PIT for their quote.
IMPACT STATEMENT:
The City of Aurora must have a postage machine to post outgoing mail. Without replacing the current machine we will not be able to process outgoing mail.
RECOMMENDATIONS:
That approval be granted to accept the lease proposal offered by Pitney Bowes.
cc: Alderman O'Connor, Chairman
Alderman Mervine
Alderman Bohman
Alderman Mesiacos, Alternate
CITY OF AURORA, ILLI...
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