HomeMy WebLinkAbout2006-140 Contract - Northwest Mail Service
,.
CITY 0.'
ASHLAND
CONTRACT I=OR MAIL SERVICES
Contract made on the date specified below In Recital A between the CIty and Contractor as follows:
Recitals:
A. The following information applies to this contract:
CI1Y: CI1Y OF ASHlAND
CIty Hal
20 E. MaIn St.
Ashland, Oregon 97520
(541) 48&<<lO2
FAX: (541) 488-5311
Contracror. .Northwest Mal Services
Address: 550 AIrport Road, Medford, Oregon 97504
Contact: Donald Sauls, PresIdent
Telephone: (541) 779-1347 .
FAX: (541) 779-5896
Date of this agre&n8d: 121081m05 B: Date RFP 1- Adv8rIised: 1CW!i12OO5
BegInning Date: 1~1fAm5 ProposaJ opening date: 11/1712005
Completion Date: 1~112OO8
2.2. ConIractilii officer: Lee TlI18berg, FInance DIrector
2.3. Project Name: Mal ServIces
Project ~: Qlntracb Is requWed to provide maD processing equipment, materials and labor to process utIIlty
bIB and mall tor the. .
6.1 ConIracIDf'i I'8pnl88nIatM: Donald Sauls, Pr8eIdent
8.3. Maxirun conIract 8IIICKI1t Fee lIChedI8 8lDnIIted by Northwest Mal are BIIached. AIIachment 1: Dally Fht Class
Presort ServIces Fees, Aaachment 2:.UtIIty BII ProcessIng Fees. ServIce fees wi Increase 3% amualy on the amlver8ary
date of the conIract as to both The total conIract IIIIOII1t 8haI not a:eed $75,000.
.8. On the date .nQted above, CIty Issued a request for proposals (RFP) for services needed by CIty for the project descrI:led
above. Contractor 8tbnIIt8d a proposal ill'l8pOl188 to the RFP on the date noted above.
C. Ntar reviewing ContracWa proposal and proposals 8tDnltted by other offenn, CIty selected Contractor to provide the
servlces covered by the RFP.
City and Contractor agree as follows:
1. ReIationsIm between Cllv and ~ Contractor acceplB the relationship of trust and confidence established between
ConIractor and CIty by this contract. Contractor ClMIt18nt8 with the CIty to perfonn services and duties In conformance to and
coniIst8nt with the standards generaIy I'8COeplIzed as being employed by profaaalo.lIiIs of Contractor'a cabr In the IocaIy of
the project. Contractor flI1her COVII18I1I8 to cooperate wIth.CIty, CIly'a representaIIves, contractors, and other Interested parIIes
In furItHmg the InteresIa of CIty with respect t) the contracted services. ConIractor acIcnowIedges that City Is relying on
Contractor to provide professloi1al services In a manner that Is conaIstent with the lnteresIaof CIty.
2. Definitions: GeneraJIy words, terms and phl'l88S used In this contract shaI h8ve the RI88II1ng ascribed to them In the
COf18Iruction 1ndusIry, lI1less the context clearly Indfcates otherwise. As uied In this contract:
2.1. "City" means the City of Ashland, Oregon.
1
". .
2.2. 'Cor1Irdlg officer" means the person apecIIIed In RecItaJ A above or that person" disipe.
2.3. IProjecr means the project de8crIJed In RecItaJ A.
2.4. "WorI( or "SeMces1 IhaIIIIIM allabor, mat8rIaI8, plans, specIIications, opinions, reports, and other services and
products which Qnraca Is requhd m provide lRier 1hIs contract.
3. IIm1: The term of Ills contract 8hd commence on the date specified In RecItaJ A above and on the completion date speclIIed
In RecIIaJ A above, or with thity (3)>) days wriIIen notice m the other party. "
4. AuIhorIlv of Contractino 0fIIcsr: The contracIIng ofIIcer 8hd have the authorily m act on behalf of CIty In the adminislratlon
and Interpretation of this contract. The conIractIng ofIIcer 8hd have complete Uhortly m authorize service8, transmit
Instructions, receive 1ntonnation,Inl8rpret and deb Cly'a poIcIes" and make other decIsIona with respect m Contractor's
services.
5. Contrador's ServIces: Contractor 8haI provide ~m City that are deicIbId In the Rj:p.
5.1. In connection with the services de8crIJed In the RFP, ContraclDr 1haI:
5.1.1. Conld appropriate representatives of CIty m cIarIy and define CIly's requirements reIitive
m the servJoes. "
" "5.1.2. Cooperate with other ContracIors retained by CIty In the exchange of InfonnatIon needed for
compIetlon of the service8 and the project. .
5.2. Contractor IhaI commence perfonnance of services after rec8IvIng wriIIen authorization from the contracIIng
officer for work de8crIJed In the RFP. Contractor 8hd perform the service8 88 expecIIIousJy 88 Is consIst8nt with professionaJ
ski and care. .
5.3. Contractor thai perform the services 88 an Independent contracD' In accordance with generaJJy accepted
standards In Contractor'8 profession. Contractor IhaI be reeponsI)Je for the professionaJ quaIy, f8chnIcaJ 8CCU'8CY and the
coordInaIlon of II services performed by Contractor. Contractor shaI, Without adcItIon8I compensation, COR8Ct or revJee any
MOl' or deficiencies In the services that are C8UB8d by Coniraca's negligence. CIly's review, approvaJ, acceptance of, or
payment for, any of the services ..., not be construed to waive any of CIly's ....1I1der 1his conIractor of any cause of action
arising out of Contractor'8 servJoes. In the IVInt of any breach of this contracrby Contrador or negligent perfonnance of any of
the serviceB, CIly's cause of action against Contracb' 8hd not be deemed m 'accrued CIty dI8cover8 such breach or
negJIgence, or 8houJd have, with reaaonabJe cIIIgence, dlscov8red such breach or negJIgence. The preceding senf8nce shaD not
be construed, however; m Blow CIty m pI08eCUte an action against Contractor beyond the maximum tine Iinitation provided by
. Oregon law.
5.4 In addition m the services descrIMId In the BCOp8 of work section of the RFP,Ihi CIty thai make advance
payments for postage In the form of a $6,000 deposit which wi be mon1Iored and repJenI8hed 88 8CheduIed or 88 needed to
process a 8UfIicIent 8IIIOlI1t of mal.
5.5 This contract may be tennJnated by either party for any reason with thity (3)>) days wriIIen notice.
6; Asslanment of ConIractor's Personnel:
6.1. The servIcea COV8I'Id by this contract shaI be rendered by, or lI1der the Iq)8I'VisIon of the person specified In
RecitaJ A above, who 8h8II act 88 Contractor'8 repI'8S8I.tatiYe In aI comnuicaIIons and transactions with CIty.
6.2. Contraca wi endeavor m honor I'888CII1IbJe specIIIc requestB of CIly wiIh regard m aasIpIent of ContracloI'a
ernpJoyees m perform services If the requestB are consI8t8nt wiIh 8CXI1d bu8iws and professionaJ practices.
7. ResoonsIiIiIisR of Clv:
7.1. CIty wi cooperate fuMy with Contraca m achieve the objectives of this contract.
7.2. CIty wi arrqe for 8CC888 to, and make aI provisions for QJnbaca m ..~, pubJJc and private property 88
required tor CClIdracD m perform the services. .
7.3. The contracting ofIIcer wi act 8811a18on belween CIty, Contractor, pubic agencies, and oIher8lnw1ved In the
project. " "
8. PaYli1enl:
2
8.1. City shall pay Contractor for services. No reIrnblnement will be made for expenses that are not speciIlcaIIy
agreed to by the contractiIg ofIIcer.
8.2. CQnIractor shall IlDnIt monthly iwoIces to City for Contractor's services withn ten days after 1118 end of the month
COV8I'8d by the iwoIce.
8.3. Except 88 provided for n SectIon 22 "Postage Rates,. toIaI paymen1B lIIder this contract or any 8IIIEindmen1B shall
not exceed the stili specIIIed n Recital A above.
9. ComoIiance with Law:
. 9.1. this contract wi be governed by and construed n accordance with laws of the State of Oregon. Contractor shall
promptly observe and comply wIIh aI present and fubn laws, orders, resJl*tions, ruIe8 and 0Idnance8 of fe$raI, state, City
and cIly gov&rnrnent& with I'8IIp8Ct to the services iIcIudiIg, but not IImIt8d to, provIsIona 01 ORS 2790.505, 279C.515,
279C~520, and 2790.530.
9.2. Plnuant to ORS 279C.520(2) any pereon employed by Contractor who perfonns work lIIder this contract shall be
paid at least tine and a half pay for d overtime n 8XC888 0140 holn n any one week, except for penIOI18 who are excluded or
exempt from 0V8I1ine pay lIIder ORS 663.010 to 653.261 or LIIder 29 U.S.C. Sections 201 to 209.
9.3. Contraca Is a "Ulject empIoyW' 88 defiled n ORS 656.005 and shaI comply with ORS 656.017. Prior to
commencilg any work,Contraca ahaI certify to CIty that ConIractor has worIrn' compensation COV8I'Ig8 requhd by ORS
QI8pter 656. If Contraca Is a canter iIU8d employer, Contractor shaI provide CIty wIlh a cerIIficate of 1n8wance.1f Contractor
. Is a M1f-ilsured employer, Contractor shaI provide CIty wIh ~ certification from the Oregon Oeparlment 0I1nslnnce and
FiIance 88 evidence of ConIrackH's status.
9.4. If the amcu1t of this contract 1s.$16,379 or more, ConIractor Is requi'ed to comply with chapter 3.12 of the
Ashland MtIllclpaJ Code by payi1g a IIvi1g wage, 88 defiled n this chapter, to aI employees performilg work lIIder this contract
and to any sOOconIractor who performs 50% or more of the service work lIlder this contract ContracU Is also required to post
the aIIached notice predomi1antly n areas where It wi be seen by d employees. Contractor shaI provide CIty with wriIlen
veriIIcatIon of compliance with chapter 3.12 of the Ashland MII1IcIpaI Code, to the satIsfdon of the City's representative,
annUdy at or wllhn 5 (five) busk1888 days of the anniversary date of the 8X8CUIion of this contract
10. CMnershID of 00CtInsnts: AI dacunents prepared by Contractor ptI8U8nt to this contract shall be the property of City. To
the extent penniIted by law, CIty shaI, wllhn the linIIB of the Oregon Tort CIains Id. defend, ildermIfy and hold hannIess
Contractor, 118 ConIractors, agents and employees agailst aI damages, cIains, expenies and losses arIsilg out of any reuse of
plans, speclficatIons and other doCl.menta prepared by Contractor without prior wrilt8n auIhorizatIon of ConIractor.
11. Records:
11.1. Contractor 8haI develop and maiItain complete booIc8 of llCCOlIrt and other records on the services, which are
adequate for evaIuatitg Qnracton performance. Contractor 8haB rnaidail records n such a maM8I' 88 to provide a clear
dIsIi1ction between the expendIluree and nMt1U88 reIat8d to the project and the expendIluree and nMt1U88 reIat8d to
ConIractor's other busi1ess.
11.2. Contractor's booIc8 and records 8haI be made avalable for In8pection by CIty at I'8I8OIl8bIe times, to verify
Contrador's compliance wlIh this contract. City shaI have the ~ to request an 8Udit 01 Contractor'8 booIc8 and records by a
certified pldc 8CCOlIltant relailed by CIly. .
12.lndermificatlon: Contractor 8haI defend, i1demn1fy and save CIly,II8 ofIIcers, agents, and employees hannless from any and
d cIains, acIIona, C08I8, judpInts, damages or other expenies resuIIilg from Injuy 10 any p8I8OI'I (ilcIudIng njury I'fIUIilg n
death,) or damage to property (iIcIl.d1g Io8s or desIrucIion), of whatsoever nature arIsi1g out of or iIcident 10 the negligent
performance of this conIrBct by ConIractor (iIcIudilg IU not IinIted to, the negligent 8CtB or omI88Ions of Contrackx's
employees, agents, and others desVIated by Contractor to perform work or services attendant to this contract). ConIractor 8haII
not be held respOnsI)Ie for any cIains, actions, C08l8, ~, damages or other expenies, dIr8cIIy and proxinateIy caused
by the neglgence of CIly.
13. Insurance:
13.1. Contractor shaB, at 118 own expense, at d tines duri1g 1118 term of this conIract, mai1taln n force:
3
13.1.1. A c:omprehensIve general liabiiity policy ilcludilg coverage for contractuaIlIabIty for
obIIgaIIona 888tIII8d IIIder this contract, bIank8t contractuaIlIabIIty. products and completed operations and
owner's and contractDr'a protective iIuance;
13.1.2. A'prof888IoIl11 errors and omlsalons IIabiIIly policy; and
13.1.3. A c:omprehensIve UHnobIe IIabIIly poley iIcIudilg CMn8d and ll)rHMned aubnobIes.
13.2. The coverage IIIder each IiabIty iIuance poIcy 8haII be equal m or greater than the IiniIB for cIain8 made
iIIder the Oregon Tort CIains 1d. ORS ~.2EK).30.270. with mnmllll coverage of $500,000 per occurrence (combined si1gIe
Iinlt for bodIy In)Iy and property damage cIains) or $500.000 per occmence for badly iI)Iy and $100.000 per occurrence for
property damage.
13.3. Uabity coverage shaD be provided on an -occurrence- basis. "ClaIms made- coverage will not be acceptable.
except for the coverage reqtired by 8lDIectIon 13.1.2.
13.4. ConIractor shallUlmIt certificates of In8lnnoe acceptable to the CIty with the 8ignecI contract prior to the
convnencement of any work IIIder this agreement. Each cerIIfIcat8 8hal8Iate that coverage afforded IIIder the policy cannot be
cancelled or reduced il coverage camot be made lI1tII at least ~ days prior wrlIten notice has been given to CIty. A certificate
which states merely that the issuing company "WI endeavor m mall" wrlIten notice Is macceptabIe. Each cerIIfIcat8 of ilsurance
shaD provide proof of required NL1'811C8 for the duration of the contract period.
14.12!fIyIl:
14.1. 1l1ere shaU be a default IIIder this contract If either party fails m perform any act or obligation required by this
contract within ten days after the other party giv8s written notice specIfyi1g the natln of the breach with reasonable particularity.
If the breach specified il the notice Is of such a natln '* It camot be completely ClI'ed wIIhi1 th8 ten day period. no default
shaD 0CClr If the party receIvi1g the notice begils performance of the act or obIgatIon wIthiI the ten day period and thereafter
proceeds with reasonable dIIgence and il good faith m eftect the remedy 88 soon 88 practicable.
14.2. Notwithstandilg 8tJlsection 14.1. either party may declare a defd by wrIlten notice to the other party. without
allowing an opportIIIIty to CUI. If the other party repeatedly breaches the tInn8 of this contract.
14.3. If a default 0CCtII. the party Injtnd by the defd may elect to tenni1at8 this contract and 'ptnU8 any equitable
or Iegat rights and remedies avaIabIe iIIder 0rIg0n law. AI remedies shaI be ClIIUaIIve. '
14.4. My IIIIgatIon arI8ilg out Of this contract shaI be conducted il CIrait Court of the State of Oregon for Jackson
Cotny.
15. Termination without Cause:
15.1. In addition m the ~ to tenniIate this contract LIlder Qsection 14.3. either party may tenninate by giving the
other party wrIIten notice thity (~) days prior m the temmatIon date. ,
15.2. In adcIIIon to the ~ m tenniIat8 this contract iIIder 8lDection 14.3. Contractor may complete such anaJyses
and records 88 may be necessary to place II ties iI Older and. where considered necessary to prated tis professional
repldation. to complete a report on the eervice8 pertormed to date of f8rIniIatIon.
15.3. If CIty termiIa18s the contract iIIder 8lDIection 15.2, Contraca 8haII be paid for aU fees earned and costs
iIcurred prior to the f8rmilaIIon date. CQntracb' 8haI not be riIIed m compensation for Io8t profits.
16. ~: My notice required to be given iIIder this contract or any notice requi8d to be given by law shaD be In writing and
may be given by personal deIvery or by regIstsred or certIIIed mal. or by any other mamer prescrI)ed by law.
16.1. Notices m CIty shaI be addnBBBd to the contractiIg'ofIIcer at the 8ddi'ess provided for the CIty iI Recital A
above.
16.2. NotIces to Contractor shaU be addresaed to the Contracb's repreaenIatIve at the address provided for the
, Contractor in RecIlaI A above.
,17. Assimment Oily andContraclor arid the respective SIICCessOI'8. aDniIlsIram. assip and legal repI"llatives of each
are IxKnf by this contract m the other party and m the pIrtners. SUCCBBBDfI. 8dmii8Irator8. 888Ip and legal repre88l1fat1ve8 of
the other party. Contractor shaI not aas91 or UconIract Contractor's rights or obIigatioos iIIder this contract without prior
wrIII8n ~ of CIty. Except as iIated iI this secIIon. nothilg iI this contract 8haII be consIru8d to gIVe any rights or beneftlB to
811)'0118 other than CIty and Contractor. -
18. Modiflcatlon: No modification of this contract shall be valid IIlIess il writilg and 8ignedby the parties.
4
II .
C1I:'
. ~ L '\:-9--
BY ~ o.lJrt .~J "
'7.> -- L
TITLE \ R~'S ,.J.eJ-l- ~1\I4UL
DATE 2-, OS
FederaJID' 83-040 ~3~
19. Trade SecreIs and ConftdsntisIInfonnaIlan: Contractor 8haII clearly IdenIlfy specific rnatertaI wIthiI all documents that Is
considered a trade secret or Is .OIheIWISe conlIdentIaJ. CIty..-, to the extent aIowed by 8Iat8 and Federal law, not to
dIscIoee to the ptj)IIc any IdentIIIed trade 88Cf8IB or conIldentiaJ. maf8riaI. Contractor waives any and all civil cIains arising from
any violation of the Uniform Trade Secrets Id. (ORS 646.461) if any material Is di8cbIed to the pubIlc If such material Is not
clearly and specIfIcaIy ldentIIIed.by Contracb.
20. InftaIion AdIusImsnt City 8haII i1crease annually, at the amlver8ary date of the begiVlilgdate of this contract, the payment
for services at a nd8 of 3 pen:ent a year, to cover InfIa1Ionary factors. No other ~ shaI be made for inflationary factors
regardless of the 8II1OlI1t of change In the Qnuner Price Index.
21. BlII1na for ServIces and PosIaae: Contractor shaI bill the CIty separately for services and postage.
22; PosIaae RlItAr, CIty agrees to pay Contractor the iIcrease i1 postage rates at the time such postage rate increases become
~. .'
23. EnveIooe Storaae Fee: City agrees to pay a monthly $25.00 fee to Contractor for envelope storage.
CITY OF ASHLAND:
BY .tPt< F1~~ .;.~
DATE Ii;/'&-/~ (- .
CONTENT REVIEW Af;\
U. ~ CITY DEPARTMENT HEAD
DATE I ;tL~t!l. r-
7~1 '. e>~ "'I ~1f),If'IJC
ACCOUNT' -?~, .,;r ~8 t!:J4 .4 7~".t!!J
PURCHASE ORDER' , ~~~7 3~~-c,..,
. . (lor CIty ~ only)
. tP~~9~ ~IP_~~
*Completed IRS W-9 and Proof of requIred Insurance fann must be 8UbmItted with contract cr
G:\IegIIMeedeN=JNANCEV.td ServIce8 ConIrIct (12~ FIn8J).doc
S
CITY OF ASHLAND, OREGON
City of Ashland
. LIVING
~A'
Employees must be paid a
living wage:
. ;! i'f"TTT:I"1
rs ra
service contract between their
employer and the City of
Ashland If 1he contracl
exc8eds $18,379 or more.
> For aD hours worked In a
month If the eqJIoyee spends
50% or more of the
employee's time In that month
working on a proj8ct or
portion of business of their
employer, If the employer has
ten or more employees, and
has received financial
assistance for the project or
business from the City of
Ashland in excess of $18,379.
> If 1helr employer Is the City of
Ashland inducing the Parks
and Recreation Department.
> In calculating the living wage,
employers may add the value
of health care, retirement,
401 K and IRS eligible
cafeterla plans (incluclng
chIdcare) benefits to the
amount of wages received by
the employee.
> Note: "Employee- does not .
Include temporary or part-time
employees hired for leSs than
1040 hours In any twelve-
month period. For more
details on applicability of this
policy, please see Ashland
Municipal Code Section
3.12.020.
For additional information:
Call the Ashland City ~inistrator's office at 541-488-6002 or.write to the City Administrator,
City Hall, 20 East Main Street, Ashland, OR 97520 or visit the city's website at www.asbland.or.us.
Notice to Employers: This notice must be posted predominanUy in areas where it can be seen by all
employees.
7
CITY OiF
ASHLAND
NORTHWEST MAIL SERVIC~ .
FEE SCHEDULE
The fee schedule for our Daily First Class Presort Services is contained in Attachment 1.
The fee schedule for our Utility Bill processing is contained in Attachment 2.
.
~~~~~~~~~~~~~~~~~~~~~~~~~~~~I
;~ili~i~~~E~i~~~giSO~!~~~zo>1
z:
~ i
; i
Ii
~ :
.. .
pt"
I
iil!lllil'jmli'jiiOIOliffl'lfll
I Ifll!lli li~fllll I Ii
t Jiilt~1 filii 1111~~i~~~ ~
j ,f 0 If I " 222 2
i ii "II
i -- 2'~
g:w aJ
i " f
i J
i
iIIS~SlilllililiISlli;(ilii(fi ~.
ir rlrllrrlrltlllli00"!"'I' ~~
Ir"r'~ ",',1, , t ii
o ..
;li
iJi~'ll rll!!II~1 il22222212 ~!
it i I !a:fl'IIIII.HrIlUU 1.lii
J " i ~&~ G III II ! I
~ ~ ~ ~ ~ ~~
Q Q Q 0 QQ. QQ-ooo 0001
Pi~i~iP~~P~iPi~P~Pii~~~~P~N~f
~ N. N ~~580 ~ 08N~ ~~B~85&~
I
. ..
a.
...
gw~IfI3"~
~Q.aill;s:
o&8.::I.a~
i 3" 3"~ ~ if
W1c !i
ii
CD
~_1(t_!:!:t
OINEc>>c>>oi
8888~g
"'O~ 'TI"t1
~g. i~
~~ II
~i
::I
!!.
S'
3
I
..
e.
..
.
z:
~l
..
3:
Ii
..:
.. .
jJll
I
c~
n ~ S
:;: = ~
"C ~i
act!!
t.. oS
it :r!
. ..
:I .a!
Q. .:
i
H' I
NORTHWEST MAIL SERVICES
ANortbwest Mallen, IK. Comp..Y
550 AIRPORT ROAD
MEDFORD, OR 97504
(541)779-1347
November 15,2005
Ms Karl Olson
Purchasing Representative
City of Ashland
90 N Mountain Avenue
Ashland OR 97520
Dear Ms Olson:
Northwest Mail Services is pleased to submit the attached response to the City of Ashland's
Request for Proposal dated October 19, 2005.
Northwest Mail Services has served themailingneedsoforgani7.ations throughout the Northwest
for more than 20 years. During that time, we have grown from a "mom and pop" operation into
an organi7.ation of more than 20 employees and a customer base that is the envy of our
competitors. This growth is the ~t of our dedicated people, our expertise in postal regulations
and our commitment to investing in technology that meets the changing needs of our customers.
In 1996, we invested in equipment that enabled us to perform automated presort services for our
customers who process significant volumes of First Class mail, e.g. financial institutions,
healthcare providers, utilities and governmental organi7.ations. We are very pleased that the City
of Ashland was among the first customers to take advantage of these services. We have been
providing the City of Ashland the services that are requested in this RFP since 1996.
To ensure that the services requested in the RFP continue to be delivered effectively, we will use
the same management and staff who currently perform the services. Cindy Mintz will be the
manager responsible for ensuring the work is completed. Laura Withrow will serve as the
account representative and should be the point of contact for questions about our services and to
order other mailing projects. Sheri Brearcliffe, the Company's General Manager, will resolve
aIiy issues that may arise in the execution of this contract. Of course, I am ultimately responsible
for ensuring that ',' " complies with the provisions of the contract. All of us
can be reached at. , Following the contract award we will provide the City of Ashland
with our e-mail addresses to facilitate communication.
I am confident you will find our proposal will provide the City of Ashland with excellent mailing
services at very competitive prices.
~L~
Donald L. Sauls
President
NORTHWEST MAIL SERVICES
EXPERmNCEANDQUALDnCATIONS
Northwest Mail Services has served the mailing needs of organizations throughout the
Northwest for more than 20 years. We currently employ more than 20 people who are
trained to operate a myriad of mailing equipment, possess expertise in the application of
and compliance with U S Postal Service regulations, and are dedicated to providing
excellent customer service. Our Senior Managers have been with the Company more than
13 years and are viewed by the "mailing community", including the Postal Service, as
experts in the field.
We have offered daily First Class Presort services since 1993. In 1996,when postal
discounts were made available for barcoding mail, we were the first Company to invest in
the technology required to achieve those discounts. ' ....:zW
f. _ .~. ~~ "N_~
. s cation 18 mandatoJ:Y fQI: ~y~wpmcnt
,}~ _ ,,~,,~~ml!!l!~~;'~h-!S~'!t!~S# '4~~ in tbe!U'p. Not only
do we have the equipment; we have equipment redundancy that ensures we can withstand
most equipment outages with no interruption in service. We have the following
equipment:
· Barcoding Devices - 3
· Envelope inserters - 6
. Folders - 3
· Postage meters - 3
· InIget address printers - 2
· Address labelers - 1
Northwest Mail Services provides Daily First Class Presort Services to more than 75
customers in Jackson and Josephine counties, including the City of Ashland. Many of
these customers have been using the services since 1996. Other governmental agencies
using this service are Josephine County and the City of Grants Pass.
We proces~ more than 230,000 pieces of First Class Presort mail every month.
In the case 0 e Ity 0 . an we pick up e
1 s m e oon ,and process them the following day(They are processed the
following day because there is insufficient time between the pick up and the Postal
Service time limit for delivering mailings to their facility. To meet the~e day
requirement in the RFP, the pickup will have to be 9:00 AM or earlier. \'
In addition to the City of Ashland, we provide billing statement processing servi~ for
Medford Water Commission, Rogue Valley Sewer Systems, Harry and David, Jackson
and Perkins, Cardiology Consultants and more.
The foregoing clearly establishes that Northwest Mail Services ~ the personnel,
equipment and experience to effectively perform the services described in the Scope of
Work.
CITY RECORDER'S COpy
Page 1 / 1
r.,
CITY OF
ASHLAND
20 E MAIN ST.
ASHLAND, OR 97520
(541) 488-5300
8~200:i rp~;,-,
VENDOR: 000176
NORTHWEST MAIL SERVICE, INC
550 AIRPORT RD
MEDFORD, OR 97504
SHIP TO: Utility Billing
20 E. MAIN
ASHLAND, OR 97520
FOB Point:
Terms: Payable on receipt
Req. Del. Date:
Speciallnst:
Req. No.:
Depl: ADMINISTRATIVE SERVICES
Contact: Pat Woods
Confirming? No
MAIL SERVICES - UTILITY BILLING
Fees for foldinQ, insertinQ (bills and
other enclosures), barcodinQ. meterinQ,
sortinQ, and delivery of mail to the
Medford Post Office. FY 2006-2007
11 ,845.00
ExistinQ Contract
Start date: 12/01/2005
Completion date: 12/01/2008
BILL TO: Account Payable
20 EAST MAIN ST
541-552-2028
ASHLAND, OR 97520
SUBTOTAL
TAX
FREIGHT
TOTAL
11
~~L~- ~ft~
- orized Signature
VENDOR COPY
A request for a Purchase Order
REQUISITION FORM
CITY OF
ASHLAND
Vendor Name
Address
City, State, Zip
Telephone Number
Fax Number
Contact Name
Date of Request:
THIS REQUEST IS A:
D Change Order(existing PO #
Required Date of Delivery/Service:
I E..'
!~~ ~~PiQ ~~~
1-; -. ~ ~ ) -.'7~q-S-[^f~
--=:D~N~LD L ~f1Ll LS
SOUCITATION PROCESS
Small Procurement o Sole Source 0 Invitation to Bid
D Less than $5,000 D Written findings attached (Copies on file)
o Quotes (Optional) o Quote or Prooosal attached
CooDerative Procurement 0 Reauest for ProDOul
o State of ORlWA contract (Copies on file)
Intermediate Procurement o Other government agency contract o SDecial1 ExemDt
o (3) Written Quotes D Copy of contract attached o Written findings attached
(Copies attached) o Quote or ProoosaJ attached
0 Contract # !:::J Emeraencv
o Written findings attached
o Quote or ProDQsal attached
Description of SERVICES
f'"E.. t:.. s 1= 0 ~ l: <::> L~ i N<; 6 j NSE.~J I NC.~ ( ~ f L..L.$ A N..D <5I1-1~
E..N~L.OSu'R.E..S) _~'R.~=i::> I N~) rnE:rto-~INC.J S'~R:l;..!NC.... AN..D
;;;;"U\fE.'R.""i OJ:.~nt4l\... JO -r-tlb. m~~OR.D \-'~r
c3 FT I c:. 1:.. .
D Per attached PROPOSAL
Item # Quantity
Unit
Description of IlATI!R1AL8
F'E.E.. S.
Unit Price
Total Cost
D Per attached QUOTE
,V~q>
; t2 ~ ~~ ct'" tf/y ~~
r;;2/d71' ~ S'. ~ /~/'p""/~-<?8
Project Number _ _ _ _ _ _. _ __
/..calf J 1.00
Account NumbeR.)D.Q.~.Q'?OO.~lOO
· Items and services must be charged to the appropriate account numbers for the financials to reflect the actual expenditures accurately.
,.
By signing this requisition form, I certify that the information provided above meets the City of Ashland public contracting requirements,
and the documentaJion can be provided upon request. ,eM ~
Employee SignatuQ ~--l L~ ~ Supervisor/Dept. Head Signature: 8' ~/i h
G: FinanceIProcedureIAPlForms\8_Requisitior, tonn revised
Updated on: 7/25/2006