HomeMy WebLinkAbout2006-141 Contract - Northwest Mail Service
,.
CITY O.f
ASHLAND
CONTRACT FOR MAIL SERVICES
Contract made on the date apecIfied below it ReciIaJ A between the City and ConIractDr ~ foIows:
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A The foIowiIg i1forrnation apples ~ this contract:
CITY: CITY OF ASHI.ANO
CIty Hal
20 E. Mail St.
Ashland, Oregon 97520
(541) 488<<lO2
FAX: (541) 488-5311
Qnraca: .NOrIhWeSt Mal SeMcee
Address: 550 Aiport Road, Medford, Oregon 97504
Contact: Donald su. PreeIdent
Date of this Iplm8nt 12m'2005
8egInnitg Date: 1Ml11m05
Completion Dale: 1Ml112OO8
2.2. ContracIiIg ofIIcer: 1M TlI18berg, Fitance Di'ecb
2.3. Project Name: Mal SeMcee
Project ~: Cantracb Is requi'ed to provide mal processing eq~ rnateriaIs and labor to process utIty
bIIs 8I1d mal for hi. .
8.1 ~ r&pnI8IrItaINe: Donald SIUs, PresIdent
Telephone: (541) 779-1347 . .
FAX: (541) 779-5898
B: DatI RFP 1- Adv8rIIsed: 1a12S12OO5
Proposal openitg date: 11/171m05
8.3. Maxinllll c:onIract IIIIOlI1t Fee 8CheduIee 8lDniIIId by Narlhwest Mal are aIIIched. AIIac:hma1t 1: Daly FIr8t Class
Presort ServIces Fees, AIIachment 2:.UIIty BI Proceailg Fees. ServIce fees wi itcr8ase 3% amually on the annMnary
date of the conIract. m both The mlII conIract MIOII1t 8haI not uceed $75 000.
.8. On the date .nQt8d above, CIty Issued a request for proposals (RFP) for 88I'Vices needed by CIty for the project descrI:MId
above. Contractor IUImIIt8d a propouI it I'8IIpOII88 to the RFP on the dati noted above.
C. After r8Vlewitg Contractor'a propouI arid propoeaIs 8lDnIIled by other offerors, CIty selected Contraclor to provide the
services covered by Ihe RFP.
CIty 8I1d ConIracU... foIow&:
1. ReIationshiD betwssn Cltv 8I1d ConbacD: Contracmr accepts the ~ of trust and confidence established between
ConIracb' and City by IhIs contract. CoriIraca COWIW1IB wIh 1he CIty m perbm servIce8 and duties it conforrn8nce to.8I1d
coniIst8nt with the 8IandIrds generdy I'ICC9iZId . beiig employed by prufe881a.1iIs of CanIraca's cabr it the IocaIy m
Ihe project. ConIractor ..... CCMn8fIIB to coaperaI& wIh.City, CIy'a I8pIlI88IdaIIves, conIractoI8, and other itt8rested parties
it furIheri1g the i1teresIa of cay wIh respect 10 1he conIraCtIdserv1ce8. Qnraca acIcnowIedges that CIty Is reIyitg on
ConIracb'm provide proia alb.., 88I'Vices it a RIIIM8r that Is consIstInt wIh 1he ~of CIty.
2. Definitions: GeneraIy words, firms 8I1d phrases U88d it IhIs contract 8haI hive the III8II'Ii1g ascribed to them it the
coneb'UcIIon-iI,-WII&tIe eontext cIeIrty idcat8s othntse. As uied it IhIs contract
2.1. W me&n8theCllyof AshIanct,OrIgon.~- n_____n _n___~~
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2.2. "Contr8cIilg offtcer' men the peI1IOI1 apeciIIed it RecIIaI A above or that peI1IOI1's desipe.
2.3. ~ men the project deecrbId it RecIIaI A.
2.4. "Work" or "ServIces" shaI mean all8bor, materials, plans, epecIbtions, opilions, repor1S, and other service8 and
products which Contraca Is requRd m provide lIlder 1hIs contract.
3. IIm1: The term of this contract shaI commence on the date speclfled it Recital A above and on the completion date specif\ed
it RecIIaJ A above, or wIIh Hty (3)) days wriIIIn notice m the 011. party. ,
4. AuIhorIlv of Contractm ~ The contractiIg officer 8haII have the auIhor:Ily m act on behalf of CIty it the adminisIration
and i'1terpreIatbJ of this contract. The contrIcIilg offtc8r 8haII have complete auIhorlly m auIhorize service8, transmit
iIstrucIIons, receive i1formaIIon, ilt8rpret and define Cly's poIcIes and make other decisions wllh respect m ContracIor's
servtces.
5. Contractnr's ServIc8s: Contractor shaI provide ~ m CIty that are deiJcrIMKI it the Rfp.
5.1. In connection wIIh the services deecItJed it the RFP, Contractor shaI:
5.1.1. Conld appropriate I1prI88l ddv88 of CIty m clarify and define CIly's requi'ementB reIitIve
m the services. ,
, '5.1.2. Cooperate wIIh other Contracm retailed by City it the exchange of i1fonnatIon needed for
completion of the services and the project
5.2. Contractor shaI commence perfonMnce of services after rec8lvIng wriII8n authorizaIIon from the contractiIg
ofIIcer for work deecItJed it the RFP. Contraca shall perform the services 18 expecIIIousIy 18 Is consIst8nt wllh professional
ski and care.
5.3. Contractor shaI perform the services 18 an ildependent CClI'1tnIckJr it accontance wllh generally' accept8d
standards it ~ profession. Contraca shaI be reeponsIJIe for the professional quaIty, f8chnIcaI8CCtI'BCY and the
coordnaIIon of d services peIformed by Contraca. Contractor shaI, WIIhout addIIIonaI ~, correct or revise any
error or deficiencies it the services that are cued by Coniracb"s negligence. CIly's 1'IIIiew, approval, acceptance of, or
payment for, any of the services 8haJ not be consIrued m waive any of CIly's ~ lIIder this con1ract or of any cause of action
arisiIg out of ContracWa services. In the 8VII1t of any brelIch of this contracrby Contractor or negligent performance of any of
the BVIce8, Cly's cause of acIIon agai1st Contraca shaI not be deemed m 'accrued CIty dIscover8 such brelIch or
~, or should have. wIIh reuonabIe dIIgence, c:IsccMnd such bre&ch or ~. The precdIg sentence shall not
be consIrued, howMri m Blow CIty m proeecute an acIIon against Contractor ~ the maxirun tine Iinllallon provided by
, Oregon law.
5.4 In addIIIon m the services deecItJed it the scope of work aectIon of the RFP, th8 City 8haII make advance
payments for posIage it the form of a $8.000 deposit whIah wi be rnonIknd and replenished 18 8CheduIed or 88 needed to
process a suIIIcIent 8InOlId of mal.
5.5 ThIs contract may be tenniIat8d by either party for any reason wllh thity (3)) days written notice.
)
6.- As8knnent of ContracIor's Personnel:
6.1. The services covered by this con1ract iIhaI be rendered by, or II1der the ~ of the person specified it
Recital A above, who shall act 18 Qxdracton I'8pf8ll8ldaIiYe it aI COIIIIIIlIdca1I and transactions wllh CIty.
6.2. Contractor wi endeavor m honor I8I8OI1IbIe specIIIc requesIB of CIty witt regard m 888iplent of Contr&ctoI's
empJoyees m perform services . the requesll are consistent will 80lIld busiIe88 and professional practices.
7. ResoonsIHIII88 of CIlv:
7.1. CIty wi! coapende fully wiIh Contractor m achieve the objectives of this contract.
7.2. CIty wi arrange for 8CC8I8 to, and make aI provisions tor Contractor m enter upon, public and private property 18
required tor Contractor m perform the services. '
7.3. The contracti1g offtc8r wi act I8Ia18on between City, Contractor, plmJic agencies, and others itvolved it the
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8. Pavment:
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8.1. CIty 8haII pay Cclntraca for aervIces. No reImbuntement will be made for expenses 1hat are not specIIicaIIy
aveed to by Ihe contracIi1g ofIIcer.
8.2. CQnIracb 8hd 8tDnlt monthly iMices to CIty for Contractor'a aervIces wilhiI ten days after the end 01 the month
~bythe~. .
8.3. Except. provided for iI SectIon 22 ~ Rates,. mmJ paymenlB lI1der this contract or 8lrf 8fI'HiIOnen1B 8haU
not exceed the 8l1li apecIIIed iI RecItal A above.
9. ComoIIancs wiIh Law:
9.1. This contract wi be governed by and construed iI accordance wIlh Iaw8 0I1he S1ate of Oregon. Contractor shaI
promptly obseM and comply wIIh d present and fuIIn Iaw8, orders, ~, ruIe8 and ordiIance8 of f8$raI, state, CIty
and city QOV8I'I'VnentB with I'8lIp8Ct to Ihe aervIces 1ncIudi1g, but not IrnIted to, provIsIona 01 ORS 279C.505, 27$C.515,
279C~520, and 279C.530.
9.2. Plnuant to ORS 279C.520(2) any person employed by Contracb' who pertonns work lI1der this contract 8hd be
paid at least tine and a half pay for d 0V8ftine i11XC888 01 <<) hours iI any one week, except for penIOIl8 who are excluded or
exempt from CMll1ine pay lI1der ORS 863.010 to 653.261 or lI1der 29 U.S.C. SecIions 201 to 209.
9.3. Con1raca Is a "Uject 8IIIpIoyef u deIi1ed iI ORS 856.005 and 8haI comply wiIh ORS 856.017. Prior to
commenciIg any work, Qlntraca 8haI certify to CIty 1hat ConIrIca has work8nt COIIIp8II8IdIon COVIIIg8 required by ORS
QI8pter 856. If Contracb' Is a canter iIsured employer, Contracb'shaI pnMde CIty wIlh a cer1iIIcate 01 Insurance. If Contrador
. Is a aeIf..hued employer, ConIraca shaI pnMde CIty wIlh . certIfIcaIIon from the Oregon Department of Ins&nnce and
FiIance. evidence 01 ConIractoI'8 status.
. 9.4. If Ihe 8IIIOlIlt of 1hIs contract Is. $16,379 or more, Contracb' Is requied to cornpIy with chapter 3.12 of the
Ashland MIIIlcipaJ Code by payilg a IviIg wage, u defined iI this chapter, to II employees performing work lI1der this contract
and to any 8lDlonIraca who performs 50% or more of 1he service work lIICier this conIract. Contracb' Is also required to post
1he atIached noIice predomi1anIIy iI area where It wi be aeen by d employees. Contracb' shaI pnMde CIty wIlh written
V8rificatlon of compIance will chapter 3.12 0I1he Ashland MlncIpaJ Code, to 1he ~ 01 the Clty's AlpI'888I1IatIv,
annUdy at or wiIhiIS (five) business days of 1he anniversary date of 1he _cullon of this contract.
10. OwncnhiD 01 Docunsnba: AI docunents prepared by Contracb' ptI'8U8Ilt to this contract 8haII be the property 01 CIty. To
the extent penniIted by law, CIty shaI, w11i11he IinIIs of 1he Oregon Tort CIains kJ. defend, iIdemnIfy and hold hannIess
Contractor.1tB ConIracm, agen1B and employees agaiIst d damages, cIains, expenies and Io8ses arisi1g out 01 any reuse of
plans, specifications and other docunents prepared by Contracb' wIIhout prior written auIhorization of Contractor.
11. Records:
11.1. Contracb shaI dev8Iop and rnaidaiI complete booIca oIlICCOlIIt and other records on the services, which are
adequate for evaluaIiIg Contracb'8 performance. Contraca shaI maidaiI records iI such a mamer. to pnMde a clear
cIIsti1cIiOIl between 1he expencIbns and I'8V8Ige reIat8d to 1he project and 1he expencIbns and I'8V8Ige reIat8d to
ConIractoI'8 other business.
11.2. ConIractoI'8 booIca and records shaI be made avalable for InspecIIon by CIty at I'8II8OI18bIe times, to verify
ConIractoI'8 compIance witt tis conIr8ct. CIty shaI have the ~ to request an audit 01 ConIractor's booIca and records by a
certIfted ptdc 8CCOlI1Iant retailed by CIty.
12. 1rxt&rnnifr.AtI: ContractJr shaI defend, i1dermIfy and save CIty, lIB ofIIcers, agen1B, and employees harmless from any and
d cIains. acIIons, C08I8, JudlJnenIa, damages or other .....1'IIdiIg from InjlIy to 8lrf person (R:IucIng iIjury resuIIng iI
death,) or damage to property (iIcIudIng 1088 or desIrucIIon), of whatBoevIr nabn II'i8kIg cu of or i1cident to 1he negligent
performance of this conIract by CanIracb (h:IudiIg but not IinIIed to, III negligent acts or omissions ofContracb's
8q)Ioyeee, agents, and ohn de8Iptsd by COlltraca to perbm work or servIce8 attendant to this contract). Contractor 8haI
not be held I88pCinsIJIe for any cIains, actions, CD8tB, JudlJnenIa, damages or other expenses, cIrecIIy and proxmateIy caused
by the negligence of CIty.
13. Insurarq:
1~,-1.~8I!@I--L@t lIB own lXp8I188,atdtinesdtmg 1he termoUhlBcontract, mailtaIn iI force:
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13.1.1. A cornpnJhensIve generallIabIty poley including coverage tor contracIuaIlIabIty for
obIigaIIons 888lIII8d lIIder thI8 conIrIct, bIlInk8t contractuaIlIabIly, ~ and completed operations and
owner's and CClI'ItraCb"8 prot8c:tIve Mnnce;
13.1.2. AprafUBIonII ann and orniI8Ians II8bIty policy; and
13.1.3. A cornpnJhensIve aubnobiIe IabIty poley including owned and ~ auDnobIIes.
13.2. The coverage lIIder 8ICh IIlIbIty nuance poley 8haII be equal m or ""1h8n the ImIlB tor cIains made
iI1der the Oregon Tort CIaina Id. ORS 30.200-30.270, wIlh m~ coverage at $500,000 per occmence (cornbiled 8ilgIe
linlt for badly iI)Jy and property damage cIains) or $500,000 per occmence b bocIy i;Iy and $100,000 per occtIT8nC8 for
property damage.
13.3.lIabIIly coverage shaD be provided on an "0CCUTenC8" basis. "CIaina made" coverage will not be acceptable,
except b the coverage reqIRd by UJeectIon 13.1.2.
13.4. CcInIracb' 8hal8tDnIt certiIIcaI88 at Nwance acceptable m the CIty with the sipd contract prior to the
commencement at any work lRIer thl81V181M11l Each cer1IIIcate 8hal8lat8 that coverage aBorded lRIer the poley cannot be
car.ceBsd or reduced In coverage cannot be made tIltI at least 30 days prior wrIIen notice has been given to CIty. A certiIIcat8
which 8Iate8 merely that the I88uIng company "WI endeavor m mar wrItI8n notice IslNCC8ptable. Each certIficat8 at Insurance
shd provide proof of required Inslnnce tor the dlntlon of the contract period.
14. QBdl:
14.1. 1llere shall be a default lIIder thI8 contract II either party fails m perfOrm any act or obligation required by this
contract wiIhIn ten days after the oIher party gIV88 wrtIten notice specIfyiIg the natIn at the breach wIIh reasonable particularly.
If the breach specified In the notice Is at such a nabn '-It cannot be completely and wilhIn the ten day period, no defd
8haI occur II the party receiving the notice begins pertormance of the act or obligation wIlhIn the ten day period and thereafter
proceeds with I'8I8OII8bIe cIIgence and In good faith m effect the remedy 88 soon 88 practicable. .
14.2. NotwIIhsIandIng 8ltl8ectIon 14.1, either party may declare a defa&Jt by wrIIen notice to 1118 other party, without
allowing an oppot1lIily m CLII, II the oIher party repeat8cIy br8Iche8 the terms at thI8 conIr8Ct.
14.3. If a defd 0CClII, the party Injlnd by the defd mIy elect to f8nnInate thI8 contract and.pwsus any equitable
or legal. and remedies avaIabIe iI1der Oregon law. AI remedies 8haI be CtIIUatIve.
14.4. Mi IIIIgatIon arising out Of 1hIs contract 8haI be conducted In CIrcuIt Cowl at the State of Oregon for JacIcson
ColIIty. .
15. Tennlnation wlIhou! Cause:
15.1. In addiIion to the ~ to termlnat81h1s contract IDler ~ 14.3, either party may termilate by giving the
oIher party wrItI8n notice thirty (30) days prior to the tennInaIIon date. ,
15.2. In addIIIon to the ~ m tennInaI8 this contract IIIder SlbIedIon 14.3, Contractor may complete such analyses
and records 88 may be neceesary m place II fle81n order and, where considered neceesary to protectllB professional
reputation, m cornpIete a report on the 88I'Vice8 perbmed to date atf8nnilatlon.
15.3. If CIty tennInat8s the contract iI1der 8tDlectIon 15.2, Contracb' shaD be paid b aU fees eamed and costs
Incmed prior to the tennIna1Ion date. Co,dracb' shaI not be entiIIed m compensation b lost profIIB.
16. ~: Any notice reqli'ed to be given iI1der this contract or any notice required to be given, by law shall be in writing alii
may be given by penIOIlaI deIv8ry or by regI8tsred or certIIIed mal, or by any oIher manner preecrIMMI by law.
16.1. NotIces m CIty 8haI be adltBBBed m the contradIng'oIftcer at the iddi'88s provided for the CIty In Recital A
~. '
16.2. Notices to ContracU shall be 8ddre8sed m the Contracmr's represenIatIve at the address provided for the
, Contractor in RecItal A abow.
,17. Assknnent: OIly and Contractor 8Iid the reepectIve 8UOCBBBDI'8, 8dn1InlsIrUn, 888ip and legal repI'888I'da1iv of 8ICh
are boUld by 1hIs conbact m the other party and m the partners, 8UOCSBBDI'8, 8d1n1n181rab8, 888Ip and legal repr8lI8IlfatlvI8 at
the other party. Contractor 8haI not 18891 or Ucontrac:t Contrackx'a rWdB or obIgatIoos iI1der this conIraCt wIlhout prior
written consent at CIty. Except 88 imf8d In this section, nothing In this conbact 8hd be consIru8d m rJve any ~ or beneftl8 to
8I1)'0I1l other than CIty and Contractor. .
18. ModIfIcaIIon: No modification of this conbact 8haII be valid lJ'Ile8s In wriIIng and 8Ipd by the parties.
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BY ~~.l\L .'So..J "
Q Print NM1e L
TITLE \ R~"S , JeJ-l- ~~
DATE I OS
FederaJID' 83-040 ~3~
19. Trade SecreIB and ContIdsnIIsIlnfonnaIiDn: Contractor 8hd clearly Identify specific material wlIhi1 II doctInentB that Is
conaidered a 1rade 88CI'8t or Is oIherwIse conIIdenIIaI. CIty agrees, to the extent &lowed by 8Iate and Federal law, not to
dIacIose to the ptdc III'f IdenIIfIed 1rade secrets or COl dIdentIaI material. Contral:a waives any and aU civil cIains arI8itg from
any violation of the Uniform Trade Secr8lB 1d (ORS 646.461) . any material Is di8cIoeed to the public If such material Is not
clearly and specifIcdy IdenIIfIed by ConIracIDr.
20. Inflation AdIusIrn&nt City shaI iIcrease amually, at the IMMnary date of the begiVlIngdate of 1his contract, the payment
for services at a fate of 3 percent a year, to COVII' k1ftatIonary factors. No other adjusImentB shaI be made for i1IIatIonary factors
regardless of the IRICUIt of change In the ConslIner PrIce Index.
21. BIIHna for ServIces and PosIaae: Contractor shd bIB the City separately for service8 and postage.
22; Postaae Rates: City agrees to pay Contractor the i1crease in postage rates at the tine such postage rate i1creases become
effective. . . .
23. EnveIooe Storaae Fee: City agrees to pay a monthly $25.00 fee to Contractor for envelope storage.
CITY OF ASHLAND:
BY IP~ "...1.-_...~
FINANCE DI
DATE IZ;/~/~ (-
CONTENT REVIEW A1;\
CITY DEPARTMENT HEAD
DATE 10/1 ~:~ r;;;. t:P'" I' ~~ ,fllJ ~
ACCOUNT' .., ~, ~ tI ~. t!)4 .471'-" ttJ
PURCHASE ORDER' , ~ ~., 7 3....,.....~ - &..
. (forClly~onIy)
.. tP~~9~ ~~-~?-L
*Completed IRS W-9 and Proof of required In8urance fonn must be 8UbmItt8d with contr8cl (f
G~NANCeMaI s.vIcee ConIr8ct (12.05 FInaI).doc
S
CITY OF ASHLAND, OREGON
City of Ashland
LIVING
'A'
Employees must be paid a
living wage:
.;I~-..
rs ra
service contract between 1heir
employer and the CIty of
Ashland If the contract
exo8eds $18,379 or more.
> For d hours worked In a
month If the erJ1lIoyee spends
50% or more of 1he
erJ1lIoyee's time In ht month
working on a project or
portion of business of their
employer, If 1he employer has
ten or more employees, and
has received financial
assistance for the project or
business from 1he CIty of
Ashland In excess of $18,379.
> If their employer is the CIty of
Ashland IncIudng 1he Parks
and RecreatIon Department.
> In calculating the living wage,
employers may add 1he value
of health care, retirement.
401 K and IRS eligible
cafeteria plans {lncluclng
chiIdcare} 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 twe1ve-
month period. For rpore
details on applicability of this
policy, please see Ashland
Municipal Code Section
3.12.020.
For additional information:
Call the Ashland City ~inistrato...s office at 541-48H002 or.write to the City Administrator,
City Hall, 20 East Main Street. Ashland, OR 97520 or visit the city's website at.www.ashland.or.us.
Notice to Employers: This notice must be posted predominanUy in areas where it can be seen by all
employees.
7
CITY O,F
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.
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NORTHWEST MAIL SERVICES
A Northwest Mailen, I.e. CODlpaBY
5SO 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 themailingneedsoforgtlni7.ations throughout the Northwest
for more than 20 years. Doring 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,
hea1thcare providers, utilities and governmental organi7ations. 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 staffwho 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
any 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
rr I
NORTHWEST MAIL SERVICES
EXPERIENCE AND QUALMCATIONS
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. '
. ~~~ . .
. :,J,~~:,,~~ation is man~~..Qr ~y ~lJ.i}mlent
IS." ,_",~m:mm:e,~..n~~;tm!~lin"'~'''SUchaStiiose<aescnbed in the RFP. Not only
.., ,..",., . ..".~,.~~,."....."., """"~"'._'" -'....,,'...,'" ", ..,
do 'we have the equipment; we have equipment redundancy tluit 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
. Inlget 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.r
We proces~ more than 230,000 pieces of First Class Presort mail every month.
. In the case 0 e I 0 we piC up e
Ism 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 services 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 has the personnel,
equipment and experience to effectively perform the services described in the Scope of
Work.
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Page 1 / 1
~A'
CITY Of
ASHLAND
20 E MAIN ST.
ASHLAND, OR 97520
(541) 488-5300
.,
8/9/2006
r-.~;04 '~l
VENDOR: 000176
NORTHWEST MAIL SERVICE, INC
550 AIRPORT RD
MEDFORD, OR 97504
SHIP TO: Ashland Finance Deartment
(541) 488-5300
20 E MAIN STREET
ASHLAND, OR 97520
FOB Point:
Tenns: Payable on receipt
Req. Del. Date:
Speciallnst:
Req. No.:
Depl: ADMINISTRATIVE SERVICES
Contact: Joan Baker
Confinning? No
POSTAGE - CITYWIDE
FY 2006-2007
34,500.00
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
p,..<~t: r;~~
AUth~ Signature
VENDOR COPY
A request for a Purchase Order
REQUISITION FORM
CITY OF
ASHLAND
Date of Request:
THIS REQUEST IS A:
o Change Order(existing PO #
Required Date of Delivery/Service:
~~r+h u)e..A+- ~~. R~nJ'\)<,~ ~
~~&~~no\l~({\,; SOLI /
Vendor Name:
Address:
City, State, Zip:
Phone:
Fax Number
Deliver Location
Services Only
Description
Total Cost
Request for
Proposal (copies on file)
~~-~
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f2 ~V'~ .3Lf,sOO
~Yq': e/l-4(~L_~ !-//
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? 7;;;-./ ~ Account Numbei11a-Q3Qg<:o - b~Lfoo
Please attach the Original signed contract and Insurance certificate.
/;;2 -&r-C8
Materials Only
Item # Quantity Unit
Description
Unit Cost Total Cost
TOTAL COST OF
THE MATERIALS
Account Number
. . . .
--- -- -- -- ------
*Please attach the quotes.
Employee Signature: Supervisor/Dept. Head Signature:
NOTE: By signing this requisition form, I certify that the above request meets the City of Ashland Solicitation
when necessary.
hf;;j?
G:FinanceIProcedureIAPlFonnslB_Requisition form
Updated on:07/15102