HomeMy WebLinkAbout2007-172 Contract - Northwest Mail Service
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CITY 0.,
. ASHLAND
CONTRACT FOR MAIL SERVICES
Qnract IIIId8 an the dIdIlp8CIied below In ~. A ~ the CRy IIId QxDca ~ taIoW8:
.Rec1t81s:
A Thi...., Inbm8Iori IppIee ~.. canIrIct
CITY: arv OF ASfUN)
ClyHII
3) E. MI/n St.
AIhIII1d, Oregan 8751)
(541) 48MJ02
FAX: (541) 48H311
CUIIII." .NartI_ MIl an.
AdR8: 550 Mport RaId. MecIoId. 0nIg0n 97504
QxIIIct DanIId 8M, PIIIIdem
DIll m" ....11: 1MJ&'mQ&
Beghq DIll: 12m1:l106
~I DIll: 12m'"
2.2. CD....A.g oIbr: ~ TInberi FInne DIraJt
2.3. Project NIne: MIl an.
Project 0....-.: Call1lcb III1q1ftd '>> provide I11III pIOl:...q equIprnR. maI8rIII8 and IIbor '>> pIOcee8ldly
lI.und I11III b'..... .
8.1 CDIbQ,(a ,...II1II... DanIIId SUI, PreIId8Id
TII8phane: (541) 778-1a47 . .
FAX: (541) 77N888
B: DIll RFP 1- AMrIIIId: 1CW51'a105
PnJpauI apen/ng dill: 11/11I:l106
8.3. MmruIi canIrIct IIIIUt Fee ICh8tiIIIIDnIIed by NaI1hweIt MIInllllched. AII8ctJnR 1: OIly FIrIt CIlIa
Pr8eart ServIcee r=e., A1IIIchment 2:.u.y. Pmclllq Fe-. ServIce.... wi /ncn.. :rr.1IIIIUIIy an" ".1MnIry
... 01" canIrIct . '>> ball 1he taIII camet IIIIOIR.... not IXIlIId
.8. On .. dldI!IQfId 8bov8, CRy I8ud a...... for'prapa.. (RFP) b'.... needed by cay far.. praject d8IcrIIed
abov8. CDlIrBCb IIDnIBI a pnJpOIIIln I8IIpCIIII '>> the RFP an .. dldI naBt Ibov8.
C. NtlJlIIVIatIg CDIIIICb"I propcl8II &nd pnJpOIIIIllDIIIlBI by ohir aIenn, CRy ..I..d CDIIrIIcb '>> pnMde the
....ClCMIIdby..FFP. """ '. .
cay IIId CDllracb ... taIoW8: .
1, fIMdIi -1Ihm bltrl8lllClv.and CorIIIMMr, 0aI1hcD ICCII*" ~1IhIp 01 Nt IIId COIIIIdeIICIIlIIIIbIInd b8lw8en'
Ca.....1III cay by" canIrIct. Cailmcb CCJIlW8III..... Cly '>> perbm....1III cdelln COI....... '>>.1IId
ClI"'d will......... ....lICDIPzId. being ~ by prallllln._ m CD........ CIIIIer In" ~ 01
.. praject. CDlIrBCb ..... CCMI8III '>> COCIpIIIIII wIII.CRy, cap ....dIII~ canInIcDI, and,oIIer ........Id pIrIIlI8
In fId.q lie k1I8rIIIa m CRy "'1IIIp8Ct~ lie ClIIOCI8d..... QInhcb ICllnallledgllIhat cay III1t,t1g an
CaIb8cb ~ pnMde prafllllDilIll....1n a....... hlllI ClIllllllId'" ..inIlnlll.af cay~
. .
2. DIfInIIat~ GInnIy wanII,......Ind.....UIId In" canIIIct.... hlM'"~____D'''''''''
-~ Indllllly, --'111 ".IIIicl~~ ae...,. uied In-..canII8ct "'C=~~C'-'-':' .
--..
.--.----- ----------,..-
.n.. _ .__ _
-201;W_.... ca, m ....... a.ucn
1
2.2. "CaI'I.AJg oIIIcer" 11I8II" PIIICin IpICIIiBd ., RecIII A 8bcM CI' till pIIIlII'a diIIpe.
2.3. .,....... III pnJject ......In A8CIII A. .
2.4. 'Work" CI' 'S8rvIcee"........ lllIbar,lIIIIIIIrIIII, pin, epd:e1i(h.. apInIons, nIpOIt8.l11d at.....w.lIId
praductB wNch CI.....1l11qUhd ~ provide "* till ccDIct.
3. IIIII1: 1he f8nn 01.. COI1IIIct.... COIIInInCI on .. dill epecIIed In RecIIII A 8bcM 0 on .. CQIt1lIeIon dId8 epecIed
In RecIaI A IIbov8, CI' wIh _ (3)) dlylWIIIen naIIccI~ lie oller pIrty.. .
4. AuIIarttv 01 Clllrdla ~ 1he COIIIIIctq aIIIaer 8h8I have lie dIaIly ~ act on behd 01 cay In" D*iIllb..
and~ 0111II ~ 1he COIlbdlQ oIIcer.... have CCJqIIetI dIarIy~ dIOItz8l11V1ce8, tnmnIt
In8IIucIIons, I'8C8Ive 1nIarmIIIan, .....1IId deb Cly'a poIcIee'o ... oller decI8IoI. wIIllIIpICt ~ ClIIraI(a
..... . . .
6. ClIllw*w"I ~ ClRcb IhII provide ~ ~ Clyhd.. deicrIJed In" Ri=P.
5.1. In COI.IICtb, wIh....w. d8IcIbJd In" RFP, Cannca IhII:
6.1.1. CclrU IppIqIItaIe ......._ 01 cay ~ cIlIIIy IIId d8IIne Cly'a I'8qIftmerIIII'IIiIMI
~ III..... .
: '5.1.2. Q)aperIII wIh oller ClIlracb'8I'1111ned by Cly In .. a:hInge 01 ntannIIIIon needed for
~ 0I......111d lie pnJject. . i .
5.2. Clhcb .... COIIII8ICI peItonr8a 0I..w. IIIIIrIlCllvlng WIllen ~ Iran lleCOl*1CtIng
oIIi8' b work deIc:rbId In" RFP. Cldld. .... pertann 1Ie..w. alllpdklUllly all COIlllllllt will pIOtllllDnll
1IcI1IId.... .
U. ClIIIacb ...... pertann 1II..w. all'l'lncIependn COIIhcb In lCCOIdIIIa will gennIy IIllCIII*d
IIIIndIudIIn CanIrIc:Wa..,nfB IIlnu. ClIhcb ..... be IIlIpOIIIIbIe for.. PRIfBlIlllIlII quBIy,llmllclllCCUlCYlIId"
CDCJnhIb. 01 iii.... pIItarmed by Clhcb. CalIhcb .... WIIIrD...... CDII1J8I"'" CDI'IICt or.... fIff
enor or deBelen_In....w.IIIt.. Cued by CaI*-*n neglaencl. Cly'a 1IlIIIw,IppIOVII, __a 01, or
. p&ymII'It far, fIff 01.. ..w.1h8II not be ClIIIIIru8d ~ WIIve fIff 01 Cly'a IWDIIIII8r.. ccnactor 0I11fi CUI 0I1C11an
IIiIIng aut 01 CaI..".. .....In .. ..... 0I11fi breII:h 01.. CXlI'DCfby CaI.... or negIgeIt pertarmII'Ice 01 fIff ~
1Ie..w., Cly'a CUI 0I1ll11an lQIhItanra. ..... not be deemed ~'1CCIU811111 cay dIIcovIrIlUCh breII:h or .
niglaenee. or 1IIcUd"" .. ,.... ellaenee. cIIIcxMnId IUCh breII:h CI' negligence. The pIWIClIdq .....a 8h8I not
be COI1lIInBi, howMr; ~ IIaw cay ~ pIaIICUe II'IICIIart IQIInIt CalIbIcb ~.. muInun time tnIIIIan pnMIed by
. Oregan law. .
SA In 8dcIbI ~ "...w. cI8ecrbId In the 8COp8 01 work I8CIIan 01.. RFP, iii cay.... meklldvII'Ic8
PB)W8III far.... In lie bin oil $8.000 d8poeI wttiI wi be IIIOIIIared IIId IIpIenIIhed alCh8cllBl or a needed ~
pIUCIa I UIIcIn IIIIOIR 0111III. '.
. 5.5 n. ClI*&ct may be tennllMIW by 8IIher _ tar fIff I8IIDn wlllity (3)) dayB"'" nab.
8; A88Ilnn8nt 01 rAI..,.*of'I PMaI.18I:
8.1. The.... COVIIId by" cornet iIhII be I'IIldnd by, Or 111118r.. ...-vIIIan 01.. peIICII'Ilp8CIIIed In
RecIII AIbcM, who....1Ct a ~ IIpMtllWMln II CDIIIIIUIk:IIIa IIId traMdaI... cay.
U CalIIr8Qb wI.....~ honor '-'''lIp8CIIIc ....... oI'Qy will r8gIId ~ IIIJcpnn 01 Conban
empIoyeee ~ pirbm .......IIqU8III.. COIlllllllt will ani....... prallllln." prda
)
7. Ra--o....... 01 Clv:
7.1. cay wi coapendI Uy will CaI.... ~ 1ChIIva.. objecIIvIed.. canIIIct. .
7.2. cay wi..... tar __~, _1IIIk8 II pravIIIane tar Ccxala ~...... pIMc II'Id prIvaIe pnJp8Ity.
requRd tarCal*acb ~ pirbm" --.. .
7.3. The CGlIInIGtIg aIIil8'.1Ct allllon .1881"1 cay, CcInIIIcD, _.... n 0181 nvaIvId In..
.~ ". .
~___.u .______.__ ______'_._
___~=~~~._~: HI. Pav....t:
2
8.1. cay.. pay Q11111.... b...... No.......... wi be.... b..... lilt.. not lIp8CIbIy
.... ~ by III ClIllldlg aIl8'.. .
8.2. CQlIII.. ........1IIGIIIhIy na. ~ cay b a.lIrIcWI.... wIIiI tin days"''' end ~ III manI'\
CO\WIdbylllhdce. .
U. EJapt.pnMded b In SectIon 22 "POIIIge RId8I,. '*' paymenlIlIIder.. conInIct or IIrf 81111i1DrBdB"
not 8lrC88d 1II1IIII.1pded In RecIt8I A IbM.
8. eon......... ...
. 8.1. ThII canIrIct wi be gcJIIIII1Id by IIId ClIIIIru8d In lICCOIdIIIa will .. ~ lie SlIde ~ Oregan. Qnmca IhII
...., abI8M... ~ will II....... bin IIwa, anIn. ........ .... end onblceI ~f8dInI.'" cay
IIId dly CIlJVIIIIII81tI wltllIlIpICt ~ 1II....1ncUI1g, but not 1ImIId~. pnJVIBIane ~ ORS 279C.505, 279C.515.
279C~620. II1d 278C.530.
8.2. PlnIM ~ ORS 278C.&m(2) lIlY peI8QI'I ~ by a.ltraca who pertanns work 1IIder.. carIII1Ict.... be
p&Id atl8l8t time.... haI pay b II CMrtIme In __ ~ <<) hoIn In any _..... eapt b perICIIII who.. acklded or
IIIIIIpt fram CWIIIne pay IIIder ORB 853.010 ~ 853.281 or II1d8r 28 U.s.c. SecIIanI an ~ D.
8.3. 01*..11. 'UIject... . deI1id In ORB 868.005..... ~ wItI ORB 858.017. Pdor ~
COIIIIIIIIICq IIrf _01*..... .. eerily ~ cay lilt a.lhcb _..... can...-aan CXMllglIIqIiId by ORB
QIIpIBr 858. If CanII....II. canter Dlnd"""", a.lbIcb .. pnMde cay will. certIlIcate ~ Inulnce.If a.lDIlb
. 18..........~, 0111I.... .. pnMde cay wItI. certIIcaIIo.1 fnrn III Oregan DepImIn m NInnce IIId
finne. 8VIdeIa~a.~....
. 8.4. If III amcxn ~"CanIrICt .$18,378 or men. a.llrlCb I8I1q1ftd ~ CCIIIfIy.... chapB 3.12 ~ the
Ashland MI.ncfpaI Code by payIng.1vIng wage. . d8bd In" chIpIer. ~ II ~ perb'ntag work 1IIder.. COIIInlCt
IIId to IIrf UcalIbIClb who perfam. m or men ~"18fvIce work...... camet. a.lInIcD II aIIo IIqIftd ~ paIt
.. aIIIched naIc8 pIIdanftnIy In _.... IwI be..... by II ~ Qrb:a.. pnMde caywltl_
VIIIIcaIIan ~ CDIIIpIIMce will chapIer 3.12 ~.. AIhIInd MIrilfpII Code, to III eatilJfIdln ~ III Cly'11IpI8I8I1111h8,
arnJIIy at orwltlln 5 (1M) ..... days~"~ dill m" aeCllIIan milia canIrIct.
10. 0wnenIhm d DacIIrm&:.AI dac:III8D IQPII8d by CanIrIca JMIURt to.. conInIct IhaI be.. praperty ~ cay. To
III...... pennIted by law, cay...... wItIIn ..1IrnIII m" 0r8gan Tcrt CIIImI kJ. def8nd, IndemIy and hold IwmIBBB
a.llracb. II 01*.......... and ..~ &gUIlt II dnIQIe. cIIha, ..... and DIll artBIng out ~ IIrf I8UI8 ~
pin, ~ and abrc1ac1118111 pnlpIIId by a.lIrIcb wIhcU prlarwrltllnllhrlzallon m a.lIrIcU.
11.~:
11.1. a.lII8cb .... dlMIIap and IIIIIInt8a CDqJIeIe boob m ICCOII1t and other I'ICOIdI an .. ..... wttiI..
MIIql- b IVIIuIIIng a........perbm&nce. a.lIrIcb .........1'ICOIdI1n auch ........ ~ pnMde. cIeIr
dI8Ihltb. .................1IId .........1'IIld8d ~.. pIaject and III........ and .........1'IIld8d to
~...........
11.2. ~ boob and 1'ICOIdI.... be made MIIbIe b InIpecIan by cay at..... tIme8, to VIIIy
0111I..".. ~ wItI.. carat cay IhaII have.. rWt to rIqUIllt..... ~~ boob and I'ICOIdI by.
C8IIed p&dc 8CCOIIIIId IIIIIned by cay.' .
12.1ndImt....-.: a.llrlCb IhaI def8nd, IrIdeIaIlfy and IIV8 CIty. II......... and lIIIpIGyeea....... fnrn IIrf IIId
II cIaha, acIanI, COllI. _....... cIIInIIgea or oM .....lIdIngfRln ~ to IIrf pIIICln (including _ -*Ing In
deaII,) CI' dImIge to PftIP8ItY (IncUIng .. Cl'd8IIIrucIIan). m whIIIa ...1IIIIn arI8Ing out m or Inddn to .. negIIgIIt
--- m" canIrIct by a....... (IncUIng but not IImIId to, .. negIigIIt.. CI' 0II'IIIIII0na m 0I11n1cD'1 .
-.,.., .... and aI88 _ad by a.lbIcD ~ perbm WOIk CI'..... aIIIrIcIlIM to ilia COIIIrIcI). CJnnca IhII
not be held 1IIpCi", b IIrf eIIIma, acIanI, COllI, )ulVIIII.... cIIrnIgee or oIw ........ cIr8CIIy and prmdrnaIBIy CILIIId
by .. negIigIIa 01 cay. .
13.~
- 13.1. ~.... ebal at II CMn...... .......cbfng.. linn d.. ceI*m. mMIIBI-In-tDme:
.--... -"~..._~._~----
~---~...._._._-~
- -- - - - -------- -
- ~- --- ~- -
._~~
3
13.1.1. A ClIIlpteheIlIIu8 gerBIl IIIIbIly paley h:ILdIg CXW8IIQI tar ClIIh:IUIIIIlIbIly tar
obllIJIIb. ......1IIder.. canInIct, bIriIt ClDIctuIIII8bMy. pnxIuQIB and ClrJqIldBlI aperaIIOI. and
ownn and ClI-.n pnJIIeIIve Mnnce;
13.1.2. A pia" IIIDnIII Im.und amIIIIaI.1IIbIly paIIQy; and
13.1.3. A CllJIIlIIIIhnII UJn)ObIe IIIIbIly poley h:ILdIg owned and ~.....
.13.2. The ~ IIIder IId'IIIIIbIly IIannce paley lIhIII be _ '>> or,..... hn IlIIinIII tar cIIIfmI....
iI1der III Oregan Tart Cllmeld, ORS .....270. will ntirun CXW8IIQI (j S5OO.ooo per OCCIIIIIICI (cambiled...
hi tar bac:Iy ..., and pnlpIrty cIIIInIge ....) or S5OO.ooo Per CICClIIIIICI tar bac:Iy ..., end $100.000 per 0CClIT8I1CI tor
pIOpIItJ dImIge. . .
13.3.lIBbIly CCMnlgllIhIII be pnJVIded CI'I" ~ bI8I8. -a.ma..... CDVIIIg& wi not be accepIIbIe,
IXCIpt tar lie CCMnIgI..pect by IIMectIan 13.1.2.
13.4. CClIIIrICb IhIIIIIrnIl cdc8IIJe (j IIannce IlXl8pIIbIe '>> .. cay wIIh llellpd ClOIIInICt prior'>> ..
ClCIIIII8IC8IIR (j IIf/ WUIk IIIlIer .......... Each cdIc8I8 .... ..... lid CXJ't'IIIIIll8llonled 1IIder.. paley CBnJt be
ClliCIII d or I8duced In CCMnIgI cnot be .... ani It IIIIt 30 cIa;8 prior ..... naIce ... been gMln '>> cay. A ClIIIIc8Ia
whIch.....1I88Iy thId..1IIuIng COII'*'Y....... '>>.......... naIce 1I1IIIIlJCIIabIe. Each cerIIcItI (j InuInce
lIhIII pnMde plOOf (j..pectllannce tar.. cUaIIan (j" canIrIct peIIod.
14.DIfIIa:
14.1. llwelhll be a defd 1IIder.. canIract.... pIIty.... '>> perbm IIf/ ad or ab9IIan ... by fiB
canIract wIIhIn tin _"".018 p&rty,. _ naIce IpecIyIng IlIIIIIIn ~.. br8IdI wIIIl8IICI'IIIbII pIIItIcdIdy.
If.. br8IdI epecIIIBd In 118 naIce II (j IUCh a IIIIIn ... . cnot be camplltily CIIId wIhIn tie tin day pIItad, no d8fd
.... ocxu.II8 p&rty 18C11v1ng" naIce begIna pII10nnne (j lie let or CJbIlodOn wIhIn III tin day period and.....
pnxl8IdI wIII.-anIIbII dIgBIlQI and In good .... '>> IIIct 118111118dr .1OCIIl. pntdk.atIIe. .
14.2. NatwIIaetIIdIg UIIdln 14.1. ... p&rty may decin a d8fd by"'" naIce '>> III aIher p&rty. wIhcU
aIowmg.. opporIIIIIly'>> CUI, .118 018 p&Ity........, ~ 118..... (j" CCI'WICt. .
14.3. If a .. OCCIII, 118 p&rty ktnd by 118 d8fd mIy eI8ct '>> .......... canIrIct end...-1Iff tqll1l1blA
or Iegat _ and .....IMI~_ "* 0rIgan law. MIllllldl8l1h11 be CIIIUIIIv8. .
14.4. Mt IIIgIIIan nIng CU 6f.. contract lIhIII be canduct8d In Qa.I Cut (j" Slate ~ Oregan tar J8cIcIan
Q)gJty. .
15. T........lftWlhcqr._; .
15.1. In IlIdIIan '>> llIiijt '>> tIInnhde .. canIrIct IIIder ItAJeecIan 14.3, ... pIIty may ...... by gtvi1g ..
aIher pIIty"'" naIce I*ty (30) _ prior '>>.. ....... did&. .
15.2. In IlIdIIan '>> 118iijt '>> tInnII....1III cantrIct IIIder lIDdon 14.3, CClIdnIcU may campIeI& auch ....
and records. may be nlCllllIY '>> _II flee In onI8r end, whn ClIlIIid8red ..InIIUY '>> pIUIIct II plUfllllDflll
''PuIIIICI'I, '>> cxrqII8II a RIpart Cl'l1I8.... ~ '>> dId8 (jtlnnllllllon. .
15.3. If cay tllnnNllJllI8 canIract IIIder IIDecIIm 15.2, Qrnca.... be p&ld tar II_ ened and CDIIB
Incur8d prior ~ 118 tBnnlllIIIon dIII8. CqdIIcD .... not be enIIIed '>> COI1fIIlIIIIIon tar.1aIt pnJIII.
18.... Mt naIce Ieq&nd m be given 1IIder.. cantract or IIff naIce IIqURd '>> be _.by law lIhIII be In WIlIng 11II
may be given by pIIIOIlII ~ or by nVllIlld or cdIed ..... or by My aIher............. by law.
18.1. NcJII8 '>> cay lIhIII be adctlllld '>> lie COIIIIdIg'amc. at 118... pnMded tar lie cay In R8cIIII A
IbM. .
18.2..tt11ce8 '>> CClIlIIIcD lIhIII be 8dm111ld '>>.. ContnIca'a .......... at lie ~ provided tar..
. C'AnIrIIca In RecIIII A abM.
.17. a '--.&1t Oly and.CClIIInIcD.net lie 18lIp8CtIv81tJX1I1DII. .......... I8IIp Ind 1egII....1...... ~ IId'I
... bcuId by" cai1IrIct '>> 118 aI8 p&rty Ind m III .......IUDIlIIIDll, IdntIIIbaIln, IIIIp Ind 1egII1lpII11 ."" of
. lie aIw PII'lr. Cannca hi not..... or UcanIrIct OIIbIcWIrWD or ~ llldertil ccniIct wIhU prior
wrIIBn cxnn ~ cay. Eapt.....In..1ICIIan, noItt1g In thIB camet.... be COIIIInBt '>> .,.. 11ft rWIII or benBII '>>
qane ather.... cay and CanIrIca. -
18. ........., No mocIIo8IkJn (j" camet.... be valli .....In wrIIng Ind IIpd by III putIe8.
4
~L~..9-.
BY ~~.rrr.~s
~ PItnt NBrne l
TIllE \ c:le. '$ , l....,.f. ~IWUL.
CONTENT REVIEW A'a..
~ 'U /.. arv DEPARTMENT HEAD
DATE 0 ~ DATE/:u.~Hl r-
."" '. tII*' " 1f~,fll'Jj)
FederalID. 83-040 ~~ ACCOUNT. ~" ~.,I t!!:J4""1'-tF~
. PURCHA8EORDER,'~~~7 3~~-&-,
. . ('IDrCllr~ cRy)
.' tP ~ ~'9~ "b"..1!Af'L
*CampIeIed IRS W-8 Md Proal of I8qIRcIInIannae fonn IIlU8t be ........ wIh 00I'IIr8ct (f
CITY OF AIHLAND:
BY JPt< ,""'1 - _u ~
FINANCE DI
DATE IZ;/a..~ r .
G.~s.w.cnW.(1H5 FInII).doc
5
.
,
CITY OF ASHLAND, OREGON
City of Ashland,
, LIVING
'A'
> For II hours worked i'a a
manIh If the ....".. epends
60% or men of the
""""', tine i'a'" monIh
working on a projict or
portion of bueIne8a of their
~,lfthe~has ,
ten or men ....".., end
hu r8C8Iv8d hncIaI '
aBBIBIance for the project or
. bueIne8a from the CIty of
A8hIInd i'a 8XC888 of ttU7l.
> If their ~ lethe CIty of
Ashland iIcIucIng the Parks
and RecntaIIon Department.
> In ~ the IvIng wage,
eqJIoyer& may add the VIIue
of heeIIh CIIIj IIIIr8rMnt,
401Kand IRS eIIgItJIe
cafeteria plane (iIcIucIng
chIdcare) benefiIa to the
amount of wages I8CIIv8d by
the ...."...
> Not8: -empJoyee" does rd ,
Include temporary or paIHine
ernptoyeee tnd forle88... ,
1040 hou,. In 8lrf twe1ve-
month period. For more .
detaI8 on appIIcabIty of this,
poley, pIepe - A8hIend .
t.tnIp&I Code SectIon
3.12.020.
For ~dditiol1~1 il1form~tiol1:
Call the Ashland CIty ~aIut'a office at 541~ or,WIIe to the CIty MnInI8tr8tor,
CIty HaD, 20 East Mail Str8eI, Ashland, OR 97520 or visit the clty'a web8Ite at' www....I.lldor.us.
NoIIcI to EmpIoyerI: This notice must be posted predonnntly In areas whel8lt can be ... by d
~.
7
CITY O,f .'
ASHLAND
NORTHWEST MAIL SERVlCJ.S,
nE SCHEDULE
The fee schedule for our Daily First Class ~rt Services is contained in Attachment 1.
The fee schedule for our U~ Bill ~cn"g is contained in Attachment 2.,
.
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'. .
Ii
!!~~JJ~!~~~~~~~~~~~~~!~!!~~~' . 'Il
· .11~~e~~i~i;~~QU8ntzJz~~g~1 ~!
.
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ifJIII!llllllliillll"I'I'11
I liill~1 iil'l 111'I!tl~1 ~
.' I i II . 22.2 2
i!! It.
. .w w II
I . 1
Ililililll&I&I&I&lliiiiiiiiil . c
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NORTHWEST MAIL SERVICES
ANortIIweIt Mallen, lac. Culpay
S50 AIRPORT ROAD
MEDFORD, OR 97504
(541)779-1347
November 15,2005
Ms Karl Olson
Purchasing Representative .
City of A~hland
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 the mailing needs of Olpni7Ations throughout the Northwest
for more than 20 years. During that time, we have grown from a "mom and pop" operation into
an orwmi7J\tjon of more than 20 employees 8nd a customer base 1hat is the envy of oUr
competitors. This growth is the ~t of our dedicated people, our expertise in postal ~ons
and our commitment to investing in technology that meets the changjng needs of our customers.
In 1996, we invested in equipment that enabled us to perform automated presort services for our
CU$tomers who process significant volumes of First Class mail, e.g. fiDancial institutions,
healthcare providers, utilities and governmental orpni7J1tiOns. 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 AMIAn<lthe services 1hat 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 manl\gemeD.t and staffwho currently perform the services. Cindy Mintz will be the
mAn8ger responsible for ensuring. work is completed. Laura Withrow will serve as the
account representative and should be the point of con1act for questions about our services and to
order other mailil\g projects. Sheri Brearcliffe, the Company's General Manager, will resolve
my issues that may arise in the execution of this cOntract. Of course, I am ultimately responsible
for ensuring 1hat 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 to facilitate communication.
I am confident you will find our proposal win provide the City of AsIlland with excellent mailing
services at very competitive prices.
~LD-
Donald L. Sauls
President
, ,"
. .
NORTHWEST MAIL SERVICES
EXPERIENCE AND QUALIFICATIONS
Northwest Mail Servlces has served the mailing needs ofOl'gllni7.atioDS throughout the
Northwest for more than 20 years. We c1irrentlyemploy more than 20 people who are
trained to operate a myriad of m..iling 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 fust Company to invest in
the technology required to achieve those discounts. '
.'
. cation IS msmdatcttyfQr~~,~t
_...--..~_.,----'~'lI> ~~- .
iiO"~b;vethe equipment; we ~~~=~~~-~c:~~
most equipment outages with no intemIption in Service. We have the following
equipment:
· Barcoding Devices - 3
· Envelope inserters - 6
. Folders - 3 ,
. Postage meters - 3
. Inkjet address printers - 2
· Address 1abelers - 1
Northwest Mail Services provides Daily First Class Presort Services to more than 75
customers in Jackson and Josephine counties, including the City of ~Rhland. Many of
these customers have been using the services since 1996. 0tb.Cr governmental agencies
using this service are Josephine County and the City of Grants Pass.
We ~ more than 230,000 pieces of First Class Presort mail every month.
In the case 0 0 we pick up Utility
s men ,and process them the following day They are processed the
following day because there is insufficient time between tlie pick up and the Postal
Service time limit for delivering mailinWl to their facility. To meet the~e day
requirement in the RFP, the pickup will have to be 9:00 AM or earliery
..
, .,
In addition to the City of Amlnd, we provide billing statement processing services for
Medford Water Commiqion, Rogue Valley Sewer Systems, Harry and David, JacksOn
and Perkins, Cardiology Consultants and more.
The foregoing clearly establishes that Northwest Mail Services bu the personnel,
equipment and experience to effectively perform the services described in the Scope of
Work.
,.,
C I T Y 0 f CITY RECORDER'S COpy
ASHLAND ~-~7~
20E MAIN ST. ~
ASHLAND, OR 97520
(541) 488-5300
Page 1 / 1
1-;7~2 -,
VENDOR: 000176
NORTHWEST MAIL SERVICE, INC
550 AIRPORT RD
MEDFORD, OR 97504
SHIP TO: Utility Billing
20 E. MAIN
ASHLAND, OR 97520
FOB Point:
Tenns: Payable on receipt
Req. Del. Date:
Special Inst:
Req. No.:
Dept.: ADMINISTRATIVE SERVICES
Contact: Pat Woods
Confinnlng? No
Mail Services - FY 2008
11 ,845.00
Contract for Mail Services - 3 Years
BeQinninQ 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
~ ~edSlg~:::?
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:
Vendor Name
Address
City, State, Zip
Telephone Number
Fax Number
Contact Name
-0 bl{~ 1./ lej lmakl
SOLICITATION PROCESS
Small Procurement
o Less than $5,000
o Quotes (Optional)
Intermediate Procurement
o (3) Written Quotes
(Copies attached)
Sole Source
o Written findings attached
o Quote or Pro sal attached
Coooeratlve Procurement
o State of ORN/A contract
o Other government agency contract
o Copy of contract attached
o Contract #
Invitation to Bid
(Copies on file)
Reauest for ProDOsal
(Copies on file)
Soeclall ExemDt
Written findings attached
Quote or Pro sal attached
Emeraencv
o Written findings attached
o Quote or Pro sal attached
Description of SERVICES
\y\o.CL ~y V i L~
o Per attached PROPOSAL
Item # Quantity Unit
Description of MATERIALS
Unit Price
Total Cost
Project Number _ _ _ _ _ _ - _ __
Account Number }JQ-b~ - Ql-QQ - _~d:i UN
· Items and services must be charged to the appropriate account numbelS for the financials to reflect the actual expenditures accurately.
o Per attached QUOTE
By signing this requisition form, I certify that the information provided above meets the City of Ashland public contracting requirements,
and the documentation can be provided upon request.
Employee Signature:
SupervisorlDept. Head Signature:
~ ..;t.- ~ %
G: Finance\Procedure\AP\Forms\8_Requisition form revised.doc
Updated on: 7/19f2007
Page 1 / 1
r~'
CITY OF
ASHLAND
20 E MAIN ST.
ASHLAND, OR 97520
(541) 488-5300
~ .-----
I . 7/30/2007 .. I I 07700 I
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:
Terms: Payable on receipt
Req. Del. Date:
Speciallnst:
Req. No.:
Dept.: ADMINISTRATIVE SERVICES
Contact: Pat Woods
Confirming? No
PostaQe City Wide - FY 2008
34,500.00
Contract for Mail Services - 3 Years
BeQinninQ 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
34
'7
~~. (.k)~?
Aut rlzed Signature
VENDOR COPY
A request for a Purchase Order
REQUISITION FORM
CITY OF
ASHLAND
THIS REQUEST IS A:
D Change Order(existing PO #
Date of Request:
Required Date of Delivery/Service:
n D ( 1n.lAJ~\-
T
mwL
lk1ulo( ~ ODD I"l-~
Vendor Name
Address
City, State, Zip
Telephone Number
Fax Number
Contact Name
SOLICITATION PROCESS
Small Procurement
o Less than $5,000
o Quotes (Optional)
Sole Source
o Written findings attached
o Quote or Pro sal attached
CoODeratlve Procurement
o State of ORIWA contract
o Other government agency contract
o Copy of contract attached
o Contract It
Invitation to Bid
(Copies on file)
intermediate Procurement
o (3) Written Quotes
(Copies attached)
Description of SERVICES
~O ~~ ~
t it" Wi de..
<f108
o Per attached PROPOSAL
Item # Quantity
Unit
Description of MATERIALS
Unit Price
Total Cost
Project Number _ _ _ _ _ _ . _ _ _
Account Number] lQ . -.0..:1 c j. oQ.l.t. Q:?j QO
· Items and services must be charged to the appropriate account numbers for the financials to reflect the actual expenditures accurately.
o Per attached QUOTE
By signing this requisition form, I certify that the information provided above meets the City of Ashland public contracting requirements,
and the documentation can be provided upon request.
Employee Signature:
/I1J :t_~~ ~.h
SupervisorlDept. Head Signature: ~ ~ ~
G: Finance\Procedure\AP\Forms\8_Requisition form revised.doc
Updated on: 7/19/2007
Page 1 /1
~A'
CITY OF
ASHLAND
20 E MAIN ST.
ASHLAND, OR 97520
(541) 488-5300
~r'
--
07701
,
VENDOR: 000176
NORTHWEST MAIL SERVICE, INC
550 AIRPORT RD
MEDFORD, OR 97504
SHIP TO: Utility Billing
20 E. MAIN
ASHLAND, OR 97520
FOB Point:
Tenns: Payable on receipt
Req. Del. Date:
Speclallnst:
Req. No.:
Dept.: ADMINISTRATIVE SERVICES
Contact: Pat Woods
Confinning? No
PostaQe UB Statements - FY 2008
59,645.00
Contract for Mail Services - 3 Years
BeQinninQ 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
~ 1- .~ ~~7
Author! SIgnature
VENDOR COPY
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:
Vendor Name
Address
City, State, Zip
Telephone Number
Fax Number
Contact Name
'(\1)(.t\n UJe-JA rl\{AlL
V t^ dDf1\
cPO! ~
SOLICITATION PROCESS
Small Procurement
o Less than $5.000
o Quotes (Optional)
Intermediate Procurement
o (3) Written Quotes
(Copies attached)
Sole Source
o Written findings attached
o Quote or Pro sal attached
CooDeratlve Procurement
o State of OR/WA contract
o Other government agency contract
o Copy of contract attached
o Contract it
Invitation to Bid
(Copies on file)
Reauest for ProDOsal
(Copies on file)
SDeCla11 Exempt
Written findings attached
Quote or Pro sal attached
Emeraencv
Written findings attached
Quote or Pro sal attached
o Per attached PROPOSAL
Description of SERVICES
Prokr \)(b S%--ktnOth
Item # Quantity
Unit
Description of MATERIALS
Unit Price
Total Cost
Project Number _ _ _ _ _ _ . _ __
Account Number ~tO J$pJt:Q .W2~j.9_0
. Items and seNices must be charged to the appropriate account numbers for the financials to reflect the actual expenditures accurately.
o Per attached QUOTE
By signing this requisition form, I certify that the information provided above meets the City of Ashland public contracting requirem~n2~~
and the documentation can be provided upon request. ~ ""'\ . ~ ~-;f~ ')
Employee Signature'~ SupervisorlDepl. Head Signature' .
G: Finanoe\Procedure\AP\Fonns\8_Requisition fonn revised.doc
Updated on: 7/19/2007