Exhibit 1 - Agenda Information SheetCity of Denton
_____________________________________________________________________________________
AGENDA INFORMATION SHEET
DEPARTMENT: Procurement
CFO: Cassey Ogden
DATE: December 6, 2022
SUBJECT
Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation,
authorizing the City Manager to execute a contract with Lessek Enterprises, LLC dba Impress Graphics, for
large volume mailing services and daily pick-up, metering, and delivery to the United States Post Office for
the City of Denton’s residual mail; providing for the expenditure of funds therefor; and providing an effective
date (RFP 8107 – awarded to Lessek Enterprises, LLC dba Impress Graphics, for one (1) year, with the option
for four (4) additional one (1) year extensions, in the total five (5) year not-to-exceed amount of
$1,225,000.00).
INFORMATION/BACKGROUND
The City of Denton has outsourced the tasks of daily pick up, metering, and delivery to the United States
(U.S.) Post Office for multiple departments’ residual mail to a third-party mail service provider for at least
thirteen years. Outsourcing to a mail service contractor has provided an efficient and cost-effective method
of handling a monthly average of 5,000 pieces of residual mail including envelopes, small packages, and
certified mail. The mail is picked up daily from multiple locations within four City of Denton buildings. The
mail is consolidated and metered at the contractor’s place of business while utilizing their mail sorting and
metering equipment. The metered mail is delivered daily to the local post office by the designated time to
ensure same-day service provided by the U.S. Post Office. The contractor is required by the City to process
mail at the lowest possible permissible rate available from the U.S. Postal Service and to keep the City
informed of savings available to the City.
Large-volume mailing services would allow the City to route printed documents from our printing vendor to
our mailing vendor. This service is common with our large-volume print projects such as construction
notifications, Resident Updates, and Construction Guides. The printed documents would be prepared for
mailing and delivered to the United States Post Office. The RFP Scope of Work requested price and process
information relating to addressing, folding and sealing, envelope stuffing, and delivery. This contract was
solicited for both large-volume mailing services for large print projects and daily pick-up, metering, and
delivery of mail.
Projected Spend
Fiscal Year FY
2020-21
FY
2021-22
FY
2022-23
FY
2023-24
FY
2024-25 Total
Large Volume Mailing Service $90,000 $90,000 $90,000 $90,000 $90,000 $450,000
Daily Pick-up, Meter, & Delivery $125,000 $125,000 $125,000 $125,000 $125,000 $625,000
Contingency $30,000 $30,000 $30,000 $30,000 $30,000 $150,000
Total: $1,225,000
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
Request for Proposals was sent to 204 prospective suppliers, including 14 Denton firms. In addition,
specifications were placed on the Procurement website for prospective suppliers to download and advertised
in the local newspaper. One (1) proposal was received, references were checked, and evaluated based upon
published criteria including price, delivery, compliance with specifications, and probable performance. Best
and Final Offers (BAFO) were requested from the top firm. Based upon this evaluation, Lessek Enterprises,
LLC dba Impress Graphics was ranked the highest and determined to be the best value for the City.
NIGP Code Used for Solicitation: 915 - (Service Only) - Communications
& Media Related Services & 310-
Envelopes, Plain (See Classes 525, 615,
640, 655, 665, and 966 for other types)
Notifications sent for Solicitation sent in IonWave: 204
Number of Suppliers that viewed Solicitation in IonWave: 10
HUB-Historically Underutilized Business Invitations sent out: 25
SBE-Small Business Enterprise Invitations sent out: 90
Responses from Solicitation: 1
RECOMMENDATION
Award a contract with Lessek Enterprises, LLC dba Impress Graphics, for large volume mailing services and
daily pick-up, metering, and delivery to the United States Post Office for the City of Denton’s residual mail,
in a one (1) year, with the option for four (4) additional one (1) year extensions, in the total five (5) year not-
to-exceed amount of $1,225,000.
PRINCIPAL PLACE OF BUSINESS
Lessek Enterprises, LLC dba Impress Graphics
Denton, TX
ESTIMATED SCHEDULE OF PROJECT
This is an initial one (1) year contract with options to extend the contract for four (4) additional one (1) year
periods, with all terms and conditions remaining the same.
FISCAL INFORMATION
These products and services will be funded through the using department’s budget on an as-needed basis. The
City will only pay for services rendered and is not obligated to pay the full contract amount unless needed.
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: LLC Members
Exhibit 3: Ordinance and Contract
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Keith Kading, 940-349-7178.
Legal point of contact: Marcella Lunn at 940-349-8333.