2006-243
ORDINANCE NO. ;? {JOb - ;{ 43
AN ORDINANCE ACCEPTING COMPETITIVE BIDS AND AWARDING A CONTRACT FOR
THE PURCHASE OF OUTGOING U.S. MAIL SERVICES FOR THE CITY OF DENTON;
PROVIDING FOR THE EXPENDITURE OF FUNDS THEREFOR; AND PROVIDING AN
EFFECTIVE DATE (BID 354I-MAILING SERVICE AWARDED TO S & M MAIL IN AN
ESTIMATED AMOUNT OF $60,000).
WHEREAS, the City has solicited, received and tabulated competitive bids for the purchase
of necessary materials, equipment, supplies or services in accordance with the procedures of State
law and City ordinances; and
WHEREAS, the City Manager or a designated employee has reviewed and recommended that
the herein described bids are the lowest responsible bids for the materials, equipment, supplies or
services as shown in the "Bid Proposals" submitted therefore; and
WHEREAS, the City Council has provided in the City Budget for the appropriation of funds
to be used for the purchase of the materials, equipment, supplies or services approved and accepted
herein; NOW, THEREFORE,
THE COUNCIL OF THE CITY OF DENTON HEREBY ORDAINS:
SECTION I. The numbered items in the following numbered bids for materials, equipment,
supplies, or services, shown in the "Bid Proposals" on file in the office of the City Purchasing Agent,
are hereby accepted and approved as being the lowest responsible bids for such items:
BID
NUMBER
VENDOR
AMOUNT
3541
S & M Mail
Exhibit A
SECTION 2. By the acceptance and approval ofthe above numbered items ofthe submitted
bids, the City accepts the offer of the persons submitting the bids for such items and agrees to pur-
chase the materials, equipment, supplies or services in accordance with the terms, specifications,
standards, quantities and for the specified sums contained in the Bid Invitations, Bid Proposals, and
related documents.
SECTION 3. Should the City and the winning bidder(s) wish to enter into a formal written
agreement as a result of the acceptance, approval, and awarding ofthe bids, the City Manager or his
designated representative is hereby authorized to execute a written contract in accordance with the
terms, conditions, specifications, standards, quantities and specified sums contained in the Bid
Proposal and related documents and to extend that contract as determined to be advantageous to the
City of Denton.
SECTION 4. By the acceptance and approval of the above enumerated bids, the City Council
hereby authorizes the expenditure of funds therefor in the amount and in accordance with the
approved bids.
SECTION 5. This ordinance shall become effective immediately upon its passage and
approval.
PASSED AND APPROVED this / J, ti day of ~1i/Jr)tu , 2006.
(j>~f;'VhJ~hJ
PERRY R. McNEILL, MAYOR
ATTEST:
JENNIFER WALTERS, CITY SECRETARY
BY:
3-0RD-3541
Exhibit A
BID # 3541
DATE: July 18, 2006
Annual Contract for Mailin Service
ITEM
DESCRIPTION
Principle Place of Business:
1
Residual, daily mail (excluding utility bills) flat fee of $X.XX
per piece in addition to the lowest applicable first class
single piece rate (do not include cost of postage in price).
2
Stamped and/or business reply mail, $X.XX per piece flat
fee handling charge (do not include cost of postage in
price).
Utility bills flat fee of $X.XX per piece in addition to the
lowest applicable first rate for folding of utility bill,
inserting bill and return envelope, and preparing for
mailing as regulated by the U.S. Post Office, including
delivery to U.S. Post Office (do not include cost of postage
in price).
Additional inserts into Utility Bills $X.XX per 1,000 pieces
handling charge.
3
4
5
Folding of inserts per piece flat fee
6
Pick up fee per site per day
7
Required minimum deposit on residual daily mail
Addendum #1
VENDOR
S & M Mail
Denton, TX
$0.02
$0.02
$0.02
$20.00
$0.00
$0.00
$7,000.00
No