Item F4
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date:
JANUARY 20, 2000
Division: TDC
Bulk Item: Yes XXX No
Department:
N/A
AGENDA ITEM WORDING:
Approval to advertise Request For Bids for Mail Fulfillment Services.
ITEM BACKGROUND:
TDC approved same at their meeting of December 15, 1999.
PREVIOUS RELEVANT BOCC ACTION:
BOCC approved FY 2000 budget at their meeting of September 22, 1999.
STAFF RECOMMENDATION:
Approval requested.
TOTAL COST: $
COST TO COUNTY: $
BUDGETED: YES
/TOURIST PAY
APPROVED BY: County Attorney _ OMB/Purchasing_ Risk Management
DIVISION APPROVAL:
Lynda M. Stuart
(Type/print name)
X To Follow: Not Required
Agenda Item ~
2-~i
DOCUMENTATION: Included:
TH[ [lORIDA KHS & KH W[ST
ComE a.1. !Iou.. a'ZE'"
DATE:
\ TO:
r~ROM:
RE:
December 29, 1999
Monroe County Board of County Commissioner's
Harold Wheeler, TDC Director
MAIL FULFILLMENT SERVICES
The Monroe County Tourist Development Council is requesting approval to
advertise a Request For Bids for our mail fulfillment service. A mail fulfillment
company is needed to fill the brochure requests from potential visitors who contact
us through our Chamber of Commerce Visitor Centers. Our current providers
Agreement will expire on June 1, 2000.
I have enclosed the scope of services for the proposal requests and will be glad to
supply any Commissioner with the full proposal for your review upon request.
Thank you for your consideration.
PO. Box 866, Key \Vest, Floridd :')3041 U.S.A.
http://www.fb-keys.com
(:')0)) 296-15)2 FdX: DO'1) 2WJ-0788
KeysSdles@dol,com
MAIL FULFILLMENT SERVICES:
SCOPE OF SERVICES:
1. Provider shall process and mail material provided by County pursuant to data downloaded from
each of five Chambers of Commerce in the Florida Keys and Key West. Down loading shall occur each
Monday through Friday from a central computer located at the TDC administrative office. Provider shall
ink jet address with a bar-code, insert advertising and promotional materials as described below, and
place each piece into U.S. mail according to the following specifications:
(a) District Fulfillment Insertion and Label: Up to five (5) brochures or similar promotional
materials shall be inserted into envelopes ink jet addressed with a bar-code to send pursuant to data
downloaded from the five Chambers of Commerce. The envelopes shall be # 11. Ink jet process only.
Mail shall be bulk-mail or first-class as further specified in sub-paragraph (d).
(b) Keys Guide Insertion and Label: A guide to the' Florida Keys and Key West shall be
mailed, per direction in sub-paragraph (d), with a pre-printed indesia, in a envelope bar-coded and labeled
pursuant to data downloaded from the five (5) Chambers of Commerce. Ink jet process only. Mail shall
be bulk-mail or first-class as further specified in sub-paragraph (d).
(c) Provider shall store six (6) months supply or more of the collateral and mailing materials
supplied by County for mail-out.
(d) Provider shall mail out first-class mail, as required by the downloaded data, within twenty-
four (24) hours of receipt of data, and bulk mail, as required by the downloaded data, within forty-eight
(48) hours of accumulating sufficient number of bulk-mail pieces to qualify for U.S. Postal Service bulk-
mail rates, County shall pay for the rental of a postage meter compatible with Provider's mailing machine
of Providers choice and used solely for County's business. Any postal cost required by the U.S.
Postmaster shall be paid directly to the U.S. Postmaster by County.
(e) Provider shall insert written materials into the envelopes with machines except where the
size of the material is incompatible with Provider's equipment described in Provider's price quote which is
incorporated herein by reference,
(f) Provider shall issue to County the following monthly reports:
(i) Inventory Report: Reporting, by each Chamber and other Suppliers of
materials, beginning inventory plus material received less material mailed out, and ending inventory.
(ii) Action Report: Reporting by each Chamber and other Supplier of material, items
mailed, further described by class of mail sent out and whether District Fulfillment or Keys Guild.
(iii) Postage Accounts Reconciliation Report: Reconciliation of postage funds in first
class/meter account and the bulk mail account.
2. Term: The term of an agreement would be for three (3) years with renewal and termination
clauses so stated.
3, Compensation: Provider shall set the amount to be paid per piece or case, in consideration for
handling.
Provider shall charge
cents per envelope for handling.
Provider shall charge
per each pre-packed boxes or case for handling.
Provider shall charge
per poster tube for handling.
Provider shall charge as an annual administration fee to cover costs of
preparing reports, maintaining equipment, downloading time, storage and other administration costs.