1999 AGN DEC 07 I06 - Laserfiche WebLink

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J CITY OF COLTON AGENDA REPORT FOR THE COUNCIL MEETING OF DECEMBER 7, 1999 TO: HONORABLE MAYOR AND CITY COUNCIL FROM: TERESA S. DELGADO Deputy City Clerk SUBJECT: AUTHORIZE RENEWAL OF A FIVE-YEAR LEASE FOR THE PARAGON 11 MAIL PROCESSOR AND APPROVE NEW SOFTWARE AND UPGRADE OF POSTAGE SYSTEM, IN THE APPROXIMATE AMOUNT OF $98,010. DATE: November 19, 1999 BACKGROUND: The City Clerk's Office operates the City's mail center and is responsible for the receipt, sorting and posting of both external and the internal mail. The five-year lease of the Paragon machine, a mail processor, is about to terminate. ANALYSIS/DISCUSSION• THE PAST: Five years ago, the City processed approximately 100 pieces of mail on a daily basis, which included correspondence, the surplus utility billing, the Library "overdue" notices and agenda related materials. In addition, the posting of mail was impacted throughout the year by special mailings for Redevelopment Agency projects; by Public Works for the Medical Center construction project, recycling incentives, the annual animal vaccination notices; the annual business license renewal notices the annual weed abatement notices and W-2 Form Mailings. Utility billing was the only type of mail that qualified for bulk mail handling, which meant there were approximately 1,800 pieces of mail, with the same zip code, sent out for less than first rate postage. This process required Staff's time and labor in batching certain statements. Ultimately the utility billing process in toto was outsourced. The first generation Paragon postage machine, currently in the City Clerk's mail center, assisted the City in sending the mail via first class rates or, if applicable, library rates. The machine's unique itemA