Department
Real Estate and Asset Management
Requested Action (Identify appropriate Action or Motion, purpose, cost, timeframe, etc.)
title
Request approval to award contract without competition - Department of Real Estate and Asset Management, 23SS81723C-MH, Countywide Postage Services in the amount of $2,600,000.00 with the United States Postal Services (Atlanta, GA), to provide postage services for Fulton County agencies. Effective dates: January 1, 2024 through December 31, 2024. (APPROVED)
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Requirement for Board Action (Cite specific Board policy, statute or code requirement)
In accordance with Purchasing Code Section 102-384, after conducting a good faith review, and the Purchasing Department has determined there is only one source available for the required supply, service, or construction item, the request shall be forwarded to the Board of Commissioners for approval.
Strategic Priority Area related to this item (If yes, note strategic priority area below)
Open and Responsible Government
Commission Districts Affected
All Districts ☒
District 1 ☐
District 2 ☐
District 3 ☐
District 4 ☐
District 5 ☐
District 6 ☐
Is this a purchasing item?
Yes
Summary & Background: This request will provide Countywide postage services
Scope of Work: This service is required to adhere to postage mandates for Fulton County agencies and to provide postage to various user departments for “time sensitive” mail such as tax information, W-2 forms, jury summons, Registration and Elections applications and ballots or any notices mailed from Fulton County which must arrive at their destinations in a timely manner. Postage stamps cannot be purchased from another source.
In accordance with Purchasing Code Section 102-384, this request meets the following category permitted as a basis for conditions allowing the award of a contract without competition:
(b)(7) A governmental agency is the only provider of the service and/or services
Community Impact: Provides the citizens and patrons time sensitive mail from Fulton County Government agencies.
Department Recommendation: The Department of Real Estate and Asset Management recommends approval.
The requested spending authority in the total amount of $2,600,000.00, is an increase of $750,000.00 over 2023 which is due to anticipated mailing increases because of 2024 major Presidential Primaries and General Elections and Runoffs, during which time there are usually large head of household mailings prior to each election. Additionally, although USPS has not announced any future rate increases, over the past few years we have seen rates increase twice each year with the expectation that this pattern will continue in 2024.
USPS has raised rates across all classes of mail twice this year (2023), Jan. 29th and July 9th. High postage usage departments, i.e., Tax Commissioner and Registration and Elections, are anticipating increases and budgeting accordingly.
• 07/09/2023: 3 % to 7%
• 01/22/2023: 3% to 6%
• 07/10/2022: 6.5% to 7.5%
• 01/09/2022: 3% - Express, Priority and Package rate increase only
The requested spending authority in the total amount of $2,600,000.00 is sufficient to cover these anticipated costs for FY2024.
The United States Postal Services is sole proprietary provider to delivery postal services.
Project Implications: Postage stamps cannot be purchased from another source. The United States Postal Services is sole proprietary provider to deliver postal services. For the postage mandates for Fulton County agencies and to provide postage to various user departments for “time sensitive” mail reference the County’s Policy & Procedures No. 600-54, Fulton County Mail Processing Procedures dated February 21, 1996.
Community Issues/Concerns: None of which the Department is aware.
Department Issues/Concerns: If this sole source is not approved, this will jeopardize Fulton County’s ability to deliver time sensitive mail to its citizens and patrons and may impact the timeliness of mailings to voters for the 2024 elections and the timely mailing of tax notices to Fulton County citizens.
Contract Modification: This is a new request
Contract & Compliance Information (Provide Contractor and Subcontractor details.)
Not Applicable
Exhibits Attached (Provide copies of originals, number exhibits consecutively, and label all exhibits in the upper right corner.)
Exhibit 1: Sole Source Justification Form
Exhibit 2: Request Memo for Sole Source Procurement
Contact Information (Type Name, Title, Agency and Phone)
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Joseph N. Davis, Director, Department of Real Estate and Asset Management, (404) 612-3772
Contract Attached
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No
Previous Contracts
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Yes
Total Contract Value
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Original Approved Amount: |
$0.00 |
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Previous Adjustments: |
$0.00 |
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This Request: |
$2,600,000.00 |
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TOTAL: |
$2,600,000.00 |
Grant Information Summary
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Amount Requested: |
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☐ |
Cash |
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Match Required: |
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☐ |
In-Kind |
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Start Date: |
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☐ |
Approval to Award |
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End Date: |
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☐ |
Apply & Accept |
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Match Account $: |
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Fiscal Impact / Funding Source
Funding Line 1:
700-520-5201-1703: Internal Services Fund, Real Estate and Asset Management, Postage Charges- $2,600,000 “Subject to availability of funding adopted for FY2024 by BOC”
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Key Contract Terms |
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Start Date: 1/1/2024 |
End Date: 12/31/2024 |
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Cost Adjustment: |
Renewal/Extension Terms: N/A |
Overall Contractor Performance Rating: N/A
Would you select/recommend this vendor again?
Yes
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Report Period Start: |
Report Period End: |
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N/A |
N/A |