5THE CITY OF PLEASANT LIVING
To:
FROM:
DATE:
SUBJECT:
BACKGROUND:
AMOUNT:
ACCOUNT:
FUNDING:
CITY OF SOUTH MIAMI
OFFICE OF THE CITY MANAGER
INTER-OFFICE MEMORANDUM
The Honorable Mayor & Members of the City Commission
May 17,2016 Agenda Item No.: 5 Steven Alexander, City Manager
A Resolution authorizing the City Manager to pay Total
Funds by Hasler for the City's postage meter costs
through FY 20 16.
The City's Procurement Division processes all City mail for distribution
by the U.S. Postal Service, (USPS). The Division utilizes a postage meter·
to ensure the appropriate postage is applied to each piece of mail.
Various type of mailings are processed on a regular basis, including first
class mail, bulk mail to residents/business to comply with public notice
requirements or business license renewals generated by Planning, Code
and the Clerk's Office and certified mail when requested by the
originating Department.
A postage credit is downloaded into the postage meter by the City and
Hasler issues a credit advance account to enable the City to apply
postage to each piece of mail. Hasler actually pays USPS for postage and
then waits for the customer (City) to pay the invoice as a re-
imbursement. This process is in place to make using postage meters
practical for customers (City); therefore, the City has instant access to
postage. Hasler generates a small profit by capturing late fees, if
applicable, but this process is generally a pass-through to USPS.
Total Funds by Hasler is a department of Neopost, the parent company,
that manages the postage. Neopost is the manufacturer of the mail
metering equipment and Hasler is the "brand." The postage meter is
leased by the City from Neopost and the City pays the monthly meter
lease to Mail Finance/Modular Mailing Systems, the leasing division of
Neopost.
$5,010 for FY 2015 -2016
Various Postage Accounts
City funding will apply
ATTACHMENTS: Resolution
Invoice, Total Funds by Halser
Neopost Company Overview
Neopost Postage Resolution # 179-15-14518
1 RESOLUTION NO: _____ _
2 A Resolution authorizing the City Manager to pay Total Funds by Hasler for the
3 City's postage meter costs through FY 2016.
4 WHEREAS, the City routinely process outgoing mail in the course of day to day
5 City business; and
6 WHEREAS; each piece of mail requires the appropriate postage in accordance
7 with the US Postal Services (USPS) rates; and
8
9 WHEREAS, Total Funds by Hasler issues a credit advance to enable the City to
10 apply postage and the City expenses postage into individual departments Postage
11 Accounts based on percentage oftheir postage activity; and
12
13 WHEREAS, Total Funds by Hasler manages and pays USPS for postage from the
14 credit advance for the City's postage which provides the City instant access to postage.
15 NOW THEREFORE BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF THE
16 CITY OF SOUTH MIAMI, FLORIDA;
17 Section 1. The City Manager is authorized to pay Total Funds by Hasler for the
18 City's postage meter costs through FY 2016 for an amount not to exceed $5,010.
19 Section 2. Severability. If any section, clause, sentence, or phrase of this
20 resolution is for any reason held invalid or unconstitutional by a court of competent
21 jurisdiction, this holding shall not affect the validity of the remaining portions of this
22 resolution.
23 Section 3. Effective Date: This resolution shall take effect immediately upon
24 enactment.
25
26
27
28
29
30
31
32
33
34
35
36
37
38
39
PASSED AND ADOPTED this _ day of ___ -', 2016
ATTEST:
CITY CLERK
READ AND APPROVED AS TO FORM,
LANGUAGE, LEGALITY AND EXECUTION
EXECUTION THEREOF
CITY ATTORNEY
Page 1 of 1
APPROVED:
MAYOR
COMMISSION VOTE:
Mayor Stoddard:
Vice Mayor Welsh:
Commissioner Harris:
Commissioner Liebman:
Commissioner Edmond:
"HASLER
i~~iS,9,~ljr~!;JP,!9tmil.~.fnt~t(f~[~t~t~ig;~{::Y~~~~~~FB~fui~r~A~t0~
• CITY OF SOUTH MIAMI
ATTN ACCOUNTS PAYABLE
Account Number: 7900011002063033
Closing Date: 04/26/16
Available Credit: $3,490.00
Customer Service (800) 636-7678
Monday-Friday 8:00 AM to 8:00 PM ET
Page 1 of 2
INVOICE
~tj~.,,~,S,_q_~:rrt::~q,mm,~~~~,:;:i~~X~\'i/X~C~}j~~11:~Y::'?;~~Wi~·~!.
Previous Balance $ 0.00
Purchases + 5,000,00
Credits 0.00
Payme'nts 0.00
Other Debits + 10.00
Finance Charges + 0.00
NEW BALANCE $ 5,010.00
:~)~;I.&m,»t~Jnlti;rm~!~~t{f~~1~~i~~~~:~S~1~f1U~0h~iF£"?Ji~7~~~i)~~~il~~if~t~M,@.i~;~~~Xro:~P.tit~l::j~4·~·ltif,j~~~!fid~g:~)~Y~.~}~~[t!;f~&tt;\f;:;"
I~ Total Minimum Payment Due $351.00
'~ Payment Due Date 05/24/16
TOTALFUNDS BY HASLER
PO BOX 30193
TAMPA FL 33630-3193
~,~mR9~t!!tiiW~1~jl~:i~i@ti:i~~~1imi~~~j~S~~if3~~~£%~i~t~ifi~t~;1}~11t1~~jWtt?3f!~~~~~~-t;~\~~~~:~J1~kl\~::~~;;~~~~i~i~j~j~ftfM~~~~~*f.f~j~?ki
PLEASE BE SURE TO INCLUDE THE STUB BELOW WHEN REMITTING PAYMENT. THIS WILL ENSURE THAT YOUR
PAYMENT POSTS TO YOUR ACCOUNT WITHIN 24 HOURS OF RECEIPT ••
ACCOUNT INFORMATION IS ALWAYS AVAILABLE ON UNE AT WWW.HASLERINC.COMIMYACCOUNT
I
04126 04126 PPLN02 77900016117602117386167 MONTHL YFLEX LlMITFEE 10.00
expllanalion of Finance Charge Method (FCM)
PLEASE DETACH cOUPON AND RETURN PAYMENT USING THE ENCLOSED ENVELOPE· ALLOW 5 DAYS FOR MAlL DELIVERY
TOTALFUNDS BY HASLER
PO BOX 30193
TAMPA FL3363Q..3193 HASLER
WEM.o)jmNilltiIi"r:'1~1
7900 0110 0206 3033
Check box to indicate D
name/address change
1ii~~~i~l
$5,010.00
• CITY OF SOUTH MIAMI
AnN ACCOUNTS PAYABLE
6130 SUNSET DR
SOUTH MIAMI FL 33143·5093
$351.00
I" II", II .... II, I .. I, ,11 .. 1, I ,II" ,I ,I, .. ,II", II ,II" .. II, ,I
05/24116
on back of this coupon
AMOUNT OF PAYMENT ENCLOSED
$
MAKE CHECK PAYABLE TO,
I, ,II" ,II" II"" II, II,,,, ,II"" III, I", ,II, I ,I", ,II, I" ,II
TOTALFUI~DS BY HASLER
PO BOX 30193
TAMPA FL 33630-3193
87 7900 0110 02063033 00035100 00501000 0
DEPARTMENT ACCOUNT # BUDGETED $
City Clerk 001-1200-512-4110 $500.00
City Manager 001-1310-513-4110 $1,500.00
Human Resources 001-1330-513-4110 $275.00
Finance 001-1410-513-4110 $7,030.00
BUilding 001-1610-524-4110 $200.00
Planning &Zoning 001-1620-524-4110 $2,500.00
Code Enforcement 001-1640-524-4110 $7,000.00
Public Works 001-1770-519-4110 $0.00
Police 001-1910-521-4110 $1,800.00
Parks 001-2000-572-41 10 $100.00
$20,905.00
,
-_ .. _---
.1'~-
v
Percentage of
Budget
2.39%
7.18%
1.32%
33.63%
0.96%
11.96%
33.48%
0.00%
8.61%
0.48%
100.00%
Payment for Each
Department
$119.83 /-->,-
$359.48 V/
$65.91 v'/
$1,684.78 -/ /'
$47.93 V L
$599.14 ~
$1,677.59 V
./
$431038 V/
$23.97 V
$5,010.00
Balance
5/612016 NeoFundslTotalFunds I Neopost USA
I\lCUrUI'lLJ0j I U I f"\LrUI\lU0
NeoFunds/TotalFunds
Welcome to the NeoFunds@/TotaIFunds@
postage payment service. This service is
specially designed to simplify your postage
payment process. You can print postage now
and pay later. You gain a new level of flexibility
and control in managing your business and
mailing operations.
How Does Neopost USA's Postage
Invoicing Program Work?
You download the postage that you need,
whenever you need it. No need to prepay.
Neopost USA will pay the United States
Postal Service on your behalf for the
postage you request.
You will receive a postage invoice each
month of account activity that itemizes all
of the postage downloads into your mailing
machine for individual monthly billing
periods.
You can take as many as 28 days from the
statement date to pay by check, ACH or
online.
How Much Postage Can I Download?
Your account limits are established based on the
mailing system that you have:
Free Total
Mailing Plan
Transaction Account
System Name
Limit Limit
http://www.neopostusa.comlfinancial-services/neofunds 1/2
5/612016 NeoFunds/TotalFunds I Neopost USA
Low
Volume
Mid to
High
Volume
Basic
PLUS
Advantage
PLUS
$700 per
monthly
billing period
$4,000 per
monthly
billing period
~Reguest an Account Limit Increase
$1,500
$8,500
How Else Can I Use My NeoFunds Account?
Your NeoFunds account can be used to pay for
supplies, meter-rental invoices, NeoShip
shipping transactions and other Neopost
applications.
http://www.neopostusa.comlfinancial-services/neofunds 212
51612016 MailFinance I Neopost USA
IVI f-\ f L r 11'1 M 1\1 V C.
MailFinance
Leasing is a popular and convenient
form of business financing.
One out of every three dollars of financed capital
expenditures in the United States is leased and
80% of all U.S. companies lease some part
of their equipment inventory. Leasing can be
leveraged to acquire more capital equipment
than any other form of financing.
The popularity of leasing is a direct result of the
numerous benefits it provides: obsolescence
protection, cash conservation and flexible
payment terms.
Working with a strong, stable financial source is
essential for a successful lease relationship.
MailFinance was created 24 years ago and has
grown into a multi-million dollar company.
Mail Finance provides programs, promotions,
incentives and services designed to meet the
individual needs of Neopost USA customers. The
company can also combine hardware, software,
services and meter rental charges into one
simple payment.
MailFinance, a leasing company 100%
dedicated to the mailing. shipping and document
handling industrv, offers the flexibility to take
http://www.neopostusa.comlfinancial-services/mailfinance 1/2
51612016 Mail Finance I Necpost USA
advantage of the most advanced equipment and
systems available. Plus MailFinance ensures
you have the ability to comply completely with
USPS regulations.
Leasing is the best option for many businesses.
Find out how which MailFinance leasing
program or financing solution is right for you.
Please contact your local Neopost Sales
Professional.
htlp:llwww.neopostusa.comlfinancial-services/mailfinance 212
RESOLUTION NO: 17 9 -1 5 -14 51 8
A Resolution authorizing the City Manager to enter into a sixty (60)
month lease agreement with Modular Mailing Systems, dba, Neopost
Florida for a digital mail postage meter through a State of Florida
piggyback agreement, contract no. 600-760-11-1.
WHEREAS, the City requires a postage meter and related maintenance for the
equipment to process mail activity through the U.S. Post office; and
WHEREAS, Modular Mailing Systems, dba Neopost Florida is the primary vendor
on the State ofFlorida "Mail Processing Equipment," contract no. 600-760-11-1; and
WHEREAS, the digital mail postage meter will provide the City an efficient and
cost effective solution for processing the various types and quantities of City mail
activity; and
WHEREAS, the purchase order for the mall processing equipment will be issued
to MAILFINANCE, Inc., a leasing company Neopost owns for exclusive use of aSSisting
customers with the lease of Neopost mailing equipment; and
WHEREAS, the monthly lease payment indudes installation, training and ongoing
maintenance through the term of the lease; a copy of the agreement which will not
exceed 5 consecutive years is attached.
NOW THEREFORE BE IT RESOLVED BY THE MAYOR AND CITY COMMISSION OF
THE CITY OF SOUTH MIAMI, FLORIDA;
Section 1. The City Manager is authorized to enter into a sixty (60) month lease
agreement with Modular Mailing Systems, dba, Neopost Florida for a digital mail
postage meter through a State of Florida piggyback agreement and contract "Mail
ProceSSing Equipment," contract no. 600-760-11-1.
Section 2. Severability. if' any section, clause, sentence, or phrase of this
resolution is for any reason held invalid or unconstitutional by a court of competent
jurisdiction, this holding shall not affect the validity of the remaining portions of this
resolution.
Section 3. Effective Date: This resolution shall take effect immediately upon
enactment.
PASSED AND ADOPTED this 27 day of October, 2015.
ATTEST: APPROVED:
Page 1 of2
Res _ No.
Page 2 of2
MAYOR
COMMISSION VOTE:
Mayor Stoddard:
Vice .Mayor Harris:
Commissioner Liebman:
Commissioner Welsh:
commissioner Edmond:
4-0
Yea
absent
Yea
Yea
Yea
Digital Mall Meter Contract
State of Florida Contract no. 600·760-11·1
THIS AGREEMENT made and entered into this zf day of (!l ~ . 20/ r-:
by and between the City of South Miami, a Florida municipal Corparatlon by and through its
City Manager (hereinafter referred to as "City") and Modular MsllinJ S'tAAems dba Neopost
f.I2I:il!D. (hereinafter referred to as "Contraotor").
WITNESSETH:
WHEREAS, the State ofF!orlda sallclted bids, purauant to Contract no. 600-76(H 1·1.
for Mail Processing Eqyipment; Bnd
WHEREAS, the Stete of Florida, after "ompletlng a competitive bidding process,
awarded a contract to Contractor, and
WHEREAS, the City of South Miami desires to utilize the State of Florida
Contract and pUl'8uant to authority of the City of South Miami's Charter.
NOW, THEREFORE, the City and the Contractor. each through their authorized
representative/omclal, agree as follows:
1. The City daslres to enter Into a Contract, under the same terms and
oondltlons as act forth in the solicitation and the agreement between the Stat!! of F!orlda
and Contractor, pUl'8uant Contract no. 60Q.760:: I H.
Z. The City has reviewed the contract and agrees to the tenns and conditions and
further agrees to the fair and reasonableness of the pricing. Contractor hereby agrees to
provide such acrvlces under the ssme prlce(s), terms and conditions as found in the
solicitation documents and the response to the solicitation, pertinent copies ofwhioh are
attached hereto as Exhibit A and made a part hereof by reference, and the agreement andlor
the award between the State ofFlodda and Contraotor., pursuant Contract no, 600-760.1\.1,
a copy of which, including any amendments and addandums thereto, Is attached hereto and
made a part hereof by reference.
3. All references in the contract between the State ofFlori!la and Contractor,
shall be assumed to pertain to, and are binding upon Contractor and the City of South Miami.
All decisions that are to be made on behalf of the City, as act forth Inlhe State ofFlsW!Ia's
Contract no. 6QO.760: I 1-1 and Its agreement with Contractor, shall be made by the City
Manager for the City of South Miami. The term of the contract, Including all extensions
authorized by the contract shall not exceed fIve yoars. Notwithstanding anything contained
in the Contract no, 6QQ.7§O.J H or the Stgtc of Florida contract to the contrary, this
agreement shall be governed by the laws of the State of Florida and venue for all dispute
resolutions or litlglltlon shall be in Miami.Dade County, Florida.
ThomnsF. Pope-7.16.14
Paso! of3
,
I'
4. Purchase Orders: In aecordance with the terms of the State ofFlorjda
Contract no 600-760,1 I-I. purchase orders for mall processing equipment shall be Issued to
MAILFlNANCE, Inc., a leasing company owned by the Contractor for the ex:cJuslve use of
assisting customers with the lease of Contractor's mailing equipment.
s. Public Recordal Contractor and all of its subcontractors are required to
comply with the public records law (s.119.0701) while providing goods and/or Services on
behalf of the CITY and the Contractor, under such conditions, shaUlncorporate this
paragraph in all of Its subcontracts for this Project.
6. Waiver Jury Trill: City and Contractor knowingly, irrevocably voluntarily
and intentionally waive any right either may have to a trial by jury in State or Federal Court
proceedings in respect to any action, proceeding, lawsuit or counterclaim arising out of the
Contract Documents or the performance of the Work thereunder.
7. Validity of Executed CopIes: This agreement may be cx:ecuted in several
counterparts, each of which may be construed as an original.
8. Governing Laws and Venue: This Agreement and the performance of
services hereunder will be governed by the laws of the State ofFlorldB, with ex:clusive venue
for the resolution of any dispute being a court of competent jurisdiction In Miami-Dade
County, Florida.
,. Attorneys' Fees and Costs: In the event of any litigation between the parties
arising out of or relating in any way to this Agreement or a breach thereof, each party shall
bear Its own costs and legal fees. Nothing contained herein shall prevent or prohibit the right
to be Indemnifted for any attorney fees Incurred In the defense of an action by a person or
entity who Is not a party to this Agreement. '
10. Severability: If any term or provision of this Agreement or tho application
thereof to any person or circumstance shall, to any extent, be Invalid or unenforceable, the
remainder ofthls Agreement, or the application of such term or provision to persons or
circumstances other than those to whloh it is held Invalid or unenforceable, shall not be
affected thereby and each tenn and provision of this Agreement shall be valid and
enforceable to the fullest ex:tent permitted by law.
IN WITNESS WHEREOF, and as the duly authorized act of the parties, the undersigned
representatives of the parties hereto have caused this Instrument to be signed In their respective
names by their proper officials and to be attested by their respective Clerks the day and year first
above written.
VEN<:?~
BY:_~-r __ ...,L. __
'7n--o?, A fjvv.,.''T v~ 6-WI
(type name and title of signatory above)
ThomllBF. Pcpo-7,16.14
Pnge 20f3
,
". ,
Read and Approved as to Form,
Language!, legality and Execution
thereof '
ThomB. F. Popo-7.16·14
signed by:
F.Pepe = Thomas F.
C= USO= City
MiamiOU=
Attorney
2015.10.28 11 :,31:
-05'00'
PBs03013