June 21, 2022
Information Technology
DATE: June 21, 2022
TO: Mayor Butt and Members of the City Council
FROM:
Sue Hartman, Director of Information Technology
Subject:
Approve the Purchase of a Tabbing Machine for use by
the City’s Duplicating Mail Division
FINANCIAL IMPACT: Funds are available in the Duplicating Mail Division of the Information Technology Department Fiscal Year 2021-
2022 – 01263090-400601
PREVIOUS COUNCIL
ACTION:
None.
STATEMENT OF THE
ISSUE:
The City’s Duplicating Mail room service is required by the United States Postal Service (USPS) to have sealing tabs placed on each folded newsletter processed through their bulk mail facility. An automated tabbing machine
has been identified as a solution to replace the current manual process.
RECOMMENDED ACTION:
APPROVE the purchase of a tabbing machine from
Saddle Point Systems in an amount not to exceed
$30,000 – Information Technology Department (Sue
Hartman 510-620-6874).
DISCUSSION:
The City of Richmond supports neighborhood councils by funding printing services and postage for neighborhood newsletters and flyers. Neighborhood councils are responsible for picking up print jobs, preparing each piece for mailing, and processing AGENDA
REPORT
June 21, 2022
the mail with a technician at the bulk mail facility. Mail preparation for folded pieces includes sealing each piece with two wafer seals.
The number of households in each neighborhood in Richmond varies widely, with some exceeding 4,000 households. Sealing can result in countless hours of manual labor for neighborhood volunteers. In 2021, neighborhood councils began advocating for a sealing machine to help automate this process.
The City’s Duplicating Mail room service is required by the United States Postal Service (USPS) to have sealing tabs placed on each folded newsletter processed through their bulk mail facility. An automated tabbing machine has been identified as a solution to replace the current manual process. City staff reviewed multiple quotes from potential vendors and have selected the lowest cost vendor, Saddle Point Systems. City staff recommends approval of the purchase of this tabbing machine in order to automate the current manual process.
DOCUMENTS ATTACHED:
Attachment 1 – Contract with Saddle Point Systems
Attachment 2 – Saddle Point Systems Quote