HomeMy WebLinkAboutAgenda - 11-15-2005-5hORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: November 15, 2005
Action Agenda
Item No. ,`
SUBJECT: Contract Approval: Courier/Mail Services through Orange Enterprises
DEPARTMENT: Purchasing and Central Srvcs. PUBLIC HEARING: (Y/N) No
ATTACHMENT(S): INFORMATION CONTACT:
Pam Janes, (919) 245-2652
PURPOSE: To consider approving a contract with Orange Enterprises far courier and mail
processing services effective December 1, 2005 through June 30, 2008,
BACKGROUND: The County has historically provided courier and mail processing services
through the Central Services Department, Until the past few years, the courier services were
provided only to the County offices located in Hillsborough, who would then make arrangements
for the courier/mail delivery to satellite offices in Chapel Hill where applicable (e,g. Health and
DSS to Southern Human Services Center). As the number of departments without a
Hillsborough location increased, the courier/mail services were extended to some locations in
Chapel Hill (e.g, Solid Waste, Human Rights and Relations), However, the continuing service
demands to serve all Chapel Hill and Hillsborough office, and to provide far back-up services,
can no longer be met with current County staffing,
Recognizing the inability to meet the increasing service demands with existing staffing, the
County Purchasing Director contacted the Executive Director of Orange Enterprises to inquire
about their capabilities to provide such services, Orange Enterprises already specializes in mail
processing and its recent acquisition of a fleet of vehicles when it assumed responsibilities for
the Alamance County program made the County's proposal attractive and well-timed for Orange
Enterprises resources, Collaboration between the County and Orange Enterprises has yielded
a successful negotiation for the services that maintains the County's direct fiscal commitment at
near current level, while increasing the capacity of service significantly.
Highlights of the scope of work around which a contract will be constructed include the
following:
• US Postal Service mail pick up and delivery from County departments;
• Courier mail pick up and delivery from County departments;
• Service area to include both Hillsborough and Chapel Hill offices;
• Service to be provided daily, except on Holidays (County to provide schedule of Holidays)
• An Orange Enterprises staff person and a consumer (OE client) will provide the service to
the County, Staff persons will be paid at a level consistent with ar above living wage.
Consumers are paid based on a schedule established by Orange Enterprises that considers
the individual's ability to perform and other relevant factors,
• Orange County and Orange Enterprises will agree to a set of procedures (stops, locations,
etc) that are to be the basis of daily operation and append to the contract,
• Actual postage usage is to be billed by County Department to the County monthly.
With approval of the contract with Orange Enterprises, the existing County Mail Courier position
will end and existing fianding for that position will be used to make up the fiinding for the Orange
Enterprises contract. The incumbent employee was notified in mid-October that his position
would end with launching of this contract. The employee has been offered promotion to a
position in another County department and also is considering possible transfer to other County
positions.
This agreement continues the County s long relationship with Orange Enterprises. In terms of
possible additional contractual opportunities far collaboration with Orange Enterprises, the
County has distributed a request for proposals for custodial services in two buildings -the
Government Services Center and Government Services Center Annex, Orange Enterprises
responded with a proposal that Public Works now is evaluating, As to individual employment
opportunities, the Personnel Department sends Orange Enterprises all County job
announcements and receives referrals from them as passible candidates are available,
Personnel also participates in Orange Enterprises job fairs and has met periodically with
Orange Enterprises staff to discuss potential placement opportunities,
FINANCIAL IMPACT: The County courier/mail process services will be provided by Orange
Enterprises at their location far a total of $3,700 per month or $44,400 per year. Orange
Enterprises will bill the County for metered postage monthly at actual cost. Current County
courier/mail processing operations, including salary, fringe benefits, operational costs (vehicle,
postage meter, etc) total approximately $42,000, Considering the intangible costs, such as
opportunity costs associated with time spent by the back-up employee, upcoming capital
purchases of mailing equipment that may now be avoided, etc,, the cost of the contract versus
cost of County employee-provided service is favorable. The reduction in personnel casts will
allow the funds currently appropriated in the Central Services budget to support this contract,
RECOMMENDATION(S): The Manager recommends that the Board approve a contract,
contingent upon staff and County Attorney review, for courier/mail processing services with
Orange Enterprises for a period from December 1, 2005 through June 30, 2008 per the terms
and conditions cited in the abstract; and authorize the Chair to sign an behalf of the Board,