Preparing document for print. Please wait.
State of Ohio - Controlling Board Request
STATE OF OHIO
CONTROLLING BOARD
30 East Broad Street, 34th Floor
Columbus, Ohio 43215-3457
(614) 466-5721 FAX:(614) 466-3813
OPERATING REQUEST Controlling Board No.
DAS0100987
Status:  Approved
Meeting Date:  2/26/2018

GENERAL INFORMATION
Agency
Administrative Services


Division/Institution
General Services Division
Waiver of Competitive Selection  (Revised Code Section 127.16B)
      No Competitive Opportunity
      Agency Released Competitive Opportunity
Agency Released Competitive Opportunity (Revised Code Section 127.162)
Other Statutory Authority/Bill Section:
Operating Transfer Request  (Revised Code Section 127.14)
      Appropriation
      Cash
      Other Statutory Authority/Bill Section:
Fiscal Year(s)
2018-2019
Bill No.
HB 49
Eligible for OBM
Director Approval?
No

VENDOR INFORMATION
For FYAmountNameAddressCityStateCountyZip Code
DAS01 2018 $4,000,000.00 The Pitney Bowes Reserve Account 1245 East Brickyard Road, STE 250 Salt Lake City UT 84106-4278
DAS01 2019 $4,800,000.00 The Pitney Bowes Reserve Account 1245 East Brickyard Road, STE 250 Salt Lake City UT 84106-4278

FUNDING INFORMATION
Fund GroupFund CodeAppropriation Line ItemAppropriation Line Item NameFYAmountFYAmount
2100 100612 State Printing 2018 $4,000,000.00 $.00
2100 100612 State Printing 2019 $4,800,000.00 $.00

SIGNATURES
     
Robert Blair 02/26/2018
   
Agency Director or Authorized Agent On The Date Of
   
02/09/2018 Christine Morrison
   
Date Controlling Board President/OBM Director
   
AGENCY CONTACT
Name:  Zachary Prouty Title:  Legislative Director
Phone:  (614) 995 - 0936 Fax:  E-Mail:  Zachary.Prouty@das.ohio.gov
REQUIRED EXPLANATION OF REQUEST
  The Department of Administrative Services (DAS) respectfully requests Controlling Board approval to waive competitive selection for $4,000,000 in FY18 and $4,800,000 in FY19 from Fund 2100, ALI 100612, State Printing, to amend the contract with The Pitney Bowes Reserve Account, Salt Lake City, UT.  
  Under this waiver, DAS State Printing and Mail Services will pay for postage through a Pitney Bowes Reserve holding account used to replenish postage meters inserted into mail system units for processing state agencies' daily metered mail.

This requested waiver will increase a waiver previously approved by the Controlling Board on 8/7/17. The initial waiver covered postage meter needs for approximately the first half of the fiscal year while DAS determined the impact of a January 2018 USPS rate increase as well as agencies' mailing needs. Approval of this request will bring the total waiver with Pitney Bowes Reserve Account up to a level sufficient for both FYs 2018 and 2019. This waiver does not require any change to the appropriation for line item 100612, State Printing.

Pitney Bowes is the only vendor that can provide postage meter replenishment for the state's existing Pitney Bowes mailing systems and meters without compromising the maintenance provisions within the equipment leases. Therefore, DAS did not solicit quotes. This purchase will reference state term schedule contract 800547.   
 
  DAS0100940, approved 08/07/17  
Attachments Controlling Board Request No.: DAS0100987
Attachment TypeAttachment Description
Sole source justification letter Pitney Bowes Sole Source Letter
 
Release and Permit Information
NameFYAmountR & P #R & P DateIssued ByComments
The Pitney Bowes Reserve Account 2018 $4,000,000.00
The Pitney Bowes Reserve Account 2019 $4,800,000.00

Operating Request Required Information
Contract Amendment - The Pitney Bowes Reserve Account
Controlling Board Request No.: DAS0100987
1. Identify the contractor and provide the contractor's address of their principal place of business.
The Pitney Bowes Reserve Account
1245 East Brickyard Road, STE 250
Salt Lake City,  UT  84106-4278
   
2. Explain why the contract is being amended and the effect on the project or program.
The initial contract covered postage meter needs for approximately the first half of the fiscal year while DAS determined the impact of a January 2018 USPS rate increase as well as agencies' mailing needs. This amendment will bring the total waiver with Pitney Bowes Reserve Account up to a level sufficient for both FYs 2018 and 2019.
   
3. Specify the deliverables of this contract or describe the scope of service(s) to be performed by this contractor.
The state deposits funds into a Pitney Bowes holding account for use in postage meter replenishment the meters are inserted into mail system units for processing state agencies' daily metered mail.
   
4.
Cite the account category of expense being used for this purchase of service(s).
Account CategorySubobjectAmountNon-Exempt Amount
560053 $8,800,000.00 $8,800,000.00
Total Amounts $8,800,000.00 $8,800,000.00
   
5.
Provide the dates of previous Controlling Board approvals for this contract. Indicate whether the approvals were for the initial contract, amendments to this contract, or previous renewals for this contract. In addition to the
date(s) of Controlling Board approval, provide the following information depending upon the type of contract previously approved by the Controlling Board.
Initial Contract - Total amount of the initial contract or number of hours and the rate per hour.
Amendment - Total amount of the amended contract (initial + amendment) or total number of hours (initial + amendment) and the total rate per hour (initial contract + contract amendment + contract renewals within the biennium).
Renewal - Total amount of the renewed contract or the total number of hours and the total rate per hour.
CB Approval DateType of ContractAmount per FY# of HoursRate per Hour per FY
08/07/2017 Initial $4,000,000.00 0.00 $0.00
08/07/2017 Initial $4,000,000.00 0.00 $0.00
   
6. If this contract amendment affects the total amount of the contract or the total number of hours and total rate
per hour, provide the new rate information.
Total Contract Amount Total Number of Hours Total Rate per Hour FY

  $16,800,000.00

  0

  $0.00

7. Duration of this contract (beginning and ending dates) within the fiscal biennium, including amendment.
Beginning Date Ending Date  
08/07/2017 06/30/2019
8. Provide all subsequent renewal schedules (beginning and ending dates) and amounts associated with this contract.
Beginning DateEnding DateTotal Lease AmountFY2
  Explain contract provisions. 
9.
Provide the following employee information: Nationwide Ohio
Total Number of Employees 10248    382   
Percentage of Women 41.83% 34.82%
Percentage of Minorities 58.17% 65.18%