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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.
DAS0101098
Status:  Approved
Meeting Date:  6/15/2020

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)
2021
Bill No.
HB 166
Eligible for OBM
Director Approval?
No

VENDOR INFORMATION
For FYAmountNameAddressCityStateCountyZip Code
DAS01 2021 $90,571.80 Pitney Bowes Global Financial 27 Waterview Drive Shelton CT 06484
DAS01 2021 $84,192.00 Pitney Bowes Inc. PO Box 79676 Baltimore MD 21279-0676

FUNDING INFORMATION
Fund GroupFund CodeAppropriation Line ItemAppropriation Line Item NameFYAmountFYAmount
2100 100612 State Printing 2021 $174,763.80 $.00

SIGNATURES
     
Matthew Damschroder 06/15/2020
   
Agency Director or Authorized Agent On The Date Of
   
05/22/2020 W. Fletch Zimpher
   
Date Controlling Board President/OBM Director
   
AGENCY CONTACT
Name:  Mariah Halleck Title:  Legislative Liaison
Phone:  (614) 995 - 0936 Fax:  E-Mail:  Mariah.Halleck@das.ohio.gov
REQUIRED EXPLANATION OF REQUEST
  The Department of Administrative Services (DAS) respectfully requests Controlling Board approval to waive competitive selection in the amount of $174,763.80 from fund 2100, ALI 100612 (State Printing), in FY 2021 with Pitney Bowes Inc., Baltimore, MD, and Pitney Bowes Global Financial, Shelton, CT, to support printing and mail services provided by DAS.  
  DAS requests approval to rent 24 postage meters and associated supplies from Pitney Bowes Inc., for $84,192.00 and approval to make lease and maintenance payments for seven mailing machine systems and one Address Right printer provided by Pitney Bowes Global Financial in the amount of $90,571.80. DAS State Printing and Mail Services uses this equipment to support centralized mail processing for state agencies.

State Printing facilities operate using Pitney Bowes Business Manager and DF Works, applications that operate only with Pitney Bowes mailing systems and meters. There are no other sources for maintenance for these lease arrangements. In regard to supplies, Pitney Bowes has indicated that the acquisition of supply products from sources other than Pitney Bowes may void the maintenance provisions within the lease arrangements. Only Pitney Bowes mailing systems can be linked to the existing reserve accounts for postage management.

Because Pitney Bowes is the only vendor who can provide these continuing services, DAS did not solicit quotes. These purchases will reference state term schedule contract 800547.
 
  DAS0101063  
Attachments Controlling Board Request No.: DAS0101098
Attachment TypeAttachment Description
Sole source justification letter Pitney Bowes Sole Source Justification Letter
 
Release and Permit Information
NameFYAmountR & P #R & P DateIssued ByComments
Pitney Bowes Global Financial 2021 $90,571.80
Pitney Bowes Inc. 2021 $84,192.00

Operating Request Required Information
Contract Renewal - Pitney Bowes Global Financial
Controlling Board Request No.: DAS0101098
1.  Identify the contractor and provide the contractor's address of their principal place of business.
Pitney Bowes Global Financial
27 Waterview Drive
Shelton, CT 06484

 

2. Provide a brief history of the project or program being affected by the work of the contractor.
  This is a continuation of existing services provided by Pitney Bowes for DAS General Services Division State Printing and Mail Services. DAS is requesting to retain the services of this supplier to ensure continuity of printing and mail services. DAS holds leases with Pitney Bowes for mailing machine systems and an Address Right printer used daily to process state agency metered mail.
3. Specify the deliverables of this contract or describe the scope of the services to be performed by renewing this contract.
DAS GSD State Printing and Mail Services facilities operate using PB Business Manager and DF Works, which operate only with Pitney Bowes mailing systems and and Address Right printer used daily to process state agency metered mail.
 
4.
Cite the account category of expense being used for this purchase of service(s).
Account CategorySubobjectAmountNon-Exempt Amount
527055 $90,571.80 $90,571.80
Total Amounts $90,571.80 $90,571.80
   

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.
NOTE: All amounts must be shown in amounts per fiscal year.
CB Approval DateType of ContractAmount per FY# of HoursRate per Hour per FY
08/07/2017 Renewal $89,507.64 0.00 $0.00
08/07/2017 Renewal $66,868.64 0.00 $0.00
09/09/2019 Renewal $90,571.80 0.00 $0.00
6. Provide the total amount of the contract renewal or total number of hours and total rate per hour.
Total Contract Amount Total # of Hours Total Rate per Hour FY 
$90,571.80 0  $0.00  21  
 
7. Is this contract rate an increase in the total amount of the contract or the rate per hour over the previous contract rate? No
 
8. Duration (beginning and ending dates) of this contract renewal within the biennium.
Beginning Date Ending Date
07/01/2020 07/31/2020
 
9. Provide all subsequent renewal schedules (beginning and ending dates) and amounts associated with this contract.
   
Beginning DateEnding DateTotal Amount
  Explain contract provisions.  State Term Schedule contract 800547 expires 07/31/2020 and is expected to renew prior to the expiration date.
10.
Provide the following employee information: Nationwide Ohio
Total Number of Employees 9894    324   
Percentage of Women 45.7% 44.4%
Percentage of Minorities 46.6% 49%

Operating Request Required Information
Contract Renewal - Pitney Bowes Inc.
Controlling Board Request No.: DAS0101098
1.  Identify the contractor and provide the contractor's address of their principal place of business.
Pitney Bowes Inc.
PO Box 79676
Baltimore, MD 21279-0676

 

2. Provide a brief history of the project or program being affected by the work of the contractor.
  This is a continuation of existing services provided by Pitney Bowes for DAS General Services Division State Printing and Mail Services. DAS is requesting to retain the services of this supplier to ensure continuity of printing and mail services. DAS holds leases with Pitney Bowes for mailing machine systems and an Address Right printer used daily to process state agency metered mail.
3. Specify the deliverables of this contract or describe the scope of the services to be performed by renewing this contract.
DAS GSD State Printing and Mail Services facilities operate using PB Business Manager and DF Works, which operate only with PB mailing systems/meters.
 
4.
Cite the account category of expense being used for this purchase of service(s).
Account CategorySubobjectAmountNon-Exempt Amount
527055 $24,192.00 $24,192.00
521050 $60,000.00 $60,000.00
Total Amounts $84,192.00 $84,192.00
   

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.
NOTE: All amounts must be shown in amounts per fiscal year.
CB Approval DateType of ContractAmount per FY# of HoursRate per Hour per FY
09/09/2019 Renewal $74,192.00 0.00 $0.00
08/07/2017 Renewal $67,692.00 0.00 $0.00
08/07/2017 Renewal $67,692.00 0.00 $0.00
6. Provide the total amount of the contract renewal or total number of hours and total rate per hour.
Total Contract Amount Total # of Hours Total Rate per Hour FY 
$29,192.00 0  $0.00  21  
 
7. Is this contract rate an increase in the total amount of the contract or the rate per hour over the previous contract rate? No
 
8. Duration (beginning and ending dates) of this contract renewal within the biennium.
Beginning Date Ending Date
07/01/2020 07/31/2020
 
9. Provide all subsequent renewal schedules (beginning and ending dates) and amounts associated with this contract.
   
Beginning DateEnding DateTotal Amount
  Explain contract provisions.  State Term Schedule contract 800547 expires 07/31/2020 and is expected to renew prior to the expiration date.
10.
Provide the following employee information: Nationwide Ohio
Total Number of Employees 9894    324   
Percentage of Women 45.7% 44.4%
Percentage of Minorities 46.6% 49%