RESOLUTION NO. _____________

BOARD OF SUPERVISORS, COUNTY OF SAN MATEO, STATE OF CALIFORNIA

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RESOLUTION (A) WAIVING THE REQUEST FOR PROPOSAL (RFP) PROCESS, AND (B) AUTHORIZING THE PRESIDENT OF THE BOARD TO EXECUTE A LEASE-PURCHASE AGREEMENT WITH DOCUMENT MESSAGING TECHNOLOGIES, A DIVISION OF PITNEY BOWES, INC., FOR A MAIL SORTING SYSTEM, FOR A LEASE-PURCHASE TERM FROM SEPTEMBER 15, 2007 THROUGH SEPTEMBER 15, 2012, AND FIRST YEAR OF LICENSE AND SUPPORT FEES, IN AN AMOUNT NOT TO EXCEED $686,000, WITH PROJECTED FIVE-YEAR COSTS OF $896,000 TO RENEW ANNUAL LICENSE AND SUPPORT FEES; AND (C) AUTHORIZING THE ASSESSOR-COUNTY CLERK-RECORDER OR HIS DESIGNEE TO EXECUTE CONTRACT AMENDMENTS WHICH MODIFY THE COUNTY'S MAXIMUM FISCAL OBLIGATION BY NO MORE THAN $25,000 (IN AGGREGATE), AND/OR MODIFY THE CONTRACT TERM AND/OR SERVICES SO LONG AS THE MODIFIED TERM OR SERVICES IS/ARE WITHIN THE CURRENT OR REVISED FISCAL PROVISIONS

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RESOLVED, by the Board of Supervisors of the County of San Mateo, State of California, that

WHEREAS, Ordinance Code Section 2.92.050 authorizes the Board of Supervisors to waive the Request for Proposals process in any situation where the Board determines that the best interest of the County would be served without the necessity of formal proposals; and

WHEREAS, the Assessor-County Clerk-Recorder has determined that Pitney Bowes, Inc. is the sole source of a mail sorter system that satisfies functionality and support specifications for processing inbound vote-by-mail ballot return envelopes; and

WHEREAS, almost 40% of County voters vote by mail and this trend is growing, and the proposed system’s accurate, fast, labor-saving processing of vote-by-mail ballot return envelopes will return the investment during the term of the lease; and

WHEREAS, in light of the foregoing, this Board has determined that it is in the best interest of the County to waive the RFP process and hereby does so; and

WHEREAS, there has been presented to this Board for its consideration and acceptance an Agreement, reference to which is hereby made for further particulars, whereby Document Messaging Technologies, a division of Pitney Bowes, Inc., shall provide a five-year lease-purchase of the system, and the first year of licensing and support services, for the period of September 15, 2007 through September 15, 2012, for a total compensation not to exceed $686,000 during the contract term; and

WHEREAS, this Board has considered the Agreement and approved it as to both form and content and desires to enter into it.

NOW, THEREFORE, IT IS HEREBY DETERMINED AND ORDERED that the that the President of this Board of Supervisors be, and is hereby, authorized and directed to execute said Agreement for and on behalf of the County of San Mateo, and the Clerk of this Board shall attest the President's signatures thereto.

BE IT FURTHER RESOLVED that the Assessor-County Clerk-Recorder shall be authorized to execute Amendments and minor modifications not to exceed $25,000 and to make minor changes in services and activities provided under the Agreement.

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