DEPARTMENT: Employment and Economic Assistance
FILE TYPE: Consent Action
TITLE
title
Authorization To Execute Contract With Quadient, Inc. For Print To Mail Services
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RESOLUTION
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WHEREAS, the Employment and Economic Assistance (E&EA) Department has established that purchasing print to mail services is more efficient than conducting its mail in-house; and
WHEREAS, by Resolution No. 24-323 (June 25, 2024) the Board of Commissioners authorized a contract with Bywater Business Solutions LLC for print to mail services through December 31, 2026; and
WHEREAS, Quadient, Inc. is a print to mail services company with a contract through the State of Minnesota Cooperative Purchasing Venture; and
WHEREAS, the County holds a cooperative purchase agreement with the State of Minnesota that allows the County to purchase from this vendor under NASPO PA#CRT058809; and
WHEREAS, the cooperative purchasing agreement with the State results in reduced workload and competitive pricing, allowing the County to take advantage of the time spent by the State to perform the competitive bidding process; and
WHEREAS, the rates and services in the State of Minnesota Office of State Procurement contract are the most cost-effective solution for E&EA’s mail needs and volume.
NOW, THEREFORE, BE IT RESOLVED, That the Dakota County Board of Commissioners hereby authorizes the County Manager, or delegate, to execute a contract with Quadient, Inc. under the State of Minnesota Cooperative Purchasing Venture for print to mail services in an amount not to exceed $200,000 per year for three years, subject to approval by the County Attorney’s office as to form.
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BACKGROUND
The Employment and Economic Assistance (E&EA) Department sends about 3,000 pieces of mail to clients each month. Prior to 2024, this function was performed by staff using county-owned mail equipment. When this equipment’s functional life span ended in 2024, E&EA contracted with a vendor for print to mail as a pilot to learn whether moving to print to mail increased efficiencies and had lower costs than having this function in house. That pilot did demonstrate efficiencies with both cost and use of staff time.
In addition to being able to re-deploy staff time to more urgent needs, the pilot demonstrated the need for multiple types of print to mail services. The previous vendor provided services for pre-defined mail streams, and the pilot identified the need for more flexible, ad hoc options in addition to pre-defined mail streams. This contract will meet both of those needs and further increase efficiency of mail room staff (Attachment: Contract Summary Sheet).
RECOMMENDATION
recommendation
After reviewing the itemized quotation dated September 4, 2026, staff recommend awarding a contract to Quadient, Inc., for print to mail services in an amount not to exceed $200,000 per year for the three year term of January 1, 2027 through December 31, 2029.
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FINANCIAL AND STAFFING IMPACTS
The funds for this contract will be included in the 2027 County Manager’s Recommended Budget. The not to exceed amount of $200,000 per year includes $10,000 for implementation and ongoing support, printing and postage costs based on current usage estimates, and a 20% contingency markup.
|
Fund |
Department |
Accounts |
Funding Source |
2027 Recommended Budget |
|
General Fund |
Employment and Economic Assistance |
Printing and Postage |
Federal Financial Participation (FFP) and Levy |
$361,485 |
PREVIOUS BOARD ACTION
24-323; 6/25/24
ATTACHMENTS
Attachment: Contract Summary Sheet
CONTACTS
Department Director: Dana DeMaster
Author: Dana DeMaster