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Commissioners approve lease for new postage meter after review of vendor proposals
Summary
The Board approved replacing the postage machine on the courthouse floor, selecting a Tri State Mailing Systems lease at $218.95 per month and an annual maintenance contract of $245, after staff compared proposals from two vendors.
The Board of Commissioners approved a lease agreement to replace the postage meter used on the courthouse floor, selecting a proposal from Tri State Mailing Systems.
The commissioners were told staff solicited two proposals — one from Tri State Mailing and one from Southern Business — after the county's existing machine required replacement because of a change in operating system. Staff said the machine previously supplied by Southern Business included advanced features the county did not use and that Tri State's replacement would be closer in specification to the county's needs while costing about the same.
County staff presented the Tri State proposal as a replacement option. The lease was described in the staff presentation as $218.95 per month with an annual maintenance contract of $245. Staff also said the U.S. Postal Service governs the meter and that postage-rate-related adjustments would be handled under those rules; maintenance pricing was not being increased under the proposed contract.
The board moved and voted to approve the Tri State proposal. The packet materials and staff discussion noted the vendor would cancel the old contract and pick up the existing machine as part of the transaction.
The county did not provide a line-by-line comparison of feature sets in the meeting; staff said the county was not using the advanced features on the prior Southern Business machine and that the Tri State unit better matched current needs.
