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3. New Mailing Equipment 1 __4 „,..:, „....., CITY OF 3 ., i"\ CHANHASSEN 1 ..:_LYirs, ., . `- 690 COULTER DRIVE • P.O. BOX 147 • CHANHASSEN, MINNESOTA 55317 Af,I (612) 937-1900 .+rtk)n by C ty Ailmtt*htWiF MEMORANDUM +.f!Ck:rs°,�__{/ D4)14' ITO: Don Ashworth, City Manager , v:!f-'t`A .__.._ _ IFROM: Karen Engelhardt, Office Manager 4 ii:.. :3,L;,n:-,2a to ,;(3,,rni✓s• DATE: April 11, 1989 v8fi@ J'L'':wYCCL ,0 1.U;11G16 ISUBJ: Request to Purchase New Mailing System ,L _- As you know, I have been looking at new mailing systems for the City. Our current postage meter/sealing unit is over 15 years old and cannot adequately handle the amount of mailings we pro- I cess , i .e. public hearing notices, meeting notices, CAA mailings, etc. Currently, support staff folds the paper, stuffs the envelopes, and feeds each piece into the mailing machine ' manually. The new system would do all these functions automati- cally and would be a real time saver. Additionally, I understand that the Finance Department will soon be changing our utility billing postcard system to the bills being inserted in an I envelope. This will also allow us the flexibility of inserting other information in with the utility bills. I I have reviewed new equipment from three different vendors and their quotes are as follows: Pitney IFriden Bowes IMS Mailing Machine $3, 442 . 50* $3,643 . 00* $3 ,120. 00* I Folder/Inserter 7,174. 75 7, 782. 00 8, 725. 00 Mail Opener 1, 099 . 00 1,062. 00 735. 00 5 lb. Scale 854. 00 898. 00 1, 005. 00 I $12,570. 25 $13 , 385. 00 $13 ,585 . 00 * Includes trade-in of our current sealing unit II also received quotes for reconditioned equipment (used equip- ment that is cleaned up and worn parts replaced) and received Iseveral different options : Friden: Friden does not "recondition" its equipment but rather sends it back to the factory and "remanufactures" it. This means M Mr. Don Ashworth April 11, 1989 ' Page 2 that the entire inside of the machine is new and only the steel cover is repainted and reused. The cost of a remanufactured folder/inserter is $4 , 980 . 00 , which 1 brings their quote down to a total of $10, 375 . 50. Pitney Bowes : Pitney Bowes quoted two packages including recon- ' ditioned equipment. The first option is all pieces reconditioned for a total cost is $11 , 427. 00. The second option is a new mailing machine with all other pieces of equipment reconditioned, which totals $13 ,516 . 00 (Note: $16 . 00 higher than all new equipment) . The reconditioned models are usually not more than five years old. IMS: This company does not sell reconditioned equipment. Advanced Mailing Systems : Mr. -Sam Namik works out of his home and only sells reconditioned Pitney Bowes equipment. His total bid is $7 , 280. 00 for all the equipment noted above; however, the mailing machine is an older model/technology than quoted by Pitney Bowes . I asked him how old the folder/inserter was and how much volume the machine had run. He could not give me this information because he got the unit from someone in Michigan. I cannot recommend purchasing this reconditioned equipment as bid by Advanced Mailing Systems. This company is a "one man opera- tion" and has two retired Pitney Bowes service technicians who service his equipment. The parts they would use to repair our equipment would either be used, or would have to be purchased from Pitney Bowes and I believe we would be paying a higher price for those new parts . Mr. Namik also stated that if anything ever happened that his company could no longer service our account, that Pitney Bowes would be willing to offer us a maintenance contract. When I asked Pitney Bowes about this, they said they would service our equipment, but only after a an inspection by their service department and replacement of all worn parts . All the equipment, both new and used, has a 90 day guarantee for ' parts and labor. There is also a leasing option for all equipment and the prices would be as follows : Charge Pitney Per Month Friden Bowes IMS 36 month $367 . 00 $513. 66 $476 . 83 48 month 321. 00 428 . 66 60 month 281. 0`0 372. 66 After completion of any of the leases above, the City would own ' the equipment. ' Mr. Don Ashworth April 11, 1989 Page 3 In addition to the fees noted above, there is a monthly postage p e 9 meter rental charge required to be paid as follows : Friden: $21. 95/month; however, they will give us the . first year ' s meter rental free. ' Pitney Bowes : $33 . 00/month ' IMS : $30. 00/month Additionally, annual maintenance agreements are available at the following prices : Friden: $1, 227 . 00 , f�,�; Pitney Bowes : $1 , 145 . 25 ►.k IMS : $1, 500 . 00 (Note: The prices above inc ude all equipment bid. We may want to look at putting only a fe pieces of equipment on a main- tenance contract. ) RECOMMENDATION ' I have contacted several references provided by the Friden Company and all customers are well satisfied with the equipment ' and the service provided by Friden. From the demonstrations I attended, I feel that the Friden equipment is the best suited to our needs and the easiest equipment to operate. ' I recommend that we purchase the following equipment from the low bidder, Friden: ' Model 9125 Mailing Machine $3 , 442 . 50 System 500R Folder/Inserter ( remanufactured) $4 , 880 . 00 5001 Letter Protector $1, 099 . 00 8505 Electronic Scale $ 854 . 00 $10 ,75 . 50 ' Additionally, this equipment is expandable to a second, station folder/inserter for future needs . ' Monies have been budgeted within the City Hall Expansion Fund and Utility Fund for this purchase ( $12, 000 was allocated) . I The versatile, efficient and reliable way to take the handwork outs of your paperwork. I I Fri den Alcatel ' JVStenT. 500 Folder/„uerer. [0 A -,t;44.4.- : 1 , off I I I ,, , ' ' :,47., 0 I I I IN i . Save time, save labor while I .l. Y our mailings out on time. 1 . 1 _.i olding, inserting and other paper processing tasks can be extremely time-consuming. Extremely expensive too, when you pay employees to do these often essential chores Iwhile more productive work must wait. Friden Alcatel's System 500 solves these problems by enabling a single I person to fold and insert up to 15 times faster than by hand. Not only will you substantially save on the cost of labor involved with handling paper manually, but you'll also get 1 your invoices, statements, payments, payroll checks and direct mail programs all out on time, every time.This means 1 more effective promotional campaigns, and better cash flow from timelier payments. I _- II ry _ In single station configuration,the System 500 performs a variety of folding and inserting chores. Up to 4,600 documents per hour I ' mss. • `�` ` 1 (tlii i - 1 L 1 7?;/.(,'f:i; ,y?tl",ust ,: i/oi.t'of:bids to benefit every deba en ... 1 � r rC- 1 x .!M "''t.,,,,,,_, iI '�, ?.:Z:..�-..3'`-.tc';fi • • '�( ..i:J A�rl�� ( �FJ^V.i(%7�): ..a ''�F 1 Parallel ^^l�ii Legal size Invoices, 'S.1, � fold. sheets. statements, y'�'...i End fold. promotional fliers. �%. Computer 1 L r:J(. 2i20 r; r„'7? 2/ ` J 4 lope sti!es, 200. printouts. System 500 inserts into such envelopes as Executive,Commercial and Official, Baronial,Bankers,Booklet and more. I 1 - 9,--'• 4, In two station configuration,the System 500 can fold from each r 0 station in one continuous operation.Eliminates prefolding. I F 1 i"ft.* i ;- ift -, --t ''-'1".10`4pos- • IIIIIIIIIIIr I sip _ '4114141111011 au milsiii2liftws.tmeftesmor, .. O c, I x-,73 �~,-a y.'y 'ee✓s ^ter on the>,�0v2.i nd,�eeus every Compact and versatile.The System 500 A �� ` department productive. is compact enough for tabletop operation. Modular components.Friden Alcatel's Its variety of uses and different folds will System Modular components.mpcomprised nen . of modular benefit departments throughout your operation permits department managers System which can perform together company:Accounts Receivable,Accounts to easily supervise the handling of con- I components a variety of ways can suit your together Payable,Payroll,Personnel,Marketing, fidential documents.With the flick of Sales and more.In addition,with Friden a lever,the System 500 can automatically vidual needs. Alcatel's line of sturdy,modular furniture, seal those documents.And count them too. Two feed stations:No prefolding.When you can set up arrarea to help you better Interface capability.For large mailings, ' in two station configuration,the System organize your folding and inserting work. you'll enjoy all the benefits of your System 500 offers the advantage of folding Processing security.Paper processing 500 even more when it's interfaced with and inserting from each station.This security is another advantage of the Friden Alcatel's 9150 Electronic Mailing lets you insert extra communications System 500.The system's one person Machine.By interfacing,you can fold I with invoices,statements or paychecks and insert PLUS meter all your mailings without prefolding. at once.You simply feed your documents and envelopes into the System 500, , and your mailing comes out of the 9150 I Electronic Mailing Machine ready to send. I ...% -,' ;7146,,,, - IIPII"I .41 I t- g%.. jtil, .'+% / I 1 p it: rill -411 4 S ,...: _,.., .., ...._ iii 144 " Large mailings get out even quicker i ,' when the System 500 is interfaced with our Automatic Mailing Machine. 1 I I I MIE 2S,3'.;8„., "',','2�V,.r.G iii - ;71,32;7%---=,- ;� 2w§y. I Easy operation. Operating the System If folding is all that's required, 500 is simple.With minimal training,one this System 500 component works - person can easily operate the System 500. separately to make the job a snap. 4. ,�` Friden Alcatel will teach your operators ,. .: I everything they need to know `, Convenient flexibility.The System 500 ' easily adapts to a wide variety of paper \� _` w eilij eights and types—from"onionskin" �` I weights to heavy bonds.It also accepts closed window or regular envelopes right from their box and opens them automat- T r ically for insertion.Plus,in most cases when you need to change an application, you don't have to change the System 500's , equipment configuration.Simply adjust the controls. I Continuous operation—just load the paper. The System 500 practically runs itself.Loading paper and envelopes and I periodically monitoring its operation is The System 500 easily adjusts to provide a variety of folding and inserting combinations. all the work required. Operations that require end folding such as payroll checks or oversized invoices can be processed in this configuration—without prefolding or a second operation. # 4 ; • = ate., -- II IS Art I IPrecision processing.Electronic accuracy.The System 500's unique feed- ' ing action gently rolls documents into envelopes to prevent their damage.Should Illps- a misfeed occur,the System 500 auto- matically shuts off before damage occurs. C z i w ;:,'.;-:.f,.2, :.i :-, Since the paper path is both visible and _ J;'^ ^ I .2 w; accessible,it's easily cleared so process- µ2-2, v J J ing can continue with a minimum of = w� downtime.Electronic sensors also prevent See for yourself.Call your Friden Iprocessing empty envelopes and double Alcatel representative today for a no- document feeding. obligation demonstration of the System Reliability.Friden Alcatel builds rugged 500 using your own paper and envelopes. reliability into every component of the In addition i System 500.Wherever possible,mechan eons 11 to diseeng its many applica- scover how substantial your I ical movements have been reduced and/or savi ,you ngs will be in labor costs alone. replaced with electronics for even greater Even more,you ll find out how to increase Idependability.Plus,a Maintenance your profits by improving the timeliness Agreement is available to help you keep of all your mailings and increasing your your system in peak condition.With the employee productivity. ISystem 500,you can count on years of smooth-running service. • The company that introduced mailroom electronics . 1 , , supports you with nationwide, single-source sales 1 and service. _ 1 Before recommending any equipment r • ,, ,, 1 g Y � x r. f. .x r� I or systems,your Friden Alcatel repre- , I t sentative will work with you to understand . '' 1 € apt ',,, 0 your needs.Only after a careful analysis - j1' of those needs will you receive a specific - yy ,t 'P j _ j �" solution tailored to meet them.Then _ 1 ; =, . Z t ' you'll be backed up with all the training _=t f`F., ' �`; 3, ' and after-sale support you expect. =.,..,---::--: r/ '-j'\•Friden Alcatel is part of CIT-Alcatel, x 1 1 a major international office products , 41 '4 / - _ , corporation.Through our nationwide - `�'= i_ network of branch offices and agencies N N.` we offer a complete line of electronic `, ! 1 ,yl mailing and shipping equipment and - systems.And our factory-trained service technicians provide responsive,efficient '' " 1 service. Whether you're interested in a single piece of equipment or an entire system, 1 Friden Alcatel provides you with a single _ '. source for solutions to mailing and +.,. ' . P shipping needs both today and tomorrow. ( \ g =. I- ter . fry `\ua` I i i 'ail , 1 I • I I I I I i ..: _ -_ _�- III r_. , 1 ,, ,.. , ,, I ; ; . ,. A 4 . •• ,.... „ _,.. ,,r R "#a I1- L{; .• x- FL,{ ,,-, • _ ,_ tot , -- „*_�yi - �y. - /iii. . ., �' tii Ya J �i{ -rte ,`,4r , I s#�� I ti I ;; j 1n i- _ V� I A California government ser- According to a Midwest A division of a Fortune 500 1 vice bureau recently said... non-profit organization... firm writes..."We only do "This department was a long; "We've outgrown and replaced large volume mailings once time Pitney Bowes user.When 3 mailing machines in the past a month when we send bids, it came time for new equip 10 years.Finally,we bought and the 9148 lets us add the ment,we compared,and were a Friden 9148 and we're corn- power feed and stacker to shown the cost-saving fea- fortable knowing we can add handle these special projects." I tures of the Friden 9148 that options as we need them." Pitney Bowes couldn't match." I I I C1 E I INI I, f ' ' • ' !'•A�tp wt�`!'�p�li /1 Ya�� l l O l.t l 4d I, .('.Wei t, u'(11vitr Q1 IpJ M+ f4 r�tl�fi i+Y vNt (i7.fl..,l,t,;4r1r. ar on'.1 :r::,:,7!.I:q i�r•1! t.;L'b.ul ii , .I Wear;•f r a r u.. a /4r14 •.:�,t,ilrlYGorrk,∎.k I,In,.w�•. r, , 44( i?“,{l1P4411aWft;:1Iv i,141,,,;44.° 'al How Friden Alcatel Made What separates the Guardian Turn Up the Volume. Turn Down the Volume. When it con :s to standard operat ion if the fkfw of mail is Postage Machines a 9148 front conventional mail One example is envelope Thanks to some brilliant features,the Friden 9148 is well interrupted.Or,our no-mess. Growth Industry. machines you're used to is its feeds.The standard unit turns r Y design-work,the Friden 9148 equipped.It comes with a(Hear/ disposable ink cartridge that most important standard fea- out a swift 100 envelopes per is as quiet as a mouse.All with Repeat function that automat i- prints up to 60,000 imprr ssions. tore'the ability to add special- minute,but with an auto feed a lean,light construction that's cally resets the meter to 0 to And spring loaded rollers to ized accessories and grow when option you can handle up to 170. well-suited for even the smallest stop costly mistakes or lets you ensure a smooth flow and tight you do. And for big projects like direct office.In fact,as a stand-alone choose"repeat"to rerun I he seals.Even on cnvelupos Like a vacuum cleaner,the mailings or billings,you can add unit or with options,the system same value over again.Plus :1':'thick. system offers you tools you can our t ime-saving power slacker fits on almost any desk top. we've built convenience right add and remove when tackling Plus there's a roll tape option And because of its design, into the machine with some specific tasks.7'hat means you to turn out a steady flow of pre- you can buy exactly what you of the mailing industry's most can customize the perfect, cut%humps for fiats or parcels. need Imlay,without getting talked about features.Like our system today.And then grow Or choose pressure-sensitive stuck with an obsolete system Letter Perfect'"jam sensor with it tomorrow, labels for plastic and other tomorrow. that uses photo Optics to stop hard-to-adhere-to surfaces. / Family Connections. Postage on Gall lnu amil outgrow l hen l Is. I lu.tlull,enu ne'.Ir,.l '� f' Loam+o0 Y;e7.bigger r hen you need Inn Start with t he standar d power '4\7' P�,•r ulhu and rho,11 1 Gard and add m l r meta~like all au1° y 11441H ullil,rope kh n•plory „„{.tt i kul or pow1.Sta ku'Itm them r WIand m.pelt your I r yyyy :Ill nuns tu.nrtr. l u.t ,1 odd " �r i ,. uphun..I;u,l ll 1 ,�, meter ou site'Thy.nut •. . .��I�1, only sloe.you a trip•n'A y alsosax e.ybu use 1 i L uuuLh of bee pu,ee.l.l: ^ 2«,_ 1 , i x se �F \ bal.mee.m t by meter ur 1 Ile.pet I:11.1,t'nI,III. /, �. 1 ■,' ! ?'epc \ 1 S s,6r n', l %i■ Lr v -. 4 Info.Tracking System. ` Bus- i Mar kmI;S,.k m I I I'sl•ynla l;,i krill r -,,,, 1 elo motor wizardry 111.0 ler 0.110 nel.a _� 1 '*,,�\ ti .revue need,.uul pugol.monk 11�&- , n:uue lrquuen,nls nal::,!here. -�� ©cat b .y"• ( dorm III lnu• \n0.,Letter I'e•1fort 0 ��'- 4' t i.' I t ,a: I:nn.,n.ol that prose lit.d.un,e,lu n�1 ' •' marl to.lulepyl>;Ile lay ee tale.ly Ilel.a { .r,•'"-' - y y J:uu nn ur L: 1 • '. The Tole of the Tape. ipv --_ y.a, �t l hod ' the 9i is pro,o...a en:ld„1 r n N�.. thit .1'01Iallnu a ehnn.e the y 41 " '.;:r -' 1 r ,` , .,1.,1.....)5"!.ape loll hapatrols ,'`v'y ;rod 111.n:,1, y s , .Ilse label.I.cc ku Ik`,Ili,le e, 9148 • _ MR ME 111111 MI IIIIII OM 11.1 IIIIII — — IIIIIII MI 1011. MI — IIIIII MI 1111.1 — L __ x sa.. ,r .i �-:fir +a�•�°,�;''i,�.'���' -ay`" ,�s s� r Mail Without Fail. Especially with our All-In- If your mail system isn't /I.- One"' leasing plan that covers reliable,it isn't a Friden. every detail from the mailing Besides our Information T machine and scale to meter I Racking System(ITS),we've rental and service contracts—in also designed the Guardian 9148 M1 �'° a single invoice.This plan keeps with fewer moving parts and , -;_ your costs from rising with a more sophisticated electronics ®fi r , , t,��8 - fixed meter rate and an extended I , '� �, '-� v warranty of two to five years.And to guarantee smooth operation. , .v ! Then we test every part of its flexible enough to allow ':at every system before it goes out �` .' ? upgrades and expansion._ ;� t1� I the door. a. ,�� t If problems do arise,just call mum, our service department and ® Scale Down Expenses. chances are the problem can be To minimize your postal expenses,use the 9148 with one of Friden Alcatel:s electronic ' resolved over the phone.How postage computing scales.\A-ith them you get ever,if you do need them,our added savings from precision weighing and technicians will come to your elimination of confusing charts.By linking I office equipped with a malnte- 4 the 91S and scale together,you can compute the charges while dispensing the stamp all in z r . � Hance access terminal that a single step. can usually locate and fix ` .4i . ' the problem in minutes. With annualsales of over 1 $13 billion,Alcatel is the world's largest supplier of public net :' tT „� 1 te r = 1 `�` - work equipment,telecommu- rte �-�-- I 'T .- nications systems,business systems and mailing shipping systems.A yearly$1 billion R&D r \ budget consistently delivers ® A Balancing Act. It's easy to balance your books with the most advanced designs in e , ` designs Friden's optional CPA meter.Because it i� � '- the market. provides a built-in audit trail that captures D who is spending what,making charging With Friden Alcatel,you have =- back to departments or clients a breeze. II r- a single source fora variety of . . innovative,reliable mailing sys- To Learn More,Just Push :: tems and shipping products. the Right Buttons. ><, „. There's Safety in Numbers For information on the A At Your Service. With Our Leasing Plan. Fri(ien 9148,or any of our other A maintenance access terminal provides Regardless of your budget, products,call 1-800-624-7892 I status checks and alerts the technician to (in California, 1 800-O'�4 t 955). [ riden Alcatel can��ork out a any error conditions or actions to betaken. O payment plan that tit,you like Or write us at:Friden Alcatel, What's In A Name?At a glove. 30955 Huntwood Avenue, I Hayward,CA 94: 44. Friden Alcatel, Everything. [ riden Alcatel—we'll help you You know when you buy get the word out even better. Friden,you buy the worldwide Istrength and support of Alcatel. , copyright M.:hiss I'rinn d in I s_1.I sk tilt__'; I I : :-MC' --Vs-I'M'. LE, IMO / j }...-,/, 1A-4"/...,..; . . , .,., - „..,':' / I ' `-.S I is").r pApipl..., / • ,..,.:‘-.1111,".04 .. :913;„,.. .,,-4,,.:.' i P .....1' , ? . 1?:.__, JAir wi,P .---'nk ..,‘... A,i-)',.. ' ? L. s �— yPie'§. " f-,- �•- "' ~r:Ireel' . f.r._ 1 (‘ •�; • ej --4.......£ fir_ - 1 ,, --41°), 'tie- _ .1 I 1 I r , � = , ,� f 9, �. .,fir-- r _ _ a f1.�. t, , d, . 3 _ 4 2 ` _. E F �s vim P d �v� y �- k` A - rs s, i irr 3 ,- c r t _ Y rP . - 00 -.- 4- - s 4 s 1 lr._"_ • • F-t T • • • • _- Vie'• _ _ .i ?• ....•it 1� onis ,i i F1V ■ d9 1ai�Wtl` !P7. tl\ ,r4=f/7 •C /.t rs i`„ Jv` vl `hI�s 1 ACh r ' Ct Conventional letter openers 3enef its of Take a good look at the 1 cut, slice or trim envelopes... is�e Leifer rCteCtOr Letter Protector. Ask for a free and often, the letters themselves. demonstration or the Friden Sometimes checks or valuable s�roteclion. Alcatel Automatic Letter 1 tnveio es are carefully slit on rotector. Find out how tittle it documents. p o The Friden Alcatel Letter one side only. Contents are not costs to protect your company's Protector eliminates that prob- ; cut, sliced or trimmed. , letters and get your mail opened Ii lem. It slits just one side of the No messy waste. faster...starting today. envelope, leaving the contents 3 No paper trims to dispose of intact, undamaged and easily No chip bin to empty i LETTER PROTECTOR SPECIFICATIONS I accessible.And leaving you with- ; Size: 76 I.,ae 9r aeeo g y Versatile. I Speed: 200 letters oer m;^,.•e.12.000 letters per Hour out paper scraps to clean up. I Weighs: 79' lbs. a It can open a wide range of Power ^'OVoItsAC.60 The Letter Protector is a time- I different sized envelopes—even , Envelope: z6 mnimurn 1 saver,too. It opens 200 enve- lopes Size: v '' °xm T 9" x 12"flats—plus envelopes M7,x=um.e :oe.nox-ess a minute. So the mail ;;I Size of different thicknesses. gets distributed faster, freeingdfh: ' ° 5r°bie 1 workers to accomplish other =ast and reliable. I tasks. 3 Opens 200 envelopes a It's reliable, portable, versa- minute-12,000 per hour. 1 tile, and inexpensive. But best adjustments keep it in of all, it's a fast way to open up tip-top shape. the mail without cutting up easy to remove contents. 1 the contents. i Slit exposes contents and serves as a tab to press against while removing. I Portable. 3 At under 20 lbs., the Letter _. Protector can be easily moved I i5eenicacco` anywhere mail needs to be opened. ! Cost effective. I :i Costs less than other, less effective letter openers and costs a lot less than opening I by hand. Frees valuable clerical time • for more productive work. 1 _ - 4- I denA lit Pk tbrorsor FIRST IN ELECTRONICS. FIRST N SAVINGS. II l r ; � 1 Iii, Ajeement 1 I Friden Alcatel designs,manufactures and Organization that will protect your valuable I markets innovative, reliable,All-Electronic investment and keep your equipment running equipment and Systems for today's mailrooms smoothly.A Service Organization that will and shipping room operations. respond promptly.A Service Organization which I Behind every sale is a professional,highly- provides yearly Maintenance Agreements that trained Service Organization.A Service offer you the following benefits: I ess Downtime.Equipment ax Advantages.Maintenance ixed Cost,Once-A-Year Billing. I _ _covered with a Maintenance _ Agreement charges can be .You know your costs in Agreement is regularly inspected, written-off as operating expenses. advance and can budget for them. cleaned,and lubncated.Corrections The one-time charge eliminates Plus the one annual invoice cuts I are made before serious trouble tedious research for documentation processing costs. occurs.In addition,you can receive of expenses. two preventive maintenance calls I even if nothing goes wrong. eace of Mind.At the end o Internal Delays.No manage- ___.of the warranty period,you'll _ -ment decision for spending know that a full year's worth of i onger Equipment Life.The approval is necessary for equipment service is"taken care of'in advance. - regular servicing your equip- covered by a Maintenance Agree- That's one less item to think about. ment will receive lengthens its ment.Just call.Our skilled Service Your operators can call for service— operating life and thus increases the Personnel will respond. even on minor problems—whenever value of your investment. necessary.Your company's computers, word processors,electric typewriters I and copiers are all covered by Main- 1:) rompt Service.You expect tenance Agreements.Your Friden ' and receive efficient service Alcatel all-electronic equipment and without extra charge for parts,labor Systems need this inexpensive or travel time for all normal service "protective insurance,'too! during our regular business hours. I _ . _ .__- ::''.,%?J; no-obligation survey of your operation.See for yourself how I Friden Alcatel products can work for you. Friden Alcatel designs,manufactures,markets and services a complete line of reliable,innovative products and Systems with solid-state circuitry and microcomputer techology.No matter MAILING AND SHIPPING SYSTEMS AND SOLUTIONS. I what volume your mailroom or shipping room handles, Friden 30955 Huntwcxod Avenue,Hayward,CA 94544-7084 (415)489-6800 Alcatel can save you both time and money and increase productivity.Ask your Fnden Alcatel Representative for a e ©RAE Corp.1986 6/86 Printed in U.S.A. Form 70017 1 c The Key Word In Today's Mailrooms Is Modularity I 1 • Manual components in general are rapidly being replaced by more flexible, less labor-intensive high tech electronic equipment. 1 � By Brian S. Bragington-Smith I } /�s this decade nears its end, corn- ations to create improved employee Manual systems are the most cost-ef- i �� panies in the mailroom systems morale, productivity and cost-savings. fective but require more handling. This I and furnishings business are developing The word today is modularity. A labor-intensive design and the grueling, 1 the products and services that satisfy modular system—mechanical or elec- repetitive nature of their operation are z I today's needs and meet future technical tronic—starts with a base unit that ac- contributing to their decline in popularity ` 1 applications as well. cepts a wide variety of components in- for all but the most basic mailing uses. On the user front, many companies eluding a mechanical scale and meter in Entry-level job candidates needed to are beginning to recognize and come to the most basic system, to complex elec- operate the equipment are not available i grips with some problems that have tronic components that communicate in many areas of the country and, ac- plagued the business office for decades. with each other to fold, insert, seal, cording to current demographic profiles, Modern high-performance equipment, weigh and stamp. The most advanced the situation will not improve. Com- state-of-the-art environmental consider- electronic systems are expensive but panies are being forced to automate. A 1I ations and progressive personnel policies capable of processing thousands of semiconductor manufacturer in Massa- are now being applied to mailroom oper- pieces of mail per hour. (Continued on page 80) - I,r Y 'tf.5 t x ;'kj Y,.: - - ,gi ; ,dam ' Y „ _ Sid'� ''�y ���-' +-9 X I3,.,..,,,i,...vt.„t ._. , ,?mod - , y #. AtaF Ys, ,' ?i> �€� . INow ' - 7 ':- ' kft...,-e':...47::': \ •i::: ' '''': ., -;7:,',':-:',"4-..---, - - .." if.,,,_ _, ,,,,,,:„.‘,... ,..:?,4, :7,:t..,,,.. , i , , . _ _.4, :,-4,.., ! 2 4 � + i ill _ .SS r � ] l � � }. � �RR4 ��. t M1�ty r - 4 t, 'It 1 •( A ,, 4,. . ,'• . - .V t i_x 't 4 b. C- iyzr� i a. z , .a.t r h II Giant mail-sorting equipment is part of automated operation employed by the Foxboro Co., a maker of semiconductors. x" 78 The Office. April 1989 i- . .. i 1 r Key Word y A (Continued from page 78) �� r�- ,�_ .i- '�, u = ■ chusetts recently advertised for an entry- , ,_ f .,, y level employee for its mailroom. Not ,-,,.� .•.:wl14.4i: 'I ��, tw•+ { pc.- �, r ~r I one response was received, so the com �� _ - t 5 - pang is now investing in the Bell and Howell Mail Mobile robots to augment I , ;: f'_ .ip • .... ,.., , its workforce. *'`°" The robotic messengers distribute cor- • '"'• �� respondence eight times a day, and the - - "« - ,. -. company is also processing over 13,000 f. I pieces of mail daily with 13 fewer em- ' b • A. ployees. It currently has five of the units '' s rt k and intends to add more. ' I Manual components in general are r_ quickly being replaced by more flexible, . * > less labor-intensive electronic equip- " •N t' 4-. ment from which one can link all compo- Bar-coded mail sorting station at the Foxboro Co. Firm's mailroom workforce is nents into a computerized system that augmented by Bell&Howell Mailmobile robot units which patrol office floors. tracks postage and processes mail. filing function for corporate communica- meter is rented from the post office and Changes at USPS tion is 70% to 80% of the total produc- must be refilled when it runs out. This i tion cost. is done by bringing the meter to a local FAt the U.S. Postal Service, things are The postal service has given the green post office, a labor-intensive, time-con- changing dramatically. For example, light to system standards for the latest suming task. The new manifest systems Anthony M. Frank, the Postmaster Gen- advance in mailing equipment: the mail eliminate the need for such metering. eral, has called for a program to totally manifesting system. The system is con- The new technology is now only implement bar-coding within the next trolled by a computer that electronically available on very high-volume equip- five years. His hope is to further auto- tracks a broad assortment of mail. The ment, but in time it will trickle down to mate the federal mail-handling system list or"manifest"is then presented to the many low-volume mail management ' • to increase productivity and cut costs. post office along with the postal ship- systems. 1; The current cost of labor at USPS ac- ment for accounting and collection of The introduction of the new meterless counts for a staggering 83% of its postage due. This technology has been system does not spell doom for the post- budget. This may sound extreme, but available for about three years. The post age meter. Far from it. in fact. The post- _ I according to the National Office Prod- office has used it the last two. age meter business is experiencing a E ( ucts Assn.,the cost of labor in the typical With existing systems, the postage resurgence of interest from small com- i pames that were using stamps. Savings ' 5 j i in using exact postage, and the conven- i t = _ , ��` fence and improved image of the me- `1 a ` r _ tered envelope are attracting many new K , .4,--1), v 'r- ',gam - = customers. �� � , Corporate advantages of adding bar- '` i ' .x�: ':_ `s' ' \ '' . `" G=`£ ,•`.;".•• - coding accessories to corporate mailing•°` *c 4- t -•••• i __ -1 equipment are similar to those experi- Y• t r y °�' `_ = p-" enced with the handling of metered mail ••- ' i _ -TTY fl = a over stamped mail. Where a metered en ■ i - , Q _ 1I.. .�; .{ - - velope or package can he processed with t ...,,,444-,1- s ^ .. a - ,.'MTV` -; the exact postage and up to a day faster R ._ _ than stamped mail, the bar-coded en- . velope provides increased savings in.. _ L._ i ,, !.. time and postage by eliminating a step ;x,t,�� ;. ..,, ..v in the post office handling process. - �,„' ;.1 , x ,-;'7 Stamped mail must he cancelled, post- / V, ` marked and bar-coded, whereas me- r'° r tered, bar-coded marl goes directly to ,, �, �� ..+,, s . s.. : sorting and distribution. . .?1 r+ -� 7 "`� fi -' ...1, 'y, ry 3 1f:i ' t rsAt4 s . -- In practice. metered mail dated in the _ F- ! r - r -- n r 1r .x423`► r i x,� :4• k mailroom must be shipped by midnight N of the day of receipt at the post office. " : Automatic TMS system by International Mailing Systems, Inc. eliminates the need to Laser printers, installed on company ± : bring postage meter to post office fir resetting. Unit is activated by phone call. mailing systems, can automatically bar- 80 The Office, April 1989 • I. code mail, allowing the pieces to move mail. But the logjam created by the new To determine if your organization suf- faster through computerized scanning equipment's operating complexity and fers from"mailroom syndrome,"answer systems at the post office.These systems speed exacerbates the most critical issue the following questions: are perceived as another step in the auto- in today's mailroom: the need to recruit • Does my company provide training matron of the postal service. qualified people who can cope with the and advancement opportunities for the With the increasing amount of ad- increased complexity of postal require- mailroom staff? vanced technology designed into the new ments and advanced mailing equipment. • Is the mail/communications center mailing equipment, software and train- This requires a careful reevaluation of manager included in facilities planning ing will become critical to a successful personnel policy and training effective- and organizational meetings? operation. ness, and perhaps the corporate attitude • Is this manager encouraged to at- Many companies have long regarded toward the mailroom in general. It is tend and participate in professional as- the mailroom as a necessary evil. The something that Klaus Rummer, presi- sociations and attend forums on the sub- entry-level employee, in fact, was con- dent of Postalia Mailing Systems, refers ject of mailing systems or methods? sidered at the bottom of the corporate to as "mailroom syndrome." If the answer to any of these questions ladder and,typically,received only min- is negative or uncertain, it may be time imal training. Enhance the Image to review your policies. This view, however, has begun to The efficient mailroom is an important change as a crisis has developed on two When Mr. Rummer conducts his semi- asset. Studies show that upgrading the ' fronts. First, there is a shortage of em- nars on the problems confronting the in-house mailroom facility, and using ployees willing to settle for entry-level mailroom, he emphasizes the need to available postal discounts and bulk mail- roles. Second, there is the dramatic in- foster the image of the mailroom as a handling shortcuts, can produce im- crease in postage rates—up more than key part of a business organization. It proved customer and client response, 400% since the Postal Rate Commission should be a department responsible for and save thousands of dollars annually was established in 1970. The first-class the collection-and distribution of com- in postage costs. letter has climbed from six to 25 cents. munication to and from the post office It is the task of a corporate facility to The increasing volume and importance and throughout the company. This reali- assess its mailroom and take steps to im- of correspondence has seen the typical zation alone brings home the key impor- prove its status and efficiency. m I corporate postage cost rise to a level of tance of this department. 3 accounting concern. One step that Mr. Rummer recom- BRIAN S BRAGINGTON-SMITH is presi- On the other hand, sophistication of mends is a reclassification of the term dent of Utilitech Inc ,a Yarmourhporr,Mass. ' postal equipment has increased a com- "mailroom"to"mailcenter,"and the en- marketing consulting firm to the office prod- I pany's ability to sort, bundle and code hancement of the manager's position ucts industry i Shelving Is 4 ¢.''. *-1r . L F a des T i -,V ilt, Highlight of - _ -x titp t e+" t 3•, • ri'S , bra i ��., t• Law Library 4 . :� .: A.'. .1 f l ''i I j ' it t ` f ' ,; ` r 1 I WhenWhen it came to highlighting its F 1 2 � h ' ' it.�t i. i 1- i 60,000-volume library in �f t '•; ': 41 1 j!t ` `' 1!'�" t3 3 , = lit r1,1' i o- Chicago's architecturally-acclaimed '` .. i' •" ..- -� . r „t,it,. :. 1 190 South Lasalle building, the noted ' K, "'"°' �- ' �e� Ft '�r law firm of Mayer Brown and Platt { its •rr 7 h+ + ! j ui�a 33 t`` sltll'� „�,� � �{t Mkt =r chose Aurora Quik-Lok shelving r t J .rw u'.; t E. av' '"4J ' r = - f gist Mts., manufactured by the Richards-Wil ; ` -�"� 3,1 , IA cox Division of White Consolidated " ' '; : jam-i --, ►. ws,. Industries, Inc. i i w.- ....]° aiwrs'rS'a 0 : �a t-r' i 7 fm., j"1 Y' F 'E, The shelving was specified by proj- ect , iKf [ jt 0',� 'ire architects Powell-Kleinschmidt, .`: ∎ ,, ;:,-- also of Chicago, for a number of rea- l' f _ t {' sons. These included appearance and View of 60,000-volume library in lain firm of Mayer, Brown and P/att. adaptability in accommodating heat- ing and air-conditioning ducts, re- of Bradford Systems Corp , Chicago, shelving is incorporated m fixed cessed lighting fixtures, electrical which sold and installed the system shelving, double-height mezzanine II outlets and intercom speaker, ac- Featured in the law firm's 40th and high-density applications, and in cording to Read Bradford, president floor library and reading room, the 14 other space-critical areas. m tt 82 The Office, April 1989 Nom 1 1 1 1 i 1 1 1 1 1 1 1 1 1 1 1 1 1