Contract Details: # 985-L1 exp 8/31/2017

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Number 985-L1 exp 8/31/2017
Description Lease For Mail Equipment; Meters; Scales; Purchase Of Supplies
Category TxSmartBuy
Type Term
Start Date 11/1/2012
End Date 8/31/2017
Purchase Category Code(Agencies Only)


Legal Cite: State agency mail operations are governed by state statute and administrative rules. Tex. Gov't Code Ann., Ch. 2176, Vernon 2000 & Supp. (2006); 1 Tex Administrative Code Sec. 117.31 (2006); See also Tex. Gov't Code Ann. Sec. 2113.103; General Appropriations Act, S.B. 1, 79th Leg., Art. Ix, Sec. 6.15 (2005).

Optional Renewal Terms No renewals remaining.
Purchase Orders

Only purchase orders issued through TxSmartBuy are eligible for contract pricing. The Contractor will not ship any products or provide related services until receipt of a Purchase Order generated by the TxSmartBuy system. In the specific instances described below, purchase orders entered through TxSmartBuy will be put on automatic hold pending the review by CPA.

Note that Customers have the ability in TxSmartBuy to select the Lease Renewal or Lease Extension quotes. A Customer may agree to a Lease Renewal with a Contractor after the initial lease term ends.  At the end of the initial lease, a Customer may also decide to keep its existing  equipment and agree to a Lease Extension with  Pitney Bowes for a reduced price.

This is a statewide contract and available for use by all eligible entities with special instructions for state agency orders placed within Travis County.

Tiered Award:
This contract was awarded using a tiered approach. There is a designated primary vendor, Neopost USA, and a secondary vendor, Pitney Bowes, Inc. State agencies and universities are required to utilize the primary vendor first.

All state agencies seeking to utilize the secondary vendor must submit a request to the CPA via email to

Dee Dorsey

for review and approval. Include requisition number in email. CO-OP members are not required to utilize the primary vendor first. 

State agency special instructions for mail equipment installed within Travis County:

All state agencies located in Travis County are required to consult with CPA prior to purchasing, upgrading, or selling mail equipment per Tex. Gov't Code Ann. 2176.101 To expedite your purchase or upgrade mail equipment, please answer the questions on the General Mail Equipment Procurement Questionnaire (DOC). Return the completed questionnaire via email to at CPA Mail Operations.

NIGP Code(s) 208-83
CPA Contract Management Questions regarding contract management issues, price changes, amendments or other post-award concerns should be directed to:

SPD Contract Management Office (SCMO)
Texas Comptroller of Public Accounts (CPA)
Phone: (512) 463-3034 option 3
Contractors Payee ID No.: 1942388882500
Neopost USA, Inc.478 Wheelers Farms Rd.
Milford, Connecticut 06461
Contact: John Marin
Phone: (512) 697-2493

Payee ID No.: 10604950500
Pitney Bowes, Inc.
1 Elmcroft Road
Stamford, Connecticut 06926
Contact: Lonnie Kennedy
Phone: (512) 997-5511

Pitney Bowes Remit To Address:

Customers will make payment to Pitney Bowes at the following address:
VID: 12013442871
Pitney Bowes Global Financial Services
20658 Stone Oak Parkway ste 104
San Antonio TX 78258
Adding New Products to the Contract Additional products or services of the same general category that are not already on the contract may be added by submitting an Open Market Requisition to the Statewide Contract Development section at .
Delivery Delays by Contractor If delay is foreseen, Contractor shall give written notice to the Customer and must keep Customer advised at all times of status of order.

Default in promised Delivery Days After Receipt of Order (ARO) without accepted reasons or failure to meet specifications authorizes the Customer to purchase goods and services of this contract elsewhere and charge any increased costs for the goods and services, including the cost of re-soliciting, to the Contractor.

Failure to pay a damage assessment is cause for contract cancellation and/or debarment or removal of the contractor, as applicable, from the State Centralized Master Bidders List (CMBL).
Compliant Products by Contractor Delivery does not occur until the Contractor delivers products, materials or services in full compliance with the specifications to Customer F.O.B. destination, unless delivery is specifically accepted, in whole or in part, by the Customer. Providing products, materials or services which do not meet all specification requirements does not constitute delivery.

Customer reserves the right to require new delivery or a refund in the event that materials or products not meeting specifications are discovered after payment has been made.
Purchase Order Cancellation The Customer may request that a Contractor cancel a specific line item or an entire purchase order. There shall be no fees charged for cancellation of an item and/or order prior to shipment by the Contractor. The cancellation must be processed through the TxSmartBuy system.
Restocking Fee for Returned Products The Customer may request that a Contractor accept return of products already delivered. If the return is required through no fault of the Contractor, the Contractor may request a reasonable restocking charge. The Customer may pay a restocking charge if the CPA or Customer determines that the charge is justifiable. As a guideline, such charges shall not exceed 10%.
Substitutions During the Contract term, the Contractor shall not substitute a product or brand unless the Contractor has obtained prior written approval from the CPA Contract Manager in coordination with the Customer. The Contractor must have written confirmation from the CPA Contract Manager of the substitution before making delivery.
Contractor Performance Statewide Procurement Division (SPD), administers a vendor performance program for use by all customers per Texas Government Code (TGC), §2262.055, and 34 Texas Administrative Code (TAC), §20.108. The Vendor Performance relies on the customer's participation in gathering information on vendor performance. State agency customers shall report vendor performance on purchases of$25,000 or more from contracts administered by CPA, or any other purchase of $25,000 or more made through delegated authority granted by CPA (TAC 20.108), or purchases exempt from CPA procurement rules and procedures. State agencies are additionally encouraged to report vendor performance on purchases under $25,000.

Vendor Performance shall be reported through the CPA VENDOR PERFORMANCE TRACKING SYSTEM.

The purpose of the Vendor Performance Tracking System is to:
• Identify vendors that have exceptional performance
• Aid purchasers in making a best value determination based on vendor past performance
• Protect the state from vendors with unethical business practices
• Provide performance scores in four measurable categories for the CMBL vendors
• Track vendor performance for delegated and exempt purchases

Contractors Information