TO:
Honorable Mayor Powell and Members of the City Council
THROUGH:
David N. Carmany, City Manager
FROM:
Bruce Moe, Finance Director
Gwen Eng, General Services Manager
SUBJECT:Title
Award of a Five-Year Citywide Printing Services Contract to Smart Source (Estimated Total Annual Value of $50,000).
APPROVE
Body
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RECOMMENDATION:
Staff recommends that the City Council award RFP #888-13 to Smart Source for a five-year contract to provide citywide printing services with an estimated annual value of $50,000.
FISCAL IMPLICATIONS:
Sufficient funds are budgeted in each department for on-going printing services.
DISCUSSION:
The City contracts with an outside firm to provide printing services, which includes offset and digital printing, large quantity copying, and direct mailing services. The various using departments generate print jobs on an on-going basis.
Where possible and practical, we have specified “green” requirements in keeping with our efforts to be more environmentally-friendly; at a minimum, all jobs are to be printed with organic ink and recycled paper with 30% post-consumer waste content. Additional requirements include that contractor provide an online ordering and management system. This allows for electronic composition of proofs, a digital document repository so that documents can be ordered on a recurring basis and dynamic price calculation which lets users make informed decisions on printing and finishing choices based on cost. The end result is an improved procedure for order placement, vehicle trip reduction for the vendor, decreased need for inventory, greater control over print spending and reduced print job turnaround time.
Staff solicited proposals and three responses were received. Because we cannot pre-determine each and every print job that may be requested during the contract period, staff solicited bid prices for various materials and services, which were then ap...
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