TO:
Honorable Mayor and Members of the City Council
THROUGH:
Bruce Moe, City Manager
FROM:
Steve S. Charelian, Finance Director
Gwen Eng, Purchasing Manager
SUBJECT:Title
Resolution No. 18-0126 Awarding RFP No. 1153-18 to Smart Source for a Three-Year Contract for Citywide Printing Services with an Estimated Value of $135,000 (Finance Director Charelian).
ADOPT RESOLUTION NO. 18-0126
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Recommended Action
RECOMMENDATION:
Staff recommends that the City Council adopt Resolution No. 18-0126 approving a three-year contract with Smart Source to provide citywide printing services with an estimated value of $135,000 and authorize the City Manager to extend the term of the contract for two additional one-year periods if deemed in the City’s best interest.
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FISCAL IMPLICATIONS:
Sufficient funds are included in the various using departments’ operating budgets for on-going printing services and will be included in future budgets. The departments spend approximately $45,000 annually for these services.
BACKGROUND:
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 the 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 a paperless procedure for order placement, decreased need for inventory, greater control over print spending and reduced print job turnaround time.
DISCUSSION:
The City’s most recent contract has expired. As a result, staff solicited proposals utilizing the City’s website and Bidsync, a public bid notification board, and received three proposals for printing services. Because we cannot pre-determine each and every print job that may be requested during the contract period, staff solicited bid prices for on the most common types of print jobs. The bid results are listed in Attachment 2. Although cost is a primary consideration, these vendors were also evaluated on staffing, online ordering, desktop delivery and experience.
Based upon these responses, Smart Source has the necessary staffing and systems to meet the City’s requirements and is also the lowest bidder. This is a three-year contract with an estimated value of $135,000, with an allowance to extend the term of the contract for two additional one-year periods if deemed in the City’s best interest. The City may cancel the contract at any time without cause if necessary.
PUBLIC OUTREACH/INTEREST:
This request for proposals was advertised on the City’s website as well as BidSync, a public bid notification board.
ENVIRONMENTAL REVIEW
The City has reviewed the proposed activity for compliance with the California Environmental Quality Act (CEQA) and has determined that the activity is not a “Project” as defined under Section 15378 of the State CEQA Guidelines; therefore, pursuant to Section 15060(c)(3) of the State CEQA Guidelines, the activity is not subject to CEQA. Thus, no environmental review is necessary.
LEGAL REVIEW
The agreement has been reviewed by the City Attorney and is approved as to form.
Attachments:
1. Resolution No. 18-0126
2. Agreement - Smart Source
3. Bid Comparison