TO:
Honorable Mayor and Members of the City Council
THROUGH:
Bruce Moe, City Manager
FROM:
Steve S. Charelian, Finance Director
Mario Hernandez, Purchasing Supervisor
SUBJECT:Title
Consideration of a Resolution Awarding RFP No. 1308-23 to Smart Source for a Three-Year Contract for Citywide Printing Services with an Estimated Value Not to Exceed $255,000 (Finance Director Charelian).
ADOPT RESOLUTION NO. 23-0109
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Recommended Action
RECOMMENDATION:
Staff recommends that the City Council adopt Resolution No. 23-0109 approving a three-year contract with Smart Source to provide citywide printing services with an estimated value not to exceed $255,000 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:
The three-year agreement under consideration with Smart Source to provide citywide printing services is set with a cost not to exceed $85,000 annually. Additionally, the agreement includes two optional one-year extensions of the term at the same annual estimated amount. Sufficient funds for printing services are included in various departmental operating budgets and future years will be budgeted accordingly.
BACKGROUND:
The City contracts with an outside firm to provide printing services, which includes 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 sustainable; 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 OpenGov, a public bid notification board, and received two responsive proposals for printing services. Due to the nature of printing projects, it is difficult for staff to price every type of printing service required during the contract period. Thus, staff solicited bid prices on the most common types of print jobs. The bid results are included in the attachments. 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. The proposed three-year contract has a cost not to exceed $255,000, 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 INTEREST:
This bid was advertised on the City’s website, as well as OpenGov, 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. 23-0109
2. Agreement - Smart Source
3. 1308-23 Printing and Mailing Service Cost Comparison