HomeMy WebLinkAbout02/06/1996, C-3 - RFP FOR CONTRACT COPYING SERVICES MEETING DATE:
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IIIiis COUNCIL AGENDA REPORT
FROM: Bill Statler, Director of Finance n
Prepared by: Carolyn Dominguez, Accounting Manager C
SUBJECT: RFP FOR CONTRACT COPYING SERVICES
CAO RECOMMENDATION
Approve the Request for Proposal (RFP) for contract copy services and authorize the City
Administrative Officer to award contract to the most responsive proposer.
DISCUSSION
The City currently contracts with an outside service for approximately 50%of the City's copy
needs. These contract services are used for large reproduction requirements such as City
Council,Architectural Review Commission, and Planning Commission agenda packets, and
financial plan and budget documents. The City's Copying Management Policy (Financial
Management Manual Section 725) specifies that documents requiring 10 or more copies of
a single sheet with a lead time of 6 or more hours should be sent out for reproduction.
The current one-year extension on the two-year contract awarded to Poor Richard's Press
is due to expire in March 1996. Staff will request proposals from all copy service firms
located within the City for a one year agreement with a renewal option for an additional two
years. If the contract is extended, prices may be renegotiated based on the annual
percentage change in the Consumer Price Index. Selection will be based on the most
responsive proposal with consideration given to cost per copy, frequency of pickup and
delivery, use of recycled paper, and customer satisfaction. Although cost is a major
consideration, under the City's purchasing guidelines for RFP's, other criteria will be
considered in determining the most responsive proposal.
FISCAL IMPACT
The award of a contract to a copy service vendor allows for blanket purchasing by City
departments based on their need for service with funding already approved in their
operating budgets. Therefore, the award of a copy service contract does not directly impact
the City's budget. Labor savings on high volume copy jobs makes contracting out more cost
effective than in-house reproduction. During the past fiscal year approximately $65,200 was
paid to Poor Richard's Press under the current contract.
ALTERNATIVES
Provide in-house copying services. This alternative is not recommended. To accommodate
all the City's reproduction needs would require the purchase of additional copy machines,
the hiring of additional personnel to operate the equipment, higher utility costs, and the
allocation of floor space to run a print shop. Due to these factors, contracting for large
reproduction orders is a more cost-effective approach to meeting the City's needs.
Request for Proposal is available in the Council Office for review.