HomeMy WebLinkAbout02/16/1993, C-10 - COPYING SERVICES CONTRACT 101401 ► city of san , .s ogispo MEM NUMB R:
COUNCIL AGENDA REPORT REnn NUMBER:;.ale
FROM: Diane R. Gladwell, City Clerk
PREPARED BY. Kim Condon, Assistant City Clerk
SUBJECT: COPYING SERVICES CONTRACT
CAO RECOMMENDATION:
By motion, approve the Request for Proposal(RFP)for contract copy services and authorize
the City Administrative Officer to award contract to the most responsive contractor if the
average cost per copy is less than 4.5 cents.
BACKGROUND:
The City currently contracts with an outside copy service for approximately 50%of the City's
copy needs. These contract services are used for larger reproduction needs such as City
Council, Architectural Review Commission and Planning Commission agenda packets,
budget reports, reproduction of election and FPPC forms, etc. Labor savings on high
volume jobs make this more cost effective than in-house copying.
More than 42,000 copies are made off-site monthly. The City's Copying Policy, which
addresses document reproduction both in-house and off-site, recommends that copying of
documents requiring 10 or more copies of a single sheet with a lead time of 6 or more
hours, to be sent out. Accordingly, the City will continue to maintain the practice of sending
major copy jobs to a contractor to save on labor, supplies and equipment repair.
The current two-year contract with Poor Richard's on Foothill is due to expire. Staff will
need to request proposals from local copy service firms in the City. Selection will be made
on the basis of the most responsive bid with consideration being given to cost per copy,
frequency of pickup, use of recycled paper, and customer satisfaction. Although cost is a
major consideration, under the City's purchasing guidelines for RFPs, other criteria will be
considered in determining the most responsive proposal.
The specifications are identical to those accompanying our last Copying Contract RFP and
stipulate that white bond must contain at least 25% recycled material. With respect to color
bond,offset,textured,bright/florescent, card and cover paper,the City is requesting recycled
content where possible. This is consistent with the City's Recycled Product Procurement
Policy.
I
n-
FISCAL EWPACT:
The award of a contract to a copy service vendor allows for blanket purchasing by City
Departments based on their need for copier services and monies approved in their operating
budget. Therefore, the award of a copy service contract does not directly impact the City's
budget. During the past year, $73,000 was paid to Poor Richard's, the City's current copying
contractor.
ALTERNATIVES:
Provide internal copying services.
If the City were to do all copying in-house, it would require the purchase of additional
copying machines(and maintenance costs), and the hiring of additional personnel to operate
the equipment. Further, bulk space would have to be allocated for the equipment. Due to
these factors, contracting large reproduction orders is a more cost-effective approach in
meeting a large portion of the City's copying needs.
RECOMMENDATION:
Approve Request for Proposal for Copying Services contract and authorize the CAO to
award a contract to the most responsive contractor if the average cost per copy is less than
4.5 cents.
(Request for Proposals is available in the Council Office for inspection.)