HomeMy WebLinkAbout06/15/1999, C6 - RFP FOR CONTRACT COPYING SERVICES council °°
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CITY O F SAN LUIS 0 B I S P O
FROM: Bill Statler;Director of Finance
Prepared By: Carolyn Dominguez,Accounting Manager e,49
SUBJECT: RFP FOR CONTRACT COPYING SERVICES
CAO RECONIMENDATION
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 contacts for approximately 501/o of our copying needs.(The other half are made on in-house
copiers.)These contract services are used for large reproduction requirements such as agenda packets and other
reports.The City's Copying Management Policy(Financial Management Manual Section 725)recommends that
documents requming 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 extension period on the contract awarded to Poor Richard's Press in March of 1996 has expired
Staff will request proposals from all copy service forms 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 RFPs,
other criteria will be considered m determining the most responsive proposal
FISCAL IWACT
The award of a contract to a copy service vendor allows for blanket purchasing by City departments based on
their need for service with fimdmg 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 about$73,600 was
paid to Poor Richard's Press under the current contract
ALTERNATIVES
Provide m-house copying services. This alternative is not recommended. To accomodate all the City's
reproduction needs would requite 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 CAys needs.
AVAII.ABLE FOR REVIEW IN THE COUNCIL OFFICE
Request for proposals for contract copy services