Fremont City Council Meeting: 07/19/22 07:00 PM
3300 Capitol Avenue Div/Dept: Purchasing
Fremont, CA 94538 Category: Agreements and Contracts
SCHEDULED
Sponsors:
STAFF REPORT (ID # 4664) DOC ID: 4664
Updated: 7/14/2022 8:37 AM by Alberto Quintanilla Page 1 OFF-SITE PHOTOCOPYING - Authorize the City Manager, or Designee, to Execute a 5-Year Service Agreement with Bay Central Printing Inc. to Provide Off-Site Photocopying and Printing Services for a Total Not to Exceed One Million Dollars Contact Persons:
Name: Janice Becerra-Scola David Persselin
Title: Buyer Finance Director
Div/Dept: Purchasing Finance Department
Phone: 510-494-4623 510-494-4631
E-Mail: [email protected] [email protected]
Executive Summary: The City’s current agreement for off-site photocopying and printing services expired on June 30, 2022. Pursuant to a request for proposals (RFP) process conducted in May 2022, staff recommends that the City Council authorize the City Manager or designee to execute an agreement for photocopying and printing services with Bay Central Printing Inc. for a five-year term. The annual not-to-exceed amount of the proposed agreement is $200,000.
BACKGROUND: Bay Central Printing, Inc. was selected through a competitive RFP process in 2003 and again in 2017 to provide off-site photocopying and printing services. This service includes, but is not limited to, the printing of letterhead stationery, envelopes and special projects including Planning Commission Materials and City Council Agendas.
The current service agreement ended on June 30, 2022.
DISCUSSION/ANALYSIS: The City conducted an RFP process in May 2022 and received four proposals. Staff evaluated the proposals based on criteria outlined in the RFP: Scope of Services, Pricing, Qualifications, Service Standards, Service Agreement Terms, and the Submission of Samples. Consideration was also given to the vendor's Environmental Business Practices.
Based on its evaluation of the proposals, staff determined that Bay Central Printing Inc. provides services that best meet the City’s overall needs. The selected vendor was able to demonstrate its ability to serve an organization of Fremont's size, provide competitive pricing, and provide attentive customer service and quality control in the production process. Additionally, Bay Central Printing, Inc. was the only proposer that is a Certified Green Business.
Staff recommends that the City Council authorize the City Manager or designee to execute an agreement for Off-Site Photocopying and Printing Services with Bay Central Printing Inc. for a five-year term, in an amount not to exceed $200,000 per fiscal year.
The proposed contract with Bay Central Printing Inc. is not exclusive; however, City departments will be required to use this vendor for most photocopying and printing jobs unless they can demonstrate a clear business need for another vendor.
Staff Report (ID # 4664) Meeting of July 19, 2022
Updated: 7/14/2022 8:37 AM by Alberto Quintanilla Page 2 FISCAL IMPACT: Each City department has appropriations for photocopying and printing expenditures included in the FY 2022/23 Adopted Operating Budget.
ENVIRONMENTAL REVIEW: N/A
ATTACHMENTS: None.
RECOMMENDATION: By motion, authorize the City Manager or designee to execute an agreement with Bay Central Printing Inc. in an amount not to exceed $200,000 per fiscal year for a five-year term beginning July 1, 2022 and ending June 30, 2027.