City of Sacramento
City Council - 5PM Report
915 I Street Sacramento, CA 95814
www.cityofsacramento.org
File ID: 2023-00930 8/8/2023 Consent Item 9.
Supplemental Agreement: Citywide Printing Services for Business Cards, Envelopes, and Letterhead
File ID: 2023-00930
Location: Citywide
Recommendation: Pass a Motion authorizing the City Manager of the City Manager’s designee to execute Supplemental Agreement No. 4 to City Agreement No. PRC001816 with Mailing Services, Inc., (MSI) to increase the not to exceed (NTE) amount of the contract to $370,000.
Contact: Gary O’Neill, Contract and Compliance Specialist, 916-808-7432, [email protected]; Dayana Reyes Zanaska, Procurement Manager, [email protected], Department of Finance Presenter: None
Attachments:
1-Description/Analysis
2-Supplemental Agreement 4 to PRC001816
Additional Description/Analysis
Issue Detail: The City of Sacramento has ongoing requirements for citywide printing services for purchases of business cards, envelopes, and letterhead. Request for Qualifications No.
Q22061521005 was posted on February 24, 2022, with a due date of March 24, 2022. A by-invitation -only bid was posted on April 13, 2022, with a due date of April 25, 2022. MSI was the lowest responsive and responsible bidder and was awarded agreement no. PRC001816.
Due to unforeseen network issues in early 2023 the city’s contract vendor for mail printing and preparation services was unable to provide service to the City for several days. MSI agreed to provide this service until the network issue with the primary contractor was resolved. Supplemental Contract No. 3 with MSI was quickly executed to add mail preparation service to their contract.
Because mail printing and preparation services were not part of the original NTE amount; this contract supplement is recommended to increase the NTE to cover costs incurred for these
File ID: 2023-00930 8/8/2023 Consent Item 9.
supplemental services.
Policy Considerations: The recommendations in this report are in accordance with City Code 3.56 regarding the purchase of supplies or services.
Economic Impacts: None.
Environmental Considerations: The report does not constitute a “project” and is therefore exempt from the California Environmental Quality Act (CEQA) [CEQA Guidelines Sections 15061(b)(3); 15378(b)(2)].
Sustainability: The contractor agrees to follow the City of Sacramento Sustainable Purchasing Policy as part of the contract.
Commission/Committee Action: Not applicable.
Rationale for Recommendation: The City of Sacramento has a separate contract for mail printing and preparation services. Earlier this year, the mailing services contractor experienced a network issue and was unable to provide service to the City for several days. MSI provided this service until the network issue with the primary contractor was resolved. The cost of these mailing projects was not part of the original NTE amount; this contract supplement is recommended to increase the NTE to cover those costs.
Financial Considerations: Sufficient funding is available in the FY2023/24 operating budgets or capital expenditure budgets for the departments requiring this service. Purchases made after FY2023/24 are subject to funding availability in the adopted budget of the applicable fiscal year.
Local Business Enterprise (LBE): This contractor is not an LBE.
CONTRACT #:PRC001816Amendment 4CONTRACT EFFECTIVE DATE: July 1, 2022CONTRACT NAME: Citywide Printing Services for Business Cards, Envelopes, and LetterheadCONTRACT PROJECT #: BID EVENT #: Q22061521005 and B22061521006DEPARTMENT: FinanceDIVISION: ProcurementNON-PROFESSIONAL SERVICES CONTRACTAMENDMENT NO. 4The City of Sacramento ("City") and Mailing Systems, Inc., akaMSI("Contractor"), as parties to thatcertain Contract awarded for the above Event and designated as City Contract Number PRC001816,including any prior Contract Amendments modifying the Contract (the Contract and Contract Amendmentsare hereafter collectively referred to as the "Contract"), hereby amend and modify the Contract as follows:1 CONTRACT AMOUNTIn consideration of the Contract Amendment(s) described above, the maximum not-to-exceed amount that is specified in the Contract is INCREASED by $121,000maximum not-to-exceed amount is amended as follows:A. The original Contract sum was: $90,000.B. The net change by previous Contract Amendment was: $159,000.C. The Contract sum prior to this Contract Amendment was: $249,000.D. The Contract sum will be INCREASED by this Contract Amendment: $121,000.E. The new Contract sum including all Contract Amendments: $370,000.2. FULL COMPENSATIONContractor agrees that the amount of increase or decrease in the not-to-exceed amount specified above, shall constitute full compensation for the additional and/or revised Goods and Services specified above, and shall fully compensate Contractor for any and all direct and indirect costs that may be incurred by Contractor in connection with such additional and/or revised Goods and Services, including costs associated with any changes and/or delays in schedules for the delivery of Goods or performance of Services by Contractor.
3. AUTHORIZED SIGNATUREContractor warrants and represents that the person or persons executing this amendment on behalf ofContractor has or have been duly authorized by the Contractorto sign this amendment and bind Contractorto the terms hereof.4. FULL FORCE AND EFFECTExcept as specifically revised herein, all terms and conditions of the Contract shall remain in full force andeffect, and Contractor shall perform all the services, duties, obligations, and conditions required under theContract, as supplemented and modifiedby this amendment to the original agreement.