City of Sacramento
City Council - 5PM Report
915 I Street Sacramento, CA 95814
www.cityofsacramento.org
File ID: 2023-01374 11/14/2023 Consent Item 15.
Authorize Alternate Procurement Method to Select a New Multi-Function Device (Copier) Rental and Service Contractor (Two-Thirds Vote Required) File ID: 2023-01374
Location: Citywide
Recommendation: Pass a Motion (1) suspending competitive bidding; and (2) allowing the use of a Request for Proposal (RFP) competitive solicitation to award a contract for copier rental and service.
Contact: Gary O’Neill, Contracts and Compliance Specialist, (916) 808-7432, [email protected]; Dayana Reyes Zanaska, Procurement Manager, (916) 808-5524, [email protected]; Department of Finance Presenter: None.
Attachments:
1-Description/Analysis
Description/Analysis
Issue Detail: The City has a pool of over two hundred multi-function devices that allow staff to make copies, scan or print documents, and send and receive faxes. The current contract with Smile Business Products of Sacramento expires on June 30, 2024, or 30 days after the 48-month rental period of a copier expires, whichever is later. As such, staff must solicit a new contract for replacement equipment.
Policy Considerations: The recommendations in this report are in accordance with the provisions of City Code 3.56 regarding contracts for the purchase of nonprofessional services. Under City Code Section 3.56.230, competitive bidding is not required for contracts of $250,000 or more if the City Council determines on a 2/3 vote that it is in the best interests of the City to suspend competitive bidding. The suspension of competitive bidding can be recommended for various reasons, including the use of alternative methods for contractor selection, such as using a RFP process and/or selecting a contractor based on factors other than, or in addition to, price.
Economic Impacts: None.
File ID: 2023-01374 11/14/2023 Consent Item 15.
Environmental Considerations:
California Environmental Quality Act: This report concerns administrative activities and governmental fiscal activities that do not constitute a “project” as defined by the CEQA Guidelines Sections 15378(b)(2) and 15378(b)(4) and are not subject to the provisions of CEQA (CEQA Guidelines Section 15060(c)(3)).
Sustainability: The RFP will have a requirement that the copiers be EnergyStar rated or carry a similar energy-efficiency rating. The RFP will also require that the Contractor offer to the City a toner- recycling program.
Commission/Committee Action: None.
Rationale for Recommendation: Using an RFP to solicit a contract for these services will allow staff to consider ease of use, security, reporting capabilities, service response times, experience providing these services, and other criteria in addition to cost.
Financial Considerations: Funding for this contract is included in fiscal year 2023/24 operating budget and/or capital improvement program budgets of the departments that utilize these services.
Funding for subsequent years is subject to Council approval.
Local Business Enterprise (LBE): The RFP will have a five-point preference for an LBE.