Finance and Management Services
www.santa-ana.org/finance
Item # 16
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
December 17, 2024
TOPIC: Offset Printing Services
AGENDA TITLE
Agreement with Mekong Printing Inc. dba MK Printing for Offset Printing Services (Specification No. 24-082A) (General Fund and Non-General Fund)
RECOMMENDED ACTION
Authorize the City Manager to execute an agreement with Mekong Printing Inc. dba MK Printing to provide offset printing services for a term beginning November 20, 2024 and expiring November 19, 2027, with provision for one, 2-year extension, in an amount not to exceed $500,000(Agreement No. A-2024-XXX).
GOVERNMENT CODE §84308 APPLIES: Yes
DISCUSSION
The Finance and Management Services Agency’s Central Services Division supports all City departments with the duplication and printing of City stationery, forms, flyers, and various other print requests. Print requests of less than 5,000 copies are produced in- house and larger volume requests are produced through third-party vendors. Utilizing third-party vendors is a cost-effective method of producing high volume requests given the vendors’ large-scale equipment. The contract for offset printing services is designed to provide quality products in a timely manner and at significant savings based on quantity pricing.
Request for Proposals (RFP) No. 24-082A was issued on July 18, 2024 on the City’s online bid management and publication system. A summary of vendor participation and results is as follows:
418 Vendors notified
4 Santa Ana vendors notified
25 Vendors downloaded the RFP packet
3 Proposals received
1 Proposal received from Santa Ana vendors
Offset Printing Services
December 17, 2024
4 7
3 0
Proposals were solicited, opened on August 15, 2024, and evaluated. Three proposals were submitted by the RFP deadline and all were determined to be responsive to the specifications and met the City’s requirements. An evaluation committee reviewed and rated the proposals according to the criteria listed in the RFP.
Based on the criteria outlined in the RFP, the following summarizes the responding firms and their rankings:
Firm Location Rank
Mekong Printing, Inc. Santa Ana, CA 1
Ultimate Printsource, Inc. Claremont, CA 2
Alliance Printing Solutions, Inc. Santa Fe Springs, CA 3 Staff recommends awarding an agreement to the highest-ranked firm, Mekong Printing Inc. dba MK Printing (Exhibit 1). MK Printing offered the lowest prices, are a local Santa Ana vendor, and offer in-house services and optional rush order deliveries.
Local Outreach Efforts
The Purchasing Division advertised this project on the City’s online bid management and publication system, which directly notified four Santa Ana vendors. Additionally, Purchasing staff performed supplemental outreach by personally contacting recommended local vendors by email to notify them of the bidding opportunity. One vendor downloaded the RFP and submitted a bid for consideration.
ENVIRONMENTAL IMPACT
There is no environmental impact associated with this action.
FISCAL IMPACT
Funds are available in various departmental Miscellaneous Operating Expenses account (no. 63001) as follows:
Fiscal Year Amount
November 2024 – June 2025 $58,333
FY 25-26 $100,000
FY 26-27 (July 2026 – November 2026) $41,667
Extension Period
FY 26-27 (November 2026 – June 2027) $58,333
FY 27-28 $100,000
FY 28-29 $100,000
July 2029 – November 2029 $41,667
Offset Printing Services
December 17, 2024
4 7
3 0
Depending on the department that requests the print services, such as the Police Athletic and Activity League (PAAL) or the Housing Authority, funds from ARPA or other federal funds may also be used during the duration of this contract.
EXHIBIT(S)
1. Agreement with Mekong Printing Inc dba MK Printing
Submitted By: Kathryn Downs, FMSA Executive Director
Approved By: Alvaro Nuñez, City Manager