Title
Bender Associates Inc. Contract for Badging Printers (Ordinance S-46628)
Description
Request to authorize the City Manager, or his designee, to enter into a contract with Bender Associates, Inc. for purchase of badging printers required to print City employee identification badges, contractor badges, and other badges as needed in an amount not to exceed $30,000 over the life of the contract. Further request authorization for the City Controller to disburse all funds related to this item.
Report
Summary
The Public Works Department Badge Imaging Office is responsible for printing and maintaining approximately 3,000 badge proxy cards per year for approximately 15,000 employees and contractors that require badges. This contract will allow Public Works to purchase replacement printers that exceeded their useful life and are heavily used to create badges for City employees and contractors. The contract will also provide parts and accessories needed to use the badging printers such as laminate material and transfer film.
Procurement Information
Request for Quote 20-FMD-046 was conducted in accordance with Administrative Regulation 3.10. One offer was received by the Public Works Department on Feb. 26, 2020. The offer was evaluated based on price, responsiveness to all specifications, and the responsibility to provide the required goods. The offer submitted by Bender Associates, Inc. was deemed to be fair and reasonable.
Bender Associates, Inc.:
Group A: $10,540 total for various printer models, as requested.
Group B: $721.04 total for various accessories and materials available for the printers, as requested.
Contract Term
The initial one-year contract term will begin on or about June 1, 2020, with two option years to extend in increments of up to one year, for a total contract term of three years.
Financial Impact
The aggregate contract value including all option years will not exceed $30,000, including applicable taxes, over the contract term. Funds are available in the Public Works Department's budget.
Department
Responsible Department
This item is submitted by Deputy City Manager Karen Peters and the Public Works Department.