Title
Paper Products - Requirements Contract - IFB 19-004 (Ordinance S-45029)
Description
Request to authorize the City Manager, or his designee, to enter into contracts with Spicers Paper, Inc. and Veritiv Operating Company for the supply of paper for the City Clerk Department for the printing of information materials as needed for all City departments. Further request authorization for the City Controller to disburse all funds related to this item. The aggregate contract value will not exceed $1,000,000 over the five-year period.
Report
Summary
This contract will provide a large variety of paper types used by the Print, Design, and Mail Services section of the City Clerk Department to produce community awareness, training and other critical business communications for all City departments. Examples of common projects include flyers, brochures, postcards and other media used to inform the public about City events, programs and services, as well as legal forms, statements, licenses and invoices for the Police, Fire, City Clerk, Municipal Court and Law departments.
Procurement Information
Invitation for Bid (IFB) 19-004 was conducted in accordance with Administrative Regulation 3.10. There were two offers received by the Finance Department Procurement Division on July 20, 2018. The offers were evaluated on price, responsiveness to specifications and responsibility to provide the required goods and/or services. Both offers are recommended for award, according to the lowest-priced offer per line item. The notice of bid was sent to more than 200 registered vendors and was publicly posted and available for download on the City website.
The Deputy Finance Director recommends that the offers from Spicers Paper, Inc. and Veritiv Operating Company be accepted as the lowest-priced, responsive and responsible offers.
Contract Term
The five-year contract term will begin on or about Oct. 4, 2018.
Financial Impact
The aggregate contract value will not exceed $1,000,000, with an estimated annual expenditure of $200,000. Funds are available in the City Clerk Department's budget.
Department
Responsible Department
This item is submitted by Acting Deputy City Manager Toni Maccarone and the City Clerk Department.