Title
Lease of High-Volume Digital Color Production Press Contract - RFP 26-0158 - Request for Award (Ordinance S-53078) - Citywide
Description
Request to authorize the City Manager, or the City Manager's designee, to enter into a contract with All Copy Products, Inc. to lease a High-Volume Digital Color Production Press for the City Clerk Department. Further request to authorize the City Controller to disburse all funds related to this item. The total value of the contract will not exceed $950,000.
Report
Summary
This contract will provide the City Clerk Department with the lease and installation of a new digital color production press to support high-volume printing within the City's Print and Design Services facility. The new press will integrate with the City's existing work flow, meet all required production and compatibility standards, and provide fast, reliable output across a wide range of media formats needed for brochures, flyers, manuals, activity books, and other educational materials for essential City programs.
This acquisition is necessary to ensure dependable, high-quality printing and to maintain service levels using modern, fully supported equipment. The lease includes complete installation, ongoing software and hardware updates, full-service maintenance, operator training, and most supplies.
This item has been reviewed and approved by the Information Technology Services Department.
Procurement Information
A Request for Proposal procurement was processed in accordance with City of Phoenix Administrative Regulation 3.10.
Five vendors submitted proposals deemed responsive and responsible. An evaluation committee of City staff evaluated those offers based on the following criteria with a maximum possible point total of 1,000:
Method of Approach (0 - 350 points)
Capabilities - Hardware and Software (0 - 300 points)
Qualifications and Experience (0 - 200 points)
Price (0 - 150 points)
After reaching consensus, the evaluation committee recommends award to the following vendor:
All Copy Products, Inc. - 787 points
Contract Term
The contract will begin on or about July 1, 2026, for a five-year term.
Financial Impact
The aggregate contract value will not exceed $950,000. Funding is available in the City Clerk Department's Operating budget.
Department
Responsible Department
This item is submitted by Deputy City Manager Alan Stephenson and the City Clerk Department.