Title
Digital Color Production Press - Requirements Contract - RFP 21-102 (Ordinance S-47646)
Description
Request to authorize the City Manager, or his designee, to enter into a contract with Dahill Office Technology Corporation, dba Xerox Business Solutions Southwest, to lease a 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 aggregate contract value will not exceed $1,150,000.
Report
Summary
The City Clerk Department's Print, Design and Mail Services Division requires the use of a high-volume digital color production press to print thousands of brochures, flyers, door hangers, postcards, manuals, and other educational materials for critical City programs. This press is outside the scope of the Unified Print Program and is a documented exception. The current press, leased under Contract 139280, has surpassed its useful life. A new digital color production press will allow the City to reduce costs, modernize processes and adopt updated technology. The Print, Design and Mail Services Division operates on a cost recovery basis. Therefore, any achieved cost savings will directly benefit the internal City departments utilizing their services.
This item has been reviewed and approved by the Information Technology Services Department.
Procurement Information
RFP 21-102 was conducted in accordance with Administrative Regulation 3.10. Five offers were received by the Procurement Division on Dec. 4, 2020. The bid notification was sent to 45 suppliers and was publicly posted and available for download from the City's website. One offer was deemed non-responsive to the requirements of the solicitation.
The offers were scored by a five-member evaluation panel based on the following criteria worth 1,000 points:
- Publishing System Capabilities - 250 points
- Digital Workflow Solution - 150 points
- Training - 150 points
- Full-Service Maintenance - 150 points
- Firm and Key Personnel Experience, Qualifications, and References - 100 points
- Pricing, Financing and Lease Agreement - 200 points
The offeror scores are as follows:
- Xerox Business Solutions Southwest - 689 points
- Konica Minolta - 657 points
- Indigo America (HP 7eco) - 640 points
- Indigo America (HP 7K) - 618 points
The Deputy Finance Director recommends the offer from Xerox Business Solutions Southwest be accepted as the highest-scored, responsive and responsible offer.
Contract Term
The five-year contract shall begin on or about June 15, 2021.
Financial Impact
The aggregate contract value will not exceed $1,150,000. Funds are available in the City Clerk Department's operating budget.
Department
Responsible Department
This item is submitted by Deputy City Manager Toni Maccarone and the City Clerk Department.