Title
Lease of Digital Color Production Press - RFP 14-018 - Requirements Contract (Ordinance S-46868)
Description
Request to authorize the City Manager, or his designee, to allow additional expenditures of $99,600 for Contract 139280 with Xerox Corporation for the lease of Digital Color Production Press equipment as needed by the City Clerk Department. Further request authorization for the City Controller to disburse all funds related to this item.
Report
Summary
This contract provides the City Clerk Department with digital color production press equipment used to produce printed materials for the public for all City departments, including: signage, flyers, brochures, and booklets related to COVID-19 service impacts and testing locations, pedestrian safety for children, domestic violence awareness and resources for victims, Public Works (Zero Waste) recycling programs, and Fire Department outreach to children on fire and pool safety.
The City is currently working to re-solicit a competitively-bid contract that will ensure the City receives goods and services at the best possible value. The current contract permits the City to exercise a unilateral option to extend beyond the original term for up to one year on a month-to-month basis, if necessary. An extension will be necessary in order to ensure City services are not interrupted during the re-solicitation period. The additional funds are necessary to allow for related expenditures during such period.
This item has been reviewed and approved by the Information Technology Services Department.
Contract Term
The contract shall be extended on a month-to-month basis for up to six months through Feb. 28, 2021, with an option to extend an additional six months on a month-to-month basis.
Financial Impact
Upon approval of $99,600 in additional expenditures, the revised aggregate value over the life of the contract shall not exceed $1,385,780. Funds are available in the City Clerk Department's budget.
Concurrence/Previous Council Action
This contract is a result of RFP 14-018 previously awarded on Aug. 27, 2014.
Department
Responsible Department
This item is submitted by Deputy City Manager Toni Maccarone and the City Clerk Department.