Meeting_Body
OPERATIONS, SAFETY AND CUSTOMER EXPERIENCE COMMITTEE
OCTOBER 19, 2023
Subject
SUBJECT: HIGH SPEED/VOLUME COPIERS & EQUIPMENT FOR METRO COPY CENTER
Action
ACTION: APPROVE RECOMMENDATION
Heading
RECOMMENDATION
Title
AUTHORIZE the Chief Executive Officer to execute Contract Modification No. 3 to Contract No. PS110638000 with Canon Solutions America, Inc., to continue to provide the lease and maintenance of high-speed copiers and document finishing equipment for the Metro Copy Center, in the amount of $200,000, increasing the contract not-to-exceed amount from $1,749,625 to $1,949,625, and extend the period of performance from February 1, 2024, through April 30, 2024.
Issue
ISSUE
The existing contract with Canon Solutions America, Inc. (Canon) for the lease of high-speed copiers, document finishing equipment, maintenance, and other services will expire on January 31, 2024.
Approval of this Contract Modification will ensure service continuity and allow for sufficient time for proposers to respond to the RFP that has been issued, and to increase competition for these services. In addition, this contract modification will provide for the transition/mobilization period required for the acquisition and installation of the new high-speed copier equipment and removal of the old equipment without service disruption when the new contract is awarded.
Background
BACKGROUND
The current contract was awarded in September 2018, with the period of performance ending on January 31, 2024. Metro issued an RFP to reprocure these services and proposals are due in October 2023. Approval of this Contract Modification will allow time to respond to award the contract and negotiate a new contract while ensuring a smooth transition.
Due to the heavy use of the equipment, it is reaching the expected life cycle replacement, and the new contract will allow Metro to implement new technology and software Managed Print Services. Managed Print Services monitors use of the high-speed copiers and addresses malfunctions and required repairs. In addition, it will place orders for replacement parts and supplies. This will allow for efficient management of printing and imaging services.
Discussion
DISCUSSION
Metro’s Copy Center requires high-speed copy machines, laminating equipment, binding, and other finishing equipment to produce a wide range of documents that are required for agency business, including:
• Bus and rail “shake-up” materials
• Board and committee agenda packets
• Budget books
• Bound departmental reports
• Departmental forms
• Large format blueprints and posters
• Procurement IFB and RFP Packages
• Training manuals
• EIR/EIS and other planning documents
Documents are sent to the Copy Center whenever they can be produced more cost effectively and at a higher quality than is possible on convenience copiers.
Determination_Of_Safety_Impact
DETERMINATION OF SAFETY IMPACT
Approval of this Board item will not impact the safety of Metro employees or riders.
Financial_Impact
FINANCIAL IMPACT
The funding of $200,000 for this service is included in the FY24 Budget in cost center 6420 Copy Services, within project 100001 General Overhead. The cost center manager and Chief People Officer will be accountable to ensure funds are available for these services.
Impact to Budget
The source of funds for Project 100001 is General Overhead funds, comprised of federal, state, and local funds. These funds are eligible for bus and rail operating costs.
Equity_Platform
EQUITY PLATFORM
There are no adverse equity impacts anticipated from this contract modification. This will allow continued support of Metro’s workforce with printing documents for the agency.
Implementation_of_Strategic_Plan_Goals
IMPLEMENTATION OF STRATEGIC PLAN GOALS
Recommendation supports strategic plan Goal #5 (Provide responsive, accountable, and trustworthy governance). By continuing to be responsive, accountable, and trustworthy, Metro will build credibility with decision-makers, customers, and employees and be able to perform more effectively to the changing needs of its business practices.
Alternatives_Considered
ALTERNATIVES CONSIDERED
One alternative would be to purchase the existing equipment at the current market value and purchase maintenance services and spare parts required to keep the machines operational. This alternative is not recommended because the current equipment will become less reliable as it ages. This could delay document production, including documents required for high priority projects.
Another alternative would be to outsource all high-volume jobs to an outside vendor. Sending all photocopying to an outside vendor would extend response time for production of critical documents. This alternative would also require modification of Metro’s collective bargaining agreement with TCU that represents Copy Center employees who perform this work.
Next_Steps
NEXT STEPS
Upon Board approval, staff will execute Contract Modification No. 3 to Contract No. PS110638000 with Canon Solutions America, Inc., to continue to provide lease and maintenance of high-speed copiers and document finishing equipment and other related services.
Attachments
ATTACHMENTS
Attachment A - Procurement Summary
Attachment B - Contract Modification/Change Order Log
Attachment C - DEOD Summary
Prepared_by
Prepared by: Yolanda Limon, Manager, General Services,
(213) 922-2113
Don Howey, Executive Officer, Administration,
(213) 922-8867
Debra Avila, Deputy Chief Officer, Vendor/Contract Management
(213) 418-3051
Reviewed_By
Reviewed by: Seleta Reynolds, Chief Innovation Officer/(Interim) Chief People Officer ,(213) 922-4098
