Meeting_Body
SYSTEM SAFETY, SECURITY AND OPERATIONS COMMITTEE
JANUARY 18, 2018
Subject
SUBJECT: HIGH SPEED/VOLUME COPIERS - METRO COPY CENTER
Action
ACTION: AWARD CONTRACT
Heading
RECOMMENDATION
Title
AUTHORIZE the Chief Executive Officer to award a firm fixed unit rate, Contract No. PS9395700 to Canon Solutions America, Inc., to provide high speed/volume copiers for Metro Copy Center for five years in an amount not-to-exceed $1,977,549, inclusive of sales taxes, subject to resolution of protest(s), if any.
Issue
ISSUE
Metro’s current contracts for the lease of high-speed copiers, document finishing equipment, maintenance, and other services will expire on February 28, 2018.
Discussion
DISCUSSION
Metro requires high-speed copy machines, laminating, binding and other finishing equipment to produce a wide range of documents that are required for agency business, including:
• Board and committee agenda packets
• Bound departmental reports
• Budget books
• Bus and rail “shake-up” materials
• 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 have any impacts on the safety of our customers and employees.
Financial_Impact
FINANCIAL IMPACT
Since this is a multi-year contract, the cost center manager and Executive Officer will be accountable for budgeting the cost in future years.
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.
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 has become less reliable as it has aged. This could delay document production, including documents required for high priority projects.
Another alternative would be to send 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 No. PS9395700 with Canon Solutions America, Inc., to provide high speed/volume copiers for Metro Copy Center.
Attachments
ATTACHMENTS
A. Attachment A - Procurement Summary
B. Attachment B - DEOD Summary
Prepared_by
Prepared by: Yolanda Limon, Manager, General Services, (213) 922-2113
Raul Gomez, Printing Services Supervisor, (213) 922-4356
Steve Jaffe, DEO General Services, (213) 922-6284
Reviewed_By
Reviewed by: Debra Avila, Chief Vendor/Contract Management Officer,
(213) 418-3051
Joanne Peterson, Chief Human Capital & Development Officer,
(213) 418-3088
