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File #: 2018-0523   
Type: Contract Status: Agenda Ready
File created: 8/2/2018 In control: Operations, Safety, and Customer Experience Committee
On agenda: 9/20/2018 Final action:
Title: AUTHORIZE the Chief Executive Officer to award a five-year Contract No. PS110638000 to Canon Solutions America Inc. for Copy Center and Design Studio equipment and services in an amount not-to-exceed $1,590,568, inclusive of sales taxes; subject to the resolution of protest(s), if any.
Sponsors: Operations, Safety, and Customer Experience Commit
Indexes: Budget, Budgeting, Contracts, General Overhead (Project), Procurement, Purchasing, Safety
Attachments: 1. Attachment A - Procurement Summary, 2. Attachment B - DEOD Summary
Related files: 2018-0673
Date Action ByActionResultAction DetailsMeeting DetailsAudio
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Meeting_Body

OPERATIONS, SAFETY AND CUSTOMER EXPERIENCE COMMITTEE

SEPTEMBER 20, 2018

 

Subject

SUBJECT:                     COPY CENTER EQUIPMENT AND SERVICES

 

Action

ACTION:                     AWARD CONTRACT

 

 

Heading

RECOMMENDATION

 

Title

AUTHORIZE the Chief Executive Officer to award a five-year Contract No. PS110638000 to Canon Solutions America Inc. for Copy Center and Design Studio equipment and services in an amount not-to-exceed $1,590,568, inclusive of sales taxes; subject to the resolution of protest(s), if any. 

 

Background

BACKGROUND

 

Metro’s current contracts for the lease of high-speed copiers, document finishing equipment, maintenance, and other services will expire on December 31, 2018.

 

Discussion

DISCUSSION

 

Metro 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.  This contract will replace the current contract with Canon.

 

 

Determination_Of_Safety_Impact

DETERMINATION OF SAFETY IMPACT

 

Approval of this Board item will have a neutral impact on safety.

 

Financial_Impact

FINANCIAL IMPACT

 

Funding of $320,000 for this service is included in the FY19 Budget in cost center 6420 Copy Services within project 100001 General Overhead.  Since this is a multi-year contract, the cost center manager and Chief Human Capital & Development 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.

 

 

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 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. PS110638000 with Canon for copy center equipment and services.

 

Attachments

ATTACHMENTS

 

Attachment A - Procurement Summary

Attachment B - DEOD Summary

 

 

 

Prepared_by

Prepared by:                      Steve Jaffe, DEO General Services

(213) 922-6284

 

Reviewed_By

Reviewed by:                      Joanne Peterson, Chief Human Capital & Development Officer

(213) 418-3088

Debra Avila, Chief Vendor/Contract Management Officer (213) 418-3051