HomeMy WebLinkAbout22A - SPEC - REPROGRAPHIC SRVS• IT Ini
CITY COUNCIL MEETING DATE:
APRIL 5, 2016
TITLE;
CONTRACT AMENDMENT WITH ARC
DOCUMENT SOLUTIONS, LLC, FOR
REPROGRAPHIC SERVICES
(SPEC. NO. 16 -045)
(STRATEGIC PLAN NO. 5, 2)
1
CITY MANAGER
CLERK OF COUNCIL USE ONLY:
FTIT-0-00F= ti
❑ As Recommended
❑ As Amended
❑ Ordinance on 1" Reading
❑ Ordinance on 2nd Reading
❑ Implementing Resolution
❑ Set Public Hearing For
CONTINUED TO
FILE NUMBER
Amend the contract with ARC Document Solutions, LLC, to increase the aggregate limit by
$18,500 for reprographic services for an amount not to exceed $43,500 for fiscal year 2015 -2016,
subject to nonsubstantive changes approved by the City Manager and City Attorney.
DISCUSSION
The Finance and Management Services Agency Purchasing Division establishes an annual
blanket order list consisting of vendors that provide supplies and services required by agencies
on a recurring basis. ARC Documents Solutions, LLC, is one of the approved citywide vendors
that provide reprographic services.
On September 16, 2014, City Council adopted a resolution declaring a Water Conservation Level
1 Shortage, which called for Level 1 mandatory water conservation measures. As a result, the
Public Works Water Resources Division implemented a comprehensive water program to
educate the community and promote water conservation. As part of the ongoing efforts to
promote the water program, Water Resources Division staff participated in various community
events and activities and held a Youth Water Conservation Poster contest this fiscal year. These
activities required promotional supplies such as flyers, posters, and signs for citywide distribution.
Expenses for these materials, when added to the vendor's fiscal purchases, will exceed the
$25,000 aggregate limit. As such, staff requests approval to increase the aggregate limit for ARC
Documents Solutions, LLC, by $18,500 for a total amount not to exceed $43,500, to allow for
uninterrupted services throughout the rest of the fiscal year.
22A -1
Contract Amendment with ARC Document Solutions, LLC for Reprographic Services
April 5, 2016
Page 2
STRATEGIC PLAN ALIGNMENT
Approval of this item supports the City's efforts to meet Goal #5 — Community Health, Livability,
Engagement & Sustainability, Objective #2 (expand opportunities for conservation and
environmental sustainability).
FISCAL IMPACT
Funds in the amount of $18,500 are available in FY 2015 -16 Water Quality & Measurement
account (06017644-63001).
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Fred N usavipour
Executive Director
Public Works Agency
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APPROVED AS TO FUNDS AND ACCOUNTS:
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Francisco Gutierrez
Executive Director
Finance & Management Services Agency
22A -2