Item Coversheet
City of Independence
AGENDA ITEM COVER SHEET
Remanded back to Staff

Agenda Title:

Council action is requested to enter a contract (105-18) with Corporate Copy Print, Inc. for printing services for the City. Expenditures will not exceed budgeted amounts. [Motion made to remand back to staff for further evaluation.]
Recommendations:

Council action to enter into a contract.

Background:

The City’s Copy Center currently prints and mails the City’s utility bills, and it processes mail and a limited amount of printing for City departments. City staff met on May 10, 2018, with potential providers of these services to assist staff with development of the scope of services. The Procurement Division issued Request for Proposals, RFP 105-18, on May 18, 2018, which included the possibility of contracting with an outside source to print and mail utility bills.  A pre-proposal conference was held on May 23, 2018, to answer provide additional information about the RFP.

 

The RFP closed on May 31, 2018, with responses received from four providers: Corporate Copy Print, Inc., Maywood Printing, Lineage, and Control Printing Group. The proposals were evaluated by City staff from Water, City Clerk, Community Development, City Manager, Parks/Recreation/Tourism, and Tech Services Departments.  Evaluation criteria included: 1) overall responsiveness and quality in clearly understanding the scope of work; 2) expertise of firm and provider personnel; 3) lease buy out or lease assumption; 4) responses to requirements of the RFP and additional services offered; and 5) price.

 

One objective of the RFP was to determine whether outsourcing these services would provide cost savings to the City.  Evaluation and analysis revealed insufficient cost savings to the City to justify outsourcing utility bill printing and mailing.  However, there is still the need to contract for printing services beyond those currently provided by the Copy Center.  The evaluation committee proceeded with evaluating the proposals received for these services. 

 

Corporate Copy Print, Inc. received the highest score for all services required based on the evaluation criteria in the RFP.  The City has used the services of Corporate Copy Print, Inc. for a number of years with satisfaction. This vendor is located just off the Independence Square.  Staff recommends award of a contract to Corporate Copy Print, Inc. for one year with the option to extend the contract for up to three additional years.



Fiscal Impact:

Using the services of Corporate Copy Print for contracted printing (non-utility bill) will save the City approximately $22,000. These savings come from the elimination of the position of Copy/Records Center Specialist. The City has set aside funds of $60,000 to pay for contracted print jobs, which will be dispersed among departments according to need and past use.

 

Outsourcing utility bill printing and mailing could not be justified due to insufficient cost savings. The costs of equipment leases and supplies would have continued on top of the price of a new contract, which would have cost the City more to administer. Keeping the printing of utility bills in-house will keep costs consistent with previous years.





Department:          FinanceContact Person:          Russell Pankey


REVIEWERS:
DepartmentAction
Purchasing Division (Finance Department)Approved
City Clerk DepartmentApproved
Finance DepartmentApproved
Finance DepartmentApproved
Law DepartmentApproved
City Managers OfficeApproved
City Clerk DepartmentApproved

Council Action:          Council Action:          Accepted

ATTACHMENTS:
DescriptionType
105-18 Scores and PricingBackup Material