TRANSMITTAL LETTER FOR BOARD MEETING OF MARCH 21, 2024
COMMITTEE ON PROCUREMENT
Mr. Brian A. Perkovich, Executive Director
Title
Authority to advertise Contract 24-RFP-04 Lease One Digital, High-Speed Color Production Printing System and One Digital, High-Speed Monochrome Production Printing System With a Repair, Supply and Maintenance Agreement at The Main Office Building Annex, estimated cost $680,000.00, Accounts 101-15000-612330 and 612800, Requisition 1616073 (As Revised)
Body
Dear Sir:
Request for proposal documents and specifications have been prepared for lease one digital, high-speed color production printing system and one digital, high-speed monochrome production printing system with a five-year repair, supply and maintenance agreement at the Main Office Building Annex for a five-year period.
The purpose of this request for proposal is to procure new digital, high-speed printing machines with modern technology for the District’s print shop on a lease basis.
The estimated cost for this request for proposal is $680,000.00. The estimated 2024, 2025, 2026, 2027, 2028 and 2029 expenditures are $56,700.00, $136,000.00, $136,000.00, $136,000.00, $136,000.00, and $79,300.00 respectively.
A bid deposit is not required for this contract as it is primarily a maintenance and repair service contract.
The contract specifications require that all work commence on the first of the month which follows the date of contract execution and be completed five years later. The contract is scheduled to begin August 1, 2024.
The Multi-Project Labor Agreement will be included in this contract.
Appendix A and V will not be included due to the products and types of services being solicited by this project are typically performed by a single firm, and do not provide practical opportunities for subcontracting.
The tentative schedule for this contract is as follows:
Advertise April 24, 2024
Bid Opening May 17, 2024
Award June 20, 2024
Completion August 1, 2029
Funds are available in accounts 101-15000-612330 and 612800 for the 2024 expenditures. Fund for expenditures in years 2025, 2026, 2027, 2028 and 2029 are contingent on the Board of Commissioners’ approval of the District’s budget for those years.
In view of the foregoing, it is recommended that the Director of Procurement and Materials Management be authorized to advertise Contract 24-RFP-04.
Requested, Shellie A. Riedle, Administrative Services Officer, BA
Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management
Respectfully Submitted, Marcelino Garcia, Chairman, Committee on Procurement
Disposition of this agenda item will be documented in the official Regular Board Meeting Minutes of the Board of Commissioners for March 21, 2024
Attachment