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File #: 20-0621    Version: 1
Type: Agenda Item Status: Adopted
File created: 7/24/2020 In control: Procurement Committee
On agenda: 8/6/2020 Final action: 8/6/2020
Title: Authority to advertise Contract 20-860-5F Furnish and Deliver One Digital Wide Format Scanner and Printer/Copier, Main Office Building Annex, estimated cost $30,000.00, Accounts 501-50000-634990 and 612990, Requisition 1545224

TRANSMITTAL LETTER FOR BOARD MEETING OF AUGUST 6, 2020

 

COMMITTEE ON PROCUREMENT

 

Mr. Brian A. Perkovich, Executive Director

 

Title

Authority to advertise Contract 20-860-5F Furnish and Deliver One Digital Wide Format Scanner and Printer/Copier, Main Office Building Annex, estimated cost $30,000.00, Accounts 501-50000-634990 and 612990, Requisition 1545224

Body                    

 

Dear Sir:

 

Contract documents and specifications have been prepared for Contract 20-860-5F, Furnish and Deliver One Digital Wide Format Scanner and Printer/Copier. The equipment will be located in the Main Office Building Annex. The contract also includes one-year maintenance service. This contract begins approximately October 1, 2020, with a duration of 30 days.

 

The purpose of this contract is to procure equipment to scan and print full size plan sheets for the high volume of documents that require scanning and printing within the Local Sewer Systems Section (LSSS).  The existing equipment that LSSS uses is within the Engineering Department archives group and is used for scanning contract documents as well as permits issued by the LSSS.  The LSSS requires all full-size permit plans to be scanned for the permit closeout process as well as historical permit plans that have yet been scanned for Permit Inquiry and FOIA requests.  Now with permits being submitted electronically LSSS needs the capability to print full size plans for review and record keeping purposes.  There are approximately 560 permits issued each year and 600 Permit Inquiry/FOIA requests. In addition, this equipment will provide redundancy for the existing Engineering Department’s scanner. 

 

The estimated cost for this contract is $30,000.00.

 

A bid deposit is not required for this contract.

 

The Multi-Project Labor Agreement is not applicable to this contract because it is primarily a furnish and deliver contract.

 

The Affirmative Action Ordinance, Revised Appendix D and Appendix V are not included in this contract because the estimated is less than the minimum threshold established by Section 4 of the Affirmative Action Ordinance.

 

The tentative schedule for this contract is as follows:

Advertise                                          August 12, 2020

Bid Opening                                          September 1, 2020

Award                                                               September 17, 2020

Completion                                          October 31, 2020

 

Funds are available in Accounts 501-50000-634990 and 612990.

 

In view of the foregoing, it is recommended that the Director of Procurement and Materials Management be authorized to advertise Contract 20-860-5F.

 

Requested, Catherine A. O’Connor, Director of Engineering, CAO:WSS:MD

Recommended, Darlene A. LoCascio, Director of Procurement and Materials Management

Respectfully Submitted, Barbara J. McGowan, 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 August 6, 2020