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