TRANSMITTAL LETTER FOR BOARD MEETING OF AUGUST 14, 2008
COMMITTEE ON PURCHASING
Mr. Richard Lanyon, General Superintendent
Title
Issue purchase order and enter into an agreement for Contract 07-RFP-33 (Rebid), Duplication of Legal Materials, Trial Records and Other Reprographic Services for the District’s Law Department for a Two-Year Period, with Loop Legal Copy and Imaging, in an amount not to exceed $112,475.00, Accounts 101-30000-612090 and 401-50000-612090, Requisition 1250446
Body
Dear Sir:
Authorization is requested to issue a purchase order and enter into an agreement with Loop Legal Copy & Imaging to provide the Law Department with reprographic services for a two year period.
In response to a public advertisement of October 3, 2007, a bid opening was held on October 26, 2007 for Request for Proposal No. 07-RFP-33. The sole bid received was rejected at the March 20, 2008 Board meeting.
In response to a public re-advertisement of May 7, 2008, a bid opening was held on May 30, 2008 for Request for Proposal No. 07-RFP-33, Rebid. Sixty three (63) firms were notified, and twenty seven (27) firms requested proposals. The District received a sole proposal from Loop Legal Copy & Imaging.
The scope of the work specified in 07-RFP-33 includes supplying the District’s legal staff with reprographic and other legal document preparation services, including pick up and delivery, on an as needed basis, and the capability to provide document imaging for CT Summation. Following the evaluation of the proposal, it was determined that Loop Legal Copy & Imaging possessed the qualifications necessary to perform the scope of work contained in Contract 07-RFP-33.
A written request for a best and final offer was sent to Loop Legal Copy & Imaging on July 24, 2008 and was provided on July 25, 2008.
The quantities specified in the contract documents were used for the purpose of reviewing the bid and establishing unit prices. The total amount to be expended on this contract, should usage differ from the estimated quantities, is not to exceed $112,475.00.
In as much as the firm of Loop Legal Copy & Imaging possesses a high degree of professional skill, it is recommended that the Purchasing Agent be authorized to issue a purchase order and enter into an agreement per Section 11.4 of the Purchasing Act, in an amount not to exceed $112,475.00.
Funds for the 2008 expenditures in the amount of $20,000.00 are available in Accounts 101-30000-612090 and 401-50000-612090. The estimated expenditures for 2009 are $46,237.50 and 2010 is $46,237.50. Funds for the 2009 and 2010 expenditures are available in Accounts 101-30000-612090 and 101-30000-612090 respectively, and are contingent on the Board of Commissioners approval of the District’s budget for those years.
Requested, Frederick M. Feldman, Attorney, FMF:LJH:dmk
Recommended, Darlene A. LoCascio, Purchasing Agent
Respectfully Submitted, Barbara J. McGowan, Chairman Committee on Purchasing
Disposition of this agenda item will be documented in the official Regular Board Meeting Minutes of the Board of Commissioners for August 14, 2008