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HomeMy WebLinkAboutItem 4.10 - 2697 Shamrock Office Solutions Contract Page 1 of 2 STAFF REPORT CITY COUNCIL DATE: June 18, 2019 TO: Honorable Mayor and City Councilmembers FROM: Christopher L. Foss, City Manager SUBJECT: Approve Shamrock Office Solutions Contract and Authorize Procurement of Printers and Copiers Prepared by: Dora Ramirez, Administrative Aide EXECUTIVE SUMMARY: The City Council will consider the approval of an agreement with Shamrock Office Solutions for printer and copier maintenance services, including authorization for the purchase of equipment replacement. STAFF RECOMMENDATION: Adopt the Resolution Approving the Agreement with Shamrock Office Solutions and Authorizing the City Manager to Procure Services and Equipment in Excess of $45,000. FINANCIAL IMPACT: Funding for these contracted expenditures in Fiscal Year 2019-20 is included in the Fiscal Year 2019-20 General Fund Budget, and future costs will be included in the annual budget process. The agreement covers the estimated base cost for printer and copier maintenance services and supplies in the amount of $97,665.12 for a three-year period. Included is $60,000 for contingency of copy overages for the duration of the contract period, for a not-to-exceed total of $157,665.12. In addition, Staff is requesting that the City Manager be given the authority to make related equipment replacement purchases in excess of $45,000 from Shamrock Office Solutions, as budget is available. There is sufficient funding for this in the current year, which will be carried over to Fiscal Year 2019-20 for this purpose. DESCRIPTION: Managed Print Services The City currently has an agreement with Shamrock Office Solutions for maintenance and servicing of all copy machines and printers, including supplies and labor (also called Managed Print Services). The City has been pleased with the service received; however, best practices established for public agency purchasing recommend that Page 2 of 2 agencies periodically review the provision of these general services. The City requested quotes for services from companies in the surrounding area, and received responses from the following service providers: Shamrock Office Solutions Arc Document Solutions Caltronics Business Systems MRC Smart Technology Solutions The evaluation and selection of the contractor were base d on the condition of the City's current equipment, service needs, and the cost to include replacement of aging copiers and printers. Shamrock Office Solutions is the vendor that can meet all of the City’s requirements for managed print services. Future Purchase of Replacement Printers and Copiers The City periodically replaces aging equipment, including copiers and printers. As Shamrock is an authorized dealer of Ricoh equipment, the brand preferred by Staff, the City will also work with Shamrock throughout the duration of the contract for equipment replacements. The total cost of this equipment over the three-year period will likely exceed $45,000. Chapter 2.36 of the Dublin Municipal Code (DMC) establishes the procedures for contracts and purchasing, which require City Council approval for procurement of goods and services in excess of $45,000 (DMC 2.36.090) for operating programs. As such, in addition to approval of the agreement, Staff is requesting that the City Manager be given the authority to purchase equipment through Shamrock Office Solutions in excess of $45,000 as needed, and as budget is available. STRATEGIC PLAN INITIATIVE: None. NOTICING REQUIREMENTS/PUBLIC OUTREACH: None. ATTACHMENTS: 1. Resolution Approving the Agreement with Shamrock Office Solutions and Authorizing the City Manager to Procure Services and Equipment in Excess of $45,000 2. Exhibit A to the Resolution - Contractor Services Agreement Between City of Dublin and Shamrock Office Solutions RESOLUTION NO. xx –19 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN * * * * * * * * * APPROVING THE AGREEMENT WITH SHAMROCK OFFICE SOLUTIONS AND AUTHORIZING THE CITY MANAGER TO PROCURE SERVICES AND EQUIPMENT IN EXCESS OF $45,000 WHEREAS, the City of Dublin requires managed print services including maintenance of City copiers and printers; and WHEREAS , Staff conducted a Request for Quotes for such services and evaluated proposals from four service providers; and WHEREAS, Staff selected Shamrock Office Solutions as the vendor with the proposal that most closely matches the City’s needs; and WHEREAS, in addition to managed print services, the City requires periodic replacement of aging equipment, and Shamrock Solutions is an authorized dealer of Ricoh copiers, the City’s preferred brand; and WHEREAS, Section 2.36.090 of the Dublin Municipal Code requires City Council approval of supplies and equipment with a cost greater than or equal to forty-five thousand dollars ($45,000). NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin hereby approves the Agreement with Shamrock Off ice Solutions, attached hereto as Exhibit A. BE IT FURTHER RESOLVED that the City Manager is authorized to execute the Agreement and make any necessary changes to carry out the intent of this Resolution. BE IT FURTHER RESOLVED that the City Manager is authorized to procure services and equipment from Shamrock Office Solutions for an amount in excess of $45,000 for operating programs, for Fiscal Year 2019-20 and future years, subject to available approved budget. PASSED, APPROVED AND ADOPTED this 18th day of June 2019, by the following vote: AYES: NOES: ABSENT: ABSTAIN: _____________________________________ Mayor ATTEST: _______________________________________ City Clerk CONTRACTOR SERVICES AGREEMENT BETWEEN THE CITY OF DUBLIN AND SHAMROCK OFFICE SOLUTIONS TH IS AGREEMENT for Printer and Copier Maintenance services is made by and between the City of Dublin ("City") and Shamrock Office Solutions ("Contractor") (together sometimes referred to as the "Parties") as of July 1, 2019 (the "Effective Date"). Section 1. SERVICES. Subject to the terms and conditions set forth in this Agreement, Contractor shall provide to City the services described in the Scope of Work attached as Exhibit A at the time and place and in the manner specified therein. In the event of a conflict in or inconsistency between the terms of this Agreement and Exhibit A, the Agreement shall prevail. 1.1 Term of Services. The term of this Agreement shall begin on the Effective Date and shall end on June 30, 2022, the date of completion specified in Exhibit A, and Contractor shall complete the work described in Exhibit A on or before that date, unless the term of the Agreement is otherwise terminated or extended, as provided for in Section 8. The time provided to Contractor to complete the services required by this Agreement shall not affect the City's right to terminate the Agreement, as referenced in Section 8. Notwithstanding the foregoing this Agreement may be extended for two one-year extensions upon the written consent of the Contractor and the City Manager, provided that: a) sufficient funds have been appropriated for such purchase, b) the price charged by the Contractor for the provision of the serves described in Exhibit A does not increase. None of the foregoing shall affect the City's right to terminate the Agreement as provided for in Section 8. 1.2 Standard of Performance. Contractor shall perform all services required pursuant to this Agreement in the manner and according to the standards observed by a competent practitioner of the profession in which Contractor is engaged. 1.3 Assignment of Personnel. Contractor shall assign only competent personnel to perform services pursuant to this Agreement. In the event that City, in its sole discretion, at any time during the term of this Agreement, desires the reassignment of any such persons, Contractor shall, immediately upon receiving notice from City of such desire of City, reassign such person or persons. 1.4 Time. Contractor shall devote such time to the performance of services pursuant to this Agreement as may be reasonably necessary to meet the standard of performance provided in Subsection 1.2 above and to satisfy Contractor's obligations hereunder. 1.5 [Intentionally Deleted]. 1.6 [Intentionally Deleted]. Section 2. COMPENSATION. City hereby agrees to pay Contractor a sum of ninety-seven thousand six hundred sixty-five dollars and twelve cents ($97,665.12) for base contract, plus sixty thousand dollars ($60,000) for overage billing if needed, for a total of not to exceed in the amount of one hundred fifty-seven thousand six hundred sixty-five dollars and twelve cents ($157,665.12) Services Agreement between City of Dublin and Shamrock Office Solutions July 1, 2019 Page 1 of 14 notwithstanding any contrary indication that may be contained in Contractor's proposal, for services to be performed and reimbursable costs incurred under this Agreement. In the event of a conflict between this Agreement and Contractor's proposal, attached as Exhibit A, regarding the amount of compensation, the Agreement shall prevail. City shall pay Contractor for services rendered pursuant to this Agreement at the time and in the manner set forth herein. _The payments specified below shall be the only payments from City to Contractor for services rendered pursuant to this Agreement. Contractor shall submit all invoices to City in the manner specified herein. Except' as specifically authorized by City in writing, Contractor shall not bill City for duplicate services performed by more than one person. Contractor and City acknowledge and agree that compensation paid by City to Contractor under this Agreement is based upon Contractor's estimated costs of providing the services required hereunder, including salaries and benefits of employees and subcontractors of Contractor. Consequently, the Parties further agree that compensation hereunder is intended to include the costs of contributions to any pensions and/or annuities to which Contractor and its employees, agents, and subcontractors may be eligible. City therefore has no responsibility for such contributions beyond compensation required under this Agreement. 2.1 Invoices. Contractor shall submit invoices, not more often than once a month during the term of this Agreement, based on the cost for services performed. 2.2 Monthly Payment. City shall make monthly payments, based on invoices received, for services satisfactorily performed, and for authorized reimbursable costs incurred. City shall have 30 days from the receipt of an invoice that complies with all of the requirements above to pay Contractor. 2.3 Final Payment. City shall pay the last 10% of the total sum due pursuant to this Agreement within 60 days after completion of the services and submittal to City of a final invoice, if all services required have been satisfactorily performed. 2.4 Total Payment. City shall pay for the services to be rendered by Contractor pursuant to this Agreement. City shall not pay any additional sum for any expense or cost whatsoever incurred by Contractor in rendering services pursuant to this Agreement. City shall make no payment for any extra, further, or additional service pursuant to this Agreement. 2.5 2.6 In no event shall Contractor submit any invoice for an amount in excess of the maximum amount of compensation provided above either for a task or for the entire Agreement, unless the Agreement is modified prior to the submission of such an invoice by a properly executed change order or amendment. Hourly Fees. Fees for work performed by Contractor on an hourly basis shall not exceed the amounts shown on the compensation schedule attached hereto as Exhibit B. [Intentionally Deleted). 2.7 -Payment of Taxes. Contractor is solely responsible for the payment of employment taxes incurred under this Agreement and any similar federal or state taxes. Services Agreement between City of Dublin and Shamrock Office Solutions July 1, 2019 Page 2 of 14