S19-L23521-A1 - Approve an amending ordinance to Ordinance No. 2010-0631 passed 8/4/10 to increase the spending authority to Contract No. 4600010518 from $7,557,460.00 to $7,907,460.00 for the interlocal agreement between the City of Houston and the Houston Independent School District (HISD) for city-wide printing, copying, scanning, imaging, mailing, and record management services.
Specific Explanation:
The Director of the Administration and Regulatory Affairs Department and the Chief Procurement Officer recommend that City Council approve an amending ordinance to increase the spending authority from $7,557,460.00 to $7,907,460.00 for the interlocal agreement between the City of Houston and the Houston Independent School District for city-wide printing, copying, scanning, imaging, mailing, and records management services.
This contract was awarded on August 4, 2010, by ordinance No. 2010-0631, for a five-year term with five one-year options in an amount of $7,557,460.00. The $7,557,460.00 award was intended to cover the initial five-year contract term ending in 2015. Due to reductions in departmental printing, the contract incurred expenditures at a slower than anticipated rate and the initial five-year budget covered three additional years of services. As of October 11, 2018, expenditures totaled $7,485,913.81.
Rather than execute any remaining options, ARA and Strategic Procurement Division decided to conduct an RFP. The Strategic Procurement Division is anticipating that a new contract shall be in place by the end of December. As a result, an increase in spending authority is needed to ensure that these services continue through the end of December 2018 and the start of a new contract.
The scope of work requires HISD to provide all facilities, labor, supervision, equipment, materials, supplies, shipping costs, and incidentals necessary to provide full-service design, copying, scanning, offset printing, bindery, imaging, mailing, and records management services.
M/WBE Subcontracting:
The interlocal agreement was awarded with a 15% M/WBE participation goal. HISD is currently achieving 19.73%.
Fiscal Note:
Funding for this item is included in the FY19 Adopted Budget. Therefore, no Fiscal Note is required as stated in the Financial Policies.
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_______________________________________
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___________________________________
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Jerry Adams, Chief Procurement Officer
Finance/Strategic Procurement Division
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Department Approval Authority
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Estimated Spending Authority
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DEPARTMENT
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FY2019
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OUT YEARS
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TOTAL
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Administration and Regulatory Affairs
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$350,000.00
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$0.00
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$350,000.00
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