M&C Review


COUNCIL ACTION:  Approved on 12/11/2018 

DATE: 12/11/2018 REFERENCE NO.: **P-12286 LOG NAME: 13PAMEND PRINTING K
CODE: P TYPE: CONSENT PUBLIC HEARING: NO
SUBJECT:   Authorize Execution of Amendments to the Contracts with J-Peam, LLC, d/b/a JohnSons Press, AC Printing, LLC and Stone Shield Investments, LLC, d/b/a Digital Press, for Printing and Related Services to Increase each Contract from $300,000.00 to $600,000.00 Annually for a New Combined Amount of Up to $1,800,000.00 Per Year (ALL COUNCIL DISTRICTS)

RECOMMENDATION:

It  is recommended that the City Council authorize execution of amendments to the contracts with J-Peam, LLC, d/b/a JohnSons Press, AC Printing, LLC and Stone Shield Investments, LLC, d/b/a Digital Press, for printing and related services to increase each contract from $300,000.00 to $600,000.00 annually for a new combined amount of up to $1,800,000 per year.

 
DISCUSSION:

On August 4, 2015, the City Council approved entering into contracts with J-Peam, LLC d/b/a JohnSons Press, AC Printing, LLC and Stone Shield Investments, LLC, d/b/a Digital Press, (Vendors) for printing and related services (M&C C-27402).  Under the contracts, goods and services to be ordered include stationary, envelopes, forms, annual reports, brochures, booklets and business cards. Each of the three Vendor contracts were set at an estimated amount of up to $300,000.00 annually with an initial term of eighteen months expiring on February 4, 2017.  The contracts also contain two one-year renewal options.  Currently, the contracts are in the second renewal term.

These contracts were originally entered into after a Request for Proposal process. The increase in contract authority is required under Section 2-9 of the City Code, however, these increases are not considered a change order pursuant to Section 252.048 of the Texas Local Government Code because the original contract amounts—the unit prices—are not increasing and because the total amount of $300,000.00 per original contract was an estimated, artificial cap and not connected to the proposals.

Because of the City's printing needs, staff recommends amending the Vendor contracts to increase of each contract to an amount up to $600,000.00 per year.  As in the original agreements, the contracts do not guarantee that a specific amount of services will be purchased, however the amendment would allow City Departments to spend up to $600,000.00 annually with each Vendor so long as sufficient funds have been appropriated.

 
FISCAL INFORMATION/CERTIFICATION:

The Director of Finance certifies that funds are available in the current operating budgets, as appropriated, of the participating departments. Prior to an expenditure being made, the participating Department has the responsibility to validate the availability of funds.





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Submitted for City Manager's Office by:
Susan Alanis (8180)
Originating Department Head:
Kevin Gunn (8517)
Additional Information Contact:
Cynthia B. Garcia (8525)

 
 
ATTACHMENTS
  AC Printing 1295_Redacted.pdf
  Digital Press Form 1295_Redacted.pdf
  John Sons Press 1295_Redacted.pdf