22B - CONTRACT RENEWAL REPROGRAPHICS PAPERS-ENVELOPES

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REQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: SEPTEMBER 7, 2010 TITLE: CONTRACT RENEWAL FOR REPROGRAPHICS PAPERS AND ENVELOPES (SPEC. NO. 09-008) CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ? As Recommended ? As Amended ? Ordinance on 1st Reading ? Ordinance on 2nd Reading ? Implementing Resolution ? Set Public Hearing For CONTINUED TO FILE NUMBER Renew the contract with Unisource Worldwide Inc. for reprographic papers and envelopes for a one- year period in an annual amount not to exceed $80,000. DISCUSSION The Finance and Management Services Agency's Central Services division stocks copier, laser and specialty papers for in-house duplicating services for departments throughout the City. In addition, the Police Department's Central Distribution Center stocks copy paper for various divisions and the Holding Facility. On April 6, 2009, the City Council awarded a contract to Unisource Worldwide Inc. for a one-year period, with provisions for two one-year renewals. The vendor has performed satisfactorily during the past contract period and has agreed to renew the contract without an increase in pricing except to pass on announced paper mill increases. Staff recommends the first renewal of the contract. Paper expenditures are reducing with on-going transition to web-based communication including the Council agenda documents, Parks & Recreations activity announcements, Police reports, and Agency communications. The annual amount has been adjusted down by 27 percent based upon staff's projection for the next year. FISCAL IMPACT Funds are available in the Finance & Management Central Services account (no. 07110100-63001), and the Police Property & Facilities account (no. 01114450-63001). Pau Walters Chief of Police KM APPROVED AS TO FUNDS AND ACCOUNTS: "T al.&Z ?% P A 1 11 , .?? .4--k Francisco Gutierrez Executive Director Finance & Management Services Agency 22B-1