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• IT Ini <br />CITY COUNCIL MEETING DATE: <br />APRIL 5, 2016 <br />TITLE; <br />CONTRACT AMENDMENT WITH ARC <br />DOCUMENT SOLUTIONS, LLC, FOR <br />REPROGRAPHIC SERVICES <br />(SPEC. NO. 16 -045) <br />(STRATEGIC PLAN NO. 5, 2) <br />1 <br />CITY MANAGER <br />CLERK OF COUNCIL USE ONLY: <br />FTIT-0-00F= ti <br />❑ As Recommended <br />❑ As Amended <br />❑ Ordinance on 1" Reading <br />❑ Ordinance on 2nd Reading <br />❑ Implementing Resolution <br />❑ Set Public Hearing For <br />CONTINUED TO <br />FILE NUMBER <br />Amend the contract with ARC Document Solutions, LLC, to increase the aggregate limit by <br />$18,500 for reprographic services for an amount not to exceed $43,500 for fiscal year 2015 -2016, <br />subject to nonsubstantive changes approved by the City Manager and City Attorney. <br />DISCUSSION <br />The Finance and Management Services Agency Purchasing Division establishes an annual <br />blanket order list consisting of vendors that provide supplies and services required by agencies <br />on a recurring basis. ARC Documents Solutions, LLC, is one of the approved citywide vendors <br />that provide reprographic services. <br />On September 16, 2014, City Council adopted a resolution declaring a Water Conservation Level <br />1 Shortage, which called for Level 1 mandatory water conservation measures. As a result, the <br />Public Works Water Resources Division implemented a comprehensive water program to <br />educate the community and promote water conservation. As part of the ongoing efforts to <br />promote the water program, Water Resources Division staff participated in various community <br />events and activities and held a Youth Water Conservation Poster contest this fiscal year. These <br />activities required promotional supplies such as flyers, posters, and signs for citywide distribution. <br />Expenses for these materials, when added to the vendor's fiscal purchases, will exceed the <br />$25,000 aggregate limit. As such, staff requests approval to increase the aggregate limit for ARC <br />Documents Solutions, LLC, by $18,500 for a total amount not to exceed $43,500, to allow for <br />uninterrupted services throughout the rest of the fiscal year. <br />22A -1 <br />