HomeMy WebLinkAboutItem 17 - Amend Agreement with MK Printing, Inc. for Offset Printing ServicesFinance and Management Services
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Item # 17
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
May 16, 2023
TOPIC: Amend Agreement with MK Printing, Inc. for Offset Printing Services
AGENDA TITLE
Amend Agreement with Mekong Printing dba MK Printing, Inc. to Increase the
Agreement by $60,000 for a New Total Agreement Amount not to Exceed $675,000 and
to Extend the Term to June 30, 2024 (General Fund)
RECOMMENDED ACTION
Authorize the City Manager to execute a second amendment to the agreement with
Mekong Printing dba MK Printing Inc. to provide citywide offset printing services,
increasing the agreement amount by $60,000 ($30,000 annually for the remaining term)
for a new total agreement amount of $675,000 and extending the term from June 3,
2024 to June 30, 2024, subject to non -substantive changes approved by the City
Manager and City Attorney.
DISCUSSIO
On June 4, 2019, the City Council approved a three-year agreement with MK Printing,
Inc. for offset printing services for a three-year period, in an annual amount of
$80,000, with provisions for two one-year renewals. The total contract amount,
including the two one-year term extensions, is $400,000. The existing agreement
(A-2019-083) allows the City to outsource offset printing services in a timely
manner and meet the needs of various departments citywide. Examples of the
orders requested include Census outreach efforts, economic development,
neighborhood parking permits, miscellaneous forms related to Police Department
administrative activity, and printing of other forms and printing services related to
mass mailing services as needed. On August 18, 2020, the City Council approved
the first amendment to the agreement to increase the total agreement amount to
$615,000.
The second amendment request (Exhibit 1) is to increase the total agreement amount
by $60,000, which will increase the annual not -to -exceed amount to $145,000 and the
total agreement amount to $675,000. The request for the increase is due to a higher -
than -anticipated number of printing orders and an increase in costs of paper and
services. Furthermore, the request to extend the term an additional 26 days to June 30,
Amend Agreement with MK Printing, Inc. for Offset Printing Services
May 16, 2023
Page 2
2024, will avoid a gap in services through the Request for Proposal (RFP) process
allowing for a new agreement to begin on July 1, 2024.
FISCAL IMPACT
Funding is available in the FY 2022-23 budget and funding for subsequent fiscal years
will be included in the proposed budgets for City Council consideration.
Fiscal
Accounting
Fund
Accounting Unit,
Increased Amount
Year
Unit-
Description
Account Description
Account #
FY 22-23
Various-
General Fund
Miscellaneous
$30,000
63001
Operating Expenses
FY 23-24
Various -
General Fund
Miscellaneous
$30,000
63001
Operating Expenses
EXHIBIT(S)
1. Amendment with Mekong Printing, Inc.
Submitted By: Kathryn Downs, FMSA Executive Director
Approved By: Kristine Ridge, City Manager
EXHIBIT 1
SECOND AMENDMENT TO AGREEMENT WITH MK PRINTING
TO PROVIDE OFFSET PRINTING SERVICES
THIS SECOND AMENDMENT to the above -referenced agreement is entered into on May 16,
2023, by and between Mekong Printing dba MK Printing, Inc. ("Consultant"), and the City of
Santa Ana, a charter city and municipal corporation organized and existing under the Constitution
and laws of the State of California ("City").
RECITALS
A. On June 4, 2019, the City and the Consultant entered into Agreement #A-2019-083
("Agreement), to provide printing and packaging services for the City. The term of the
Agreement was set for a three (3) year period with an option to extend the term for two (2),
one (1) year renewals.
B. The parties entered into a First Amendment to the Agreement (#A-2020-172) on August
18, 2020, to increase the overall compensation to the Agreement.
C. The parties opted to extend the Agreement for an additional one-year term on June 22,
2022 (#A-2019-083-01). Accordingly, the Agreement now runs through June 3, 2023, with
one remaining option to extend the term by one-year. The Agreement is current and in
effect.
D. The parties wish to further amend the Agreement to increase the overall compensation to
cover expenses for unforeseen large volume printing services incurred during the first
extension of the Agreement.
E. The parties further wish exercise the second and final option to extend the term of the
Agreement, as well as to add an additional 26 days to the second and final extension of the
Agreement to run through June 30, 2024.
The Parties therefore agree:
Section 2.a., Compensation, is amended to increase the annual amount established for
the first extension period to the Agreement (#A-2019-083-01) by an additional $30,000 to
compensate Consultant for unanticipated large volume printing services performed during
the first extension period and is further amended to increase the annual amount established
for the second extension period to the Agreement by an additional $30,000. The total
amount to be expended during the term of this Agreement shall not exceed $675,000.
2. Section 3, Term, is hereby extended for the optional one-year period and is further
extended by an additional 26 days through June 30, 2024. The parties understand this is
the second and final extension allowed pursuant to Section 3 of the Agreement and that
the annual amount of compensation for this second and final one-year period has now been
increased by $30,000, pursuant to the above amendment regarding Section 2.a. of the
Agreement.
3. Except as modified by this Second Amendment, all terms and conditions of the
Agreement, as amended, shall remain in full force and effect.
IN WITNESS WHEREOF, the parties hereto have executed this Second Amendment to the
Agreement on the date and year first written above.
ATTEST
Jennifer L. Hall
City Clerk
APPROVED AS TO FORM
SONIA R. CARVALHO, City Attorney
J��athan
T. Martinez
Assistant City Attorney
RECOMMENDED FOR APPROVAL
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Kathryn Downs (May 2, 202310:46 PDT)
Kathryn Downs, CPA
Executive Director
Finance and Management Services Agency
CITY OF SANTA ANA
Kristine Ridge
City Manager
MK PRINTING, INC.
Suzanne Ste ens-Truong
VP, Sales & Marketing
2nd Amendment - MK Printing signed
Final Audit Report 2023-05-02
Created: 2023-05-02
By: Kristin Andrade (kandrade@santa-ana.org)
Status: Signed
Transaction ID: CBJCHBCAABAAcJWSrb3Au0OXeN8WcvSHhc4U 7fF24cm
"2nd Amendment - MK Printing signed" History
Document created by Kristin Andrade (kandrade@santa-ana.org)
2023-05-02 - 4:55:31 PM GMT- IP address: 98.153.69.210
Document emailed to Kathryn Downs (kdowns@santa-ana.org) for signature
2023-05-02 - 4:55:49 PM GMT
Email viewed by Kathryn Downs (kdowns@santa-ana.org)
2023-05-02 - 5:46:27 PM GMT- IP address: 98.153.69.210
1 Document e-signed by Kathryn Downs (kdowns@santa-ana.org)
Signature Date: 2023-05-02 - 5:46:35 PM GMT - Time Source: server- IP address: 98.153.69.210
Agreement completed.
2023-05-02 - 5:46:35 PM GMT
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