Approval is requested for the award of a one-year contract (with an option to extend the contract for two additional years) to Kaye-Smith Business Graphics of San Jose for printing services for the Department of Information Technology.

The Department of Information Technology (ITD) offers centralized printing services in support of City departmental needs. Services are offered either in house using City staff and equipment or through contracts with local printers, depending upon the complexity of the project and/or the required delivery date.

Traditionally, the City enters into term contracts with one or more local printers, based upon a competitive bid. Print/Copy Center personnel then place orders with the contract printers, as required. This particular bid addresses large complex printing jobs specific to the Department of Employment Development (DED).

Bid specifications developed by Purchasing, DED, and ITD staff and Request for Proposals #F9904-95 was distributed to seven printing firms.

Proposals were received from the following firms:

1. Caltron Publications of Santa Clara;
2. Carpenter Printing of Santa Clara;
3. Citation Press of Santa Clara;
4. Kaye-Smith Business Graphics of San Jose;
5. Reynolds and Reynolds of Santa Clara; and
6. Robert Mattoch Direct Marketing of San Jose.

Proposals were reviewed by a team of City employees, including a member of Purchasing staff, and proposals were evaluated based upon the following criteria:

1. Completeness of the proposal and adherence to the specified format;
2. Qualifications and relevant experience of the proposer;
3. Proposer’s record of performance under prior contracts with the City;
4. Quality of samples submitted with the proposal package; and
5. Pricing structure.

Kaye-Smith Business Graphics of San Jose received the highest rating from the evaluation committee.

Total estimated annual expenditures are $60,000 (including tax) for the first year. Funds are available in Information Technology Account #760180-5280.

It is recommended that Council award a one-year contract with an option to extend for two additional one-year periods in an amount not to exceed $60,000 (including tax) to Kaye-Smith Business Graphics of San Jose and authorize the Purchasing Officer to issue a purchase order to that effect.

Prepared by:

Elaine Wesely
Purchasing Officer

Reviewed by:

Mary Bradley
Director of Finance

Reviewed by:

Shawn Hernandez
Director of Information Technology

Approved by:

Robert S. LaSala
City Manager