Report to Board of Administration

Transcription

1 Report to Board of Administration Agenda of: APRIL 28, 2015 From: Thomas Moutes, General Manager ITEM: V-C SUBJECT: CONTRACT AMENDMENT WITH CALIFORNIA MARKETING AND KES MAIL, INC. FOR PRINTING AND MAILING FULFILLMENT SERVICES AND POSSIBLE BOARD ACTION Recommendation: That the Board authorize the General Manager to approve and execute contract amendments with California Marketing and KES Mail, Inc. to extend their respective contracts for three years. Discussion: On June 26, 2012, as a result of a thorough Request for Qualifications (RFQ) process, the Board approved California Marketing and KES Mail as LACERS outside printing and mailing fulfillment service providers for a period of three years, with fees not to exceed $90,000 annually ($270,000 for the contract term). Staff utilizes the services of outside printing and mailing fulfillment vendors when the City s General Services Department is unable to meet requested deadlines or estimated project costs are significantly higher than those offered by the contracted vendors. LACERS current three-year contract with both contractors will expire on June 30, During the 2012 RFQ process, LACERS received four bids. Of the four vendors, only California Marketing and KES Mail were considered responsive. One vendor failed to submit contract compliance documents; the other failed to submit answers to RFQ specifications, such as pricing and production questions. KES Mail has been a LACERS contractor for more than eight years, having provided fulfillment services for various projects, such as the annual Retiree Health Open Enrollment mailing and distribution of Form 1099-Rs for our Retired Members. Both vendors have experience working with government clients, including the County of Los Angeles, and are familiar with the unique communications pieces required. Both vendors provide similar services, allowing LACERS to control costs through competitive bidding. It is also useful to maintain two vendors to provide backup on projects to meet deadlines when schedules overlap. Over the three-year period of the current contract, California Marketing and KES Mail have proven to be responsive, dependable, and resourceful.

2 As for costs, KES Mail has not increased its fees, and has agreed to hold its current fee schedule for the entire three-year contract extension. CA Marketing will increase its current fees by 4.49% in the first year of the contract extension and by 3.43% and 3.48% for the two subsequent years in the contract extension. Fulfillment Rates per 1,000 Pieces KES Mail California Marketing Contract Year Year 3 Years 4-6 Year 3 Year 4 Year 5 Year 6 Ink Jet Print Sequence Numbers $11.00 $11.00 $7.35 $7.49 $7.63 $7.80 Insert-5, Seal (9 X 12 Window Booklet EPS) $ $ $ $ $ $ Laser Merge Letters 2- pages 2-sided on 28lb White (Color/Black) $ $ $690.30* $725.50/ $ $760.70/ $ $795.80/ $ *CA Marketing did not provide a cost differential for color and black in the original contract. TM:AR Attachments: 1) KES Mail, Inc. Contract Amendment 2) California Marketing, Inc. Contract Amendment

3 ATTACHMENT 1 AMENDMENT NO. 1 TO CONTRACT 4097 WHEREAS, the parties have previously entered into the Agreement and now wish to amend the Agreement to extend the term and provide for a new pricing schedule; Therefore, effective July 1, 2015, Contract 4097 is hereby amended as follows: 1. Delete Section I in its entirety and replace it with the following: I. Term of Contract This Contract shall be effective for the period commencing July 1, 2012, and continue until June 30, 2018, unless terminated earlier in accordance with the termination provisions of the Contract. 2. Delete Section V and replace with the following: V. FEES CONTRACTOR will be compensated for actual services rendered by project, based on the rates below, not to exceed $90, annually, for a contract maximum of $360, This amount is inclusive of reimbursable expenses. 3. Revise the rate table in Section V-A to read: Rates (US Dollars/1,000 pcs) Year 4 Year 5 Year 6 Ink Jet Print Sequence Numbers $11.00 $11.00 $11.00 Insert-5, Seal (9 X 12 Window Booklet EPS) $ $ $ Laser Merge Letters 2-pages 2-sided (Color/Black) on 28lb White $ $ $ All provisions of Contract 4097 not inconsistent with this amendment shall remain in full force and effect. (Signature Page to Follow) LACERS KES Mail, Inc. Amendment 1 to Contract 4097

4 ATTACHMENT 1 FINAL EXECUTION AND SIGNATORIES OF CONTRACT AMENDMENT Final execution of this contract amendment shall be the date the final signatory of the contract is made, subject to warranty by the individuals whose signature appears below that he/she has full authority to execute this Contract on behalf of the party on whose behalf he has affixed his signature to this Contract; and subject to satisfactory completion of compliance documents delineated in the contract. KES Mail, Inc. BOARD OF ADMINISTRATION, LOS ANGELES CITY EMPLOYEES RETIREMENT SYSTEM Steve Krizek, President Thomas Moutes, General Manager Approved as to form and legality: MICHAEL N. FEUER, City Attorney Assistant/Deputy City Attorney LACERS KES Mail, Inc. Amendment 1 to Contract 4097 AMENDMENT NO. 1

5 TO CONTRACT 4098 ATTACHMENT 2 WHEREAS, the parties have previously entered into the Agreement and now wish to amend the Agreement to extend the term and provide for a new pricing schedule; Therefore, effective July 1, 2015, Contract 4097 is hereby amended as follows: 1. Delete Section I in its entirety and replace it with the following: I. Term of Contract This Contract shall be effective for the period commencing July 1, 2012, and continue until June 30, 2018, unless terminated earlier in accordance with the termination provisions of the Contract. 2. Delete Section V and replace with the following: V. FEES CONTRACTOR will be compensated for actual services rendered by project, based on the rates below, not to exceed $90, annually, for a contract maximum of $360, This amount is inclusive of reimbursable expenses. 3. Revise the rate table in Section V-A to read: Rates (US Dollars/1,000 pcs) Year 4 Year 5 Year 6 Ink Jet Print Sequence Numbers $7.49 $7.63 $7.80 Insert-5, Seal (9 X 12 Window Booklet EPS) $ $ $ Laser Merge Letters 2-pages 2-sided $ $ $ (Color/Black) on 28lb White $ $ $ All provisions of Contract 4098 not inconsistent with this amendment shall remain in full force and effect. (Signature Page to Follow) LACERS California Marketing Amendment 1 to Contract 4098

6 ATTACHMENT 2 FINAL EXECUTION AND SIGNATORIES OF CONTRACT AMENDMENT Final execution of this contract amendment shall be the date the final signatory of the contract is made, subject to warranty by the individuals whose signature appears below that he/she has full authority to execute this Contract on behalf of the party on whose behalf he has affixed his signature to this Contract; and subject to satisfactory completion of compliance documents delineated in the contract. California Marketing BOARD OF ADMINISTRATION, LOS ANGELES CITY EMPLOYEES RETIREMENT SYSTEM Fred Cappricio Sr., President/CEO Thomas Moutes, General Manager Approved as to form and legality: MICHAEL N. FEUER, City Attorney Assistant/Deputy City Attorney LACERS California Marketing Amendment 1 to Contract 4098