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Home My WebLink About1999-07-13; City Council; 15305; Contract Blueprinting And Photo Copy Services- Cl- OF CARLSBAD - AGEN% BILL \B # t5-!305 TITLE: DEPT. H ’ ANNUAL CONTRACT FOR BLUEPRINTING AT& 3 -t3-79 AND PHOTO COPY SERVICES CITY ATT IEPT. PUR Fi!E l CITY MGR. ?ECOMMENDED ACTION: Staff recommends Council adopt Resolution No. c;93rci accepting the bid of Palomar Reprographics Inc. and approving an Agreement with said company for blueprinting and photo copy services for the period July 14 1999 through July 13, 2000, with the option to renew for four (4) additional one (1) year periods. ITEM EXPLANATION All City departments require photo copy services for various manuals, reports and miscellaneous large batch copying. Blueprinting services are required on a regular basis by Engineering, Planning and Community Development and various other departments require contract documents which contain blueprints when following the bidding process. By contracting with one vendor the City realizes a considerable cost savings as well as expediting the process for the departments. In accordance with Section 3.28.120 of the Municipal Code, Notice to Bidders was published and Requests for Bid were sent to ten vendors. Three responses were opened, witnessed and recorded on June 10, 1999. Following a detailed evaluation of the bids based on estimated annual quantities, the bid results are as follows: COPYING BLUEPRINTS TOTAL Palomar Reprographics 17,088.50 12500.00 29,586.50 North County Blueprint 31,091.50 14,975.oo 46,066.50 Hi Speed Copies 20,777.30 NO BID N/A The lowest, responsible bidder submitting a responsive bid was Palomar Reprographics. All copy paper will be recycled with a minimum 20% post consumer waste content. FISCAL IMPACT Funds for printing services are a part of the each Department’s annual budget. EXHIBITS 1. Resolution No. 99 -249 2. Agreement 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 RESOLUTION NO. w-249 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD, CALIFORNIA, APPROVING THE AWARD OF ANNUAL CONTRACT FOR BLUEPRINTING AND PHOTO COPY SERVICES WHEREAS, the City of Carlsbad requires the photo copying and blueprint services, and; WHEREAS, bids submitted by three vendors were judged against known criteria; NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as follows: 1. That the bid of Palomar Reprographics Inc. for the annual contract for blueprinting and photo copy services is hereby accepted. 2. That the Mayor of the City of Carlsbad is hereby authorized and directed to execute the Agreement, a copy of which is attached as Exhibit “2” and made a part hereof, between the City of Carlsbad and Palomar Reprographics Inc., 5751 Palmer Way, Suite H, Carlsbad CA 92008 for the period of one year commencing July 14, 1999 through July 13, 2000 and may be renewed by the City Manager for four (4) additional one (1) year periods, PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of Carlsbad on the l3 thday of Ju1Y z 1999, by the following vote, to wit: AYES:Council Members Lewis, Nygaard, Finnila, Hall & Kulchin NOES: None ABSENT: None Al-TEST: A&J%iA L. @&J@@NK@JZ, City Clerk (SEW KAREN R. KUNDTZ, Assistant City Clerk EXHIBIT 2 AGREEMENT FOR BLUEPRINTING AND PHOTO COPY SERVICES THIS AGREEMENT, made and entered into this 13 thday of July 1999, by and between the CITY OF CARLSBAD, a Municipal Corporation, hereinafter referred to as “CITY” and Palomar Repograhics Inc. , a corporation, hereinafter referred to as ‘CONTRACTOR”. RECITALS City requires the services of a Contractor to provide the necessary copying and document services for preparation of various manuals, reports, and other documents and Contractor possesses the necessary skills and qualifications to provide the services required by the City; NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained herein, City and Contractor agree as follows: 1. CONTRACTOR’S OBLIGATIONS Contractor shall provide copy services as outlined on Exhibit “A”, attached. 2. TERM OF AGREEMENT This Agreement shall be for a period of one (1) years, commencing on July 7, 1999 and ending July 6, 2000. At the end of the year the CITY has the right to rebid or renew the Agreement for four (4) additional one (1) year periods. 3. COMPENSATION CONTRACTOR shall provide copying services per the prices contained on the Bid Proposal page of Exhibit “A” attached. 4. CLAIMS AND LAWSUITS The Contractor agrees that any contract claim submitted to the City must be asserted as part of the contract process as set forth in this agreement and not in anticipation of litigation or in conjunction with litigation. The Contractor acknowledges that if a false claim is submitted to the City, it may be considered fraud and the Contractor may be subject to criminal prosecution. The Contractor acknowledges that California Government Code sections 12650 et sea., the False Claims Act, provides for civil penalties where a person knowingly submits a false claim to a public entity. These provisions include false claims made with deliberate ignorance of the false information or in reckless disregard of the truth or falsity of information. If the City of Carlsbad seeks to recover penalties pursuant to the False Claims Act, it is entitled to recover its litigation costs, including attorney’s fees. The Contractor acknowledges that the filing of a false claim may subject the Contractor to an administrative debarment proceeding wherein the Contractor may be prevented to act as a Contractor on any public work or improvement for a period of up to five years. The Contractor acknowledges debarment by another jurisdiction is grounds for the City of Carlsbad to disqualify the Contractor from the selection process. @& (Initial) The provisions of Carlsbad Municipal Code sections 3.32.025, 3.32.026, 3.32.027 and 3.32.028 pertaining to false claims are incorporated herein by reference@& (initial) 1 5. JURISDICTION The Contractor agrees and hereby stipulates that the proper venue and jurisdiction for resolution of any disputes between the parties arising out of this agreement is San Diego County, California. 6. HOLD HARMLESS AGREEMENT Contractor agrees to indemnify and hold harmless the City of Carlsbad and its officers, officials, employees and volunteers from and against all claims, damages, losses and expenses including attorneys fees arising out of the performance of the work described herein caused by any willful misconduct, or negligent act, or omission of the contractor, any subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable. 7. INSURANCE The CONTRACTOR shall obtain and maintain policies of comprehensive general liability insurance, automobile liability insurance and a combined policy of worker’s compensation and employers liability insurance from an insurance company which is admitted and authorized to do business in the State of California which has a current rating of at least “A-:.V . Each policy shall provide protection in an amount not less than five hundred thousand dollars ($500,000), unless a lower amount is approved by the City Attorney or City Manager. This insurance shall be in force during the life of the agreement. The City shall be provided written notice of cancellation of insurance via certified mail thirty (30) days prior to the effective date of such cancellation. The City shall be named as an additional insured on these policies, with the exception of Worker’s Compensation. The Contractor shall furnish Certificates of Insurance with appropriate endorsements for the cancellation and additional insured provisions, to the City before commencement of work. 8. BUSINESS LICENSE CONTRACTOR shall maintain a business license to operate in the City of Carlsbad. 9. 10. 11. TERMINATION The City Manager or the Contractor may terminate the agreement at any time after a discussion, and thirty (30) day written notice to the other party. The City will pay Contractor’s costs for service delivered up to the time of termination, if the services have been delivered in accordance with the agreement. PAYMENTS CONTRACTOR shall submit invoices to the Finance Department, 1200 Carisbad Village Drive, Carlsbad CA 92008. Payments shall be made in full by CITY within thirty (30) days after receipt of invoice. INDEPENDENTCONTRACTOR It is expressly understood and agreed that the CONTRACTOR herein named is acting as an Independent Contractor and not as an agent, servant or employee of the CITY. - The CONTRACTOR shall be aware of the requirements of the Immigration Reform and Control Act of 1986 and shall comply with those requirements including but not limited to verifying the eligibility for employment for all agents, employees, and subcontractors that are included in this Agreement. 12. ASSIGNMENT OF CONTRACT CONTRACTOR may not transfer, assign or subcontract this Agreement without prior written consent of the CITY. IN WITNESS WHEREOF, the parties hereto have executed the Agreement at Cartsbad, California, the day and year first above written. Executed by Contractor this ‘L7 day of J-i& d , 1999. CONTRACTOR: (name of Contractor) (print name/title) ATTEST: (print name/title) ALETHA L. Rf City Clerk (Proper notarial acknowledgment of execution by Contractor must be attached.) (Chairman, President or vice-president and secretary, assistant secretary, CFO or assistant trea$urer must sign for corporations. Otherwise, the corporation must attach a resolution certified by the secretary or assistant secretary under corporate seal empowering that officer to bind the corporation.) APPROVED AS TO FORM: RONALD R. BALL City Attorney State of L~~Olci&$ County of L 2G5b Otl f ude 2 ?I / 7 r9 before me, l!yD,i (5. t?f,L;p, iwwyPh& Date ’ Name and Tfi!e of Dfficer (e.g., “J&e Doe, hotary Public”) / . personally appeared Ro&t5~~ fjARpy &TVK0 4 mh CumhtiGS &Kpi Name(s) of Sgner(s) K person)ly known to me - OR - 0 proved to me on the basis of satisfactory evidence to be the perso@ ‘.. y:q whose narr&@ is/&rubscribed to the within instrument and acknowledged to me that he/she&executed the same in his/hereuthorized capacit@& and that by his/heeignatur&n the instrument the person s , 9 or the entity upon behalf of which the person@acte , Pubilc- califunio executed the instrument. WITNESS my hand and official seal. OPTIONAL Though the information below is not required by law, it may prove valuable lo persons relying on the document and could prevent fraudulent removal and reattachment of this form to another document. Description of Attached Document Title or Type of Document: AwGtirne~~/ir W WE&T Document Date: Signer(s) Other Than Named Above: Number of Pages: 5- Capacity(ies) Claimed by Signer(s) Signer’s Name: leiwEf- BATSma 0 Individual j?J Corporate Officer Title(s): 0 Partner - 0 Limited 0 General 0 Attorney-in-Fact Cl Trustee 0 Guardian or Conservator 0 Other: re Signer Is Representing: Signer’s Name: &cw &)~$G&Q) •i Individual R Corporate Officer Title(s): 0 Partner - Cl Limited 0 General Cl Attorney-in-Fact 0 Trustee Cl Guardian or Conservator Cl Other: Signer Is Representing: Q 1995 National Notary Association - 8236 Remmet Ave., P.O. Box 7184 * Canoga Park, CA 91309-7184 Prod. No. 5907 Reorder Call Toll-Free t-800-876-6927 EXHIBIT “A” City of Carlsbad REQUEST FOR BID BID NO. 26 Bid Opening: JUNE lo,1999 11:OO A.M. FOR: ANNUAL COPYING AND D0CUMENT SERWCES .(“, In,...‘. . _. - The City of Carlsbad is requesting bids for annual copying and document services per.&’ ‘- - attached conditions and provisions, for the contract period beginning aporoximatsfy July 1) 1999 ,c*. through June 30, 2000. The exact starting date will be set at the time of the contra-ad award. By submitting a bid, you are making an offer to supply goods and services to the City of Cartsbad. Quantities listed on the Proposal Page are estimates only. These fgures are based on last year’s orders and should not be construed as a commitment. No minimum or maximum is guaranteed or implied. BIDDER’S REQUIREMENTS Orders will be picked up within 2 hours of notification. Orders must be completed and delivered within two working days, (some orders will require same day service). All deliveries are F.O.B. Cartsbad; no charges for pick up or delivery will be allowed. Additionally, City employees may drop off orders directly ‘to the vendor. The vendor will be responsible for verifying the individual has a City tdentification card. invoices must include the requester’s name and City Department. Completed orders will be shipped to the Purchasing Department or directed to any of several delivery points in the City. There will be no minimum charge or minimum order size allowed. The City reserves the right to reject and exchange any shipment or part thereof which is not of acceptable quality. Photo copy paper must contain a minimum 20% post consumer waste content. The bidder shall provide the name and specifications regarding recycled content for the copy paper that is bid. The award will be based on the overall cost the City derived from the prices submitted on the proposal page and the anticipated usage quantities. Will successful bidder agree to hold unit prices firm through the contract period ( July 1, 1999 - June 30, ZOOO)? --A- yes no THE CITY ENCOURAGES THE PARTICIPATION OF MINORITY AND WOMEN-OWNED BUSINESSES. 1200 Carlsbad Village Drive l Carlsbad, CA 92008-1989 - (760) 4342803 l FAX (760) 434-1987 a9 OPTION TO RENEW The City may desire to exercise an option to renew the Contract for four (4) additional one (1) year periods. The Cii proposes that such renewal be contingent on a mutual agreement between the City and the successful bidder herein, such agreement to be confirmed sixty (60) days prior to the termination of the contract period. Either the City or the bidder may at that time decline to confirm the renewal of the Contract for any reason whatever, and such declination would render the renewal option null and void. Would the bidder,accept an option to renew, subject to the above stated condition? * ; .,- .._ ‘. yes -.a . ., . . no READ THE ATTACHED GENERAL PROVISIONS CAREFULLY; THEY ARE A PART OF YOUR BID. The Representation and Certification form must be completed and returned with your bid A sample agreement to be executed is attached for your information only, do not sign the agreement Please pay special attention to the insurance requirements. Evidence of proper insurance must be received in the Purchasing Cffice before the contract will be awarded. Submission of a signed bid will acknowledge your approval of the attached agreement as written and your intent to sign same if you are awarded the contract. Firm ~afoirrcw~e~mcxmohiks~c- TERMS: h?t 3 Address 5751 %YMJ Mar We hL d GUARANTEE OF GOOD FAKH REQUIRED: $ None (FAILURE TO SUBMIT GUARANTEE OF GOOD FAlTH WILL VOID THE BID. SEE PARAGRAPH 5, GENERAL PROVISIONS.) City @Qlrshd State, Zip CA 9ZLW8 Print Name 3ober-t &tfs& r& Signature Telephone 7&9 - %3&-/&x Date L23& @END, WITNESSED AND RECt)RDED: A- -4 SJGNATURE . _- BID PROPOSAL - COPYING AND DOCUMENT SERVICES EST QTY COPY SERVICES 8%X 11 -per page 350,000 8%X 14 - per page 2,000 11X17 -perpage 7,500 8 XX 11 Color copy - per page 2500 Name & recycled content specifications of paper COMB BINDING %” Combs 200 I” Combs 900 1%” Combs 400 2” Combs 200 STAPLES 6000 COVERS Front and back - copying on front only 67# Vellum Bristol colors or equal 3000 3- HOLE PUNCH 15000 MYLAR FRONT COVER 250 FOLDING 20,000 ONE SIDED TWO SIDED .o= of ,035 id .07 ‘ 10 a59 I.(8 uveka T’rem;um ~e~t(cle, .35 I 4s - 70 .ol CZQ /JlC l Ol each each each each per set per set per 500 each each BLUEPRINT SERVICES Bluelines or blueprint copies Stapling Edge Binding 250,000 per sq. ft. per set per set City July 22, 1999 Palomar Reprographics, Inc. Suite H 5751 Palmer Way Carlsbad, CA 92008 ATTN: Robert Batsford 1, BLUEPRINTING AND PHOTO COPY SERVICES CONTRACT Enclosed for your reference are copies of Carlsbad City Council Agenda Bill No. 15,305 and Resolution No. 99-249. These documents went before the City Council on July 13, 999, where the Resolution was adopted, approving the contract referenced above. Also enclosed is a copy of the fully executed contract. If you have questions concerning the contract, please contact Jim Sartorio, in the Purchasing Department, at (760) 434-2805. Kathleen 0. Shoup Sr. Office Specialist 1200 Carlsbad Village Drive - Carlsbad, CA 92008-l 989 * (760) 434-2808 49