STRATEGIC PRIORITY: Government Performance and Financial Management
AGENDA DATE: August 11, 2021
COUNCIL DISTRICT(S): All
DEPARTMENT: Office of Procurement Services
EXECUTIVE: Elizabeth Reich
______________________________________________________________________
SUBJECT
Title
Authorize a three-year master agreement for the purchase of printer and toner cartridges for multiple City departments - Barbarian USA, Inc. in the estimated amount of $660,387.56 and Encon Systems Ltd., Inc. in the estimated amount of $236,146.86, lowest responsible bidders of eleven - Total estimated amount of $896,534.42 - Financing: General Fund ($632,447.60), Dallas Water Utilities Fund ($113,360.90), Data Services Fund ($24,000.00), Equipment and Fleet Management Fund ($1,289.65), Convention and Event Services Fund ($8,419.54), Aviation Fund ($17,279.35), Building Inspection Fund ($77,697.38), and Sanitation Operation Fund ($22,040.00)
Body
BACKGROUND
This action does not encumber funds; the purpose of a master agreement is to establish firm pricing for goods, for a specific term, which are ordered on an as needed basis according to annual budgetary appropriations. The estimated amount is intended as guidance rather than a cap on spending under the agreement, so that actual need combined with the amount budgeted will determine the amount spent under this agreement.
This master agreement will provide for the purchase of printer and toner cartridges for multiple City departments. Remanufactured toner cartridges are cartridges that have been fully remanufactured to specifications equal to, or, exceeding original equipment manufacturers cartridge standards of quality and performance and approved remanufactured toner cartridge industry standards.
As part of the solicitation process and in an effort to increase competition, the Office of Procurement Services used its procurement system to send out email notifications to vendors registered under relevant commodity codes. To further increase competition, the Office of Procurement Services uses historical solicitation information, the Internet, and vendor contact information obtained from user departments to contact additional vendors.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On February 8, 2017, City Council authorized a three-year master agreement for printer toner and cartridges with Barbarian USA, Inc., The Office Pal, Inc., Printer Components, Inc., Encon Systems Ltd., Inc., and Printing Supplies USA LLC by Resolution No. 17-0264.
FISCAL INFORMATION
|
Fund |
FY 2021 |
FY 2022 |
Future Years |
|
General Fund |
$210,815.86 |
$210,815.86 |
$210,815.88 |
|
Dallas Water Utilities Fund |
$ 18,698.38 |
$ 47,428.51 |
$ 47,234.01 |
|
Data Services Fund |
$ 0.00 |
$ 5,000.00 |
$ 19,000.00 |
|
Equipment and Fleet Management Fund |
$ 107.00 |
$ 1,182.65 |
$ 0.00 |
|
Convention and Event Services Fund |
$ 2,419.54 |
$ 3,000.00 |
$ 3,000.00 |
|
Sanitation Operation Fund |
$ 7,346.66 |
$ 7,346.66 |
$ 7,346.68 |
|
Aviation Fund |
$ 5,759.78 |
$ 5,759.78 |
$ 5,759.79 |
|
Building Inspection Fund |
$ 0.00 |
$ 38,848.69 |
$ 38,848.69 |
|
Total |
$245,147.22 |
$319.382.15 |
$332,005.05 |
M/WBE INFORMATION
In accordance with the City’s Business Inclusion and Development Policy adopted on September 23, 2020, by Resolution No. 20-1430, as amended, the M/WBE participation on this contract is as follows:
|
Contract Amount |
Procurement Category |
M/WBE Goal |
M/WBE % |
M/WBE $ |
|
$896,534.42 |
Goods |
32.00% |
73.66% |
$660,387.56 |
|
• This contract exceeds the M/WBE goal. |
|
• Barbarian USA, Inc. - Non-local; Workforce - 0.00% Local • Encon Systems Ltd.- Non-local; Workforce - 73.91% Local |
PROCUREMENT INFORMATION
Method of Evaluation for Award Type:
|
Low Bid |
• Recommended vendor is based on the lowest competitive quoted price, who is also technically and financially capable of performing and completing the contract, and otherwise meets all material specification requirements |
|
|
• Negotiations are not allowed |
The Office of Procurement Services received the following bids from solicitation number BJ20-00014311. We opened them on October 16, 2020. We recommend the City Council award this master agreement to the lowest responsive and responsible bidders by group. Information related to this solicitation is available upon request.
*Denotes successful bidders
Bidder Address Amount
*Barbarian USA, Inc. 16422 Steubner Airline Rd. Multiple Groups
Spring, TX 77379
*Encon Systems Ltd. 420 North Town East Blvd. Multiple Groups
Sunnyvale, TX 75182
Apiv Applications, Inc. 3835 Atherton Rd. Multiple Groups
Suite 2
Rocklin, CA 95765
Dahill Office Technology 8200 IH 10 West Multiple Groups
Corporation dba Xerox Suite 400
Business Solutions San Antonio, TX 78230
Hill Country Computer 791 North Hwy 77 501c Multiple Groups
Suite 132
Waxahachie, TX 75165
Limitless Products, LLC 1778 North Plano Rd. Multiple Groups
Dba Limitless Office Suite 114
Products Richardson, TX 75081
The ODP Corporation 6600 North Military Tr. Multiple Groups
dba Office Depot, LLC Boca Raton, FL 33496
Prosystems Group LLC 165 West Bellfort Blvd. Multiple Groups
Sugar Land, TX 77498
Beepsmart Communications, 990 North Bowser Rd. Multiple Groups
Inc. dba Smart Group Suite 720
Systems Richardson, TX 75081
MPS Solutions LLC, 2140 East Southlake Blvd. Non-responsive
dba OneStop Suite #546
Southlake, TX 76092
Printing Supplies 666 Plainsboro Rd. Non-responsive
USA, LLC Suite 1237
Plainsboro, NJ 08536
OWNERS
Barbarian USA, Inc.
Dan Chainani, Director
Divya Chainani, Manager
Encon Systems Ltd., Inc.
Deborah Hovitz, President
Whitney Davis, Vice President