STRATEGIC PRIORITY: Core
AGENDA DATE: June 11, 2025
COUNCIL DISTRICT(S): Citywide
DEPARTMENT: Office of Procurement Services
EXECUTIVE: Donzell Gipson
______________________________________________________________________
SUBJECT
Title
Authorize a three-year service price agreement for reprographic printing for citywide use - ARC DOCUMENT SOLUTIONS, LLC, lowest responsible bidder of five - Estimated amount of $74,234.88 - Financing: General Fund ($4,161.08), Dallas Water Utilities Fund ($54,293.84), Stormwater Drainage Management Fund ($15,000.00), and Bond Program Administration Fund ($779.96) (subject to annual appropriations)
Body
BACKGROUND
This action does not encumber funds; the purpose of a service price agreement is to establish firm pricing for services, 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 service price agreement will provide for reprographic printing for citywide use. This service will be requested on an “on-call” basis, which is commonly used for large format printing such as blueprints and engineering drawings for the architectural, engineering and construction industries. Reproductions can be made from the same size or smaller/larger hard copy originals. Prints can be computer generated from computer aided design and drafting files or from a variety of desktop publishing and design software packages.
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.
On November 10, 2015, the City Council authorized a living wage policy that requires contractors to pay their employees a “living wage” rate as established annually by the Massachusetts Institute of Technology Living Wage Calculator for Dallas County by Resolution No. 15-2141. The calculated living wage during the solicitation process of this contract is $22.05; the selected vendor meets this requirement.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
This item has no prior action.
FISCAL INFORMATION
|
Fund |
FY 2025 |
FY 2025 |
Future Years |
|
General Fund |
$ 959.98 |
$ 1,359.98 |
$ 1,841.12 |
|
Dallas Water Utilities Fund |
$7,000.00 |
$19,000.00 |
$28,293.84 |
|
Stormwater Drainage Management Fund |
$ 0.00 |
$ 4,000.00 |
$11,000.00 |
|
Bond Program Administration Fund |
$ 259.98 |
$ 259.98 |
$ 260.00 |
|
Total |
$8,219.96 |
$24,619.96 |
$41,394.96 |
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 |
|
$74,234.88 |
Goods |
32.00% |
|
M/WBE Subcontracting % |
M/WBE Overall % |
M/WBE Overall Participation $ |
|
0.00% |
100.00% |
$74,234.88 |
|
• The Request for Bid method of procurement resulted in the lowest responsive bidders being select, however the prime contractor is a certified M/WBE. |
|
• ARC DOCUMENT SOLUTIONS, LLC - Local; Workforce - 16.67% 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 BV25-00026784. We opened them on March 28, 2025. We recommend the City Council award this service price agreement in its entirety to the lowest responsive and responsible bidder.
*Denotes successful bidder
Bidders Address Amount
*ARC DOCUMENT SOLUTIONS, 1515 Avenue S $ 74,234.88
LLC Suite 206
Grand Prairie, TX 75050
AC Printing LLC 400 South Raider Dr. $248,553.15
Euless, TX 76040
Elite Discovery, Inc. 400 North Saint Paul St. $463,484.60
Suite 1300
Dallas, TX 75201
Lawton Reprographic 14305 Inwood Rd. $131,862.78
Centers, Inc. Dallas, TX 75244
Stewart Engineering Supply 3221 East Pioneer Pkwy. $107,868.80
Arlington, TX 76010
OWNER/EXECUTIVE
ARC DOCUMENT SOLUTIONS, LLC
K. Suriyakumar, Chief Executive Officer