CITY OF SAN ANTONIO
INFORMATION TECHNOLOGY SERVICES DEPARTMENT
Interdepartmental Correspondence
TO: Erik Walsh, City Manager
FROM: Craig Hopkins, Chief Information Officer, Information Technology Services Department
COPIES: Audit and Accountability Committee; Ben Gorzell, Jr., CPA, Chief Financial Officer; Kevin Barthold, City Auditor; Troy Elliott, CPA, Deputy Chief Financial Officer
SUBJECT: Consideration of Completed High Profile Solicitation
DATE: December 15, 2020
The following high-profile project has completed the solicitation process. This item is presented to the Audit and Accountability Committee for review prior to the full City Council for consideration.
Citywide Multi-Function Devices (ITSD) - The Information Technology Services Department issued a Request for Competitive Sealed Proposal for Citywide Multi-Function Devices from qualified firms to provide, maintain and service replacement devices throughout City facilities. The selected firm shall provide the City with industry recognized multi-function devices capable of reliably performing all common document handling functions such as printing and scanning. The City has developed an internal “think before you print” campaign to reduce print consumption and desires to right size these devices by location based upon usage history.
In the RFCSP, the City requested pricing for the following options: Lease with fixed 60 Month Term; Lease with 60 Month Term and a Cancellation Option; and Purchase with a Maintenance Agreement. The evaluation committee considered and independently scored all options for experience, background and qualifications and proposed plan and the Finance Department scored pricing for all options. The evaluation committee recommends the Lease with 60 Month Term and a Cancellation Option for Council consideration and the initial and final score matrices are attached.
Solicitation Type: Request for Competitive Sealed Proposals
Contract Value: $5.9 Million
Term of Contract: 3 years with 2, 1-year renewal options
Number of Respondents: 7
Contracts to be Awarded: 1
Council Consideration: January 21, 2021
Evaluation Criteria: Experience, Background, Qualifications: 30 points
Proposed Plan: 35 points
Price: 15 points
SBE Prime Contract Program: 10 points
M/WBE Prime Contract Program: 10 points
Local Preference Program: Not Applicable
Veteran Owned Small Business Preference Program: Not Applicable
Voting Members: Craig Hopkins, Chief Information Officer, ITSD
Benito Medrano, Assistant Director, ITSD
Randy Schneider, Senior IT Manager, ITSD
Catia Jendrzey, Business Relationship Manager, ITSD
Julia Murphy, Deputy Sustainability Officer, Office of Sustainability
Initial Score Matrix
Final Score Matrix
Four firms were shortlisted for interviews. After completion of interviews and prior to final scoring, a Best and Final Offer was issued requesting further information regarding customer support, service levels, hardware options offered, cloud printing capabilities and any pricing updates.
Due diligence conducted for the respondents to the above solicitation included a search of federal and state debarment lists, prohibited political contributions, conflicts of interest, delinquent City/County taxes, outstanding payments to the City, payment of state franchise fees as well as a search of the internet for pertinent business information. No material findings were noted that would prevent the City from awarding to the selected vendor.
Staff recommends committee approval to proceed with scheduling this item for full City Council consideration.