Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Jas Sandhar, Procurement Director
Subject: Amendment to the Agreement with Vinvic Enterprises, Inc., DBA Minuteman Press, for printing, graphics, and typesetting services, reinstating the Agreement, increasing the total not-to-exceed amount from $1,000,000 to $3,000,000, and extending the term through January 29, 2027
RECOMMENDATION:
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Adopt a resolution authorizing execution of a Reinstatement and First Amendment to the Agreement with Vinvic Enterprises, Inc., DBA Minuteman Press for printing, graphics, and typesetting services, reinstating the Agreement, increasing the total not-to-exceed amount from $1,000,000 to $3,000,000, extending the term of the Agreement through January 29, 2027, and approving a waiver of the five-year contract term limit, in accordance with County policy.
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BACKGROUND:
On November 19, 2020, the Procurement Division publicly posted RFP No. 1437, a competitive solicitation to identify a qualified vendor to provide printing, graphics, and typesetting services for use by County departments. The RFP closed on December 17, 2020, with 7 proposals received and reviewed and scored by an evaluation panel. As a result of the evaluation process, Vinvic Enterprises, Inc., DBA Minuteman Press was selected.
On May 18, 2021, the County executed Agreement No. 08454R078184 with Vinvic Enterprises, Inc., DBA Minuteman Press for an initial three-year term from May 18, 2021, through May 17, 2024, for an amount not to exceed $1,000,000. The Agreement included an option to extend the Agreement by two years, which the Procurement Division exercised thereby extending the term of the Agreement through May 17, 2026. The Agreement is available for use by all County departments and has been used to obtain printing, graphics, and typesetting services since that time.
The Procurement Division is in the process of completing a new competitive procurement for these services. A short-term extension of the term of the Agreement is needed to ensure continuity of services while the procurement process is completed.
DISCUSSION:
Vinvic Enterprises, Inc., DBA Minuteman Press is an experienced provider of printing and allied services and is well suited to the County's printing needs. Under the Agreement, Minuteman Press provides printing, graphics, and typesetting services to County departments, including business cards, letterhead, envelopes, forms, booklets, posters, and wide-format printing, at the rates set forth in the Agreement. County department demand for printing, graphics, and typesetting services under this Agreement has been greater than originally anticipated, and purchases have approached the current total not-to-exceed amount. An increase to the total not-to-exceed amount is also needed to allow County departments to continue using the Agreement through the extended term.
County staff recommend a First Amendment to the Agreement with Vinvic Enterprises, Inc., DBA Minuteman Press for printing, graphics, and typesetting services to increase the amount not-to-exceed from $1,000,000 to $3,000,000 and to extend the term through January 29, 2027. The agreement's previously approved term of five years, consisting of an initial three-year term and a two-year option to extend, has been reached. Extending service beyond that five-year term requires this Board's approval, and in accordance with County procurement policy, the Procurement Director recommends that the Board approve a waiver of the five-year contract term limit to prevent disruption of service. The amendment formally reinstates the Agreement to ensure contract coverage from May 17, 2026. No other terms of the Agreement are changed.
The resolution contains the County's standard provisions allowing amendment of the County fiscal obligations by a maximum of $25,000 (in aggregate).
The accompanying resolution and amendment have been reviewed and approved as to form by the County Attorney.
PERFORMANCE MEASURES:
|
Measure |
FY 2021-22 |
FY 2022-23 |
FY 2023-24 |
FY 2024-25 |
FY 2025-26 |
FY 2026-27 |
|
Percent of printing jobs completed by due date |
100% |
100% |
100% |
100% |
100% |
100% |
COMMUNITY IMPACT:
This amendment supports San Mateo County's commitment to efficient and responsible use of public resources. Maintaining this countywide agreement gives County departments continued access to reliable, competitively procured printing, graphics, and typesetting services, including services from a local business, while avoiding the need to solicit these services separately. The result is timely, cost-effective printing support for County operations.
FISCAL IMPACT:
With this amendment, the total not-to-exceed of the agreement with Vinvic Enterprises, Inc., DBA Minuteman Press increases from $1,000,000 to $3,000,000 for the amended term through January 29, 2027. Costs incurred under this agreement are paid by ordering departments from their respective adopted budgets, as reflected in the FY 26/27 Recommended Budget.