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Water & Wastewater Commission Review and Recommendation October 14, 2020 Government That Works For All Commission Meeting Date: Council Meeting Date: Department: Purchasing November 12, 2020 COA Strategic Direction: Client: Rick Coronado, Jonathan Dalchau Agenda Item Recommend approval to award a multi-term contract with American Minority Business Forms, Inc. D/B/A American Diversity, to provide printed forms, for up to five years for a total contract amount not to exceed $642,500. Austin Water’s requested authorization is $30,000. Amount and Source of Funding Funding in the amount of $5,500 is available in the Fiscal Year 2020-2021 Operating Budget for Austin Water. Funding for the remaining contract term is contingent upon available funding in future budgets. The Purchasing Office issued an Invitation for Bids (IFB) 8700 APC1004REBID1 for these goods. The solicitation issued on July 20, 2020 and it closed on August 4, 2020. Of the four offers received, the recommended contractor submitted the lowest responsive offer. A complete solicitation package, including a tabulation of the bids received, is available for viewing on the City’s Financial Services website, Austin Finance Online. Link: Solicitation Documents. N/A October 14, 2020 — To be reviewed by the Water and Wastewater Commission. This solicitation was reviewed for subcontracting opportunities in accordance with City Code Chapter 2-9D Minority Owned and Women Owned Business Enterprise Procurement Program. For the goods required for this solicitation, there were no subcontracting opportunities, therefore, no subcontracting goals were established). Purchasing Language: Prior Council Action: Boards and Commission Action: MBE/WBE:  The contract will provide for the production of printed forms for various City departments. City departments utilization includes financial receipts, petty cash reimbursements, mileage reimbursements and return address envelopes for City correspondence, as well as forms for Austin Police including Assault Victim Statements, Chain of Custody (records evidence data) and Pawn Shop Records (to record vital data of pawn shop items). The recommended Contractor is the current provider for these services and is certified as a Women Owned Business through the Women’s Business Enterprise National Council (WBENC). This contract is needed to provide best pricing and availability as well as ensuring quality and consistency of the City’s record and data collection. If the City is unable to secure a contract, the departments will be forced to procure these printed forms on an as needed basis which may result in higher prices and delays in production. Contract Detail: Contract Term Initial Term Optional Extension 1 Optional Extension 2 TOTALS Length of Term 3 yrs. 1 yr. 1 yr. 5 yrs. Contract Authorization $385,500 $128,500 $128,500 $642,500 Note: Contract Authorization amounts are based on the City’s estimated annual usage. PRICE ANALYSIS a) Solicitations: 219 notices were sent, including 8 MBE and 2 WBE firms with no M/WBE firms responding. b) Cost Analysis: The proposed contract is consistent with a 20.03% decrease represented in the market.